Online Request and Tracking System-PPT (1).pptx

PowerPoint presentation on Proper Usage of ORTS

1. Orientation and Proper Usage of the Online Request and Tracking System (ORTS)

2. Contents Overview of ORTS Instructions / Directions Inside ORTS (basic flow of the system) Troubleshooting of Common Problems / Errors and Issues and Concerns Action Plan

3. Division Memorandum #382 s.2019 The conduct of the “Orientation and the Proper Usage of the Online Request and Tracking System (ORTS)” on July 11, 2019 (Thursday) 9:00AM at the Social Hall of DepEd Cebu Province Division . This orientation will highlight the importance of following instructions and directions given in the ORTS to minimize or avoid future failure of transactions . Concerns on the implementation of the said system will also be discussed during the orientation and the precautionary measures needed to be taken .

4. Division Memorandum #382 s.2019 District Supervisors are directed to inform their respective District ICT Coordinators that attendance is a must. Bring Laptop and extension wire .

5. What is ORTS? The Online Requests and Tracking System or simply ORTS is a new innovation under the Records Management Information System’s Expansion Services . It was developed by the Records Management Improvement Committee (RMIC) , spearheaded by Dr. Ester A. Futalan , to increase the efficiency and effectiveness of service delivery with the main focus of enhancing the DepEd Cebu Province field-employee-clientele’s participation to an easier, faster and more convenient way of requesting documents and meeting schedules from the Division Office. Teachers will have the convenience of making requests without personally going to the Division Office, thus giving more time for the pupils/students who needed them the most.

6. Current Status of ORTS Around 50-1,200 active users per day Around 100-500+ requests per day

7. What do I need to use ORTS? DepEd Email Desktop Computer / Laptop or Mobile Device Internet Connection Printer (for printing the tracking slip)

8. Basic Flow of the ORTS

9. Basic Flow of the ORTS Registering an Account Activating an Account Logging in and Modifying Personal Information Initiating a Request and Tracking a Request Request History Website and Email Notifications

10. Troubleshooting

11. Troubleshooting I have no idea how to use the ORTS. View the Frequently Asked Questions (FAQ) Page first. A video tutorial will guide you on how to use the system.

12. Troubleshooting I can’t use the ORTS because I don’t have / have forgotten my DepEd email/password. Ask the School Head or ICT Coordinator to request it for you on the ORTS. It is under ICT Services  Request for DepEd Email. Indicate the name of the user who needed the email, district & school name and his/her current Gmail address in the NOTES area of the request. Note: Please remind the teachers that the ORTS account login is different from the DepEd email login and RMIS Online Application System (OAS) login. Passwords should be kept safe by the user to prevent malicious login attempts.

13. Troubleshooting I have forgotten my ORTS password. Your personal details, including your password is sent to you via DepEd email on the time you registered. The system will also notify you via DepEd email in case you or someone changed the ORTS password. Open your DepEd email, search ‘ort username’ and open the message. It is very important that you have access to your DepEd email.

14. Troubleshooting I can’t view my request status and history because my account is not activated. Open your DepEd email, search for ‘ort activation’, open the message and click the link. If not found, check the Spam Folder. It is very important that you have access to your DepEd email.

15. Troubleshooting I did not receive any email notifications on my request’s progress. Search your DepEd Email Spam folder or, Search for the Tracking Number on the ORTS homepage, or Open your ORTS account and view the updates there. Note: Possible reasons of this is a high volume of request was made during that time or an internet outage occurred in the personnel’s office.

16. Issues and Concerns I made an online request that requires an attachment that I have in hand. Do I need to personally bring the documents to the Division Office? If you’re a teacher, no, you don’t have to go to the Division Office to bring required attachments. You may request your ADAS or School Head to bring them to the Division Office on your behalf. You may also request them to bring them to you once the request is completed.

17. Issues and Concerns I am already inside the Division Office and I forgot to request online, do I have to go back home and request it there? No, you don’t have to go back to make an online request. The ICT Office has a special facility for walk-in clients and will assist you every step of the way.

18. Issues and Concerns I lost my DepEd email and password. It is advised that you contact your School ICT Coordinators first before making the request online. They have a list of all DepEd email addresses in your area. If the problem persists, you may ask the School ICT Coordinator or School Head to request for the resetting of your password using the ORTS for you.

19. Issues and Concerns I need to request for a document using the ORTS and the required attachment for that document is also found on the ORTS. Should I request for the attachment first? No, you do not need to request for the attachment if the information is already found in the Division Office. This will only create an unnecessary duplicate request. For example, requesting for a NOSI/NOSA from the HR Section requires an updated Service Record from the Records Section . The HR Section will automatically forward your request to the Records Section for the processing of your updated Service Records. After that, the Records Section will return the documents to the HR Section for processing and releasing. It is also important to be mindful of the “NOTES” area when tracking your requests. Data processors/personnel may ask for additional attachments to support your requests. They may also text, call, email to notify you. Be sure to supply and update all your personal information on your ORTS dashboard to prevent problems.

20. Issues and Concerns I sometimes have yellow screen run-time and timeout errors. The system is still currently undergoing updates to improve the server’s performance. If this happens, kindly return for a few minutes and refresh your browser and try again.

21. Issues and Concerns It has been more than three (3) days and my request is still not processed yet (1 of 2). Search for the Tracking Number on the ORTS homepage and view the notes supplied by the data processors. It is possible that a discrepancy was found and additional instructions or are documents needed to progress. Teachers may request their ADAS or School Heads to bring the additional documents to the Division data processor.

22. Issues and Concerns It has been more than three (3) days and my request is still not processed yet (2 of 2). Contact the Division Personnel/data processor directly to follow-up your requests. Note: Due to a high volume of requests each day, it is recommended that follow-ups should be made three days after the request. (Division Memo 371 s.2019)