organize the records becomes the source of frustration for a POD.

Given that these

records are kept in a file cabinet, the files are prone of getting lost and/or damaged,

thus, such cases might trigger inefficiency to the work of the school’s POD.

Inefficiency means unproductivity. Because of this, the researcher is

resolute to create a system that would benefit AMA Computer College of Santiago,

and have the intention to promote, with the help of technology, the efficiency of the

work of the POD in terms of file organization.

AMA Computer College of Santiago, is an Institution Offering bachelor of

Computer Related Course and just like any others schools, they are challenged on

how they could integrate technology in order to improve their student services and

encourage parents to cooperate with them. Nevertheless, the creation of an

Prefect of Discipline Record Management System would then be such a great step

to embrace technology.

Prefect of Discipline Record Management System for AMA Office is what

the researcher came up with in order to address the several challenges mentioned

above. It will ease the excessive load work for the POD. Students can forward in

advanced the reason of their absent/absences on a specific class/classes in a day

through the application. The POD will then confirm the request of the student to

secure admission slip once the request was processed. This proposal will lessen

the long queues among students in the POD office. Parents as well will be informed

regarding the confirmation that states their children’s request for securing an

admission slip since it will be sent via SMS to their cellular phones.

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 SMS notification is one of the innovations that comes along the advent of

technology. The vast number of mobile phone users makes this kind on the trend.

It also is a platform in which the researchers opted to use in the system. Integrating

Web application and SMS notification in innovating the manual process would

promote work efficiency on behalf of the Prefect of Discipline. Thus, the study

entitled “POD Record Management System for AMA Santiago Campus with SMS

Notification” is what the researcher came up with.

Statement of the problem

This proposed system entitled “POD Record Management System with SMS

Notification” for AMACC Santiago aims to develop and provide an easier way to

work efficiency on behalf of the Prefect Discipline, and the convenience on behalf

of the students.

The researcher sought to answer the following questions:

1. What are the processes of the current system?

2. What are the problems or circumstances encountered in the current process?

3. How the proposed system designed, developed, evaluated and implemented?

4. Who will benefits the study?

5. How the proposed system is effective in terms of:

5.1. Functionality 5.4. Efficiency

5.2. Reliability 5.5. Maintainability

5.3. Usability 5.6. Portability

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Objective of the Study

In this section, the researcher tackles the aims as well as the purpose of

developing the proposed system.

The main objective of the study is to develop and implement the “POD Record

Management System with SMS Notification for AMACC Santiago” The proposed

system is computer-based system which aims to improve the manual process. This

study, specifically aims to:

1. Create computer-based Discipline Record Management System to better

facilitate the records for student absences and resolve issues arising from

existing process.

2. Create a Computer application for students as service extension of the

POD’s Office.

3. Promote work efficiency on the part of the Prefect Discipline.

4. Encourage parents’ participation on their child’s behaviour.

Significance of the Study

This study will benefit the following people:

AMACC Santiago. The proposed system will help the school to monitor the

student’s absences and behavior extend their services both of the students and

parents.

The Prefect of Discipline (POD). The proposed system will promote lesser

burden due to work.

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Parents. The proposed system will encourage them to participate to the school in

monitoring their child behavior and school attendance.

Students. The proposed system will acknowledge them to behave once there in

school and not cutting their class.

Researchers. The proposed system will enhance both their skills on developing

computer-based applications.

Future Researchers. This study serves as a reference for future researchers who

have ideas in making the proposed system a better service extension in a school.

Scopes and Limitations

The following are the scopes of the proposed system:

1. The propose system is capable of collecting request for admission slip.

2. The propose system will promote easy access of records.

3. The propose system is capable of printing admission slip.

4. The propose system will be secured in order to disallow any means of

invalid access.

5. The propose system will have user-friendly interface.

6. The propose system is capable of using the advantages of SMS notification

in promoting awareness to parents about their child’s attendance record.

Whereas, the following will tackle the limitations of the proposed system:

1. The propose system is intended for AMACC Santiago only. It cannot be

adapted by other school without asking for their consent.

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 2. The propose system will not work without electricity.

3. The propose system is only accessible to the school’s Prefect of Discipline

(POD).

4. The propose system cannot send SMS without proper internet.

Conceptual Framework

Request Admission Search the Student name

Slip the excuse letter
Give Input Record
Received Admission Slip Print Admission Slip

Student Prefect of Discipline Computer

Give the admission slip
Ask for Admission slip

Print Record
Printer
Student Professor

Figure 1.1: Conceptual Framework of the Present System

The figure above shows how the manual system works. The students request

to the POD for their admission slip and the POD search the name of the student

on the computer then input the excuse and violation of the student. The figure

shows a manual system of keeping every student records on matters of absences

and parental letters.

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 Request Admission Slip
Give the Personal Information
Received Admission Slip
Student
Prefect of Discipline
Show Admission Slip

System

Professor

Printer
Database

View SMS Send SMS to Parent

Parent Mobile Phone Telco

Figure 1.2: Process on how Proposed System work

The figure above shows the process of the proposed system. The Student

Request a admisson slip for absences, late and other violation. The student give

their information to POD(Prefect of Discipline). The POD login to the system to

manage the account and violation of the student. After input the information of the

student they give the printed admission slip and the student give it to their subject

professor. The system is also using the SMS Technology in imparting parents that

their child has just secured an admission slip in case they are not aware of the

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incident. The convenience of this system is that manual system records is no more

needed.
Request admission slip for violation

Received admission slip for violation

POD
Student
Figure 1.3: Student Side

The figure below show the student side in the proposed system. The student

will go to POD for request admission slip for their absence, late and violation that

they in counter in the school.

Login as POD Manage Student Account

POD PC System

Database
Figure 1.3: Prefect of Discipline/OSA Side

The POD has the ability to manage all the records of the student and upon the

completion of registering the record of the student to the database.

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Paradigm of the Study

INPUT PROCESS OUTPUT

 Determining
the problem
of the current
system.  Computer-
 Determining  Analysing based
the need of the system. POD
the client  Determining Student
observation, the feasibility Manageme
survey and of the study. nt System
interview  Implementin with SMS
question. g and testing Notification
 Current the system. for AMACC
process Santiago
involved in
the existing
system.

FEEDBACK

Figure 1.3. Paradigm of the Study

It shows that the study will be undertaken following the input, process and output

approach, also known as the paradigm of the study. The input consists of an

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alternative idea on implementing the Computer-based (POD) Student

Management System with SMS notification for AMACC Santiago and the

researchers experience with the existing manual information viewing system. All

of these will give the researchers the courage to develop and construct of the

Students behavior using SMS notification for parents. The process includes all the

processes that will be involved in the development of the project such as designing,

constructing, testing and revising. The output is the Computer-based (POD)

Student Management System with SMS notification for AMACC Santiago.

Assumption of the Study

1. The propose system interface will feature user-friendliness.

2. The propose system is secured, thus only the POD granted access to the

system using the own password.

3. The propose system will provide an avenue where the POD and parents

could work together.

4. The proposed system will be easy to use and understand.

5. The propose system will be effective in terms of the following:

5.1 Functionality – the system will feature functions that stores records on

cost-effective storage, among others.

5.2 Reliability – the system will perform based on its corresponding

specifications

5.3 Usability – the system will be used by whom the developer intended it

for.

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 5.4 Efficiency – the system will promote time productivity and work

competence.

5.5 Maintainability – the system will have updates in order to make the whole

system keep up with needs of the users involved.

5.6 Portability – the system will be of easy access as long there is stable

connection to the internet.

Definition of Terms

The following words or terms were defined for better understanding of the study

and the processes that were undertaken by the researchers.

A. Technical terms

Administration - a person who manage the POD system and the discipline record

of student.

Database- a collection of pieces of information that is organized and used on a

computer.

Printer- the machine used to print the admission slip of transaction.

System-the processes undertaken or followed by the client and the management

in order.

Telecommunication- a transmission of messages.

Programming language- a formal language, which comprises a set of instructions

that produce various kinds of output.

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Records-Contained file or record of the students.

B. Operational Terms

Admission Slip- check box for student excused.

Login- a process by which an individual gains access to a computer system by

identifying and authenticating themselves.

Managed Account - the accounts that allows the owner to manage the accounts

of students.

Monitor-It serve an electronic visual display for computers.

Password – protects the system to minimize the unauthorized use of the system.

POD (Prefect of Discipline) – a person who aims to promote discipline.

Programming – the act or job of creating computer program.

SMS Notification – receive a text through mobile phones.

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