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GUIDANCE STUDENT TRACKER AND

MANAGEMENT SYSTEM

LO, MARY GRACE

MEMBERS

AMULONG, JAMIE ROSE

AUMENTADO, PETER HUBALDE

BELTRAN, JULIUS

LAPURA, KENNETH BRUCE

SOLIVIO, RODOLFO

RIVERA, VINCENT MARK

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CHAPTER I

INTRODUCTION

Student tracking is the collection and use of information about individual students and
their progress at all points of contact with the institution. This information may be used
for curriculum, management administrative and funding purposes and is the single most
important subset of an overall college information system, which may also include
information about the curriculum offer, finance staff etc. It is therefore likely to be most
useful if it is a part of a computerized system which is linked to the main management
information system. One of its function is the delivery of learning in workshops and
using resources so that student’s patterns of attendance may vary and need to be logged,
and so that the resource in can be evaluated” the author of Student tracking, Kevin
Donovan said. The academic performance of the students is not the only one to be
evaluated and monitored but also the students’ behavior and also the offense that they
have committed in school.

The further education sector has devoted time, energy and resources in recent
years to the development and improvement of information systems, particularly
computerized system. Systems are developed to help colleges provide statistics to schools
and other organizations.

A School is an educational institution designed to provide learning spaces and learning

environments for the teaching of students under the direction of teachers or professors. It
is a second home for students who learn and develop their skill and it is also a preparation
for their better future. We all know that Teachers, Professors or Lecturers teach the
students in school. Their task is to support the design, development and production of the
study and teaching materials and delivers in various modules or a subject area. They
ensure the efficient delivery of teaching programs according to the strategies, policies,
and procedures of the university.

A teacher doesn’t only teaches their lesson to their students but also he or she acts
as a second parent of a students, meaning he/she is not responsible of their grades but

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also their well-being on how they participate or
go to school. If a student is late or absent or violate a school rules it’s their duty and
responsibility to track or know the reasons behind those acts and report it to school
management or what we called Guidance Counsellors.

What is a Guidance Counsellors? From the word itself they guides and counsels
students. They identify students with special needs and help them with best possible
solutions. Alena Johnson (JATC North) stated that, “parents are not just aware of all their
resources and opportunity that are out there. Guidance Counsellors are great resource to
help parents know particular concerns about their child.” And Derek Bennett (Coper hills
high) also said that “All parents are concerns in one way or another. Kids sometimes are
hesitating to reach out because they are not sure exactly how to start a conversation. As a
Guidance Counsellors, we help in aiding social, emotional and mental health. We also
help parents to create a plan together on how the students going to succeed and provides
the best possible option.” A guidance counsellor provides a disciplinary action to students
who commit offense like cutting classes, chronic absenteeism and also graveyard offense.
They are the one to contact the parents of the student who commits an offense prior to the
school rules and guidelines. They have the records of every student in school.

PROJECT CONTEXT

We all know that we are entering an age where technology makes things a lot
easier and convenient for us humans to use. Since technology is proving as a lot more
choices to make our life a lot more comfortable then why not take advantage of it.
Student tracker and management system will lead to a better flow of information that will
be useful to the school or institution that will be using it. By implementing this kind of
system we will be able to jump by leaps and bounds in the aspects of learning and
managing valuables data and proceeding into better learning opportunities.

These technological innovations have also driven the growth of distance learning
opportunities, as students who are time bound due to job or personal responsibilities or

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place bound due to geographic location or
physical disabilities, can now access courses and degree

programs at their convenience. Because of the rapid growth of distance and global
education, e-learning models are currently practiced widely all over the world. As some
authors point out, “e-learning models can provide high quality educational offerings at
the same time they allow for convenient and flexible learning environments without
space, distance or time restrictions”
In this study, the researchers aim to develop an effective educational material for the
teachers and students in teaching and learning, which would facilitate the teaching and
learning of the different subjects and topics covered by the program.  The software will
developed to assist the students in their learning process and provide them an
instructional material that can be access via online.
As a teacher there are many different aspects of tracking their students through
system, including the need for a smooth record keeping process by developing an
effective management plan for record keeping not only academic but also the behavior of
their students, in return it can improve the workflow of the student and less time dealing
with paper works. Guidance Student Tracker and Management System, allows you to
audit record periodically and look for irregularity and identify the patterns that can be
notice and even review the provided solution to the case and ensure that management are
meeting their standards.

A cornerstone of a smooth-running classroom is organized tracking management

system to keep records like grades, notes sent home, attendance record, times and reason
for sending students to the office. To keep this kind of record and track students they
need to use this kind of system where they can search for or organized files based on
dates, student name and other similar filters to quickly track down information and keep
track of your student records. With a list down on papers calendar can be made to map
out how they spend time to the classroom over the course of the year. Afterwards the
records of the students will be available for years going forward along the ability to fin-
tune them as they go. Documents class policies in case of dispute or other issue over
students. It is important to provide a disclosure statement on school policies and keep a

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copy of own records policy to cover in a disclosure statement like: make up, attendance,
general class rules, grading scales and extra credit. This kind of tracking system can be
used as helpful resource and a potential benefit like comparing it to previous case which
are in the same scenario.

The greatest related pressure upon colleges is to develop a student tracking

facility as part of their information system. The features of a record keeping system are
accurate, objective and relevant. It is understandable, comprehensive and timely. Having
a Guidance Student Tracker and Management System is convenient; you can have

Accessible and retrievable data access to student’s record. It promotes security

and privacy, only the management and also person with permission can be able to have
an access to the system. Teachers, Staffs in registrar and even officer in charge in
Guidance have that kind of authority to access the system. Students can also access the
system but there are some restrictions, meaning the students can only access their records
when it

comes to their academics and other personal matters like the tuitions fees and etc.
Parents can track their child’s performance by accessing the system.

OBJECTIVE OF THE STUDY

GENERAL OBJECTIVES

To develop a system this is “Guidance Student Tracker and Management System.”

SPECIFIC OBJECTIVES

This study has the following objectives:

A. To develop a guidance information system that ease the service in terms of

keeping track of student offense record files by means of saving the files as well
as the students’ offense record files into a database.
B. To develop a system that is online based for an easier way of sharing resources.

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C. And to integrate the following features:
a. Admission Tests, Intelligence Tests, Individual Intelligence Tests, Group
Intelligence Tests, Aptitude Tests, Interest Tests, Personality Tests,
Projective Tests, and Special Tests.
b. Monitor students' habitual tardiness.
c. List of students that took counseling.
d. Issue letter of notice to students that committed violations.
e. Requesting for different types of forms such as dropping forms.
f. Producing a list of students that violated rules of the college or the
university.
g. To integrate a Detailed Demographics feature which produces graphical
representation of different data stored in the database.
h. Student Inventory Record.
i. Orientation and Information.
j. Career and Life Planning.
D. To develop a computerized system that will lessen the time consumed in checking
records and allows the easy retrieval of different data through a database.

SIGNIFICANCE OF THE STUDY

School: The main beneficiary of the study is Asian College that will be adopting the
innovation of technology through computers that will make the work with optimum
performance.

Admin: The administrator can easily monitor all the data of the teacher and student. The
admin also is the one maintaining the data of the students and the institution will not use
the manual data gathering. The staff needs to check the database for the records needed.

User: The user can easily enter and get information that they need on the school
counselor and teacher needed in a timely manner and have the record when they need it.

School Counselors: The school counselor can easily monitor both student and teacher’s
data and violations of students.

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Student: The students can easily enter and
record their information that the guidance counselor and teacher needed in a timely
manner and have the record when they need it.

Teachers: The teachers can easily enter and record their information in the guidance
office in a timely manner and have the record when they need it.

Parents: The parents can have a record of their student attendance and the student track
record at school for the purpose of information about the performance of their student.

Future Researchers: The future researchers can use our study as their guide of reference
for their future researchers that are related to the database management system.

SCOPE AND LIMITATION

The proposed Guidance Student Tracker and Management System is designed and
developed for the school year 2021-2022 at Asian College of Science and Technology
(Asian College) Quezon City. The design and platform of the project is a windows-based
system that manages the user and client registration and provides the functionality of
recording the individual records of the students and teachers. The system also provides a
search capability and generates reports of the attendance and records of the students. Also
all the services of the guidance that the students needed and teachers needed. The
developed system also covers all biographic data and confidential records of all students,
such as records of complaints and problems of students in the Guidance Center. The
system caters only the records of all college students. The Guidance Office Personnel and
authorized persons only are allowed to use the system.

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OPERATIONAL AND DEFINITION OF TERMS

Asian College : (formerly Asian Institute of Electronics and Asian

College of Science and Technology) is
a CHED and TESDA-accredited
private tertiary educational institution in
the Philippines founded in 1972. It has campuses
in Quezon City and Dumaguete City, Negros Oriental. It
also offers DepEd and TESDA-certified senior high
school.

Detailed Demographics : are an expansion of the current demographics in Google

AdWords, allowing advertisers to now target audiences
by marital status, home ownership, education, and
parental status.

Enrollment System : combines all activities involved in the

entire enrollment process and integrates them into
a system. This way, everything happens in one place,
both online and offline. ... The overall objective of

an enrollment system is to help admission teams

ultimately enroll more students.

Management System :  is a set of policies, processes and procedures used by

an organization to ensure that it can fulfill the tasks
required to achieve its objectives. These objectives cover
many aspects of the organization's operations (including
financial success, safe operation, product quality, client
relationships, legislative and regulatory conformance and

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worker
management). 

Parent : a person who begets or brings forth offspring especially

: the natural parents of a child born of their marriage. b :
a person who legally adopts a child. c : a person or entity
that owes to a child a legally imposed duty of support. d :
a stepparent where designated by statute.

Researchers : as the creation of new knowledge and/or the use of

existing knowledge in a new and creative way so as to
generate new concepts, methodologies and
understandings.

School Counselors :  is a professional who works in primary (elementary

and middle) schools or secondary schools to provide
academic, career, college access/affordability/admission,
and social-emotional competencies to all students
through a school counseling program.

Student : a person engaged in study; one who is devoted to

learning; a learner; a pupil; a scholar; especially, one
who attends a school, or who seeks knowledge from
professional teachers or from books; as, the students of
an academy, a college, or a university; a medical student;
a hard student.

Student Tracker : the only nationwide source of college enrolment and

degree data. it can query our participating
institutions' student data to perform all types of
educational research and analyses - quickly, easily, and
affordably.

Teacher :  is a person who provides education for pupils and

students and who facilitates education for an individual

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may also be
described as a personal tutor, or, largely historically, a
governess. In some countries, formal education can take
place through home schooling.

Virtual private server (VPS): is a virtual machine sold as a service by an Internet

hosting service.

THEORITICAL FRAMEWORK

Such a system is urgently required to track an individual student’s progress and

performance at every level of education. Such a system makes it quicker and easier for
managers to identify, access and retrieve this information. For such a system to run
efficiently, it must integrate organizational objectives into its strategic framework.

The Shorter Oxford English Dictionary on Historical Principles (1973:746) defines a

framework as a structure composed of parts framed together. Webster’s Third New
International Dictionary of English Language (1986:902) defines it as a systematic set of
relationships that works within a conceptual schema, structure, or a system. WorldNet
(1997) defines a framework as a simplified description of a complex entity or process.
For purposes of this research, a theoretical framework for Guidance Student Tracker and
Management System will refer to the conceptual schema or strategy for a system to
identify, capture, store, manage, coordination, and use student information in Asian
College Quezon City.

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CONCEPTUAL FRAMEWORK

INPUT PROCESS OUTPUT

 Attendance  Observation  Track all the

 Complaints  Track students’ attendance of the
 Request excuse form performance students not only
 College students the attendance but
from first year to all the problem,
fourth year complaints or
performance of the
students

Feedback

CHAPTER II

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TECHNICAL BACKGROUND

A. Related Literature

Foreign Literature

The major curricular reform will occur in an attempt to make schools more
flexible and responsive to individual student needs. Nearly one-third of the
elementary and junior high curricula w ill be eliminat ed w ith deep cuts in
all major s ubjects . The re placement classroom activity will be a new endeavor
entitled Integrated Studies that will have few guidelines and no accompanying textbooks.
The goal of Integrated Studies is to provide students and teachers the freedom to
study whatever interests them whether the topic is religion, the environment,
or foreign affairs.

Local Literature

Based on the researcher, a web-based enrollment system for Veritas Parochial

School in Web Based enrollment system, Manila was developed to help its students
enroll in a more efficient way without the hassles of waiting long hours in filling out
forms, which sometimes become redundant, or to stand in line and pay at the cashier. It is
with the Web-based Enrollment System for VPS that this new style of enrollment may be
achieved. This new type of system offers its students new options for enrolling at VPS.
By logging on to VPS website, one can register and enroll subjects for a school year.
With these, all the students are required to fill out certain forms that do not take more
than a few minutes to accomplish. The system stores its records in the school database for
future references.

Confirmation of the transaction made by the students need to be verified, the

payment of tuition fees must be made in the schools registrar. The students may also
browse the web site of VPS and he can check his current account. He can also refer to the

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list of the school current tuition fee rates
(Pascual & Riceo, 2008) According to Lopez (2005), a registration system helps and
provides efficient and reliable services to the students, enrollment personnel and
administration. Moreover, this system improved the process of enrollment in terms of
searching, retrieving and subject schedules. While in a study conducted by Cayabyab
(2007), many problems and difficulties were identified in the existing system of Dagupan
City National High School (DCNHS).

These major concerns are affecting the efficient enrollment system of students.
Security of the students records were found to be at high risk. The current system may
fail to protect some important documents. It has also untimely and inefficient report
generation. A computerized system for DCNHS shall result to a significant increase in
the number of enrollees Network-Based Enrollment system Conde (2007) in his study
entitled “Network-bases Enrollment System of Paete National High School cited that the
manual process of enrollment and manual handling of information and reports of the
students is very laborious one.

The proponents developed a network based system enrollment system to the said
school to solve the huge amount of task. Garcia (2002) created the “LSPC Enrollment
System”, the study can be a great help to persons concerned during the enrollment period,
the registrar, instructor of the students as they retrieval necessary information when
needed and lessen the burden manually browsing over enrollment slip for record purposes
Saayo et.al (2008) developed the system “Network based automated Enrollment and
grading system for Morong National High School. Due to increasing population of the
institution, and the school currently implementing the manual system, every student
spends a lot of time during enrollment period, such as paying their tuition fees and
processing the school requirements. Valina et.al (2009), in this work entitled “Network-
based student Permanent Record keeping and Enrollment System of Balian National
High School”.

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This System was made to lessen the time and effort exerted by both student and school
employees. It is also made to give accurate reports and keep records of every students
every students and for easy and fast way of enrollment. Soria (2006), constructed a
system entitled “Network-based Computerized inventory System for the supply office o
the LSPC main campus. With the advancement of technology, devices and machines
were improve , developed and inverted to cope up with the need of new world. There are
different systems designed for reliable, efficient and very useful to the user. Cabang et al.
(2003) developed the ‘computerized Students Record Monitoring System of Siniloan
National High School”, Computerized Student data will be exceedingly helped to the user
through continuous management of the School.

It could help the registrar for a less effort services in the institutions especially in
updating, printing and deleting student’s record. Velasco (2002) Study entitled
“Maulawin National High School Student Information System” cited that maintaining
students, records manually is a very difficult task and time consuming. In that case,
computerization system that can help and handle 17 this data needed to speed up the
process of student’s record keeping and to promote and reliability. Cura et al. (2004),
Designed system entitled “computerized inventory system of office of the supply in
LSPU” is capable of handling voluminous data about the flow of item insurance and
reply to the flow of items’ issuance and return in supply office Torres et al. (2002),
conducted a study that resolves around the importance computerization of student
information.

This study was conducted with the hope that it would help minimize time and effort in
processing student’s information in Maulawin National High School. The basic feature of
this study is after the storage and access of retrieving and updating the data. Alcaira
(1999), stated that the using of computer are continue to grow, the need for a more timely
information and data processing comes on demand keeping the record of any manual
operations need the application, because handling it manually will only be conflicting.
Aravia

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et al. (2002), show the growing importance of computers in the society. The significance
of the study revolves the automation of student permanent record keeping. Garnace
(1999), developed application software for the computerized information system of a
commercial piggery using the concept of the database and implemented it in database.

CHAPTER III
THE PROBLEM AND ITS BACKGROUND
A. REQUIREMENTS METHODOLOGY
A. Research Design

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The study will be a case study design and
descriptive design in which both quantitative and qualitative approaches will be used.
Descriptive design will be used to describe the phenomenon. Therefore, since the present
study seeks to describe the guidance student tracker and management system. Descriptive
design will be appropriate for the study and this will involve the examination of available
documents, conducting interviews, observation of the current system and administering
questionnaires to different categories of the people as shown in the sample size.
Examination documents and research will be carried out for clarity and verification of
facts to be collected and information about existing systems and associated problems
such as reference books, journals and the internet.

B. Organizational Chart
The system organizational chart consists of three roles. The first role and has the highest
authority is the guidance office or the administrator. It can manage the teacher and
student data and information. The second role is the teachers where they can manage the
students data and information. The third role and the last role is the students.

C. Research Respondents
D. Research Environment
E. Research Instrument
    B. REQUIREMENTS SPECIFICATION

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a. Operational Feasibility
The System working is quite easy to use and learn due to its simple but attractive
interface. User requires no special training for operating system. Technical
performance include issues such as determining whether the system can provide
the right information for the Department personnel student details, and whether
the system can be organized so that it always delivers this information at the right
place and on time using intranet services.

b. Technical Feasibility
The technical requirements for the system are economic and it does not use any
other additional Hardware and software. Technical evaluation must also assess
whether the existing systems can be upgraded to use the new technology and
whether the organization has the expertise to use it. Install all upgrades
framework into the .Net package supported windows based application. This
application depends on Microsoft office and intranet service, database. Enter their
attendance and generate report to excel sheet.

i. Details of the Technologies used

1. Hardware Specifications
RAM : 4GB
Hard Disk : 1T
Processor : Intel Core i5
2. Software Specification
Operating System : Windows 10
Front Design : Visual Studio 2008
Front-End Language : VB.NET
Back-End Language : Mysql
3. Functional Specification
Guidance Student Tracker Management System
involves the following functions:

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
Easily track attendance information of students.
 Quickly produce student Tracker
Management System bulletin
Non-Functional Requirements:
Performance - Easy tracking of records and updating can
be done. All the requirements relating to performance
characteristics of the system are specified in the section
below. There are two types of requirements.
Static Requirements – These requirements do not impose
any constraints’ on the execution characteristics of
the System.
Number of Terminals: The software makes use of an
underlying database that will reside at the server, while the
front end will be available online to the administrative and
department computers as well as students and teachers.
Number of Users: The number of users may vary, as this
software finds applications in almost all department
of the organization.
Dynamic Requirements – These specify constraints on the
execution characteristics of the system. They typically
include response time and throughout of the system. Since
these factors are not applicable to the proposed software,
it will suffice if the response time is high and the
transactions are carried out precisely and quickly.
Reliability
The software will not be able to connect to the centralized
database in the event that the college LAN fails or in the
event of the server being down due to a hardware or
software failure.
Availability
The software will be available only to authorized users of
the college like teachers to mark the students’ attendance,
student to view their enrolled course, admin to add an
update students records.
Security
The security requirements deal with the primary security.
The software should be handled only by the administrator
and authorized users. Only the administrative has right to
assign permission like creating new accounts and

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generating
password. Only authorized users can access the system
with username and password.
Maintainability
Backups for database are available.
Portability
The Software is a windows-based application and is built in
VB.Net and MYSQL so it is platform independent and is
independent of operating system.
Design Constraints
This software provides security. The login form prevents
the system from being misused by unauthorized users. Only
an authorized operator will be granted rights to modify as
per requirements. This software is also reliable and fault
tolerant. The system developed is designed to handle
invalid inputs. Since reliability is major area of concern the
system has a backup to avoid data loss. The user should
know the programming language very well that is used to
develop software.

4. Compatibility Checking
b. Scheduling Feasibility
Gantt chart

    C. Requirements Modeling

INPUT
• Student will log in into the system

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• Student will submit a excuse letter
• Student will submit complaints form

PROCESS
• The system will calculate the number of school days.
• The system will record students activities.
• The system will record the attendance of the student.
• The system record students excuse letter
• The system will record student complaint

OUTPUT
• The system will display the total number of days the student is absent.
• The system will display the total number of days the student is present.
• The system will display the total number of excuse letter.
• The system will display the total number of complaints.
• The system will display the numbers of activities that the student participated.

    D. Data and Process Modelling

a. Data Flow Diagram

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b. System Flowchart

   

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 E. Object Modeling

a. Use case Diagram

b. Activity Diagram
c. Sequence Diagram

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F. Risk Management
Project Risk
Risks Description
 Unplanned work that must be
accommodated.
 Lack of communication, causing
confusion
 Estimating and/or scheduling
errors
 Project conflicts not resolved in
a timely manner

Technical Risk
Risks Probability Effects
 Hardware and/or
Software defects

Business Risk
Risks Description
 Competitors
 Loss of important customers
 Data Loss

Risk management plan

Risk Risk Type Strategy

     G. Design

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a. Entity Relationship Diagram
b. Data Dictionary

CHAPTER IV – INTERFACE DESIGN

    a. FORM/PAGES/MOBILE CARDS

    

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