Visitors Pass Management System

Abstract -:
INTRODUCTION-:
Hospitals and clinics provide essential and mandatory health care services to the people.
With the growing volume of patients seeking medical attention every day, it is imperative to
have in place a smooth functioning Service Management System to ensure highest standards of
serviceability. An inefficient system could lead to overcrowding of clinics, a strain on
facilities, and inconvenience to patients, making health care more inaccessible and inequitable
for the population.

SCOPE-:
The aim of the project is to build a Real Time Queue Management System. The system manages
the following activities:
-

Data collection from Incoming patients using a friendly Graphical User Interface (GUI)

Data transfer from GUI (workstation) to Queue Management module (uCsimm board)

Room allocation based on a planned algorithm

Room occupancy status display through the board LEDs

Speaker to indicate incoming patient.

In this section, we will describe the Queue Management System, in detailed steps.

EASE OF USE-:
The system (at the user level) is made up of 2 components, the server (uCsimm) and the
workstation. The workstation will continuously play a sound if it has no other tasks (indicating
an idle system).

When a patient enters the clinic he will have his details entered into the system GUI at the
workstation. The user will also include whether he requires emergency assistance. Based on his
entry and urgency level, he will be assigned a queue number and automatically directed to an
appropriate room when one becomes available.

The clinic consists of 4 rooms and 4 LEDs (on uCsimm) represent the status of the 4 rooms. An
active LED means the room is occupied. Pressing a button represents the patient has left the
room and will turn off its corresponding LED. In the case the button is not pressed within 15
minutes from the patient entering the room, the patient will also be considered as having left the
room.

PROJECT PLAN-:

Fig1.1

Description-: A, B, C, D, E, F, G are employees of the company. Security or Receptionist will check

validity of visitor and Visitor badge will be generated and details will be updated in database server. B.

Definition Acronyms and abbreviation-:

I/O facilities-:
The Queue Management System uses a user friendly GUI, designed in C#, to input patient
details. The GUI runs on the workstation and requests for relevant patient details, including
whether emergency or normal assistance is required
Process Scheduling
When data is read from the socket, the user space program will write data the a FIFO. The FIFO
handler will then send a command to invoke task 1. After updating the queue information and
the allocation of the total number of room based on the dynamic load balancing algorithm
mentioned above, task 1 stops. When the next period of task 2 is reached, it will use the newly
updated queue information, the room allocation information for each type of patients, and the
current status of the rooms to arrange a new patient into a room if possible.
SQL-:
Referred to as Structured Query Language is a programming language designed for managing
data in relational database management systems (RDBMS).

SQL Server: Microsoft SQL Server is a relational database server, developed by Microsoft: It is a software
product whose primary function is to store and retrieve data as requested by other software
applications, be it those on the same computer or those running on another computer across a
network (including the Internet).

Product Perspective-:
The Visitor Pass Management System is a platform which tracks the usage of a public
building or site. It is a step ahead of the manual visitor management system as it provides
innovative solution for Appointment Management. Visitor can log into the application of the
organization by adding his or her photograph of the visitor for obtaining the appointment. This
system utilizes the latest technology which enhances the security in the facility. Employees
and visitors will feel more secure and protected and it will create a great first impression on the
corporate image.

Product Functions-:

The system provides search engine for all the visitors visited till date. Essential steps to be
taken to prevent authenticity infringement. Visitors to be distributed in types.
The home page to consist of user friendly Graphical User Interface.
Archives to be maintained. Visitors will have their unique ID with barcode printed on it and the
Id will have an expiry date. Secure login for Employees so that spammers/illegal users can be
defied. Expired visitors badges not to be entertained. Registered Employees and Administrators
are allowed to change meeting schedules. Visitors information can be downloaded in various
formats only by Administrator. Registered visitors, Employees, and Administrator will have their
own profile, where they can edit their personal info for the entire management to see. Employees
will have associated facilities, according to which to-be-validated-visitors will be sent an SMS/
Email. On rejection, he will have to provide a reason for the same, which will be forwarded to
the concerned visitor. Automated mails to be sent on rejection/acceptance of visitors.
Admin can add/delete employees. Visitation report of employees
and visitors will be available to her/him. Admin has all the privileges employee has. He can
schedule or reject meeting which will be visible to the concerned users. Regular updates to be
provided to the Security about the visitations. Security person can access all the information
regarding meetings of the employees to be visited.

User Classes and Characteristics-:

This Visitor Pass Management System will be used by four main users. They are Administrator,
Employee, Security and Visitor.
Administrator: Assigns the Employees and Security. Administration area secured with user
name and password defined. Can search, view, update and edit visitors list. Manages employee
and security database.

Employee: Approve or reject the visitation request from visitors. Update visitor log. Reports to
administrator.

Security: Checks visitors ID. Prints visitors badge with bar code. Enters visitors belongings
details. Reports to administrator.

Visitor: Send request to employee for approval of meeting and fixing an appointment. Visit the
building or site and attend meeting.

Operating Environment-:
Operating Environment-: The operating environment for the software will be Windows XP,
Vista and 7.
Hardware requirements-:
Windows 98, ME or 2000 or XP operating systems, Database Oracle or MS SQL server
Intel Pentium Processor 266 MHz or Higher
64 MB RAM, 25 MB of HDD space for Software
Installation
USB Web Cam (Make - Intel, Logitech, D-Link,
Creative)
Printer (If required.)
Software Requirements:

Front end: Net Framework 3.5.

Back end: Microsoft SQL Server 2008 Express Edition.
Operating system: Certified distributions of Windows XP, Vista or 7.

Problems in the existing system-:

Future enhancement-:

Easy Installation and Deployment should be provided.

User Password, Authentication should be done

Software user rights administration should be provided

Absolute
automation.

control

on

corporate/organization

processes

through

Strong Data Validation should be provided to avoid error occurrence.

Advanced technology and secure connection should be provided.

One day and long duration Multi Entry Passes should be issued.

Pass Format User require.

Interface to webcam for visitors picture should be of good quality.

Standard and Easy Data Entry Form should be made easily available.

Company Wise details where visitor has to visit should be provided.

Visitor History and statistics should be maintained.

Report Presentation in standard formats and should be user friendly.

100%

Software is to be made available in Marathi (Devnagari) or any other

Languages as per client requirement.

Conclusion-:
As the below table indicates, a visitor is an individual about whom the security knows
almost nothing, who visits for only for few hours and not likely visit again and hence it is
necessary to keep a tab of the visitor from a security point of view.
Visitor pass management specially used to tracking the usage of a public
building or site. By gathering increasing amounts of information, a visitor management system
can record the usage of the facilities by specific visitors and provide documentation of visitors
whereabouts.
Because a visitor pass management system provides a record of building
use, these systems are frequently used to complement building security systems. As Visitor
Management Systems become more common and more powerful, these systems are taking
over many of the functions of building security and access control.

Knowledge about the individual

Type of
individual

from

Duration within the

premise

Security Threats

Nil

a security point of view

Perception

Employees

Background Check

Every day till the tenure ends

Temporary

Partial Contractor details

are available

Short Duration from a week

Mild
to couple of months.

Almost Nil

Few hours

Workers
Visitors

High

Table.1. prototype

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