DESIGN AND DEVELOPMENT OF ATTENDANCE MONITORING WITH PAYROLL SYSTEM

Chapter 1
INTRODUCTION

1.1 Background of the Study

In todays blistering pace of population, forgery is proportional to the rate and biometric is the
only source to overcome it to an extent. In which there’s fingerprint sensor, voice recognition, facial
recognition, etc. Face recognition plays a big hand in putting a halt to all the counterfeit happening.
Seeing all the circumstances, facial recognition program that uses computer vision to detect an
individuals face and identify it with its data and help in managing attendance system of an institution.
Attendance system required human work to keep a track of every individual back in the day, with facial
recognition a considerable amount of work shall be reduced as computer can manage attendance as well
as keep a track of it and in an institution every individuals attendance can be managed at a single place
with the help of facial recognition.

At present, this proposed project can be applied to create an attendance system using facial
recognition as the traditional method i.e., pen and paper is not only time consuming and burdensome it
is also prone to proxies and manipulation, our aim in developing this project is to make the attendance
system efficient, stop methods and means of proxies and to save time that would otherwise be lost in the
lecture.

Every organization requires a robust and stable system to record the attendance of their
students. This concept of the project will upgrade and change the conventional method of Afusing
National High School to reduces the flaws of existing manual system. This project will replace the
manual method, which takes a lot of time consuming and difficult to maintain. It would give a direct
benefit to the employee in the sense that the computerization of their attendance would allow an easier
generation of outputs and with that, it will help reduce time and effort with the use of the present
system through implementation of a computerized system. It aims to develop an automated system that
records the student’s attendance by using facial recognition technology.

1.2 Conceptual framework

The study uses the Input-Process-Output-Outcome (IPOO) Model. As shown in Figure 1, the
Input box contains the Brainstorming, Project Identification, User Requirements and Needs Assessment
and Project Proposal which shall be the bases of the software development process (ERD, Testing
Database, Design) of the team in the different stages of the software development life cycle.

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DESIGN AND DEVELOPMENT OF ATTENDANCE MONITORING WITH PAYROLL SYSTEM

IPO MODEL CONCEPTUAL FRAMEWORK OF

ATTENDANCE MONITORING SYSTEM USING FACIAL RECOGNITION

PROCESS OUTPUT IMPACT

INPUT

Brainstorming
ERD
Project Centralized
Attendance Effective and
Identification Testing database system
Database Monitoring that can store the Efficient Records
User System Using person Management and
Facial identification and Processing
Requirements and Design
Recognition attendance record Information
Needs Assessment

Project Proposal

Figure 1. The Conceptual Framework of the Study

Input

Brainstorming – the researchers have gathered to discuss what will be the capstone project to be
conducted for the requirements of the course. After the discussion the researchers decided to conduct a
study on Attendance Monitoring System Using Facial Recognition.

Problem Identification – the researcher’s next step is to identify the problems encountered in the current
or manual process of attendance monitoring and record keeping.

User Requirement and Conduct of needs assessment – as part of the research protocol; the researchers
have conducted the needs assessment to specifically capture the needs of the users. In this part, the
researchers have also conducted an interview and observation in order to experience it in first-hand the
problems and difficulties of the manual process of records management. A user requirement is very
important since they will be the one who will be using the system.

Project Proposal – this is the stage where the researchers will put into papers the output and result of
needs assessment, interview and other data gathering procedure.

Output

The output of this project is a functional Attendance Monitoring System Using Facial Recognition
based on the specification of the users and respondents. The institution may consider to replace the
manual method instantly or they may use a parallel method to validate the accuracy of the system.

1.3 Statement of the Objectives

This study helped the users in Afusing National High School in using Attendance Monitoring
System Using Facial Recognition and in terms of widening their knowledge about this Monitoring System.

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DESIGN AND DEVELOPMENT OF ATTENDANCE MONITORING WITH PAYROLL SYSTEM

1.3.1 General Objective

The study aimed to monitor the attendance of the employees and attendace of Afusing
National High School.
1.3.2 Specific Objectives
Specifically, it aimed:
 To provide a system that will minimize the lost or damage of paper base document.
 To provide an attendance monitoring and payroll system that is easy to use.
 To provide a secured DTR database.
 To generate various important reports that provides valuable information.
 To produce a system that will save time and human resources in DTR and payroll generation.
1.4 Scope and Delimitation
The study focuses on the monitoring of attendances of the employees in Holy Trinity
Montesori School. The attendance monitoring system is concerned in getting the time when an
employee logs in and out and whether the employee is present or not. In the same time the
computation of hours works and monitoring of over time, late and outdoor work are included. The
holidays and computation of salary is not included in the system. The system will not take account of
the attendance of the legal staff such as the partner and associate lawyers because they are considered
as the executive personnel.

1.5 Significance of the Study

This study aimed to improve the accuracy and effectiveness of the present system that could
benefit the employees of Holy Trinity Montessori School.
The researchers hope that the study would be beneficial to the following:

School
 It will facilitate, speed up, upgrade, and change the existing system in terms of checking the
attendance of the employee. It will also provide an effective of monitoring them through their
absences and live there in order to access data for reporting facility.
Employees
 they can easily avail a copy of attendance any time they want. They can lessen the time and
effort in filling forms and easy and fast preparation of payroll and attendance reports/DTR.
Researchers
 they can enhance their potential in interacting with employees. Discover their competence in
the field of Information Technology and Systems Analysis and Design and they can enhance
and develop skills as future programmers and system analysts.
Company/Agency
 The system gives high quality output with the least investment of time, material and other
resources. Efficiency organized operations make it possible to reach goal faster and reducing

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DESIGN AND DEVELOPMENT OF ATTENDANCE MONITORING WITH PAYROLL SYSTEM

or eliminating errors in data and information. An important goal of the system is to increase
the accuracy of data and information being gathered.

Thus, this study supplements and complements the present generation and the future generation.

1.6 Definition of Terms

The following key terms are hereby defined to have better understanding of the study:

Access – to call up or activate for use a computer system may contain a variety of programs and date files,
but none are active already for use until called up by the operator or a program routine.
Attendance – act or fact of attending, act of being present.
Attendance Monitoring System – a set of related procedures developed according to an integrated
major activity in time- in and time- out of an organization.
Attendance Report – list of persons present on the time of working in the office.
Bundy Clock – a machine that monitors the employee reports in the agency.
Code- set of instruction/programs that have been converted from the source code that only computer can
understand.
Computer Based System - is a program or application that holds and manipulates information, data, or
certain field.
Data – is information that has been translated into a form that is more convenient to move or process.
Relative to today’s’ computers and transmission media, data is information converted into binary
digital form.
Entity – person, partnership, organization, or business unit which has a legal existence, for which
accounting records are kept, and about which financial statements are prepared.
Identification Number – employee’s unique identification number carrying the whole name, position,
department, and the picture that serve as proof of the employees’ identity.
Information – a data that can be stored retrieved and manipulated by a computer.
Manual System- is a process of computing the compensation of salaries of employees involving their
hands and physical source.
Output – is information resulting from computer processing, which is delivered to user as printout or video
display or transferred to a disk.
Password – a secret word or phrase that somebody must use to gain entry to a place.
Process – is a conceptual scheme (an abstraction of the second level). It is an action which we see as a
sequence of constituting sub- actions. The states of the world resulting from sub- actions are referred
to as stages of the process. Thus we see a process as a sequence of its stages.
Program – also known as software. A program is simply something that allows you to work or play on the
computer. Programs are used to create documents and files for the user, or to just have fun. Programs
are what actually put your computer to good use. Without a program, your computer is impotent.

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DESIGN AND DEVELOPMENT OF ATTENDANCE MONITORING WITH PAYROLL SYSTEM

Retrieval – the operation of accessing information from the computer’s memory, the act of regaining or
saving something lost.
Storage – the area of non-volatile memory in the computer such as in a hard disk or an external device, as
a diskette or tape were copies of program and data files are kept for future use.
System – a regular interaction of interdependent elements forming a unified whole (people, materials, and
equipment’s).
User Management – consist of an access level that will manage or organized wether the employee have
the right to access the whole system.

Chapter 2
REVIEW OF RELATED LITERATURE

Manual attendance marking and calculation leads to consumption of time and cost of the
organizations. Human errors, buddy punching and fraudulent time keeping are additional hidden expense
which directly affects the productivity of any organizations. Variation in attendance policies from one
company to another makes it challenging to capture time-attendance data and automate them. Therefore, a
fully automated time management system is essential for enhancing productivity of any organization.

RAVIRAJ Technologies time-attendance system is an automatic attendance marking system

which records attendance data of a user and generates various reports for further action. It not only saves
administrative cost but also facilitates HR to centrally manage attendance policies from multiple locations.

Aquilan (2004) made a comparable thesis on the automation of time attendance that records the
time in and time out of every employee using barcode system. It tends to eliminate the manual recording
system of time and attendance and also include salary computation of each employee based on the time and
attendance report

Ramon Faloran (2005) wrote in the article “The Computer Edge of the New Employment and
Opportunities “in the Philippine Daily Inquirer. He stated that computer gives you a different feeling about
what is happening in the company. Business will be highly competitive and innovative because the
computer provides instant information.

Study by Cantoma (2004) in her thesis entitled “Computer Library Systemfor St. James
Academy” stated that, in manual system in retrieving, maintaining security and piling records take place
because of the years gone by. Furthermore, these files were only kept in envelopes and folders in wooden
rocks. There are also instances when the right information is given to a wrong person, which affect quality
of service.

According to Primer (2005), for many businesses automating the collecting of employee
attendance data when employees begin their shifts is still a manual process. Even business that has

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DESIGN AND DEVELOPMENT OF ATTENDANCE MONITORING WITH PAYROLL SYSTEM

automated or computerized processes such asscheduling, inventory, purchasing, general ledger and payroll
processing still usemanual methods such as time cards or attendance sheets to collect time and attendance
data.

NOVA time (2007), the system that will give management the power to not only utilize the tools
we have available to us today, but will continue to growandevolve, giving it the capability to incorporate
and utilize the tools the newmillennium promises to bring us.
NOVA time has brought a system designed for growth while maintaining the maximum in
flexibility. Where the sophistication lies within the programmed mechanism of the system, allowing for a
quick and simple implementation and employee training cycle. After all the true test of a system is not only
in the production and wealth of reporting, but in the simplicity and ease of its operation, in conjunction
with a simple and accommodating implementation program.

Add more RRL here……

Chapter 3
RESEARCH METHODOLOGY

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DESIGN AND DEVELOPMENT OF ATTENDANCE MONITORING WITH PAYROLL SYSTEM

This chapter presents the locale of the study, research instruments and research design which was
used in the study.

3.1 Research Design

The researchers made use of descriptive method to have a systematic investigation and study of
the materials and sources of facts in order to established and search new conclusions for the purpose of the
study. Descriptive research describes a certain present condition. Relatively, the method is appropriate to
this study since it aims to describe the present condition of Employee Attendance Monitoring System in the
selected school. The technique that was used under descriptive method is the normative survey approach
and evaluation, which is commonly used to explore opinions according to respondents that can represent a
whole population. According to Creswell (1994), the descriptive method of research is to gather
information about the present existing condition, since the study is focused on evaluating the present
Attendance Monitoring System of the school and aims to create a better System to solve the problems
regarding the old system. Thus, this method is a more appropriate method in conducting our research.

3.2 Locale of the Study

Figure 2.0 Location Map

The study was conducted at Holy Trinity Montessori School. It is located at Andrews Village,
Bagay Road, Caritan Centro, Tuguegarao City.

3.3 Population of the Study

This study involved respondents, such as principal and employees of Holy Trinity Montessori
School.

3.4 Research Instrument

 Interview

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DESIGN AND DEVELOPMENT OF ATTENDANCE MONITORING WITH PAYROLL SYSTEM

The researchers conducted an interview in on the school’s principle in order to gather

information and feedbacks. Through this questionnaire technique, the proponents were able to
determine and analyze the problems encountered by the elementary students. Through this process ,
the researchers were able to have a face-to-face contact inquiry with the respondent.
In this type of data gathering instrument, the researchers were able to collect reactions,
comments and views of the respondent.

3.5 Research Procedure

Requirements Formal Formal Integration and

definition specification transformation system testing

The first thing that the researchers did was to define all the requirements needed and gave all the
possible information they gathered. They conduct an initial interview and surfed in the internet to gather
more information about the proposed system.

Then they did the formal specification. The purpose of this technique is to help with the
implementation of the system and how it runs. Then during formal transformation process, to defined
specifications were systematically refined. More specially, at each transformation stage, details or
information were added to produce a refined specification until the formal specification were converted
into the most polished program we did. Finally, they integrated and tested for bugs, found problems were
fixed until there were no bugs. With multiple information and integrated systems, we assumed each have
already passed system testing until they finalized the proposed system.

3.5.1 Research Process: System Development Life Cycle (SDLC)

In this Research Process, the Researchers used the Prototype model of the System Development
Life Cycle as a basis in conducting the study.

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DESIGN AND DEVELOPMENT OF ATTENDANCE MONITORING WITH PAYROLL SYSTEM

Requirement Analysis

Prototype Development

Testing (C/D)

End-User Validation

No
Pass?
Yes

Software Revision

Interface with other

pages

Implementation

Figure 3. The Prototype Model of the System Development Life Cycle

The First Phase is Planning. As an initial step, the researchers provided a letter of permission to
the Head of Holy Trinity Montessori School where the study was conducted. As a proof of permission from
the Head of the office, a signed copy of the letter of permission was given back to the adviser. An initial
detail about the proposed system was discussed with the head of the organization. The researchers
conducted interview for gathering information and problem regarding their existing system.

The Second Phase that follows is the Analysis. In this step, the researchers conducted an
interview with the personnel concerned on a set of date and time. The researchers observed how the
organization’s present system works. After which, the researchers reviewed all related documents in order
to come up with a conclusive output.

Analysis is the process of analyzing the information needed by the users, the organizational
environment, and the system presently being used, developing the functional requirements of a system that
can meet the needs of the users. The requirements documentation should be referred throughout the rest of
the system development process to ensure the developing projects aligns with user needs and requirements.

The Third Phase is Design Phase. After the requirements have been determined, the necessary
specifications for the hardware, software, people and data resources and the information products that will
satisfy the functional requirements of the proposed system was determined. The design will serve as a
blueprint for the system and helps detect problems before these error or problems are built into the final
system.

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DESIGN AND DEVELOPMENT OF ATTENDANCE MONITORING WITH PAYROLL SYSTEM

The Fourth Phase is Development. In this phase, the actual development of the system takes
place. That is, design representations are translated into actual programs. The researchers will provide the
documenting the program, providing an explanation of how procedures are coded. Documentation is
essential to test the program and carry on maintenance once the application has been installed. It is also
helpful to user in knowing the system well.

The Fifth Phase is Implementation which requires the system to be installed or commissioned for
testing by end user.  The end user is then presented with the procedures and training developed for them to
test the system.  This stage comprises the implementation of design, testing and installation.

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