STANDARD ELECTRONIC ATTENDANCE SYSTEM WITH ...

e-ISSN: 2582-5208 International Research Journal of Modernization in Engineering Technology and Science

( Peer-Reviewed, Open Access, Fully Refereed International Journal )

Volume:03/Issue:11/November-2021 Impact Factor- 6.752 www.irjmets.com

www.irjmets.com @International Research Journal of Modernization in Engineering, Technology and Science

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STANDARD ELECTRONIC ATTENDANCE SYSTEM WITH FACIAL

RECOGNITION

Asunogie Onome Taibat*1, Professor. Imianvan Anthony Agboizebeta*2 *1Department Of Computer Science, Ignatius Ajuru University Of Education, Rivers State, Nigeria.

*2Department Of Computer Science, University Of Benin, Edo State, Nigeria.

ABSTRACT

Organizations of all sizes use time and attendance system to record when employee starts and stop work in

other to generate time record such that both employee and employers will be beneficial at the end of each

season or timeout. This Paper develops a Standard Electronic Attendance System using the face recognition

system in analyzing and computing faces that are composed of Eigen vectors. The face recognition is

implemented with the help of Principal Component Analysis (PCA) algorithm using the Rapid Application

Development (RAD) for better quality and risk control. The paper adopted the object oriented analysis and

design technique to develop the system using Visual studio 2010 and the developed system is been

implemented using Visual Basic.NET. This Standard Electronic Attendance system with Facial Recognition is

much more efficient than other attendance system as it create cheeks and balances for both parties and it

prevent employee and employers from likely mistakes intentionally or unintentionally and probably from

another form of oversight function.

Keywords: Image Acquisition, Face Detection, Principal Component Analysis (Pca) Facial Feature Extractions.

I. INTRODUCTION

Time and attendance systems are very beneficial to organizations and their employees as it enables the

organization/employers full control of the employee’s working hours, reduce labour cost (payments to ghost/

non-attendant workers) and ensures proof of attendance in compliance with labour laws. Since organizational

efficiency is a function of time, it is of great importance that organizations and businesses with large number of

employees should deploy several time clock positions in order to facilitate the process of getting all employees

to clock-in or out as quick as possible and to record activity in various locations to ensure that the time

required to carry out and complete a task at the barest minimum.

One of several advantages of facial recognition over biometric technique is that they are non-intrusive, natural

and easy to use (Jyostna, Veeranjaneyulu, and Kishore, 2010). This is why this research is carried out to ensure

that organization is clocked into the Face recognition using Electronic attendance (E-Attendance) to cheek

employees to ascertain which jobs are done on time and which are not.

1.1 AIM AND OBJECTIVE OF THE PAPER

This paper is aimed at the design and development of an automated Electronic attendance system using face

recognition.

The objectives are;

(i) To create a database system that holds employees’ attendance information.

(ii) To connect the existing system to a new staff management system.

(iii) To create a system that will work with some digital equipment, where image are captured by a

webcam, and then proceeds towards the detection.

(iv) To develop a system that capture and records staff attendance via a camera live feed.

(v) To link and compare the employee data captured via live feed to database information for accuracy.

(vi) To design and develop a robust facial recognition algorithms usable in a simple, easily adaptable.

1.2 SCOPE OF THE STUDY

This Paper will serves as a panacea the long traditional tedious and time wasting methods of manually marking

and tracking employee attendance in an organization by automating the process. It deploys automatic

attendance through face detection and recognition to improve the efficiency of attendance monitoring and





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control. The system will comprise two modules, one for capturing facial images of staff also known as the face

detector. This module is essentially an application that captures an employee face with the camera and saves

them in JPEG format in a folder. While the second module does facial recognition with using a desktop

application for matching facial (faces) images of employees already captured and stored in the folder, mark or

indicate it on the attendance register and then stores the results in a database for further analysis.

1.3 SIGNIFICANCE OF THE STUDY

Proper tracking of staff attendance to work is much more that recording staff daily clock in and out. The

advantages to using time attendance systems goes beyond tracking logged, paid time, ensuring that insurance

requirements are satisfied and most prominent of them is the additional financial value it brings to the

organization. Its importance cannot be overemphasized because it guides provides an enhanced job tracking

mechanism to costing, quality and improves organizational view to some key performance indicators (KPI)

which includes working hours and their wages, job scheduling and staff inventory.

The time attendance system can be of immense benefits to businesses and organization as it is has proven to be

a vital tool for cost minimization as it provides a detailed view of all cost component like labour. By automating

the attendance record, an organization can achieve a reduction in their payroll cost as much as 10 to 20

percent. Businesses view time and attendance process as that which could be cost intensive, but it can be

controlled now and into the future.

The system organizational increases productivity as it automatically generates daily our worked by staff and

other benefits into the payroll system, reduce the difficulty associated with manual entry and prevent data

dibbling by staff. It will form a project template that is replicable in other organization of similar standing.

1.4 STATEMENT OF THE PROBLEM

Most Organizations makes use of a pen and notebook to check attendance of the employee. With this project

system, it’s easy for employee to write their names, time of arrival and signature in ruled columns in the

notebook. This data is used to process the salary of staffs and its entitlements, given account of times when they

were late and absent. The issue with this system is that employee tends to falsify entries directly or indirectly.

Hence the needs for a system that cannot be falsify.

1.5 FACIAL HEADINGS

Facial reaction or acknowledgements is a kind of biometric indoctrination submission that can differentiate a

specific distinct in a computerized photograph by scrutinizing and conflicting examples. Facial response

frameworks are usually utilized for safekeeping purposes yet are increasingly being exploited as a part of a

diverse bag of not the same applications.

Enthusiasm Factors

Supportive Face

Meticulous pose

Well-ordered position

Skillful lighting

1.6 LITERATURE REVIEW

Unnati and Swaminarayan (2014) emphasized that Attendance Management System (AMS) can be made into

smarter by using face recognition technique, with the use a CCTV camera to be fixed at the entry point of a

classroom. The facial recognition process can be divided into two main stages: processing before detection

where face detection and alignment take place (localization and normalization), and afterwards recognition

occur through feature extraction and matching steps. an analysis of different technologies which are used for

attendance making system. managing employees’ attendance and HR related functionalities. The disadvantage

is that verification is not done. So proxy attendance may be marked and the fingerprint machine reader does

not work for long a time. However, the disadvantages are that they are expensive has limited usage.

Karthik (2015) stated that the term 'biometrics' refers to a measurable characteristic that is unique to an

individual such as fingerprints, facial structure, the iris or a person's voice. The system has been tested by 50

students of a class and was found to work without any errors. Their Analysis confirmed that the biometric data





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can be set and confirm the identity of the user. By using the flash memory, the data is well structured. This

system is user-friendly and very reliable. The disadvantage is that it is not guaranteed or protected from

hacking.

Supriya et al. (2019) on the “Student Performance Analysis and Biometric Attendance”, used the following steps

and measures to actualize and analyses the performance. As we know biometrics is the most secure way as

none of the students could have same biometrics, each and every human on this earth have different biometric

so we could use those for creating a secure way to mark attendance and analysis performance of a student.

Enrolling students’ and teacher fingerprint Step 1: First, the student needs to go to the administration office and

enroll his/her fingerprint. Step 2: Now, the fingerprint is extracted. Step 3: All the personal details are taken.

Step 4: Now all those data is saved in the centralized system. In today’s time, technology is getting more and

more improved. Also using the techniques for performance prediction, we could predict students’ performance.

And here we conclude with our system for marking biometric attendance and predicting performance. It is

user-friendly, more secure and there is no data redundancy or inconsistency and affordable. The disadvantage

is that the attendance of latecomers is not marked therefor predicting anything from it manually becomes

difficult and uncertain.

Olagunju et al. (2018) stated that the software application can manage the recordings, control and monitoring

of staff absence and lateness, system can keep track of the records about the employees such as their personal

details. It is therefore concluded that the newly developed software is more effective and efficient in monitoring

staff attendance. The disadvantage is that there’s no scope or provision for the implementation of the facial

recognition attendance system, it will be stressful if the system is to migrate to facial recognition.

Sushama et al. (2018) on the review of an “Automated Biometric Attendance Management System” stated that

their project provides the design method with the use of Raspberry Pi. The biometric technique that is used in

this project is the finger print recognition with the help of R305 fingerprint module that is used for

authentication. The disadvantage is that The error rate in some cases are so high that it creates great chaos for

the entire security system. It could happen due to weather, physical condition, age and other issues. A turmoil

could happen with an error rate of as low as 1% in a large-scale authentication process.

Jake (2017) did the analysis of “Biometric Attendance Monitoring System (BAMS) Of Cagayan State University –

Lasam Campus, Philippines”. It is a combination of Visual Basic 6.0 as the programming language and MS Access

as the Database Management Systems were used in the development the overall functionality of the BAMS

enables the users to enter data, change and manipulate the data, get information, and store the data and the

information. The study is guided with the Input-Process-Output (IPO) model to design and develop a

customized BAMS that enables the users to enter data, process data, produce information, and store them in a

database with user-friendly interface between the users and the system. The also used Visual Basic 6.0

Enterprise Edition programming language as the tool in developing the user interface (front-end) of the system.

Likewise, the researcher used Microsoft Access database management system (DBMS) as the tool in developing

the database (back-end) of the system. The disadvantage of this is that the costs of biometric devices are

comparatively higher than other traditional security devices. The costs of biometric software, devices,

programmers, server and other relative equipment combined is a large amount of money.

Piyush et al. (2016) in studying the “IoT Based Biometric Attendance System”, it was revealed that there was a

system that records the attendance making use of biometric scanners and stores them securely over cloud in

the form of Google Spreadsheet can help resolve issues. The system consists of a fingerprint scanner which is

used for ascertaining a student’s identity. Google Spreadsheet Google Sheets is a web based application that

allows creating, updating and modifying spreadsheets and share data live online. The cost involved in making

this system is quite less, when compared to conventional biometric attendance system. The use of cloud

computing to store the attendance records makes all the data easy to access and retrieve as end when required

by the teachers. The use of fingerprint scanner ensures the reliability of the attendance record. The system, due

to its lack of complexity, proves to be easy to use and user friendly. The disadvantage is that some people aren’t

fortunate enough to be able to participate in the enrollment process. They might have lost or damaged body

parts such as fingers or eyes. In this type of case, a fingerprint recognition device to recognize would be





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embarrassing and simply offensive. These types of people will surely pass a hard time to come up with others in

the system.

1.7 Systems Process

A comprehensive appraisal revealed that numerous approaches can be combined and deployed for the

development of an improved facial recognition system which include a knowledge-based method for facial

recognition and detection and eigenface techniques because they are reliable and can be applied for the

development. Figure below shows the facial image recognition system proposed.

Figure 1: System Processes

1.8 Advantage of this System

Its Improves Security: This system boosts organizations’ security making all facilities within the premises

protected with the ability to monitor all members of staff and visitor. The system can spot and trigger and an

alert to the management and systems administrator of security breaches and the presence of unauthorized

persons.

Easy Integration: It is much easier to integrate the system with existing organization’s computer systems

architectures and easily configured to work with software programs already in use by the organization.

High Accuracy: With a 3D facial recognition and infra-red technology the tracking and processing and

identification speed is high with greater accuracy and precision.

1.9 Systems Algorithm

STEP 1: Display Attendance Interface

STEP 2: Enable digital camera on Attendance Screen

STEP 3: Capture Employee face

STEP 4: Process Captured image using Principal Component Analysis (PCA)

IF image is present in Database THEN

Take Attendance and update employee record

ELSE

Display error message (face not recognized)

Disable digital camera and Return to Main screen

ENDIF

STEP 5: Return

INPUT

-Image Acquisition

FACE DETECTION

-Face Verification

FACE

RECOGNITION

-Classification

_Image Processing

OUTPUT

-Emp Name:

-Emp No: -Emp Dept:

-Emp Time-In:

-Emp Time-Out:

-Classification





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1.10 Systems Flowchart

Figure 2. System Flowchart

II. METHODOLOGY

The methodology used in the proposed system is object oriented technique with inheritance as one of its

feature. The system uses the eigenface approach for face recognition. The method analyzes and computes

eigenfaces which are faces composed of eigenvectors. The method also compares the eigenfaces to identify the

presence of a person’s (face) and its identity. The method involves the following steps: As a first step the system

should be initialized with a set of training faces. Next, when a face is detected the eigenface is calculated for that

face.

2.1 Reason For Using The Rap Application Development.

We decided to go with Rapid Application Development (RAD), because of the following benefits:

Better Quality: With user interacting with the system as it evolves, the functionality of the RAD project can

outperform the functions of projects developed with the waterfall model. The system or software project here

developed can be more adaptable and focuses more of handling critical business concerns to the user more

than technical issues that are developer centered.

Risk Control: Risk mitigation is one critical advantage of deploying the RAD methodology as it identifies the

risk factor in the proposed project and make adequate adjustment based on empirical evidence available from

the inception of the project.

Meeting Deadline: In the RAD methodology there greater chance of meeting deadline and working with

budget in project delivery. This is achieved by developing the components of the projects incrementally

reducing the tendency of unit failure that impeded the waterfall model. In the RAD methodology information

that can cause defects in the system can be spotted and addressed on the go and not after the project has being

fully deployed unlike the waterfall model where issues are most discovered way along the line when the project

is already deployed and in use causing loss of man-hour to organization due to the failure of the system.





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2.2 Implementation Process

This is the process of implementing the program to make it work and the choice of programming language

used. It also specifies the hardware and software requirements that propel the integration and the smooth

running of the system. It enable users to continue to participate and can still suggest changes or improvements

as actual screens or reports are developed. Its tasks are programming and application development, coding,

unit-integration and testing.

2.3 System Requirements

The following are the hardware, software, Functional and Non Functional Requirements for effective

functioning of the E-Attendance system.

Hardware Requirement: The effective implementation of this research work requires the following hardware:

1. Processor Name: Dual Core or its equivalent

2. Processor Speed: 1.40 GHz

3. A memory (RAM) size: 2GB or its equivalent

4. Hard Disk Capacity: 500 GB or its equivalent

5. Display Device: 17” and above

6. Keyboard Type PS2 or USB

7. Mouse Type PS2 or USB

Software requirement: The following software is needed for adequate implementation of the proposed

system:

1. Language Used: VB.Net

2. Operating System: Windows 7 or Higher

Functional Requirements: The functional requirements of the system explain the features of the proposed

system. It describes what the proposed system is capable of doing. They include:

I. To Generate accurate time of labour for employee

II. Provide Reel-Time Information

III. Reduce Administrative down time, etc.

Non-Functional Requirements: Non-functional requirements of a system refer to the behavioral properties a

system must have. It describes or specifies how the system should behave. Therefore, the non-functional

requirements of the proposed system are as follows:

i. Operational – The proposed system will be ready for use at any point in time.

ii. Performance – The system will have an optimal performance and response time i.e. it will perform at

its peak.

iii. Durability – The system will be able to stand the test of time.

iv. Availability – The system will be 99% available for use at any point in time.

v. Serviceability – The system will be upgradable at any point in time.

vi. Integrity – The system data will be accurate and consistent throughout the systems life cycle.

III. SYSTEM TESTING

This includes Integration and Testing of all the units developed in the implementation phase, that they are

properly integrated into a system after the testing of each unit. Post integration the entire system is tested for

any faults and failures and they are;

Output Testing; Unit testing is the testing of individual hardware or software units or group of related units.

Thorough testing has gone into the project to ensure there are no lapses in the capturing of information.

Various features such as: attendance marking, enrollment, adding and pay slip generation. This is done to

ensure that each feature is performing correctly and working in real-time. Testing was also done to ensure that

both functional and non-functional requirements are all met.





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Integration Testing; Integration testing is when all software components are combined and tested to check

the level of interactivity between them. This testing determines that the applications involved are all

functioning well with each other. This testing includes interface testing and usability testing.

The user uses the bottom-up approach where testing was done on lower levels before higher level components.

User Acceptance Testing; There are some issues which come up in the client environment. To fix those issues

patches are released. Also to enhance the product some better versions are released. User Acceptance Testing is

done to deliver these changes in the different environment.

3.2 Program Documentation

The system was implemented with VB.Net as front end program with MSSQL Server database as the back end

database management system software respectively. Through the Microsoft Visual Studio IDE, the graphic user

interface GUI was designed. With this, the user has access to the database in terms of issuing queries and

retrieving information.

3.3 Activating System

Here, an administrator logs in, and is being authenticated. The administrator can update records; generate

reports on attendance. The can add a new user (Employee and Admin) and can choose to repeat all these

processes. On completion, the Admin logs out of the system and the processes are as follows:

System Module/Interface. The system consist of the following Menu and Sub Menu

Transaction

1. Take Employee Passport

2. Add New Employee

3. Create Payroll

4. Log out

5. Exit

View

1. Employee Information

2. Employee Daily Track Record (DTR)

3. Pay slip

Maintenance

1. Create User Log In (An Administrator)

2. Backup Data

3. Restore Data

Help

1. About

3.4 Demo Format

The process begins starting with the following below:





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Figure 3. Users Login Page

User Login: On launching the application, the login form is displayed. This form grants access to the

administrator to enable use of the system. It includes a place holder for username and for password. A prompt

also for incorrect username or password is in place.

Figure 4. Users Interface Page

User Interface: After the login is successful, the User Interface is shown. Here the administrator has access to

all system functionalities such as Transaction, View, Maintenance and the Help Menu.





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Figure 5. Transaction Sub Menu Page

Transaction Menu: It includes; Take Employees Passport, Register New Employee, Create Payroll, Log Out and

Exit as sub menu.

Figure 6. Take Employee Passport

Take Employee Passport: This is the transactions sub menu where initial capture is taken and stored in a

folder for future usage.





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Figure 7. Entry of New Employees Page

New Employee Entry: This is the transactions sub menu that takes employees data.

Figure 8. Generate Payroll Screen

Create Payroll Screen: This is the transactions sub menu that generates Payroll based on the hours of

attendance captured in the data base.





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Figure 9. View Menu Page

View Menu: It includes Employee Information, Employee Daily Time Record (DTR) and Generating Pay slip as

its sub Menu.

Figure 10. Employee Info Page

Employee Info Section: This is a sub menu of the view module that gives information of all employees and

codes for official usage.





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Figure 11. Format of the Daily Time Record (DTR) page

Daily Time Record (DTR): This is a sub menu of the view module that gives information of all employees time

tracks and record for pay slip processes.

Figure 12. Maintenance Menu

Maintenance Menu: It includes Create User Login, Back Up data and Restore Data.





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Figure 13. System Admin Users

System Admin Users: This is a sub menu of the maintenance menu that allows admin to create and give admin

rights to users depending on their job descriptions.

Figure 14: Backup and Restore Data Screen

Backup and Restore Data: This is a sub menu on the maintenance sections that allows admin to do data

backups and restores in times of failure or crash.

IV. RESULTS AND DISCUSSION 4.1 System Analysis Table

S/N Features Performance Result Advantage

1 -Eigenfaces, (=12km:13sec) This algorithm has the lower

impact of light exposure and

This gives a reliable,

accuracy and -Fisherfaces, (11km:30sec)





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-Haar Classification (9km:41sec)

zero noise level.

appropriate

implementation in the

class attendance

recording system at all

times.

2

-color based

detection and (PCA)

for face detection for

feature extraction

6km:27sec

This attendance system

shows the use of facial

recognition techniques for

the purpose of attendance

and records.

It saves time and effort,

especially if the volume

of staff is high

3

-PCA for feature

extraction

-Daytime:

12km:13sec,

Night 8km:19sec

-Result is accepted without

limitations

-States attendance is

recorded if the result is

matched during the

matching notifications at any

time

Save time, Speed is high

if the Traffic is high. -Euclidian distance

for matching faces

and for resizing

-Daytime 2km:

33sec, Night time:

km:51sec

4 -PCA algorithm for

face recognition 46sc

-Image must be recognized

on both of the images for

authentication of attendance.

Save time and effort

5

-PCA/LDA/ LBPH (76.6)%

-PCA out performs other

algorithms with better and

high recognition rate and

low false positive rate.

It saves the time and

also helps to monitor

the staffs.

-Distance Classifier (71.5)%

-PCA+SVM (65.8)%

-LDA + Distance

Classifier

(84.5)%,

-LDA+Image

Classifier (65.7)%

Figure 15. Summary of Results in Percentage and parameters

0

20

40

60

80

100

120

Series1





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Figure 16. Summary of Results in parameters

V. CONCLUSION

The state-of-the-art report of Standard Electronic Attendance System with Facial Recognition was studied with

the essential benefit of E-attendance highlighted. We went further by investigating how face recognition can

solve the disturbing challenges of manual attendance systems. Based on the knowledge derived from this

paper, it was concluded that implementing an E-attendance system in Companies and Organization will not

only eliminate the challenges that are faced by Human Resources but also provide a rich, effective, and more

flexible environment that will have a positive effect on attendance.

E-attendance systems are more efficient than any other attendance systems as it prevents employees and

employer from a lot of mistakes like falsifying entries, improper capturing etc.

It can be concluded from the above discussion that a reliable, secure, fast and an efficient system has been

developed replacing a manual and unreliable system. This system can be implemented for better results

regarding the management of attendance and leaves. This system will save time, reduce the amount of work the

administration has to do and will replace the stationery material with electronic apparatus. Hence a system

with expected results has been developed.

VI. FUTURE SCOPE

The paper is a blueprint for implementing a full functional Standard Electronic Attendance System with Facial

Recognition. After this blueprint, a thorough research should be carried out on this system, laying more

emphasis on the impact it has on attendance and how it has enhanced company’s employee-hour-output. The

impact that this system has on the business sector should be studied and compared to other attendance system.

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Eigenfaces,

Fisherfaces,

Haar Classification

Color based detection

PCA feature extraction

distance for matching

equalization, resizing images

Algorithm





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