Chapter I

Introduction

In the dynamic landscape of modern education, effective task management is

paramount to the success of students. Recognizing this, MSU Sulu introduces the cutting-

edge Civac Task Assignment Management System, a revolutionary platform designed to

streamline and enhance the academic experience for students. This system is tailored to

meet the unique needs of the MSU Sulu community, providing a centralized hub for task

allocation, progress tracking, and seamless communication between faculty and students.

The System stands as a beacon of innovation in the realm of educational

technology, offering a user-friendly interface that prioritizes ease of use and accessibility.

With intuitive features, students can effortlessly navigate through their assignments,

deadlines, and course materials, ensuring they remain organized and focused on their

academic pursuits. Moreover, this system is designed to foster collaboration and

communication, bridging the gap between students and faculty members. Through real-

time updates and notifications, students are kept informed of important announcements,

feedback, and revisions, thereby promoting a more interactive and engaging learning

environment. Incorporating the latest advancements in information technology, the Civac

Task Assignment Management System empowers students to take charge of their

academic journey. By providing a centralized platform for task assignment, tracking, and

communication, MSU Sulu underscores its commitment to fostering a culture of

academic excellence and technological innovation.

Project Context

1|Page (CIVAC Task Assignment Management System)

 Implementing student task assignments like floor sweeping in schools can have

numerous benefits. Firstly, it instills a sense of responsibility and ownership among

students for the cleanliness and upkeep of their learning environment. By actively

participating in tasks like floor sweeping, students learn the importance of maintaining a

clean and organized space, which can have a positive impact on their overall well-being

and focus in the classroom. Additionally, this practice fosters a sense of community and

cooperation, as students work together towards a common goal of keeping their school

environment conducive to learning.

Furthermore, assigning tasks like floor sweeping helps students develop practical

life skills that extend beyond the classroom. They learn about the importance of attention

to detail, time management, and teamwork. These skills can be applied in various aspects

of their lives, from managing their own households to working effectively in future

professional settings. Moreover, involving students in such tasks can also contribute to a

more sustainable and eco-conscious school environment, as they become more aware of

the resources required to maintain their surroundings and the importance of reducing

waste.

It is important, however, to ensure that task assignments like floor sweeping are

implemented in a fair and inclusive manner. Teachers and school staff should consider

factors such as physical ability and any potential allergies or sensitivities when assigning

tasks. Additionally, providing proper training and supervision is crucial to ensure that

students are equipped with the necessary skills and knowledge to carry out their assigned

tasks safely and effectively. This approach not only contributes to a cleaner and more

2|Page (CIVAC Task Assignment Management System)

organized school environment, but also cultivates important life skills and values in

students.

Purpose and Description

The project entitled “CIVAC Task Assignment Management System” is a system

that allows organizations to keep track and monitor students who are assigned and have a

task in cleaning the college building. The system will automate keeping of the student

trainee’s record for easy monitoring and retrieval of data.

Students are assigned for the purpose of cleaning and maintaining the school

clean. While they are in their task they are being monitored and their records are kept for

it is an important reference and proof of their task completion. In the manual and

traditional way of record keeping and monitoring there are some adversities that can’t be

avoided like losing some records of the trainees and barriers between the interaction of

trainees and the coordinator and manager. The manual method is not an effective tool to

manage all aspects of the student task assignment.

The researchers of the study proposed an CIVAC Task Assignment Management

System in order to eliminate the problems encountered in the manual process. The system

will serve as a repository of records of the students who undergo task assignment like

cleaning or monitors in an institution. The system will allow the institution specifically

the coordinators to keep track of the progress of the trainee as well as the task completed.

The system will also keep the records of the trainee electronically for easy retrieval. The

system will be reliable and efficient to use.

Objective of the System

3|Page (CIVAC Task Assignment Management System)

General Objective

The main goal of the project is to design and develop a system that will automate

record keeping and monitoring of the students who undergo task assignment.

Specific Objective

1. The system will serve as the repository of the student’s records.

2. To develop a system that will let the coordinator easily monitor the progress

of the student in service.

3. The system will provide paperless transactions.

4. The system will serve also as a platform for announcements and updates about

the student task assignment.

5. The system can generate reports like certificate of completion.

Scope and Limitation of the System

This study focuses on the system called the CIVAC Task Assignment

Management System for CCS in which caters the need of the user by allowing easy

access to monitor student’s responsibility in doing the assigned task given to them.

In connection, the scope of the study is limited only to the students of CCS-CSB

department and the system covers only the task assigned to them such as cleaning along

the corridors and hallways of the said department.

4|Page (CIVAC Task Assignment Management System)

 Chapter II

Review of Related Systems and Studies

This chapter includes the related literature and studies of CIVAC Task

Assignment Management System for College of Computer Science and the technical

background.

The CIVAC Task Assignment Management System for CCS can help the user to

have an easy access and monitor student’s attendance during the period of time they do

the work or task assigned to them such as cleaning corridors and hallways of the said

department.

Technical Background

This part of the study which is the technical background includes Data Flow

Diagram, Entity Relationship Diagram.

Data Flow Diagram (Context Diagram or Level 0)

Attendance Report
Coordinator/
Administrator

CIVAC Task Student Login History

Assignment
Management
User Login System
Monitor and
Records
Student

5|Page (CIVAC Task Assignment Management System)

Entity Relationship Diagram

Attendance Records Manage

Student Monitor Coordinator

Related Study

Local

Events Attendance Monitoring System Using Biometrics and SMS

The Institute of Information and Communication Technology of Isabela State

University Echague Campus is now facing problems with regards to monitoring the

attendance of the students during school’s activities. Most of the time students are

required to attend to all activities as required by the university and the institute itself. But

as early days experience until today, the student body organization is having a hard time

to monitor the attendance of the students.

The presidents of each class require students to sign their names on a piece of

paper as a proof of their attendance in a particular activity prior to start the

program/activity. The queues of students in the registration area cause the delay and

reliability of monitoring the attendance. Miscommunication is another problem of the

student body organization of the IICT. Students complain that why they are marked

absent since they were not informed about the activity. Another problem that the student

body organization is facing now is the consolidation of the report of the attendance of the

students.

6|Page (CIVAC Task Assignment Management System)

 During the signing of the clearance many students complains that they are marked

absent although they are present during the activity and vice versa.

Due to the unreliable reports of attendance monitoring and unreliable monitoring of

student’s attendance the researcher were able to come up with a solution to solve the

problems the development of Event Monitoring System Using Biometric with SMS.

http://www.studymode.com/essays/Events-Attendance-Monitoring-System-Using-

Biometrics-1136334.html

Faraon Institute Students Monitoring System with SMS support

Based on the research study of the Suaño et al (2015) from Northern Negros State

Collage of Science and Technology (NONESCOST), that the teachers of Faraon Institute

are having problem in taking the daily attendance of the students, sometimes they forget

to take it or they will just simply give the class a blank paper to let them write their

names and sign, that will serve as their attendance and later who knows if the attendance

will be misplaced. The system covered two main functionalities: first is to get the

attendance information of the students and second is to send SMS to the parents if their

son/daughter is present.

Student Attendance Monitoring and Identification System Using Barcode and SMS

Management team in school whether primary and secondary school use less

computerized system in their management. Most of the schools in Isulan, Sultan Kudarat

is using a manual process to monitor the student’s attendance. In a manual system,

teachers will take and write down the student’s daily attendance in the record book, then

at the end of the month the teacher is responsible to update the record by calculating the

7|Page (CIVAC Task Assignment Management System)

percentage of student’s attendance. This showed that the manual system is not strict and

the student does not pay much attention to the attendance. Parents also do not know either

their children come to school or not. They only know when the report card is given to

them, twice a year.

Nowadays, Information and Communication Technology (ICT) brings a

tremendous new technology to change and ease the management to get the information in

a more systematic and efficient way.

Because of that, a computerized system that will be named Student Attendance

Monitoring & Identification System using Barcode & SMS of INHS (Study on SMS

Application) system has been proposed to be developed and implemented for

management team in school. The target of this system is to monitor the daily student

attendance and to inform parents about the attendance of their children.

This system will be fully computerized and also apply a new communication

technology called SMS. All of the daily students’ attendance will be saved in a specific

database. When the student log-on by swiping their school ID on the system, it will

automatically generate a message that will be sent to the hand phone via SMS. Hopefully

with this system, the student discipline problems will be zero defects in attendance

context and the parents will be informed if the student escapes in school. This system also

will make the school management system to be more systematic, efficient and smoothly

processed.

http://www.studymode.com/essays/Student-Attendance-Monitoring-And-Identification-

System-1406903.html

8|Page (CIVAC Task Assignment Management System)

Central Public Works Department Project monitoring System

As stated in Central Public Works Department Project monitoring System (2014),

the project monitoring system is a web-based application for monitoring progress of all

projects undertaken by CPWD, both in pre-construction and construction phases. The

progress report indicates the particulars, status or physical progress, targets, monthly and

up-to-date expenditure at the following stages of the project.

This study helps to simplify life by making a lot of things easily and in a short

time. It helps strengthen and enhance the work and services of the users. It will give the

fix and ease in monitoring of all projects undertaken by CPWD, both in pre-construction

and construction phases.

Development of Employee Attendance and Payroll System using Finger Biometrics

Michael Indico (2016), conducted a study entitled “Development of Employee

Attendance and Payroll System using Finger Biometrics.” The study focuses on the

design and development of the system for recording the employee’s attendance and

processing of payroll using the fingerprint scanner for teaching and non-teaching staff in

a tertiary institution. The system provides an alternative solution of many companies or

institutions for generating the DTR and payroll of their employees. Also, the system uses

the network to make the features (recording of the attendance, printing the pay slip,

generating of payroll) installed or used by the other departments in the institution.

Time and Attendance System

9|Page (CIVAC Task Assignment Management System)

 Jhadie bellere (March 2014), conducted a study entitled “Time and Attendance

System”, the study was focused on how to record the time of employee in a more

accurate and easiest way. The system will be using a barcode reader for fast accessing of

the database of the crew. The study was developing a stand-alone system that cannot be

accessed online and was made only for the employee’s time keeping and a payroll system

for the accounting of the Premium Bee Food Corporation.

School of Information Technology Faculty Monitoring using Radio Frequency

Identification (RFID)

According to Justin Lee and et.al (2013), this study was to improve the faculty

monitoring of University of Baguio in School of Information Technology Department.

This helps the Student Assistant to easily locate the Faculty Members if needed and can

generate a summary report. This may also lessen the tardiness of Faculty Members.

RFID systems also provide good personal security access to confidential data’s. (ubsit-

fms-rfid.weebly.com)

Prior Arts

RFID Attendance Monitoring System

RFID Attendance Monitoring System (2013), this system is an electronic device

which is use in attendance management system by faculty members. It provides robust,

secure and automatic attendance administration in faculties.

Radio-Frequency Identification Attendance Monitoring has programmed RFID

software specially for optimizing attendance tracking. Thus, combined RFID hardware

with this software, it automates the whole system. (www.studymode.com)

10 | P a g e ( C I V A C T a s k A s s i g n m e n t M a n a g e m e n t S y s t e m )
Foreign

Bar Code Scanner Based Student Attendance System (SAS)

Student attendance play significant role in order to justify academic outcome of a

student and school as overall. Unfortunately, there is no automated attendance record

keeping application available in Malaysia’s secondary schools. A preliminary study has

been conducted in one of secondary schools in Selangor, Malaysia in order to understand

the manual attendance record keeping process. Through interview session, Student

Attendance System (SAS) development team, have identified that teachers and school

management face problems in recording and managing attendance of their students.

Therefore, SAS has been proposed and developed. Need for a tool to systematically keep

the student’s attendance record increased due to increasing number of school students.

Upon completion of SAS, user acceptance testing conducted among potential end users.

Result of UAT shows most of the user satisfied with the system with some minor changes

required.

Smart Wireless Attendance Monitoring Using NFC

According to Puja Rani and Oshin (2015), in their proposed system wherein any

staff after entering into the classroom can record the attendance of the students using

reader. This reader communicates with the PC placed at office rooms or server rooms and

the students’ details; time of attendance are all recorded in the PC. The PC does the rest

of the job and no manual calculation is required. Also, errors are prevented to a greater

extent. The teachers can login to their respective id to check the student’s attendance

11 | P a g e ( C I V A C T a s k A s s i g n m e n t M a n a g e m e n t S y s t e m )
status and save it. The project proposes a novel and secure way of identification system

that is tamper proof and is easily usable by everyone concerned. For that it uses NFC

technology that is known for communication between multiple tags at a specific time and

less power consumption. These particular features of NFC make identification and

processing very easy as the system is completely wireless and has a collision free

algorithm to transmit and receive signals from multiple units.

Attendance System Using Nfc Technology and Embedded Camera Device on Mobile

phone.

According to R. RajaMurugan, T. Rohan and G. SakthiSankarapandian (2015), in

the most of Thailand universities, instructors take attendance by calling out the names

and surnames of students, and then marking them, while, in others, instructors pass

around a sheet of paper, asking students to sign in attendance sheet just next to their

surnames. Both practices have their drawbacks. In the first case, if numerous groups

attend the lesson, checking all of these students by name and surname might take about

several minutes out of each lesson; in the second case, friends of absent students may

write down their names and surnames. These practices place university instructors and

their institutions at considerable disadvantages when it comes to taking attendance. To

rectify these systematic failings, we have desire to put the NFC tag into service. Each tag

has a unique ID, precluding the duplication of a tag. These NFC tags are given to students

of Apply Mathematic department, Faculty of and while students entering classrooms and

touch this tag on instructor mobile phone, NFC readers program on instructor’s mobile

phone will read these tags, identify the students from their respective NFC tag and send

the data to an instructor’s mobile phone.

12 | P a g e ( C I V A C T a s k A s s i g n m e n t M a n a g e m e n t S y s t e m )
 Chapter III

Methodology, Results and Discussion

This chapter presents the methods used in the collection and analyses of data. The

methodology focuses on the experiences of people involved and attempt to understand

the reasons behind certain behavior description. The evaluation was carried out using

data collection techniques and interviews. Generally, we used Spiral Method for the

whole study. Requirements analysis and documentation, design of software and

processes, development method and testing, system prototype and description,

implementation plan and results are also included.

The figure 1: Spiral Development Method shows how exactly the group executes the study for

Civac among student Task Assignment Management System. Obviously, the planning covers all the

process cycles in the study. This includes organizing the team members, how to collect data and analyze the

13 | P a g e ( C I V A C T a s k A s s i g n m e n t M a n a g e m e n t S y s t e m )
problem and created a design for database and user interface of the problem according to the data analysis.

Testing and implementation of the system are discussed in this section.

Planning

This part is the initiation part where the research study was started. In planning,

we start in searching where we conduct our study and we decide to conduct our study in

MSU-SULU CCS Department. We plan on how to collect data and how to organize our

time in conducting a research interview. Organized the members of their individual roles

and obligations in conducting the study. In planning, it includes analyzing, designing,

software development, testing, and implementation.

Analyzing

In this stage, researchers conducted an interview in MSU-SULU CCS

Department. This is where researchers collected the needed data for the research. The

part of the interview was to know what was being used in their current system and

researchers noticed that the transaction was manually operated in the school. After

gathering the data and analyzed the problem according to their existing system,

researchers analyzed how to give a concrete solution to those problems and based on the

problem.

Designing

Designing is based on users and client roles. This stage is creating a design for the

system. It includes a student registration form, teacher’s registration form, reports,

attendance transaction, and student and teacher’s information management. The system is

designed as a user-friendly system.

14 | P a g e ( C I V A C T a s k A s s i g n m e n t M a n a g e m e n t S y s t e m )
Software Development

Coding

In the development of the system, we made use Microsoft Basic Studio 2013 for

encoding the source code of the system, in order to be accurate and fast acquisition of

data and information.

Testing

After finishing the main parts of the transaction of the system, the proponents

gave a test sample to the client and there is a lot of learning they encountered, it made

them know the minor and major mistakes in the system and it gave the researchers more

understanding on how to develop it.

Implementation

Documents were compiled for final output to be submitted to the client. This

includes the documentation and software. Giving some user orientation or tutorials on

how to use the system is held at this stage.

Requirements Documentation

In order to develop Civac Student Task Assignment and Monitoring, the

researchers need to make necessary preparation. Different procedures were made to attain

the objective which includes the interviewing of Head or assign Coordinator.

The coordinator is questioned by the researchers about the conventional method

of transaction and task monitoring for students. The researchers also looked into whether

the students would benefit from this method of transaction and monitoring. As a result,

15 | P a g e ( C I V A C T a s k A s s i g n m e n t M a n a g e m e n t S y s t e m )
we set up a foundation to learn about its benefits and drawbacks and asked the

coordinator for advice on how to manage this way.

By the assistance of the audit of related written works, the specialist had acquired

an outline of what has been concentrated on by past scientists and authors that gave

acumen about the hypotheses, and techniques. With the assistance of early topic research

and online articles, the researchers were able to comprehend the necessity of continuing

the study and its impact on dealing with relevant current issues.

Development and Testing

Below are the requirements needed in developing of the said system. It includes

the three components of the computer system which are the software, hardware and

people ware.

Software Requirements:

 Operating system such as Windows 7/8/10 and latest version 11

 Programming language: Microsoft Visual Studio 2013

 Database: Microsoft Access is the information base administration framework

instrument to be utilized as the back-end data set of the framework.

Hardware Requirements:

 Intel Core 2 Duo or higher

 2 GB RAM or higher

 100 GB Hard Disk or Higher

 Fingerprint Scanner

16 | P a g e ( C I V A C T a s k A s s i g n m e n t M a n a g e m e n t S y s t e m )
  AVR/UPS 120volts

 15”/17” LCD/LED monitor

People ware Requirements:

People involved in the system’s development are referred to as people ware.

 The programmer who is proficient in Microsoft Visual Studio 2013 is required

because they will be in charge of the system’s design and implementation. He/she

ought to likewise know about Microsoft Access of him/her to add, alter, erase and

control his/her way through the data set. In times that the PC breakdowns, he/she

ought to likewise realize the essentials on investigating.

Before developing the system, the researchers conducted an interview to the

intended beneficiary if there is a need in the department this kind of system. Unit testing,

integration testing and system testing were conducted first to test if the researchers

develop the right system. Then, testing such as expert testing and user acceptance of final

testing was conducted.

Unit testing necessitated the separation of each system component. Each part must

be tried separately on the off chance that it is working appropriately as it ought to. After

unit testing, incorporation testing follows. Its primary function is to determine whether

the software components are compatible with one another. Any inconsistencies between

the software units that are integrated - collectively referred to as assemblages – or

between the software units and the hardware are also discovered during integration

testing.

17 | P a g e ( C I V A C T a s k A s s i g n m e n t M a n a g e m e n t S y s t e m )
 After all of the integrated software and hardware components have passed

integration testing, system testing is done. Following this, the researchers evaluated the

system and carried out user acceptance or final testing in addition to expert testing. The

researchers asked the expert and intended users to test the system’s functionality during

the expert and final testing.

Description of Prototype

This portion presents the needed report layouts and screen forms of the developed

system.

Reports Layouts. In the new system, the researchers will provide sample copies of the

student’s attendance log report, list of students and complete schedule task list.

Screen Forms. The researchers will show the screenshot layouts to give readers an idea

of how the system looks.

Implementation Plan

The Civac Student Task Assignment and Monitoring was put to the test and

evaluated by the researchers so that they could get feedback and build a reliable and

effective system. Along these lines, the task had the option to succeed. In the school, the

researchers tested the Civac Student Task Assignment and Monitoring. To begin, the

coordinator will log in as an administrator to examine and evaluate the administrator

features of the system. Second, the experts allowed the two teachers to sign in to evaluate

the teacher unequivocal components of the structure.

Implementation Results

18 | P a g e ( C I V A C T a s k A s s i g n m e n t M a n a g e m e n t S y s t e m )
 The developed system was evaluated by three IT Experts/Programmer in the said

department using the Software Quality Model based on the criteria set forth by McCall’s.

Civac Student Task Assignment and Monitoring has an overall weighted mean of 3.7,

which was descriptively rated as good, only shows that it is credible. Based on the user

acceptance testing or final testing results gathered, it was proven that the Civac Student

Task Assignment and Monitoring is reliable having an overall weighted mean of 4.3

which has descriptive rating of Excellent.

With the findings presented above, it shows that the Civac Student Task

Assignment and monitoring adheres to the standards of software development. The

results show that the system is effective and useful as an alternative way of traditional

transaction based of managing, and monitoring of student’s task.

The developers will implement some strategies when this system is put into use.

Coming up next are the notice procedures:

Strategies Activities Individuals involved period

A Formal letter to the

Approval from
CSE Dean to conduct Researchers/Developers 2 Days
CCS Dean
an interview

Hardware and software

System’s Setting up for the said system are Researchers/Developers 2 to 3 Days
installed

Information CSE Dean and Assign

User Manual 2 Days
Distribution Coordinator of the program

19 | P a g e ( C I V A C T a s k A s s i g n m e n t M a n a g e m e n t S y s t e m )
 CSE Dean Assign Coordinator of
3 Days Training Hands-on Training 3 Days
the program

Chapter IV

Recommendation

Based from the researcher, implementing a computerized task assignment

management system in the College of Computer Science Department at MSU-Sulu can

greatly enhance efficiency, collaboration, and overall productivity. Here are some

recommendations for this implementation:

1. Needs Assessment and Customization: Before selecting or designing a task

assignment management system, it's crucial to conduct a thorough needs

assessment. This involves understanding the specific requirements and workflows

of the department. Engage faculty, administrative staff, and students to gather

insights into their current task management challenges and desired functionalities.

Based on this information, consider customizing an existing system or developing

a bespoke solution tailored to the unique needs of the CCS department.

2. User-Friendly Interface and Accessibility: The chosen system should have an

intuitive and user-friendly interface to ensure easy adoption across all levels of the

department. It should be accessible from various devices and platforms to

accommodate different preferences and work styles. This includes desktop

20 | P a g e ( C I V A C T a s k A s s i g n m e n t M a n a g e m e n t S y s t e m )
 computers, laptops, tablets, and smartphones. Additionally, the system should

support multiple languages, if applicable, to cater to a diverse user base.

3. Integration with Existing Tools and Platforms: Ensure that the task assignment

management system seamlessly integrates with existing tools and platforms used

by the CCS department. This may include email clients, project management

software, communication tools, and university-wide information systems.

Integration streamlines processes and minimizes disruptions in the workflow,

allowing for a smooth transition to the new system.

4. Training and Ongoing Support: Provide comprehensive training sessions for all

users of the system, including faculty, staff, and students. Offer resources such as

tutorials, user guides, and a dedicated support team to assist with any questions or

issues that may arise. Continuous feedback loops should be established to gather

insights on user experiences and identify areas for improvement. This feedback

can be invaluable in refining the system over time and ensuring its effectiveness

in meeting the department's evolving needs.

By implementing a well-tailored computerized task assignment management system,

the CCS department at MSU-Sulu can expect improved coordination, streamlined

workflows, and enhanced productivity among its faculty, staff, and students. This

system will serve as a foundational tool to support the department's mission of

excellence in education and research.

21 | P a g e ( C I V A C T a s k A s s i g n m e n t M a n a g e m e n t S y s t e m )