Colegio de San Juan de Letran - Bataan

C O L L E G E O F L I B E R AL AR T S AN D S C I E N C E S
1.0 INTRODUCTION
1.1
Background of the Study
Bataan Montessori School, Inc. is located at Maluya corner Banzon
Street, Cupang Central, Balanga City, established on May 1996. The school's
curriculum is based on the montessorian method by Dr. Maria Montessori but
still adopts the curriculum prescribed by the Department of Education. On June
16 1996, BMS had its first day with seven students who came from different
municipalites of Bataan. BMSl is devoted in educating children and teenagers.
The school have no current system to monitor their students, they are
just doing it manually thru the security guards on duty. The school wants to
have an easy access by monitoring their students, so the proponents proposed
a system that will help them to monitor their sons and daugthers by sending an
sms to their smartphone after their children has logged in/out of the school
campus.

Radio Frequency Identification (RFID)

RFID is a kind of technology which uses radio waves to detect humans,
animals, data, or any other material automatically by detecting a kind of
microchip, which is transmitted through an antenna. It is known as the RFID tag
because of the combination of the microchip and antenna. The benefit of using
the RFID is that it does not have to be placed directly under the scanner, unlike
the barcode that must be scanned before we get the information. The RFID
system requires three main components to function; the antenna or coil; the
transceiver (with a decoder; and the RFID tag. The antenna will transmit radio
signals to activate the tag so that the data could be read or written. It works by

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swiping or placing the Identification Card (ID) onto the reader and it processes
and shows the certain information and shows it using the monitor.
Internationally, most boarding schools in Malaysia found out that
maintaining students in/out records are difficult; as a result, misinformation and
difficulty in locating students occur. The RFID tags enable the school
management to keep track of the student movement in and out of the hostel.
The ID system increases the level of security in schools/companies.
However, in the Philippines, the use of technology both in education
and in the business community has been on the run. The RFID system has
been implemented in some companies, universities and colleges all around the
world.
RFID has been applied in various fields such as supply chains in
companies (e.g. Wal-Mart, Proctor and Gamble), construction of the vehicle
identification management system, library books positioning and health (e.g.
storage of patient records, and production of medicine). The use of RFID
system can reduce operating costs and also simplify data storage and retrieval.

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1.2
Statement of the Problems
1.2.1
General Problem
BMSI does not provide a secure and computerized student
monitoring system that monitors the students if they are still within
the premise of the school.

1.2.2

Specific Problem
1.2.2.1
1.2.2.2

How to keep track of the attendance of the students?

How to inform the parents of the announcements of the

1.2.2.3

school?
How to provide different levels of access rights for every

1.2.2.4
1.2.2.5

user?
How to generate necessary reports at ease?
How to prevent data loss during unexpected
incidents?

1.3
Objectives
1.3.1
General Objective
To design and develop a Computerized Student Monitoring System with
RFID and SMS Technolology for Bataan Montessori School, Inc. that
will improve the manual monitoring of their students.

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1.3.2

Specific Objectives
1.3.2.1

To provide a monitoring module that will send a text

message to the parents and record the entering and

1.3.2.2

leaving of the students.

To include a log-in module that will increase the
confidentiality of the records which only authorized

1.3.2.3

personnel can access.

To provide a student log module that can generate a

1.3.2.4

student information report for the admin.

To include an announcement module that will send a
message to all the parents regarding the announcement

1.3.2.5

of the school.
To provide a back up and restore module that will
preserve the data during unexpected incidents.

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1.4

Significance of the Study

The groups of persons and institutions that would benefit the study are as
follows:
For Bataan Montessori School, Inc. With this study, having a student
monitoring with RFID and SMS system that can help the school and the
parents to easily monitor their students, sons and daughters when entering
and going out of the school campus. Using the technology of the RFID reader
and I.Ds of the students entering the school will be limited only to those
authorized personnel.

For the Proponents.

This

study

aims

to

provide

them

better

comprehension of proposed system, that will lead them to the further

understanding of the entire study that surely they can use on preparation of
their programming skills that awaits them as IT professionals.

For the Employees. This study aims to lessen their routinary tasks to
monitor their students when entering and going out of the school premises.

For the Future Researchers. This study aims to provide ideas and
knowledge about the system. This study will serve as their reference about
the process of Student Monitoring with RFID and SMS System.

1.5

Scope and Limitation

This study covers only the Student Monitoring with RFID and SMS

System of Bataan Montessori School, Inc. the system can send a message to
the parents for the confirmation of their sons/daughters whenever they are
going inside and outside of the school.

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With the following features:

User Account Module. The system provides accounts which are

designed particularly for the users. This feature would allow or will be prohibited
by users from accessing different parts of the system. The feature also allows
the users to change or edit the username and password.

User Registration Module. The system provides a user registration

module to register the account of the admin.

User Maintenance Module. The system provides a maintenance

module to keep the program in proper condition and to sustain efficiency.

Student Registration Module. The system provides a student

registration module to register the account of the students.

Student Maintenance Module. The system provides a student

maintenance module to keep the records of the student.

Backup and Restore Module. The user can backup data and
restore information if necessary.

Student Logs Module. The system provides a student log module to

be printed by the admin so whenever the parents wants to check the log of their
children they can have a hard copy of it.

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Announcement Module. The system provides an announcement
module to easily inform the students or the parents what they are want to
announce via sms.

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2.0

REVIEW OF RELATED LITERATURE

Related Studies
Computer Laboratory Monitoring System with RFID
The process of education is as old as the human race. That is why
many colleges and schools use different process to improve their education.
One of their solutions is to use computers to help the students to practice their
skills in computer. Now the generation becomes highly and dynamic and that
the educations of the students monitored and secured.
Since the proponents is concern to the education of the students, the
proponents created a study that can solve to the problems in computer
laboratory of Jose Rizal Institute in Orion, Bataan.
This study is entitled Computer Laboratory Monitoring System with RFID. It is
capable in monitoring software with Radio Frequency Identification reader
(RFID). The system can send messages, file transfer, program block, manage
client computers, manage student profile, manage user accounts, user logs
report, computer components inventory and built-in task manager. It also has
authentication for the student to access the unit using RFID and identify
computer components.
In developing the system to make it organize and well perform the proponents
used the waterfall model to emphasize the step in making the system. In this
model each phase well defined starting and ending point, with identifiable
deliveries to the next phase. After conducting the steps in implementing the

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system the proponents use statistical tools to provide ways to objectively report
on how unusual an event is based on historical data. The proponents use
Weighted Mean as statistical tools to describe the insight of the respondents of
each pointer.
By means of this study, the proponents implemented a system with accurate
information and efficiency in time management of the students, instructors and
administrator who are using the computer laboratory rooms. Therefore, with
CLMS, it is hoped that school will have a better and efficient management of its
computers and hence improves its operations.
Biometric Time Clock and Attendance Tracking System
Biometric Time Clock and Attendance Tracking System that replaces
the typical time clock used to track employees attendance. Instead of
employees punching a time-card, they simply insert their hand or a finger into
the reader and enter their employee number.

TimeTRONIX Desktop Time and Attendance System

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TimeTRONIX Desktop is a complete Biometrics Fingerprint recognition
based Time Attendance package for small and medium size companies with
less than 100 employees.
TimeTRONIX Desktop consist of a robust USB Optical Fingerprint
scanner connected to your standard office computer (preferably at your
reception or at entrance with security personnel) and Time attendance
management software loaded on the same or other computer on the LAN.
TimeTRONIX Desktop includes robust Optical Fingerprint scanner with
high quality fingerprint scanning and long life. It is not a low cost USB
semiconductor scanner which is mainly for personnel use and cannot handle
heavy use like in Time Attendance systems.
RFID-Based Students Attendance Management System

In recent years, there have been rise in the number of applications

based on Radio Frequency Identification (RFID) systems and have been
successfully applied to different areas as diverse as transportation, health-care,
agriculture, and hospitality industry to name a few. RFID technology facilitates
automatic wireless identification using electronic passive and active tags with
suitable readers. In this paper, an attempt is made to solve recurrent lecture
attendance monitoring problem in developing countries using RFID technology.
The application of RFID to student attendance monitoring as developed and
deployed in this study is capable of eliminating time wasted during manual

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collection of attendance and an opportunity for the educational administrators
to capture face-to-face classroom statistics for allocation of appropriate
attendance scores and for further managerial decisions.
an

automatic

attendance

system

using

fingerprint

verification

technique was proposed. The fingerprint technique verification was achieved

using extraction of abnormal point on the ridge of users fingerprint or minutiae
technique. The verification confirms the authenticity of an authorized user by
performing one to one comparison of a captured fingerprint templates against
the stored templates in the database. The proposed automatic attendance
system signals either true or false based on logical result of previous one to
one verification of persons authenticity. Authors in also reviewed and proposed
biometric system using fingerprint identification for attendance automation of
employees in an organization. Consequently, authors in proposed student wolf
pack club tracking system to simplify and speed up the process of student wolf
pack club ticket distribution for athletic event. Our proposition emphasizes a
simple, reliable and cost effective model for faceface classrooms attendance
management that uses existing student ID card chip as the passive tag with
additional short message services to parents as weekly summary.

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3.0

METHODOLOGY (MSF)
Introduction to Programming Microsoft .NET Applications, The Microsoft

Solutions Framework (MSF) is the methodology used by the proponents. It is

developed by Microsoft from the experiences and best practices. MSF provides
engineering processes, best practices, and principles that enable you to
develop a solution with the available resources and to the original design
specification. MSF is suitable for projects in which the chance of requirements
change is high, because it offers an iterative, incremental approach that
changes can easily be incorporated into. The MSF Process Model is a phasebased, milestone-driven and iterative model that can be applied to developing
traditional applications, enterprise solutions for e-commerce and webdistributed applications. A process model guides the order of project activities
and represents the life cycle of a project. Historically, some process models are
static and others do not allow checkpoints.

Figure 1 - MSF Phases

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Microsoft Solutions Framework (MSF) provides a set of models,
principles, and guidelines for designing and developing enterprise solutions in a
way that ensures that all elements of a project, such as people, processes and
tools, can be successfully managed. MSF also provides proven practices for
planning, designing, developing, and deploying successful enterprise solutions.
The group had intended to use MSF for their methodologies especially
because they are in use of Microsoft solution tools such as the Microsoft.NET
Framework and the Microsoft SQL Server.
MSF has five phases these are the: Envisioning, Planning, Developing,
Stabilizing and Deploying.

3.1.1 Envisioning Phase

The creation of a shared vision among all the key stakeholders for the
project is the purpose of the envisioning phase. It also identifies the tasks and
deliverables that address the requirements and goals of the project.

3.1.2

Planning Phase
The team determines what to develop and plans how to develop and

plans how to create the solution and prepares the functional specification,
creates a design of the solution, and prepares work plans, cost estimates, and
schedules for the various deliverables.

3.1.3

Development Phase

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The project team creates the solution. In this process it includes
creating the code that implements the solution and documenting that code.
Furthermore, to develop the code, the team also develops the infrastructure of
the solution.

3.1.4

Stabilizing Phase
At the process of stabilizing, the team performs integration, load, beta

testing on the solution and focuses on identifying, prioritizing, and resolving

issues so that the solution can be prepared for release.

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4.0 DATA GATHERING PROCEDURES AND ANALYSIS OF OUTPUT
4.1

Data Gathering
The proponents used different methods in gathering of data. We listed

below the source of information.

The proponents used the internet studies and related literature that is
useful in the development of the system and it is also used for downloading
different applications.
It is a global system of interconnected computer networks that
use the standard Internet Protocol Suite (TCP/IP) to serve billions of users
worldwide. It is a network of networks that consists of millions of private, public,
academic, business, and government networks, of local to global scope, that
are linked by a broad array of electronic, wireless and optical networking
technologies.
The proponents used the library to search for any additional information
on how to present the documents. It is a collection of literary documents or
records kept for reference or borrowing.
The proponents studied the system while performing trials for error
checking. It is the act of making and recording a measurement.
The proponents conducted an interview to gain knowledge about the
existing system and improvements that have to be made. An interview is a
conversation between two or more people, the interviewer and the interviewee,

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where questions are asked by the interviewer to obtain information from the
interviewee.
4.2

Observation
Observation can be defined as the visual study of something or someone

with the purpose of acquiring information or learn about activities, manners,

trends, procedures and changes. Observation allows the proponents to make
informed decisions and adjustments based on what has been observed.
Observation is a basic but essential aspect of learning from and interacting with
the nature of the business or the company. An observation is done by looking
and listening carefully on the business environment. The proponents went to
the field and has observed the following: When the proponents visit the school
for data gathering.

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4.2

Data Flow Diagram

Figure 2.0
Data Flow Diagrams

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Figure 3.0
Level 1 - DFD

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Figure 4.0
Level 2 DFD

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4.4

System Flow Chart

Figure 5.0
System Flowchart

5.0 NETWORK INFRASTRUCTURE (SERVER AND CLIENT SIDES)

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5.1

Description of Current System

BMSI have an existing system but they doing it manually.

5.2

Hardware and Network Infrastructure

The school does not have any hardware

and network

infrastructure for monitoring the attendance of the students.

5.3

Software and Applications being used

The school does not have any software and application for

monitoring the attendance of the students.

5.4

Personnel
The company has a Guard on duty, one of their duty is to monitor

all of the students when they entering and out of the school.

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6.0 SYSTEM REQUIREMENTS SPECIFICATION
6.1

Hardware Requirements
Hardware Specification

Microprocessor

Intel Dual Core or Higher

Hard Drive Storage

80GB of Hard Drive Space

System Memory

2GB DDR2 or Higher

100/1000 T-Base (100mbps Network

Network

Speed)
LF RFID Reader (Low Frequency) with
TAGS

RFID Reader

Table 1
6.2

Software Requirements
Software Specification

Operating System

Microsoft Windows XP or Later

Microsoft SQL Server 2005 Developers

Database Application System

Edition

System Engine

Microsoft Internet Information Services 6

Programming Language
Support
.Net.Framework

Microsoft Visual Studios 2008

3.5 or Later

Table 2

RFID Specification
Product Name

LF RFID Reader-02

Working Frequency

125 KHZ

Reading Range

Up to 5 to 8 cm

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Output Interface

USB

Audio/LED Indication

Signal Lamps (two-LED)

Table 3
6.3

Detailed Network Set-Up

Figure 6.0
Detailed Network Set-Up

Physical Environment
All the hardware that will be involve in the system must be put at the
side of gate in the school.

Users and Human Factors

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Every student can use the system as a client, aside from that the
system have a different user for the admin.
There will be a different description for every users that will register in
the system and only one account in all access for the head of the admin.

Functionality
The main concentration of the system is to let the BMSI have a
Computerized Student Monitoring System with RFID and SMS technology. The
system will automatically send an sms to the parents after their son/daughters
tap their RFID into the system whether they are already inside or outside the
school campus otherwise the system will not send an sms if the SmartBro or
GlobeTattoo has no balance or if it is under the maintenance and when the
RFID is also under the maintenance or disable the system will have a manual
process that the students will have to type their student number to be logged
in/out.
Data
The system must send an SMS to the parents or guardian of the
students once they logged in/out of the school. The data that is included are
the data of the students or the user account details, the images of the students.
If the students has been already graduated into the specified school their will
be an INACTIVE status that will only be access by the admin in the student
maintenance.

Resources
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The Bataan Montessorri School, Inc. need to allocate a budget for the
hardware and software. One RFID device, one SmartBro stick, one Computer
set and a Monitor is enough to occupy the the requirements of the system.
RFID for their IDs, SmartBro is for the SMS, Computer set to install the RFID
and the SmartBro and the Monitor for the info of each student after they tap
their IDs into the RFID device.

Security
There must be a guard that can surely see the monitor if the information
that when the student tapped his/her ID to the device . And also there is a
system log for the user accounts to be monitor by the admin whether one of the
user accounts is attempting to log in to the system maintenance and what
time/date the users are being logged into the system.

7.0 OPERATION AND TESTING PROCEDURES

7.1

Operation
When you log in to the system their will be two options, one is for

the admin to access the system maintenance and one for the admin also
and for the other user/staff to acces the daily time record. When you are
in the system maintenance you can add, edit then update the user and

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student maintenance and you can also register in the system
maintenance, you can also see the student logs and the system logs.
Backup and restore is also in the field of system maintenance, you can
also send an announcement to all or by section thru sms, that is all the
features of system maintenance. While the daily time record is only for
the students to be logged in/out when they enter and come out of the
school campus.
The Bataan Montessori School, Inc. have an existing system but it is
manually monitoring the students.

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7.2

Testing Procedure

Module
User Account
User Registration
User Maintenance
Student
Registration
Student
Maintenance
Backup and
Restore

Student Logs

Announcement

Description
This is used to
authenticate the
access of Admin.
This is used to
register the different
account of the user
This is used to add
and update details
of the students.
This is used to
register the account
of the student
This is used to keep
the record of the
students
This is used to have
a backup and
restore of the
system
This is used to
record the logs of
the student
This is used to send
an announcement to
the
parents/guardians

Test

Result

Input Username
and Password

Successful

Input Username
and Password

Successful

Add, Edit then

Update

Successful

Input Student
Details

Successful

Add, Edit, Disable

then Update

Successful

Having a backup
in the local D,
restoring the past
data

Successful

Having a hard
copy thru printing

Successful

Sending an SMS
via Smartbro

Successful

Table 4

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7.3

Evaluation Procedures
1

1. Students Security

26

56

68

2. System Maintenance

28

75

47

1. Comfortable using this system

27

67

56

2. Overall, Satisfied with this system

25

62

63

1.Send an SMS to the parents

11

82

57

2.Printing the all logs

60

81

INDICATIONS
A. SECURITY

B. USABILITY

C. FUNCTIONALITY

Table 5

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8.0 SUMMARY, CONCLUSIONS AND RECOMMENDATIONS
8.1

Summary
The Computerized Student Monitoring System with RFID and SMS

Technology for BMSI designed and developed by the proponents improves the
manual monitoring of their students.
The confidentiality of record which only authorized personnel can
access increased through the login module created by the propnents.
The entering and leaving of the students sent a text message to the
parents through monitoring module.
The daily time record can be printed through student log module
Every announcement are sent to the parents of the students through
sms
Having a backup that will return the records in case of unexpected
incidents.

8.2

Conclusion
In this section, major objectives of the project are reiterated, Same

hardware and software are used to achieve the goals:

The conclusion to provide and develop the Attendance Monitoring that wil
monitor the in and out of the students.
The conclusion is to design and display the essential information of the
user to monitor their timely information and to send a SMS message to parents
of the student to monitor if their children were entered the school in the specific
time and day.

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The conclusion to provide a backup and restore module that would backup
in case of accidental malfunction and restore immediately just in case of
system crash or human error.
The conclusion to provide a security module that would limit the end users
access to read-only. Access to the internal systems has been restricted to
admin and users with dissimilar right. This policy protects the system from key
in og unwanted information.

8.3

Recommendation
Even though the Project has been successful; the school should continue

to drive the development and innovation of the equipment. Same solution can
be placed inside the library to automate the process of borrowing books,
cafeteria to pay the bills thru their I.Ds.
Additional improvement is to create an Attendance Monitoring in every
classroom that the professors can easily monitor the attendance and track the
location of the students. Another recommendation is to include a program that
can calculate the tardiness of the students and give them warning.
The proponents also recommends this system to be linked to the
bookstore, in which each student can load their identification card to transact
anything that they bought in the store.

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