Automated Guest Information Tracking System

Project and Seminar Material for Computer Science and Computer Engineering

Automated Guest Information Tracking System


Information technology is an essential tool to guest tracking. The purpose of this study is to design software that will serve as an electronic register to keep record of daily guest to the bank. The software was developed by using structural system analysis and design methodology (SSADM). It involves the analysis of the existing system and creation of data flow diagram for visualization of known problems and system description. The system model is developed and a comprehensive demand analysis is carried out. The application of SSADM in this research work helped in the proper analysis of existing system which was made possible through the thorough investigation and analysis of current students registration process. Hence, the software developed in this project work will be beneficial to the management of the bank in so many ways. The results of the study coupled with the relative observation in similar organizations in this country have shown an indication that guest information management, as oxygen is to human lungs, is a function that cannot be under-estimated and over ruled in any organization.

Chapter One


Background of Study

Information technology is an essential tool to guest tracking. The faster and more effectively it works, the safer our business management is.

Information system (IS) refers to a system that comprises of persons, data records and activities that process data and information in an organization, and it includes the organization‟s manual and automated processes. In a narrow sense, the term information system refers to the specific application software that is used to store data records in a computer system and automates some of the information-processing activities of the organization.

The term information technology has ballooned to encompass many aspects of computing and technology, and the term has become very recognizable. The information technology umbrella can be quite large, covering many fields. IT professionals perform a variety of duties that range from installing applications to designing complex computer networks and information database.

Since the first wave of computerization in the 1970‟s, the implementation of information technology within policing has been questioned and often met with resistance. The development of an information technology strategy must be viewed in the context of increasing expectations and pressure for reform within organizations.

The business environment in which banks operate is changing; increased demands for efficiency has led to information technology being recognized as a valuable and innovative addition to guest tracking system.
Over the last decade, computer and telecommunication technologies have developed at an extraordinary rate. Increased computer power, advances in data transmission, attractive and user-friendly graphic interfaces present bank with unprecedented capacity to collect, store, analyze and share data with stakeholders inside and outside of bank.

Historically, the innovation of information systems has served as the catalyst for dramatic changes in the organization work and has presented both opportunities and challenges to operators.

Some banks have made tremendous efforts in creating databases for guest information system for security purposes.

Statement of Problem

Keeping record of visitors in a bank has been a big task for the management. Often the identity of the guest is forgotten as soon as he/she leaves the bank. This is a big security risk as there is need to maintain an automated record of daily visitors to the bank in case security issues arise.

Purpose of Study

The purpose of this study is to design software that will serve as an electronic register to keep record of daily guest to the bank. The software will maintain a centralized database system for the purpose of information sharing.

Significance of the Study

The software developed will be beneficial to the bank management in so many ways:

  1. Maintain a centralized database for Guest records
  2. Retrieve previous information on guest from the system easily using serial query language
  3. Have a good surveillance on the guest information for security purposes
  4. Know the number of guest they receive on daily basis
  5. Track the frequency of a guest visitation to the bank

Objective of Study

The purpose of this research work is to develop a system that should be able to achieve the following:

  1. To provide an electronic register to keep record of guest visit to the bank
  2. To produce a system where information and output report will be produced much faster, more accurately and more detailed.
  3. Keeping record of total number of guest coming to the bank on daily basis.
  4. Keep track of old guest in case of any security breach.
  5. Provide password to prevent unauthorized users from accessing and manipulating information.

Scope of the Study

This research project covers only records on the banks managers guest and some other management staff, as it will be difficult to maintain guest record on every staff of the bank.

Constrains and Limitation

Due to time constraint and limited resources, the use of biometric could not be incorporated into the work for authentic identification of guest.

Defintion of Terms

Arrival File:

This is master file consisting of the guest name, companies name and address, state, country, nationality, profession etc. which also include the mode of payment to be used by the guest.


This is the collection of related data/information


This guest are used in the contest of the work refers to individual, companies or corporate bodies that visited the bank


This is the logically written instruction that control the hardware.

Chapter Five


Summary, Conclusion and Recommendation


In this project work, the researcher presents how guest information can be managed in an organization. However, the researcher also identified various difficulties confronting an organization in realizing its target, aims and objectives as well as making suggestions and recommendations to the management in order to improve it system generally.

Once again, the writer has examined the concept of guest information management and feels that it would be of useful purpose to the readers, managers of companies as well as administrative practitioners. Hence, guest tracking information system software was developed to assist managers keep track of guest‟s record.


The role of guest tracking information management has become an integral part of an establishment set up in Nigerian society that intended to keep good relationship between the organization and her clients. The results of this study coupled with the relative observation in similar organizations in this country have shown an indication that guest information management, as oxygen is to human lungs, is a function that cannot be under-estimated and over ruled in any organization where efficiency of operation is a matter of consideration. The workforce or manpower resource of an organization is the most valuable asset and as such, this aspect of managerial role requires urgent and special attention.

Therefore, for an organization to run effectively, it must have adequate finance, utilize its resources effectively and also has to take care of its guest information in order that they could contribute their quotas towards achieving individual and organizational goals.


After a careful study of the computerization of guest tracking information and its various functions in an organization, the following recommendations should be taken into consideration.

If people consider the various problems of guest information management the wastages of organization human and material resources should be kept to a practical minimum level. This is because we cannot do without guest information management in any organization. Hence the need for the implementation of the guest tracking software developed in this project work.

Also the public relation department should be competent to advice on the best and most modern techniques, technologies and practices to provide a professional support and monitoring services in the area of this study.

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