WEB AND MOBILE BASED CLEARANCE PROCESSING

SYSTEM FOR STUDENTS OF ST. FRANCIS XAVIER

COLLEGE

CHAPTER 1
Introduction

Change is inevitable. The rapid change of the development in technology is

tremendous. Almost everything is automated. From making coffee to reading books.
From land transportation to air transportation. All transactions were processed online.
In this new era of modern technology, when every transaction is at our fingertips,
progressive and developments in information and communications technology have
quickly realized globally. Because of the number of people's request is increasing,
applications for electronic transactions in government and private educational
Institutions, global enterprises, as well as local small businesses and industries, are
steadily implemented. Web browsers like Firefox and Internet Explorer are used to
transport information from a webpage, which is the foundation of a website with a
structure (architecture) developed in web programming. In today's digital age, most
organizations have a website offering information on their policies, artifacts, and
services. It is possibly the most cost-effective and appropriate method of disseminating
information and data over the world (Tupas, 2015).
Some of the Philippines' higher educational institutions (HEIs) have been
competing on a global scale for years, building international links and adopting
technologies from diverse institutions around the world. After that, the accepted
technologies were used to speed up academic transactions. These technologies also
necessitate a significant amount of revenue, so HEIs are keen to extract and slice
budget from their school budgets to meet these demands. Many higher education
institutions are now progressed or upgraded in terms of computerized and web-based
academic transactions. While some HEIs continue to improve their computerization
procedures, others still carry out the work by hand.
St. Francis Xavier College is one of the HEIs in need of a computerized transaction.
SFXC is a member of the State Universities and Colleges (SUCs) and is located at
Barangay 5, San Francisco, Agusan del Sur. Student clearance is one of the
computerized procedures that the school needs to be faster and more effective to
accommodate its growing student population. An authorization to depart from a
facility is granted by a clearance. The clearance is a procedure or technique utilized at
SFXC to examine students' obligations before letting them graduate or attend the
following year, they must go through many offices on campus. The manual student
clearance procedure still in use at colleges requires that each student go to and collect
signatures, go to the specific locations noted on the clearance form. The student is
permitted if all the necessary signatures have been obtained, to enroll for the following
semester. Given it, the manual clearance mechanism has been a problem because of
the time, money, and energy requirements a bother for plenty of students towards the
end of the semester. In line of this, a Secured Web-based for SFXC, the Web And
Mobile Based Clearance Processing System For Students of St. Francis Xavier College
was developed to solve the institution's long-term challenge.
Students, teachers, and other stakeholders in the institution will benefit
immensely from the system. Administration's response to the issue, efficient
transaction speed-up, and positively exposing the stakeholders to current events,
effectively enhancing knowledge modern technology. The study sought to create a safe
online student clearance system method for SFXC. Create a method for SFXC
students' online clearance in particular, encrypt web content, establish two-factor
authentication for users, and apply it in offices and assess the system's usability,
portability, usability, and usefulness.
Project Context

One of the most challenging years of this era is 2020. There are lots of this that
happened during the pandemic outbreak. Many aspects of our lives were affected, and due to
this crisis, many lives were at stake. We are now in new normal in which we practice limited
face-to-face and social distancing. It makes us anxious and builds up anxieties, which causes
distractions to our studies and work. Some of us cannot handle that anxiety and surrender,
but many of us are fighters. Our health is our main priority because many lives were taken due
to recklessness and actions.

Our school, St. Francis Xavier College always prioritized the health and safety of its
people. Especially our students and staff. They always follow and implemented the protocols
seriously and strictly, to ensure that everyone can do their jobs and finish their studies on
time. Safety and welfare are always their top priority.

The proposed system over comes one problem done by manual system. To reduce
misuse of manpower, avoiding errors, to save time, to provide comfort clearance process for the
students and to provide insurance for the organization especially for workers who play role in
the clearance processing system.

The researcher/s wishes to give students and staff a safe and secure way of getting and
giving clearance. They hope that this project's Web and Mobile Based Clearance Processing
System helps the staff and students to secure their clearance and cleared it on time in a
limited and safe way.

Statement of the problem

 The process of clearing the clearance of a student in St. Francis Xavier College is
manual. In every end of the academic year, each student must be clear to their various
departments. This processing of clearing the student’s name is manual that creates a problem.
With the existing system, all transactions and activities are performed manually to clarify the
student using process oriented methods. In order to clarify, the student must go to each
available office in the campus such as registrar, accounting, and dean’s office. The above
problem led overall the clearance process time consuming and inconvenience. Due to this the
necessity for an automated clearance system is needed to eradicate the bottleneck of the
manual system in the school campus.

General Objective

The general objective of this project is to develop a web based clearance system
for SFXC students and staff.

Specific Objective

The specific objective of this project includes:

 Check students from the data base.

 Fast data processing.

 To avoid the problems and stress of travelling and crowding up of student during
clearance

 Designing friendly user interface.

 To develop reliable clearance system.

 To provide safety and security of the students and staff.

 To avoid redundancy, and inconsistency.

 To implement safety protocols

 To practice social distancing.

Definition of Terms
Online: is the condition of being connected to a network of computer or other
device
 Clearance: is the certification of blamelessness, trustworthiness, faithfulness or
suitability. The definition by free dictionary.
System: an assembly of interrelated elements which we find interesting to
study, it could be a process or machine.

Web- based: A web-based application is any program that is accessed over a

network connection using HTTP, rather than existing within a device's memory.
Web-based applications often run inside a web browser.
 Database: is a collection of data or file purpose to assist many users at the
same time

Significance of the study

The project work will help in a good way to ease the queuing system in the
school campus. The clearance system will help students to achieve whatever they want
without coming to the various offices for clearance personally. Student clearance
system allows the users to check their clearance status as whether they are in any
way obligated to the university, fill and submit their clearance form, and obtain their
clearance letter

Scope and Limitations

This project is limited for St. Francis Xavier College students. Currently the university
performs clearance system manually or paper based processing system.

The scope of the project includes the tasks performed by the following units:

o Registrar

o Accounting

o Dean’s Office

This is also applicable to those students who needs their clearance form. And these students may
be:

– Returnee

– Drop-outs

– graduation

– transfer to other university/transferee from other university

 CHAPTER 2
Review of Related Literature and Studies
This chapter presents the relevant literature and studies, which have bearing
to the present study.

Foreign Related Conceptual Literature

Abdureman, A (June 2017). Online student clearance management system is a web based
project work that will help build an effective information management for university. The
proponents will be developing a computer software system that replaces the manual method of
clearance during withdrawal, summer vacation and graduating time for students. The designed
system will serve as a more reliable and effective means of undertaking students clearance,
remove all forms of time delay and stress as well as enable you to understand the procedure
involved, as well as how to do your clearance online. This project work makes use of data
collection from the university, materials and journals from various authors and the software
was developed to effectively achieve the aim of the project.

Ardo, F (2021). Online Clearance System. The online clearance system is an internet-
based study initiative that will help facilitate the queuing system in the clearance process of
the university. The online clearance system can provide an efficient handling of information
that is very easy for universities to use since it is internet-based and can be viewed from
anywhere and at any time. The computer-based architecture in this project was introduced
using the PHP language, CSS, HTML and the software database as MySQL. The program
created would act as a more effective and productive way of clearing students, eliminating all
types of delay and tension, as well as helping you to understand the process involved, as well
as how to do your online clearance. This research work uses the compilation of data from the
university, materials and the program has been designed to accomplish the project objective
efficiently.

Easy Project.Com(June 2019). Clearance is a status granted individuals,

typically members of the military, university graduates and employees of governments
and their contractors, allowing them access to classified information, i.e. state secrets.
The term “clearance” is also sometimes used in private organizations that have a
formal process to vet employees for access to sensitive information. A clearance by
itself is normally not sufficient to gain access; the organization must determine that
the cleared individual has a “need to know” the information. No one is supposed to be
granted access to classified information solely because of rank or position, but once a
clearance is obtained, access to certain information or gain of freedom will be granted.
As many universities have choosing to pursue the dynamic educational options
available online. The advantages of e-learning are many. As people of all ages and
backgrounds become increasingly reliant on the internet for information, online
learning becomes more convenient and efficient here the need for an online clearance
system. The skills needed to access and comprehend information online are becoming
commonplace, and the flexibility of wireless computing means that any coffee shop,
airport or bedroom can become a classroom. Online courses, registrations, clearance
have few, if any scheduling restrictions, well-integrated learning resources and
competitive degree options, with an online clearance system.
 Ahmed, S (December 2015). A clearance by itself is normally not sufficient to gain
access; the organization must determine that the cleared individual has a “need to know” the
information. No one is supposed to be granted access to classified information solely because of
rank or position, but once a clearance is obtained, access to certain information or gain of
freedom will be granted. The objective of this project is to examine how school clearance system
can be computerized and accessed online, with the main objective being to develop software
that can enable the students to do their clearance online. Thereby removing the huddles that
students face in their attempt to do their clearance from different departments.

Ramadha R., Hanguri K., Manguri M. (November 2020). Clearance is a

mandatory process in almost every university. Either graduated or undergraduate
students must undertake the procedure to grant the permission to participate in the
final exams. In addition to this, students need stamped clearance paper to receive
their final exam results. Over the last decades, clearance has been carried out
manually. With the manual clearance system, students endure a long and exhausting
process of signatures and stamps. In the Iraqi educational system, the process
involves visiting many departments including library, registrar, accounting,
accommodation, laboratory, storage, sport and artistic activity departments, and the
dean's office; only to have the clearance certified. The aim of this project is to propose
an open source clearance system. In simple words, the proposed system will have
several advantages over the old system for instance time and effort, cost, speed, and
data safety. Languages such as HTML, CSS, and JavaScript are used to design and
implement the front-end side. On the other hand, its back-end is created by the help
of PHP scripts and MySQL for the database. Generally, the system has four equally
important major tasks to be fulfilled in order to have the clearance. The tasks are
registration, unit administrator (to confirm a clearance status as Cleared/Not
Cleared), Exam committee (to check whether student's clearance status), and finally, a
system administrator (to manage the entire system).

Local Related Conceptual Literature

Daud, G., Maguid M. (January 2022). The study describes the Secured CCSPC Web-Based
Student Clearance System's use and predicted effects. Hypertext Transfer Protocol (HTTP), Hypertext
Preprocessor (PHP), Sublime editor, Bootstrap, and MySQL as the database tool were used to create the
clearance system. This system includes two-factor authentication for students and designated offices. In
the clearance system, a Secure Socket Layer (SSL) for data transit, as well as a software firewall and anti-
SQL Injection attack, were offered and implemented. The CCSPC Portal was linked to the web-based
student clearance system and Web API, with Web API acting as a bridge between SIMone and the
clearance system. SIMone's role is to offer just a limited amount of information on the web-based
clearing, such as designated office operations, account status from the Cashier, and student profiles
from the Registrar. Students and the approved offices in charge of signing the student clearance include
the Graduating Class Association (GCA) Treasurer, Laboratory Custodian, Cashier, Librarian, Academic
Related Services (ARS), SPEED Director, Department Chairperson, College Dean, and the Registrar. The
ISO 9126-1 International Standard Tool for Software Evaluation, on the other hand, was utilized in the
CCSPC beneficiaries' surveys to test the system's effectiveness and reliability.
 Azeta, A., Omoregbe, N. (July 2014). There are several activities that take place
in academic department of a higher institution. Reports from these activities influence
the decisions affecting the running of the department. These decisions ensure that the
university is still in line with its vision and goals. In some institutions, particularly the
public institutions in developing countries, there is the lack of proper records for
activities within an academic department such as participation of staff and students in
competitions, excursions, conferences, internship programs, etc. There is also the
unavailability of sufficient data of graduated students within the department to aid
decision making for providing reference and recommendation information. The
objective of this study is to develop a Web-based Departmental Activity Information
System (DAIS) for academic departments of a university. The tools used for the
implementation of this system are Hypertext Markup Language (HTML), Cascading
Style sheet 3 (CSS 3) and Bootstrap Framework as user interface, PHP as server side
programming language and MySQL as the database. The system will aid academic
departments and units in decision making process.
Fakoya J., et. al (0ctober 2021). Each year, tertiary institutions churn out
graduating students who are mandated to get cleared by a different unit of the
institutions which is usually done using the manual process. The manual tends to be
extremely time consuming and difficult as students have to move from one building to
another to know where they have problems. It has also been found to be vulnerable to
fraud and other vices. The existing automated systems available do not provide SMS-
notification functionalities and other services such as a non-user-friendly interface,
lack of adequate information to the user, non-prioritization of processes and so on.
This study proposes a system that addresses the issues with the existing manual
processing while improving on the identified automated ones. The study adopts a case
study the approach of a completely manual system for a leading tertiary institution of
learning in Southwest Nigeria, with a view to evolving a working prototype. First a
thorough understanding of the existing procedure is carried out. A new system that is
web-based is built using Hypertext Markup Language (HTML) along with PHP for
business logic layer, CSS for proper rendering of display pages of the front end and
MySQL for the data layer. The new system will reduce the amount of time and efforts
wasted on students’ clearance as well as reduce costs incurred on paper by the
institution. Another advantage is that students can also, initiate and monitor their
clearance status from any location they are thereby eliminating the need to travel or
be physically present.

Dela Peña,Pj, USTP. The Digital Transformation Office (DTO) of the University of
Science and Technology of Southern Philippines (USTP) is offering a paperless
transaction for student clearance in the University. This is in response to the
pandemic and the need for online transaction in the new normal. The eClearance
System helps the students settle their obligations and secure clearance without going
physically to any USTP campus and office. With travel restrictions in place and other
safety protocols implemented, the students need not fall in line or travel. The
signatures are requested online from different individuals and signatories in the
University. With the new eClearance System, a student is cleared by default, unless an
office tagged
the student to settle either University Obligations (books, government properties,
tuition) or Private Obligations (PTA fees, student organizations, GSFI for graduates).
Once tagged, a notification via email will give instructions on how to settle the
obligations/liabilities. To check on the status of the clearance, the student must log-in
to the Online eClearance Website.

MOBILE APPLICATION:
FACULTY CLEARANCE
PROCESSING
AT NORTH CENTRAL
MINDANAO COLLEGE
A TECHNICAL
RESEARCH
Presented to the Faculty of
the
College of Information
Technology and Computing
University of Science and
Technology of Southern
Philippines
Cagayan De Oro City
In partial fulfilment
of the requirements for the
Degree
Master of Information
Technology
JUDIELYN L. CUALBAR
DECEMBER 2019
Cualbar, J. (December 2019). These days, Technology has a big impact
in the daily lives of the people because through this, the people’s work would
be much faster and easier. Every year, many developers are still developing and
upgrading technology that would make the lives of the people more convenient both in
business and in educational institution. With this, a lot of mobile devices or smart
phones had been developed. According to the Statistica Research Department (2019),
there are 65.3% of the total population in 2015 and will accelerate to 70% in 2020 are
mobile users in the Philippines which means, Smartphones are rampant in all aspects
of human life. Mobile technology is considered as the basic needs because
it plays a vital role for communicating and for searching. It brought an
excessive change in daily lifestyle of individuals which led to an extreme demand for
developing software like mobile application software that runs on mobile devices. The
use of Technology in educational arena is not only focuses on teaching and learning
situations alone, but also extend to the administrative assignments. One of the
administrative tasks is the clearance system (Usman, O.L.et.al., 2016).

Chapter I
INTRODUCTION
1.1 Background of the Study
These days, Technology has a
big impact in the daily lives
of the people because
through this, the people’s work
would be much faster and easier.
Every year, many developers
are still developing and upgrading
technology that would make the
lives of the people more
convenient both in business and in
educational institution. With this, a
lot of mobile devices or
smart phones had been developed.
According to the Statistica
Research Department (2019),
there are 65.3% of the total
population in 2015 and will
accelerate to 70% in 2020 are
mobile
users in the Philippines which
means, Smartphones are rampant
in all aspects of human life.
Mobile technology is
considered as the basic needs
because it plays a vital role
for
communicating and for searching.
It brought an excessive change in
daily lifestyle of individuals
which led to an extreme demand
for developing software like
mobile application software that
runs on mobile devices.
The use of Technology in
educational arena is not only
focuses on teaching and learning
situations alone, but also extend to
the administrative assignments.
One of the administrative
tasks is the clearance system
(Usman, O.L.et.al., 2016).
These days, Technology has a
big impact in the daily lives
of the people because
through this, the people’s work
would be much faster and easier.
Every year, many developers
are still developing and upgrading
technology that would make the
lives of the people more
convenient both in business and in
educational institution. With this, a
lot of mobile devices or
smart phones had been developed.
According to the Statistica
Research Department (2019),
there are 65.3% of the total
population in 2015 and will
accelerate to 70% in 2020 are
mobile
users in the Philippines which
means, Smartphones are rampant
in all aspects of human life.
Mobile technology is
considered as the basic needs
because it plays a vital role
for
communicating and for searching.
It brought an excessive change in
daily lifestyle of individuals
which led to an extreme