User’s Manual - deped-nv.com.ph Travel Order Processing System... · Install "DepEd Travel Order Processing System Setup_v4.exe" ... OSDS 27 Updating Profile To ... Refer to the

1 Information and Communications Technology Unit, OSDS

TRAVEL ORDER PROCESSING SYSTEM

Software Release #: 4.1

User’s Manual

DEPARTMENT OF EDUCATION Schools Division of Nueva Vizcaya Information and Communications Technology Unit Office of the Schools Division Superintendent



INTRODUCTION With the advent of computerization, almost everyone has dealt himself

to computer initiated gadgets or even in some transactions to offices and

institutions. For an instance, upon entering to a certain bank institution,

transaction starts with a sophisticated computer generated machine asking if

what services the bank can offer until finishing one’s transaction.

Similarly, the Civil Service Commission (CSC) invites every public offices

to do the same, that is, elevating the frontline services into computer generated

systems facilitating transactions. Also, it stipulates in the accreditation criteria,

as to attain the level III status, encouragement of digitization of transaction is

evident. Thus, the Schools Division Office of Nueva Vizcaya, having garnered the

Level II Accreditation status on frontline services for personnel during the 2016

PRIME-HRM evaluation, through the Information Communication Technology

Unit, envisions to be compliant.

With this, the launching of TRAVEL ORDER PROCESSING SYSTEM pilots

the system generated transactions on the travel orders catering all personnel.

This system aims to facilitate the process for those who are far from the Office

considering that the SDO-NV schools are geographically located in

mountainous areas and even nearby schools, too, personnel need not to come

to the Office just to secure Travel Orders. Also, it serves as an internal control

system of the Office since these travel orders are in sequence with some

control features.


Most of all, it is a win-win solution since the system does not require

the presence of each signatory in the office every time a personnel needs

to secure Travel Order because approval on its request is just in the computer

system which is accessible anytime and anywhere.

On its background, the system is a software-based computer

application developed using Virtual Studio Express Edition, a state-of-the-art

software development tool and for its back-end database, the system uses

MySQL, as built in the www.deped-nv.com.ph website.

Enjoy the system and have a safe and happy trip on your travel!

http://www.deped-nv.com/


Table of Contents INTRODUCTION .......................................................................... 3

LAUNCHING AND RELATED MEMO .............................................. 6

SYSTEM REQUIREMENTS ............................................................ 8

Software......................................................................... 8

Hardware ....................................................................... 8

DOWNLOADING THE SYSTEM ..................................................... 9

INSTALLING OTOPS ................................................................... 10

HOW TO USE THE SYSTEM ........................................................ 13

User Registration ......................................................... 13

Lost Password .............................................................. 17

Travel Orders Master List ............................................. 20

Users Master List ......................................................... 21

Login ............................................................................ 22

Printing Travel Order .................................................... 24

Updating Profile ........................................................... 27

Changing Password ...................................................... 28

DepEd NV Memo ......................................................... 28

FREQUENTLY ASKED QUESTIONS ............................................... 29

NOTES ...................................................................................... 30


LAUNCHING AND RELATED MEMO



SYSTEM REQUIREMENTS

Software

The system can only be installed in a computer with Windows© operating system. This will not work on Linux and Macintosh operating systems.

Minimum:

Operating System : Windows Vista Office : Microsoft Office 2007 Image Editing Tool : Microsoft Paint PDF Reader : Any .NET Framework : version 4.5

Recommended: Operating System : Windows 7, 8, 8.1, 10 Office : Microsoft Office 2010 & above Image Editing Tool : Microsoft Paint PDF Reader : Any .NET Framework : version 4.5

Hardware Minimum:

Processor : Dual Core Processor (Intel DC, AMD) RAM : 1GB HDD : 40GB Internet Speed : 512 mbps (stable)

Recommended:

Processor : Quad Core and above (Intel i3, i5, i7) RAM : 4GB HDD : 500GB Internet Speed : 2 mbps and above

Note: The system is faster to load on computers with faster internet connection.


DOWNLOADING THE SYSTEM Step 1: Download all the necessary files in the website

www.deped-nv.com.ph/otops


INSTALLING OTOPS

1. Install "DepEd Travel Order Processing System Setup_v4.exe"


2. Install "SQLSysClrTypes.msi". Follow the instructions on the succeeding windows that will appears.

3. Install "ReportViewer.msi". Follow the instructions on the succeeding

windows that will appears.


4. Install the "Barcode.ttf" Step 1: Double Click the Barcode.ttf File

Step 2: Click the button

5. For lower version of windows such as Windows Vista, Windows 7 or

Windows 8, install the "dotNetFx40_Full_x86_x64.exe". In some cases, This pre-requisites are already installed in Windows 10 Computers.


HOW TO USE THE SYSTEM

User Registration

To use the system, the user must register first.

Step 1: Click the Register for NEW ACCOUNT link as shown.


Step 2: Fill up all the information needed.

Class - Employees classification.

Employee TIN - Official Tax Identification Number from BIR School ID - School ID of the School. For Division Office, use “000000” Scanned Signature - e-Signature of the employee. File size must not

excess 100 KB. Security Question - Question used to verify your identity if the user lost

its password. Answer - Response answer to the selected Security Question


OPTION 1 for Signature:

You can open and use your existing softcopy of your signature if you already have

one. The maximum file size if 100KB only.

After opening, a preview of your signature will be shown on the Signature’s Preview

Box


OPTION 2 for Signature:

Click the Create button.

A Reminder box will appear then a PAINT

application will be opened. Make a

signature and click SAVE. Then close the

PAINT

After opening, a preview of your

signature will NOT be shown on the

Signature’s Preview Box


Lost Password

This utility provides an assistance to users who lost their password.

Step 1. To start with, enter the Employee #

Step 2. Choose the Security Question used during the registration

Step 3. Enter your Answer then click Validate button.

Step 4a. If the user’s answer doesn’t pass the validation

process, failed message will appear.


Step 4b. If the user’s answer passed the validation process, the

utility as shown below with enabled. Enter your new password

and click Save new password button.

Record Validation and Checker For records officer, this utility will be used as reference to check the

validity of the travel order being presented.

Enter the administrators SECURITY CODE

Enter the travel order reference number


With this facility, the records officer or other authorized personnel can

validate the authenticity of the Printed Travel Order being presented.


Travel Orders Master List

For records officer or other authorized personnel, this utility can be

used to print a master list of travel orders.


A Master list of Travel Orders will be shown.


Users Master List

For records officer or other authorized personnel, this utility can be

used to print a master list of users.


A Master list of Users will be shown.


Login

To login in the system, enter the Employee TIN and Password used during the User Registration and click Login.

A message will appear if invalid username and password is entered.

NOTE:

Always remember your password. DO not tell your password to anyone.


Creating Travel Order Step 1: Login your account

Step 2: Click the “Created Travel Order” button in the toolbar

Step 3: Fill-up all the required information necessary in creating travel order. - Other Personnel (if applicable) - Destination

- Purpose

- Date of travel

- Noted by (if applicable)

- Recommending Approval (if applicable)

- PDF Attachment

- Website Link / File Link


Printing Travel Order

Step 1: Click the “My Travel Order” button in the toolbar of the main

window.

Step 2: Select the Travel Order you have created. Step 3: Click “Print Travel

Order”


Approving Travel Orders A utility for APPROVER and OTHER HEADS accounts only (school

heads, district heads, division superintendent).

Step 1: Click “For Actions” button in the toolbar

Option 1 to Approve: Click the Approve Action to approve immediately


Option 2 to Approve: Double click the Record or Travel order you want to

approve. The Travel Order Details will appear. Click the Affix button below

approve the travel. The approver may also check the ATTACHMENT

FORMS/DOCUMENTS of the WEBSITE LINK for further references.


Updating Profile

To update the personal profile of an employee, follow these step: Step 1:

Click “Update Profile Info” button in the toolbar.

Step 2: Fill-up the fields with the updated information and click the “Save”

button.


Changing Password

To change the user’s password, click the “Change Password” button. A window will appear asking for the old and new password.

DepEd NV Memo

Integrated viewer for SDO issued memorandum


FREQUENTLY ASKED QUESTIONS

Q: Who will be the first to register in the system? A: There is no definite requirements and pre-requisites during the registration, but in the creation of the new travel order, it is required that the school heads and district supervisors have already registered.

Q: What type of internet connection is required in the system? A: Any type internet connection will do providing the internet speed is at least 1MBPS. Note that the faster the internet connection, the better.

Q: What are the system requirements of the system? A: Refer to the System Requirements section of the User’s Manual

Q: Can I make or print travel orders offline? A: No, the system is an online application and requires internet connection to work.

Q: Can this program be replicated to other divisions or regions of the Department of Education? A: Yes. The developer can change the settings in the database and it ready to be used to other divisions or regional offices of DepEd. Q: How secure is the account of the system users? A: The system is developed using Visual Studio .NET Express and MySQL Database server that has proven its security and data integrity. Furthermore, the developer of the system itself has secured the passwords, security questions, and security answers, with the MD5 algorithm. A One-way encryption algorithm that cannot be decrypt. That means that the programmer cannot read the users security authentications.

For more information, please contact: Contact #:0917 500 5711 Email: [email protected]

mailto:[email protected]


NOTES



Information and Communications Technology Unit, OSDS 20

The DepEd Vision

We dream of Filipinos

who passionately love their country and whose values and competencies enable them

to realize their full potential

and contribute meaningfully to building the nation.

As a learner-centered public institution, the

Department of Education continuously improves itself

to better serve its stakeholders.

The DepEd Mission

To protect and promote the right of every Filipino to quality, equitable,

culture-based, and complete basic education where: Students learn in a child-friendly, gender-sensitive, safe, and motivating

environment. Teachers facilitate learning and constantly nurture every learner. Administrators and staff, as stewards of the institution, ensure an enabling and supportive environment

for effective learning to happen. Family, community, and other stakeholders are actively engaged and share

responsibility for developing life-long learners.

Our Core Values

Maka-Diyos Maka-tao Makakalikasan

Makabansa

Documents

User’s Manual - deped-nv.com.ph Travel Order Processing System... · Install "DepEd Travel Order Processing System Setup_v4.exe" ... OSDS 27 Updating Profile To ... Refer to the