CBMS Resources

Chapter 4

CBMS Management Information System

Contents


The CBMS Management Information System (MIS) is developed by the PSA to facilitate authorization of devices and personnel, assignment of workload and monitoring of progress of the 2022 CBMS operations.

This chapter discusses the CBMS MIS and provides instructions on how the users of the CBMS applications and systems can prepare their login credentials and devices for the 2022 CBMS CAPI implementation.

A. Device Registration

Once the device has been issued to CBMS hired personnel such as the EN, TS, CAS and HCAS, the owner of the tablet should register the device.

How to assign register a device in MIS

  1. Go to the homepage of the CBMS Mobile Application. Click the hamburger button and generate the QR Code.
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  1. The generated QR code from the CBMS Mobile Application will be scanned by their direct supervisor. EN and TS devices are to be registered by their CAS, for CAS device by his/her HCAS and HCAS by PCCT.
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  1. Once the device is registered, you may now proceed to personnel registration.

B. Personnel Registration and Management

How to assign workload through the “Personnel” module

  1. Click on the “Personnel” module in CBMS MIS at https://cbms.psa.gov.ph/MIS.

  2. Click on the “Add Personnel” button. This can be found in the upper left part of the screen.

  3. A pop-up information sheet will be seen on the screen. Fill-up all the information needed.

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  1. Choose if the personnel is PSA Hired or LGU Hired. PSA Hired are those personnel whose funding came from PSA while LGU Hired came from their respective city/municipality.

  2. Enter the full name of the CBMS hired personnel. The format is First Name, Middle Name, Last Name and Suffix, if applicable.

  3. Enter the email address of the CBMS hired personnel. If none or no longer active, the personnel is suggested to make his/her own account first.

  4. Enter the address of the CBMS hired personnel. Note that Region and Province fields cannot be edited as these are automatically filled in depending on the access level provided, i.e., RSSO account has its Region field and PSO account has its Province field automatically filled in. For Municipality and Barangay, select/choose manually the respective address. In the address box, record the complete address which includes floor number, building numbers/name, if any, block/lot number, street name, zone, and/or village/sitio/purok name.

  5. Enter the cellphone number of the CBMS hired personnel. Note that the cellphone number format is 10-digit (ex. 9123456789). The cellphone number should be active since the password of the CBMS Mobile Application will be sent via SMS.

  6. Choose the role of the CBMS hired personnel. Different roles are available in the drop down choices. Choose only one (1) role.

  7. Once done in the needed information, click the Save button.

C. Workload Assignment

As soon as you are able to register device, and add CBMS personnel information, through the CBMS MIS at https://cbms.psa.gov.ph/MIS, you must assign workload to each hired CBMS personnel. This process must be done so that accessing the CBMS Mobile Applications would be successful.

This instruction guide is advised to be shared only to authorized users of the CBMS MIS. The Head CAS, PSA Focal Person and other staff in the provincial offices may collaborate to hasten the assignment of workload of CAS, TS and ENs.

How to assign workload through the “Workload Assignment” module

  1. Click on the “Workload Assignment” module.
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  1. Note that Region and Province fields cannot be edited as these are automatically filled in depending on the access level provided, i.e., RSSO account has its Region field and PSO account has its Province field automatically filled in. For Municipality and Barangay, select/choose manually the respective area.

Holders of MIS accounts in the PSO (Head CAS and/or CBMS Focal Person/s) are requested to assign the workload. Should they need assistance, it shall be their responsibility to coordinate closely with the RSSO’s MIS account holders so as to ensure that the process of workload assignments will be organized.

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  1. Once all this information is selected/filled in, area codes will be shown including the enumeration area (EA) codes and area names.
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  1. Under the “Personnel Assigned” column, names of the enumerator (EN), team supervisor (TS), and CBMS area supervisor (CAS) assigned for each EA can be seen. If these are blank, it only means that there are no assigned personnel yet. To allocate a workload, identify the EA where you wish to assign personnel and click the “Assign Personnel” button (blue) under the desired EA.
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  1. Upon clicking the “Assign Personnel” button (blue), a prompt will show up to select Enumerator, Team Supervisor, and CBMS Area Supervisor. All saved names of personnel (entered using the Personnel module) can be selected under each category to which they are assigned. Make sure to assign devices to personnel first since personnel with no assigned device cannot be allocated a workload. Click the “Save changes” button (blue) once selection of personnel is completed.
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  1. As soon as the workload assignment is done, names of the enumerator, team supervisor, and CBMS area supervisor will automatically appear on the “Personnel Assigned” column as mentioned.
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ADDITIONAL NOTES:

  1. Note that you can only assign one EN in one EA. TS assignments should also not overlap. The names of personnel with workload assignments (whose names appear in the “Personnel Assigned” column) will not appear in succeeding processing of workload assignments.

  2. If you wish to make changes in workload assignment, proceed to the desired EA where a personnel is assigned previously and click the “Assign Personnel” button (blue). Click “Remove (EN/TS/CAS)” on the field depending on personnel categories as seen below.

Enumerator:

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Team Supervisor:

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CBMS Area Supervisor:

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Once you remove the personnel, make sure to replace/reassign new personnel before hitting the “Save changes” button (blue). Re-logging in on personnel device application should follow.

Team Supervisor and Enumerator

Steps on How to Access the Application

  1. TS and EN shall be registered in the MIS provided the following information: First Name, Middle Name, Last Name, Extension Name, Email Address, Address (Region, Province, Municipality, Barangay), Complete Address, Contact Number and Role. Also, the personnel will be identified whether he/she is PSA or LGU hired.
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  1. The supervisor shall provide the system generated Username to TS/EN once registered in the MIS.

  2. Through the MIS, a One Time Password (OTP) shall be sent to the registered mobile number of TS/EN.

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  1. To register the device, TS/EN shall provide to his/her respective supervisors the QR Code that can be generated by clicking the QR Code Icon on the upper right corner of the screen.
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  1. After successful device registration, the user will log-in using the provided Username and OTP as his/her password. After logging in, the user will change his/her password. The user is advised to keep a copy of his/her new password for reference.
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  1. Once registered, Head CAS shall assign the workload of every user through the MIS.

  2. The user can now download his/her workload by clicking the three vertical dots on the upper right corner of the screen, functions for downloading the workload and geopackage will appear right after. These two functions will be clicked by the enumerator to download his/her workload and reference map. After the successful downloading of the mentioned files, the user can now select his/her city/municipality, barangay and EA.

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PSA Regional and Provincial Office Personnel, Supervisors and Focal Persons

Guidelines in Preparing Tablets, Personnel and Devices using the CBMS Mobile App and MIS

  1. Make a list of personnel.
  • Include information on the roles (EN/TS/CAS/HCAS, ISA/SSII), workload (assigned EA, personnel under each TS/CAS/HCAS), contact no. (cellphone number), email address, etc
  • In the worksheet, include columns for device IDs, PRO tablet IMEIs, serial number of tablets to be distributed to each personnel, and usernames of personnel. These columns should be left blank
  • You may refer to the illustration below for the format of the list of personnel. Columns may include name of personnel, role, address, workload (barangay, EA), Username/CBMS ID No. (system-generated from MIS), team assignment, team supervisor, CAS, HCAS assigned, Device ID, Device Serial No. (for PSA devices), IMEI (for PSA PRO tablets).
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  1. Install applications.
  • Make sure the tablet follows the System Requirements. Huawei devices are not advised to be used as the CSEntry application does not work in these devices.
  • Minimum system requirements:
    • Processor: 2.0 GHz Quad-Core Qualcom SDM 429
    • nternal Memory: 3GB RAM, 32GB ROM
    • Battery: 4200mAh
    • Display 8.0” WXGA
    • Resolution: 1280 x 800 pixel
    • OS: Android version 7 – 11
  • The following applications need to be installed:
    • CBMS Mobile Application (Get the latest version from the National CBMS Core Team)
    • CSEntry (version 7.7.1)
    • Qfield (version 1.10.0)
    • E-Classification Mobile App(https://play.google.com/store/search?q=e-classification&c=apps)
    • CBMS Resources App (https://cbms.psa.gov.ph/resources/)
  • Below is the step-by-step procedure for installing applications using a desktop PC/laptop:
    1. Access applications through this link: https://tinyurl.com/2p9cjrm5. (Always check the Announcements in the CBMS Mobile application for updates in applications whenever you connect to the internet.)
    2. Right click “CBMS Installers and Files”
    3. Click “Download”
    4. Connect your “Device” to your desktop/laptop
    5. In your desktop/laptop, go to “Downloads” > Right Click > copy “CBMS Installers and Files.zip”
    6. Create “CBMS Installers” folder in a very accessible location in your desktop/laptop
    7. Inside “CBMS Installers” Folder
    8. Right Click > Paste the “CBMS Installers and Files”.
    9. Right Click “CBMS Installers and Files.zip”
    10. Click “Extract Here”
    11. A folder named “CBMS Installers and Files” should have been extracted
    12. Right Click > Copy “CBMS Installers and Files”
    13. Go to “Device Name”
    14. Go to “Tablet”
    15. Right Click > Paste “CBMS Installers and Files” folder in the root of your “Tablet”.
  1. Open the Tablet folder. You will see a file error_codes.txt.
  2. Right click the file error_codes.txt. Click Cut.
  3. Paste the file error_codes.txt inside the Tablet folder.
Additional Instructions
  • Below is the step-by-step procedure for installing applications using a tablet:
      • 1. In your tablet tap he folder icon.
      2. Tap on “Internal Storage”.
      3. Tap on “CBMS Installers and Files”.
      4. Tap on the latest CBMS mobile app version’s apk.
      5. Click on “Install”.
      6. Click on “Open”.
      7. When an alert on the permissions appears, click “Allow”.
    1. Do not forget to copy the file error_codes.txt. To do this, go toyour tablet’s internal storage.
    2. Long press the file error_codes.txt. Buttons will appear below.Among these, click Move to. Then press the Back button.
    3. Paste the file error_codes.txt in Internal Storage.
    Additional Instructions
      11. Tap “Open App Info”
      12. Allow access to all files.
    1. Use CBMS MIS to record personnel details.
    • Create MIS accounts for PSA personnel who will assist in the encoding of personnel details and workload assignment. Note the Account Registration standard procedure:
        • 1. On the Utilities module of the CBMS MIS, click on “Create MIS Account”.
        2. Add the complete name, email address (which will serve as the CBMS MIS username and CBMS mobile app username as PSA PSO supervisor/personnel), province, address, contact numb(mobile phone).
        3. Click on “Save”.
        4. An OTP will be sent to the PSA personnel. The OTP shall serve as his/her password.
    • The MIS Accounts of the PSA personnel will serve as login credentials to the tablet with CBMS Mobile Application that can scan the devices of the first set of tablets. Username is the email address of the PSA personnel. Password is the OTP.
    • On the Personnel module, register and encode personnel details of CBMS hired personnel. (See Section 4.2. of this Chapter for the detailed instructions.
    • TS and EN shall be registered in the MIS provided the following information: First Name, Middle Name, Last Name, Extension Name, Email Address, Address (Region, Province, Municipality, Barangay), Complete Address, Contact Number and Role. Also, the personnel will be identified whether he/she is PSA or LGU hired.

    1. Assign workload to personnel. (See Section 4.3. of this Chapter for the detailed instructions.) Only one EA should be assigned to one EN at a given point in time. Assignment of new/other EA may be done after finishing the first EA assigned to him/her.

    2. Register authorized devices. (See Section 4.1. of this Chapter for detailed instructions.)

    • Generate QR Code of the device using the CBMS Mobile Application.
    • The MIS Accounts of the PSA personnel (PSO/RSSO accounts) will serve as login credentials to the tablet with CBMS Mobile Application that can scan the devices of the first set of tablets. Username is the email address of the PSA personnel. Password is the OTP.
    • PSO/RSSO to scan the device IDs of tablets for the HCAS, ISA and other members of the PCCT/RCCT.
    • HCAS/CAS/TS to scan QR code using the CBMS Mobile Application.
    • Connect to internet in order to submit list of all registered devices.
    • In the MIS, the device assigned to each personnel will be reflected when that personnel logs in the first time while connected to the internet.
    • IMEIs of PSA PRO tablets to be used for CBMS should be submitted to CBSS by RSSOs: cbms@psa.gov.ph and psacbms@gmail.com. PSA PRO tablets’ profiles will have to be adjusted by the SDD for these to be able to install CBMS applications.
    • For each tablet, a Screen Lock should be set. Use the 8-digit username as the screen lock PIN for each tablet. Do not allow the EN to replace the screen lock PIN.
    1. Update list of personnel.
    • Add details on the system-generated username from the CBMS MIS. The said username shall serve as the EN/TS/CAS/HCAS code and the personnel’s ID no. Inform the personnel concerned about it. And have it printed as the ID no. of the personnel.
    • Serial number of tablet issued to personnel and the date when the tablet was issued to them.
    1. CBMS Personnel shall login to the app.
    • Connect to the internet.
    • Enter username and password.
    • Use the OTP sent via SMS to login.
    • Note that the OTP can be sent again to the registered mobile phone no. To do this, select Resend OTP button.
    • Successive sending of OTPs is discouraged. Please wait for a few minutes before requesting another one.
    • CBMS Mobile App is advised to be logged out after each day of use.
    • In the MIS, the device assigned to each personnel will be reflected when that personnel logs in the first time while connected to the internet.
    1. Download workload and geopackage.
      a. Download workload.
        i. Connect to the internet.
        ii. Download workload using the CBMS Mobile application.
      b. Download geopackage
        i. Under Data Management tap “Download Geopackage” and a notification will appear
        ii. Select desired geopackage to download.
        iii. Tap “Download” to proceed.
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