COMSATS Institute of Information Technology

Park Road, Chak Shahzad, Islamabad

Department of Computer Science

ACTRACK
Employee monitoring and tracking software

Submitted By:

Nabahat Shakil

FA14-BSE-003

Aisha Sultan

FA14-BSE-010

Wafa Khalid

FA14-BSE-026

Supervised By:
Dr. Adnan
 G- Smart Card & Smart Application

1 Project Description
1.1 Problem Statement
Nowadays, biometric systems are widely used for authorizations and authentications of employees.
However, the success of a biometric system depends on some crucial factors. Acceptance with biometrics
is graded as average and can be easily affected with dirtiness, injury, roughness, etc. The user may have to
numerously try authentication if the fingerprint is not properly recognized. Secondly, fingerprints need to
be stored in database that needs a sizable storage capacity. This can pose a storage and maintenance problem
for larger organizations.
Another problem nowadays is lack of monitoring of employees; no record is maintained if an employee
leaves the premises of organization for more than specified time.
Lastly, privacy is violated. For example, if someone has the access to employees keys or the door is left
open then anyone can enter the cabin and gain access to private and confidential documents. Thus, exploit
the weaknesses.
The key lock system will always be imposed with the threat of duplication.

1.2 Problem Solution

To solve all the problems discussed above, we propose a solution by developing an android application and
incorporating a smart card which helps in maintaining a system which will help an organization in proper
& appropriate evaluation of salary, regularity & even punctuality of an employee based on attendance. Our
application will provide real time tracking of employees.
The system will record details such as arrival and departure of employees besides maintaining information
regarding their personal and official profiles.
Our solution will also provide authentication of employees so that the employees can enter their respective
offices via smart cards. The smart cards, installed with RFID (Radio Frequency Identification) tags or
transponders, will be detected by RFID readers and the door will be automatically unlocked after
authentication of the card. Last but not the least, our solution also includes automation. It will allow the
electronic appliances to be controlled with their smartphone application.
Our main functionality is the tracking of an employee if he is in organizations premises or not. Similarly,
if employee moves out of the organizations premises, then that information is recorded in databases; hell
be marked present and if he leaves the premises before the time allocated, a notification with his current
location will be sent out.
Our system will turn on the lights if it detects the presence and motion of human body automatically. The
automation of fans will be controlled through android application.

1.3 Related System Analysis

Application Name
Track the Person Application
Weakness Targeted Project Solution
This application gets the Our system will not only track the
current position by SMS and person (real time) but will also see
requires enabling of GPS if they are in the specified
sensor in a smartphone. premises or not. System will be
notified when the person stays out
of the marked premises after a
specified time.

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1.4 Advantages/Benefits of proposed system
Benefits of using this system are stated as follows:
The system will replace the traditional biometric system and the employees will be authenticated
automatically. This will save a lot of time; employees wont have to go to the biometric machine
again and again.
RFID tags can be read automatically when a tagged product (smart card) comes past or near a reader,
reducing the labor required to go to biometric machine and allowing more proactive, real-time tracking.
This system will authorize access to the respective employees using their smart cards.
This system will be able to track down the location of employees through their smart card.
The system will be notified when the person stays out of the marked premises after a
specified time.
The system will automatically mark the employee absent in case he stays out of the
premises for a long time.
The system will turn on the lights as soon as it detects the presence/movement of human body.
The system will allow the user to turn on/off their fans through their mobile application.

1.5 Scope and Modules

ACTRACK - Employee monitoring and tracking software is an android application that will allow the
employee to be tracked within the premises of organization. It is a system developed for daily employee
attendance in organizations.

This application can be adapted by any of the organization or firm having distinct number of departments
and employees.

It is a system which completely revolves around proper management of an organizations employees

attendance tracking. The project lays most of the effort in making the system easy to handle and manage
by the end users and providing optimum benefits to them in concern to managing attendance of employees
and hence their equivalent salary against their attendance. Efforts will be made to make the system more
and more feasible.

This application will provide real time tracking of employees. The application will also provide
authentication for employees which will enable employees to enter their respective offices through their
smart cards. Last but not the least, this application also offers an additional feature in terms of automation.
It will allow the electronic appliances to be controlled with their smartphone application.
All employees will be issued a smart card installed with a RFID chip and its record will be maintained in a
database. The tag will allow the system to track them and the system will be notified if the individual moves
out of the premises of the campus.

When he will enter the premises of the organization, the tag will be detected for first time in a day, time
will be fetched and will be stored as intime. When he leaves, the tag will be detected again and this time it
will be noted as outtime. Thus maintaining the record when the employee enters and leave the premises.

The system will also provide the authorization to employee to enter their rooms/cabins. The system will
turn on the lights as soon as it detects the presence/movement of human body. The system will allow the
user to turn on/off their fans even if they are not present in their specific rooms.
The scope of the module is initially limited, however, after a complete expansion of the project; it may be
applicable to any commercial/ government organization.

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1.5.1 Android Application
There will two android application for our system.
1.5.1.1 Admin
The admin will be able to view and manage all employees data. Admin will be notified
if an employee stays out of the marked premises for a longer time - the employee will be
marked absent in this case by the system.
Admin will be the user having access to almost everything in the system. He can
manipulate system as per his wish.

1.5.1.2 Employee Application

The employee will be able to view his attendance through this application. Employee will
also be able to turn on/off his lights and fans using this application.
Employee will be having access to his personal information only like profile, attendance,
salary etc.

1.5.2 Authorization
The system will provide authorization to the person through smart door locks. For this
authorization, we will use Arduino, RFID tags and RFID Readers to open the locks. We will use
specific door locks for this system that will unlock the door if RFID reader successfully reads the
tags.
We will also have a MasterCard in event of card lost.

1.5.3 Tracking
The system will track the real-time location of the employee. All employees will be issued a smart
card installed with a RFID chip which will allow the system to track them and the system will be
notified if the individual moves out of the premises of the campus. The system will also provide
the authorization to employee to enter their rooms/cabins. System will be notified when the person
stays out of the marked premises after a specified time.

Access Control:
RFID Readers will be placed at entrances that require a person to pass their proximity card(RF tag)
to be read before the access can be made.

1.5.4 Automation
An android application will be used to control automation. This application will incorporate
automation of electronic devices in two ways,
1.5.4.1 Light Automation
The system will turn on the lights as soon as it detects the presence/movement of human
body. We will use IR sensors to automate lights.

1.5.4.2 Fan Automation

The system will allow the user to turn on/off their fans even if they are not present in their
specific rooms through their smartphone application. For this automation, we will use
Arduino and relays connected to respective fan.
User Interfaces
Following user interface will be required by the system:
System will require every employee to carry a RFID tag stick onto their Id card
System will also require a RFID reader installed at the entrance section of office.

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Hardware Interfaces
Following hardware will be required by the system:
RFID Reader
RFID readers are required to detect employees entrance into the office.
RFID Tag
RFID tags will be required by employees to make their attendance recorded.

1.6 System Limitations/Constraints

This application on initial basis in only developed for one Organization, i.e. COMSATS. However,
once deployed it can be used for any organization.
If your ID card is lost, then any other employee can use it unlock the respective cabin and access
the private and confidential data.
This automation in this application is only limited to lights and fans currently and no other
electronic device is automated.
Outsiders wont be able to use this application
Constraints:
RFID reader must be installed at the entry point.
Each employee must have RFID tag.

1.7 Tool and Technology

Tools Version
Android Studio/Android SDK 2.3.2
MS SQL Server 2012
Adobe Photoshop 2015
JAVA 6.0
SQL 2011
RFID Tag -
RFID Reader -
Arduino -
Proximity Sensor -
IR Sensor -
Relays -

1.8 Roles and Project Stakeholders

Project Sponsor Mr. Adnan
Stake Holder
Sir Adnan: Will supervise the project.
Developers: Will develop the project.
Project Committee: Will assess the
project.
Smartphone Users: Will use the app in
combination with their cards

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 Team Member Nabahat Shakil, Aisha Sultan and Wafa Khalid will
develop the project

1.9 Data Gathering Approach

The information of all the employees in the organizations database will be used for the further processing.