ONLINE CLEARANCE PROCESSING SYSTEM FOR ST.

FRANCIS XAVIER

COLLEGE WITH SMS NOTIFICATION

A CAPSTONE PROJECT PRESENTED TO

IT Faculty of College of Information Technology

SAINT FRANCIS XAVIER COLLEGE

Agusan del Sur

In Partial Fulfillment

of the Requirements for the Degree of

BACHELOR OF SCIENCE IN INFORMATION TECHNOLOGY

Prepared by:

Ronald D. Besinga

Jobeline D. Enrile

Gelli Daano

December 2022
Table of Contents
Chapter 1 Introduction

Project Context 3
Objectives of the Study 5
Significance of the Study
6
Scope and Limitations
7
Definition of Terms

9
Chapter 2 Review of Related Literature

Foreign Related Conceptual Literature 10

Local Related Conceptual Literature 16
Chapter 3 Design and Methodology

Requirement Analysis
Context Diagram 22
Use Case Diagram 23
Entity Relationship Diagram 24
Requirement Documentation
Project Schedule 25
Tabular Form 25
Results and Discussion 26
Design of Software, System, Product and/ or Processes
Operational flowchart 35
Software Development Life Cycle (SDLC) 38
Prototype 39

Chapter 4 Conclusion and Recommendation

Conclusion and Recommendation 42

 References 43

CHAPTER 1

INTRODUCTION

This chapter presents the Project context, Objectives of the Study, Significance of the Study,

Scope and Limitation, and the Definition of Terms.

1.1 Project Context

Presently, technological development is rapidly increasing. Technology is a tool that

helps people to work easily and swiftly. An online platform is a form of digital service that

permits interaction between two or more individuals online. Clearance is one of the common

transactions that happens in every establishment, e.g. schools, that was imposed by the

management to settle an obligations of a person. A system is a systematic work of events that

has a set of principles that works together as parts of a mechanism or an interconnecting

network, that has an organized framework or method. Short Message Service notification or

SMS Notification is a tool for sending messages given in a short period of time that can

transmit or transact messages elsewhere.

Online Processing of Clearance with SMS Notification, is a modern approach to the

traditional processing of clearance, which uses a paper and a pen for transaction. OECD

2019, define online platform as a digital service that facilitates interactions between two or

more distinct but interdependent sets of users who interact through the service via the

Internet. As we advance every day, technology becomes a part of our system. Johaiver
Yusoph (2018) said that, if compared, manual processing system into computerized system,

in manual system it is time consuming and the students are waiting for their clearances to be

signed by the faculty and sometimes the student cannot be completely signed by the faculty

staff in one day because of the slow transaction. SMS Notification helps the transaction to

work efficiently, in terms of updates about the status of the transactions, e.g. processing of

clearance. Angela Stringfellow (2022) said that, SMS Notification are relevant to building a

valuable relationship between your brand and your audience.

St. Francis Xavier College is a college institution that caters many students. Every end

of the semester, the school required the students to process their clearances and to comply all

necessary requirements to be signed by the faculty. The school uses a manual paper-based

system and with the influx of students, the system has a slow transaction. Due to that, it is not

enough to process and cater the students processing of clearance all day. It will take 2 to 5

days to complete the transactions for processing of clearance.

Online Clearance Processing System with SMS Notification for St. Francis Xavier

College, is a system that is proposed by the proponents to resolve the problem of using the

manual processing of clearance which is; time consuming, and slow transaction. Using an

online platform for the transaction, it will minimize the consumption of time due to the long

line for queuing and it will make the transaction faster than the manual processing of

clearance.
1.2 Objectives

General objective

To develop an online processing clearance with SMS Notification for the students and
to develop a system to process a request of student for clearance through online platform for
the staff of St. Francis Xavier College.

The following are the specific objectives of the study

 To develop an online clearance processing and to design a user-friendly UI for the

students of St. Francis Xavier College with SMS Notification for updates of the
ongoing online clearance processing.

• To develop a module for the Admin UI that can manage the course information; it can
create and update the information of the courses, manage student information; can
create and update the information of the students and manage staff information;

• can create and updates the information of the faculty.

• To develop a module for the Staff UI that can view the list of students who requested
the clearance, review and process student clearance, and review the uploaded files of
the student.

• To develop a module for the Student UI that can send a request for clearance
processing, view and process clearance request, and manage profiles.

• To embed SMS notifications where the users can receive notifications from the
system about the update of the transaction.
 • To evaluate the development of the system in terms of:

Functionality

Reliability

Efficiency

Usability

1.3 Significance of the study

The significance of this study will be a great benefit to the following:

Students: The study is significant to the students in such a way that, for processing their

clearance, they can transact using an online platform. They don’t have to wait and line up

for the long physical queuing to get by the faculty staff.

Staffs: The study is significant to the staff in such a way that, they don’t need to manually

signed individual clearance of each student because they can select all the request of the

students and approved them all at the same time.

Future Proponents: The study is significant to the future proponents in such a way that,

they can get ideas or references for their future studies related to the development of the

school transactions such as developing the online processing of clearance

1.4 Scope and Limitations

Scope

 The system can be accessible anytime, anywhere where internet connection is

stable.

 The system can send notification to the students about the status of their

clearance request.

 The system can process clearance request through online.

 The system can help lessen the spread of virus in the school premises by

making the processing of clearance online so that it doesn’t required physical

interaction to process clearance and avoid physical contact.

 The system can fasten the processing of clearance queuing by using online

platform.

 The system can store data of the students who requested the clearance and

track their records for efficient transaction

 The system can manage data and produce detailed printed form for the

students.

 The system can give a real-time record. When did the transaction happen.
  The system can tract and sent up-to-date records to the students and staff if

needed.

Limitations

 The system will not be available offline.

 The system will not be available to other personnel of the school, except for

the students and the faculty department staff of St. Francis Xavier College.

 The system will not send any other information aside from the status of the

clearance which are: pending, approved, and decline.

 The system will not cater other students only those that can read and write,

and that can easily understand simple pseudocode of the user-interface.

 The system will not be available to other online transaction aside from

requesting and approving of clearance for the students of SFXC.

1.5 Definition of Terms

Online Clearance Processing System with SMS Notification for St. Francis

Xavier College – is a system that is used to digitalized the transaction of manual

processing of clearance.

SMS Notification – is a medium that is used to transmit message about the update of

the status of the clearance.

SFXC- Saint Francis Xavier College

Platform - A platform is a group of technologies that are used as a base upon which

other applications, processes or technologies are developed. In personal computing, a

platform is the basic hardware (computer) and software (operating system) on which

software applications can be run.

PHP – a programming language used to develop a website for Online Clearance

Processing System for St. Francis Xavier College with SMS Notification.

HTML/CSS – it is a programming language used to develop the design and

functionality for Online Clearance Processing System for St. Francis Xavier College

with SMS Notification.

MYSQL – it is use for storing, creating and securing the data based for Online

Clearance Processing System for St. Francis Xavier College with SMS Notification.
 Itexmo – it is an API use to send messages to the user of Online Clearance Processing

System for St. Francis Xavier College with SMS Notification, specifically the

students.

OECD-  Organization for Economic Cooperation and Development, an online library

used for research topic related to the study.

Pseudocode – an interpretation for a programming language. It is a simplified way of

explaining programming language through English words.

CHAPTER 2

Review of Related Literature and Studies

This chapter presents the relevant literature and studies, which have bearing to the

present study.

2.1 Foreign Related Conceptual Literature

2.1.1 Custom Clearance Processing Time Analysis and Factors Affecting Clearance

Time for Goods in Birgunj Nepal (2021)

Ashok D and Abhishek J., the economy of the nation is fundamentally shaped by

trade, so imported items must be provided to the market as soon as possible, without

unnecessary delay. The freight vehicles that convey identical commodities from Birgunj to

Kathmandu and clear customs for Kathmandu are the subject of this research. This study also

examines the factors that affect processing time in the Birgunj customs region, which

includes Birgunj customs, Birgunj Inland Clearance Depot (ICD), and Birgunj Integrated

Check-Post (ICD). The trained enumerators were used to gather the Custom Clearance times

at the specific locations. To investigate the factors influencing the processing time, Key

Informant Interviews (KII) were conducted, and a questionnaire survey was conducted to

determine the factors affecting the process of clearance.

 According to the research conducted by the researchers Ashok and Abhiske, the time

is very vital to every transaction. In relation to our project Online Processing System for St.

Francis Xavier College with SMS Notification we relate to their studies about the time

management. We also wanted to eliminate unnecessary delays for the processing of clearance

in SFXC. Every minute is vital specially for those fresh graduate to get their TOR or

Transcript of Record to apply for their dream job.

2.1.2 Clearance Processing System for Students and Faculty (2021)

Bishal Napit, students and faculty can process clearances using the web and mobile-

based application created by their proponents; Clearance Processing System for Students and

Faculty. Determining whether staff and students have fulfilled the requirements of the school

requires clearance processing. Pen and paper processing clearance the old-fashioned way is

time-consuming, prone to mistakes, and difficult to validate signatures. Academic institutions

require a clearance processing procedure that is quick and ensures the uniformity and

integrity of the clearance.

According to the research conducted by the researcher Bishal Napit, using a web and

mobile-based application to process clearance can disregard the manual and old-fashioned

way of processing the clearance, aside from time-consuming it is also prone to mistakes and

validate signatures. In relation to our project Online Processing System for St. Francis Xavier

College with SMS Notification we want to lessen the time-consuming and old-fashioned way

of processing the clearance and also to ensure the validation of signature. Signature can be

forge if the process of clearance is pen and paper based.

2.1.3 Web- based Student Clearance System (2018)

Johaiver Y. , Dr. P. Ocampo College Inc. was established in the year of 1987 and has

50 plus teachers, 42 rooms, and six courses / department. The institution is still using manual
system from past to present so, the researchers wants to make the traditional signing of

clearance into a new one which is computerized system. If compared manual system into

computerized system, in manual system it is time consuming and the students are waiting for

their clearance to be signed by the faculty staff and sometimes the student cannot be

completely signed in by the faculty staff in one day because of the slow transaction.

Therefore, the student will go again in to another day while the computerized system, it will

provide a better and faster processing of every transaction.

According to the research conducted by the researcher Johaiver Y, an institution that

has many enrollees cannot cleared their clearances in a day. By using the computerized

processing of clearance, it can eliminate the slow transaction and can transact all the

transaction in just one day. In relation to our project Online Processing System for St. Francis

Xavier College with SMS Notification we relate to their studies about the slow processing of

clearance, we also wanted to computerized the process so that the students didn’t have to wait

for long hours just to get signed.

2.1.4 Development of Online Clearance System for an Educational Institution (2019)

Oluranti J., Sanjay M., et.al, it is mandatory for graduating students of an

educational institution to exit the system in an orderly manner. The students usually do this

through the mandatory clearance process. The manual process is time-consuming and

stressful as the students have to move from place to place to get their clearance document

endorsed. It has also been found to be vulnerable to fraud and other vices. The few automated

ones also exhibit some limitations in their functionalities such as non-user-friendly interface,

lack of adequate information to user, non-prioritization of processes and so on. This study

therefore proposes a system that overcomes the issues with manual processing while

improving on the identified automated ones. The study adopts a case study approach of a
complete manual system for a leading institution of learning in Southwest Nigeria, with a

view to evolving a working prototype.

According to the research conducted by the researcher Oluranti J and Sanjay M. et.al,

the study aims to create a digitalized processing of clearance while improving the issues of

the automation of the process. In relation to our project Online Processing System for St.

Francis Xavier College with SMS Notification we relate to their studies to improve the

automation deficiencies as much as we could to provide a reliable and less hassle processing

of clearance.

2.1.5 Information System (2022)

Williams, Catherine et.al, Information systems are complex sets of interconnected

information, data, and processes. They are used in all aspects of human life, business, and

industry. The information system definition in technology is a broad term that refers to any

information system or tool that helps with the collection and use of data. Information systems

can be used to provide assistance in an organization, or they can be used for personal gain.

Put simply, information systems are sets of technological methods and techniques used to

store, organize, manage, and retrieve information digitally. They take on many forms such as

computers, mobile devices, tablets, and software programs. In technology, information

systems are mainly used as a platform for information gathering and processing. They can be

hardware or software and use computer systems to perform tasks like data storage or data

analysis.

According to the research conducted by the researcher Williams and Catherine et.al,

the study is all about how information technology and human life is interconnected. In

relation to our project Online Processing System for St. Francis Xavier College with SMS

Notification we relate to their studies about how the technology controls the environment,
especially in schools, we digitalized the processing of clearance to show that the technology

era is evolving every day that it can affect human life by getting and storing information

using the different kinds of technology.

2.1.6. Design and Implementation of a Web Based SMS Notification Clearance System:

A Case Study of Federal Polytechnic, Ile-Oluji, Ondo State (2021).

Fakoya J., Tunde,  Olarewaju, V., Each year, tertiary institutions churn out

graduating students who are mandated to get cleared by different unit of the institutions

which is usually done using the manual process. The manual tends to be extremely time

consuming and difficult as students have to move from one building to another to know

where they have problem. It has also been found to be vulnerable to fraud and other vices.

The existing automated system available do not provide SMS-notification functionalities and

other services such as non-user-friendly interface, lack of adequate information to user, non-

prioritization of processes and so on. The study proposes a system that addresses the issues

with the existing manual processing while improving on the identified automated ones. The

study adopts a case study approach of a complete manual system for a leading tertiary

institution of learning in Southwest Nigeria, with a view to evolving a working prototype.

The new system will reduce the amount of time and efforts wasted on students’ clearance as

well as reduce cost incurred on paper by the institution. Another advantage is that students

can also initiate and monitor their clearance status from any location they are thereby

eliminating the need to travel or be physically present.

According to the research conducted by Fakoya J., Tunde,  Olarewaju, V., the manual

tends to be extremely time consuming and difficult as students have to move from one

building to another to know where they have problem. It has also been found to be vulnerable

to fraud and other vices. The existing automated system available do not provide SMS-
notification functionalities and other services such as non-user-friendly interface, lack of

adequate information to user, non-prioritization of processes and so on. In relation to our

project Online Clearance Processing System for St. Francis Xavier College with SMS

Notification, we embedded the SMS Notification function in our system so that like what the

researchers said, it is an advantage for the students because, they can monitor and initiate

anytime anywhere and thereby eliminating the need to travel or be physically present.

2.1.7 Data Processing System (2022),

Nikita Duggal., A data processing system is one that uses a computer program or

language to process raw data and transfer data into information by using a method known

as transaction processing. Data can be captured from many sources, including direct input of

data, punch card files, and external media such as disks, tapes and external drives. The

system also analyzes raw data, sorts data according to programming instructions through the

software or user intervention, and calculates and disseminates data in the form of a screen

inquiry or hard-copy report. Data in its raw form is not useful to any organization. Data

processing is the method of collecting raw data and translating it into usable information. It is

usually performed in a step-by-step process by a team of data scientists and data engineers in

an organization. The raw data is collected, filtered, sorted, processed, analyzed, stored, and

then presented in a readable format. Data processing is essential for organizations to create

better business strategies and increase their competitive edge. By converting the data into

readable formats like graphs, charts, and documents, employees throughout the organization

can understand and use the data.

According to the research conducted by the researcher Nikita Duggal., Data

processing is essential for organizations to create better business strategies and increase their
competitive edge. By converting the data into readable formats like graphs, charts, and

documents, employees throughout the organization can understand and use the data. In

relation to our project Online Clearance Processing System for St. Francis Xavier College

with SMS Notification, our system process raw data and will send notification to the students

about the status of their clearance.

2.2 Local Related Conceptual Literature

2.2.1 Online Clearance Management System (2021),

Ahmed M., Clearance is a status granted individuals, typically members of the

military, university graduates and employees of governments and their contractors,

allowing them access to classified information, i.e. state secrets. The term

“clearance” is also sometimes used in private organizations that have a formal process

to vet employees for access to sensitive information. Haramaya University higher educational

institution that consists of many manual and automated processes. Student Clearance (SC)

is a one of the manual system with the purpose of clearing the student from their material and

infrastructures usages. Since, the SCS is processed manually. The manual system has nine

main work flow divisions such as, Book store, Library, Faculty advisers, Faculty dean,

Sports, Student loan, Cafeteria, Dormitory and registrar. This works manual which is not

computerized so; we are going to develop a computerized system/the automated system

called Online Student Clearance Management System (OSCMS) for the university to solve

the manual problems.

According to the research conducted by the researcher Ahmed M, since the manual

processing is a hustle, we also the proponents of the system Online Clearance Processing
System for St. Francis Xavier College with SMS Notification, we also aim to digitalized the

processing of clearance for the better and convenient transaction of clearance processing.

2.2.2 Polytechnic College Web Based Student Clearance System (2022)

Daud, G., Maguid M., The clearance is a mechanism or process used to check

students' liabilities at several offices on campus before allowing them to graduate or enroll in

the next year. The college still uses a manual student clearance system, in which each student

must visit the designated offices listed on the clearance form to obtain signatures. The student

is allowed to enroll for the next semester if all the required signatures have been completed.

Due to its time, money, and energy requirements, the manual clearance system has been an

issue and a nuisance for many students at the end of each semester. The system will greatly

help the institution's stakeholders, such as students, teachers, and administration, in

addressing the problem; speeding up transactions efficiently and effectively; increasing

knowledge, and positively exposing the stakeholders to current advanced technology.

According to the research conducted by the researcher Daud G. and Maguid M., using

a digitalized mechanism to check the student’s liabilities and current status is way better than

the manual processing of clearance. The study will help all the head staff and faculty of the

school and also to the students. In relation to our project Online Processing System for St.

Francis Xavier College with SMS Notification we relate to their studies about gaining

knowledge while developing a project.

2.2.3 Student and Faculty Clearance System Database Design (2022)

Bishal N., The Student and Faculty Clearance project aims to make it as simple as

possible for students and faculty members to obtain the information necessary to complete

their clearance procedure. The project entails the development of a website and a mobile

application that provide up-to-date information on clearance requirements and procedures.

Additionally, the website and app contain a directory of campus resources that might assist

students and instructors.

According to the research conducted by the researcher Bishal N, his project aims to

make it as simple as possible for students and faculty members to obtain the information

necessary to complete their clearance procedure. In relation to our project Online Clearance

Processing System for St. Francis Xavier College with SMS Notification, our project aims to

create a user friendly that is enables to communicate to the students and staff of the functions

using a Pseudocode of the system.

2.2.4 MOBILE APPLICATION: FACULTY CLEARANCE PROCESSING AT

NORTH CENTRAL MINDANAO COLLEGE (2019).

Judielyn C., these days, technology has a big impact in the daily lives of the people

because through this, the people’s work would be easier, and faster. North Central

Mindanao College is using the manual system. Since the faculty have smartphones, the

study aims to establish electronic clearance process for faculty using mobile apps since

Aftab, L, and Samrin S. said that Android platform play a major role in the communications

field. This software allows the faculty to carry their devices independently, not clearance

form anymore. This proposed system is provided with paperless transaction that the faculty

will process their clearance without paper to bring and without going to the perspective

offices and the respective signatories all they have to do is to affix their signatories all they

have to do is affix their signature to their smartphones.

According to the research conducted by the researcher Judielyn C, since all of the

faculty and students using smart phones, it can also be used in affixing the signatures for the

online processing of clearance. In relation to our project Online Processing System for St.
Francis Xavier College with SMS Notification, we also wanted to utilize the use of smart

phones to create a transaction for the processing of clearance.

2.2.5 Online Clearance System for Graduating Students (2022)

James N., A clearance is a certificate giving permission to disengage from an

institution. Final year students who have satisfied the academic

requirements to graduate must undergo a clearance process before they

disengage from the University. The process of clearing involves the

Student’s academic department, Faculty, Bursary, Students Affairs,

Library, Hostel, Sport department, Health Centre and Registry (Exams

and Records). A student is allowed to collect his/her graduation

Certificate only after he/she has been cleared for something to be done.

Currently, the student’s clearance process is done manually in

Institutions. The aim of this project is to design and develop an online student’s

Clearance system using PHP and MySQL that will eliminate the delays

in the manual process and create a central repository for students to be

cleared. It will be implemented as a web-based application which will be

a central repository for clearing students. The main modules of clearance

system are Main Module, Clearance Registration, Cleared/ Not Cleared

and Administer. The user is created and managed by the Systems

Administrator using the Administer module.

According to the research conducted by the researcher James N., the study aims to

build a system that has repository for the data of the students enrolled to their school. In

relation to our project Online Processing System for St. Francis Xavier College with SMS

Notification we relate to their studies about to build a system using PHP programming
language, the system that we propose will be also used for storage of data of the students who

take the processing of clearance in SFXC.

2.2.6 DESIGN AND IMPLEMENTATION OF AN ONLINE STUDENT CLEARANCE

SYSTEM (2020)

Vincent D., Computer Software Online based clearance system is an internet base

research work that will help build an effective information management for schools. It is

aimed at developing a computer software system that replaces the manual method of

clearance for graduating students. The designed software will serve as a more reliable and

effective means of undertaking students clearance, remove all forms of delay, stress and also

enable the understanding of the procedures involved, as well as how to do online clearance.

This project work makes use of data collection from the university, materials and journals

from various authors and the software was developed to effectively achieve the aim of the

project. In this project, the implementation of the computer based system was carried out

using Basic Visual 2012 for all static and dynamic programming and Microsoft Access to

manage the database; in conclusion, this project work is likely going to meet some of the

objectives.

According to the research conducted by the researcher Vincent D, the study uses

Microsoft as database and Visual Basic too create a system. In relation to our project Online

Processing System for St. Francis Xavier College with SMS Notification, we use XAMPP

Mysql for the database of our system.

2.2.7 Online Faculty Clearance System using PHP (2021)

Kevin G., The main purpose of this study is to build a system that will provide a fast

and reliable solution for the processing of the faculty clearance. Hence, eliminating the

traditional or manual processing of Faculty clearance. This system will automate the
clearance of every Faculty member and the signing will simply follow. Faculty will be able to

view the clearance status and upload documents while the designee will approve the

completed documents or requirements that the faculty submitted. One important feature of

having an automated clearance is to avoid submitting the same information every year.

Those, eliminating additional time in processing a clearance.

According to the research conducted by the researcher Kevin G., the study aims to

build a fast and reliable processing of clearance for the staff using PHP programming

language. In relation to our project Online Processing System for St. Francis Xavier College

with SMS Notification we relate to their studies about to build a system using PHP

programming language, the system that we propose will use the PHP programming language

and HTML/CSS and Java Script to create also a fast and reliable processing of clearance for

the students in SFXC.

2.2.8 DESIGN AND IMPLEMENTATION OF ONLINE STUDENT CLEARANCE

SYSTEM USING DATA MINING TECHNIQUES (2018)

Naira G., Online clearance system is a web base system which makes use of the

internet. Nigerian Army Institute of Technology and Environmental Studies (NAITES)

current method of clearance is not internet base which increase the stress of student going

from school to school to sign the forms. The form given to student must be signed by the

following; Dean of all school, University Liberian, Head of department, Sport official, Dean

of student affair. As many universities have choosing to pursue the dynamic educational

options available online. The advantages of e-learning are many. As people of all ages and

backgrounds become increasingly reliant on the internet for information, online learning

becomes more convenient and efficient here the need for an online clearance system. The

skills needed to access and comprehend information online are becoming commonplace, and
the flexibility of wireless computing means that any coffee shop, airport or bedroom can

become a classroom. Online courses, registrations, clearance have few, if any scheduling

restrictions, well-integrated learning resources and competitive degree options, with an online

clearance system.

According to the research conducted by the researcher Naira G, many people

nowadays are relying on technologies. Using internet to process the clearance is easy and

convenient. In relation to our project Online Processing System for St. Francis Xavier

College with SMS Notification we relate to their studies about how technology works

nowadays. By accessing through the internet, the process of clearance is convenient as well

as, as long as you have internet connection, you can request anytime anywhere for the

transaction of clearance.

CHAPTER 3

DESIGN AND METHODOLOGY

This chapter presents the design and methodology bearing the present study. Requirements

analysis, Requirement Documentation, Results and Discussion, Design of Software, System,

Product and/ or Processes, Software Development Life Cycle (SDLC) and Prototype.

Requirement Analysis
 Figure 1. Context Diagram

The above figure displays the flow of information between the user and the system.

The admin can manage the users and the system will display the reports; the admin an

evaluate the users and the system will display the records. The student can request a clearance

and the system will display a printable clearance. The staff can evaluate and approved student

request and the system will display the student’s record.

Use Case Diagram

 Figure 2. Use Case Diagram

The above figure displays that, the student can login to the system, can request

clearance to the system, can receive SMS notification from the system, can print the

clearance form from the system and logout. The staff can login to the system, can approved

the request of the student, can evaluate the student clearance, and logout. The admin can

login to the system, can review the staff and the student data and logout.

ENTITY RELATIONSHIP DIAGRAM

 FIGURE 3. ENTITY RELATIONSHIP DIAGRAM

The diagram above shows the relationship of every entity in the database.

Requirement documentation

TASK Date Started Estimated Date Duration

Finished Days
A Project Plan August 12, 2022 August 26, 2022 10 days
B Research Making August 29, 2022 September 16, 2022 15 days

C Design and Analyze the system August 29, 2022 September 16, 2022 15 days

D Coding October 3, 2022 December 9, 2022 46 days

E Testing October 3, 2022 December 9, 2022 46 days

F Debugging October 3, 2022 December 9, 2022 46 days

G System Finalizing December 12, 2022 December 30, 2022 14 days

H Implementation & Maintenance TBF TBF TBF

PROJECT SCHEDULE

Figure 4. Project Schedule

The figure shows the Project Schedule of the system.

 TABULAR FORM

Admin Staff Student

Using the CRUD function(CREATE, READ, Using the RU function( READ, Using the R function( READ)the
DELETE, UPDATE)the admin can: UPDATE)the staff can: student can:
Manage Course Information. It can View the list of students Send request for clearance
create and update the information of the who requested the processing.
courses. clearance.
Manage Department Information. It can Review and process student View and Process clearance
create and update the information of the clearance request
departments.
Manage Student Information. It can Review the uploaded files Manage Profile
create and updates the information of of the student
the students.
Manage Staff Information. It can create
and updates the information of the
faculty
Figure 5. Tabular Form

The figure shows the tabular form; it displays the interactions of the user to the

system. It represents in a descriptive way on how and what each user can do to the system.

Results and Discussion

ADMIN

The picture above shows the login of the admin side. The admin will input their username

and password to go to their dashboard.

The picture above is the dashboard of the admin side. The dashboard will display the number

of students enrolled, the number of pending request, and the number of approved or cleared

request.

In the Request section, it will display who are those students that request the clearance. It will

display the basic information such as the student’s full name, course and semester.
In the Cleared section, it displays the number of students that were cleared in their clearances.

In the Faculty section, it displays the faculty’s full name, contact number and its position.
In the User section, it displays the user’s full name, contact number and its access right. Since

it is the admin side, the admin can perform the CRUD; Create, Read, Update, and Delete

action.
In the Student section, it displays the student’s basic information such as; ID Number as their

username, full name, gender, course, year level, and phone number. Since it is the admin side,

the admin can perform the CRUD; Create, Read, Update, and Delete action.

In the Report section, it displays the status of the requested clearance with respected student’s

information with an up-to-date date.

STAFF
The picture above shows the login of the staff side. The staff will input their username and
password to go to their dashboard

The picture above is the dashboard of the staff side. The dashboard will display the number

of students enrolled, the number of pending request, and the number of approved or cleared

request.
The Request section displays the basic information of the student who requested the
clearance and the action, which is the approved and the rejected action.

The Approved section displays how many and who are those clearances were approved.
The Change Pass section, allows the user to change the default password given by the admin.\

STUDENT

The picture above shows the login of the student side. The student will input their username
and password to go to their dashboard
The Request section displays the students who requested the clearance, and their status in
every department.

In the Cleared section, it displays the students who were cleared in their clearance and shows
the downloadable documents for the user or the student who requested.
In the Faculty section, it displays the basic information of the faculties and their designated
position. It allows the student to know who will they approach if their request is rejected.

The Change Pass section, allows the user to change the default password given by the admin.

Design of Software, System, Product and/ or Processes

OPERATIONAL FLOWCHART
 Figure 1. Operational Flowchart (Admin)

The figure shows the operational process of the system. After logging in, if the

username and password matches it will automatically display the User Interface of the admin

and it can manage the data from the students and the staff. After the task is done the process

will end through logging out to the system.

 Figure 2. Operational Flowchart (Staff)

The figure shows the operational process of the system. After logging in, if the

username and password matches it will automatically display the User Interface of the staff

and it can evaluate the clearance requested by the student and approved it. After the task is

done the process will end through logging out to the system.
 Figure 3. Operational Flowchart (Student)

The figure shows the operational process of the system. After logging in, if the

username and password matches it will automatically display the User Interface of the

student and it can request the clearance and wait for feedback and then print after clearing the

clearance. After the task is done the process will end through logging out to the system.

Software Development Life Cycle (SDLC)

AGILE DEVELOPMENT

Figure 1. Agile Development

 Agile development is an iterative method or process of the system. The iteration of

the process consists of 2-3 months. The iteration of the process can be done within a short

period of time, since the proponents proposed system has a short time-frame we used agile

development to develop the system. The agile development since it is easy to implement and

understand the process of the method.

The Iterative Waterfall Model provides feedback paths from every phase to its

preceding phases. When errors are detected at some later phase, these feedback paths allow

correcting errors committed by programmers during some phase. The feedback paths allow

the phase to be reworked in which errors are committed and these changes are reflected in the

later phases. The proponents use this model to integrate the Agile Development Method to

develop the proposed system which is the Online Clearance Processing for St. Francis Xavier

College with SMS Notification.

Prototype
 Figure 8. ADMIN UI

The Admin UI will display the dashboard, that consists of 4 (four) buttons which are: the

number of enrolled students, the number of requested clearance, the number of cleared

clearance of students and the reports. The number of enrolled students will display how many

enrollees that the school have this school year, the number of requests displays how many

students request for the clearance, the number of cleared will display how many students are

cleared and the number of reports displays how many students ask approval for that certain

staff, e.g. the dean’s approval.

 Figure 8. STAFF UI

The Staff UI will display the dashboard, that consists of 7 (seven) rows which will display the

information of the student who requested the clearance transaction and approved the

requested clearance of the student. It will also display how many students requested for the

staff’s approval.
 Figure 8. STUDENT UI

The student UI will display the information of the student and the status of the clearance. The

download button will only be functional once the clearance request is cleared.

CHAPTER 4

Conclusion and Recommendation

This chapter represents the conclusion and recommendation of the project.

Conclusion
The Online Clearance Processing System for St. Francis Xavier College with SMS

Notification is a system that is proposed by the proponents to digitalized the manual

processing of clearance. This project contains all the related literature; the foreign and the

local literature. The diagrams that represent the flow and the heart of the system which is the

Entity Relationship Diagram, and the interface of the system.

Recommendation

The proponents of the system recommend the project to the future capstone/thesis

project of the upcoming 4th year students. The system has a lot of rooms for improvements

and therefore, the proponents propose to recommend this to the upcoming 4 th for their

references of their future project/system.

References:

https://www.researchgate.net/publication/

349117857_Custom_Clearance_Processing_Time_Analysis_and_Factors_Affecting_Clearan

ce_Time_for_Goods_in_Birgunj_Nepal

https://www.inettutor.com/source-code/clearance-processing-system/
https://prezi.com/p/ih1hgynyymsp/web-based-student-clearance-system/

https://link.springer.com/chapter/10.1007/978-3-030-32475-9_24

https://emeritus.org/in/learn/information-system/

https://www.researchgate.net/publication/

357873562_Secured_Cotabato_City_State_Polytechnic_College_Web-

Based_Student_Clearance_System

https://www.inettutor.com/diagrams/student-and-faculty-clearance-system-database-design/

https://www.researchgate.net/publication/

358880863_Design_and_Implementation_of_a_Web-Based_Sms-

Notification_Clearance_System_A_Case_Study_of_Federal_Polytechnic_Ile_-

Oluji_Ondo_State

https://www.simplilearn.com/what-is-data-processing-article

https://www.researchgate.net/publication/357323069_Online_clearance_management_system

https://www.studocu.com/ph/document/university-of-science-and-technology-of-southern-

philippines/information-technology/cualbar-chapter-i-to-iii/7083273\

Curriculum Vitae