Methodology

This chapter deals with the designs and methods of research used.
Research Design
A descriptive type of research design is being used by the researcher . Descriptive method is used
because it focuses on the current situations in the LNU Guidance Unit. The researchers relies on the views
of the respondents and the seen actualities which associates to the problems encountered during the
counseling, applying for LOA and scholarship process.
To obtain and determine the significant data needed for the progression of the system, the
researchers provided a survey questionnaire to the different courses of the college student. Furthermore,
the researchers also conducted interviews to the officer inside the LNU Guidance Unit.

Research Methods
The researcher used a survey instrument to the
Requirement Analysis:
Hersheys states that requirement analysis is all about the process of discovering, analyzing,
defining and documenting the requirements (Hershey, 2012). It also serves an important purpose. Its used
to define what the project is for and what needs to be done for it to be successful (Ben, 2012). This chapter
evaluates the needed requirements for the LNU Guidance Unit Counseling and information system.
The first step involved in analyzing the requirements of the system is recognizing the nature of
current system, if there are some problem occur and if they need to be improve. Information gathering
would be the next step for the researcher in order to implement the LNU Guidance Unit- Counseling and
information System. For a reliable investigation, possible transactions and processes are formulated to
better understand the system. Visiting the office and asking some questions which are relevant and

necessary. The objective is to determine whether the proposed system is effective and realistic before a
recommendation is made to build a new or existing manual system continues.
The research is being conducted inside the Leyte Normal University, there are almost 1000
population including the students , composed of ILS , Nursery and the College Students, and also all the
faculty and staff. Since it is a descriptive type of research design, the researcher used a survey questioner
to gather data information which will be needed to answer their statement of the problem in chapter 1. After
the data has been gathered, they need to be analyzed and interpret through using a graph or table that
would help them to interpret the result.
Since there is a big population inside the Leyte Normal University, there is a possibility that the
researcher would

Requirement Documentation
In order to obtain reliable data that would help to strengthen the proposed system, the researchers
gather solid requirements that will serves as a guide for development of the
study that would fulfil the demand of the possible users. Furthermore, this chapter has identified 2
requirements that must be acquire to establish the desired system.
The first requirement is the functional requirements where it specify the software functionality that
the developers must build into the product to enable the users to accomplish their tasks, there by satisfying
the requirements (Andrews Misha, 2016). With this LNU Guidance Unit- Counseling and Information
provides the login facility to the administrators. After authentication the
administrator can manage the content of the system, also he/she can view
the accounts of each of the students. Moreover, the system must accept,
process, distribute information and shall generate reports every time it was asked by an

authorized user, or the Guidance Counselor who was only capable to access the system. The second
requirement is Constraints or standards that the system must have or comply with also
called as the non-functional requirement. In here this LNU Guidance Unit- Counseling and Information
System can be access in any web browser but it requires an Internet connection.

Design of the Software, System, Product, and or Process System Development Life Cycle Process
Test Plan
The Counseling and Information System for LNU Guidance Unit is setup such that the guidance
counselors and students can first test the system through LAN (Local Area Network). A system can only be
as good as the test at which it is exposed to. It is the main reason that the researchers must test every
component of the system extensively. This will ensure that the system will be integrated with little or no
complications before exposing it online.
Security Plan
It is important for the system to be secure to avoid manipulation of the system. The security plan of
the system includes username and password for the admins that will be the guidance counselors of the
school. Only the counselors will be aware of the credentials of the system.
Maintenance Plan
To ensure the capabilities of the system and to maintain its functionality, the developers will
conduct proper trainings with the selected admin on how to maintain the system properly. This training
includes editing of announcement on the homepage, updating the listed students for scholarship or LOA.

GANTT CHART (July 04 September 30 , 2016)

activities
A

PLANNING

B
C

SYSTEM PROPOSALS
CHAPTER 1:

C1
C2
C3
C4
C5
C6
D
D
1
D
2
D
3
D
4
E:

Introduction
Project Context
Framework of the Study
SOP
Scope and Limitation
Definition
Chapter 2:

E1
F
F1
F2
F3

Technical Background
Chapter 4
Research Design
Research Methods
Requirement Analysis
Requirement
Documentation
SDLC
Gantt chart
Pert Chart
Context Diagram
System Flowchart

F4
F5
F6
F7
F8
F9
F1
0
F1
1
F1
2
F1
3
F1
4
G

durati
on
1
week
2
weeks

w
1

w
2

w
3

w
4

w
5

2
weeks
2
weeks

Related Local Literature

Related Foreign Literature

2
weeks

Related Local System

Related Foreign System
Chapter 3

ERD
Input-Process Output
Diagram

2
weeks

2
weeks

1
week

2
weeks

Program Consideration
Software Requirement

1
week

Hardware Requirement
Final Revision

2
weeks

Table 1.0 Gantt Chart

w
6

w
7

w
8

w
9

w1
0

w1
1

w1
2

w1
3

PERT CHART

B
0

C2-C6
2

C1

2
3

C1

F13-F14

F8-F12

F1-F5

4
2

F6-F7

2
G

Context Diagram for Existing System

Approval

0
Existing
System

Guidance
Counselor

Students Records

Students Information

Technical
Staff

Counseling Session

Requirement

Updated Record

LOA Form with Needed

Signature

Result

Student

Submit Form and Needed

Requirement

1.0

Submit Form and Needed

Requirement

Check Record

Ask for available scholarship

Students Problem

STUDENT

Technical
Staff

3.0
Check Students Records

2.0

Approval for LOA

Students Concerns

Confirm vacant
scholarship

4.0
D2

Requirements and Forms

Advice and Guidance

Counseling

Guidance
Counselor

Student Information

Context Diagram ( Proposed System)

STUDENT

Valid Username and

Password

Account information

LNU Guidance Unit:

Counseling and Information
System

Valid Username
and Password

Record information

ADMIN

Data Flow Diagram

Update Record

Updated User Account Record

3.0
User Account
file
Submit to the Administrator
Information filled up form
LNU
Guidance Unit: Counseling and information Sy
Information
D3
D1

Student Basic Information

File Submitted

D2
Record file form

Records
User10.0
Information
3.1.1 Generate user info 3.2.1
reports
Students updated form Admin manages record
User Account information
file
form
Records

Username & Password

Valid user & Pa
4.0
Vie
Log In

8.0
Upda
Manage user account

Admin

D4Filled

up form

6.1
Add student info

6.2
Edit Student Basic Info

6.3
Search and View Student basic information

6.4

Counseling

6.5
Manage
Scholarship
6.6
Generated Reports

6.7
Manage
LOA

Counseling Database
D1

New Password

Admin

System Flowchart
Start

Log In

Enter Username and Password

No

Yes

Choose :
LOA (Leave of Absent
Counseling
Scholarship
Update Announcement

Valid
Account?

LOA

Yes

Go to LOA

No Do you want to update?Yes

Generate Reports?

View

View
applied?
Yes list of students who No

No
A

Add, edit, delete

students applying for
LOA

Yes Print Reports

No

Choose Counseling?
Yes

CAS
CME
COA

Start Chatting

No
Scholarship?
No

Update
Announcement?

Yes

Edit Announcement
Box

Yes
No

Exit

Update?

Add, Edit, Delete Students

applying for scholarship

Yes

No
View list of scholarships?

Generate reports?
Yes

No

Yes

View list of
students

Stop

Generate Reports

Entity Relationship Diagram

student_id
stud_name

Scholarship

scholarship_desc

Update
student_id
stud_name

admin_id

Update
first_name

Counsellor

LOA

LOA_startdate

last_name
college_dept

LOA_reason

LOA_enddate

Set

admin_id

Online
counselling

student_id

Input Process Output Diagram

INPUT

PROCESS

OUTPUT

Analyzing
LNUData
Guidance
Unit: Online Counseling and I

Guidance Counselor
Design
LNU Student
Acceptability of the Developed Software as to:
Interface Design
Program Making
User Friendliness
Security
Program Testing
Software & Hardware Requirements

Program Implementation

FEEDBACK

Program Consideration / Issues / Tools

PHP is the main component that will be used in the proposed system. PHP, acronym for
PHP: Hypertext Preprocessor, is a general-purpose scripting language that makes web pages
more dynamic and interactive. It is best suited for web development and can be embedded into
HTML. (PHP Group, 2006). To build a flexible system that will be useful for the LNU guidance Unit.
This programming language is more useful in creating the back-end of the system. This will be
more focus on the function of the system but not in the graphical interface of the system.
In the development of LNU Guidance Unit Counseling and Information System graphical
interface or the front end of the system, HTML is being used. HTML or Hypertext Markup Language
is a standardized system for tagging text files to achieve font, color, graphic, and hyperlink effects
on World Wide Web pages. Bootstrap is an open source and makes front-end web development
faster and easier. Its made for folks of all skills levels, devices of all shapes, and projects of all
sizes (). This will be more useful and it will help the HTML to make the code more shorten than
before. CSS is another help to improved the design of the system.

Aside from that, it also has software that will be used in the system. XAMPP is a free and
open source cross-platform web server package used by programmers and developers worldwide.
It is mainly used to test and review the compiled web pages without internet connection (Erwin,
2011). Second is MySQL, is an open source relational database management system (RDBMS).
Technically, it is a database used to add, delete, edit and store user data in a form of related tables.
MySQL is mostly accessed on PHP.

All that being mentioned above , are the programming languages and software being used
to implement da flexible system that would help the LNU Guidance Unit more than what they
expect.

In order for the proposed system to be effective, efficient and economical to following requirements
must be considered:
Software Requirement Specification
1
2
3

Windows 7 or Higher (Operating System)

Web Browser (Google Chrome, Mozilla Firefox, Opera, etc.)
XAMPP

Hardware Requirement Specification

1
2
3
4

Intel or AMD processors with 1.60 GHz or above

1 GB RAM
At least 100 GB Hard Disk Drive
Computer Set

Human Requirement Specification

All the authorized personnel, who are the Guidance counselors, are involved in using the LNU
Counseling and Information System must have proper training before using the said proposed system. They
must be knowledgeable of the systems flow to avoid errors whether the proposed system will encounter
some problems. The Guidance Unit of Leyte Normal University is the one who is responsible if the proposed
system experienced errors.