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1.INTRODUCTION

Vehicle Management System is a windows application which aims to minimize the effort put in by companies to maintain their transactions. It manages all the transactions related to Vehicle profiling, Vehicle Bookings, Fleet management, Booking Details, Daily Expenses, Daily Reports and Customer Feedbacks of the company.

1.1 Purpose

The aim of this application is to reduce the manual effort needed to manage transactions in a company. Application provides an interface to users to view the details like the Trans. Vehicle details, Vehicle Booking, Profile Management, Repair and Maintenance schedules, Expenses Details, Daily Reports and Feedbacks. Increases the profitability of the company by reducing the cost to purchase different software for different tasks to be performed.

1.2 Scope

Registration for new users will be available on the login page and registration for employees can be done by Admin only. And driver registration can be done by both admin & employee. In Login Page, enter username and password which will be further authenticated and recognize their username as admin, Employee, Driver or User accordingly functional window will open.

In the Profile module an admin can add new users to the database. He can set the details of the staff and the users also, while users and employees will only be able to see their details and update the information in this module. Only the admin can add or drop the users.

In Vehicles modules, all the vehicles are listed there. Every user has the privilege to add vehicles and all of them can view the available vehicle. They can also book the available vehicles from there but only the admin can delete vehicles from the list.

In the Fleet Management module, Only staff and admin have the privilege to access it. It contains all the information related to the vehicles, their distance monitoring, Fuel consumptions, Present Location, Repair and Maintenance records and upcoming schedules and history of parts changed. It also includes vehicle tracking privileged only to the admin.

Booking charts will provide you with the list of booked seats with customer ID, customer name & contact number in case he/she is late. In Expenses, employees and drivers will enter expenses like petrol expenses, electricity bills etc.

Reports will organize data logs based on uploaded bills and expenses entered by Admin and employees. Admin can view all logs as expenses, fuel, distance and can also print & save the logs. These are generated on a daily basis. Admin will be able to see/check all the submitted/uploaded bills by the employees & drivers w.r.t dates. and employees & drivers have to upload bills for any reported expenses by them .

And also they can see all bills submitted by themselves. All these details can be seen in the Reports module of the software. Feedback module is used to get feedback from the users and admin is able to view the feedback submitted by different users.

1.3 Features
1.3.1 Admin

View/Edit/Delete Vehicle Details, View/Edit/Delete User Details, Add New User/Employee/Driver, Book Vehicle, Booking History, Booking Status Detail, View Booking Charts, Add or Change Fuel Expenses Details, Add or Change Lubricant Expenses Details, View and Add Distance Logs, View and Add Vehicle Repair History, View and Add Vehicle Maintenance History, View and add Expenses,   View Feedbacks, View and Print Daily Reports

1.3.2 Employee Module

Login/Registration of User, View and Update Employee Profile, Book Vehicle, Booking History, View Booking Charts, Add Fuel Expenses Details, Add Lubricant Expenses Details, Add Distance Logs, Add Vehicle Repair History, Add Vehicle Maintenance History, Add Expenses, Give Feedbacks, View and Print Daily Reports

1.3.3 Driver Module

Login/Registration of User, View and Update Employee Profile, Booking History, View Booking Charts, Add Distance Logs, Add Vehicle Repair History, Add Vehicle Maintenance History, Add Expenses

1.3.4 User Module

Login/Registration of User, View and Update User Profile, View Vehicle Details, Book Vehicle, Booking History, Give Feedback.

1.4 Problem Statement

Vehicle Management System is an software application which fulfills the requirement of a typical management of details of vehicles, staff, expenses and the fleet and reports in a company along with Booking option. It provides the interface to users in a graphical way to manage the daily transactions. Also provides the Management Reports like Vehicle Request details, Vehicle Request Status, Vehicle fuel Consumptions, Vehicle Distance Records, Vehicle Repair and Maintenance Records and User Feedbacks. The systems that are available nowadays are manual ones in which users are maintaining ledgers, books etc. to store the information like vehicle details, Booking details, Vehicle requests and approvals, Reports Management etc.

1.5 Case Study of System

 

2. SYSTEM REQUIREMENTS

2.1 Functional Requirements
2.1.1 Administrative User Functions

In this functionality the administrator will do his own responsibilities. Whenever he needs to change the Password, then he can directly change it. If any reason he needs to add a new user he can directly add.

The admin user can view the details of all the users and he can add or remove any particular users. He can view the details of all the employees of the company and any time he can add or remove any particular employee or employees.

This application mainly concentrated on transport. The admin user can view the details of all the categories of the transport. This category’s viewing list shows the ID Number of the category, category code, how much amount per month, and how much distance allotted for the particular category, all this information will be provided. 

The admin user can add and remove any particular category. The admin user can view the details of all the vehicles details which are presently used in the particular company. In this list also each and every vehicle has its own identification number, registration number of the particular vehicle, and the type of the vehicle either it is own or hired.

The administrator can add the vehicle depending upon the situation of the company. The admin user can view the details of all the routes. In this routes module the admin user can view the pickup points of the particular route. He can add or remove the pickup points of the route. He can view the details of all the vehicle requests which are posted from the employees. If he needs the transport facility, then he can also apply for the vehicle. He can add or remove the vehicles. He can view the details of all the vehicle requests of the employees.

2.1.2 Booking Functions

In this function, the Transport user can enter into his functionality using his own User ID and Password. After entering into his functionality, whenever he needs to change his password then he can directly change it. The Admin can view the details of all the users and the employees of the company.

The user can view the details of all the vehicles. He can view the details of all the routes. The transport user can view the details of all the vehicle requests which are posted from the employees of the company. After his careful verification only he can provide the transport facility to the requested employee. He can add or remove the request of the employee. 

2.1.3 User Functions

In this Function, Users could register to the software. He can see the listed vehicles available on the application with full description. He can book a vehicle if he wishes to and also post his vehicle on rent by registering it on the application. After clicking on the vehicle name he gets the full information about the vehicle which he could use to make his decision according to his choice of vehicle and location of the vehicle.

Admin has full access to the fleet management, bill management, daily reports, expenses, cancellations and refunds functionalities while other users could only access the transport functionality. Employees could additionally access expenses and daily reports sections while drivers could access fleet management and expenses functionalities of the application. Repair and Maintenance Logs keeps the track of Repair and Maintenance History and coming Schedules for all the vehicles and Parts Change Records keeps the track of changed parts of vehicles. Vehicle Ratings are generated for all the listed vehicles on the basis of fuel efficiency, Aging and User Reviews.

2.1.4  Reports Management Functions

Reports Module keeps the tracks of different transactions made by the company. It enables users to save and print the required information generated by the software after analysis. Admin and Employee have the privilege to view Reports. It has Menu Options View Expenses, View Fuel Logs, View Repair & Maintenance Logs. Reports are generated on a daily basis hence the View Reports by Date option is available in this module.

2.1.5  Bill Management Functions

This function is accessible only to admin and employees. It keeps the soft copy of all the expenses made by the company. Admin, Employees and Drivers can add soft copies of the bills while entering the expenses for proof while only admin has the privilege to see the soft copies at any time if he needs to. It offers View Bills, Search Bill, Print Bill.

2.1.6  Feedback Management Functions

Feedback Function has three main parts: Give Feedback, Check Feedback, Rate a Vehicle. In Give Feedback, Only a User can submit its feedback to the system. In Check Feedbacks, Admin and Employee both can check feedback submitted by the user along with user id, Date and Time of submission. In Rate a Vehicle, Admin and User both can rate a vehicle. This rating affects the overall Rating of the vehicle.

2.1.7 4. Fleet Management Functions

This Function acts as the back bone of the Vehicle management system. It mainly has

  • Fuel Logs
  • Lubricant Logs
  • Distance Logs
  • Repair and Maintenance
  • Parts changed records
  • Vehicle Rating

In Fuel Logs, Admin and Employee can View and Add the Fuel consumption details along with bill details to the system. In Lubricant Logs, Admin and Employee can View and Add the Lubricant consumption. details along with bill details to the system. In Distance Logs, Admin and Employee can View and Add the Distance travelled by the vehicle and its fuel efficiency. It helps in determining the vehicle rating. 

Repair and Maintenance Logs keeps the track of Repair and Maintenance History and coming Schedules for all the vehicles and Parts Change Records keeps the track of changed parts of vehicles. Vehicle Ratings are generated for all the listed vehicles on the basis of fuel efficiency, Aging and User Reviews.

 

2.2 Non-Functional Requirements
2.2.1 Availability

The system shall be available during normal hotel operating hours

3.2.2 Correctness

Extent   to   which   program   satisfies   specifications, fulfils   user’s   mission objectives

2.2.3 Efficiency

How   much   smaller the number   of   resources   and time are   required   to   achieve   a particular task through the system.

2.2.4 Flexibility

Ability to add new features to the system and handle them conveniently. 

2.2.5 Integrity

How the system would insecure the information in the system and how it avoids the data losses. Referential integrity in database tables and interfaces

2.2.6 Maintainability

How easy it is to keep the system as it is and correct defects with making changes.

2.2.7 Portability

The   Hotel   Management   System   shall   run   in   any   Microsoft   Windows environment

2.2.8 Reliability

Specify the factors required to establish the required reliability of the software system at time of delivery. Mean time between failures and mean time to recovery

2.2.9 Reusability 

What is the ability to use the available components of the system in other systems as well.

2.2.10 Testability

Effort needed to test to ensure performs as intended

2.2.11 Usability

How easily a person can take the benefits of the system and the user-friendliness. 

3.2.12 Robustness

Strength of the system to handle system functions accurately and maintain the database without facing to unexpected failures

2.2.13 Maintainability

What design, coding standards must be adhered to exclusions created.

3. Development Environment

3.1 Hardware Requirement

The minimum requirements needed to perform operations are Intel Pentium Processor at 2 GHz or Higher, RAM 256MB or more, Hard disk capacity 10GB or more.

3.2 Software Requirements

The software required to perform the implementation are Windows or Linux Operating System (Ubuntu, Fedora), JDK 8, Eclipse / NetBeans IDE, The Diagram Editor, Visual Studio Code.

4. USER INTERFACE OF THE SYSTEM

 

5. SYSTEM CONCLUSION

Vehicle Management application has rich user interface so that users can access the application easily. This application provides the management reports like Booking status, Occupancy report, Booking charts, Vehicle Rating, Fleet Management, Bill Management and Expenses Management.

 Our project is only a humble venture to satisfy the needs in a library. Several user friendly coding have also been adopted. This package shall prove to be a powerful package in satisfying all the requirements of the organization. The objective of software planning is to provide a frame work that enables the manger to make reasonable estimates made within a limited time frame and integration of different applications into one software to reduce the cost implied to purchase software by the company at the beginning of the software project and should be updated regularly as the project progresses. Last but not least it is no the work that played the ways to success.

5.1 Future Scope
  • Bookings in this application could be extended to Freight and Transportation
  • bookings.
  • Mobile Application could be developed for the system to reach out to more users.
  • Google Map Integration will add vehicle security while reducing illegal use of
  • company vehicles.

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