International Journal of Pure and Applied Mathematics

Volume 119 No. 18 2018, 1657-1664

ISSN: 1314-3395 (on-line version)
url: http://www.acadpubl.eu/hub/
Special Issue
http://www.acadpubl.eu/hub/

Online Gate Pass Application form for Hostel Students

S.Venkatesa Perumal1, B. I.Juvanna2, and Sanju Rajan3

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 II.EXISTING SYSTEM

We have seen various industries or institutes, where The resident students follow very traditional methods to
there is a compulsion of taking a gate pass to enter the enter and exit hostel .However it is possible for them to
premises as well as while leaving the premises before manipulate the data differently, leading to duplication of
time. The gate pass is generally either a written chit of work and chances of mistake .These records are stored
paper or a receipt sheet. This sheet remains of no use in an excel format. When the records are changed they
once out of the premises and there is wastage of paper. need to update each and every excel file. There is no
Our system proposes to give the “Paper Saving Idea” by option to find and print previous saved records. There is
the Use of Technology [1] for the same. It consists of a no security, anybody can access any report and even
design where the students can enter the required details sensitive data of the students. Existing system is time
with student's id, name, consuming and confusing. Handling large data is
difficult in most the time.
Contact number, reason to enter/leave, the type of
student (sport/normal) and type of leave (day out/ night III. PROPOSED SYSTEM
stay). The higher authority would contain the details of
Our proposed system manages the entry and exit of the
the students from database. If this is true then details of
students on short term and long term leaves. Gate Pass
student would be saved into database and once it is
Management System [2] is an efficient system to keep
done, the permission is granted, then the respected
track of each student’s entry and exit.
student will get a confirmation that he/she is allowed to
Management System is available for use and it is easy to
enter/leave the premises before time through email
use and manage. It will simplifies the task and reduce
notification.
the paper work[3]. Our proposed system provides

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complete road map for students take one day leave and • K-Means Algorithm
long leaves formalities. Also our proposed system
Each modules performs specific task in this
showcase the hierarchy of approval for normal students
web application. Initially a student is requested to enter
and sports students.
the type of gate pass that is needed to be issued. Then
The architecture below explains the flow of how a gate
the student enters all the details requested and this is
pass is being issued to an individual.
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
A-Approved premises. It Warden at security gate to register the
Students valid details and also send the notification to
DA - Disapproved
students mail. The students who are all want to go with
Figure. 1.1 System Architecture
permission for sports event or regular normal leave it all

IV. MODULAR DESCRIPTION will stored in a Gate Pass Database.

The gate pass web application can be divided into 5 C. Email Alert
major modules. They are listed below:
Email alerts are emails generated by Admin and
• User Authentication sent to designated recipients [5]. These actions consist

• Gate Pass Generation of the standard text and list of recipients for an email.
You can associate email alerts with processes, flows,
• Email Alert
workflow rules, approval processes, or entitlement
• Ticket Maintenance processes. Here in this gate pass system warden apply

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the students checking out and checking in details after maintain students details from the starting to end of the
storing the database it will send automatically to student process finally stored and retrieve from the database.
mail to view the alert message.
E. K-Means Algorithm
D. Ticket Maintenance
The well-known clustering problem can be solved
Maintenance considered is the process of keeping by the simplest unsupervised learning algorithms known
something in good condition.in the gate pass system as K-means. The given data set can be easily classified
using ticket maintenance, it is maintenance by someone. by following a simple procedure. For each cluster, a k
The person is who are standing in entrance. Here mostly center is defined.
this system is maintained by warden himself .so he

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

Rambli,”Visitor Management system by applying the model of
The paper assists in modifying the existing UTAUT, IEEE symposium on Business, Engineering and Industrial
system to site based system. This is a paperless work. It applications,23-26 Sep, 2012.

can be monitored and controlled remotely. It reduces the [2] Elakkiya, Nirmala Priyadarshini, “Web- Based Hostel management
manpower required. It provides accurate information system for improving sustainable Performance of Educational
Institutions”, International Journal of Latest trends in Engineering and
always. Malpractice can be reduced. All gathered and
technology, Vol.10, Issue 1, PP.050-053, 2017.
extra information can be saved and can be accessed at
[3] HaiyaHamood Al Ghaithi, Umapathy Eaganathan,, “A brief study
any time. The data which is stored in the system helps in
and implementation of visitor management system for Asia Pacific
taking intelligent and quick decisions by the University, Malaysia”, International Journal of Advance Research in
management. So it is better to have a Web-Based science and Engineering, Vol.5, Issue 4, April 2016.

Information Management system. This can be improved [4] Seinivas Nidhra, Likith Poovanna, Vinay Sudha Eithiraj, “Visitor
with RFID tag as a future scope. Management Schedule System- An Intelligent Decision Support
System”, International Journal of Cybernetics and Informatics, Vol1,
Acknowledgement April 2012.

I would like to thank the Department faculty and the lab [5] Harish Rapartiwar, Pushpanjali Shivratri, Omkar Sonakul, Ashwini

instructor, HITS, who has guided me a lot in this Bhugul, “Visitor Gate Pass Management System”, International
Journal of Computer Science and Mobile Computing”, Vol6, Issue 2,
project. I also thank my friends who really helped me
PP,170-178, Feb 2017.
for the successful completion of the project.

REFERENCES

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