Gate Pass Management System

Project Overview of Gate Pass Management System

Are you looking for a Gate pass management system project? We are here to help you. You can contact us. 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) Allows 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 the company from outside visitors, contractors, and the departments, company vehicle security, material, visitor scrap information, contractor. Gate Pass Management System helps the organization as well as a visitor to manage the Gate Passes. Frequently Visitors have data entry at the top level to make them easy to enter and exit.

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Existing System of Gate Pass Management System

Currently, in many organizations and companies Gate entry is controlled by two main gates. Guest access by car requires a gate pass form signed and faxed to the Organisation Security office by the inviting person. This is not an efficient way and the reasons are pretty simple. In some organizations, even in this modern era Gateman/ Guard using registers to the entry about person or vehicle.

This means, no authentication is done by Guard and which results in many misses happening.

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’s arrival. Anyone willing to enter can enter the company. It may be possible some criminals may enter and park their vehicle in the 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 with a 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 replaces the existing system and makes the process faster.

The Goal of The 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. This means for every entry there is someone responsible for.

The end-user will have a secured web interface i.e. Gate Pass Management System to enter the guest details with inviter credentials which will be processed for validity and upon success will be accessible online to Security personnel occupying the gate post. Now system would have information on who is visiting, for what purpose, who has invited him.

The invitation will be kept in the database and will be available to the Security staff 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 measures records.

Functional Specifications of Gate Pass Management System

User Specification of Gate Pass Management System

Admin:

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

Manager:

The manager is part of an organization who is dealing with each guard. The manager needs to keep track of guards and areas 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 a person or vehicle.

Guard:

Guard is the basic unit of the Gate Pass Management system. Guard can view entry gate details, whether a gate pass is approved or not. They would allow only if the gate pass is approved. They will see any unwanted activity restrict the entry of a 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 the required components of the system.

Properties:

Admin:

Primarily, the user who will interact with the system will be the administrator of the Organisation Responsible for security who is assigned to take care of all data transactions and insertion or updates. 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 the development and maintenance of the application.

Name:

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

Admin ID:

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

Email ID:

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:

Second, the user who will interact with 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 a 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 that will act as the primary key. It will help our table to get details of the manager whenever the admin wants to get information of any manager.

Email ID:

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 who will interact with 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 the gate pass is approved. They will see any unwanted activity restrict the entry of a 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 that 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 a record of each entry with personal details and vehicle details. This will help to get and track of every entry and exit in our organization.

Gate-Pass-ID:

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

Entry-Time:

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

Exit-Time:

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

Inviter ID:

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

Person-ID:

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

Vehicle-ID:

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.

Person ID:

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

Person Details:

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

Person ID:

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 its UI.

The Gate Pass Management System hassles out all the complications of the conventional method which is a combination of the interaction to humans. 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 the login page, we have a 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 profiles i.e. Admin, Manager, and Guard.

Admin Page:

This page basically meant for the 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 a guard adds or any request from another member of the company for a gate pass, Admin can approve the request of a Gate Pass.

Admin has all right to reject any gate pass entry if any suspicious person or vehicle wants 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:

A guard profile is a tag to every guard working for the organization. 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 the rest.

Gate Pass page:

A Gate pass page is a page meant to request a gate pass by the organization. Gate pass required 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 visitors.
• 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 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 a 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 process check-out.

Advantages of Gate Pass Management System

There are many advantages of the 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 a 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 an automated and computerized task which really makes the 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 sensors to automate the process of gate pass. Which will help to make the process less time-consuming.
• We are planning to add a new feature i.e. to get a gate pass instantly.
• We are working to increase automation in the system to increase user experience greatly.

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 a 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 a must for this purpose.
• CPU with a speed of 1.3Ghz is a good choice for normal usage.