City of Malabon University

THESIS A: System Development

\

Marketing Information System with

Information Dissemination using SMS
Modem.

Submitted by:
Flores,Ricardo B.
 Marketing Information System with Information Dissemination

CHAPTER ONE
Introduction
A marketing information system is a management information system
intended to support marketing decision making.
Marketing information system is a system in which marketing data is
formally gathered, stored and analyze. Defined more broadly as people,
equipment, and procedures to gather, sort, analyze, evaluate, and distribute
needed, timely, and accurate information to marketing decision makers.
Information Management is the collection of needed information that is
managed efficiently and effectively with this companies are able to highlight
their strengths and weaknesses due to the presence of revenue reports,
employees performance record etc.
Marketing Information system with information dissemination using
Short Message (SMS) uses and utilizes short messages (SMS) to send
students school update, personal school performance, and other school
notification.
Another feature is the student and school data information; School
Information and Student Information are stored within the system with the
assurance of Data Integrity.
These features can help the marketing people from the marketing
department to help ease their work and to help organize every walk-in student
information, likewise these features will be beneficial for the students also
needing information from the school.
An example of a Marketing Information System with Information
Dissemination using Short Message (SMS) is Globe Telecoms Free
Advisory. It gives updates and other information from Globe and other
services.

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 Marketing Information System with Information Dissemination

Background of the Study

Informatics Philippines established in 1994 and is a multinational
company that aims to provide training and education to Filipinos interested in
the field of Information and Communications Technology with undergraduate
and postgraduate courses. It spans over 30 centers operating nationwide,
located at Metro Manila, Northern and Southern Luzon, and in Visayas and
Mindanao.
Its mission is To educate and train global citizens to make them
effective and competent contributors to society while its vision is To be a
global leader in providing quality education and training services.
The school has five core values. The first is Innovative Culture, where
it states We manifest creativity and innovation in our development, delivery
of programmes and services. Student Centric, the second core value, states
that We focus in understanding our students and putting them first in
everything we do. The third, Social Responsibility, states that We strive to
be responsible corporate citizens in every society we operate. People is the
fourth, stating that We empower our people to be professional demonstrating
the highest standards of ethics and integrity. The last core value, which is
Results, states that We endeavor to provide sustainable returns to our
stakeholders.
Education Policy Detail of Informatics Philippines states that it is
committed to making education available to those who need it so they can
contribute to the development of their country, has responsibility to identify
and develop leaders among its students, and is consistently upgrading its
resources, especially in the area of human resources where Informatics staff
are given recognition for their invaluable contribution.
The school suffered a tragedy back in 2009 when its site at Henry
Yang Complex in Recto, Manila accidentally caught fire and was set ablaze.
Most of the equipments and books were lost in the fire. After the incident, the
school transferred to Isabel Building in Espaa, Manila and occupied the 2 nd
floor for its campus. It occupied 11 rooms; four for general classes, two for

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 Marketing Information System with Information Dissemination

computer laboratories, one shared for a faculty room and clinic, one shared
for a library and services area, one for a student lounge, one for either dance
practices or table tennis games, and the last was a multipurpose room that
was used meetings, classes, and other special events. After a year of stay in
Isabel Building, Informatics College Manila continued it rebuilding by
relocating back to Recto, Manila. The site and campus of the school is now
located at BDO Building. The school made improvements as the new campus
is a huge improvement compared to its site in Isabel Building. The campus is
now has three floors instead of one. Rooms for lecture increased from three
to eight, two of which can be joined and used for activities and meetings. The
two computer laboratories have more units and are more spacious compared
to those in Isabel Building. The library and services have their own rooms
instead of a shared one. The faculty has their own room. The clinic also has
its exclusive room. The guidance counselor also has his own room. The
school has given itself a vastly improved campus after recovering for a year
from the tragedy.
As much as the improvements are clear and easy to see, the
information system of the school can use some enhancement on improving
the system. The current way of cascading announcement via Short Message
(SMS) that the school relies on is manual and is done one by one. This has
led to some of the reports that the marketing personnel continues to send
redundant information to the student because of the lack of information.
Marketing still uses paper & pen when saving information of walk-in
students when this method is tedious to the marketing people and also
compromising the integrity of the data.

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 Marketing Information System with Information Dissemination

Statement of the Problem

The aim of this thesis is to seek the problems and offer solutions and
remedies to the found problems by addressing the following questions:
A. General Problem
The main problem that the proponents would like to address is the
need to update the current system of the cascading of notification of
the school by enhancing the present manual procedure of sending
Short Messages (SMS) done one by one through mobile phone and
marketing information integrity by using manual information storage
(I.E. by pen and paper)
B. Specific Problems
a. How does the marketing send details about the school?
b. What technology are they using when sending a message to a
client?
c. How secure is their data of marketing files?
d. How would they know if they already sent a message to a walk-in
student?

Objective of the Study

A. Main Objective
The main purpose of this study is to create marketing information that
will keep and monitor the information of the students using SMS Modem to
add, edit and verify the information of walk-in students.
B. Specific Objectives
The study also aims to filter messages to the students that are already
enrolled to avoid spamming.
The study also aims to replace pen and paper method of listing the
details of the student by automating the process thereby making it easier and
faster.
The study also aims to generate reports regarding to whoever among
the marketing staff referred which student to know if they are near quota.
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 Marketing Information System with Information Dissemination

Significance of the Study

The system will provide Informatics College Manila an up to date
information management system that is comparable to that of other schools
and universities with a similar system. It will also provide additional
information management capabilities that will be useful for both marketing
personnel and parents.
The result of this study may prove useful and beneficial to the following
domains or publics:
STUDENTS this will ensure the students data integrity when giving out
personal information to the school and when getting information from the
school and if they are needed to give notification.
PARENTS/GUARDIANS - parents will receive information what the benefits
they could have when they enroll their children in school.
MARKETING STAFF their job will be made easier and more effective by
the system.
RESEARCHERS the researcher will receive a sense of satisfaction in
contributing something to the school marketing that can be used for many
years.
THE SCHOOL the school will have its own information management
system that ensures the marketing staffs data integrity and is developed by
their own students.
FUTURE RESEARCHERS future researches can use the study for their
writing their own studies.

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 Marketing Information System with Information Dissemination

Scope and Limitation

The Marketing Information System for Informatics College Manila will
cover three features, namely Text Blast, Report Generation and Marketing
Information Database. The programming languages that will be used are PHP
and Java. PHP will be using the CodeIgniter framework. MySQL will be used
by the proponents in creating and managing the database.
In Text Blast, Marketing people will be putting their message or
notification and will be sent to multiple clients in one text message. Walk-in
students will be receiving notification from the marketing personnel.
In Report Generation will help the marketing personnel in generating
reports like how many walk-in students are from this School or what month
did they inquire.
For marketing information Database, marketing personnel have to use
the marketing php web application to update the students information when
sending message if these students need to have notification. And they will
see whose referral student came from to check their quota.
This study will only use Local area network (LAN) for network and will
not be through internet.

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 Marketing Information System with Information Dissemination

CHAPTER TWO

Review of Related Literature

The literature review is a very important introductory task in order to
gain adequate information and perspectives on the relevant area of the
research. This review summarizes updated comprehensive and critical
discussions of each and other material related to the topic. This literature
review brings clarity, focus and it improves the conceptualization of the
research problem making it understandable. The literature review also
improves the methodology as it reveals a similar type of research, which
recommends the procedures and methods to accommodate the problems.

Foreign
Information Dissemination through SMS
According to Dr. Ahmad bin Esa (UTHM) when discussing about
technology it is almost highly related to communication. Communication is
crucial since without communication messages or information could not be
delivered. With the birth of information technology and telecommunication
media rapidly expanding from time to time, Malaysia has shown her capability
to showcase her prominent role as an important global agent of
communication to the masses. What started as fixed Information technology
has expanded itself becoming mobile thus enhancing the dissemination of
information directly and more instantly.

Existing development in mobile and wireless technology has greatly

assisted in establishing the business and service management sectors. The
education sector is also not left behind whereby the use of mobile technology
is not merely an extension of online learning process that relies on networking
but it can also activate the dissemination of information on teaching and
learning to happen anytime, anywhere and anyhow. The use of mobile
technology in education is also known as m-education or Mobile-Education.

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 Marketing Information System with Information Dissemination

The use of mobile technology began with the use of SMS (Short Messaging
System) and until now many things rely on this technology. This statement is
further established by the total number of studies conducted on the use of
SMS especially in the dissemination of information as one of the tools in
mobile learning involving education

In 2007, the Malaysian Commission of Multimedia & Communication

(MCMC) stated that the total use of mobile phone services in Malaysia has
reached 9.1 million and on average users sent a total of 500 million SMSs
every month and is increasing by the day.

Short Messaging System or SMS actually forms the beginning of

change in the field of education that utilizes the latest technology for
information dissemination. In a study conducted by Mayer, 2002, it was found
that there were several aspects related to use of SMS among educational
institutions as a main media for disseminating information.

Local
Text Blast
In an article written by Melvin Dave Vivas, the author shared that
Technology has advanced so much that nowadays even small businesses
have more option on how to make their messages known to their target
markets. Gone are the days when print, radio, television and billboards were
the only advertising channels available, because advertising via short
messaging service or SMS is very much gaining popularity.

In the Philippines, most companies have recognized SMS as a

legitimate and important advertising medium due mainly to its speed,
coverage and affordability.

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 Marketing Information System with Information Dissemination

The expected surge of demand for SMS-enabled advertising motivated

Melvin Dave Vivas, owner and chief consultant of Melvin Dave I.T. Consulting
SAervices to develop and distribute EnableSMSSuite, a software which
allows text-blasting by using a computer instead of a mobile phone.

Review of Related Studies

The following are studies that the proponents found useful for the study:
Foreign
The Impact of a Marketing Information System
In a case study titled Smart-Baltimore by Daniel R, Kothari and
Fesenmaier, it is stated that the purpose of this study is to use existing
theories of technology and organizational change to assess the impact of
technology implementation within the context of the industry. The framework
is applied as a case study to analyze the perceived the implementing a
destination marketing information system by the Baltimore Area Convention
and Visitors Bureau. The results of the study indicate the most important
value of the system is the richness and timeliness of information.
Local
Development of Student Monitoring System with the use of Low
Frequency Radio Frequency Identification (RFID) and Short Messaging
Service (SMS)
In a study entitled Development of Student Monitoring System with the
use of Low Frequency Radio Frequency Identification (RFID) and Short
Messaging Service (SMS) done by Rhowel M. Dellosa, the study developed
student monitoring system for Lyceum of the Philippines in Laguna,
Philippines.
The study had three specific objectives (Dellosa, R., 2011). First, it
aimed to develop a student monitoring system wthat will capture and record
the name and entry and exit time of the students. Second, it aimed to develop
a student monitoring system that monitors the students entry and exit time,
account balance and schedules of present classes thru Short Messaging

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Service (SMS). Lastly, it aimed to test the accuracy of the student monitoring
system.

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CHAPTER THREE

Research Design
Descriptive design was used by the proponents for the study. By
definition, descriptive design is a method involving observing and describing
subjects and their behaviors without being influenced by the researchers.
This kind of design can be either qualitative or quantitative. It can be
information can be tabulated, such as test scores, or descriptive information
such as gender. This kind of research involves data gathering of description
of events and then organizing tabulating, and describing the collected data.
Research has three main purposes: describing, explaining, and
validating. Creative exploration provides the description, which in turn
organizes the findings in order to align them to the explanations. These
explanations in turn are tested or validated.
One key interest that the proponents will focus on is the attitude and
behavior of the students before the testing period and during the testing
period. Some observation will also be done immediately after the testing
period.

Research Locale
Informatics College Manila, located at BDO Builiding, 2070 Claro M.
Recto Avenue, Quiapo, Manila will be the research locale of the study.
The campus has only one entrance, with a guard on always on duty.
There are two computer laboratories, eight classrooms, a faculty room, a
clinic, a services area, a marketing office, a library, a clinic, a faculty room,
and around six restrooms spread in the four-story building.
Class hours are from Mondays to Saturdays, 8AM to 9PM. Classes
can last either two hours long or four hours long, depending on the number of
times the class is held in a week. The number of students in a class can
range from as low as two students to as much as 90 students.

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For the school organization, there are three departments: Marketing,

headed by Mr. Ryan Jozeph Austria; Academics, headed by Mr. Alex B.
Tumaca; and Services, headed by Mr. Paul Ryan B. Abanilla. Both
Academics and Services departments are under the Operations Head, Ms.
Ofelia B. Andrada. All of them are under the School Administrator, Mr. Edric
S. Torres. Ms. Mia Monica A. Bernabe, AVP and Cluster B Head; Mr.
Stephen I. Baares, Vice President; and Mr. Leonardo A. Riingen, President
and CEO, complete the top of the school organization.
The study will cover the entire student population and one parent from
each of these students. School officials will also be included in the study.

Research Method
The proponents used case study as their research method for the
study. Qualitative techniques, like research, direct observation, and interview
was utilized. Surveys, a quantitative technique, were also utilized.
Qualitative research is an investigative methodology. It is important
that variables are observed in the natural setting. Their interaction among one
another is also important. Direct quotations provided by open ended
questions helps in gathering detailed data. Research tools that are qualitative
in nature are research, interview, and direct observation.
For the researching part, the proponents researched on the related
literatures and studies about the subject. Such knowledge will be useful in the
development of the system.
Direct observation will be used by the proponents when testing the
system. The proponents will look out for successful or failed attempts by the
testers when swiping the test IDs and also for other problems that might arise
in the testing phase.
Selected school officials were requested for interviews to help the
proponents understand the problem from their points of view. The proponents
conducted a Standardized Open-Ended Interview. The proponents provided
the questions ahead of the interview for the convenience of the targeted

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people for interview. The school officials that participated in the interviews are
a school security staff, School Administrator Mr. Edric S. Torres, Guidance
Counselor Mr. Alex B. Tumaca, and School Registrar Ms. Ofelia B. Andrada.
The questions were the following:
1. What are the methods used in tracking and monitoring a students
participation?
2. How effective are these mentioned methods?
3. What are the methods used in encouraging the students to come in
early and avoid missing their classes?
4. What are the possible concerns when the system is implemented?
Interviews were also done by the proponents with ten randomly
selected students. The questions were as follows:
1. How secure do you feel within the campus?
2. How effective is the current system?
3. Would the proposed system help increase the sense of security?

Sample Size and Sampling Technique

Sampling in statistics and survey methodology is selecting a subset or
a subgroup of individuals within a statistical population to estimate
characteristics of the whole population. Advantages of sampling are lower
cost, faster data collection, and a smaller data set improves accuracy and
quality of data.
Sampling involves several key stages: defining the population
concerned, specifying a sampling frame, specifying a sampling method,
determining sample size, implementing the sampling plan, and sampling with
data gathering.
Sampling frame is the actual set of units where a sample has been
drawn. Ideally, the sampling frame should be in according to the interest of
the study.

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Stratified sampling is a sampling method in which the overall

population is stratified or segregated into subpopulations or subgroups before
sampling.
The proponents used Slovins Formula to get the needed number of
respondents for the survey. The formula is as follows:

=
1 + 2
Legend:
n = Number of samples
N = Total population
e = Error margin

Statistical Analysis Method

Chi-Square Test for Goodness of Fit
The proponents used Chi-Square Test for Goodness of Fit for
interpreting the results of the survey. This was chosen so as to prove that
what is expected is indeed true.
Scientists use this method to determine the fit between theoretical and
experimental data. Two data are compared: observed values and expected
values. Observed values are the values that the proponent obtained
empirically through direct observation, while expected values are developed
on the basis of some hypothesis.
The formula for computing the chi-square distribution is as follows:

2
( )2 + ( )2
=

Where:
O = observed frequency
E = expected frequency
N = sample size

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After the chi-square distribution, the degree of freedom is then

computed by using the formula:
= 1
Where:
k = number of levels

When the degree of freedom has been determined, level of

significance is chosen, with some of the most common choices of 1%, 5%, or
10% level of significance. The proponents used 5% level of significance for
the study. The chi-squared distribution value is then compared to the critical
value using the degree of freedom and level of significance as references.
The table of critical values for 2 distribution for up to 10 degrees of freedom
and 10%, 5%, and 1% level of significance is as follows:

df = .10 = .05 = .01

1 2.706 3.841 6.635
2 4.605 5.991 9.210
3 6.251 7.815 11.345
4 7.779 9.488 13.277
5 9.236 11.070 15.086
6 10.645 12.592 16.812
7 12.017 14.067 18.475
8 13.362 15.507 20.090
9 14.684 16.919 21.666
10 15.987 18.307 23.209

If the 2 < , then the null hypothesis is retained. There is no significant

difference between the observed values and the expected values. The
difference is attributed to chance fluctuation.
If the 2 > , then the null hypothesis is rejected. There is a significant
difference between the observed values and the expected values. The
conclusion therefore is not the null hypothesis but an alternative hypothesis.

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Qualitative interview design, another analysis method, was also used

by the proponents to interpret the gathered data through interviews with the
school officials.
One of popular areas of interest in qualitative research design is the
interview protocol. Interviews provide in-depth information based from the
participants experience and view point on a specific topic. Interviews are
often used in conjunction with other methods of data gathering by researchers
in order to gather well-rounded collection of information.
Qualitative Interview Design
Qualitative interview design has various forms that can be utilized in
order to obtain data using a qualitative investigational perspective. These are
informal conversational interview, general interview guide approach, and
standardized open-ended interviews.
Informal conversational interview relies heavily on spontaneous
generation of questions in a natural conversation. With this approach, the
researcher does not rely on specific questions, but from the interaction with
the participant. For informal conversational approach, it is imperative to
understand the need for flexibility and originality in the line of questioning for a
successful gathering of data.
General interview guide approach, is more structured compared to
informal conversational interview, though there is still some flexibility in its
composition. It is best used for cases where participant responses are
inconsistent. When respondents respond positively with the pre-structured
questions, the researchers are free to continue on with this line of
questioning. Otherwise, the researchers can opt to change their questions
depending on the responses of the participants.
Standardized open-ended interview, the type used by the proponents,
is extremely structured with the wording of the questions. Identical questions
are asked among the participants, but the questions are open-ended. This
allows participants to contribute as much details as they desire and
researchers to ask probing questions as means of follow-up. This type of

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interview is the most popular and most utilized because of the nature of its
open-ended questions, which gives participants to fully express their
viewpoints and experiences. This type reduces researcher biases within the
study, especially when the process involves many participants.

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CHAPTER FOUR
Presentation, Interpretation, and Analysis of Data

The Acting School Administrator, Mr. Edric S. Torres, was interviewed

by the proponents on September 10, 2012. The data gathered during the
interview are the following:
Lecturers are assigned as advisers and are assigned to their
respective advisory block or section in order to monitor all 500 students
during the entire term. These advisers are required to report to the
administration for any academic or performance concern regarding the
students.
Effectiveness cannot yet be established as it was just recently
expected. It is expected that after this term, the number of advisory
classes and number of students per class will be maintained.
One concern that was raised is the systems inability to state whether a
logged in student is actually at a class or not.
Mr. Alex B. Tumaca, Academics Head, was interviewed the
proponents on September 10, 2012. The data gathered are the following:
Attendance serves as the tool lecturers use to monitor the physical
presence of the student in their classes.
The current system is 80% effective. Not all lecturers are able to
monitor the students through attendance.
Incentives like additional grades are given by some lecturers in order
to encourage students to come in early for their classes.
If the system would be implemented, one concern is whether it can
stand long term use or not.
On September 10, 2012, the proponents did an interview with Ms.
Ofelia Andrada, the School Registrar and Center Operations Head. The
following are the data gathered in the process:

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For lecturers, they monitor the students and report the presence of the
students using their attendance sheets that has the signatures of the
sutdents.
Policy also dictates the lecturers to summarize the attendance and
report the attendance.
Effectiveness of current monitoring system is rated at 8 out of 10.
Rather than penalizing absences, rewarding experiences like school
activities are given instead as incentives and encouragement for
students to come into school.
The proponents interviewed a member of the security staff of
Informatics College Manila last September 10, 2012. The data gathered are
the following:
Students are verified through inspection of IDs
Some students have yet to receive their IDs
Students unable to present their IDs are asked to present their
Certificate of Registration (COR)
In terms of effectiveness, the guards exact word was ok
According to protocol, students who are unable to present their ID or
COR are denied entrance to the campus. This is not strictly
implemented.
The guard has yet to experience in during his duty instances where
students give their IDs to other students in order to let them enter the
campus.
If the system will be implemented, it would be a big asset as it would
make the job of the security staff easier. It would also increase the
security of the school. Monitoring will be easier because students will
just have to swipe their IDs instead of presenting it to the guard.
From September 10, 2012 up until September 11, 2012, the
proponents stood watch at the campus entrance. They tallied those who are
coming in and out of the campus while doing a direct observation of the

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system. The following table shows the time and number of students who
passed through the entrance and exit of the campus.

In Out
1:00pm 2:00pm 157 64
2:00pm 3:00pm 62 96
4:00pm 5:00pm 54 106
5:00pm 6:00pm 50 130
Table 1.0 Number of students who went through the campus entrance
during September 10, 2012.

In Out
10:00am 11:00am 62 36
11:00am 12:00am 128 82
12:00nn 1:00pm 45 115
1:00pm 2:00pm 183 53
5:00pm - 6:00pm 116 132
Table 2.0 Number of students who went through the campus
entrance during September 11, 2012.

Some notable observations made by the proponents during the course

of the two day period:
Not all students who entered the campus were wearing their IDs.
Some of them were asked by the guard, but the others were not
noticed by the guard as he was entertaining inquiries and questions
from both students and visitors.
There was one instance when an outsider, an old woman, was able to
enter the campus. The guard was preoccupied with someone else, and
when he noticed the outsider, she was already near the stairs, so the
guard decided not to pursue.

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After lunch time, it is harder to inspect for IDs because of the big
increase of students and other school officials entering the school. IDs
were not being inspected by the guard.

The proponents randomly picked ten students around the campus in

order to interview them. Based from their interviews, here are some of the
common views and significant responses, along with some observations
made by the proponents:
60% of the interviewed students feel secure in the school with the
current security system
Some of those who felt secured reasoned that no outsider would dare
or bother entering the school premises
Those who did not felt secured reasoned that it is not that difficult for
outsiders to come in and that they have seen outsiders without a
visitors pass inside the school premises.
In terms of effectiveness, there was an equal mixed response.
Those who thought it was effective explained that it filters those who
are coming in, while those who thought otherwise explained that the
guard sometimes fails to notice those who do not have IDs.
When asked if they would feel more secure, most said yes, while
others were not sure, as they reasoned that they had reservations like
cases where those who left or lost their IDs would have a difficult time
entering the school.

Based from the interview with a member of the security staff of the
school, there are two main methods for validating a student. First is the
inspection of the students ID. If the student does not have an ID, the second
method will be used, which is inspecting the students COR.
In terms of effectiveness, according to the interview with the guard, it is
deemed as ok, which can be interpreted as a fair rating. The data based
from the direct observation of the three proponents says otherwise, as there
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were many instances that the students were able to enter without presenting
their IDs. Those without their IDs were not even requested to present their
COR. There was even an observed case where an old lady was able to enter
when the guard was focused on another task. Most notably, the numbers of
students who enter and exit after the lunch break during the two day
observation period are 157 and 183, respectively. These numbers are quite
high, which may explain why the guard is no longer able to inspect each one
for their IDs.
According to the interview with the three school officials, some of the
methods that are used by professors in monitoring student participation is
through attendance taken by the lecturer. Any notable information like
substantial missed classes is to be reported immediately to the academics
head. Another method that recently used by the school is by allotting advisers
to the different blocks in order to monitor them closely.
Informatics College Manila uses a mix of both rewards and punishment
in order to encourage the students to come to school and attend their classes
on time. Some of the rewards the school uses are school activities and grade
incentives. One policy that discourages students from coming in late is that
they are not allowed to enter the classroom and are declared absent if they
are 15 minutes late.
Majority of the randomly chosen students that were interviewed did not
feel secure because of their own observations. The group was evenly divided
in discussing the effectiveness of the system. Most thought that the proposed
system will help make the school feel more secure against outsiders.
Based from the four interviews done by the proponents, the main
issues that they are concerned with the implementation of the system are
budget, long tern use, and the limitation of not being able to distinguish
students who are logged in and are in their classes from the students who are
logged in but are not in their classes.

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A.Proposed System

I. System Development Cost

Details Description Total (Php)

Hardware Processor Intel G620(Dual Core) 2,360.00
Motherboard (LGA 1155 H61M VB -3) 1,950.00
Hard Drive (Seagate 512G) 2,500.00
Memory (Corsair Value Select 2gb
1333) 460.00
LED 15.6" Colorview 160 2,495.00
PS/2 Keyboard 150.00
PS/2 Mouse 100.00
ATX Chasis w/ PSU 1,000.00
RS 485 Cable (50 ft) (21.84 Pesos /ft) 1,092.00
Multi Function Reader(4,000.00) x2 9,000.00

Software WAMP Server (free)

Code Igniter 2 (free)

Operating System (Windows 7 Home 3,900.00

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 Basic OEM)

Web Browser (Google Chrome, Mozilla

Firefox, etc) (free)

Total (Php) 25,007.00

Note: The material price is based on sulit.com pricelist.

II. Supplies Used

Supplies Price qty Quarterly 1st 2nd 3rd 4th Total
Quarter Quarter Quarter Quarter (Php)
Ink 500.00 1 1500.00 1500.00 1530.00 1560.00 1590.00 6180.00
Bond Paper 135.00 1 405.00 405.00 413.10 421.20 429.30 1668.60
Staple wire 5.00 1 15.00 15.00 15.30 15.60 15.90 61.80
Pen 14.00 1 42.00 42.00 42.84 43.68 44.52 173.04
Total (Php) 8082.00

26
III. Miscellaneous

Monthly 1st 2nd 3rd 4th Total

Details Expense Quarter Quarter Quarter Quarter
Electricity(Server) 765.14 2295.42 2295.42 2295.42 2295.42 9181.68
Total (Php) 9181.68

Note: The electricity consumption is calculated from the estimated value of Meralco Calculator at
http://www.meralco.com.ph/mac/mac.jsp?disp=mbm#, including all the appliances involve on the current system of the
institution.

27
IV. Return of Investment
N1 = Estimated Number of Students
N2 = N1 * .10(Loss per Term)
N3 = N2 * .10(Loss per Term)
Annual Cash Flow = Proposed Fee *(N1 + N2+ N3)
Annual Cash Flow = 100 * (400 + 360 + 324)
Annual Cash Flow = Php 108,400.00

Year 1 Year 2 Year 3

Project 1st 2nd 3rd 1st 2nd 3rd 1st 2nd 3rd
Cost Term Term Term Term Term Term Term Term Term
Year 1 Year 1 Year 1 Year 2 Year 2 Year 2 Year 3 Year 3 Year 3

P P P P P P P P P P
83,595.68 40,000 36,000 32,400 40,000 36,000 32,400 40,000 36,000 32,400

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 Proposed Student Monitoring System for Informatics College Manila

Tangible

Cost Reduction Minimizes the consumption of paper and ink used for
printing the attendance sheet.

Reduced stock obsolescence - The use of the proposed system for record
keeping in place of maintaining paper records also frees up storage space.

Lead time - Depending on the number of subjects a lecturer have, the

attendance sheet of an entire semester will be usually prepared for at least a
week (longer if the lecturer lost the attendance sheet). After a week or so, the
Operations Head would process all the attendance sheet of all the classes in
that semester. By using the proposed system, attendance record could be
sent directly to the Operations Head. The time allotted for preparing and
processing the attendance sheet can be used for a more productive tasks.

Intangible Benefits

Security Only students and employees can easily enter the campus. Only
non-resident of the school or visitors has to pass the guard individually.
Convenience Parents can easily monitor the attendance of their child
without calling or going to Informatics.

Efficiency Attendance would not consume class hours and there is no risk
of the attendance being lost.

Decision Making Looking at the average students schedule is not an

effective way of gauging the number of student per day, because plenty of
students stays or go to school even if they do not have a class. In addition,
basing the volume of students on the average class schedule is not accurate
because it is just a mere estimation. There are many factors that would
indicate the volume of students. Either way by using the proposed system the
school can easily monitor and study the volume of students per hour or per

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 Proposed Student Monitoring System for Informatics College Manila

day since there will be an easily accessible data that will show the exact
number of students per day or per hour. The data is being updated in real-
time. It can help the school in making decisions about the financial
collections, proportion of students lounge and classroom to the number of
students, and other school management concerns where the volume of
students is vital information.

Implementation Planning
Once the system is ready for implementation, the proposed system will be
integrated into the school system, replacing the current ID validation system.
The proposed system will be used in conjunction with the current enrollment
system for accessing data needed for validation. The turnstile machine will be
installed based on the approved design of the institution. The beta phase of
the system will start a month before the 1st term of the chosen school year
and will end after the said term. Dummy ID cards will be given to school
employees for them to use for the week before the start of the term to test if
the system is fully working within that period. The guidance councilor and
lecturers will be trained on how to use the system. System acceptance will be
observed and evaluated for the whole first term of implementation. Issues,
bugs and technical problems will be monitored and fixed. Monthly
maintenance will be done after the beta phase period.

Requirement Analysis
The system will run on a low cost intel LGA1155 desktop PC with a 2.6 gHz
processor and a 512 gb HDD storage. This is the minimum specification that
can smoothly run as the server of the proposed system because it will not
need much processing speed. It will also be used as the system unit at the
main entrance for the manual input and control of the system. An LCD
monitor will also be used to serve as a display for student information every
time a student enters the campus. The system will be using a multi function
reader to detect either low frequency RFID, which requires the student to only

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 Proposed Student Monitoring System for Informatics College Manila

tap their IDs to the reader, or high frequency RFID which requires student to
only be near the reader.

Organizational Feasibility
The system only requires basic computer skills and literacy for it to function
properly. The current guidance counselor is already familiar in using computer
applications and web-based systems. The guidance counselor only needs to
log in on the systems interface and navigate through a simple input/output
web application. Security personnel are also capable in using simple
computer application/device which is the only skills needed to use the system.
Students are only required to tap their IDs on the reader or use the keyboard
for manual input in case the ID is unavailable.

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 Proposed Student Monitoring System for Informatics College Manila

CHAPTER FIVE
Summary, Conclusion, and Recommendations

Summary
The proponents started out the study by gathering data about the topic.
Information on both the school and the system were researched by the
proponents and were used for writing the introduction and background of the
study. Based from these, a general problem was formulated, along with
specific problems. The proponents then continued to write the study by
formulating the significance of the study, the objectives of the study, and the
scope and limitations of the study.
Different literatures and studies were found in the internet while
searching for additional information. Two local and foreign literatures were
then used as a related literature for the study. Four case studies, two local
and two foreign, were found by the proponents and were used and added to
the study as related studies. The frameworks of the study, both
conceptual and theoretical, were then formulated by the proponents.
The methodology was then formulated based on these frameworks.
Other aspects of the methodology were added by the proponents after further
research on the topic.
Based from the statement of the problem of the study, the proponents
formulated interview questions for the data gathering process.
After data were gathered by the proponents, these data were then
analyzed and interpreted based on the devised methodology.
The proponents finished the documentation process with this chapter, the
summary, conclusion and recommendations.

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 Proposed Student Monitoring System for Informatics College Manila

Conclusion
The methods used by the security staff in monitoring and validating
those who try to enter the campus are manual inspection of IDs. If the ID is
not available, the COR is then asked for inspection. Since there are still some
students who have not yet received their IDs, the method should be
considered ineffective based on the observations and interviews done by the
proponents.
Lecturers use pen and paper when they take the attendance for their
classes. There have been reported cases of students signing for the absent
friends and absentee students passing their subjects despite having
significant amount of absences.
During the two day observation period, the tallied numbers of students
who enter the campus are 157 and 183, while those who were leaving the
campus tallied at 130 and 132. These numbers helped showed that the
current method becomes less effective with a huge increase in numbers as it
becomes difficult for the guard to manually inspect the IDs and ask the
students to present them before letting them enter the campus.
While there is some sense of security among the randomly selected
students, there is an absence of confidence in the security as only 60% of the
sample size felt secured. Those interviewed expressed that the proposed
system will help increase the sense of security among the student population.
Taking of attendance and reporting the attendance are the methods
used by professors in monitoring student participation.
Rewards, like school activities and incentives in grades, and
punishments, like the policy of declaring a student absent and forbidden to
enter their class once they are late by 15 minutes are some of the methods
used by the school officials in encouraging students to attend their classes
and to come in early.
Some of the possible challenges in the implementation of the system
are long term use, the incurred charges in maintaining the system, and the

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 Proposed Student Monitoring System for Informatics College Manila

limitation of the system where it cannot tell whether a logged in student in his
class or not.
With all the specific questions answered, the proponents have
discussed the issues of security in Informatics College Manila campus and
can therefore conclude that the proposed system will address the mentioned
issues. All other aspects, like cost benefit analysis, return of investment,
feasibility study, implementation, organizational study, and hardware analysis
have also been covered in the study.

Critical Appraisal
For the critical appraisal of the study, the proponents interviewed the
three school officials who have different points of views to eliminate a bias
point of view in the gathered data. Students were randomly selected,
eliminating bias on the part of the researchers. This proves that there were no
selection biases.

Recommendations
The proponents recommend future studies on the subject the other
feature of a student monitoring system, which is class monitoring. Class
monitoring is a feature which automates the attendance of the students using
their IDs instead of manually registering their name to the attendance sheet.
A Global Positioning System Feature that will allow pin-pointing the
exact location of the student within the school is also recommended by the
proponents.

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