School Event

Attendance Monitoring
System
Using fingerprints

Chapter 1
Introduction

The rapid growth of technology in this era is creating a huge

impact on our lives. Some early efforts have been made to utilize the

advancement of technology. Computerization of the official work will

help in doing a lot of manual work quickly. It will help in easy storage

and access of all information, in short period of time. When it comes to

monitoring student attendance, colleges have no automated

attendance record and uses the manual and paper based system to

check the attendance of a particular student in a particular event.

However, taking student attendance manually and maintaining it for a

long time is a difficult task, wastes lots of time and resources, and may
cause some errors. In accordance, we will develop School Event

Attendance Monitoring System Using Barcode Scanner which will save

and prevent time theft that leads to cost saving. It is a computer based

system with the capability to easily check the attendance of the

students. It is a software which will utilize barcodes to record and

maintain the attendance of the students. The main hardware that is to

be used is the barcode scanner. This barcode scanner will be used in

order to read a barcode. A Barcode is a machine readable

representation of information in a visual format. It will be developed to

manage the attendance information, so that college can access

accurate attendance information quickly and easily as and when

required, thereby improving its operational efficiency and

effectiveness.

Background of the Study

Attendance plays a significant role in today’s lives of college

students. Every school has different regulations for students regarding

their presence in school events or programs. Thus, the accurate record

of attendance becomes very important to support attendance

requirements. Attendance in colleges is generally paper based which

may sometimes cause errors and taking attendance manually

consumes more time; these mechanisms are being used for long time.

However, it is inefficient and is difficult to manually calculate the

percentage of events attended by students. To overcome the existing

system, switching to an automated system yields fantastic time and

cost savings, both in the short and long-term. School Event Attendance

Monitoring System Using Barcode Scanner will be developed to provide

a reliable, secure, and efficient method of recording student

attendance. A combination of Visual Basic as the programming

language and MS Access as the Database Management Systems will be

used in the development of the system. This project will reduce the

amount of work the users have to do. Thus, the overall functionality of

this system will enable the users to enter data, change and manipulate

the data, get information, and store the data and the information. The

development of this software project will facilitate the general

administrator system to manage information of student attendance as

well as its records and also can access accurate information correctly

and easily which leads to increase efficiency & effectiveness of the

organization too.

Statement of the Problem

General Problem:

The manual process of checking attendance in every school activity

has become one of the factors that causes delay and have to spend a

lot of time and effort for recording attendance. Thus, this manual
process becomes a tedious and a repetitive process, with a huge scope

for human error.

Specific Problems:

1. Existing system of checking attendance in school activities uses

paper-based attendance and consumes a lot of time during sign in/out

2. Difficulty to collect and tally attendance from a large number of

students

3. Hand signatures are easy to forge

Objectives
General Objective:

To design and develop School Activities Attendance Monitoring System

Using Barcode Scanner which will speed up the data processing,

provide easy analysis, minimize time consumption, and eliminate

possible human errors.

Specific Objectives:

1. To develop a computerized system which will minimize time

consumption and would completely eliminate the paper works

2. To create a program that will calculate the total attendance and

provide ready-to-print attendance record

3. To build a system that uses a barcode scanner that would simply

scan the barcode on their ID to check their attendance

Scope and Limitation

Scope

This study covers purely the formulation of the proposed system as a

replacement to the present system. The system can monitor the

attendance of the students using a barcode scanner. The system can

save the data in the database. The system can add and update the

records in the database.

Limitation

School Event Attendance Monitoring System using Barcode scanner

can be installed in laptop or computer but the system shall be used

only on windows based computer systems which can process

information gathered through barcode scanner. This system cannot

manipulate on its own and needs operator to able to be used by the

students. The system cannot read multiple barcodes simultaneously.

The system cannot determine if the barcode was used by its real

owner. Since this proposed system in only intended for school events,

the system will be used only when the campus has an activity or
program. Only the administrator is capable to edit or modify the

records of the students.

Definition of Terms

Barcode - is an optical, machine-readable, representation of data; the

data usually describes something about the object that carries the

barcode. Traditional barcodes systematically represent data by varying

the widths and spacing of parallel lines, and may be referred to as

linear or one-dimensional (1D)

Barcode Scanner - Barcode readers (barcode scanners) are electronic

devices for reading printed barcodes. Barcode readers consist of a light

source, a lens and a light sensor that translates optical impulses into

electrical ones.

Attendance – the act of attending in an event; the number of persons

attending something

Student – a person attending in an event

Administrator - a person legally vested with the right of administration

of an estate

References:
https://raymondhandling.com/dictionary/bar-code-reader/

https://en.wikipedia.org/wiki/Barcode

https://www.merriam-webster.com/dictionary
Significance of the Study
This proposed system aims to replace present manual

attendance recording system by an advance system with facilitating

easy analysis, minimizing time consumption and cost incurred. This

can contribute a lot of benefits for both students and the user of the

system for it is cost effective in the sense that it has eliminated the

paper work completely. The system is also time effective because the

calculations are automated which are made when it is needed or as

per the user requirement. The system working is quite easy to use and

learn due to its simple interface, therefore, user requires no special

training for operating the system.

Review of Related Literatures

A. RFID Based Attendance Monitoring System with SMS Notification

System

This RFID Based Attendance Monitoring System with SMS

Notification System maintains the student login and logout time.

Parents get an instant SMS notification on their mobile phones as soon

as their child Enters/Exits the school. Children are given smart ID-Card

(RFID tag). As they show this smart card on the RFID transponder

during Entry/Exit to the school, their parents whether they are

at home or at office, they come to know that their child has entered or

exited from the school through an SMS. The school authorities can see
the Real-Time Attendance on the screen. The system is also designed

to provide a status whether the message has been sent to the parent

mobile or not for proper monitoring.

Review of Related Literatures

B. Attendance System using RFID in VB.Net and mySQL
Attendance System using RFID in VB.Net and mySQL is a system

where it uses the radio frequency ID technology. This system gets the

attendance of incoming and out coming of students inside and outside

of the school. In order for the Attendance System using RFID in VB.Net

and mySQL to be fully functional, you need to purchase or have in

hand a RFID scanner with sample RFIDs. Attendance System using

RFID in VB.Net and mySQL is dedicated for schools and universities,

any other institutions may not be suited for the system.

System Features:

1. Sends SMS to parents of students (depending on the

registered contact number upon enrolling).

2. Sends SMS to the faculty and employees of the school upon

logging in, logging out, lunch in and lunch out.

3. Time restriction upon tapping continuously of RFID (5 minute

time interval)
Review of Related Literatures

C. Attendance Management System Using Barcode Identification on

Students' Identity Cards

All academic institutions have certain criteria for students regarding

their attendance in class and examinations. The importance of student

attendance in class cannot be over emphasized, as a result of this,

administrators and lecturers of various academic institutions are

concerned with the attendance irregularities. In the process of

admitting students into an examination hall in most Nigerian

institutions, 70% of attendance must be met and also considered for

grade computation, therefore there is a huge need for monitoring and

recording students' attendance. This brings about the need to have a

tool to control students' attendance. The existing model of manual

attendance monitoring (using paper sheets and an old file system) is

not efficient and it is also time consuming. These aforementioned

shortcomings among others serve as justification for migrating from

manual based to the proposed system. The system is based on

barcode reader technology and the details of this system are

presented in this paper. The system can be easily accessed by the

lecturers and most importantly, the reports can be generated in real-

time processing, thus, providing valuable information about the

students. (Dec. 2016)

https://www.researchgate.net/publication/
311511130_Attendance_Management_System_Using_Barcode_Identificati
on_on_Students'_Identity_Cards [accessed Apr 02 2018].