A COMPUTERIZED STUDENTS ATTENDANCE
MONITORING SYSTEM WITH INFORMATION
DISSEMINATION USING SMS OF CLAVERIA
SCHOOL OF ARTS AND TRADES
Bhergie C. Estabillo Jennifer Estorba
Kilkiling,Claveria,Cagayan Dibay,Calayan,Cagayan
+639750126409 +639351207914
yowbhergie@gmail.co jenniferestorba@gmail.
m com johnvie.gapusan@yahoo.c
1. INTRODUCTION
In the world of professionals, where time is of
its highest value, punctuality has always been an
important virtue one should have. This virtue needs
a long time to be practiced and perhaps should
be learned while one is still young, perhaps in
class where one is still a student. (Casas, Ibanez,
Pilongco, C.Sitoy, & Castillo, 2013) 1
As the world advances, development arises in the
field of Information Technology. Some applications
tend to entertain, some reduces human effort, some
reduces complexity and aid for decision making and
some tend to automate manual system (Mojares,
2012)2.The advancement of technology today has
immersed towards education. The presence of
technology has reached its maximum of providing
sustainable technology towards quality education
trough delivery and effective learning (Merritt,
2008)3. The Claveria School of Arts and Trades is
one of the high schools that embrace information
and communication technology now.
Student academic attendance is very important since
it will affect the students from gaining knowledge
and skills as well as their grades. Skipping classes
or “playing hooky” is a common occurrence
among students in the Philippine (Uehara,
1999)4 .Some of the reasons of this are laziness to
attend the class, some students prefer going to a
1
Casas, S. F., Ibanez, M. K., Pilongco, J. P., C.Sitoy, M.
J., & Castillo, C. M. (2013). Attendance Monitoring
System for Laboratory Room 503 and 601. The Official
Journal of Engineering Research , 151.
2
Mojares, P. V. (2012). iNotified: An SMS and RFID-
Based Notification System of Lipa City Colleges, Lipa
City,. International Journal of Information Technology
& Computer Science ( IJITCS ) , 53.
3
Merritt, R. H. (2008). Technology. Redmond
WA:Microsoft Corporation .
4 6
Uehara, D. L. (1999). Where Are the Teachers? A
Policy Report on Teacher. Retrieved February 22, 2017,
from www.eric.ed.gov/PD FS/ED440925.pdf
Johnvie C. Gapusan
Langagan, Sanchez Mira,
Cagayan
+639358941868
om
computer shop playing games and some student are
being influenced by peer pressure. Some of these
reasons are not reported to the parents because the
way of informing them is they are inviting the
parents through telling the students that the parent
need to come to the school .This process takes a
long process and sometimes, the parents are not able
to come because of some reasons like the parents are
busy at work; they are away from the school and
have an important matter to take care of.
The Claveria School of Arts and Trades was
established in 1967. As time passed by, the students
of the school had tripled its number. However,
attendance keeping process becomes tedious due to
increased number of students in schools now days.
In the manual method of taking attendance students
are required to write down their names and sign the
attendance list which many problems can be
encountered. (Olanipekun & Boyinbode, 2015) 5 .
Moreover, unavailability of proper attendance
tracking tools make the situation some more worst
(Subramaniam, Hassan, & Widyarto, 2013) 6. The
school has no way of determining if the students are
inside the school premises which is very important
information on the side of the parents or guardians
Thus, the researchers were inspired to design a
system entitled A Computerized Students
Attendance Monitoring System With Information
Dissemination Using SMS of Claveria School Of
Arts And Trades to efficiently and effectively
manage and monitor the attendance of the students
and thereby ensures student safety and where about
in real time thus give the parents information about
the presence of their student in school. The entitled
5
Olanipekun, A., & Boyinbode, O. (2015). A RFID
Based Automatic Attendance System in Educational.
International Journal of Smart Home , 65.
Subramaniam, H., Hassan, M., & Widyarto, S. (2013).
Bar Code Scanner Based Student Attendance System.
Jurnal TICOM , 173.
A Computerized Students Attendance Monitoring of Claveria School of Arts And Trades provides a
System with Information Dissemination Using SMS fast way of informing the parent anytime anywhere.
System with Information Dissemination Using Sms
II.IMPORTANCE OF THE STUDY of Claveria School of Arts And Trades that enables
the users to enter data, process data, produce
This study was made to find out that the information, disseminate Information and store
use of computer– based system will lessen the time them in a database with user-friendly interface
for the transaction of informing the parents about between the users and the system.
the status of the students. Also in using this system
it can recognize the person involve in this study.
INPUT PROCESS OUTPUT
1.Students’ 1. Monitoring 1.Students’
The result of this study was hoped to be beneficial to Profiles Attendance Status
the following: 2.Teachers’ 2. Adding 2.Attendance
Profiles Students  Absent/
3.Schedules 3. Updating Present
Management. The Computerized Attendance 4.Subjects records  Dropped
Monitoring System with Information Dissemination 5.Curriculum 4. Viewing
using SMS will greatly help the institution in  Incompl
6.School Year Records ete
improving the management in terms of students 7.Parents’ 5. Sending
attendance monitoring.  Failed
Profiles SMS/Notifica 3.Announcemen
 Cellphone tions ts
Faculty. The Computerized Attendance Monitoring Numbers 4.Attendance
System with Information Dissemination using SMS 8.Short Service Sheet
will give a reliable source of attendance record and Messages(SMS) Reports
could generate accurate reports like number of  Includes
absences of students easily. 3WHs

Parents/Guardians. In terms of the parent’s IV.STATEMENT OF THE PROBLEM

complacency , notification through Short messaging
Service is made for them to know whether their sons
and daughters are inside the school premises.
Students. The Computerized Attendance
Monitoring System with Information Dissemination
using SMS can give reports automatically to the
parents that can stop the students to get absent or
cut classes. Students with good attendance records
generally achieve higher grades and enjoy school
more.
Researchers. The development of the system
allowed the researchers to put into practice their
knowledge and skills in Attendance Monitoring
System with Information Dissemination using SMS.
Likewise, from the result of the study, they gained
more knowledge in the evaluation of attendance
processes.
Future Researchers. This study will serve as their
reference in conducting similar studies.
This study aimed to evaluate the Students
Attendance Monitoring System of Claveria School
of Arts And Trades
Specifically, this study is intended to answer the
following:
1. What is the current set-up of Students Attendance
Monitoring System and Information Dissemination
of Claveria School of Arts and Trades areas on:
a. organizational structure;
b. processes; and
c. master data?
2. What are the issues and difficulties encountered
in the Students Attendance Monitoring System and
Information Dissemination of Claveria School of
Arts and Trades along the areas on:
a. organizational structure;
b. processes; and
c. master data?

III.CONCEPTUAL FRAMEWORK
This study is guided with the Input-Process-Output
(IPC) model to design and develop a fully functional
Computerized Students Attendance Monitoring
3. What are the solutions needed to solve the issues
and difficulties encountered?
a. organizational structure;
b. processes; and
c. master data.
4. What are the development requirements that shall
be considered in developing Computerized Students
Attendance Monitoring System and Information
Dissemination of Claveria School of Arts and
Trades?
V.OBJECTIVES OF THE STUDY
Generally, this study intended to design and develop
a Computerized Students Attendance Monitoring
System and Information Dissemination of Claveria
School of Arts and Trades Specifically, the study
attempted to:
1. Identify the current set-up of Students Attendance
Monitoring System and Information Dissemination
of Claveria School of Arts and Trades along the
areas on:
a. organizational structure;
b. processes; and
c. Master Data;
2. Determine the problems encountered in Students
Attendance Monitoring System and Information
Dissemination of Claveria School of Arts and
Trades along the areas on:
a. organizational structure;
b. processes; and
c. master data;
3. Identify the solutions needed to solve the issues
and difficulties in the Students Attendance
Monitoring System and Information Dissemination
of Claveria School of Arts and Trades.
a. organizational structure;
b. processes; and
c. master data;
4. Determine the development requirements needed
in developing Computerized Students Attendance
Monitoring System and Information Dissemination
of Claveria School of Arts and Trades
5.To develop a Computerized Students Attendance
Monitoring System and Information Dissemination
of Claveria School of Arts and Trades.
VI.DEFINITION OF TERMS
The following words are operationally defined to
guide and help the readers understand the study
better and easier:
Attendance-It is the action or state of going
regularly to or being present at a place or event .
Attendance Monitoring-it is done by the faculties
to measure the performance of the students in terms
of activeness in the school.
Database-It is a container to store the tables.
Keeping – It refers to the storing process of data.
Record-It is the collection of related field with
information that usually pertains to only one subject
like number of absences of the students.
School Form 2(SF2)- it is the daily update done by
the faculty and for submission to the office of the
principal/registrar on or before 5th day of the
succeeding Month
School Form 4(SF4)-defined as Monthly Learner’s
Movement and Attendance.It is lifted from SF2
submitted by teacher/adviser.
SMS - Short Message Service (SMS) is the text
communication service component of phone that
will serve as a way of communicating of the
management to the parents.
 Chapter II PLANNING AND development of
METHODOLOGY REQUIREMENTS DESIGN PHASE Claveria School of
ANALYSIS PHASE The Arts and Trades. The
This chapter presents The researchers researchers researchers sent a
the research methods planned a strategic considered productive letter to seek
and procedures that way for the benefits of Computerized permission and an
were used in this Claveria School of Students Attendance interview was
study. It consists of Arts and Trades. Monitoring System conducted with the
the software First, they gathered with Information teachers and students
development information and Dissemination using of Claveria School of
methodology, data conducted an SMS by the way it Arts and Trades to
gathering techniques, interview to seek will work. They know the it’s existing
sources of data and permission for the design the system in and present problems.
scope and implementation of the accordance to By this, it had given
delimitations. system. They get the Claveria School of the researcher
existing problem Arts and Trades appropriate
SOFTWARE about the process of system process. The information about
DEVELOPMENT their student requirement their attendance
METHODOLOGY attendance specifications from monitoring process.
The proposed system monitoring system. first phase are studied
is established and After the researchers in these phase and Book Review
developed by the gathered all system design is This form of data
following study information needed in prepared. The gathering involves
phases provided by Claveria School of purpose of the system research of credited
the Rapid Application Arts and Trades, they design is to create a works of established
Development (RAD) analyzed the system technical solution that authors. This also
and its corresponding in designing new satisfies the includes reading of
methods and system from the functional developed Students
techniques. existing system of the requirements for the Attendance
Specifically, the institution. The Students Attendance Monitoring System
proponents followed a researchers construct Monitoring System of with Information
five-phased RAD as new idea in Claveria School of Disseminations by
shown at Figure 3, developing new Arts and Trades. reading documented
designating survey as system based on the software and other
the origin where all gathered data, materials.
other phases emanate. problems that will DATA GATHERING
Marks its completion find solution on TECHNIQUES Internet Surfing
To provide and gather The researchers used
as much informative the internet for
and relative further understanding
evaluation descriptive about the study and
method was used. used to find more
This method includes related topics
the use of book concerning the study.
reviews and
interviews. The tools SOURCES OF
used by the researcher DATA
are discussed. An Letters asking
is the Implementation monitoring the interview was used as permission to conduct
phase. Following the students’ attendance the main data- the study were sent to
figure is description manually. They gathering instrument the school principal
of each step and reviewed well all the for this study. of the institution.
interrelation necessary Upon approval, the
requirements to meet Interview researchers conducted
Figure 3.RAD Model the desired idea for The researchers an interview with the
the new system to be conducted an students and teachers
developed. interview to gather of Claveria School of
information in system Arts and Trades. This
served as their main will only developed
technique in for managing the
gathering information student attendance
needed. Books which status and allow
are related to the lecturers/faculty staffs
study and other to easily analyze the
reference material information regarding Chapter III
such as encyclopedias the student FINDINGS OF THE
and dictionaries were attendance. In other STUDY
used. words, it means that
In addition, internet this attendance This chapter
surfing was also used system will only cover presents the current
in formulation of the the functions related set up of Students
introduction and to student attendance Attendance
some parts of the but not any others
study. Online journals function related to
and articles are used another thing. The
and served as the system also
foundation for the disseminates
development of the informations such as
study. the students’
attendance and
SCOPE AND announcements.
DELIMITATIONS It delimits to sending
With the capability of students' grades or
the school and the activities and quizzes
ability of technology results.
to do things in a
single click, this
software project
focused on the
development of a
Computerized Monitoring System of
Attendance Claveria School of
Monitoring System Arts and Trades .
with Information Including the issues
Dissemination using and difficulties
SMS of Claveria encountered along the
School of Arts and areas on
Trades for Students. organizational
It is developed for structure, processes,
purposes to display and master data and
the attendance development
status/condition of requirements needed
every student, in the proposed
generate reports system.
related to the student
attendance, and etc. School Profile
Besides that, proper The Claveria
planning will be carry School of Arts and
on in order to Trades(CSAT) is a
perform this project tech-voc school for
by using the project secondary. The school
methodology that had is located at Centro 1,
been chosen. Claveria, Cagayan. It
The student is a school that has a
attendance vision, mission and
management system goals.
Current Set-Up: In g only Figure 4.2. Checking of
The administerin “present” or Attendance utilizing
following are the g their “absent”.The seat plans.
current set up of students empty seat
Students Attendance attendance indicated The
Monitoring System monitoring that the re are also
and Information system, the
Dissemination along students or
the areas on teachers of
organizational Claveria
structure, processes, School of
and master data. Arts and
1. Current Set-up of: Trades use
a. manual
Organizational operation.
Structure. The Subject
Principal is the head teachers call
of CSAT. Under the the names of
principal are the the students
Administrative or an
Services Officers .The attendance
school consists of sheet is
Junior High School passed and
and Senior High manual
School . signing of
The Junior that student was teachers who
High School have attendance absent.If the assigned
three departments by every student is student or
namely Related student. (See absent , the what they
Subjects Figure 4.1.) teacher will called
Department,Vocation ask if there “student
al Subject Departemt Figure 4.1. is an excuse secretary” to
and MAPEH Checking of Attendance letter.If there check the
Department .Each through rollcalls. is, he/she attendance of
department is headed will be mark the class.
by Head Teachers Som “present” (See Figure
.Below the head e classes are otherwise 4.3)
teachers are the utilizing a “absent”.
Subject Teachers.The seat plan (See Figure Figure 4.3. Checking of
.Since the 4.2) Attendance with the
Senior High School is help of student
led by a Head students kept
the same secretary.
Teacher.Below the
Head Teacher are the seat,they
never had to  Habitual
Subject Teachers.
Figure 3. “call the Absences
Organizational roll”,elicitin
Structure of Claveria
School of Arts and
Trades.

b. Processes.

 Checking of
Attendance
 Cla negatively ng PTA provides
veria School impact a Meetings parents with
of Arts and student’s student
Trades grade.(See report cards
defines Figure 5) If there are in an effort
“habitual meetings, activities to
absence” as Figure 5. Dealing with and announcement communicate
“a student executive absences.
whose
combined  Informing
unexcused the Parents
absences
exceed five PTA Meetings. A
(5) parent-teacher
consecutive association (PTA) or
absences.”Th parent-teacher-
e subject student association
teacher will (PTSA) is a formal
notify the organization
Adviser composed of parents, of the school.The each
about the teachers and staff that Principal is the student's
habitual is intended to personnel who success with
absences of facilitate parental decides on what his or her
the participation in a should be family. These
student.After school. The president disseminated and it student
notifying,the and the executive would be informed to report cards
teacher will board plan the the teachers then to give the
refer the meeting ahead of the students and students,
student to time.So when the finally to their parents,
the guidance time comes for the parents. And staff, and
counselor.An meeting,the advisers sometimes a papered community
Admission will give the students letter is given. important
Slip will be addressed to their information
given after parents that there is a about each
the meeting. student's
counciling. Figure progress and
If attendance each
issues student's
persist, the challenges.T
teacher will his report
contact the card includes
parent about important
the problem information
and refer the about school
student to a and student
counselor performance,
and/or class sizes,
administrator Figure attendance,
6.1.Disseminating to school safety,
.Excessive 6.Disseminati students
absences will instructional
resources,
 Passing and and teacher
Reporting quality.
of Figure 7.Reporting of
Attendance Attendance Sheets
Eve Figure 8.Card Day
ry six weeks, c. Master Data
CSAT
 Claveria put on the Teacher’s was not fully and data is not
School of Arts and Monthly Report on implemented. maintained
Trades is currently Enrollment and efficiently.
utilizing a manual Attendance that will b. Processes
student’s attendance be given to guidance The Difficulty in report
monitoring system councilor. institution is using a generating.It
operated by the manual Students’ requires more
Teachers. Record 2. Issues and Attendance calculations to
book, attendance Difficulties Monitoring System. generate the report so
sheet, school form 2 Encountered False it is generated at the
and the E-Class are Attendance.Since end of the session.
used in checking the a. Organiz some teachers are And the student not
student’s attendance. ational assigning a particular get a single chance to
Record books are Structur student to do the improve their
used to keep track of checking of attendance. Teachers
e
everything from attendance, ‘buddy have to spend lot of
attendance to test In some signing’ mostly time in calculating
scores of the cases,the student occurs.This means the class attendance
students.School Form secretary checks the that the assigned and to produce daily,
2 which describes as attendance of the student might help weekly, monthly and
the daily attendance class. This may lead those who did not yearly reports.
record of to buddy signing that attend the class and
students.They keep questions the sign the Manual control.All
attendancewith a calculations to
mark ‘present’. generate report is
done manually so
Prone to there is greater
Damage.Moreover chance of errors.
the attendance sheet
is subjected to Quality of
damage and loss output.Quality of
while being passed on output is less
between different consistent and often
the attendance sheet realibility of the students of teaching not well-designed. At
along with the other attendance sheet.It is staff. worst, hand written
records may be
Prone to Human illegible and so
Error.These completely useless.
attendance records Poorly presented
are used by the staff information may fail
to monitor the to communicate key
student’s attendance points.
rates. This process
could be easy and Information
effective with a small Disseminati
number of students on:
but on the other hand In case of reporting
dealing with the the parents about the
records in what they a teacher’s duty to records of a large behavior of their
called “Teacher’s check the number of students child, the flow of
Corner” located near attendance.There are often leads to human their existing system
the desk of the also times that the error. is not really
teacher.The Subject teacher forgot to systematic.
teachers need to pass check the attendance Not User Friendly.
the class records of the students.Their The existing system is
he/she handled to the responsibility to not user friendly c.Master
class adviser. These check the attendance because the retrieval Data
passed records will be of data is very slow
Lots of paperwork: Drive. It’s a lot more
Existing system No Backup. If it is reliable than just a
requires lot of paper lost, no one can use piece of paper that
work.Loss of even a it. If it is in use by can easily be torn
single register/record one person, it cannot apart.
led to difficult be used anywhere
situation because all else. If it is separated
the papers are needed for use by several
to generate the people concurrently, it
reports. must be merged
again, or it won't be
Less accessible available the next
:Information is time it is needed for
generally less patient care.
accessible. Access to
information is often 3.The solutions
restricted to one user needed to solve the
at a time, paper files issues and difficulties
can easily be mislead encountered along the
or buried in in-trays, areas on:
in which case the
information they a.Organizat
contain is not ional Structure
available at all . In order to
organized,
Bulk: Paper based manageable, and
systems are generally accessible structure of
very bulky both to the institution, the
handle and to store, Researchers suggest
and office space is that each personnel
expensive. shoul do their tasks.

Unsecured b.Processes
Data:They cannot be By proposing
searched quickly a system that is
when a decision must Computerized
be made by the care Attendance
provider at the point System.Processes will
of care. Tabs and be made faster and
Indices help, but a easier in terms of
complete search of a capturing the status of
Record for the the students that will
existence or non- satisfy external
existence of a reporting
particular issue is requirements in order
very difficult, to lessen the risks
especially if the issue occurred in the
is only noted in an existing system.
unusual abbreviation
or a form unfamiliar c.Master
to the person Data.
searching. Paper Data loss is
Records are avoided in the
susceptible to system because data
unplanned are stored in the
destruction, whether hardware and also
by rodents, flooding, have backup which
fire, etc. is stored in the Disk