GUIDANCE OFFICE INFORMATION SYSTEM

by

Ma. Naidlly Hope C. Lira

Geraldine M. Ramos
Joselle M. Santarina

an IT Project Presented to the Faculty of the College for Research and Technology of
Cabanatuan in Partial Fulfilment of the requirements for the degree of Bachelor of
Science in Information Technology

College for Research & Technology of Cabanatuan

2023

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 CHAPTER I

INTRODUCTION

Background

The Guidance Office’s purpose is to deliver high-quality service to students, potential

students, and staff in an accessible, user-friendly way with a single point of contact. It

emphasizes providing comprehensive, student-focused service and ensuring that each student’s

experience of student administration and support is positive and effective.

The guidance provides help or advice that tells you what to do. It is the process of

controlling the course of a projectile by a built-in mechanism. It is to overcome problems and

issues with oneself or a group. Some people want to overcome fear or childhood issues.

An essential aspect of the Guidance program is acknowledging that some students require

special assistance in dealing with developmental problems and immediate conflict. This teacher

and other staff in direct contact with the students need support that the guidance program can

best supply.

The Fort Magsaysay National High School was established in 1990 it was formerly

Barangay Militar High School. Guidance Office has been using the manual processing of

guidance information and monitoring student information for many years. With the growth of the

population of students enrolled in the school, the guidance office should perform more efforts to

maintain reliable and accurate data. The Guidance Office Information System is designed and

develop using HTML, CSS, PHP and MySQL.

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CONCEPTUAL FRAMEWORK

The researcher built this project to ease the process of recording every student who has a

violation or who else will have a breach in the school. This project was created in PHP as a

programming language and MySQL for the database, and HTML, CSS, and JavaScript for the

design of this project.

Figure 1.1 Conceptual Framework

This Conceptual Framework shows the system's IPO, input, process, and output. The

input information will be responsible for users, student information and violation. The process

included student records, good moral form and student information form. The output was the

whole system.

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STATEMENT OF THE PROBLEM

The study aims to answer the following questions.

1. How to create a Guidance Office Information System using PHP and MySQL?

2. How would the system record the violations and sanctions of a student in the guidance office?

3. How would the system track the records of students by using this program?

OBJECTIVES OF THE STUDY

General Objectives

The general objective is to develop, design, implement Guidance Information and

maintain a database record in Fort Magsaysay National High School.

Specific Objectives

The following are the specific objectives of the proposed system:

 To create a Guidance Office Information System using PHP and MySQL.

 The system would record the violations and sanctions of students in the guidance office.

 The plan would track the records of students by using this program.

 The factors that the program commonly observes.

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SCOPE AND LIMITATION

Scope

This study focuses on Guidance Office Information System that helps guidance office

counselors. The system is intended for two users: Administrator and Guidance Counselors. The

system includes:

 Can add and edit student information.

 Can view the list of student information.

 Can add and view violation of student.

 Can print violations records of student.

 Can print good moral form of student.

Limitation

 The authorized personnel of the Guidance office can only use it and no access to student.

 It is only for monitoring and saving student information needed for the guidance office.

 In cant generate automatic sanctions.

 It can’t access online.

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 CHAPTER II

Review of the Related Literature Studies

According to Rachel Torres Alegado, Almond M. Alegado and Gloria M. Alcantara

[ALEG2021], The developed Record Management System for Guidance and Counseling Center

of the Nueva Ecija University of Science and Technology aimed to provide software application

that will manage the record of student and provides fast and easy access of personal information

of students. The functions focused in adding and updating students’ information/profile by using

the application. The user can produce a printed copy of the record of student. The development

of the Record Management System underwent the phases for System Development Life Cycle.

Confirming to Jennifer T. Agustin and Carlos L. Babaran, Jr [AGUS2021], The guidance

service as an integral part of the education focuses on the programs and services for the students

that might be significant to their optimum achievement in life. The student records collected by

their office are used to enhance the counselling process, and to know and understand an

individual. Hence, guidance and counselling is important to address the academic, vocational,

social, and personal needs of the students. 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.

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The guidance office can efficiently send notification to the parent or guardian through SMS once

the student gets involved in any incident, such as delinquency in academics, absenteeism or

frequent cutting of classes, and/or other behavioral reasons.

In accordance with Theresa Mee S. Habagat [HABA2017], The utilization of advanced

technology in colleges and universities has led to increase efficiency in processing and

exchanging of records, maintaining data quality, and production is leading to increase quality

education and services. The study aimed to design and develop a computerized system to

improve the student record management at the Guidance Office of Jose Rizal Memorial State

University-Katipunan Campus, Philippines. The automated student record system computerizes

the student records such as data from student record form, psychological test results, counseling

notes, admission slips, referral slips and generates good moral certificates.

As stated by Douglas Kunda and Alinaswe Siame [KUND2017], This paper reviews,

some of the research work done in the evolution of PHP applications that have been around and

are vastly used. PHP is currently one of the most popular programming languages, widely used

in both the open source community and in industry to build large web-focused applications and

application frameworks. This review looks at how PHP applications have evolved in terms of the

use of libraries, the software maturity, adoption of object-orientation paradigm, the evolution of

complexity and security. The results suggest that these systems undergo systematic maintenance

and evolution is helping the underlying programming language to grow.

As reported by Nedyalko Katrandzhiev, Daniel Hristozov and Borislav Milenkov

[KATR2019], The paper explains the need for using up-to-date security methods in order to

protect some of the most sensitive information in every system: user passwords. MD5, SHA1,

crypt and Argon2 have been compared as password hashing algorithms. The recommendations in

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this paper will help developers create systems with up-to-date security and avoid poor hashing

algorithms.

According to Frank Kromann [KROM2018], PHP released version 7 with many language

enhancements and improvements to performance, in some cases more than twice as fast and

using less than half the memory compared to PHP 5.6. During the writing of this book, version

7.0, 7.1, and 7.2 was released; and before the ink on this book is dry, PHP 7.3 will be released.

The MySQL database has also seen many changes. First of all, the acquisition by Oracle and

subsequent release of Maria DB, a fork of the MySQL version with both performance and

feature improvements and a fast-growing community, has taken the new version to heart. It is, in

fact, the standard MySQL database on many Linux distributions today. This book will teach you

to install and configure PHP and MySQL with both performance and security in mind and

highlight some of the new functionality available in PHP 7 as well as new data types supported

by the current version of MySQL.

In accordance to Paul Beynon-Davies [DAVI2017], the idea of a database as an abstract

machine. An abstract machine is a model of the key features of some system without any detail

of implementation. The objective of this chapter is to describe the major components of a

database system without introducing any formal notation, or introducing any concepts of

representation, development or implementation. All of the concepts introduced in this chapter are

elaborated upon in further chapters. Most modern-day organizations have a need to record data

relevant to their everyday activities. Many modern-day organizations choose to organize and

store some of this data in an electronic database.

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 As stated by Chintan Mehta, Ankit K Bhavsar, Hetal Oza and Subhash Shah

[MEHT2018], MySQL is a well-known open source structured database because of its

performance easiness to use, and reliability. This the most common choice of web applications

for a relational database. In the current market, thousands of web-based applications rely on

MySQL including giant industries such as Facebook, Twitter, and Wikipedia. It has also proven

to be the database choice for Software as a Service (SaaS) based applications such as Twitter,

YouTube, SugarCRM, Supply Dynamics, Workday, Right Now, Omniture, Zimbra, and many

more. We will discuss this in detail in the use cases of MySQL section later in the chapter.

MySQL was developed by MySQL AB, a Swedish company, and now it is distributed and

supported by Oracle Corporation. MySQL carries a valuable history with it. MySQL has

continued to improve in order to become an enterprise-level database management system.

MySQL 8 is expected to be a game-changer as today we are in the age of digitization. MySQL 8

is all tuned to serve many new use cases that in prior versions were difficult to achieve. Some of

the use cases an enormous amount of data is produced are social networking e-commerce,

bank/credit card transactions, emails, data stored on the cloud, and so on. Analysis of all such

structured, unstructured, or semi-structured ubiquitous data helps to discover hidden patterns,

market trends, correlations, and personal preferences.

As reported by Paul McFedries [MCFE2019], In today's world, lots of people crave the

experience of expressing themselves online. They can do that through fixed-format media such

as Facebook, Twitter, and Instagram, but for many people, these sites are too restrictive. Instead,

they prefer to build their own presence on the web, and the way to do that with the maximum

amount of freedom and creativity is to learn HTML and CSS. In programming circles, many

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people believe that the best way to learn how to code is by coding. Reading about the language is

fine and necessary, but if you really want to learn the language, you must use it.

According to Marijn Haverbeke [HAVE2018], This is a book about instructing

computers. Computers are about as common as screwdrivers today, but they are quite a bit more

complex, and making them do what you want them to do isn't always easy. If the task you have

for your computer is a common, well-understood one, such as showing you your email or acting

like a calculator, you can open the appropriate application and get to work. But for unique or

open- ended tasks, there probably is no application. That is where programming may come in.

Programming is the act of constructing a fogram-a set of precise instructions telling a computer

what to do. Because computers are dumb. pedantic beasts, programming is fundamentally

tedious and frustrating.

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 CHAPTER III

Methodology

This chapter discusses the flow of the Guidance Office Information System. The

researchers also created four diagrams: The V-Model, Context Diagram, ER Diagram and

Dataflow Diagram. The goal of this diagram is to discuss the tools that will be used: PHP for the

code, MySQL for the database, HTML and CSS for the design, and the diagram for the overall

system process.

Requirement Operation and

Analysis Testing

System and System Testing

Software Design

Details
Unit Testing
Specification

Coding

Figure 3.1 V-Model

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 This V-model figure shows how the system processes happen in the form of a V-shape and how

to make the system more possible and organized.

Requirements Analysis

The researchers analyzed the requirements used to meet the users' needs during this

phase. For example, whether the platform is compatible with the knowledge and budget, etc. The

system's supporters also gathered the resources required to implement it.

System and Software Design

After unit testing, the researchers conducted system testing, which ran the program as a

whole and tried any possible action with the system program.

Coding
The researchers begun coding the code base on the information from the café and their

ideas for the system. The researchers used XAMPP that can be used in creating the system. For

the cross platform, the researchers used PHP or Hypertext Processor and the MySQL.

Unit Testing
The code is now ready for unit testing. In the unit testing the things that the researchers

practiced need to be improved or debugging in the system.

System Testing
The researchers tested the system if it has already working or error from the code. Also,

in the system testing it needs to work on to determine the capability of the system.

Operation and Testing

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 After completing the requirements analysis, design, specs, coding, and testing, the

researchers performed a final operation test to determine how well the system program is

operational and evolving. This is the final stage of testing, which should go much more smoothly

and without errors than before.

Fi

gure 3.2 Context Diagram

The process of the entire system is depicted in this context diagram. The two external

entities, such as the admin and guidance Counselor, are illustrated in this diagram by the

Guidance Office Information System. The context diagram shows the structure of the guidance

office system for students at the Fort Magsaysay National High School. The Guidance Counselor

will be in charge of the entire system. Managing updates and recording the student's activities are

all features of this system for the guidance office. The Guidance Counselor must provide a valid

username and password to gain access to the system. After logging in, the Guidance Counselor

can begin viewing the student records, student violations, and account data. It outputs whether

their account is valid or invalid, student records, student violations, and account data. Students

are only allowed access to view the student list and update the student violation.

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 Figure 3.3 ER Diagram

This figure shows how the system will work and access data. The Administrator needs to

log in with their username and password. The Administrator is responsible for managing the

students and guidance counselor for updating their records and adding. In addition, they also

need to log in with their username and password. The guidance counselor can view the

information of the student contains name, year, and section, and their records.

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 Figure 3.4 Data Flow Diagram

This figure represents the flow of data through a process or a system. The Administrator

needs to log in with their username and password. The Administrator is responsible for

managing the students and guidance counselor for updating their records, deleting, and adding.

The guidance counselor can view the student's information that contains name, year & section,

student data information, and their violation records, and violated students. The student's data

information has a guidance information database. In addition, the guidance counselor can

compile the records, and if they request students' good morals, the output can print results.

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 Table 3.1 Hardware Specification

ITEM DESCRIPTION

Processor Intel(R) Core(TM) i3-10110U CPU @ 2.10GHz 2.59 GHz

Memory 4GB RAM minimum, 8GB RAM Recommended

2GB of available disk space, 4GB recommended (500MB for

Hard Drive IDE + 1.5GB for Android SDK and emulator system image)

Table 3.2 shows the minimum hardware specification for PC required to create the application.

Table 3.2 Software Specification

ITEM DESCRIPTION
Operating System Microsoft Windows 7/8/10(32 or 64 bit)

Table 3.3 shows the minimum software specification for PC required to create the application.

CHAPTER IV

Results and Discussion

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 Findings and Outcomes of the Study. This contains testing of the system for the customer

and the admin. It also shows the designs and their functions.

Figure 4.1 Home Page (User)

On this page, the user can view the mission and vision of the Fort Magsaysay National

Highschool.

The researchers use this code to generate this Login Page.

<div class="welcome_text">
<img class="logo" src="assets/img/fortmag.jpg" alt="fortmag LOGO">
<h2>Office of the Fort Magsaysay National High School </h2>

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 Figure 4.2 Login Page (User)

On this page, the user can access the system. It consists of a login and forgot password to

choose your role while accessing the system.

The researchers use this code to generate this Login Page.

<form id="loginForm" action="assets/admin_login_work.php" method="POST">

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 Figure 4.3 Dashboard Page (Guidance Counselor)

This is the overview of the Guidance system. The gathered analytics was the total number

of students enrolled and the total violations made by the students.

The researchers use this code to generate this Dashboard Page.

<div class="body_container" onload="initClock()">
<div class="container">
<div class="title">
<h1>DashBoard</h1>
<hr>
</div>

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 Figure 4.4 Student Records Page (Guidance Counselor)

This page is generally the Student information on the system. On this page, it could add

student information and upload an Excel file for student records.

The researchers use this code to generate this Student Records Page.
<table class="sd_table" id="table">

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 Figure 4.5 Violation Entry Page (Guidance Counselor)

This is the page wherein the student violations and student profiles can be seen. This is

also the page wherein the guidance counsellor can enter a certain violation for that specific

student.

The researchers used this code to generate this Violation Entry Page.
<table class="display_violation_record" id = "table_data">

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 Figure 4.6 Violation Records Page (Guidance Counselor)

This page shows the total number of students who committed violations/offenses. On this

page, it can print records.

The researchers use this code to generate this Violation Records Page.
<table class="display_violation_record">

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 Figure 4.7 Good Moral

Page (Guidance Counselor)

On this page, you can create and print good moral for the student.

The researchers use this code to generate this Good Moral Page.
<p class=MsoNormal style='margin-right:.5pt;text-indent:6.5pt'><span
style='font-size:14.5pt;font-family:"Times New Roman",serif;mso-fareast-font-family:
"Times New Roman"'><span style='mso-spacerun:yes'> </span></span><b
style='mso-bidi-font-weight:normal'><span style='font-size:17.5pt;mso-bidi-font-size:
11.0pt;font-family:"Arial",sans-serif;mso-hansi-font-family:Calibri;mso-hansi-theme-font:
minor-latin;mso-bidi-font-family:"Times New Roman";mso-bidi-theme-font:minor-bidi;
color:#010101;mso-font-width:105%'>CERTIFICATE<span style='letter-spacing:.05pt'>
</span>OF<span style='letter-spacing:-1.3pt'> </span>GOOD<span
style='letter-spacing:-.9pt'> </span>MORAL<span style='letter-spacing:-1.3pt'>
</span>CHARACTER</span></b><span
style='font-size:17.5pt;font-family:"Arial",sans-serif;mso-fareast-font-family:
Arial'><o:p></o:p></span></p>

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 Chapter V
Conclusion and Recommendation

5.1 Conclusion

At the end of the study, the researchers were able:

1. To develop Guidance Office Information System that can record student information.

2. To develop a Guidance Information Office that can record and track violation of student in the

guidance office.

3. To develop a system that can print violation records.

4. To create Guidance Information Office that can generate good moral form.

5.2 Recommendation

Based on the Findings, the following recommendations are forwarded:

1. The researchers recommended that future developers add features to accommodate

student inquiries.

2. Future researchers may consider adding student counseling features.

3. The researchers recommended that future developers make the system a web base

application.

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