Chapter II

The Related literature and studies gathered and presented in

this chapter gave the researchers insights, facts, and adequate

information that will serve as the basis, guide, and reference

that are relevant and necessary in the development of the system.

It also guides the researcher in making comparisons between his

findings with the findings of other similar studies.

Technical Background

In automating school tasks, relevant data and information

will be readily available in the system. Retrieving such data can

be dreadful most especially when there’s no system to follow. The

student record management system gauges a competitive streamline

of work in the school (goschooler,2021). Students in the 21st

century demand lifelong learning on the click of a mouse. To

effectively meet such demands at the same time keeping the

institution’s leverage in today’s leapfrogging technological

pace, institutions need to get potential student’s attention and

interest in their learning programs at the same time provide the

teacher the necessary tools to innovate their teaching experience

(Cecilia A. Mercado, et al.).

 Storage of records has always been a fundamental objective

of information systems. However in the past decade managing

sensitive information throughout its lifecycle, from creation to

destruction (or archival), has become of significant importance.

The increasing awareness of the impact of technology on privacy

has added momentum to the need to have better enforcement of

records retention policies(Ataullah, 2019).

The proponents will be using bootstrap framework and PHP

language for the development of the web-based system, Bootstrap

is the most popular CSS framework for responsive and mobile-first

websites, an open source toolkit for developing with HTML, CSS,

and JS. Bootstrap uses Sass variables and mixins for theming,

responsive grid system for layout, pre built components for

design patterns, and JS plugins for user

interaction(crydon,2021). And PHP is a widely-used open source

general-purpose scripting language that is especially suited for

web development and can be embedded into HTML.

Related Literature/ Studies

Basic Requirements of an Electronic Record Keeping System

(epa, 2010) An electronic recordkeeping system must be able to:

collect, organize, and categorize records; and facilitate the

preservation, retrieval, use, and disposition of records. On

integrity, the system must ensure the integrity of the records it

manages and be able to: minimize the risk of unauthorized

alteration or erasure of the records, allow only authorized

personnel access to the records in the system, allow only

authorized personnel to perform administrative functions such as

creating or deleting directories, altering the parameters of

metadata fields, and assigning access rights. On retrieval of

records, the system must retrieve records and be able to: permit

easy retrieval in a timely fashion; ensure that records are

accessible by individuals who have a business need for

information in the records; provide a method for all authorized

users of the system to retrieve desired documents, such as an

indexing or text search system; and permit retrieval of both

individual records and files or other groupings of related

records.

Benefits Of a Well-Designed Automated Student Record System

(nces,2010)A well-designed automated student record system will

reach more than teachers and administrators. It will also benefit

the students, parents, community, legislators, and others by

providing information on the functioning and success of the

education system. The advantages of a Well-Design automated

Record System are the following: Cost saving and cost avoidance-

A well-conceived and implemented automated student record system

can reduce the costs of handling the paperwork associated with

record keeping; Quicker Response- allows for timely retrieval of

needed information; Accuracy- is vital at every stage, from data

collection, to entry, to maintenance in the system it provides

users with the confidence they will require to rely upon a

student record system; Getting the needed information- they can

provide the information required on request, easily, and without

burdensome trial-and-error searching; Moving data among different

education agencies- allows for the easy and efficient movement of

student records among levels of the education system using

standard formats.

Design Of An Automated Class Attendance Recording System

The goal of this project is to design and develop a fully

functional automated class attendance register system, including

hardware, firmware and application software. The project makes

use of RFID and Wifi technology, and basic research of RFID

equipment was conducted. It was shown that an effective

attendance register system can be implemented with the help of

new and emerging technologies. ConnectOne’s iWifi module is used

for Wifi communication. Python is used as far as possible in the

development of application software. The application software

will be integrated with H.R. Gerber’s MyStudies application and

server. This report provides background information and an

introduction to the project, a system level design overview and

detailed design solutions. Tests and measurements are also

provided in the final chapters (Carel van Wyk).

Records that provides Statistical Reports and Rosters

(regweb, 2010)According to University of North Carolina

(2010) the institution is using a Student Academic Information

Datamart (SAID) it is a data mart storing historic student

records from the Student Information System (SIS). The data mart

is implemented to satisfy the growing needs for specific data and

information about many different types of academic information.

The Student Academic Information Datamart (SAID) has data up to

Summer 2010 and new data will no longer be loaded. The ITS

Student Data Warehouse will contain student enrollment data

beginning in the Fall 2010, this database is totally controlled

by ITS.

Computerized Grading System

A computerized grading system for the Ministry Catholic

School aims to enhance the way teachers record and grade their

students. Teachers can have a computerized computation of grades

and it will provide the teachers in minimizing their workloads

and as a result, this will improve their efficiency as teachers.

The study aims to improve communication when it comes to periodic

evaluation to summarize the student adjustment in the total

education program (Barreno, Arevalo, Abundo & Laput, 2013).

The Design and Implementation of Student Academic Record

Management System
 A number of problems associated with student academic record

management include improper course registration, late release of

students’ results, inaccuracy due to manual and tedious

calculation and retrieval difficulties/inefficiency. In most

cases the data generated by academic institutions are usually

created in non-delineated files for use by different

departments/units within the institutions with the same data

appearing on several of these files. This means that a simple

change of address would have to be processed in two and probably

three or four places, depending on the number of other files on

which these data appears. The development of database concept is

the answer to these problems where the amount of redundant data

is reduced and the possibility that data contained on a file

might be inaccurate because they were never updated. This paper

discusses the design and implementation of a student registration

and course management database application with Microsoft Access

2003. It also discusses the issues of selecting appropriate

database model, interface design, system deployment and

maintenance. A projection of record growth in relation to student

population and system requirement was carried out in the study.

Finally it discusses the applicability of the system in academic

institutions (A.A. Eludire, 2011).

Study on implementing automated classroom performance system for

recording student attendance

 This study is the use of an automated classroom performance

system for recording student attendance. Student success is

inextricably linked to classroom attendance. The traditional

method of recording student attendance by signing on paper or

calling students names is time-consuming, insecure, and

inefficient due to the human intervention element. This paper

proposes the use of an automated computer-based smart tag and

reader to replace the manual registry system. These personalized

tags and receivers are used to track a student's attendance in

class. This information is then forwarded to the administrators

for administrative follow-up. The collected and stored data,

along with other student data, can be analyzed using predictive

analytics methodologies to predict student success in the program

and to intervene at an earlier stage to help the student succeed

(Mangalaraj, et al. [2017]).

Student Engagement in Online Learning

It is necessary to record student attendance during the

course of college classroom teaching activities. The traditional

methods of naming statistics by hand require a significant amount

of time, interfering with normal classroom teaching activities.

Traditional attendance record methods appear to be insufficient

for social practice classes, online classrooms, large-scale

lectures, and other types of teaching activities. A mobile

attendance record system based on position controllable classroom

instruction is presented in this paper. Students will submit

attendance and location information via the attendance record

APP. Teachers can set the attendance location to control whether

or not students must be present at the specified location for

attendance records or remote attendance records. The experimental

results demonstrated that the system is flexible and

straightforward and that it can save attendance and statistic

time, improve teaching efficiency, and meet the needs of

attendance records in scene teaching activities. (Min Hu, Hao li,

et al. 2018)

Development of a Student Database Management System for a

University

A student performance record management system that allows

university users, such as students and faculty, to easily access

important information via a user-friendly web application. At the

most basic level, this proposed system aims to eliminate the

time-consuming and vulnerable practice of manually maintaining

student information on paper. There are numerous departments in a

university, and each of these departments maintains a variety of

student records. Most of these track records must keep

information about the students. As a result, by proposing a

computerized student record management system, users will be able

to access data at any time and from any location. (Dr. K. Venkata

Subbiah etc. 2016)

Related System

e-DoX:DEPED Student Grade Records Management System with

Implementation of Advanced Encryption Standard and PKI

Infrastructure

This study entitled e-DoX: DEPED Student Grade Records Management

System with Implementation of Advanced Encryption Standard and

PKI Infrastructure for the Department of Education in the

Province of Cavite is an online based application designed to aid

private and public schools in submission of reports on promotions

composed of Form 18-A, Form 18-E1 and Form 18-E2 to the Division

Office of the Department of Education in the province of Cavite.

The system would also be eliminating factors such as

transportation and storage to maximize time allotment for the

evaluation of the submitted reports. In this study Advanced

Encryption Standard and Public and Private Infrastructure was

implemented in e-DoX to secure digital data into an

undecipherable format that are sent by the schools in Cavite to

DEPED application. This data is typically scrambled by using

hashing algorithms, which convert data into a secret scrambled

encryption format. This is the reason AES and PKI was implemented

because it has the highest defined level for data encryption and

security that will secure important data such as the student

grade records of the schools in Cavite(Rommel B, Marry Jane A, et

al.)

ONLINE GRADING SYSTEM OF THE GRADUATE SCHOOL AND PROFESSIONAL

SERVICES OF COLEGIO DE SAN JUAN DE LETRAN CALAMBA

The researchers conducted a survey with the faculty members

and the survey results revealed that they can’t encode grades

within a specific timeframe and the school aimed to provide the

faculty and other personnel on the said school enhancements when

it comes to grading transactions through the use of online

grading system. (Rivera, Lucido, Reyes & Nagpala, 2015).

Computerized Record Management System of one National High School

in the Philippines

Computerized Record Management System as designed to provide

efficient and accurate recording of records, to maintain and

secure the student's records and easy retrieval of student

records, to lessen the workload of the staffs. In this study,

entitled: “Computerized Record Management System " was developed.

To handles the storage, maintenance and retrieval of information

of students. The processes involved in the current student Record

Management of Quetegan National High School include the

following: Registration process, Sectioning and Grade Generation.

The problems encountered in the current Record Management include

the following: Unorganized and difficulty in searching and

Updating Records and Unsecured Files. The features of the

proposed Computerized Record Management System are Registration,

Computerized filling of Records and Automated Report Generation.

The Security measures would be appropriate in the proposed

Computerized Record Management System would be password security

for the server and client iin accessing the system. Processes

involved in the current Record Management of QNHS are still

manual and paper-based system. Features that would be appropriate

for the proposed Computerized Record Management System

Registration, Computerized filling of Records and Automated

Report Generation. Security measures appropriate in the proposed

Computerized Record Management System would be restriction for

access and physical security of computers.

Biometric Student Record Management System

(Ernest Onuiri et. Al,2015) Information is an important part

of any system. In the academic world, information is especially

very important and essential. Students have to register for

courses, take attendance, quizzes, and exams and as well as check

their scores. Years after graduating from the school, students

come back asking for transcript. It is therefore very important

to handle students' records in a way that is accessible,

maintainable and secure. The manual method of cumulating and

storing student record is often prone to various degrees of human

error and is also unsecured making it exposed to unauthorized

personnel. This paper presents the design and development of a

biometric student record management that provides an interface

between student and the institution to enable prompt checking of

grades, as well as track their progress and efficiently record

each student's attendance for every lecture attended through the

use of a biometric device. The methodology used in developing

this system is the waterfall methodology and this was used

because it is a one dimensional model, meaning it is very easy to

implement and also the documentation is done at the beginning of

the software development. During the course of this research, it

was realized that developing a biometric student record

management system was a herculean task. This system was given to

random students to use and 90% of them loved the interactive

nature of the system. A projection of record growth in relation

to student population and system requirement was carried out in

the study.

Web based Students’ Record Management System for Tertiary

Institutions

This paper discusses the Web Based Students’ Record

Management System for Tertiary Institutions. This paper was

borne out due to the problems associated with student academic

record management which include improper course registration,

late release of students’ result, reconciliation of students’

result, malpractices at various students clearing units,

inaccuracy due to manual and tedious calculation and

record retrieval difficulties in the institution. The

objective of this paper is to develop a portal that would

incorporate online registration, profile creation, students’

final clearance and payment, transcript processing, checking of

admission status, verification of both O’level /A’level and

degree certificates and checking of results, thus it is

expected to reduce paperwork and automate the record

generation process in the tertiary institution. The methodology

deployed in packaging this paper is the Object Oriented Analysis

and Design Methodology (OOADM) while the programming languages

used was Hypertext Markup Language (HTML), Hypertext Preprocessor

(PHP), Cascading Style sheet (CSS), Java Script (JS), and My

Structural Query Language (MySQL). The result aims to

provide solution to inefficiency and at the same time

maintain information accuracy and ease of access to students,

lecturers, parents and management in the tertiary institution

(Uka KanayoKizito, et.al, 2019).

STUDENT RECORD MANAGEMENT SYSTEM LIVINGSTONE INTERNATIONAL

UNIVERSITY IN MBALE (UGANDA)

This study required finding the data collection of student

records in Livingstone International University, to improve on

the impact of information protection of student records, and

finally, it was done to establish the improvement of computerized

information management of student Records in Livingstone

international University. The study adopted a descriptive design,

with a population of 42, a sample size of 37, sampling methods

such as cluster sampling, and Systematic Probabilistic data

collection. The data collected was analyzed using SPSS and Excel

Software. The finding shows that data collection at Livingstone

currently uses manual that is to say form filling, verbal and

later kept manually or in files, but they are planning to buy

software for future. The researcher suggests that further

research should be conducted in departments at Livingstone since

students collect different information and stored in places such

as recruitment and among others. (Nandutu Juliet, May 2016)

Web Based Student Information Management System

This system provides a simple interface for the maintenance

of student information. It can be used by educational institutes

or colleges to maintain the records of students easily. Achieving

this objective is difficult using a manual system as the

information is scattered, can be redundant and collecting

relevant information may be very time consuming. All these

problems are solved using online student information management

system. The paper focuses on presenting information in an easy

and intelligible manner which provides facilities like online

registration and profile creation of student’s thus reducing

paper work and automating the record generation process in an

educational institution. (S.R.Bharamagoudar, June 2013)

Synthesis

The concept of the benefits of Student Record Management

systems such as speed, accuracy, and efficiency provide the

researcher's facts on systems and their significance on the

quality of work done and efficiency in the workplace, which also

serves as the researchers' foundation on how to develop a Record

Management System.

The study on the benefits of a Well-Designed Automated

Student Record System by nces.ed.gov had given the present study

relevant information, particularly, on the benefits of a well-

designed automated student record system to students, parents,

school administrators, and others (inettutor, 2022).

On retrieval of records, the system must retrieve records

and be able to: permit easy retrieval in a timely fashion; ensure

that records are accessible by individuals who have a business

need for information in the records; provide a method for all

authorized users of the system to retrieve desired documents,

such as an indexing or text search system; and permit retrieval

of both individual records and files or other groupings of

related records (epa, 2010).

There are several benefits to a well-designed and

implemented automated student record system: Cost savings and

cost avoidance- A well-designed and implemented automated student

record system can reduce the costs of handling the paperwork

associated with record keeping; Quicker Response- allows for

quick retrieval of needed information; Accuracy- is critical at

every stage of the system's life cycle, from data collection to

maintenance(nces, 2010).

The goal of this project is to design and develop a fully

functional automated class attendance register system, including

hardware, firmware and application software (Carel van Wyk).

according to the University of North Carolina (2010). (SIS). The

data mart was created to meet the ever-increasing need for

particular data and information on a wide range of academic

topics. New data will not be added into the Student Academic

Information Datamart (SAID) after the summer of 2010. Beginning

in the Fall of 2010, the ITS Student Data Warehouse will hold all

student enrollment data. This database is completely managed by

ITS (regweb, 2010).

On the study conducted by Barreno, et al. (2013) using a

computerized grading system to improve how teachers record and

grade their students. Teachers can have their grades computed by

computers, which will help them reduce their responsibilities

and, as a result, increase their teaching effectiveness. To

summarize the student adjustment in the whole education program,

the study hopes to increase communication when it comes to

periodic evaluations.

Incorrect course registration, late delivery of student

results, inaccuracy due to manual and lengthy calculation, and

retrieval difficulties/inefficiency are just a few of the issues

that come with managing student academic records (A.A. Eludire,

2011). The collected and stored data, along with other student

data, can be analyzed using predictive analytics methodologies to

predict student success in the program and to intervene at an

earlier stage to help the student succeed (Mangalaraj, et al.

[2017]).

According to (Min Hu, Hao li, et al. 2018) Teachers can set

the attendance location to control whether or not students must

be present at the specified location for attendance records or

remote attendance records. A student performance record

management system that allows university users, such as students

and faculty, to easily access important information via a user-

friendly web application (Dr. K. Venkata Subbiah etc. 2016).