Chapter I

THE PROBLEM ANTD ITS BACKGROUND

Introduction

Computers have gone beyond acceptance, they shape society

in fundamental ways. It is accepted simply as an efficient tool
for doing works; the power and speed of computer increases, its
impact will be even more profound in the future than today. The
ability of computer to manipulate data is found to be an
effective way or generating information.

At present, the concept of computer has expanded into

highly effective communication system, with the right software
and small investment on peripheral devices like the modern linked
to other computer anywhere in the world through a network such as
internet. These great developments that computer have made has
become nearly

Guidance Program has become an integral part of the

overall educational program. With the basic assumption that all
students need direction in their personal, educational, and
career planning, it has become the instructional responsibility
of the guidance counselor, administrator and staff to provide the
students the specific knowledge and skills required to address
the needs ( Arevalo, 2009 ).

An important aspect of the Guidance program is the

recognition that some students require special assistance in
dealing with developmental problems and immediate crisis. With
this teacher and other staff who are indirect contact with the
students require support that can best be supplied by the
guidance program. Guidance program moreover is based on the
belief that all students, including those with challenging needs
have the right to benefit from effective instruction to ensure
optimal development. The Manual systems are things of the
past.Its a quite tedious time consuming, less efficient, more
error prone and inaccurate in comparison to computerized system.
A manual-based system will see information

recorded and kept in different ways such as in files in paper

form. While a computer based information system will see data
stored on various computer programs including on databases, Word
documents, Excel etc. Both types of information system are
designed to help a business carry out its daily running and
operations. In recent times, computer-based systems are generally
considered to be more popular as more businesses are choosing to
keep up with the developments in information technology.
Statement of the Problem

The ISU Roxas Guidance Office is currently using a manual

operation in monitoring students activities and performance. To
a large extent, the workload is very taxing to retrieve files,
generating reports and track attendance and offense, and
implements standards adhere from the student manual. Considering
that these are the factors subjectively experienced by the
guidance counselors, the researchers prompted to develop the
Guidance Information and Monitoring System ( GIMS ) for better
quality service. These problems need to be addressed promptly.

More specifically, it answers the following

1. How is the present manual operation implemented?

2. What problems are existing in the present system?

3. Is there a need for computerization?

4. How will the proposed system be designed, developed and

implemented?

5. How to prevent losing of information of students' records?

6. How to easily monitor the students' records especially

attendance and offenses?
Statement of Assumptions

In relation to the study, the following assumptions are

being made:

The proposed system assures access to the faster information

needed in collecting information in the students

The proposed system lessens the document files found in the

filing cabinet; files were stored in diskettes or hard disks
as well

Documents that had been used before will be used in the

proposed Guidance and information system

Significance of the Study

This study was important for the benefit of both the

Personnel and the researcher. To the Personnels; it helps them
improve their work especially guidance office because the system
will provide a secure and an automated records keeping system for
creating records. It will provide an up-to-date and accurate
record of students and will resolve the possibility of losing the
information because it has database. It will track students'
offenses and attendance.

The system will also offer easily retrieval of records and

generates report such as students information, disciplinary
action records and attendance monitoring sheet information. The
system will give benefit to the faculty because it will give
convenient in passing student attendance and it can easily track
the students status regarding with their attendance.

The system will give benefit to the students because it

will provide sufficient information about the Guidance office
such as their services and hierarchy and theyll be aware of
committing offense because theyll receive a notification from
the Guidance

On the other hand, this study will be able to enhance the

researchers knowledge in the field we ought to be in the
future.
 For the future researchers, this study is important
for they could use this as their basis of their study.

Definition of Terms

The following terms were defined operationally for better

understanding

Computer. Data processing device made up of electronic and

electromechanical component

System. System is group of independent but interrelated

components that work together to achieve common goals.

Records. Records are the compilation of facts and these serve as

the legal evidence regarding someone.

Users. Users are those employed on manipulation of the system.

Data. A representation of facts, concepts, or instructions in a

formalized manner suitable for communication, interpretation or

processing or by automatic.

Hardware. The mechanical parts of a computer

Waterfall Model. It is a sequential design process, often used in

software development processes, in which progress is seen as

flowing steadily downwards (like a waterfall) through the phases

of Conception, Initiation, Analysis, Design, Construction,

Testing, Production/Implementation, and Maintenance.

Scope and Delimitation of the Study

This project study was proposed to automate the manual operation

of Guidance office in monitoring students' records.The functions

focus into the students information/profile, mission and vision

of the school, rules and regulations based on the handbook,

problems, and proposed solutions to problems.

Conceptual Framework of the Study

A conceptual framework is very useful in a research to

outline the possible processes. It illustrates how and why a

project takes place, and about how we understand its activities.

An indication of designs and practices that shape the way work is

than in a project.

The figure 1: illustrates the Input-Process-Output concept

Sales and Inventory System. The input framework is composed of

requirements in terms of the user, software and hardware. The

user requirements consist of the username and password of the

authorized personnel such as the Sales and Inventory. The system

will run in an operating system that must be Windows7 or higher,

XAMPP version 3.2x or higher. The process framework is composed

of 6 processes, the problem identification, data gathering,

design and procedures, design development, testing and evaluation

 and system implementation. If the process 1-5 is successfully

done it will proceed to the process 3 and lastly the output

framework.

Users
o Guidance
Counselor/A
dmin
o Faculty
Hardware
o Computer
o Server
o Router/Swit
ch GUIDANCEINFORMATIONAN
Software DMONITORINGSYSTEM
o Microsoft
VB.net
o XAMPP
Server
o Navicat for
MySQL
o MySQL
Connector

INPUT PROCESS OUTPUT

1. Problem Identification

Providing an easy and modern

way of Student Data Management
in ISU Roxas Guidance Office
Data Gathering

Look into websites and

books to guide in
preparing the study.
Outline initial Part 1
paper for title
defense.
Interview owner and the
cashier.
Organized and Analyzed
the gathered data
Present papers
Revised the paper for
printing based on the
suggestions.

Design and Procedures

Design Program Flow

DFD, USE CASE,ERD, OODM

System Development

System Coding
System Design

Testing and Evaluation

Testing and debugging the

program.

Is system ok?

System Implementation

Deployment