CHAPTER ONE

INTRODUCTION

1.1 Background of the Study

Attendance management is a crucial aspect of educational institutions, ensuring that students are

present for their scheduled classes and that accurate records are maintained for administrative

and academic purposes. Traditional methods of attendance tracking, such as calling out names or

signing paper sheets, are widely used but come with significant challenges. These methods are

often time-consuming, prone to errors, and susceptible to manipulation (Chirimwami, 2022).

In many educational institutions, including ADUSTEC Wudil, the current attendance tracking

process involves manual methods. Lecturers either call out names and mark attendance on paper

sheets or distribute attendance sheets for students to sign. These sheets are then collected, and

attendance data is manually entered into electronic systems for record-keeping. This process is

not only inefficient but also prone to inaccuracies and data loss (Chirimwami, 2022).

Furthermore, it can be challenging to manage and retrieve attendance records, especially for

large classes.

With the advancement of technology, various automated attendance management systems have

been developed to address these issues. Among these, QR code-based systems have emerged as a

promising solution. QR codes, or Quick Response codes, are two-dimensional barcodes that can

store a significant amount of data. They are easily scanned using smartphones or other QR code

readers, making them convenient and user-friendly (Masalha & Hirzallah, 2014).

A QR code-based attendance system leverages the widespread availability of smartphones

among students and the ease of generating and scanning QR codes. In such a system, a unique

QR code is generated for each class session by the lecturer. Students scan the QR code using
their smartphones to record their attendance. The scanned data is then automatically uploaded to

a central database, where it can be processed and managed efficiently (Balcoh et al., 2012).

The implementation of a QR code-based attendance system at ADUSTEC Wudil aims to

streamline the attendance tracking process, reduce manual effort, and enhance the accuracy of

attendance records. This system will not only save time for both students and lecturers but also

provide real-time access to attendance data, facilitating better decision-making and management

(Saraswat, 2010).

Several studies have highlighted the benefits of automated attendance systems. For instance,

Masalha and Hirzallah (2014) demonstrated the effectiveness of a QR code-based system in

improving the accuracy and efficiency of attendance tracking in educational settings. Similarly,

Balcoh et al. (2012) discussed the advantages of integrating QR codes with existing student

identification systems to enhance security and reliability.

The proposed system for ADUSTEC Wudil will build on these successful implementations,

incorporating best practices and addressing specific challenges faced by the institution. By

adopting this technology, ADUSTEC Wudil aims to modernize its attendance management

processes, ensuring that they are in line with contemporary standards and technological

advancements (Chirimwami, 2022).

The shift from manual to automated attendance tracking using QR codes represents a significant

improvement in the management of student attendance at ADUSTEC Wudil. This project seeks

to design and implement a robust and efficient QR code-based attendance system that meets the

needs of the institution and its stakeholders. The following sections of this proposal will detail

the problem statement, objectives, research questions, scope, and significance of the study,

providing a comprehensive overview of the project's aims and expected outcomes.

1.2 Problem Statement

Currently, at ADUSTEC Wudil, the process of recording student attendance is predominantly

manual. Lecturers either call out names and mark attendance on paper sheets or distribute

attendance sheets for students to sign. After each class, these sheets are collected, and the data is

manually entered into electronic systems. This method presents several significant challenges.

First, the manual attendance process is time-consuming and inefficient. Lecturers spend valuable

class time calling out names or passing around attendance sheets. This time could be better

utilized for instructional purposes. Moreover, the subsequent task of manually entering

attendance data into electronic systems further adds to the workload, reducing the time available

for other academic and administrative duties (Chirimwami, 2022).

Second, the manual process is prone to errors and inaccuracies. Human error in marking

attendance or entering data can lead to incorrect records. In addition, there is a risk of data loss or

damage to paper attendance sheets. These issues can result in significant administrative

challenges, especially when attendance data is needed for assessing student performance or

compliance with institutional policies (Masalha & Hirzallah, 2014).

Third, the current system is susceptible to manipulation and fraud. Students may sign in for

absent classmates, making it difficult to ensure the integrity of attendance records. This problem

is exacerbated in large classes where it is challenging for lecturers to monitor attendance closely

(Balcoh et al., 2012).

Finally, the manual attendance process does not provide real-time data access and reporting. This

limitation hampers the ability of lecturers and administrators to make timely and informed

decisions regarding student attendance and engagement. It also complicates the generation of

attendance reports for various administrative purposes (Saraswat, 2010).

Given these challenges, there is a clear need for an automated attendance management system

that can streamline the process, reduce errors, and enhance data integrity. A QR code-based

attendance system offers a promising solution. By leveraging the widespread availability of

smartphones and the ease of generating and scanning QR codes, such a system can automate

attendance recording, improve accuracy, and provide real-time access to attendance data.

Implementing a QR code-based attendance system at ADUSTEC Wudil will address the

inefficiencies and vulnerabilities of the current manual process. It will save time, reduce errors,

prevent fraudulent attendance records, and provide timely and accurate attendance data, thereby

enhancing the overall management of student attendance at the institution (Chirimwami, 2022).

1.3 Aim and Objectives

1.3.1 Aim

The aim of this project is to design and implement a QR code-based class attendance system for

ADUSTEC Wudil to improve the efficiency, accuracy, and reliability of recording and managing

student attendance.

1.3.2 Objectives

To achieve this aim, the following specific objectives have been identified:

1. To conduct a comprehensive analysis of the current manual attendance system at

ADUSTEC Wudil.

2. To identify the challenges and inefficiencies in the existing attendance recording process.

3. To gather user requirements from students, lecturers, and administrative staff.

4. To develop a detailed design for the QR code-based attendance system.

5. To implement the system using appropriate technologies and programming languages.

6. To test the system comprehensively for functionality, usability, and reliability.

 7. To validate the system with actual users and gather feedback for improvements.

8. To deploy the system at ADUSTEC Wudil and provide necessary training for users.

9. To monitor and evaluate the system's impact on attendance management.

10. To make recommendations for further improvements based on user feedback and

evaluation results.

1.4 Scope and Limitation of the Work

1.4.1 Scope

The scope of this project includes several key areas essential for the successful design and

implementation of the QR code-based class attendance system for ADUSTEC Wudil. Firstly, it

involves the comprehensive development of the system, encompassing the design and creation of

functionalities such as QR code generation, scanning, attendance recording, and reporting

tailored to the specific needs of the institution. Additionally, the project will gather and analyze

user requirements from students, lecturers, and administrative staff to ensure the system meets

their expectations. This will be followed by user acceptance testing to validate the system’s

functionality and usability.

Furthermore, the scope includes the deployment of the attendance system within ADUSTEC

Wudil, along with conducting training sessions for students, lecturers, and administrative staff on

how to effectively use the system. The project also involves thorough testing of the system to

identify and resolve any issues, ensuring its accuracy, efficiency, and reliability through real-

world testing and user feedback. Finally, the scope encompasses the continuous monitoring of

the system’s performance and its impact on attendance management, with a focus on gathering

feedback from users to make informed recommendations for further improvements.

1.4.2 Limitation

Despite the comprehensive approach, the project is subject to several limitations. One major

limitation is the reliance on the availability of smartphones and QR code scanning technology,

which may pose difficulties for users who do not have access to these technologies. Additionally,

during the initial deployment phase, users may experience a learning curve as they adapt to the

new system. To mitigate this, adequate training will be provided.

The system’s scalability is another consideration; while it is designed to be scalable, its

performance in extremely large classes or widespread use across multiple campuses may require

further optimization. Ensuring the privacy and security of attendance data is crucial, and while

the system will incorporate security measures, there is always a risk of data breaches or misuse.

The system’s functionality is also dependent on internet connectivity, which could impact QR

code scanning and data synchronization in areas with poor connectivity.

Lastly, ongoing maintenance and technical support will be necessary to address any issues that

arise post-deployment and to implement future enhancements. By acknowledging these

limitations, the project will take proactive steps to mitigate their impact, ensuring the successful

implementation and operation of the QR code-based attendance system at ADUSTEC Wudil.

1.5 Significance of the Study

The significance of this study lies in its potential to greatly improve the management of class

attendance at ADUSTEC Wudil through the implementation of a QR code-based system. One of

the primary benefits is the enhancement of efficiency in the attendance-taking process. By

automating this task, the system significantly reduces the time lecturers spend on marking

attendance manually, allowing them to dedicate more time to teaching and other academic
responsibilities. This streamlined process not only saves time but also reduces classroom

disruptions, contributing to a more effective learning environment.

Furthermore, the QR code-based system enhances the accuracy and reliability of attendance

records. Manual entry of attendance is prone to human errors, which can lead to inaccurate

records. The automated system minimizes these errors, ensuring that the attendance data is

precise and dependable. This accuracy is crucial for academic evaluations, administrative

decisions, and maintaining the integrity of attendance records. Additionally, the system provides

real-time access to attendance data, enabling lecturers and administrators to monitor attendance

patterns promptly. This immediate access facilitates timely interventions for students with

attendance issues, helping to address problems before they escalate. The use of QR codes and

secure databases also enhances the security of attendance records, reducing the risk of

manipulation and fraud, ensuring that only authorized users can generate, scan, and access the

data.

From an administrative perspective, the automated system eases the burden of processing and

managing attendance records. It facilitates the generation of reports and analytics, aiding in

decision-making and policy formulation. The system’s scalability and adaptability also make it

suitable for different class sizes and various educational settings, ensuring that it can be

implemented across multiple departments and campuses within the institution. Moreover, this

study lays the groundwork for future research in automated attendance systems and their

applications in educational institutions. The findings and methodologies presented in this study

can serve as a reference point for other researchers, fostering further innovation and development

in the field. In summary, the implementation of a QR code-based attendance system at

ADUSTEC Wudil promises to enhance the overall efficiency, accuracy, and reliability of
attendance management, addressing current challenges while providing a robust framework for

future technological advancements in educational administration.

1.6 Thesis Outline

The thesis is structured to provide a comprehensive overview of the design and implementation

of the QR code-based class attendance system for ADUSTEC Wudil. The outline of the thesis is

as follows:

Chapter 1: Introduction

This chapter introduces the background, problem statement, aim, objectives, scope, and

limitations of the project. It sets the context for the research and outlines the rationale for

developing the QR code-based attendance system.

Chapter 2: Literature Review

The literature review examines existing research and technologies related to attendance

management systems. It explores various methods used in different institutions, their advantages

and disadvantages, and the gaps that the proposed system aims to fill. This chapter provides a

theoretical foundation for the project.

Chapter 3: Methodology

This chapter outlines the research methodology used in the project. It details the process of data

collection, system analysis, and requirement gathering from users. The chapter also describes the

design methodologies, including system architecture, database schema, and user interface design.

Chapter 4: System Implementation and Testing

This chapter covers the implementation and testing phases of the project. It describes the

development process, the programming languages and tools used, and the key features
implemented in the system. The chapter also includes screenshots and descriptions of the user

interface. Additionally, it details the testing procedures, such as unit testing, integration testing,

and user acceptance testing, and discusses the feedback received from users and the

modifications made based on this feedback.

Chapter 5: Summary, Conclusion, and Recommendations

This chapter provides a summary of the project, highlighting the main findings and outcomes. It

presents the overall conclusions drawn from the research and development process. The chapter

also offers recommendations for further improvements and future research based on the insights

gained during the project.

 CHAPTER TWO

LITERATURE REVIEW

2.1 Introduction

This chapter provides a comprehensive review of existing literature related to attendance

management systems. It examines various methods and technologies used for attendance

tracking in educational institutions, highlighting their advantages, disadvantages, and the gaps

that the proposed QR code-based system aims to fill. This review establishes the theoretical

foundation for the project and informs the design and implementation of the new system.

2.2 Overview of Attendance Management Systems

Attendance management systems are essential tools for educational institutions, ensuring that

student attendance is accurately recorded and managed. Traditional methods of attendance

tracking, such as roll calls and sign-in sheets, are widely used but come with significant

limitations. These methods are time-consuming, prone to errors, and susceptible to fraud

(Masalha & Hirzallah, 2014). As a result, there has been a growing interest in automated

attendance systems that leverage advanced technologies to address these issues.

2.3 Related Work

The development of automated attendance management systems has been extensively

researched, with various technologies explored to enhance efficiency and accuracy in tracking

attendance within educational institutions. This section reviews related work in the field,

focusing on QR code-based systems, biometric systems, RFID systems, and other innovative

approaches.

QR code-based attendance systems have become increasingly popular due to their simplicity,

cost-effectiveness, and ease of implementation. Several studies have demonstrated the

effectiveness of QR codes in improving attendance management. For instance, Chirimwami

(2022) implemented a QR code-based attendance system at Cavendish University Uganda. The

study found that the system significantly reduced the time required to record attendance and

improved the accuracy of attendance data. Both lecturers and students reported high levels of

satisfaction with the system, highlighting its convenience and efficiency. Similarly, Masalha and

Hirzallah (2014) developed a QR code-based attendance system for a college in Pakistan,

integrating multi-factor authentication, including username, password, and facial identification,

to prevent unauthorized attendance. This study emphasized the system's versatility and speed in

recording attendance, demonstrating its effectiveness in a real-world educational setting.

Additionally, Balcoh et al. (2012) proposed a QR code-based attendance system for Singiping

College, which was designed to be user-friendly and secure. The study found that the system

improved the efficiency of attendance management and reduced errors compared to manual

methods.

Biometric attendance systems, such as those using fingerprint and facial recognition

technologies, offer high levels of security and accuracy. These systems are effective in

preventing fraudulent attendance but come with higher costs and potential privacy concerns.

Saraswat (2010) developed a fingerprint-based attendance system for Kapoor University, which

was highly accurate and secure due to the use of unique biometric identifiers to record

attendance. However, the study noted the high cost of implementation and maintenance as a

potential drawback. Similarly, Balcoh et al. (2012) proposed a face recognition-based attendance

system for Singiping College. This system used advanced image processing algorithms to

identify students and record their attendance. While the system was effective in preventing fraud,

it required significant computational resources and raised privacy concerns among users.
Radio Frequency Identification (RFID) systems have also been explored for attendance

management. These systems use RFID tags and readers to automatically identify and track

students. Ayodele et al. (2019) implemented an RFID-based attendance system in a Nigerian

university, which provided high accuracy and could read multiple tags simultaneously, making it

suitable for large classes. However, the high cost of RFID tags and readers was a significant

limitation. Similarly, Kumar and Kumar (2018) developed an RFID-based attendance system for

a college in India. While the system improved the efficiency of attendance tracking, it faced

challenges related to the durability of RFID tags and interference from other electronic devices.

Each of these technologies offers distinct advantages and disadvantages. QR code systems are

cost-effective, easy to implement, and user-friendly but rely on smartphones and require internet

connectivity. Biometric systems are highly accurate and secure but can be expensive and may

raise privacy concerns. RFID systems are efficient for large classes and provide high accuracy

but are costly and prone to interference. Recent advancements in technology continue to

influence the development of attendance management systems. Innovations such as blockchain

and IoT (Internet of Things) are being explored to enhance the security, transparency, and

efficiency of these systems. Blockchain can provide a decentralized and tamper-proof record of

attendance, ensuring data integrity and transparency (Wu & Tran, 2021). IoT devices can further

automate the attendance process by using sensors and smart devices to detect and record student

presence without manual intervention, increasing accuracy and convenience (Chen et al., 2020).

The proposed QR code-based attendance system for ADUSTEC Wudil aims to leverage the

strengths of QR code technology while addressing the limitations of other systems. By focusing

on cost-effectiveness, ease of use, and security, the new system is expected to provide a reliable

and efficient solution for attendance management.

2.4 Review of Existing Systems/Technologies

The adoption of automated attendance systems in educational institutions has led to significant

advancements in the technologies used for tracking and managing attendance. This section

reviews existing systems and technologies, focusing on their methodologies, advantages,

disadvantages, and overall impact on attendance management.

QR code-based attendance systems have gained popularity due to their simplicity and cost-

effectiveness. These systems use QR codes generated by lecturers and scanned by students to

record attendance. In such systems, a unique QR code is generated for each class session, which

students scan using their smartphones, automatically uploading the attendance data to a central

database. Studies, such as those by Chirimwami (2022) and Masalha and Hirzallah (2014), have

demonstrated the effectiveness of QR code-based systems in improving attendance management.

These systems are easy to implement and use, requiring minimal hardware investment as most

students already possess smartphones. They also provide real-time attendance data, which can be

accessed and analyzed by lecturers and administrators. However, the primary limitation of QR

code-based systems is their reliance on smartphones and internet connectivity. Students without

smartphones or those in areas with poor internet access may face challenges, and the system's

security depends on preventing students from sharing QR codes.

Biometric systems use unique physiological characteristics, such as fingerprints or facial

features, to identify and record attendance. These systems require students to provide their

biometric data at the start of each class, which is then matched against a database to verify

identity and record attendance. Biometric systems, as explored by Saraswat (2010) and Balcoh et
al. (2012), offer high levels of security and accuracy, making them effective in preventing

fraudulent attendance. However, the implementation and maintenance of biometric systems can

be expensive, and privacy concerns may arise as students might be reluctant to provide their

biometric data. Technical issues such as hardware malfunctions or poor biometric data capture

can also affect reliability.

RFID (Radio Frequency Identification) systems use radio waves to automatically identify and

track tags attached to objects, such as student ID cards. RFID systems, like those implemented

by Ayodele et al. (2019) and Kumar and Kumar (2018), consist of RFID tags embedded in

student ID cards and readers installed at classroom entrances. When a student carrying an RFID-

tagged ID card enters the classroom, the reader detects the tag and records the attendance. RFID

systems can automatically record attendance without requiring any action from the students,

making the process seamless and efficient. They are capable of reading multiple tags

simultaneously, making them suitable for large classes. However, the high cost of RFID tags and

readers can be a significant barrier to implementation, and issues related to tag durability and

interference from other electronic devices can pose challenges.

Recent advancements in technology continue to influence the development of attendance

management systems. Innovations such as blockchain and IoT (Internet of Things) are being

explored to enhance the security, transparency, and efficiency of these systems. Blockchain

technology can provide a decentralized and tamper-proof record of attendance, ensuring data

integrity and transparency. Integrating blockchain with attendance systems can prevent data

manipulation and provide a secure platform for attendance management, as highlighted by Wu

and Tran (2021). IoT devices can further automate the attendance process by using sensors and

smart devices to detect and record student presence without manual intervention, increasing
accuracy and convenience. Research by Chen et al. (2020) demonstrates the feasibility and

benefits of IoT-based smart attendance systems in educational institutions.

In summary, each technology reviewed offers distinct advantages and disadvantages. QR code

systems are cost-effective, easy to implement, and user-friendly but rely on smartphones and

require internet connectivity. Biometric systems are highly accurate and secure but can be

expensive and raise privacy concerns. RFID systems are efficient for large classes and provide

high accuracy but are costly and prone to interference. The proposed QR code-based attendance

system for ADUSTEC Wudil aims to leverage the strengths of QR code technology while

addressing the limitations of other systems. By focusing on cost-effectiveness, ease of use, and

security, the new system is expected to provide a reliable and efficient solution for attendance

management.

2.5 Identification of Gaps in Literature

Despite the advancements in automated attendance management systems, several gaps remain in

the existing literature and implementations. Addressing these gaps is crucial for developing a

more efficient, secure, and user-friendly system tailored to the specific needs of educational

institutions such as ADUSTEC Wudil.

One significant gap in the literature is the limited accessibility and inclusivity of existing

attendance systems. Many systems, particularly those based on QR codes and biometric

technologies, require students to have access to smartphones or biometric devices. This

requirement can exclude students who do not possess these technologies, particularly in regions

with lower socioeconomic status or limited technological infrastructure. There is a need for

systems that can cater to all students, regardless of their access to advanced technology

(Chirimwami, 2022).
Another gap is the high cost associated with implementing and maintaining biometric and RFID

systems. These systems often require significant financial investment in hardware, such as

biometric scanners and RFID readers, as well as ongoing maintenance costs. This financial

burden can be prohibitive for many educational institutions, especially those operating with

limited budgets. Developing cost-effective solutions that do not compromise on functionality and

security is a critical area for future research (Saraswat, 2010; Ayodele et al., 2019).

Privacy and data security concerns are prevalent in biometric and RFID attendance systems. The

collection and storage of sensitive biometric data raise significant privacy issues, and any breach

could have severe consequences for individuals. Similarly, RFID systems are susceptible to

unauthorized access and data interception. There is a need for more robust security measures and

privacy protection protocols to address these concerns effectively (Balcoh et al., 2012; Kumar &

Kumar, 2018).

Many existing QR code-based and IoT-integrated attendance systems rely heavily on continuous

internet connectivity to function effectively. In regions with unstable or limited internet access,

this dependence can hinder the system's usability and reliability. Research should focus on

developing systems that can operate offline or with intermittent connectivity, ensuring consistent

performance regardless of internet availability (Chen et al., 2020).

User experience and usability issues are another area where existing systems often fall short.

Complex interfaces and cumbersome processes can lead to low adoption rates among students

and lecturers. There is a need for intuitive, user-friendly interfaces that simplify the attendance

recording process and enhance user satisfaction. Additionally, comprehensive training and

support should be provided to ensure smooth adoption and usage of the systems (Masalha &

Hirzallah, 2014).
The integration of attendance systems with other institutional management systems, such as

learning management systems (LMS) and student information systems (SIS), is often limited.

Seamless integration can streamline administrative processes, improve data accuracy, and

enhance overall institutional efficiency. Future research should focus on developing

interoperable systems that can easily integrate with existing institutional infrastructure (Wu &

Tran, 2021).

While many systems offer basic attendance tracking functionalities, there is a lack of advanced

real-time analytics and reporting capabilities. Institutions can benefit from detailed insights into

attendance patterns, student engagement, and academic performance. Developing systems with

robust analytics and reporting tools can aid in data-driven decision-making and improve

educational outcomes (Wu & Tran, 2021).

In summary, addressing these gaps requires a multidisciplinary approach that combines

technological innovation with a deep understanding of the unique challenges faced by

educational institutions. By focusing on accessibility, cost-effectiveness, privacy, usability,

integration, and advanced analytics, future research can develop more comprehensive and

effective attendance management systems.

 CHAPTER THREE

METHODOLOGY

3.1 Research Design

The research design for this study is structured to ensure a systematic approach to the

development, implementation, and evaluation of a QR code-based class attendance system for

ADUSTEC Wudil. This design incorporates both qualitative and quantitative methods to provide

a comprehensive understanding of the system's effectiveness and usability.

3.2 Data Collection Methods

Effective data collection methods are essential for ensuring the accuracy and reliability of the

research findings. This section outlines the methods used to collect data for evaluating the QR

code-based attendance system at ADUSTEC Wudil. A combination of qualitative and

quantitative data collection methods will be employed to provide a comprehensive understanding

of the system's effectiveness, user satisfaction, and overall impact.

3.2.1 Surveys

Surveys are a primary quantitative data collection method used to gather information from a

large number of participants efficiently. In this study, surveys will be administered to students,

lecturers, and administrative staff at ADUSTEC Wudil to capture their experiences and opinions

regarding the new attendance system. The surveys will include a mix of closed-ended questions

(e.g., Likert scale, multiple-choice) and open-ended questions to gather both quantitative data

and qualitative insights.

 Target Group: Students, lecturers, and administrative staff

 Content: Questions related to usability, effectiveness, satisfaction, and any encountered

issues
  Distribution: Online platforms such as Google Forms or SurveyMonkey

 Analysis: Statistical analysis for quantitative data and thematic analysis for qualitative

responses

3.2.2 Interviews

Interviews provide in-depth qualitative data and allow for a deeper understanding of individual

experiences and perceptions. Semi-structured interviews will be conducted with selected

students, lecturers, and administrative staff to gather detailed insights into their interactions with

the QR code-based attendance system.

 Target Group: Selected students, lecturers, and administrative staff

 Format: Semi-structured interviews with open-ended questions

 Content: Topics include ease of use, perceived benefits, challenges faced, and

suggestions for improvement

 Duration: Approximately 30-45 minutes per interview

 Analysis: Qualitative analysis using coding and thematic techniques

3.2.3 Focus Groups

Focus groups are another qualitative data collection method that involves guided group

discussions to explore participants' attitudes and experiences in a collective setting. Focus groups

will be organized to facilitate discussion among different user groups, allowing for the

identification of common themes and shared experiences.

 Target Group: Groups of 6-10 students, lecturers, and administrative staff

 Format: Guided discussions facilitated by a moderator

 Content: Topics include overall system performance, user experience, and suggestions

for enhancements
  Duration: Approximately 1-2 hours per session

 Analysis: Qualitative analysis using thematic techniques

3.2.4 System Usage Data

Quantitative data on system usage will be collected to evaluate the performance and adoption of

the QR code-based attendance system. This data includes metrics such as the number of QR

codes generated, scanned, and authenticated, as well as attendance records and user activity logs.

 Target Group: System usage data from all users

 Content: Metrics related to QR code generation, scanning, authentication, and

attendance records

 Collection Method: Automated data collection through the system's backend

 Analysis: Statistical analysis to identify usage patterns and system performance

3.2.5 Observations

Direct observations of system usage will be conducted to gather qualitative data on how students

and staff interact with the QR code-based attendance system in real-time. Observations will help

identify any usability issues, technical problems, or areas for improvement.

 Target Group: Students and staff during class sessions

 Content: Observations of the QR code scanning process, user interactions, and any

encountered issues

 Format: Structured observation with predefined criteria

 Duration: Multiple class sessions over several weeks

 Analysis: Qualitative analysis using observational notes and thematic techniques

3.3 Materials

The materials required for the development and implementation of the QR code-based

attendance system include various software, hardware, and other resources. For software,

essential development environment is Android Studio. Programming languages such as Java,

XML will be utilized, alongside database management system like Firebase. In terms of

hardware, the project will require development machines equipped with at least Intel Core i5

processors, 8GB RAM, and 500GB hard drives. Android smartphones will be used to test QR

code scanning functionality. For scenarios where smartphones are not available, dedicated QR

code scanners may be deployed. Additionally, a reliable internet connection is essential for

system development, deployment, and testing. Documentation tools like Microsoft Office Suite

or Google Workspace will be used for documentation and report writing, while online survey

platforms such as Google Forms or SurveyMonkey will be employed for gathering quantitative

data.

3.4 Tools and Techniques

In developing and implementing the QR code-based attendance system for ADUSTEC Wudil,

various tools and techniques are employed to ensure the system is efficient, user-friendly, and

robust. This section provides a detailed overview of the software tools, hardware components,

and methodologies utilized in the project.

3.4.1 Software Tools

1. Development Environment:

i. Android Studio: An integrated development environment specifically for Android

development, providing tools for building, testing, and debugging the mobile application.

2. Programming Languages:
 i. Java: Java is a high-level, class-based, object-oriented programming language that is

designed to have as few implementation dependencies as possible. It is normally

compiled to the bytecode instruction set and binary format defined in the Java Virtual

Machine (JVM) specification. Java is a widely used programming language and software

platform that runs on billions of devices, including notebook computers, mobile devices,

gaming consoles, medical devices, and many others

ii. XML: XML (Extensible Markup Language) is a markup language used for structuring

and storing data in a format that is both human-readable and machine-readable. It is a

flexible and extensible language that allows users to define their own tags and attributes,

making it suitable for a wide range of applications.

iii. 3. Frameworks and Libraries:

i. Firebase: A comprehensive app development platform providing backend services such

as authentication, real-time databases, and cloud storage, integrating seamlessly with

mobile and web applications.

4. Database Management Systems:

i. Firebase Firestore: A NoSQL database for storing unstructured data and real-time

syncing across devices, providing flexible data modeling and real-time synchronization.

3.4.2 Hardware Components

1. Development Machines:

Computers equipped with Intel Core i5 processors, 8GB RAM, and 500GB hard drives to

ensure efficient coding, testing, and deployment processes.

2. Mobile Devices:
 Android Smartphones: Used for testing the mobile app's functionality, including QR

code scanning and data synchronization, ensuring compatibility and performance across

different hardware configurations.

3. QR Code Scanners:

Dedicated QR code scanners used in environments where smartphones are not available

or practical, interfacing with the mobile app or directly with the backend server.

3.4.3 Methodologies

1. Agile Development:

An iterative approach to software development that promotes flexibility and continuous

improvement, focusing on delivering incremental improvements through regular

iterations called sprints.

i. Sprints: Short, time-boxed periods during which specific tasks are completed,

allowing for rapid development and feedback cycles.

ii. Scrum Meetings: Regular meetings to discuss progress, challenges, and plans,

ensuring team alignment and quick issue resolution.

iii. Feedback Loops: Continuous user feedback is incorporated to refine and

improve the system, adapting to changing requirements and incorporating user

input.

2. User-Centered Design:

A design philosophy that places the end-user at the center of the development process,

employing techniques such as:

 i. Personas: Creating detailed profiles of potential users to guide design decisions,

representing different user types and capturing their goals, behaviors, and pain

points.

ii. User Testing: Regular testing sessions with actual users to gather feedback on

usability and functionality, identifying areas for improvement and ensuring the

system meets user needs.

iii. Iterative Design: Making continuous improvements based on user feedback and

testing results, involving prototyping, testing, and refining the system through

multiple cycles.

3. Version Control:

a. Git: A distributed version control system used to track changes in the codebase,

collaborate with team members, and manage different versions of the project, enabling

efficient collaboration, branching, and merging of code.

b. GitHub: A web-based platform for hosting and sharing Git repositories, facilitating

collaboration and version control, providing tools for code review, issue tracking, and

project management.

3.4.4 Techniques

1. QR Code Generation:

Using libraries such as QRCode to generate unique QR codes for each class session,

providing functionalities for creating and customizing QR codes, ensuring they are easily

scannable and secure.

2. QR Code Scanning:
 Integrating libraries like ZXing (Zebra Crossing) or ML Kit for barcode scanning in the

mobile app, offering robust QR code detection and decoding capabilities, enabling

accurate and efficient scanning using the smartphone camera.

3. Data Encryption:

Implementing encryption techniques to secure data transmission between the mobile app,

backend server, and database, protecting sensitive information such as user credentials

and attendance records from unauthorized access. Techniques include SSL/TLS for

secure communication and AES for data encryption at rest.

4. Authentication:

Using Firebase Authentication to manage user authentication processes, supporting

various sign-in methods including email/password, Google, and other third-party

providers, ensuring secure and flexible authentication options.

5. Real-Time Data Syncing:

Utilizing Firebase Firestore for real-time data synchronization between the mobile app

and backend server, providing real-time updates, ensuring that attendance data is

instantly updated and accessible to authorized users, improving data accuracy and user

experience.

3.5 Procedures

The development and implementation of the QR code-based attendance system for ADUSTEC

Wudil involve a series of well-defined procedures to ensure the project is executed efficiently

and effectively. This section outlines the step-by-step procedures for system development,

implementation, testing, deployment, and evaluation in detailed paragraphs.

3.5.1 System Development

The first step in the development process is gathering requirements. This involves conducting

interviews and focus groups with key stakeholders, including students, lecturers, and

administrative staff, to identify the specific needs and challenges of the current attendance

system. By understanding the pain points and expectations of the users, we can define the

functional and non-functional requirements of the new system. Additionally, surveys are

distributed to gather quantitative data on user preferences and requirements, providing a

comprehensive view of the necessary features and improvements. Analyzing the collected data

helps in creating a detailed specification document that guides the design and development

phases.

Following requirements gathering, the system design phase begins. This involves developing a

detailed system architecture that outlines the interactions between the frontend, backend, and

database components. Wireframes and prototypes of the user interfaces for both the mobile app

and the web application are created to visualize the user experience and ensure it meets user

expectations. The database schema is designed to ensure efficient data storage and retrieval,

taking into consideration the need for scalability and security. The design phase includes

multiple review cycles with stakeholders to ensure the proposed design aligns with the identified

requirements and incorporates feedback from preliminary testing.

Implementation is the next phase, where the actual coding of the system begins. The

development environment is set up using Android Studio. The frontend is developed using XML

for the mobile app and JAVA for the backend of the application, ensuring a seamless user

experience across different devices, integrating with Firebase for authentication and real-time

database functionality. The database is implemented using Firebase Firestore, based on the data
requirements and the need for real-time updates. QR code generation and scanning

functionalities are integrated using libraries like QRCode and ZXing, providing robust and

efficient handling of QR codes. Throughout the implementation phase, regular code reviews and

testing are conducted to ensure the system meets the defined requirements and performs as

expected.

3.5.2 System Testing

Testing is a critical phase to ensure the system's reliability and performance. Unit testing is

conducted first, focusing on individual components and modules to ensure they function

correctly in isolation. Automated testing tools are used to streamline the process and quickly

identify any issues. Integration testing follows, where the interaction between different modules

and components is tested to ensure they work together seamlessly. This includes testing data

flow and communication between the frontend, backend, and database.

System testing involves comprehensive testing of the entire system to ensure it meets the

specified requirements and performs as expected under various conditions. This includes

performance testing to evaluate the system's scalability and reliability. User Acceptance Testing

(UAT) is the final testing phase, where end-users are involved in testing the system to gather

feedback on usability and functionality. Testing sessions are conducted with students, lecturers,

and administrative staff, and necessary adjustments are made based on their feedback to refine

the system and ensure it meets user expectations.

3.5.3 Deployment

Deployment begins with preparation, ensuring that the production environment is set up

correctly with all necessary hardware and software components in place. This includes

configuring servers, databases, and network settings to support the deployment of the system.
Once the environment is ready, the backend server, web application, and mobile app are

deployed to the production environment. This involves transferring the code to the production

servers and configuring the system for live use. A final round of testing is conducted to verify the

deployment and address any last-minute issues, ensuring that the system is fully functional and

ready for use.

Training is an essential part of the deployment process. Training materials, including user

manuals, video tutorials, and FAQs, are developed to assist users in adopting the new system.

Comprehensive training sessions are conducted for students, lecturers, and administrative staff to

familiarize them with the system's features and functionalities. These sessions provide hands-on

experience and address any questions or issues users might have, ensuring a smooth transition to

the new system. Ongoing support is provided to address any questions or issues that arise during

the initial usage period, ensuring users are comfortable and confident in using the system.

3.5.4 Evaluation

The evaluation phase involves a post-implementation review to assess the system's performance

and identify areas for improvement. Feedback is gathered from all user groups, including

students, lecturers, and administrative staff, through surveys, interviews, and focus groups. This

feedback is analyzed to identify any issues or areas for improvement, and a plan is developed to

address them. Data analysis plays a crucial role in evaluating the system's impact on attendance

tracking accuracy, user satisfaction, and overall efficiency. Both quantitative and qualitative data

are analyzed to assess the system's effectiveness and identify any patterns or trends.

Continuous improvement is a key focus of the evaluation phase. Regular updates and

enhancements are implemented based on user feedback and data analysis, ensuring the system

remains up-to-date with the latest technological advancements and user requirements. This
involves periodic reviews and updates to the system to incorporate new features, address any

issues, and ensure optimal performance. By maintaining an ongoing feedback loop and

continuously improving the system, we ensure it meets the evolving needs of the users and

provides a reliable and efficient solution for attendance management.

The procedures outlined in this section provide a structured approach to the development,

implementation, testing, deployment, and evaluation of the QR code-based attendance system for

ADUSTEC Wudil. By following these detailed procedures, the project aims to deliver a reliable,

user-friendly, and efficient solution that meets the needs of all stakeholders, ensuring a

successful implementation and adoption of the new system.

Activity Diagram
 References

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