Visa Application Analytics System

A PROJECT REPORT

Submitted by

Kushwaha Vedanshsingh

210450131067

In partial fulfillment for the award of the degree of

BACHELOR OF ENGINEERING

in

Computer Science & Engineering

Shri S’ad Vidya Mandal Institute of Technology

Gujarat Technological University

March-2025
 Shri S’ad Vidya Mandal Institute of Technology

CERTIFICATE

This is to certify that the project report submitted along with the project entitled

Visa Application Analytics System has been carried out by Kushwaha

Vedanshsingh under my guidance in partial fulfillment for the degree of Bachelor

of Engineering in Computer Science & Engineering, 8th Semester of Shri S’ad Vidya

Mandal Institute of Technology during the AY 2024-25.

Prof. Alpa Valand Dr. Ashish D. Patel

Internal Guide Head of the Department

Completion Certificate:
Offer Letter:
 Shri S’ad Vidya Mandal Institute of Technology

DECLARATION

We hereby declare that the Internship / Project report submitted along with the

Internship entitled Visa Application Analytics System submitted in partial

fulfillment for the degree of Bachelor of Engineering in Computer Science &

Engineering Shri S’ad Vidya Mandal Instiute of Technology, Bharuch, is a bonafide

record of original project work carried out by me at V-Ex Tech Solutions under the

supervision of Mr. Veer Agraval/ Prof. Alpa S. Valand and that no part of this

report has been directly copied from any students’ reports or taken from any other

source, without providing due reference.

Name of Student Sign of Student

Kushwaha Vedanshsingh

i
 ACKNOWLEDGEMENT

Behind any major work undertaken by our group there lies the contribution of the

people who helped us to cross all the hurdles to achieve our goal. It gives us the

immense pleasure to express our sense of sincere gratitude towards our respected

guide Prof. Alpa S. Valand for her persistent, outstanding, invaluable co-operation

and guidance. It is our achievement to be guided under her. She is a constant source

of encouragement and momentum that any intricacy becomes simple. We gained a

lot of invaluable guidance and prompt suggestions from her during entire project

work. We will be indebted of her forever and we take pride to work under her. We

feel very privileged to have had their precious advices, guidance, and leadership. If I

have overlooked some names, I must thank all those, who’s direct or indirect care

and love have helped me for carrying this research work.

ii
 ABSTRACT

This report outlines my experience as a Data Analytics Intern. The internship

provided me with the opportunity to work on real-world data-driven projects and
gain hands-on experience in data analysis, visualization, and dashboard
development. As a Data Analytics Intern, I was tasked with designing and
developing a comprehensive Visa Application Analytics System aimed at providing
actionable insights for stakeholders. The report covers the project's objectives,
development process, and technologies used, including Python, SQL, Power BI, and
Excel. The primary goal of the project was to analyse visa application data to
identify trends, patterns, and potential bottlenecks in the approval process. Key
features of the dashboard included data filtering capabilities, interactive
visualizations, and metrics for tracking application statuses, processing times, and
approval rates. The Visa Application Analytics System was designed with a user-
centric approach, ensuring stakeholders could easily interpret insights and make
data-driven decisions. This project demonstrated how analytics can streamline
processes and optimize operational efficiency. Overall, the internship provided a
valuable learning experience, enhancing my technical skills, problem-solving
abilities, and understanding of data analytics' role in decision-making across
industries.

iii
 List of Figures
Figure No Figure Name Page No
Figure 5.1 System Architecture 18
Diagram
Figure 5.2 ER Diagram 19
Figure 5.3 DFD - Level 0 (Context 21
Diagram)
Figure 5.4 DFD - Level 1 (Detailed 22
Process Flow)
Figure 5.5 Use Case Diagram 23
Figure 6.1 Website Home Page 25
Figure 6.2 Admin Login Panel 26
Figure 6.3 Admin Dashboard 26
Figure 6.4 Contact Form 27
Figure 6.5 Contact Form Details 27
(Admin Panel)
Figure 6.6 Inquiry Form 28
Figure 6.7 Inquiry Form Details 28
(Admin Panel)
Figure 6.8 Newsletter 29
Figure 6.9 Newsletter Details (Admin 29
Panel)
Figure 6.10 Registration 30
Figure 6.11 Registration Users (Admin 30
Panel)
Figure 6.12 Chat Support (User Side) 31
Figure 6.13 Chat Support (Admin Side) 31
Figure 6.14 Payment Gateway 32
(Razorpay)
Figure 6.15 Visa Application 32
Dashboard (PowerBI)
Figure 6.16 Visa Payment Dashboard 33
(PowerBI)
Figure 6.17 Visa Eligibility Tool 33
Figure 6.18 Visa Insights 34
Figure 6.19 USA Visa Insights 34
Figure 6.20 Email Functionality 35

List of Tables

Table No Table Name Page No

Table 7.1 Result Analysis 38

iv
 Abbreviations
ISO International Organization for Standardization
SEO Search Engine Optimization
CMS Content Management System
PHP Hypertext Preprocessor
API Application Programming Interface
SQL Structured Query Language
ETL Extract, Transform, and Load
KPI Key Performance Indicator
EDA Electronic Design Automation
ML Machine Learning
RBAC Role-Based Access Control
ER Entity-Relationship
PK Primary Key
CSV Comma Separated Values
PDF Portable Document Format
DFD Data Flow Diagram
HTTP
Hypertext Transfer Protocol Secure
S
MFA Multi-Factor Authentication
JWT JSON Web Token
SMTP Simple Mail Transfer Protocol
UI User Interface
IDE Integrated Development Environment
ROI Return On Investment
AI Artificial Intelligence
OCR Optical Character Recognition
NLP Natural Language Processing

v
 Table of Contents

Sr. No. PARTICULARS Page No

Declaration i
Acknowledgement ii
Abstract iii
List of Figures iv
List of Tables v
List of Abbreviations vi

CHAPTER-1 OVERVIEW OF THE COMPANY

1.1 History 1
1.2 Scope of Work 1
1.3 Contact 2

OVERVIEW OF DIFFERENT
CHATER-2
DEPARTMENT IN COMPANY

2.1 Python Programming 3

2.2 Web Designing and Development 3
2.3 PHP Laravel 4
2.4 React JS and Node JS 4
2.5 Full Stack Developers 5

CHAPTER-3 INTRODUCTION TO PROJECT

3.1 Internship Summary 6
3.2 Purpose 6
3.3 Objective 7
3.4 Scope 7
3.5 Technology 8
3.6 Internship Planning 9
Internship Development Approach
3.6.1 9
And Justification
3.6.2 Internship Effort And Time 9

CHAPTER-4 SYSTEM ANALYSIS

4.1 Study of current system 10
Problem and weaknesses of current
4.2 11
system
4.3 Requirement of new system 12
4.4 System Feasibility 12
Does the system contribute to the overall
4.4.1 12
objectives of the organization?
Can the system be implemented using the
4.4.2 current technology and within the given 13
cost and schedule constraints.
 Can the system be integrated with other
4.4.3 13
systems which are already in place?
4.5 13
Proposed System
4.6 Features of Proposed System 16
4.7 List of Main Modules 16

CHAPTER-5 SYSTEM DESIGN

5.1 System Design & Methodology 18
Database Design & Data Structure
5.2 19
Design
5.3 Input / Output & Interface Design 20
5.3.1 Input Design 20
5.3.2 Output & Report Design 20
5.4 Data Flow & Process Design 20
5.4.1 DFD - Level 0 (Context Diagram) 20
DFD - Level 1 (Process Flow
5.4.2 21
Breakdown)
5.5 Use Case Diagram 23
5.6 Security & Access Control 23
5.6.1 Role-Based Access Control (RBAC) 23
5.6.2 Security Mechanisms 24
5.7 Integration With External Systems 24

CHAPTER-6 PROJECT SCREENSHOTS

CHAPTER-7 IMPLEMENTATION
7.1 Implementation Platform / Environment 36
Process / Program / Technology /
7.2 Modules 36
Specification(S)
7.3 Findings / Results / Outcomes 38
Result Analysis / Comparison /
7.4 38
Deliberations

CHAPTER-8 CONCLUSION AND DISCUSSION

8.1 Overall Analysis Of Internship Viabilities 40
Problems Encountered And Possible
8.2 40
Solutions
8.3 Summary Of Internship / Project Work 41
8.4 Limitations And Future Enhancements 41
8.5 References 42
 CHAPTER 1
OVERVIEW OF COMPANY

1.1 HISTORY

V-Ex Tech is an ISO Certified software consulting & service Company. V-Ex tech is Having
Strong Experience of 16+ Years in designing software & create dynamic web pages, creating
admin penal with back-end.

It is a part of V-Ex Tech, which is in existence since 2001. It is having Software Company in
Vadodara (Gujarat).

They have Specialties on Time Punctuality, Easy to Use, Best Management, Good Concept, Web
Development, Front-End / Back-End and Full Stack and Data Analytics.

V-Ex Tech is delivering software solutions across industry verticals like banking, finance,
spanning from large Multinational Corporation to small, medium & large enter- prices located in
USA, Canada, UK, Europe, Africa, and Australia.

1.2 SCOPE OF WORK

They provide reasonably priced services for web development, ecommerce website design,
website makeover, SEO, email marketing, and data analysis. Their goal is to create a website that
is usable in a variety of settings, professional, creative, and user- friendly.

They are here to assist you in getting a high-quality, inexpensive website that is simple to update.
With their easy-to-use online content management system (CMS), clients can manage their own
web updates from anywhere in the world, even without any prior knowledge of website design. In
addition to web development, they offer data analysis services, providing insights from your
website's traffic and user behavior. By leveraging data analysis, they help you understand your
audience, optimize your content, and improve user experience to drive business growth.
1.3 CONTACT

Website: https://v-extechsolution.in/

Email: [email protected]

Address: 301, Third Floor, Dhun Complex Complex, Above Riya Bridal Studio, Nizampura,
Vadodara, Gujarat 390002
 CHAPTER 2
OVERVIEW OF DIFFERENT DEPARTMENT IN COMPANY

2.1 PYTHON PROGRAMMING

V-Ex Tech Solutions is a software development company that provides Python programming
services to clients worldwide. The company has a team of experienced Python developers who
specialize in building high-quality, scalable, and robust software solutions.

V-Ex Tech Solutions offers a range of Python programming services, including: Web
Development, Data Science, Automation, Custom Software Development, Support and
Maintenance.

V-Ex Tech Solutions has a proven track record of delivering high-quality Python-based solutions
to clients in various industries, including finance, healthcare, education, and e-commerce. Their
team of Python developers is skilled in the latest technologies and frameworks, ensuring that
clients receive solutions that are up-to-date and efficient.

2.2 WEB DESIGNING AND DEVELOPMENT

V-Ex Tech Solutions is a web design and development service provider, offering a range of
services to help businesses establish their online presence. With a team of skilled designers,
developers, and digital marketers, the company provides customized solutions to meet the unique
needs of each client.

The company's web development services include front-end and back-end development, e-
commerce development, and CMS development. They have experience working with a variety of
content management systems, such as WordPress, Drupal, and Magento, and can create custom
solutions to meet the unique needs of each client.
Overall, the company is a reliable and experienced web design and development service provider,
offering a range of services to help businesses establish a strong online presence and achieve their
digital marketing goals.

2.3 PHP LARAVEL

V-Ex Tech Solutions is a leading software development company that specializes in providing
PHP Laravel services to clients around the world. With a team of experienced developers,
designers, and project managers, V-Ex Tech Solutions is committed to delivering high-quality,
cost-effective solutions that meet the unique needs of each client.

V-Ex Tech Solutions offers a wide range of PHP Laravel services, including custom web
application development, e-commerce development, CMS development, and API development.
They use the latest technologies and best practices to create scalable and secure solutions that are
tailored to each client's specific requirements.

Overall, V-Ex Tech Solutions is a reliable and experienced provider of PHP Laravel services that
delivers high-quality, cost-effective solutions to clients around the world. Their expertise with
PHP Laravel and other related technologies, combined with their commitment to customer
satisfaction, makes them a trusted partner for any organization looking to develop a custom web
application or e-commerce solution.

2.4 REACT JS AND NODE JS

V-Ex Tech Solutions is a company that provides ReactJS and NodeJS services is likely a web
development company that specializes in building web applications using these technologies.
ReactJS is a JavaScript library that is used for building user interfaces, while NodeJS is a runtime
environment for executing JavaScript code outside of a web browser.
Overall, V-Ex Tech Solutions may have a team of experienced developers who work closely with
clients to understand their requirements and deliver high-quality projects on time and within
budget.

2.5 FULL STACK DEVELOPERS

V-EX Tech Solution is a leading provider of full stack developer services, offering clients end-to-
end development solutions for web and mobile applications. The company is headquartered in
Vadodara, with a team of experienced developers and designers who specialize in building custom
applications using the latest technologies and frameworks.

The company offers a wide range of full stack development services, including front- end
development, backend development, database design, API development, and quality assurance.
Their team of full stack developers are experienced in a range of programming languages such as
JavaScript, Python, Ruby on Rails, and more.

Overall, V-EX Tech Solution is a reliable and experienced provider of full stack developer
services, offering clients end-to-end solutions for web and mobile application development. Their
team of developers are skilled in a range of programming languages and frameworks, and are
dedicated to delivering high-quality, scalable, and secure applications that meet the needs of their
clients.
 CHAPTER 3
INTRODUCTION TO PROJECT

3.1 INTERNSHIP SUMMARY

During my Data Analytics Internship, my primary responsibility was to work on analyzing and
visualizing large datasets to provide insights for decision-making. Throughout the internship, I
gained hands-on experience with various tools and technologies, including Python, SQL, Power
BI, and Excel.

I worked on projects that involved data cleaning, exploration, and analysis. Using Python, I
applied statistical methods to identify trends and patterns in the data.

I also developed interactive dashboards in Power BI to visualize key metrics and insights. In
addition, I utilized SQL to query databases, perform data transformations, and generate reports.

The projects aimed to provide actionable insights that could optimize processes and help
stakeholders make data-driven decisions.

3.2 PURPOSE

To provide you with practical experience in analyzing and interpreting data to derive meaningful
insights using modern analytics tools and technologies.

To help you gain proficiency in data analysis techniques and tools such as Python, SQL, Power
BI, and Excel, which are essential and in-demand skills in the data analytics industry.

To help you understand how to clean, explore, and visualize data effectively, enabling data-driven
decision-making.

To develop a strong understanding of data analytics best practices, including data visualization,
statistical analysis, and reporting.
3.3 OBJECTIVE

To gain experience in data analysis, including programming languages such as Python and SQL,
and learn how to work with data visualization tools like Power BI.

To gain practical experience in analyzing large datasets, cleaning and transforming data, and
creating interactive dashboards and reports for stakeholders.

To learn about emerging trends and best practices in data analytics, including machine learning,
predictive modeling, and the use of new tools and technologies for data analysis.

3.4 SCOPE

Learning and applying data analysis techniques, including data cleaning, exploration, and
visualization.

Working on real-world data analysis projects and gaining hands-on experience with data-driven
decision-making.

Collaborating with cross-functional teams to analyze data and provide actionable insights.

Improving problem-solving, analytical, and communication skills through data- driven projects.

Building a portfolio of data analysis projects, including dashboards, reports, and predictive
models.
3.5 TECHNOLOGY

 Data Analysis Tools: Python, SQL, Excel, Power BI

 Data Visualization: Power BI, Tableau, Matplotlib, Seaborn

 Programming Languages: Python, SQL

 Data Storage: MySQL, MongoDB, SQL Server

 Tools for Data Processing: Pandas, NumPy

 Data Transformation: ETL processes, data cleaning techniques

 Reporting Tools: Power BI, Excel

 Power BI - For creating interactive dashboards and visualizing key metrics.

 Python - For data manipulation, statistical analysis, and machine learning tasks.

 SQL - For querying and managing databases, performing complex joins, and aggregations.

 Excel - For data cleaning, analysis, and creating pivot tables and charts.
 3.6 INTERNSHIP PLANNING

3.6.1 INTERNSHIP DEVELOPMENT APPROACH AND JUSTIFICATION

Before starting the internship, it’s important for interns to have a basic understanding of the relevant
tools and techniques, such as Python, SQL, Excel, and Power BI for Data Analytics.

A successful internship requires effort from both the intern and the supervisors. Clear guidance,
regular feedback, and mentorship are key to ensuring a meaningful experience.

Interns should take responsibility when challenges arise, proactively offering solutions to demonstrate
leadership. Supervisors should support interns in improving their skills and contributing to
projects, ensuring the internship is both productive and valuable for both parties.

3.6.2 INTERNSHIP EFFORT AND TIME

During my internship, I gained hands-on experience working on live projects and learned how to
handle hectic situations.

I maintained professionalism at all times, understanding the importance of being punctual, ethical, and
responsible.

I built respectful and cooperative relationships with my mentors and fellow interns, fostering a
positive work environment.

Over the course of my 13-week Data Analytics internship, I developed valuable technical skills,
improved my problem-solving abilities, and contributed effectively to the team.
 CHAPTER 4
SYSTEM ANALYSIS

4.1 STUDY OF CURRENT SYSTEM

The current system for managing visa applications primarily relies on manual data entry and
traditional reporting methods. It handles application data through spreadsheets and static forms,
which are not integrated or optimized for analysis. The purpose of the system is to process and
track visa applications, but it lacks the necessary tools for real-time analysis and reporting.

Functionalities:
The main functionalities of the current system include:
 Data Entry: Visa applicants manually input personal information and visa details.
 Application Tracking: The system provides a basic tracking mechanism, but it lacks in-
depth analytics or real-time monitoring.
 Reporting: Basic reports can be generated, but they are static and lack interactivity or detailed
insights.
 Data Storage: Application data is stored in isolated systems, requiring manual effort for
integration and analysis.

User Roles:
 Applicants: Input their information and track application status.
 Administrators: Review applications, approve or reject them, and generate reports.
 Decision Makers: Use data to analyze trends, predict approval times, and allocate resources.

Performance:

The system's performance is slow due to manual processing and outdated tools. Data processing times
are long, and there is no real-time access to metrics, leading to inefficiencies and delays.
Mobile Responsiveness:

The system lacks mobile responsiveness. Decision-makers and applicants may face challenges
accessing and updating information on mobile devices.

4.2 PROBLEMS AND WEAKNESSES OF CURRENT SYSTEM

1. Manual Data Handling: The current system involves manual data entry and updates, leading
to human errors and delays in processing information.

2. Lack of Real-Time Insights: With static reports and no real-time data analytics tools, the
ability to quickly identify trends and bottlenecks in the visa application process is limited.

3. Inefficiency in Decision-Making: Without an interactive dashboard or data visualization

tools, decision-makers face challenges in making data-driven decisions regarding application
approvals and resource allocation.

4. Data Silos: Data from different departments and sources are not integrated, resulting in
incomplete or fragmented views of the application process.

5. Limited Reporting Capabilities: The existing system lacks advanced reporting features, such
as customizable metrics or detailed breakdowns of application statistics, which are crucial for
tracking performance and identifying areas of improvement.

6. Time-Consuming Manual Analysis: Due to the absence of automation in data analysis,

significant time and effort are spent on manually analyzing data and generating reports.
 4.3 REQUIREMENTS OF NEW SYSTEM

1. User-FriendlyDashboard: Intuitive interface with interactive

visualizations like graphs, charts, and KPIs for better insights.

2. Real-Time Analysis: Live updates of visa application statuses, processing times, and trends.

3. Advanced Filters: Robust filtering options by visa type, country, status, and processing time
for easy data exploration.

4. Custom Reports: Generate, export, and schedule personalized reports with relevant insights.

5. Predictive Analysis: Use machine learning to forecast approval times and identify potential
delays.

6. Security & Scalability: Ensure data protection with role-based access and scale the system to
handle increasing data volumes.

4.4 SYSTEM FEASIBILITY

4.4.1 DOES THE SYSTEM CONTRIBUTE TO THE OVERALL

OBJECTIVES OF THE ORGANIZATION?

Yes, the Visa Application Analytics Dashboard aligns with the organization’s goals by improving
decision-making, providing actionable insights, and streamlining the visa application process. It
helps optimize processing times, reduce delays, and identify trends, directly enhancing efficiency
and stakeholder satisfaction.
4.4.2 CAN THE SYSTEM BE IMPLEMENTED USING THE CURRENT
TECHNOLOGY AND WITHIN THE GIVEN COST AND SCHEDULE
CONSTRAINTS?

Yes, the system can be implemented using current technologies such as Python, Power BI, SQL,
and Excel, which are cost-effective and readily available. The scope of the project ensures that
development remains within the allocated budget and timeline while achieving desired
functionalities.

4.4.3 CAN THE SYSTEM BE INTEGRATED WITH OTHER SYSTEMS

ALREADY IN PLACE?

Yes, the dashboard can integrate seamlessly with existing visa management systems and
databases, enabling smooth data flow and enhancing overall functionality. APIs and data
connectors ensure compatibility with other tools used by the organization.

4.5 PROPOSED SYSTEM

The new system focuses on analyzing visa application data to generate insights, identify trends,
and improve decision-making through an automated analytics dashboard. The following activities
outline the process:

1. Data Collection & Ingestion

 Sources: Visa applications, processing logs, user registrations, support tickets,

newsletter subscriptions, service form submissions, and payment transactions.
 Formats: Structured (SQL databases) and semi-structured (logs, feedback forms).
 Extraction: Automated scripts fetch data, including user growth trends, application volumes,
and payments.

2. Data Cleaning & Preprocessing

 Handling Missing Data: Statistical imputation.

 Transformation: Standardizing visa types and dates.
 Outlier Detection: Identifying anomalies in registrations, processing times, and sentiment.

3. Data Storage & Management

 Database: SQL Server for structured data.

 Data Warehousing: Historical records for trend analysis.

4. Data Analysis & Processing

 EDA: Trends in registrations, visa approvals, processing times, inquiries, and

payments.
 Statistical Analysis: Measuring average processing times and predicting delays.
 User Behavior: Tracking drop-off rates, payment success rates, and newsletter
engagement.
 Sentiment Analysis: Evaluating user feedback on application experiences.

5. Visualization & Dashboard Development

 Real-Time Insights (Cards):

a. Registrations
b. Inquiries Received
c. Subscribers to Newsletters
d. Service Form Submissions
e. Total Contacts
 Charts & Graphs:

a. Visa Applications by Type (Tourist, Student, Business, etc.).

b. Inquiries Received Per Month (Support tickets raised).
c. Inquiries by Country (Geographic distribution of queries).
d. Applications by Month and Visa Type (Trends in visa submissions).
e. Average Visa Approval Time by Visa Type (Processing time analysis).
f. Application Status Distribution (Approved, Rejected, Pending).

6. Predictive Analytics & Trend Forecasting

 ML Models: Predicting visa approval times, visa eligibility, and inquiry trends.
 Time Series: Forecasting seasonal spikes in applications, inquiries, and payments.
 Cluster Analysis: Identifying user behavior patterns.

7. Additional Features

 Automated Email System:

 Newsletter Emails: Sent to subscribers.

 Bulk Email with Attachments: Allows mass communication with users.

 Payment Gateway:

 Secure Online Transactions: Integrated for visa-related payments.

 Transaction Monitoring: Tracks payment success and failures.

 Chatbot for User Queries:

 Instant Assistance: Answers visa-related questions in real-time.

 Common Queries: Guides users on application procedures, document requirements, and
timelines.
 Support Escalation: Transfers unresolved queries to human support.
 Visa Eligibility Calculator:

 User Input-Based Evaluation: Determines eligibility based on criteria.

 Guidance for Next Steps: Suggests suitable visa types.

4.6 FEATURES OF PROPOSED SYSTEM

1. Data Management – Collecting, storing, and analyzing visa applications,

user registrations, and support inquiries.

2. Real-Time Insights & Dashboards – Displaying key metrics through cards and charts.

3. Predictive Analytics & Trend Forecasting – Using machine learning to

forecast visa approval times and seasonal trends.

4. User Interaction & Automation – Chatbot for queries, bulk email system for
newsletters, and a visa eligibility calculator.

5. Financial Transactions – Secure payment gateway integration for processing visa-

related payments.

4.7 LIST OF MAIN MODULES

1. Data Collection & Ingestion Module – Extracts data from SQL databases, APIs, user
registrations, visa applications, support tickets, payments, and newsletter subscriptions.

2. Visualization & Dashboard Module – Creates interactive Power BI dashboards with real-
time insights on visas, inquiries, registrations, payments, and application trends.
3. Predicti.ve Analytics & Trend Forecasting Module – Uses machine learning to predict visa
approval times, seasonal spikes in applications, and user engagement trends.

4. User Interaction & Engagement Module – Tracks user behavior, analyzes drop-off rates,
and includes a chatbot for instant query resolution.

5. Email & Notification Module – Supports newsletter subscriptions, bulk email sending with
attachments, and automated notifications for users.

6. Payment Processing Module – Manages online payments via an integrated payment gateway
and monitors transaction success rates.

7. Visa Eligibility Assessment Module – Helps users determine visa eligibility based on input
criteria.
 CHAPTER 5
SYSTEM DESIGN

5.1 SYSTEM DESIGN & METHODOLOGY

The Visa Application Analytics System is designed using a data-driven, modular, and scalable
approach to handle visa applications efficiently. It ensures real-time analytics, secure transactions,
and user-friendly interfaces for applicants, admins, and decision-makers.

The development methodology follows the Agile approach, ensuring iterative improvements based on
feedback.

Key Design Considerations:

 Three-Tier Architecture (Frontend, Backend, Database)
 Data-Driven Insights (Power BI, Predictive Analytics)
 Role-Based Access Control (RBAC) for security
 Integration with APIs (Payment Gateway, Email System)

Figure 5.1: System Architecture Diagram

5.2 DATABASE DESIGN & DATA STRUCTURE DESIGN

The system database follows Entity-Relationship (ER) modeling to optimize data retrieval and
ensure integrity.

Key Entities & Relationships:

 Users (user_id as PK) ⟶ Can submit multiple Visa Applications
 Visa Applications (application_id as PK) ⟶ May have multiple Payments
 Payments (transaction_id as PK) ⟶ Linked to a Visa Application
 Support Inquiries (inquiry_id as PK) ⟶ Raised by Users

Data Structure Considerations:

 SQL Server/MongoDB for optimized storage
 Indexing for fast query performance
 ETL Pipeline for efficient data transformation

Figure 5.2: ER Diagram

 5.3 INPUT / OUTPUT & INTERFACE DESIGN

5.3.1 INPUT DESIGN

User Inputs:

 Applicants: Fill visa application forms, upload documents, track status

 Admins: Approve/reject applications, generate reports

Input Validation:

 Mandatory field checks (e.g., passport number, email)

 Dropdown selections for visa types

5.3.2 OUTPUT & REPORT DESIGN

System Outputs:

 Application Status Reports (Approved, Pending, Rejected)

 Processing Time Analytics (Average processing days)

 User & Payment Reports

Sample Reports:

 Power BI Dashboards (Interactive Graphs)

 Exportable CSV/PDF Reports

5.4 DATA FLOW & PROCESS DESIGN

5.4.1 DFD - LEVEL 0 (CONTEXT DIAGRAM)

External Entities:

 Applicants (Submit visa requests, track status)

 Admins (Approve applications, manage reports)

Processes:

 Applicants ⟶ System (Submit Data, Track Status)

 Admins ⟶ System (Manage Applications, Generate Reports)

Figure 5.3: DFD - Level 0 (Context Diagram)

5.4.2 DFD - LEVEL 1 (PROCESS FLOW BREAKDOWN)

Key Processes:

 Data Collection: User submissions, admin approvals

 Data Processing: Cleaning, validation, transformation

 Data Storage: SQL/MongoDB optimized tables

 Dashboard & Reports: Power BI visualizations

Figure 5.4: DFD - Level 1 (Detailed Process Flow)
5.5 USE CASE DIAGRAM

The system includes various actors such as applicants, admins, and decision- makers, each
interacting with specific system functionalities.

Figure 5.5: Use Case Diagram

5.6 SECURITY & ACCESS CONTROL

5.6.1 ROLE-BASED ACCESS CONTROL (RBAC)

To ensure data privacy and restricted access, the system uses RBAC.

Access Levels:

 Applicants: Can only view their own visa applications

 Admins: Can manage all applications, analyse trends but not payment transactions
 5.6.2 SECURITY MECHANISMS

Encryption:

 Sensitive data (passport numbers, payments) is encrypted

 Secure HTTPS communication

Authentication:

 Multi-factor authentication (MFA) for admins

 Session-based authentication using JWT

5.7 INTEGRATION WITH EXTERNAL SYSTEMS

The system integrates with third-party APIs to enhance efficiency.

External Integrations:

 Payment Gateway (Razorpay): Secure transactions

 Email Notifications (SMTP/API): Sends real-time status updates

 CHAPTER 6
PROJECT SCREENSHOTS

Figure 6.1: Website Home Page

Figure 6.2: Admin Login Panel

Figure 6.3: Admin Dashboard

 Figure 6.4: Contact Form

Figure 6.5: Contact Form Details (Admin Panel)

 Figure 6.6: Inquiry Form

Figure 6.7: Inquiry Form Details (Admin Panel)

 Figure 6.8: Newsletter

Figure 6.9: Newsletter Details (Admin Panel)

 Figure 6.10: Registration

Figure 6.11: Registration Users (Admin Panel)

 Figure 6.12: Chat Support (User Side)

Figure 6.13: Chat Support (Admin Side)

 Figure 6.14: Payment Gateway (Razorpay)

Figure 6.15: Visa Application Dashboard (PowerBI)

Figure 6.16: Visa Payment Dashboard (PowerBI)

Figure 6.17: Visa Eligibility Tool

 Figure 6.18: Visa Insights

Figure 6.19: USA Visa Insights

Figure 6.20: Email Functionality
 CHAPTER 7
IMPLEMENTATION

7.1 IMPLEMENTATION PLATFORM / ENVIRONMENT

The system was developed and deployed in a structured environment to ensure scalability,
security, and efficiency.

Development Environment:
 Frontend: React.js (for an interactive UI)
 Backend: Flask (Python) for server-side processing
 Database: SQL Server / MongoDB for structured and unstructured data
 Visualization: Power BI (for data analytics and dashboards)

Deployment Environment:
 Hosting: Deployed on Vercel, Render
 Web Server: Nginx / Apache for handling client requests
 Security: Encrypted API communications with HTTPS

Development Tools & Frameworks:

 IDE: VS Code, PyCharm for coding
 Version Control: GitHub / Git for source code management
 API Testing: Postman for backend verification

7.2 PROCESS / PROGRAM / TECHNOLOGY / MODULES

SPECIFICATION(S)
The Visa Application Analytics System consists of multiple functional modules, each designed to
perform a specific task efficiently.
1. User Authentication & Access Control

 Secure login with Role-Based Access Control (RBAC)

 Multi-factor authentication (MFA) for admins

2. Visa Application Processing

 Applicants submit forms, upload documents

 Admins verify & approve/reject applications

3. Payments & Transactions

 Integration with payment gateways (Razorpay)

 Secure processing & tracking of payments

4. Dashboard & Data Analytics

 Real-time insights using Power BI

 Data export (CSV/PDF) for reporting.

5. Notifications & Alerts

 Email/SMS alerts for application updates

 Automated status notifications

6. Security & Data Encryption

 Secure API endpoints for data transactions

 Encrypted storage for sensitive details
 7.3 FINDINGS / RESULTS / OUTCOMES

The implementation of the Visa Application Analytics System has resulted in several key benefits and
improvements:

1. Performance & Efficiency:

 Reduced processing time for visa applications

 Automated workflows eliminate manual errors

2. User Experience:

 Intuitive UI for applicants, admins, and decision-makers

 Real-time application tracking and notifications

3. Data Accuracy & Security:

 Improved data validation reduced incorrect applications

 Strong encryption ensures sensitive data protection

4. Scalability & Integration:

 System can handle multiple users without performance drops

 Easily integrates with third-party APIs

7.4 RESULT ANALYSIS / COMPARISON / DELIBERATIONS

Comparison with Traditional Systems:

Feature Traditional Visa Implemented

Processing System
Processing 7-10 days 2-3 days
Time
Error Handling High due to manual Automated
work validation
Analytics & Limited Reporting Power BI
Insights Dashboards
Table 7.1: Result Analysis
Observations:
 Faster application processing & decision-making
 Higher accuracy in data handling
 Seamless user experience with dashboard
 CHAPTER 8
CONCLUSION AND DISCUSSION

8.1 OVERALL ANALYSIS OF INTERNSHIP VIABILITIES

The Visa Application Analytics System was successfully designed and implemented to improve visa
processing through automation, analytics, and security. The project proved to be highly viable due
to:

Technical Feasibility:
 Scalable three-tier architecture (Frontend, Backend, Database)
 Integration with Power BI, APIs, and Payment Gateways

Operational Feasibility:
 Enhanced user experience with real-time tracking & notifications
 Secure and structured data management for applications

Economic Feasibility:
 Cost-effective implementation using open-source technologies
 Potential for high ROI by reducing manual processing efforts

Overall Impact:

 Reduced visa processing time and improved accuracy

 Streamlined decision-making through data-driven insights

8.2 PROBLEMS ENCOUNTERED AND POSSIBLE SOLUTIONS

Challenges included data inconsistencies, security risks, and API integration issues. These were
resolved through input validation, encryption, MFA, and robust error handling, ensuring smooth
and secure operations.
 8.3 SUMMARY OF INTERNSHIP / PROJECT WORK

Project Goal:
To develop an intelligent Visa Application Analytics System that optimizes visa processing,
enhances user experience, and provides data-driven insights.

Key Achievements:
 Designed a secure & scalable system architecture
 Developed interactive dashboards & analytics
 Integrated secure payment processing
 Ensured role-based access control & data encryption

8.4 LIMITATIONS AND FUTURE ENHANCEMENTS

Limitations
 Limited AI/ML Features: Currently, analytics is based on Power BI but lacks machine
learning-based predictions.
 Scalability Challenges: While cloud hosting is implemented, load testing for a high number
of users needs further validation.
 Manual Review Dependency: Some visa applications still require manual review by
admins, which can slow down processing.

Future Enhancements
 AI-Powered Decision-Making: Implement ML models for fraud detection & trend
predictions.
 Automated Application Verification: Use OCR & NLP to extract and verify document data.
 Enhanced User Experience: Improve UI/UX for mobile-friendly access.
 Blockchain Integration: Secure sensitive visa data using blockchain for tamper- proof
records.
8.5 REFERENCES

 Website: https://v-extechsolution.in/
 LinkedIn: https://www.linkedin.com/company/v-ex-tech-software-company-in- vadodara/
 YouTube: (Codelike WE) https://www.youtube.com/@Veer_Agraval
 TutorialsPoint: https://www.tutorialspoint.com/power_bi/index.htm
 PowerBI: https://www.microsoft.com/en-us/power-platform/products/power- bi/getting-
started-with-power-bi
 GitHub: https://github.com/codebasics