Attendace Management System For House Keeping And Security Computer Science Essay

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In todays busy life it is difficult to go through various sheets to find out the attendance records manually which takes a lot of time. So to avoid such a tedious job Attendance Management System for Housekeeping and Security software is developed to keep a daily track of attendance in colleges and institutes. It facilitates to access the attendance information of particular staff members easily with just a few clicks. The information can be sorted by the operators, which will be provided by the attendance record manger whenever needed and can be printed easily. This system will also help in evaluating attendance at the end of every month and generate reports for the attendance of staff members for his/her attendance with just a few clicks rather than going through various sheets to find out the attendance records manually. This attendance record can be printed and displayed on notice boards and can be brought to the notice of defaulters.

With the increasing automation, it is very important that the information related to our institution/ college is maintained in a better way so that it can be used effectively as and when it is required. This cannot be done if we do not have a proper system in place. So, we require a system, which would maintain all the minute details about the attendance, which can further be of great help at the end of month. This system plans to automate the attendance process in a way that it will be easy to access the attendance records of any staff members, be it daily, monthly, department wise, or any other such criteria. Another goal of this project would be to maintain such details over the years instead of just storing them in files which may be not be that useful and easy to access. The major goal of this system is to ease and automate the attendance management and generation of timely reports. The system would have various features like searching staff members by names, department and other such criteria in order to get their attendance information.


The purpose of this Attendance Management System for Housekeeping and Security is to automate the process of attendance recording and report generation in order to consolidate the attendance. It would also help the faculties to know the attendance of particular staff members for his/her attendance with just a few clicks rather than going through various sheets to find out the attendance records manually. The purpose of developing attendance management system is to computerized the tradition way of attendance. Another purpose for developing this software is to generate the report automatically at the end of the session or in the between of the session.

Scope of the Project

The scope of the Attendance Management System can be defined in two ways:

Features which are in the scope of the project:

This project would contain the following features:

Allow to add or remove staff entries as and when required

Entering attendance for a particular time for staff

Viewing attendance details (reports)

List of staff who are absent for more than a specific number of days

Maintaining records of absences and attendance

Print reports as and when required

2.3 Definitions, Acronyms and Abbreviations

HTML, XML: Hyper Text Markup Language and Extensible markup Language are the predominant markup languages for web pages. It provides a means to describe the structure of text-based information in a document and to supplement that text with interactive forms, embedded images, and other objects.

JavaScript: A client side scripting language used to create dynamic web content and user interface.

2.4 Overview of Document

The rest of this SRS is organized as follows:

Gives an overall description of the software.

It gives what level of skill is expected of the user.

Some general constraints while making the software and some assumptions and dependencies that are assumed.

Gives specific requirements which the software is expected to deliver.

Functional requirements are given by various use cases.

Some performance requirements and design constraints are also given.

2.5 Problem Statement

Currently the attendance is taken manually on a sheet. In that sheet, staff present would sign against their names, which show that they attended days. Then these attendance sheets are filed and kept for further usage like knowing the total leaves of the staff. Now the problem with this process is that to know the attendance results of a particular staff, the office needs to look through each and every sheet and then only they can find out the information that they want. This is very tedious, time consuming and may not be accurate also.

The new system to be designed should allow the office to enter the data about the attendance of staff on a specific day.

If a particular staff has left, his/her name should not be there in the attendance list while entering the attendance.

The date for entering the attendance cannot be more than 7 days before the current date.

Once the attendance on a given date and a particular session is entered, it should not allow the user to choose the same combination again, as the attendance for that combination is already entered.

At any particular point of time, if a staff has been absent for more than allowed number of days for the month, a message should be displayed telling that.

Overall Description

Product Perspective

The System Requirements Study is documented with an aim to know the users of the system and the basic activities to be performed by the user. It tells more about certain constraints, which are to be implemented in the project, as well as the rules, which it should follow, in order to merge with the current processes at institution/ college so that the whole system does not have to change.

Product Functions

System has a facility to generate comp offs for weekly off days and holidays falling on same day or any other case. System has inbuilt validity checks for claims made and the date against which the claim is made so that there is never a possibility of staff claiming more than what is sanctioned. Multiple comp offs can also be sanctioned against one day.

Employee can use the system anytime, anywhere

Staff Function

Request leave through online application

Track leave request status and leave balance

View leave history such as: leave taken and pending

View staff on leave record

Manager Function

Received email notification for leave request

Approve or reject leave request online

View leave approval history such as: leave approved or rejected

View leave taken and leave balance of staff

View attendance status of staff anytime via the Web

System Requirement:-

Minimum RAM:-256 MB

Processor:-Intel Pentium 4 or higher

Operation System: Microsoft Windows 2000/XP or higher

Hard Disk Space: 30MB (Installation), 100MB (Operation)

Communication Interface: USB

Assumptions And Dependencies

All the Assumptions and the Policies of and by the Developer are to be accepted.

One number can only be assigned to one staff only.

Staff newly added to the system, should see to it that they have a identity number for attendance.

External Interface Requirement

4.1 User Interface

4.2 Hardware Interfaces

Following are the features required for interaction between software product and Hardware components:

Keyboard ' to take input like staff id & password, also the searches by text from the keyboard

Mouse ' for manual selection of staff, departments

4.3 Software Interfaces

HTML / PHP is mandatory for the user to run this product.

4.4 Communication Interfaces

Network server : to connect individual system to the software via internet

Web browser : to open the web page of the system

Encryption : for gateway security

5. Feasibility study:

Economically Feasibility:

The system being developed is economic with respect to College's point of view. It is cost effective in the sense that has eliminated the paper work completely. The system is also time effective because the calculations are automated which are made at the end of the month or as per the user requirement. The result obtained contains minimum errors and are highly accurate as the data is required.

Technical feasibility:

The technical requirement for the system is economic and it does not use any other additional Hardware and software.

Behavioral Feasibility:

The system working is quite easy to use and learn due to its simple but attractive interface. User requires no special training for operating the system.

System Features

Functional Requirements


Identity number of staff

Photo identity of staff

Contact information

6.2 Functional Description

6.2.1 Data Flow Diagram with Data Dictionary




6.2.2 E. R. Diagram

7. Other Non-functional Requirements

Performance Requirements

As the Attendance Management System implementation runs on a standard software, the speed issues and memory issues are have minimal affect on its performance. As long as there is a minimum 56K connection to the web and the computer running the application can support shockwave files (i.e. Flash Player), the software can function perfectly well.

Security Requirements

Currently, in the prototype implementation, no form of security feature has been installed but one could easily be included for future development in Attendance Management System such as data encryption, data validation etc.

Software Quality Attributes

Some software aspects which are considered are :


Attendance Management System has been developed in such a way that if one of the one machine fails while taking attendance our software can be installed on other machine and database can be taken from web where it is stored and the system continues working and moves on.


Attendance Management System is made up of many independent components that are linked and used.

etc. As such, improvements to any of the components can easily be adapted to be used within the system implementation.


Since the implementation of Attendance Management System is distributed via web browser, it is easily portable across many platforms as long as the shockwave component is supported on the users platform.


The features embedded into the current implementation of online system are only a small

possibility. Due to the variable configuration ability, each an user owner can embed additional features if so desired into institution/ colleges. Therefore, the limitation there is extensibility as it can be used for many number of staffs.


The objects environments are component based and thus a attendance manager can easily reuse such components into creating a different looking attendance and arrangement. Application.

Resource Utilization

The beauty of the online system implementation is that it uses existing web technology to deliver and create a virtual environment that is both different and more immersive with the use of minimal amount of extra resources through the browser.


The serviceability of the system is also catered for whereby attendance needing to be changed/modified can be done so easily but only by attendance managers. The new look can be developed offline and when it ready to be deployed, an easy swap of items can be done in minutes limiting down time.