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A PROJECT REPORT

ON

“Real Time Attendance Monitoring System”


SUBMITTED IN PARTIAL FULFILLMENT OF THE REQUIREMENTS FOR THE
AWARD OF

DIPLOMA IN
COMPUTER TECHNOLOGY

SUBMITTED TO

MAHARASHTRA STATE BOARD OF TECHNICAL EDUCATION, MUMBAI


SUBMITTED BY

Sr. No. Name Of Student Seat No. Enrollment No.


1. Borse Shubham Dattu 2200790197
2. Patil Yash Sunil 2200790226
3. Bacchav Kunal Bharat 2200790126

GUIDED BY
Mr. G.M. Lodha

SHRI HIRALAL HASTIMAL (JAIN BROTHERS)


POLYTECHNIC CHANDWAD.
ACADEMIC

YEAR 2024-2025

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SHRI HIRALAL HASTIMAL (JAIN BROTHERS)
POLYTECHNIC CHANDWAD.
ACADEMIC YEAR
2024-2025

CERTIFICATE
This is to certify that the project report entitled “Real Time Attendance Monitoring System”
Was successfullycompleted by Student of Fifth semester Diploma in Computer Technology.

Sr. No. Name Of Student Seat No. Enrollment No.


1. Borse Shubham Dattu 2200790197
2. Patil Yash Sunil 2200790226
3. Bacchav Kunal Bharat 2200790126

in partial fulfillment of the requirements for the award of the Diploma in Computer Technology and
submitted to the Department of Computer Technology of SNJB's Shri Hiralal Hastimal (Jain Brothers,
Jalgaon) Polytechnic, Chandwad work carried out during a period for the academic year 2024-25 as per
curriculum.

Name of Guide: Ms.S.M.Devhade Name of HOD: Mr. P. R. Sali

Coordinator: Mr. G. M. Lodha Principal: Dr. V. A. Wankhede

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SNJB's Shri Hiralal Hastimal (Jain Brothers, Jalgaon) Polytechnic,
Chandwad (All AICTE affiliated Programs NBA Accredited)
Department: Computer Technology
Academic Year: 2024-25
Criteria for marks for PA Capstone Project Planning
Title of the project:
Group Details:
Sr. No. Name of students Exam seat Number Sign
S1 Borse Shubham Dattu
S2 Patil Yash Sunil
S3 Bacchav Kunal Bharat

Sr. Marks obtained


Criteria Marks
No. S1 S2 S3 S4
Project Identification/Project
1 2
Title
Industrial Survey/Literature
2 2
Review
3 Project Proposal 3
Execution of Plan in fifth
4 2
semester
5 Log Book 2
Portfolio for Self Learning
6 4
and Reflection
Final Report writing
7 6
including documentation
8 Presentation 2
9 Defense 2
Total 25

Sign of Project Guide Sign of Project Coordinator HOD

3
SNJB's Shri Hiralal Hastimal (Jain Brothers, Jalgaon) Polytechnic,
Chandwad (All AICTE affiliated Programs NBA Accredited)
Department: Computer Technology
Academic Year: 2024-25
Criteria for marks for ESE Capstone Project Planning
Title of the project:
Group Details:
Sr. No. Name of students Exam seat Number Sign
S1 Borse Shubham Dattu
S2 Patil Yash Sunil 390810
S3 Bacchav Kunal Bharat

Sr. Marks obtained


Criteria Marks
No. S1 S2 S3 S4
Project Identification/Project
1 2
Title
Industrial Survey/Literature
2 2
Review
3 Project Proposal 2
Execution of Plan in fifth
4 2
semester
5 Log Book 3
Portfolio for Self Learning
6 3
and Reflection
Project Report writing
7 4
including documentation
8 Presentation 3
9 Defense 4
Total 25

Sign of Project Guide Sign of Project Coordinator HOD

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ACKNOWLEDGMENT

We would like to take this opportunity to thank all the people who were a part
of this Preliminary Project in numerous ways, people who gave an un-ending
support right from the initial stage. In particular, we wish to thank our internal guide
Ms.S.S.Shinde who gave us co-operation timely and precious guidance without
which this project would not have been a success. We thank them for reviewing the
project with painstaking efforts and more of his unbanning ability to spot the
mistakes.
We would like to thank our H.O.D. Mr. P. R.Sali and project coordinator Ms.
S. S. Shinde for his continuous encouragement, support and guidance at each and
every stage of development of this project.
Last but not least we are very grateful for the staff members and people, who
helped us directly or indirectly for this project.

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INDEX

SR_NO. CONTENT PAGE NO.


7
1 Abstract
8
2 Introduction
9
3 Literature Survey
10
4 Methodology
11
5 System Architecture
12-13
6 Hardware and Software Requirement
DFD Diagram 14
Level-0
7 Level-1
8 Use Case Diagram 15

9 Flowchart 16
17
10 Algorithm

11 Conclusion 18
12 References 19

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1. ABSTRACT:

Students’ attendance in a university is commonly being monitored by lecturers and the Academic
Affairs Division (AAD) as it may help to identify students’ problems at an early stage. This project aims
to monitor the students who have the possibility to be absent from classes for more than the permissible
percentage.Thus, the purpose of this research is to develop a students’ attendance monitoring system with
Short Message Services (SMS) notification or also known as SAMS. This system helps the AAD to
manage the absenteeism report from lecturers and it automatically sends the information through SMS
notification to the parents and the students themselves. The system has been developed using the
Waterfall Model methodology that consists of five phases which are analysis, design, implementation,
testing, and documentation. The results from the usability testing show that SAMS can help lecturers to
monitor students’ absenteeism more easily and efficiently. Furthermore, the integration of the system
with SMS is very useful as it can directly notify the parents regarding their children’s attendance problem.

Keywords: students’ attendance monitoring using face detection,st

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2. INTRODUCTION:

A Real-Time Attendance Monitoring System is an automated solution designed to record, track, and
manage attendance data instantly. These systems use technologies like biometrics, RFID, QR codes, or
cloud-based applications to eliminate manual tracking, enhance accuracy, and provide real-time insights
into attendance patterns.

Recording the attendance is an important task for lecturers in the university in order to monitor the
absenteeism in the classroom. Attendance monitoring is recognized as an important element in
supporting both students’ retention and performance. It is an effective way of identifying any
problems at an early stage and can offer students the appropriate support.

Students’ attendance has a positive relationship with academic achievement (Yahya & Anwar,
2013). Attendance in class is important for all students to succeed in education and to ensure that
they do not fall behind in their education. Absenteeism in the university can cause them to lose
their reputation as well as resulting in poor learning on the part of the students (Patel et al., 2012).

Generally, an absence is marked as an excuse if it is due to a student's illness, death of a family


member or any emergency cases that are supported by necessary evidence. Thus, any unexcused
absence is considered truancy. If the student’s attendance is less than a certain percent (for
instance, 80%) of the total contact hours in that semester, the student can be barred from taking
the final examination.

The current practice at Universiti Teknologi MARA, Perlis Branch, when the absenteeism reaches
or exceeds the permissible percentage, lecturers should send a paper-based report to the AAD.
Then, the students will be called through a letter for an interview session to decide whether they
will be barred or not from taking the final examination for that subject.

This system helps the AAD to manage the absenteeism report from lecturers and it automatically
sends the information through SMS notification to the parents and the students themselves. When
parents are notified on the matter, they can take the appropriate action and can solve the problem
at an early stage. It is important as the parents can notice and investigate their child’s problems
and can help to find the solution to the problem.

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3. LITERATURE SURVEY:

Research Authour Publication Volume Conclusion Publication


Paper Date
A Simulation Bassil, Y. 2015 3(5) Provides a International
Model for the simulation Journal of
Spiral Software model for Innovative
Development understanding Research in
Life Cycle the Spiral SDLC Computer and
approach, Communication
enhancing Engineering
project
flexibility and
risk
management.
Web-based Helmy, M., 2009 Explores a web- 5th
Appointment Wahab, A., Lee, based International
System Using O. L., Mutalib, appointment Conference in
Short Message A. A., Hassan, system with Knowledge
Service N. - SMS for Management
Technology: improved
Usability usability and
Aspect user interaction.
Monitoring Yahya, H., 2013 3(9) Discusses the International
Student Anwar, R. use of a Journal of
Attendance dashboard to Asian Social
Using monitor student Science
Dashboard attendance,
highlighting
improved
tracking and
accessibility.

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4. METHODOLOGY:

Methodology for Real-Time Attendance Monitoring System

System Design and Architecture

 Mobile App Interface: Designed for teachers and administrators to mark attendance and view records.
 Backend Server: Hosts the database, processes attendance data, and sends SMS notifications.
 SMS Gateway Integration: Uses an API (e.g., Twilio) to send automated SMS notifications to
parents/guardians.

1. Data Collection and Storage

 Attendance Logging: Teachers mark student attendance through the web, which sends data to the backend.
 Database Management: Uses a cloud database (e.g., Firebase or MySQL) to store attendance records,
student profiles, and face data.

2. User Authentication

 Access Control: Teachers and admins log in with secure credentials; access is restricted to authorized users.
 Role-Based Access: Ensures only authorized personnel can view or modify attendance data.

3. Testing and Quality Assurance

 Unit Testing: Tests individual components, including attendance logging, and data storage.
 Integration Testing: Ensures smooth interaction between website, backend, and face recognisation.
 User Testing: Conducts testing with teachers and admins to gather feedback and improve usability.

4. Deployment and Maintenance

 Deployment: Website is released to app stores, and backend is deployed on cloud hosting (e.g., AWS or Firebase).
 Monitoring and Updates: Regular updates are provided for improvements, bug fixes, and security patches.

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5. System Architecture :

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6. HARDWARE AND SOFTWARE REQUIREMENT:

6.1 Hardware Requirement:-

1. Smartphone or Tablet (for Admin and/or Teachers)

 Purpose: Used to manage attendance records, to store real time data, and monitor attendance data through website.

 Specifications:

o Operating System: Android 8.0+ or iOS 12+


o RAM: Minimum of 2GB, ideally 4GB or higher for smooth operation
o Internet Connectivity: Wi-Fi or mobile data for communication with the cloud and SMS gateway
o Storage: Sufficient space (at least 100MB) for app installation and data caching

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6.1 SOFTWARE REQUIREMENT:-

1. Operating System Requirements

 Mobile OS:
o Android 8.0+ for Android devices.
o iOS 12+ for iOS devices.
 Development OS:

o Windows 10/11, macOS, or Linux

2. Programming Languages and Frameworks

 Frontend (Mobile App):

o HTML
o CSS

 Backend:

o Node.js (JavaScript), Python (Django/Flask), or Java (Spring Boot) to create the server-side API.

 Database:

o Firebase Realtime Database or Firestore for real-time, scalable data management.


o Alternatives: MySQL, PostgreSQL.

3. Development Environment and IDEs

 IDEs:

o Visual Studio Code or IntelliJ IDEA for website and backend development and integration.

4. Cloud Services and APIs

 Firebase (optional, recommended):

o Authentication, real-time database, and cloud messaging for push notifications.

 Push Notification Service (optional):

o Firebase Cloud Messaging (FCM) for push notifications, allowing reminders or alerts within the app.

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7. DFD DIAGRAM :

14
8. USE CASE DIAGRAM :

15
9. FLOWCHART :

16
10. ALGORITHAM :

Algorithm for Student Attendance Monitoring System with SMS Notification

Step 1: Initialize System

 Set up database for storing student profiles, attendance records, and SMS logs.

Step 2: User Authentication and Login

 Prompt user to log in (teacher/admin).


 Verify user credentials against stored data.

Step 3: Attendance Marking Process

 Display list of students in the app interface.


 For each student, provide options to mark attendance (e.g., Present, Absent).

Step 4: Check Notification Criteria

 For each absent student, check if an SMS notification is required.


 Criteria could include absence threshold (e.g., absence marked for the day or consecutive days).

Step 5: Prepare SMS Notification

 Retrieve parent/guardian contact details from the database.


 Generate SMS content with student’s name, date, and absence status.

Step 6: Send SMS Notification

 Use SMS gateway API to send the notification to the parent’s contact number.
 Log SMS status (sent, failed) in the database for tracking purposes.

Step 7: Generate Reports (Optional)

 Allow teachers/admins to view daily, weekly, or monthly attendance records.


 Provide a summary of notifications sent and any failed attempts.

Step 8: Logout and Termination

 User logs out of the system.


 Securely end session and ensure data is saved.

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11. CONCLUSION

The results from Usability Testing show positive feedback from the participants. This research is
significant for the lecturers and parents where system can help the lecturers to monitor students’
attendance by keying in the data of the absent students and when the absenteeism exceeds the
allowable level, the lecturers will give warning letters to the students. The parents can also be
notified about the students via SMS notification.

By having this system, it can help to detect a student’s problem (if any) at an early stage so that
the problem can be solved before the university takes actions on the problematic students.

However, there is a limitation in this system where the system cannot produce meaningful reports
for the AAD staff, such as a report on students’ absenteeism results by faculty or by the lecturer,
report on students’ absenteeism by course and many others.

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12. REFERENCE:

Bassil, Y. (2015). A simulation model for the Spiral Software Development Life Cycle. International
Journal of Innovative Research in Computer and Communication Engineering, 03(05), 3823-3830.
https://doi.org/10.15680/ijircce.2015.0305013

Helmy, M., Wahab, A., Lee, O. L., Mutalib, A. A., & Hassan, N. (2009). Web-based appointment
System using Short Message Service Technology : Usability aspect, 5th International Conference in
Knowledge Management, 534–539.

Yahya, H. & Anwar, R. (2013). Monitoring student attendance using dashboard, International Journal
of Asian Social Science, 3(9), 1906–1912.

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