CAGAYAN STATE UNIVERSITY – CARIG CAMPUS: GUIDANCE AND COUNSELING SYSTEM

CAGAYAN STATE UNIVERSITY – CARIG CAMPUS: GUIDANCE AND

COUNSELING INDIVIDUAL RECORD SYSTEM

________________________________________

A Thesis Presented to the Faculty of the

College of Information and Computing Sciences
Cagayan State University, Carig Campus
Tuguegarao City, Cagayan

________________________________________

In Partial Fulfillment of the

Academic Requirements for the
Degree Bachelor of Science in Information Technology

By:

CUNTAPAY, JOHN PAUL

ARQUERRO, MA. NERISSA
TULIAO, STANLY

JUNE 2019

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CAGAYAN STATE UNIVERSITY – CARIG CAMPUS: GUIDANCE AND COUNSELING SYSTEM

APPROVAL SHEET
In partial fulfillment of the academic requirements for the degree of Bachelor of
Science in Information Technology, this thesis entitled “CAGAYAN STATE UNIVERSITY
CARIG CAMPUS: GUIDANCE AND COUNSELING SYSTEM” has been prepared and
submitted by JOHN PAUL CUNTAPAY, MA. NERISSA S. ARQUERRO, AND STANLY
TULIAO who hereby recommended for Oral examination.

SHERWIN M. CAACBAY, MIT

Capstone Project Adviser
ROVINA S. GUIYAB,MIT
Co-Adviser

Approved by the tribunal on Oral Examination with grade of _________.

GENEROSE D. NADAL, MSIT

Panel Chair

RICHARD PHILIPPE P. BULATAO MELISSA T.

CAUILAN
Panel Member Panel Member

Accepted and approved in Partial fulfillment of the requirements for the degree of
Bachelor of Science in Information Technology.

RODERICK M. MASIRAG, MIT

Program Coordinator, BSIT

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CAGAYAN STATE UNIVERSITY – CARIG CAMPUS: GUIDANCE AND COUNSELING SYSTEM

GENERINO P. SIDDAYAO, DIT

College Dean

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ACKNOWLEDGEMENT

First and foremost the researchers offer our sincerest gratitude to our adviser, Mr.
Sherwin M. Caacbay, whose encouragement, guidance and support from prelim to final level
enabled us to develop and understanding of the subject. Without her guidance and persistent
help this project would not have been possible.

The staff of Guidance and Counselling Cagayan State University : Carig- Campus for
accepting them to become their client, giving us the opportunity to make a proposed system,
and the processed that was discussed to us, thanks to all.

To our parents, relatives and friends we would like to thank them for supporting in our
daily lives, for going to school every day, and having by our sides to guide us always, their
prosperity and loved for us.

To our Dean, Dr. Generino P. Siddayao, for always reminding what professional
ethics is that made us better individual, for the advices that he given to us and his support to
us global competitive students.

To our Panellist, we would like to thank them for guiding us and making our research
successful and reliable.

Last but not the least, to the one above all of us, the omnipresent God, for answering
our prayers for the giving us the strength to plod on despite our constitution wanting to give
up and throw in the towel, thank you so much Lord.

John
Nerissa
Stanly

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DEDICATION

This project is dedicated to our Parents who have never failed to give us financial and
moral support, for giving all our needs during the time we developed our system and for
teaching us that even largest task can be accomplished if it is done one step at a time.

This thesis is dedicated to our adviser Mr. Sherwin M. Caacbay, without his continued
support and counsel we could not have completed this process.

We dedicate this Capstone project to all of the BSIT staff providers who work so hard
just provide quality education to their students.

John
Nerissa
Stanly

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Table of Contents

Title Page………………………………………………………………………………..1
Approval Sheet………………………………………………………………………….2
Acknowledgement………………………………………………………………………...3
Dedication………………………………………………………………………………..4
Table of Contents………………………………………………………………………..5
CHAPTER 1: INTRODUCTION
Project Context(framework Basis)……………………………………………….6
Purpose and Description…………………………………………………………6
Objectives…………………..……………………………………………………7
Scope and Limitation……………………………………………………………7
Significance of the Study………………………………………………………..8
Definition of Terms………………………………………………………………9
CHAPTER 2: REVIEW OF RELATED SYSTEMS……………………………….10
CHAPTER 3: TECHNICAL BACKGROUND
Research Design…………………………………………………………………...11
Locale of the Study………………………………………………………………..12
Research Instruments……………………………………………………………..13
Research Process………………………………………………………………….14
CHAPTER 4: METHODOLOGY
Requirements Analysis……………………………………………………………15
Requirements Documentation…………………………………………………….16
User Requirements………………………………………………………………..17
Functional Requirements………………………………………………………….18
Flow Chart……………………………………………………………………........19
Context Level Diagram……………………………………………………............20
CHAPTER 5: RESULTS AND DISCUSSION
CHAPTER 6: RECOMMENDATIONS
REFERENCES

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APPENDICES
Source Code……………………………………………………………………........21
Evaluation Tool or Test Documents………………………………………………...22
Sample input/output/reports…………………………………………………………23
Users Guide…………………………………………………………………….........24
Process/Data/Information Flow……………………………………………………..25
Screen Layouts……………………………………………………………………....26
Test Results……………………………………………………………………........27
Sample Generated Outputs………………………………………………………….28
Pictures showcasing the data gathering, investigation done (floor plan, building, layout,
etc.)……………………………………………………………………………….....29
One-Page Curriculum Vitae per team member……………………………………..30

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ABSTRACT

Title : CAGAYAN STATE UNIVERSITY – CARIG CAMPUS:

GUIDANCE AND COUNSELING INDIVIDUAL RECORD
SYSTEM

Researchers : CUNTAPAY, JHON PAUL

ARQUERRO, MA.NERISSA
TULIAO, STANLY

Course : BACHELOR OF SCIENCE IN INFORMATION TECHNOLOGY

Adviser : SHERWIN M. CAACBAY

Year : 2019

This study aims to develop a system that will give detailed information of the students
such as basic information, educational background and parent’s information. To help the
guidance counsellor in maintaining the records of the student to become efficient, easier to
retrieve files and less time consuming .The system would minimize paper works, retrieve
records easily, and create reports.

Cagayan State University-Carig Campus Guidance and Counselling Individual Record

System is capable of managing, monitoring, and organizing student academic performance
and guidance records. It integrates a decision support system that automatically interprets
psychological exam results based on standard table used by the guidance counsellors, and it
also provides an interactive virtual interview module to record interview sessions with the
students. Reports will be easily generated to come up with inputs for decision-making. The

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students are also given a separate interface to personally inquire and monitor their academic
performances.

The goal of this study is to increase the productivity of the guidance office by
providing a fast and easy using computerized system. By this guidance office it serves a
record keeping. The record management includes the basic file operation. The system can
accept new records of student, edit or update records, and delete at the same time. Records
will easily searched by typing the last name, first name, and middle name of the student’s
record. It can generate reports of students in all departments.

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1. INTRODUCTION

1.1 Project Context (Framework/Basis)

Technology continues to evolve and has had a seemingly unabated influence on how
we learn, communicate, and interact with others both professionally and personally. Today’s
high tech tools, high speed networks, and fast-paced digital exchanges are more an intricate
part of our global society than ever before (Friedman, 2005). As Sabella (2003) points out,
“for better or worse, computers are changing the ways in which we conduct our work,
interact, and especially make decisions”.
Guidance has become an integral part of the overall educational program. With the
basic assumption that all students need in their personal, educational, and career planning, it
has become the instructional responsibility of the guidance counsellor, administrator and staff
to provide the students to specific knowledge and skills required to address the needs.
(Arevalo 2009)

The Cagayan state University-Carig Campus Guidance Office has been using the
manual processing of guidance information and monitoring student’s information for many
years now. With the growth of population of students enrolled in the university, the guidance
office must perform more efforts in maintaining a reliable and accurate data. They also suffer
from a very time-consuming of retrieval of student information for academic purposes. With
that stated problem, the researchers proposed a system called CSU-CC Guidance and
Counselling Individual Record System (CSU-CC: GCIRS). It is a software application for
educational establishments to manage and monitor student data. This system is designed to
provide capabilities for managing student’s information, such as tracking student’s
attendance, penalties and assessment of other related data in schools, college or universities.

The university does not implement any application regarding organizing files or
records of students, so, as researchers they would like to create one for the University. They
will develop a system that will concentrate on the Guidance Center to make the management
of student records be a lot easier, efficient, less time consuming and reliable without
sacrificing quality.

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1.2 Purpose and Description

 What is the purpose of your project?

o The purpose of the study is to assist the Guidance and Counsellor in
keeping the records of the student.
 What is good in your project?
o CSU-CC Guidance and Counselling Individual Record System focus
on the maintaining of record in fast and easy way. It also provide the
needed data on home and family, personal social development,
psychological test and scholastic progress that enable the guidance staff
to assist each student more effectively . Where in, it facilities the needs
of the parents/faculty/staff/others that referred the student’s to the
office.
 What makes your project unique, innovative, and relevant?
o The project is unique in a way that the system is a big help to the client
for record keeping, securing and maintaining the data instead of using
spreadsheet. It lessens the burden of the user in updating the record of
the student in every semester. By the use of decision support system
they can easily monitor the data of every service they manage. The
system provides the improvement process of the guidance and those
services that are needed to analysed are presented for decision making.

1.3 Objectives

1.3.1 General Objective

This project aims to maintain record of the guidance office.
1.3.2 Specific Objectives
The proposed project specifically aims the following:

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 To develop a system that will give detailed information of the

students such as basic information, educational background and
parent’s information.
 The system would minimize paper works, retrieve records easily and
create reports.
 Searching of records in easy and faster of guidance file and data.
 Make a system that could search records in faster retrieval of
information.
 Manageable records of the students.
 Confidentiality of all records.
 Faster and easy transaction retrieval records.
 Less paper used.
 Secure, organize, and maintain records and information for guidance
office.
 Decrease or lessen time spent for searching student’s information
and doing some transactions of guidance office.
 Maintain stable and efficient software that effectively meets the
needs of the office.
1.4 Scope and Limitation

The study aims to develop CSU-CC: Guidance and Counselling Individual Record
System to help the guidance Counsellor in keeping records of student. CSU-CC: Guidance
and Counselling Individual Record System is capable of adding, saving, editing and updating
student’s record and also deleting records. This system can access the name of student only,
and this project can generate report such as number of student register in eight Departments.
This project does not require internet connection, cannot monitor student grade, and does not
accept payment.

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1.5 Significance of the Study

The study aimed to improve the accuracy and effectiveness of the present system that
could benefit the guidance counsellor of Cagayan State University-Carig Campus.

The researchers hope that the study would be beneficial to the following:

Guidance Counsellor – The study was pursued with aim to help the Guidance
Counsellor in keeping records of the student. Retrieving the files in more efficient way
and is through the use of CSU-CC Guidance and Counselling System. CSU-CC
Guidance and Counselling System can help to reduce the time consuming in retrieving
files, organizing and storing the student’s record.

School – The benefit of the school in computerized guidance is to fasten the flow of
registration in a new enrollee’s at the same time the old student who enrolled at this
school.

Other Researcher –The study may serve as a reference for those who are conducting
Guidance and Counselling System. Other researcher may enhance this system by
adding more function to suit their needs.

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1.6 Definition of Terms

Guidance Office – Guidance is a process with an individual is able to solve their problems
and pursue a path suited to their abilities and aspirations.

Computer – an electronic device designed to manipulate data so that useful information

can be generated.

Guidance and Counselling – the process of helping individuals discover and develop
their educational, vocational, and psychological potentialities and thereby to achieve an
optimal level of personal happiness and social usefulness.

Information Services – The intentional and purposive delivery of information to

students; the primary purpose of which is to enable students to use said information to
reasonably guide their choices and actions inside and outside of the school.

Psychological Test – are written, visual, or verbal evaluations administered to assess the
cognitive and emotional functioning of children and adults.

MySQL – is an Oracle-backed open source relational database management system

(RDBMS) based on Structured Query Language (SQL).

Data – raw facts.

Database – a structured set of data.

Visual Basic – (VB) is a programming environment from Microsoft in which a

programmer uses a graphical user interface (GUI) to choose and modify preselected sections
of code written in the BASIC programming language.

Software – different kinds of programs used and installed to operate computers and
related devices.

Hardware – refers to the physical parts of a computer and related devices.

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System – organized assembly of resources and actions united to accomplish a set of

specific functions.

Storage – the area of non-volatile memory in the computer such as in a hard disk or an
external device, as a diskette or tape were copies of program and data files are kept for future
use.

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Process – is a conceptual scheme (an abstraction of the second level). It is an action which
we see as a sequence of constituting sub- actions. The states of the world resulting from sub-
actions are referred to as stages of the process. Thus, we see a process as a sequence of its
stages.

Program – also known as software. A program is simply something that allows you to
work or play on the computer. Programs are used to create documents and files for the user, or
to just have fun. Programs are what actually put your computer to good use. Without a
program, your computer is impotent.

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2. REVIEW OF RELATED SYSTEMS

Guidance office

Guidance is a process through with an individual is able to solve their problems and
pursue a path suited to their abilities and aspirations. (Brewer)

Guidance is a facilitative service which provides aids to students and staff.

 To help students determine the courses most appropriate to their needs and abilities.
 To find instructors who will be more sympathetic to their individual requirements
and seek out activities which will help them to realize their presentation (McBaniel)

Guidance is an aspect of educational programmed which is concerned especially with

helping the students to become adjusted to its present situation and to plan his future in line
with her interests, abilities and social needs. (Hamrin and Erickson)

According to the Mawo International Secondary School Guidance Office

(MISS Guidance) by Felix et.al has been using the manual processing of guidance
information for monitoring student’s information for more than two decades now. With the
increase in student’s population in the school, the guidance office must devise means in
maintaining a reliable and accurate data. They also suffer from a very time-consuming
retrieval of student information for academic purposes.
With the above problem, the researcher proposed a system called CSU-CC Guidance
and Counselling Individual Record System (CSU-CC GCIRS). The system developed will
concentrate on the Guidance Office to make the management of student’s records be a lot
easier to retrieve, efficient, less time consuming and reliable without sacrificing.
(Felix. et al. P a g e | 9 Int. j. electr. electron. comput. sci. eng. 2015

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3. TECHNICAL BACKGROUND

In this chapter discuss the technicality of the project by which it describes the types of the
project to be developed and its functionality. It also represents the type of application
development of the project.

For the system implementation, the following are required:

o Hardware
 Personal Computer/Laptop – It is where the system installed and
developed.
 Printer- is an external hardware output device that takes the
electronic data stored on a computer or other device and generates
a hard copy of it.
o Software
 Visual Studio 2008/2010/2012/2015 – It serve as front-end of the
system and user can interact. It used to create and design the
system.
 Microsoft SQL Server Express
o People ware
 Administrator – head of the organization
 Employees – faculty and staff of the organization
o Network

 How the project work?

o The project works as a client-server-based system. The server side allows full
access of the system where an administrator manages all the major functions of
the system. The client side will be used for the registration of time in and out
of the employee.

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4. METHODOLOGY
4.1 Requirements Analysis

4.1.1 Research Design

This study refers to the entire process of planning and carrying out
research study. This means that the research design is a detailed plan or presentation of
how the research is conducted. The researchers used the descriptive method in order to
understand the processes involved in Vehicle Counting. This method described how
these processes are done which helped in the development of the proposed system.
4.1.2 Locale of the Study
This study was conducted from Cagayan State University Carig Campus
Guidance and Counselling Office.
4.1.3 Research Instruments

The researchers had come up with different methods of collecting data and
information to formulate more desirable outcome of the research study. These
methods are:

A. Interview Method
Interview is one of the most efficient tools in gathering data because there is a
direct contact to the concerned person who will give necessary information that the
researchers need in developing the system. This is commonly used in the field of
research. It helps the researchers to have a supplement and extended information
needed in their research work. The researchers used this method for them to be able
to get accurate data needed in the development of the system.

Interview was conducted at Guidance and Counselling Cagayan State University

Carig Campus in order to get sufficient information needed for the study.
B. Internet Surfing

The researchers also gathered some important data which can be found in the
internet. It is the fastest and easiest way in gathering information which served as a basis
for by the researchers in pursuing their work.

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4.1.4 Research Process

The researchers had come up with different methods of collecting data and
information to formulate more desirable outcome of the research study.
These methods are:

4.2 Requirements Documentation

4.2.1 Functional Requirements
Flowchart

Context Level Diagram

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