Maryknoll College of Panabo, Inc.

(Formerly; Maryknoll High School of Panabo, Inc.)

Prk. AtisBrgy. Sto. Niño, Panabo City

Guidance Evaluating System on the behaviors of the teachers in Maryknoll

College of Panabo, Inc.

Submitted to:

Michael Kevin L. Hernandez

Submitted by:

Mohajer Panayangan

KC Maglasang

Harvey Estremos

March 2018
 Chapter 1

The Problem

Introduction
These days maximum of organization or institution particularly in schools are using
technology as to keep documents concerning the campus. Some of the workplaces inside the
school are computerized or automated however a few are nevertheless not engaged of it. As to
the facilitator of the school who uses manual system from the past few years, they had been
through a lot of errors and difficulties as to maintain important data or files of the campus.

The researcher was assigned to the Guidance Associate to create a system which can help
the in-charge staff to lessen their works. The Guidance Associate presently the use of evaluation
sheets as to evaluate the teachers on how they behave in the class and it is answered by the
students.

Statement of the problem

The researchers performed interviews to the Guidance Associate to know what’s giving
them hard time. The subsequent problems had been found and are opted to be furnished with
solutions:

Manual Survey
The Guidance Office only uses Microsoft Excel and does not have designed software that
makes their job easier. According to the Guidance Associate, manual survey, you need to print
out the result of the evaluation and to check if it is paired up with computed result. The
researcher’s team offered a system which is automated that can easily edit the errors of
computing the result. The manual survey included time consuming as one of the main problem of
the manual system. It takes time to organize the data gathered because of the manual survey.
Manual Survey may consume so much time for the in-charge staff that needs to go to every
classroom to distribute the evaluation sheets to the students. As a solution, the students will only
go to computer laboratory and open the system that the researchers made and answer the
evaluation same as in the evaluation sheets. Also, manual survey requires papers which waste a
lot of papers. Many papers would go into waste in reason of transferring a survey. The papers
would be tallied manually and some of it has errors so the paper would go in waste.

Duplicating of names
In terms of duplicating names, if the user entered a name and two or more showed up in
the result, he/she must know other information just like the section of the student. This will help
to easily search a student which has a same name to a student in other sections.

Monitoring of the student

The Guidance Associate is advisable to keep in touch with the Registrar Office. The
Registrar Office holds the necessary information of the student of the Maryknoll College of
Panabo, Inc. The Guidance Associate will ask to the Registrar Office if a student is still enrolled
in the school and if it is not, the staff of the Guidance Associate will erased the data of the certain
student so that in tallying the data, there will be no errors in computing the result.

Editable Data
There are too many files which make it difficult to tally the data gathered. The in-charge
of the Guidance Associate would be confused if the data is not yet categorize. In behalf of the
researchers, they will create a system which the teacher will be categorize according to their
subject and the user will be no longer confused and we will add search engine and all the user
will do is to search the key word and the searched word will appear.

Project Goals:
 Create software for the organization of the files 90%.
 Speed up the organization of the data by 80%.
 Reduce the amount of papers wasted by 50%.
 Monitoring of students 90%.
 Categorize the files 70%.
System Objective
The following are the system objective of the proposed project to address their existing
problems:

Less Consumed time

Creating a data with the help of automated system that can reduce work of the person in-
charge. It is easy to store the statistics that the person created.

No paper in waste
Since it’s automated, no papers will go in waste.

Very secured system

Even though the students can access the software but in opening the Guidance
Associate’s files, they need the username and the password to completely logged in.

Scope and Limitation

The researchers will conduct a survey to the Maryknoll College of Panabo, Inc. The study
will specialize in developing the system into manual to automate. It focuses on the evaluation
sheets in every teacher and finding its mean for this is the main problem of their office. The
system is reachable to the students and the in-charge of the Guidance Associate. The students
can’t access the button for guidance for it would require username and password. All the
information about the evaluation of teachers are all stored and preserved in database. In
searching a data, it’s up to the user to put specific words or not as long as there are key words,
the search engine will do its job to locate it. The Guidance Associate and the Registrar Office
must help each other to monitor a student if it still enrolled in the school.

Definition of Terms
Database- A structured set of data held in a computer, especially one that is accessible in
various ways.
Manual- Relating to or done with the hands or operated or controlled by hand, rather than
automatically or electronically.

Automate- A use of machines, computers instead to do the work.

Data- Facts or information used usually to calculate, analyze, or plan something or information
that is stored or produced by a computer.

Username- A sequence of characters that identifies a user when logging onto a computer or
Web site called also user ID.

Survey- to ask many people a question or a series of questions in order to gather information
about what most people do or think about something.

System- A set of detailed methods, procedures and routines created to carry out a specific
activity, perform a duty, or solve a problem.

User Requirements Definition

The Guidance Associate requested and suggested the researchers to create a system that:
 The system is expected to be User-Friendly
 Easy to keep records and information of the evaluation
 Easy on preparing evaluation records
 Easy to duplicate and deleteimportant and unimportant documents
 Searching for evaluation records ought is less difficult
 The program must have an easy to recognize interface.
 Chapter II
DATA COLLECTION AND ANALYSIS

COMPANY PROFILE
Guidance Associate existed same as the Maryknoll College of Panabo, Incorporated
(formely: Maryknoll High School of Panabo) was build. According to Ms. Gloria Jamin, one of
the the current Guidance Personnel, in the year 1989, Ms. Flora Matutino was the first Personnel
who associated the Guidance Associate. As the years passed by, she was replaced with Mr.
Elarde Abaya, Ed.D. He became the Guidance Counselor in the year 2011 and he did his job
very well. In the year 2009, Ms. Frances Marie Padonia replaced Mr. Elarde Abaya and became
an official Guidance Personnel of the school. In the year 2012-2013, Sr. Alponsa Marahay O.P
became the 1st Guidance Counselor. Year 2013 up to present (2018), the current Guidance
Counselor is Mrs. Gloria Jamin together with the other Guidance Personnel, Mrs. Frances Marie
P. Amper and Ms Abegael Ann B. Napala and the Guidance Office Assistant, Mrs. Editha J.
Colon.

THE VISION
Community of dynamic competent individuals imbued with Christian Values and sense
of service with dignity and integrity.

THE MISSION
We commit to:
Provide quality instruction through development programs anchored on Christian values.
Promote a culture of compassion, justice and service.
Develop boys and girls who think, act and serve in accord with Christian ideals.
Mold vibrant leaders who serve with love, humility and respect for the dignity of others.
Organizational Chart

Guidance Personnel

Guidance Associate

Gloria S. Jamin, MAED Frances Marie P. Amper Abegael Ann B. Napala

Editha J. Colon

Clients

The researcher’s client is the Guidance Associate and its staff that belongs to the
organization. The office will benefit an automated system that is to be made by the researcher.

Description of the existing system

Guidance Associate is currently using manual system or evaluation sheets as to evaluate

each teacher of the Maryknoll College of Panabo, Inc.

The existing system of Maryknoll College of Panabo uses manual survey as of evaluating
the teachers. The process of the evaluation sheets of the shool begins in evaluating the teacher’s
behavior inside the school. First, the staff of Guidance Associate will go to every classroom to
evaluate the teacher’s behavior by giving the students evaluation sheets. Each of the students will
be assigned to their subject teachers according of which column they are. For example, Column
1 is assigned to Subject Teacher 1, Column 2 is assigned to Subject Teacher 2, and Column 3 is
assigned to Subject Teacher 2 and so on. After the collection of data, the staff of the Guidance
Associate will tally the data of how many students answered 5-Always, 4-Often, 3-Regular, 2-
Sometimes and 1-Never based on the question on the Evaluation sheet.
Result of the Company Interview
The researcher’s team conducted a formal interview with the Guidance Associate located
at Maryknoll College of Panabo, Inc. It happened by greeting the Guidance Associate staff and
they also welcomed the researchers, the introduction of ourselves as the Information and
Communication Technology (ICT) student of the Grade 12 department and we also introduced
our study. We started asking about the main problem of their office. We learned about the
process of tallying of data and how to keep the files manually. The researchers visited their
office on the 19th day of December and on the 5th day of January.
In manual way, they help each other to finish a task and to encode all of the data of
evaluating teacher’s behavior. The evaluation sheets will be arranged according to its year level
and will be divided according to the subject.

Result of the Survey

The researcher has their 10 questions concerning the existing system used by the office.
As the result, the Guidance Associate agreed that the automated system is well-organized and
more dependable to use when it comes in keeping information and results. Most of the staff said
that the manual way can used so much time.

Document Analysis
The Guidance Associate had given the research 1 example of evaluation sheets and
allowed us to interview them about the series of steps during the evaluation of teachers in the
school. They also allowed us to take a picture of where they are storing the data gathered during
the evaluation.
 FIGURE 1.1 Evaluation Sheet
The evaluation sheet (Figure 1.1) is used by the staff of the Guidance Associate to
evaluate the teacher’s behavior of Maryknoll College of Panabo, Inc.

FIGURE 1.2 Data stored in shelves

The data are stored in shelves (Figure1.2) shows the different sections of the
evaluations. It was arranged or organized according to its subject in different year levels.
 Chapter III
Analysis of System Alternatives

This chapter consists of the analyses of three different alternatives. This covers the
description of each alternative proposed by the researchers including its feasibility studies, cost
and benefit analysis, software and hardware requirements, Gantt chart, and zero diagrams. This
chapter shall help the company and the researchers decide which system is the most suitable for
the company’s processes and transaction.

First Alternative: Develop a networking system for the Office of Guidance Associate
that will help to lessen the consumed time of the personnel in-charge.
The first alternative of the researchers proposed is to develop a networking system that
can transmit files or data easily. The proposed alternative can lessen the time consumed by the
personnel of the Guidance Associate since the data will be easily transferred from computer
laboratory to the office of the Guidance Associate.

Feasibility Studies
Technical Feasibility
The office of the Guidance Associate already had a computer unit with software of
Microsoft Excel, database is needed to be used for the implementation of the first alternative and
to store all the data in the system in order for the system to be well-functioned. Since it is a
networking, multiple number of computer unit is a must for the students will operate a computer
unit one by one to answer the questions regarding on the evaluation of the teachers and their
answers will sync in the database and our system will compute the results to get the mean.

Economical Feasibility
The office does not require to purchase or buy anything to implement the first alternative.
Thus, the first alternative is feasible.
Operational Feasibility
Since the students who are currently studying at the Maryknoll College of Panabo,
Incorporated and the Guidance personnel are the persons who will be using the system; there will
be guidance from the research team on what are the functionalities of the system in view of the
fact that users are not yet familiar with those. Hence, the first alternative is operationally feasible.

Cost and Benefit Analysis

Activity Benefits

 Transmitting of data will be a lot easier

 Less Manpower
 Less consumed time in collecting the
data
Develop a Networking system
 Makes work faster and easier

Software and Hardware Requirements

Software Requirements Price

Microsoft Excel Available

Operating System (Windows 7) Available
Xampp (database) Available
Total Price Available

Hardware Requirements Price

1 PC Unit with Intel Core i3-3220 CPU @

3.30GHz 4GB DDR3 memory 500GB hard Available
disk 19” NOC 185LM00011 Wired keyboard
and mouse
UTP wires (connectors) Available
Total Price Available

GANTT CHART

Second Alternative: Develop an online-based system to the office of the Guidance

Associate.
The second alternative the researchers proposed is to develop an online system that can
help to reduce the work of the personnel in-charge of the Guidance Associate. First the user must
be connected to the internet and search the website of the office of the Guidance Associate
system and a log form will appear on the screen. The user should log in with their account to
have an access on the system. The personnel in-charge of the Guidance Associate will be no
longer go to every classroom to conduct a data to every student. The problems situated in the
company will be resolved by means of this alternative system.
Feasibility Studies
Technical Feasibility
This alternative does not necessitate manpower since the system is web-based, multiple
number of computer unit is a must for the students will operate a computer unit one by one to
answer the questions regarding on the evaluation of the teachers. Therefore, the computer units
of the computer laboratory are enough for the students who will be going to access the web page.
Thus, the second alternative is feasible.

Economical Feasibility
The office does not require to purchase or buy anything to implement the first alternative.
Therefore, the first alternative is feasible.
Operational Feasibility
Since the students who are currently studying at the Maryknoll College of Panabo,
Incorporated and the Guidance personnel are the persons who will be using the system; there will
be guidance from the research team on what are the functionalities of the system in view of the
fact that users are not yet familiar with those. Hence, the first alternative is operationally feasible.

Cost and Benefit Analysis

Activity Benefits

 Transmitting of data will be a lot easier

 Less Manpower
Develop an online system
 Less consumed time in collecting the
data
 Makes work faster and easier
Software and Hardware Requirements

Software Requirements Price

Microsoft Excel Available

Operating System (Windows 7) Available
Internet 1,999 php per month
Total 1999 php per month

Hardware Requirements Price

1 PC Unit with Intel Core i3-3220 CPU @ Available

3.30GHz 4GB DDR3 memory 500GB hard

disk 19” NOC 185LM00011 Wired keyboard

and mouse
Total Price Available

GANTT CHART
Third Alternative: Develop a stand-alone system that will keep the data gathered.

The third alternative the researcher proposed is to develop a dependable and reachable
program that will store all the important files in the system. Instead of using a lot of papers that
can be wasted in terms of printing out the results, the user will just save the data in the system to
keep the important files. A system that can stand on its own and has its own database and also, a
system that has own personal records like student’s profile and the students who are still enrolled
in the school to know the number of students who will going to answer the evaluation sheets.

Feasibility Studies
Technical Feasibility
The office of the Guidance Associate already had a computer unit with software of
Microsoft Excel, database is needed to be used for the implementation of the first alternative and
to store all the data in the system in order for the system to be well-functioned.

Economical Feasibility
The office does not require to purchase or buy anything to implement the first alternative.
Thus, the first alternative is feasible.

Operational Feasibility
Since the students who are currently studying at the Maryknoll College of Panabo,
Incorporated and the Guidance personnel are the persons who will be using the system; there will
be guidance from the research team on what are the functionalities of the system in view of the
fact that users are not yet familiar with those. Hence, the first alternative is operationally feasible.

Cost and Benefit Analysis

Activity Benefits

Develop a Networking system
 Transmitting of data will be a lot easier
 Less Manpower
 Less consumed time in collecting the
data
 Makes work faster and easier

Software and Hardware Requirements

Software Requirements Price

Microsoft Excel Available

Operating System (Windows 7) Available
Xampp (database) Available
Total Price Available

Hardware Requirements Price

1 PC Unit with Intel Core i3-3220 CPU @ Available

3.30GHz 4GB DDR3 memory 500GB hard
disk 19” NOC 185LM00011 Wired keyboard

and mouse
Total Price Available
GANTT CHART

Feasibility Studies
Technical Feasibility
This alternative does not necessitate manpower since the system is web-based, multiple
number of computer unit is a must for the students will operate a computer unit one by one to
answer the questions regarding on the evaluation of the teachers. Therefore, the computer units
of the computer laboratory are enough for the students who will be going to access the web page.
Thus, the second alternative is feasible.

Economical Feasibility
The office does not require to purchase or buy anything to implement the first alternative.
Therefore, the first alternative is feasible.

Operational Feasibility
Since the students who are currently studying at the Maryknoll College of Panabo,
Incorporated and the Guidance personnel are the persons who will be using the system; there will
be guidance from the research team on what are the functionalities of the system in view of the
fact that users are not yet familiar with those. Hence, the first alternative is operationally feasible.

Cost and Benefit Analysis

Activity Benefits

 Transmitting of data will be a lot easier

 Less Manpower
Develop a stand-alone system  Less consumed time in collecting the
data
 Makes work faster and easier

Software and Hardware Requirements

Software Requirements Price

Microsoft Excel Available

Operating System (Windows 7) Available
Internet Available

Hardware Requirements Price

1 PC Unit with Intel Core i3-3220 CPU @ Available

3.30GHz 4GB DDR3 memory 500GB hard

disk 19” NOC 185LM00011 Wired keyboard

and mouse
Total Price Available
Total Price Available
 Chapter IV
Recommended Alternative

As shown in the system evaluation, the first proposed system alternative which is
to develop a networking system is the most recommended to be used and implemented in
the office of the Guidance Associate since this alternative got the highest vote from the
three proposed alternatives.

The first system alternative which is to develop a networking system that can
easily transfer files from one computer to another has gained most votes. The technical
feasibility is acceptable by the client since the office of the Guidance Associate has one
computer unit with Microsoft Excel and Xampp (database) same as the Economical
Feasibility, the office doesn’t need to purchase anything since the school will provide
computer units in the computer laboratory for the students who will be answering the
evaluation of teachers and one computer unit for the Guidance Associate to receive the
answers of the students on the evaluation sheets that will serve as the data gathered. As
for the Operational Feasibility, the clients agreed to be trained before using the system
proposed by the researchers.

The second alternative is to develop an online-based system for the system

as to exchanging informations/ data through the help of the internet. For the technical
feasibility the office will need a one computer unit and will need a faster and reliable
internet connection. For the economical the office will just have to provide a computer
unit with Microsoft excel and database with internet connection. Last for the operational
the clients still agreed to be trained even though there may be some drastic changes.

Lastly, the third alternative which is to develop a stand-alone system that will store
all the data gather by the researcher got minimum votes among the three alternatives that
the researcher had proposed.
 Based on the evaluation completed by the researchers, it can be determined that
the most recommended alternative is the first alternative which is to develop a
networking system that will transmit the data from the computer units of the computer
laboratory to the computer unit of the Guidance Associate. Sidewise from it gained the
highest evaluation points, the advantages of the chosen alternative is greater than the first
two alternatives proposed. The networking system is customized based on the needs of
the Guidance Associate.
 Chapter V
System Design

This chapter presents the functional and non-functional requirements of the system.

Functional Requirements
System User’s Module
This module enables the students of the Maryknoll College of Panabo, Incorporated and
the personnel in-charge of the Guidance Associate to access the system.

 Register Module
This sub-module allows the students of the Maryknoll College of Panabo, Incorporated
and the personnel in-charge of the Guidance Associate to register in the system, the
mentioned persons above are required to have an account for them to be enabled to access the
system, else they cannot log in.

 Log in Module
This sub-module allows only the registered user specifically the the students of the
Maryknoll College of Panabo, Incorporated and the personnel in-charge of the Guidance
Associate as recognized who uses the system, otherwise unregistered users cannot log in.

 Add question Module

This sub-module enables to add question for the students to completely answer the
evaluation of teachers.

 Add subject Module

This sub-module allows adding of subject if there is a new subject to add.

 Add teacher Module

This sub-module allows manual adding of teacher if there is a new teacher to add.
  Answer table Module
This sub-module is where the will going to answer the questions given by the
personnel in-charge for the evaluation of teachers.

 Selection of Panels Module

This sub-module allows the user to select a teacher on who are they going to
evaluate.

Non-Functional Requirements
Usability
The office should have a working computer with any windows operating system,
VB.NET, and MySQL for database.

Reliability
The system is operable 12 hours and is user-dependent.

Availability
The system is available 12/7 as long as it is installed.

Performance
The system performance depends on the hardware.
 DATA DICTIONARY

CREATE ACCOUNT

EVALUATION FORM

REGISTRATION OF SUBJECTS
REGISTRATION OF TEACHERS