CHAPTER II

REVIEW OF RELATED LITERATURE AND STUDIES

This chapter explains the review of related literature and studies

gathered from different references like the Internet, books and unpublished

theses that were really a big help in relation with this study. The gathered

related information served as a starting point in evaluating and

understanding the whole system.

Storage of records has always been a fundamental objective of

information systems. However, in the past decade, managing sensitive

information throughout its lifecycle, from creation to destruction (or

archival), has become of significant importance. The increasing awareness

of the impact of technology on privacy has added momentum to the need

to have better enforcement of records retention policies. Organizations

today not only have to comply with regulations, but also have to maintain a

balance between operational record keeping requirements, minimizing

liability of storing private information, and customer privacy preferences.

This work will not attempt to define the term “record” in the broad

context. Instead the term will be treated in all its generality and then applied

to the world of relational databases. Without attempting to differentiate

terms such as data, knowledge, information and record, it is recommended

that the reader maintain a simple but consistent definition of a record

throughout this thesis. 1

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 Biometric technology that involves the identification and verification

of individuals by analyzing the human fingerprint characteristics has been

widely used in various aspect of life for different purposes, most importantly

with regards to this study, the issue of employee attendance. The main aim

of this paper is to develop an accurate, fast and very efficient automatic

attendance system using fingerprint verification technique. The authors

propose a system in which fingerprint verification is done by using extraction

of minutiae technique and the system that automates the whole process of

taking attendance. The study was conducted using a quantitative approach

by designing a questionnaire as the data collection instrument based on

fingerprint matching biometric technologies.2

The University has a comprehensive Student Attendance Monitoring

policy. Alongside this, a central Student Attendance Monitoring (SAM)

system has been designed to assist departments in the collection, storage

and analysis of attendance monitoring data relating to students. The SAM

system can be accessed through the following steps. At first, go

to www.shef.ac.uk/attendance and log into MUSE and go to the Staff

Applications tab. In the “CIES Student, CIES Staff and Student Attendance

Monitoring” channel, select “Student Attendance Monitoring”. Alternatively,

if you are logged into CIES already, at the Main Menu, select Option 13

“Attendance Monitoring”. 3

It is a system which allows an individual to gather, organize, store

and retrieve the ideas and information found to be useful to the individual.

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 Ideas and the organization of ideas and information have been an ongoing

pursuit of many of us for at least the last 20 years.

The University has developed central Student Attendance

Monitoring (SAM) systems to assist departments in recording both student

attendance throughout the year and student engagement at specific Check

Points during the year. These systems include a Reporting Facility to assist

in monitoring and reviewing student attendance/engagement data. Further

information and guidance on the various systems available can be found at:

Systems for Attendance Monitoring. 10

An automated system may be employed for the record keeping

system, if the following conditions have been met: a) The system shall have

the capability of producing legible documents of all original and refilled

prescription information. During the course of an on-site inspection the

records must be accessible for viewing or printing. b) The individual

pharmacist responsible for completeness and accuracy of the entries to

system must provide documentation of the fact that prescription information

entered into the computer is correct.

In documenting this information, the pharmacy had the following

option like maintaining a bound log book, or separate file, in which each

individual pharmacist involved in such dispensing shall sign a statement

each day, attesting to the fact that the prescription information entered into

the computer that day has been reviewed and is correct as shown. Such a

book or file must be maintained at the pharmacy employing such a system

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 for a period of at least two years after the date of last dispensing

and provide a printout of each day's prescription information.

That printout had been verified, dated and signed by the individual

pharmacist signifying that the information indicated is correct and then sign

this document in the same manner as signing a check or legal document

(e.g., J. H. Smith, or John H. Smith). Such printout must be maintained at

least two years from the date of last dispensing. It also utilizes a software

system which requires a unique log in for each function such that it can be

easily and accurately determined who performed every function within the

prescription dispensing process. The records must be readily accessible

for viewing or printing at the request of the board, c) An auxiliary record

keeping system shall be established for the documentation of refills if the

automated system is inoperative for any reason. The auxiliary system shall

ensure that all refills are authorized by the original prescription and that the

maximum number of refills is not exceeded. When this automated system

is restored to operation, the information regarding prescriptions filled and

refilled during the inoperative period shall be entered into the automated

system within 96 hours. However, nothing in this section shall preclude the

pharmacist from using his professional judgment for the benefit of a

patient's health and safety, (d Any pharmacy using an automated system

must comply with all applicable state and federal laws and regulations. 11

1
 “The suggestions and approaches mentioned in Programmers

Notebook have been and continue to be utilized in their own Personal

Information System. When the writer purchased a scanner some years ago,

it began an evolution which has led to a system of organization they call

Paper Porting, named after the Software they use with the scanner and

every media connected to the computer, including Palm Pilot Professional.

It is a place to record both permanent and transient information, including

scribbles on small scraps of paper or napkins, as well index cards, Dated

Information (as in Day Planners), Notebooks, Handouts, Meeting notes,

Business Cards, Clippings from Magazines, Newspapers, Photographs,

Even negatives (color and black and white) Drawings, Sketches,

Spreadsheets, Printouts, Captures from PC/Television, Images from a

digital camera are made available. If it exists in digital form or can be

scanned on a scanner, It all can be stored via Paper Porting. 4

The present invention relates to time and attendance devices. More

particularly, the present invention relates to a biometric time and attendance

device for scanning a portion of a human epidermis, generating an

epidermal topographical pattern and transmitting the epidermal

topographical pattern to a host computer for determining access privileges

and for updating an epidermal topographical database.

Increasingly, security problems are becoming a more noticeable part

of modern life. Security was once primarily the preserve of classified

government installations, but increasing losses and calamity have forced

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 the review of security equipment and procedures for government and

industry. Property losses and the theft of corporate secrets cost industry

billions of dollars annually. Public safety is endangered by the ability of

intruders to easily enter secured places, such as aircraft and airport

buildings, without detection.

Accordingly, access control and personnel identification are

becoming the object of significant expenditures by organizations seeking to

identify employees, vendors and others who are to be permitted access to

secured areas. Typical access control applications include: computer

centers; radioactive or biological danger areas; controlled experiments;

information storage areas; airport maintenance and freight areas; drug

storage areas; apartment houses and office buildings; safe deposit boxes

and vaults; and computer terminal entry. 5

The purpose of this report is to explore and research the issues

facing students using the CSUEB online search and registration systems.

We employed various marketing research methodologies in order to

effectively acquire and formulate our data. These methodologies included

constructing a research problem, research objectives and associated

research questions. Next a focus group was arranged taken from a random

sample of CSUEB business students. Information from the focus group was

used alongside the aforementioned marketing research methodologies in

order to create and compose a survey which was sent out to the entire

college of business in order to gain a much more in depth understanding of

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 our research problem. The client therefore wanted to know what specific

problems the students will face while using the system as well as their

recommendations, suggestions and solutions to these issues. 6

Modern technology is a part of our daily life. It helps individuals and

industries perform their tasks and daily routines, including their

transactions. Modern technology gives an advantage in accomplishing our

work. This technology includes devices and information systems that help

us attain faster and reliable transactions. Each system lessens the load on

workforce and paper work of the organization.

Nowadays, companies and other establishments rely on computers

as the basis of their Database Management System. Computer technology

brought fundamental and various effects on all aspects of human life such

as helping people do their job faster, accurate and efficient. But the fact is,

in today’s modern age where computer has become a way of life, it is

evident that a majority of country institutions still do not adapt the high

technology. Some of them prefer a manual operation because not all

companies are computer literate in terms of programming software for the

Time-In and Time-Out Records of their employees. Operating manually

leads to inaccurate information.

The Eastern Tanay Supermarket in Tanay, Rizal is a company

wherein they do perform manual keeping the daily time record of their

employees. The establishment works in manual process like writing the

employees information and the Time-In, Time-Out process in a blue record

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 book and then put it in file cabinets along with other forms such as planning

record, events, leave benefits and more. The punctuality of Employees of

Eastern Supermarket is written in a Daily Time Record that is being checked

at the end of the day. These are the few things that Eastern Supermarket

encounters in their everyday work. In addition, relying on manual procedure

is not an easy task for them. Because of having a lot of information, at times

it leads to incorrect and inaccurate input of employee’s record, and most

especially, unsecure files. 8

The Integrated Personnel Management System (IPMS) software

application was developed by the Naval Communications Electronics and

Information Systems Center of the Philippine Navy (PN) to provide the

Command with secure, reliable and timely computer-generated information

in order to enhance personnel administration and management. It is

purposed to monitor and account personnel, manage their career activities,

process their pay and allowances, and provide other information related to

personnel administration matters. The IPMS software application launching

is part of the PN Human Capital Strategy Management event in support of

the 114th PN Anniversary in May 2012. The system was formally turned

over to the Assistant Chief of Naval Staff for Personnel as the system

owner. 9

The University Senate has agreed on a unified University policy

on attendance monitoring for all home and international students. This is to

ensure equity of treatment across the whole student population and enable

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 attendance monitoring to be an effective tool for identifying any problems at

an early stage and offering students appropriate support. Departments are

therefore required to monitor attendance and review engagement with the

program of study, for all home and international students.

At present, there is a need to improve or strengthen coordination to

integrate the various programs, projects, standards, systems, and policies

in the Department of Health. The Unified Health Management Information

System (UHMIS) aims to integrate data collection, processing, reporting

and use of the information which is necessary for improving health service

efficiency and effectiveness. The outputs of the UHMIS will assist in the

management and planning of health programs. Specifically, the

development of the UHMIS will put in place standards related to policy

formulation, data collection and transmission, data analysis, presentation,

reporting and utilization.

The current patchwork of data systems will be transformed into a

unified health management information system in the Philippines. Data

from various sources can be brought together and will allow the Department

of Health to assess trends in diseases, injuries, disabilities, health service

access, and deaths. All DOH Information Systems can be accessed

through the UHMIS and related databases are stored in the DOH Central

Database Warehouse. Information Systems and data included in the

UHMIS are as follows: 12

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 New reporting requirements and changes in technology have

increased the need for managing student data efficiently. This step-by-step

guide offers suggestions, checklists and case studies for designing or

upgrading automated student information systems. The guide suggests that

education agencies use data elements that are: 1) collected on a regular

basis, 2) reliable, 3) valid, 4) quantifiable and 5) consistently defined by a

recognized body in education. (National Center for Education Statistics,

2000) 13

This research paper “Fully Automated Attendance Record System

using Template Matching Technique” focuses on the need to design a

system that will automatically arrange the record and calculate the average

attendance of each student. Manual attendance record system is not

efficient and requires time to arrange record and to calculate the average

attendance of each individual student. The Attendance Record System is

intended to replace the manual model of attendance record keeping. The

paper describes an efficient image processing algorithm that reads the

scanned hard copy accurately and further calculates the absence or

presence accordingly. In Image processing, noise is present in scanned

images. This noise must be removed from scanned images. The Paper also

describes a noise removal method that will remove noise efficiently from

scanned images. 14

The aim of this project is to identify and solve the problems

concerning the Payroll and Daily Time Record System of DBA enterprise –

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 a fast growing company which caters direct selling of AVON products

throughout Mindanao. The company experiences some concerns on

monitoring the attendances of their employees and the computation of the

payroll of each employee. The traditional payroll and daily time record

system could no longer cope with the number of branches they have all over

Mindanao. Through the analysis made by the proponents, it has been found

that Payroll System with Daily Time Record using Biometric Authentication

may solve the current problems of the company. The study covered the cost

of the proposed system, its operational functions, its benefits and its impact

towards the company. The project was completed within the time span of

three semesters (Academic Years 2008-2009 to 2009-2010). After the

testing and evaluation, it was concluded that the automated Payroll System

with Daily Time Record is really beneficial to the company. The system

facilitates the generation of payroll and monitoring of attendances in a

cheaper, easier and faster way. It also reduced failure of reporting and

analysis and provided timely and accurate reliability/quality reports. 15

The Provincial Government of Bulacan's Human Resources Office

(PHRMO) is responsible for, among other services, the maintenance of

records associated with payroll preparation and processing. They are also

responsible for maintenance of among the significant services brought

about by the PHRMO through the use of 201 files for each individual

employee. PMIS is the fast and accurate processing of pertinent employee

records like service records and payroll.

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 Through the automatic computation facility and integrated time

keeping system, processing time to determine leave credits, which is

necessary for computation of pay of employees who have absences, and

processing time to prepare remittances for GSIS, PAG-IBIG, and

MEDICARE are very well addressed. This system did not only empower the

employees and increased their productivity, but also became a tool to

eliminate red tape. Through PMIS, response time to employee requests is

admirable. 16

The automated records management system is the arms that will

hold the business in its goal to a paperless office environment. From the

acronym itself, the ARMS is that management process that will protect

information and data to ensure that all the records and the files in the system

database of the business organization is protected and easily accessed by

users in the framework. In the shortest definition of the automated records

management system, it is simply that process that is employed by the

organization in the maintenance of records and files from the very moment

that they arrive to the business or were created by the enterprise up to the

period when they will be deemed ready for eradication and deletion from

the archived or active databases. The records handled by the automated

records management system may come in tangible forms that will be

translated to digital formats with the use of the latest technologies in the

market. 17

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 Related Studies

The increasing complexity of administrative operations in Colegio de

St. Monique in Binangonan, Rizal, is the effect of the growing population of

students, faculty and administration and the physical expansion of the

institution. The increase in complexity means additional manpower and

workloads and more complicated data processing system. To meet the

growing needs of education, the institution, as a result formulated new

innovations, techniques, methods and modernized equipment to aid the

complexity of operations. New facilities such as the computers were

developed, not only for the instructions, but also for research and academic

applications.

Technologies such as the Fingerprint Biometrics ID System make

identification and attendance an easy task. The burden will be lessenedfor

the IT and Human Resource personnel. What usually is a long process of

logging in and out and identification is eliminated. Further, a Computerized

Payroll System will help a lot in processing salaries and other financial

matters for the employees. It will help reduce if not totally get rid of errors

encountered when handling the payroll manually. Recording and monitoring

the movement of faculties as they arrive at work, have breaks and leave for

the day were traditionally performed by writing logs. Replacing the manual

process with computerized attendance system with the application of

biometrics technology prevents any abuses of the system and can be

incorporated with time management software to produce management

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 accounting and personnel reports. Generally speaking, any situation that

allows an interaction between human and machine is capable of

incorporating biometrics. Such situations may fall into a range of application

areas. Biometrics is currently being used in areas such as computer

desktops, networks, and monitoring the time and attendance of staff. 18

Notably, student information system or SIS incurs such application

software designed for educational establishments to manage student data.

Student information systems provide capabilities for entering student test

and other assessment scores, building student schedules, tracking student

attendance as well as managing many other student-related data needs

within the institution university. Many of these systems applied in the

Philippines can be scaled to different levels of activity and can be configured

by their home institutions to meet local needs. Moreover, before universities

have created their own bespoke student record systems, but with growing

complexity in the business of educational establishments, organizations

now choose to buy customizable within the shelf software. It can be that,

modern student information systems are usually server-based, with the

application residing on central computer server and are being accessed by

client applications at various places within and even outside the school.

During the year 1990s, student information systems have been

changing and are fast adopted through the presence of a web medium as

a channel for accessing SIS without any hassle upon viewing student details

and information. Ideally, educational institutions are under constant

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 pressure to demonstrate both willingness and capacity to incorporate the

latest developments in student information systems along with

communications technology supporting various teaching ways. As Liao et

al., (2007) asserts that SIS process within such technological sophistication

does create precise knowledge edge, that such SIS application can be

appealing to students and to the academic faculty as well as the parents.

Thus, believing that technology is the repository of the bulk of the

information that underpins society’s major enterprises and concerns and the

medium of communication through which SIS interact with one another. 19

An efficient personnel information system is a must for every large

organization, more so, in the profession of arms where military units are

geographically distant from each other.

With the wide distribution of Marine units all over the Philippines,

there is really a need for a more efficient personnel information system

which can be accessible anytime and anywhere. However, the current

standalone system is not capable of such. Hence, this motivated me to

develop the PMC Online Personnel Management Information System (PMC

OPMIS).

The PMC OPMIS is a web-based information system that addresses

the personnel needs of the corps regardless of time and geographical

location. It is highly significant because it addresses the personnel needs of

the entire Philippine Marine Corps (PMC) including Marines in far flung

areas. PMC, the project sponsor and beneficiary, is a major unit of the

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 Philippine Navy which is one of the three branches of the Armed Forces of

the Philippines.

Technically, the Strategic Information Systems Development was

applied. The Waterfall Model was used for the Systems Development

Process. The Information Processing Theory (IPT) served as the theoretical

framework. Systems development methodology was also used. Systems

Concepts for Data Modeling and Process Modeling were used to identify

and record details about data and the relationships that exists between

data.

Systems Analysis and Design (SAD) was applied and Computer-

aided Software Engineering (CASE) was used as the system development

tool. The project was assessed by means of the system.

Synthesis of the State-of-the-Art

The above-mentioned literature and studies from both foreign and

local authors were collected to relate their significance with the work of the

present researchers.

The cited literatures are related to this study for they provided ideas

and information beneficial to the development of the present study. Many

employees are taking a risk by using manual systems for their school’s

processes. It is time consuming, error-prone and unsecured. They could

invest in automated systems. An automated system reduces errors in the

data retrieval and provides accuracy with the data and computations of daily

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 time record. The “Personnel Information and Attendance Monitoring for

Pawa High School” also offers efficiency and accuracy.

There were various studies conducted by different people about

managing of employees’ data and monitoring their attendance. The

aforementioned studies have similar features to the present study. The

same with the study of the Colegio de St. Monique in Binangonan, Rizal,

researchers also developed an easier way of managing employees’ data.

The studies both used a device for their attendance monitoring systems.

They former used radio fingerprint identifier while the latter used biometrics.

Pawa High School uses a manual log-in log-out for recording their

attendance. The system developed will help the office in managing the

records and helping the attendance to be monitored well.

Furthermore, identical with the attendance monitoring pursued by the

students of Colegio de St. Monique in Binangonan, the present study offers

an automated system that will monitor the attendance of employees of

Pawa High School.

Moreover, in the study of Naval Communications Electronics and

Information Systems Center of the Philippine Navy entitled “Integrated

Personnel Management System (IPMS),” the researchers also proposed an

integrated system, consisting of Personnel Information System and

Attendance Monitoring system.

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 The “Fully Automated Attendance Record System for Department of

Health” and the present study will both provide efficiency in the office and

will save them time in doing the transactions.

Gap Bridge by the study

The researchers believe that the presented related literature and

related studies above are similar to our project. They aim to provide an easy

way on accessing information of faculty and staff in a more accessible and

interactive way for Pawa High School containing Personnel Information and

Attendance Monitoring System that will improve the efficiency in file

retrieval, organization and report generation of Personnel Information,

attendance and punctuality of Pawa High School’s Faculty and Staff. The

benefit of creating a Personnel Information and Attendance Monitoring

System is to lessen and hasten the work of employees and processes of

Pawa High School. But this system that was developed is different from the

mentioned related study and literature. It contains personnel information

that has all important information of the faculty and staff. It also has a leave

monitoring aspect where faculty and staff can view and apply leave in the

system. The attendance monitoring has the log in and log out where they

have to put their school number or ID to time-in in the system.

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 Notes
1 https://cs.uwaterloo.ca/~aataulla/papers/masters_thesis_ataullah.pdf

2http://www.techrepublic.com/resource-library/whitepapers/an-attendance-

monitoring-system-using-biometrics-authentication/
3 https://www.sheffield.ac.uk/ssd/sam/systems#Reports

4http://c2.com/cgi/wiki?PersonalInformationSystem

5 http://www.google.com/patents/US5959541

6http://www.studymode.com/essays/Class-Search-And-Registration-

System-1002415.html?topic
7 http://www.businesscoachphil.com/electronic-records-management

8 http://www.papercamp.com/essay/129312/Daily-Time-Record-System

9 http://www.navy.mil.ph/news.php?news_id=511

10 https://www.shef.ac.uk/ssd/sam

http://www.papercamp.com/essay/94623/Computer-Security-Build
11 http://www.mtrules.org/gateway/ruleno.asp?RN=24.174.817

12http://uhmis.doh.gov.ph/2-uncategorised/1-the-executive-information-

system.html
13 http://www.ecs.org/html/Document.asp?chouseid=3624

14 International Journal of Engineering & Technology IJET-IJENS Vol: 10

No: 03

File:///C:/Users/Richard/Downloads/108003-7474_20IJET-IJENS-libre.pdf
15 http://ejournals.ph/article.php?id=6128

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 16http://www.studymode.com/essays/Online-Grading-

System790346.html?topic

17http://www.cvisiontech.com/document-automation/pdf/automated-

records-management-system.html?lang=eng

18http://www.studymode.com/essays/Fingerprint-Biometric-Attendance-

System-935575.html?topic
19http://www.studymode.com/essays/Student-Information-System-

1076622.html?topic
20http://fics.upou.edu.ph/index.php/component/k2/item/24-philippine-

marine-corps-online-personnel-management-information-system/24-

philippine-marine-corps-online-personnel-management-information-

system