RESEARCH PROPOSAL TITLE:

IMPLEMENTING E-GATEPASS MANAGEMENT SYSTEM

FOR SOUTH SUDAN EMBASSY IN NAIROBI

YEL DANIEL DENG

Reg No: SCT22-0586/2016

JANUARY 2020
 ABSTRACT

 E-Gate-pass Management System was designed to replace traditional visitor registration and visitor
information management activities in the premises.
 With this system, you will be able to expedite the visitor application process, determine who is the visitor of the day expected
through the admin dashboard.
 This is an assessment paper in which system can solves the problem of appointments and it electively capturing all-relevant
information about the visitors and that information is recorded in centralized database server, which provides data management and
manipulation through searching for future purposes in the organization.
 The benefits of E-Gate pass Management System (E-GMS) is enhancing the level of security enforced in premises, providing an
organized view of visitor records and reducing the time
spent on managing visitor information.
 The objective and scope of this research Proposal E-Gatepass Management System is to record the visitor details and various
information of the user once apply online. It simplifies the task and reduces the paperwork. In this project, we are reducing the
paperwork which is done by giving the paper gate pass. We are providing the electronic version of the paper gate pass.
 ABSTRACT CONT…

 Admin will be monitoring all the user and system. In this system, only the admin is approving the visitor E-gate application if
they want to allow visitor, then gate pass system is a generated official document on the admin system database.
 The system is very user-friendly and it is anticipated that functions of the system are easily accessed by administrators,
departments.
 E-Gate pass Management System is a software application that managing the daily activities of the organization. It manages the
entry and exit of vehicle of the employees and visitors within the organization. Gate Security Management System is reliable for
use and it is easy to use and manage. This system is defined as a gate Entry security system.
 Visitors, diplomats and the employees will feel more secure and protected and it will create a great impression on company
image.
 This Enterprise software can be used for controlling, monitoring and authorizing visitors in the embassy. It allows visitor to
provide details, communication between security guard and staff, visitor authorization by the employee, gate pass printing for
vehicle with and without barcode.
 INTRODUCTION:

BACKGROUND OF THE STUDY

E-Gate pass Management System is a web-based online application software. It uses the concept of MVC (Model View
Controller) to implement the application. The main objective of E-Gate pass System is to enhance and upgrade the
current system by increasing its efficiency and effectiveness in reducing the manual work.
We have seen in many organizations where there is a pressure of taking a gate pass in order to enter the organization
premises, and as well as leaving the premises before time.
The gate pass is mostly written in form of a paper or a receipt sheet. However, this remain of no use in organization once
the visitor is out of premises.
E-Gate Pass Management System is designed to replace traditional visitor registration and visitor information
management activities in the premises.
It consists of a design where the visitor can enter the required details .
E-Gate pass Management System has 3 modules with user specific roles.
Admins Module: This module is generally installed on the Security Administrator PC. It consists of the menu where
administrator can define, Companies, Host details, User Right Management, Set Gate pass formats, Generate the list of
potential visitors and Generate Reports
Employee/staff Module: The host employee can check the visitor details on the web pages.
 PROBLEM STATEMENT
 Managing visitors at organization’s premises is one of the major problems and challenges faced by the embassy
administration today. Countless number of visitors coming in a daily basis.
 Visitor management at the Embassy right now, is a traditional manual of which, it consumes a lot of time of the
visitors who need to wait for the security guard to call the Embassy staff to acknowledge that he/she has a visitor.
 There are difficulties experienced in the uses of manual system for visitor gate pass in embassy sector. These
factors however, necessitate the implementation of E- gate management system in order to overcome the short
coming of the manual use of system.
 In this project, we are reducing the paperwork which is done by giving the paper visitor gate pass.
 We are providing the electronic version of the paper gate pass.
 Problem raised when at certain point of time when the number of visitor visiting the department
increasing and unable to manage and messed up
 PROPOSED SOLUTION

 My solution to the above-mentioned problem is, to implement E-Gate Pass Management System for South Sudan
embassy.
 In this system, visitors should be required to apply online, from the remote location of their comfort, specify the
person he/she want to visit and the reason of visitation.
 This system will eradicate the old existing practices of registering visitors through manual registry and also minimize
the workload.
 OBJECTIVES
THE GENERAL OBJECTIVES WAS TO:
 Implement E-Gatepass Management System, a web-based online application system to benefit both parties involved i.e.
Visitors, employees, diplomats, security personnel, general administration and organization.

THE SPECIFIC OBJECTIVE WAS TO:

 Reduce the paperwork by 40% and create a conducive paperless environment for all.
 Maintain the Gate pass document in an electronic form.
 Provide a pragmatic digital paperless E-Gate pass Management System for the organization.
 Remove the duplicity of the pass and allow the verified visitor to come to the premises.
 In the existing system, there were a lot of duplicities done by the visitors which are going to be removed by using this system.
 RESARCH QUESTION (s)
 What are the tools and technologies to be used?
 Is there any existing framework like visitors gatepass management system in the embassy of the Republic of
South Sudan?
 What are some of the factors that determine the effectiveness of gate management system?
 To investigate the reason as to why the embassy does not implement the paperless E-gate management system?.
 What breaches that exist between common E-gate management practices and that of the industry best practices?
 SIGNIFICANCE OF THE STUDY

 The design and implementation of E- Gatepass Management System in embassy firm would lead to
an effective and comprehensive workload control in embassy section.
 The study seems to understand the visitor management control environment in South Sudan embassy.
 The embassy sector will significantly benefit from the study as it will be in a position to know where
to invest in visitors E-Gatepass management measures to relinquished the used of old system
practices.
 It will be interested to learn the Policies and regulations existing in combating visitor’s management
control at the entry point and compliance to the said policies.
 SCOPE OF THE STUDY

The study focuses on the improvement of E-Gate Management System in South Sudan embassy. This is an online gate pass
management system. With this, management of visitors and activities at the gate of an organization or institution is
absolutely easy. The system has a wide array of interesting features like:
 You can have admin who will be managing different types of user activities.
 Management of visitors, individual visitors and group visitors.
 You can keep track of the entry and exit times of all visitors including staff/employees.
 LIMITATION OF THE STUDY

The main limitations of the previous system of Gate Pass Management System:
 The existing system only provides manual paper-based framework, which is not as user-
friendly as this proposed Graphical user Interface system.
 Since the system is implemented in Manual, so the response is very slow.
 PROPOSED RESEARCH
METHODOLOGY
 For this study, the following approaches were adopted.
 First, relevant articles, publications and studies were reviewed in order to get in-depth information understanding in general form and
South Sudan embassy in particular.
 Second the key security practitioners in the embassy were approached through the combination of telephone interview and face-to-
face discussions.
 And finally, the information obtained from security operators was analyzed, processed, and checked against information obtained from
articles, publications, studies journal and other source of information.
The following are the proposed research methodologies use in this research:
 Observation- collecting data or information through observing. This method of data collection includes direct access to research
phenomena and high level of flexibility.
 Interview- The second methodology is an interview. This is a qualitative research technique which includes conducting thorough
individual interviews with a small number of respondents.
 Secondary source of data- secondary data is a data that has been published in journals, magazines, Newspaper, books and online
repository
 SYSTEM METHODOLOGY
 System methodology is the description, identification, methods and tools used for carrying out the research process for the
research proposal.

The system methodology to be used is:

AGILE METHODOLOGY-
 Agile is a process by which a team can manage a project by breaking it up into several stages and involving constant
collaboration with stakeholders and continuous improvement and iteration at every stage.
 Agile is a methodology that ensures agility, flexibility and adaptability during the development and maintenance of a software.
 The Agile methodology begins with clients describing how the end product will be used and what problem it will solve. This
clarifies the customer's expectations to the project team.
 SYSTEM METHODOLOGY CON…

SDLC - Agile Model

 Agile SDLC model is a combination of iterative and incremental process models with focus on process adaptability and
customer satisfaction by rapid delivery of working software product.
 Agile Methods break the product into small incremental builds. These builds are provided in iterations. Each iteration
typically lasts from about one to three weeks.
 In Agile, the tasks are divided to time boxes (small time frames) to deliver specific features for a release.
 Iterative approach is taken and working software build is delivered after each iteration. Each build is incremental in
terms of features; the final build holds all the features required by the customer.
Graphical Illustration of The Agile Model –
The advantages of the Agile Model are as follows −

 Is a very realistic approach to software development.

 Promotes teamwork and cross training.
 Functionality can be developed rapidly and demonstrated.
 Resource requirements are minimum.
 Suitable for fixed or changing requirements.
 Delivers early partial working solutions.
 Good model for environments that change steadily and easy to manage.
 Minimal rules, documentation easily employed.
 Enables concurrent development and delivery within an overall planned context.
 HARDWARE/SOFTWARE REQUIREMENTS,
TECHNOLOGY AND TOOLS

HARDWARE REQUIREMENTS SOFTWARE RQUIREMENTS TECHNOLOGIES AND TOOLS

 Processor core i5  Windows 7 Ultimate or Higher  PHP,MYSQL DATABASE
 1 PC Laptop computer  Microsoft SQL Server 2008  JavaScript, jQuery
 Hard Disk Drive-500GB  Kaspersky Anti-virus 2020  Bootstraps, Notepad++
 Memory- 4GB RAM  Microsoft Office 2019  HTML5, CSS3
 16GB Flash Disk Drive  MVC
 Google Chrome Browser
 E-GATE PASS MANAGEMENT SYSTEM
BUDGET ESTIMATES
SL ITEM SPECIFICATION QUANTITY UNIT TOTAL
NO PRICE PRICE
1 Printing & photocopies A4 Ream 2 500 1000
2 Materials & supplies Spring File and field note 2 600 1200
3 Internet cost Faiba 4G monthly 3000 3000
4 16 GB Flash Disk Drive Scan Disk 1 1000 1000
5 Travel Travelling within Kenya - 2000 2000
6 Communication When in the field - 800 800
8 Indirection cost     1000 1000
9 Software Pro.Mgt softwre 1 14000 14000
TOTAL 25,000
 PROJECT SCHEDULE TABLE
NO TASK NAME DURATION START DATE FINISH DATE
1. Initial planning 4 days Wed 15/01/2020 Mon 20/1/2020
2. proposal writing 7 days Tue 21/01/2020 Wed 29/1/2020
3. First Documentation 7 days Thur 30/01/2020 Fri 07/2/2020
4. Literature Review 25DAYS Mon 10/02/2020 Fri 13/3/2020
5. Analysis and Design 35 days Mon 16/03/2020 Fri 01/5/2020
6. Implementation 23 days Mon 04/05/2020 Wed 03/6/2020
7. Testing 10 days Thur 04/06/2020 Wed 17/6/2020
8. Writing Final Document 20 days Thur 18/06/2020 Wed 15/7/2020
9. Oral Presentation 14 days Thur 16/07/2020 Tue 04/8/2020
SCHEDULE GANNT CHART
 JUSTIFICATION

 with this system you will able to speed up the visitor registration process, determine who is still inside of the
premises after meeting and notify to the system.
 This is a review paper in which system solves the problem of appointments and it electively capturing all-
relevant information about the visitors and that information is recorded in centralized database server, which
provides data management and manipulation through searching for future purposes in the organization.
 The benefits of E- Gate pass Management System( E-GMS) is enhancing the level of security enforced in
premises, providing an organized view of visitor records and reducing the time spent on managing visitor
information.
 CONCLUSION
 This system is very portable and can easily be installed and used in the organization.
 Computerized system give better management for an organization.
 It will reduce time consuming, effort and resources such as paperwork for both parties involved during the process (Visitor,
staff, organization, security personnel and admins).
 It will reduce the tedious workload by 40% of the receptionists and security guards of maintaining different manual gate pass
visitor paper forms.
 E-GMS enables free, secured, fast and easy visitor application process.
 In this research proposal, the E-gate pass Management System will be user-friendly software application and can be used in
great extent.
 The system will print visitor pass with name of visitor and other details as per designed gate pass format.
 Security guards and receptionists will receive the generated visitors gate pass applicants list from the admin with the confirmed
details.
 REFERENCES
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and Engineering Technology, 6(3), 1000-1003. doi:10.22214/ijraset.2018.3159
2. Gate Pass System. (2019). International Journal of Engineering and Advanced Technology, 9(2), 3924-3927.
doi:10.35940/ijeat. b2629.129219
3. Nidhra, S. (2012). Visitor Schedule Management System- An Intelligent Decision Support
Systems. International Journal on Cybernetics & Informatics, 1(2), 1-21. doi:10.5121/ijci.2012.1201
4. Magnet, D. (n.d.). Integrated security and building management system. Proceedings. International Carnahan
Conference on Security Technology. doi:10.1109/ccst.1989.751956
5. Boyce, C. & Neale, P. (2006) “Conducting in-depth Interviews: A Guide for Designing and Conducting In-
Depth Interviews”, Pathfinder International Tool Series