GATE PASS MANAGEMNET SYSTEM

 

PROJECT OVERVIEW OF GATE PASS MANAGEMENT SYSTEM

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Gate Pass Management System is a software application. It manages the entry and exit of the vehicle of employees and visitors. Gate Pass Management System is an efficient system to keep track of each vehicle entry and exit.

Gate Pass Management System (GPMS) Allow you to manage all Incoming and Outgoing items from your office or company.Gate Pass Management System is available for use and it is easy to use and manage. This system is defined as a gate pass security system.

its main aim to secure company from outside visitors, contractors and the departments, company vehicle security, material, visitor scrap information, contractor.

Gate Pass Management System help the organisation as well as a visitor to manage the Gate Passes. Frequently Visitors have data entry in top level to make them easily entry and exit.

EXISTING SYSTEM OF GATE PASS MANAGEMENT SYSTEM

Currently, in many organisations and companies Gate entry is controlled by two main gates. Guest access by car requires gate pass form signed and faxed to Organisation Security office by the inviting person.

This is not an efficient way and reasons are pretty simple. In some organisations, even in this modern era Gateman/ Guard using registers to the entry about person or vehicle.Which means, no authentication is done by Guard and which result in many miss happenings.

The problem with the current system:

Any fax owner worldwide can issue a gate pass. Which results in undesired people or vehicle entry in companies’ premises.

There is no control over the guest arrival. Anyone willing to enter can enter in the company. It may be possible some criminals may enter and park their vehicle in company parking area and police start asking a question to guard and they are helpless.

There is no way of knowing who and when and by who was invited. Regarding in register does not mean that information is true.There is no authentication process.

The project in the topic will replace the current tax policy and register entry by sophisticated Intranet system to overcome the above problems. Noting data in the register is very laborious works as well as time-consuming.

But New Gate Pass System replace the existing system and make the process faster.

GOAL OF OF GATE PASS MANAGEMENT SYSTEM

The Gate Pass Management System will import from the Administrative Data Processing department the authorized personnel database as the main lookup table –

This new online system is used to define the allowed personnel authorized to allow access by car to guests. Which means for every entry there is someone responsible for.

The end user will have secured web interface i.e. GATE PASS MANAGEMENT SYSTEM to enter the guest details with inviter credentials which will be processed for validity and up on success will be accessible online to Security personnel occupying the gate post. Now system would have information who is visiting, for what purpose for, who has invited him.

The invitation will be kept in the database and will be available to the Security staffs and to the invitees. Admin can view any record at any point in time.

Full web based administration and report engine were implemented based on SQL queries. The database has all records and safety measure of records.

FUNCTIONAL SPECIFICATIONS OF GATE PASS MANAGEMENT SYSTEM

USER SPECIFICATION OF GATE PASS MANAGEMENT SYSTEM

ADMIN:

Admin is basically super user. Admin can add a record of manager, Guard, can approve a gate pass, restrict the entry of any person or vehicle. Admin will keep track of each Gate pass. Manage organisation Security.

Admin is responsible for any error in the system. So, he needs to get altered at any point of time. Admin should keep tracking each person and vehicle entering company premises.

MANAGER:

The manager is part of an organisation who is dealing with each guard. The manager needs to keep track of guards and area under his supervision. The manager can view entry gate details, Guard details, approve a gate pass, manage gate passes.

They will see any unwanted activity restrict the entry of person or vehicle.

GUARD:

Guard is the basic unit of Gate Pass Management system. Guard can view entry gate details, whether a gate pass is approved or not. They would allow only if gate pass is approved.

They will see any unwanted activity restrict the entry of person or vehicle. Guards are there to just follow the instruction given by higher authority via GPMS.

E-R DIAGRAM OF GATE PASS MANAGEMENT SYSTEM

Once the planning and analysis of the project are Done, the design phase begins. The goal of system design is to transform the information collected about the project into the blueprint structure which will serve as a base while constructing the system.

It is an unwieldy process as most of the errors are introduced in this phase. However, if an error gets unnoticed in the later process it may become difficult to track them down.

The following entity-relationship diagram shows the graphical view of required components of the system.

Properties:

ADMIN:

Primarily, the user which will interact the system will be the administrator of Organisation Responsible for security who is assigned to take care of all data transaction and insertion or update.

It will have to go through an authorization process of login and logout. It will have the ability to add Guard details, view Gate pass, add/edit Manager information and take care of development and maintenance of application

NAME:

Name of Admin which required to identify the person in charge.

ADMINID:

It will be a unique value which will act as the primary key and will be same as employee id in the company.

EMAILID:

For contacting purpose every user must enter their email id.

ADDRESS:

Employee address is also an attribute which helps to get more about the employee.

DOB:

Date of birth helps to get information about age and which also helps to get the experience of admin.

MANAGER:

Secondary, user which will interact the system will be Manager. It will have to go through an authorization process of login and logout. The manager can view entry gate details, Guard details, approve a gate pass, manage gate passes.

They will see any unwanted activity restrict the entry of person or vehicle.

NAME:

Name of Manager who is in charge of the office for security management.

MANAGER_ID:

It will be a unique value which will act as the primary key. It will help our table to get details of manager whenever admin wants to get information of any manager.

EMAILID:

For contacting purpose every user must enter their email id.

ADDRESS:

Manager address is also an attribute which helps to get more about Manager.

DOB:

DOB would be used as criteria for a discount. Senior citizens get more discount.

GUARD:

Another user which will interact the system will be Guard. It will have to go through an authorization process of login and logout. Guard can view entry gate details, whether a gate pass is approved or not.

They would allow only if gate pass is approved. They will see any unwanted activity restrict the entry of person or vehicle.

NAME:

Name of Guard who is part of security in office for security management.

GUARD_ID:

It will be a unique value which will act as the primary key. It will help our table to get details of Guard whenever admin wants to get information of any guard.

MOBILE NO:

For contacting purpose every user must enter their phone no.

ADDRESS:

Guard address is also an attribute which helps to get more about Guard.

GATE PASS:

This table is the main table in our database which keeps record of each entry with personal details and vehicle details. This will help to get and track of every entry and exit in our organisation.

GATEPASSID:

This is the primary key to Gate Pass table. This ID would tag with every person or vehicle. This would help to get Gate Pass details using this ID.

ENTRYTIME:

This field holds the information about entry time of person or vehicle.

EXITTIME:

When a person or vehicle leaves company premises. Its details should be updated.

INVITORID:

This is in by whom visitor has been invited or allowed to enter on company premises.

PERSONID:

It is a foreign key for Person details table. PersonID contains an ID which refers to personal details table and has full details of the person.

VEHICLEID:

It is a foreign key to vehicle table and which to tag vehicle details to Gate Pass table.

VEHICLE DETAILS:

Vehicle table stores data about the vehicle in the database. As this system is all about Gate Pass service.

VEHICLE_ID:

Every vehicle has its own and unique ID which help to identify each vehicle uniquely.

VEHICLE REGISTRATION NUMBER:

This is the number given to each vehicle by Government. This means we have the official record we use which will help the customer to travel without any problem.

PERSONID:

Every vehicle has its owner and this field helps to find the owner of the vehicle.

PERSON DETAILS:

This is table adding information of person visiting the company or organisation. This will help to get true information of person visiting company.

PERSONID:

This is same as ID in Gate Pass. This is the primary key to this table. This ID helps to identify each person uniquely.

NAME:

Person name is the name of the person visiting company.

CONTACT NO:

For contacting purpose every user must enter their phone no.

ADDRESS:

Person address is also an attribute which helps to get more about Person visiting company.

USER INTERFACE DESIGN OF GATE PASS MANAGEMENT SYSTEM

UI plays a major role in the success of any software. Simple, user-friendly and standard UI makes visitors experience great and which means the software is going to be successful.

Sometimes very smooth and has very good database design software can’t able to make their existence in the market because of it UI.

The Gate Pass Management System hassles out all the complication of conventional method which is a combination of the interaction to human. Each profile has its own UI which is customized by our experienced team to make them feel like they are special.

We have developed very simply, User-friendly UI with all standardization. Followings are the interfaces

LOGIN PAGE:

Basically, for any software security is a major concern. So, we have developed a secure application. Without being authenticated no user is allowed to view any other interfaces.

For login page, we have User ID, Password, Profile. After being authenticated user is authorized to perform certain work according to his/her profile.

PROFILE PAGE:

Every user has his own profile. From here they can change their information like a correction in name, email id, address etc. In our system, there are three profile i.e. Admin, Manager, and Guard.

ADMIN PAGE:

This page basically meant for admin profile. Admin has all manager details on his page. He can edit and add a new manager, view all guard’s details, can edit, or remove the guard details.

Whenever guard adds or any request from another member of the company for gate pass, Admin can approve the request of Gate Pass. Admin has all right to reject any gate pass entry if any suspicious person or vehicle want to enter on company premises.

MANAGER PAGE:

Managers are basically managing to guard and vehicle parking coming to company premises. Managers deals with guard duty, parking area, track the record of expiry of gate pass, handle query and any conflict with staff and visitors.

GUARD PAGET:

Guard profile is a tag to every guard working for the organisation. They can edit their personal information, mark their guarding place, view the gate passes, add information to gate passes, report gate passes in case of any suspicious activity. Management would take care of rest.

GATE PASS PAGE:

Gate pass page is page meant to request gate pass by organisation. Gate pass required the information like Person details, vehicle information, entry time, valid till, etc.

SECURITY GATE PROCEDURE OF GATE PASS MANAGEMENT SYSTEM

Security Gate Protocol for Long Term Visitors

ENTRY PROTOCOL

Cross check system data with identity credentials.

Deliver the Welcome Kit (containing ID Card, Wireless User id & Password) to visitor

Update Visitor Entry information

Update Checklist of returnable kit (Secondary data)

EXIT PROTOCOL

collect the Visitor & Co-visitor(s) Pass & ID card

Update Exit information (Secondary data).

Update Checklist of returnable equipment

Security Gate Protocol for Short Term Visitors

ENTRY PROTOCOL

Inform and confirm with the host (if the visit is unplanned)

Capture Image &create Visitor Pass & Co-visitor(s) pass

Update Visitor Entry information

Update List of returnable equipment (Secondary data)

EXIT PROTOCOL

Reclaim the Visitor & Co-visitor(s) Pass & ID card

Update Exit information (Secondary data).

Update List of returnable equipment

APPLICATION AND DATA SECURITY OF GATE PASS MANAGEMENT SYSTEM:

All interdepartmental interfaces will have proper authentication and authorization to act upon the data made available to them. The login will be through secure sessions and over secure https protocol.

Major Modules

ADMINISTRATION MODULE OF GATE PASS MANAGEMENT SYSTEM

This module is normally used by the administrators at different departments who deal with the administrative work of guests on behalf of the host.

This web application helps the department representatives to register the expected visitor online, process the visit and pass on the information to the security.

Security and debt. can view the reports of the visitors for the date range. The dept. the administrator can fill in secondary data for the visitor and also generate reports and initiate other interdepartmental communication for coordinating/facilitating arrangements.

SECURITY GATE MODULE OF GATE PASS MANAGEMENT SYSTEM

The Security Gate module facilitates the admin staff at the security gate to register the visitor’s arrival with photograph and send the
notification to the host.

The system can take in secondary real time data about the visitor, his co-visitors, and belongings. Check-in and
This interface Module processes check-out.

ADVANTAGES OF GATE PASS MANAGEMENT SYSTEM

There are many advantages of Gate Pass Management System. This online system helps the service providing company to manage their Gate Pass remotely. Guards are finding everything about Gate Pass with few clicks.

The new system is the totally computerized system.

USER SATISFACTION LEVEL:

This online system gives each and every service to visitors Gate Pass just by giving some information.

TIME EFFICIENCY:

A new system provides features like time efficiency to show Gate Pass, Guards details etc.

VARIOUS TYPE OF SERVICE:

This system provides view Gate Pass, Person details, vehicle details just after few click.

EASY INQUIRY:

An inquiry is easily done by the user in the system. The inquiry is basically automated and computerised task which really makes inquiry process faster than previous. About Gate Pass related query.

INFRASTRUCTURE:

It is an online based application. So, it does not require a big infrastructure. This system can be run just add it to the main system because our main dealing with Gate Pass is online.

FUTURE ENHANCEMENT OF GATE PASS MANAGEMENT SYSTEM

In near future, we are planning to use more sensor to automate the process of gate pass.Which will help to make the process less time-consuming?

We are planning to add new feature i.e. to get a gate pass instantly.

We are working to increase automation in the system to increase user experience great.

USER INTERFACE OF GATE PASS MANAGEMENT SYSTEM

This is one of the main tasks of the developer to design such an interface that user can use it easily in one word it should be user friendly and for this you should have better understanding of the audience which going to use this application, initially we need to locate the targeting people that what kind of application do they need.

After getting all this information we should start to design the application.

SYSTEM REQUIREMENTS OF GATE PASS MANAGEMENT SYSTEM

The user should have the appropriate version of windows.

The system should have up to 1 GB ram minimum requirement for the application.

The application should be installed on the system.

Internet Connectivity is must for this purpose

CPU with a speed of 1.3Ghz is a good choice for normal usage