Post on 23-Apr-2020
Online Gate Pass Application form for Hostel Students
S.Venkatesa Perumal1, B. I.Juvanna
2, and Sanju Rajan
3
1. Student, Dept of Information of Technology, Hindustan Institute of Technology and Science
2. Assistant Professor, Dept of Information of Technology, Hindustan Institute of Technology and Science
3. Assistant Professor, School of Computing Sciences, Hindustan Institute of Technology and Science
*Corresponding author email: venkatesh1625@gmail.com, juvanna@gmail.com, sanjur@hindustanuniv.ac.in
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Abstract-- The objective and the scope of this paper is to record the details, various activities of the students. Gate Pass management
system is the software application, which is used to manage the entry and exit of the students on short term and long term leave. Gate
Pass Management system is an efficient system to keep track of each student’s entry and exit. The gate pass application form is
subjected to approval by Hostel warden, HOD, Hostel manager and finally the gate pass is issued by the hostel warden. The system is
easy to use and manage, as it will simplify the task and reduce the paper work.
Keywords: Authentication, Email, Gate Pass, K-means, Ticket.
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I.INTRODUCTION
We have seen various industries or institutes, where
there is a compulsion of taking a gate pass to enter the
premises as well as while leaving the premises before
time. The gate pass is generally either a written chit of
paper or a receipt sheet. This sheet remains of no use
once out of the premises and there is wastage of paper.
Our system proposes to give the “Paper Saving Idea” by
the Use of Technology [1] for the same. It consists of a
design where the students can enter the required details
with student's id, name,
Contact number, reason to enter/leave, the type of
student (sport/normal) and type of leave (day out/ night
stay). The higher authority would contain the details of
the students from database. If this is true then details of
student would be saved into database and once it is
done, the permission is granted, then the respected
student will get a confirmation that he/she is allowed to
enter/leave the premises before time through email
notification.
II.EXISTING SYSTEM
The resident students follow very traditional methods to
enter and exit hostel .However it is possible for them to
manipulate the data differently, leading to duplication of
work and chances of mistake .These records are stored
in an excel format. When the records are changed they
need to update each and every excel file. There is no
option to find and print previous saved records. There is
no security, anybody can access any report and even
sensitive data of the students. Existing system is time
consuming and confusing. Handling large data is
difficult in most the time.
III. PROPOSED SYSTEM
Our proposed system manages the entry and exit of the
students on short term and long term leaves. Gate Pass
Management System [2] is an efficient system to keep
track of each student’s entry and exit.
Management System is available for use and it is easy to
use and manage. It will simplifies the task and reduce
the paper work[3]. Our proposed system provides
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complete road map for students take one day leave and
long leaves formalities. Also our proposed system
showcase the hierarchy of approval for normal students
and sports students.
The architecture below explains the flow of how a gate
pass is being issued to an individual.
A-Approved
DA - Disapproved
Figure. 1.1 System Architecture
IV. MODULAR DESCRIPTION
The gate pass web application can be divided into 5
major modules. They are listed below:
• User Authentication
• Gate Pass Generation
• Email Alert
• Ticket Maintenance
• K-Means Algorithm
Each modules performs specific task in this
web application. Initially a student is requested to enter
the type of gate pass that is needed to be issued. Then
the student enters all the details requested and this is
then verified by the receptive wardens. If warden
approves the action, then the request further enter the
hostel manager's database [4]. This request is verified
and he/she is provided with the gate pass.
A. User Authentication
The process of identifying an individual usually
based on a username and password. In security
systems, authentication is distinct from authorization,
which is the process of giving individuals access to
system objects based on their identity. In this gate pass
system doing with Warden and Students and students
giving their valid details to register and login .finally
students having individual User name and Password.
The students details finally checking by the Warden.
B. Gate Pass Generation
The Security Gate Pass Generation module is at
the entrance of the premises. Students are checking in
and checking out handled by warden in entrance of the
premises. It Warden at security gate to register the
Students valid details and also send the notification to
students mail. The students who are all want to go with
permission for sports event or regular normal leave it all
will stored in a Gate Pass Database.
C. Email Alert
Email alerts are emails generated by Admin and
sent to designated recipients [5]. These actions consist
of the standard text and list of recipients for an email.
You can associate email alerts with processes, flows,
workflow rules, approval processes, or entitlement
processes. Here in this gate pass system warden apply
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the students checking out and checking in details after
storing the database it will send automatically to student
mail to view the alert message.
D. Ticket Maintenance
Maintenance considered is the process of keeping
something in good condition.in the gate pass system
using ticket maintenance, it is maintenance by someone.
The person is who are standing in entrance. Here mostly
this system is maintained by warden himself .so he
maintain students details from the starting to end of the
process finally stored and retrieve from the database.
E. K-Means Algorithm
The well-known clustering problem can be solved
by the simplest unsupervised learning algorithms known
as K-means. The given data set can be easily classified
by following a simple procedure. For each cluster, a k
center is defined.
Gate Pass Status
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Warden Approval/ Disapproval Page
Physical Director Approval/ Disapproval Page
HOD approval/ disapproval page
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Hostel Manager Agree/ Disagree Page
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Approved Gate pass
Disapproved
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V. CONCLUSION
The paper assists in modifying the existing
system to site based system. This is a paperless work. It
can be monitored and controlled remotely. It reduces the
manpower required. It provides accurate information
always. Malpractice can be reduced. All gathered and
extra information can be saved and can be accessed at
any time. The data which is stored in the system helps in
taking intelligent and quick decisions by the
management. So it is better to have a Web-Based
Information Management system. This can be improved
with RFID tag as a future scope.
Acknowledgement
I would like to thank the Department faculty and the lab
instructor, HITS, who has guided me a lot in this
project. I also thank my friends who really helped me
for the successful completion of the project.
REFERENCES
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Rambli,”Visitor Management system by applying the model of
UTAUT, IEEE symposium on Business, Engineering and Industrial
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[2] Elakkiya, Nirmala Priyadarshini, “Web- Based Hostel management
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technology, Vol.10, Issue 1, PP.050-053, 2017.
[3] HaiyaHamood Al Ghaithi, Umapathy Eaganathan,, “A brief study
and implementation of visitor management system for Asia Pacific
University, Malaysia”, International Journal of Advance Research in
science and Engineering, Vol.5, Issue 4, April 2016.
[4] Seinivas Nidhra, Likith Poovanna, Vinay Sudha Eithiraj, “Visitor
Management Schedule System- An Intelligent Decision Support
System”, International Journal of Cybernetics and Informatics, Vol1,
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[5] Harish Rapartiwar, Pushpanjali Shivratri, Omkar Sonakul, Ashwini
Bhugul, “Visitor Gate Pass Management System”, International
Journal of Computer Science and Mobile Computing”, Vol6, Issue 2,
PP,170-178, Feb 2017.
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