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ATTENDANCE MONITORING SYSTEM OF EMPLOYEE USING QR CODE

Rroyd Blesser Coniato1, Rowena Entendez Escol2, Sheila Marie M. Beterbo3,
Surigao State College of Technology Surigao City, Philippines
rconiato@ssct.edu.ph, rescol@ssct.edu.ph, sbeterbo@ssct.edu.ph, jhambre.official@gmail.com

Abstract: This study aims to develop an Attendance Monitoring System of Employee Using QR Code,
providing secure data, monitors of employee’s records. Such as personal information. Also, enabling admin
an automated system for monitoring the employees, attendances, through qr code 1. This study used the
method Waterfall Software Development Life Cycle., The Waterfall Model is a linear sequential flow. In
which progress is seen as flowing steadily downwards (like a waterfall) through the phase of software. This
means that any phase in the development process begins only if the previous phase is complete 2. There are
five various phases of the model used in the study Requirements, Design, Implementation, Verification,
Maintenance3. In addition, a combination of web and database technologies such as HTML, CSS, PHP, and
JavaScript, and MySQL has been utilized for the development of the front-end and the back-end
respectively. The Attendance Monitoring System allows the admin to have an account, accessing the
features of the application. they can update their personal information and can monitor their records. the
main goal of this study is to meet the client's needs, which is the owner, and also for the project theme to
improve their knowledge and skills on creating the system.

Keyword: Employee attendance, Qr code, Business, Smart Phone, Web-based

1. INTRODUCTION
1.1 Project Context
Metro Surigao Shopping Center in Surigao City, located at Rizal St. Cor. Borromeo St., Surigao
City, Surigao del Norte. It has been in the business since 2001 and is owned by Mr. Calvin Tyron. This
building contains two-story, Service offer is in-store shopping and etc.
The issue in this Metro Surigao shopping center is currently using the manual process of collecting
information of employees that often leads to misinformation employee's attendance records who will be
absent their duties.
This study the project team will introduce how the Attendance Monitoring System using Qr code
can solve the problem, elucidate the disadvantages of a manual data collection of employees, and help
users, the administrator and employee, manage their data more efficiently and less time-consuming. The
Attendance Monitoring System is made for owners or administrators to reduce their time in recording the
information of their employees.
The said system is designed to input information, monitor employees’ records such as absences,
and view the records of the employees. The main goal of this study is to meet the needs of the clients, and
for the project team to improve their knowledge and skills on creating systems such as in this study.
The system is built so that it can help implement features for the metro Surigao shopping center to
become more effective and offer a solution to existing problems. This system focuses on helping the
administrator and employee to have a common platform to interact with information relevant to the
Attendance Monitoring management.
1.2 Purpose and Description
Attendance Monitoring System of Employee Using QR Code is an information and management
system for employee that will provide a more secure way to store data and enhanced automated
management features beneficial to both administrator and employees. It aims to provide an easy and
manageable system that could help the administrator check profiles of its employee, and manage employee
records such as absences and leave employees.
The main objective of this study is to provide an Attendance Monitoring System for Metro Surigao
Shopping Center to manage their employees’ records. And using QR code to identify individuals working
in the department and smartphone as a QR code mobile scanner.
The proposed system of this study aims to design and develop an information/management system
for Metro Surigao Shopping Center that will:
 Manage records of the employees.
 Generate attendance reports.
1. Evaluate the system based on ISO.
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1.3 Scope and Limitations

The scope of this study is only in gathering all the data of the employees such as employees id,
names, contact, address, and positions. generate attendance report is a summary based on their salary
every fifteen days of their working. The system categorizes it in YYYY/MM/DD format. Admin base
user account is for the owner and or employees and can access all management features of the system.
Print attendance reports for the employee’s and validation of payment their working duties. This study
will help administrator to monitor employee’s attendance through a Qr code scanner and better data
management for the business and more efficient operations by the owner.
The following are the scope of the study:
1. The system can view the employee’s required/personal information.
2. The system can compute the days of an employee's working duties.
3. The system is password protected.
4. The system mobile app compatibility.
5. The system can automatically notify those employees in or not duties.
The limitations of the study are the following:
1. This study is limited only to the personal information of the employees.
2. Exclusive for employees of MSSC can log in and access the smartphone scanner.
3. The admin is the only one who can edit and delete the employee’s records and generate reports
4. This system cannot be manipulated on its own and needs an operator to be able to use by the
employees.

1.4 Review of Related Literature

This section discusses the existing study into the context ensuing to related research. This study
cites articles and systems, which are pragmatic and relevant, and are used as the foundation for the design
and development of the system, aiding the developers to meet user requirements.
Attendance is an important factor for both employees and students. there is a different method of
maintaining attendance from manual systems where attendance is marked in sheets to automated attendance
such as biometrics. All the methods have some disadvantages in maintaining attendance. The automated
attendance is time concerned i.e.; the employee should update their attendance before the time else they
will lose their salary. Many times, employees fail to update on time because of the queue in front of the
machine. the main aim of this paper is to use smartphones for updating attendance. This paper uses a
mobile app that scans the QR code which acts as a user ID and for user verification uses fingerprint or
voice recognition by.[1]
According to [2] Taking students’ attendance by university instructors during each class is a time-
consuming process especially when classes are big. Some faculty policies require this task to be performed
by the instructor in each lecture. In other words, out of the total hours that are assigned to a given course,
which is typically forty-five hours per semester, up to eight hours may be lost to perform this process that
usually takes around ten minutes per lecture. The code along with the student identity taken by the
application will confirm the students’ attendance. the Qr code attendance will help students save not only
time but also efforts that were supposed to be put by instructors during each lecture. It will speed up the
process of taking attendance and leave much time for the lecture to be given properly.
As cited by.[3] An automatic attendance management system using biometrics would provide the
needed solution. An attendance management system is software developed for daily student attendance in
schools and institutions. It facilitates access to the attendance of a particular student in a particular class.
this will also help in generating reports and evaluating the attendance eligibility of a student. rather than
signing attendance sheets, individuals will pass their thumb over the fingerprint scanner, the fingerprint is
compared against a list of pre-registered users, and once a match is made, the individual will be registered
as having attended that lecture.
Moreover, [4] The attendance system has been known for a long time ranging from manual systems
to automated and complicated systems such as attendance systems using biometrics. All those attendance
systems have several weaknesses especially in to control of employees who work outside the office. In this
paper, we introduced an attendance system that can be used to record the attendance of employees who are
on duty outside the building.
In addition, by [5] Indrayani explores the extent of the effectiveness and the efficiency of the use of
biometric systems categorized based on quality systems indicators such as relevancy, capacity, timeliness,
accessibility, flexibility, accuracy, reliability, security, economy, and simplicity can increase productivity
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and efficiency as well as reduce job turnaround time in checking the accuracy of the data with the card
owner.
The study of Rizal et al. [6] concludes that Smart Attendance System Applying QR Code enables us
to speed up the process of taking attendance and would save us valuable teaching time. He further stressed
that this initiative helps students avoid consequences that may result from poor attendance that should be
stipulated in the policy and academic regulations of the school.
According to [7] The potential for QR Codes is limitless and the next generation of barcodes will
hold even more information wherein the content will be effectively embedded in the code and an internet
connection will not even be necessary
[8] a student experiencing difficulty with their studies doesn’t often identify themselves as students
in need of support. The Science Student Success Centre at Carleton University actively seeks out these
science students to give them the help they require. One indicator of need is a student’s grades. Another
indicator is attendance in class. this paper describes how they used QR-Codes to help track class
attendance. While the existing online card swiping attendance tracking system was suitable for small class
sizes, using QRCodes for attendance tracking proved to be suitable for larger classes.
[9] Analyzed QR codes from the perspective of their significance and uses. It was recommended to increase
awareness about the usefulness of the QR codes, to make the public aware, and be familiar with the QR code.
[10] Indeed, the traditional means of checking attendance in the classroom takes time and consumes a lot of
paper and money. QR codes are being widely used for linking to companies’ websites, advertising products, price,
online menus and contest sign-up pages There are two particular versions implemented for the system—the web app
version, which is typically accessed through an internet browser and is ideal for desktop and or laptops; the other is the
mobile app companion, a hybrid android app that wraps the web app so that it can be installed and opened in an
Android device like a native app. The system itself runs in a web host along with its database. The system requires an
active internet connection to fully function.
1.5 Technical Background
This chapter presents the technical background of Attendance Monitoring System of Employee. It
describes the system’s architecture and database design of the system.

Figure 1. Attendance Monitoring System of Employee

Figure 1 shows the architecture of the employee attendance system using QR codes. So, the user login
using their ID card with QR code, after that the security or authorized personnel will scan through an
Android phone, and the admin can authorize the contact information of a specific employee. At that time,
the attendance system will be automatically updated in the database. Then generate attendance records
and automatically send to the administrator for analysis. Print the QR code on the ID card according to
the QR code. Employees can check attendance details and daily attendance through this system.

2. METHODS
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3. Results and Discussion

3.1 Project Design
The methodology of developing the project will be a step-by-step Waterfall Software
Development Life Cycle the Waterfall Model is a linear sequential flow. In which progress is seen as
flowing steadily downwards (like a waterfall) through the phase of software implementation. This means
that any phase in the development process begins only if the previous phase is complete. The waterfall
approach does not define the process to go back to the previous phase to handle change.

Figure 2 Waterfall Model Method

Figure 2 shows the waterfall model techniques in which user and system requirements are fully defined and
documented, save a lot of time throughout the development process and uncover faults early on since each phase has
its own review procedure. The following sections detail how the different phases of the model were employed in the
research.
Verification Phase
Requirements planning. During this phase, the researcher collected and analyzed the
requirements based on the Attendance Monitoring System of Employee Using QR Code, and
perspective. Then the researcher conducted interviews and actual observations to gather data and
information about the current manual system existing in the owner and employees. At the outset the
researcher made project schedule as shown in Table 1. Relevant tasks were identified and their time
intervals were determined.
3.2 Project Development
Table 1 shows the process of every milestone of the project that the researchers conducted.
Table 1. Gantt Chart of the System
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System Analysis. The researcher has come up with a draft of flowcharting, system architecture and
making a use case to visualized the process and flow on how the system project is done. during this phase,
users work hand in hand with developers to ensure their needs are being met at every step in the design
process. It’s almost like customizable software development where the user can test each prototype of the
product, at each stage to ensure it meets their expectations.
User Design. Once the system requirements and analysis have been documented, the design of the
system was developed. It contains the technical components and user interface of the system. During this
phase, the researcher uses hardware and software specifications to come up with the design of the system's
desired detailed specification. In this phase, the detailed design of each module is specified based on the
required needs of the user of the system. In this project, the detailed design is monitors employees'
attendance at the metro Surigao shopping center.
Coding. During this phase, the researcher created the system. The system maria database in MySQL
was created including the different tables for the identified classes for data storage. JavaScript
programming languages were used to design and implement the interface of the system. The researcher in
consultation with the clients designed and developed reports needed by the system. Furthermore, required
hardware and software specifications were also considered to have the system run smoothly.
3.3 Validation Phase
Requirements. During this stage, the proposed project was first introduced to the course adviser
and seek approval to start the development. The researcher determines the actual usage of project through
feasibility research and observance of the requirements for employee’s information. Research schedule was
created to make sure the continuous steps of actions to be taken and complete the project. A basic
breakdown of this stage involves researching the current problem defining the requirements for the project.
Design. The researcher created different figures and diagrams to provide visual presentation of
what will the system perform such as diagrams and tables which are attached in the documents.
It’s almost like customizable software development where the user can test each prototype of the product,
at each stage to ensure it meets their expectations.
Implementation Phase – The researcher will develop and create the proposed system based on the
software tools and requirements that will help realize the systems user interface and functionality.
Maintenance Phase – The researcher will undergo a revision of the program flow based on user’s
feedback and enhance the functionality as per needed / required. This will be conducted after the actual
system is created and is tested by different users who will use the system.
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The researcher made a project schedule as shown in Table 1. Relevant tasks were identified and their
time intervals were determined.
3.4 System Evaluation
The study was evaluated using a questionnaire based on ISO 9126 standard. The requirements
for the system evaluation were gathered through the adopted evaluation tool. The researcher undertakes the
process of establishing its result and the confidentiality of the respondent’s responses to ensure that the
instrument being used is appropriate in the objectives of the study. Metro Surigao Shopping Center in
Surigao City is composed of the owner, to manage employees’ attendances and secure data information
related topic. The proponents got ten (10) respondents form the owner and employees. Total respondents
sampling was used in identifying the respondents.
3.5 Respondents Profile
Table 2. Respondent’s profile of Metro Surigao Shopping Center
Profile F(n=10) Percentage
Employee 6 60%
Non-employee 3 30%
CEO/Owner 1 10%
Out of 10 respondents 6 were employees comprising 60% of total respondents; 3 were non-employee
comprising 30% of total respondents; 1 Owner or CEO.

3.6 Use Case Diagram

Figure 3. Use Case Diagram of the System

Figure 3 shows the activity of the admin (CEO/Owner) and User. Admin will have the rights to
access this system. Admin manage all attendance, manage employees’ reports, can add and delete, and
generates reports.
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3.7 Class Diagram

Figure 4. Class Diagram of the System

Figure 4 illustrates the overview of the system’s class model. Figure 4.1 further illustrates with its
methods. Grocery CRUD is an open-source library, a complete automatic system, which has been
integrated into the system’s framework to create full stable CRUD. The admin_model class contains data-
related logic which is necessary for the system’s features and functions to work, from user registration to
authentication and from displaying data to manipulation of such. The Product class is a PayPal class for
payment transactions. Custom Query class has been used to create enhanced views for displaying data. All
these classes are integrated to the system’s framework through the CI_model class.

Figure 5. Activity Diagram of Attendance Monitoring System of Employee Using QR Code

Only the Admin can give employee accounts access to the system, provided that the employee has
provided the necessary details upon registration. The admin can generate reports, manage employee’s
attendance records. The admin can also delete employees’ records.
3.8 Hardware and Software Requirements
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The system will require the following hardware and software components to operate
successfully

Table 4. Hardware and Software Requirements of the System

Description Specification

 Dual Core Processor

 2GB RAM
 800x600 resolution display
Hardware
 250 GB HDD or SSD
(Minimum Requirement)
 Compatible Mouse and Keyboard
 Printer
 smartphone

 Web Browser
 PHP 7.1 (Recommended)
Software
 Lite Speed or Apache Web Server
 MySQL 10

Attendance Monitoring System of Employee Using QR Code is essentially a web app, it

requires a webserver to run a web host. It can be primarily accessed through a web browser. Its use for
mobile apps can be installed on any smartphone running Android 8 and up. It is recommended to run this
system with PHP 7.1, as running lower or higher versions of PHP may cause compatibility issues.
3. RESULTS AND DISCUSSIONS
This section involves the presentation, analysis and interpretation of the responses of boarders which
would give a clear understanding of the system.
3.1 Analysis of the Existing Attendance Monitoring System in Metro Surigao shopping center

Table 5. Analysis of Existing Mobile Application Systems

Smart Mobile
Biometric Students Attendance Attendance Attendance
Fingerprint Attendance Monitoring System Using Monitoring
Related Attendance System System Using Voice System of
Studies Management Using QR Biometrics Recognition/ Employee
System Code Authentication Fingerprint Using QR
on Code
Smartphone
Generate     
Reports
Update     
Records
Print report     

Notification/     
messages

The Attendance Monitoring System offers a more comprehensive set of features compared to
the other or related systems and studies. It is specifically meant for Metro Surigao shopping center
management.

3.2 Data Model Analysis using Unified Modelling Language

This section is the data model of analysis of Attendance Monitoring System using Qr code with mobile
compatibility for scanner.
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3.3 Design and Develop Attendance Monitoring System

Figure 7. Attendance Monitoring System

The admin dashboard is only available to admin accounts. This dashboard contains all the
necessary functions from employees such as totals users, total employees, total departments, and total
positions. It also displays summary of employee records.

4. CONCLUSIONS AND RECOMMENDATIONS

The proponents conducted an evaluation of the metro Surigao shopping center and together with
the employees to identify the main problem of its current system. The proponents elevated their existing
manual process to avoid causing incorrect information to the employees and create an automated process
for hassle-free of attendance transactions. the Metro Surigao shopping center is using a record book to
gather information from the employees who are on duty and who are absent.
The attendance monitoring system focuses on the automation of the manual process. An
attendance monitoring system using QR code manages virtually all the employee’s transactions where
the owner as the admin can easily add, update, delete data, and secure all records of employees.
The proponents successfully gathered all the data and feedback. The proponents identified that
the system is very useful because it gives the CEO/owner easy and fast monitor employee transactions
and management. The client is very satisfied with the outcome of the system as it has met all the required
functionalities of the Metro Surigao shopping center.
4.2 Recommendations
The following recommendations are suggested to help further improve the system for future
development:
1. The system available online and use compatible apps that run on the OS platform as well.
5. ACKNOWLEDGEMENTS
First of all, we would like to give thanks to the heavenly father who gave us knowledge,
wisdom, strength, and courage to make our study successful and well done. We have taken efforts in this
project. However, it would not have been possible without the kind support and help of many
individuals. We would like to extend our sincere thanks to all of them.
To our Capstone 2 subject instructor Ms. Jovie M. Gallera MIT, and to our thesis adviser Ms.
Jessa G. Hambre. also, to our friends, who give us brilliant ideas and information for the development of
our research and accomplish our task. Your support was worth more than they can express on paper.
Finally, yet importantly, we would like to express our heartfelt thanks to our beloved parents for
their blessings, our friends and classmates for their help, and our wishes for the successful completion of
this project. Thanks to all of them and God Bless.
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6. REFERENCES
[1] S. Rao and K. J. Satoa, An Attendance Monitoring System Using Biometrics Authentication.
International Journal of Advanced Research in Computer Science and Software Engineering. Volume
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[2] F. Masalha and N. Hirzallah, A Students Attendance System Using QR Code. International Journal of
Advanced Computer Science and Applications, Vol. 5, No. 3, 2014.
[3] O. Shoewu and O. A. Idowu, Development of Attendance Management System using Biometrics.
[4] Benfano Soewito, Smart Mobile Attendance System Using Voice Recognition and Fingerprint on
Smartphone. 2016 International Seminar on Intelligent Technology and Its Application.
[5] Indrayani, E. (2014). The Effectiveness and the Efficiency of the Use of Biometric Systems in
Supporting National Database Based on Single ID Card Number (The Implementation of Electronic ID
Card in Bandung). J Inform Tech Software Engineering 4:129. doi:10.4172/2165-7866.1000129.
[6] Rizal Md., Hendry Md., Noah M. A., Rahman, and Seyal, A. H. (2017). Smart Attendance System
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(ICLTET'2017). Kuala Lumpur Malaysia. Retrieved August 10, 2018 from
http://iieng.org/images/proceedings_pdf/E0517002.pdf.
[7] Korhan, J. (2011). How QR Codes Can Grow Your Business. Retrieved August 10, 2018 from
https://www.socialmediaexaminer.com/how-qr-codes-can-grow-yourbusiness/.
[8] Deugo, D. (2015). Using QR-Codes for Attendance Tracking, 267–273. Retrieved from
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[9] Singh, S. (2016). QR Code Analysis. M. Tech, Department of Computer Science and Applications,
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[10] Singh, S. (2016). QR Code Analysis. M. Tech, Department of Computer Science and Applications,
KUK, Haryana, India. International Journal of Advanced Research in Computer Science and Software
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