Chapter I

INTRODUCTION

Background of the Study

In this modern society, the information system is an integral part of every

business and organization and even in academic institutions. This information

system handles every aspect of student related information in school as well as its

services rendered by the school to make its transactions easier and convenient.

The ever-changing trend in technology brought the necessity for the automation of

everything from paper-and-pen based to absolute computer domination. The

overwhelming emergence of computers paved way to easier access of information

that leads to increased production, efficiency and reliability. The increasing

urbanity of modern information system allows the information and communication

technologies to be utilized in different actions. In fact, the educational institutions

are one of the leading users of computer applications in order to manage student

data.

The history of the foundation and establishment of Sultan Kudarat State

University started with a dream and determination in the province of Sultan

Kudarat, as the SKSU counts its growing years, so as the number of students,

stakeholder, visitors and vehicles. University security staff scheduling is a common

problem to most organizations, either from the service sector or other academic

institutions. Basically, it seeks to assign employees to tasks, work shifts or rest

periods, taking into account organizational and legal rules, employees’ skills and

preferences, demand needs, and other applicable requirements. It is therefore a

1
complex problem and a top concern for human resource management. Even

nowadays, it is still done manually in several activity sectors, consuming time and

resources that could be used more efficiently with automatic scheduling

generators.

According to Thompson (2013), points out three reasons for caring about

staff scheduling: the time spent developing a schedule by hand leaves the

manager less time for managing the employees and interacting with the

customers; a schedule that better satisfies employees’ preferences increases the

on-job-performance and consequently the productivity and the service quality; in a

good schedule work is assigned in the most effective manner, leading to a cost

reduction due to over and understaffing and an increase in profitability.

Personnel scheduling, or rostering, is the process of constructing work

timetables for its security personnel so that an organization can satisfy the demand

for its goods or services. The first part of this process involves determining the

number of staff, with particular skills, needed to meet the service demand.

Individual staff members are allocated to shifts so as to meet the required staffing

levels at different times, and duties are then assigned to individuals for each shift.

All industrial regulations associated with the relevant workplace agreements must

be observed during the process. It is extremely difficult to find good solutions to

these highly constrained and complex problems and even more difficult to

determine optimal solutions that minimize costs, meet employee preferences,

distribute shifts equitably among employees and satisfy all the workplace

constraints. In many organizations, the people involved in developing rosters need

2
decision support tools to help provide the right employees at the right time and at

the right cost while achieving a high level of employee job satisfaction. The

components of such a decision support system will typically include spreadsheet

and database tools and possibly rostering tools developed from appropriate

mathematical models and algorithms. The rostering tools are the main focus of this

review.

Based on the demands and needs of this study, the researchers will be

developed a system entitled “Campus Personnel Monitoring and Support System”

for guard’s information, work schedules, shifted assignments, logbook, spot

reports management and visitor’s appointment schedules. This proposed mobile-

web based system is very versatile and can be enhanced by adding more functions

and modified graphics for use with administration and security guards of the

university.

Objectives of the Study

General Objective

Generally, this study aims to develop and evaluate the study entitled

“Campus Personnel Monitoring and Support System”. This system will help the

school security guard to easily manage and monitor daily work schedules, e-

logbook, e-spot reporting and school appointments of visitors

3
Specific Objectives

Specifically, this study aims to:

1. Manage personnel information and work schedules.

2. Allow the visitors to set appointment.

3. Auto-display work schedules.

4. Provide SMS appointment notification.

5. Provide e-logbook for personnel monitoring.

6. Provide e-spot reporting tool.

7. Provide statistical report on Number of appointments and

Incident reports.

8. Generate report such as:

8.1. Individual work schedules.

8.2. Daily log sheets.

8.3. Daily spot reports.

8.4. List of appointment schedules per faculty.

9. Evaluate the system in terms of:

9.1. Functionality

9.2. Acceptability

9.3. Accessibility

9.4. Accuracy

4
Significance of the Study

The study entitled “Campus Personnel Monitoring and Support System” would be

developed to benefit the end-users. It would be beneficial to the following:

To the Administration

The system would help them to improve their services to give quality services in

managing working schedules and shifting assignments of security personnel of

institution.

To the Security Guards/Personnel

The system would help them to easily manage logbook and spot reports

conveniently. This would help them to easily update and monitor their working

schedules and shifting assignments.

To the Researchers

It helps then understand the nature and procedure of the existing system of

recording system. It makes them to compare the advantages and disadvantages

of manual system to the computerized. It gives them an idea of switching manual

and traditional system into technology-based system for speeds transactions.

To the Future Researchers

This would help them in their studies as references and basis in gathering data to

develop this system and to improve its features.

Scope and Limitations of the Study

5
 This study aims to develop a system entitled “Campus Personnel Monitoring

and Support System”. This system provides interfaces for administrator and

security personnel.

Manage personnel information and work schedules: in the administrator

interface, the administrator can access their interface by having an account on the

system; this user can manage users’ accounts. The system administrator can

perform create, read, update, delete and search information. It can also administer

guard’s information (last name, first name, license number, contact, email,

username and password), shifting assignments that contains (guard’s name,

campus, date from, date to, time). The administrator can also view guard’s logbook

for official and spot reports. The administrator and assigned security personnel can

administer work schedules of the security personnel employed in the university.

Also, the assigned security personnel can monitor visitor’s appointment daily,

weekly, monthly and yearly.

Allow visitors to set appointment: In the visitor’s interface, the user can set

appointment schedule upon visiting the area. The user can fill-up the appointment

form provided by the system, information required the following; visitor’s last name,

first name, mi, gender, address, email, contact, subject person, and purpose. Upon

entering the gate of the building, the visitor is required to present the valid ID as

basis for identity searching on the system.

In the guard’s interface, the user can access their interface by having an

account registered by the system administrator; account registration verification in

the system is needed before to access the respective account profile, this will allow

6
user to view work schedules. The guard also can manage logbook for official, spot

reporting and visitor’s appointment schedules. The system can auto display work

schedule based on the date of the day and next day schedule for assigned guard

personnel.

Provide SMS Appointment Notification: the system will provide this feature

to notify the visitor if their appointment was cancelled.

Provide e-logbook for personnel monitoring: the system will provide a

feature where the security personnel can administer official recording in an e-

logbook feature. The user can perform create, update, delete and search

information.

Provide e-spot reporting tool: the system will provide a feature where the

security personnel can administer essential information covering events or

conditions that may have an immediate and significant effect on current planning

and operations that is afforded the most expeditious means of transmission

consistent with requisite security in an e-logbook feature. The user can perform

create, update, delete and search information.

Furthermore, the system provides the following generated reports such as

statistical reports for number of appointments and incident reports in graphical

format, individual work schedules, daily log sheets, daily spot reports and list of

appointment schedules.

This research study will be conducted at Sultan Kudarat State University –

Isulan Campus and it will be pilot tested specifically at SKSU-Administration.

7
Definition of Terms

The following terms were operationally defined as used in this study.

Administrator - means an assigned person who is responsible for the

upkeep, configuration, and reliable operation of

computer systems.

Advertise - means a notice or announcement in a public medium

promoting a product, service, or event or publicizing a

job vacancy.

Logbook - means a record or report of important events in the

Report
management and operation within the premises of an

organization. It is essential to traditional navigation,

and must be filled in at least daily.

Online - means controlled, activated and ready for operation

connected to another computer or to a network.

Schedule/Work - often called a rota or roster, is a list of employees, and

Schedule
associated information e.g. location, working times,

responsibilities for a given time period e.g. week,

month or sports season. A schedule by this definition

is sometimes referred to as workflow.

Security Guard - a person employed to protect something, especially a

building, against intruders or damage.

Spot Report - means a concise narrative report of essential

information covering events or conditions that may

8
 have an immediate and significant effect on current

planning and operations that is afforded the most

expeditious means of transmission consistent with

requisite security

System - Assembly of computer hardware, software and

peripherals which are systematically functioning

together.

Web page - means a hypertext document connected to the World

Wide Web.

Website - means a location connected to the Internet that

maintains one or more pages on the World Wide Web.

Work Shift - the time period during which you are at work.

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 Chapter II
REVIEW OF RELATED LITERATURE AND STUDIES

This chapter presents the related literature and studies that helped the

researchers in the conduct of the study. It provides an understanding of the

aspects of the people that are critical essential to the study and intended to

establish anchors to software development of the proposed study entitled 4S:

School Surveillance and Security System

Employee Work Schedule

According to Doyle, Alison (2018), an employee's work schedule includes

the days and times that he or she is expected to be working. In most cases, this

will be a set number of days and hours.

When looking for jobs, it is helpful to know what kind of work schedule you

are looking for. You can use this information to narrow your job search, and to help

you prepare for interview questions related to the work schedule.

Read below for descriptions of different work schedules, and for tips on how

to use information on job schedules to help you find the right job for you.

The “9-5” Work Schedule

The "9-5" schedule is the most common work schedule, requiring

employees to work Monday through Friday, from 9am to 5pm. However, many jobs

differ slightly in their schedules. For example, some “9-5” jobs are Wednesday

through Sunday, rather than Monday through Friday. Others require employees

work from 8am to 6pm, or some other slightly different set of hours.

10
 The variations in a work schedule are the result of the type of job and

company. A restaurant hostess might have to work from 4 pm to midnight, for

example, or a security guard might have to work overnight.

Shift Work Schedule

Shift work schedules happen when a company divides the day into shifts,

and assigns employees to work set periods of time. Sometimes these shifts vary

day to day or week to week (these are known as rotating schedules), while other

times an employee is hired to work a specific shift (these are known as fixed

schedules).

There are also modified shift schedules, in which companies do not run

24/7, but instead open early and close late. Employees take shifts throughout the

day to cover these hours. For example, someone might have a shift from 7am to

4pm, while another person might have a shift from 1pm to 10pm.

Shift work is particularly common in medicine, where many doctors and nurses

work on a rotating shift schedule.

Other careers that typically have shift schedules are law enforcement,

security, the military, transportation, and retail, among others. Shift schedules

might involve alternating day and night shifts, working four days of shifts and then

having three days off, working four twelve-hour shifts a week, or some other

combination of shifts.

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Flexible Work Schedule

Other work schedules are flexible. Flexible schedules allow employees to

vary their arrival and departure, and sometimes even choose the days that they

work. For example, a company might allow employees to come in any time they

want, as long as they complete 8 hours of work every day.

Other companies have slightly stricter, but still flexile, schedules. For example, an

organization might let employees arrive any time between 9am and 11am, and

leave any time between 5pm and 7pm. They might also be allowed to take a day

off during the workweek, as long as they come in on a weekend day.

Part-Time and Full-Time Schedules

A standard definition of a full-time employee is someone who works a 40-

hour week, but there is no official, legal guideline. Similarly, there is no legal

guideline for the number of hours worked by part-time employees in a week – it's

simply defined as someone who works fewer hours per week than a full-time

employee at the same company.

A common difference between full- and part-time employees is schedule:

full-time employees often have a set schedule, which does not vary from week-to-

week. Often, they do not have to clock in or clock out. While this can also be the

case for part-time employees, a part-time employee’s schedule often varies greatly

based on seasonality, the business of the company, and other factors.

12
Another common difference is that full-time employees are more likely to receive

benefits such as health insurance, paid vacation time, and sick time. These are

often not given to part-time employees.

Finally, most full-time employees are considered exempt, which means they

are not required to be paid overtime. Most part-time employees are considered

nonexempt, which means they receive overtime pay for any additional work after

40 hours of work in a week.

https://www.thebalance.com/what-is-a-work-schedule-2062134

Personnel Scheduling

According to Urmila Shrikant Pawar, Dinesh Bhagwan Hanchate (2011),

The problem of personnel or employee scheduling has become increasingly

important for both public sectors and private companies. It is an extension to the

standard shift scheduling problem with some key limitations. But today, the

increased generality of this problem has lead to more complex model due to its

size and pure integer nature. So it has proven very difficult to solve optimally.

Numerous approaches for modeling and solving this problem have been proposed.

Here, we reviewed and classified the literature on personnel scheduling problem.

The objective is to identify broad classification, compare different methods and

identify the future research directions.

Urmila Shrikant Pawar, Dinesh Bhagwan Hanchate, Personnel Scheduling,

Department of Computer Engineering, Vidya Pratishthans College of
Engg, Baramati-413133, Pune, Maharashtra, INDIA, 2011.

13
Staff scheduling and rostering: A review of applications, methods and
models

According to A.T. Ernst, H. Jiang, M. Krishnamoorthy, D. Sier (2011),

Optimized staff schedules can provide enormous benefits, but require carefully

implemented decision support systems if an organization is to meet customer

demands in a cost effective manner while satisfying requirements such as flexible

workplace agreements, shift equity, staff preferences, and part-time work. In

addition, each industry sector has its own set of issues and must be viewed in its

own right. There are many computer software packages for staff scheduling,

ranging from spreadsheet implementations of manual processes through to

mathematical models using efficient optimal or heuristic algorithms. We do not

review software packages in this paper. Rather, we review rostering problems in

specific application areas, and the models and algorithms that have been reported

in the literature for their solution. We also survey commonly used methods for

solving rostering problems.

Employee Scheduling in Service Industries with Flexible Employee

Availability and Demand

According to Semra Agral, Z. Caner Taskın, and Tamer¨Unal (2013), an

employee scheduling problem arising in service industries with flexible employee

availability and flexible demand. In the system to be planned, there is a given set

of service requirements and a set of employees at any time. Each employee

belongs to one of various skill levels; each service requirement specifies the

requested employee skill level, timing of the service delivery, and a weight that

indicates its priority. Employees have individual flexible contracts with the

14
organization, which are characterized by weekly/monthly contracted work hours,

days the employee is available for work and availability of overtime. Furthermore,

there are regulations on maximum work hours and minimum rest requirements of

employees enforced by the government and the labor union. The problem that we

investigate is to generate an assignment of employees to service requirements,

which (i) ensures that the maximum weighted number of service requirements are

met, (ii) satisfies government and labor union regulations, (iii) honors individual

employee contracts with minimum deviation from the contracted work hours, and

(iv) ensures a fair balance between employee schedules in terms of work

assignments on holidays. We model the problem as a mixed- integer programming

problem and discuss a reformulation strategy, which allows us to corresponding

author solve practical problems in a reasonable amount of time.

General Personnel Scheduling

There is a vast amount of literature on personnel scheduling so our review

will be limited to the most relevant work. An introductory tutorial to staff scheduling

is given in Blöchliger that presents the basic concepts of the scheduling problem

and discusses some facets of staff scheduling. To avoid any ambiguity, we

introduce the following three definitions. For the first and the second definition we

give an example that shows a binary representation of the respective verbal

definition.

 Shift: A set of consecutive periods within a day. Its length is the total

amount of time it covers.

 Example: 1-day planning horizon with 24 periods/hours

15
 000000011111111000000000

 Roster: A combination of shifts and days off assignments that covers

a fixed period of time; a line-of-work (see [99]).

 Example: 3-day planning horizon with 72 periods/hours

0 0 0 0 0 0 0 1 1 1 1 1 1 1 1 0 0 0 0 0 0 0 0 0 (day 1 shift)0 0 0 0 0 0

0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 (day 2 off)

0 0 0 0 0 0 0 1 1 1 1 1 1 1 1 0 0 0 0 0 0 0 0 0 (day 3 shift)

Flexibility: For each employee, the ability to assign arbitrary shift lengths, shift

starting times, and break periods, and to accommodate individual preferences,

requests, and constraints

Implicit Shift Modeling

An observation from the above given literature is that virtually all models are

based on an explicit representation of a shift. In particular, pre-defined shifts are

used as an input to the problem and then used as the basic element of constraint

construction. Three 8-h shifts, two 12-h shifts and various combinations are

commonly used in practice to cover the demand during an arbitrary day. A few

authors, though, have tackled the shift scheduling problem, at least in part, with

implicit modeling techniques. Furthermore, Bechtold and Jacobs show that implicit

optimal modeling for shift scheduling has size and runtime benefits over the

general applied set covering method for shift scheduling.

16
 Conceptual Framework of the Study

INPUT PROCESS OUTPUT

 Manual Determine
Transactions
Procedures The existing system is time
consuming
 Security Assess
Personnel
Information The system is inefficient
and unproductive
 Working
Schedules Identify

The current system cannot Campus

 Logbook Report Personnel
address the needs of the
concerned security Monitoring and
 Spot Report Support System
personnel and
administration in terms of
 Visitor’s working schedules, shifting
Information and
assignments, logbook, spot
appointment
reports and appointment
schedules
schedules

Recommend

The proposed study will

solved the current manual
system of the institution, the
Campus Personnel
Monitoring and Support
System will serve as central
platform of information

FEEDBACK

Figure 1. Conceptual Framework of the Study

17
 Figure1 shows the conceptual framework of the study through input,

process and output.

Input
The input contains the basic manual knowledge requirements for the

system wherein the input consisting of the following: manual transactions

procedures, security personnel information, working schedules, shifting

assignments, logbook, spot reports, and visitor’s information and appointment

schedules. The researchers understand the basic information needed, analyzed

and develop such strategies for the proposed study.

Process
The researchers understand the problem by determining, assessing,

identifying the best solutions to the current manual system in order to recommend

the proposed study. The process contained the following activities and procedures

in order to develop the system. The Agile Software Development Methodology will

be used to ensure satisfaction of the requirements of the existing system.

Output
The output will be the proposed system entitled 4S: School Surveillance and

Security System

Feedback

The feedback loops take the system output into consideration with the end-users,

which enables the system to adjust its performance to meet a desired output

response.

18
 Chapter III
C
METHODOLOGY
H
A
P
This chapter presented the methods that the researchers undertook to
T
E
conduct the study with the system of development life cycle as basis.
R
I
Project Development I
I
The following materials would be used inMthe development of the proposed system
E
entitled 4S: School Surveillance and Security
T System
H
Table 1. Hardware Requirements O
D
ITEM O SPECIFICATIONS
Processor L Intel Core i5 Processor
O H61m-DS2 R3/P8H61-m LX3 R2.0
Memory G 4GB DDR3
Hard Disk Y 1TB HDD
Power Supply ATX Casing w/ Power Supply 600W
Monitor 15.6 LED Monitor
KB, Mouse, Mouse Pad, AVR
Printer Inkjet

Table 1 shows the hardware requirements needed for the system; this includes the

minimum hardware parts of computer to support the development process of the

system.

Table 2. Software Requirements

ITEM SPECIFICATIONS
Programming Language (front-end)
Web Scripting Languages HTML, CSS, JavaScript , PHP
Web Designing Tools Notepad ++, Eclipse
Adobe Photoshop CS6
Database Application (back-end) MySQL
Operating System Linux
Domain Name (URL) www.sksu-sgmis.com

19
Table 2 shows the software requirements needed to develop the system; this

includes the minimum operating system, front end and backend software as well

as the domain name needed to deploy the system online.

Table 3. Budgetary Requirements

No. Qty Item Description Unit Cost Total Cost

(Php) (Php)
A. Software
2 1 package Windows 8 Operating Php 3, 550.00 Php 3, 550.00
System (Enterprise)
XAMPP
Adobe Photoshop
CS6
Adobe Dreamweaver
CS6
Sublime 3
B. Hardware
1 package Internet Plan (LTE 1, 299.00 1, 299.00
Broadband)
C. Supplies and Materials
3 5 Reams Long couponed bond Php 180.00 900.00
(substance 20)

Contingency (10% of the Grand Total) 574.90

Grand Total Php 6, 323.90

Table 3 shows an itemized summary of estimated or intended expenditures for a

given period along with proposal for financing during a period of the study.

20
Project Schedule of the Study

Figure 2. Project Schedule of the Study (GANTT CHART)

Figure 2 shows the timeline, tasks and duration of the project and the expected

completion date.

Methods to be used in Developing the System

Agile Software Development Methodology was developed to ensure satisfaction

of the requirements among existing computerized system. It was a methodology

construction to make sure that the requirements, planning, development and

implementation, testing of the system follows logical approach and technical ways.

21
 The researchers provided a letter of permission to conduct a study to the

administration and security personnel wherein the study was conducted as an

initial step. The researchers started from identifying the requirements and

determining the problem. The researchers found out that the needs to enhance the

current system of security personnel’s working schedules, shifting assignments,

logbook and spot reports. After conducting and gathering relevant information, the

researchers formulated a project title; objectives, scope and limitation of the

project.

The researchers recognized and identified the problems arising in the

development of the proposed system entitled 4S: School Surveillance and Security

System

Sprint 1 (Manage user’s account)

Plan: the researchers will design as interface for administrator and security

personnel. In the development of the system, the researchers applied the

knowledge base method in which the researchers gathered the information. The

22
researchers came up with the design prototype of the proposed study. In the

following interfaces, it has login and account verification form for administrator, and

security personnel.

Build: the researcher used the proposed prototype and following tools such as,

Context Diagram, Data Flow Diagram, File Structure and Database Structure in

the process of system development. The researchers will utilize the PHP5 server-

side scripting language as frontend and MySQL as backend, Also, the following

software application in designing the proposed system such as; Adobe

Dreamweaver CS6, Adobe Photoshop CS6.

Test and Review: in the system testing, the researchers will test and train

the end-users based on its requirements and functionality in order to ensure the

satisfaction of the proposed study.

Sprint 2 (Manage Personnel Information and visitor’s appointment

schedules)
Plan: the researchers will plan and design interface for administrator to

manage personnel’s information, working schedules, shifting assignments, view

logbook, spot reports and visitor’s appointments.

Build: in the development of the system, the researchers came up with the

design output of the proposed study, it has features where it can perform add, edit,

delete, update and search function. The researcher follows its prototype to come

up with the feature. The researchers utilized the PHP5 server-side scripting

language as frontend and MySQL5.1 as backend, Also, the following software

application in designing the proposed system such as; Adobe Dreamweaver CS6,

Adobe Photoshop CS6.

23
 Test and Review: in the system testing, the researchers will test and train

the end-users based on its requirements and functionality in order to ensure the

satisfaction of the proposed study.

Sprint 3 (Provide Auto-display work schedules, e-logbook for personal

monitoring and e-spot reporting tool)
Plan: The researchers will plan and design an interface for the security

personnel where user can login to the system before can access its respective

interface; the security guard inquire working schedules, shifting assignments, also

it can manage their logbook and spot reports.

Build: in this development of the system, the researchers use the manual

method as basis in which the researchers gathered the information from the

current system. It has features where it can perform add, delete, update and

search function. The researcher used the proposed prototype and the following

tools such as, Context Diagram, and Data Flow Diagram in the process of system

development. The researchers came up with the design output of the proposed

study then applied the procedures based on the flow of transactions. The

researchers utilized the PHP5 server-side scripting language as frontend and

MySQL5.1 as backend, Also, the following software application in designing the

proposed system such as; Adobe Dreamweaver CS6, Adobe Photoshop CS6.

Test and Review: in the system testing, the researchers will test and train

the end-users based on its requirements and functionality in order to ensure the

satisfaction of the proposed study.

24
Sprint 4 (Allow the visitors to set appointment)

Plan: the researchers will plan and design an interface for the visitor where

user can set appointment schedules upon visiting the area.

Build: in this development of the system, the researchers use the manual

method as basis in which the researchers gathered the information from the

current system. It has features where it can perform send information by clicking

send button after filling up the required visitor’s information for appointment. The

researcher used the proposed prototype and the following tools such as, Context

Diagram, and Data Flow Diagram in the process of system development. The

researchers came up with the design output of the proposed study then applied

the procedures based on the flow of transactions. The researchers utilized the

PHP5 server-side scripting language as frontend and MySQL5.1 as backend, Also,

the following software application in designing the proposed system such as;

Adobe Dreamweaver CS6, Adobe Photoshop CS6.

Test and Review: In the system testing, the researchers will test and train

the end-users based on its requirements and functionality in order to ensure the

satisfaction of the proposed study.

Further, the system will provide needed reports such as list of registered

guards, list of appointment schedules, shifted assignments, individual work

schedules and daily log sheets and spot reports.

The researchers will conduct a series of testing to check if there’s an errors

in the system. When the system is already free from bugs or errors, it was

evaluated according to its functionality, acceptability, accessibility and accuracy,

25
to know if it really meets the system requirements. The researchers will be pilot

tested and will conduct a training procedure of the system for user.

After meeting its deliverables and found out that the system functions

properly, then it is time deploy the system.

26
Use-Case Description

The Figure 4 shows the use case diagram of the system. It has 3 actors: system

administrator, security personnel and visitor; and 10 use cases: manage user’s

accounts, manage work schedules, manage visitor’s appointment, manage e-

logbook, manage personnel information, manage e-spot reporting, manage

reports, manage SMS appointment notification, view work schedule, set

appointment.

In the manage user’s accounts, the system allows the system admninistrator to

add, update and view accounts. In the manage work schedules, the administrator

allows to add, edit, update, delete, search and view work schedules for security

personnel. In the manage visitor’s appointment use case, the security personnel

permitted to search, view and update appointment status. In the manage e-

logbook, the security personnel is permitted to add, edit, update, delete and search

daily logbook. In the manage e-spot reporting, the security personnel permitted to

add, edit, update, delete and search daily e-spot report. In the appointment

schedule, the visitor are required to fill-up the appointment form, the user can

select date, time and purpose for visiting the school. In the manage reports use

case, the system allows the administrator to generate, update and view summary

reports. The administrator is only allowed to view the generated summary reports.

27
Use-Case Diagram of the System

Figure 4. Use-Case Diagram of the System

28
Activity Diagram

Manage user’s account

Figure 5. Activity Diagram: Manage User’s Account

29
Manage Personnel Information and Work Schedules

Figure 6. Activity Diagram: Manage Personnel Information and Work Schedule

30
Manage Personnel Information and Work Schedules

Figure 6.1. Activity Diagram: Manage Personnel Information and Work Schedule

31
Allow visitors to set appointment schedules

Figure 7. Activity Diagram: Allow Visitors to Set Appointment Schedules

32
Auto display work schedule

Figure 8. Activity Diagram: Auto Display Work Schedules

33
Provide SMS Appointment Notification

Figure 9. Activity Diagram: Provide SMS Appointment Notification

34
Provide e-logbook for personnel monitoring

Figure 10. Activity Diagram: Provide e-logbook for Personnel Monitoring

35
Provide e-spot reporting tool

Figure 11. Activity Diagram: Provide e-spot reporting tool

36
Provide statistical report on numbers of appointments and incident reports

Figure 10. Activity Diagram: Provide statistical report on numbers of

appointments and incident reports

37
Provide statistical report on numbers of appointments and incident reports

Figure 10.1. Activity Diagram: Provide statistical report on numbers of

appointments and incident reports

38
Generate Reports

Figure 11. Activity Diagram: Generate reports such as individual work schedules,

daily log sheet, daily spot reports and list of appointment schedules.

39
Database Schema

40
Figure 14. Database Schema of the System

The figure 14 shows the Database Schema for the system. It shows collection of

metadata that describes the relationships between objects and information in a

database.

EVALUATION METHODOLOGY

Evaluation of any system is a crucial part in its development. This will be

determined if the system works properly, meets the objectives, and satisfies the

users.

This study used the descriptive-developmental method of research to

evaluate the system’s functionality, acceptability, accessibility and accuracy in

attaining its objectives of the system users.

Participants of the Study

The respondents of the study were composed of thirty (30) security guards as

system users of the system entitled 4S: School Surveillance and Security System.

Data Gathering Procedures and Statistical Tools

This study used a checklist and a rating scale questionnaire to gather the

needed data and responses to evaluate the system.

The checklist were used to evaluate the functionality contains a list of all the

buttons, links, forms, dials, pages, etc. included in the system, and for

effectiveness, contains the list of all system objectives and deliverables that the

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researchers want the respondents to check and evaluate. The frequency counts

and the percentage will be computed.

To check the acceptability of the system, a 5-point likert scale shown in

Table 14. The mean was computed and interpreted using the table below.

Table 14. Interpretative Scale used to interpret the Weighted Mean

Range of Mean Interpretation

4.21 – 5.00 Strongly Agree
3.41 – 4.20 Agree
2.61 – 3.40 Neither Agree Nor Disagree
1.81 – 2.60 Disagree
1.00 – 1.80 Strongly Disagree

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 Republic of the Philippines
SULTAN KUDARAT STATE UNIVERSITY
College of Computer Studies
Isulan Campus
Isulan, Sultan Kudarat

Name (Optional): ____________________________________ Sex: ________

Profession: ____________________________ Status: _________

Survey Questionnaire

To my valued participants

We on the stage of testing the technology developed from our study entitled “4S:
School Surveillance and Security System”. Your generous help to evaluate the
system is highly appreciated. This gesture will help the researchers to improve the
system and deliver more satisfactory services to all the security guards especially
on the agency.

Thank you and God bless to all of us!

The Researchers

Instructions: Check the corresponding circle that corresponds to how the best
you agree to the statement provided.

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Table 1. Rating scale used in the Study

CODE MEAN RANGE DESCRIPTION

5 4.20-5.00 Strongly Agree
4 3.40-4.19 Agree
3 2.60-3.39 Moderately Agree
2 1.80-2.59 Disagree
1 1.00-1.79 Strongly Disagree

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FUNCTIONALITY 5 4 3 2 1

1. The system accepts users’ information and

login details when the register and login
button is clicked.

2. The system user can click different

navigational menus or hyperlinks.

3. The system administrator can create, read,

update and delete user’s accounts.

4. The system administrator can create, read,

update and delete guard information.

5. The system administrator can create, read,

update and delete guard shifting
assignments.

6. The system display work schedules.

7. The assigned security guard can create,

read, update and delete logbook record.

8. The assigned security guard can create,

read, update and delete spot report.

9. The visitor can set appointment schedules.

10. The system administrator can view

statistical reports such as number of
appointments and number of spot reports.
11. The system can print list of registered
guards, individual work schedules, daily
log sheets and spot report, and list of
appointment schedules.

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ACCEPTABILITY 5 4 3 2 1

1. The system display desired information to

the user.

2. The system display texts or labels those are

readable to the user.

3. The system administrator can manage

user’s login accounts.

4. The system display appropriate data when

button is being clicked

5. The system display desired information to

the user.

ACCESSIBILITY 5 4 3 2 1

1. The system administrator can access its

respective interface.

2. The security guard can access its respective

interface.

3. The visitor can access its respective

interface.

4. The security guard can access and view

work schedules.

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 5. The visitor can access a page where can set
appointment schedule.

ACCURACY 5 4 3 2 1

1. The generated list of registered is accurate.

2. The system accurately shifted assignments.

3. The generated individual work schedules is

accurate.

4. The system accurately generates daily log

sheets and spot reports.

5. The generated list of appointment schedules

is accurate.

Comments/Suggestions/Recommendations:

Thank you for your time!

47
LITERATURE CITED

Online Sources

Doyle, Alison, Employee Work Schedule, 2018

https://www.thebalancecareers.com/what-is-a-work-schedule-2062134

Shift Work Schedule:

http://www.bmscentral.com/learn-employee-scheduling/category/shift-patterns/

Flexible Work Schedule

https://www.thebalance.com/what-is-a-work-schedule-2062134

Unpublished Thesis

Urmila Shrikant Pawar, Dinesh Bhagwan Hanchate, Personnel Scheduling,

Department of Computer Engineering, Vidya Pratishthans College of
Engg, Baramati-413133, Pune, Maharashtra, INDIA, 2011.

A.T. Ernst, H. Jiang, M. Krishnamoorthy, D. Sier, Staff scheduling and

rostering: A review of applications, methods and models, 2011

Semra Agral, Z. Caner Taskın, and Tamer¨Unal, Employee Scheduling in

Service Industries with Flexible Employee Availability and
Demand, 2013

48