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GATEZEE—An Automated Gate Pass Management System

Chapter · February 2022

DOI: 10.1007/978-981-16-7389-4_36

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GATEZEE - An Automated Gate Pass Management System

Vaddeboyina Sri Manvith1 Madhunala Shiva Prasad2 Dr. B.V. Kiranmayee3

123 Vallurupalli Nageswara Rao Vignana Jyothi Institute of Engineering and Technology, Hy-
derabad, Telangana, India

1 [email protected]
3 [email protected]

Abstract. With the gradual increase in school/college enrolments, the need for
efficient gate pass and leave management is of paramount importance in manag-
ing the in and out of gate activities. An automated gate pass management system
simplifies the manual effort of writing out passes by requesting and granting out
passes/leaves through software applications by adopting a paperless approach.
This application also helps in managing the entry and exit of students at any point
in time. In the conventional gate pass management systems, a single admin is
assigned to manage the out passes, leading to a delay in granting the permission
as each request needs to be analyzed. This work involves building an advanced
gate pass management system with interactive dashboards, a proper and struc-
tured flow of action among students, HOD/Faculty/Mentor, and security with a
specific set of services and functionalities to each. Each request shall go to the
student's respective Faculty/Mentor and the respective HOD assigned to each
Faculty. Each reason in the request is text processed and prioritized based on
sentiment score in case of emergency. It also provides a notification mechanism
via email and phone calls. Recently, authentication through QR codes has gained
popularity by ensuring that only legitimate people are granted permission,
thereby stringently safeguarding illegal or unauthorized access in and out of the
organization. Thus, an efficient and sophisticated system is needed to ensure that
the proper flow is achieved with all the essential functionalities. GATEZEE is
one such application that expedites the end-to-end flow from requesting to grant-
ing the out pass.

Keywords: Automation, VADER Sentiment Analysis, Sentiment score,

Authentication, QR code, Email notification.

1 Introduction

Gate pass management has become a prime activity with the spike in the number of
school/college enrolments. In the traditional method of requesting an out pass, one
needs to manually fill all the details and wait for the higher authorities to accept the
request and grant permission. This method becomes onerous and time-consuming when
there is a surge in the number of requests and every gate pass request needs to be veri-
fied manually and granted permission and may also lead to errors. Hence, an automated
2

system is essential for effective management of in and out-of-gate-related activities.

The Gate pass Management System is a software application that contains the details
of all the students and employees in an organization. This system adopts a paperless
out pass generation in contrast to the traditional paper-based out pass approach. This
not only reduces the usage of paper but also helps expedite the process of requesting an
out pass right from the browser. This application helps in tracking the students and
employees at any point in time in an organization. This application follows a systematic
flow from student to faculty/HOD and finally results in the generation of the electronic
version of the gate pass. The current applications consist of limited dashboards, allow
only one admin to monitor the requests, and there is no standard authentication mech-
anism employed. Hence, there is a delay in granting the permission and effective gate
pass management. Hence, our work involves building a structured and user-friendly
application with interactive dashboards and appropriate visualizations, efficient data
flow between students and their assigned faculty (mentors), a prompt notification mech-
anism using email communication, using text-processing and sentiment analysis tech-
niques, and employing an effective authentication mechanism at the security gate. This
system could overcome the problems faced by students and faculty in requesting and
granting the gate pass.

2 Related Work

Archana et al. [1] have proposed a simple paperless approach for visitor gate pass man-
agement system in 2019, which reduces the manual effort and facilitates accepting/re-
jecting the requests through a single host. As there is a single host, it becomes cumber-
some when there are more number of requests to be verified and granted permission.
They have not mentioned the details regarding the authentication technique. Kaushik et
al. have worked on building an automated Leave Management system [2] through
which a student can upload a supporting document and wait for approval. This system
mainly focuses on the attendance management of a student. They have not mentioned
the details regarding the faculty leave management and the authentication mechanism.
Harish et al. developed an application titled-“Visitor Gate pass Management System”
[3] which helps in efficient maintenance of visitors in an organization. They have also
mentioned the details of visitor classification, broad classification of visitors and their
types of visit. Chaitanya Lengure et al. [4] have worked on building an application using
MVC(Model View Controller) pattern. They have included login, clerk, admin, secu-
rity guard modules. They have not discussed anything regarding authentication mech-
anisms like QR code, RFID or OTP. S. Venkatesa Perumal et al. [5] proposed an online
gate pass application form for hostel students for one day/long leave. This system has
a flow from student – warden – HOD – Hostel Manager – Security Guard. This system
provides notifications through emails. This system has limited dashboards. I. Gowtham
et al. have worked on automation of visitor gate pass management system [6]. This
system follows SDLC approach and involves authentication of visitors through visitor
data entered by employee and photographs. This also involves email notifications, bar
codes and department wise summary report generation.
 3

2.1 Existing System

The existing system provides a paperless approach for gate pass management system
or visitor management system or leave management system. These applications involve
flow between: Student - Faculty – Security (or) Faculty - HOD – Security (or) Visitor
- Employee – Security (or) Student – Warden – HOD - Security. These applications
contain limited dashboards, use a single admin (HOD/Principal/Faculty) and do not use
any standard authentication mechanism like OTPs or RFID or QR code.

3 Proposed Framework

The proposed framework

• Provides a proper and structured flow: Student – Mentor/HOD – Security.
• Is more secure and more reliable with specific set of services and functionalities
to five users: 1. Student 2. Admin 3. Faculty/Mentor 4. HOD 5. Security
• Employs standard authentication mechanism using QR codes which can be val-
idated by the security guard easily. This is generated using the in-built Node.js
“qrcode” package.
• Facilitates the process of sending requests from students (mentees) to their re-
spective faculty (mentors) and requests from faculty to their respective HOD
obviating the use of a single admin.
• Provides positive, negative and neutral scores along with compound score based
on the reason mentioned in the request form using VADER sentiment analysis
algorithm and prioritizes the request based on these scores.
• Provides an integrated phone call communication mechanism with parent/guard-
ian to verify the genuineness of the student’s request and avoid fake or inten-
tional requests.
• Provides a wide range of interactive dashboards which are user-friendly, way
more detailed and easy to understand.
• Provides Email notification mechanism.
• Provides a mechanism for confirmation from parent through integrated phone
call mechanism for phone calls.
Flow chart of our proposed system is depicted in Fig. 1.
4

Fig. 1. Flow chart of our proposed system

Figure 2 shows the login screen and Fig. 3. shows the interactive student dashboard.

Fig. 2. Login Screen Fig. 3. Student Dashboard

Figure 4 shows all the out pass the student/faculty has requested earlier and Fig. 5.
shows the student profile with edit details functionality.

Fig. 4. View all out passes Fig. 5. Student Profile

Figure 6 shows the out pass request form and Fig. 7. shows the out pass request screen as
viewed by faculty/mentor/HOD.

Fig. 6. Out pass request form Fig. 7. Out pass request dialog screen
 5

Figure 8 shows the out pass request form and Fig. 8. shows the recent out passes of mentees.

Fig. 8. Mentees recent out passes

Figure 9 shows the security dashboard and Fig. 10. shows a sample QR code.

Fig. 9. Security dashboard Fig. 10. QR code

3.1 Modules

The proposed framework consists of four main modules. Each module has some spe-
cific set of functionalities as mentioned below.

Student Module Faculty Module

• Edit details • View Details
• View previous out pass • Edit details
• Request new out pass • View previous out passes
• Update out pass • Request new out pass
• View Mentor details and HOD details • Update out pass
• View HOD details

Security Module Common/Global Module

• View Details • Forgot Password
• Edit Details • Reset password
• Authenticate out pass • QR code generator
• Update out pass
6

3.2 Sentiment Analysis:

Sentiment Analysis refers to the act of computing and classifying a given sentence into
negative, neutral, or positive.

3.3 VADER Sentiment Analysis :

‘VADER’ stands for “Valence Aware Dictionary and sEntiment Reasoner”. It’s a rule-
based and lexicon tool of sentiment analysis that is accustomed to the social media
sentiments [7-14]. It also determines how negative or positive a given sentiment is. It
calculates ‘compound score’, which is a ‘metric that calculates the sum of all the lexicon
ratings which have been normalized between ‘-1’ (most extreme negative) and ‘+1’
(most extreme positive)’. The mathematical notation of normalization used is shown
in equation 1. The score range of each type of sentiment is listed in Table 1.
𝑥
𝑥= (1)
√𝑥 2 +𝛼

where x : sum of valence scores of constituent words, and α = Normalization con-

stant (default value is 15)

Table 1. VADER Sentiment Analysis

‘positive sentiment’ ‘compound score > = 0.05’
‘negative sentiment’ ‘compound score <= -0.05’
‘neutral sentiment’ ‘compound score > -0.05 & compound score < 0.05’

4 Testing and Results

We have tested our web framework on the following test cases: Database Testing,
Functional Testing, Compatibility Testing, Performance Testing, Usability Testing,
and Security Testing all passed all the test cases. The results of the web framework are
shown in Fig.11, 12 and 13.

Fig. 11. Out pass request form Fig. 12. Out pass request dialog screen
 7

Fig. 13. Framework results

4.1 VADER Sentiment Analysis

We have tested the VADER Sentiment Algorithm on some sentences. The results of
the various scores obtained are tabulated in Table 2.

Table 2. VADER Sentiment Algorithm Scores

S. No Sentence ‘Positive ‘Negative ‘Neutral ‘Compound
score’ score’ score’ Score’
1 My friend met with an accident 0.311 0.301 0.388 0.0258
2 I have to attend my sister's wedding 0 0 1 0
3 Suraj's grandfather is no more 0 0.355 0.645 -0.296
4 I want to go out for a casual outing 0.383 0 0.617 0.2732
5 I need to go for a health check-up 0 0 1 0
6 Suraj's grandfather died 0 0.643 0.357 -0.5574
7 Raju's mother is in hospital 0 0 1 0
8 I am not feeling well 0 0.614 0.386 -0.2924
9 I have a doctor appointment 0 0 1 0
10 Farhan is ill. He needs me to accom- 0 0.203 0.797 -0.4215
pany him to the hospital

5 Conclusion

Our project simplifies the manual task of getting permissions for candidates from an
organization to take leave/holiday. From the student's/user's perspective, It will be
easier to put a request for applying leave and receive gate-pass or permission instead
of going to the respective department and acquiring manual written slips. From the
management's perspective, It will be easier to find student's details, reason for the
application and whether to give permission. Usage of QR Codes will be more secure
in allowing students out of the organization at the gate. GATEZEE facilitates a
smooth end-to-end flow for the above requirements.

6 Future Scope

Our framework has inspired potential future work including using advanced sentiment
analysis methods like lexicon and machine learning approaches, along with Natural
language processing (NLP) methods for better text sentiment score.
 8

Acknowledgment
We would like to thank the Department of Computer Science Engineering, VNR
Vignana Jyothi Institute of Engineering and Technology, Hyderabad for helping us
carry out the work and supporting us all the time .

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