CHAPTER ONE

1.0 BACKGROUND OF THE STUDY

Online Visitor Gate Pass Management System, typically refers to a structure to keep track of

visitor’s activities in an organization or public building. It can provide necessary output and

information to the users and record the incoming and outgoing visitors within the shortest time.

Nevertheless, OVGPMS is also capable of streamlining the registration process and provide an

authentic and integrated data of the visitors. Generally, there are many organizations or schools

that are still using the conventional paper log or guest book to record the access of the visitors.

This manual method consumes longer time when the number of visitors has exceeded the limit.

Meanwhile, an increasing number of visitors indicates that the security issues should be concern

in the organization or school. This is mainly because the operators lack time to verify the

identification of each visitor when they are tons of guest entering the building. Moreover, paper

log is inadequate to offer greater traceability in which cannot be archived or efficiently retrieved

after several years. Due to above circumstances, OVGPMS contributes a good solution to solve

the problems existing in the conventional method. We have seen various industries/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 sheet 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” for the same. It consists of a design where the

visitor can enter the required details viz. visitor id, name, contact, reason to enter/leave, and

where he/she will enter this on a touch screen enabled kiosk system where this information will

be further redirected to the higher authority in the organization. The higher authority would

contain the details of the visitor from database. If this is true then details of visitor would be
saved into database & once it is done the permission is granted, then the respected visitor will get

a confirmation that he/she is allowed to enter/leave the premises before time.

Universities are tapping into the rich potentials of globalization seeking for talents all over the

globe. Statistics has shown, that most people travel for studies in current era for both cross

cultural and knowledge exchange than two decades ago. Today, most universities have exchange

programs with other university for both short and long periods. Students and lecturers alike are

involved in these processes. With this, Accommodation Management System has become one of

the major areas of concern in all universities of today. This is because universities have to

manage the accommodation of students and lectures that come for short-term or long-term

studies. Also, they have to be certain about the security and wellbeing of their students especially

being in foreign land as internationals.

The Online Gate Pass Management System provides an easy method for the front desk officer to

search the ongoing visitor of the day. They will be timely notified of the current visitor visiting

their department. Searching method is also faster and the system will give output that user needs.

Currently, most organization is using the named method in keeping track all the incoming and

outgoing visitor records in each of the department. Problem raised when at curtain point of time

the number of visitor visiting the department increasing and unable to manage and messed up.

On top of that, a security issue also is the main issues in generating visitor pass in that particular

organization. The system also helps user access information inquiry faster. Compared to the

manually system, user need to go page by page to search information. Imagine there was

hundreds of visitor coming in and out. However, with the new system, user only need to search

via card number and as a result, the system will display related output that been entered by the
user earlier. Problem such as waiting for a long time queue will be no more a problem and will

give an impression of well-organized system.

1.2 STATEMENT OF PROBLEM

Managing visitors at student’s accommodations is one of the major problems faced by the

administration that deals with student’s visitors’ accommodation. Present system of working by

the security management is that the security staff at the guard houses of these students

accommodation, visitors come and provide identity proof and then they provide unit and block

number which they wish to visit. The security guard at the guard house will call the student

of the unit number given by the visitor then the student resident will acknowledge that the

visitor at the guard house is his visitor, once the resident has been acknowledged the security

guard shall allow the visitor to enter the accommodation. Visitor management at the student

hostel right now is manual which consumes a lot of time of the visitors who need to wait for the

security guard to call the student to acknowledge he has a visitor. All this is time consuming

more so when there is a rush of visitors at the guard house. For the student resident it is more

discomfort when there is a get together of friends since for each visitor he has to attend phone

calls from the guard house which leads to consume much of his party time attending calls.

1.3 AIM & OBJECTIVES

The aim of this project is to analyze, design and implement a web based visitor gate pass

management system for Federal University, Otuoke. This is to be achieved by the following

objectives:

1. To design a system provides student and visitor monitoring

2. To implement the design

manager in tracking activities

1.4 SIGNIFICANCE OF THE STUDY

An Online Visitor Gate Pass Management System, when developed tends to increase and

improve the efficiency, effectiveness and productivity of an organization, school or any

institution. It tends to simplify the work process of recording details of visitors received, the

activities of the said visitors, record keeping etc. which will be adequately handled with which

the institution will get more swift gate passes and attain better customer satisfaction.

1.5 SCOPE OF THE PROJECT

This is an Online Visitor Gate Pass Management System. With this, management of visitors and

activities at the gate of Federal University, Otuoke or any other institution is absolutely easy. The

system has a wide array of features like:

1. You can register gate guards as the admin who will be managing different gates.

2. Management of visitors, individual visitors and group visitors.

3. You can keep track of the entry and exit times of all visitors including staff.

4. You can register staff members also into the system.

5. You can capture vehicle details as well as luggage details.

1.6 LIMITATIONS OF THE STUDY

The cost of purchasing the Software Development Kit (SDK) for integrating the report generator

to the software was high and not easily affordable and limited time in getting familiar with

software integration to software are the limitations of the study.

Client: A client is a piece of computer hardware or software that accesses a service made

available by a server. The server is often (but not always) on another computer system, in which

case the client accesses the service by way of a network.

Visitor: A person who visits, as for reasons of friendship, business, duty, travel, or the like.

Management System: A management system is the framework of policies, processes and

procedures used to ensure that an organization can fulfill all tasks required to achieve its

objectives.

Visitor management system software: This software is what runs the electronic visitor

management system. At most facilities, this software would be installed on an existing personal

computer that is already located at the receptionist desk.