SIASIS - Extended Data: Synthetic Dataset and System Documentation

Attendance Control System Analysis Report Authors: Chavez Saldaña Juan Manuel Guevara Ramos Jesus Ernesto Mg. Alex Abelardo Pacheco Pumaleque Imperial, Cañete, March 2025 Table of Contents 1. Introduction 4 2. General Description of the System 5 2.1 System Context 5 2.2. Identification of the Problem or Need 5 2.3. Description of the Reality 6 3. Identification of the Processes Analyzed 8 3.1. Processes Analyzed 8 3.2. Objective of the Processes 8 3.3. Importance of Processes within the Institution 9 3.4. Participants or Actors Involved in the Processes 10 3.6. Areas or Departments Responsible for the Process 11 3.7. Technologies or Tools Used in the Process 11 3.8. Table of Activities and Tasks 11 4. System Objectives 13 4.1. General Objective 13 4.2. Specific Objectives 13 5. Analysis Methodology 14 5.1. Information Collection Techniques 14 5.2. Tools Used 14 6. System Requirements 15 6.1. Functional Requirements 15 6.1.1. Authentication and User Roles 15 6.1.2. User Profile Management 16 6.1.3. User Management (CRUD for Managers) 17 6.1.4. Student Management (CRUD for Managers) 17 6.1.5. Event Day Management (CRUD for Managers) 18 6.1.6. Communication Management (CRUD for Managers) 18 6.1.7. Section Management (Classrooms) 19 6.1.8. Mass Data Import 20 6.1.9. System Initialization at the Start of the Academic Year 20 6.1.10. Academic Year Configuration and System Functions 21 6.1.12. Attendance Management 21 6.1.13. Attendance Reports 23 6.1.14. Attendance Rankings 25 6.1.15. Attendance Display 26 7.1.16. Email Notifications 28 6.1.17. Data Storage and Backup 30 6.1.18. Interface Customization 32 6.1.19. Security and Confirmations 32 6.1.20. Legends and Visual Aids 32 6.1.21. Predictions with Machine Learning 32 6.2. Non-Functional Requirements 33 6.2.1. Usability and Interface Design 33 6.2.2. Performance and Scalability 33 6.2.3. Availability and Reliability 34 6.2.4. Security 34 6.2.5. Compatibility and Responsiveness 35 6.2.6. Maintainability and Documentation 35 6.2.7. Efficiency and Optimization 35 6.2.8. Data Backup and Recovery 35 6.2.9. Testing and Quality 36 6.2.10. Additional Requirements for the Attendance System 36 7. Data Analysis 36 7.1. Data Requirements 36 7.2. Data Flow 41 7.2.1 Level 0: Context Diagram 41 7.2.2 Level 1: First Explosion 42 Recommendations 43 Conclusions 46 References 49 Appendices 50 Questions asked for Requirements Gathering and their answers 50 Secondary school attendance form 58 1. Introduction The purpose of this document is to provide a comprehensive analysis of the attendance control system in the educational institution, addressing everything from the description of the current context and the identification of problems to the proposal of optimized solutions. Through a thorough review of the theoretical foundations and current processes, this report seeks to establish a solid framework for understanding the activities, participants, and technologies involved. In addition, the objectives of the new system are defined and both functional and nonfunctional requirements are detailed, ensuring that the development of the system effectively responds to the needs of authentication, management, security, and usability. Finally, an analysis of data and its flow is presented. The system is limited to monitoring and recording student attendance at the educational institution 20935 Asunción 8 de Imperial, in order to reduce the workload of teaching and administrative staff. Likewise, the system will be implemented so that it can generate intuitive reports, effectively manage the location of each student within the institution, showing their grade, section, percentage of absences, relationship with parent data, among other aspects that improve the interrelation of data and its control in relation to monitoring their attendance at the institution. This report is intended for those responsible for educational management (administrators) within the institution 20935 Asunción 8 de Imperial, as well as the commission that governs the RSU projects of the National University of Cañete (UNDC). It is also relevant for software designers and developers who will be responsible for designing and developing the proposed technological solution. 2. General Description of the System 2.1 System Context ●Name of the Educational Institution: "School 20935 - Imperial Asunción Ocho" ●Type of Institution: Public. ●Location: Imperial, Cañete, Peru. ●Brief History or Context: Public secondary educational institution that educates students in the town of Imperial Asunción Ocho, Imperial district, Cañete province. ●Mission and Vision of the Institution: The mission of the institution is to educate wellrounded students, promoting values, knowledge, and skills to become responsible and committed citizens. Its vision is to be an educational institution recognized for its excellence and commitment to educating individuals of integrity and responsibility. ●Description of the School Community: School 20935 - Imperial Asunción Ocho, with 650 students (153 in preschool, 267 in elementary school, and 230 in middle school), has 28 teachers (2 in preschool, 14 in elementary school, and 12 in middle school). It is a directly managed, co-educational public institution with a continuous morning shift, promoted by the Education Sector and under the jurisdiction of UGEL Cañete 08. 2.2. Identification of the Problem or Need At School 20935, the attendance recording process faces several significant challenges that require attention. The inaccuracy of attendance records due to current manual methods is a problem that facilitates errors and hinders quick and easy verification. In addition, the lack of centralized information disperses attendance data, complicating access for administrators and guardians and preventing effective monitoring of attendance and the identification of problematic patterns. Poor communication with parents is another critical issue, as they do not have immediate access to their children's attendance information, which limits their ability to intervene in a timely manner. Furthermore, there are no clear and efficient processes for monitoring recurring tardiness and absences, which negatively impacts academic performance and discipline. Given these problems, there is a need to implement a virtual attendance system that centralizes information, improves the accuracy and efficiency of record keeping, allows for effective monitoring of tardiness, and facilitates realtime access for parents, teachers, and administrators. 2.3. Description of the Reality In Primary, students are welcomed each morning by two teachers assigned to their grade (1st, 2nd, 3rd, 4th, 5th, or 6th), who rotate weekly, along with some parents from the same grade. Students go to their classrooms unless it is Monday, when there is a general assembly. The teacher takes attendance in the classroom and records it in a format similar to that used in secondary school, without the use of attendance books. Figure 1: Graph showing the reality of attendance recording in primary school In secondary school, students are greeted by the assistant at the door and leave their attendance notebooks on a table. They then go to their classrooms unless it is Monday and there is an assembly. The assistant gives the attendance folders to the monitor in each classroom to take attendance, which only records attendance or absence, without considering tardiness. The assistant then stamps the notebooks and returns them. If a student arrives after the notebooks have been returned, they are simply marked as present, which is a problem in terms of monitoring punctuality. Figure 2: Graph showing the reality of attendance records at the secondary level. 3. Identification of the Processes Analyzed 3.1. Processes Analyzed At School 20935 - Imperial Asunción Ocho, manual attendance recording is carried out differently at the primary and secondary levels, presenting several challenges that affect the accuracy and consistency of student attendance monitoring. Figure 3: School Business Use Cases Monitoring student attendance in the classroom is a task that teachers perform on a daily basis. This allows for individual monitoring of each student's circumstances and facilitates the planning of daily activities. For this monitoring, it is essential to use a written list of student names. [1] 3.2. Objective of the Processes The main objective of the attendance monitoring process at School 20935 - Imperial Asunción 8 for both levels is to accurately and efficiently monitor student attendance, absences, and tardiness. Students are required to attend at least eighty percent (80%) of the in-person academic activities included in the curriculum of the different majors or programs. [2] 3.3. Importance of Processes within the Institution The attendance monitoring process for both primary and secondary school at School 20935 - Imperial Asunción Ocho is essential not only to maintain punctuality and discipline, but also to ensure the well-being, safety, and academic performance of students. Student attendance monitoring refers to the presence and participation of students in the educational center and in the activities, workshops, or seminars that are held. This record is managed and monitored by teachers. [3] On the other hand, the National Education Law (Law 26,206) establishes the compulsory nature of education and, therefore, the importance of attendance records as a tool to ensure compliance with this right. ●Article 126: Establishes that educational authorities must keep a systematic record of student attendance, ensuring its mandatory nature. This law emphasizes the importance of attendance monitoring, although it does not explicitly mention the format. The common practice is to maintain a physical record as tangible evidence of compliance with this regulation. 6.1.2. User Profile Management ●RF5: The system must allow all users to have profile photos, and it must also be possible for students to have a photo that identifies them in the system. ●RF6: The system must have pre-registered accounts for the role of Manager with pre-registered data: ○Username ○Password ○Email (The rest of the data must be registered later by the Manager themselves) There will only be two accounts of this type, one for the Principal and one for the Assistant Principal. Assistant Principal. No more than these two accounts may be registered through the system. ●RF7: The system must allow any user of the system to view their data and edit data that is editable. ●RF8: The system must allow those responsible to view a list of the students related to them with their personal data. ●RF9: The system must allow Responsible Users to modify editable data: ○Photo of the Students related to them. ●RF10: The system must allow Guardians (Parents/Legal Guardians) to see the cell phone numbers of the Tutors (Secondary) or Teachers (Primary) of the Students related to them and vice versa, Tutors or Teachers should be able to see the information of the Guardians of each of their students in their care. 6.1.3. User Management (CRUD for Administrators) ●RF11: The system must generate usernames and passwords based on their personal data (first names, last names, and ID numbers) when they register. ●RF12: The system must allow administrators to add new users of any other role. ●RF13: The system must allow Administrators to search for and view details of users of any other role. ●RF14: The system must allow managers to modify user information for any other role. ●RF15: The system must allow managers to delete users from any other role. 6.1.4. Student Management (CRUD for Administrators) ●RF16: The system must allow Administrators to register new Students. ●RF17: The system must allow administrators to search for and view student details. ●RF18: The system must allow administrators to modify student information. ●RF19: The system must allow Administrators to delete Student records. 6.1.5. Event Day Management (CRUD for Administrators) ●RF20: The system must allow administrators to register event days (holidays, celebrations, etc.) using a form and CSV. New events to be registered must belong to a date later than the current date and be within the academic year range. ●RF21: The system must allow managers to search for event dates using date range filters (from and to) and the name of the event, and display the results in a table in order from the earliest to the latest dates with the following data: ➢ Event ID ➢ Event Name ➢ Date ➢ Status: ○Pending: When the event is about to occur soon. ○Active: Used when the event date has arrived. ○Past: This status would be used after the event has ended, simply to reflect that the date has already passed in the current year. ●RF22: The system must allow managers to modify information for event days that have not yet passed (Pending). ●RF23: The system must allow managers to delete event days that have not yet passed (Pending). 6.1.6. Communication Management (CRUD for Managers) ❖ RF24: The system must allow managers to register new announcements. ●RF25: The system must allow managers to search for and view details of announcements using the date range (From and To) and Announcement Title filters and display the results in a table in order from the earliest to the latest dates, taking into account the start dates, with the following data: ➢ Announcement ID ➢ Title ➢ Start Date ➢ End Date ➢ Status: ■Pending: The scheduled date has not yet been reached. ■Active: Being displayed to all users of the system. ■Completed: The announcement has finished displaying within the scheduled date range. ●RF26: The system must allow managers to modify the information in announcements, but only if they are in Pending status. If they are in any other status, they should not be modifiable. ●RF27: The system must allow managers to delete communications in any status except Completed. (Records of that communication must remain if it was completed). 6.1.7. Section Management (Classrooms) ●RF28: The system must allow users with the role of Administrator to add and delete sections (Classrooms) in any grade of primary school (1, 2, 3, 4, 5, 6) or secondary school (1, 2, 3, 4, 5). 6.1.8. Mass Data Import ●RF29: The system must have the ability to automatically process and record data from CSV files for the following types of records: Students, Primary School Teachers, Secondary School Tutors, Guardians (Parents or Legal Guardians), and Events. 6.1.9. System Initialization at the Beginning of the Academic Year ●RF30: The system must allow administrators to start the system in the first months of each year, to start again, following this task flow: ○Define the start and end dates of the school year. ○Set the date range for mid-year vacations. ○Record the dates of special events. ○Register the sections or classrooms. ○Register guardians (parents or legal guardians). ○Register students. ○Register teachers. ○Register one or more assistants using the form. ○Register tutors. ○Define the range of hours for activating and deactivating certain system functions, such as: ■Take attendance at the primary level ■Taking attendance at the secondary level 6.1.10. Academic Year Configuration and System Functions ●RF31 The system must allow users with the role of Administrator to modify the start and end dates of the academic year before the start date has been reached. ●RF32: The system must allow users with the role of Administrator to modify the start and end dates of mid-year vacations before the start date of mid-year vacations has been reached. ●RF33: The system must allow users with the role of Manager to modify the activation and deactivation times of certain system functions, such as: ○Taking attendance at the primary level ○Taking attendance at the secondary level Provided that it is not within the range of hours already defined. 6.1.12. Attendance management ●RF34: The system must allow the following attendance statuses: ○A: Attended on time ○T: Late ○F: Absent ○-: Did not attend from the start of classes, but is enrolled ○S: Suspended ○!: Attendance was not recorded in the system that day ○E: Event (Holiday, Celebration, etc.) ●RF35: The system must allow users with the role of Administrator to place a Student in Inactive status (so that their attendance is recorded as " - : Did not attend since the start of classes, but is enrolled"). ●RF36: The system must allow users with the role of Administrator to manage Student Suspensions so that when a student is suspended, the system places an "S" in the attendance records and also so that it is not considered an absence. Or so that it no longer appears in the attendance records. ●RF37: The system must allow users with the corresponding roles (Primary School Teacher for Primary School and Assistant for Secondary School) to take daily attendance for primary and secondary school on school days. ●RF38: The system must require users with the corresponding roles (Primary School Teacher for Primary School and Assistant for Secondary School) to take attendance within the defined range of hours. ●RF39: The system must allow users with the role of Primary School Teacher to modify the attendance of any student in their classroom and Teaching Assistant to modify the attendance of any secondary school student within the defined attendance range. ●RF40: When recording tardiness or absences, the system must allow notes, justifications, and photos of justifications (optional) to be added. ●RF41: The system must link the attendance taken to the account of the Assistant who performed the operation. ●RF42: The system must allow attendance to be recorded manually and via voice commands for the corresponding roles (Primary School Teacher for Primary School and Assistant for Secondary School). ●RF43: The system must be able to generate quick attendance forms by month and by classroom in PDF format for printing, so that those responsible for taking attendance at the secondary level (assistants) can quickly mark attendance there (at the door) and then register it in the system at a later time. (Form design pending). ●RF44: The system must display a timer for those responsible for taking attendance (primary school teachers for primary school and assistants for secondary school). Perhaps also for administrators, but in smaller text. ●RF45: Once the school year has ended, a message should appear in the system for all users stating that the school year has ended, instead of the usual timer. ●RF46: The system should require teachers (primary school) to take attendance in such a way that they cannot perform any other function in the system until they have finished. ●RF47: The system should require secondary school assistants to take attendance in such a way that they cannot perform any other function in the system until they have finished. 6.1.13. Attendance Reports ●RF48: The system must allow users with the role of Administrator to generate daily attendance reports: ○Report in graph format showing the number of attendances (punctualities) for the last 30, 15, and 7 days of classes, including today, | By educational level | By grade | By classroom (sections) (Select the type of graph to be used, e.g., bar chart, etc.). ○Graphical report showing the number of tardies for the last 30, 15, and 7 days of classes, including today, | By educational level | By grade | By Classrooms (Sections) (The type of graph to be used must be selected, e.g., bars, etc.). ○Graphical report showing the number of absences for the last 30, 15, and 7 days of classes, including today. By educational level | By grade | By classroom (sections) (The type of graph to be used must be selected, e.g., bar chart, etc.). The time at which each graph is enabled must be defined. Keep in mind that it should also be possible to obtain daily reports for previous days. ●RF49: The system must allow users with the role of Administrator to generate monthly attendance reports: ○Report in graph form showing the number of punctual attendances in recent months, excluding the current month until it ends. | By educational level | By grade | By classroom (sections) (The type of graph to be used must be selected, e.g., bars, etc.) ○Graphical report showing the number of late arrivals in recent months, excluding the current month until it ends. | By educational level | By grade | By classroom (sections) (The type of graph to be used must be selected, e.g., bars, etc.) ○Graphical report showing the number of absences in recent months, excluding the current month until it ends. | By educational level | By grade | By Classrooms (Sections) (The type of graph to be used must be selected, e.g., bars, etc.) It remains to be defined when each graph will be enabled. Keep in mind that it should also be possible to obtain monthly reports for previous months. ●RF50: The system must allow users with the role of Manager to download the attendance reports generated in PDF, CSV, or Excel (xlsx) format. 6.1.14. Attendance Rankings ●RF51: The system must allow users with the role of Manager to query rankings related to student attendance in a section called "Rankings," such as: ○The 5 Students with the Most Punctual Attendance for the Month By Grade | By Classroom (This would not be available if at least the first month has not been completed or if classes start at the end of March; April should still be completed). ○The 5 students with the most tardies for the month By Grade | By Classroom (This would not be available if at least the first month has not been completed or if classes start at the end of March or April, it should still be completed) ○The 5 students with the most absences for the month By Grade | By Classroom (This would not be available if at least the first month has not been completed or if classes start at the end of March or April, it should still be completed) ○The Classroom with the Most Attendance by Educational Level | By Grade (This would not be available if at least the first month has not been completed or if classes ●RF76: The system must allow users with the role of Manager to return to the last previous state of the databases (Backups) using a hidden "System Healing" feature that will be related to their emails. 6.1.18. Interface Customization ●RF77: The system must allow users with the role of Manager to change the color of the interface for all users. 6.1.19. Security and Confirmations ●RF78: The system should prompt for confirmations before performing important actions. 6.1.20. Captions and Visual Aids ●RF79: The system should display captions in certain cases to improve understanding of the information presented. 6.1.21. Predictions with Machine Learning ●RF80: The system must allow administrators to predict the tardiness or absences of a particular student. ●RF81: The system must allow managers to predict a certain student's attendance in conjunction with weather data obtained from a free weather prediction service API. 6.2. Non-Functional Requirements 6.2.1. Usability and Interface Design ●RNF1: The system must have an intuitive and easy-to-use user interface. ●RNF2: The system must feature the school colors and logo for better visualization. ●RNF3: The user interface must be efficient for all roles, requiring no more than 3 hours of training for a new user to become familiar with all the functions relevant to their role. ●RNF4: The system must have adequate control for pages not found (404). ●RNF5: The system should display clear and useful error messages to guide the user in case of problems. 6.2.2. Performance and Scalability ●RNF6: The system must be able to handle a minimum of 60 simultaneous users without experiencing crashes, crashes, or significant performance degradation. ●RNF7: The system must maintain a response time of less than 3 seconds even during peak hours of use (e.g., at the start of the school day when attendance is recorded). ●RNF8: The generation of complex reports (such as annual reports) must not take more than 30 seconds, even for large data sets. ●RNF9: The system must be scalable to support growth in the number of users and data without the need for redesign. ●RNF10: The system must implement batch loading techniques to minimize unnecessary requests to the server and optimize user bandwidth usage. 6.2.3. Availability and Reliability ●RNF11: The system must be available almost all day. (Define the times of day when there will be the most and least users.) ●RNF12: The system must have recovery and fault tolerance mechanisms to ensure service continuity in the event of errors. ●RNF13: The system must provide limited offline capabilities, allowing attendance to be recorded even when there is no internet connection, with automatic synchronization once the connection is restored. 6.2.4. Security ●RNF14: The system must implement a user registration process that ensures the secure storage of passwords through the use of cryptographic hashing techniques. The process must include the generation of a unique salt for each user and the use of the PBKDF2 algorithm for password hashing. ●RNF15: The system must implement security measures to protect personal and attendance data. ●RNF16: The system must not allow SQL injections within the system. ●RNF17: User sessions must automatically expire after 30 minutes of inactivity to prevent unauthorized access. ●RNF18: The system must not allow users to log in if they have already made three failed login attempts for the most important roles (1 hour). ●RNF19: The system must implement robust data validation on the client and server side to prevent the entry of incorrect or inconsistent data. 6.2.5. Compatibility and Responsiveness ●RNF20: The system must be compatible with major web browsers, including Chrome, Edge, Firefox, and Safari, ensuring a consistent user experience and full functionality across all of them. ●RNF21: The system must function smoothly on devices with different screen resolutions and sizes. (responsive) ●RNF22: In addition to being responsive, the system must offer an optimized user experience for mobile devices, facilitating attendance registration from smartphones and tablets. 6.2.6. Maintainability and Documentation ●RNF23: The system code must be modular and well documented to facilitate maintenance and future updates. ●RNF24: The system must be programmed using consistent programming nomenclature (e.g., Camel Case). ●RNF25: The system must include complete and clear documentation for users and administrators. 6.2.7. Efficiency and Optimization ●RNF26: The system must be efficient in its use of resources, minimizing CPU, memory, and bandwidth consumption. 6.2.8. Data Backup and Recovery ●RNF27: The system must allow automatic backups of databases every 24 hours. ●RNF28: The system must allow administrators to quickly and easily restore data from backups. 6.2.9. Testing and Quality ●RNF29: The system will undergo quality and usability testing prior to each release. ●RNF30: Load and stress tests must be performed to ensure that the system can handle peaks in usage, especially during attendance registration periods. 6.2.10. Additional Requirements for the Attendance System ●RNF31: The system must be able to process and record the attendance of all students at the institution in less than 10 minutes. ●RNF32: The interface for attendance recording must be optimized to allow for rapid data entry, enabling the attendance of an entire classroom to be recorded in less than 2 minutes. ●RNF33: Daily attendance reports must be generated and made available to administrators within 5 minutes of the close of the attendance recording period. ●RNF34: The system must include measures to prevent and detect tampering with attendance records, including detailed audit logs of all data modifications. 7. Data Analysis 7.1. Data Requirements ●Management ○Photo (Optional) ○ID ○First Names ○Last names ○Cell phone number (optional) ○Email ●Classrooms ○Grade ○Section ○Educational Level ●Student ○Photo (Optional) ○ID ○First Name ○Last names ○Educational Level ○Grade ○Section ●Guardians (Parents/Legal Guardians) ○Photo (Optional) ○ID ○First Names ○Last names ○Email (Optional) ○Cell phone number ●Teachers (Primary) ○Photo (optional) ○ID ○First names ○Last names ○Cell Phone Number ○Email (Optional) ○Grade ○Section ●Assistants ○Photo (Optional) ○ID ○First names ○Last names ○Cell Phone Number (Optional) ○Email (Optional) ●Guardians (Secondary) ○Photo (Optional) ○National ID ○First names ○Last names ○Cell phone number ○Email ○Grade ○Section ●Attendance ○Student ID ○Status ○Month ○Day of the month ●Justifications (8th-10th grade) (8th-4th grade) ○Note from the attendance officer (optional) ○Justification in case of tardiness or absence (Optional) ○Attached photo of justification (optional) ○Related attendance ●Communications ○Title of the Communication ○Content of the announcement ○Attached image for the announcement (Optional) ○Announcement start date ○Press release end date ●Event ○Event name, e.g., Father's Day. ○Event date ●School Calendar ○Start date of the school year ○End date of the school year ○Mid-year vacation start date ○Mid-year vacation end date ●ScheduleAttendance ○Start time for primary school attendance ○End time for primary school attendance ○Start time for secondary school attendance ○End time for secondary school attendance check ○Maximum number of tardies to alert administrators. ○Maximum number of absences to alert administrators. ○Administrators will receive emails when: ■A student reaches the maximum number of tardies? ■A student reaches the maximum number of absences? ■An attendance officer (primary school teacher for primary school and assistant for secondary school) does not take attendance? (If they do not log into the system and do not take attendance for anyone) ○Will tutors receive emails when one of the students in their classes exceeds the maximum number of tardies or absences? ○Will the system take excused tardiness into account or ignore it? ○Will the system take into account excused absences or ignore them? 7.2. Data Flow 7.2.1 Level 0: Context Diagram Figure 5: Data Flow Diagram | Level 0 vital for maintaining punctuality and discipline within the school environment, but also complies with the requirements established by the National Education Law, which mandates systematic attendance records as a guarantee of the right to education. References [1] Anzules Reyna, M.C., & Santander Alcivar, L.E., (2015). Web module for monitoring student attendance at the Manuel Félix López Higher Polytechnic Agricultural School of Manabí. (Bachelor's thesis). http://repositorio.espam.edu.ec/handle/42000/63 [2] National University of Loja. (2009). Academic regulations. (Online). EC. Accessed January 12, 2017. PDF format. Available at https://unl.edu.ec/sites/default/files/contenido/transparencia/reglamentoacademicounl.pdf [3] Solórzano Bermeo, V,M, (2017). Proposal for improvement of student attendance registration and course load assignment processes at the Manabí Higher Polytechnic School of Agriculture. (Bachelor's thesis). http://repositorio.espam.edu.ec/handle/42000/688 Appendices Questions asked for the Requirements Survey and their answers General Information 1. Approximately how many students are there in the institution? By educational level (primary, secondary, early childhood, if applicable). 2. Approximately how many teachers are there in the institution? By educational level (primary, secondary, early childhood, if applicable). 3. What are the start and end times for the different educational levels? Access and Users 4. Who will be able to log into the system? Just you and the teachers, or parents and their children as well? 5. What credentials will you (principal), teachers, parents, and students need to enter the system to access the attendance system? 6. What level of access should the different users of the system have? (e.g., principal, teachers, administrators, parents) 7. Does the system need to allow remote access so that teachers can record attendance from anywhere? Attendance Recording and Editing 8. Does each teacher have their own attendance list, or is attendance only taken when entering the institution? 9. Once attendance is recorded, can it be edited? If so, who can make these edits? Only the principal, or teachers as well? 10. How are attendance and tardiness currently recorded? Is there a system in use that the new system should replace or integrate with? 11. Do you want attendance to be taken only during certain hours of the day? For example, does the system only allow attendance to be taken from 8 to 9 a.m., and not after that? 12. What is the reality of the attendance monitoring process at the school, step by step? In elementary school, when students arrive, they are greeted by two teachers assigned to a certain grade (1, 2, 3, 4, 5, or 6) (the two teachers change every week) and additionally Some parents of students in the grade of the teachers chosen to receive the students, the student goes to their classroom if it is not Monday and there is assembly, and then the teacher takes attendance in the classroom and records it in a format similar to that of secondary school. (In primary school there are no attendance registers). In secondary school, the student arrives, the assistant receives them at the door, the student leaves the attendance notebook on a table, and then goes to their classroom if it is not Monday and there is no assembly. The assistant then gives the attendance folders to the monitor in each classroom to take attendance (this attendance is apparently limited and only marking "present" or "absent," meaning there is no tardiness in the classroom). After a moment, the assistant stamps the notebooks and returns them. In the event that a student arrives After the notebooks are returned, attendance is simply recorded, which is a problem. 13. What do you do with that data? The principal receives the attendance records every two months from the assistant and uploads them to SIAGIE, probably in secondary and primary school, where teachers upload attendance records to SIAGIE on a monthly basis. 14. Who would be responsible for taking general attendance at the school? In primary school, the teachers in each classroom, and in secondary school, only the assistant. 15. Do you agree that we should implement a general attendance system for the school? Yes. 16. Will the system replace your students' notebooks? Do you agree? No. Notebooks are used to send communications, and it is likely that not all parents will be able to use the system due to a lack of internet access or a compatible device. 17. Will the system help the environment, since it eliminates the use of paper for attendance records and also reduces the cost of buying report cards for children? Do you agree? No. 18. The system will be a safe way for parents to know in real time if their children are at school. Do you agree? Yes. 19. What do you do with that attendance data? Most likely, the principal uploads it to SIAGIE every two months, since the assistant submits the attendance data for secondary school students every two months. 20. Should the assistant be able to take attendance in the system? Will she be able to use the system? Does she have a touchscreen cell phone or some other device with which she can access the system? Would you be okay with the assistant recording tardiness? Yes, the assistant will be in charge of taking attendance in the system for the entire secondary school. 21. Is there a limit on absences that would result in a penalty or punishment? Would you like to be notified by email if, for example, a student has missed a certain number of consecutive days or days in a row? How many consecutive days would trigger the email notification? Information and Data 22. What student data will the system have access to? (First name, last name, ID number, grade, section, etc.) Any data would be provided without issue. 23. What student data will the system have access to? (First name, last name, ID number, grade, section, etc.) Any data can be provided without issue. 24. Will the parents' details for each student also be in the system? If so, what details would the system have access to? (First name, last name, ID number, phone numbers, etc.) Any details would be provided without issue. 25. Will the teachers' information also be in the system? If so, what information would the system have? (First name, last name, ID number, phone numbers, etc.) Any information would be provided without any problem. 26. What are all the different attendance statuses, i.e., on time, late, absent (excused or unexcused), suspended, etc.? There would be seven statuses in total: Punctual, Late, Late with justification (when arriving too late in elementary school after 8:15 a.m. and in secondary school after 1:15 p.m.), Absent (may not provide a justification), Absent with justification, Suspended, Holiday. The system should not count excused absences, holidays, days of suspension, or tardiness with justification when sending alerts. Reports and Statistics 27. What information would be useful for the system to provide? For example: 28. What kind of reports or statistics would you like to receive? 29. Would you like the system to allow you to generate customized reports? If so, what types of reports? (e.g., monthly attendance report, etc.) Communication and Notifications 30. Would you like the system to send you an email in certain cases? What cases would those be, for example? 31. Would you like a notification of attendance to be sent to parents via email? Do they use it, or are parents not very tech-savvy? No, it would not be necessary to send them. 32. By the way, should teachers also receive these notifications, or should this information only be accessible to you and the assistant principal? 33. Would you like parents to receive a notification when their children miss classes several times in a row? No Additional Features 34. Would you like the system to have the ability to display announcements? Yes 35. Would you like the system to know which days there are no classes? Yes 36. Will the attendance system be used only to take attendance for students or also for teachers? Only for students. 37. Would you like the system to work with voice commands? Yes, it would be very useful for recording attendance more quickly. 38. Would you like the system to have the ability to take photos of students to improve identification when teachers take attendance? Yes 39. Would you like it to use facial recognition or just QR codes? 40. Would you like the system to allow for the management of permissions and authorizations for early departures or justified tardiness? 41. Should editing or modifying previous records be allowed? Yes, until recess time, but only for teachers or assistants. In the case of elementary school, until 10:00 a.m. and in the case of secondary school until 4:00 p.m. 42. Should beneficiaries be able to view their attendance and tardiness records? Parents yes, students no. 43. Would you like the system to generate alerts for students with the most tardiness or absences, as well as for students with the least tardiness and absences? (PSDTA: These students will be rewarded to encourage others to reduce tardiness and absences). 44. Would you like the system to allow teachers to enter the reason for an excused absence, or should the student or parent do this? Yes, only the Primary and secondary school teachers, teaching assistants too, but not parents, and certainly not students. It should also be possible to upload photos of the evidence of justification, if any, so that there is a record of the justification and it can then be reviewed either in text form, by means of a photo, or both, by any manager. 45. Would you like the system to include a feature for managing incidents, such as excused absences or tardiness? You could say yes. 46. Would you like the system to have the functionality to specify how many days a student is being suspended for, for example, so that the teacher cannot assign attendance or absence, but simply leave it as suspended? Yes, and the system would take those days of suspension as S (Suspended). 47. Would you allow the system to automatically send a text message or WhatsApp message to parents to arrange a meeting with you or the principal? Or would it be better for you or the principal to do this manually? Yes, one of the administrators would do this manually; messages should not be sent to parents automatically. 48. Do you think it would be useful to see simple graphs showing attendance for each class over time? Yes 49. Would you like to know if there are specific days of the week when students are more likely to be absent? Yes 50. Do you think it would be useful to identify students who improve their attendance over time? It depends on us 51. Would you be interested in receiving predictions about which students might need more support based on their attendance? 52. Would you like the system to suggest actions if a problem is detected in a student's attendance pattern? Yes Historical Data and Security 53. Do you want each year's data to be retained or deleted? No, it should be deleted, but first there should be an option to download all attendance information for that year. 54. How should the system handle attendance and tardiness history? Do you want to keep a complete history or archive old data? Only keep the information for each year and then delete everything, except for accounts 55. What type of authentication is required to access the system? (e.g., two-factor authentication, strong passwords, etc.) Username and password 56. How should the system handle data privacy? Are there specific regulations that the system must comply with? Only that the system be used for the school 57. What security measures should be implemented to protect the system's data? (e.g., encryption, backups, security audits) Password encryption [It would be good to consult in detail to avoid any problems in an audit, if the school receives one] Integration and Customization 58. What types of systems does the school have? Would you like the attendance system to integrate with these systems to correlate attendance with academic performance? 59.What data format do you prefer for exporting and importing information? (e.g., CSV, Excel, PDF, etc.) [CSV TRAINING REQUIRED] 60. Would you like the system to allow data to be recorded and uploaded using CSV files? Yes, this is necessary at the beginning of the year when large amounts of data are recorded. 61. Would you like the system to use the educational institution's colors, or do you have a specific color in mind? Yes, with the colors of the school logo. 62. When could this attendance system be implemented? Would it give us access to data on students, teachers, and their attendance from the beginning of the year? It would be implemented the following year, but testing would be facilitated once the system is finalized. 63. Would you like the system to have a mobile app to facilitate attendance registration and consultation? 64. Would you like the system to have a function to schedule meetings between parents and teachers based on student attendance and performance? This would most likely be handled manually. Validation and Justification 65. What criteria are used to justify an absence? Should the system allow supporting documents to be uploaded? Yes 66. Do you want the system to allow notes to be added in case of tardiness or justification of absence? Yes, it should be possible to add notes for tardiness and absence. 67. How would it be useful for you to view attendance information, a table with the attendance of students in a classroom by month, by day, by week? By classroom, grade, educational level, or all students in the school at once? The system should display a table by month, and it should be able to display attendance for previous months as well, and by classroom. The tables would be structured as follows: rows (students), columns (days of the month), with a color next to each row. representative of the number of tardies and another of the number of absences (Green less than 10%) (Yellow between 10% and 30%) (Red from 50% to more) [It should be consulted whether it would be better for the color to depend on the quantities rather than the percentages]. Also, on the side, the total number of absences for the year and the total number of tardies for the year could appear, as well as the number of days. 68. Do you want the system to allow a filter to be added to search for attendance on previous days? No, that would not be necessary, as attendance will be displayed by month. 69. Are there currently any penalties for students who are late or absent? Yes, after two late arrivals, the assistant warns the student that after the third time, the parent will be called. 70. Do you think it would be a good idea to implement a maximum number of tardies (either as a percentage or a number of tardies) before calling the parent? Yes, three consecutive tardies or three consecutive absences. Development and Maintenance 71. Would you like to add users to the system to keep track of who is developing it? 72. What could be the conditions for teachers to enter the system? 73. How would you like the attendance format to be structured? Additional Questions 74. Do you have classes Monday through Friday? Yes 75. Do you use a control notebook? Yes, and it is also used to communicate announcements (which is why the assistant principal does not want to give them up). 76. Do you provide training, on which days, what is it like, how long does it take? Training is provided on Mondays and lasts approximately 15 minutes (it starts at 7:45 a.m.) (sometimes it goes until 8:15 a.m.), but attendance is handled the same way, even though it sometimes goes over by a few minutes. 77. Are there grades and sections? Or are there only grades and no sections? There are two sections per grade in primary and secondary school, except for 5th grade, which only has one section. 78. Are there specific legal requirements or regulations that the system must comply with? The information may only be used for the system, and the system may only be used for the school.