Republic of the Philippines

CENTRAL LUZON STATE UNIVERSITY

COLLEGE OF ENGINEERING
Department of Information Technology

“STREAMLINING DORMITORY MANAGEMENT: A QR CODE-BASED

APPROACH TO ATTENDANCE AND POINT DEDUCTIONS THROUGH

GENERATED I.D. CARD”

CORPIN, JOHANA D.
DE VILLAR, RENALYN A.
LUGA, MARJORIE S.
RUBITE, MARJORIE D.
VALDEZ, CHRISTINE ANNE L.

In partial fulfillment of the requirements in COMSCI 2201 –

Systems Analysis and Design

Date Submitted

1
 APPROVAL SHEET

This project entitled “Streamlining Dormitory Management: A Qr Code-Based Approach

To Attendance And Point Deductions Through Generated I.D. Card” prepared by Johana

D. Corpin, Renalyn A. De Villar, Marjorie S. Luga, Marjorie D. Rubite, Christine Anne

L. Valdez submitted to the DEPARTMENT OF INFORMATION TECHNOLOGY,

COLLEGE OF ENGINEERING, CENTRAL LUZON STATE UNIVERSITY in partial

fulfillment for the subject COMSCI 2201 – SYSTEMS ANALYSIS AND DESIGN is

hereby accepted.

_____________________________ ________________________________
English Critic Instructor

_____________________________ _______________________________
Date Signed Date Signed

2
 TABLE OF CONTENTS PAGE
TITLE PAGE 1
APPROVAL SHEET 2
TABLE OF CONTENTS 3
LIST OF APPENDICES 4
LIST OF FIGURES 5
LIST OF TABLES 6
CHAPTER I: INTRODUCTION
Introduction 7-8
Objectives of The Study 8-9
Statement of The Problem 9
Scope and Limitation 10
Importance of the Study 11
Definition of Terms 12
CHAPTER II: REVIEW OF RELATED LITERATURE AND EXISTING 13-20
ALTERNATIVES
CHAPTER III: METHODOLOGY 21
Planning 22-23
Analysis 23-24
Design 24-25
Implementation 26
CHAPTER IV: RESULTS AND DISCUSSION
Planning 27-31
Design 32-43
REFERENCES 44-45
APPENDICES 45-47

LIST OF APPENDICES

3
APPENDI TITLE PAGE
X
A TABLES AND FIGURES 45-46
B PROOFS OF ORGANIZATIONAL EXISTENCE AND 47
DOCUMENTATIONS OF
CONSULTATIONS/INTERVIEWS

4
 LIST OF FIGURES

FIGURE TITLE PAGE

1 Software Development Life Cycle 21

2 Fishbone Diagram 27

3 Gantt Chart 28

4 Context diagram 32

5 Data Flow Diagram Level 0 33

6 Data Flow Diagram Level 1 Process 1 34

7 Data Flow Diagram Level 1 Process 2 34

8 Data Flow Diagram Level 1 Process 3 35

9 Use-Case Diagram 36

10 Enhanced Entity Relationship Diagram 37

11 Relational Data Model 38

12 Resident’s Profile User Interface 39

13 Resident’s Furlough User Interface 39

14 Resident’s Attendance User Interface 40

15 Resident’s Furlough User Interface 40

16 Admin’s Profile User Interface 41

17 Resident’s profile on the Admin Page User Interface 41

18 Resident’s furlough on the Admin Page User Interface 42

19 Resident’s Attendance on the Admin Page User Interface 42

20 Resident’s Demerits on the Admin Page User Interface 43

21 Furlough Form User Interface 43

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 LIST OF TABLES

TABLE TITLE PAGE

1 Current Issue 8

2 Existing Alternatives 19-22

3 System Requirement Checklist 31

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 CHAPTER I

INTRODUCTION

Multiple websites, machines, applications, and systems have been invented as

technology has advanced and improved people's lives. It is used to complete tasks or

activities of a person or group of people in a short period, which is very handy for all

customers, they can use Microsoft Excel as well as other applications with different use.

As with the researcher's application, it makes the process easier and more secure than the

previous method.

Dormitories at Central Luzon State University use the manual recording of

residents' information, paper-based traditional checking of attendance, furlough, and

point deduction system, which may result in physical record loss. The researchers are

conducting a Streamlining Dormitory Management System where a QR Code-Based

Approach to attendance and point deductions through generated ID cards. It can be

accessed through the website and/or application of dorm managers and students residing

in the dormitory of Central Luzon State University. This will be convenient for both the

students and the dorm in charge. Generated ID Card System offers dormitory residents a

highly efficient way to monitor their activities. With a unique QR code assigned to each

resident, our system streamlines collecting and recording information about students,

enabling staff to easily manage attendance, merit, demerit, and furlough records. By

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providing an effective backup and recovery system for physical records, our system helps

organizations mitigate risks and ensures uninterrupted operations. With our Generated ID

Card System, dormitory residents can enjoy an optimized and hassle-free experience,

while organizations benefit from enhanced operational efficiency and risk management.

A. STATEMENT OF THE PROBLEM

A large number of students of the university board dormitories. Conventionally,

dormitories are managed manually. The dorm manager records information about the

residents, records of rooms and beds, water and electricity bills, income and expenses,

and other transactions of the dormitory. The manual operation involves loads of paper

works which requires physical storage. Records are not highly accurate and reliable and

are prone to human errors. Dormitory owners need an effective system to automate the

management processes in dormitories.

ISSUES WEIGHT
Manual recording of residents’ information.
3

Paper-based traditional checking of attendance, furlough, and

3
pointing system.
Possible loss of physical records. 2
Table 1. Current Issues

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 Table 1 shows the current issues in dormitories in Central Luzon State Universities

such as manual recording of residents’ information, it is time-consuming; it will take you

a while to finish recording it. It is also prone to human errors such as wrong spelling,

erasures, and confusion of data. Hence, it will consume time to correct these errors.

Paper-based traditional checking of attendance, furlough, and merit and demerit

point system has always been complicated and inefficient. The dorm Manager must visit

each room and evaluate each student while holding the attendance record, a paper

containing the resident’s merit, and demerit points. The Dorm Manager also needs to

check the furlough of the residents manually.

There is a high possibility of record loss. The furlough book is only placed in the

dormitory lobby, accessible to anyone entering the dormitory - residents or not. The

attendance book is worn for being used every day.

B. OBJECTIVES OF THE STUDY

To design and develop a dormitory management system with QR Code technology.

Specifically, it aims to:

 To generate a unique ID card with a QR code assigned to each resident with their

personal information such as their name, age, course and year, address, dorm number

and room number I.D picture, signature, and emergency contact.

 To manage the performance and information of student residents and dorm

managers.

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 To provide an online repository to mitigate the risk of physical records loss and

avoid disruption of their operations.

 To generate reports of residents’ attendance, merit and demerit points, and furlough

records.

C. SCOPE AND LIMITATION

This paper focuses on streamlining the dormitory management system in Central

Luzon State University dormitories. The researchers will generate a system software and

a unique ID card with 5 QR codes explicitly made for the student’s profile, furlough,

leave card, area, and curfew. This is to mitigate the risk of physical loss of records, The

system will include keeping track of students' furlough records. It will allow the dorm

managers to check the dates and reasons for students' leaves of absence, allowing for

better dormitory administration, assuring students' safety and well-being, and being more

efficient.

The accuracy and dependability of the information stored in the system are

determined by the user's input. Human errors or insufficient data entry could affect the

system's integrity, leading to incorrect results or reporting. The system should prioritize

the privacy and security of student infoprmation. Adequate protections must be

implemented to prevent unauthorized access, breaches, or data abuse. Adequate training

for dorm managers and residents is required for the system's successful implementation.

The system should be intuitive and user-friendly to ensure quick adoption and decrease

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user resistance or obstacles in utilizing the system. The initial implementation may be

limited to dorm managers and Central Luzon State University students.

D. IMPORTANCE OF THE STUDY

The study "Streamlining Dormitory Management: A QR Code-Based Approach to

Attendance and Point Deductions through Generated I.D. Card" is anticipated to provide

tangible and intangible benefits. The proposed approach is designed to reduce

administrative burdens, improve attendance tracking accuracy, and enhance dormitory

management's efficiency. Because of the benefits, the output will be shown in a span of

time, as soon as the approach is implemented.

In addition, the proposed approach is also expected to offer intangible benefits such

as improved student satisfaction, enhanced sense of community, and increased student

retention. These intangible benefits are expected to positively impact dormitory

management long-term. The tangible benefits are expected to be seen within the first few

months of implementation, while the intangible benefits may take longer to materialize.

Still, they are anticipated to provide long-term benefits to the dormitory management.

This study is conducted to benefit first, the student residents, this study will help them

to save time, they can easily manipulate their furlough and they can access their records

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even where ever they are. Second, the dorm managers, this study will help them check

and manage the attendance, merit, demerit, and furlough of the residents without carrying

any paper and pen for manual checking. They will just need to scan the generated ID card

with a QR code of each residents using the digital system that this study will implement.

E. DEFINITION OF TERMS

Furlough – a form for the temporary release of a tenant from their dorm, typically

with the expectation that they will be asked to return.

Merit – a mark awarded to someone for cleanliness and good conduct.

Demerit - a mark awarded against someone for a fault or offense.

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 CHAPTER II

REVIEW OF RELATED LITERATURE AND EXISTING ALTERNATIVES

Related Literature

Smart Attendance Monitoring System Using Biometric

In both organizations and classrooms, attendance is frequently tracked using

attendance tracking systems. It has a variety of applications in workplaces, enterprises,

and educational institutions where precise and timely attendance recording is required.

This paper describes the biometric design process for a fingerprint-based student

attendance system. The report makes claims about the overall attendance policies for both

employees and students. The framework will be helpful to organizations in scheduling

precise time and data-included attendance. Thumbprints are used as an indication for

system entry. The primary goal is to create an IOT-based biometric attendance system

that can track attendance and collect data for daily use. To create the best framework, an

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ESP32 may be easily coupled to an OLED display and fingerprint sensor. (Jadhav,

Ghodse, Nahate, Ghumare, & Kubde, 2023)

Fingerprint Based Attendance Systems-A Review

Class participation is crucial. Both "roll-call" and signing attendance sheets are

accepted techniques for keeping track of class attendance. These are time-consuming,

easy to cheat at, and offer scant information. There are further, more expensive methods

for automating attendance tracking with varying degrees of accuracy. This study

examined whether attendance could be accurately documented while maintaining a low-

cost strategy utilizing a smartphone camera and various combinations of face detection

and identification algorithms. The effects of various class sizes were also looked at. In a

field experiment, the investigation was carried out using a prototype in accordance with

the pragmatic philosophy. The techniques used were Viola-Jones (HAAR features), Deep

Neural Network (DNN), and Histogram of Oriented Gradients (HOG) for detection, and

Eigenfaces, Fisherfaces, and Local Binary Pattern Histogram (LBPH) for recognition.

Deep Neural Network (DNN), and Histogram of Oriented Gradients (HOG) for detection.

(Cronje & Sanders, 2020)

Developing and Implementing a Barcode-Based Student Attendance System

As a result of the importance of student attendance at lectures and their effect on

academic development, universities take the necessary measures to reduce excessive

absenteeism. This is a serious problem. The administration now keeps track of students'

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attendance and absences by calling out their names or by having them sign their

attendance papers. It also demands diligent monitoring, taking care of it, and being strict

with it. Because most institutions require 85% attendance in order to admit students to an

exam room and determine grades, there is a high demand for tracking and recording

student attendance. The goal of this study is to create and implement a barcode-based

student attendance system that will free academics from maintaining a register book and

generating real-time information. (Al Sheikh, et al., 2019)

IoT-based Smart Attendance Monitoring System using RFID

The program focused on the design of an RFID-based attendance monitoring

system that uses ID cards to uniquely identify each staff and student. The web-based GUI

for examining the employee's or student's attendance, which is housed on a web server

and keeps the data in a database server, makes up the software component. The RFID

card or tag must be placed on the reader by the staff member or student in order for their

attendance to be tracked for the day. (Koppikar, Hiremath, Shiralkar, Rajoor, & Baligar,

2019)

Real-Time Automatic Attendance System for Face Recognition Using Face API and

OpenCV

Colleges have been concerned about student attendance, and manually recording

attendance requires much work from instructors because the current biometric attendance

system is not automatic, it costs time, and difficult to maintain, and causes a line of

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people waiting to have their fingerprints scanned to mark their attendance. The focuses

on tracking attendance using smartphones, which practically all faculty members can

access. Back propagation neural networks, faster RCNNs, single shot detectors, and

region-based convolution networks are a few of the most well-liked object identification

algorithms. The special feature is that a camera is placed in the classroom that will

capture pictures twice, once at the beginning and once at the end, to verify that pupils

have attended the entire lesson. The entire system has demonstrated to acquire

information about faces with excellent accuracy. (Khan, Akram, & Usman, 2020)

Existing Alternatives

A Students Attendance System Using QR Code

Smartphone usage is rising in popularity, especially among younger people under

the age of 26. Therefore, using cellphones to take attendance in university classes may

result in a more effective and efficient learning environment. A system based on QR

codes is suggested in this essay. Students can verify their attendance and cut down on

lecture time by scanning the barcode. To avoid bogus registrations, the paper incorporates

student identification verification. The system's implementation, which makes use of

Android Studio, Objective C, and UML, is also covered in detail. Numerous related

research have looked into how technology might be used to enhance attendance records

in school settings. According to one study, higher education institutions could check

students' attendance by employing biometric technologies like fingerprint scanners.

(Almasalha & Hirzallah, 2014)

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Student Attendance System using QR Codes (Case Study: Institut Teknologi

Telkom Surabaya)

It is difficult for the university to accurately measure classroom attendance and

student participation. Different participation frameworks have been proposed in view of

manual presence, yet they are wasteful and low in exactness. To increase attendance

tracking's efficiency and accuracy, the paper proposes a mobile application and QR code-

based attendance system for students. During the lecture, the proposed system displays a

QR code that contains time information. Using an Android or iOS smartphone, the

student can scan the QR code, which is sent to the server for attendance processing. The

proposed framework was planned and executed utilizing Android Studio, Objective C,

and UML. (Rahmawati, Putro, Wicaksono, & Nurdin, 2019)

Class Attendance Recording Using QR Code via Smartphone

This article presents auto homeroom participation recording utilizing a cell phone

QR code. The two instructors and understudies get a sense of ownership with their parts.

The educators assess the aftereffect of each subjects. The codes for each one will then be

created. Students will be able to scan the code when they receive it, and their attendance

will be recorded automatically. This study is broken up into three modules: student,

generate, and teacher. According to the findings of this study, the attendance record

method had positive outcomes.(Chomklin, Na Nongkhai, & Padungpattanadis, 2019)

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Developing a Web-based Attendance and Information System using Qr Code for

Dhoobaale Library at Simad University

In the past, keeping track of students' attendance in the library was a laborious,

time-consuming, and error-prone process. However, a method for storing attendance data

for students has been developed that makes use of QR codes and an online campus

management system (OCMS). On the screen of the library, the system displays a

distinctive QR code that students can scan with their student cards to record their

attendance.

The paper concludes that a QR code and OCMS-based system for recording

student attendance data can be developed, saving staff time and ensuring accurate and

efficient data collection. The high level of user satisfaction with the system shows that

information technology can drive and support positive changes in the processes for

recording attendance. The proposed QR code and OCMS system looks like a good way to

make attendance records in the library better. The process's efficiency and user

satisfaction can rise as a result of information technology's ability to streamline it, reduce

errors, and save time. (Fiqi, 2021)

Student Attendance System Based on QR Code with Unique Identification

Capturing

A QR code-based attendance system that records attendance at events or classes

by scanning QR codes with mobile devices is the proposed project. This system combines

Android applications designed to collect attendance data and store it in the cloud. The

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justification behind picking this framework over other high level techniques like

biometric-based or RFID-based participation frameworks is that the QR code-based

participation framework doesn't need significant expense equipment execution or upkeep

charges for explicit equipment. There is no need to install any additional hardware on

campus because mobile devices are now widely used by students. Traditional attendance

methods, such as calling names and paper recording, which require a large workforce and

a lot of resources, are solved by this system. By having their attendance taken without

actually attending class, students could easily circumvent conventional systems.

As a result, the attendance tracking system based on a QR code would help make

attendance taking more effective and efficient. Lecturers could concentrate on teaching

lessons rather than wasting time calling names out to the class. Due to its high

convenience and strict authentication when scanning the QR code, the proposed system

produces a record of class attendance that is both quicker and more precise.(Kee, 2021)

SYNTHESIS

Table 2. Existing Alternatives

STREAMLINING DORMITORY MANAGEMENT: A QR CODE-BASED APPROACH
TO ATTENDANCE AND POINT DEDUCTIONS THROUGH GENERATED I.D. CARD
Automatic
Existing Generated Scanned point Automatic Tracking
QR code- Tracking of Web
Alternatives ID cards using deduction recording of of points
based attendance/ Application
with QR mobile system attendance/ of every
approach furlough Software
Code devices using QR furlough student
code
A Students
Attendance
System Using QR        
Code
Student
Attendance        
System using QR
Codes (Case
Study: Institut

19
Teknologi Telkom
Surabaya)
Class Attendance
Recording Using
QR Code via        
Smartphone
Developing a
Web-based
Attendance and
Information
System using Qr
Code for
       
Dhoobaale
Library at Simad
University
Student
Attendance
System Based on
QR Code with
Unique
       
Identification
Capturing

The articles in this research aim to eliminate paper-based approaches to

documents and manual recording of attendance and information to prevent data loss.

Instead, they use automatic techniques like face recognition, finger-based techniques,

barcode scanning, RFID, and generated QR codes, which have excellent efficiency and

accuracy. The researchers follow the same method as Radio Frequency Identification

(RFID), which tracks tags attached to cards and being scanned by an RFID reader.

Instead, the researchers use a QR code-based approach rather than an RFID strategy,

using generated ID cards scanned by mobile devices and automatically stored on the

database server. The research focused on students living in the dormitories of Central

Luzon State University, where dorm managers can monitor and track students' attendance

and furlough through websites and applications where students can also freely interact

and monitor their status in their dorm. The previous articles only focused on students’ or

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teachers’ attendance inside their classrooms or in school. Since it is primarily used to

track student attendance, the researchers added feature to eliminate manual point

deductions for each student, utilizing the QR code as a point deduction system that will

be subtracted from their initial score automatically. The QR base code approach is mainly

used because it yields the same results as previous automated approaches while being less

expensive and requiring lower maintenance costs.

CHAPTER III

METHODOLOGY

The data collection will be conducted on 100 randomly selected students and all 13

dorm managers residing in housing services at Central Luzon State University who will

represent the population.

This paper is limited only to the streamlining dormitory management system. Each of

the respondents will be given a researcher-made questionnaire to gather the information

that is needed in the study. The gathered data will only be used for streamlining the

dormitory management system at Central Luzon State University.

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 The developers will use the traditional SDLC method containing 5 phases planning,

analysis, design, implementation, and maintenance to identify the problems and

determine human requirements, analyze the system needs, test, implement, and evaluate

the

system.

Figure 1. Software Development Life Cycle

A. PLANNING

The developers will use a fishbone diagram to identify the causes and effect of the

problem, where mostly the problems that they encounter on their daily process is the

leading cause of the problem such as misplacing data/forms, the difficulty of searching

and retrieving records, working overload, and manual recording and tracking of every

student. These problems resulted in their time being consumed and tedious in recording

and organizing students’ information, attendance, furlough, and point deduction.

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 The developers created the system aligned to the SDLC process starting from

analyzing the current problem, requirement gathering, requirement analysis, analyze

processes, design processes, design reports, setting up the environment, testing and

document, and the implementation of the system. The developers created the system in 5

months from May 14, 2023, to October 29, 2023.

INTERVIEWING USER MANAGEMENT

The developers ask the following questions to the CLSU student housing and

services dorm managers:

 Do you have an existing system used in CLSU student housing and services in

every dormitory?

 What are the features you recommend to the system?

 What are the problems you encounter during the transaction process?

 How would you solve the following problem that you encounter during the

transaction?

B. ANALYSIS

The next phase that the system analyst undertakes involves analyzing system needs.

Special tools and techniques help the analyst make requirements determinations. The

developers study all the data gathered and check the project's system requirements

definition, including the input, process, performance, control, and output. The developers

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studied all the functionality for the users to be used efficiently. The developers also check

if there are some features to be added to the system and the process of how the system

will work.

FEASIBILITY STUDIES

Economic Feasibility

The developers study how the dormitory will lessen their expenses for their

resources.

Operational Feasibility

The developers studied how the dormitory will use and maintain the system every

operation period. The entire team expects the system to be operational. The Dormitory

has no existing system which requires manual recording of residents’ information,

attendance, merit and demerit performance, and furlough.

Technical Feasibility

The developers studied the dormitory to see if they have the necessary equipment

to implement and test the project system.

The system requires a mobile phone or personal computer, an internet connection,

and a QR code scanner. The dormitory has neither a mobile phone nor a personal

computer to operate the system.

C. DESIGN

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 The developer's tasks involve using several tools and diagrams to understand the

system’s flow and design the user interface based on the client's requirements and

participant input. Let's break down each component:

Context Diagram: A Context diagram provides an overview of the entire system by

showing the system as a single process or entity, surrounded by external entities or

processes. It helps identify the system's boundaries and interactions with external entities,

such as users or other systems.

Data Flow Diagram (DFD): A DFD illustrates the data flow within a system. It

represents processes, data stores, external entities, and data flows between these

components. By modeling the data flow, the developer can understand how information

is transformed and stored within the system, enabling a clear understanding of the

system's functionality.

Use-Case Diagram: A Use-Case diagram represents the interactions between users

(actors) and the system. It identifies the different use cases or functionalities of the

system and shows how actors interact with the system to achieve specific goals or tasks.

This diagram helps understand the system's behavior from a user's perspective.

Enhanced Entity Relationship Diagram (ERD): An ERD depicts the relationships

between entities in a system and their attributes. It helps in understanding the structure

and organization of data within the system. By defining entities, their attributes, and their

25
relationships, the developer can grasp the data requirements and how different entities

relate.

Relational Data Model: A Relational Data Model represents the database structure

using tables, columns, and relationships. It maps the entities, attributes, and relationships

identified in the ERD to a relational database schema. This model helps us understand

how the data will be organized and stored within the system.

Figma: Figma is a popular design tool for creating user interfaces (UI). Based on the

client's requirements and input from participants, the developer will use Figma to design

the visual layout, components, and interactions of the system's user interface. This helps

create a visual representation of how the system will look and function for the end-users.

Overall, these tools and diagrams allow the developer to gain a comprehensive

understanding of the system's flow, its data requirements, and its user interface design.

They provide a foundation for effective communication with the client and participants,

ensuring that the system meets the desired objectives and user expectations.

D. IMPLEMENTATION

The system will be developed according to the proposed form and follows in

conformity with the plan. This system will be made with a combination of HTML, CSS,

JAVASCRIPT, AJAXX, and SQL. Before the proposed system’s category, there will be

resident attendance, furlough, pointing system, and management in the user’s interface of

26
every dorm manager. For the user’s interface on the resident’s side, they will be allowed

only to fill out their furlough form and the rest will be just for monitoring only.

CHAPTER IV

RESULTS AND DISCUSSION

A. PLANNING

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 FISHBONE

The Fishbone diagram shows the possible problems they encountered. Time-

consuming and tedious recording of students’ information is their primary problem

represented by the prominent bone. The sub-bones consist of people, storage, method,

and material. Manual recording and taking of information, point deduction, and furlough

of students are the primary roots of the problem, resulting in the tedious and time-

consuming recording.

Figure 2. Fishbone Diagram

28
 Figure 3 shows the process starting from analyzing the current problem,

requirement gathering, requirement analysis, analyze processes, design processes, design

reports, setting up the environment, testing and document, and the implementation of the

system. The developers created the system in 5 months from May 14, 2023, to October

29, 2023.

Figure 3. Gantt Chart

INTERVIEWING USER MANAGEMENT

 Do you have an existing system using CLSU student housing services in every

dormitory?

- The dorm managers said that they don't have any existing system in each

university dormitory but other developers will implement a dormitory

management system in their dormitory soon.

29
  What are the problems you encounter the most in managing the dormitory?

- The dorm managers elaborated their daily process of recording and tracking every

student in their dormitory, going to each room to check every student's attendance

which they describe a tedious activity, recording and taking of information, and

point deduction of students is based on paper records so they mostly lose their

records and sometimes difficult to search and retrieve the records. Manually

tracking and monitoring of furlough, where they have to track and monitor every

student's signed furlough if it matches their attendance, which is time-consuming.

Students also encounter a problem: before they go outside the university, they

must go back to their dormitory and sign their furlough.

 What are the additional features you recommend to the system?

- The dorm managers want to eliminate manual recording and paper-based records,

and they want an additional feature that easily monitors and tracks students’

attendance, furlough, and points of every student.

 How would you solve the following problems that you encounter?

- The client proposed to have a system that automatically records every student’s

attendance, furlough, and point deduction, they also requested a database/storage

30
 system for their dormitory, where they can store the student's information to

easily search and retrieve records, and they can also track and monitor every

student's attendance, furlough, and remaining points.

SUMMARY AND INTERPRETATION

The developers interviewed Ms. Roanne Dela Cruz one of the dorm managers of

CLSU student housing and services managing the lady’s dorm 1, questions were asked to

know what problems they encounter in managing their dormitory, what additional

features they recommend to the system, and how will they solve the problems. The CLSU

student housing and services don’t have any existing system for each dormitory, and the

problems that they encounter the most is the work that they do on a daily basis which is

described as a tedious activity such as, manually recording and tracking attendance of

each student every day and manually tracking and checking of furlough which is time-

consuming for them. Since all of their records are paper-based, they sometimes lose them

and have difficulties searching and retrieving them. To solve these kinds of problems

they suggest an idea where they can easily monitor, and track the student’s attendance,

furlough, and point deduction of every student. The dorm managers want to solve the

problem by having a system and a database that automatically records every student’s

information, and easily tracks and monitors every student’s attendance, furlough, and

remaining points.

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SYSTEM REQUIREMENT CHECKLIST

The researchers will generate the system requirement checklist to showcase the

inputs, outputs, processes, controls, and performance requirements that the proposed

project should possess.

Table 2. System Requirement Checklist

B. D

E SI

G N

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 CONTEXT DIAGRAM

Figure 4. Context diagram

Figure 4. shows the context diagram of the proposed system. The Residents will

request lodging in the dorm. The Dorm manager will then confirm the lodging details of

the residents and saves it to the system and the lodging Confirmation will be given to the

Residents. The residents will fill up a form with their info and the dorm manager will

save it to the system. After the lodging confirmation, the dorm manager will save the

transaction of the Residents to the Dorm, then the resident will receive the transaction

receipt as an output.

DATA FLOW DIAGRAM

Figure 5 shows the Level 0 DFD of the proposed system. The Dorm Manager can

manage the information of the Residents, manage the lodging, manage transactions, and

request report.

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 Figure 5. Data Flow Diagram Level 0

In process number 1, the Dorm Manager can manage and modify the information

of the Residents. Process number 1 is exploded in Figure 6.

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 Figure 6. Data Flow Diagram Level 1 Process 1

In Figure 7 process 2 is exploded. The Residents request Lodging in the Dorm.

The Dorm Manager will then verify the request. After verification, the details of the
Lodging will be saved to the system and the details will also be given to the Residents as
a confirmation.

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 Figure 7. Data Flow Diagram Level 1 Process 2

In Figure 8 process 3 is exploded. A Lodging Payment will be handed by the patient.

The Dorm Manager saves the transaction details of the resident and the resident receives

a transaction receipt.

Figure 8. Data Flow Diagram Level 1 Process 3

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 USE-CASE DIAGRAM

Use-Case Diagram shows the interaction between the system and its users. Figure 9

shows the interaction between the Residents and the Dorm Manager in the system, where

the resident can make payment and request lodging. The Dorm Manager can manage

resident records, manage to lodge, manage transactions, and request report.

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 Figure 9. Use-Case Diagram

ENHANCED ENTITY RELATIONSHIP DIAGRAM

Figure 10 shows the ERD of the proposed system. The proposed ERD has 3 entities;

RESIDENTS, LODGING, AND DORM MANAGER. The RESIDENTS entity has 9

attributes;

R_ID,R_LName,R_Fname,R_ContactNo.,R_Address,R_Religion,R_Birthday,R_BirthPla

ce,R_Status, and the primary key is R_ID. The LODGING entity has 3 attributes; L_ID,

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L_DormManager, L_Capacity, the primary key is L_ID. The DORM MANAGER has 6

attributes; D_ID, D_LName, L_FName, D_Age, D_ContactNo., D_DormNo., the

primary key is D_ID.

Figure 10. Enhanced Entity Relationship Diagram

RELATIONAL DATA MODEL

Figure 11 shows the Relational Data Model of the proposed system. The R_ID in the

Resident entity is a foreign key to the Transaction entity. The D_ID in Dorm is a foreign

key to the Lodging entity and Transaction entity. The transaction entity has two foreign

keys and these keys represent their corresponding entity.

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 Figure 11. Relational Data Model

USER INTERFACE

Figure 12 shows the resident’s profile. It shows the resident’s I.D. number, name,
age, contact number, address, year a7 section, religion, birthday, birthplace, and status.

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 Figure 12. Resident’s Profile User Interface

Figure 13 shows the resident’s furlough. It shows the resident’s name, dorm &
room no., the destination where the resident will go, the date and time of their departure,
and lastly the date and time of the resident’s arrival.

Figure 13. Resident’s Furlough User Interface

Figure 14 shows the attendance of the residents. It contains room no., date and the
resident’s name.

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 Figure 14. Resident’s Attendance User Interface

Figure 15 shows the resident’s demerits. It shows room no., date, name,
area, furlough, curfew, leave card, and the total demerit.

Figure 15. Resident’s Furlough User Interface

Figure 16 shows the admin’s profile that contains I.D., first name, last
name, age, contact number., and dorm number.

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 Figure 16. Admin’s Profile User Interface

Figure 17 shows the resident’s profile on the admin page which contains
the ID number, name, age, contact number, address, year & course, religion, birthday,
birthplace, and status of the resident.

Figure 17. Resident’s profile on the Admin Page User Interface

Figure 18 shows the resident’s furlough on the admin page which
contains their name, dorm and room number, destination where will they go, the time and
date of their departure, and lastly their time and date of arrival.

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 Figure 18. Resident’s furlough on the Admin Page User Interface

Figure 19 shows the resident’s attendance on the admin page which contains
their room number, date, and name.

Figure 19. Resident’s Attendance on the Admin Page User Interface

Figure 20 shows the resident’s demerits on the admin page which
contains room number, date, name, area, furlough, curfew, leave card, and total demerit
points.

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 Figure 20. Resident’s Demerits on the Admin Page User Interface

Figure 21 shows the furlough form which contains the resident’s name,
dorm number, room number, destination, time and date of departure and lastly time and
date of arrival.

Figure 21. Furlough Form User Interface

REFERENCES

Abukar Fiqi, A. (21 C.E., August). Developing a Web-based Attendance and Information
Systemusing Qr Code for Dhoobaale Library at Simad University.
www.studocu.com. Retrieved May 9, 2023, from
https://www.studocu.com/ph/document/lanao-school-of-science-and-technology/
bs-bugnaw-simod/rr-rrl/51809834

Almasalha, F., & Hirzallah, N. (14 C.E.). A Students Attendance System Using QR Code:
Vol. Vol. 5, [(IJACSA) International Journal of Advanced Computer Science and
Applications]. https://thesai.org/Downloads/Volume5No3/Paper_10-
A_Students_Attendance_System_Using_QR_Code.pdf

Capstoneguide. (2022, April 6). Dormitory Management System Capstone Project

Document - Capstone Guide. Capstone Guide.

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 https://capstoneguide.com/dormitory-management-system-capstone-project-
document/

Chomklin, A., Nongkhai, L. N., & Padungpattanadis, P. (2019, October). Class

attendance recording using qr code via smartphone. In 2019 4th International
Conference on Information Technology (InCIT) (pp. 173-178). IEEE.

Cronjé, L., & Sanders, I. R. (2020). Semiautomated Class Attendance Monitoring Using
Smartphone Technology. Semiautomated Class Attendance Monitoring Using
Smartphone Technology, 1(1), 9–20. https://doi.org/10.37965/jait.2020.0040

Jadhav, A., Ghodse, A., Nahate, H., Ghumare, S., & Kubde, R. (2023). Smart Attendance
Monitoring System Using Biometric. Social Science Research Network.
https://doi.org/10.2139/ssrn.4382108

Kee, S. (21 C.E., May). STUDENT ATTENDANCE SYSTEM BASED ON QR CODE

WITH UNIQUE IDENTIFICATION CAPTURING. http://eprints.utar.edu.my/.

Khan, S., Akram, A., & Usman, N. (2020). Real Time Automatic Attendance System for
Face Recognition Using Face API and OpenCV. Wireless Personal
Communications, 113(1), 469–480. https://doi.org/10.1007/s11277-020-07224-2

Koppikar, U., Hiremath, S. R. R., Shiralkar, A., Rajoor, A., & Baligar, V. P. (2019). IoT
based Smart Attendance Monitoring System using RFID.
https://doi.org/10.1109/icait47043.2019.8987434
Rahmah, A. S. (2019, January 1). Developing and Implementing a Barcode Based
Student Attendance System. https://papers.ssrn.com/sol3/papers.cfm?
abstract_id=3418319

Rahmawati, D., Putro, F. W., Wicaksono, A. Y., & Nurdin, A. (n.d.). Student Attendance
System using QR Codes (Case Study: Institut Teknologi Telkom Surabaya).
Student Attendance System Using QR Codes (Case Study: Institut Teknologi
Telkom Surabaya).

APPENDICES

A. TABLES AND FIGURES

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 Business Model Canvas

Student’s Validation Board

Customer Segment Residents of every university dormitory
Problem Manual taking of attendance and furlough
Solution Application that can easily record their attendance and furlough
Experiment Concierge (Prototype)
Success Criteria 70% of the respondents want to use the application to easily
record their attendance and furlough
Result 90% of the respondents would use the application
Action Pursue

Dorm Managers Validation Board

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 Customer Segment Dorm Manager of every university dormitory
Problem Manual recording of dormitory resident’s profile, attendance,
point deductions, and furlough
Solution An application that can easily monitor the attendance, points,
and furlough of the residents
Experiment Concierge (Prototype)
Success Criteria 70% of the respondents want to use an application that can
easily monitor the activity and performance of the residents
Result 90% of the respondents would use the application
Action Pursue

Interview Questions for the Dorm Manager

Interview Questions
1 Do you have an existing system used in CLSU student housing services in every
dormitory?
2 What are the problems you encounter the most in managing the dormitory?
3 What are the additional features you recommend to the system?
4 How would you solve the following problems that you encounter?

B. PROOFS OF ORGANIZATIONAL EXISTENCE AND DOCUMENTATIONS

OF CONSULTATIONS/INTERVIEWS

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