Smart School Transport Management System

In recent years, the safety and efficiency of school transportation systems have become a top
concern for educational institutions, parents, and transport providers alike. The increasing
complexity of managing school routes, ensuring child safety, and maintaining real-time
communication with stakeholders has highlighted the urgent need for a smarter and more
reliable system. Addressing this critical need, the Diploma Engineering (DE) Project focuses
on the development of a Smart School Transport Management System—a comprehensive,
technology-driven solution tailored to modern educational environments.
This system is designed to redefine how school transport is managed by integrating cutting-
edge technologies such as Global Positioning System (GPS) for real-time location tracking,
Radio-Frequency Identification (RFID) for automatic student attendance, and Closed-Circuit
Television (CCTV) for enhanced onboard surveillance. By combining these hardware
components with robust mobile applications and cloud-based data services, the system offers
seamless interaction between key stakeholders, including parents, bus drivers, school
administrators, transport managers, and students.
The system not only ensures that students are transported safely and punctually but also
minimizes the stress and uncertainty often faced by parents and school staff. For instance,
real-time notifications and geo-alerts keep parents informed about their child’s journey, while
administrators gain access to comprehensive route analytics and performance reports. The
app interface is developed with simplicity and usability in mind, making it accessible even to
users with minimal technical experience.
By bridging the gap between school transport operations and smart digital tools, this project
delivers a scalable and user-centric solution that aligns with the vision of smart education. It
stands as a perfect example of how engineering skills can be applied to solve real-world
challenges through innovation, empathy, and technology.
 Authentication & Roles
In any technology-driven system that handles sensitive data, security and access control are
crucial pillars. The Smart School Transport Management System is built with a strong
emphasis on safeguarding user data and preventing unauthorized access by implementing a
multi-layered authentication and role-based control mechanism. This section outlines how
user roles are managed and how secure login features are applied to maintain data integrity
and accountability throughout the platform.

Role-Based Login System

One of the core functionalities of the system is its role-based login, which allows each user
to access a personalized dashboard tailored to their responsibilities and needs. This ensures
that users—whether they are parents, bus drivers, administrative staff, or school heads—
can access only the features relevant to their role.

Each role in the system is carefully structured:

• Parents are provided with intuitive dashboards that display real-time bus tracking,
scheduled routes, student check-in status, and alert notifications.
• Drivers have access to features like starting and ending trips, viewing daily assigned
routes, marking attendance through RFID, and triggering SOS in case of emergency.
• Administrators and school staff possess high-level access, enabling them to assign
and manage routes, monitor multiple buses in real time, view trip logs, optimize
schedules, and address feedback or incident reports efficiently.

This segmentation improves usability, efficiency, and system control, while minimizing the
risk of misuse or data leaks.

Multi-Factor Authentication (MFA) and Password Recovery

To strengthen system security, the login process incorporates Multi-Factor Authentication

(MFA), where users are required to provide a second level of verification—typically via
One-Time Passwords (OTP) sent to registered mobile numbers or email addresses. This
significantly enhances protection against phishing attacks and unauthorized login attempts,
particularly in cases where passwords may be compromised.

Additionally, the system includes a robust password recovery mechanism. Users who forget
their credentials can initiate recovery through a secure process that involves identity
verification and OTP-based confirmation, ensuring that account access is restored only to the
rightful user.

Role-Based Access Control (RBAC)

To ensure that each user interacts with the system within the boundaries of their
responsibilities, the Smart School Transport Management System implements a detailed
Role-Based Access Control (RBAC) structure. With RBAC, access permissions are tightly
bound to user roles, meaning that a driver cannot access administrative tools, and a parent
cannot modify bus schedules.

This approach:

• Reduces system complexity for end users by presenting only relevant features.
• Enhances security by limiting access to sensitive information such as complete
student lists, driver records, or administrative logs.
• Enables administrators to dynamically assign or revoke roles, making the system
adaptable for substitute drivers, temporary staff, or newly registered parents.

RBAC is particularly essential in preventing accidental changes and preserving the

confidentiality, integrity, and availability of the system. The backend system is designed
with a permissions matrix, allowing fine-grained control over user operations like viewing,
editing, or deleting data.
 Bus Tracking
The heart of the Smart School Transport Management System lies in its ability to offer real-
time tracking and monitoring of school buses. With rising concerns about student safety
and transportation delays, ensuring visibility and control over the school transport process is
non-negotiable. The system addresses these needs using integrated GPS modules, cloud
connectivity, geo-alert mechanisms, and live streaming functionalities, transforming
traditional school transportation into a smart, responsive, and proactive system.

Real-Time GPS Tracking

At the core of this system is the real-time GPS tracking feature, which continuously
monitors and displays the location of every school bus. Each bus in the fleet is equipped with
a high-precision GPS device connected to a cloud server, enabling constant location updates
that are visible on the mobile apps of both parents and administrators.

Through an interactive Google Maps API integration, users can:

• Monitor the current location of the bus with high accuracy.

• View the estimated time of arrival (ETA) at pickup or drop-off points.
• Analyze the bus speed, ensuring that drivers maintain safety standards.
• Detect any route deviations, unauthorized stops, or traffic delays.

This real-time tracking not only eliminates uncertainty but also enhances operational
efficiency, reduces parent anxiety, and supports better route planning by school authorities.

Alerts (Arrival, Departure & SOS)

The system is equipped with smart alert mechanisms that work in conjunction with GPS
data and predefined geo-fences. These alerts help automate communication and remove the
dependency on manual updates or phone calls.

➤ Arrival/Departure Alerts:

Geo-zones are marked around critical areas like homes, school gates, and major stops. As a
bus enters or exits a zone:

• Parents receive notifications such as “Bus is approaching your stop” or “Your child
has arrived at school.”
• Admins get updates on which buses have completed their pickups or drop-offs,
improving overall monitoring.
➤ SOS Alerts:

In emergency scenarios such as accidents, mechanical failures, or health crises, the driver
can trigger an SOS alert directly from the app interface. Upon activation:

• An immediate notification with the exact bus location is sent to the school admin and
parent.
• A safety protocol can be initiated, allowing quick decisions like rerouting other buses
or dispatching help.

This alert system ensures quick response times and builds trust with all stakeholders,
especially parents who prioritize their child's safety.

Live Streaming from Bus

To further enhance the security and transparency of student commutes, the system supports
live video streaming from onboard CCTV cameras. This feature is primarily available to
school administrators and security personnel who wish to monitor:

• Student behavior and seating arrangements.

• Any altercations, bullying, or emergencies inside the bus.
• Adherence to safety guidelines such as mask-wearing or seatbelt use (if applicable).

Live camera feeds are accessible through the admin dashboard, and in case of incidents, the
footage can be recorded and reviewed for documentation or disciplinary action. The
presence of cameras also acts as a deterrent for misconduct and reassures parents of their
child’s security throughout the journey.
 Parents Dashboard
The Parents Dashboard serves as the central hub of interaction for guardians using the
Smart School Transport Management System. With a focus on convenience, clarity, and
safety, this dashboard allows parents to stay informed about every aspect of their child's daily
commute. Designed with a user-friendly interface, it provides seamless access to live
tracking, schedules, alerts, and journey history, ensuring parents have full visibility without
the need for constant phone calls or manual updates.

View Schedules

Parents can view a comprehensive schedule of their child’s bus route, including:

• Daily pickup and drop-off times

• Assigned bus number and driver identity
• Estimated arrival time at pickup points and school

These details are presented in a visually structured format, making it easy for working
parents to plan their day accordingly. The dashboard automatically updates schedule changes
or adjustments made by school administrators due to weather disruptions, public holidays, or
re-routed trips, reducing confusion and increasing punctuality.

Track Bus in Real-Time

One of the most empowering features for parents is the real-time GPS tracking of the
school bus, displayed on an interactive map. This live feature helps parents:

• Know exactly where the bus is at any given moment

• Receive ETA updates to avoid long waits at the pickup point
• Monitor whether the bus is on schedule or delayed due to traffic

The map interface uses Google Maps API integration, and the tracking system is supported
by geo-fencing, which triggers location-based notifications when the bus enters or exits
specific zones, such as nearing the child’s pickup location or arriving at school.

Alerts (Arrival, Departure & SOS)

The dashboard pushes instant notifications to the parent’s device, ensuring they are always
informed of important events:

• Arrival Alerts: “Bus is 500 meters from your stop”

• Departure Alerts: “Your child’s bus has left the school”
• Delays: “Traffic congestion detected. Expected delay: 12 minutes”
• Emergency Alerts: Triggered via SOS from the driver or admin
• Attendance Alerts: When the child checks in with RFID, a message like “Priya
boarded Bus 7 at 7:58 AM” is sent to the parent
Such instant alerts greatly reduce anxiety and build confidence in the school’s transportation
process.

Manage Schedules

To accommodate dynamic family needs, the dashboard provides parents with the ability to:

• Request temporary changes in pickup/drop timing

• Inform the school about a child’s absence
• Suggest alternate pickup points (if within allowed range)
• Submit change requests which require admin approval before implementation

This flexibility ensures that unexpected events like doctor appointments, early dismissals, or
family travel don’t cause confusion or logistical problems.

Start/End Journey Monitoring

The system maintains a detailed journey log for each trip. Parents can see:

• The exact time their child boarded the bus

• Route start and stop timestamps
• Time of arrival at school and return
• Total duration of the trip

These logs are made possible through GPS data and RFID scans, which automatically register
the child’s presence. This transparency brings a sense of assurance and helps parents track
routine travel behavior.
 Notifications & Alerts
One of the most vital aspects of the Smart School Transport Management System is its
ability to deliver real-time notifications and alerts to all stakeholders. The system is
designed to keep parents, drivers, and school administrators constantly informed and
prepared for any situation—routine or unexpected. By leveraging technologies such as
Firebase Cloud Messaging (FCM), geo-fencing, and SOS integration, this alert module
ensures transparency, proactive communication, and enhanced safety for school children
during their transit.

Push Notifications

The system delivers important updates to users’ mobile devices through Firebase Cloud
Messaging (FCM), a cloud service that reliably sends messages and notifications even when
the app is not actively running. These notifications serve multiple purposes:

• Keep parents informed about bus activity

• Notify drivers about route changes or traffic warnings
• Alert admins about unusual behaviors or emergency triggers

Typical examples of push notifications include:

• “Bus #4 has departed school at 1:05 PM.”

• “Your child’s bus is delayed by 10 minutes due to traffic near City Hospital.”
• “New route has been assigned to avoid roadblock at Navsari Ring Road.”

All notifications are concise, timely, and actionable, reducing uncertainty and unnecessary
phone calls between parents and the school.

SOS Alerts

In emergency situations, time is of the essence, and that’s where the SOS feature becomes
crucial. A dedicated SOS button is embedded into the driver's application, enabling the
immediate dispatch of critical alerts. With a single tap:

• The admin panel receives an emergency flag along with live GPS data.
• The concerned parent gets an alert, e.g., “SOS triggered from Bus #7. Location: near
Gandevi Junction.”
• If integrated with local authorities or the school’s response team, emergency
responders are also notified in real time.

Common situations requiring SOS activation include:

• Road accidents
• Medical emergencies involving students or drivers
• Bus breakdowns in unsafe areas

This real-time response system improves reaction speed, reduces risk, and brings peace of
mind to all involved parties.
 Geo-Alerts

To further automate the alert mechanism, the system uses geo-zones, also known as
geofences, to monitor when buses enter or leave predefined areas. These zones are set around
key locations like:

• Student homes or residential clusters

• School entrances/exits
• Busy intersections or dangerous zones

As the bus crosses into or out of a geo-zone, specific alerts are triggered. Examples include:

• “Bus #2 is 500 meters from your pickup point.”

• “Bus has entered school premises at 7:50 AM.”

Each route can have custom zones configured, and the alerts are adjustable in distance (e.g.,
200m, 500m, or 1km), depending on traffic conditions or user preference. Geo-alerts not only
enhance punctuality but also help parents prepare their children on time, and enable the
school to monitor bus adherence to routes..

Stakeholders
The system is designed considering the roles and responsibilities of all involved:
• Parents: Want transparency and instant alerts.
• Students: Need safe, timely transport.
• Bus Drivers: Need easy-to-use tools for daily logging and navigation.
• Admin Staff: Require analytics, route management, and feedback control.
• School Heads: Oversee overall system performance and compliance.
• Developers: Maintain and upgrade system architecture.
 Empathy Mapping & User Insight
Targeting urban and semi-urban users, the system prioritizes simplicity, responsiveness,
and real-time updates. Insights from empathy mapping include:
• Parents feel stressed by traffic delays and missed updates.
• Drivers struggle with apps due to poor connectivity.
• Admins want fewer manual processes and more automation.
• Everyone desires a reliable, user-friendly mobile app.

Product Components
Mobile App
Developed in React Native for cross-platform compatibility. Roles include:
• Parent App: Dashboard, live tracking, schedule view, alert management.
• Driver App: Route list, trip logs, SOS trigger.
• Admin Panel: Role access control, schedule optimization, feedback system.

Hardware Integration
• GPS Units: For precise live location tracking.
• RFID Tags: Automatically mark attendance when a student boards the bus.
• CCTV: For security and live monitoring.

Software Stack
• Firebase: Realtime database, authentication, cloud messaging.
• Google Maps API: Dynamic route display, ETA calculation.
• Node.js / Express: Backend services.
• MongoDB or Firestore: Data storage.
 Challenges & Solutions
Connectivity Issues
Problem: Low internet in rural zones
Solution: Implement offline logging & sync on reconnect. Lightweight data exchange.

Emergency Handling
Problem: Slow SOS response
Solution: Dedicated SOS button with geo-tagging, auto-message dispatch to all stakeholders.

Feedback Management
Problem: No way for users to report bugs/suggestions
Solution: In-app feedback module with screenshot & log attachment.

AEIOU Analysis Summary

• Activities: Bus tracking, alerts, route planning, attendance check
• Environment: School grounds, rural roads, weather impact zones
• Interactions: Chat, notifications, RFID scans, map view
• Objects: GPS device, RFID cards, cameras, user apps
• Users: Parents, students, drivers, admins, guards, teachers

Product Development Summary

Retain Redesign Reject

GPS Tracking Dynamic Routing Manual Logs

RFID Scan Role Access UI SMS Alerts

Push Alerts Chat Notifications One-Role Apps

Conclusion
The DE Project – School Transport Management System is a smart, scalable, and secure
solution addressing the real-world challenges in student transport. With a focus on live
tracking, multi-role access, emergency alerts, and user-centered design, this system provides
a holistic ecosystem that boosts trust, safety, and operational efficiency for schools and
parents alike. It blends cutting-edge technology with practical use cases, making it a
promising project for both academic evaluation and real-world deployment.