KAMPALA CITY CAPITAL AUTHORITY

VISITORS MANAGEMENT SYSTEM (KCCAVMS)

1.0 INTRODUCTION
The Authority is a corporate body with perpetual succession and may sue and be sued in its
corporate name and do, enjoy or suffer anything that may be done, enjoyed or suffered by a body
corporate.

The Authority is the governing body of the Capital City and administers Capital City on behalf of
the central government subject to this Act.

Any enactment that applies to a district shall, subject to this Act and with the necessary
modifications, apply to the Authority

Administrative divisions.

Kampala is divided into five 5 divisions (Central, Kawempe, Makindye, Nakawa & Rubaga),
each headed by a popularly elected Mayor. Those divisions are preserved under the new KCCA
Law. The table below gives the names of the relevant officials and their areas of responsibility

1.1 BACKGROUND OF STUDY

A Visitor Management System (VMS) is an evolving concept defined as a systematic collection
of visitor’s information. It is a record in digital format that is theoretically capable of keeping
track of list of visitors and their personal details for effective service from both clients and the
company.

This system tracks the usage of a public office by gathering increasing amounts of information. A
visitor management system can record the usage of the facilities by specific visitors and provide
documentation of visitor’s whereabouts. Since a visitor management system provides a record of
office used and the person visited, these systems are frequently used to complement office
security systems and access control systems.

As electronic visitor management systems become more common and more powerful, these
systems are taking over many of the functions of office security and access control like gathering
information manually.

Managing visitors is an essential access control activity traditionally handled through paper logs
or guest books, where visitors sign in at the front desk. Synergis’ Visitor Management module
allows you to modernize your approach, go paperless, and become more efficient. Enroll visitors,
assign physical access rights, and track their movements with ease. A digital visitor management
system does the core job of checking in visitors. But it also does many things pen and paper
cants which include:

 Maintain a cloud-based visitor log.

 Take photos of your visitors to help you identify them.

And so on.

1.2 STATEMENT OF PROBLEM

After carefully analysis of the project the researcher observed that the following problems are
mainly encountered by different organization

1. The present method of visitors management system is mainly based on manual

recording,
2. The present system makes use of small or no database for recording of visitor’s
information.

3. Due to lack of comprehensive database, accountability is usually very difficult,

4. The present system is time consuming,

5. Owing to the paper and pen method of recording information visitors may not give out
its full information needed at a particular time,

6. Queuing may occur at the cause of entering information needed.

1.3 OBJECTIVE OF STUDY

The aim of this project is to design and implement an online visitors management system.

The objectives include:

1. To build a web database for storing visitor’s information: to setup a strong

relational database for storing visitor’s information for easy retrieval and annual
report analysis.
2. To develop a web base which helps to insert and retrieve visitors information:
retrieval of information stored in a database is vital and must be ready to get back
from the database when needed so that the purpose of storing the data must be
accomplished.

3. To give account of visitors that visited the organization: the system that is setup
must be ready to give total number of visitors that visited the organization per day,
week, yearly etc.

4. To ascertain the reasons why the visitor visited: the system will also track the
reasons why the visitors visited, whether the message is relevant or not.

5. To provide easy access of searching and navigation for time saving: the system
have a special way of retrieving data from the database like search the visitor using
its identification number.

6. To provide adequate assessment of staff base on the amount of visitor (Client) and
their reason.

1.4 SCOPE AND LIMITATION OF STUDY

The scope of this research is to design and implement a visitor system that model an

organization structure by registering staff into the system, and collect visitors’ information on
 visit. Reasons of visit are taking and append to a staff for whom the visitor is there to see. The

system will also provide a search engine for easy retriever of staff record from store. And lastly,

provide a secure interface by granting access to only authorized personnel to use the system.

This visitor management system will be limited to the following areas:

1. Visitor(Client) feedback automation through mail

2. Biometric capturing of visitor information

Documentation

1.5 MAIN DELIVERABLES

Deliverable Description Time of Completion

A Fully deployed e- A record in digital format that is theoretically capable of keeping track of 16/10/2019
KCCAVMS list of visitors and their personal details for effective service from both
clients and the company.

Technical It is supposed that most of the system’s features are straight forward 16/10/2019
documentation for and can be used without prior learning. Yet, it is a must to include a
e-KCCAVMS technical documentation that describe the usage of the analytic feature
and the way how data is collected and analyzed (e.g. any formulae)

e-KCCAVMS The Android version of E-Octopus LMS. It must cover all the features 16/10/2019
Android app available in the desktop version, except for the analytic feature.

Project charter

Project plan

Project
communication
plan
Project risk
management plan

Project quality plan

Resource plan

Staffing plan

Source Code The source code of this system will be describe the backend structure of
the visitors management system.

Stakeholders
Role/Group Responsibilities Class

Develops business case

Provides direction for the project

Secure resources and resolve conflicts

Project sponsor Oversees the project and provides guidance, direction and political support to the Keep Satis
Project Manager and the project team.

Participates in the Steering Committee, and assists the stakeholders in executing

their responsibilities

Reviews change requests

Project Team Approves or rejects change requests Key Player

Project Manager Staffs the project team

Procure resources
Utilizes the systems necessary to complete the project objectives Key Playe

Executive Provide supports for project resources requirements

Committee Assists with risk mitigation
Provides direction on major decisions during project execution Keep Sati

Manages product quality activities. Provides insight into project health by

Quality Manager reviewing process and product activities. Minimal E
Ensure the adherence to standards and plans

Leads and manages implementation activities

Make necessary requests of resources in facilitating implementation activities
Implementation Manages the resources allocated to the implementation team Key Playe
Lead
Test Lead Coordinates the testing of the new system
Works with the Quality Management staff to design test cases and data that
will best represent “real-life” scenarios for the system Key Playe
Coordinates interface tests with other organizations (county, state, federal) as
needed
Plans, monitors, and evaluates consultant and agency test plans, problem
reporting, and resolution process

Technical Lead Manages day-to-day activities of technical staff Key Playe

Leads in the technical disciplines of the project

Application Support Oversees the change request process for installed software
Lead Ensures the change requests adhere to specified standards Key Playe

Test Engineer Execute major testing activities Key Playe

Software Engineer Execute major design and development activities Key Playe

DEFINITION OF TERMS
Client: A client is a piece of computer hardware or software that accesses a service made

available by a server. The server is often (but not always) on another computer system, in which

case the client accesses the service by way of a network

Visitor: A person who visits, as for reasons of friendship, business, duty, travel, or the like.
Management System: A management system is the framework of policies, processes and
procedures used to ensure that an organization can fulfill all tasks required to achieve its
objectives.

Visitor management system software: This software is what runs the electronic visitor management
system. At most facilities, this software would be installed on an existing personal computer that is
already located at the receptionist's desk.

REFERENCES

[1] Drumm, Andy, and Moore, A. MANAGING VISITOR IMPACTS. 1st ed, 2005 [ebook] pp.4-22. Available
at: http://sanctuaries.noaa.gov/management/international/pdfs/day3_impacts_manual.pdf

[2] Hagan, R. New school visitor management technologies help keep school safe, 2012. [Online]
Available at: http://www.seenmagazine.us/articles/article-
detail/articleid/2010/smid/403/articlecategory/56/new-school-visitor-management-technologies-help-
keep-school-safe.aspx.

[3] Morrissey, P. The 5 Problems with Manual Visitor Management | Articles. [online] Magic-
card.com.au, 2015. Available at: http://www.magic-card.com.au/articles/the-5-problems-with-
manual-visitor-management.html.

[4] McArthur,S. Beyond carrying capacity: introducing a model to monitor and manage visitors activity in
forests. In:Font. X. AND Tribe,J. (Editors).Forest Tourism and Recreation: Case studies in environmental
management. Pp: 259-278. CABI Publishing, New York, 2000.

[5] Sampada Khot, T. P. R. a. M. R. Visitor Management System Using GSM. International Journal of
Modern Trends in Engineering and Research (IJMTER), 2(4), p. 1, 2015.

[6] Rick Hagan. New school visitor management technologies help keep school safe, 2012. [online]
http://www.seenmagazine.us/Articles/Article-
Detail/ArticleId/2010/smid/403/ArticleCategory/56/New-school-visitor-management-
technologies-help-keep-school-safe

[7] Joan Engebretson and Whelan. Visitor Management Adds Efficiencies for Busy High Rise, 2009.
[Online] http://www.easylobby.com/CustomerSuccess/One%20Gateway%20Center%20-
%20Visitor%20Management.pdf

[8] Andrews International (AI) Process Visitors Efficiently With Visitors Management System, 2014.
[Online] http://www.andrewsinternational.com/technology/documents/technology-visitor-
management.pdf

[9] Veristream. Secure Visitor Management System For Multi-Tenant Facilities, 2012. [Online]

https://www.anixter.com/content/dam/Suppliers/Veristream/Veristream_iVisitor_MutiTenant.pdf