Full Project – Design and implementation of an automated guest monitoring system

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CHAPTER ONE

INTRODUCTION

1.0     BACKGROUND OF STUDY

A Guest Monitoring System (GMS) is an evolving concept defined as a systematic collection of visitor’s information. It is a record in digital format that is theoretically capable of keeping track of list of visitors and their personal details for effective service from both clients and the company.

This system tracks the usage of a public office by gathering increasing amounts of information. A guest monitoring system can record the usage of the facilities by specific visitors and provide documentation of visitor’s whereabouts. Since a guest monitoring system provides a record of office used and the person visited, these systems are frequently used to complement office security systems and access control systems.

As automated guest monitoring systems become more common and more powerful, these systems are taking over many of the functions of office security and access control like gathering information manually.

Managing visitors is an essential access control activity traditionally handled through paper logs or guest books, where visitors sign in at the front desk. Synergis’ guest monitoring module allows you to modernize your approach, go paperless, and become more efficient. Enroll visitors, assign physical access rights, and track their movements with ease. A digital guest monitoring system does the core job of checking in visitors. But it also does many things pen and paper cants which include:

• Maintain a cloud-based visitor log.
• Take photos of your visitors to help you identify them.

And so on.

Over the last  decade,  computer  and  telecommunication  technologies  have developed at an extraordinary rate. Increased computer power, advances in data transmission, attractive and user-friendly graphic interfaces present management with unprecedented  capacity  to  collect,  store,  analyze  and  share  data  with relevant stakeholders.

Historically, the innovation of information systems has served as the catalyst for dramatic changes in the organization work and has presented both opportunities and challenges to operators.

Some schools have made tremendous efforts in creating databases for guest information system for security purposes.

• STATEMENT OF PROBLEM

Keeping record of visitors in the school has been a big task for the management. Often the identity of the guest is forgotten as soon as he/she leaves the school. This is a big security risk as there is need to maintain an automated record of daily visitors to the school in case security issues arise.

After carefully analysis of the domain, the researcher observed that the following problems are mainly encountered by different organization

1. The present method of visitors/guest management system is mainly based on manual recording,
2. The present system makes use of small or no database for recording of visitor’s information.
3. Due to lack of comprehensive database, accountability is usually very difficult,
4. The present system is time consuming,
5. Owing to the paper and pen method of  recording information visitors may not give out its full information needed at a particular time,
6. Queuing may occur at the cause of entering information needed.

1.2     OBJECTIVE OF STUDY

The aim of this project is to design and implement an online guest monitoring system.

The objectives include:

1. To build a web database for storing visitor’s information: to setup a strong relational database for storing visitor’s information for easy retrieval and annual report analysis.
2. To develop a web base which helps to insert and retrieve visitors information: retrieval of information stored in a database is vital and must be ready to get back from the database when needed so that the purpose of storing the data must be accomplished.
3. To give account of visitors that visited the organization: the system that is setup must be ready to give total number of visitors that visited the organization per day, week, yearly etc.
4. To ascertain the reasons why the visitor visited: the system will also track the reasons why the visitors visited, whether the message is relevant or not.
5. To provide easy access of searching and navigation for time saving: the system have a special way of retrieving data from the database like search the visitor using its identification number.
6. To provide adequate assessment of staff base on the amount of visitor (Client) and their reason.
   • SIGNIFICANCE OF STUDY

With growth of information technology, the study offers numerous values in business premises and revenue payment:

1. Visitors get high quality service: since the recording requires human information, with use of computer more concrete information will be provided.
2. It will be easier to generate overall report: comprehensive and relational database will make the report generation easy and faster.
3. High Security Environments: Assign and print credentials for your visitors like any other employee, define detailed access rights, specify visitor escorts, and give your staff full control over access to your facilities.
4. It will provide efficient, effective and timely services,
5. It will reduce corruption,
6. It contributes to the entire organization security.

1.4 SCOPE OF THE STUDY

This research project covers only records for the manager’s guest and some other management staff, as it will be difficult to maintain guest record on every staff of the school.

1.5     CONSTRAINTS AND LIMITATION

Due to time constraint and limited resources, the use of biometric could not be incorporated into the work for authentic identification of guest.  Also, limited time for implementation of the software meant that guests can’t book an appointment online prior to their visit.

1.6     DEFINTION OF TERMS

ARRIVAL FILE:  This is master file consisting of the guest name, companies name and address, state, country, nationality, profession etc.  Which also include the mode of payment to be used by the guest.

DATABASE: This is the collection of related data/information

GUEST:    This guest are used in the contest of the work refers to individual, companies or corporate bodies that visited the school.

SOFTWARE: This is the logically written instruction that control the hardware.

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Full Project – Design and implementation of an automated guest monitoring system