Allen James Gomez, Benzar Glen S.

Grepon,
Nelson G. Liwanen, Jr., Cyril Jane C. Ranido

Faculty Attendance Monitoring System:

An improved feature with Barcode Scanner

H igher education institutions (HEIs) seek ways to help students succeed

at school. One way to make them academically successful is to ensure
the regular attendance of the faculty at their classes.1 The importance
of the teachers’ attendance at class is undeniable. Their attendance
motivates students to attend their classes (Brewer, 2005), and students’
presence in the class signifies a transfer of knowledge from the teacher to
the students and vice versa.

The HEIs have their own way of monitoring the attendance of their
faculty. Some schools use logbooks while some use computer-based
systems such as biometrics, Radio Frequency Identification (RFID,)
and barcodes. Each of the attendance monitoring systems has its own
advantages and disadvantages. For one, the biometric system is basically
used for identification (Bigun, 2004) and verification (Jain, 2004). Such
system has three advantages in terms of accountability, efficiency, and
profit. However, the system’s verification function does not work all
the time with all types of biometrics (Taniola, 2014). Olatunbosun et
al. (2013) developed an RFID-based student attendance management
system. The system is time efficient and ensures accurate data entry.
Barcodes, on the other hand, are used to increase the speed and accuracy
of reading and entering data (gdom.net). Barcodes are used in events,
travel, movies, advertisements, and games (Kostanecki, 2014). Moreover,
they are often seen in various products sold in malls and supermarkets,
making cashiering and POS faster.

1 The research study and writing for this paper was divided as such: Allen James C. Gomez
conceptualized the study, the software development, and paper writing; Nelson G. Liwanen, Jr and
Benzar Glen S. Grepon gathered the review of related literature; Cyril Jane C. Ranido managed the
conduct of the study and edited the final paper.

PROGRESSIO Journal on Human Development 2015, vol. 9

©2017 by the Capitol University Press
 Progressio 2015 | 51

Many organizations are already embracing barcoding for their daily

transactions. In the academe, Capitol University uses barcodes in the
Identification Card of students and employees. Barcoded ID is used for
borrowing and returning books. Some schools are using the barcode
technology in monitoring the attendance of their students and faculty. In
Malaysia, N.L.B. Mahmod (n.d.) developed a student attendance online
system using a barcode reader. It was develo ped to help the lecturers
monitor the attendance of their students. In India, a barcode-based
student attendance system was also developed to improve the operational
efficiency and effectiveness of attendance checking (K.Lakshmi Sudha,
et al., 2015).

Capitol University uses the biometric system, particularly the

fingerprint scanner, in checking the attendance of its employees.
However, the system is limited to log-in and log-out. It does not monitor
the faculty’s attendance per subject schedule, which is done through
a room-to-room checking by a student assistant of each college. The
traditional system of monitoring the attendance of the faculty per
schedule consumes time and the signing of the logbook disrupts the
class.

This study aimed at designing and developing for Capitol

University a barcode-based faculty attendance system using the System
Development Life Cycle, specifically the Waterfall Model, as framework.
The development of the system was geared toward the improvement of
the school’s faculty attendance monitoring, making it efficient in terms
of time, recording, and coverage.

System Development
The system was designed and developed using a framework known
as System Development Life Cycle (SDLC), specifically the Waterfall
approach. SDLC is a widely used framework for system development in
many organizations, featuring several phases that mark the progress of the
systems analysis and design effort (Hoffer et al., 2002). This framework
allows system development to be more efficient by following processes to
achieve the goals.

Data Gathering
The first phase of the waterfall model is data gathering. The
researchers conducted an interview and a document review. Interviewed
about the faculty attendance monitoring and reporting of the college
52 | Research Notes

were the secretary and the dean of Computer Studies. Documents

reviewed were the following: Teacher’s Load Report (TLR), attendance
monitoring log, and summary of faculty attendance report.

Analysis and Design

Analysing the requirements is very important in designing the overall
functionalities of the system. The analysis involved the consolidation of
documents and identification of some interventions based on the data.
After the analysis of the data, the researchers designed a database. Each
of the developed software was incorporated into the database to ensure
inclusion of all the data from the documents. Next, the researchers
created a diagram design (Entity Relationship Diagram [ERD]and
Data Flow Diagram [DFD]) that covered all of the automated system
processes. The ERD and DFD show the step-by-step process of the
automated system from accepting raw data, processing the electronic
data, to producing information about the faculty’s time log.

Development
After the process was completed, the researchers developed the
program for time and attendance to process raw data and generate report
of the faculty’s logging (in and out). The software used for the program
development included Xampp and Visual Studio. Xampp software was
used to create a database design and store data while Visual Studio was
used to create and develop time and attendance application, from the
application design to the functionality of the modules in the application.

Testing and Implementation

System testing was the last phase that determined the accuracy of
the automated system. The system must accurately compare the faculty’s
registered class schedule to the attendance logs of the faculty by scanning
the barcodes using a barcode scanner. To properly test the automated
system, the researchers implemented it to its target environment. During
this phase, the researchers registered the TLR of the faculty of the
College of Computer Studies in the Time and Attendance System. The
registered faculty schedule was compared to the time and date when the
faculty logged in and out of the system. Barcodes were attached at the
back of the faculty’s ID card. The information embedded in the barcodes
was the faculty’s ID number. Before and after class, the faculty swiped
their ID through the barcode reader for class attendance. The automated
system then picked the equivalent ID number of the barcode of the
faculty ID and compared it to the registered faculty information. When
 Progressio 2015 | 53

the ID number matched with the ID number stored in the database, the
system processed the attendance monitoring, retrieving the registered
class schedule of the faculty and comparing it to the data (date and time)
picked from the barcode scanner. If the faculty were already late from the
class when the ID was swiped, the system would calculate the incurred
number of minutes of tardiness.

Evaluation
The evaluation of the automated system was the final phase of the
study. This phase requires validation of the systems output based on the
specifications and expected outcome, which is the correctness of data
generated by the system. To evaluate the correctness of the data, the
researchers captured the time stamp (system login of the faculty) and
compared it with the record of time generated by the system. Furthermore,
the total count of time for tardiness generated by the system was also
verified.

System Output
Figure 1 displays the output generated by the system on the registered
class schedule of the faculty based on their respective Teacher’s Load
Report for first semester 2017-2018. The information displayed on the
screen is used by the system to compare the actual date and time of Log-
in and Log-out of the faculty and served as basis for the processing and
generation of reports on the tardiness of the faculty as shown in Figure 2
and the Attendance of the faculty as shown in Figure 3. This module can
display the class schedule either of one faculty or of all faculty at once.

Fig. 1. Faculty Registered Schedules

Figure 2 is the screenshot of the actual report generated by the system

on the actual log-in and log-out of the faculty. This module displays the
total time of tardiness incurred by a faculty. The user must enter first the
54 | Research Notes

ID number of a faculty for the system to display the attendance record

of that faculty. The overall time of tardiness is found at the bottom right
portion of the window box and has a font colour of red.

Fig. 2. Faculty’s Total Time of Tardiness

Figure 3 is the screenshot of the actual attendance report generated

by the system. This module provides a full detail of faculty attendance
log report. This report specifies the faculty’s time logs (in and out) on
a particular date. The module also identifies the status of a faculty –
present or absent.

Fig. 3. Faculty Attendance Report

 Progressio 2015 | 55

Conclusion and Recommendations

After a couple of months of implementing and testing the system,
the researchers conclude that the Faculty Attendance Monitoring
System using the Barcode Scanner is very helpful in monitoring the
faculty’s attendance per subject schedule. The adoption of such system
will increase the work productivity of the secretary of the College dean
considering that most of the secretary’s work is spent on monitoring
the faculty attendance. Furthermore, the system compels the faculty to
attend their respective classes on time and regularly as expected of them.
Also, the system provides the administration with accurate reports on
faculty attendance. To maximize the use of the system, the university
may consider the following recommendations: 1) add to the system an
application that captures actual classroom image based on the room
planner, 2) install the system in every floor of the academic building, and
3) update the system by providing mechanisms that verify the status of
faculty in cases of failure to login due to approved leave of absence.

References

Kostanecki, Matthew . 2014. Interesting Uses of Barcodes. Retrieved July

05, 2017 from https://www.inflowinventory.com/blog/interesting-
uses-barcodes/

Mahmod, N. No date. Student Attendance Online System Using

Barcode Reader. Retrieved August 1, 2017 from http://umpir.ump.
edu.my/3696/1/NURUL_LIYANA_BINTI_MAHMOD.PDF

Sudha, K., Shinde, S., Thomas, T., and Abdugani, A. 2016. Retrieved June
6, 2017 Http://ljournal.ru/wp-content/uploads/2016/08/d-2016-154.
pdf. Barcode based Student Attendance System, 119(2), 2015th ser.
doi:10.18411/d-2016-154

Brewer, E. 2005. “Professor’s Role in Motivating Students to Attend Class

.” Journal of Industrial Teacher Education. Retrieved July 6, 2017,
from http://scholar.lib.vt.edu/ejournals/JITE/v42n3/pdf/brewer.pdf

J. Ortega-Garcia, J. Bigun, D. Reynolds and J.Gonzalez Rodriguez. 2004.

“Authentication gets personal with biometrics”Signal Processing
Magazine 21(2):50-62.
56 | Research Notes

Anil K. Jain, Arun Ross and Salil Prabhakar. 2004. ”An introduction to
biometric recognition.” IEEE Transactions on Circuits and Systems
for Video Technology 14(1):4 – 20.

Taniola, J. 2014. Biometric Attendance System: Advantages

and disadvantages. Retrieved June 05, 2017 from https://
physicalsciencesiv.wordpress.com/2014/09/23/biometric-
attendance-system-advantages-and-disadvantages/

Arulogun, O., Olatunbosun, A., Fakolujo, O., and Olaniyi, O. 2013.

“RFID-Based Students Attendance Management System.”
International Journal of Scientific & Engineering Research, 4(2):1-
9 Retrieved June 6, 2017 from https://www.ijser.org/researchpaper/
rfid-based-students-attendance-management-system.pdf.
 Progressio 2015 | 57

About the Contributors

Cyril Jane C. Ranido is Associate Professor 2 and the current Dean of
the College of Computer Studies, Capitol University, Cagayan de
Oor City.
[email protected]

Allen James C. Gomez is Teacher 1 at Capitol Univesity Senior High

School Department, Cagayan de Oro City.
[email protected]

Benzar Glen S. Grepon is Assistant Professor 2 at the College of

Computer Studies, Capitol Univesity, Cagayan de Oro City.
[email protected]

Nelson G. Liwanen, Jr. is Instructor 2 at the College of Computer

Studies, Capitol University, Cagayan de Oro City.
[email protected]

Heidi Grace P Mendoza is Associate Professor at the College of Business

Administration of Capitol University. She finished a doctoral degree
in management at Xavier University-Ateneo de Cagayan. Mendoza
is the current coordinator of the business administration practicum
of the College of Business Administration.

Lyndon S. Meyor is a senior high school student of Capitol University.

He did the study for the article with his high school teacher Aris
Rusiana at Capitol University Basic Education Department where
he finished First Honors in his Grade 10.

Herlie B. Ontoy is a professor at the College of Nursing, Capitol

University. She is also the college’s extension officer. She finished
her doctoral studies in Management at Capitol University Gradute
School.

Janet C. Parpa is Professor and Assistant Dean of the College of

Education, Capitol Unviersity.

Aris A. Rusiana is a senior high school teacher of the Department of

Education. Previously a high school teacher of physics at the Capitol
University Basic Education Department.
58 | Editorial Guidelines

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