QR Code-Based Digital Cafeteria Management System

ABSTRACT:

In the current digital era, automation and technology integration have revolutionized the food service industry. Cafeterias, which cater to large volumes of customers in institutions, workplaces, and public spaces, often face challenges in managing food orders, tracking deliveries, handling feedback, and ensuring customer satisfaction efficiently.

The traditional methods of managing food menus, orders, and deliveries are time-consuming and prone to human error. To address these issues, this project titled “QR Code-Based Digital Cafeteria Management System” has been developed using Java as the coding language, with JSP, CSS, and JavaScript for the front end and MySQL as the backend database.

The growing demand for contactless ordering, faster processing, and digital food service tracking has increased the need for a centralized and automated cafeteria management system. By integrating QR code technology, this system ensures a smooth and secure transaction for both users and cafeteria staff.

The system aims to eliminate manual processes and enable seamless interaction between the cafeteria administrator, users (customers), and the delivery personnel. This digital transformation enhances transparency, order tracking, and accuracy in handling food orders.

Overall, this project streamlines cafeteria operations by integrating QR code scanning, database-driven order processing, user feedback, and graph-based analytics into a single platform. The system enhances reliability, reduces manual workload, and improves the overall user experience through a structured, intuitive, and secure digital interface.

PROJECT OUTPUT VIDEO:

EXISTING SYSTEM:

In the existing system of cafeteria management, the operational flow was predominantly manual and paper-based. Customers would physically visit the cafeteria, place their food orders by interacting directly with the service staff, and make payments either in cash or through digital payment methods at the counter.
In the existing system, Orders were then prepared and delivered based on verbal communication or handwritten order slips. This traditional approach relied on manual entry of order details into registers or simple spreadsheet applications for tracking sales and managing inventory.
In the existing system, the menu was generally displayed on physical boards or printed sheets, and any updates to the food items or pricing required reprinting or manually rewriting the menu. Order processing and delivery tracking were handled entirely by the cafeteria staff without any digital intervention, and users had no facility to view their past orders or track the delivery time or status. Feedback collection was informal and usually recorded through feedback forms or verbal interactions.
In the existing system, Inventory management and reporting were also handled manually, requiring significant time and effort for generating summaries or analyzing order trends. The delivery personnel would verify orders through physical receipts or verbal confirmations without any authentication mechanism like QR codes. As for data storage and record-keeping, most of the order-related and customer-related information was maintained in files, registers, or non-centralized systems.
In summary, the existing system functioned with basic tools and conventional processes, facilitating fundamental operations of a cafeteria such as order taking, food preparation, delivery, and payment, but without advanced automation, centralized control, or integration of modern technologies like QR code-based order verification.

DISADVANTAGES OF EXISTING SYSTEM:

While the existing system for cafeteria management fulfilled the basic needs of order processing and delivery, it suffered from several significant drawbacks that limited its efficiency, scalability, and user experience.

Manual Order Management: In the existing system, the entire process of order taking and tracking was handled manually, which often led to errors in recording order details such as item names, quantities, and prices. This not only caused delays in service but also increased the chances of incorrect deliveries.
Lack of Real-Time Monitoring: The existing system lacked real-time tracking of orders and deliveries. Neither customers nor cafeteria staff could monitor the current status of an order, resulting in confusion and inefficiencies, especially during peak hours.
Inefficient Menu Updates: In the existing system, updating the menu or pricing required manual changes to physical boards or printed materials. This was time-consuming and not adaptable to frequent changes in items, availability, or prices.
No Centralized Data Storage: Important data such as customer orders, delivery records, and sales reports were stored in non-centralized formats like paper files or spreadsheets. This made data retrieval difficult and hampered decision-making based on historical insights.
Limited Feedback Mechanism: In the existing system, the feedback collection process was informal and often ignored. Since there was no structured way to gather and analyze customer feedback, service improvement was slow and reactive.
No Order Authentication System: The existing system delivery process lacked any form of authentication. There was no mechanism to verify whether the person collecting the food was the actual customer who placed the order, leading to potential misuse or fraud.
No Expiry Validation for Orders: The existing system could not validate the timeliness of an order. Customers could present an outdated receipt or token, and delivery staff had no way of identifying expired orders automatically.
Time-Consuming Reports and Analysis: Generating business reports such as daily sales or popular menu items required manual compilation, which was labor-intensive and prone to errors. There was no visual or dynamic representation of data for analysis.
Poor Customer Experience: Due to the absence of a digital interface, users lacked convenience in browsing the menu, placing orders, or tracking deliveries. This outdated approach diminished overall customer satisfaction and engagement.
Scalability Challenges: As the customer base and order volume increased, the manual system became less effective. It was not scalable and could not handle high demand or complex operations efficiently.

PROPOSED SYSTEM:

The proposed system, titled “QR Code-Based Digital Cafeteria Management System”, is a fully automated platform developed using Java as the coding language, JSP, CSS, and JavaScript for the frontend, and MySQL as the backend database. It aims to streamline the cafeteria operations by incorporating digital technologies and QR code-based order validation.
The proposed system is structured into three main entities: Cafeteria Manager (Admin), Users, and Delivery Personnel. The Cafeteria Manager, who serves as the system administrator, is granted access to various features including adding and updating menu items, managing new and delivered orders, viewing invalid (expired) orders, accessing user feedback, and analyzing daily performance using dynamic graphical reports.
The admin can categorize menu items into Beverages, Main Courses, and Desserts by inputting details such as item name, description, ingredients, price, and uploading a relevant image. Price updates can be made directly to existing items, and the system ensures that menus are always up-to-date for user interaction. The admin also has access to categorized orders: new, delivered, and invalid (orders with expired delivery dates).
Furthermore, the system allows only users who have completed their orders to submit feedback, which the admin can view and evaluate. For monitoring overall operations, a graphical analysis panel is incorporated, displaying daily order counts and revenue charts to help the admin assess cafeteria performance.
The User Module allows new users to register by submitting their personal details such as name, contact number, email, address, and password. After logging in, users can browse the available food items, place orders by selecting preferred delivery date and time, and proceed to payment. Upon successful payment, users receive a digitally generated QR code containing their order information. This QR code acts as a digital receipt and verification mechanism. Users can view their past and current orders, along with their statuses, and have the provision to download order receipts and provide feedback for completed orders by selecting the respective Order ID.
The Delivery Module plays a crucial role in finalizing the order cycle. Delivery personnel are responsible for verifying the order at the time of delivery by scanning the user’s QR code using a system-connected webcam. The system scans the QR code and retrieves the corresponding order details for verification. If the delivery date is valid, the delivery person confirms the delivery by marking the order as “Completed.” If the delivery date has expired, the system prompts the delivery person to mark the order as “Invalid,” ensuring that outdated orders are not fulfilled. Additionally, delivery staff has access to the history of successfully delivered orders through the “Delivered Orders” section.
The system architecture ensures that all modules interact with a centralized MySQL database, allowing for efficient record management, seamless data flow, and consistent user experience. The QR code integration acts as a secure and efficient mechanism for order validation and streamlining the delivery process.

ADVANTAGES OF PROPOSED SYSTEM:

The QR Code-Based Digital Cafeteria Management System brings several significant advantages over traditional cafeteria systems by integrating automation, digitization, and streamlined operations. Below are the key benefits of this proposed solution:

Efficient Order Management: The proposed system allows users to place orders seamlessly through a digital interface, enabling easy menu browsing, item selection, cart management, and scheduling delivery. For administrators, managing and tracking multiple orders in real-time becomes highly efficient.
Secure and Accurate Delivery through QR Code Verification: The use of QR codes ensures a secure and reliable method of order verification at the time of delivery. Only valid and confirmed orders can be scanned and accepted by the delivery staff, significantly reducing the chances of errors or fraudulent claims.
Centralized Menu and Order Control: The admin panel consolidates menu management and order tracking in one interface. Admins can easily add, update, or delete menu items and monitor order status, feedback, and revenue data from a single dashboard.
User-Friendly Experience: With features such as order history, download receipts, feedback submission, and a clear itemized bill, the system provides a smooth and intuitive user experience. The ability to schedule delivery times adds convenience for users.
Real-Time Data Insights and Graphical Analysis: The graphical representation of daily order counts and total revenue provides the admin with a clear understanding of cafeteria performance. These insights help in strategic decision-making and resource planning.
Reduces Manual Effort and Human Errors: Automation of order taking, delivery validation, and feedback collection minimizes the need for manual intervention, thereby reducing errors caused by human oversight and improving overall service quality.
Role-Based Access and Functionality: The system is segmented into three modules—Admin, User, and Delivery—each with specific roles and permissions, ensuring security, organized flow of operations, and efficient task management for each entity.
Data Integrity and Consistency: As the system is backed by a MySQL database, all data related to users, orders, menus, and deliveries is stored securely and consistently. This ensures reliable record-keeping and easy retrieval of historical data when needed.
Enhanced Customer Satisfaction: Timely service, easy access to menu and order details, and the ability to give feedback contribute to a better customer experience and overall satisfaction with the cafeteria services.
Scalable and Adaptable Design: The system architecture is designed to accommodate future enhancements like online payment integration, mobile compatibility, or multi-cafeteria support without major restructuring.

SYSTEM REQUIREMENTS:

HARDWARE REQUIREMENTS:

System : Pentium i3 Processor.
Hard Disk : 20 GB.
Monitor : 15’’ LED.
Input Devices : Keyboard, Mouse.
Ram : 4 GB.

SOFTWARE REQUIREMENTS:

Operating system : Windows 10/11.
Coding Language : JAVA.
Frontend : JSP, CSS, JavaScript.
JDK Version : JDK 23.0.1.
IDE Tool : Apache Netbeans IDE 24.
Tomcat Server Version : Apache Tomcat 9.0.84
Database : MYSQL.

Java Projects

QR Code-Based Digital Cafeteria Management System