Hawassa University

Institute of Technology
Faculty of Electrical and Biomedical Engineering
Department of Electrical and Computer Engineering
(Computer stream)

Hosting Company: ASTU-ICT Directorate Software Department

Internship Report
By

Dawit Desalegn Tech/0522/10

Hayat Reshad Tech/0856/10

Duration of Internship stay: [Nov 1/2021 – Feb 17/2022]

Mentor Name: Mr. Behaylu G.

Submission Date: [Feb 21/2022]

DECLARATION
We are hereby to declare that, this Internship report has been done by Hayat Reshad and Dawit
Desalegn during the internship time in ASTU ICT center. We also confirm that, the report is only
prepared for our academic requirement not for any other purpose. And all sources of materials
used for the Internship Report have been fully acknowledged.

Student Name ID signature

Hayat Reshad tech/0856/10 ----------------

Dawit Desalegn tech/0522/10 -----------------

Place: Hawassa

Date of Submission: Feb 15 2022

This Internship Report has been submitted for examination with my approval as a university
mentor.

Mentor’s Name: Mr. Behaylu G.

Signature: --------------------------------

Date: --------------------------------------

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 ACKNOWLEDGMENT
First and foremost, we would like to express our gratitude to the department of electrical and
computer engineering for providing us with this internship opportunity to work and get practical
experience in the subjects we have been studying over the past several years. The internship
provided us with an excellent opportunity to learn new skills and gain knowledge in our field of
study. We are grateful to Adama Science and Technology ICT Center for allowing us to serve as
interns in the software development team. We are grateful to be a part of this team, which has
shown us unwavering support and dedication during our time together. We get a lot of job
experience, professional ethics, technical abilities, and a lot of guts to explore new developments
in science and technology. There were several people on our side who made it possible for us to
finish our work; one of them was our mentor, Mr. Selam Alemu, who did an excellent job leading
and assisting us with every step of the way with his effort and commitment.

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 EXCUTIVE SUMMARY
We worked as interns in the ASTU ICT Center software development team from November 1,
2021 to February 17, 2022, as assigned by the department of electrical and computer engineering
to work as interns in offices related to our field of study in order to apply our theoretical knowledge
and skills that we gained during our four years of education at our university. This Report Paper
explains the overall analysis of our work experience during the internship program. This Report
Paper explains the overall analysis of our internship work experience.

Most engineering students struggle to translate their theoretical knowledge and abilities into real-
world practical skills, so they may use the knowledge and skills they gain throughout their
university experience to solve issues and develop technical improvements. We found this
internship program to be quite beneficial in overcoming the aforementioned difficulty and
preparing us to perform effectively in companies.

Our internship report paper work is divided into four sections. In the first section, we give a quick
overview of our hosting company, ASTU ICT center. We discussed the company's brief history,
its major objective and goal, its primary customer, and the company's overall organization and
process. In the second section of the report, we go over our entire internship experience, including
how we got into the company, which section we worked in, the work tasks we completed in the
company, and the challenges we faced at work, including how we solved the problem and the
procedure we used to complete the task. The third section discusses the practical skills, theoretical
knowledge, inter-personal communication skills, team-playing skills, leadership skills, and
entrepreneurship skills that we gain during the internship program. The fourth section is about the
project we were assigned to work on, which covers the following topics: problem identification
and proposed solutions, methods and tools utilized to complete the project, system design, end
outcome, and project codes. Finally, the conclusion and recommendation are written.

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Table of Contents
DECLARATION ........................................................................................................................................... i
ACKNOWLEDGMENT.............................................................................................................................. iii
EXCUTIVE SUMMARY ............................................................................................................................ iv
LIST OF FIGURES .......................................................................................................................................... vii
LIST OF TABLES ........................................................................................................................................... viii
ACRONYMS AND ABBREVIATION ...................................................................................................... ix
CHAPTER ONE ........................................................................................................................................... 1
1. BACKGROUND OF ASTU ..................................................................................................................... 1
1.1. Historical Overview of ASTU ........................................................................................................... 1
1.2 Objective, Mission and Vision of ASTU ............................................................................................ 3
1.3 Service and products of ASTU ........................................................................................................... 4
1.4 Main customers and end user of ASTU .............................................................................................. 4
1.5 Overall structure and work flow of ASTU.......................................................................................... 5
CHAPTER TWO .......................................................................................................................................... 6
2. OVERALL INTERNSHIP EXPERIENCE .............................................................................................. 6
2.1 How we get in to the company............................................................................................................ 6
2.2 Section in the company we have been working .................................................................................. 6
2.3 The work flow in the section look like ................................................................................................ 7
2.4 The work piece of tasks we have been executing ............................................................................... 7
2.5 Procedures we have been using while performing our work tasks ..................................................... 8
2.6 How good we have been in performing our work tasks ..................................................................... 8
2.7 Challenges we faced during the internship period .............................................................................. 9
2.8 Measures we have taken to overcome the challenge ........................................................................ 10
CHAPTER THREE .................................................................................................................................... 11
3. OVERALL BENEFITS GAINED FROM THE INTERNISHIP ........................................................... 11
3.1 Improving practical skills.................................................................................................................. 11
3.2 Upgrading theoretical knowledge ..................................................................................................... 12
3.3 In terms of interpersonal communication skill ................................................................................. 12
3.4 In terms of improving team playing skill .......................................................................................... 13
3.5 In terms of leadership skill ................................................................................................................ 13
3.6 In terms of understanding about work ethics related issues .............................................................. 13

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 3.7 In Terms of Entrepreneurship Skill ................................................................................................... 14
CHAPTER FOUR....................................................................................................................................... 15
4 PROJECT................................................................................................................................................. 15
4.1 INTRODUCTION ............................................................................................................................ 15
4.2 STATEMENT OF THE PROBLEM ................................................................................................ 16
4.3 OBJECTIVES ................................................................................................................................... 16
4.3.1 General Objective ...................................................................................................................... 16
4.3.2 Specific Objectives .................................................................................................................... 17
4.4 SCOPE .............................................................................................................................................. 17
4.5 METHODOLOGY AND TOOLS .................................................................................................... 18
4.5.1 Methodology .............................................................................................................................. 18
4.5.2 TOOLS....................................................................................................................................... 22
4.6 SYSTEM DESIGN ........................................................................................................................... 22
4.6.1 DATABASE DESIGN ER DIAGRAM..................................................................................... 23
4.6.2 Database table ............................................................................................................................ 23
4.6.3 Use case diagram ....................................................................................................................... 24
4.6.4 Use case descriptions ................................................................................................................. 25
4.6.5 Use case description using table ................................................................................................ 26
4.6.6 Class diagram ............................................................................................................................. 28
4.6.7 Sequence diagram ...................................................................................................................... 29
4.7 RESULT AND DISCUSSION ......................................................................................................... 32
4.8 Conclusion and recommendation ...................................................................................................... 37
4.8.1 Conclusion ................................................................................................................................. 37
4.8.2 Recommendation ....................................................................................................................... 37
CHAPTER FIVE ........................................................................................................................................ 38
5 CONCLUSION AND RECOMMENDATION ....................................................................................... 38
5.1 CONCLUSION ................................................................................................................................. 38
5.2 Recommendation to the ASTU ICT Center ...................................................................................... 38
5.3 Recommendation to the Hawassa University ................................................................................... 38
References ................................................................................................................................................... 40
Appendix ..................................................................................................................................................... 41

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LIST OF FIGURES
Figure 1:ASTU.............................................................................................................................................. 1
Figure 2:Overall structure and work flow of ASTU ..................................................................................... 5
Figure 3:work flow of software development team ...................................................................................... 7
Figure 4: GPMS logo .................................................................................................................................. 16
Figure 5: ER diagram .................................................................................................................................. 23
Figure 6: Database table.............................................................................................................................. 24
Figure 7: Use case diagram ......................................................................................................................... 25
Figure 8: Class diagram .............................................................................................................................. 29
Figure 9: Sequence diagram for Admin ...................................................................................................... 30
Figure 10: Sequence diagram for HRM generate id ................................................................................... 30
Figure 11:Sequence diagram for Guard add visitor .................................................................................... 31
Figure 12:Sequence diagram for Inviter(HO) invite visitors ...................................................................... 31
Figure 13:login page ................................................................................................................................... 32
Figure 14: Guard home page....................................................................................................................... 33
Figure 15: barcode reader when an employee enters .................................................................................. 34
Figure 16: barcode reader if it isn’t employee ............................................................................................ 34
Figure 17: Guard add visitor page............................................................................................................... 35
Figure 18: Guard request view page ........................................................................................................... 35
Figure 19: HRM report view page .............................................................................................................. 36
Figure 20: HO create invitation .................................................................................................................. 36

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 LIST OF TABLES
Table 1: use case description for manage account ...................................................................................... 26
Table 2: use case description for login........................................................................................................ 26
Table 3: use case description for view report ............................................................................................. 26
Table 4: use case description for view guard detail .................................................................................... 27
Table 5: use case description for restrict entry............................................................................................ 27
Table 6: use case description for entry gate detail ...................................................................................... 27
Table 7: use case description for Add visitor .............................................................................................. 27
Table 8: use case description for invite visitor ........................................................................................... 28

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ACRONYMS AND ABBREVIATION
ASTU --------------------------------------------Adama Science and Technology University

ICT ----------------------------------------------Information Communication Technology

NTC--------------------------------------------- Nazareth Technical College

NCTTE -----------------------------------------Nazareth College of Technical Teacher Education

TVET--------------------------------------------Technical and Vocational Education and Training

PhD ----------------------------------------------Doctor of Philosophy

MA/MSC----------------------------------------Master of Arts/Master of Science

FTI-----------------------------------------------Further Training Institute

GTP---------------------------------------------Growth and Transformation Plan

ICDE--------------------------------------------Institute of Continuing and Distance Education

ER-----------------------------------------------Entity relationship

ICT----------------------------------------------Information communication technology

PHP---------------------------------------------Hypertext pre processor

SRS----------------------------------------------Software requirement specification

GPMS-------------------------------------------Gate Pass Management System

HRM--------------------------------------------Human Resource Manager

HO----------------------------------------------Higher Official

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 CHAPTER ONE
1. BACKGROUND OF ASTU
1.1. Historical Overview of ASTU
Adama Science and Technology University (ASTU) were first established in 1993 as NTC,
offering degree and diploma level education in technology fields. Later, the institution was
renamed as NCTTE, a self-explanatory label that describes what the institution used to train back
then candidates who would become technical teachers for TVET colleges/Schools across the
country. In 2003, a new addition to NCTTE came about introduction of business education.
Nonetheless, the new entries were solely meant for similar purposes these graduates were also
expected to help overcome the existing dearth of educators in vocational institutions.

Figure 1:ASTU
Although it is an institution with a history of only two decades, ASTU is known for its dynamic
past. It has always been responsive to the realization of national policies: training of technologists
at its early stage, and later shifting to training of technical trainers, as well as business educators,
to fill the gap in TVETs. Following its inauguration in May 2006 as Adama University, the full-

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fledged university started opening other academic programs in other areas an extension to its
original mission.

However, it was not until it was nominated by the Ministry of Education as Center of Excellence
in Technology in 2008 that it opened various programs in applied engineering and technology. For
its realization, it became a university modeled after the German paradigm: it not only became the
only technical university in the nation, but also the only one led by a German professor.

Notwithstanding closure of some disciplines as per the new vision and mission, the ensuing three
years saw flourishing of graduate programs, of which some (like a few in the undergraduate
program) were exceptional to our university. The same period saw pioneering of the university in
introducing PhD by Research and MA/MSC by Research programs. Before 2008, the university
was stratified into faculties, and ASTU’s reach was limited to its only campus in Adama town.
The university has now extended its reach to Asella, where two of the total seven schools are
located. The faculties at the main campus include: School of Business, School of Engineering and
Information Technologies, School of Humanities and Law, School of Natural Sciences, and School
of Educational Science and Technology Teachers Education. On the other hand, the two schools
in Asella are the School of Agriculture and School of Health and Hospital.

In addition to its main concern (academics), ASTU is also host of research Institutes and
enterprises. In the main campus, apart from the ICDE, there exist two others: The Further Training
Institute FTI and Adama Institute of Sustainable Energy. The sister town where the two schools
are located, Asella, is also host to the Artificial Insemination Institute and Asella model
Agricultural Enterprise.

Following its renaming by the Council of Ministers as Adama Science and Technology University
in May 2011, the university has started working towards the attainment of becoming a center of
excellence in science and technology, thereby allowing for the realization of goals set in the GTP.
To this end, a South Korean has been appointed as President of the University. Currently, ASTU
is setting up a Research Park, in collaboration with stakeholders and other concerned bodies: one
of a kind in the Ethiopian context. The university is also venturing out to the wider community
and is currently engaged in various joint undertakings. [1]

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1.2 Objective, Mission and Vision of ASTU
Mission

The mission of ASTU is to provide ethical and competent graduates in applied science and
technology through quality education, demand driven research and community service. ASTU also
provides innovative knowledge to support the socio-economic development of the nation. [2]

• Delivering world class education and training in strategically priority science and technology
disciplines based on national economic demand.
• Conducting problem solving applied research to support the productivity and
competitiveness of industries.
• Serving as a center of knowledge and technological adaption, innovation and transfer

• Building technical and managerial capabilities of industries and

• Becoming a national hub of science and technology

Vision

• ASTU aspires to be the first choice in Ethiopia and the premier center of excellence in applied
science and technology in Africa by 2030.

Core Values

Core values of ASTU written below are the operating principles that guide the organizations
internal conduct as well as their Relationship with their customers, partners, and shareholders.

 Originality and Innovativeness

 Academic freedom and integrity

 Sense of belongingness and ownership

 Nurturing diversity

 Transparency and accountability

 Professional ethics

 Responsiveness

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1.3 Service and products of ASTU
• E-learning services

• Video conference

• University-industry linkages

• VSAT communication with MOST and AASTU.

• Ethernet service network infrastructure (that connects ASTU to other

universities).

• Networking and installation

• Website development

• Data center administration

• Software and hardware maintenance

• Maintenance and assessment of ICT equipment

• Community data center service

1.4 Main customers and end user of ASTU

 Students of the university

 Teachers of the university

 Other university’s community

 The society around the university

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1.5 Overall structure and work flow of ASTU

Figure 2:Overall structure and work flow of ASTU

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 CHAPTER TWO
2. OVERALL INTERNSHIP EXPERIENCE
In general, the Internship Program allows us to connect theory and practice, to discover how we
can provide a solution to a real-world problem, and to participate in the advancement of modern
technology. We obtained a lot of expertise and technical abilities in web based system
development, application development, and website design throughout our internship program.
We received a fantastic introduction to the professional environment in our subject of study.

2.1 How we get in to the company

We have understanding of database design, software development, and any computer related
activities since we have been studying at Hawassa University School of Electrical and Computer
Engineering in the computer stream. As a result, we looked for organizations that were involved
in similar fields for the internship program. As a result, we submitted an application to the ASTU
ICT CENTER. And they demonstrated their readiness to welcome us by sending us an acceptance
letter. On the planned day of October 2, we appeared at the firm and reported the letter that our
institution had sent us. They accept and encourage us to participate in all duties in order to make
the internship program more realistic and beneficial, as promised on the confirmation form.

2.2 Section in the company we have been working

The ICT center oversees six teams, as we described before in the company overview section. Each
team has its own set of responsibilities and workspace. Volunteers and interns work on a variety
of initiatives as part of these teams. In the computer streams, the major activity undertaken by
students on an internship program under the department of Electrical and Computer Engineering
is mostly found in the software development team. As a result, we were allocated to work in the
software development office, where we would be supervised by our team adviser. The software
development team performs a number of general tasks. These are the ones.

 Developing application software for the Adama Science and Technology University, other
Universities, governmental companies, non-government companies and also for
individuals as the specification of the customers.
 Website developments for offices in ASTU and other companies.

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  Giving technical support on the software design and development for students in the
university.

2.3 The work flow in the section look like

Figure 3:work flow of software development team

2.4 The work piece of tasks we have been executing

After joining the software team, we began our contributions by developing a web-based project
management system by asking our advisor and staff members how projects are managed in the
ASTU ICT - center and collecting ideas for the project. However, after gathering the data, our
advisor advised us to change the project's title because it had been done by interns before us, and
they gave us a new title, gate pass management system. Since ASTU has many employees and
visitors they are entering and exiting the gate, the web based Gate Pass Management System was
in a high demand in order to introduce a digitalized system of managing the gate that can save time
and advance the working environment.

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2.5 Procedures we have been using while performing our work tasks
Before we started our project, we requested our consultant to advise us on how the team has
handled different software development projects. We began completing the jobs in accordance
with the methods that have been in use by the team for a long time. Using the steps listed below,
we were able to complete our job.

We have achieved our project by using the following procedures.

 Gathering information: First we gathered information about the project title from guards,
employees, and visitors they are invited for different purposes and they give us how the
gate system is manual and very backward.

 Preparing proposal: We prepared a proposal for the project. Then we presented our
proposal to our adviser. Our adviser gave us useful comments and suggestions on the
proposal.

 Prepare the software documentation: We have reviewed the proposal by including

improvements guided by our adviser. Then we prepared the software documentation.

 System designing: Then we start system design which includes database design, Software
design

 Server side design and coding: Next we start server side design and coding. We have
instructed to use a Laravel framework for the project. So we start installing WAMP server,
visual studio code editor to write the codes and configuring the framework on our
computer.

 Final presentation: Our final works are evaluated by our adviser and lastly we present the
project for the whole team. We have been evaluated and suggested by the developers. We
got so many constructive comments which provide us advanced insight on the area of
study.

2.6 How good we have been in performing our work tasks

We had almost little experience when we started the Internship program. Because of our limitations
in programming skill and practical work experience, it was very difficult for us to engage and
perform the tasks assigned to us by our team leaders on campus. However, after working hard and
spending time with it, we now know how to work and know the most efficient way to complete
tasks. We can say that the internship time aided us in improving our work performance.
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We were first concerned that we lacked practical experience because it was our first time working
in such an environment. However, once we got started, we were able to finish the job and solve
the company's problem. We reviewed various user guides and conducted an internet search for
information on new issues that arose during the procedure. We had a wonderful relationship with
our adviser, and he routinely gave us feedback on our work, which we used to remedy our errors
and get positive results.

We also developed our teamwork skills by actively participating in group projects. This increased
our personal confidence in issue solving, as well as our ability to come up with fresh ideas and
gain problem-solving experience while at work. We were also urged to be on time when
completing our tasks. Our proposal was presented to our advisor as well as the software
development team. According to their comments, they praised the effort we put in throughout the
internship and our project's accomplishment.

2.7 Challenges we faced during the internship period

During the internship period we face some challenges. These are: -

 Programming skill: Because we lacked a strong practical programming skill base at

university, it was difficult for us to cope with tasks that necessitated a high level of
programming language knowledge. We were working with the most recent language and
framework, and we had no prior expertise, so it was like beginning from zero. In addition,
we had to teach ourselves using the Internet and other resources. Learning new
programming language was the major obstacle we experienced during the internship
period.
 Communication skill: It was difficult for us to interact with the staff members at the
beginning of the internship since they were busy with their own projects, making it difficult
for us to locate them and ask what we needed.
 Transportation

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2.8 Measures we have taken to overcome the challenge
 We read various literature and watched video tutorials to assist us grasp the Laravel
framework and programming languages such as php. When we ran into problems or
glitches, we went to sites like Stack Overflow and GitHub comments for help. When we
were having trouble finding solutions, we sought advice from our supervisor and other staff
members who were familiar with the PHP and JavaScript languages.
 As time went on, we tried to become more familiar with the work environment and with
the staff members, and we tried to ask everything that was tough for us.

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 CHAPTER THREE
3. OVERALL BENEFITS GAINED FROM THE INTERNISHIP
Throughout the four months of our work at Adama Science and Technology University, we
acquired a lot of benefits from the internship experience. This internship program was crucial in
helping us gain confidence. We presented our final project to the entire crew and received positive
feedback. We also inquired about other people's areas of expertise. As a result, we were able to
communicate with a variety of employees. Furthermore, the internship provided us with the
opportunity to communicate with people from all levels of the company's hierarchy, and such
trends have helped us gain significant professional experience.

The overall benefits that we have gained are grouped into different categories. Such as:

 Improving practical skills

 Upgrading theoretical knowledge

 Improving interpersonal communication skills

 Improving team playing skills

 Improving leadership skills

 Understanding about work ethics related issues

 Entrepreneurship skills

3.1 Improving practical skills

In the field of information technology, theory is the foundation of all activities. However, simply
knowing the facts is insufficient. Every project activity need practical knowledge. We strengthened
our practical skills in a variety of methods during our internship program. The following are a few
of them:

 How SRS is prepared for software development.

 Detailed database design as the specification in designing a web application.
 Coding with different programming language for web application development.

After all, when we enter the real world, we will not be unfamiliar with real-world issues, and the
internship program provided an excellent opportunity to hone practical abilities.

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3.2 Upgrading theoretical knowledge
When we were working on our projects, we went to several websites to improve our theoretical
knowledge or to learn more about what we were going to do. In summary, over the internship
term, we improved our theoretical knowledge of software development, particularly web
applications. Theoretically, the concepts of database provide some insight into the process of
system development. However, in the workplace, we must comprehend them in order to design
software that will address the problem.

As a result: -

 We have upgraded our theoretical knowledge by reading courses that we have

learned in the previous class to complete our project.
 In addition to academic theoretical knowledge, we have gained different theories
in relation to different business related environment.
 We have also upgraded our theoretical knowledge on the important steps needed
for designing our project.
3.3 In terms of interpersonal communication skill
Because there are different employers and labor employees in the company, the internship seeks
to improve interpersonal communication skills. In order to provide the necessary end products for
the clients, smooth interpersonal communication skills must exist. The first priority during an
internship would be to communicate with employers and department managers. During our
internship, we saw how to communicate in an honest and courteous manner. Our communication
skill should be convincing others attitude in order to acquire the desired answer.

We have started speaking with each employee in the organization after learning about the benefits
of interpersonal communication. However, we barely communicated at the start of the internship.
This prevents us from obtaining the materials needed to further our academic understanding. We
improved our communication with each individual after a specific day, and solid interpersonal
communication skills are a must for many roles in a company. As a result of the internship,
interpersonal communication skills increase.

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3.4 In terms of improving team playing skill
We realized that it is critical to operate as a team and to have a variety of thoughts and options in
order to obtain a better answer. We've learnt that various ideas come from diverse places, and that
diversity is the greatest approach to produce greater things. A competent team player will be able
to improve the following:

 To provide a hand and collaborate with others.

 To openly discuss ideas with coworkers.
 To provide feedback to the team and to identify potential solutions to problems

3.5 In terms of leadership skill

An important managerial talent is the capacity to drive a group of individuals toward a shared
objective, which is known as leadership. During the internship, we gain leadership skills by seeing
the company's managers, team leaders, developers, and section employers do their primary jobs.

The following factors must be considered in order to acquire effective leadership abilities:Motivate
firm employees to complete their responsibilities and resolve client complaints.

3.6 In terms of understanding about work ethics related issues

Ethics at work is very important. During our stay at ASTU, we have observed how the team treats
customers ethically and how much it is important. Punctuality, honesty, being responsible for
actions that we perform and other related issues needed at workplace are some of the ethical issues
that we adapt. Some of the work ethics are as follows: -

 Punctuality
 The office discipline
 Loyalty
 Honesty
 Cooperation
 Accountability
 Responsibility

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3.7 In Terms of Entrepreneurship Skill
Individuals with entrepreneurial talents are better equipped to come up with innovative concepts
that can aid in technological advancement.
An entrepreneur is a person who organizes, manages, and executes a business, generally with a lot
of initiative and financial risk. Successful entrepreneurs have the ability to boost their company's
productivity. These abilities include: -Self-assurance, Self-motivation and Time management,
therefore the internship plays an important part in strengthening these entrepreneur abilities.

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 CHAPTER FOUR
4 PROJECT
4.1 INTRODUCTION
With the rise of technology in the 21st century, new and creative gadgets and applications were
developed to ease life. Still, university safety is the most significant component to precede research
with advanced technology. Adama Science and Technology University has a pass slip
operation/policy implemented, which aims to secure the employees' safety and record information,
monitor the employees going out of the gate status, and record the visitors' visit. However, using
the manual system of recording, it has been noted that it could lead to losing files and documents
when the administration needs information. Thus, this study aimed to develop and design an ASTU
Automated Gate Pass Management System, centralizing the record of employees going out,
visitors coming to the campus and resources they take.

Traditionally, manual record management required vast amounts of documents to be shipped to

storage facilities only to necessitate retrieval when needed and has resulted in the unnecessary
expense of both time and money. One the other hand, many innovations are now being developed
to fasten its transaction. One of the innovations is the E-Gate Pass System, which aimed to enhance
and upgrade the existing system by increasing its efficiency and effectiveness by reducing the
manual work. Further, the software improves the working methods by replacing the current manual
system with the computer-based system. As safety and security is a concern, it stressed that the
consensus arising from the professional security community is that university administrators
should invest in sophisticated technologies that help university staffs to decrease violence via a
multi-staged approach to safety. [3]

It is evident at the cited studies that using a traditional-manual process may lead to inconsistency
of information and difficulty in generating records. ASTU manual gate pass slip has no available
database and system to systematically and conveniently perform transactions. In so far, the
institution has never had an existing system duly integrated with an electronic gate pass slip. With
this, the main challenges faced by the ASTU security guards are the fragmented massive of paper-
based pass slip records of the faculty and staff. Besides, it has been noted that the concerned
personnel consume time and difficulty in generating records for decision-making of the

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administration. Hence, we, having internship experience in ASTU are doing our best and looks
forward to optimizing ASTU’s quality services.

Automated Gate Pass Management System aimed to modernize the manual pass slip system,
which will be considered a technology to address the gap using PHP, WAMPP, and MySQL. Thus,
this study is deemed to address the present situation in the Gate Pass Management Present System,
designed to manage records, particularly in facilitating information for an employee, visitors and
resources they taken passing the school premises. Records are accessed to an informed decision
making of the administration.

4.2 STATEMENT OF THE PROBLEM

There lacks a digital solution for Gate pass and record keeping in most institutions for their security
personnel at the gates which are the entry points of the institutions. Especially at the point where
employees and visitors are increasing, there arises the need for a digital record keeping system to
enable easy monitoring and allow the security personnel to have information of who is within the
institution. Especially for visitors, there is no way of knowing who and when and by who was
invited. Regarding in register does not mean that information is true. There is no authentication
process. With lack of a digital solution, information has to be entered manually and thus making
it easy for data loss.

Figure 4: GPMS logo

4.3 OBJECTIVES
4.3.1 General Objective
To develop an Automated Gate Pass Management System designed to monitor and facilitate the
process and information of the employees, visitors and resources they take passing ASTU campus
gate

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4.3.2 Specific Objectives
ASTU Automated Gate Pass Management System is aimed to achieve the following specific
objectives;

1. To design and develop a system with the following features and modules: (USER
Satisfaction level, easy inquiry, varies type of service, time efficiency)
 Gate pass module
 End-user module
 Admin module
 Reports module
 Registration module
2. To integrate and implement ASTU Automated Gate Pass Management System supported
with PHP, WAMPP, and MySQL.
3. To evaluate the system in terms of usability and functionality.

4.4 SCOPE
The introducing system, gate pass management system, which is going to be implemented for
Adama University will automate the operation of gate pass system of the center. This web based
gate pass management system provides users (HR, HO, guard and administrator) to get registered
on the web platform and gives the access to write gate detail to administrator. It is supported with
a well-designed database. A friendly user interface is provided to facilitate different services such
as login, generate id, submit and view report. Although this system is designed for gate pass
security for employee, visitors and resources they take, we can make it available to all entry and
exit since it is flexible.

Achieving a secure environment is very important for all organizations as it is a matter of security.
Our application would help such university to safeguard their compound from unwanted personals
and it is also safe for different kind of items. The application should accomplish the following:

 Issue Gate passes to employees within a compass.

 Issue Gate passes to visitors within a compass.

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  Issue Gate passes to resources taken by employees and visitors within a compass.

4.5 METHODOLOGY AND TOOLS

4.5.1 Methodology
Methodology specifies the method and technology used to develop the software system such as,
the methods used to gather data, approach used to design the software system, software and
hardware requirements used to implement the system. We have used the following phases: -

• Data Gathering

Before we start the project we gathered information by interviewing the workers in the
ICT center and security officers of the compass about the problem that they are facing
on not using web based gate pass management system and how the normal gate pass
process held in the company.

• Requirements Analysis

Based on the data we gathered and information that have given to us by our advisor, we
have set certain requirements that our project must meet. These are: -

1. Technical requirements

2. Functional requirements and

3. Non-functional requirements

Technical requirements
What pertains to the technical aspects that a system must fulfill is what is termed as a technical
requirement. The following are the technical requirements for the proposed system:

Architecture

The system will provide services to users through the gate personnel who will capture their details
in the system. Scalability The system will allow for addition of users.

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Security

The system will be secured from unauthorized access by use of a login form as an entry point to
the contents of the system. Only valid login credentials will allow access to the system.

Availability

The system will be available for access at any time of the day, every day of the year.

Portability

The system can only be accessed by the institution security personnel from the devices it has been
installed in.

Functional requirements
Detail description of what the system can do as well as input and Output of the System with respect
to role of the actor. The product consists of the following the functional requirements based on the
role of the actors.

A. Admin: is basically a super user.

 Can add a record of HRM
 Can add a record of Guard.
 Can add a record of HO (Higher Official).
 Responsible for any error in the system.
 Admin should keep tracking each person and different resources entering and
exiting the
University compound.
B. HRM (Human Resources Manager): is part of an organization who is dealing with each
guard.
 The HRM needs to keep track of guards and areas under his supervision.
 The manager can view entry gate details, Guard details.
 They generate employee id.
C. Guard (security officer): Guard is the basic unit of the Gate Pass Management system.
 Guard can view entry gate details,

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  They can accept or reject entry of a person based on barcode for employee and
invitation list for visitors. They would allow only if the gate pass is approved.
 They will see any unwanted activity restrict the entry of a person or related
resources.
D. HO (INVITOR)
 can add a record of visitors.
 prepare invitations.

Non Functional requirements

Non-functional requirements are the criteria used to judge the system rather than the system’s
behavior. They include:

Security requirements
Entry to the system is limited only to authorized registered users. The users will also have
restrictions on what content they can edit or delete. The administrator has unlimited access to add
users and content, edit it and even delete accounts and content deemed useless.

Performance requirements
The system user interface is friendly and appealing and accomplishes the minimum required
actions.

Reliability
The system can be relied upon to do what it is expected since its underlying architecture is well-
built.

Maintainability
The system is coded in PHP and MySQL for the backend and HTML5, CSS for the frontend. These
programming and markup languages are easy to understand hence ensuring that anyone competent
enough can modify the system accordingly. This is further supported by comments in the code
explaining how complex parts of the code work.

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Physical Environment

The system is deployed or installed on the server side script but for more feature we recommend
that the system to deploy on Adama university server that is free from any disaster

MVC (Model, View and Controller)

The Model-View-Controller (MVC) is an architectural pattern that separates an application into

three main logical components: the model, the view, and the controller. Each of these components
are built to handle specific development aspects of an application. MVC is one of the most
frequently used industry-standard web development framework to create scalable and extensible
projects.

Following are the components of MVC −

Model

The Model component corresponds to all the data-related logic that the user works with. This can
represent either the data that is being transferred between the View and Controller components
or any other business logic-related data. For example, a Customer object will retrieve the
customer information from the database, manipulate it and update it data back to the database or
use it to render data.

View

The View component is used for all the UI logic of the application. For example, the Customer
view will include all the UI components such as text boxes, dropdowns, etc. that the final user
interacts with.

Controller

Controllers act as an interface between Model and View components to process all the business
logic and incoming requests, manipulate data using the Model component and interact with the
Views to render the final output. For example, the Customer controller will handle all the
interactions and inputs from the Customer View and update the database using the Customer
Model. The same controller will be used to view the Customer data. [4]

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4.5.2 TOOLS
Hardware Tools

• Personal computer (PC) or laptop: almost all tasks of our project are
performed on computer.
• Flash: required for data movement.

• Ethernet cable: to connect with the internet.

• Barcode reader: to read employee/visitor id

Software Tools

• Laravel: PHP framework

• Josh: Laravel template

• Wampp: Web server

• Chrome: Web browser

• VS code: Text editor

• Wonder share EdrawMax: Diagram builder

4.6 SYSTEM DESIGN

System design is the process of translating requirements into software representations. The
representation initially provides a broad view of software; subsequent refinement results in a
design representation that is very close to source code. In the software development process, design
is a place where quality is ensured. It provides us with a representation of software that can be
evaluated for quality; it is the only way to accurately translate customer requirements into finished
software.

The approach we used in system design is unified modeling language (UML) in which it depends
on the visual modeling of the system. Visual modeling is the process of taking the information
from the modeling and displaying it graphical using some sort of standard set of graphical element
that includes: -

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4.6.1 DATABASE DESIGN ER DIAGRAM
A basic ER model is composed of entity types and specifies relationship that can exist
between entities.

Figure 5: ER diagram
4.6.2 Database table
A table is a collection of related data held in a table format within a database. It consists of columns
and rows.

In relational databases, and flat file databases, a table is a set of data elements (values) using a
model of vertical columns (identifiable by name) and horizontal rows, the cell being the unit where
a row and column intersect. A table has a specified number of columns, but can have any number
of rows. Each row is identified by one or more values appearing in a particular column subset. A
specific choice of columns which uniquely identify rows is called the primary key.

"Table" is another term for "relation"; although there is the difference in that a table is usually a
multisite (bag) of rows where a relation is a set and does not allow duplicates. Besides the actual

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data rows, tables generally have associated with them some metadata, such as constraints on the
table or on the values within particular column

Figure 6: Database table

4.6.3 Use case diagram
A use case diagram is a behavioral UML diagram type and frequently used to analyze various
systems. They enable you to visualize the different types of roles in a system and how those roles
interact with the system and also it is a way to summarize details of a system and the users within
that system. It is generally shown as a graphic depiction of interactions among different elements
in a system.

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Figure 7: Use case diagram
4.6.4 Use case descriptions
Use case diagrams consists of actors, Actor in a use case diagram is any entity that performs a role
in one given system. This could be a person, organization or an external system. In order to create
relevant use cases for the gate pass management system, the following actors for the system have
been identified:

 System admin
 Guard
 Manager(HR)
 HO(Inviter)

Use case descriptions included in Get pass management system are

 Log in
 Manage account

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  View report
 View guard detail
 Restrict entry
 View entry gate detail
 Add visitor
 Invite visitor

4.6.5 Use case description using table

Use case name Manage account
Participating actor Admin
Description Allows to provide functionalities to users; add, delete ,update and edit
users .
Entry condition Admin must be login to the system to their own page
Exit condition Every users account and system maintenance manages as required.
Table 1: use case description for manage account

Use case name Login

Participating actor Admin, Manager(HO),Guard
Description Any user who wants to access the system’s
functionality must be Authenticated and
Authorized and login to the system.
Entry condition The user must be already registered (the user must
have user name, password)
Exit condition The system user logged in to the system.
Table 2: use case description for login

Use case name View report

Participating actor Manager and guard
Description This use case helps Every user to view out a report
Entry condition Every user must be login in to the system.
Exit condition When reports are viewed by users
Table 3: use case description for view report

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 Use case name View guard detail
Participating actor Manager(HO)
Description Helps the manager(HO) to check or control guard
profile (check guard status)
Entry condition The manager have to logged in
Exit condition The required detail of guard viewed
Table 4: use case description for view guard detail
Use case name Restrict entry
Participating actor Manager(HO) and guard
Description The HO and guard restrict (not allow) to get in the
employee and visitor: if the employee are not
registered in the system and for visitors if they are
not invited.
Entry condition If unregistered or un invited user come
Exit condition Restrict the user
Table 5: use case description for restrict entry

Use case name View entry gate detail

Participating actor Guard
Description The guard view who entered and leave the gate
Entry condition The guard have to logged in
Exit condition View the entry/exit detail
Table 6: use case description for entry gate detail

Use case name Add visitor

Participating actor Guard
Description If the visitor come the guard add the visitor into the
visitor list and give them temporary id
Entry condition New visitor have to came
Exit condition The visitor is added
Table 7: use case description for Add visitor

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 Use case name Invite visitor
Participating actor Inviter(HO)
Description The HO add visitors to invitation list in order
to check guard if the visitor is invited
Entry condition To invite visitor by logged in
Exit condition The visitor is invited
Table 8: use case description for invite visitor
4.6.6 Class diagram
A class diagram in the Unified Modeling Language (UML) is a type of static structure diagram that
describes the structure of a system by showing the system's classes, their attributes, operations (or
methods), and the relationships among objects.

Class diagram is a static diagram. It represents the static view of an application. Class diagram is
not only used for visualizing, describing, and documenting different aspects of a system but also
for constructing executable code of the software application.

Class diagram describes the attributes and operations of a class and also the constraints imposed
on the system. The class diagrams are widely used in the modeling of object oriented systems
because they are the only UML diagrams, which can be mapped directly with object-oriented
languages

Class diagram shows a collection of classes, interfaces, associations, collaborations, and

constraints. It is also known as a structural diagram.

A class diagram is typically modeled rectangles with three-section:

 The top one indicates the name of the class

 The middle one lists the attributes of the class and
 The third one lists the methods

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Figure 8: Class diagram
4.6.7 Sequence diagram
A sequence diagram is a Unified Modeling Language (UML) diagram that illustrates the sequence
of messages between objects in an interaction. A sequence diagram shows the sequence of
messages passed between objects. Sequence diagrams can also show the control structures between
objects. Sequence diagrams are a great way to validate and flesh out the logic of use case scenarios
and to document the design of the system.

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Figure 9: Sequence diagram for Admin

Figure 10: Sequence diagram for HRM generate id

Figure 10 Sequence diagram for HRM generate id

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Figure 11:Sequence diagram for Guard add visitor

Figure 12:Sequence diagram for Inviter(HO) invite visitors

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4.7 RESULT AND DISCUSSION
The project's end product is a system that allows ASTU Gate Pass management system users to
register and login to a system that is meant to monitor and keep employee and visitor gate records
at the time of entry and exit from their respective premises. It's also utilized to create a digital
identity card and track the total time spent entering and exiting using a web-based system. The
project was completed using the larval framework.

In general, because it is a web-based application, it does not need a large infrastructure. Because
our primary dealing with Gate Pass management system is online, this system may be run simply
by adding it to the main system.

The following figure shows login page which is used to authenticate users:

Figure 13:login page

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The following figure shows Home page for Guard

Figure 14: Guard home page

The following figure shows how the barcode reader display

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Figure 15: barcode reader when an employee enters

Figure 16: barcode reader if it isn’t employee

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The following figure shows how the Guard add visitor and give them temporary id

Figure 17: Guard add visitor page

The following figure shows how the Guard view request and visitor list.

Figure 18: Guard request view page

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The following figure shows how the HRM view gate pass report

Figure 19: HRM report view page

The following figure shows how the HO (inviter) create invitation

Figure 20: HO create invitation

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4.8 Conclusion and recommendation
4.8.1 Conclusion
Based on the record in the system analysis stage, the manual pass slip's current technical system
was time-consuming for recording the file, inconsistency, and difficulty generating reports. ASTU
Automated Gate Pass Management System is then believed as a very convenient way to store,
manipulate, analyze, retrieve, and track the institution's information on gate pass. It can generate
real-time data as needed and adaptable to new or modified information requirements. Thus, it is
more practical and convenient for the system to be supported on its full implementation. Lastly,
the system conforms to usability and functionality standards, which provides ease in decision-
making among top management.

4.8.2 Recommendation
The scope of our project is limited to the security and reporting of gate passes for entrance purposes
only; however, we recommend that you work on an in and out (entry/exit) gate pass management
system for employees that will be used to track employee attendance as they enter and exit.

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 CHAPTER FIVE
5 CONCLUSION AND RECOMMENDATION
5.1 CONCLUSION
To be successful in a world full of continual digitalized systems and technical breakthroughs, it is
necessary to be well-equipped and possess practical skills. We were able to get practical
knowledge and technology solutions for real-world challenges throughout our internship term.
Working at the ASTU ICT center software development team provides us with a wealth of
expertise. The team consists of highly qualified professional developers, a highly engaging
working atmosphere, and technological talents that are always improving. We acquired and
absorbed knowledge from a practical standpoint, increasing our social skills, learning how to adjust
in a different context, in this case a work environment, and sticking to the office's norms and
regulations. The internship program served as an introduction to the working world. It also
established a solid basis for us to begin our careers. We take satisfaction in doing what is asked of
us by working on a project for the organization, and this has given us the confidence to confront
the problems we will encounter in the future.

5.2 Recommendation to the ASTU ICT Center

Our suggestion for improving the internship program is that students be in charge of locating and
securing work positions that are appropriate for an internship experience. This policy ensures that
students have the opportunity to learn and practice important job-search skills like conducting a
formal job search. Off-campus work-related courses, such as internships, can be successfully and
effectively integrated into the university curriculum with sufficient planning, organization,
structure, and oversight. During our internship at the institute, we noticed a shortage of materials
like chair for interns. Because the University accepts or admits students without enough reception,
there is a scarcity of supplies, such as chairs (seats) and personal computers.

5.3 Recommendation to the Hawassa University

Following the internship program, we gained some insight into the system in which we learned,
and we have made the following proposal. We hope that the university takes the following advice
into consideration and that the issues that we are experiencing are no longer a concern for future
generations.

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In some courses, the university should plan a practical visit. Because it makes it easier for students
to comprehend what they have learned in lecture class. And the university should concentrate on
how students may get useful information that will enable them to recognize difficulties and devise
solutions for them, as well as how the learning process can be more practical and focused on real-
world issues

As electrical and computer engineers, we must keep up with current technology, and it is preferable
to master the latest programming languages and technologies as part of our education. Our courses
should focus on these areas because the whole objective of lecture classes and theoretical
information is to apply it in real life.

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References

[1] "About ASTU:Background of ASTU," 2020. [Online]. Available: https://www.astu.edu.et/. [Accessed

8 February 2022].

[2] "About ASTU:Mission and Purpose," 2020. [Online]. Available: https://www.astu.edu.et/. [Accessed
8 February 2022].

[3] P. kamanu, "VISITOR AND GATE PASS MANAGEMENT SYSTEM," MULTIMEDIA UNIVERSITY OF
KENYA, Kenya, 2020.

[4] "tutorials point," [Online]. Available: https://www.tutorialspoint.com/. [Accessed 20 February

2022].

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Appendix
Gate pass controller for guard

<?php

namespace App\Http\Controllers\Guard;

use App\Http\Requests;

use App\Http\Requests\CreateGatepassRequest;

use App\Http\Requests\UpdateGatepassRequest;

use App\Repositories\GatepassRepository;

use App\Http\Controllers\AppBaseController as InfyOmBaseController;

use Illuminate\Http\Request;

use Illuminate\Support\Facades\Lang;

use App\Models\Gatepass;

use App\Models\Employee;

use App\Models\Gate;

use Flash;

use Prettus\Repository\Criteria\RequestCriteria;

use Response;

use Auth;

use Sentinel;

class GatepassController extends InfyOmBaseController

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 /** @var GatepassRepository */

private $gatepassRepository;

public function __construct(GatepassRepository $gatepassRepo)

$this->gatepassRepository = $gatepassRepo;

/**

* Display a listing of the Gatepass.

* @param Request $request

* @return Response

*/

public function index(Request $request)

$this->gatepassRepository->pushCriteria(new RequestCriteria($request));

$gatepasses = $this->gatepassRepository->all();

return view('guard.gatepasses.index')

->with('gatepasses', $gatepasses);

/**

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 * Show the form for creating a new Gatepass.

* @return Response

*/

public function create()

return view('guard.gatepasses.create');

/**

* Store a newly created Gatepass in storage.

* @param CreateGatepassRequest $request

* @return Response

*/

public function store(CreateGatepassRequest $request)

$request->request->add(['approved_by' => $request->user()->id]);

$input = $request->all();

$gatepass = $this->gatepassRepository->create($input);

Flash::success('Gatepass saved successfully.');

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 return redirect(route('guard.gatepasses.index'));

/**

* Display the specified Gatepass.

* @param int $id

* @return Response

*/

public function show($id)

$gatepass = $this->gatepassRepository->findWithoutFail($id);

if (empty($gatepass)) {

Flash::error('Gatepass not found');

return redirect(route('gatepasses.index'));

return view('guard.gatepasses.show')->with('gatepass', $gatepass);

/**

* Show the form for editing the specified Gatepass.

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 * @param int $id

* @return Response

*/

public function edit($id)

$gatepass = $this->gatepassRepository->findWithoutFail($id);

if (empty($gatepass)) {

Flash::error('Gatepass not found');

return redirect(route('gatepasses.index'));

return view('guard.gatepasses.edit')->with('gatepass', $gatepass);

/**

* Update the specified Gatepass in storage.

* @param int $id

* @param UpdateGatepassRequest $request

* @return Response

*/

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 public function update($id, UpdateGatepassRequest $request)

$gatepass = $this->gatepassRepository->findWithoutFail($id);

if (empty($gatepass)) {

Flash::error('Gatepass not found');

return redirect(route('gatepasses.index'));

$gatepass = $this->gatepassRepository->update($request->all(), $id);

Flash::success('Gatepass updated successfully.');

return redirect(route('guard.gatepasses.index'));

/**

* Remove the specified Gatepass from storage.

* @param int $id

* @return Response

*/

public function getModalDelete($id = null)

$error = '';

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 $model = '';

$confirm_route = route('guard.gatepasses.delete',['id'=>$id]);

return View('guard.layouts/modal_confirmation', compact('error','model',

'confirm_route'));

public function getDelete($id = null)

$sample = Gatepass::destroy($id);

// Redirect to the group management page

return redirect(route('guard.gatepasses.index'))->with('success',
Lang::get('message.success.delete'));

// For Barcode

public function barcodereader(Request $request)

$employee = Employee::where('id_number',$request->barcode)->first();

$date = date('Y/m/d H:i:s');

$today = explode(' ', $date);

$result = "";

if (empty($employee)) {

$result = "<span class='btn btn-danger'>You are <b>Not</b> Employee !!</span>";

}else{

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 $result = "<span class='btn btn-success'> Welcome ".$employee->first_name."
".$employee->middel_name." ".$employee->last_name." <img
src='http://gpms.local:8089/employees/profile/".$employee->photo."' height='80px'
alt='image'/></span>";

$logged_user = Sentinel::getUser()->id;

$gate_id = Sentinel::getUser()->gate_id;

$gate = Gate::where('id', $gate_id)->first();

$gatepass = new Gatepass([

'gate_id' => $gate->g__name,

'entry_time' => $today[1],

'emp_id'=> $employee->id,

'date' => $today[0],

'purpose_of_visit' => 'Work',

'state' => 'default',

'status' => 'accepted',

'guard_id' => $logged_user

]);

$gatepass->save();

return response()->json(['employee'=>$result]);

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