NMSCST Guidance and Counseling Services Management System

A CAPSTONE

Presented to

the Undergraduate Faculty of

School of Information and Communication Technology

Northwestern Mindanao State College of Science and Technology

Labuyo, Tangub City

In Partial Fulfillment

of the Requirements for the Degree

Bachelor of Science in Information Technology

Bangculot, Amie

Estañero, Serge

Sampilo, Sammer Lea

Seguira, Wendilyn

APRIL 2022
 CHAPTER I

INTRODUCTION

1.1 Project Context

Guidance and counseling is defined as a job role that entails the application of a
comprehensive emphasis on the development of a well-functioning individual, primarily
by assisting him or her in providing equal opportunities and planning their present and
future in accordance with their abilities, interests, and needs. ( R.A. 9258 Guidance and
Counseling Act of 2004). The sole purpose of Guidance and Counselling Services is to
promote students' academic, social, emotional, and personal growth. Guidance and
counselling services enable students to get to know themselves better and develop
efficient answers to their daily challenges. They also assist students in becoming well-
rounded persons by helping them grow in all areas. Counselors keep track of students'
progress and offer them the help they need, such as helping them in evaluating
themselves and their needs, addressing difficulties, making sound decisions, enhancing
their knowledge and talents, and making healthy adjustments to themselves and their
surroundings. Hence, the school of NMSCST provides guidance and counselling services
in the way that they will set an appointment in order to schedule their appointment
through a form.

For many years, the NMSCST Guidance Office has used manual processing to
acquire individual student information. With a growth in the number of students enrolled
at the institution, the guidance and counseling office must make more efforts to preserve
accurate and trustworthy data. At the start of each semester, the guidance and counseling
office collects students' data/information, resulting in a significant number of files. They
also struggle to retrieve student information for academic purposes. The main problem of
the project is the manual processing of NMSCST Guidance office in acquiring students’
information as well as the counselling appointments. And also, the office have a problem
in storing of bunches of student data’s. Thus, the proposed project assists the NMSCST
Guidance Office in the management of students records and counseling appointments of
students it may thru online or actual appointment method.
 1

The guidance office's current way of obtaining student data is through a Student
Personal Information form that students fill out. Furthermore, when it came to scheduling
counseling appointments, the guidance office used Google Form to keep track of the
schedule.

The NMSCST Guidance and Counselling Services Management System seeks to give
the NMSCST Guidance and Counselling Office with a web-based application that will
maintain student records and enable students with quick and simple access to personal
information. The propose system differ from the existing tools of the guidance office in a
way that the system can record student information, set counselling appointment,
generate report, update student information, and add counselor referrals and counselor
note. Furthermore, it frees up a lot of space in offices that would otherwise be occupied
by paper records files. It also makes student record management easier, more efficient,
less time consuming, and more reliable without compromising quality. It also makes it far
easier to schedule a counselling appointment.

1.2 Purpose and Description

The proponents propose the NMSCST Guidance and Counselling Services

Management System to assist the Northwestern Mindanao State College of Science and
Technology's guidance office in managing student records. In addition, they will be able
to schedule online counseling appointments. This system assists the guidance office in a
fast and easy way of retrieving student’s information. During enrollment, freshmen and
transferee students are required to sign up to the system and fill out specific information
needed in the guidance office for the purpose of record keeping. Hence, the continuing
students will just update their information in the guidance. All the information of the
students is stored in the system’s database. In this way guidance counselors have a
convenient way of storing the data of the student and also retrieving those data if it is
needed. The use of the system minimizes the work of the guidance counselor, as well as
the use of printed materials to be fill out by the students.

Furthermore, when a student has an appointment for consultation and counselling, the
counselor will not waste time looking for the student's profile in a stack of papers;
 2

instead, the counselor will simply search the system for the student’s name, and the
system will display the student's profile in a fraction of a second. There are two types of
consultation: online and actual. For online, the system offers counseling via zoom. And
for the actual, both the patient and the counselor will have face-to-face counseling.

1.3 Objective of the Study

1.3.1 General Objective:

This study aims to design and develop a web-based Guidance and Counselling
Management System for NMSCST that will assist the guidance office in handling
counselling appointments, and for managing records of the students.

1.3.2 Specific Objective:

The following are the specific objective of the study:

1. To record students’ information.

2. To set an online and actual counselling.
3. To update students’ information.

4. To add referral from instructor to guidance office

5. To add counselor’s note for student monitoring.

6. To create announcements for guidance activities.

7. To generate and print reports for students’ information; and

8. To generate and print reports for students’ counseling sessions.

1.4 Scope and Limitation of the Project

This capstone project is to focus on guidance and counseling services of

Northwestern Mindanao State College of Science and Technology. The project covers the
management of students’ records, and accepting online appointments for guidance and
counselling. This study aims to highlight the importance of having a computerized
 3

management system for the guidance office for them to give an easy transaction and well-
organized file system.

The study is limited only to students of NMSCST for guidance and counseling. The
following are excluded from this study; such as staff and faculty of NMSCST. Due to
confidentiality, information of the students will not be disclosed and will be kept in
secrecy.

1.5 Definition of Terms

Counselling/Counseling - refers to professional services provided to an individual who

is facing a problem and needs help to overcome the problem.
Counseling Service – a service whereby a caller is seeking advice in relation to a
personal problem such as marital, relationship, emotional and other personal problems.
Counselor – a person trained to give guidance on personal, social or psychological
problems
Guidance - to direct or provide assistance to someone who needs help.
Guidance Counselor -a person who is employed, usually in a school, to offer advice on
problems, help troubled students and assist students in making career or college plans.
 Management – directing and controlling a group of people or an organization to reach a
goal.
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.
System – a collection of elements or components that are organized for common purpose.
Web-based – is any program that is accessed over a network connection using HTTP,
rather than existing within a device’s memory.
 4

Chapter II
Review of Related Literature / System
2.1 Related Literature
There are lot of studies that showed how web-based systems greatly contribute to
the progress of guidance offices in providing more convenient and reliable services to all
students.

On the study conducted by Mulawarman, Susilawati, Syifa and Rifani (2020)

entitled, “Classroom Guidance Strategy with Flipped Method in Guidance and
Counseling Services at Indonesia Schools in the Digital Era” it states there: Counselors at
schools can learn how to deliver more intriguing advice rather than traditional advice. It
is critical to take an innovative approach to education in order to fulfill the demands of
the 21st century (Ozdamli & Asiksoy, 2016). The study revealed that the school
counselor must adapt to the changing technological environment. (Mulawarman et al,
2020)

In addition, another study conducted by Alfaris, Muhammad & Sauri, Supyan &
Gaffar, M. (2021). In schools, students are not only taught courses, but also offered
advice and support. In order to be able to be self-sufficient and grow optimally in terms
of personal, social, academic, and vocational development, guidance and counseling is
provided to students either individually or in groups. During the Covid-19 epidemic,
online learning activities, also known as Learning From Home, were carried out (LFH).

Moreover, In the article of Awalya, Rifani, et al. argues that, the success of the
programmed guidance and counseling services is heavily reliant on counselors. It
encourages them to demonstrate their commitment to students and the administration of
counseling results, while also requiring them to manage time, resources, and budgets
(Maust, Oslin, & Marcus, 2013). As a result, accountable counselors are expected to
understand a set of procedures and programs in order to ensure that the services they give
are effective.
 5

2.2 Related Systems

2.2.1 Guidance and Counseling Information Support System

Jennifer L. Tuazon and Tracey N. Tacuban conducted a system in Iloilo Science

and Technology University, La Paz Campus, La Paz Iloilo City, Philippines, to integrate
Information and Communication Technologies (ICT) in facilitating an effective delivery
of the guidance and counseling services (Tuazon & Tacuban, 2017). The system ensures
an effective tracking of student’s progress and easier follow-up and communication
between clients and guidance Counselors.

The system uses CodeIgniter as the application framework. It adapts the software
engineering pattern referred to as Model-View-Controller (MVC). The Model
Component is responsible for the storage and retrieval of the system’s data to its backend
database. The View Component is the system’s user interface and also consists of PHP
files which are ultimately processed into HTML files prior to being sent to the client’s
browser.

2.2.1.1 Synthesis

In the system presented by Jennifer L. Tuazon and Tracey N. Tacuban, it aims to

automate the record and retrieval of student’s routine interview, exit-interview and
personal record, and automate the record and retrieval of alumni records. The system uses
CodeIgniter as the application framework. It adapts the software engineering pattern
referred to as Model-View-Controller (MVC).

The goals of the presented related system are similar to this study: to efficiently
develop a system that will be used by both the guidance and counselling office and
students for storing student records, retrieving student information, and generating useful
reports.
 6

2.2.2 Guidance Records Management System with SMS Notification

The Cagayan Valley Computer and Information Technology College (CVCITC)

has been operating for two decades and it continues to expand its educational services
(Agustin & Babaran, 2021). Researchers Jennifer T. Agustin and Carlor L. Babaran Jr.
proposed a project in titled “Guidance Records Management System with SMS
Notification”. This study is conducted to help the guidance office perform their tasks by
integrating Information and Communications Technology (ICT) in their field. The
Guidance Records Management System with Short Message Service (SMS) Notification
developed to assist their needs in recording, keeping, and managing the cumulative
records of the students, as well as tendered admission slips of the students to monitor
their attendance and referred incident reports by teachers for their observed behavior
inside the school.

2.2.2.1 Synthesis

The similarity of the system to the NMSCST Guidance and Counseling

Management System is that both systems assist guidance office in in recording, storing
and managing of the students’ data. The difference of the system is, the NMSCST
Guidance and Counseling Management System is a plain web-based system while the
related system comes with an SMS Notification. In addition, the propose system also
offers guidance and counseling appointment which the related system don’t have.

2.2.3 Student Counselling Management System – A Web Portal for Student

Counselling

The system proposed by Sagar Patel in Chandubhai S. Patel Institute of

Technology, CHARUSAT, Changa, India, uses a web-based portal for Student
Counseling to help students for their counseling needs (Patel, 2017). In the proposed
study it aims to cut down the amount of paper to fill out manually. It is utilized to make
work of each counselor who were dealing with issues easier and to completely automate
the manual procedures to computerized system.
 7

In addition, the system developed Student Counselling Management Software

(SCMS) system flow. The objective of the system is to find the relationship between the
number of sessions and the academic performance of students (Astin AW, 1993).

2.2.3.1 Synthesis

The similarity of the system to the NMSCST Guidance and Counseling

Management System is that both systems are web-based portal for student counseling.
And also, both system aims to computerize the manual counseling of the guidance to cut
down use of paper to be fill out. The difference of the system is, the NMSCST Guidance
and Counseling Management System does not engage in finding the relationship between
number of sessions and the academic performance of the students.

2.2.4 Development of a Usable Online Counseling Management System

In this presented system conducted by Wan Norizan Wan Hashim, et.al, in

Faculty of Cognitive Sciences & Human Development, University of Malaysia Sarawak,
94300, Kota Samarahan, Sarawak, aims to identify solution regarding counseling
management of employees’ life problem including personal and work place problems.
This system involves the design, development and evaluation of Employee Needs
Assessment Inventory (ENAI) functionality and usability among employees in Malaysia
(Wan Hashim, et al. 2013).

In general, this project was divided into three phases: system requirements
analysis, system design and development, and formative evaluation. Phase one is the
process of gathering information regarding the problems and issues encountered in the
current counseling system in organization. The phase two is the development of ENAI
which is a dynamic web-based application of type client-server and implemented in a
LINUX-Apache-MySQL-PHP platform. The third phase is the evaluation of ENAI and
this phase will evaluate the well-built prototype system.
 8

2.2.4.1 Synthesis

The similarity of the system to the NMSCST Guidance and Counseling

Management System is that both systems can handle online counselling session. In
addition, both system uses Linux-Apache-MySQL-PHP platform. The difference of the
system is, the NMSCST Guidance and Counseling Management System caters students
counselling only while the related system involves employees along Malaysia.

2.3 Technical Background

2.3.1 Service Management System
Standardization organizations such as the Information Technology Infrastructure
Library (ITIL) and the International Organization for Standardization/International
Electrotechnical Commission (ISO/IEC) provide standard frameworks for the creation of
Service Management Systems as well as provide the concepts and best practices behind
service management itself. (Technopedia, 2022, para. 3) The standard, BS ISO/IEC
20000-1:2005 introduced the concept of a "Service Management System". This is usually
a complex "system" of manual and automated processes that are used to manage a service
over its lifetime; in particular, its planning, development, implementation, operation and
improvement.

The complexity of Service Management System helps an organization, of any

kind, to keep track of their everyday processes, like various operations, it keeps track of
costs, controls various aspects, helps with the creation and management of internal
databases, and so on. Such an organizational software system is more than welcome for
any organization, because it saves precious time and effort, allowing you and your team
members to take care of the things that matter the most.

A service management system (SMS) is an all-encompassing management system

meant to bring together all aspects of organization management such as:

● It provides support in planning actions and;

● Create efficient strategies;
● It helps setting up and managing various policies;
 9

● It keeps track of the company’s performances in accordance to reaching the set

objectives;
● Helps with putting together the needed documentation and managing it;
● It will become a reliable support during the various processes that take place
within the company;
2.3.2 Management System
According to “International Organization for Standardization (ISO)”,
Management System is the way in which an organization manages the interrelated parts
of its business in order to achieve its objectives. These objectives can relate to a number
of different topics, including product or service quality, operational efficiency,
environmental performance, health and safety in the workplace and many more. A
management system manages organizational resources such as: People, Process and
Technology (USM, 2021, para. 5).

Research shows that businesses that adopt and certify to best practice, as outlined
in internationally-recognized standards, reap substantial benefits:
● 75% experienced improved customer service
● 77% boosted their performance
● 74% acquired new customers and retained existing clients
● 44% achieved cost savings
 Chapter III
Design and Methodology
3.1 Requirement Analysis
3.1.1 Project Design
The Developmental Research Design was used in this study to develop the
NMSCST Guidance and Counseling Services Management System. Since no existing
computerized system is used, the suggested system is considered a new software
invention. The system is built utilizing system analysis and design approaches and
procedures.

Furthermore, the ideas and procedures of the Prototyping Model were applied in
this study, with modifications to suit the objectives of the study.

Figure 1. SDLC
 12

As shown in figure 1, the development of the capstone project was presented and
described on the following steps: (1) brainstorm; (2) design; (3) development; (4) quality
assurance; (5) deployment. This showed how the process was organized in order to
achieve the capstone project's purpose.

Planning. The project plan, which identifies, prioritizes, and assigns the tasks and
resources required to establish the framework for a project, is developed during the
planning phase of the SDLC. This step leads to a comprehensive project plan. The goal of
planning is to define the problem's scope and suggest potential solutions. Resources,
costs, time, and other aspects should be considered here.

Brainstorm. The NMSCST Guidance and Counseling Services Management

System's needs were determined at this stage of the system development. To characterize
all of the interactions that the guidance counselor had with the computerized system, both
functional and nonfunctional criteria were included.

Design. The NMSCST Guidance and Counseling Services Management System's

design stage outlines the system's characteristics, structure, and interrelationships among
its components. This stage established the programming language and platform with
which the capstone project would be compatible.

Development. On this phase, the design of the system prototype was turned into a
computer-readable language and software during this phase. The system prototype was a
typical version of the system that served as a model for the actual computerized system to
be constructed. During this stage of system development, the data movements that control
the entire process through the prototype were coordinated. This aided in the rapid
development, maintenance, and future change.

Quality Assurance. A test run was performed after the creation of the NMSCST
Guidance and Counseling Services Management System to ensure that all defects were
removed. Following the codification of the entire program of the produced system, a test
run was performed on a set of test data. The expected outcomes should match the test
run's output. The next phase began after ensuring that the system prototype is error-free
 13

and operating in accordance with the actual operation, producing correct output.
However, if mistakes persist, Phase 1 – Brainstorming must be repeated to specify the
prototype's missing needs uncovered during testing, and the process must be repeated
until the prototype has been polished.

Deployment. The deployment step began when the user approved the designed
system. The phase of a project during which theory is converted into practice is known as
deployment. All of the system's programs were installed on the user's PC during this step.
Following that, user training should begin. Manual work had to shift from manual to
computerized operation after users were trained on the computerized system.

Feedback. The final stage after the system is implemented is feedback. The
developer receives input on the developed system and works through it at this step.

3.1.2 Current Technical Situation

 14

Figure 2. NMSCSCT Guidance Services Current Data Procedure

The diagram above shows the current situation of the Guidance Office. Individual
Inventory Service, Information Service, Testing Service, Counseling Services, Referral
Service, and Follow-up are the primary career development services provided by the
Guidance Office. The Guidance Office prepares forms for students to fill out in order to
schedule appointments in all of the services that the Guidance Office provides. Following
that, the appointments were given to the Guidance Officer, and all of the information was
saved in the individual folder.

3.2 Requirement Documentation

Hardware Requirements
Name Specs Purpose
System Unit Processor: Intel core i3 A system unit is a core
RAM: 4.00 GB
component of a computer
System Type: 64-bit
that holds all of the
operating system, x64-
computer's internal data-
based processor
processing components.
This unit includes the
motherboard, CPU, RAM,
and other components.

Monitor Resolution: 1366 x 768 A computer monitor is a

Screen size: 21.5"-27"
device that displays text and
Aspect ratio: 16:9
pictures generated by
computer programs and
serves as a visual interface
for users.
Keyboard Standard layout,full-size,F- A keyboard is an input
keys,number pad, wired device that allows users to
input text, numbers, special
characters, and/or specific
functions by pressing the
keys or buttons.
 15

Mouse Sensor: Optical, 1000 DPI A mouse is an input device

sensitivity
that controls the movement
Buttons: 2 buttons, clickable
scroll wheel of the cursor, it is capable to
USB: Yes
move and select text, icons,
files, and folders in a
graphical user interface
(GUI).

Software Requirements

Name Version Purpose

Visual Studio Code 1.65.0 (64-bit) Visual Studio Code is a code

editor that helps the
programmer write code,
debug the code and corrects
the code.

SQLyog 13.0.1 (64-bit) SQLyog is a MySQL GUI tool

that allows developers and
database administrators to
easily create and manage
MySQL databases.
WAMP Server 3.1.9 (64-bit) WAMP (Windows Apache
MySQL PHP) is a software
that PHP developers use to
construct web projects
locally on their Windows
systems.

Browser (google 99.0.4844.82 (64-bit) A browser is a tool use to

chrome) access the system’s website

in order for the user to
interact with the system.
 16

3.2.1 Functional and Non-Functional Requirements

Functional Requirements:

● Student Registration
The student will first create an account in order to avail the services
offered by the guidance.
● Account Login
The student and the counsellor need to login to access the system.
● Student Request
The student can add a request for counselling session whether online
counselling or actual counselling.
● View Student Record
The admin/counsellor can view list of student record.
● View Student Profile
The counsellor can view the student profile.
● View Student Request
The admin/counsellor can view all the student’s request who needs
guidance and counselling.
● Create Schedule
The counsellor can create a schedule to when will be the counselling will
happen.
● Add student for counselling
To start the counselling the counsellor will add a student.
● Counselling Prescription
The counsellor will write down notes about what happen during the
counselling and recommendation to adhere the student problem.
● Add Counsellor
Only the head of the guidance office can add new counsellor.
● Search
The counsellor can filter his/her searches in viewing all the records.
 17

● Generate Report
The admin can generate report.

Non-functional Requirement:

● Internet connectivity
The system needs to have an internet connection to be able to transact
operations.
 Keep things simple and consistent
Simple and harmonic way making UI is very intuitive and needs to
followed.
 Make good use of typography
The typography is taken care very strictly as the need of the system.

3.3 Design of Software, Systems, Product and/or Process System Architecture

 18

3.3.1 System Architecture

Figure 3. NMSCSCT Guidance System Architecture

The figure 3 shows the system’s architectural design. The student will connect to
the internet and then input his/her student information via registration and he/she can
request appointment for counselling after login, the student also can view his/her
counselling record. The counsellor can retrieve the student information, set appointment
schedule to when will be the counselling happen, add student for counselling, and add
counselling prescription. In addition, the counsellor itself will generate report.
 19

3.3.2 Context Diagram

Figure 4. NMSCSCT Guidance System Context Diagram

As shown in figure 4’s Context Diagram, there are three (3) entities: Admin,
Instructor, and Student. First, the administrator can access the list of students, list of
student appointments, add counsellor details, and manage student information, as well as
search the reports that have been generated and set approvals in every appointment.
Second, instructor can add their information and also can refer student/s to the system.
Third, in order to schedule a counseling appointment, the student must first register an
account.
 20

3.3.3 Entity Relationship Diagram

Figure 5. Entity Relationship Diagram (ERD)

As shown in figure 4, the diagram illustrates how entities relates to each other.
The diagram shows the Primary Key (PK) of each table that uniquely defines a record in
a database table. It also shows Foreign Key (FK) that is use as reference to a primary key
table. Moreover, it shows table cardinality such as One-to-One and One-to-Many
cardinality that shows the possible number of occurrences in one entity.

6.1.3 Proposed Data Flow Diagram

The diagram below in figure 6 depicted how the system operates. The NMSCST
Guidance and Counseling Management System manages student information and
appointment records, where student/s input their information and arrange appointments,
which are then monitored by the administrator. Admin configures an appointment range
in the system so that the admin may manage appointment records in which the student
can examine available time, choose an appointment time, and the admin approves the
appointment. The administrator will register their information, which will be saved to the
database tbl_admin, and the administrator will also input the counsellor's information,
which will be saved to the database tbl_counsellor. The database tbl_counsellor will then
 21

tell the administrator if it was successfully saved. The administrator can add
announcements and then save them to the database tbl_announcement. The admin can
also create counsellor notes and save them to the tbl_counsellor note table. The instructor
can add referrals, which are then saved to the tbl_referral and assess by the administrator.

Figure 6. Data Flow Diagram

 22

Login DFD for Admin

Figure 7. Admin login DFD

In this diagram, the admin must provide correct username and password for
system’s verification.

DFD for Student Registration

Figure 8. Student Registration DFD

As shown in figure 8, student will register to the system and student information
will be save in the database table tbl_student. Likewise, admin can also register student to
the system.
 23

DFD for Student Appointment

Figure 9. Student Appointment DFD

The diagram in figure 9 shows data flow on how student schedule an appointment
for counseling. Student appointment details will be added in the system and will be save
in the database table tbl_appointment.

DFD for Counselor Table

Figure 10. Add Counselor DFD

As shown in figure 10, admin can add counselor and counselor details will be
save in the system’s database specifically in the table tbl_counselor.

DFD for Generated Report

Figure 11. Generated Report DFD

The admin can generate report based on the stored data in the tbl_report.
 24

Functional Decomposition Diagram

Figure 12. Functional Decomposition Diagram

The diagram above shows the general task and sub-task that needs to be
performed to support some function. It keeps the proponents guided with the
functionality of the system proposed.
 25

Data Dictionary

Table 1
Attribute Specification
Table Field Name Data type Len Not Fk Pk Description
Name gth Null
tbl_admin admin_ID INT 10 YES YES YES Unique ID for admin.
firstname Varchar 50 YES First name of the admin.
middle_name Varchar 50 YES Middle name of the
admin.
lastname Varchar 50 YES Lastname of the admin
username Varchar 50 YES Username of the admin
password Varchar 50 YES Password of the admin
admin_type Varchar 50 YES Position of the admin
tbl_activity_ activity_ID INT 10 YES Unique ID for activity
log log.
username Varchar 50 Username of the admin
date DATE Date of activity
time TIME Time of activity
activity Varchar 50 Transaction made by the
admin

tbl_student student_ID INT 10 YES YES YEs Unique ID of student

firstname Varchar 25 YES First name of student
middle_name Varchar 25 YES Middle name of student
lastname Varchar 25 YES Last name of student
password Varchar 100 YES Password of student
gender Varchar 6 YES Gender of student
address Varchar 100 YES Address of student
department INT 10 YES YES Department of student
phone Varchar 15 YES Phone number of student
email Varchar 100 YES Email of student
date_of_birth DATE YES Date of birth of student
created_at TIMESTA YES Time account created
MP
updated_at TIMESTA YES Time account updated
 26

MP

tbl_schedule schedule_ID INT 10 YES YES YES Unique ID of schedule

schedule_name Varchar 50 YES Name of schedule
date DATE YES Date of schedule
time TIME YES Time of schedule

tbl_departm department_ID INT 10 YES YES YES Unique ID of

ent department
department_nam Varchar 50 YES Name of department
e

tbl_report report_ID INT 10 YES YES YES Unique ID of report

comment Varchar 100 YES Report comment
0
recommendation Varchar 100 YES Report recommendation
0
time TIME YES Time of report generated
activity Varchar 50 YES Activity conducted
student_ID INT 10 YES YES Unique ID of student
appointment_ID INT 10 YES YES Unique ID of
appointment

tbl_appoint Appointment_I INT 10 YES YES YES Unique ID of

ment D appointment
Appointment_na Varchar 15 YES Name of appointment
me
Date_created DATETIM YES Date appointment
E created
Student_ID INT 10 YES YES Unique ID of student
Counselor_ID INT 10 YES YES Unique ID of counselor
Schedule_ID INT 10 YES YES Unique ID of schedule
Appointment_I INT 10 YES YES Unique ID of
D appointment type

Tbl_counsel Counselor_ID INT 10 YES YES YES Unique ID for counselor

 27

or
Firstrname Varchar 50 YES Firstname of counselor
Middle_name Varchar 50 YES Middle name of
counselor
lastname Varchar 50 YES Lastname of counselor

Tbl_appoint Appointment_ty INT 10 YES YES YES Unique ID of

ment_type pe_ID appointment type
Appointment_ty Varchar 50 YES Type of appointment:
pe guidance and counseling

3.4 Development and Testing

The proponents perform several procedures before developing the NMSCST

Guidance and Counseling Services Management System.

First, the proponents went to the school guidance director, Madam Helda Mamerta E.
Jarmin, and inquired about the present state of the guidance transactions, particularly
counseling procedures. Also, how the office handles student information from collection
to storage.

Second, after getting confirmation from the guidance Director, the developers
conducted an interview to learn more about the precise requirements of the present flow
of the NMSCST Guidance, as well as what features they require in the proposed system.

Finally, the developers began working on a short system design, which was followed
by the creation of a prototype.

3.4.1 Alpha Testing

The modules and checklist of activities/test to be executed in the system are shown in the
following tables below.
 28

Table 2
Module Specification
Module Activity Duration
Session Management Module ● Can log logged in counselor 1 min
● Can log logged out counselor
● Can log logged in student
● Can log logged out student

Registration Module ● Can register student and 3 mins

counselor.

Account Module ● Can add, view and search 10 mins

accounts.
● Can update information.
Report Module ● Can generate report. 10 mins
● Can print report.

Scheduling Module ● Can set schedule. 15 mins

● Can approve schedule.

● Can view schedule.

3.4.2 Beta Testing

The developers’ target respondent for the beta testing is the Director of Guidance
Office, Madam Helda Mamerta E. Jarmin. The proponents use a set of questionnaires to
have respondents rate the system's quality in a quantifiable way.

The fundamental goal of beta testing is for users and developers to evaluate the
whole system from the user's point of view. During functional testing, all features of the
designed system are evaluated in terms of how well they work and behave as expected.
Beta testing provides detailed feedback on usability and user experience, and based on
that data, developers can improve the system's functionality and design to meet user
needs.
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It is important to enlist various developer teams from another project in beta

testing because they have a fresher perspective of the system and often identify many
errors that developers have missed. The initial beta version for external testing is created
when the internal testing is completed. This is the moment to make use of the beta
database and invite others to participate in system testing. The developers will create a
user guide for the NMSCST Guidance Director to utilize in testing the system's beta
version.

Following the collection of feedback from beta testers, developers will submit a
new build-system with changes and have a test period to test the current beta build, which
is referred to as the closed beta test which is no functionality is added, only feature fixing
and polishing.

The final system will be published on the project system once all of the previous
processes have been completed. No major modifications should be made during this time,
and if adjustments are made, they must be done with extreme caution.

3.4.3 Evaluation Instrument

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Questionnaire

Instruction: Please put an (X) in the appropriate box for each statement.

Table 3

Evaluator’s Name:______________________ Date:__________________________

Designation:_______________________ Name of Office: __________________

Performance Very Good Fair Poor Very

Good Poor
The system provides an easy way of
creating accounts and login.

The system provides easy way of adding

new student account.

The system generates the counseling

report of the student.

The system provides effortless way of

adding students’ personal information.

The system provides efficient way of

adding student for counseling with a more
organized result.

The system provides search button for

fastest way of searching student’s
information.

The system provides easy way of updating

student’s information.

Security

The system provides secure accounts of

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the students.

The system provides easy way of updating

student’s accounts.

The system provides security to all

information.

Services

The system correctly generates and prints

reports of appointment and counseling.

The system correctly records the

counseling session.

Comment/Suggestions:

_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________

3.4.4 Data Analysis Plan

In order to identify the level of acceptance of the system, weighted mean, and
thematic analysis were used as the statistical tools to analyze the data obtained from the
survey questionnaire floated to the participants of this study. The data were tabulated and
analyzed, employing the 5-point Likert scale.

3.4.5 Rating Scale

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Data and information will be gathered by distributing a questionnaire to the

appropriate end user (s). It is a 5-item questionnaire with responses evaluated in 5-1-point
scores with verbal interpretations for each point as follows:

Point(s) Verbal Interpretation

5 points Very Good

4 points Good
3 points Fair
2 points Poor
1 point Very Poor

3.4.6 Likert Scale Table

A Likert scale normally provides five alternative replies to a statement or
question, allowing respondents to indicate their positive-to-negative level of agreement or
sentiment about the statement or topic.

Range of the Points Interpretation

Weighted Mean
4.6 – 5.0 5 Very Good
Functionalities of the system
are well understood by the
users

3.7 – 4.5 4 Good

Functionalities of the
system are somewhat
understood by the user or
accepted with minor
condition
2.8 – 3.6 3 Fair
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1.9 – 2.7 2 Poor

Functionalities of the
system are not clear by the
user or accepted with major
condition
1.0 – 1.8 1 Very Poor
Functionalities of the
system are not understood
by the user or rejecting the
system

The collected data will be compiled and evaluated using relevant statistical tools
such as Weighted Arithmetic Mean, Standard Deviation, and Pearson Product-Moment
Correlation.

3.4.7 Statistical Treatment

The Weighted Arithmetic Mean
This is used to calculate the average responses of end users to the specified
questionnaire, which will be used to assess the acceptance of the newly constructed web-
based application NMSCST Guidance and Counselling Management System.

3.5 Implementation Plan

Strategy Activities Persons Involved Duration

Gathering Information Interview NMSCST 3 weeks
Guidance Director
and Proponent
System Development Developing the Proponent 6months
System
System Testing Testing the Proponent 1month
system’s
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functionality
System Installation Installation of the Proponent 3weeks
system
Orientation Orient of all user of Proponent 2hours
the system
System Finalization Finalization Proponent 2weeks