A PROJECT REPORT

ON

VISITOR GATEPASS
SYSTEM
BY
Mr . Krushna Yuvraj Patil
And
Mr. Shiyon Joseph George

Towards The Partial Fulfillment of the

Bachelor Of Computer Application

Tilak Maharashtra Vidyapeeth Pune

Faculty of Regular Education
[2022-2023]
 Certificate
This is to certify that the project’

“VISITOR GATEPASS SYSTEM”

Has been satisfactorily completed by

Mr. Krushna Y Patil

And
Mr. Shiyon Joseph George

Towards The Partial Fulfillment of the ‘Bachelor of

Computer Application’, For the Academic Year 2022-
2023 At Tilak Maharashtra Vidyapeeth , Pune (Faculty
of Regular Education )
And it is approved.

Project Guide Examiner Head of

Department
 ACKNOWLEDGEMENT

“The successful” makes everyone happy. But the happiness will be gold
without glitter if we didn’t state the persons who have supported us to make it’s
a success.
Success will be crowned to people who have made it a reality but the
people whose constant guidance and encouragement made it possible will be
crowned first on the eve of success.
We have taken efforts in this project .However , it would not have been
possible without the kind support and help of many individuals. We would like
to extend my sincere thanks to all of them.
We are highly indebted to Miss. Shruti Gosavi for their guidance and
constant supervision as well as for providing necessary information regarding
the project & also for their support in completing the project.
We would like to express our gratitude toward HOD of computer Science
Department “For their kind co-operation and encouragement which help me in
completion of this project.
Last but not least, we thanks and appreciations also go to those people who
have willingly helped me out with their abilities , indirectly guided and helped
us in preparation of this project.

Mr. Krushna Yuvraj Patil Mr. Shiyon Joseph George

PRN:46420000104 PRN:46420000224
 Table of Content

1. Introduction…………………………………………………………..04
1.1 Existing system……………………………………………………....07
1.2 Fact-finding techniques……………………………………………...08
1.3Need for system ……………………………………………………...10
1.4 Scope of the system …………………………………………………11
1.5 Feasibility study …………………………………………………….12
1.6 Background Information…………………………………………….16
1.7 Software requirements………………………………………………17
1.8Hardware requirements………………………………………………18

2. Proposed System…………………………………………………….19
2.1 The objective of the system…………………………………………20
2.2 User requirement……………………………………………………21

3. System Analysis and Design………………………………………...23

3.1 System Architecture ………………………………………………...26
3.2 Using Data Dictionary………………………………………………27
3.3 Introducing the Data Dictionary…………………………………….28
3.4 Database Table………………………………………………………30

4.0 UML Diagrams………...................................................................33

4.1 Use Case Diagram…………………………………………………34

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4.2 Class Diagram…………………………………………………….36
4.3 Sequence Diagram………………………………………………..37
4.4 Activity Diagram………………………………………………....39
4.5 Component Diagram……………………………………………..40

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1.Introduction

The Visitor Gatepass System App is a digital solution that allows organizations
to manage their visitors efficiently. This app helps to streamline the process of
issuing gate passes to visitors and ensures that all necessary security checks are
completed before granting access to the premises. The Visitor Gatepass System
app is a software application designed to manage and track visitors' entry and
exit from an organization or any other premises. This app can be used to
maintain a secure and organized environment by recording visitor details,
generating gate passes, and tracking their IN & OUT logs. This is a green
initiative that has less/no manual intervention and the use of paper. In the
traditional way of booking it use to be very easy to search or track any user
when the user base was less, but gradually when data grows it will be really a
challenge to manage data efficiently. This app/ solution solves all those
drawbacks. This solution is a need of the hour since the world is going through
a pandemic phase where less interaction with humans is recommended, this
solution makes sure your organization is not compromising security by
following general guidelines issued by the government.

The project Visitor Gatepass System is a client-server architecture application.

Has main Three modules client, server, and admin dashboard

1. Client is an Android app. Which is responsible for getting visitor details,

creating new visitor entries, and logging visit details. This is thin client all post
process is done at server end.

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2. Server is a Django API server. This server is responsible for doing all data
processing and serving it to the front-end client.

3. Admin dashboard is django admin panel which can be used to do CRUD

operation on the database.

1.1 Existing system

Security is one of the most important aspects of any Industry (this project
currently focuses on corporate premises security systems but this project could
be extended to other areas as well). There are many people day in and day out
who visit any office, be it delivery personnel, vendor, clients, employees,
interview candidates, etc. This includes people we know and may not know, I
made some rough surveys about the visitors and visitor type/purpose in a few
startups and got to know that count of unknown people is the highest among
visitors.

Many companies have a security guard who will take manual entries in a book
regarding visitor information. Now, this has two concerns this is an offline and
insecure way of storing information i.e These books would pile up in years and
won't be maintained in years secondly, these records won’t fully identify the
visitor. Visitors with wrong intent might just have their goofed-up name and
fake ID, no other identity to validate the user henceforth. Another big concern is
these details from books can be manipulated. Security of current security system
can be compromised.

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1.2 Fact-finding techniques
After completion of requirement specification phase next is requirement
gathering. Means how to collect the information what is being specified. There
are main four techniques by which information of requirement is collected. To
collect information from, is an art of analyst because there are many reason that
people do not support for system to be developed.

• Interview
• Questionnaires
• Record Review
• Observation

According to the need and scope of system, analyst can use all or any of them
for information retrieval.

Interview
Interview is most effective technique for requirement gathering. This technique
is mainly used for upper management where client is in limited no. Analyst can
arrange meeting in advanced time, duration, and place for meeting is being
specify in advanced. Some time client is not interested in providing right
information or may hide the fact. At this time analyst have to be smart and take
information whatever is need. Analyst have to take care about not only client is
speak but in what way he is. This technique is very effective as compare to

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second one because face to fact communication is possible so it is possible that
information will be true.

Questionnaires
Questionnaires are useful when client side is very large. where individual
interaction is not possible for example 200 employee are there and every one
need to be questioned then this technique is very useful as compare to interview.
There are chances that client may not take interest in giving answer or provide

wrong answer to the questions. Generally there are many questions in one form
with options provided or open ended described answers.

Record Review
Above to techniques are concerns with human interaction. Where they can
speak wrong but document can't. Record review means the existing system
which is currently working is being accessed by analyst. The purpose behind is
that to collect information

stored in documents. For example the process of conducting examination, can

be retrieve by accessing previous records of candidates. Previously stored
records are facts about main system.

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Observation
Above all techniques are very important but there are few things which can be
understood by behaviour of overall organization. By observing the environment
information about reality can be retrieved. / Observation is an art which can be
achieved only by experience.

1.3 Need for system

➢ The problem with existing system is that all information is recorded
manually in books/registers and having the possibility of repetitions &
mistakes.
➢ The problem with existing system is not centralized due to the reasons
such as multiple files/books are created in multiple gates/entries.
➢ The existing system can deal with unauthorized person but it is difficult
to trace unauthorized access.
➢ The system is not secure, it lacks in providing reliability and integrity for
some records available in the system.
➢ It is a tedious work to search the existing visitor's record who deals again
for the same problem, in such case the agent needs to search whole
document manually and it will be very complicated task to trace out and
merge.
➢ It is difficult to generate Date wise, visitor type wise (interview
candidates, housekeep staff, vendors person, sales person, client etc)
reports.

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The visitor's information cannot be searched, reviewed or analyzed easily in this
system and it becomes more difficult if the number of customer's increases

1.4 Scope of the system

Startups/small-scale industries cannot even invest in having a security
guard or receptionist to take note of all the visitors and generate gatepass. Few
companies have a manual process of generating gatepasses, where receptionists
will note down all the details and hand over a paper gatepass or temporary ID.
Now, this approach is a very nonefficient way of having details stored and there
is a possibility of data temperament. It is also very difficult to search for a
record if required.

➢ VGS is a solution to solve security check-in issues for startup/small-scale

industries. This will automate the entire gatepass provisioning system in a
contactless and more efficient way.
➢ This app will available to visitors at the reception area in a kiosk or e-
table pc form.
➢ The visitor will register himself and get an e-gatepass generated for
himself or just add his mobile number and mark his attendance or visit.
➢ This system is a green solution that also helps in the contactless process
following all COVID-19 guidelines.

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1.5 Feasibility study
While developing any computerized system it is necessary to examine
whether the developed computerized system is feasible in the point of view
operational, technical and financial. In the most commercial software
developments there are also some activities performed before the requirement
analysis takes place. These can be combined into a feasibility analysis phase. In
this phase feasibility of the project is analysis and a business proposal is put
forth, with a very general plan for the project and some cost estimates. For
feasibility analysis, some understanding of the major requirements of the system
is essential. Once the business proposal is accepted or the contract is the
awarded, the development begins with the requirement analysis phase.

The tests are categorized as follows:

l. Operational Feasibility.

2. Technical Feasibility.

3. Economical Feasibility.

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1. Operational Feasibility
Proposed projects are beneficial only if they can be turned into information
systems that will meet organization's operating requirements. This test of
feasibility asks if the system will work when it is developed and installed. It has
to be seen whether there is sufficient support from the management and the user.

If system is well liked and used to the extent that the person will not be able to
see any reasons for a change, there may be no resistance.

If the current business methods are not acceptable for the users, they may
welcome a change that will bring about a more operational and useful system. It
has to be seen that the proposed system does not harm the organization or
individual performance being poor after implementation. Therefore all
operational aspects have been considered carefully.

Since we are providing the solution for the problems which are currently
faced administrator which we have already specify under "Problem
Specification" heading. After installing this software the faced problem will be
removed. Thus it will meet the user's requirements.

2. Technical Feasibility
The technical issues usually raised during the stage of investigation. It includts
the following:

a) Does the necessary technology exist to do what is suggested ? As per my

knowledge such software for managing the task flexible & reliable.

b) Can the system be expanded if developed?

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The system can also be expanded if the need arises. Following can be the future
expansion:

[1] Implement Keys: Implement Primary Key, Foreign Key, and Candidate key.
[2] Build Constraints: Build all Types of constraints such as Null, Not Null, and
Unique.

[3] Join The Tattles: Join the table to inap the relation.

[4] Implement Functions: Implement all type of functions such as Pow(), Sqrt(),
Date().

3. Economic And Financial Feasibility

A system can he developed technically and will be used (if installed) must still
be a good investment for organization. Financial benefits must equal or exceed
the costs.

The financial and economical questions raised during the preliminary

investigations are for the purpose of estimating the following:

• The cost of constructs a full system.

• The cost of hardware and software for the class of application being
considered.

• The benefits in the form of reduced cost or fewer costly errors.

To be judged feasible a project proposal must pass on these tests.

Otherwise it is not a feasible project. My preliminary investigation revealed Nix
the project is feasible in all aspects.

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 4. Goal of Gate Pass Management System

This new online system is used to define the allowed personnel authorized to
allow access by car to guests. Which means for every entry there is someone
responsible for.

The end user will have secured web interface i.e. GATE PASS SYSTEM to
enter the guest details with inviter credentials which will be processed for
validity and up on success will be accessible online to Security personnel
occupying the gate post. Now system would have information who is visiting,
for what purpose for, who has invited him.

The invitation will be kept in the database and will be available to the Security
staffs and to the invitees. Admin can view any record at any point in time.

Full web based administration and report engine were implemented based on
SQL queries. The database has all records and safety measure of records

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1.6 Background Information:
Industries faced difficulties when handing materials and human resources
which moves in and out through security points as there were higher number of
movements per day. As a solution for this organization started to implement gate
pass management process. Even though the process is called as an automotive
process still requires a considerable involvement of human resource. This will
reduce the efficiency and the effectiveness of the process as it wastes certain
amount of man hours. Therefore a requirement for a completed automated
system arises.

The main benefit of newly implementing gatepass system is it act as a

complete automotive system, once the system is it initiate by a personnel. This
will reduce the number of man hours on the resources wasted on maintenance
on basic gatepass system. The most unique feature in the newly implementing
gate pass management system is the ability to manage all transaction of
materials, employees and visitors in a one framework.

Generation of frequent status reports, providing different authorization levels

for all the transaction, availability of facility and traceability between each and
every records will make system more expertise on gatepass System.

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1.7 Software requirements
➢ Python
➢ Django
➢ SQLite
➢ IDE (Visual Studio Code)
➢ Web Browser
➢ Flutter
➢ Android SDK
➢ Document Editing Software(Word & Google Docs)

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1.8 Hardware requirement
➢ Personal Computer/laptop
➢ Minimum spec required i3 processor & 8GB RAM.
➢ Keyboard
➢ Mouse
➢ Mobile
➢ Final App can run on any android device above 4.1

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2.0 Proposed System:
Once a visitor enters the office promise VGS(Visitor Gatepass system) app will
be available to visitors at the reception area in a kiosk or e-table pc form. This
system has two core modules, Visitor & Admin.

Visitor:
➢ Visitor will add his identity details onto the screen and click a photo.
➢ Post this activity VGS will add all his details into a database and generate
an e-gatepass which will be stored in an image format on the server also
a link (to view or download )would be sent to visitor's registered mobile
number.
➢ And system will log his/her attendance/visit data time stamp in the
database.
➢ If visitors are visiting the office a second time they will be prompted to
just add their already registered mobile number, and this will log them
IN.

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Admin:
➢ Admin module will have secure access to the database with all visitor
details.
➢ Admin can view and modify details.
➢ Admin can search for specific visitor details and his/her visit history.
➢ User has to have security credentials to access this module.

2.1 The objective of the system:

The objective of a visitor gatepass system for a startup is to manage the
access of visitors to the company's premises in a secure and organized manner.
This system can help to increase the safety and security of the workplace by
controlling who enters the premises and monitoring their movements.

Specifically, a visitor gatepass system for a startup can have the following
objectives:

1. Access control: The system should be able to authenticate the identity of

visitors and allow access only to authorized individuals.

2. Security: The system should be able to monitor the movements of visitors and
detect any unauthorized activities or security breaches.

3. Record keeping: The system should maintain a record of all visitors who
enter and exit the premises, including their personal information and purpose of
visit.

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4. Time management: The system should help manage the time spent by visitors
on the premises and ensure that they are not overstaying their welcome.

5. Efficiency: The system should be easy to use and administer, with minimal
disruption to the daily operations of the startup.

2.2 user Requirements

A visitor gatepass system is designed to meet the user requirements of
businesses that need to manage visitor access to their premises. The following
are some of the key user requirements that a visitor gatepass system should
address:

1. Security: One of the primary user requirements for a visitor gatepass system
is to enhance the security of the premises. This includes verifying the identity of
visitors, controlling access to different areas of the premises, and monitoring
visitor movements.

2. Ease of Use: The system should be easy to use for both visitors and
administrators. This includes having a simple registration process, clear
instructions for visitors, and a user-friendly interface for administrators.

3. Customization: Different businesses have different security requirements, and

the visitor gatepass system should be customizable to meet those needs. This
includes being able to set different authorization levels for visitors, create
custom visitor passes, and configure access control settings.

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4. Integration: The visitor gatepass system should be able to integrate with other
security systems, such as CCTV cameras and alarm systems. This helps to
provide a more comprehensive security solution for the premises.

5. Reporting: The system should be able to generate reports on visitor traffic,

visitor history, and security incidents. This helps administrators to identify
trends and potential security issues.

6. Scalability: The system should be able to scale as the business grows. This
includes being able to handle a large volume of visitors and having the
flexibility to adapt to changing security needs.

7. Support: The vendor should provide adequate support for the system,
including training for administrators and technical support when needed.

By addressing these user requirements, a visitor gatepass system can help

Startup businesses to manage visitor access more efficiently and improve the
security of their premises.

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3.0 System Analysis and Design
System Analysis and Design is an important phase in developing a visitor
gatepass system. This phase involves analyzing the requirements of the system,
designing its architecture, and specifying its components and functionalities.
The following is a report on the System Analysis and Design phase for a visitor
gatepass system:

1. System Requirements Analysis: The first step in the System Analysis and
Design phase is to analyse the requirements of the visitor gatepass system. This
includes identifying the key features and functionalities of the system, such as
visitor registration, authentication, access control, monitoring, record keeping,
reporting, and customization.

2. System Architecture Design: The next step is to design the system

architecture. This includes identifying the hardware and software components of
the system, such as servers, databases, user interfaces, and network devices. The
architecture should be scalable, secure, and flexible to accommodate future
changes.

3. User Interface Design: The user interface of the visitor gatepass system
should be user-friendly and intuitive for both visitors and administrators. The
design should focus on simplicity, clarity, and ease of use.

4. Database Design: The database is a crucial component of the visitor gatepass

system, as it stores all the visitor data and records. The database design should
ensure data integrity, security, and scalability.

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6. Security Design: Security is a critical aspect of the visitor gatepass system,
and the security design should ensure that the system is secure and protected
against unauthorized access or data breaches. This includes implementing
authentication mechanisms, encryption, and access control policies.

7. Testing and Validation: Finally, the visitor gatepass system should be

thoroughly tested and validated to ensure that it meets the requirements and
specifications. This includes functional testing, usability testing, and security
testing.

In conclusion, the System Analysis and Design phase is a critical step in

developing a visitor gatepass system. It helps to identify the requirements,
design the system architecture, specify the components and functionalities, and
validate the system before it is deployed. This phase sets the foundation for the
successful development and implementation of the visitor gatepass system.

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1. Primary Design phase:
In this phase, the system is designed at block level . The blocks are
created on the basis of analysis done in the problem identification phase.
Different blocks are created for different function emphasis is put on
minimising the information flow between blocks . Thus, all activities
which require more interaction are kept in one block.

2. Secondary Design Phase:

In various blocks for overall system process.
The general tasks involved in the design process are following:
1. Designed various blocks for overall system process.
2. Design Smaller
3. Compact and workable modules in each block.
4. Specify the details of programs to achieve desired functionality.
5. System reviews .

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3.1 System Architecture
System Architecture Design is a crucial step for software and application
developers to describe the basic software or application structure by separating
functional areas into layers. It depicts how a typical software / application
system might interact with its users, external systems, data sources, and
services. The architecture of implementing system is mentioned below.

VISITOR GATEPASS SYSTEM 26

3.2 Using data Dictionary:
A data dictionary is a useful tool for managing data in a database or information
system. It can be used in various stages of the software development lifecycle,
from requirements analysis to design, implementation, and testing. Here are
some examples of how a data dictionary can be used:

1. Requirements Analysis: During requirements analysis, a data dictionary can

be used to define and document the data elements that will be used in the
system. This helps ensure that all stakeholders have a common understanding of
the data, and can help identify any inconsistencies or gaps in the requirements.

2. Design: During design, a data dictionary can be used to define the data model
and its relationships. This helps ensure that the data is organized and structured
in a way that supports the requirements of the system, and that the data is
consistent and accurate.

3. Implementation: During implementation, a data dictionary can be used to

generate code automatically. This helps reduce errors and saves time, since the
code can be generated from the data dictionary instead of being written
manually.

4. Testing: During testing, a data dictionary can be used to validate the data and
ensure that it meets the requirements of the system. This helps identify any
errors or inconsistencies in the data, which can then be addressed before the
system is deployed.

5. Maintenance: After the system is deployed, a data dictionary can be used to

manage and maintain the data. It provides a reference for developers and other

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stakeholders, and helps ensure that any changes to the data are properly
documented and tracked.

In summary, a data dictionary is a useful tool for managing data in a database or

information system. It helps ensure consistency and accuracy in the data model,
and provides a reference for developers, testers, and other stakeholders
throughout the software development lifecycle.

3.3 Introducing the data Dictionary:

A data dictionary is a structured collection of metadata, which provides a
detailed description of the data elements or attributes in a database or
information system. It is essentially a database of data about data.

The purpose of a data dictionary is to define and document the data elements
and their relationships in a database or information system. It provides a
common language and understanding of the data, which facilitates
communication and collaboration among stakeholders. A data dictionary
typically includes the following information about each data element:

1. Name: The name or identifier of the data element.

2. Description: A brief description of the data element and its purpose.

3. Data Type: The type of data, such as string, integer, date, etc.

4. Size: The size or length of the data element, if applicable.

5. Format: The format or pattern of the data element, if applicable.

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6. Constraints: Any constraints or rules that apply to the data element, such as
a unique key or a required field.

7. Relationships: The relationships between the data elements, such as foreign

keys and dependencies.

8. Ownership: The owner or source of the data element, if applicable.

A data dictionary can be used in various stages of the software development

lifecycle, from requirements analysis to design, implementation, and testing. It
helps ensure consistency and accuracy in the data model, and provides a
reference for developers, testers, and other stakeholders. A data dictionary can
also be used to generate code or documentation automatically, which saves time
and reduces errors.

In summary, a data dictionary is an essential tool for managing data in a

database or information system. It provides a comprehensive and standardized
view of the data, which helps ensure data quality, consistency, and usability.

VISITOR GATEPASS SYSTEM 29

3.4 Database Table :
Table no:1

Table Name: Visitor

No Filed Name Data Type Size Constraints

1 mobile_no integer - Primary Key

2 firstname varchar 20 Not Null

3 lastname varchar 20 Not Null

4 idproof_type varchar 20 Not Null

5 idproof_no varchar 20 Not Null

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Table No:2
Table Name:visit

Description : This table will have every visitor’s visit logs.

No Filed Name Data Size Constraints

Type

1 visit_id integer - Primary Key

2 visitor_id integer 10 Foreign Key

3 checkin_datetime datetime - Not Null

4 checkout_datetime datetime - Not Null

5 visit_purpose_desc varchar 150 Not Null

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Table No: 3
Table Name: auth_user
Description: This table (is created by django by default) have admin user
details and credentials.

No Filed Name Data Type Size Constraints

1 id integer - Primary Key

2 password varchar 128 Not Null

3 last_login datetime 8 Not Null

4 is_superuser bool - Not Null

5 username varchar 150 Not Null

6 lastname varchar 150 Not Null

7 is_staff bool - Not Null

8 is_active bool - Not Null

9 date_joined datetime - Not Null

10 first_name varchar 150 Not Null

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4.0 UML Diagrams:

UML stands for Unified Modeling Language, which is a graphical

language used to represent, design, and communicate software systems.
UML diagrams are visual representations of different aspects of a software
system, which help software engineers to understand, analyze, and design
the software system.

There are several types of UML diagrams, each with a specific purpose
and level of abstraction. Some of the most commonly used UML diagrams
include:

1. Use Case Diagram: A use case diagram is used to represent the

functional requirements of a software system. It shows the interaction
between actors (users or external systems) and the system to achieve a
particular goal.

2. Class Diagram: A class diagram is used to represent the static structure

of a software system. It shows the classes, interfaces, attributes, and
relationships between them.

3. Sequence Diagram: A sequence diagram is used to represent the

dynamic behavior of a software system. It shows the interactions between
objects or components in a particular scenario or use case.

4. Activity Diagram: An activity diagram is used to represent the flow of

activities or processes in a software system. It shows the actions,
decisions, and transitions between different states or activities.

5. Component Diagram: A component diagram is used to represent the

physical structure of a software system. It shows the components,
interfaces, and dependencies between them.

UML diagrams are used throughout the software development lifecycle,

from requirements analysis to design, implementation, and testing. They
provide a common language and notation for software engineers to

VISITOR GATEPASS SYSTEM 33

communicate and collaborate on the design and development of software
systems.

4.1 Use case Diagram :

Use case Diagram for admin user:

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2. Use case diagram for admin user :

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4.2 Class Diagram
1. Class Diagram for VGS(Visitor Gatepass System):

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4.3 Sequence Diagram
1.0 Sequence diagram for visitor:

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1.1 Sequence diagram for Visitor interacting with app scenario:

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4.4 Activity Diagram
Activity Diagram for admin:

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4.5 Component diagram

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VISITOR GATEPASS SYSTEM 83
VISITOR GATEPASS SYSTEM 84
VISITOR GATEPASS SYSTEM 85