RIZAL TECHNOLOGICAL UNIVERSITYCollege of Engineering and Industrial Technology

Bonifacio Javier National High School (BJNHS)Online Guidance Office Information System

A System Developmental Study Presented to theFaculty of Computer Department College ofEngineering and Industrial TechnologyRizal Technological UniversityMandaluyong City

In Partial Fulfillment of the Requirements for the Degree ofBachelor of Science in Computer Engineering

By:

Engr. Renato C. SalvoCarlo E. BerwiteReinafel M. EstopinJennifer L. MontereyMa. Cristina DC. OrfanelMillie Anne A. Volante

APPROVAL SHEET

This thesis hereto entitled Bonifacio Javier National High School (BJNHS) Online Guidance Office Information System, prepared and presented by Engr. Renato C. Salvo, Carlo E. Berwite, Reinafel M. Estopin, Jennifer L. Monterey, Ma. Cristina D. Orfanel, and Millie Anne A. Volante; in partial fulfillment of the requirements for the degree, Bachelor of Science in Computer Engineering, has been examined and recommended for acceptance and approval for Oral Examination.

ENGR. BELINDA G. BUNAG Adviser

Approved by the Committee on Oral Examination with a grade of _____ on_____________. __________________________Chairperson

____________________________________ MemberMemberEVELYN R. ARCANGELClient/End-User

Accepted as partial fulfillment of the requirements for the degree, Bachelor of Science in Computer Engineering.

ENGR. JULIUS U. CABAUATANENGR. CHRISTOPHER L. ZAPLAN Instructor Chair, Computer Department

ENGR. RICARDO NASULIDean, College of Engineering and Industrial Technology

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

ABSTRACTTITLE:Bonifacio Javier National High School (BJNHS) Online Guidance Office Information SystemRESEARCHERS:Berwite, Carlo E.Estopin, Reinafel M.Monterey, Jennifer L.Orfanel, Ma. Cristina DC.Volante, Millie Anne A.SCHOOL:Rizal Technological UniversityDEGREE:Bachelor of Science in Computer EngineeringADVISER:Engr. Belinda G. BunagOne of the important services offered by Bonifacio Javier National High School is their guidance service. It is geared to perform case management and referral services to optimize students' access and engagement in education. The guidance office is also concerned with facilitating the optimum development of student and their families, teachers, and non-teaching professionals, remedying faulty development andpreventing short coming. As the guidance counselors browse their records of the charged student who committed violations, problems such as misplacing of agreement paper and tracking the students history of violations are encountered. As it happens, counselors would not know what disciplinary action will be given.

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

TABLE OF CONTENTSTITLE PAGE iAPPROVAL SHEET iiACKNOWLEDGEMENT iiiABSTRACT ivTABLE OF CONTENTS CHAPTER I. Introduction1Background of the Study2Statement of the Problem4 System Design Paradigm 5Statement of the Objectives- General Objectives6- Specific Objectives6Scope and Delimitation6Definition of Terms 8CHAPTER II. Review of Related Literature10CHAPTER III. Methodology21Instruments Used21Software Process Model25Testing27CHAPTER IV. The New System29Overview29Non Functional System Requirements30Design and Implementation Consideration31Business Rules31Data Flow Diagram of the Existing System33

Context Diagram33Top Level Data Flow Diagram34Exploded Data Flow Diagram35Functional Specification35 System Boundaries36System Use Case Diagram37Detailed Use Case Diagram37System Flow (Activity Diagram per Use Case)38Technical Specification39Domain Object Modeling40List of Classes (per Category)40Class Diagrams (per Use Case by System)41Database Design41Database Schema42Data Dictionary43Screen Design46Screen Inventory47Screen Transition Diagram48Screen Lay-out 49Reports Design54Reports Inventory54Reports Layout55

Component Design57Communication Diagram57Component Diagram58Deployment Diagram58System Requirements59Hardware59Software59Peopleware60Security61

CHAPTER V. Summary, Conclusion and Recommendation62 (Reference/Bibliography (Use APA style)List of TableTable Description PageTable 2.1Benchmarking19Table 3.1Testing27Table 4.1List of Classes40Table 4.2Data Dictionary of Complaint43Table4.3 Data Dictionary of Student43Table4.4 Data Dictionary of Offense44Table4.5 Data Dictionary of AdminSchedule44Table4.6 Data Dictionary of Guardian45Table4.7 Data Dictionary of Admin45Table4.8 Data Dictionary of Admin Logs46Table 4.9Data Dictionary of SMS46Table4.10 Screen Inventory 47Table4.11 Reports Inventory 54

Table4.12 Hardware Specifications59Table4.13 Software Specifications60Table4.14Peopleware Specifications60List of Figure

Table Description Page

Figure 1System Design Paradigm 5Figure 3.1 Interview Questionnaire Form for Guidance Counselors22 Figure 3.2 Survey Questionnaire Form23 Figure 3.3 Interview Results24 Figure 3.4Conceptual Framework26 Figure 4.1 Context Diagram33 Figure 4.2 Top Level Diagram34 Figure 4.3 Exploded Data Flow Diagram35 Figure 4.4.1 System Use Case Diagram36 Figure 4.4.2 Detailed Use Case Diagram37Figure 4.5 Activity Diagram per Use Case38Figure 4.6Class Diagram41Figure 4.7Database Schema42Figure 4.8Screen Transition Diagram48Figure 4.9Homepage49Figure 4.10About Us49Figure 4.11Services50Figure 4.12Online Complaint50Figure 4.13School Counselors51Figure 4.14Contact Us51Figure 4.15Login 52Figure 4.16MessageBox52Figure 4.17Student Information53Figure 4.18Online Complaints53

Figure 4.19Calendar54Figure 4.20.11st Page of Action Form55 Figure 4.20.22nd Page of Action Form56 Figure 4.21Communication Diagram57 Figure 4.22Component Diagram58 Figure 4.23Deployment Diagram58 AppendicesA. Approved Project ProposalB. Request for the System StudyC. Interviews ReportsD. Requirements and GuidelinesE. Development PlanF. System AnalysisG. Feasibility StudiesH. Work Breakdown ScheduleI. Client/User Acceptance FormJ. Structured WalkthroughK. Authors PageL. Installer Guide/Users GuideM. Copyright CertificateN. Documentation and Source Code with Database (CD 1)O. Installation Guide, Installer of Executable Program with Database (CD

CHAPTER IINTRODUCTIONThis chapter contains the background of the study. It includes the problem, general and specific objectives, and scope and delimitation of the project in developing an Online Guidance Office Information System for Bonifacio Javier National High School.One of the important services offered by Bonifacio Javier National High School is their guidance service. It is geared to perform case management and referral services to optimize students' access and engagement in education. The guidance office is also concerned with facilitating the optimum development of student and their families, teachers, and non-teaching professionals, remedying faulty development andpreventing short coming. BJNHS Guidance Office has been using manual procedure in monitoring the student information. As the population growth of the school is concern, the guidance office must present a more consistent and precise data. The guidance counselor experiencing a problem for their current system on how to easily trace the students information record that involves their offenses. In this situation, the researcher opted to propose a system called Bonifacio Javier National High School (BJNHS) Online Guidance

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Office Information System. This is a web-based system for managing and monitoring of student records. This web-based system is designed to check easily the student record and trace the student status.The schools guidance office does not have existing application that handle records of the students, as researchers they would like to create online guidance office information system that is more efficient, less consuming, reliable, and simple to access.Background of the StudyOn June 21, 1965, the Old Market site in Barangka Drive, Mandaluyong was converted to a school site with a land area of 3, 000 square meters known as Hulo Elementary School Unit I. It was in July of 1989 that Mrs. Emelinda Osillio as Assistant Principal and Mrs. Monica Arandilla, Principal, with the PTA officers requested the change of name of the school to Bonifacio Javier Elementary School to honor the late Mayor of Mandaluyong whose kins reside at Barangka Drive. In Year 2000, because of an urgent need of an additional high school, the local government officials of Mandaluyong decided to make BJES as an Integrated School. Unfortunately, the school cannot accommodate the whole populace of elementary and high school students. On July 17, 2002 all the teachers and pupils of the elementary department were merged to Hulo Elementary School leaving the school to be solely Bonifacio Javier National High

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School housing high school students.As a usual school has, BJNHS has guidance office which is responsible for the implementation of the disciplinary measures of the students, student monitoring and the school rules and regulations. The guidance office also handles the student organization, school events, lost and found items that belong to students and outside activities. If the students violate a rule in the said school, the guidance office is responsible with the disciplinary actions. First and second minor offense require an promissory note or agreement paper from the students with the signature of the parent, while the third offense is equivalent to a major offense and if the violation of the student is too high, it is up to the prefect of discipline to give a disciplinary action to the students. Disciplinary action includes Expulsion, Exclusion or Suspension. The usual problem encountered by the counselor is when the agreement paper is being misplaced. That is why sometimes counselors do not notice that other violations have not been recorded. As it happens, counselors would not know what disciplinary action will be given. The counselors are also having a problem when it comes to finding records because of the large population. Statement of the ProblemAs the guidance counselors browse their records of the charged

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student who committed violations, problems such as misplacing of agreement paper and tracking the students history of violations are encountered. As it happens, counselors would not know what disciplinary action will be given. Moreover, students who witnessed the misconduct of their fellow student have a fear of retaliation if they send complaints to the guidance office considering the publicity of the complainants identity, which would not be a problem unless an online report can be submitted.These matters encourage the researchers to develop an Online Guidance Office Information System for BJNHS. The researchers had these questions regarding issues that made us start the study. 1. How to avoid losing of students' information records?2. What are the difficulties in monitoring students information record?3. What is the status of the current students information record in terms of:3.1. Accuracy3.2. Timeliness3.3. Security and secrecy

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

Data GatheredInterviewsResearchesBonifacio Javier National High School (BJNHS) ONLINE GUIDANCE INFORMATION SYSTEM

SDLC INPUT PROCESS OUTPUT

Data GatheredInterviewsResearchesFigure 1 System Design Paradigm

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Objectives General Objective:The general objective of this research is to develop, design and implement an Online Guidance Office Information System in Bonifacio Javier National High School that will assist the guidance office in providing excellent quality of services to the students.Specific Objectives:The proposed project specifically aims the following:1. To design an online guidance office information system that will properly keep students record.2. To develop a system that will provide proper monitoring of students record especially in offenses.3. To design an electronic database and to provide data accuracy, secrecy and integrity.Scope and DelimitationThis section explains the extent and limits of the project to completely understand the range and boundaries of the study.The proposed project focuses on computerizing the manual operation of Bonifacio Javier National High in recording complaints and problems of students directed to the guidance office. The system provides 7

different level of access to the users for security purposes. Only the ICT coordinator and the guidance counselors will serve as the administrators of the system. The system will provide an account for the administrators. Specifically, the administrator has a full access to the system except with deleting of information within student record. The system will provides a page where in complainants can report behavioral incident and the system administrator will evaluate whether the reported incident needs attention. Complainants can include images and videos to their reports that servers as evidence.If a student is involved in a behavioral incident, the system will inform their parents by sending SMS notification. The proposed system will also cover the outside behavioral incident reports as long as it is a student to student case basis. A GSM modem will be used to send and receive SMS but alert of new message will only show if the admin goes to message box of the system.The data included in the system shall cover from the academic year 2014-2015 for the sole purpose of testing and the maintenance from the researchers will be one year after the implementation of the said system.

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Definition of TermsComputer an electronic device designed to manipulate data so that useful information can be generated.Computer-based system - system which uses a computer for performing task with database for storing data and a programming language for its platform.Data - raw facts.Data Flow Diagram (DFD) - show the flow of data from the system user in storing the information in the database.Database - a collection of information that is arranged so that it can easily accessed and managed.Entity Relationship Diagram (ERD) - a data modeling technique that shows relationship between entities (one-to-one relationship, one-to-many relationship and many-to-many relationship).Flow chart - graphical representation of a system process. Guidance Information- displays the information about the Guidance Office mission, vision, officer hierarchy, services, and office location.Guidance Monitoring supervised the students records such as attendance, offenses, exit, and students information.Hard disk (HDD) - the main data storage device in a computer.

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Hyper Text Markup Protocol (HTML) - computer language designed to allow website creation.Local Area Network (LAN)-a computer network that links computers in a limited area (home, school, and etc.).Manual-based system - system which does not use any computer devices, thus all data would be kept in paper. Memory- internal storage areas in the computer wherein the data of the system are stored.MYSQL- is an open source relational database management system.Operating System (OS) - the most important program that runs on a computer. It performs basic tasks, keeping track of files and directories on the disk, and controlling peripheral devices.PHP Hypertext Preprocessor (PHP) - an open-source, server-side scripting language. Software- different kinds of programs used and installed to operate computers and related devices.X (to be read as "cross", meaning cross-platform) Apache, MySQL, PHP and Perl (XAMPP)- a free and open source cross-platform web server solution stack package .