SOUTHERN BAPTIST COLLEGE: SCHOOL EVENTS ATTENDANCE

MONITORING SYSTEM USING BARCODE OR QR CODE OF STUDENTS IN

COLLEGE OF INFROMATION TECHNOLOGY (CIT) DEPARTMENT

A CAPSTONE PRESENTED TO THE

COLLEGE OF INFORMATION TECHNOLOGY

OF SOUTHERN BAPTIST COLLEGE

IN PARTIAL FULFILLMENT

OF THE REQUIREMENTS IN THE DEGREE

BACHELOR OF SCIENCE IN IMFORMATION SYSTEM

JESA V. BILLONES

DECEMBER 2022
 CHAPTER I

INTRODUCTION

1.1 Background of the Study

The instructor taking attendance of the students at the start of each school

day, and perhaps more than once throughout the day, is a typical sight in

schools, colleges, and other educational institutions all around the world. School

attendance is a measurement of the number of students who go to school and

how long they stay there. It has been demonstrated that frequent school

attendees perform better academically than irregular attendees. In the life of

college students nowadays, attendance is crucial. Regarding students'

participation in school activities or events, each school has its own set of rules. In

order to support attendance standards, an accurate record of attendance

becomes crucial. College attendance is typically taken on paper, which can

occasionally result in inaccuracies and takes more time than other methods that

have been around for a while. Calculating the proportion of events that students

attend manually is wasteful and challenging. By replacing the current system with

an automated one, significant time and money savings can be realized in the

short- and long-term. Southern Baptist College (SBC) is one of many schools

that values attendance as it offers education from pre-school to college. The

number of students enrolled in SBC is growing, and attendance must be closely

monitored. SBC offers many courses in tertiary education. One of the academic

departments is the College of Information Technology (CIT). The College of

Information Technology (CIT) offers three courses, which are Bachelor of

Science in Information Systems (BSIS), Bachelor of Science in Computer

Science (BSCS), and Bachelor of Library in Information Science (BLIS). In this

current school year, the number of students who are enrolled in CIT has grown

significantly over previous years. Due to the growing number of the population, it

is inevitable to have a problem with the monitoring of attendances whenever

there are occasions or events in school. The CIT department has more than 165

students enrolled this current semester. With this growth in the numbers of

students, using the traditional method of monitoring attendance is a bit of an

inconvenience. Students' attendance at school events will be tracked using the

proposed system. The system will streamline the procedure for verifying

students' attendance and track their participation in all school-related activities.

The officers will have access to the system where the list of students, officers,

and events is recorded and will be in charge of keeping track of the students'

attendance at all school-related events. The system will enhance the current

manual procedure for keeping track of students' attendance at school-related

events. Human mistake is common in manual procedures, which are typically

carried out by hand. The officer in charge of watching the event may make a

mistake in watching and recording the students present. There is a ton of

paperwork that takes a lot of time. The manual procedure is very antiquated and

ineffective. These issues with the manual procedure will be resolved by the

proposed system. Utilizing the system will make it simpler to keep track of

attendance. The system will be in charge of maintaining a record of every student

present at the school function. Additionally, the monitoring procedure will be

paperless, which will save the officer in charge time and hassle.

1.2 Statement of the Problem

1.2.1 Time Consuming: Manual tradition or method take time before it

finished as it will the student will need to find their respective names and put a

signature in their names.

1.2.2 Not secured data/record: Since in manual method, authorized

person used pens and papers to monitored the attendance of students. Due to

this, misplacing and losing of the data/record will be possibly occurred.

1.2.3 Data/record can be easily manipulated: Using of pens and paper in

manual method can make the data/record easily manipulated as it can be easily

erased using correction pens or other correction tools.

1.2.4 Huge amount of paper works: Since the current methods are using

papers and pens, load of papers should be done manually and make the

authorized person in-charged to have difficulty in keeping them leading to the

problem no. 1.2.3.

1.3 Objectives of the Study

1.3.1 Time Saving: In proposed system, students will no longer struggle to

find their names ang put a signature on it. Instead, the proposed system will scan

their barcode/QR code attached on their identification card, and the system will

automatically save their name on the attendance.

 1.3.2 Secured Data/record: Since the proposed system have a database,

the record will automatically be stored on the database and it can be easily

deleted.

1.3.3 Data/records can’t be easily manipulated: Unlike in the manual

method which uses a paper and pen, the proposed system is secured that only

the authorized person can access.

1.3.4 Less amount of paper works: The proposed system will help the

authorized person in-charged in checking the attendance easily as it will have

less paper work because the system already stored the information a form of

database. This will also help them lessen the time spent in checking or

monitoring the attendance of students.

1.4 Scope and Limitations of the Study

Scope: The study includes all the students of College of Information

Technology (CIT) from Southern Baptist College (SBC). It includes the log-in and

log-out of students during the events. The system will also show the fines and

penalties for the late absences. The study focuses solely on formulating the

suggested system to replace the existing one. Using a barcode or QR code

reader, the system can track each student's events attendance. The data can be

stored by the system in a database. The database records can be updated and

added to by the system.

Limitations: The study does not include the attendance in every class or

enrolled subjects that students need to attend. Students that are not belong to
the College of Information Technology (CIT) are not included. School teachers

are also not included as its purpose is to closely monitor the attendance of

students in every school events. The system requires an operator in order for

pupils to utilize it because it is incapable of manipulation on its own. Multiple

barcodes cannot be scanned at once by the system. The barcode's true owner

cannot be identified by the system. The system will only be used when the

campus has an activity or program because it is solely intended for school

functions. The only people with the authority to edit or amend student records are

the administrator or other authorized staff.

1.5 Significance of the Study

Students: Students will find this to be very helpful, especially those who

actively participate in school activities. Their efforts won't be in vain because their

attendance will be safely documented. It will also help students to maximize their

time in securing their attendance.

Department Officers: This will make it simple for them to check and track

student attendance. They will have less paper work because the system has

already stored the data that would have been done manually via hard copy. They

will spend less time checking and keeping track of their kids' attendance thanks

to this approach.
 CHAPTER II

REVIEW OF RELATED LITERATURE

2.1 Review of Related Concepts

The student's attendance at all school activities may be quickly verified

thanks to the assistance of the attendance system.

Events Attendance Monitoring System Using Biometrics and SMS.

The Isabela State University Echague Campus' Institute of Information and

Communication Technology is now having issues keeping track of students'

attendance during school-related events. The majority of the time, the university

and the institute themselves require students to participate in all events. But from

the beginning until now, the student body organization has struggled to keep

track of the students' attendance. Before the event or activity begins, the

presidents of each class require pupils to sign their names on a sheet of paper as

verification of their attendance. The registration area's long student lines affect

the timeliness and accuracy of tracking attendance. Another issue with the IICT's

student body arrangement is miscommunication. Since they were not told about

the activities, students question why they are considered absent.

The consolidation of the student attendance report is another issue that

the student body organization is now dealing with. Many students voice their

complaints over being deemed absent even if they were there throughout the

activity or vice versa during the clearance signing.

The researcher was able to design an event monitoring system using biometrics

with SMS as a solution to the challenges caused by the unreliable reports of

attendance monitoring and the unreliable monitoring of students' attendance.

Student Attendance Monitoring and Identification System Using

Barcode and SMS. Primary and secondary school management teams employ

fewer technological systems for management. The majority of the schools in

Isulan, Sultan Kudarat, keep track of students' attendance through a manual

procedure. In a manual approach, teachers record each student's attendance

each day in a record book. At the end of the month, they are then in charge of

updating the record by computing the percentage of the student body that

attended class that month. This demonstrated that the manual approach is lax

and the student does not give the attendance much thought. Additionally, parents

are unaware of whether their children attend school or not. They only find out

when their twice-yearly report card is handed to them. Information and

communication technology (ICT) has made significant advancements recently

that have changed and facilitated the management of information in order to do

so in a more organized and effective manner. As a result, it has been suggested

that a computerized system be created and put into use for the management

team at the school. This system will be called Student Attendance Monitoring &

Identification System utilizing Barcode & SMS of INHS (Study on SMS

Application). This system's goal is to track daily student attendance and notify

parents of their children's attendance. This system will use SMS, a brand-new

form of communication, along with complete computerization. The daily

attendance of every student will be kept in a particular database. The system will

automatically generate a message that will be delivered to the hand phone

through SMS when the student logs on by swiping their school ID.

With this approach, it is hoped that there will be no discipline issues with

students in the context of attendance, and that parents will be notified if their

child departs from class. Additionally, this system will improve the organization,

effectiveness, and efficiency of the school administration process.

Bar Code Scanner Based Student Attendance System (SAS). In order

to support a student's and the school's overall academic performance, student

attendance is crucial. In Malaysia's secondary schools, there is sadly no

automated application for keeping attendance records. One secondary school in

Selangor, Malaysia, has undergone a preliminary study to better understand the

manual attendance record-keeping procedure. The Student Attendance System

(SAS) development team has learned through interview sessions that

documenting and controlling student attendance presents challenges for

instructors and school administration. SAS has been suggested and created as a

result. Due to an increase in the number of school pupils, there is a greater need

for a tool to systematically maintain the children' attendance records. After SAS

was finished, user acceptance testing was carried out among prospective end

users. The majority of users are satisfied with the system; however, some small

modifications are needed, according to UAT results.

Related Studies: Aquilan (2004) produced a similar thesis on the

automation of time attendance, which uses a barcode system to record each

employee's time in and time out. It tends to do away with the manual time-and-

attendance recording method and includes wage computation for each employee

based on time-and-attendance reports. Faloran, Ramon (2005) published an

article in the Philippine Daily Inquirer titled "The Computer Edge of the New

Employment and Opportunities”. He claimed that using a computer alters how

you perceive what is happening in the business. Because the computer gives

quick information, business will be extremely competitive and innovative.

Cantoma (2004) conducted research for her thesis, "Computer Library System

for St. James Academy" noted that, while retrieving data manually, due to the

passing of time, security is being maintained and documents are being piled.

Additionally, only envelopes and folders in wooden rocks were used to store

these files. Additionally, there are times when the proper information is delivered

to the incorrect party, which degrades the standard of service.

A comparable study was produced by Mendrez (2007) for Vision Designer

Inc. It contains a device for identification that scans identity cards to confirm who

is entering. Identification cards are swiped in the machine's card reader after

being issued a code number to start the verification process. The micro switch

will immediately unlock to provide entry if access is granted. This will make it

much easier to correctly and precisely track attendance. In order to replace the

Bundy clock, a group of computer engineers at Rebisco Biscuits Corporation

developed a thesis report for the same computerized daily time record that

Innodata Corps is currently executing. Swiping cards into a machine that reads

every record of every employee and then monitors and shows the moment a
specific employee checks in and out is the only way to enter the company's

premises.

The computerized database and attendance on the Forest Products

Research and Development Institute was designed to make it easier for the

Institute to enter, process, compute, and maintain employee time and attendance

transactions, according to the 2005 annual report of the Institute, which is part of

the Department of Science and Technology. Employees can log in and out of the

system by swiping their IDs through a computer terminal's barcode reader. Legal

holidays, travel orders, tardiness, undertime, vacation, and sick leave processing

documents are among those included. Forms for the Pertinent Report have been

created to make it simpler to retrieve all of these data.

According to Primer (2005), many firms still use a manual approach to

collect employee attendance information when employees start their shifts. Even

companies with computerized or automated scheduling, inventory, purchasing,

general ledger, and payroll processing still employ manual timekeeping

techniques like time cards or attendance sheets to gather attendance

information.

2.2 Review of Related Systems

In the literature and on the market, there are many suggestions for

automatic attendance management systems. Nowadays, barcodes are widely

utilized in supermarkets, most industries, and other places where information

needs to be instantly read.

 In their 2011 paper, Shoewu, Olaniyi, and Lawson offered an electronic

card-based solution to the issue of lecture attendance in higher education in

developing nations. This system made use of a single-chip computer with

subsystems connected to the digital computer's serial port via serial interface.

The fact that not all computers have serial ports is one of this system's

shortcomings.

In order to streamline the distribution of tickets for sporting events to

student wolf pack clubs, Victor, Jonathan, Reece, and Lemire (2003) created a

system based on a tracking system for student wolf packs. However, this method

did not incorporate any component for tracking students' attendance. On the

other hand, Saraswat and Kumar (2010) suggested using fingerprints as a

method of attendance verification. Their suggested solution utilizes fingerprint

verification using the extraction of minutiae approach and system that fully

automates attendance taking.

A prototype system that uses facial recognition technology to monitor and

authenticate users or students for attendance taking is discussed by Xue (2009).

Face detection was carried out using a neural network-based approach, and

facial identification was done using the eigen face method. The experimental

findings show that continuous user verification in close to real-time is feasible for

high-level security information systems.

RFID Based Attendance Monitoring System with SMS Notification

System. All academic institutions have requirements for students' participation in

class and performance on exams. It is impossible to overstate the value of

student attendance in class, and as a result, administrators and professors at

different academic institutions are concerned about irregular attendance patterns.

The majority of Nigerian universities need students to have 70% attendance in

order to be admitted into the test hall and for the computation of grades, hence

there is a great requirement for tracking and documenting students' attendance.

This highlights the need for a device to monitor student attendance. The current

manual attendance monitoring strategy, which relies on paper attendance sheets

and an antiquated file system, is inefficient and time-consuming. The transition

from manual to the suggested approach is justified by the aforementioned

drawbacks as well as others. The system is built on barcode reader technology,

and this article presents the system's specifics. The system is simple for

professors to use, and more crucially, reports can be generated in real-time

processing, giving them useful data about the pupils. (Dec. 2016)

Smart Wireless Attendance Monitoring Using NFC. The proposed

approach by Puja Rani and Oshin (2015) allows any staff member to use reader

to record student attendance after entering the classroom. The student

information and attendance time are logged in the PC, which is connected to the

reader in the office or server room. Nothing else needs to be done manually; the

PC takes care of it. Additionally, errors are reduced to a larger degree. Teachers

can check and save a student's attendance status by logging in with their

individual ids. The project offers a brand-new, trustworthy, and simple-to-use

method of identification that may be used by all parties. It accomplishes this via

NFC technology, which is recognized for enabling simultaneous communication

between many tags and low battery usage. Because the system is entirely

wireless and includes a collision-free algorithm to broadcast and receive signals

from many units, these specific NFC properties make identification and

processing relatively simple.

Attendance System Using Nfc Technology and Embedded Camera

Device on Mobilephone. According to R.Raja Murugan, G. Rohan, T. Rohan

and SakthiSankarapandian (2015), in the majority of Thai universities, instructors

take attendance by calling out students' names and surnames, then marking

them. In other universities, however, instructors pass out sheets of paper and

instruct students to sign the sheet of paper next to their surnames. Both methods

have their shortcomings. If many different groups of students show up for the

session in the first scenario, checking each of them by name and surname might

take several minutes out of each lesson; in the second scenario, friends of

absent students may write down their names and surnames. When it comes to

recording attendance, these procedures significantly harm university professors

and their organizations. We want to use the NFC tag in order to correct these

structural flaws. Because each tag has a distinct ID, it cannot be duplicated.

When students enter classrooms and touch these NFC tags on the instructor's

mobile phone, the instructor's mobile phone's NFC readers program reads the

tags, identifies the students from their respective NFC tags, and sends the

information to the instructor's mobile phone. These NFC tags are given to

students of the Apply Mathematic department, Faculty of.

 NFC Based Attendance Monitoring System with Facial Authorization.

Near Field Communication Technology (NFC) is a technology with a variety of

benefits that is based on a wireless communication interface that has been

utilized for quite some time, according to Dhiraj R. Wani, Tushar J. Khubani, and

Prof. Naresh Thoutam (2014). A smart system for school and college attendance

utilizing NFC is an automated method that is inexpensive and can give system

accuracy and security. Attendance is required for both. Every classroom will have

a reader device, and students and staff may sign in by simply tapping their

Android phones against it using NFC technology. This method will produce a final

report of each student's attendance record. The basis of the report is the

effectively calculated attendance percentage, and the system identifies entry

tags, exit tags, and facial authorization.

Mobile Barcode Based Examination Attendance System. Students'

attendance was tracked via smartphones in the study named "Mobile Barcode

Based Examination Attendance System." This system represents a transition

from the conventional educational system to online or mixed learning systems

that offer a methodical approach to attendance. This technique will assist

students maintain their focus on the lecture or exam while also saving lecturers

time during class or the exam. The system administrator who manages the

internet server can add additional courses, buildings, test schedules, locations,

etc. The user interface of the system is excellent. The administrator simply needs

a few clicks to do all of the aforementioned tasks for the entire semester. An

excel file with the exam schedule is made available by the instructor. Simply
browse the excel file and upload it to the system, says the system administrator.

All relevant data will be automatically inserted into the appropriate database

tables by the database servers.

Barcode Based Student Record System. The authors of this study claim

that a student's academic record is very important. It is crucial to manage student

records in a fashion that is secure, updatable, and easy to access. The college is

required to keep a variety of student records, including those pertaining to each

student's personal information, academic standing, attendance history, library

information, etc. The manual process for keeping track of students' records

leaves room for human error and is also insecure. An engineering college is

creating the B.B.S.R.S. system to manage and facilitate simple access to student

records. Users must first register with the system in order to access and alter

records according to the permissions granted to them. A distinctive barcode will

be located on the back of each student's ID card. Users must use a barcode

scanner to scan these barcodes in order to access or edit specific student

information that is kept in a central database. Teachers can also keep track of

student attendance and access it at any time. By scanning the barcodes of both

books and students, librarians can also keep track of the volumes that students

have borrowed and returned.

Student Attendance System by Barcode Scan. According to an article

on academia.edu, the project is a barcode-based system for recording student

attendance. This is an intriguing idea that aims to use authentication to automate

the conventional attendance system. The traditional technique necessitates the

manual marking of each student's attendance in a register, which takes time.

Thus, the suggested concept does away with the necessity to keep an

attendance log.

DEVELOPING AND IMPLEMENTING A BARCODE BASED STUDENT

ATTENDANCE SYSTEM. The proposed system can be used to take the

attendance of all the students seated in a classroom at once, according to the

research article Chauhan et al, Smart attendance system based on face

recognition. There are four steps in the suggested system. First, facial

recognition. Second, face equivalence. Face encoding is the third. Each face has

a unique 128-value encoding. Finally, these 128 dimensions values for each face

are used to train the SVM classifier. Additionally, the system creates an

attendance record with the date, which is then automatically mailed to the

teachers. The ASP.NET programming language is one of the programming

languages used in this work. The qualities of the programming language that

make it better suited for this task are taken into consideration when selecting it.

The user must enter the necessary information when using the suggested

system's login interface. The user is shown the system homepage and given

access to the suggested system if the system search in the database determines

that the information is accurate. The user will be directed to the login page if it is

invalid, though.

Barcode based Student Attendance System. The following is the

study's abstract, which is titled "Barcode based Student Attendance System."

The study was released in the IJCA Journal in 2015. In order to support a
student's and the college's overall academic performance, student attendance is

crucial. Colleges regrettably lack an automated program for keeping attendance

records. Due to the rising number of college students, there is a need for a tool to

systematically maintain the students' attendance records. The project we are

going to create will assist the teachers at our institution in avoiding maintaining

the register book. In this project, a barcode scanner is used. B. B. S. A. S. scans

barcodes to record students' attendance as they enter the lab. The back of each

student's ID card will feature a barcode. This barcode includes the student's

unique information, including their roll number, branch, and year. Etc. In order to

prevent cheating, each student will scan their barcode at the conclusion. After

scanning the student's barcode, the display screen will reveal the attendance of

that specific student. The system will only be accessible to teachers and

administrators using their unique login IDs and passwords.

STUDENT ATTENDANCE ONLINE SYSTEM USING BAR CODE

READER. According to NURUL LIYANA BINTI MAHMOD, a lot of technologies

are being used in this century because of how advanced today's information

technology periods are. Numerous pieces of software were developed to make it

possible to retrieve and save data manually before it was computerized. The

ability to password-protect computerized data makes it more secure. As a result,

one system is created to address the issue. The goal is the same as the punch

card used today. The technique is employed to assist lecturers or other staff

members in tracking student attendance. The card reader that is used to record

all student attendance data is connected to this system. The student must bring
their Matric Card to class and mark their attendance by scratching it in the card

reader. The Student Attendance System is housed on a single server, making it

accessible at all time and keeping all the information current. The lecturer can

print physical copies by selecting the database's button. Additionally, employing

this technique can cut down on time and eliminate student cheating because

other students can manually sign for missing friends. The system that will be

created is user-friendly, and all of the instructions are written in simple,

understandable language.

Student Smart Card using VB.NET, SQL, Barcode. According to this

article, smart cards are now widely utilized and appreciated for their portability

and simplicity of use. Smart cards are currently employed in many industries,

although they are not primarily used in the college industry. With the help of

smart cards that may be used in educational institutions, this article intends to

establish a cutting-edge system for students that can be used for office work,

cafeteria payments, library administration, and attendance tracking. Here, we

may work to make smart cards as useful as possible. In universities and schools,

attendance is particularly helpful for monitoring students' punctuality and creating

a blacklist in accordance with university policies. The staff now does manual

computations for other tasks such as recording student attendance and entering

data into the system. Smart cards can be used to automate all of this labor with

the aid of various technologies including RFID, barcodes, and QR codes. The

use of smart cards in this location extends to the canteens as well. Students can

recharge their smart cards at the canteen and office in the past, and afterwards
they can pay their canteen bills immediately using their smart card number

without having to carry cash. Smart cards can also be used to pay for office-

related expenses like test fees, form fees, any kind of fines, etc.

CHAPTER III

METHODOLOGY

3.1 Research Approach

The proposed system will used Development Evaluation Research design.

A typical research strategy is evaluation research, which involves doing a

structured evaluation of the worth of resources allocated to a project or particular

objective. In order to collect and analyze pertinent data about organizational

procedures and outputs, it frequently uses social research methodologies.

Evaluation study is a sort of applied research that frequently involves actual

situations in organizational contexts. This means that in order to produce

objective research findings that will be helpful to stakeholders, the researcher will

need to make use of standard workplace competencies including interpersonal

skills and teamwork.

3.2 System Development Methodology

The system will used Rapid Application Development (RAD) which

denotes a strategy for adaptive software development that places less of an

emphasis on detailed design and more on rapid feedback and prototyping. In

general, the RAD approach places more emphasis on prototyping and

development than it does on planning. Rapid application development enables

developers to swiftly iterate and update software without having to start from

scratch. This ensures that the outcome is more quality-focused and meets the

needs of the end customers.

3.3 Systems Requirements Specification

3.3.1 Functional Requirements

The admin or the authorized person must have a laptop or PC to

use the system.

3.3.2 Input Requirements

The admin or authorized person must:

 Register the student's information.

3.3.3 Output Requirements

The system must:

 Records the student’s absences and late during the

school events activities.

 Calculate the fines of students.

3.3.4 Software Requirements

 The following specifications must be met by the intended device in

order for it to perform to its maximum potential.

 Processor must at least i3 Gen

 RAM must at least 8gb

 Storage must at least 500gb

3.3.5 Hardware Requirements

The following hardware specifications are needed by the system.

 Laptop or PC

3.4 System Analysis

The system will record and secure student’s attendance in every event

that school will have. The system will calculate their fines and penalties every

sem.

3.5 Data Dictionary

Data Dictionary outlining of the system.

Field Name Data Type Data Format Description Example

Student I.D Integer NNNNNN Unique ID 123456
No. number that
school provides
for all the
student
Surname String Surname of the Santiago
 students
First name String First name of Jessy
the students
Address String Address of the M’lang, North
students Cotabato
Phone No. Integer Students 09999999999
contact number
Course String Students BSIS
chosen course
Date of Birth Integer MM/DD/YYYY Students date 11/11/2000
of birth

3.6 Design

3.6.1 Flowchart
Start

Enter admin username

and password

Display the message

“incorrect username or If username
password and
False password =
true

True

Display dashboard

Enter school event

 3.6.2 Context Level Diagram

Verify Student
ID
Present Student
ID ATTENDANCE ADMIN
SYSTEM
STUDENT
Verified ID

Create Report

Attendance Report

REPORTS
 3.6.3 Explosion Flow Diagram

Attendance Verifying Details

STUDENT Log in / Log out ADMIN
Response
Reply

Request to view Request to show

View
Attendance
Response Display dashboard

Request to view Request to show

View Fines
Response Display dashboard
 3.6.4 Second Explosion Data Flow Diagram

Updated student data

STUDENT

Updating student
- Verifying data

- Arrival
Time

Calculating
late and
ADMIN
absences
fines

Recording
Attendance

Recorded Data
 3.6.5 Entity Relationship Diagram

Name
Course
Year

Student
Phone
No.

Verifying

Recording

Calculating

System

Admin

Updating
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