https://www.scribd.

com/doc/147372387/TUP-T-Guidance-and-Information-System-Documentation-Chapter-1-to-
5#

4
records be a lot easier, efficient, less time consuming and reliable withoutsacrificing quality.

1.2 Statement of the Problem

The TUP -T Guidance Office is currently using a manual operation in

monitoring students
activities and performance. To a large extent, the workload is very taxing to retrieve files, generating
reports and track attendanceand offense, and implements standards adhere from the student
manual.Considering that these are the factors subjectively experienced by theguidance counselors, the
researchers prompted to develop the GuidanceInformation and Monitoring System ( GIMS ) for better
quality service. Theseproblems need to be addressed promptly. Specifically, it should
answer thefollowing:

1.2.1. How to prevent losing of information of students' records?

1.2.2. How to easily monitor the students' records especially attendance andoffenses?

1.2.3. Will a paperless management system lessen the hassle and timeconsumption during work?
1.2.4. Is the current method in monitoring students' records consistent andreasonably convenient?

5
1.3 Objectives

1.3.1 General Objective:

The general objective is to develop, design and implement a GuidanceInformation and Monitoring System
in TUP-Taguig Campus.
1.3.2 Specific Objectives:

The proposed project specifically aims the following:

1.3.2.1. To develop a system that will give detailedinformation of the students such as basic information,
educational background and parents information
.

1.3.2.2. To create a module

that will track the students
attendance such as absent and late.

1.3.2.3. To create a module that will track

students
penalties.

1.3.2.4. To create a module that will trace employed andunemployed alumni of TUPT.

1.3.2.5. To test and evaluate the effectiveness of theproject study in terms of implementation.

1.4 Significance of the Project Study

This project study aims to develop a Guidance Information andMonitoring System that will help the
university to have an easier management
on students records.

6
The system will give benefit to the university, especially guidance officebecause the system will provide a
secure and an automated records keepingsystem for creating records. It will provide an up-to-date and
accurate recordof students and will resolve the possibility of losing the information because ithas
database. It will track students' offenses and attendance. The system will
also offer easily retrieval of records and generates report such as students
information, disciplinary action records and attendance monitoring sheetinformation.The system will give
benefit to the faculty because it will giveconvenient in passing student attendance
and it can easily track the students
status regarding with their attendance.The system will give benefit to the students because it will
providesufficient information about the Guidance office such as their services and
hierarchy and theyll be aware of committing offense because theyll receive a
notification from the Guidance.
8
1.5.1.8. Provides comment page for Guidance Personnel andfaculty.

1.5.1.9. Provides dashboard

for Students records statistics.

1.5.2 Delimitations:
1.5.2.1 No access to students.

1.5.2.2 No prototype for electronic signature for the guidanceofficers.

1.5.2.3 Only authorized personnel (Guidance Center, O.S.A, ADAA department and faculty) will be
allowed to use thesystem.

1.5.2.4 Does not include registrar office.

1.5.2.5
No capture of students picture.

1.5.2.6
Does not include time in Students attendance
.
1.6 SWOT ANALYSIS

SWOT Analysis is useful method for understanding the Strengths andWeaknesses, and identifying the
Opportunities and Threats of the
project. Analyzing using the SWOT framework will help the researchers make attentioninto the areas
where the system is strong and where the greatest opportunitieslie. Strengths and weaknesses are often
internal to your project, whileopportunities and threats generally relate to external issues.

The TUP-T Guidance Information and Monitoring System face several of these variables and are shown
in Table 1.

9
STRENGTHSWEAKNESSES

Fast, efficient and ease of managing

students information.

Monitoring of students records.

Open-source (Free License)

Accuracy of data.
Provides security for the systemdata.

Fast, organized, and accessibleflow of information.

Database Backup.

Inaccessible data when thesystem is down.

No back-up power.
OPPORTUNITIES THREATS

Open to future developments.

Contribution in Universitys
growth and success.

Asset to stand out against other universities.

Lead the university to the newtechnology.

Answer to accreditationrequirements.

Prone to viruses, hackers, andpiracy.

Emerging other related system.Table 1.6.1 TUP-T Guidance Information and Monitoring System SWOT
AnalysisTable 1.6.1 shows the TUP-T GIMS SWOT analysis. In project strengths,the researchers
consider from both an internal outlook, and from the point of viewof the client, the Guidance office. One of
the strengths of this project is the easeof managing and
accessing students information because
they will provide asearch function to find an existing record of a student. The system can monitor
student
s record and determine their status regarding to the offenses theycommit. In terms of
projects weaknesses
, the database cannot be accessedwhen the system is down because it uses MySQL. User can only
access your
10
data by Windows command. To access the system in the Guidance office, itrequires to network the
University. A useful approach when looking at opportunities is to look at your strengths and ask yourself
whether these open up any opportunities. One of the
highlight of our projects opportunities is its a good asset to stand out against
other universities because as stated earlier that others are made by an It expertand not by their students.
Next is the contribution in TUP-T growth and success,as we all know TUP-T is not in a high-end level, so
this project will help for theproductivity and infrastructure of the university. And for the threats, piracy is
nowsevere in our country, viruses and hackers are inevitable.

A conceptual framework is very useful in a research to outline the possibleprocesses. It illustrates how
and why a project takes place, and about how weunderstand its activities. An indication of designs and
practices that shape theway work is done in a project.The diagram 1.7.1 illustrates the Input-Process-
Output concept of TUP-TGuidance Information and Monitoring System. The input framework is
composedof requirements in terms of the user, software and hardware. The user requirements consist of
the ID number and password of the authorized personnelsuch as the Guidance Center. The system will
run in an Operating system thatmust be Windows XP or higher, XAMPP version 5.2x or higher and a
webbrowser (Mozilla Firefox, Internet Explorer, or Google Chrome). The processframework is composed
of 6 processes, the problem identification, datagathering, design and procedure, design development,
testing and evaluationand system implementation. If the process 1

5 is successfully done it willprecede to the last process, if not it will proceed to the process 3 and lastly
theoutput framework, the TUP-T Guidance Information and Monitoring System
Chapter 2

Review of Related Literature and Studies

18

Chapter 2Review of Related Literature and StudiesProject Concept

This chapter contains related Foreign and Local literature and

studies.It also includes the definition of terms.

2.1. Related Foreign Literature2.1.1.

CaptureIT is a trademark of Vizual Management SolutionsLimited. 2009. Vizual is a leading supplier of

Student Attendance MonitoringSystems. One of their projects is the International Student
AttendanceMonitoring and Recording System to help with Tier 4 compliance and toreduce the
administration cost. It eliminates the unreliability associated withmanual registers and the difficulty of all
those manually maintainedspreadsheets of attendance data. The system keeps fully informed about the

students attendance,

inform about the students to be reported at the UnitedKingdom Board Agency (UKBA), and those whose
attendance behavior isputting them at risk.

2.1.2.

WebEIM is a student information management solution that wasdeveloped to accomplish the

requirements of different schools. The mission of Teledata Systems and Services, WebEIM's parent
company is to develop anautomated Student Information System capable of handling every bit
of information in a school's database and delivering results in an accurate and a
19

hassle free method. This solution has been designed with the unique set of features:

2.1.2.1. Integrated:

From the time a new student is registeredin a schools database to when he graduates to middleschool
WebEIM moves data seamlessly andtransparently.

2.1.2.2. Configurable:

WebEIM allows schools to use their specific codes can be configured while restructuringthe work process.

2.1.2.3. Centralized:

WebEIM eliminates the need for doubleinputting data. When a teacher supervises his/her individual class,
the principal can supervise the entireschool as one without any duplication of effort.

2.1.2.4. 100% Web-based:

Information on WebEIM can beaccessed from anywhere at any time with a standardbrowser on a
Mackintosh or Microsoft platform.

2.1.3.

Rediker Software'sstudent information system,Administrator'sPlus, is the trusted choice of school

administrators across the USA and inover 110 countries. Founded over 30 years ago by school educators
for educators, their software is designed to meet the unique student informationmanagement needs of all
types of schools and districts, public, private,charter and international, elementary to post-secondary.
Every day more than550,000 students log on to Focus' student information system to checkhomework,
take quizzes and engage electronically. Our SIS has a focus onaffordability, interoperability, usability, and
scalability. Focus School Software

offers advanced school management software. The implementation processof its school management
software has four key components: Installation,Data migration, Integration, and Training.
2.1.4.
Focus
mission is to deliver an affordable, flexible, scalable, andeasy-to-use student information system that will
allow the client to easilymanage their data and make informed, timely decisions. They are committedto
delivering the very best online student information systems on the marketthat will increase efficiency and
facilitate higher attendance and test scores.
The program is very user
-friendly. If I do run into any problems, I simply pick up the phone or email tech support and I get a
response in
a timely manner. Everyone at Focus has been very helpful!

Patricia G. Mahaney - Director of Guidance - Kenston Forest School

When describing Focus to another district, I tell them that it is
user-friendly, very intuitive and that the company is always adding functions
that meet teachers needs.

Meg Brown - Director of Technology - Flagler County Schools

2.1.5.
Follett Software Company is dedicated helping the K-12community reinvent education for the 21st
century. Their integratededucational technologies are designed to help to create and withstand a
rich,collaborative, technology-enabled environment that supports the life cycle of active learning and
inspires student success. Last Feb. 16, 2011 FollettSoftware Company has announced the release of
version 3.1 of Aspen, itsstudent information system, with sets of improved features focused in thefields of
navigation, scheduling, health management, conduct and specialeducation. The Aspen Student
Information System is a popular web-based
21
application for school that combines the resources across the educationcommunity. Simplifying school
data management through the integration of key K-12 applications, Aspen is used by more than 700,000
students in eightstates. According to Brad Lindaas, Vice-president of business operations for the Aspen
product line, Aspen 3.1 continues the direction of simplifyingfeatures, making Aspen more natural and
providing automated assistance toend users.
2.2. Related Foreign Studies2.2.1.
The Tanzania Student Association Hyderabad StudentInformation System (TSAH SIS) is contributed and
programmed by NassibJunior is programmed by Bachelor of Computer student. The software
hascomplete database system, but there are some other panels in the softwarethat the user can develop
by you like staff registration panel etc. He developsthis software to help our student association in India-
Hyderabad. The TSAHSIS used the Visual Basic 6 platform, Microsoft Access for the database,
andCrystal Report v8.5 for printing of reports.

The following figures are thescreenshots of TSAH SIS. The programmer will soon develop version 2.0
byusing SQL Server 2008 for the database, Crystal Report V9/10 and MicrosoftVisual Studio 2010 for the
platform.
2.2.4.
The Illinois State Board of Education is planning to have aStudent Information system increase the state's
capacity to follow a student'sprogress over time, provide better quality data to drive more
enlightenedpolicy decisions resulting in enhanced educational opportunities for allchildren; reduce data
collection burden on schools and districts; and enhancethe use and relevance of state data by districts
and schools

Electronic Student Profile, or ESP, is an online system thatmanages student records and enables the
parents to keep in touch with their
childs performance and development at
the school. It is the first onlinestudent profile system in Australian public schools for the primary-levels. It
compiles the entire students
data in all Australian public schools and acts asa central Student Profile System. Although this kind of
system will need aquite amount of time to be finished and implemented, external cooperation iscritical for
this system. The main page contains a brief explanation of the system.

Related Local Literature

2.3.1.
Calibara, Desiree V., Co, Ruben Jr., D. and Luriz, Edneil Josef B. (2010), created a system for their
project study. The system is entitled
TUP
-
T Student Information System. This system is similar to Student Data
Management. According to them TUP-T Student Information System is a bighelp for the guidance
personnel and for the student assistant for managingStudent Information. And it will also provide more
functional and reliablemodule for organizing the student information achieving accurate data. Thesystem
they made will also serve as an electronic data bank for the GuidanceCenter.These are the following
features can be access by the designatedofficer: Manipulating of student

s records, attendance and offenses.Retrieved

fromhttp://ivythesis.typepad.com/term_paper_topics/2010/07/student-information-system-review-of-
related-literature.html, Fabe created a review on relatedliterature on student information system (SIS). His
pointing out that studentinformation systems has been changing very fast over the time since the
28
presence of the internet was introduced. For him Student Information Systemcan be categorized on how
big the systems scope. He is also said that SIS isreally a big help in a certain schools. These are selected
quotations from hiswork:
Notably, student information system or SIS incurs such applicationsoftware designed for educational
establishments to manage student data.Student information systems provide capabilities for entering
student test and other assessment scores, building student schedules, tracking student attendance as well
as managing many other student-related data needs withinthe institution university. Thus, many of these
systems applied in thePhilippines can be scaled to different levels of activity and can be configured by
their home institutions to meet local needs. Student information systemshave been changing and are fast
adopted through the presence of a webmedium as a channel for accessing SIS without any hassle upon
viewing student details and information. Educational institutions are under
constant pressure to demonstrate both willingness and capacity to incorporate thelatest developments in
student information systems along withcommunications technology supporting various teaching ways
29
managing and monitoring students academic performance as well as their
guidance records. The developed system is capable of managing, monitoringand organizing student
academic performance and guidance records. Itintegrates a decision support system that automatically
interpretspsychological exam results based on standard table used by the guidancecounselors, and it
also provides an interactive virtual interview module torecord interview sessions with the students. The
system will give easilyretrieval of records and generation of reports.
2.4. Related Local Studies
Figure 2.4.1. Sibugay Technical Institute Inc. Guidance Information SystemFigure 2.4.1. shows the
Guidance Information System of SibugayTechnical Institute Inc. of Mr. Rommel Roldan. This system will
help the
guidance office to manage students records
and exclusively for the guidanceoffice of Sibugay Technical Institute Inc. To access the system, the user
mustenter his/her username and password.The main form consists of commands for transactions,
maintenance,
utilities, report, about, edit and manipulation of students records. It also views
time, date and developers

31
guidance office in utilizing
students records
and exclusively for the guidanceoffice of Carlos Hilado Memorial State College Fortune Towne Campus.
Toaccess the system, the user must enter his/her username and password. Thismain form consists of
command buttons for Student, Test, Counselor,Counseling, Testing, Report, User administration, about
and Exit
he functions of the system included the following:
2.4.2.1.
User Verification.
2.4.2.2.
Add, edit, delete, search and save commands for manipulating students records.
2.4.2.3.
View records of all students, counselor, counseling,test and testing.
2.4.2.4.
Displays information about CHMSC Guidance office.
2.4.2.5.
Add, edit, delete and save commands for Guidanceoffice counselor.
2.4.2.6.
Add, edit, delete and save commands for Guidanceoffice counseling.
2.4.2.7.
Add, edit, delete and save commands for Guidanceoffice test and testing.
2.4.2.8.
Generate reports.
Figure 2.4.3. shows the main form of student information systemcreated by Mr. Jake Rodriguez
Pomperada, an Instructional TechnologyProgrammer, Teacher, Computer Technician and Electronics
Technician. Hedeveloped this system to help those programmers that developing a SIS andto spread his
work to all the users who are visiting in his site. He also acceptsprogramming jobs like assignments,
projects and thesis in a very reasonableand affordable price.The system he made will help the guidance
office in managing
students records. The functions of the system are users can add records,
delete records, modify records and view list of records

Figure 2.4.4. shows the login page of UE. This system allows studentsto manage their profiles and view
other related activities. This system also isexclusively for students of the UE. To access the system, the
user must enter his/her student number and access code. It system allows students viewstudent
information, lectures discussions, resources and other services. This

33
also facilitates communication between professors and students beyond classhours and is available. This
page is composed of the User Verification formthat includes fields for student no, access code, terms of
use, disclaimer andcontact us.Figure 2.4.5. Far Eastern University Users LoginFigure 2.4.5. shows the
login page of FEU. A system of the Far Eastern University that views detailed information about the
University for Users. This system is exclusively for students of the FEU. To access thesystem, the user
must enter his/her student number and student password. Itsystem allows students to view online their
schedules. This system alsoconstantly updated upon enrollment for each semester.This page is
composed of the User Verification form that includes fieldsfor student no, student password, and student
password Recovery.

34
Figure 2.4.6. Far Eastern University

East Asia College Users LoginFigure 2.4.6 shows the login page of FEU-EAC. A system of the
Far Eastern University

East Asia College that views detailed information aboutthe University for Users. This system is exclusively
for students of the FEU-EAC. To access the system, the user must enter his/her student usernameand
password. It allows students to view information, registration and other school transactions. Students can
also view their personal information, currentclass schedule, academic grades, assessment, clearances,
and curriculum. Italso view list of regular and irregular students per day in pdf form.This page is
composed of the User Verification form that includes fieldsfor student no, student password, academic
calendar, and directory andcontacts us

37

2.5. DEFINITION OF TERMS2.5.1. Computer

an electronic device designed to manipulate dataso that useful information can be generated.

2.5.2. Computer-based system -

system which uses a computer for performing task with database for storing data and aprogramming
language for its platform.

2.5.3. Data -

raw facts.

2.5.4. Data Flow Diagram (DFD) -

show the flow of data from thesystem user in storing the information in the database.

2.5.5. Database -

a collection of informationthat is arranged so that itcan easily accessed and managed.

2.5.6. Entity Relationship Diagram (ERD) -

adata modelingtechnique that shows relationship between entities (one-to-onerelationship, one-to-many

relationship and many-to-manyrelationship).

2.5.7. Flow chart -

graphical representation of a system process.

2.5.8. Guidance Information-

displays the information about theGuidance Office mission, vision, officer hierarchy, services, andoffice
location.
2.5.9. Guidance Monitoring

supervised the students records such

as attendance, offenses, exit,

and students information.

2.5.10. Hard disk (HDD) -

the main data storage device in acomputer.

2.5.11. Hyper Text Markup Protocol (HTML) -

computer language designed to allow website creation.

38

2.5.12. Local Area Network (LAN)-

acomputer networkthatlinks computers in a limited area (home, school, and etc.).

2.5.13. Manual-based system -

system which does not use anycomputer devices, thus all data would be kept in paper.

2.5.14. Memory-

internalstorageareas in thecomputer whereinthe data of the system are stored.

2.5.15. MYSQL-

is an open source relational databasemanagement system.

2.5.16. Operating System (OS) -

the most importantprogramthatrunson acomputer.It performs basic tasks, keeping

trackof filesanddirectorieson thedisk,and controllingperipheraldevices.

2.5.17. Personal Computer (PC) -

acomputer designed for useby one person at a time.

2.5.18.

P H P H y p e r t e x t P r e p r o c e s s o r
(

PHP) -

anopen-source, server-sidescripting language.

2.5.19. Primary data -

data that has not been previouslypublished or the so-called first-hand data.

2.5.20. Processor -

a chip that processes the basicinstructionsthat drives a computer.

2.5.21. Prototype-

a model that represents a product suitably for designers to visualize and test the design.

2.5.22. Secondary data -

data that have been already collectedreadily available from other sources or the so-called second-hand
data.

39

2.5.23. Software-

different kinds of programs used and installedto operatecomputer s and related devices.

2.5.24. System -

organized assembly of resources and actionsunited to accomplish asetof specific functions.

2.5.25. Video Graphics Adapter (VGA)-

an integrated circuitcardin a computer or amonitor that provides digital-to-analogconversion so that data

can be sent to a computer'sdisplay.

2.5.26. Windows command prompt-

command line interpreter that allows the entering of commandsand then executes thosecommands to
theoperating system.

2.5.27. X (to be read as "cross", meaningcross-platform) Apache, MySQL, PHP and Perl (XAMPP)-

afree and opensourcecross-platformweb server solution stackpackage

.
42
3.2. Sample and Sampling Technique
The researchers randomly selected 50 respondents for thestudy and a formal interview to the guidance
counselor. Calderon ( 1993 )defined Sampling as measuring a part of population and making a
generalreport about the whole. Under the Descriptive Research Method, thetechniques used are the face-
to-face interview and the survey method.

Face-to-face interview is the most widely used in the research of any topic andbased on a direct meeting
between interviewer and interviewee while thesurvey is collecting measurable information to find the
condition of therespondents with an accurate interpretation. The researchers used the twomethods
because in those methods it can easily display their point of viewcomfortably.
Theyre
using the Guidance counselor as a respondent from theTUP-T Guidance Office in the first method, the
face-to-face interview and thestudents of TUP-T in the second method, the survey, in order to
gather relevant data; the descriptive method is then appropriate as this can allow theidentification of
interviewee answers. For this research, two types of datawere gathered. These included the primary and
secondary data types. Theprimary data were derived from the answers of the interviewee gave duringthe
interview process. The secondary data on the other hand, were obtainedfrom published documents and
literatures that were relevant to TUPT-GIMS. Additionally, the development of the system and the
design, theresearchers used PHP for their front-end, MYSQL for the back-end, and somepicture editing
application software like Paint, Adobe Photoshop, andMacromedia Fireworks, Flash and Dreamweaver.

43
3.3. Research Instrument and Technique
 The survey questionnaire was used to gather the data to drawconclusions. This instrument was validated
by the specialist and experts thatsuit the needs of the study. Likewise, it was item analyze to infer
thecomponents needed for the study, in the same manner to relate theobjectives. In addition, some tools
are interviews, observations, research andanalysis used in the study.
3.3.1. Research.
Research is the systematic search for related information ona specific topic or problem. The research
materials are drawn from internet,books, theses, articles and newspapers. It is for the purpose
of answeringquestions posed by the researcher. This technique includes the most of thepart of Chapter
2: The Review of Related Studies.
3.3.2. Observation.
This technique is used when the researcher cannotsecure valid data through the use of the two methods,
the face-to-faceinterview and the survey.
3.3.3. Interview.
An Interview is an act of questioning to receive a desiredanswer that is necessary in solving a specific
problem. This is where datagathering occurs by asking questions for much needed information from
theinterviewee verbally and directly.
3.3.4. Analysis.
Analysis is the process of summarizing the whole study intoits essential parts of the data gathered
according to the specific questionsunder the statement of the problem.

44
3.3.5. Questionnaire.
A sequence of questions used in gathering important
informations from one or more persons.
This will be distributed to thestudents and faculties of the TUP-T in order to satisfy the researcher
s goal
,which is to get and measure the opinions and polls of the respondents of thestudy. The questionnaire
used for data gathering is a self-made that consistsof 5 questions intended to the guidance counselor
while 10 questions wereequally distributed to the students and faculties

88
5.3 Recommendation
Based from the findings and conclusion formulated, the followingrecommendations are hereby
proposed:5.3.1. TUP-T Guidance Information and Monitoring System will beintroduced to
the Universitys management for ap
proval of system implementation;5.3.2. Conduct some orientations and training before its
actualdeployment and implementation;5.3.3. Enhance the system for better functionality; and,5.3.4.
Provides one (1) unit of computer for every department for
checking the students attendance.

89
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P a t e r o s :
An Evaluation. A Thesis.
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Buskist, William and Gerbing, David ( 1990
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