COMPUTERIZED ATTENDANCE MONITORING WITH SMS

DISSEMINATION SYSTEM

Emmanuel C. Baccaray July Mae O. Manique Rushel L. Pascua

BSIT CSU SM BSIT CSU SM BSIT CSU SM
C-2 Claveria, Cagayan C-1 Claveria, Cagayan C-1 Claveria, Cagayan
3519, Philippines 3519, Philippines 3519, Philippines
+639353020250 +639090213260 +639305016843
k4l1h4x1925@gmail.com jm.manuque@gmail.com rushel.pascua@gmail.com

CHAPTER I
1. INTRODUCTION
Poor attendance of students in school is one of the
major problems of teachers and parents. For many educational
institutions, traditional attendance monitoring can be time-
consuming and tedious chore. Typically, a teacher takes
attendance manually, by asking each student to state here
whenever his or her name is called. The teacher then writes the
information down, and it is transmitted to the school
administration, often by hand. If a student enters the class late,
after attendance has been taken, the teacher must take note of
that fact, and interrupt teaching to update his or her attendance
record. Hence, it is really difficult to monitor students
attendance and prepare the reports required by school or any
governmental agencies. (Michael Dobson, 2013)1
It is well-known that a substantial amount of a
teacher's time in the classroom is spent taking, recording and
reporting on student's classroom attendance. While the value of
this activity is considerable, the time spent in transferring lists of
student's names between classroom and office is nevertheless
burdensome. The time spent taking attendance is usually
multiplied by the fact that students tend to rotate from classroom
to classroom as they change subjects; as a result, attendance
must be taken each class. With this, some form of centralized
attendance information processing must therefore be employed
in which data from each classroom and teacher is combined to
result in an attendance profile with respect to each individual
student. If this task is performed, it is done on paper in a very
slow and clerical manner. (Bittman, 2001)2
Today, software is an essential way and innovative
solution through which most of the organizations whether
private or public use in their system processes to have an
efficient and effective information management. (Morallo, 2004)
3
We all know that technology is fastly developing in order to
1 Michael Dobson Douglas Ahlers, Bernie DiDirio Attendance
Monitoring System [Journal]. - [s.l.] : Incom Corporation,
January 15, 2013.
2 Bittman Dean Attendance Monitoring System For Taking
School Attendance With Methods And Apparatus [Journal]. -
[s.l.] : BiBTeX, January 9, Jan 9, 2001.
3 Morallo Isaac M. STUDENT ATTENDANCE AND
LOGGING SYSTEM [Journal]. - 2004.
fulfill the needs of humankind and to make life easier.
Consequently, Attendance Monitoring System is invented and
used to make checking of attendance more accurate and more
reliable base of record.
Computerized Attendance Monitoring System with
Short Message Service Dissemination of the Academy of St.
Joseph is a system that helps in checking the attendance of
students to make the process easier and more reliable. A teacher
will no longer use a manual method of checking the students
attendance using class cards or attendance sheets; instead, a
computerized program will be use wherein all the students
name in a particular class are listed. After the teacher checks the
attendance with the use of this system, it will identify the
students who are absent in that class and a message will be sent
to the parent or guardian of the absent student for them to be
informed. With this system, it will surely notifies the parents or
guardians for them to make disciplinary actions because it is not
only the school who is responsible for their childrens behavior
but it is more on the parents responsibility to discipline them.
Students in the secondary level as we all know are acting
without thinking and facing sudden changed behaviors because
of influences and vices. This leads them getting absent in their
classes or even cutting classes. With this system, it will surely
help the parents to monitor and pose disciplinary actions for the
misbehaviors of their children. It will also of great help for
teachers in keeping track on the attendance of their students
easier and faster.
Attendance monitoring system is the correlation of
improving student attendance and success. (Carey Freeman) 4 It
answer data security and fast, accessing of students information,
to lessen document in folder because it will already be placed
and stored in diskettes for more secured data storage. To make
the job of the stuff, faster and more accurate. (Cuthcon, 2001).5
4 Carey Freeman Peter Plassmann ATTENDANCE
MONITORING SYSTEM FOR FIRST YEAR STUDENTS
[Journal].
5 Cuthcon Jennifer C. Computerized Student Monitoring
System Of The Information Technology Of University Of La
Sallete Santiago City [Journal]. - 2001.
 Designing this attendance monitoring system for the
Academy of St. Joseph will surely of great help to address the
problem in monitoring and reporting students attendance.

II. STATEMENT OF THE PROBLEM

This study aims to develop and implement A
COMPUTERIZED ATTENDANCE MONITORING
SYSTEM WITH SMS DISSEMINATION for the
ACADEMY OF ST. JOSEPH of CLAVERIA, CAGAYAN.
Specifically, this study seeks to answer the following:
1. What are the current set-up along the areas of:
a) Organizational structure
b) IPO
c) Master Data
2. What are the problems or issues encountered along the
areas on:
a) Organizational Structure
b) IPO
c) Master Data
Database Management System (DBMS) is system software for
3. What are the solutions/actions to be taken in order to creating and managing databases. The DBMS provides users and
solve problems encountered with the existing System? programmers with a systematic way to create, retrieve, update
4. What are the requirements in designing A and manage data.
Computerized Attendance Monitoring System with System is a set of detailed methods, procedures and routines
SMS Dissemination? created to carry out a specific activity, perform a duty, or solve a
problem.

III. OBJECTIVE OF THE STUDY Software is any set of instructions that directs a computer to
perform specific operations. Computer software consists
This study aims to develop and implement A of programs, libraries and related non-executable data.
COMPUTERIZED ATTENDANCE MONITORING
SYSTEM WITH SMS DISSEMINATION for the Attendance is the action or state of going regularly to or being
ACADEMY OF ST. JOSEPH of Claveria, Cagayan. present at a place or event.

Specifically, this study seeks to answer the following: Monitoring is the regular observation and recording of activities
taking place in a project or program.
1. To determine the current set-up along the areas of:
Record is something that represents proof of existence and that
a) Organizational structure; can be used to recreate or prove state of existence, regardless of
b) Processes medium or characteristics.
c) Master data
Administrator is someone who manages the SMS. The
2. To identify the problems or issues encountered along administrator has to update and monitor the registered student
the areas on: details, add a new student, provide register number for all
a) Organizational structure; students, assign each student a course etc., Administrator can
b) Processes update his profile, and also can give help to the teachers and
c) Master data students.
3. To identify the solutions/actions to be taken in order to User is a person who uses a computer or network
solve problems encountered with the existing System? service. Users generally use a system or a software product
without the technical expertise required to fully understand it.
4. To identify the requirements in designing A
Computerized Attendance Monitoring System with User-Friendly means easy to learn, use, understand, or deal
SMS Dissemination. with.
5. To develop a Computerized System in Attendance
Monitoring System with SMS Dissemination. V. CONCEPTUAL FRAMEWORK
This study is guided with the Input-Process-Output (IPO)
IV. DEFINITION OF TERMS model to design and develop a fully functional Computerized
Attendance Monitoring and Information Dissemination System
that enables the users to enter data, process data, produce
 information, disseminate information and store them in a
database with user-friendly interface between the users and the
system.
CHAPTER II
I. METHODOLOGY
An iterative life cycle model does not attempt to start with
a full specification of requirements. Instead, development begins
by specifying and implementing just part of the software, which
can be reviewed in order to identify further requirements. This
process is then repeated, producing a new version of the
software for each cycle of the model. (ISTQB) 6
Iterative process starts with a simple implementation of a
subset of the software requirements and iteratively enhances the
evolving versions until the full system is implemented.
(TutorialpointDevelopers)7
Iterative life cycle model is consists of repeating the
following four phases sequentially.
Figure 2: Iterative Development Life Cycle
Requirement phase. The requirements for the system software
are collected and analyzed. This method of iteration should
eventually result to a phase that produces a complete and final
specification of requirements.
All possible requirements of the system software are
documented in requirement specification and gathered in this
phase enabling the researchers to have an overview on what are
the things that are needed to be developed and to focus upon in
the system software.
For this phase, the researchers conducted survey on the target
organization if the proposed system will be beneficial to the
people or not. Also, the researchers asked permission to Mr.
Remar P. Agcaoili, the school principal of Academy of St.
II.
Joseph, where the researchers conducted the study regarding the
present manual system in attendance monitoring and
6 ISTQB ISTQB EXAM CERTIFICATION [Online] // ISTQB
EXAM CERTIFICATION. - ISTQB EXAM
CERTIFICATION. - http://istqbexamcertification.com/what-is-
iterative-model-advantages-disadvantages-and-when-to-use-it/.
7 TutorialpointDevelopers [Online] //
www.tutorialspoint.com. - IndiaPrivateLimited.
http://www.tutorialspoint.com/sdlc/sdlc_iterative_model.htm.
information dissemination to a computerized one. After the
approval of the school principal, series of interviews were
conducted in order for the researchers to determine the current
set-up, problems that are encountered during the period of
intervals and how to address identified problems particularly
with organization structure, process and master data.
The principal and staffs gave information that could help in the
system requirement such as the process of attendance checking
and the hierarchical process of information dissemination in the
school, how the information are compiled and reported and how
they keep track of this information after it has been disseminated
and reported.
Design phase. The design is one of the most critical parts, and
should be analyzed repeatedly until the best set-up for the
system can be concluded.
The researchers will be designing the system based from the
gathered documents and processes that are involved in the
current set-up in which the software system must meet the
requirements. This may be a new design, or an extension of an
earlier design.
System design helps in specifying hardware and system
requirements needed and also helps in building the overall
system architecture. The design of the system will be user-
friendly and easy to be manipulated even the staffs and
administrators are not expert in computer manipulation as long
as they have knowledge in handling computer.
Test phase. System has been stabilized through adequate
testing. This phase tests a completely integrated system to verify
if the system meets the requirements needed. Proper
Figure 1: The figure showing the Intput-Process-Output Model
documentation of the system is done before transitioning it the
organization to its support staffs and end-users.
Implementation Phase. When the software is coded, integrated
and tested, the software system is ready to be implemented.
Based from the given architecture document from the design
phase and the document requirement from the analysis phase,
the team should build exactly what has been requested, though
there is still room for innovation and flexibility for some
changes that fitted the requirements of the client. The
implementation phase deals with issues of quality, performance,
baselines, libraries, and debugging. The end deliverable is the
product itself.
Review phase. In which the software is evaluated, the current
requirements are reviewed, and changes and additions to
requirements proposed.
SIGNIFICANCE OF THE STUDY
This study is conducted to propose and develop a new system
that would be of great advantage to Academy of St. Joseph. The
result of the study will provide more efficient and more effective
processing of data and checking the attendance of the students.
Computerized Attendance Monitoring System of Academy of St.
Joseph helps to monitor the arrival and departure of each student
in school. It would also help to identify the records of each
student, and by these it would be a great contribution in terms of
students security matters. This system will help the students to
record their attendance in an ease period of time and they will no
longer undergo in traditional monitoring process.
 To the Management/Coordinator. The proposed system will
greatly help the institution in terms of security of each student
and promotes innovation and convenience and in terms of the
parents complacency, notification through Short Messaging
Service is made for them to know whether their children is safe
and to know if they are present or not in the classroom and also
to report the performance of their children by sending them a
short messages.
To the Faculty. The computerized system will serve as a reliable
source of attendance record and could generate accurate reports
easily and disseminate the reports to the parents and guardians.
To the Parents/Guardians. The computerized system will serve
as a basis in order for them to track the attendance of their
son/daughter for them to make a disciplinary action in guiding
their behavior in terms of their class attendance and standings.
To the Students. The computerized system will serve as a way to
let their parents/guardians to keep on track of their attendance
and grades that will help them to be disciplined in terms of their
behavior in attending their class and their class standing for
them to strive harder for their education and for them to be
motivated.
To the Researcher. The computerized system will serve as the
key for them to apply their knowledge and put into practice the
things that they know and to strive harder to be more
knowledgeable in developing a system regarding the Attendance
Monitoring and Information Dissemination. Also with the result
of this study, a new knowledge will be gained by the researcher.
To the Future Researchers. The result of this study will serve as
reference for students who will pursue studies similar to this
type of researcher. This will likewise serve as a guide for future
program developers.
This system also easily track tardiness and patterns of
absenteeism, auto-generate various types of reports of class.
Time and attendance software can reduce the administrative
hassles of managing paper time slips and reduce mistakes. It can
cut down on time theft, buddy punching, extended lunches, and
other tracking problems. It also includes basic accounting and
reporting tools, giving the teachers easy access to students data
and calculating the grades of the students.
III. DATA GATHERING TECHNIQUE
The researchers asked permission from an authority of the
school to conduct a study. Then, the researchers gained full
cooperation and support from the staffs and students of the
school through writing a letter of request addressed to the school
principal which was noted first by our S.A.D Adviser and our
College Dean. The researchers analyzed all the data and
information gathered from the said school.
Interviews. To ensure accurate and reliable information about
the attendance monitoring with information dissemination
processes, several interviews were conducted to the students and
teachers. Then, the researchers analyzed all the data and
information gathered from the said school.
Observation. In order to review the process of school in
attendance monitoring and information dissemination, the
researcher worked and created a view of how the processing of
information flows through a concurrent methods and ways. The
researchers observed and followed how the attendance was
checked and how they stored and kept track of the records after
making report and summarizing it. The way of disseminating
information such as meetings or any school activities had been
observed also.
Document Analysis - This technique is helpful to the
developers in examining the data gathered because it provides
additional information that can only see in the documents and
that was not directly observed and serves as an additional
evidence to find a problem to be solved regarding the current
existing system in attendance monitoring.
IV. SCOPE AND DELIMITATION
The study is delimited to the boundaries of major processes of
attendance checking and monitoring of Academy of St. Joseph
with SMS dissemination and also the circulation of short
messages such as announcements and events of the school to the
parents/guardians of the students.
This study focuses on attendance checking of students and also
generates reports such as absences of students, not wearing IDs
and incomplete uniform and their records such as their grades in
quizzes in which the parents/guardians will be informed through
SMS dissemination and also this reports will be used as a basis
for the computation of the students grades.
This study concentrates on attendance monitoring of students
and information dissemination to the parents/guardians. Thus, it
simply refers to the Attendance Monitoring and Information
Dissemination System of the School.
V. SOURCES OF DATA
For the gathering of data, permission was sought from the
Principal, faculty staffs and students. The researchers
interviewed the Principal and some staffs who are responsible
for attendance checking and evaluation. Also, datum were
gathered from the questionnaires which had been answered by
both the students and teachers.
CHAPTER III
I. FINDING OF THE STUDY
This chapter presents the current set up of A Computerized
Attendance Monitoring System with SMS Dissemination of
Academy of St. Joseph Claveria, Cagayan issues, hindrances
and difficulties encountered along the areas on organizational
structures, processes, and master data needed in the proposed
system.
1. Current setup of A Computerized Attendance Monitoring
System with SMS Dissemination of Academy of St. Joseph
Claveria, Cagayan, along the areas of:
A. Organizational Structure
It is under the control of the Board of Trustees composed of the
three Directors of the three SVD schools in the Cagayan district,
the District Supervisor and the Provincial Supervisor. Its overall
supervision is under the Chairman of the Board. In Claveria, the
Director is the Chief Administrative Officer, the Principal,
faculty Members, Bookkeeper, Treasurer, Class
Adviser/Homeroom Guidance Adviser, Board of Discipline and
Utility Worker. See Figure 3.
 Figure 5: Process
On the following day after the student gets absent, the
Figure 3: The shows the workflow on the organizational structure
of the School.
B. Processes
The teacher checks the attendance of students within 5
minutes for him/her to know whos absent from his/her
class. See Figure 4.
Figure 4: Process of Checking Attendance
If a student gets late after the checking of attendance, the
teacher will require the student to get admission slip in the
Prefect of Discipline Officer as an act of disciplinary action
for them to be disciplined and instruct them not to be late
again. See Figure 5.
Figure 8: of Process
Admitting in Late Students in
Disseminating a Class
Information
teacher will require the student to get an admission slip to
the Prefect of Discipline Officer only if the student has an
excuse letter. If none, the teacher will let the student get an
admission slip to the Guidance Counselor. See Figure 6
Figure 6: Process in getting admission slip when
a student gets absent.
If a student has reached three or more consecutive
absences, the teacher will inform his/her parents/guardians
and they will discuss regarding the behavioral condition of
the students attendance for them to settle for a way in
disciplining the student with the presence of the student,
students parents/guardians, School Director, Principal and
the Guidance Counselor. See Figure 7.
Figure 7: Process in admitting student after 3 or more
consecutive absences
If there are meetings, activities and announcement of the
school, the Principal or the Director are the personnel who
decides on what should be disseminated and it would be
informed to the teachers then to the students and finally to
their parents. And sometimes a papered letter is given.

Reporting students attendance is done by the adviser and
then to be approved by the principal. After the approval, it
will be distributed to the different subject teachers and then
will be reported to the students for transparency.
Figure 9: Process in Reporting Students Attendance
C. Master Data
The school is using a manual students attendance
monitoring system operated by the teachers. Record
book, attendance sheet, school form 2 and the E-Class
are used in checking the students attendance. They
keep the attendance sheet in the teachers desk in front
of the classroom and monitored by the assigned
student secretary on records and it will be sum-up by
the advisory teacher of the class and it will be reported
to the principal and distributed to the subject teachers.
II. PROBLEMS ENCOUNTERED WITH THE
EXISTING SYSTEM
a. Organizational structure
The secretary of the class is the one who checks the
attendance of his/her fellow student after the first
period in the morning and afternoon session. In this
case, it may lead to inaccurate attendance checking. If
a friend of the student assigned to do the checking is
absent, he /she might consider and mark the
attendance as present which can lead to an inaccurate
result of the attendance. The teacher should be the one
who checks the attendance and not the student
themselves. Their responsibility to check the
attendance was not fully implemented.
b. Processes
The staffs encountered problems and difficulties in the
process of checking the attendance of the students
includes:
Attendance sheets of the students have no back up
files in case of lost or misplacement of records. The
attendance sheet is in written form or manual. The
existing manual system is time consuming. Easily
tampered and hassle if there is any changes to be
made, the data will have to be entered again. An error
in inputting data in the attendance sheet may lead to
confusion for the personnel who will sum-up the
attendance of the students afterwards for reporting.
c. Master Data
Academy of St. Joseph is presently using manual
attendance monitoring system. They record all the data
of their students in paper-based attendance form.
Written data are filed inside a safety cabinet. Papers
may not be easy to keep. Sometimes, needed records
or documents are misplaced and also easily tampered.
Since the attendance sheet is located in the teachers
desk, the students might change the datum/
information in it if the teacher is not present making it
not secured, not reliable and inaccurate. If a certain
attendance record is needed, it would be hard to locate
it. The redundancy and lose of data especially in
searching data and information regarding the
attendance cannot be avoided.
III. THE SOLUTIONS NEEDED TO SOLVE
THE ISSUES AND DIFFICULTIES
ENCOUNTERED ALONG THE AREAS ON:
a. Organizational Structure
The personnel involve specially the subject teacher
must be the one who must check the students
attendance for it is a part of their job. It is their
responsibility so it must be implemented.
b. Processes.
By proposing a computerized Attendance System,
attendance monitoring will be made faster and easier.
The risks occurring in the existing system will be
lessen.
c. Master Data.
Data loss is avoided in the system because data will be
stored in the hardware and will have backup which is
stored in the Disk Drive. It will be a lot more reliable
than just a piece of paper that can easily be torn apart.
IV. SYSTEM REQUIREMENTS
A. Manpower / Human Resources.
In implementing the said proposed system, the researcher
would like to suggest some people who are needed for the
better implementation of the system.
Principal and Director. They will serve as administrator of the
proposed system.
Subject Teachers. They will be the one to use the proposed
system in checking the attendance of each students.
IT Specialist. It is a person who will teach the users on how to
use the proposed system, the one who troubleshoots if there is an
error encountered and the one who will modify the system once
a new feature or change in the feature of the software system is
needed.
B. Hardware Specification. The system which will be used
on the Attendance Monitoring with Information
Dissemination System Academy of St. Joseph. The school
will need to have the required hardware so that
 implementation of the software will run smoothly the some applications to construct a best and applicable system. See
software project; the researcher suggested the following Figure 11.
required hardware. See Figure 9.
C. Network Connectivity. Figure 10 will be Network
Connectivity Design of Academy of St Joseph Attendance
Monitoring and the way how the parents will be informed.
The users include the subject teachers. The main server will
be manipulated by the Administrators. Then, messages will
be sent to the parents/guardians mobile via SMS depending
in the result of the attendance of a particular student in a
class. See Figure 10. Figure 11: Software Specification
D.2 Network Requirements
E. P
ro
gr
a
m

1. Figure 12: Network Requirements

Structure. This is the proposed interface of the software

system and it is consist of five (5) modules namely, FILE,
TRANSACTION, REPORT, ABOUT and MANUAL. See

2. Figure 9: Hardware Specification

Modem Stick

3. Figure 13: Program Structure

Figure 13
Figure 10: Network Connectivity of ASJ in Attendance Checking and
Information Dissemination. a. . FILE consists the following submenus:
a.1 SET-UP It is used to manipulate the users of the
software system.
a1.1 Account Set- Up It has two (2) submenus:
D. Hardware Infrastructure Set- Up
aa1.1 Teacher- A setup where in the user log in in the
D1. Software Requirements system can edit, manipulate its own account.
Software Specification. In completing the design and aa1.2 Admin- A setup where the admin of the software
development of the software requirement, developers will need system like the principal and director can access
 entirely the system and they can edit and manipulate
their own account.
b1.1. Student Set-up- It is where a certain student can
be added and edited in a certain class in its curriculum.
b.1 Port setting A submenu where it connects the software
system in the telecom modem that would be used in
sending messages.
c.1 Curriculum setup- It is where the subjects and schedules
per year level is set in accordance to the availability of the
subject teachers.
C1.1 Set Subjects and Schedules- It is where the
admin can manipulate a rotation of class schedule
for each subject per curriculum level.
d.1 Message setup-It is where messages are set, ready for
sending.
e.1 Log out Home will be closed and the login form will be
displayed.
f.1 Exit- It will terminate the software system in the windows
interface of a certain computer/laptop where a user is
logged in.
b. TRANSACTION- It contains submenus for the different
transaction/task of the software system.
a.1 Attendance checking - Identifying who are
absents and presents in the class.
b.1 Send message- To disseminate information to the
parents.
c.1 Import Student list- To add list of students
information per section from excel file to the
database of the software system.
d.1 Update Student profile- To update the
information about the certain student in a class
e.1 Student List- To filter search in a certain student.
f.1 Information Disseminating- The sub menu where
information messages are sent.
c. REPORTS It contains sub menus that can generate
reports.
a.1 Attendance Sheet- where the list of students are
located to check their number of absences
b.1 Number of Absence- summary of the absences of
the students
c.1 Audit Trail- Record showing who has accessed a
computer system and what operations he or she is
performed during a given period of time
d.1 Announcement/Message Report- list of past
messages and informations that had been sent.
d. ABOUT - this is implies to understand the developers of
the system and about the system
a.1 School Information- Information about the
school
b.1 System It allows the user to know the
capabilities and uses of the system software.
c.1 Developers information about the developer of
the system
e. MANUAL- It has one (1) submenu.
a.1 Users Manual- it is a set of instruction on how
the system works.
F. Operational Framework.
The workflow of the software system in a certain task that the
system is capable of. Starting from the User Login until the
User Logout / Exit. To enable the system to be used, the user
needs to enter the registered log in credentials which is the
username and password. They are categorized based on the
given access level to his/her account. The account type or
access level of the users for example is for a subject teacher is
based on their specific function that had been assigned to that
account that he/she is using. If correct login credentials are
inputted, the main Window of the system will appear and
accessing the features of the system is depending on the access
level given to a certain user account. But if an incorrect
credentials are entered, the software system will inform the
user that the credentials that had been entered is incorrect. And
if the user enters three (3) consecutive incorrect credentials, the
software system will terminate itself.
The overall functionality of the system enables the users to add,
edit and search for the different users account and students
profile depending on the account type of the current user. And
the main functionality is to check the attendance of the students
easily and make a report from it automatically because the
software system itself will make the different reports associated
with the functionality of the system itself. The system accessing
a single database for data storage and retrieval running on
multiple computer units over the network. It also have the
capability to disseminate information and messages through
SMS. After the user finish the task that he/she is required to
done depending on his/her account type, the user must Login or
Exit the program in order for the program to be terminated and
secure his/her account not to be manipulated by other outside
forces that are not permitted to use and make changes in the
software system. See Figure 14.
4. Figure 14: Operational Framework
G. To - be Organizational Structure.
The attendance monitoring System with SMS
dissemination focuses on to be organizational structure as
follows; it will be headed by the Director and the Principal.
Followed by the Guidance Counselor and they will manage
and control the overall execution and become the
administrators of the software system then it will proceed
to all Subject Teachers who are responsible for the
checking of students attendance and they are the one who
will disseminate message for the parents to be informed in
the students attendance in class, upon receiving the
 message the parents will be aware and its up to them to
perform disciplinary action at home. See Figure 15.
H. To-be-Process Flow
The structure of Computerized Attendance Monitoring System
with SMS Dissemination is design to make attendance checking
and information dissemination more organized and to make
reports easier and reliable. The main process of the system is
divided into two.
First, it is the attendance checking. The subject teacher must
Login to the system and must meet the required credential which
is explained in the operational framework. And after meeting all
the required credentials the teacher can now access the checking
of students attendance module. And will start checking by
calling the students name. Once the student is absent, the teacher
will mark the checkbox besides the student name. And if the
student got absent the other day and was present in that day, the
system will notify the teacher that the student was absent which
can be seen besides the students name and by that the subject
teacher will require the student to get an admission slip. After
checking the attendance, the teacher will click the save button it
in order to record the attendance that he/she had check and the
information will be stored in the server. And when the teacher
will click the send button, the parents/guardians of the student
will be sent with a message through the telecom modem stick in
the main server which serves as the information sending
medium device. See Figure 16.
Second is the dissemination of information. The Director and
Principal which serve as the Administrator can have a full access
to the system in disseminating information to the subject 5. Figure 17: To be process in Information Dissemination
teachers especially to the parents. While the subject teacher is 6. Figure 16: To be
the one who can used the system daily during the checking of Process in attendance
attendance. He/she will input the username and password of a
system but the subject teacher has a limited in accessing the
system and limited in disseminating information because the
I. SYSTEM BENEFITS
Director and Principal has the one who decide on what
Nowadays, using computer systems helps to perform task
information to be disseminated. Once the user constructed the
in an easy way with less time consumed and it can easily
message and it ready for sending the information will be
use or understand. Converting manual to automated
transferred to the main server for it is the computer that holds
system is the best alternative solution to minimize
the main database and has the required device to send message
workloads in manual operations such as checking the
through a telecom modem/stick. And the message will be sent
attendance and disseminating of information.
depending on the particular recipients that the user wants to
inform and it depends on their access level in the software
system. And the recipient of that information will receive a Easier in checking attendance - it helps to
message through SMS. See Figure 17. save time and energy of subject teachers. This
method allows both director, principal and
subject teachers to work together in a flexible
manner in summarizing the attendance.
Speed- since it is a computerized attendance it
is more quickly in checking the attendance
because it automatically summarized the
number of absences and making attendance
report doesnt need a manual work of checking
and in disseminating of the information can be
done quickly and easily.
Disseminating Information through SMS-
instead of posting information in the bulletin
board and announcing it. The proposed system
will helps the director, principal and subject
Figure 15: To be Organizational Structure teacher to send the information to the recipient
specially the parents and students through SMS
for them to be informed directly.
 Lessen paper works- Since the system is OccuID Bigint Set as Foreign
computerized it will lessen the papers that have Key
been used manually in checking the attendance Addid Bigint Set as Foreign
and in summarizing the number of absences of Key
the student. GenderID Bigint Set as Foreign
Easily to Identify number of absences the Key
computerized system will now automatically GradeLID Bigint Set as Foreign
summarized the number of absences within the Key
grading period or even the total absences for the SectionID Bigint Set as Foreign
whole school year. Key
Efficient it can give information and reports SublistID Bigint Set as Foreign
based from the attendance sheet with efficiency Key
and with no anomalies rather than using a attenID Bigint Set as Foreign
manual attendance checking. Because the Key
proposed system will automatically sum up absID Bigint Set as Foreign
what is in the gathered attendance of the student Key
and it cannot be manipulated by any SchedID Bigint Set as Foreign
unauthorized personnel and every transaction Key
that the user performs are recorded and can be RelID Bigint Set as Foreign
traced if needed. Key
NatID Bigint Set as Foreign
J. CONCLUSION AND RECOMMENDATION Key
After a thorough study, the researchers found out that there GradePID Bigint Set as Foreign
is a need to implement computerized attendance monitoring Key
system with SMS dissemination to Academy of St. Joseph in
syid Bigint Set as Foreign
order to provide an easy process of checking the attendance of
Key
the students and in disseminating the information to the parents
a. tbluser: a data Repository for system users.
in an accessible way and to minimize the time consumed in each
processes and to ensure efficiency and security of the Column Name Data Type Description
informations that are being collected and manipulated. Set As Primary Key
userID Bigint
K. Database Design- the tables where data were being stored. Username Nvarchar Holds Username
a. tblstudent: a data Repository for Student.
password Nvarchar Holds Password
Column Description
Data Type Lname Nvarchar Holds Lastname
Name
studid Bigint Set As Primary Mname Nvarchar HoldsMiddlename
Key
Fname Nvarchar Holds Firstname
studNO Nvarch Holds Students
ar ID number Fullname Nvarchar Holds Fullname
Lname Nvarch Holds Students Idno Nvarchar Holds ID number
ar Last name
pin Nvarchar Holds pin number
Fname Nvarch Holds Students
ar First name posid Bigint Foreignkey
Mname Nvarch Holds Students
addid Bigint Foreignkey
ar Middlename
Bday DateTi Holds Students relid Bigint Foreignkey
me Birthdate addid Bigint Foreignkey
Age Int Holds Students
natid Bigint Foreignkey
Age
Fathernam Nvarch Holds Fathers
e ar Name b. tblschedule- a data Repository for schedule.
MotherNa Nvarch Holds Mothers Column
Description
me ar name Name Data Type
Studcpnu Nvarch HoldsStudent CP Set As Primary Key
m ar Number SchedID Bigint
parentcpn Nvarch Holds Parents CP Holds the Schedule per
um ar Number schedTime Datetime subject
Conperson Nvarch Holds Contact
ar Person Name SublistID Bigint Foreignkey
concpnum Nvarch Holds
userID Bigint Foreignkey
ar ContactPerson
CPnumber RoomID Bigint Foreignkey
 tbluser tblgradelevel tblstudent
c. tblnationality- a data Repository for Nationality userid

username
gradeLid
tblsection studid
GradeLevel
sectionid studno

Column password

Data Type Description

Section lname
lname

Name mname
tblroom
roomid
mname

fname
fname tbloccupation
SchedID Bigint Set As Primary Key fullname
Room occuid fullname

bday
occupation
Datetim Holds total number of idno
age

pin

schedTime e absent
fathername
genderid
tblgender mothername
posid

SublistID Bigint Foreignkey

genderid
studentcpnum
relid
gender tbladdress
parentscpnum

Foreignkey
addid
userID Bigint
addid
Contactperson
natid brgy
concpnum
tblposition
RoomID Bigint Foreignkey posid
town

province
occuid

addid
position address
genderid

gradeLid
tblschedule
Sectionid
schedid
d. tblgradingperiod- a Data Repository for Grading schedtime
tblattendance
attendid tblreligion
sublistid

attendid

Period. tblnationality
sublistid
relid
datetime absid
userid Natid
attendance religion
schedid
roomid nationality

Column Name Data Type Description Totalattendance

absid
relid

natid

syid tblabsent gradePid

GradePID Bigint Set As Primary Key tblsublist schedid

absid

absent
tblgradingperiod
gradepid
syid
sublistid
gradingperiod

GradePeriod nvarchar Holds Grading Period subject

SubjectDescriotion
tblschoolyear
syid

schoolyear

f. tbloccupation- a data Repository for Occupation.

Column Name Data Type Description
OccuID Bigint Set As Primary Key l.
tblattendance- a data Repository for attendance.
Data
ocupation Nvarchar Holds the occupation Column Name Description
Type

g. tbladdress- a data Repository for Address. attendID Bigint Set As Primary Key
dateTime DateTime Holds the date time
Column Name Data Type Description
Attendance Nvarchar holds the attendance
Addid Bigint Set As Primary Key
Holds the total # of
brgy Nvarchar Holds the barangay
TotalAttendance Nvarchar attendance
town Nvarchar Holds the town AbsID Bigint ForeignKey
province Nvarchar Holds the province SchedID Bigint ForeignKey
address Nvarchar Holds the address
m. tblreligion- a data Repository for Religion.
Figure 18: Entity Relationship Diagram
h. tblgender- a data Repository for gender. Column Name Data Type Description
Column Name Data Type Description RelID Bigint Set As Primary Key
genderID Bigint Set As Primary Key Religion nvarchar Holds Religion
Gender Nvarchar Holds the Gender

i. tblgradelevel- a data Repository for gradelevel.

Column Name Data Type Description
n. tblroom- a data Repository for Room.
GradeLID Bigint Set As Primary Key
Column Name Data Type Description
Gradelevel Nvarchar Holds the Gradelevel
RoomID Bigint Set As Primary Key
j. tblsection- a data Repository for Section. Roomname nvarchar Holds room name
Column Name Data Type Description
o. tblschoolyear- a data Repository for School Year.
SectionID Bigint Set As Primary Key
Column Name Data Type Description
Section Nvarchar Holds the section
syid Bigint Set As Primary Key
k. tblsubjectlist- a data Repository for subject. shoolyear nvarchar Holds School Year
Column Name Data Type Description
p. tblposition- a data Repository for Position.
sublistID Bigint Set As Primary Key
Column Name Data Type Description
Subject Nvarchar Holds the Subject
posid Bigint Set As Primary Key
8. Saint-Amour Paula J.
position nvarchar Holds Position Publication date Aug 19, 2004
Early alert and response system
q. tblabsent- a data Repository for Absent.
Column 9. Avi Carmon, Ilan Lilien, Avi Schechter
Data Type Description Publication date Dec 16, 2004
Name
Monitoring, controlling and reporting access and attendance
absID Bigint Set As Primary Key behavior system
Nvarcha Holds total number of US 20040251304 A1

Absent r absent
10. Esch Johannes Harm Lukas Hogen
Publication date Apr 24, 1991
L. Entity Relationship Diagram. The connection of the Information storage and monitoring system for health center
tables. See Figure 18.
11. Daniel Sigrist
Publication date Oct 2, 2014
Attendance registration system
WO 2014154481 A1

12. Andrew J. Schenker, Michael Fluharty, Jerome Swartz

Publication date Oct 14, 2003
Wireless LAN scholastic tracking system
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