SOUTH EAST ASIAN INSTITUTE OF TECHNOLOGY

COLLEGE OF INFORMATION AND COMMUNICATION TECHNOLOGY

National Highway, Crossing Rubber, Tupi, 9505
South Cotabato, Philippines

SEAIT INNOVATIVE DORMITORY ATTENDANCE SYSTEM USING QR CODE

WITH SMS NOTIFICATION
_______________________________________________________________

A Project Study
Presented to
The Faculty of
South East Asian Institute of Technology

________________________________________________________________

In Partial Fulfillment
Of the Requirement for the subject
IT 228: System Analysis and Design

_______________________________________________________________

By:

JESSA WEN GIPULAO

DILNA NASROLAH
ROMAR T. ANZURES
HERNAN E. TRILLANO JR.
IAN JERSON CAGA
IAN SILVER DUSARAN
 SOUTH EAST ASIAN INSTITUTE OF TECHNOLOGY
COLLEGE OF INFORMATION AND COMMUNICATION TECHNOLOGY
National Highway, Crossing Rubber, Tupi, 9505
South Cotabato, Philippines

ACKNOWLEDGEMENT

Presentation inspiration and motivation have always played a key role in

the success of any venture.We express my sincere thanks to Ms. Queenie Mae

Agramon.

We pay our deep sense of gratitude to encourage us to the highest peak

and provide us the opportunity to prepare the project. We immensely obliged our

friends for their elevating inspiration, encouraging guidance and kind supervision

in the completion of my project.

We feel to acknowledge my indebtedness and deep sense of gratitude to

our guide Ms. Carol Kate Estacio whose valuable guidance and kind supervision

throughout the present work at its show.

Last, but not the least, our parents are also an important aspiration for us.

So we due regards, we express our gratitude to them.

 SOUTH EAST ASIAN INSTITUTE OF TECHNOLOGY
COLLEGE OF INFORMATION AND COMMUNICATION TECHNOLOGY
National Highway, Crossing Rubber, Tupi, 9505
South Cotabato, Philippines

DEDICATION

We dedicated this dissertation to our friends who has offered unwavering

support and encouragement during the past 3 months of our documentation

journey. They were there to cheer us when we was discourage.

We had promise to make our family proud by achievements of these goal

and I hope that we have fulfilled that promise. We wish that we had a celebration

in the success of our project of System Analysis and Design project.

 SOUTH EAST ASIAN INSTITUTE OF TECHNOLOGY
COLLEGE OF INFORMATION AND COMMUNICATION TECHNOLOGY
National Highway, Crossing Rubber, Tupi, 9505
South Cotabato, Philippines

TABLE OF CONTENT
 SOUTH EAST ASIAN INSTITUTE OF TECHNOLOGY
COLLEGE OF INFORMATION AND COMMUNICATION TECHNOLOGY
National Highway, Crossing Rubber, Tupi, 9505
South Cotabato, Philippines

LIST OF TABLES
 SOUTH EAST ASIAN INSTITUTE OF TECHNOLOGY
COLLEGE OF INFORMATION AND COMMUNICATION TECHNOLOGY
National Highway, Crossing Rubber, Tupi, 9505
South Cotabato, Philippines

LIST OF FIGURES

PROJECT PROPOSAL

Name of Proponents JESSA WEN GIPULAO

DILNA NASROLAH

ROMAR T. ANZURES

HERNAN E. TRILLANO JR.

IAN JERSON CAGA

SILVER IAN DUSARAN

1.0 Proposed Case Study Title

South East Asian Institute of Technology Innovative Dormitory

Attendance Monitoring System using QR Code with SMS

Notification.

2.0 Area of Investigation

Barangay Crossing Rubber, Tupi, South Cotabato

3.0 Cited Problems

Due to the long process of checking attendance, security officers should check

the attendance double or advance to make done on time.

3.1 Due to the student’s information are amply, the personnel in-charge

is having a hard time searching for student’s information.

3.2 Because the dormitory doesn`t have records of student’s it is hard

for them to monitor those who are active or not

 SOUTH EAST ASIAN INSTITUTE OF TECHNOLOGY
COLLEGE OF INFORMATION AND COMMUNICATION TECHNOLOGY
National Highway, Crossing Rubber, Tupi, 9505
South Cotabato, Philippines

3.3 Because of the vast and voluptuous population of students, security

officers no longer monitor when the students left the dormitory.

3.4 Parents is not be able to notify when their son/daughter leaves the

dormitory without valid reason.

4.0 Function of the Proposed System

South East Asian Institute of Technology Dormitory Attendance Monitoring

System with SMS Notification is a software design to monitor and manage the
students attendance if they are in the rooms, this system makes students
more responsible of the rules that been given.

5.0 Features of the Proposed System

5.1.1 To be able to develop a system that will lessen the

difficulties of searching student’s information by applying the

search features.

5.1.2 To be able to develop a system that will aware the security

officer if the students are active or inactive by applying the

active and inactive features.

5.1.3 To be able to develop a system that will lessen the long

process of checking attendance of the students by using the

attendance features which personnel or security officers just

encode the room number.

 SOUTH EAST ASIAN INSTITUTE OF TECHNOLOGY
COLLEGE OF INFORMATION AND COMMUNICATION TECHNOLOGY
National Highway, Crossing Rubber, Tupi, 9505
South Cotabato, Philippines

5.1.4 To be able to develop a system that will make the security

officer notify when the students leaves the dormitory by

using time-in and time-out features that leads security

officers monitors student’s name when they leave the

dormitory.

5.1.5 To be able to develop a system that will make the parents

notify if the son/daughter leave the dormitory by using SMS

notification features.

5.2 Programming Language

5.2.1 Front End: JAVA

5.2.2 Back End: MySQL

6.0 Reason for the choice

To provide a convenient and capable way to use South East

Asian Institute of Technology Dormitory Attendance monitoring with
SMS Notification.

7.0 TARGET USERS/BENEFECIARIES

 Students- to make them responsible on the rooms that given.
 Security officer- to monitor the students faster and easier.
 Dormitory owner- to be updated and to secure the student’s
information
 Parents- for them to be updated on their children’s condition in the
dormitory.
 SOUTH EAST ASIAN INSTITUTE OF TECHNOLOGY
COLLEGE OF INFORMATION AND COMMUNICATION TECHNOLOGY
National Highway, Crossing Rubber, Tupi, 9505
South Cotabato, Philippines

INTERVIEW FORM

The following are sample questions that may or may not be applicable in

your project. There must be a minimum of 10 questions that may lead to

elaboration of the current process of the company.

1. How do you record the student’s attendance?

2. What do you think is the best solution to prevent when it comes on leaving of

the student without permissions?

3. What is your current process in conducting student’s attendance?

4. What are the difficulties that you’ve encountered during recording student

attendances?

5. How time often you conduct attendance monitoring?

 SOUTH EAST ASIAN INSTITUTE OF TECHNOLOGY
COLLEGE OF INFORMATION AND COMMUNICATION TECHNOLOGY
National Highway, Crossing Rubber, Tupi, 9505
South Cotabato, Philippines

6. What do you think is the best way when conducting attendance monitoring?

7. What are the in evaluating students?

8. What is your attendance monitoring strategy?

9. What do you find most frustrating about attendance monitoring

10. What are the functions that you want to include in the proposed system?

__________________________

Signature over Printed Name

__________________________

Position
 SOUTH EAST ASIAN INSTITUTE OF TECHNOLOGY
COLLEGE OF INFORMATION AND COMMUNICATION TECHNOLOGY
National Highway, Crossing Rubber, Tupi, 9505
South Cotabato, Philippines

SURVEY FORM

Date:_________________

Please encircle your answer.

1. Does security officers of the dormitory monitors the student’s attendance

well?

YES NO

2. Does SEAIT Dormitory use an automated system to monitor student’s

attendance?

YES NO

3. Does security officer notify the parents about their child’s behavior?

YES NO

4. Does the officer determine the border and non-border?

YES NO

5. Does the dormitory have curfew hours?

YES NO

6. Does the dormitory strict in terms of checking attendance?

YES NO
 SOUTH EAST ASIAN INSTITUTE OF TECHNOLOGY
COLLEGE OF INFORMATION AND COMMUNICATION TECHNOLOGY
National Highway, Crossing Rubber, Tupi, 9505
South Cotabato, Philippines

7. Does the security records the absences of the students?

YES NO

8. Does the security officers suffering hard time in conducting attendance?

YES NO

9. Do the students like the manual process of conducting attendance?

YES NO

10. Does students information are safe and secured?

YES NO
 SOUTH EAST ASIAN INSTITUTE OF TECHNOLOGY
COLLEGE OF INFORMATION AND COMMUNICATION TECHNOLOGY
National Highway, Crossing Rubber, Tupi, 9505
South Cotabato, Philippines

MARCH 2019

APPROVAL SHEET

FINAL DEFENSE

The capstone project entitled South East Asian Institute of Technology

Inc. Dormitory Attendance Monitoring System with SMS Notification was

prepared and submitted by Jessa Wen Gipulao, Nasrolah Dilna, Mechelle

Lallab, Erik Japhet Palencia and Christian Dave Racaza, in partial fulfillment

of the requirements for the IT-228: System Analysis and Design has approved

and is recommended for acceptance and approval of Oral Examination.

Carol Kate M. Estacio

Adviser
 SOUTH EAST ASIAN INSTITUTE OF TECHNOLOGY
COLLEGE OF INFORMATION AND COMMUNICATION TECHNOLOGY
National Highway, Crossing Rubber, Tupi, 9505
South Cotabato, Philippines

Chapter I

INTRODUCTION

Background of the Study

South East Asian Institute of Technology Dormitory was established at the

year 2013 on the month of the march and located in Crossing Rubber, Tupi,

South Cotabato which led by madam Mila Tamayo, the South East Asian

Institute of Technology Dormitory owner. The dormitory consists of 80 rooms

which were 40 for girls and 40 for boys also, and each room has composed of 10

students, so a total of 800 students each year. From the day it was established

until the present they are still using manual processes which are prone to human

errors and unreliable data of boarders.

Our school Dormitory security officers have encountered multifarious

problems such as manual monitoring of student attendance which is greatly

affected by the inconvenience. Despite of all problems, our security officers is

well coordinated, hardworking and courageous to surpass these problems. So,

we came out of this system that would be reliable on them, this system has

various features that may help them accompanied with their works, it helps them

to monitor students easily and also to update the action of the student to their
 SOUTH EAST ASIAN INSTITUTE OF TECHNOLOGY
COLLEGE OF INFORMATION AND COMMUNICATION TECHNOLOGY
National Highway, Crossing Rubber, Tupi, 9505
South Cotabato, Philippines

parents. So we engage this system that would further improved the deleting

monitoring of attendance of the school dormitory.

Nowadays, the students’ population is rapidly increasing and this is a big

problem for the dormitory owner to have a manual transaction and operation.

This problems are inconvenience process of monitoring the attendance of the

students, they have to monitor double for advance to make monitoring of

attendance on time, they have to locate the students files to know the phone

number of each student’s parents that attempts to go out the school without valid

reason, so these reason help us to engage to make the system to be able to help

the depleting dormitory.

 SOUTH EAST ASIAN INSTITUTE OF TECHNOLOGY
COLLEGE OF INFORMATION AND COMMUNICATION TECHNOLOGY
National Highway, Crossing Rubber, Tupi, 9505
South Cotabato, Philippines

Statement of the Problem

Many of dormitory system are operated manually by a group of people. In

such situation many personnel involved in the process of managing the dormitory

and also cause various problems.

 Due to the long process of checking attendance, security officers should

check the attendance double or advance to make done on time.

 Due to the student’s information are amply, personnel’s undergoes hard

time when searching student’s information.

 Because of the dormitory does not have record for the student’s who’s

active or not, officers will not be aware if the students are active or not.

 Due to the students population are various, security officers no longer

monitors when the students left the dormitory.

 Because of the deficiency, parents will not be able to notify when their

son/daughter leaves the dormitory without valid reason.

General Objectives

The researcher aims to study and develop a system for South East Asian

Institute of Technology Inc. called Innovative Dormitory attendance using QR

 SOUTH EAST ASIAN INSTITUTE OF TECHNOLOGY
COLLEGE OF INFORMATION AND COMMUNICATION TECHNOLOGY
National Highway, Crossing Rubber, Tupi, 9505
South Cotabato, Philippines

Code with SMS Notification on South East Asian Institute of Technology Inc.

Dormitory, Crossing Rubber, Tupi South Cotabato.

Specific Objectives

 To be able to develop a system that will lessen the difficulties of searching

student’s information by applying the search features.

 To be able to develop a system that will aware the security officer if the

students are active or inactive by applying the active and inactive features.

 To be able to develop a system that will lessen the long process of

checking attendance of the students by using the attendance features

which personnel or security officers just encode the room number.

 To be able to develop a system that will make the security officer notify

when the students leaves the dormitory by using time-in and time-out

features that leads security officers monitors student’s name when they

leave the dormitory.

 To be able to develop a system that will make the parents notify if the

son/daughter leave the dormitory by using SMS notification features.

Scope and Limitation of the Study

Scope of the Study

South East Asian Institute of Technology Inc. Innovative Dormitory

attendance using QR Code with SMS Notification is a system which

 SOUTH EAST ASIAN INSTITUTE OF TECHNOLOGY
COLLEGE OF INFORMATION AND COMMUNICATION TECHNOLOGY
National Highway, Crossing Rubber, Tupi, 9505
South Cotabato, Philippines

thesecurity officers can able login to the system and access the retail data

base and feature in adding students information, update features in

updating student’s information, delete in deleting student’s information,

SMS notification feature in sending messages to their parents, attendance

feature in monitoring attendance of students. The output of this system is

the daily attendance record of the student in jpeg form. This system

cannot access by other personnel unless they have permission to access

on it.

Limitation of the Study

South East Asian Institute of Technology Inc. Innovative Dormitory

attendance using QR Code with SMS Notification, cannot cater online

transaction due to the reason of system is the desktop base only and

these system can only monitor the students attendance of South East

Asian Institute of Technology Inc., that boards on the dormitory, and these

system only manipulate by the assigned security officers and the owner of

the dormitory, also these system can only send SMS to the parents of the

students who lives the dormitory.

It can’t able to access through Smart phone because the system is

desktop base only.

 SOUTH EAST ASIAN INSTITUTE OF TECHNOLOGY
COLLEGE OF INFORMATION AND COMMUNICATION TECHNOLOGY
National Highway, Crossing Rubber, Tupi, 9505
South Cotabato, Philippines

Significance of the Study

Owner

The owner can automatically scan and locate the students’

data using the search features.

Parents

The parents will be notified if their son/daughter unlikely behaviors.

Security officers

The security officers can benefit by using the system through

monitoring attendance easily by applying search features.

Researchers

The researchers could benefit with this system because they

can get more knowledge, experience nor income not only to

develop programming capabilities but also situational problems.

Future Researchers

They have guides when they are gathering information and

also this study enhance the knowledge of users in the

advancement of technology.

Students/Boarders
 SOUTH EAST ASIAN INSTITUTE OF TECHNOLOGY
COLLEGE OF INFORMATION AND COMMUNICATION TECHNOLOGY
National Highway, Crossing Rubber, Tupi, 9505
South Cotabato, Philippines

The students/boarders could benefit by monitoring of

attendance to make them responsible on the rules that been given.

Conceptual Framework

INPUT PROCESS OUTPUT

 Monitoring  Sort student data by  Generate daily

attendance by date. date. attendance record.

 Searching for  The system has  Officers locate the

student’s searching features. student’s
information. information easily
using the system.

 Officers are not  The system has QR  Officers will be

aware of the scanner features. aware if the
student if they are students are active
active or not. or not.

 Unmonitored  Sort student in or  Easily monitor

students when they out by time. students in or out.
leave.

 Notify Parents of  Automatic sending  Parents will be

their children’s of SMS to student’s notified.
unlikely behaviors. parents when they
are not yet inside of
their respective
rooms in three
; consecutive times.

Figure 1.1: The flow of the study of South East Asian Institute of Technology
Innovative Dormitory attendance using QR Code with SMS Notification.
 SOUTH EAST ASIAN INSTITUTE OF TECHNOLOGY
COLLEGE OF INFORMATION AND COMMUNICATION TECHNOLOGY
National Highway, Crossing Rubber, Tupi, 9505
South Cotabato, Philippines

CHAPTER II

RELATED LITERATURE AND STUDIES

This chapter presents several literature and studies that provide

information and data that is related to the present study and provide guidance to

the researcher for better understanding.

FOREIGN LITERATURE

Title: RFID student attendance monitoring system

Author:Rodrigo

Year Published: 2016

Source:

RFID student attendance monitoring system is a system that will take

students attendance by using RFID technology. This system mainly comprises of

Nokia 6212 NFC mobile which is used as RFID reader, RFID tags which are

embedded to the students ID cards and Server machine which is likely computer.

This system records student’s attendance to an attendance database server.

“With the help of an attendance system, institutions and other

organizations can save time and money. When we talk about an attendance

management system it is not specifically only for schools or companies. It can be

used everywhere where people in large number work. Apart from saving time this
 SOUTH EAST ASIAN INSTITUTE OF TECHNOLOGY
COLLEGE OF INFORMATION AND COMMUNICATION TECHNOLOGY
National Highway, Crossing Rubber, Tupi, 9505
South Cotabato, Philippines

system also helps in saving money of the organization which was otherwise lost

in monitoring, tracing and updating information.

Cost spent on buying supplies like ink, paper, files, sheets, pens, punching

machines, and many more all can be saved with the use of automated systems.

This system benefits teachers, management staffs in schools and colleges and

managers in companies to easily view all the collected data within a single click.

This stored data is stored in a database and hence is safely stored for years

together. The same data is stored in documents are sure to get misplaced soon

in the near future. To avoid all such problems all the organizations are using this

system for a peaceful maintenance.

LOCAL LITERATURE
 SOUTH EAST ASIAN INSTITUTE OF TECHNOLOGY
COLLEGE OF INFORMATION AND COMMUNICATION TECHNOLOGY
National Highway, Crossing Rubber, Tupi, 9505
South Cotabato, Philippines

Title:Fingerprint Biometric Attendance System

Author: Angela Faye

Year Published: 2014

Source: http://www.studymode.com/essays/Fingerprint-Biometric-Attendance-
System-935575.html?topic

The increasing complexity of administrative operations in Colegio de St.

Monique in Binangonan Rizal, the effect of the growing population of students,

faculty and administration and the physical expansion of the institution. The

increase in complexity means additional manpower and workloads and more

complicated data processing system. To meet the growing needs of education,

the institution, as a result formulated new innovations, techniques, methods and

modernized equipment to aid the complexity of operations. New facilities such as

the computer were developed, not only for the instructions, but also for research

and academic applications.

Technologies such as the Fingerprint Biometrics ID System make

identification and attendance an easy task. The burden will be lessen for the IT

and Human Resource personnel. What usually is a long process of logging in

and out and identification is eliminated. Further, a Computerized Payroll System

will help a lot in processing salaries and other financial matters for the

employees. It will help reduce if not totally get rid of errors encountered when

handling the payroll manually. Recording and monitoring the movement of

faculties as they arrive at work, have breaks and leave for the day were
 SOUTH EAST ASIAN INSTITUTE OF TECHNOLOGY
COLLEGE OF INFORMATION AND COMMUNICATION TECHNOLOGY
National Highway, Crossing Rubber, Tupi, 9505
South Cotabato, Philippines

traditionally performed by writing logs. Replacing the manual process with

computerized attendance system with the application of biometrics technology

prevents any abuses of the system and can be incorporated with time

management software to produce management accounting and personnel

reports. Generally speaking, any situation that allows an interaction between

human and machine is capable of incorporating biometrics. Such situations may

fall into a range of application areas. Biometrics is currently being used in areas

such as computer desktops, networks, and monitoring the time and attendance

of staff. 

FOREIGN STUDY
 SOUTH EAST ASIAN INSTITUTE OF TECHNOLOGY
COLLEGE OF INFORMATION AND COMMUNICATION TECHNOLOGY
National Highway, Crossing Rubber, Tupi, 9505
South Cotabato, Philippines

Title: Attendance and Information System using RFID

Author: Nabeel Salih Ali

Year Published: 2018

Source:www.academia.edu/13793760/
Chapter_2_Related_Literature_and_Studies_2.1_Foreign_Literature_2.1.1_Reco
rds_Management

Information Technology (IT) has played a significant role in developing

several aspects in academic sectors and domains such as student monitoring

and management systems. Therefore, it is a critical subject to tracking and

manages student’s attendance in school, college, and university environment.

Since it can be helped to urge students to attend on time, amend the efficiency of

the learning, increase learning grade, and finally boosting and improving the

education level. Calling student’s name or taking student’s signature are two

traditional methods for tracking the attendance of the students in the classroom

and they were more time-consuming. Nevertheless, the academic performance

influenced by student’s presentation. So, there is a need to manage the student

attendance records automatically by using information technology management

system in a faculty to assist the maintaining attendance. Hence, the attendance

systems can be useful to reduce administrative complexity and cost rather than

increase the efficiency of the education. In the digital era, technologies have

been developed and emerged recently, and that could change the future of

sciences to affect people everyday life such as Wireless Sensor Networks

(WSNs). Biometrics techniques are used to verify identification through their

 SOUTH EAST ASIAN INSTITUTE OF TECHNOLOGY
COLLEGE OF INFORMATION AND COMMUNICATION TECHNOLOGY
National Highway, Crossing Rubber, Tupi, 9505
South Cotabato, Philippines

characteristics like face recognition, signatures, fingerprint, voice recognition,

irises, barcode, Bluetooth, Near-Field Communication (NFC), and RFID and so

on. Identification, tracking, and counting are different applications for these

technologies based attendance systems. RFID is an automation technology used

to identifying and positioning an object. Healthcare industry, financial institutions,

cars, books, mobile phones, computer equipment, are several applications that

they used RFID technology to positioning and managing people, assets, and

inventory.

Several traditional methods for student's attendance management

imposed time consumption, increasing workforce requirements, and duplication

of the efforts respectively. On the other hands, these mechanisms were boosted

and improved the education level and amended the efficiency of the learning in

the academic sector such as college or university. In this article, a student

attendance management and information service system is proposing. The

system prevents to manage student’s records and provides the capabilities of

tracking student attendance.

LOCAL STUDY

Title:Lyceum of the Philippines University – Laguna Student Electronic

Attendance and Logging System (Lpu-Laguna Seals)

Author: Isaac M. Morallo

 SOUTH EAST ASIAN INSTITUTE OF TECHNOLOGY
COLLEGE OF INFORMATION AND COMMUNICATION TECHNOLOGY
National Highway, Crossing Rubber, Tupi, 9505
South Cotabato, Philippines

Year Published: 2015

Source:http://lpulaguna.edu.ph/wp-content/uploads/2016/08/Lpu-L-Student-

Electronic-Attendance-And-Logging-System-Lpu-Laguna-Seals.pdf

This study was developed to create an electronic attendance and logging

system using Radio Frequency Identification (RFID) and Short Messaging

Service (SMS) with a Web-based management system portal that allows user to

access real time data to ensure campus security and smart information

management. The students will use RFID card system to check in and out of the

main entrance, to both track attendance and log time and prevent unauthorized

entrance therefore utilize the RFID technology. The LPU-LAGUNA SEALS

system developed in this study has six main functions: to use the student RFID

chip in the ID’s as gate pass, to send daily SMS to parents about the student

entry and exit time record, to efficiently manage and monitor student attendance

and logs thru intranet and internet, to integrate Web-based system portal to

access real time logs and attendance, to provide printed reports and electronic

files of attendance and logs, and (6) and implement the system in Lyceum of the

Philippines – Laguna. This program was designed and developed using various

programming languages and technologies such as Visual Basic 2010 (VB .NET),

Hypertext Mark-up Language 5 (HTML5), Cascading Style Sheet 3 (CSS3),

Hypertext Pre-processor (PHP) scripting language, JQuery, MySQL database

engine, RFID and GSM (Global System for Mobile) module. This system is
 SOUTH EAST ASIAN INSTITUTE OF TECHNOLOGY
COLLEGE OF INFORMATION AND COMMUNICATION TECHNOLOGY
National Highway, Crossing Rubber, Tupi, 9505
South Cotabato, Philippines

implemented at the main gate of LPU-Laguna using client-server technology

which comprises the reader, the tag, the GSM module, a client PC and a

database server. The researcher applied Rapid Application Development (RAD)

method as the system framework model that focuses on the system development

utilizing prototypes thereby flexibly adjusting requirements as the need arises.

The system was successfully implemented by utilizing the use of both RFID and

SMS technology in the process which resulted in an efficient monitoring and

managing of attendance and logs of the students that provides campus security

and efficient information management.

 SOUTH EAST ASIAN INSTITUTE OF TECHNOLOGY
COLLEGE OF INFORMATION AND COMMUNICATION TECHNOLOGY
National Highway, Crossing Rubber, Tupi, 9505
South Cotabato, Philippines

Definition of Terms

 Absent - not present in a place, at an occasion, or as part of something.

 Activity - the condition in which things are happening or being done, A

thing that a person or group does or has done.

 Attendance – the action or state of going regularly to or being present at a

place or event.

 Manual Processing – it is done or operated only by a hand or hands.

 Monitoring - is the regular observation and recording of activities taking

place in a project or program.

 Penalty - a punishment imposed for breaking a law, rule, or contract.

 System - is a collection of components that works together to perform a

specific task.
 SOUTH EAST ASIAN INSTITUTE OF TECHNOLOGY
COLLEGE OF INFORMATION AND COMMUNICATION TECHNOLOGY
National Highway, Crossing Rubber, Tupi, 9505
South Cotabato, Philippines

CHAPTER III

METHODOLOGY OF THE STUDY

Software Methodology

WATER FALL SOFTWARE METHODOLOGY

Waterfall Methodology Cycle was selected as the preliminary methodology

for the improvement of the attendance monitoring System as its stages suit the

requirement on its development. The advantage of the methodology is formed of

well detailed step, helps to ensure quality, reliability and maintainability solution.

Requirement Gathering
Analysis

System Design

Implementation

Testing

deployment

maintenance
Figure 3.2: Waterfall Life Cycle Diagram for South East Asian Institute of
Technology Innovative Dormitory attendance using QR Code with SMS
Notification.
 SOUTH EAST ASIAN INSTITUTE OF TECHNOLOGY
COLLEGE OF INFORMATION AND COMMUNICATION TECHNOLOGY
National Highway, Crossing Rubber, Tupi, 9505
South Cotabato, Philippines

System Development Phases

Requirement Gathering Analysis

The first step needs the gathering of data. This is the stage were the

solution will be identified to what is needed to be done to the system. The

researchers will gather information of the problem of the security officers that

they encountered on monitoring the student’s attendance, after interviewing the

officer, we study the nature of business that needed by the system in other

information those researchers think will help and developing the system. If this

will be done inaccurately, there is little chance is the solution to the problem will

be formulated

System Design

This phase we discusses all the activities involved in conceptualizing,

framing, implementing and modifying system. This will serve as our “Blue Print”

for us to implement their system.

Implementation

This is the phase where the SEAIT Innovative Dormitory attendance using

QR Code with SMS Notification System is fully implemented. Only 1 computer

was used during the implementation which is connected through LAN (Local

Area Network).Coding takes place in this phase. Our group takes information

from the previous stage and creates a functional product. We typically implement
 SOUTH EAST ASIAN INSTITUTE OF TECHNOLOGY
COLLEGE OF INFORMATION AND COMMUNICATION TECHNOLOGY
National Highway, Crossing Rubber, Tupi, 9505
South Cotabato, Philippines

code in small pieces, which are integrated at the end of this implementation or

the beginning of the testing.

Testing

After finished coding, the researchers then tested the system. Each

function were carefully checked from the login page, registering student, adding

student, adding user, updating admin scanning QR, logging in and out, and

lastly saving records of students attendance. We made the whole design and its

construction is put under a test to check its functionality. If there are any errors

then we will surface at this point of the process.

Deployment

In this phase, the coding was complete nor the system do is complete,

and our team submits the deliverables to be deployed and released.

Maintenance

This is the phase where the researchers setup the database base on the

initial design we created and constructed the user interface for the system using

Netbeans 8.2. After designing the user interfaces, they then coded the features

that were needed in order for the system to fully run.This is the where recording

is done to the system if there are bugs reveal after implementation.

 SOUTH EAST ASIAN INSTITUTE OF TECHNOLOGY
COLLEGE OF INFORMATION AND COMMUNICATION TECHNOLOGY
National Highway, Crossing Rubber, Tupi, 9505
South Cotabato, Philippines

Research Design

South East Asian Institute of Technology Dormitory Attendance Monitoring

System with SMS notification

Long process of checking

attendance

SEAIT Dormitory
Crossing Rubber Tupi
Undergo hard time when South Cotabato
searching student’s
information.

Respondents:
Officers will not be aware
if the students are active  Students
or not.  Security Officers
 Owner

Population are various,

security officers no longer
monitors when the Instrument:
students left the dormitory.  Paper Questionnaires

Parents will not be able to

notify when their son or
daughter leaves the
dormitory without valid
reason

This system monitors the student’s attendance daily in the dormitory

Figure 3.2: The design of the study of the South East Asian Institute of
Technology Innovative Dormitory attendance using QR Code with SMS
Notification
.

Respondents of the study

 SOUTH EAST ASIAN INSTITUTE OF TECHNOLOGY
COLLEGE OF INFORMATION AND COMMUNICATION TECHNOLOGY
National Highway, Crossing Rubber, Tupi, 9505
South Cotabato, Philippines

The respondents of the study are the dormitory students of South East

Asian Institute of Technology. They are ones who are the knowledgeable enough

to answer the problem posed in the present study. They answered the

questionnaire that the researchers gave them which supplies the information of

the researchers need.

Research Method and Instrumentation

A questionnaire was used in gathering data. It consists of items that

determined the problem of conducting attendance of the students in the

dormitory.

Data Gathering Result

The researcher personally administered the research instruments to the

respondents. They conferred and discussed the significance of the study and

accomplished the distribution of the instruments properly.

The respondents were given 10 minutes to accomplish the forms to

prevent them from giving rushed responses. After the questionnaires have been

accomplished, the results were tallied and tabulated. These data became the

bases of analysis and interpretation.

1. Does security officers of the dormitory monitors the student’s attendance

well?
 SOUTH EAST ASIAN INSTITUTE OF TECHNOLOGY
COLLEGE OF INFORMATION AND COMMUNICATION TECHNOLOGY
National Highway, Crossing Rubber, Tupi, 9505
South Cotabato, Philippines

Choices Number of Respondents Percentage

YES

NO

2. Does SEAIT Dormitory use an automated system to monitor student’s

attendance?
Choices Number of Respondents Percentage

YES

NO

3. Does security officer notify the parents about their child’s behavior?

Choices Number of Respondents Percentage

YES

NO

4. Does the officer determine the border and non-border?

Choices Number of Respondents Percentage

YES

NO

5. Does the dormitory have curfew hours?

Choices Number of Respondents Percentage

 SOUTH EAST ASIAN INSTITUTE OF TECHNOLOGY
COLLEGE OF INFORMATION AND COMMUNICATION TECHNOLOGY
National Highway, Crossing Rubber, Tupi, 9505
South Cotabato, Philippines

YES

NO

6. Does the dormitory strict in terms of checking attendance?

Choices Number of Respondents Percentage

YES

NO

7. Does the security records the absences of the students?

Choices Number of Respondents Percentage

YES

NO

8. Does the security officers suffering hard time in conducting attendance?

Choices Number of Respondents Percentage

YES

NO

9. Do the students like the manual process of conducting attendance?

Choices Number of Respondents Percentage

 SOUTH EAST ASIAN INSTITUTE OF TECHNOLOGY
COLLEGE OF INFORMATION AND COMMUNICATION TECHNOLOGY
National Highway, Crossing Rubber, Tupi, 9505
South Cotabato, Philippines

YES

NO

10. Does students information are safe and secured?

Choices Number of Respondents Percentage

YES

NO

CHAPTER IV

PROPOSED SYSTEM
 SOUTH EAST ASIAN INSTITUTE OF TECHNOLOGY
COLLEGE OF INFORMATION AND COMMUNICATION TECHNOLOGY
National Highway, Crossing Rubber, Tupi, 9505
South Cotabato, Philippines

System Overview

Context Diagram

Student
attendance
Record
 SOUTH EAST ASIAN INSTITUTE OF TECHNOLOGY
COLLEGE OF INFORMATION AND COMMUNICATION TECHNOLOGY
National Highway, Crossing Rubber, Tupi, 9505
South Cotabato, Philippines

Account 0
Student
Confirmation
Confirmation
Record
Admin Student
attendance
process
Admin
Account
Student
Student
recognition
attendance

Account
Confirmation
User Account
Scan Student Scanned
ID student
User

Date Flow Diagram

Verified/update
 SOUTH EAST ASIAN INSTITUTE OF TECHNOLOGY
COLLEGE OF INFORMATION AND COMMUNICATION TECHNOLOGY
National Highway, Crossing Rubber, Tupi, 9505
South Cotabato, Philippines

Verify
Signing in
registratio
1.0 n form
Admin User
Log in

Student
information Student

2.0

Log in\log out Validate S.I.

Attendance

Record
attendance

Generate Student
Attendance Report 3.0
Student/Information/
Attendance
Generate
Attendance Report
Attendance
records

Entity Relationship Diagram

 SOUTH EAST ASIAN INSTITUTE OF TECHNOLOGY
COLLEGE OF INFORMATION AND COMMUNICATION TECHNOLOGY
National Highway, Crossing Rubber, Tupi, 9505
South Cotabato, Philippines

Log in Students

admin_id Stud_id

Username Name

password Address

Contact_no. Age

User_type Course

Contact_no

Room

Data Dictionary
 SOUTH EAST ASIAN INSTITUTE OF TECHNOLOGY
COLLEGE OF INFORMATION AND COMMUNICATION TECHNOLOGY
National Highway, Crossing Rubber, Tupi, 9505
South Cotabato, Philippines

Table Name: log in

Field Name Data type Description Key

admin_id Int Admin id number primary

Username Varchar Username

password Varchar Password

Contact_no. Varchar Contact number

User_type Varchar User type

Table 4.1:

Table Name: students

Field Name Data type Description Key

Stud_id Varchar Student id primary

Name Varchar Name

Address Varchar Address

Age Varchar Age

Course Varchar Course

Contact_no Varchar Contact number

Room Varchar Room

Table 4.2:

Chapter V
 SOUTH EAST ASIAN INSTITUTE OF TECHNOLOGY
COLLEGE OF INFORMATION AND COMMUNICATION TECHNOLOGY
National Highway, Crossing Rubber, Tupi, 9505
South Cotabato, Philippines

SUMMARY, CONCLUSION AND RECOMMENDATION

Summary

This venture began with the researcher’s concerns on the school security

officers on having difficulties abouton conducting attendance monitoring using

the log book, because of this inconvenience, security officers suffers long

process of checking attendance of students in the dormitory, where their

requests and concerns were recognized. We come up a series of searching

similar studies were conducted about the SEAIT Innovative Dormitory

attendance using QR Code with SMS Notification. Once searching accessible

studies and functioning systems about attendance monitoring, the researchers

observe some application that they may use to create a running system. The

researchers defend the systems’ documentations and demonstrate the system’s

applications for more alterations to be improved. Their demonstrations on this

system have resulted on modifications to the system.

Conclusion
 SOUTH EAST ASIAN INSTITUTE OF TECHNOLOGY
COLLEGE OF INFORMATION AND COMMUNICATION TECHNOLOGY
National Highway, Crossing Rubber, Tupi, 9505
South Cotabato, Philippines

SEAIT Innovative Dormitory attendance using QR Code with SMS

Notification is a system will not only automatically do the process but save the

precious efforts and time of the owner and the user which can be well or useful

by school dormitory in monitoring the attendance of the student who board the

dormitory. The system achieved the following:

1. QR scanning for faster transaction of their daily attendance record using

ID’s.

2. Easily locate student’s information.

3. Network-Based and Desktop Application.

4. Accurate and reliable printed monthly student’s attendance.

5. Student monthly attendance record can be easily generated with the click

of a button.

6. The security officers can now easily monitors the attendance of every

student.

7. The database can simply be backed up with the use of the database

platform.

8. Parents will be notified of their child’s behavior because of the sms

notification.

Recommendation
 SOUTH EAST ASIAN INSTITUTE OF TECHNOLOGY
COLLEGE OF INFORMATION AND COMMUNICATION TECHNOLOGY
National Highway, Crossing Rubber, Tupi, 9505
South Cotabato, Philippines

The researcher recommends evaluating the effectiveness of the system

using the any laptop model or computer model in terms of system performance,

functionality, usability, reliability and extensibility. Moreover, the researcher also

recommends the use and integration of turnstile in the system. Therefore, the

system was developed to ensure monitoring of attendance entry at the dormitory

it is therefore imperative to recommend to the future researchers to incorporate

turnstile into the system that will hold the attendance so that dormitory security

officers will be better.