Help & User Guide

Complete guide for using the eSheetPIUploader IPCRF Performance Indicator Analysis System

📋 For Applicants 🔧 For Admins 📊 Understanding Results ❓ FAQ ⚙️ Technical

For Applicants

Follow this step-by-step guide to submit your IPCRF documents for performance indicator analysis and qualification checking.

1

Start Your Application

Click "Apply Now" in the navigation bar or visit the Upload Page to begin.

You'll need to provide:

  • Full Name — As it appears on official documents
  • Email Address — Your DepEd or personal email
  • School/Station — Your current school assignment
  • Current Position — Teacher I through Master Teacher V
  • Position Applied — The promotion position you're targeting
2

Upload Your IPCRF Documents

Upload your IPCRF (Individual Performance Commitment and Review Form) for three school years:

SY
2022-2023
SY
2023-2024
SY
2024-2025

📎 Accepted File Formats:

PDF (.pdf) Excel (.xlsx, .xls) Images (.jpg, .png)

Maximum file size: 10MB per file. Use clear, high-resolution scans for best results.

3

AI-Powered Processing

After uploading, our AI system will automatically analyze your documents:

Document Text Extraction

PDF text, Excel data, or OCR from images is extracted

AI Data Structuring

GPT-4o identifies objectives, ratings, strands, and descriptors

COI/NCOI Classification

Each objective is classified as Content or Non-Content indicator using PPST mappings

Qualification Check

Ratings are compared against DepEd qualification standards for the target position

4

View Your Results

Once processing is complete, you'll receive your results showing:

✅ Qualification Status

Whether you meet the minimum requirements for your target position

📊 Rating Breakdown

Your overall rating per school year and average final rating

🔢 COI/NCOI Counts

Number of Outstanding, Very Satisfactory, and other ratings per category

⚠️ Missing Requirements

If not qualified, what specific ratings you still need

For Administrators

Complete admin guide for managing the eSheetPIUploader system.

A Admin Login

Navigate to /admin/login to access the admin panel.

🔐 Security Features

  • • 5 failed attempts triggers a 15-minute account lockout
  • • Passwords are hashed using bcrypt (cost 12)
  • • Sessions auto-regenerate every 30 minutes
  • • All login/logout events are logged with IP address

B Dashboard Overview

The dashboard provides a real-time overview of the entire system:

📈 Statistics Cards

Total applicants, qualified count, average rating, completion rate, pending items, processing items, errors, and reviews needed

📊 Interactive Charts

Position distribution, rating descriptor breakdown (doughnut), and qualification results (stacked bar chart)

🕐 Recent Activity

Latest 5 applicants with quick-access links, showing their status and rating

⚡ Quick Actions

One-click access to: new application, extraction reviews, strand mapping, and this help guide

C Dashboard Tabs

1. Applicants Tab

Full list of all applicants with search, filter by status, and pagination. Click any applicant to view their detailed profile, IPCRF data, and printable report.

Search by name/email Filter by status View details Delete applicant

2. Extraction Reviews Tab

Items flagged for manual review due to low AI confidence. Review and correct strand assignments, COI/NCOI classifications, and objective text.

Low confidence items Correct strand Correct category Add review notes

3. Strand Mapping Tab

Configure PPST (Philippine Professional Standards for Teachers) objective-to-strand mappings. These determine how each objective is classified as COI or NCOI.

Add/edit mappings Set domains/KRAs COI/NCOI assignment

4. Admin Management Tab

Manage admin accounts (main_admin only). Create new admins, update passwords, activate/deactivate accounts.

Create admins Change passwords Activate/deactivate Role assignment

D Processing Applicant Documents

When applicants submit their IPCRF documents, you can process them through the AI pipeline:

  1. Go to the Applicants tab and find a pending applicant
  2. Click on the applicant to open their detail view
  3. Click "Process Documents" to start AI extraction
  4. The system extracts text, identifies objectives, ratings, and strands
  5. Results are automatically saved and qualification is checked
  6. Low-confidence items are flagged for your manual review

Tip: Process one applicant at a time to conserve OpenAI API credits. Each processing call uses ~1,000-3,000 tokens.

Understanding Results

Rating Descriptors

Each IPCRF objective receives a numerical rating (1-5) with a corresponding descriptor:

Rating Descriptor Range
5Outstanding4.500 - 5.000
4Very Satisfactory3.500 - 4.499
3Satisfactory2.500 - 3.499
2Unsatisfactory1.500 - 2.499
1Poor1.000 - 1.499

COI vs. NCOI Classification

COI

Content-based Objectives/Indicators

Related to content knowledge and curriculum delivery. Typically includes Domain 1 (Content Knowledge & Pedagogy) and Domain 4 (Curriculum & Planning).

Examples: Applied knowledge of content, Used research-based knowledge, Selected and organized content

NCOI

Non-Content Objectives/Indicators

Related to classroom management, professional development, and community engagement. Typically includes Domain 2, 3, 5, 6, and 7.

Examples: Safe learning environments, Managed classroom structure, Collegial discussions, Community engagement

Qualification Standards

Each target position requires minimum numbers of Outstanding and Very Satisfactory ratings across COI and NCOI categories. For example:

Position COI O COI VS NCOI O NCOI VS
Teacher II2312
Teacher III3423
Teacher IV4534
Master Teacher I4534

O = Outstanding (rating 5), VS = Very Satisfactory (rating 4). Full standards available in the Admin dashboard under Qualification Standards.

Confidence Scores

The AI assigns a confidence score (0.00 - 1.00) to each extracted value, indicating how certain it is about the extraction accuracy:

0.85 - 1.00 — High confidence, reliable extraction
0.70 - 0.84 — Moderate confidence, may need review
Below 0.70 — Low confidence, flagged for manual review

Frequently Asked Questions

What file formats are supported for IPCRF uploads?
We support PDF files (.pdf), Excel files (.xlsx, .xls), and image files (.jpg, .jpeg, .png). PDF is recommended for the most accurate extraction.
How long does processing take?
AI processing typically takes 30-90 seconds per applicant, depending on document quality and file format. Images may take longer due to OCR processing.
What if the AI extracts incorrect data?
Low-confidence extractions are automatically flagged for manual review. Admins can review and correct strand assignments, COI/NCOI classifications, and objective text in the Extraction Reviews tab.
Can I submit documents for multiple school years at once?
Yes! The upload wizard lets you upload IPCRF documents for all three school years (2022-2023, 2023-2024, 2024-2025) in one session.
What happens if my document is unclear or low quality?
Low-quality documents result in lower confidence scores and may trigger manual review. For best results, ensure your scans are clear, well-lit, and high-resolution (at least 300 DPI).
How are qualification standards determined?
Standards are based on DepEd requirements for each position level. They specify minimum numbers of Outstanding and Very Satisfactory ratings in both COI and NCOI categories. Admins can update these in the dashboard.
Is my data secure?
Yes. All uploads are stored in protected directories, passwords are bcrypt-hashed, sessions use secure cookies (httpOnly, SameSite=Strict), and all API calls require CSRF tokens. Optional Google Drive backup adds an extra layer of redundancy.
Can I print my results?
Yes! The admin can generate a printable A4 report for each applicant from the applicant detail page. The report is optimized for printing with proper page breaks and formatting.
What is the default admin password?
The default credentials are edgar / edg4r (from userlist.txt). You MUST change this immediately after first login via the Admin Management tab.
How do I set up Google Drive backup?
Google Drive backup requires a Google Cloud service account with Drive API enabled. Upload the service account JSON key to your server, share your target Drive folder with the service account email, and configure the path and folder ID in your .env file.

Technical Reference

System Requirements

Server

  • • PHP 8.1+ with PDO, JSON, mbstring
  • • MySQL 8.0+
  • • Apache with mod_rewrite
  • • 256MB+ PHP memory limit

External Services

  • • OpenAI API key (required)
  • • Google Cloud service account (optional)
  • • pdftotext / poppler-utils (optional)

Hostinger Database Setup

  1. Log in to Hostinger hPanel
  2. Go to Databases → MySQL Databases
  3. Create a new database with the suggested naming:
    Database Name: u[account_id]_esheetpi
    Username: u[account_id]_epiadmin
    Password: [strong_password_here]
  4. Update your .env file with the credentials
  5. Visit /setup to run the database migration

.env Configuration Reference

# Database
DB_HOST=localhost
DB_NAME=u123456789_esheetpi
DB_USER=u123456789_epiadmin
DB_PASS=YourSecurePassword123!
# OpenAI
OPENAI_API_KEY=sk-your-key-here
HYBRID_KEY_FILE=C:/path/to/mykey.ini
ANTHROPIC_API_KEY=sk-ant-...
ZAI_API_KEY=your-zai-key
# Application
APP_URL=https://yourdomain.com
APP_ENV=production
APP_DEBUG=false
# Google Drive (Optional)
GOOGLE_SERVICE_ACCOUNT_JSON=/path/to/service-account.json
GOOGLE_DRIVE_FOLDER_ID=your_folder_id_here

API Endpoints Reference

Method Endpoint Auth Description
POST/api/auth/loginNoAdmin login
POST/api/auth/logoutYesAdmin logout
GET/api/auth/meYesCurrent admin info
POST/api/applicantsNoCreate applicant
GET/api/applicantsAdminList applicants
GET/api/results/{id}NoPublic results
POST/api/upload/{id}NoUpload IPCRF files
POST/api/process/{id}AdminProcess documents
GET/api/standardsAdminGet standards
GET/api/dashboard-statsAdminDashboard analytics

Need More Help?

Contact your system administrator or visit the DepEd division office for assistance with qualification requirements and IPCRF submissions.

Start Application Admin Login