GUIDANCE OFFICE INFORMATION SYSTEM
Jhon Paul Dusa Mark Vincent Gueib
Project Manager Researcher
Zaragoza, Nueva Ecja San Josef,
09759190616 City,Nueva Ecija
jaypdusa@gmail.com 09478603229
markvincentguieb@gmail.com
ABSTRACT
College for Research and Technology is a
INTRODUCTION
school in Cabanatuan city, a private school that offers
quality education to young Novo Ecijanos. Keeping
of records in an institution is an important matter
which gave the researchers an idea to come up with
this system. The Record Management System of
College for Research and Technology is a system
designed for the administration of the institution. It
has a website that shows the content and services
which can help to improve on the impact of
information protection of student records. The
researchers used PHP for the design and output and
MySQL for the database management system
Based on the development of the system, the
researchers were able to create a record management
system using Php and MySQL. The researchers also
able to develop a system that admin can manage the
information of the student, tuition fee, and can print
the balance for tuition, develop a system that the
admin can set event in the calendar. The researchers
were also able to develop a system that the admin
manages the new enrolled student. Based on the
conclusions formulated, the researchers
recommended to the future researchers to make this
system accessible via online, make this system add
more features like chat rooms for communicating to
the other members and make this system that will try
to other devices such as tablet and android phone,
make this system to working on having recovery
password.
Lenard Dela Cruz
System Analyst
Cabanatuan Niyugan, Jaen Nueva Ecija
09176479089
Lenarddelacruz0108@gmail.com
Background
A record management system is a
program that can show the result of records of
the students in the College for Research and
Technology, information about payment
transaction of student, and the payment record
of the student.
College for Research and Technology
is a school in Cabanatuan city, a private school
that offers quality education to young Novo
Ecijanos. It is an institution that practices
students to become professionals when it comes
on improving the student skills in using modern
technologies and other skills which are related
on becoming competent students.
Student Records Management System
in College for Research and Technology of
Cabanatuan is a study which aimed to find the
data collection of student records in College for
Research and Technology. It was also done to
establish the improvement of computerized
information management of student Records in
College for Research and Technology.
Records management, also known as
records and information management, is an
organizational function devoted to the
management of information in an organization
 throughout its life cycle, from the time of
creation or receipt to its eventual disposition.
This includes identifying, classifying, storing,
securing, retrieving, tracking and destroying or
permanently preserving records. It also defines
records management as "the field
management responsible for the efficient and
systematic control of the creation, receipt,
maintenance, use and disposition of records,
including the processes for capturing and
maintaining evidence of and information about
fees, activities and transactions in the form of
records".
This project will be built using PHP as a
programming language and MySQL as a
database.
Conceptual Framework
INPUT PROCESS OUTPUT
Technology. The input will be responsible of
having Student Information, courses, payment
type, enrollment number of students, ID number
and having Username and Password. The
process intend to manage the system and the
of Output will be able to print and display the
information, monthly and summary payments of
the students.
Statement of the Problem
College for Research and Technology
is using manual system that allows gathering of
all the information of the students. While doing
the research, the researchers encountered
problems which are stated as follows:
 How to create record management system of
College for Research and Technology using
PHP and MYSQL?
 How to print, add, edit and delete monthly

Student payment records.

Manage student Print and display
Information information payment of  How the Record Management System can be
Courses Manage Courses students
Payment Type Manage payment Print and display effective for recording students payment in
Enrollment number Manage ID of monthly
of students number and playment records College for Research and Technology.
ID number of Enrollment number Display of student
students Manage student information General of the Study
Usename and payment
Password
Student payment Main Objectives

The main objective of the project is to

develop a system record management system of
College for Research and Technology using
Figure 1.1 Conceptual Framework PHP and MYSQL.

Specific Objectives
Figure 1.1 shows the Input-Process-
Output that includes all the information needed  A system that can add, edit and delete record and
to process the system of Record Management display of the recorded student information.
System of College for Research and
 A system that can print and display the recorded
payment of the students for their summary of
monthly payments.
 A system that can print the monthly payment
records of every student that paid their fees.
 A system that can add and delete a certain course
for every year level.
Scope of the Study
 The admin can input and view student’s
information.
 The system has login system for the user to protect
the information and other data in the system.
 The system can record the payment of the students.
 The system can add courses that can be used when
the students apply for a certain course and year
level.
 The system can print the recorded payment of the
students.
 The system has 2 user admin and staff.
 The system has procedure of enrollment of registry
of students, subjects, and payments.
Limitation of the Study
 The system has no password recovery
 The system doesn’t have where the user can
upload their activities.
 The students can’t access the system.
Review of the Related Literature
According to Gloria Malcantara et al.
[MALC2021], the advantages of Microsoft Visual
Basic 2010 programming language are its resilience,
ease of programming, excellent database
connectivity, operates on the two most popular
operating system platforms (Windows and Unix), and
it has a larger user community that offers online help.
According to Semsom Al-
Moallemi [ALMO2021], asserts that the absence of a
framework makes the implementation of the
electronic records management system challenging
(ERMS). In order to execute ERMS, this study
offered a framework and determined the most
important aspects that are connected to ERMS and
cloud features.
According to Alexey Savinov [SAVI2021], The
relevance of this topic is explained by the practical
importance of systematizing approaches to records
management at the global level. It helps to
understand fundamentally different approaches to
records management, test and implement at the level
of states and (or) other separate organizations in fact
and it helps to use the best practices of other states
and individual organizations in the area of records
management. Numerous works and standards for
records management give its definition [1-10].
However, the scientists and standards that we
referred to examined the records management
process itself. That is, they did not consider the
classification of this activity in a global context.
According to Muaadh Mukred
[MUKR2018], the development of records
management is a unique field that integrates
knowledge and expertise from numerous
disciplines, including management of facilities,
personnel, and equipment, information science,
archives management, legal studies, system analysis,
and information technology. For instance,
information management is necessary for accessing
and tracking the location of information in the fields
of library science and records management.
According to Joe Weller [WELL2017],
Records management is a
requirement for many governmental agencies, and
other companies also have systems in place. RM
provides a framework to gain control over piles of
paperwork and locate documents, and ensures that
needed information is easily accessible and readily
available. According to PRISM, an organization’s
active files grow at an annual rate of approximately
25 percent, and paperwork is a huge overhead
expense. Proper records management can free up
precious office space. PRISM says that at any given
time, between three and five percent of an
organization’s files are lost or misplaced. Proper
organization can help provide consistent service to
clients and partners while simultaneously increasing
staff efficiency and productivity. Records
management is also a way to tell an organization’s
history, but that job often falls under the expertise of
an archivist, rather than under that of a records
manager.
According to Winnie J. Astero
[ASTE2022], the study sought to determine the
standardization of data profiling of
buildings/establishments by creating a systematic
filing procedure that served as a basis for a proposed
Records Management System for
Buildings/Establishments Profile in Rizal Province
Fire Stations during the Calendar Year 20212022. It
assessed how records management practices aided
the BFP regarding accessibility, records format, and
document archiving. Thus, the BFP may consider
utilizing the proposed Records Management System
conceptualized by the researcher; There is a need for
the organization to adhere to the idea of
standardization to provide coherence and unity of
records and files and to allocate resources for the data
profiling of buildings/ establishments to improve or
provide better services in their organization; to
improve the current records management practices at
BFP, the records management function be
incorporated into the organization-wide strategic
plans. In order to conduct internal correspondence
more quickly, safely, transparently, and affordably,
universities adopt electronic records management
systems (ERMS).
According to Meltem Dişli [DISL2020], the
interoperability of ERMS in universities is a crucial
issue for the integration of ERMS and other systems
inside the institution as well as for the electronic
conduct of interorganizational correspondence.
As said by Francis Fauzi
[FAUZ2019], Records management has been referred
to as a bi-functional field in that it is both a career
and an academic discipline. Records management
has been recognized and accepted for the former,
while it is still in its early stages for the latter. Yet,
the US and the UK are where records management
first emerged as a career and academic field.
According to
Samira Ahmed Ahmed asserts [AHME2021], an
electronic Records Management System (ERMS) is a
computer software or collection of programs used for
maintaining current records as well as their storage.
ERMS has been heavily used to improve academic
institutions' performance. The planning and decision-
making processes are aided by the system, which
improves skills. Nonetheless, despite the fact that
ERMS is important for supporting the decision-
making process and that some companies have
attempted to implement it despite the lack of an
adequate framework, this has led to practices that fall
short of the required standards. The management of
records depends on systematic control over the
records life cycle and organizational activities based
on daily transactions, claims.
According to Leontine Laurent
Nkebukwa [NKEB2019], the study used a qualitative
methodology and gathered extra data through in-
depth interviews in addition to observation. Selected
members of the college's human resources
department, records officers, a small number of other
employees, and students made up the study's
population. Twenty representative employees were
chosen through purposeful sampling, and 30 students
were chosen at random to be interviewed. the number
of responders needed to reach saturation in the
sample. 50 respondents in all participated in this
survey. Results showed that there are no formal
records management systems in place, that only
alphanumeric and keyword systems are used to store
and maintain data, that staff members lack trust in
one another, Strong campus registries are lacking, as
are the use of integrated tertiary systems, guidelines
for handling electronic records, formal systems,
registry staff motivation, insufficient equipment and
staffing levels, and a sufficient number of record
offices. Due to faulty management, the staff members
of the registration and human resources departments
had overlapping responsibilities, which delayed
decision-making.
METHODOLOGY
Table 3.1 Gantt chart `
 sponsor. This phase will be the final output of
the system it also includes the testing of the
Illustrated on this Gantt chart is amount system.
of Month of task done in a certain period of time for
the development of the
Reqirements Operation and
project. Testing
Analysis

Planning
System and Software
Design System Testing
In the planning phase, the researchers made a plan
for the project. In this phase, introduction, review of
related literature, and methodology were included. Details
Unit Testing
Spacificattions

Interview and research

Coding
In this phrase, the researcher we’re
scheduled to contact an interview with the
people who will be able use this system so
contacts an interview with the people who will
be use this system so that we can also get
difference ideas from them make the completion
of this project which was a big help to develop. Figure 3.1 V-Model

Design and Coding Requirements Analysis

The researchers started coding in order to In the system, the initial requirements that

create the interface, and when designing the are needed are student ID number and password

system,we decided to use the following: (1) to be encoded in the main page of our system.

PHP: hypertext pre-processor, which is used to System and Software Design

create scripts that know information about the
user and the server; and (2) bootstrap, which is In this system, the researchers used visual

used to create front –end frameworks that are basic which is a kind of a programming

responsive and mobile-first.(3) HTML and CSS language and environment from Microsoft that

are used to customize design, and (4)MYSQL is provides a graphical user interface which allows

used for databases. programmers to modify code by simply

dragging and dropping objects and defining their
Implementation behavior and appearance.

The final is implementation phase, where Details Specifications

the system is built. It also includes the
construction of the system where system is In this system, the details were provided

tested to see its performance is good and finally by the staffs/faculty and by the students

the finals system is delivered to the project

themselves. Those details were the ones to the student to enrol in system. The system will
appear in the system. show them the updated information that they
have encoded for them to double check those.
Coding
Same as to school staffs but instead of encoding
In this system, the researchers used visual information, they are the ones who will encode
basic to accomplish it. about the payments of every student.

Units Testing

In this system, unit testing was done in

order to check the individual component and
detail that the researchers used and provided.

System Testing

In system testing, this was the step where

the researchers checked if the system is working
according to its purpose and uses.

Operation and Testing

Figure 3.3 Entity Relationship Diagram
In this phase, the researchers checked
how the system worked on different conditions Figure 3.3 shows the relationship

and workloads and what improvements are to be between the entities involves in the system. The

considered to improve our system. administrator, the administrator is the one who
manage the record using the system and the
staffs is for encoding and updating of
information and payment of student.

Details of the Technologies to be used

 Hardware
Hardware refers to the physical component of
the computer, needed to make the system.
Figure 3.2 Context Diagram Table 3.2 Hardware Specification

Figure 3.2 shows that the admin and Materials Description

staff can encode and provide information for it
Processor Intel Dual Core
to serve its purpose. The first one is the faculty
that will encode the payment of the student. Memory 1 GB DDR2
Then the admin will encode the information of
 Hard Disk 200 GB Figure 4.1, In front of our system it shows
Drive the landing page and name of the system,
Record Management System of College for
Monitor 12 inches
Research and Technology Cabanatuan Branch.
Log in Now and home button is also shown on
 Software this page.The <!DOCTYPE html> declaration
Software refers to the online program or set of specifies that the document is an HTML5
instruction and related procedures and operation document. The <html> element is the root
that enables the computer system to operate element of the HTML page. The <head> section
effectively. contains meta information and external
resources used by the page.
Table 3.3 Software Specification

Materials Description

Operating System 64-bit Windows 7

Google Chrome Browser

XAMPP Version 3.2.2.0

Figure 4.2 Add, edit, and delete

RESULT AND DISCUSSION Figure 4.2 To log in to the system, it is

necessary to enter the username and password to
Conclusions and results of the research.
go to Edit and Delete shows the name of the
This includes testing the system for the
students and the search bar button that can use to
administrator and the user. It also demonstrates
easy search the name and year level of the
the designs and how they work.
students. The code snippet you provided appears
to be written in PHP. It seems to be part of a
loop that generates table rows (<tr>) and
contains conditional statements (if and elseif)
based on the value of the
$_SESSION['login_type'] variable. Here's an
explanation of the code: The code assumes that
a session has been started and the
$_SESSION['login_type'] variable is available.
If the value of $_SESSION['login_type'] is equal
Figure 4.1 Front Page
to 1, it executes the code block inside the if
statement.
 Figure 4.4 Monthly Payment Record

Figure 4.4 This page show the Monthly

payment record of the students, you can see the
Date, students name, ID number, total paid
amount, total balance of the students. On this
page you can also see the print button that can
print the receipt of the students. The code is the
Figure 4. 3 Print and Display Record same of the figure 4.3 you provided is written in
payment PHP and contains HTML and JavaScript as
well. It appears to generate a payment report
Figure 4.3 To go to the Print and Display
table based on the selected month and provides
of the System, it is necessary to press the left
functionality for printing the report. Here's an
button where you can see the Record payment,
explanation of the code: The code starts with
Date, and including the year level and monthly
including the file db_connect.php, which likely
total of the Students payment and student
contains the necessary code for establishing a
number is also shown on this page. The code
database connection.
you provided is written in PHP and contains
HTML and JavaScript as well. It appears to
generate a payment report table based on the
selected month and provides functionality for
printing the report. Here's an explanation of the
code: The code starts with including the file
db_connect.php, which likely contains the
necessary code for establishing a database Figure 4.5 Add certain course and year level
connection. The $month variable is assigned the
Figure 4.5 On this page you can see add
value of $_GET['month'] if it is set, otherwise it
and delete where admin can add students and
is set to the current month in the format Y-m
edit student information such as Name, id
(e.g., 2023-07).
number, course, and year level. On the top of the
page you can see the payment type which is
include the registration fee, tuition fee,
miscellaneous fee, laboratory fee, and other
 payments. This code appears to be a PHP script
that generates a form for managing course
details and fee information. Here's a breakdown
of the code: The script includes the
"db_connect.php" file, which presumably
contains the necessary database connection
code. It checks if the "id" parameter is set in the
URL. If so, it fetches the course details from the
database based on the provided ID and assigns
the values to variables using a foreach loop. The
HTML markup for the form starts, including a
hidden input field for the course ID.
CONCLUSION AND
RECOMMENDATION
Conclusion
At the end of the study, the researchers
were able to develop the following:
 A record management system for College for
Research and Technology using PHP and
MySQL.
 A system that can add and delete record and
display the recorded student information.
 A system that can print and display the recorded of
semmestral payment of the student.
Recommendation
The following suggestions were
recommended based on the conclusions drawn:
 To the future researchers make this system to have
recovery password.
 To the future researchers make this system can be
used other device like mobile phones, tablet, and
etc.
 To the future researchers make this system that the
other user or the students can access through so
they can have a proof of receipt for what they
paid.
 To the future researchers make this system that the
users has free access when they change or
update their personal information if necessary.
 To the future researchers make this system to
accept suggestions.
ACKNOWLEDGEMENT
Completing this capstone study could not
have been possible without the people who
shared their time, effort, skills and ideas that
inspired me to finish it. Their contribution is
sincerely appreciated and gratefully
acknowledged. However, the researchers would
like to express their deep appreciation and
indebtedness to the following:
Dr. Reynato C. Arimbuyutan, the
president of the College for Research and
Technology, for his support to all the students
who conducted their research in Fort Magsaysay
National High School, Palayan City, Nueva
Ecija.
Mr. Edwin C. Arimbuyutan, for his deep
concern and helpful guidance and support,
extends from the beginning until the completion
of this study. The researchers are very thankful
for having such a good adviser.
Mr. Gerard C. Busuego, the person who
imparted his knowledge and expertise
understanding efforts in checking and editing the
manuscript.
 Mr. Jordan M. Sanchez, the person who To their Friends, for their support and
imparted his knowledge and expertise in encouragement that never failed to uplift and
understanding efforts in checking the system. revive their spirits every time they bail of work.

Mr. Rainier Dale V. Sulit, the person who
edits our English grammar.
IT Teachers for the assistance
and for open-handedly sharing their knowledge
for this study.
And the most of all to our great creator
almighty God who gave them enough strength in
every struggle and challenge they faced and who
blessed them with wisdom and knowledge.
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