“Attendance Management System Using QR Code”

Mini Project report submitted

In

Partial fulfillment of requirement for the award of

Degree of

Bachelor of Technology
in
Information Technology

Submitted by
Abhishek Bhoyar(32)
Ashay Pusdekar (38)
Bhoomika Ingale (6)
Vasudevan Gounder(71)
Chinmay Nandgaonkar(43)

Guided by
Mr. S.S.Chavhan
Asst. Prof
Information Technology

Department of Information Technology

Nagar Yuwak Shikshan Sanstha’s
Yeshwantrao Chavan College of Engineering
(An autonomous institution affiliated to Rashtrasant Tukadoji Maharaj Nagpur University)

Nagpur – 441110
November 2022
 Yeshwantrao Chavan College of Engineering, Nagpur

CERTIFICATE

This is Certified that the Mini Project report entitled “Attendance Management System
Using QR Code” has been successfully completed by Abhishek Bhoyar, Ashay
Pusdekar, Bhoomika Ingale, Vasudevan Gounder, Chinmay Nandgaokar under the
guidance of Prof. S.S Chavhan in recognition to the partial fulfillment for the award of the
degree of Bachelors of Technology in Information Technology, Yeshwantrao Chavan
College of Engineering (An Autonomous Institution Affiliated to Rashtrasant Tukdoji
Maharaj Nagpur University).

Prof. Jagdish Yadav Prof. S.S Chavhan Prof. R. C. Dharmik

In-charge, Training Asst.Prof Head
Department
Department of Information of Information
Technology Technology
Department of Information Technology
Y.C.C.E, Nagpur Y.C.C.E, Nagpur Y.C.C.E, Nagpur
 ACKNOWLEDGEMENT

I wish to express my sincere and deepest gratitude to my guide Prof. S.S Chavhan for his
valuable and unique guidance. I would also like to thank him for the constant source of
help, inspiration and encouragement in the successful completion of my technical seminar.
It has been my privilege and pleasure to work under his expert guidance.

I would like to thank Prof. R. C. Dharmik(HOD) for including a technical seminar in

ourcurriculum which helps me to improve my technical knowledge. I would again like to
thankDr. U. P. Waghe, Principal (YCCE) who has provided all institutional facilities.

I express my thanks to all the staff members of Information Technology department who
have directly or indirectly extended their kind co-operation in the completion of my
technical seminar report.
 INDEX

Sr. Content Page No

No
I Abstract 1
II Introduction 2
III Literature Review 3
IV Analysis for Project scope 5
V Work Done 7
VI Results and Discussions 11
VII Conclusions 14
VIII References 16
 Abstract

In our project on Student Attendance Management System using QR code technology, we

aimed to address critical challenges related to attendance tracking in educational
institutions.

Authors of this project researched and developed a comprehensive system that generates
unique QR codes for each student, which can be easily scanned using a mobile device. This
enables students to mark their attendance efficiently, eliminates the need for manual record-
keeping, and reduces the potential for inaccuracies or fraudulent attendance submissions.

Our work involved not only creating this system but also implementing it in a real-world
educational setting, conducting tests, and fine-tuning its performance to ensure reliability
and security.

The importance of this field lies in its potential to revolutionize attendance management in
schools and colleges. It enhances accuracy, reduces administrative burden, and provides
real-time data for monitoring and reporting.

The system is highly useful as it improves efficiency and ensures accurate attendance
records. To move it forward, we suggest further research on scalability, security
enhancements, and integration with existing education technologies. Collaboration with
educational institutions for broader adoption is also crucial in realizing the full potential of
this innovative system.

1
 Introduction
In educational institutions, the task of monitoring and recording student attendance is an
integral part of administrative operations. Traditionally, this process relied on manual
methods, placing a significant burden on teachers and administrators. However, the advent
of QR code technology has opened up new avenues for revolutionizing attendance
management. This introduction delves into the general knowledge about the topic, explores
prior studies and historical context, and outlines the hypothesis that forms the foundation of
our project.Student attendance tracking is a cornerstone of academic institutions. It is vital
for regulatory compliance, accountability, and ensuring that students actively participate in
their educational journeys. The traditional method of taking attendance often involved
calling out names or manually marking students present on paper. This approach, while
widespread, was prone to human error and proved time-consuming, diverting educators
from their primary instructional responsibilities. As technology continues to permeate every
facet of our lives, it becomes increasingly evident that it can play a pivotal role in
streamlining and enhancing attendance management.

Throughout history, educational institutions have experimented with various methods to

simplify attendance tracking. Early efforts relied on roll calls and physical signatures, but
these methods had limitations concerning efficiency and accuracy. More recently, digital
attendance management systems have emerged, offering some automation but often falling
short in terms of versatility and user-friendliness. QR code technology, which serves as the
focal point of our project, builds upon these earlier endeavors. Previous studies have delved
into the potential of QR codes for attendance management, showcasing their convenience
and security as a method for both students and educators to mark and monitor attendance.

Our project is rooted in the hypothesis that the integration of QR code technology into the
student attendance management system will significantly enhance the accuracy, efficiency,
and overall effectiveness of attendance tracking in educational institutions. We posit that
this technology will obviate the need for manual record-keeping, reduce errors in
attendance data, and curtail the potential for fraudulent attendance submissions.
Furthermore, by providing real-time data, the system will facilitate improved monitoring
and reporting, granting educational institutions the ability to make data-driven decisions
regarding attendance policies and interventions. This project sets out to validate our
hypothesis by implementing a comprehensive QR code-based student attendance
management system and assessing its performance in an actual educational setting.

2
 Literature Review

[1] This paper aimed to develop an Attendance System using a QR code which provided an
easier and more efficient way of managing the employees’ attendance records. This is a
system in which the generated report was generated on a QR code. This study utilized the
Rational Unified Process (RUP) method, a software engineering process that was designed
with the aim of providing real-time analysis of development projects, to analyze the
processes of the system. The phases - inception, elaboration, construction and transition -
were also utilized in the development process of the system. A descriptive method was also
employed to evaluate the system. QR Codes was generated and assigned to each of the
employees of Sorsogon State University, Castilla Campus, who have alternative work-
from-home schedule. Each of the employees scanned into the system the assigned QR code
in order to confirm their attendance. Findings revealed that retrieval of basic information of
employees, creating of travel orders, automation of computation of available leave credits
and utilizing attendance using QR codes and generation of reports became more accessible,
cost-effective and reduced the occurrences of errors. Also, based on the evaluation
conducted, QR code as an attendance monitoring system generally met the acceptable
expectation in terms of functionality, reliability, efficiency, accuracy, usability,
maintainability and portability. It was concluded that the developed system was a user-
friendly, efficient, cost-effective and adaptable solution for keeping track of employees’
attendance through contactless transactions without sacrificing the reliability and accuracy
of the attendance reports.Desiree Joy B. Agripa, Susan F. Astillero

[2] Quick Response (QR) codes technology has widely been used by many industries. QR
codes technology has been selected in determining the best approach of taking students
attendance compared to RFID because of the development cost is cheaper and easy to use.
This paper discussed the influences of QR codes technology in education. Mobile
attendance system using QR codes technology has enhanced academic management system
as it allows the users to automate the attendance process. This study has developed mobile
attendance system using QR codes technology. The outcomes of this study have
demonstrated that the combination of web-based and mobile technology can improve
taking student process in the universityBazilah A. Talip, Mohamad Zulfikri Zulkifli

[3] Over the recent years, lots of efforts have been undertaken to improve the existing
monotonous and time consuming task of recording attendance in a classroom which
includes systems such as biometric scanners and RFID devices. Taking into account
various factors such as cost, ease of use and scalability, an encrypted QR code based
attendance system has been proposed in this paper based on the students location to prevent
proxy. The system will send every student within the boundaries of the classroom a unique
QR Code in order to mark their attendance. Digital attendance reports and regular data
backups help in enhancing the efficiency and reliability of the system. Considering the
large number of requests coming through in an educational institution, a multi-server
architecture with load balancing to distribute the heavy traffic has been proposed. A
comparative study of four load balancing algorithms like round robin, ip hash, least
connection and weighted round robin was analysed based on their performance on the
system.G. Ramanan, Parshav Gandhi, Larren Dsouza, K. Devadkar

[4] One of the important things that need to be considered in student assessment is the
problem of student presence. The student attendance process that is very commonly done
by universities is recording attendance manually, as currently applied by STMIK
"AMIKBANDUNG". QR Code technology is a technology that can encode and decode all

3
types of data into an image in the form of a code and can be read with a smartphone, this is
very suitable for use as data validation, which is usually used for digital payment methods
today. With these advantages QR Code technology can be implemented as well as
supporting media in the smooth process of lecture attendance, This is interesting to the
author to conduct research on lecture presence design using QR Code technology, with QR
Code technology, each student is expected to no longer need to sign the form absent
because the presence data will be identified automatically via a smartphone that can scan
the QR Code and be stored in the system database.Amal Julio Rafila, Tedjo Darmanto,
Rudi Kurniawan

[5] The paper "QR Code-Based Student Attendance System" by Khang Jie Liew and Tee
Hean Tan, presented at the 2021 ACCC conference, explores a QR-based attendance
system's technical aspects for efficient, error-reducing real-time attendance management in
education. This research advances the use of QR codes in academia.

[6] The paper "Design of QR-Based Smart Student Attendance System" was presented at
the 2023 IEEE ICAIC conference by authors Sangu Venkata Sai Harsith Reddy and
colleagues. It focuses on implementing a QR-based attendance system in educational
settings, improving efficiency and accuracy. The research explores the integration of QR
codes and AI in attendance management.

[7] The paper titled "Implementation of QR Code and IMEI on Android and Web-Based
Student Presence Systems" by Nandang Hermanto, Nurfaizah, Wiga Maulana Baihaqi, and
Sarmini was presented at the 2018 ICITISEE conference. It explores the integration of QR
codes and IMEI technology in Android and web-based student attendance systems. The
research addresses innovative methods for enhancing attendance tracking and management.

[8] The paper titled "An Efficient Student Attendance Scheme Based On QR Code and
Device Identifier" by Mustafa H. Hashim and Hussein A. Jasim was presented at the 2022
IICCIT conference. This research explores an innovative student attendance system that
combines QR codes and device identifiers for enhanced efficiency.

[9] The paper titled "A mobile-based smart attendance system framework for tracking field
personals using a novel QR code-based technique" by K. Navin, A. Shanthini, and M. B.
Mukesh Krishnan was presented at the 2017 SmartTechCon conference. The research
introduces a framework for tracking field personnel through a mobile-based attendance
system, employing an innovative QR code technique.

[10] The paper titled "Smart Attendance Management System Using Encrypted QR Codes
and Load Balancing" by Gokul Ramanan, Parshav Gandhi, Larren Dsouza, and Kailas
Devadkar was presented at the 2022 ICAST conference. This research introduces an
innovative attendance management system that employs encrypted QR codes and load
balancing for enhanced efficiency.

4
 Analysis for Project scope

The Attendance Management System features a hierarchical user structure comprising

Admins, Sub admins, and Coordinators, each with defined capabilities and restrictions.
Admins possess comprehensive control, enabling them to create and oversee campuses,
assign Sub admins to specific campuses, manage user roles and permissions, and access
and edit system-wide data. Sub admins, while responsible for their assigned campus, can
access and upload XML files, scan QR codes to record attendance, and manage attendance
records but are confined to their designated campus and cannot create or manage campuses
or user roles. Coordinators are tasked primarily with scanning QR codes to mark student
attendance and viewing attendance records within their assigned campus, with limitations
on accessing user data, XML files, and campus management functionalities. This structured
approach ensures that each user role can perform specific, relevant tasks while maintaining
data security and system integrity.The system utilizes XML (eXtensible Markup Language)
files to store and manage student information. These XML files follow a structured format
containing essential data, such as student names, registration numbers, email addresses, and
other relevant details, ensuring standardized and organized data storage.

XML files are securely stored in a designated repository within the system, accessible to
authorized Subadmins. The system includes a user-friendly interface for Subadmins to
upload, retrieve, and manage these XML files. Access to these files is role-based, ensuring
data privacy and security.To address potential scalability and performance challenges
associated with a large number of files, the system is designed to efficiently handle
increased data volumes. It includes features like optimized data indexing, quick retrieval
mechanisms, and regular maintenance procedures to ensure that performance remains
optimal as the system scales to accommodate a growing dataset. This approach guarantees
that the system maintains responsiveness and reliability even with a substantial amount of
data.

Campus management within the Attendance Management System is overseen by

administrators (Admins) who possess the capability to create, modify, and delete campuses
through a user-friendly administrative interface. Each campus is associated with specific
information, including its name, location, contact details, and unique identifiers, ensuring
organized and accessible data display. Admins hold the responsibility of ensuring accurate
and up-to-date campus information, efficiently handling any necessary updates or
removals, and maintaining a structured record of all campuses connected to the institution.
This systematic approach facilitates streamlined campus management while guaranteeing
an organized repository of essential campus information.

XML file integration in the Attendance Management System involves a structured process
of uploading and associating XML files with specific campuses. Sub administrators (Sub
Admins) are tasked with uploading these files, which contain vital student information,
including names, registration numbers, and email addresses. The system places a strong
emphasis on security, employing measures like data encryption to safeguard sensitive data
during transmission and storage. Access to XML files is meticulously controlled, granting
exclusive privileges to authorized personnel (Sub Admins) and preventing unauthorized
access. This rigorous approach ensures the protection and confidentiality of student data
while maintaining the accuracy of associations with respective campuses.The PDF
generation process in the Attendance Management System automates the creation of
comprehensive attendance records from XML files, including student details and unique

5
QR codes for efficient attendance tracking. The generated PDFs are designed to be
accessible and user-friendly, ensuring compatibility with standard PDF readers and easy
navigation for coordinators, thus enhancing the efficiency of the system and simplifying
user interaction.

The QR Code Scanning function empowers coordinators in the Attendance Management

System to efficiently mark student attendance. When a coordinator scans a student's QR
code using a mobile device equipped with a camera, the system retrieves and displays real-
time information, confirming the student's presence during recruitment events. This
functionality offers a swift and accurate method for attendance tracking, enhancing the
overall efficiency of the system.The Security and Privacy measures in the Attendance
Management System are robustly designed to safeguard sensitive data. Access and control
are limited to administrators, who have exclusive rights to make significant system
changes. This strict access control ensures that sensitive data is protected against
unauthorized access. Testing and Quality Assurance procedures are integral to the
Attendance Management System's development. A comprehensive testing plan is in place
to meticulously identify and address any potential bugs or issues within the system. This
includes a broad spectrum of testing encompassing both functional aspects and non-
functional aspects such as performance and usability testing. This rigorous testing regime
ensures that the system meets high standards of functionality, performance, and user-
friendliness, delivering a reliable and efficient solution.

6
 Work Done

Admins have the authority to add new campuses and subsequently assign Sub Admins to
specific campuses. Sub Admins, operating under the umbrella of Admins, play a pivotal
role in overseeing the day-to-day management of individual campuses.

The primary function of the coordinator role is to streamline the attendance recording
process. Coordinators are granted the ability to mark student attendance by scanning QR
codes, ensuring a quick and accurate method for tracking student presence during various
events.

In addition to attendance tracking, Sub Admins have an added layer of responsibility,

gaining access to an XML file containing comprehensive student data. This XML file
serves as a repository for student information, including names, registration numbers, email
addresses, and other relevant details. This access empowers Sub Admins to retrieve and
review student records as needed.
Upon the addition of student data to the XML repository, an automatic email notification is
triggered. This notification includes a comprehensive dataset of the student's information,
along with a dynamically generated QR code, which is subsequently dispatched to the
respective student. This process ensures real-time communication of student-specific
attendance information, offering an efficient and reliable method for attendance tracking
within the system.

Overall, the "Attendance Management System" introduces a structured user hierarchy that
optimizes attendance tracking and data management. Admins oversee campuses, Sub
Admins manage data and attendance for specific campuses, and Coordinators facilitate
swift attendance recording. The inclusion of an XML repository for student data ensures
easy access to comprehensive information, while the email notification system enhances
communication and record-keeping. This multi-tiered system streamlines the management
of attendance in campus environments, bolstering efficiency and accuracy.

7
System Architecture

Admin Module

- The admin module is responsible for managing user roles, including sub-admins.
- Admins can upload XML data files containing student records.
- The system processes the data and generates QR codes.
- Admins can monitor the status of uploads and QR code generation.

8
9
Sub-Admin Module

- Sub-admins have similar privileges to admins but are limited to specific user groups.
- They can upload XML files and access attendance data for their assigned groups.

10
Coordinator Module

- The coordinator module marks attendance by scanning QR codes.

- It provides real-time attendance data and allows manual updates if necessary.
- Coordinators can generate attendance reports.

11
 Results

The Attendance Management System, based on QR code technology, represents a

significant leap in the efficiency and accuracy of attendance tracking. By harnessing the
power of QR codes, this system has successfully streamlined the often complex and time-
consuming process of recording student attendance in educational institutions and
recruitment events.

The implementation of QR codes has significantly improved the efficiency of attendance

recording. Coordinators can swiftly mark attendance by scanning QR codes, reducing the
time required for this task. This results in more time for productive engagement during
campus recruitment events.The reliance on QR codes minimizes the potential for manual
recording errors, ensuring the accuracy of attendance data. This leads to reliable and
trustworthy attendance records, which are crucial for both educational institutions and
recruiters.

The system provides real-time attendance data, enabling immediate access to attendance
records during recruitment events. Recruiters can make informed decisions quickly, based
on up-to-the-minute information.The system automates the distribution of admit cards to
students via email. This not only reduces the administrative burden but also offers students
a convenient and eco-friendly method of accessing their admit cards.The user interface,
built on the KivyMD framework, offers an aesthetically appealing and highly interactive
experience. This ensures that both coordinators and students find the system easy to use and
visually pleasing.The system introduces a hierarchical user structure, including Admins,
Sub Admins, and Coordinators, to facilitate efficient attendance management. This
structure optimizes data management and provides varying levels of access as per the roles
assigned.

Whenever student data is added to the XML file, the system triggers an automatic email
notification. This notification includes a comprehensive dataset of the student's
information, along with a dynamically generated QR code. This enhances communication
and record-keeping.The system combines Flask for the backend, ensuring robust data
management, and KivyMD for the user interface, providing a visually appealing and
intuitive front-end experience. This synergy results in a highly sophisticated and efficient
attendance management solution.The Attendance Management System using QR code
technology has successfully addressed the challenges associated with attendance tracking in
educational institutions and recruitment events. By introducing efficiency, accuracy,
automation, and an intuitive user interface, this system promises to enhance the experience
for both coordinators and students.

12
 Discussions

The implementation of an attendance system using QR codes presents a promising solution

to a persistent challenge in educational institutions and recruitment events. This discussion
delves into some critical aspects and implications of the QR code-based attendance system,
offering insights beyond the system's technical features.The adoption of QR code
technology for attendance management represents a significant shift towards modernization
and automation in educational institutions. This not only streamlines administrative
processes but also aligns with the changing technological landscape. It is essential to
consider how well the system adapts to different educational settings, including primary
and secondary schools, colleges, and universities, as well as recruitment events of varying
scales.Beyond efficiency and accuracy, the QR code-based attendance system has the
potential to enhance student engagement. When students interact with technology, such as
scanning QR codes, it can create a more dynamic and participatory learning environment.
It's worth exploring the impact of this technology on student motivation and involvement in
classes and events.

With the collection and distribution of student data through QR codes, it's critical to
address data security and privacy concerns. Institutions must ensure that student
information is protected and comply with data protection regulations. Additionally,
measures should be in place to prevent unauthorized access to the system.The scalability of
the system is an essential consideration, particularly for large institutions or events with a
substantial number of participants. It's vital to assess how well the system can handle
increased load without compromising its efficiency and responsiveness.Introducing any
new technology to an educational setting requires training and support for users. Educators,
administrators, and students need to be well-versed in using the system. User-friendly
interfaces and comprehensive training materials can make the transition smoother.The
success of the QR code-based attendance system is closely tied to ongoing feedback
and iteration. Gathering feedback from users, including educators and students, can reveal
areas for improvement. Continuous refinement and updates can ensure the system's
continued relevance and effectiveness.To maximize the system's utility, consider its
integration with other systems. For example, integration with Learning Management
Systems (LMS) can provide a holistic view of student engagement. Exploring how the
system can work in tandem with existing technologies are an important aspect of its long-
term success.

Implementing a QR code-based attendance system involves initial costs for technology

setup and ongoing maintenance. Institutions need to assess the return on investment and
allocate resources efficiently. This includes not only financial resources but also the
allocation of human resources for system management and support.

The QR code-based attendance system is more than just a technical innovation; it

represents a shift in the way educational institutions and recruiters approach attendance
management. Its adoption has the potential to enhance engagement, streamline processes,
and provide valuable insights into student participation. However, successful
implementation requires attention to various considerations, including data security,
scalability, and user support. As this technology continues to evolve, it is essential to
embrace it as a tool that can not only improve efficiency but also enrich the educational
experience.

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 Conclusion

The adoption of a QR code-based attendance system heralds a transformative era in

attendance management across educational institutions and recruitment events. As we
conclude this exploration, we dive into the profound implications and take aways that this
innovative technology brings to the forefront.The QR code-based attendance system is
distinguished by its remarkable efficiency in capturing attendance data swiftly and with
unprecedented accuracy. This elegant solution transcends the conventional methods,
significantly reducing the risk of manual errors.

One of the system's hallmark achievements lies in the streamlined management of

attendance records. By automating attendance tracking and the distribution of admit cards,
the system alleviates the administrative burden on coordinators and fosters a smoother
experience for students.The ability to access attendance data in real-time presents a
monumental leap forward in administrative capabilities. Recruiters, educators, and
coordinators now have the power to make informed decisions instantaneously during
events, enhancing the overall efficiency and decision-making processes.The user-friendly
interface, meticulously designed on the KivyMD framework, ensures that the system
remains accessible and aesthetically pleasing to both coordinators and students. An
intuitive user experience is vital for the successful adoption and utilization of technology.

Safeguarding student data and ensuring compliance with data protection regulations are
paramount. The system must incorporate robust security measures to protect sensitive
information and maintain the privacy and trust of all stakeholders.Recognizing that
educational settings and event scales vary, the system's versatility is a pivotal consideration.
It should seamlessly adapt to the unique needs of primary and secondary schools, colleges,
universities, and recruitment events, irrespective of their size.

The spirit of continuous improvement is intrinsic to the success of any technology.

Gathering feedback from users and stakeholders and using it to iteratively enhance the
system ensures its perpetual relevance and effectiveness.To unlock its full potential,
exploring avenues for integration with other educational technologies, such as Learning
Management Systems, is crucial. Such integration can enrich its utility and provide a
comprehensive view of student engagement.Sound resource allocation, encompassing both
financial and human resources, is imperative for the successful implementation and
sustained maintenance of the system. Adequate investments are required for the system to
thrive.

In essence, the QR code-based attendance system represents a pivotal shift towards the
modernization of attendance management, not only within educational institutions but also
in the dynamic realm of recruitment events. It represents an alliance between efficiency and
precision, offering simplified administrative procedures and real-time insights. Beyond
being a technical innovation, it stands as a catalyst for a broader change, paving the way for
intelligent, data-driven attendance management approaches.As this technology continues to
evolve, educational institutions and organizations should embrace it as a potent tool that not
only enhances efficiency but also enriches the educational and recruitment experience. This
system transcends the routine; it shapes a more seamless, engaging, and efficient
environment for coordinators and students alike.

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It's not just an evolution; it's a revolution. It is a substantial step toward the future of
attendance management, where precision, convenience, and data security are paramount.
The system symbolizes the convergence of technology, efficiency, and education, ensuring
that attendance management is not just a task but a dynamic, interactive, and data-
empowered experience.

In conclusion, the QR code-based attendance system epitomizes the convergence of

technology and education, reshaping the landscape of attendance management. It is a
celebration of efficiency, precision, and the intelligent use of technology, marking the dawn
of a new era in attendance recording.

15
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