ICT DEPARTMENT ATTENDANCE MONITORING SYSTEM

A Project Proposal

Presented to

The Faculty of College of Information and Communication Technology

Southern Mindanao Colleges

Pagadian City

Lagare, Lester Glenn M.

Morgia, Juster S.

Tiwanac, Mark Mand D.

October 25,2019

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Abstract

Attendance monitoring system for ICT department is a web based application that
provides each user of this system to lessen the effort in computing attendees.

The system consist of four users. (1) Admin, responsible for managing the student’s
information, payments, reports, announcing upcoming events even adding another admin can do.
(2) Faculty teacher, it can only view what the admin is doing (3) Students, in every student they
can view only their own attendance , personal details etc. in the website. (4) Parents, they can
view the information of their children who are registered in the system.

Admin user consists of eleven modules namely. (1) Students, a module that has all
students information, editable and it also include the adding of new student,(2)Events, all
upcoming events and previous events will be posted here (3) Announcements, All upcoming
meetings will be posted here ,(4)Attendance, can see the time you time in and time out through
the use of biometric (5) SMS Notification, all the students will be inform through sms about the
events or meetings, (6)Penalties, amount of each students penalties will be posted here due to not
attending meetings or events, (7)Payments, separate module for paying students penalties,
(8)Contact Us, (9) About us, (10)settings and (11)Account.

Faculty Teacher user consists of eight modules namely. (1) Students, view every student
personal information, (2)Events, all upcoming events and previous events will be posted here (3)
Announcements, All upcoming meetings will be posted here ,(4)Attendance, can see the time
you time in and time out through the use of biometric (5) SMS Notification, all the students will
be inform through sms about the events or meetings, (6)Penalties, amount of each students
penalties will be posted here due to not attending meetings or events, (7)Payments, separate
module for paying students penalties, (8) Reports, overall data gathered within that specific date,
(9) About us, and (10)settings.

Students and Parents have the same rule in accessing the site. Students can only view
his/her personal data. Parents must have to choose first which student he/she want to see if in
case parents have more than 1 student. It consists of nine modules namely (1) My Profile/My
Students, (2) Events, (3)Announcements, (4)Attendance, (5)Sms, (6)Penalties,
(7)Payments,(8)About Us and (9)Contact Us. They can access and view the system but they
cannot change the information they see.

This system will be develop by using some software application such as apache for the
web server, MySQL for the database, PHP for the scripting, cascading style sheet(css) for the
design and layout of the web page and hypertext markup language (HTML) for tagging text files.

The system will be run in the different web browser such as google chrome, Mozilla
Firefox and internet explorer etc.

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Table of Contents

Title 1

Executive Summary

(Insights, Macro-level Statements, Cost Benefit Discussion/Analysis) 2

List of Tables 4

List of Notations 5

Chapter I BACKGROUND OF THE PROBLEM

Introduction 6

Project Context 7

Purpose and Description 8

Objectives 9

Scope and Limitations 10

Definition of Terms 11

Chapter II REVIEW OF RELATED LITERATURE AND SYSTEMS

Technical Background 12

Chapter III DESIGN AND METHODOLOGY

Requirements Analysis 13

Requirements Documentation 13

Design of Software Systems, Product and/or Processes 14

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List of Tables

ID NO. NAME OF STUDENTS YEAR ADDRESS STATUS Column Titles

Body (Data)

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List of Notations

Susan9999 Username

********* Password

2019-1112 id #

1st to 4th year year level

₱ peso sign

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Chapter I BACKGROUND OF THE PROBLEM

Introduction

Rationale of the Study Maintaining the attendance record is an important factor in people
management. In the academic institute, taking the attendance of teachers on daily basis and
maintaining it for a long time adds to the difficulty of this task as well as a waste of a lot of time. In
today’s rapid technological advancements, traditional procedures in checking, recording and
computation of data becomes more and more obsolete. Today manual operations are gradually
replaced by systematic procedures which eventually improve one’s productivity.

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Project Context

Attendance is very important in every student, a single absent is big difference in

performance in the school. Mostly students of college are prone to absences, it is because of
some reasons that they think it is a boring class, laziness to attend the class, some students prefer
going to computer shops playing games rather than entering the class and some student cannot
refuse the influence of a friend inviting to go with them during class period. Some of this reasons
are not reported to the parents or guardians because the way of informing them is the traditional
way which is they inviting the parents through telling the students that the parent need come to
school and communicate with the teacher about the absenteeism of the student. This process
takes a long process and sometimes parents are not able to come because of some reasons that
the parents are busy at work; they are away from the school and have an important matter to take
care of. These are the reason why the parents are not informed about the absenteeism of the
students.

In this manner, the researchers therefore proposed the Attendance Monitoring System
added also by useful modules likes viewing events, announcements and message of the student
from admin. The system’s function is to record attendance by the use of fingerprint through
biometric devices. If the student is absent, there will be no record display on data.

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Purpose and Description

The study is focused on the attendance monitoring of the students in the school through
the design and development of a system providing a means of information on the inputted
attendance of the student through the use of biometric devices.

The study main reason of existence is to send information to the students as well as the
parents. The information composed of the student’s attendance of the event and meetings.

With the system providing a user-friendly and effective system provides an easier and
faster view of data of every student and advantage to the admin and faculty to ease their work.

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Objectives

General objective:

The design and development of attendance monitoring system aims to provide an

interface that can ease the admin and faculty works. By using this system users do not need to
spend a lot of time in organizing attendance, penalties, events, announcements etc. Students and
parents have the higher advantage because of very convenient way of viewing and updating both
user about student information.

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Scope and Limitation

Our system namely The ICT DEPARTMENT ATTENDANCE MONITORING

SYSTEM has a limitation, we design this system to minimize the effort in getting attendance.
Our system is only focusing to one course only which is the ICT Department. Unregister student
or enrolled in other courses (ex. BSBA, BSHM, BSCE) cannot access the site. Information are
very confidential so only allowed user can access.

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Definition of Terms

Attendees- a person who attends a conference or other gathering.

Biometric-relating to or involving the application of statistical analysis to biological data.

Biometric Devices- A biometric device is a security identification and authentication device.

Such devices use automated methods of verifying or recognising the identity of a living person
based on a physiological or behavioral characteristic. These characteristics include fingerprints,
facial images, iris and voice recognition.

Personal Data- Personal data, also known as personal information, personally identifying
information (PII), or sensitive personal information (SPI), is any information relating to
identifying a person.

Rationale- a set of reasons or a logical basis for a course of action or a particular belief.

Obsolete- no longer produced or used; out of date.

Interface- a device or program enabling a user to communicate with a computer.

Confidential- intended to be kept secret.

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Chapter II REVIEW OF RELATED LITERATURE AND SYSTEMS

Technical Background

There is a significant body of research demonstrating the contribution of parent

involvement to student learning. Henderson and Mapp (2202) reviewed several studies and
provided a synthesis of the research findings. The report points to strong impact of parent
involvement on both student achievement and attendance and behavior. Research also indicates
that participation declines with grade level, that socioeconomic status and family situation are
factors in determining parent involvement and that students want their families to be involved
(Epstein, 2002). Perhaps the most widely quoted work is by Epstein (2002) in her model of
parent involvement which describes six different categories. Pushor (2007) extends the definition
beyond involvement to engagement and argues that engagement is the hallmark of parent
connections that truly make a difference for students. Reports in studies are related to project’s
objective. Since the parent’s involvement in the student is very important, the researcher’s study
is to develop a system that would monitor the students for the parents.

All the models speak to the importance of context in understanding parent engagement.
While the types of engagement can be described, schools will be successful in workings with
parents and communities if the staff take time to listen, to understand, and to relate to the
families with whom they work (Pushor,2007). Each child arrives at school carrying the
aspirations of the parent (Marjoribanks,2002), a family background (Beothel,2004), and the
culture of the family community. In this case, researchers must develop a communication
between the staffs and the guardians of the students.

The Quest for Communities that Work: Sustaining Student Improvement, An

International Symposium for Education and Community Leaders, Richmond Hill, Ontario,
Canada. (Supplied by author) This report highlights the findings of a research project with the
primary purpose of determining if schools councils have the ability to influence the rate of
parental participation in education, with a particular emphasis on the types of involvement that
may lead to improved student learning.

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Chapter III

Requirements Analysis and documentation

Data Gathering Instruments

The proponents used different instruments in order to gather relevant data for the development
of the attendance monitoring system. The instruments use dare techniques which consist of
interview, research, and survey.

Interview

The proponents conducted interview with several FACTS organization

officers and advisers and with some of the students in order to acquire necessary
information needed in the study. The proponents constructed an interview guide to identify
the problems and difficulty encountered with the traditional FACTS attendance monitoring.
To address the need for comprehensive information, the proponents used open and
ended questions. Through the means of the interview, the proponents noted s p e c i f i c
p r o b l e m s e n c o u nt e re d b y t h e o r ga n i z a t i o n . It w a s a l s o t h e n , t h e advantages for
developing the system were clarified.

Research.
The proponents conducted research through books, articles, journals and
unpublished thesis in order to obtain related information. Such, it is also then that the
proponents used internet as a source to gather additional data as related to the proposed thesis
topic. This helped the proponents to strive for a logical approach in searching for pertinent
information on the specific topic or problem.

Survey

The proponent conducted a survey through the suggestions of some students who are also
concerned of the outcome of the system. This will help the proponents to develop more ease and
convenient design for everyone user.

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