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Smart Attendance and Leave Management System Using Fingerprint

Recognition for Students and Employees in Academic Institute

Article in Global Journal of Computer Science and Technology · September 2021

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Md. Humaun Kabir Sujit Roy

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 INTERNATIONAL JOURNAL OF SCIENTIFIC & TECHNOLOGY RESEARCH VOLUME 10, ISSUE 06, JUNE 2021 ISSN 2277-8616

Smart Attendance and Leave Management

System Using Fingerprint Recognition for
Students and Employees in Academic Institute
Md. Humaun Kabir, Sujit Roy, Md. Tofail Ahmed, Mahmudul Alam

Abstract: Attendance is one of the major factors for measuring eligibility, punctuality and commitment to the institution. To keep and manage the
attendance records efficiently is very important for the assessment of students and employees. In today's world, paper based attendance marking
system is used in educational institutes where the teacher calls out students roll numbers. This is a manual process which is prone to many human
errors and very time consuming for the both students as well as teachers during conducting the classes. Similarly, the management of staff's attendance
record daily and generating monthly/ annual report using manual computational process has become a difficult challenge. For the stated reasons, an
efficient Web-based application is designed to track student’s activity in each class and also monitor the check-in and check-out time of each employee
through fingerprint verification. This system consists of several modules: student’s attendance monitoring and management system, class routine
management system, student’s information management system, employee’s attendance and leave management system, and employee’s information
management system. The developed dynamic database stores the necessary data and information of each students and employees. This application
takes employee’s attendance using fingerprint scanning devices and also takes student’s attendance of each courses of a specific department
electronically, the records of the attendance are storing in the database. The system is implemented using the power of Laravel Framework, JavaScript
is added to the application to improve the use of the system, and MySQL is used for the application database. Hardware level programming is performed
to interface the fingerprint devices with our application. Insertions, deletions, and changes of data in the system can do straightforward via the designed
GUI without interacting with the tables. This system is able to save valuable time of students as well as teachers for conducting the classes also save
time to monitor check-in time, check-out time, working hour, and absent days of each employee. As a result, we can perform attendance management
and monitoring related tasks like automated course-wise daily attendance report generation, automated course-wise semester attendance report
generation, attendance report of a specific student, dynamic class routine preparation, daily/ weekly/ monthly/ half-yearly/ annual attendance and leave
report generation of each employee etc. accurately and efficiently without any hassle. The test case of the system exposed that the system is working
efficiently and is ready to use for the university or any similar academic institutions.

Index Terms: Class Attendance System, Class Routine Management, Employee Attendance System, Employee Leave Management, Fingerprint
Recognition, Web Application, MySQL Database
——————————  ——————————
1 INTRODUCTION
A fingerprint is an influence or lines of an impression from the In order to identify the employee and to know their entering an
friction ridges, from the floor of a fingertip of a person's finger. institution and leaving the institution can efficiently capture and
A friction ridge is a raised part of the epidermis on the fingers processed using optical or ultrasonic or any other type of
and includes one or extra linked ridge units of friction ridge sensors. Almost many higher education institutions are using
skin [1]. Those ridges additionally assist in gripping rough today fingerprint biometric attendance system to maintain
surfaces, as well as clean wet surfaces. Impressions of organization employees in and out time [5-6]. In educational
fingerprints may be left behind on a floor with the aid of the institutions or any other institutions or organizations,
herbal secretions of sweat from the eccrine glands which can attendance is used for several purposes which include
be present in friction ridge pores and skin, or they will be made assessment of students’ eligibility for promotional exams,
via ink or other materials transferred from the peaks of friction assessment of staffs’ commitment toward their job, and record
ridges at the pores and skin to a pretty easy floor including a keeping for employees. In most of the educational institutions
fingerprint card [2]. Fingerprint attendance system purpose is like university, a certain percentage of mark is allocated for
to automate the manual attendance management using the class attendance and a minimum percentage of class
unique properties of the fingerprint technology [3-4]. attendance is mandatory to sit the final or promotional exams.
But, the traditional student attendance includes all the hassles
of roll calling and very time consuming for the both students as
well as teachers during conducting the classes in the
department. So, a new approach will be needed to handle this
———————————————— process. At present, most of the works in our daily life depends
 Md. Humaun Kabir, Department of Computer Science and on computer technology and application. This motivates us to
Engineering, Bangamata Sheikh Fojilatunnesa Mujib Science and design a reliable attendance management system for
Technology University, Jamalpur-2012, Bangladesh. E-mail: academic or any other type of institutions. The biometric
[email protected] identification systems are widely used for unique identification
 Sujit Roy, Department of Computer Science and Engineering, of humans, like students, mainly for verification and
Bangamata Sheikh Fojilatunnesa Mujib Science and Technology
University, Jamalpur-2012, Bangladesh. E-mail: [email protected] identification. Also, the use of biometric features in student
 Md. Tofail Ahmed, Department of Information and Communication attendance management system is a secure approach. A
Engineering, Pabna University of Science and Technology, Pabna, biometric system can be either an identification system or a
Bangladesh. E-mail: [email protected] verification (authentication) system. Several biometric features
 Mahmudul Alam, Department of Computer Science and Engineering, are used for user verification. These are DNA matching
Bangamata Sheikh Fojilatunnesa Mujib Science and Technology (chemical biometric), ear (visual biometric), eyes (iris
University, Jamalpur-2012, Bangladesh. E-mail:
[email protected] recognition and retina recognition), face recognition (visual
biometric), fingerprint recognition (visual biometric), gait
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(behavioral biometric), signature recognition (visual/ GPS communication. In this paper, they proposed an
behavioral biometric), speech and speaker recognition attendance maintenance system uses face recognition module
(auditory biometric) etc. [7-11]. Since, fingerprint features are along with fingerprint sensor used also for the objective of
considered to be the best and fastest method for biometric identifying a missing person with the aid of GPS. In [18-19],
identification. These features are more secure to use and authors tried to make a simple, fast, accurate and very efficient
unique for every person that don’t change in one's lifetime [1] attendance system. In this article, the study was conducted
[4]. This research work describes the problem of managing the based on the quantitative data collection method which uses
number of attendances or absences in the academic questionnaires based on fingerprint matching technologies.
environment, as well as proposing a system of record and Authors designed and developed a portable automated
control of these data. In this work, we proposed an idea of an attendance maintenance system in [20-21]. They introduced
automated information management system over the day-to- an independent source of energy that mainly operate the
day handwritten attendance registries, in order to facilitate the system and this petty design made the system highly secured
process. For the identification of students, teachers, and and optimal. The weakness or flaws of existing manual
employees, a fingerprint recognition based identification attendance system has been overcome by the proposed new
system is designed and developed in this work. The system portable fingerprint based attendance maintenance system.
comprises a timekeeping system that will register every Authors in [22] proposed another portable fingerprint
student, teacher and employee in a database. The database attendance system is designed using Arduino board based on
itself will be managed by the university, so that reports, either ATmega1280. The fingerprint scanner ZFM 20 is used alone
individual or collective, can be issued whenever they are with its own processor and memory. A user friendly interface
needed on both physical and electronic format. Also, these named TFT touch screen provides to show the report and SD
reports would be used to create statistics and further help the card is used for storage of student’s records. To extract
growth of the academic process correlated with students, attendance date and time a RTC (real time clock) is used.
teachers and employees. This work is focused on the Caeser Cipher cryptographic technique is used both in [22]
designing and development of an smart attendance and and [23] so that data cannot be accessed or modified by
information management system which integrates the illegitimate person. From the articles [24-28], it can be
following sub-system: the employees and student’s class summarize that fingerprint based attendance system is very
attendance system, student’s ID card generation system, class simple, fast, secured and cost effective. Authors in [29-30]
routine management system, employee’s attendance and introduced artificial intelligence (AI) based smart attendance
leave management system for an academic institute like system using fingerprint recognition.
university which manages the class attendance and absent
records of all students of each department, dynamic class 3 PROBLEM STATEMENT
routine management, as well as the attendance, leave, and There are several limitations in the current manual attendance
working hour records of each staff of the university. management and monitoring system. In this sub-section,
major problems are explained briefly. To run particular
2 LITERATURE REVIEW institutions smoothly it is very important issue to take the
There are many research articles available in the literature on attendance strictly, daily attendance will not only ensure the
attendance management systems by using various biometrics regularity of students and also identify who will get
for example fingerprint, face, iris, voice or speech, gait opportunities of the institution, and it is also one of the major
behavior and many more for implementing an automated criteria to determine their final grade sheet. By taking regular
attendance system, few related works are described briefly in attendance accurately it will helpful to track and monitor the
this paper. A fingerprint-based attendance management student activities in schools, colleges, universities or any
system proposed in the [12] for an educational organization academic institutions. It will also helpful to calculate how much
that had one fingerprint sensor and LCD screen placed at time the student spends in the institution. But the maintenance
suitable place of the institution. The main advantage of this of attendance using the manual attendance system could be
proposal is the students can be used the fingerprint sensor in tedious, time consuming and there have more possibility to do
order to give their attendance. To maintain the attendance a mistake. The manual attendance system that is use in
dedicated server is implemented by the system and time to classroom is not secure because a teacher can be lost the
time when a student places his/ her fingerprint on the sensor it hard copy of the attendance sheet. The most common
can be identifies the particular student and his /her attendance drawback of manual attendance processing system is that the
is updated on the system server. The main feature of this teacher need to take student daily attendance and manually
system is to decrease the problem of manual work and also filled the record in attendance sheet or book for every lecture.
the time consume is saved by the automatic attendance By any change if the attendance sheet or book is missing or
system. In [13], authors proposed a fingerprint identification misplace, the teacher could be fall into a big problem because
system for intelligence entrance of guard. They have identified the teacher need the attendance record to make analysis,
challenges of earlier authors or research problems and calculate the grade and also generate an attendance report.
proposed some solution for an efficient identification of user There have another common problem is that the teacher will
using the special techniques of fingerprint identification system need extra time to calculate and generate the semester final
and an intelligence system. A student attendance maintenance attendance report because the teacher needs to search and
system is proposed by using a framework which is automated refer the old attendance record first. And also the teacher can
and the attendance report will be show over online in [14]. In do an error when the teacher makes the calculations to
[15-17], authors proposed a recognition or identification generate the attendance report manually by themselves. Even
system for student attendance or for college administration by though to maintain the attendance record is irritating for the
using a minutiae-based fingerprint system with the help of teacher and also it is difficult for a teacher to generate the
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attendance report instantly. If the institution wants to analyze late entrance days, and number of early exit days etc. for a
the attendance record for future actions it is normally being particular employee which is very important to judge him/ her
delay because of the processing needs more time to do performance, dedication and activeness. A super administrator
manually. The delay of analyzes would not fruitful for the can monitor the entire system securely.
institution to take necessary action in urgent basis. Similarly,
the processing and management of employee’s attendance 5 METHODOLOGY AND SYSTEM DESIGN
records like check-in time and check-out time daily, absence
records like casual leave, and medical leave etc. and finally 5.1 System Users
generating weekly/ monthly/ half-yearly/ annual attendance In the proposed system there are four types of users:
and leave reports using conventional paper based calculation administrator, teacher, employee, and student. In this paper,
has become a very and time wasting job specially in large top-down model is adopted and the analysis is broken down
academic intuitions like universities. into different components where the design is started from the
main component down to the elementary components. The
4 THE PROPOSED SYSTEM system is categorized into four major subsections: admin
The proposed new system framework considers the following subsection, teacher subsection, student subsection and
issues and restrictions mentioned in the previous sub-section employee subsection. Each of the subsections has a different
as guidelines and will overcome those limitations of the user privileges to use the system shown in figure 1.
existing attendance management system. It will helpful for the Administrator- the registration of the students, employees
teachers to keep the student attendance record for long time and teachers in the system will be verified by the system
in the database that makes it easy for teachers to access the administrator (admin). To maintain all the administrative
database and also he/ she can easily generate the student function, the admin has the full authority and access over the
grade within a short time. This system can securely store in system. Admin have to login the system by using username
the database which will be free from damage of the manual and password. Admin can add, view, edit, and delete student,
attendance sheet. In addition, our proposed system will teacher, and employee’s information, can add courses, can
provide user friendly interface which will help to guide each assign courses to the teacher, can see the students, teachers,
user to use it correctly without any specialized training. The and employees reports, and can edit class routine. The vital
most striking features that we have introduced are that it not role played by the admin in the system is to assign role to
only capable to take attendance and generate details each user of system and provide username as well as
attendance report automatically for students but also it will password thus registration of all users will be completed
take attendance and generate detailed attendance and leave through the administrator.
reports for the employees and teachers by using fingerprint Teacher- every teacher gets a profile after registration. This
recognition. Huge attendance data can be analyzed for further profile shows all the basic information about the teacher.
use. This system removes the drawback of separate Admin assign different courses to different teacher. When a
attendance system for students, teachers and employee. In course is assigned to a teacher then it appears in his/her
our system, the student can see their course-wise profile. Then the teacher can take attendance to each class
daily/course-wise semester attendance reports and they will using the web application. The teacher can edit the attendance
get other facilities such as class routine, attendance sheet selecting particular roll numbers of a student on the
presentence, collegiate, non-collegiate status, session-wise website before it is uploaded on the server database. The
student’s information, department’s information, and faculty teacher can view and print course-wise daily, semester end,
information etc. The teacher can be login to the system by and a specific period of time attendance report, teacher can
his/her username password or by fingerprint. The assigned also view class routine.
courses are appeared in his/her profile, and then the teacher Student- the student enables to view his/her course-wise daily
can be taken class attendance electronically in the web or semester attendance of all his/her courses and also view
application. Teacher can search any student by their roll class routine by logging into the website after providing the
number/name to get his/her attendance report. Beside that the username as well as passwords.
system can also generate the employee’s attendance and Employee- the employee can view his/her daily, weekly,
leave reports for a specific span of time like daily, weekly, monthly, half-yearly or annual attendance or leave report by
monthly, half-yearly, and yearly etc. It enables to calculate the logging in to the website using the provided username as well
total expected working hours, total service hours, number of as passwords.

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Fig. 1. Top down design approach for the proposed system

.
5.2 Web Application Development manually stored information. Moreover, role-based access
In this work, the web application is mainly developed using prevents unauthorized access to the highly confidential files.
PHP, MYSQL, HTML, CSS, and JavaScript programming
languages/ technologies. The overall logic is implemented 6 IMPLEMENTATION AND RESULT
using PHP Laravel framework. MYSQL is used to provide the This sub-section refers to how the main parts of the system
database functionality in the system to store data. HTML and are being implemented. There are several interfaces that
CSS Bootstrap Framework are used to design the front end make up the entire system that are briefly described below.
reliable web application. By using the CSS, all the front end
design settings are stored in a single CSS file and whenever 6.1 Hardware Setup and Interfacing
there is need to make any change we don’t need to change it The developed system has been tested to ensure its proper
at every page so we change only on value in the CSS file and functionality. Fig. 2 shows the overall prototype. Four ZKTeco K40
this change is made in the whole website. JavaScript is used fingerprint reader time attendance terminals are used for access
to create the application dynamic and interactive for the users control. It is a very simple access control device with compact
with the help of Ajax and jQuery library. When the design, 2000 mAh built-in battery back-up, 2.8 inch TFT screen,
development is completed, all the features and content TCP/IP and USB communication, 1000 fingerprint capacity, and
management system are strictly tested. When the initial testing 80000 record capacity facilities. The four different devices are
is done, we then allow to the multi-browser check, where our connected with the host PC via a network switch. Fingerprint
website is checked over major browsers such as IE, Edge, devices are integrated with our developed web application by
Firefox, Google Chrome & Safari etc. and finally we launch the hardware level programming. Devices can be placed at any
website to the server which is available for every user. location in the campus and connected to the server via internet.

5.3 DBMS Development 6.2 Login Page

We need to manage huge data of students, teachers and For security purpose each type of users have to login by inputting
employees for generating results, ID cards, class routines, username and password to access the system. Only authorized
attendance and leave reports etc. or any other type of teachers, employees and students can enter into the web
management systems. MySQL server is used to implement application and any visitor user can view the university main
the back end of the system that is the DBMS is developed website shown in Fig. 3.
using MySQL structured query language. The server uses
relational database management system that offers a variety
of administrative tools to ease the burdens of database
development, maintenance and administrations. The DBMS
automates the process of data handling, thus, saving a great
deal of time, it also minimizes the chances of human error. The
best thing about DBMS is that it can be accessed from
anywhere 24/7. It keeps the digital track of all data, thus
reducing paperwork. Cloud-based student database
management system is way more secure and reliable than
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Fig. 5. Details information of faculties and departments of the

university.

6.5 Courses
To add a course in the system, we have to provide course credit,
course title, no. of credit, course type, marks etc. The course
registration process and detailed information of each courses are
depicted in Fig. 6 and Fig. 7.
Fig. 2. Hardware setup of the developed system.

Fig. 6. Course registration form.

Fig. 3. Login page of smart attendance and leave

management system.

6.3 Dash Board

After login, user will get the dashboard and only those options
that assigned by the admin based on his/ her role. Only admin Fig. 7. Program wise course information of a specific
can access all the available options and the teachers, employees, department.
and students can access his/ her necessary options. This page
will show the total number of admitted students, discontinued 6.6 Class Routine
students, pass-out students, current students, total number of Fig. 8 shows how to prepare class routine. Multiple class routine
appointed staffs and current staffs of the university. The can be managed for each academic batch of a specific
dashboard shown in Fig. 4 represents the testing data and department. After providing class routine related data, we can
information. view the class routine presented in Fig. 9.

Fig. 8. Create class routine.

Fig. 4. Dashboard of smart attendance and leave
management system.

6.4 Faculty and Department

In academics option, we can add faculty, department, program,
batch, session, semester, section, academic year etc. related
information. After adding data, we can see the information of each
section, for example, total faculty and department relation
information shown in Fig. 5.
Fig. 9: Academic session wise class routine of a specific
department.

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attendance report of shown in Fig. 14. This facility is restricted for

6.7 Student’s Registration particular users such as teacher, administrator, head of the
Fig. 10 presents the student registration form. Student department or other permitted user. At the end of a semester,
registration is mandatory that can be completed by either student teacher will get the percentage of total attendance automatically
or the admin. After registration, we can see the batch wise which will be very helpful to calculate the final result of any
student’s information shown in Fig. 11. Similarly, we can also view course.
student’s information of a specific program/ department/ faculty or
the university at a glance. These options are very important and
necessary for any higher administrator of a university like teacher,
course coordinator, the head of a department, the dean of a
faculty etc. An authorized user can easily find out any data of any
student from this page.

Fig. 13: Print daily course wise class attendance report of

students.

Fig. 10: Student registration form.

Fig. 14: Print course wise semester end attendance report of

students.

6.10 Employee Registration

Fig. 15 shows the employee registration form. Any employee can
complete their registration process using this form by his/ her own
or by admin. The process of registration is very simple and easy.
The registration is mandatory for every employee. The admin can
see the information of all registered employee depicted in Fig. 16
Fig.11: Batch wise registered student’s information of a
or detailed information of any particular employee by visiting this
specific department.
page. The administrator has privileges to delete, update or modify
any information of any employees.
6.8 Taking Student’s Class Attendance
When the teacher will conduct a course he/ she can take the
student’s class attendance of his/ her course. After taking the
attendance the teacher needs to submit it, the whole process is
shown in Fig. 12. The submitted student attendance information
will be store into the attendance table of the database. The batch
wise attendance of a particular course will store into the database.

Fig. 15: Department wise employee registration form.

Fig. 12: Taking daily course wise class attendance of students.

Fig.16: Registered employee information of the university.
6.9 Class Attendance Report
The teacher can search attendance information of any student of 6.11 Scan Employee’s Attendance
his/her any course and can also print course wise class daily Fig. 17 represents the four devices situated at different location of
attendance report shown in Fig. 13 and semester wise the campus which are integrated with the attendance and leave
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management system. When a new user is added to any

attendance terminal for fingerprint enrollment, admin need to
integrate the new user(s) to the server by simply scan user option
shown in Fig. 18. The admin need to collect employee’s
attendance data from the fingerprint devices and upload to the
server. After selecting any device, the admin hit scan button to
collect employee’s attendance data from that device and then
simply hit save button to upload the new data into the server
presented in Fig. 19. Admin can do this job anytime, it may be
once/ twice in a week/ month. After getting this information the
authority enables to know the working load of a particular device,
then they can rearrange the device placement if necessary.

Fig. 20. Department wise attendance report filtering.

Fig. 17. Registered fingerprint devices information.

Fig. 21: Department wise attendance report summary.

6.13 Employee’s Leave Report

Fig. 18: Scan registered employees from different devices. Every registered employee can view his/her leave report for any
specific duration of time. In addition, the admin or any authorized
user can view and save leave reports of any specific employee or
all employee of the university for a specific period of time. The
whole processes are illustrated in Fig. 22, Fig. 23, and Fig. 24.
These options are very helpful for higher authority because they
can automatically produce attendance and leave reports.
Employee’s attendance and leave reports are very necessary for
annual performance evaluation of employees in any institution.

Fig. 19: Collect employee’s attendance data from different

devices to server. Fig. 22. Annual leave report for a specific employee.

6.12 Employee’s Attendance Report

In this system, the admin can search and print the attendance
report of a specific department for any date or a specific time
span like a week/ month/ year etc. To know department wise
reports of a specific/ all employee, firstly admin need to select the
department, secondly select the time duration and then click the Fig. 23. Employee’s leave report for a specific duration.
search button to show the information depicted in Fig. 20.
Similarly, the admin can find the attendance summary report and
also save the report using print option shown in Fig. 21. This
filtering process will be helpful for administrator to monitor the
attendance percentage of individual department easily.

Fig. 24. Annual leave report summary for all registered

employees.

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management system‖, International Conference on Electrical

7 CONCLUSION Engineering and Information Communication Technology
It can be concluded from the above discussion that a reliable, (ICEEICT), 2015, Dhaka, Bangladesh.
secure, fast and an efficient system has been developed in [8] S. Chintalapati and M. V. Raghunadh, "Automated attendance
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replacing a manual and unreliable system. The main Intelligence and Computing Research, 2013, pp. 1-5.
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system is that the maximum attendance management system Harikumar, "RFID and Face Recognition based Smart
only works on student’s management this but this project add Attendance System," 2021 5th International Conference on
whole employee’s attendance of the university besides Computing Methodologies and Communication (ICCMC), 2021,
students. That’s why the database management system is pp. 492-499.
complicated and hard to link up each other. But our system [10] S. A. Sivakumar, T. J. John, G. T. Selvi, B. Madhu, C. U. Shankar
shows optimal way how to handle the total attendance and and K. P. Arjun, "IoT based Intelligent Attendance Monitoring
leave management system for a large academic institution. with Face Recognition Scheme," 2021 5th International
Our proposed system offers a change in the process of Conference on Computing Methodologies and Communication
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absences as well as keeping track of the activity in the [11] Y. Chen and X. Li, "Research and Development of Attendance
university environment and provides information based on the Management System Based on Face Recognition and RFID
data it collects, being able to create personalized or batch Technology," 2021 IEEE International Conference on
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specific course, the general rate of attendance as well as [12] Rao, S., & Satoa, K. J., ―An attendance monitoring system using
helping the institutional calculations for faculty and staff, based biometrics authentication‖, International Journal of Advanced
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Acknowledgment Champaty, "Smart Attendance System," 2018 International
The article has been supported by Bangamata Sheikh Conference on Smart City and Emerging Technology (ICSCET),
Fojilatunnesa Mujib Science and Technology University, 2018, pp. 1-5.
Jamalpur-2012, Bangladesh within the research project [15] D. Feng, P. Wang and L. Zu, "Design of Attendance Checking
entitled ―Smart Attendance Management System for Management System for College Classroom Students Based on
Bangamata Sheikh Fojilatunnesa Mujib Science and Fingerprint Recognition," 2020 Chinese Control And Decision
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