PNPKI ORIENTATION 2024 election may.pptx

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1. DIVISION ORIENTATION ON THE APPLICATION OF PNPKI DIGITAL SIGNATURES

2. 01 Overview of PNPKI

3. Philippine National Public Key Infrastructure (PNPKI) The PKI is one of the core services being offered by the Department of Information and Communications Technology (DICT) that will foster trust in the government by ensuring secure and reliable online transactions. PKI is essentially a set of hardware, software, policies, personnel and procedures needed to create, manage, distribute, use, store and revoke digital certificates. At the heart of the PKI is the concept of digital certificates.

4. Who can avail? Private individuals Government agencies and personnel Government computers, servers and machines

5. 02 PNPKI Individual Certificate Application Form

6. Requirements Electronic copies of passport size photo and signature Fillable PNPKI Application Form Adobe Acrobat Reader

7. Step 1: DOWNLOAD AND INSTALL ADOBE ACROBAT READER

8. Open your browser and type the following URL to access the Adobe Acrobat Reader download page: https://get.adobe.com/reader/

9. Wait until the initialization reaches 100% to download the installer.

10. Click Save to download the installer in your computer.

11. Open the folder where the installer is saved and double-click it to run the setup.

12. Wait until the installer reaches 100%.

13. Click Finish once the installation is complete. Your Adobe Acrobat Reader will automatically open.

14. Step 2: DOWNLOAD THE PNPKI APPLICATION FORM

15. To download the PNPKI Application Form, open your web browser and type the following URL in the address bar: https://tinyurl.com/pnpki2024pamp

16. The OneDrive folder will appear in your browser showing two files. Select the file named PNPKI Individual Certificate Application Form (fillable).pdf

17. Click the Download button to save the PNPKI Application Form in your computer.

18. As a guide, a sample filled-out form is also found in the link provided. It has a filename of SAMPLE_FILL OUT_PNPKI-Individual-Certificate-Application-Form.pdf . Just follow the previous steps in downloading it.

19. Open the folder where you downloaded the PNPKI Application Form. Double-click to open the file.

20. Step 3: FILL UP THE PNPKI APPLICATION FORM

21. Read the instructions stated in the PNPKI Application Form before encoding your data.

22. Type in your necessary details on the appropriate boxes. Red Boxes are required details that need to be filled-out. All entries encoded in the form should be in BLOCK or CAPITAL LETTERS .

23. Under item 4G (Date of Birth), follow the format provided (DD/MM/YYYY). You can also use the dropdown to select the date of birth.

24. Under item 4O, type DEPARTMENT OF EDUCATION – SCHOOLS DIVISION OF PAMPANGA . Under item 4P, type your School ID and Name of School. (example: 999999 SAMPLE ELEMENTARY SCHOOL) If school has no School ID yet, only type the name of the school.

25. Under item 5I, type your DepEd Email address . School DepEd Email addresses are not allowed. Under item 5J, type your alternate email address. If you do not have another email address, just leave it blank since it is not a required field.

26. Step 4: A TTACH THE PICTURE IN THE PNPKI APPLICATION FORM

27. REMINDERS: Before you attach your picture and electronic signature, take note of the following: The picture should be taken within the last 6 months. The picture should show the whole head up to shoulders. The picture should have a white background and has the following requirements: Width = 35mm Height = 45mm File format = .jpg or . png

28. Under item 5I, type your DepEd Email address . School DepEd Email addresses are not allowed. Under item 5J, type your alternate email address. If you do not have another email address, just leave it blank since it is not a required field.

29. Click the placeholder where the photo should be placed.

30. Click Browse… to locate the photo and click open. Make sure that the picture has the following dimensions: Width = 35mm Height = 45mm The required file formats are .jpg or . png

31. The Photo is now attached to the fillable form. You can click again the photo if you wish to change the photo.

32. Step 5: A TTACH THE ELECTRONIC SIGNATURE IN THE PNPKI APPLICATION FORM

33. REMINDER: The electronic signature should be clear and have the same file format as the picture (.jpg or . png ). Only black or blue inks. Red is not ALLOWED .

34. To attach the signature, go to the declaration page and click the placeholder where the signature should be located.

35. A pop-up window will open so that you may locate your signature then click open to attach the digital signature.

36. Do the same in the subscriber agreement page.

37. Once you are done, click File -> Save As…

38. Select the same location from where you opened your PNPKI Application form by clicking it.

39. Save your PNPKI Application form using the following format: LASTNAME_FIRSTNAME_EMPLOYEENO_SCHOOLID_PAMPANGA Ex.: DELACRUZ_JUAN_4321675_546321_PAMPANGA Filename should be in BLOCK or CAPITAL LETTERS .

40. 03 ROLES AND RESPONSIBILITIES OF THE PNPKI TEAM

41. DIVISION LEVEL: ADMINISTRATIVE OFFICER V Preparation of the vetting certification that will be submitted to DICT ADMINISTRATIVE OFFICER IV (PERSONNEL UNIT) Validation and verification of submitted list of personnel

42. DIVISION LEVEL: INFORMATION TECHNOLOGY OFFICER I Coordination with District and Cluster ICT Coordinators in the submission of PNPKI applications. Consolidation and preparation of requirements (PNPKI application forms, Vetting Certification, Bulk Application Encoding Form) that will be submitted to DICT.

43. DISTRICT/CLUSTER LEVEL: PUBLIC SCHOOLS DISTRICT SUPERVISOR/CLUSTER CHAIRPERSON Oversight of the status of PNPKI application submissions in their respective districts/clusters. DISTRICT/CLUSTER ICT COORDINATOR Consolidation and preparation of requirements (PNPKI application forms, Bulk Application Encoding Form) that will be submitted to Schools Division. Submission of PNPKI applications of schools within their districts/clusters to the Schools Division.

44. SCHOOL LEVEL: SCHOOL HEAD Oversight of the status of PNPKI application submissions within the school. SCHOOL ICT COORDINATOR Consolidation and preparation of requirements (PNPKI application forms, Bulk Application Encoding Form) that will be submitted to the district/cluster ICT Coordinator. Submission of PNPKI applications of schools within their districts/clusters to the district/cluster ICT Coordinator.

45. 04 CONSOLIDATION AND SUBMISSION PROCEDURES

46. SCHOOL LEVEL CONSOLIDATION AND SUBMISSION PROCEDURES

47. School teaching and non-teaching personnel who will serve in the 2025 elections shall fully accomplish the digital PNPKI Application Form . This will include the attachment of photo and digital signature in the said form. Note: Applicants must see to it that all data encoded in their application forms are accurate and complete. Applicants must follow the correct format in naming their PNPKI application forms (LASTNAME_FIRSTNAME_EMPLOYEENO_SCHOOLID_PAMPANGA) .

48. The School ICT Coordinator shall collect all accomplished digital PNPKI application forms and encode the necessary information of the school personnel in the PNPKI Bulk Application Encoding Form 2024 Excel file. (https://tinyurl.com/pnpkiconsoformpamp) Note: School ICT Coordinators must see to it that the number of PNPKI application forms match the number of personnel encoded in the PNPKI Bulk Application Encoding Form 2024 Excel File.

49. After preparing all requirements needed (PNPKI Application Forms, PNPKI Bulk Application Encoding Form), the School ICT Coordinator shall submit said files to the District/Cluster ICT Coordinator . Note: School ICT Coordinators must see to it that the number of PNPKI application forms match the number of personnel encoded in the PNPKI Bulk Application Encoding Form 2024 Excel File.

50. DISTRICT/CLUSTER LEVEL CONSOLIDATION AND SUBMISSION PROCEDURES

51. The District/Cluster ICT Coordinator shall collect all PNPKI application requirements from the schools. The said requirements include the following: Duly accomplished PNPKI Application Forms PNPKI Bulk Application Encoding Form 2024 Excel file

52. After a particular school have completed and submitted all requirements, the District/Cluster ICT Coordinator shall create a folder with the name of the school in the OneDrive folder shared by the Division ITO . (Only the District/Cluster ICT Coordinator can access the said folder.)

53. The District/Cluster ICT Coordinator will consolidate all the PNPKI Encoding Forms into one Excel File. Each school are separated by worksheets.

54. The District/Cluster ICT Coordinator will inform the PNPKI Team , through the Division ITO , that all schools have complied within his/her district/cluster.

55. DIVISION LEVEL CONSOLIDATION AND SUBMISSION PROCEDURES

56. Once the Division PNPKI team is informed of a submission from a district/cluster, a validation process will take place.

57. If there are incomplete and/or erroneous entries found in the requirements, the Division PNPKI Team will inform the District/Cluster ICT Coordinator to comply with the deficiencies.

58. After a successful validation, the Division PNPKI Team , through the Division ITO , will prepare all necessary requirements for bulk application of personnel.

59. The Division ITO shall submit the necessary requirements to the DICT Regional Office 3 for processing of requests for PNPKI application of SDO personnel. These will include: Duly accomplished PNPKI Application Forms Validated PNPKI Bulk Application Encoding Form 2024 Excel file Vetting Certification from the Schools Division Office

60. 05 OTHER MATTERS

61. Only regular DepEd personnel can apply using the bulk application process. School personnel who are funded by the LSB, substitute teachers, contract of service personnel are not included in the said application process. They must apply their PNPKI digital signatures using the ORS of the DICT.

62. DepEd personnel MUST use their DepEd Email address in the PNPKI application form. Personal email addresses can only be used as alternative email addresses.

63. DepEd personnel who are not receiving emails in their Gmail accounts are advised by the ICT Unit to use their Microsoft Outlook accounts instead. DIVISION MEMORANDUM NO. 482, S. 2023 REITERATION OF DIVISION MEMORANDUM NO. 28, S. 2023 DIVISION INTERIM GUIDELINES ON THE MIGRATION FROM GOOGLE WORKSPACE TO MICROSOFT 365

64. DepEd personnel who are not receiving emails in their Gmail accounts are advised by the ICT Unit to use their Microsoft Outlook accounts instead. DIVISION MEMORANDUM NO. 482, S. 2023 REITERATION OF DIVISION MEMORANDUM NO. 28, S. 2023 DIVISION INTERIM GUIDELINES ON THE MIGRATION FROM GOOGLE WORKSPACE TO MICROSOFT 365

65. QUESTIONS