RIZAL TECHNOLOGICAL UNIVERSITY

College of Engineering and Industrial Technology

BONIFACIO JAVIER NATIONAL HIGH SCHOOL (BJNHS)

ONLINE GUIDANCE OFFICE INFORMATION SYSTEM

A System Developmental Study Presented to the

Faculty of Computer Department College of
Engineering and Industrial Technology
Rizal Technological University
Mandaluyong City

In Partial Fulfillment of the Requirements for the Degree of

Bachelor of Science in Computer Engineering

By:

Engr. Renato C. Salvo

Carlo E. Berwite
Reinafel M. Estopin
Jennifer L. Monterey
Ma. Cristina DC. Orfanel
Millie Anne A. Volante

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APPROVAL SHEET
This thesis hereto entitled Bonifacio Javier National High School
(BJNHS) Online Guidance Office Information System, prepared and
presented by Engr. Renato C. Salvo, Carlo E. Berwite, Reinafel M. Estopin,
Jennifer L. Monterey, Ma. Cristina D. Orfanel, and Millie Anne A. Volante; in
partial fulfillment of the requirements for the degree, Bachelor of Science in
Computer Engineering, has been examined and recommended for
acceptance and approval for Oral Examination.
ENGR. BELINDA G. BUNAG
Adviser
Approved by the Committee on Oral Examination with a grade
of _____ on_____________.
__________________________
Chairperson
___________________
Member

_________________
Member
EVELYN R. ARCANGEL
Client/End-User

Accepted as partial fulfillment of the requirements for the degree,

Bachelor of Science in Computer Engineering.

ENGR. JULIUS U. CABAUATAN

Instructor

ENGR. CHRISTOPHER L. ZAPLAN

Chair, Computer Department

ENGR. RICARDO NASULI

Dean, College of Engineering and Industrial Technology

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ACKNOWLEDGEMENT
First and foremost, we would like to thanks our professor of this
project, Engr. Julius U. Cabauatan for the valuable guidance and advice. He
inspired us greatly to work in this project. His willingness to motivate us
contributed tremendously to our project
To God the father of all, we are thankful for the strength that keeps us
standing and for the hope that keeps us believing that this affiliation would
be possible and more interesting.
This project would not have been possible without the support of many
people. Our families, who inspired, encouraged and fully supported in every
trial that came on our way. Also, we thank them for giving me not just
financial, but moral and spiritual support and my friends for their help and
wishes for the successful completion of this project. Without helps of the
particular mentioned above, we would face many difficulties while doing this
project.
Our deepest thanks to our collaborator, Engr. Renato C. Salvo and
adviser, Engr Belinda G. Bunag for their never-ending patience and effort to
help us in any means in order to finish the documentation for the proposed
system.

RIZAL TECHNOLOGICAL UNIVERSITY

College of Engineering and Industrial Technology
ABSTRACT
TITLE

Bonifacio Javier National High School (BJNHS)

Online Guidance Office Information System

RESEARCHERS :

Berwite, Carlo E.
Estopin, Reinafel M.
Monterey, Jennifer L.
Orfanel, Ma. Cristina DC.
Volante, Millie Anne A.

SCHOOL

Rizal Technological University

DEGREE

Bachelor of Science in Computer Engineering

ADVISER

Engr. Belinda G. Bunag

One of the important services offered by Bonifacio Javier National High

School is their guidance service. It is geared to perform case management
and referral services to optimize students' access and engagement in
education. The guidance office is also concerned with facilitating the optimum
development of student and their families, teachers, and non-teaching
professionals, remedying faulty development and preventing short coming.
As the guidance counselors browse their records of the charged student
who committed violations, problems such as misplacing of agreement paper
and tracking the students history of violations are encountered. As it
happens, counselors would not know what disciplinary action will be given.

RIZAL TECHNOLOGICAL UNIVERSITY

College of Engineering and Industrial Technology
Moreover, students who witnessed the misconduct of their fellow student
have a fear of retaliation if they send complaints to the guidance office
considering the publicity of the complainants identity, which would not be a
problem unless an online report can be submitted. These matters encourage
the researchers to develop an Online Guidance Office Information System for
BJNHS.
The general objective of this research is to develop, design and
implement an Online Guidance Office Information System in Bonifacio Javier
National High School that will assist the guidance office in providing excellent
quality of services to the students.
The researchers came up with two bases to find out either or one of the
solutions to be chosen is advantageous. The first one is using web-based
system as the users can access the systems from any location. Using a webbased system, students or complainants can report violations anywhere
without fuss of counselors presence. Alternative solution number two is using
local area network (LAN) wherein submission of complaint would be done
inside the school, specifically in ICT laboratory and guidance office.
The researchers adapt the web-based system which can completely establish
a well-organized and efficient way of communication between the guidance
counselors, students and their guardian through online interaction. In addition,
the system has full capability of keeping track of student records.

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TABLE OF CONTENTS
TITLE PAGE
APPROVAL SHEET
ACKNOWLEDGEMENT
ABSTRACT
TABLE OF CONTENTS
CHAPTER I. Introduction
Background of the Study
Statement of the Problem
System Design Paradigm
Statement of the Objectives
- General Objectives
- Specific Objectives
Scope and Delimitation
Definition of Terms
CHAPTER II. Review of Related Literature
CHAPTER III. Methodology
Instruments Used
Software Process Model
Testing
CHAPTER IV. The New System
Overview
Non Functional System Requirements
Design and Implementation Consideration
Business Rules
Data Flow Diagram of the Existing System

i
ii
iii
iv
1
2
4
5
6
6
6
8
10
21
21
25
27
29
29
30
31
31
33

Context Diagram

33

Top Level Data Flow Diagram

34

Exploded Data Flow Diagram

35

Functional Specification
System Boundaries

35
36

System Use Case Diagram

37

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Detailed Use Case Diagram

37

System Flow (Activity Diagram per Use Case)

Technical Specification
Domain Object Modeling

38
39
40

List of Classes (per Category)

40

Class Diagrams (per Use Case by System)

41

Database Design

41

Database Schema

42

Data Dictionary

43

Screen Design

46

Screen Inventory

47

Screen Transition Diagram

48

Screen Lay-out

49

Reports Design

54

Reports Inventory

54

Reports Layout

55

Component Design

57

Communication Diagram

57

Component Diagram

58

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Deployment Diagram

58

System Requirements
Hardware
Software
Peopleware
Security

59
59
59
60
61

CHAPTER V. Summary, Conclusion and Recommendation

(Reference/Bibliography (Use APA style)
List of Table
Table
Description
Table 2.1
Benchmarking
Table 3.1
Testing
Table 4.1
List of Classes
Table 4.2
Data Dictionary of Complaint
Table 4.3
Data Dictionary of Student
Table 4.4
Data Dictionary of Offense
Table 4.5
Data Dictionary of Admin Schedule
Table 4.6
Data Dictionary of Guardian
Table 4.7
Data Dictionary of Admin
Table 4.8
Data Dictionary of Admin Logs
Table 4.9
Data Dictionary of SMS
Table 4.10
Screen Inventory
Table 4.11
Reports Inventory

62
Page
19
27
40
43
43
44
44
45
45
46
46
47
54

Table 4.12
Table 4.13
Table 4.14

Hardware Specifications
59
Software Specifications
60
Peopleware Specifications
60
List of Figure
Table
Description
Page
Figure 1
System Design Paradigm
5
Figure 3.1 Interview Questionnaire Form for Guidance Counselors 22
Figure 3.2

Survey Questionnaire Form

23

Figure 3.3

Interview Results

24

Figure 3.4

Conceptual Framework

26

Figure 4.1

Context Diagram

33

Figure 4.2

Top Level Diagram

34

Figure 4.3

Exploded Data Flow Diagram

35

Figure 4.4.1

System Use Case Diagram

36

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Figure 4.4.2
Detailed Use Case Diagram

37

Figure 4.5

Activity Diagram per Use Case

38

Figure 4.6

Class Diagram

41

Figure 4.7

Database Schema

42

Figure 4.8

Screen Transition Diagram

48

Figure 4.9

Homepage

49

Figure 4.10

About Us

49

Figure 4.11

Services

50

Figure 4.12

Online Complaint

50

Figure 4.13

School Counselors

51

Figure 4.14

Contact Us

51

Figure 4.15

Login

52

Figure 4.16

MessageBox

52

Figure 4.17

Student Information

53

Figure 4.18

Online Complaints

53

Figure 4.19

Calendar

54

Figure 4.20.1

1st Page of Action Form

55

Figure 4.20.2

2nd Page of Action Form

56

Figure 4.21

Communication Diagram

57

Figure 4.22

Component Diagram

58

Figure 4.23

Deployment Diagram

58

Appendices
A. Approved Project Proposal
B. Request for the System Study
C. Interviews Reports
D. Requirements and Guidelines
E. Development Plan
F. System Analysis
G. Feasibility Studies
H. Work Breakdown Schedule
I. Client/User Acceptance Form
J. Structured Walkthrough

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K. Authors Page
L. Installer Guide/Users Guide
M. Copyright Certificate
N. Documentation and Source Code with Database (CD 1)
O. Installation Guide, Installer of Executable Program with Database (CD

CHAPTER I
INTRODUCTION
This chapter contains the background of the study. It includes the
problem, general and specific objectives, and scope and delimitation of the
project in developing an Online Guidance Office Information System for
Bonifacio Javier National High School.
One of the important services offered by Bonifacio Javier National
High School is their guidance service.

It is geared to perform case

management and referral services to optimize students' access and

engagement in education. The guidance office is also concerned with
facilitating the optimum development of student and their families,

RIZAL TECHNOLOGICAL UNIVERSITY

College of Engineering and Industrial Technology
teachers, and non-teaching professionals, remedying faulty development
and preventing short coming.
BJNHS Guidance Office has been using manual procedure in
monitoring the student information. As the population growth of the school
is concern, the guidance office must present a more consistent and precise
data. The guidance counselor experiencing a problem for their current
system on how to easily trace the students information record that involves
their offenses. In this situation, the researcher opted to propose a system
called Bonifacio Javier National High School (BJNHS) Online Guidance
Office Information System. This is a web-based system for managing and
monitoring of student records. This web-based system is designed to check
easily the student record and trace the student status.
The schools guidance office does not have existing application
that handle records of the students, as researchers they would like to
create online guidance office information system that is more efficient, less
consuming, reliable, and simple to access.
Background of the Study
On June 21, 1965, the Old Market site in Barangka Drive,
Mandaluyong was converted to a school site with a land area of 3, 000
square meters known as Hulo Elementary School Unit I. It was in July of
1989 that Mrs. Emelinda Osillio as Assistant Principal and Mrs. Monica
Arandilla, Principal, with the PTA officers requested the change of name of

2
3

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the school to Bonifacio Javier Elementary School to honor the late Mayor of
Mandaluyong whose kins reside at Barangka Drive. In Year 2000, because
of an urgent need of an additional high school, the local government
officials of Mandaluyong decided to make BJES as an Integrated School.
Unfortunately, the school cannot accommodate the whole populace of
elementary and high school students. On July 17, 2002 all the teachers
and pupils of the elementary department were merged to Hulo Elementary
School leaving the school to be solely Bonifacio Javier National High
3
School housing high school students.
As a usual school has, BJNHS has guidance office which is
responsible for the implementation of the disciplinary measures of the
students, student monitoring and the school rules and regulations. The
guidance office also handles the student organization, school events, lost
and found items that belong to students and outside activities.
If the students violate a rule in the said school, the guidance office is
responsible with the disciplinary actions. First and second minor offense
require an promissory note or agreement paper from the students with the
signature of the parent, while the third offense is equivalent to a major
offense and if the violation of the student is too high, it is up to the prefect
of discipline to give a disciplinary action to the students. Disciplinary action
includes Expulsion, Exclusion or Suspension.

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The usual problem encountered by the counselor is when the
agreement paper is being misplaced.

That is why sometimes counselors

do not notice that other violations have not been recorded. As it happens,
counselors would not know what disciplinary action will be given.

The

counselors are also having a problem when it comes to finding records

because of the large population.
Statement of the Problem
As the guidance counselors browse their records of the charged
4

student who committed violations, problems such as misplacing of

agreement paper and tracking the students history of violations are
encountered. As it happens, counselors would not know what disciplinary
action will be given. Moreover, students who witnessed the misconduct of
their fellow student have a fear of retaliation if they send complaints to the
guidance office considering the publicity of the complainants identity, which
would not be a problem unless an online report can be submitted.
These matters encourage the researchers to develop an Online
Guidance Office Information System for BJNHS. The researchers had
these questions regarding issues that made us start the study.
1. How to avoid losing of students' information records?
2. What are the difficulties in monitoring students information record?

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3. What is the status of the current students information record in terms of:
3.1. Accuracy
3.2. Timeliness
3.3. Security and secrecy

System Design Paradigm

Figure 1 shows the framework design used by the group. The model
includes three phases. The first phase, which is the input phase, includes
all the data gathered from the clients and researches of the group.
The second phase, which is the process phase or the system
development life cycle, includes the planning, analysis, design and
procedure, system development, and the testing and evaluation of the
system and design.
The last phase is the output phase which is the Bonifacio Javier
National High School (BJNHS) Online Guidance Office Information

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System.
INPUT

PROCESS

OUTPUT

Data Gathered
Bonifacio Javier National High School (BJNHS) ONLINE GUIDANCE INFOR
Interviews
Researches
Data Gathered
Interviews
Researches

SDLC

Figure 1 System Design Paradigm

Objectives
General Objective:
The general objective of this research is to develop, design and
implement an Online Guidance Office Information System in Bonifacio
Javier
National High School that will assist the guidance office in providing
excellent quality of services to the students.
Specific Objectives:
The proposed project specifically aims the following:
1. To design an online guidance office information system that will properly
keep students record.

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2. To develop a system that will provide proper monitoring of students record
especially in offenses.
3. To design an electronic database and to provide data accuracy, secrecy
and integrity.
Scope and Delimitation
This section explains the extent and limits of the project to
completely understand the range and boundaries of the study.
The proposed project focuses on computerizing the manual
operation of Bonifacio Javier National High in recording complaints and
problems of students directed to the guidance office. The system provides

different level of access to the users for security purposes. Only the ICT
coordinator and the guidance counselors will serve as the administrators of
the system.
The system will provide an account for the administrators.
Specifically, the administrator has a full access to the system except with
deleting of information within student record. The system will provides a
page where in complainants can report behavioral incident and the system
administrator will evaluate whether the reported incident needs attention.
Complainants can include images and videos to their reports that servers
as evidence.

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If a student is involved in a behavioral incident, the system will
inform their parents by sending SMS notification. The proposed system will
also cover the outside behavioral incident reports as long as it is a student
to student case basis. A GSM modem will be used to send and receive
SMS but alert of new message will only show if the admin goes to message
box of the system.
The data included in the system shall cover from the academic year
2014-2015 for the sole purpose of testing and the maintenance from the
researchers will be one year after the implementation of the said system.

Definition of Terms
Computer an electronic device designed to manipulate data so that useful
information can be generated.
Computer-based system - system which uses a computer for performing
task with database for storing data and a programming language for its
platform.
Data - raw facts.
Data Flow Diagram (DFD) - show the flow of data from the system user in
storing the information in the database.

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Database - a collection of information that is arranged so that it can easily
accessed and managed.
Entity Relationship Diagram (ERD) - a data modeling technique that shows
relationship

between

entities

(one-to-one

relationship,

one-to-many

relationship and many-to-many relationship).

Flow chart - graphical representation of a system process.
Guidance Information- displays the information about the Guidance Office
mission, vision, officer hierarchy, services, and office location.
Guidance Monitoring supervised the students records such as attendance,
offenses, exit, and students information.
Hard disk (HDD) - the main data storage device in a computer.

Hyper Text Markup Protocol (HTML) - computer language designed to allow

website creation.
Local Area Network (LAN)-a computer network that links computers in a
limited area (home, school, and etc.).
Manual-based system - system which does not use any computer devices,
thus all data would be kept in paper.
Memory- internal storage areas in the computer wherein the data of the
system are stored.
MYSQL- is an open source relational database management system.

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Operating System (OS) - the most important program that runs on a
computer. It performs basic tasks, keeping track of files and directories on
the disk, and controlling peripheral devices.
PHP Hypertext Preprocessor (PHP) - an open-source, server-side scripting
language.
Software- different kinds of programs used and installed to operate
computers and related devices.
X (to be read as "cross", meaning cross-platform) Apache, MySQL, PHP
and Perl (XAMPP)- a free and open source cross-platform web server
solution stack package .