VMS RISDA 27jan2014-01

Visitor Management System (VMS)
Rubber Industry Smallholders'

Development Authority (RISDA)
Conceptual Proposal
Document Ref No
Version 1.0
27 January 2014
Conceptual Proposal
Document Ref No Version Release Date
CP/001/2014 1.0 27 January 2014
DOCUMENT RELEASE DETAILS
Project Visitor Management System (VMS)

Document Conceptual Proposal
Document Ref No
Version Number 1.0
Submission Date 27 January 2014
Classification Confidential – Distribution restricted to intended audience only
Requires Certificate
 Yes
of Acceptance
No
Visitor Management System (VMS) Page 2 of 35

Conceptual Proposal
CP/001/2014 1.0 27 January 2014
DEFINITIONS
Term/Abbreviation Description
PC Personal Computer
VMS Visitor Management System

Conceptual Proposal
CP/001/2014 1.0 27 January 2014
TABLE OF CONTENTS
1 Introduction.............................................................................................................................. 6
1.1 Background ................................................................................................................................ 6
1.2 Objectives................................................................................................................................... 6
1.3 Scope .......................................................................................................................................... 7
1.4 Audience .................................................................................................................................... 7
1.5 Document Structure................................................................................................................... 7
2 Current System and Limitation .................................................................................................. 8
3 Scope of Work........................................................................................................................... 9
3.1 Overview .................................................................................................................................... 9
3.2 Assumption and Exceptions ....................................................................................................... 9
3.3 System Architecture ................................................................................................................. 10
3.4 Proposed Work Flow ................................................................................................................ 11
3.4.1 Visitors with MyKad ......................................................................................................... 11
4 System Requirement ............................................................................................................... 13
4.1 VMS System.............................................................................................................................. 13
4.1.1 System Modules ............................................................................................................... 13
5 Hardware Requirement ........................................................................................................... 30
5.1 IRIS BCR300C ............................................................................................................................ 30
5.2 MINI - Door Access Reader....................................................................................................... 31
5.3 System Benefits ........................................................................................................................ 32
6 Project Schedule ..................................................................................................................... 33
7 Project Organisation................................................................................................................ 34

Conceptual Proposal
CP/001/2014 1.0 27 January 2014
LIST OF FIGURES
Figure 1 Proposed System Architecture ...................................................................................................... 10
Figure 2 Proposed Work Flow ..................................................................................................................... 11
Figure 4 IRIS BCR300C ................................................................................................................................. 30
Figure 5 MINI .............................................................................................................................................. 31
Figure 4 Project Schedule ........................................................................................................................... 33
Figure 5 Project Organisation...................................................................................................................... 34

Conceptual Proposal
CP/001/2014 1.0 27 January 2014
1 Introduction
This document is to propose “Visitor Management System” (VMS) to RISDA is created with the capability
to read MyKad information to ease registration process and to reduce the sentiment of giving away the
national ID card (MyKad) to strangers. This process takes place at the main entrance of the premise by
computerizing the registration process for the visitors. It utilizes the MyKad to make up for a fast and
effective way to register and monitor the visitors. Also included in this document is the supporting
system for the implementation of VMS.
1.1 Background
The Visitor Management System (VMS) is proposed to RISDA specifically to RISDA HQ located in Jalan
Ampang. It will be designed to ensure total site security by providing a comprehensive overview of the
personnel visiting the premise. By using the VMS at the entrance can help to ensure that only the right
visitors are allowed into the premise. Therefore it improves guard productivity and services rendered to
the visitors. Further it will enhance the image of the organization.
1.2 Objectives
The VMS will be implemented for the convenience of the both parties; the visitors and the client such
as:-
i) Paperless registration and hassle free process.
ii) To keep track of visitor’s movement in and out of the premises.
iii) To better manage the building security and to provide improved services with more efficient
visitor processing.
iv) To automate the capture of information from MyKad, thus provide validation of visitors and
remove potential human error in keying visitor information.
v) To record the usage of the facilities by specific visitors and provide documentation of visitor’s
whereabouts.

Conceptual Proposal
CP/001/2014 1.0 27 January 2014
1.3 Scope
This project will cover the scope as listed below:-
(i) To provide an application that will extract visitor’s information directly from MyKad using
smart card reader during the registration.
(ii) To issue visitor access smart card that will control the access to the permission level.
(iii) To provide a device that will control access to each departmental entrance.
(iv) To provide an application that can generates visitors report according to the user
requirements.
1.4 Audience
This document is intended for project manager, system developer and system admin intending to design
and build “Visitor Management System”. It is for the proposal purpose only. The details functional and
technical specification document will be provided upon the requirement gathering and project
confirmation by the client.
1.5 Document Structure

The following summarises the document structure and its content:-
Introduction – briefly describe the project proposed implementation plan.
Current System and Limitations – detail out the limitation of current situation.
Scope of Work – briefly describe the project’s proposed scope of work and implementation plan.
System Requirement – details the list of software required and its modules.
Hardware Requirement – details the list of hardware required for this project and the proposed
hardware.
Software Requirement - details the list of software required for this project.
Project Schedule – details the list of tasks to be done during the project phase.
Project Organisation – project team that will be involved in the proposed plan.
Project Costing – list of related costing.

Conceptual Proposal
CP/001/2014 1.0 27 January 2014
2 Current System and Limitation

In the existing normal procedure, visitor who comes to the client office will approach the reception or
lobby area to get the visitor pass to further entering the client’s permise. There is a dedicated
receptionist who will greet and attend the visitor to get the visitor pass. There are several manual ways
for a visitor to get the access into the premise, for example:-
 Fill in the visitor form in the log book.
 Present MyKad or driving license and it will be exchange with a Pass Card. Visitor needs to leave
their MyKad or driving license at the lobby counter and will collect it upon leaving the client’s
building.
There are some disadvantages of using the manual method of registering the visitor, for example:-
 When the visitor details are written on the log book, information discrepancy can happen easily
due to human factors.
 Visitor details are captured manually and hence it is a time consuming process.
 The manual registration process is not able to efficiently handle big crowd coming in by buses.
 No authentication on visitors’ identity in entering highly sensitive areas of Naval Bases.
 All visitors have to go through the same registration process, especially inconvenience for
contractors or vendors, family members of Navy personnel who enter and leave Naval Bases
daily, or even multiple times daily.
 Unable to track the visitors’ movement in the premise.
 It is very difficult to make a list of visitors who are inside the premise from the manual document
and hence making a visitor evacuation list during emergency would be very difficult to make
from the manual system.

Conceptual Proposal
CP/001/2014 1.0 27 January 2014
3 Scope of Work
3.1 Overview
VMS is an application to ensure the proper management of visitors to the premises. Data from MyKad
will be captured using the smart card reader and the data will automatically be transferred in the local
VMS database.
This sub chapter will detail the scope of work of this project and will be developed according the
following concept:-
 The reception staff will extract visitor information from the MyKad.
 Personal data and fingerprint image will be captured and saved into the database.
 An access card with serial number will be given to the visitor.
 User needs to use the access card to open the door.
 Each checkpoint/door will be equipped with a card reader.
3.2 Assumption and Exceptions

The following assumptions and exceptions have been made for this proposal:-
 VMS can generate and print statistical report.
 VMS is a standalone system. Internet connection is not necessary.

Conceptual Proposal
CP/001/2014 1.0 27 January 2014
3.3 System Architecture

The following diagram illustrates the overall system architecture for this project.
Figure 1 Proposed System Architecture
Remarks :
1. Visitor Access Card integration to Door Access Control System is an optional upgrade whereby
additional cost might apply.

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CP/001/2014 1.0 27 January 2014
Proposed Work Flow

This sub chapter details the proposed workflow for the implementation of “Visitor Management
System”.
3.3.1 Visitors with MyKad

The following proposed work flows are meant to cater for citizen visitors that Mykad.
3.3.1.1 Visitor Management
Figure 2 Proposed Work Flow
Based on the diagram, the proposed work flow is as follow:-
i) Visitor approaches the registration counter and inform which level to go.
ii) Visitor presents MyKad to the officer at the main entrance.

Conceptual Proposal
CP/001/2014 1.0 27 January 2014
iii) The officer inserts MyKad into smart card slot in the smart card reader. The smart card reader
will read and extract visitor personal information from card chip and display on the
computer screen. Visitor will need to perform fingerprint verification
iv) Officer inserts access card into smart card slot in the reader. The smart card reader will write the
level access into the access card.
v) Officer returns the Mykad and access card to the visitor.
vi) Visitor use access card to enter the door.
vii) Once done with the meeting, visitor will approach registration counter and return the access
card.
viii) IF visitor stay in the premise more than registered time, system will prompt alert message and
officer will call the visitor to ask him/her to report back to the counter.
Remarks :

Conceptual Proposal
CP/001/2014 1.0 27 January 2014
4 System Requirement
This chapter details the supporting system requirements VMS. The supporting systems are as follows:-
i) VMS System
4.1 VMS System

The main purpose of VMS System is to perform the checking of visitor information in the database
server. Staff can enter access card serial number and the complete information about the visitor will be
displayed on the screen. VMS System on PC will be developed with a report module that can generate
relevant statistical report.
VMS is developed using .NET technology that provides reliability, flexibility and scalability. It is a stand-
alone system where no complex configuration or installation is necessary. Specific requirements for
integration can be included depending on the complexity.
4.1.1 System Modules

There are 3 modules in VMS as per following:-
i) User Management Module – Manages system users. The System Administrator has full authority
in managing each user account. System Administrator will create login ID and password for a
user to enter the system.
ii) Visitor Registration Module –Manages registration process for visitors. Visitors’ details will be
captured using biometric smart card reader and will be transferred into VMS local database.
iii) Report Module – Generate and display relevant statistical report.
4.1.1.1 User Management Module

Below are the screens captures for User Management Module.
i. Click on the Visitor Management System.exe from desktop.

Conceptual Proposal
CP/001/2014 1.0 27 January 2014
ii. Welcome screen will display.
iii. Login screen will prompt out. Enter User Name and Password. Click on the Login button to
log in into VMS system.
User Name & Password Remember my password Check Box

Enter correct username Tick check box to save username and
and password to log in password, so that system will
into system. remember it and easy for next time
login.

Conceptual Proposal
CP/001/2014 1.0 27 January 2014
iv. After successful login, system will display screen as shown below.
4.1.1.2 Visitor Registration Module

This module is handling all about visitor details. Below is the Sub-module for Registration
Module.

Conceptual Proposal
CP/001/2014 1.0 27 January 2014
i) Screen Design: Check In sub module.

This screen design describes the function when the officer performs the registration process for the
visitor. Visitor’s details will be extracted automatically from Mykad and it also has the functionality
to key in the info manually into the system.
Search Image Button MyKad Button

Click to search previous registered visitor. Click to read MyKad details.
Daily report button

This is shortcut for
email daily report.
Reset Print Check-In Close

Button Button Button Button
Click to Click to Click to Click to
clear form. print card check in close
visitor. form.

Conceptual Proposal
CP/001/2014 1.0 27 January 2014
Additional Visitors
Details
.

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ii) Screen Design: Check out sub module.

This screen design describes about the page when the officer performs the check out on the visitor.
Material Check-Out
Fields
Enter material name
bring by visitor before
check out.
Close Button
Click to close form.
Material Check-out List of check- Refresh Button

Click to capture
in visitor.
material check-out
images Click to clear form.
Notes: User will return the access card and officer will check out the user in the system using this
module.

Conceptual Proposal
CP/001/2014 1.0 27 January 2014
iii) Screen Design: Manage Visitor sub module.

This screen design describes the system functionality to manage the visitor information. Officer can
perform search, update, edit, add and delete on the visitor information.
All listed registered

visitors in the database.
Search Button List All Button Clear Button

Click to search Click to list all
existing visitor.
existing visitor Close Button
Click to clear
Click to close
from database. form. form.
OK Button Add New

Click to confirm Visitor Button
visitor Click to add
selection. new visitor.

Conceptual Proposal
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There are two tab’s functions available under Manage Visitor form:
a. Search Visitor
System will display Visitor Details form as shown below:

Conceptual Proposal
CP/001/2014 1.0 27 January 2014
b. Import/export visitor
System will download all visitor information:
Show process status.
iv) Screen Design: Visitor Company sub module.

System will display Visitor Company Maintenance form as shown below.

Conceptual Proposal
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v) Screen Design: Blacklist sub module.

System will display Visitor Blacklist form as shown below.
Action Radio Button

Select to blacklist or re-
activate visitor.
Search
Button
Click to
search
registered
visitor.
Blacklist Button Close [Esc]

Click to blacklist Button
registered visitor. Click to close
form.
Clear Button
Click to Clear
Form

Conceptual Proposal
CP/001/2014 1.0 27 January 2014
4.1.1.3 Report Module

This module is using to generate various types of reports regarding visitor and system activities. Below
are the samples of the report that will be generated.
i) Visitor In & Out Summary
User can view visitor in and out summary based on the search criteria for example:-
 Visitor NRIC
 Visitor Name
 Visitor Company
 Floor/Level

Conceptual Proposal
CP/001/2014 1.0 27 January 2014
ii) Visitor In & Out Individual Summary

User can view visitor in and out summary based on the specific individual search criteria for
example:-
 Visitor NRIC
 Visitor Name
 Visit Purpose
 Floor/Level

Conceptual Proposal
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iii) Material check-in & out summary

User can generate report on material check in & out summary. It also can be filtered by the search
criteria for example Visitor NRIC.

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iv) Visitor Visit Trace Report

Visitor visit trace report is divided into 3 categories:-
 Visitor Visit Count Summary
 Visitor Visit Trace Summary
 Visitor Visit Summary by Day/Month/Year
Search Criteria, Visitation Date and Sort By accordingly to get the specific report. Report can
generated by click the ‘Generate’ button.
a. Visitor Visit Count Summary

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b. Visitor Visit Trace Summary
c. Visitor Visit Summary by Date/Month/Year

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v) Blacklist Report
User can generate report on the list of visitor that has been blacklisted to be entered into the
premises.

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vi) Print Visitor Information

This screen design describes the page to display visitor information. Print function is added for user
to print that visitor information.

Conceptual Proposal
CP/001/2014 1.0 27 January 2014
5 Hardware Requirement
The hardware requirements for proposed systems are as follows:-
System Hardware
VMS Workstation – Personal Computer
Smartcard Reader IRIS BCR300C
Door Access Reader MINI
Table 1 Hardware Requirement
5.1 IRIS BCR300C

IRIS BCR300C is designed to read all smart-card, contact or contactless, with ease. Built with an optical
biometric fingerprint scanner, the BCS300C is able to capture fingerprint image clearly without being
hindered by the physical condition of the fingers.
This versatile reader can be easily integrated into PC environment as well as other systems in a snap. It is
ideal for a broad range of applications, including financial/banking institutions, government agencies and
many more.
Figure 3 IRIS BCR300C

Conceptual Proposal
CP/001/2014 1.0 27 January 2014
5.2 MINI - Door Access Reader

MINI is a door access reader component that provides all the necessary items to create a complete
access control system. Below are the specifications for MINI:-
• Single Door Application
• Available in various reader technologies
• RS-485 / RS-232 communication ports
• Anti-sabotage Encrypted Door Security
• White graphical LCD display
• Ultra compact Size
• Support various operation modes (Card, Card+Pin, Pin Only)
• Intuitive operation menu
• Support standalone mode and can be connected to server
• Support 1,000 Users And 2,000 Event Memory
Figure 4 MINI
Remarks :

Conceptual Proposal
CP/001/2014 1.0 27 January 2014
5.3 System Benefits

i) MyKad Technology
 Using smart card reader to read personal details in the MyKad

 Quick and accurate way to verify visitor's identity
 Visitor information can be recorded more accurately and more consistently.
ii) Act of Management
 People less likely to commit and offence
iii) Ease of Management
 Easy, fast and highly secure method to sign in/out the visitor
 Automatically record visitor in/out time
 Quickly and easily determine the visitors still inside the facility
 Block visitor records

 Able to produce report of visitor activities
 Visitor information can be retain in the system, allowing returning visitors to be quickly
signed-in in the future.

Conceptual Proposal
CP/001/2014 1.0 27 January 2014
6 Project Schedule
Please refer to the timeline below for the proposed project schedule.
Task Name Duration

Requirement Definition 20 days
Analysis & Design 20 days
Hardware Procurement & Delivery 14 days
Software Development
Visitor Management System 30 days
Database Configuration 5 days
System Integration Test 2 days
User Acceptance Test 2 days
Documentation 14 days
Installation, Configuration & Deployment 5 days
Cut Over & Production 2 days
Figure 5 Project Schedule

The project will take approximately 4 months after the date of Letter of Acceptance.

Conceptual Proposal
CP/001/2014 1.0 27 January 2014
7 Project Organisation
The diagram below shows the relevant parties that shall be involved with the implementation of the
proposed project.
Figure 6 Project Organisation

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8 Project Costing
UNIT
NO DESCRIPTION QTY(UOM) AMOUNT(RM)
PRICE
VISITOR MANAGEMENT SYSTEM HARDAWARE AND

SOFTWARE L.S 56,300.00
VISITOR MANAGEMENT SYSTEM HARDWARE

1 Contactless Visitor Pass Cards 300
2 Touch Smart PC 1
3 IRIS BCR300C Biometric Reader 1
4 Web Cam 1
VISITOR MANGEMENT SYSTEM SOFTWARE L.S

System Implementation, Configuration & Commissioning L.S
* All prices are quoted in Ringgit Malaysia RM 56,300.00
Remarks :
additional cost might apply and is not covered in this quotation.

VMS RISDA 27jan2014-01

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Visitor Management System (VMS)

Rubber Industry Smallholders'

DOCUMENT RELEASE DETAILS

Project Visitor Management System (VMS)

Visitor Management System (VMS) Page 2 of 35

Visitor Management System (VMS) Page 3 of 35

Visitor Management System (VMS) Page 4 of 35

Visitor Management System (VMS) Page 5 of 35

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1.5 Document Structure

Introduction – briefly describe the project proposed implementation plan.

Project Costing – list of related costing.

Visitor Management System (VMS) Page 7 of 35

2 Current System and Limitation

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3.2 Assumption and Exceptions

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3.3 System Architecture

Figure 1 Proposed System Architecture

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Proposed Work Flow

3.3.1 Visitors with MyKad

3.3.1.1 Visitor Management

Figure 2 Proposed Work Flow

Based on the diagram, the proposed work flow is as follow:-

ii) Visitor presents MyKad to the officer at the main entrance.

Visitor Management System (VMS) Page 11 of 35

v) Officer returns the Mykad and access card to the visitor.

vi) Visitor use access card to enter the door.

Visitor Management System (VMS) Page 12 of 35

4.1 VMS System

4.1.1 System Modules

iii) Report Module – Generate and display relevant statistical report.

4.1.1.1 User Management Module

i. Click on the Visitor Management System.exe from desktop.

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ii. Welcome screen will display.

User Name & Password Remember my password Check Box

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4.1.1.2 Visitor Registration Module

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i) Screen Design: Check In sub module.

Search Image Button MyKad Button

Daily report button

Reset Print Check-In Close

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Visitor Management System (VMS) Page 17 of 35

ii) Screen Design: Check out sub module.

Material Check-out List of check- Refresh Button

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iii) Screen Design: Manage Visitor sub module.

All listed registered

Search Button List All Button Clear Button

OK Button Add New

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System will display Visitor Details form as shown below:

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Show process status.

iv) Screen Design: Visitor Company sub module.

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v) Screen Design: Blacklist sub module.

Action Radio Button