Online Gate Pass Application form for Hostel Students · with student's id, name, C ontact number ,...

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: [email protected], [email protected], [email protected]

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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

International Journal of Pure and Applied MathematicsVolume 119 No. 18 2018, 1657-1664ISSN: 1314-3395 (on-line version)url: http://www.acadpubl.eu/hub/Special Issue http://www.acadpubl.eu/hub/

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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

[1] Norizan Anwar, Mohamad Noorman Masrek, Yanty Rahayu

Rambli,”Visitor Management system by applying the model of

UTAUT, IEEE symposium on Business, Engineering and Industrial

applications,23-26 Sep, 2012.

[2] Elakkiya, Nirmala Priyadarshini, “Web- Based Hostel management

system for improving sustainable Performance of Educational

Institutions”, International Journal of Latest trends in Engineering and

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,

April 2012.

[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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Online Gate Pass Application form for Hostel Students · with student's id, name, C ontact number ,...

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