Closeout Implementing Guidelines (latest version)

8/3/2019 Closeout Implementing Guidelines (latest version)

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Close-Out Activity 1Implementing Guidelinesversion 15

COMMITTEE TASKS REMINDERS

SECRETARIAT

Registration(R)

Responsible for the registration area Review forms required from the PHS Check participants' itinerary and reimbursement forms Prepare CAs, CPs, certificates, prizes, reimbursements

Identify a registration area, usually near theentrance of the plenary hall

Include travel forms in participants' kit

Logistics(L)

Prepare exhibit area; mount posters / murals Prepare materials and supplies Prepare plenary hall, breakout rooms / areas

Prepare in advance: metacards, templates ofsudoku and crossword puzzles; print-outs ofmindmaps

Technical(T)

Set up computers for registration, presentation Set up online forms (registration, internet survey,

evaluation) Set up equipment (sound system, projector); ensure

that sound system is working at all times

Ensure that Edubuntu and all codecs/drivers areinstalled for all computers

Load all slides in presentation laptop music (dance music for activities, instrumental /

inspirational music for symbolic close-out)

PROGRAM

Facilitators(F)

Main Facilitator (MF) Direct all plenary sessions Guide the session facilitators Ensure liveliness of participants during sessions

Session Facilitators (SF) Facilitate breakout sessions Assist in plenary workshops and activities

Main facilitator should meet with sessionfacilitators before the start of the close-out andat the end of each day to prepare and adjustactivities whenever necessary

Documenters

(D)

Main Documenter (MD) Document the process and any deviation in the design Integrate documentation of session documenters

Session Documenters (SD)

Document the breakout sessions Handle photo and video coverage Prepare photo stories (slide presentation of pictures,

to be shown during start of each day)

Main documenter should meet with sessiondocumenters at the end of each day to integrateinputs and information gathered; these will besubmitted to the program-in-charge and main

facilitator If possible, all documentation should be

submitted to MD, then to ICTO before egress

Program-In-Charge Ensure readiness of all committees One from PMO, one from SUC

NOTE: All staff should be assigned to at least one committee. If the number of staff is adequate, only one assignment per person to ensure focus.


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DAY 0

ACTIVITY TO DO'S MATERIALS STAFF

Afternoon or nightMeeting

ICTO and SUC PM: Walk-through on program and guidelines Committee assignments Reiterate tasks and ensure availability of required

materials ocular inspection of plenary hall

Main Facilitator: meet Session Facilitators to orient and prepare for

workshops

LCD projector Allcommitees

DAY 1


8:00 10:00 Arrival of participants Registration Forms review Distribution of travel

forms (itinerary,reimbursement)

Set-up of exhibit Internet utilization

survey

Secretariat (Registration as lead; Logistics, Technical, andProgram to help if needed):

Arrival of participants expect some pax to arrive earlyon Day 1; while waiting, they can proceed with manual

and online registration and/or fill-out close-out forms (ifthey have not submitted yet prior to the close-outactivity). Likewise, be prepared to receive poster/mural,multimedia presentation from the pax.

Registration both manual and online

Online to facilitate gathering of information (e.g.

Arrival of participants

waiting area for pax where they can sitdown

luggage area

Registration

Print-outs of reg form (for manual reg)

Computers with internet connection

Enough electrical outlets for thecomputers / extension cords

R, L, T


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grouping for breakout sessions, health and dietaryconsideration for pax); retrieve food restriction to

be considered in menu Manual with signatures of pax; per SUC (if multiple

SUCs in close-out). Manual reg is also done tocomply with SUCs finance unit (liquidation)

Forms review NOTE: as finalized during the SUC PMmeeting (Sept 2011), the close-out forms should havebeen filled out way before the close-out activity, duringthe SUCs final site visit to the PHS. In cases wherethese were not done prior to the close-out activity,please prepare copies of the following:

Close-out forms print and have pax fill out (for paxwho have not filled-out and submitted these formsin advance)

Requirements checklist (per PHS)- 1 per PHS; to befilled-out by pax, checked by SUC and verified byDOST-ICTO.

SUC should organize close-out requirements per PHS(Collect documents per PHS, one brown envelope perPHS; paste requirements checklist on the back of theenvelope).

Requirements checklist (per SUC) consolidatedchecklist of requirements of all PHS assigned perSUC; to be filled out by SUC

Distribution of travel reimbursement form distributionon a per-SUC basis (for close-out runs with multipleSUCs; SUC to handle PHS assigned to them)

Forms review

Bond paper

Brown envelope (long)

Printer and extra ink

Travel reimbursement

Print-outs: travel reimbursement form(per SUC, if multiple SUCs in close-outrun)

Reimbursement guidelines (per SUC)

Set-up of exhibit

masking tape

Internet utilization survey

Computers with Internet connection

Participant Kit at least a big envelope whichhas the following materials / forms:

Close-out ID

Ballpen Notebook

Travel reimbursement forms (RER,itinerary of travel)

Close-out program


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Setup of exhibit identify area in close-out venuewhere the posters/murals can be mounted. Exhibit areamay be either inside or outside the plenary hall. Mountthe posters/murals.

Internet utilization survey - Ensure that all LabManagers or ICTCs of the PHS will accomplish this onlineform before the close-out activity ends. If the surveycannot be filled-out at this time, it can be rescheduledduring free time of the participants.

NOTE: This survey will only be accomplished by schools

with active Internet connection.10:00 10:30Opening Program

Secretariat:

Provide names of speakers to emcee

Opening Program (sample)

invocation

national anthem

welcome remarks (usually SUC official or SUC PM)

introduction of main facilitator

Invocation (assign or video)

National anthem (assign or video)

T, SD,Emcee

10:30 11:15Getting To Know You (GTKY)

Main Facilitator:

Have participants fill out the GTKY form (Facebookprofile page)

After filling out, request them to stand and direct to aclear area where they can play The Boat Is Sinking.

The Boat Is Sinking - facilitator will ask pax to groupthemselves according to:

GTKY slides

Print-outs of the Facebook (FB) profile

number of copies: 1 per participant. Printextra copies.

NOTE: All FB profiles should be collectedand filed.

MF, SF,MD, SD


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age

years in service

province of origin

marital status

designation, etc

For each grouping, pax will share info as they havewritten on their Facebook profile

NOTE: The last grouping will determine the group thatwill work on the next activity (LOE)

11:15 11:45Leveling of Expectations,Norms (LOE)

Main Facilitator:

This session is one of the most important and must behandled properly to provide a clear direction of theactivities.

Depending on the size of the group, the main facilitatormay opt to do this in teams or individuals

Ask participants to write down expectations onmetacards. Color code the metacards: Color 1: expectations from close-out activity

Color 2: DOST-ICTO / iSchools Project ManagementOffice

Color 3: SUC in charge

Color 4: facilitators and secretariat Color 5: co-participants

Tell the pax to write one idea per card (keywords only),that it should be written in a clear and concise manner,and big enough to be read from a distance.

LOE slides

metacards / zopp cards colored strips of paper

size: about 5x7 inches

5 metacards cards per pax (1 pc x 5colors)

MF, SF,MD, SD


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Processing: group same ideas, summarize and getfeedback / answer / comments from the concerned

individuals or groups.

This is also the time to discuss norms and house rules.Be ready with one in case it does not come out from theparticipants, including the following:

attendance be on time

use of laptops screens down when RP / somebodyis speaking in front, or when there is ongoingworkshop or activity

mobile phones keep in silent mode

11:45 12:00Presentation of Close-Out

Objectives

Close-out objectives (slides) PM ofSUC in

charge

12:00 1:00Lunch break

1:00 2:30Team Building Activity 1Build your own ICT4E device /ICT-themed classroom

Main Facilitator:

Activity (1 hour)

Group per division; group small divisions together anddivide big divisions, if needed.

The groups will be given materials to build a model /diorama / prototype of either of the following:

1. An ICT4E device encourage the groups to invent a device

that is optimally (if not perfectly) suited fora public high school.

The device should be different from theexisting technology being used in schoolstoday (e.g., computers, LCD projectors, TV).

One set of the following materials for each group:

Colored paper / art paper / cartolina colored markers / crayons popsicle or barbecue sticks a ball of string / yarn scissors glue

masking tape

MF, SF,MD, SD,L


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2. An ICT-themed classroom

have the groups build a diorama of anICT4E-themed classroom.

Encourage the participants to go beyondthe traditional set-up of a computerlaboratory

they may also invent technology otherthan the existing ones

conceptualize an ICT4E-themedclassroom as if they have no limitationsin resources

Presentation (30 minutes)

Have the groups present their models / dioramas.

2:30 3:30Workshop 1: iSchools ProjectGoals and Objectives

Main Facilitator or SUC PM:

Group participants per division

Based on their understanding, ask participant to list /enumerate iSchools Projects goal and objectives (usemetacards).

Have them post the metacards on a manila paper

Process by grouping together similar answers

Tip on processing the metacards: the group shouldbe the one dictating which category the metacard

falls under, not the facilitator.

In case there are similar ideas, ask the group firstbefore joining the cards.

Summarize and connect your categories, as well asthe card.

Continue until you finish processing all cards.

metacards manila paper, labeled as follows:

Goals Objectives

scissors masking tape iSchools goals and objectives (slides)

MF orSUCPM,SF toassist


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Show the original iSchools logframe and discuss how faror near they are from the original design

If they are good, commend; if not, nevermind :D

3:30 5:00Workshop 2: Presentation ofthe school website and librarysystem

Main Facilitator:

Approach 1(if there is reasonable number of websites and online librarysystems)

Group participants according to division or if any othergrouping is appropriate.

Each group will look at the websites of its members. Arepresentative will be assigned to report in plenary thewebsites of its group members, as well as highlightadditional features in the websites.

The same procedure can be done for the librarysystems.

Processing: Within each group, have pax review the website of

another PHS. Have them fill out the website checklist(see Annex)

Approach 2(if there are only 5 or less submitted websites and online library

systems)

Have pax accomplish the survey by putting in the nameof their PHS in the proper category

ZERO, no training, no draft, no output

WITH TRAINING, no draft, no output

WITH TRAINING, with output but not uploaded

Approach 1

One laptop per group; preloaded websites inlaptop (both online and offline websites)

Print-outs of the website checklist

Approach 2 manila paper with the following table:

Zero-no trng,nooutput

Withtrng,nooutput

Withtrng,withoutput,notuploaded

Withtrng,withuploadedweb site

Withouttrng,withwebsite

Straight5 daysorBuildingBlocks?

Names of PHS printed on strips of paper /metacard

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WITH TRAINING, uploaded

WITHOUT TRAINING, with website

Additional column for multi-year closeout addadditional column that will identify the trainingstrategy the participants attended

Ask those with websites to present their output inplenary

5:00 PMGallery viewingcheck-in

DAY 2


8:00 8:30

Management of Learning(MOL)

Main Facilitator:

Get insights of participants from Day 1 activities, thinkof a creative way to do this

MF

8:30 10:30Workshop 3: Issues andconcerns in projectimplementation

Main Facilitator:

Approach 1: print-outs of mindmaps Group participants per division.

Approach 1: print-outs of consolidatedmindmap (issues and concerns)

Approach 2: print-outs of Activity sheets for

MF, SF,MD, SD


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Flash mindmap of issues and concerns on LCD projector.Provide background on how the mindmap was

produced. Have the participants review the consolidated mindmap

(issues and concerns). Participants will review the mindmap as follows:

Round 1: as individual schools What issues and concerns can your schools

relate to / your schools also experience? Haveparticipants mark or check nodes accordingly.

What issues and concerns are most relevant toyour schools? Have participants come up with aTop 10 list

Round 2: as a DepEd division What issues and concerns are most relevant to

your division? Have them produce a Top 10 listfor the division as well.

DepEd ICTCs will present Top 10 list of theirrespective divisions

Approach 2: print-outs of mindmap outline

Round 1: PHS

Have activity sheet no. 3 distributed to PHS

Ask PHS to check issues and concerns theyencounter in implementing iSchools

Top 10 list - The checklist of issues and concerns has10 categories. Have the participants rank thecategories from 1 to 10. Specify an issue or concernfor each category

Round 2: Division

Group PHS into divisions (adjust groupings ifdivisions are too big / too small)

Workshop 3 (PHS and Division; see Annex)


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Top 10 list have each group come up with a Top 10list of issues and concerns for the entire group

(ideally for each division)

Session Facilitators Ensure that there is discussion within the group

Session Documenters: Collect mindmaps after the workshop Collect top10 list of each division and submit to Main

Documenter

Main Documenter:

Consolidate Top 10 of all DepEd divisions

10:30 12:00Workshop 4: Best practices

Main Facilitator:

Group participants into 5 one for the lab managers,the rest count to 4 (alternative: any otherappropriate grouping, as long as the lab managers aregrouped as one)

Group according to the categories: ICT integration in teaching and learning School administration and governance Teacher capacity building Technical sustainability

Financial sustainability

Session Documenters: Ensure that this workshop is properly documented so

the best practices can be shared to all the participants.

Main Documenter:


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Consolidate documentation

12:00 1:00Lunch break

1:00 1:30Presentation of Top 10 Issuesand Concerns

Main Documenter:

present consolidated list divisions' top 10 issues andconcerns

1:30 3:00Workshop 5: Strategies andRecommendations

Main Facilitator:

Approach 1: print-outs of mindmaps

Have mindmaps distributed to participants (1 mindmapper PHS)

Using highlighters / crayons, ask PHS to highlight

mindmap entries whether it is a process, project, orpolicy:

Color 1: Process

Immediately doable at the school level, doesnot need additional resources

Color 2: Project

Doable at the school level, but needs additionalresources (e.g. funds, resources, equipment)

Color 3: Policy

Needs decision from management (DepEdDivision, Region, Central) before any action canbe done

Ask participants to write down recommendations andstrategies not yet included in the mindmap, andhighlight these accordingly.

Approach 1: Print-outs of the integratedmindmap of operations plan

file from ICTO

to be printed by SUC copies: 1 per PHS size: cartolina size, or as long as the map

is readable; edit for printing (e.g. usedesktop publishing software)

Approach 2: print-outs of Activity Sheets forWorkshop 5 (PHS and Division; see Annex)

Paper (bond paper / cartolina) where themindmaps / mindmap outlines will be printed

Highlighters or crayons, 3 colors Workshop instructions (slide) Script for the commitment oath

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Using the mindmap and their inputs as reference, askeach PHS to identify 3 recommendations / strategies

that they can immediately do upon returning to theirschools. Tell them to be as specific as they can.

Afterwards, group participants according to division;adjust accordingly (e.g., split division if too big, combinedivisions if too small). This time, ask the groups toidentify 3 recommendations / strategies they canimmediately do as a division.

Approach 2: print-outs of mindmap outline

Round 1: PHS

Have activity sheet no. 3 distributed to PHS

Ask PHS to check whether the recommendations /strategies can be addressed via Process, Project orPolicy

Top 3 recommendations and strategies. Write down3 recommendations and strategies that the PHS cando immediately after the close-out activity.

Round 2: Division

Group PHS into divisions

Have each group come up with 3 recommendationsand strategies they can immediately do after theclose-out activity. This will also be used forWorkshop 6.

3:00 5:00Workshop 6: Top 3recommendations andstrategies (preparation)

Main Facilitator:

Have all divisions prepare creative presentations oftheir 3 recommendations / strategies:

At least 1 laptop to be used by groupassigned with ICT number software: Audacity (for audio recording),

Kino (for video recording); both can be

MF, SF,MD, SD


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a live number could be a skit, poem, song,

play, dance an ICT number participants may choose to

record their number in audio or video form.

Note: most of them choose to present a live number.If this happens, assign an ICT number to at least onegroup.

Session Documenters:

Make sure that this workshop is thoroughlydocumented: final output lyrics, script, final written work, final

audio / video output Get the 3 strategies and recommendations per

division

downloaded at Ubuntu Software Center

DAY 3


8:00 8:30 Check-out Event Evaluation

Secretariat:

Have participants fill out the online evaluation form

Instruct participants to claim reimbursement only after

filling out the evaluation form. It is recommended that each SUC assign its own staff to

distribute reimbursements for the PHS assigned tothem.

Computers online evaluation form loaded in browsers

link from ICTO

R, L, T

8:30 10:00continuation of Workshop 6:Top 3 recommendations and

Main Facilitator:

Call on each group to present their number / Google

Google doc link (output of group assignedpresent Google doc)

Script of commitment oath-taking


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strategies (presentation) Doc

Afte each group has presented, have an SUC official (if

in attendance) or the SUC PM to lead the commitmentoath-taking

10:00 10:30Teambuilding Activity 2

Main Facilitator:

This session intends to strengthen the relationshipamong participants belonging to the same DepEddivision.

Tell the participants that the next activity will be areview of their personal experiences in relation to theiSchools project

Ask participants to recall relevant experiences in

implementing the iSchools project, then write it downon color-coded metacards

Color 1: Gains

Color 2: Disappointments

Color 3: Bloopers

Color 4: Wishes

Remind participants to only write keywords; they willhave an opportunity to share with other participants

Processing

Participants will be given 4 opportunities (equivalent to4 rounds) to share what they wrote to the followinggroups

Explain that per round, they will only share onemetacard

Remind that each participant will be given a maximum

Metacards 4 colors 1 set of metacards per pax (1 pc x 4

colors)

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of 1 minute to share

Groups:

Round 1: by position (Lab Mgr, Principal, ICTC)

Round 2: by gender

Round 3: by physical trait (e.g. length of hair, bodysize or built

Round 4: by division

For rounds 1, 2 and 3, encourage them to group withparticipants from other divisions in the different rounds(Rounds 1,2,3).

It is okay for the participants to be noisy, let them havefun looking for groupmates. You may even need to use a

whistle to signal the start and end of each round.

At the end of ROUND 4, ask them how they found theexercise. They can just shout their answers and repeat afew of their responses.

Tell the participants that experiences both the good andthe bad hopefully helped them and will allow them tolearn valuable lessons. These things are all part of theprocess and hopefully, long after the project is done,they will not forget that they had these moments (plusadditional adlib)

Affirm all of them, ask them to give themselves a round

of applause.

10:30 10:45Symbolic Close-Out

Main Facilitator:

Retain grouping from previous activity (grouping by

division)

Ask the groups to form a circle, facing each other,

shoulder to shoulder.

Background music to invoke solemnity in theactivity

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Tell them that the last activity is for them to show their

affirmation/appreciation to/for each other. Invoke

silence, ask participants to settle down; take a minute toinvoke silence before proceeding.

Tell them to face right (while in the circle).

Ask them to do the following:

raise their right hand, put it on the right shoulder ofthe one in front of them and whisperBUTI NALANG NANDITO KA...(in Filipino, English or theirown dialect)

put down their right hand, raise their left hand, putit on the left shoulder of the one in front of them

then whisperSALAMAT SA LAHAT NG TULONGMO(in Filipino, English, or their own dialect)

put their right and left hand on the shoulder of theone in front of them, lightly massage the shoulderand whisper SANA MAIPAGPATULOY NATIN ANGMGA TAGUMPAY NATIN AT MATUTO TAYO SA MGAHAMON AT PAGKAKAMALI(In Filipino, English, ortheir own dialect)

Ask them to turn around (about face), then do the same.

While still in their groups, ask them to face each other,

raise their hands and high-five as a group while yelling,

GOOD LUCK AND MABUHAY!(or have them come upwith their own team yell or chant).

Congratulate and thank everybody at the end of the

exercise.

10:45 12:00

Impressions from participants

Emcee: Certificates (CAs, CPs, certificates ofcommendation), duly signed

Emcee,SD


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Awarding

Group Photo

Distribution of CAs, CPs

Lunch

Travel time

Impressions from participants

from DepEd ICTCs, selected principals, selected lab

managers

ask selected speakers to share their impression of

the project, of the close-out activity and their

support of the project

Awarding: certificates of commendation to PHS with

complete requirements, with online websites

Closing remarks from SUC PM/s and ICTO team lead

Secretariat:

Inform participants who will deliver impressions a dayahead so they can prepare

CAs, CPs, certificates of commendation: Make sure that

all certificates are already printed and signed.

put everything in an envelope - CAs, CPs,reimbursements in separate envelope (if not yetdistributed) label all envelopes with the participants name

arrange alphabetically

For close-out runs with multiple SUCs, distribute CAs

and CPs by SUC

Ensure an orderly, systematic, and fast way of doing this

CA Certificate of Appearance signed by SUC PM

CP Certificate of Participation this is issued only to participants

with complete attendance signed by SUC PM and ICTO PM

envelopes

(photo,video),

R

ANNEX


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A Website Checklist (for workshop 2, approach 1)

B Activity Sheet Teambuilding 1 (Sudoku Puzzle)

C Activity Sheet Teambuilding 1 (Crossword Puzzle)

D Activity Sheet Workshop 3, Approach 2 (for PHS)

E Activity Sheet Workshop 3, Approach 2 (for Division)

F Activity Sheet Workshop 5, Approach 2 (for PHS)

G Activity Sheet Workshop 5, Approach 2 (for Division)

Closeout Implementing Guidelines (latest version)

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