GRANBY COLLEGES OF SCIENCE AND TECHNOLOGY

College of Information and Communication Technology

Ibayo Silangan, Naic, Cavite PhilippinesTel: (046) 412-0437

(EAMS) Employee Attendance Monitoring System

A System Project Proposal

Submitted to the faculty of Information Technology Department
Granby Colleges of Science and Technology

In partial fulfillment
of requirements for the degree
Bachelor of Science in Information Technology

SUBMMITED BY:
ANTHONY D. ARISGADO
ELMAR REYMOND A. DELA CRUZ
JERICHO B. GUIANAN
DAVE O. MALARAN
MARK JHONE M. SUMAYLO
JOBERT D. TUMBADO

January 22, 2025

 GRANBY COLLEGES OF SCIENCE AND TECHNOLOGY

College of Information and Communication Technology

Ibayo Silangan, Naic, Cavite PhilippinesTel: (046) 412-0437

EMPLOYEE ATTENDANCE MONITORING SYSTEM

I. Project Background

Introduction
Employee attendance monitoring system is a modern technology designed to provide a
solution for tracking attendance, it manages the presence, absence, and tardiness of each
individual in a specific environment, such as schools, working areas, and even in some of the
events. This type of system ensures an accurate recording, reduces labor, enhances efficiency and
productivity, and also provides less error. The system ensures an organized and flawless
approach to monitoring individuals. It significantly simplifies attendance management while
offering a quick, accurate, and reliable recording of real-time attendance, unlike manual
attendance monitoring which relies on time-to-time roll calls and manual paper and pen.
This type of system uses different types of tools such as biometric scanners, RFID cards,
QR codes or Bar code readers, to capture attendance data quickly and accurately. This not only
polishes the process but also allows for a real-time report of each individual. Aside from
recording attendance, the system can also easily integrate with other existing types of systems.
The Employee attendance monitoring system offers empowerment to both employees and
employers by providing oversight.
By implementing this type of system, the institutions may improve operational
effectiveness, guarantee adherence to attendance regulations, and make data-driven choices to
promote employee success by putting in place an attendance monitoring system. The ultimate
goal of this project is to provide a dependable, user-friendly system that meets the particular
requirements of business settings, making attendance management a smooth, dependable
procedure.
 GRANBY COLLEGES OF SCIENCE AND TECHNOLOGY

College of Information and Communication Technology

Ibayo Silangan, Naic, Cavite PhilippinesTel: (046) 412-0437

II. Project Objectives

The primary objective of this study was to design and develop an Employee
Attendance Monitoring System utilizing RFID system.

 To develop a system that automates recording the attendance, reducing the

manual labor and reducing human errors.
 To make use of cutting-edge technology, such RFID systems, to guarantee
accurate and error-free attendance records.
 To provide real-time updates and access to attendance data, allowing
administrators to monitor attendance as it happens.
 To show transparency of tracking individual attendance, reducing instances of
absenteeism and tardiness while fostering accountability.

III. Project Scope

System Overview
The EAMS will play a pivotal role in an institution by offering a reliable and
compliant solution to track and manage attendance efficiently and effectively. It ensures
streamlined processes and promotes accountability.

Key Features
 User Registration and Management: The system will allow seamless user
registration and efficient management of employee profiles to ensure accurate
attendance tracking.
 Real-Time Monitoring and Updating: With real-time monitoring, the system
will provide instant updates on employee attendance, enhancing transparency and
efficiency.
 GRANBY COLLEGES OF SCIENCE AND TECHNOLOGY

College of Information and Communication Technology

Ibayo Silangan, Naic, Cavite PhilippinesTel: (046) 412-0437

 Notification and Analysis: The system will generate insightful analyses of each
employee's attendance and delivers notifications to inform about absences and
tardiness.
 Historical Data Access: It will offer easy access to historical attendance data,
enabling comprehensive record-keeping and informed decision-making.
 Offline Functionality: Offline functionality will ensure uninterrupted attendance
tracking, even without an internet connection, guaranteeing reliability.

Limitation
 Implementation Costs: Deploying an RFID system requires substantial
investment in tags, readers, and infrastructure, which can be challenging for
smaller organizations to afford.
 Tag Management: RFID tags are susceptible to loss or damage, potentially
hindering attendance tracking and necessitating regular replacement management.
 Reading Range Limitations: The performance of RFID technology relies on
users being within a specific range of the readers, posing challenges in larger or
densely populated areas.
 Technical Issues: RFID systems are prone to interference from environmental
conditions or nearby electronic devices, which can result in occasional tag reading
failures.
 Device Adaptability: The system may not function optimally across all device
types, leading to inconsistent user experiences on certain platforms.
 No Payroll Viewing: The current version of the system does not support the
ability to access or view payroll information.
 GRANBY COLLEGES OF SCIENCE AND TECHNOLOGY

College of Information and Communication Technology

Ibayo Silangan, Naic, Cavite PhilippinesTel: (046) 412-0437

IV. Plan, Timeline and Budget

Conceptual Framework

INPUT

HARDWARE SOFTWARE KNOWLEDGE SKILLS

 Windows OS  Programming
 Laptop/PC  C# Programming  Graphics Designing
 RFID tag and Sensor Language  RFID Attendance
 Server  Adobe Photoshop
Monitoring Process
 Connecting System to
 Microsoft Excel Database
 Xampp (MySQL)  Knowledge in hardware’s
 Figma

PROCESS

1. Planning

2. Designing

3. Implementation

4. Testing

5. Release &
Follow Up

OUTPUT
Employee Attendance Monitoring System Using RFID

FEEDBACK

Figure 1: Conceptual Framework

 GRANBY COLLEGES OF SCIENCE AND TECHNOLOGY

College of Information and Communication Technology

Ibayo Silangan, Naic, Cavite PhilippinesTel: (046) 412-0437

The figure 1 depicted the conceptual framework, and was created to demonstrate the
process of creating a system for “Employee Attendance Monitoring System”. The three main
components—input, process, and output—will be put into place and depend on feedback to be
monitored in order to ensure that the goals are met and a successful system is created.

Input:

Hardware: In order to develop and use the system, devices like PC/laptops, Server, RFID tags
and scanner was necessary.
Software: The system is designed and developed using a variety of software tools and
languages, such as Windows OS, C# programming language, Adobe Photoshop, MS Excel,
Xampp(MySQL) and Figma.
Knowledge Skills: The construction of the system depends on fundamental abilities including
graphic design, programming, knowledge in hardware components and an awareness in RFID
attendance monitoring system.

Process: The phases of Requirements, Designing, Implementation, Testing, and Release &
Follow-up are all part of the Waterfall methodology-based development process. This sequential
process emphasizes a structured approach, where each phase is completed before moving to the
next, ensuring a clear and systematic progression.

Output: The EAMS is a reliable tool for employees and employers, designed to effectively and
efficiently track attendance while minimizing errors.

Feedback: An essential component of the system, feedback permits continuous improvements

and guarantees that the system satisfies user requirements and expectations.
 GRANBY COLLEGES OF SCIENCE AND TECHNOLOGY

College of Information and Communication Technology

Ibayo Silangan, Naic, Cavite PhilippinesTel: (046) 412-0437

Gantt Chart

Figure 2: Gantt Chart

Figure 2 provides a visual history of the EAMS development phases, spanning from
January to May. The bars in each column of the Gantt chart show a timeline throughout the
process of completing specific tasks on specific dates and months.

Task & Timeline:

Planning: Beginning phase and preparation for starting the system, planning is indicated
with bars starting from January 8, 2025, to January 15, 2025.
Designing: phase concentrated for the functions, layout, design and UI/UX of the system,
starts in January 16, 2025 spanning to January 30, 2025.
Implementation: The main goal of creating the system, implementing all input to
construct and achieve the goal, which began in January 31, 2025 to March 31, 2025.
Testing: Phase to ensure the system is fully examined, and addressed for any errors and
potential bugs in the system. Testing phase started in April 1, 2025 up to April 15, 2025.
Release & Follow-ups: Final stage EAMS if fully operational serving its intended role in
tracking attendance, launched on April 16, 2025, and will be monitored for follow-ups
including updates, features added and removed, and overall maintenance.
 GRANBY COLLEGES OF SCIENCE AND TECHNOLOGY

College of Information and Communication Technology

Ibayo Silangan, Naic, Cavite PhilippinesTel: (046) 412-0437

System Requirements
Hardware Requirements
Processor Intel Core i3 or AMD Ryzen 3 (minimum)
Intel Core i5 or AMD Ryzen 5 (recommended)
Installed Ram 8.00 GB
System Type X32-based PC
Storage 2GB free hard drive space
Software Requirements
Edition Microsoft Windows 10/11
OS build Microsoft Corporation
Table 1: System Requirement

Context Model

Figure 3: Context Model

Figure 3 shows the illustration of the architecture of an EAMS. It shows its connections to
various subsystems.
 Log-In System: Interfaces with the EAMS to facilitate user log-ins.
 GRANBY COLLEGES OF SCIENCE AND TECHNOLOGY

College of Information and Communication Technology

Ibayo Silangan, Naic, Cavite PhilippinesTel: (046) 412-0437

 Sign-Up System: Provides new users the ability to register and is linked to the User
Authentication System.
 User Authentication System: Acts as the core module verifying user credentials before
allowing access to the monitoring system.
 Real-time Reporting System: Allows real-time attendance data to be accessed and
analyzed.
 Admin Monitoring Access System: Grant’s system administrators the ability to manage
and monitor employee attendance records. Allows admins to view or modify data
managed by the EAMS.
 Employee Recording System: Store’s attendance and related records for employees.

Use Case Diagram

Figure 5: Use Case Diagram

Figure 5 shows the use case diagram, illustrating the interactions between two primary
users: Employee and Admin. It highlights the system's functionalities available to both users,
detailing how each interacts with the system to perform their respective tasks.
 GRANBY COLLEGES OF SCIENCE AND TECHNOLOGY

College of Information and Communication Technology

Ibayo Silangan, Naic, Cavite PhilippinesTel: (046) 412-0437

Employee Use Cases:

 Log-in: Employees can securely access the system by providing their credentials.
 Sign-Up: New employees can create accounts within the system to access features.
 Register Attendance: Employees can record their attendance data, such as clock-in and
clock-out times.

Admin Use Cases:

 Monitor Attendance: Admins can view and manage attendance records for all
employees.
 Modify Accounts: Admins have the ability to update, delete, or modify employee
accounts to maintain data integrity.
 Report/Announce: Admins can generate reports for analysis and communicate
announcements to employees.

ER Diagram

Figure 6: Entity Relationship Diagram

Figure 6 illustrates the relationships between entities and their attributes within the
database. The figure provides a structured approach to storing and managing essential
organizational data, ensuring smooth operations of the system.
Employee ↔ Attendance (Can Register)
Relationship Type: One-to-Many (1:N)
 GRANBY COLLEGES OF SCIENCE AND TECHNOLOGY

College of Information and Communication Technology

Ibayo Silangan, Naic, Cavite PhilippinesTel: (046) 412-0437

Description:
- Each Employee can register multiple records of Attendance.
- The Employee_ID serves as a foreign key in the Attendance table, linking each
attendance record to a specific employee.
- This indicates that employees are responsible for their attendance logs.

Admin ↔ Attendance (Can Monitor)

Relationship Type: One-to-Many (1:N)
Description:
- Each Admin can monitor multiple records in the Attendance table.
- The Admin_ID acts as a foreign key in the Attendance table, signifying that
administrators oversee or verify attendance records.

Admin ↔ Employee (Can Manage)

Relationship Type: One-to-Many (1:N)
Description:
- Each Admin can manage multiple Employee records.
- The Admin_ID in the Employee table is a foreign key, indicating that an admin is
responsible for supervising or managing certain employees.

Data Dictionary
 Employee Table:
 GRANBY COLLEGES OF SCIENCE AND TECHNOLOGY

College of Information and Communication Technology

Ibayo Silangan, Naic, Cavite PhilippinesTel: (046) 412-0437

Figure 7: Data Dictionary (Employee Table)

 Attendance Table:

Figure 8: Data Dictionary (Attendance Table)

 Admin Table:
 GRANBY COLLEGES OF SCIENCE AND TECHNOLOGY

College of Information and Communication Technology

Ibayo Silangan, Naic, Cavite PhilippinesTel: (046) 412-0437

Figure 9: Data Dictionary (Admin Table)

Operational Procedure

Purpose
These guidelines outline the processes for efficiently managing attendance for
both admins and employees. The system promotes clear communication and ensures
accurate attendance tracking.

For All Users

1. System Accessibility:
o Users can access the platform through desktop web application.
2. Account Sign-Up:
o Complete the form by providing basic details such as name, email, contact
number, password and role.
3. Account Log-in:
o Use your email and password to sign in.
o Utilize the "Forgot Password" option if you accidentally forget your
password or email or need to reset your password or email.
4. Attendance Access:
o Review personal attendance records through the "Attendance" section to
stay updated.
o Review personal records through the "Dashboard" section to monitor
leaves.
2. Admin Role
1. Account Management:
 GRANBY COLLEGES OF SCIENCE AND TECHNOLOGY

College of Information and Communication Technology

Ibayo Silangan, Naic, Cavite PhilippinesTel: (046) 412-0437

o Add, edit, or remove user accounts of employees.

o Deactivate accounts of employee that no longer work for the company.
2. Attendance Records:
o Access and review attendance summaries for all employee.
o Generate attendance reports based on specific dates, classes, or students.

3. Employee Role
1. Attendance Monitoring:
o Use the system to scan RFID.
o Track late arrivals and absences.
2. Attendance Reporting:
o Access detailed attendance reports for their daily attendance.
3. Real-time Notifications:
o Send attendance-report notifying to employees automatically.
o Notifications include details about their time-in/time-out, validating their
attendance is successfully recorded.
5. Monitoring Attendance:
o Log into the system to view attendance daily history in “Calendar”
section.

6. System Notifications
1. For Teachers:
o Notify Employee about any late, leaved, half days, unlogged and
successful attendance.
2. For Admins:
o Notifications regarding system inactive accounts and AWOL employees.

Cost Estimation
Category Estimated Cost
 GRANBY COLLEGES OF SCIENCE AND TECHNOLOGY

College of Information and Communication Technology

Ibayo Silangan, Naic, Cavite PhilippinesTel: (046) 412-0437

Hardware 70,000
Software 1,350
Transportation 4,000
Food & Drinks 7,000
Miscellaneous 3,000
Total 85,350
Table 2: Cost Estimation
Table 2 shows the break down and total of cost estimation for creating EAMS from
hardware that meets the required specification of computers for better developer satisfaction to
extra miscellaneous cost including (Papers, Inks, etc.).

Program Prototype Screen Shots

Logi-Page

Figure 10: Log-In

Page
 GRANBY COLLEGES OF SCIENCE AND TECHNOLOGY

College of Information and Communication Technology

Ibayo Silangan, Naic, Cavite PhilippinesTel: (046) 412-0437

Figure 10 illustrates the Log-In page and the startup interface of the system. The page
features a fill-up section for users to enter their Username and Password. Below the log-in fields
accompanied by two functional links: Create Account and Forgot Password.

Create Account Page

Figure 11: Create Account Page

Figure 11 displays the sign-up page of the system. It includes various input fields for
collecting information such as the user’s first name, last name, email address, password, and
phone number. Additionally, there is a dropdown menu allowing the user to select their position
as either Admin or Employee. Once all fields are filled, and the appropriate position is selected,
clicking the Sign-Up button completes the account creation.
 GRANBY COLLEGES OF SCIENCE AND TECHNOLOGY

College of Information and Communication Technology

Ibayo Silangan, Naic, Cavite PhilippinesTel: (046) 412-0437

Forgot Password Page

Figure 12: Forgot Password Page

Figure 12 displays the Forgot Password page. This page serves as a recovery mechanism
for both admins and employees. It required the user to enter their email address. Upon
submission, unique SMS verification code will be send to the user afterwards continue button
will be enable to click.

Forgot Password Code Verification Page

Figure 13: Forgot Password Code Verification Page

 GRANBY COLLEGES OF SCIENCE AND TECHNOLOGY

College of Information and Communication Technology

Ibayo Silangan, Naic, Cavite PhilippinesTel: (046) 412-0437

Figure 12 shows the user interface for code verification during password recovery. The
user is presented with four input fields, visually representing the 4-digit code they must enter
sent to the user.

Change Password Page

Figure 14: Change Password Page

Figure 14 display the change password apart of the system. it has 2 fields the required the
user to enter their new password and confirm password for verification of the new password.
 GRANBY COLLEGES OF SCIENCE AND TECHNOLOGY

College of Information and Communication Technology

Ibayo Silangan, Naic, Cavite PhilippinesTel: (046) 412-0437

Employee Dashboard

Figure 15: Employee Dashboard

Upon Logging-in Figure 15 displays the employee dashboard located along side with
different frames. The dashboard is an overview of graphical summary of attendance and leave
of the employee. It has a graph that shows daily attendance and detailed summaries of total
leave taken, available leave, and leave requests declined or pending.

Employee Profile

Figure 16: Employee Profile

 GRANBY COLLEGES OF SCIENCE AND TECHNOLOGY

College of Information and Communication Technology

Ibayo Silangan, Naic, Cavite PhilippinesTel: (046) 412-0437

Figure 16 shows the employee profile page, displaying basic information such as name,
age, gender, birthdate, contact details, address, status, and religion.

Emplo0yee Attendance

Figure 17: Employee Attendance

Figure 17 shows the graphical overview of employee datailed attendance per day. Used
for transpansy.

Employee Calendar

Figure 18: Employee Calendar

 GRANBY COLLEGES OF SCIENCE AND TECHNOLOGY

College of Information and Communication Technology

Ibayo Silangan, Naic, Cavite PhilippinesTel: (046) 412-0437

Figure 18 illustrate employee’s calendar showing the double pay and holidays of each
employee.

Admin Dashboard

Figure 19: Admin Dashboard

Figure 19 show the admin dashboard, where it shows the graphical overview of
announcement, number of employee present and on leave.

Admin Employee Frame

Figure 20: Admin Employee Frame

 GRANBY COLLEGES OF SCIENCE AND TECHNOLOGY

College of Information and Communication Technology

Ibayo Silangan, Naic, Cavite PhilippinesTel: (046) 412-0437

Figure 20 display the admins frame for employee. Where admin can view the number of
employees and add a newly hired employee.

Admin Attendance Frame

Figure 21: Admin Attendance Frame

Figure 20 display admin’s view of attendance. Where admin can see the daily log, half
days, and shifts of every employee. Along side of attendance frame requests of employee for
leave or half day can be view, accept or decline.

Admin Leave Frame

 GRANBY COLLEGES OF SCIENCE AND TECHNOLOGY

College of Information and Communication Technology

Ibayo Silangan, Naic, Cavite PhilippinesTel: (046) 412-0437

Figure 22: Admin Leave Frame

Figure 22 displays the employees currently on leave along with the duration of their
leave. Additionally, within the leave frame, the admin can view the total number of employees
on leave.

Admin Administration Frame

Figure 23: Admin Administration Frame

 GRANBY COLLEGES OF SCIENCE AND TECHNOLOGY

College of Information and Communication Technology

Ibayo Silangan, Naic, Cavite PhilippinesTel: (046) 412-0437

In figure 23 shows the administrator frame. Where admin can create announcement for
the employee and modify shifts of each employee.