International Research Journal of Engineering and Technology (IRJET) e-ISSN: 2395-0056

Volume: 11 Issue: 04 | Apr 2024 www.irjet.net p-ISSN: 2395-0072

SMART ATTENDANCE MANAGEMENT SYSTEM (SAMS): ATTENDANCE

TRACKING PROCESS IN EDUCATIONAL INSTITUTION
Darshana Band*1, Garima Agrawal#2, Harshada Deo#3, Vaishnavi Dhengekar#4, Rushikesh
Dadanje#5 Prof. Yugandhara Thakare#6

Students of Final Year, Sipna College Engineering and Technology, Amravati, Maharashtra, India
12345
6 Assistant Professor, Department of Computer Science and Engineering, Sipna College of Engineering and
Technology, Amravati, Maharashtra, India
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Abstract: The Smart Attendance Management System 1.1 Research Objectives
(SAMS) is a technologically advanced solution designed to
streamline and automate the attendance tracking process in The research objective of a smart attendance system is to
educational institutions and corporate environments. devise and refine technological solutions that streamline the
Traditional attendance management methods often suffer process of attendance tracking across diverse settings,
from inefficiencies, inaccuracies, and time-consuming manual including educational institutions, workplaces, and events.
processes. To overcome these challenges, this paper presents This involves the development and integration of advanced
the development of a smart attendance system using Python technologies such as biometric recognition, RFID, Bluetooth,
programming language, Local Binary Patterns Histograms or QR codes to accurately and efficiently record attendance.
(LBPH) algorithm, MySQL Workbench for storing data, and Emphasis is placed on enhancing accuracy, reliability, and
Microsoft Excel for marking and saving attendance. user experience while addressing privacy and security
concerns associated with sensitive data. Additionally,
Here faces will be recognized using face recognition research endeavors aim to assess the cost-effectiveness of
algorithms. The processed image will then be compared smart attendance systems in comparison to traditional
against the existing stored record and then attendance is manual methods, considering factors like initial setup costs,
marked in the database accordingly. Compared to existing maintenance expenses, and long-term benefits. Through
system traditional attendance marking system, this system these investigations, the overarching goal is to optimize
reduces the workload of people. The system is user-friendly, attendance management practices, fostering improved
accurate, and efficient, making it an ideal solution for efficiency, transparency, and accountability within
educational institutions, IT sectors, etc. organizations.

Key Words: Attendance monitoring, Face recognition, 1.2 Project Scope and Direction
Smart attendance, User friendly, OpenCV.
The main intention of this project is to solve the issues
1.INTRODUCTION encountered in the old attendance system while reproducing
a brand new innovative smart system that can provide
In today's digital age, technology has become an integral part convenience to the institution. In this project, an application
of our daily lives. The use of technology in education has will be developed which is capable of recognizing the
gained immense popularity in recent years due to its identity of each individuals and eventually record down the
numerous benefits. One such application is the smart data into a database system. Apart from that, an excel sheet
attendance system. The traditional method of manual is created which shows the students attendance and is
attendance is time-consuming, prone to errors, and requires directly mailed to the respected faculty.
a lot of resources. To overcome these challenges, this paper
presents the development of a smart attendance system 1.3 Impact, Significance and contributions
using Python programming language, Local Binary Patterns
Histograms (LBPH) algorithm, MySQL Workbench for Many attendance management systems that exist
storing data, and Microsoft Excel for marking and saving nowadays are lack of efficiency and information sharing.
attendance. The idea for this project came to us in class as Therefore, in this project, those limitations will be overcome
we saw the amount of time that has to be skipped for and also further improved and are as follows :
attendance and the nonchalance of students who had already
marked their attendance which leads to the method being ▪ Students will be more punctual on attending classes. This
delayed. is due to the attendance of a student can only be taken
personally where any absentees will be noticed by the
system. This can not only train the student to be punctual as

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well as avoids any immoral ethics such as signing the the serve is Tomcat and client is JSP. In this project teachers
attendance for their friends. or the admin will be filling attendance and sending message
to the student who is absent. They will have privilege to fill
▪ The institution can save a lot of resources as enforcement attendance form, update attendance form, send message to
are now done by means of technology rather than human the guardian’s account whose child is absent, also those
supervision which will waste a lot of human resource for an attendance is less than 75%, and they also have privilege to
insignificant process. send message to the students whose fees are pending.
▪ The application can operate on any device at any location  Web Based Coaching Institute Management System Mayuri
as long as there is Wi-Fi coverage or Ethernet connection Kamble[5] et al, “Coaching Institute Management System”
which makes the attendance system to be portable to be software developed for an institute has been designed to
placed at any intended location. For an example, the device achieve maximum efficiency and reduce the time taken to
can be placed at the entrance of the classroom to take the handle the storing activity. The system is strong enough to
attendance. withstand regressive daily operations under conditions
where the database is maintained and cleared over a certain
▪ It saves a lot of cost in the sense that it had eliminated the time of span. The implementation of the system in the
paperwork completely. organization will considerably reduce data entry, time and
also provide readily calculated reports.
▪ The system is also time effective because all calculations
are all automated. In short, the project is developed to solve  According to the fourth research journal “RFID based
the existing issues in the old attendance system. Student Attendance System” (Hussain, Dugar, Deka, Hannan,
2014), the proposed solution is almost similar to the first
2. LITERATURE REVIEW research journal where RFID technology is used to improve
In recent years, a number of face recognition based the older attendance system. In this system, a tag and a
attendance management system have introduced in order to reader is again used as a method of tracking the attendance
improve the performance of students in different of the students. The difference between the first journals
with this is where attendances information can be accessed
organization.
through a web portal. It provides more convenient for
 In Jomon Joseph, K. P. Zacharia[1] proposed a system information retrieval [6].
using image processing, PCA, Eigen faces, Microcontroller,
based on Matlab. Their system works only with front face 3. METHODOLOGY
images and there is need of a suitable method which works
3.1 Image Acquisition and Pre-processing procedures
with the orientation of the system.
After the images are being processed, they are
 Ajinkya Patil[2] with their fellows in proposed a face
stored into a file in a hierarchy manner. In this project, all the
recognition approach for attendance marking using Viola
faces will be stored in a hierarchy manner under the
jones algorithm, Haar cascades are used to detect faces in
„database‟ folder. When expanding through the database
images and recognition performs through Eigen face
folder, there will consist of many sub-folders which each of
method. Another approach of making 5 attendance system
them will represent an individual where a Facial Recognition
easy and secure, the author proposed a system with the help
Attendance System Using Python And OpenCv
of artificial neural networks, they used PCA to extract face
Corresponding Author: Dr. V Suresh24 | Page series of face
images and testing and training were achieved by neural
portrait belonging to the same individual will be stored in
networks, their system performs in various orientations.
that particular sub-folder. The subfolders that represent
each individual will be named upon the ID no. of that
 The second research journals “Face Recognition Based
individual which is unique for every single individual in the
Attendance Marking System” (SenthamilSelvi, Chitrakala,
institution. The whole process of image retrieval, pre-
Antony Jenitha, 2014) is based on the identification of face
processing, storing mechanism is done by the script named
recognition to solve the previous attendance system‟s issues.
create_database.py
This system uses camera to capture the images of the
employee to do face detection and recognition. The captured 3.2 Face Detection and Extraction
image is compared one by one with the face database to
search for the workers face where attendance will be Face detection is important as the image taken through the
marked when a result is found in the face database[3]. camera given to the system, face detection algorithm applies
to identify the human faces in that image, the number of
 “Online Student Attendance System”, P. N. Garad[4] et al, in image processing algorithms are introduce to detect faces in
this project, we gave access to three users i.e., Admin, an images and also the location of that detected faces. We
Student, Others. This project is based on client-server. Here,

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have used HOG method to detect human faces in given These algorithms are used to detect faces in images or video
image. frames.

3.3 Face Positioning b. Face Alignment: OpenCV's, dlib library is used for face
landmark detection, which is the process of identifying
There are 68 specific points in a human face. In other words specific facial features such as eyes, nose, and mouth. This
we can say 68 face landmarks. The main function of this step information is used for face alignment, which is necessary
is to detect landmarks of faces and to position the image. A for accurate face recognition.
python script is used to automatically detect the face
landmarks and to position the face as much as possible c. Face Recognition: OpenCV provides various face
without distorting the image. recognition algorithms such as Eigen faces, Fisher faces, and
Local Binary Patterns Histograms (LBPH). These algorithms
3.4 Face Encoding are used to compare faces against a database of known faces.
Once the faces are detected in the given image, the next step 5. FLOWCHART
is to extract the unique identifying facial feature for each
image. Basically whenever we get localization of face, the
128 key facial point are extracted for each image given input
which are highly accurate and these 128-d facial points are
stored in data file for face recognition

3.5 Face matching

This is last step of face recognition process. We have used

the one of the best learning technique that is deep metric
learning which is highly accurate and capable of outputting
real value feature vector. Our system ratifies the faces,
constructing the 128- d embedding (ratification) for each.
Internally compare faces function is used to compute the
Euclidean distance between face in image and all faces in the
dataset. If the current image is matched with the 60%
threshold with the existing dataset, it will move to
attendance marking.

4. SYSTEM DESIGN
The design part of the attendance monitoring system is
divided into two sections which consist of the hardware and
the software part. Before the software The design part can
be developed, the hardware part is first completed to
provide a platform for the software to work. Before the
software part we need to install some libraries for effective
working of the application. We install OpenCV and Numpy
through Python.

4.1 Python libraries used

4.1.1 OpenCV (Open Source Computer Vision Library):

OpenCV (Open Source Computer Vision Library) is a popular
computer vision and machine learning library. It is widely
used in various applications such as object detection, face
recognition, and image processing. In the context of a face
recognition attendance system, OpenCV is used for capturing
video input from webcams, reading images, and performing
various image processing tasks such as, 5.1 Registration process:

a. Face Detection: OpenCV provides various face detection  Start: The process begins here.
algorithms such as Haar Cascade, LBPH (Local Binary  Input ID: The user enters their ID number (likely
Patterns Histograms), and SVM (Support Vector Machines). their student or employee ID).

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Volume: 11 Issue: 04 | Apr 2024 www.irjet.net p-ISSN: 2395-0072

 Validate ID: The system validates the entered ID 6. RESULT

against a database to check if it's a valid user.
6.1. Home Page: Snapshot 6.1 shows the first page of our
 Valid ID: If the ID is valid, the process proceeds to application, which consist of two modules:
the next step.
1. User Login
 Not Valid ID: If the ID is not valid, an error message
is displayed, and the user likely needs to re-enter 2. New Registration
their ID.

 Enroll Student (or Staff): The user's information is

enrolled into the system, which likely involves
capturing their facial image for facial recognition.

 Store Data: The user's information and facial

recognition data are stored in the system's
database.

 End: The registration process is complete.

5.2 Attendance login process:

Snapshot 6.1. Home Page
 Start: The process begins here.
6.2. New Registration: Snapshot 6.2 shows the second
 Init Camera: The system initializes the webcam or module, which contain registration of new users i.e. New
camera to capture the user's face. Registration.

 Init DB Connection: The system establishes a

connection to the database where user information
and facial recognition data are stored.

 Face Detection: The system detects a face in the

camera frame.

 Face Recognition: The system performs facial

recognition by comparing the detected face with the
facial recognition data stored in the database.

 Recognized: If the face is recognized, the process

proceeds to step 8. Snapshot 6.2 New Registration

 Not Recognized: If the face is not recognized, the 6.3 Login Page: Snapshot 6.3 shows the third page of our
user may be prompted to try again, or an error application, which consist of two modules:
message may be displayed.
1. Enter Username
 Get Attendance List (Current Date): The system
retrieves the attendance list for the current date. 2.Enter Password

 Store Data: The user's attendance information Overall, a login page serves as a security checkpoint that
(likely including the date and time) is stored in the verifies a user's identity before granting them access to a
attendance list. secure section of a website or application.

 Print Receipt (Optional): The system may print a

receipt verifying the user's attendance

 End: The attendance login process is complete.

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known faces. In order to train these models, they need a

large dataset of labeled images.

Snapshot 6.3 Login page

6.4 Enrolment page: Snapshot 6.4 shows fields for entering

a student's name, email, contact number, and capturing an Snapshot 6.6 Dataset
image. This suggests the system uses facial recognition to
Identify students. 6.7 Subject selection: The user interface Snapshot 6.7
described appears to be showing a list of subjects that a
student might be enrolled in. The system likely allows the
student to select the subject they are attending so that their
attendance can be recorded for that specific class.

Snapshot 6.4 Enrolment page

6.5. Dataset capture: The system applies a face detection

algorithm to the captured image or frame. This algorithm
searches for specific facial features like eyes, nose, mouth,
and the overall shape of the head. Snapshot 6.7 Subject selection

6.8 Attendance List: An attendance list is a record of who

attended a particular class or event. It shows the following
information for each student:

Subject ID: A unique identifier for the subject or course.

Student Name: The full name of the student.

Date: The date the attendance was recorded.

Time: The time the attendance was recorded.

Snapshot 6.5 Dataset capture

6.6 Dataset: The dataset in the Snapshot 6.6 is a collection

of faces from a student attendance system. It uses to match a
person's face from a captured image against a database of

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 International Research Journal of Engineering and Technology (IRJET) e-ISSN: 2395-0056
Volume: 11 Issue: 04 | Apr 2024 www.irjet.net p-ISSN: 2395-0072

Snapshot 6.8 Attendance List

Snapshot 6.10 Report generating page
6.9 Get Report: "Get Report" feature allows users to
generate reports on student attendance data between a 5.11 Report: It appears you can generate a report in a page
specified start date and end date. format suitable for printing.

Snapshot 6.9 Get Report

5.10 Report generating page: The report is a list of Snapshot 5.11 Report
students and their attendance information for a particular
subject, the headers include: 5.12 Sending message: It appears the "Image sent" message
likely indicates a successful notification process triggered by
Student Name: The full name of the student. the smart attendance management system.

Email: The student's email address.

Parent's Contact: The student's parent's contact number.

Attendance Count: The total number of times the student

was marked present during the reporting period.

Total Lectures: The total number of lectures held during the

reporting period for this subject.

Average Attendance (%): The percentage of lectures the

student attended, calculated by dividing Attendance Count
by Total Lectures and multiplying by 100.

Snapshot 5.12 Sending message

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5.13 Getting SMS: Pop-up message getting on Parent’s associated with traditional methods of marking attendance
number if student’s attendance is below 75%. manually or through biometric systems requiring specialized
hardware solutions at high costs.

REFERENCES
[1]Karunakar, M., et al. "Smart Attendance Monitoring
System (SAMS): A Face Recognition Based Attendance
System for Classroom Environment." Int. J. Recent Develop.
Sci. Technol 4.5 (2020): 194-201.

[2] Chirde, Ayush, Payal Kamthe, Aishwarya Somvanshi, and

Saloni TikaitProf TR Patil. "Facial Recognition Attendance
System."

[3]Selvi, K.Senthamil, P. Chitrakala, and A. Antony Jenitha.

"Face recognition based attendance marking
system." International Journal of Computer Science and
Mobile Computing 3.2 (2014): 337-342.

[4]Kirsur, Susmitha Mukund. "Recognition and Maintenance

of Attendance Management System using Artificial
Intelligence over Machine Learning via Biometric System."
(2023).

[5]Kamble, Mayuri, et al. "Web based coaching institute

management system." India: Mumbai University.
International Journal of Computer Science and Information
Technologies 6.2 (2015).

[6]Rafi, Syed Muhammad, Shahzad Nasim, Mohsin Khan,

Sheikh Muhammad Munaf, Abdul Kabeer Kazi, and
Muhammad Ashraf. "Face Recognition based Attendance
System using CNN and Haar Classifier."

Snapshot 5.13 Getting SMS

7. CONCLUSION
In conclusion, we have presented a smart attendance system
that automates the process of marking attendance in
educational institutions and workplaces while ensuring data
security and accuracy through its use of facial recognition
technology and secure database management methods. The
system's flexibility, cost-effectiveness, ease of use, and
accuracy makes it an attractive alternative to traditional
methods of marking attendance such as manual registers or
biometric systems that require specialized hardware or
software solutions at high costs.

We believe that our proposed solution will significantly

contribute to enhancing efficiency in various settings where
accurate record-keeping is essential while reducing errors

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