PROPOSAL

for

Design, Development, Implementation of

RFID ATTENDANCE MANAGEMENT SYSTEM

To,
The Registrar,
Dibrugarh, Assam 786004

Submitted by

GRATIA TECHNOLOGY PRIVATE LIMITED

ABC, G. S. Road, Guwahati, Assam-781005

To, Date:12.02.2024
The Registrar,
Dibrugarh, Assam 786004

Sub: Proposal for Design, Development, Implementation of RFID Attendance

Management System for “DIBRUGARH UNIVERSITY, ASSAM”.

Dear Sir,

We are pleased to present our proposal for “Design, Development, Implementation

of RFID Attendance Management System for Dibrugarh University, Assam”.

We are highly enthusiastic and hopeful about getting this job. From past several

years we have been piloting the success in the industry. As an IT organization we are

leading in domains of development, testing, security systems and discoverer of new

technical products across broad and challenging requirements.

We seek your cooperation and looking forward to design, develop and implement
RFID Attendance System for your Organization. Also, kindly find the enclosed
commercial proposal for the same.

In case of any queries and concerns kindly get back to us.

Thanking you and assuring the best of our services at all times to come.

Yours Faithfully,

For Gratia Technology Private Limited

Authorized Signatory
1. INTRODUCTION
Attendance Management System is one of the most crucial tasks in an
educational institution – School, College, or University. Daily student
attendance allows teachers to keep a tab on student’s or staff activities.

Our project consists of an RFID based attendance system that allows for
automatic attendance marking by using RFID tags. Every student is provided
with a unique authorization tag/card that is used to record his/her
attendance. Our system will provide an instant and automated attendance
marking system.

Every authorized student will be provided with a unique RFID tag/card with
his/her details fed in it. The tag consists of a built-in integrated circuit that
stores this data through modulating and demodulating transmitted radio
frequency signals. The data thus stored in this card is the unique
identification of that person. As soon as the card is placed in front of the RFID
reader, the data in it is read and attendance for that student is registered.

This system can later be further improved by using biometric attendance

systems.

Besides student attendance management, the RFID attendance system can

also be used to track the attendance of faculty or staff to simplify the payroll
management procedure.

2. What is RFID?

The Radio Frequency Identification (RFID) is a technology that uses radio

waves to transfer data from an electronic tag, called RFID tag or label,
attached to an object, through a reader for the purpose of identifying and
tracking the object. Our project will include an RFID based system that will
be built in order to produce an Attendance Management System.

The system will consists of two main parts: the hardware and the software.

3. Scope Of RFID Attendance System

1. For Faculties
• Minimize paperwork of marking student’s attendance
• Notifies about absent students automatically by sending alerts
• MIS student’s attendance reports can be generated seamlessly.

2. For Administrator
• Automatic MIS report generation without any errors.
 • Save efforts & resources to manage student attendance and
records.
• Get notified when students enter restricted areas of the campus.
• Eliminates complete paperwork & boost work efficiency.

3. For Students
• Ensures real-time & accurate daily attendance
• No roll calls required, automatic RFID based attendance.
• Notifications about entry & exit in the classroom/library/etc.

4. Working of RFID Attendance System

The following steps depict how RFID Card Attendance System works in an
educational institution.

• Organization need to install RFID device at various locations.

• Each user will be given a smart RFID Card having a Unique
Identification number.
• The RFID devices are required to be connected to the RFID Attendance
server placed in the campus.
• Users carrying their smart cards simply have to pass through the reader
and the reader scans their unique identification number and hence the
attendance is marked automatically.
• Since the RFID reader is capable of reading several cards at once, the
attendance of multiple students is marked simultaneously.
• The RFID device transfers the data to attendance server.
• Faculty and Admin gets the complete list of absent roll numbers before
the end of lectures and they can verify the same.
• Users Attendance record is updated daily on the attendance web server.
 5. Block Diagram of the System
RFID READER

COMPUTER

GRAPHICAL USER INTERFACE (GUI) DATABASE

6.Requirement Specifications

1. FLAP BARRIER: The Flap Barrier is composed of a chassis, core

component, wing arms, Printed Circuit Board (PCB), Infrared Sensors,
reader, and Access Control System.
The system uses standard electric interfaces. It meets fire-fighting
passage requirements and is equipped with dedicated fire control
linkage interfaces. The flap barrier is applicable to work attendance,
access control, consumption management, and special passage control
of enterprises and institutional organizations.
The electronic control system mainly consist of readers, control panel,
flap barrier main board, infrared correlation tubes, proximity switch,
24V power supply. The functions of the main parts are as follows:
• The reader reads the user information and sends it to the control
panel.
• The control panel judges and processes information from the
reader, and then sends it to the flap barrier main board.
• Flap barrier main board is a product control centre that receives
signals from the control panel, the infrared correlation tubes and
the proximity switch.

2. AI based Face & Card Attendance Device: The proposed system will
include a face recognition model to recognize real time images and
upload the data to cloud server by using a deep learning framework.
The Face Recognition System can also be utilized to maintain punch
card records. It can be used to enhance recognition, authentication and
security.
This model will focus on how face recognition incorporated with RFID
and detect the authorized users and counts as they get inn and get out.
3. Tag (RFID ID Cards): It is made up of an integrated antenna & memory.
The information can be written and rewritten on tag memory. This tag
is enclosed in rectangular plastic card of the size of a bank debit/credit
card.

4. RFID Reader: It is a device that is used to read RFID tag data. The
RFID reader has an antenna that emits radio waves; the tag responds
by sending back data stored in it to the reader.

5. Network Switch 8 Port: It refers to the number of Ethernet ports

available on the switch. Each port acts as a separate connection point,
allowing devices on the network. An 8 port switch is commonly used in
small to medium sized networks, such as home networks or offices,
where a limited number of devices need to be connected. It enables
devices to share resources and access the internet.

6. Web Based Time Attendance Management Software: It renders an

accurate clock-in and clock-out time of personnel in any firm to achieve
functional excellence. The RFID Attendance Software uses Tags, which
can be exchanged between users. The tags will be scanned immediately
when the person enters an area. It will take the information about the
users, based on the tags, as well as the time that the information was
taken and automatically upload it to the database where it can be used
for payroll.

7. Dual Side Smart ID Card Printer: These printers are typically used for
printing users ID cards, and other plastic cards. ID Card printer
technology works by running a heater printhead over a ribbon, which
transfers the colours to the card to make the design.
 Annexure I
Date: 12.02.2024
COMMERCIAL PROPOSAL for “RFID Attendance Management System for Dibrugarh
University, Assam”
With reference to the above, we are submitting the Commercial proposal.
# ITEM NAME QTY. UNIT PRICE/UNIT AMOUNT

1 Single Motor Flap Barrier 2 NOS ₹ 1,63,450.00 ₹ 3,26,900.00

(Barrier Material Acrylic Barrier Movement
Retracting Cabinet Material SUS304
Stainless Steel Dimension (L*W*H)
1200*300*980(mm) Emergency Mode
Support LED Indicator Support Lane Width
(mm) 570 Lid Material SUS304 Stainless Steel
Max. Speed of Throughput 30 people per
minute Opening Noise ≤ 30Db Opening Time
0.8s Power Requirement AC100 ~ 120V/200
~ 240V, 50/60Hz Security Level Medium
Working Environment Indoor/Outdoor (if
sheltered) Working Humidity 5%~80% (non –
condensing) Working Temperature -28°C ~
60°C)
2 Double Motor Flap Barrier 3 NOS ₹ 1,02,150.00 ₹ 3,06,450.00
(Barrier Material Acrylic Barrier Movement
Retracting Cabinet Material SUS304
Stainless Steel Dimension (L*W*H)
1200*300*980(mm) Emergency Mode
Support LED Indicator Support Lane Width
(mm) 570 Lid Material SUS304 Stainless Steel
Max. Speed of Throughput 30 people per
minute Opening Noise ≤ 30Db Opening Time
0.8s Power Requirement AC100 ~ 120V/200
~ 240V, 50/60Hz Security Level Medium
Working Environment Indoor/Outdoor (if
sheltered) Working Humidity 5%~80% (non –
condensing) Working Temperature -28°C ~
60°C)
3 AI Face + Card Attendance Device 8 NOS ₹ 38,750.00 ₹ 3,10,000.00
(Display: 4-inch Touch Screen Face Capacity
1000 Card Capacity 1000 Transactions
150000 Operation System Linux
Standard Functions: ID Card, ADMS, T9
Input, DST, Camera, 9-digit User ID, Access
Levels, Groups, Holidays, Anti-passback,
Record Query, Tamper Switch Alarm, Multiple
Verification Methods Hardware: 900MHZ
Dual Core CPU 512MB RAM/512 MB ROM
2MP Binocular Camera Adjustable LED
Supplement Lighting Communication:
TCP/IP, WiFi, Wiegand Input/Output, RS485
Access Control Interface: 3rd-party Electric
Lock, Door Sensor, Exit Button, Alarm
Output, Auxiliary Input Optional Function:
RFID S50/S70 IC Card (13.56MHz) 1k/4k
Face Recognition Speed_1s Biometrics
Algorithms Face VX5.8 Power Supply 12V 3A
Working Humidity 10%-90%, Working
 Temperature -10 °C - 45 °C, Dimensions
(W*H*D) 72.94 * 157.94 * 23(mm) Net Weight
260g)

4 Network Switch 32 Port 1 NOS ₹ 20,850.00 ₹ 20,850.00

5 Web Base Time Attendance Management 1 NOS ₹ 1,78,920.00 ₹ 1,78,920.00

Software
(Web-based Software Supported Devices
Standalone Device with Attendance PUSH
Protocol: Green Label Series Authentication
Options Fingerprint/Face/Palm/RFID/Pin
Max. Supported Devices 500 Devices (Please
Contact us for more information on capacity
expansion). Database PostgreSQL (Default),
MSSQL Server
2005/2008/2012/2014/2016/2017/2019,
MySQL 5.0/5.6/5.7 Oracle 12c/19c
Supported OS (64-bit only) Windows
7/8/8.1/10/11, Windows Server
/2008/2008 R2/2012/2012 R2/2016/2019
Suggested Browser Chrome 33+ /IE 11+
/Firefox 27+)
6 Dual Side Smart ID Card Printer 1 NOS ₹ 1,68,500.00 ₹ 1,68,500.00
(Printing: Dual side PC Connectivity: USB
Wire Speed: 100 Cards/Hours. Card lifespan:
Up to 3 years Up to 5 years, Duty Cycle
(Approx): 50000 Prints Per Month Power
Consumption (Approx): 100W Or Less
Machine Warranty: 2 Years 1 Year on Print
Head)
7 RFID Cards (Blank Cards with Print) 1000 NOS ₹ 25.00 ₹ 25,000.00

8 CAT 6 Cable (At Actual) 1 MTR ₹ 95.00 ₹ 95.00

9 Power Cable (At Actual) 1 MTR ₹ 45.00 ₹ 45.00

10 Maintenance & Server Hosting 1 Monthly ₹ 12,023.00

11 Installation, Integration, Utility Setup, 1 JOB ₹ 1,35,000.00 ₹ 1,35,000.00

Training
TOTAL ₹ 14,83,783.00

Rupees Fourteen Lakhs Eighty Three Thousand Seven Hundred Eighty Three Only
Terms & Conditions:
✓ Upon receipt of Purchase Order (P.O.), a 50% advance payment is required.
✓ Tax @ 18% is applicable on above mentioned services.
✓ The quoted price is inclusive of freight charge and installation charge.
We promise you to provide our best services at all times.
Thanks & Regards,
For Gratia Technology Private Limited

Authorized Signatory