St.

Joseph’s College of Quezon City

295 E. Rodriguez Sr. Boulevard, Quezon City
College of Arts and Sciences

ROOM TRACKER SYSTEM FOR STUDENTS OF ST. JOSEPH’S COLLEGE OF

QUEZON CITY

A Project Proposal
Presented to
The Faculty of Information Technology Department

In Partial Fulfilment of the Requirements for the Degree

Bachelor of Science in Accounting Technology

Micah M. Garcia

Araw D. Gayeta

November 2018

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Introduction

Background of the Study

Technology is everywhere, for it makes tasks be efficiently done within a short period of

time. It is a great tool in many aspects of living. It can be used in business, health, and education

where it can offer advantages that organizations can benefit from.

In education nowadays, every school, college or university incorporates technology with

its transactions and student’s learning. St Joseph’s College of Quezon City, a Franciscan school,

offers facilities with LCD’s and computers that the professors, students, and management make

use for their activities.

It offers different courses for college students to gain new knowledge for overall

development. Several subjects, especially tutorial classes, are required for each student to take,

and these classes are held depending on the fixed schedule and sometimes, on the availability of

professors. Due to various reasons, problems with room assignment occur and cause delay for

the start of classes.

The goal of this study is to create a system where the person in charge of the classroom

use can easily locate and determine available rooms for each class. It aims to lessen the work and

the time it consumes for the personnel to reserve or book a room for a specific class.

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Statement of the Problem

Room assignments are fixed before the start of a new semester. This school year, twelve

rooms were assigned for the use of senior high school students and six rooms for the college. On

Saturdays, only the college, ETEEAP and graduate school classes make use of the classroom

facilities, for the senior high school students only report to school during the weekdays.

For the secretary assigning rooms for classes, there are factors that makes it challenging

to do the said task. There are tutorial classes that are being offered, especially for students of

major subjects. This type of classes does not require fixed schedule of meetings; however, a

minimum of 30 hours must be utilized for the study and discussions. There are professors that

prefer classrooms with LCD projectors for their power point presentations, but not all the

facilities have the said gadget. To find rooms for classes in need, the secretary has to review

listed schedule with assigned room, or visit each floor to check the available rooms. There are

also other concerns like classroom reservations and schedule changes, which should be

monitored.

The manual monitoring of the availability of rooms requires effort and space for the

paper documents. This system can also be time consuming for the person in charge of classroom

use when checking the changes with class schedules and room reservations.

The general problem of monitoring the classroom facilities may be resolved through the

following solutions:

1. Requiring the part-time professors to submit their schedules two weeks before the

start of classes.

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 In order to prepare a fixed schedule of classes and room assignment before the

semester, it can help if part-time professors be required to submit their available

schedules two weeks prior to the start of a semester. However, changes with the

schedule would not be prevented as part-time professors would prioritize their full-

time jobs. Their availability varies depending on their regular job schedules.

2. Strict compliance of students to the deadline of enrollment.

As this study is focused on tutorial classes, late enrollees affect the schedule of

tutorial classes. If all students will be strictly recommended to comply with the

enrollment schedule, it would help the assigned personnel to create a fixed schedule

and room assignment. As per observation, the RAO (Records Admission Office) have

carried out steps in order to promote early enrollment, however there were still

students unable to comply.

3. Room tracker system that will lessen the work and improve the efficiency of room

assignment.

The Room Tracker System would make the tasks of monitoring and reserving rooms

easier and more efficient for the assigned personnel or the department secretary. This

system would offer an organized record-keeping of the subject, professor and student

details. With this, conflicts arising from room assignments, especially for tutorial

classes, may be prevented. Convenience may also be offered by this system, as it

would allow a production of report about the scheduled classes, professors and

students.

The former solutions (1 and 2) may help in gathering data immediately, but would

not control the changes with schedules that cause conflicts with the use of rooms and

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 delay with the start of classes. Therefore, it would be more beneficial for the

administration to utilize the Room Tracker System as a platform for monitoring room

use.

Specific Problem

 Delay with the start of classes

 Unorganized recording of class schedules and room reservations

 Conflicts with the use of rooms

Objective

General Objective

This study aims to simplify the monitoring of classroom use, recording of room

reservations and scheduling of classes through the use of a room tracker system.

Specific Objectives

In line with the general objective, the study intends:

1. To describe the current system of monitoring the use of rooms

2. To determine the requirements of the proposed system

3. To design the proposed system using data flow diagram

4. To present the proposed system

Significance of the Study

When the project is implemented, the study will be significant to the following:

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  To the department secretary who will be provided with a system that will help her track

the room usage and reservation

 To the professors and students of St. Joseph’s College of Quezon City for they will be

able to start their classes on time and have an assurance that they will have a classroom

every meeting

 To the administrators assigned to track the room reservation that they will be provided

with reports and summary of classroom usage.

Scope and Limitations

Data Gathering Procedure and Output

An interview was conducted with the secretary of the CAS/IN Department, Ms. Joan

Cabe. It was conducted by the researchers to be able to identify the processes and transactions

regarding room arrangements for tutorial classes of College students.

The Existing System

Company Background

St. Joseph’s Academy was established in the Philippines by the Franciscan Sisters

of the Immaculate Conception from Veghel, the Netherlands in 1932. The following year,

the high school department was opened. The Academy held its first grade school and

high school graduation in 1938.The steady growth of the Academy over the next decade

was temporarily halted by the Second World War. Japanese sentries rounded up the

Dutch Sisters and brought them to Los- Banos where they remained intern for eight

months. The Academy’s facilities were converted into a mini-military hospitably the

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Japanese forces and later, at the end of the war, used by the American military. Quickly

recovering from the ravages of the war, the Academy was elevated into a college in 1948

and was incorporated as St. Joseph’s College, Q.C. The college department soon offered

degrees in Education, Liberal Arts, Secretarial Science and Music. The quest for quality

education found St. Joseph’s College, Q.C at the forefront of the accreditation movement

in the country when, in 1957, it joined 10 other schools as charter members to establish

the Philippine Accrediting Association of Schools, Colleges and Universities (PAASCU).

Since then, the academic programs of SJCQC have undergone continual re-accreditation.

Social unrest in the

60’s and 70’s challenged the school to make its education more responsive to the

changing social order. In 1972, the Academic Vision made explicit the sympathies of

Josephine education for the majority of the Filipino people-the poor, deprived, oppressed

and exploited. This thrust was further refined in the 1978 statement of reaffirmation of

the school’s vision and mission.

A tuition-free secondary school was established in 1976 for the urban poor youth

of the nearby barangays. In 1977, the Grant-in-Aid program was initiated to award grants

to financially deprived but academically deserving students who committed to return

their urban and rural communities upon college graduation to serve as professionals for

development. The College Department opened its Bachelor of Science in Social Work

program in 1977. In 1979, a tuition-free occupational skills training program for the

urban poor was established for self-or cooperative employment. The Extension Service

Center was set up in 1983 to institutionalize the school’s outreach programs and projects.

Against the backdrop of the social and political turbulence of the 80’s, the social

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orientation thrust of the school was carried out with commitment and dedication

especially in terms of reorienting the curriculum (such as the integration of the Christian

Formation Program and Community Involvement in the curriculum), staff development

(like social awareness lecture series for the personnel), and active participation in actions

for justice, democracy and freedom by the students, teachers personnel, and the

administration. The 70’s and the 80’s were also marked by significant efforts in

institution-building. The SJC Personnel Evaluation Center (SJC-PEC) was organized in

1975 to provide extension psycho-diagnostic services to the general public. In 1979, the

Graduate School was established to specialize in education and faculty development. A

research and Development Center arose in 1983 to conduct policy research and program

evaluation studies for institutional planning and decision-making. In 1989, the school

management and the employees union—the SAMAHAN, negotiated and signed the first

collective bargaining agreement to provide a framework for establishing just and

equitable employer-employee relations geared towards sustaining a healthy relationship

through the harmonious integration of knowledge, culture and faith. Recent Thrusts and

Developments The growing demands of information technology afforded the college

department the opportunity to offer related degree programs in computer management

and information technology in June 2008 Information Technology, which was formerly

subsumed under the Commerce Department, became an independent department.

In 1999, the Day High School opened its doors to boys; hence making all the

departments now co-educational. The Evening High School was phased out given the

changed circumstances of the urban poor districts from where the students were

originally drawn. A Special Education (SPED) unit for the differently-able children was

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started at the basic education level in June 2001. In that same year majors in special

education at the college and graduate school levels were opened. In 2002, the Degree

Completion Program (DCP) was instituted to address the situation of students who had

been away from school for a number of years but need a few units to graduate. It operates

according to the principle of equivalency by recognizing learning acquired outside of the

formal school setting. Responding to the needs of times, the Institute of Nursing was

established in June 2004. Its principal mission is the preparation of knowledgeable,

critical-thinking, competent professional nurses who are imbued with the spirit and

readiness to render quality and loving service to the nation and all humanity. On

September 29, 2004, the CAS was deputized by the CHED as provider of the Expanded

Tertiary Education Equivalency and Accreditation Program or ETEEAP. This program is

a government initiative to grant recognition to higher level learning obtained by

individuals outside the formal higher education institutions. Through the ETEEAP, the

CAS presently awards appropriate degrees in Management, Office Administration and

Community Development, after thorough evaluation of the portfolio of accomplishments

and experiences, to deserving individuals who desire to obtain College diplomas to

facilitate their professional advancement and greater social participation. As part of its

continuing quest for educational innovations, the College Department has forged

partnerships for staff development and student internship with establishments and schools

overseas. Business Administration students have availed of this opportunity in Singapore;

Social Work students in Urban, Thailand; and Education students in Pontianak,

Kalimantan Barat-Indonesia, as well as in Urban and Chanthaburi, Thailand. On March 7,

2008, St. Joseph’s College was awarded by CHED and the Dep-ED with a Certificate of

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Recognition as Center of Training Institution for the Dep-ED Certificate and INSET

Programs. The steady rise in the demands for highly skilled and value-laden professionals

from the hospitality industry paved the way for SJCQC to offer the Bachelor in Science,

Hotel and Restaurant Management in 2010.

After r-accreditation in 1997, all the College programs (Liberal Arts, Education,

Business Administration and Social Work) accredited by PAASCU were given Level III

status by the FAAP, which qualifies them for curricular deregulation and financial

assistance. At the most recent re-accreditation by PAASCU on December 14-15, 2009,

Level III status was renewed, valid until May 2015. In 20001, the Commission on Higher

Education (CHED) granted full autonomy to St. Joseph’s College of Quezon City, “for

meritorious achievement in higher education in the provision of instruction in the conduct

of research and community extension service; for high performance of graduates in

licensure examinations; and for maintaining a tradition of integrity and an untarnished

reputation in the education service”. The CHED renewed the grant of full autonomy

status to SJCQC in 2007, valid until 2014.On April 16, 2012, PAASCU announced that

the Social Work Program was granted Level IV Accredited Status by the Federation of

Accrediting agencies of the Philippines, the first Social Work program to qualify as such

in the entire Philippines. On its 80thyear since its foundation in 1932, St. Joseph’s

College of Quezon City maintains the pursuit of human integral human formation

anchored in Christian values and academic excellence. SJCQC continues its commitment

to provide excellent programs and services to enable the youth to become effective

instruments for social transformation. In support of this mission, SJCQC upholds and

promotes the core values of Simplicity, Truth, Justice, Peace and Integrity of Creation. In

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2001, St. Joseph’s College started a Special Education Program for children afflicted with

autism, mental retardation, Down syndrome, ADHD/ ADD/ Global Delay, Learning

Disabilities and Behavioral Problems. The program aims to develop the potential of such

children enable them to become useful and productive members of society. Whenever

possible, the special children are brought into mainstream in the regular classroom.

Description of the system

Due to the small population of the students of St. Joseph’s College, CAS/IN

Department, there exists tutorial classes which cause conflicts regarding the subjects and

schedules being offered. These lead to another problem which is classroom arrangements.

The College of Arts and SHS Department secretary is the one assigned to locate

rooms for the students with tutorial classes. She has records of all the classrooms in the

CAS/In building and the subjects being offered each semester. The student or professor

with a tutorial class approaches Ms. Joan to ask for an available room. Ms. Joan will then

refer from her printed copy of the schedules and manually look for a classroom. It takes

time for Ms. Joan to locate an available room as she only marks with a pen or a pencil

some details on her file (I.e., reservations, changes with the schedule). In some cases, she

would briefly check each floor for a vacant room. After finding a classroom, Ms. Joan

will then inform the professor or the students. Events like this would cause delay to start

a class for the students and professor. It gets more challenging if the professor is in need

of LCD Projector as some rooms do not have one.

If there is a more organized way of keeping track of the rooms, the delay and

troublesome tasks may be lessened.

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Data Flow Diagram (Existing System)

Context Diagram

Department
secretary
Manual Room
Schedule details and Tracker
room details System
Plotted schedule and
room details

Professor and
student

FIGURE 1

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 Level 0 Diagram

Professors, their Professor and

schedules, and subject available room
Department 2.0
1.0
SECRETARY
Look for the Write the
matching schedule
schedule
Subject details and between
professor’s details professor and
available
room
3.0
4.0
Inform
Reserve the concerned
rooms professor and
students

FIGURE 2

Professor and Professor and

student student

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The Proposed System

System Overview

The Room Tracker System will allow the user to monitor use of rooms and make

reservations for the students and professors.

The following will be the features of the proposed system:

• User-friendly interface

• Up-to-date schedule of classes and room reservations

• Produces reports such as schedule of classes, classroom usage and reserved rooms

for the school administration

Process Specification

Data Flow Diagram (Proposed System)

Context Diagram

Schedule details and

room details

Computerized
Department Room Tracker Professors and
SECRETARY System student

Plotted schedule and

room details

FIGURE 3

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 Level 0 Diagram

Professors, their 1.0 Professor and 2.0

Department schedules, and subject available room
Input professor, Show the
SECRETARY schedule and professors and
subject details students the
schedule

Subject details and

professor’s details Subject details and
professor’s details
4.0
Professor and
Print student
classroom use
based on a
specific
period

School
administration

Professor and
FIGURE
student 4

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Screen Layout

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 \

Report Layout

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Resource Requirements

Hardware Requirements

Desktop computer/Laptop:

-1 GB RAM or higher, Intel core duo or higher

-HDD Space 256 GB or higher

Software Requirements

MS Office

Visual studio 2012

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Appendices

Appendix A: Interview Questions

1. How long have you been working at St. Joseph’s College of Quezon City?

2. What is your current position at the institution?

3. What do you do as (position)?

4. Is room assignment part of your work?

5. Do you encounter problems when assigning rooms for classes?

6. How do you manage the room assignment?

7. How many rooms are available for classes at the CAS/IN Building?

8. How many rooms are being used by senior high school students?

9. How many rooms are being used by college students?

10. What day is the most challenging when it comes to assigning classrooms?

11. Are there several professors who specifically request for rooms with LCD projectors?

12. Who uses the classroom facilities besides from senior high school and college students?

13. Do you think there is a lack of classroom facilities?

14. Do you think there is a need for a room tracker system?

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 Appendix B: Interview Request

September 24, 2018

Sr. Ruth Santiago, SFIC

Dean, College of Arts and Sciences

St. Joseph’s College of Quezon City

Dear Sr. Ruth,

Peace and All Good!

We, the fourth year Accounting Technology students, would like to ask your permission to allow

us to interview Ms. Joan F. Cabe as part of our requirement in our subject, I.T. Concepts and

System Analysis. Our topic is about “Room Tracker System”. We hope for your favorable

response.

Sincerely,

Araw D. Gayeta

Micah M. Garcia

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Profile

References

POS

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