AKSUM UNIVERSITY

SHIRE CAMPUS

COLLEGE OF ENGINEERING AND TECHNOLOGY

DEPARTMENT OF COMPUTING TECHNOLOGY

PROGRAM OF Information Technology

Final Project Title:

Web-Based Car Rent Management System For Hayelom

Project Advisor: Mr. G/hiwot T. (MSC)

Developers:

Student’s Name ID No.

1. G/hiwot Tafere---------------------------------------------136/06
2. Yemane Tesfay--------------------------------------------177/06
3. Mebrahtom Haile-----------------------------------------152/06
4. Selemawit T/haimanot------------------------------------162/06

November 2009 E.C

Shire, Tigray, Ethiopia

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Table of Contents Pages
1. Introduction ...................................................................................................................................... 1

2. Background of the Project ................................................................................................................ 1

3. Statement of the problem ................................................................................................................ 2

4. Objective of the project .................................................................................................................... 3

4.1 General Objective ..................................................................................................................... 3

4.2 Specific Objectives .................................................................................................................... 3

5. Scope of the project .......................................................................................................................... 4

6. Significance of the Project ................................................................................................................ 5

7. Beneficiaries of the Project ............................................................................................................... 5

8. Methodology..................................................................................................................................... 6

8.1 Data gathering methodology .................................................................................................... 6

8.2 Development approach ............................................................................................................ 6

8.3 Development tools .................................................................................................................... 6

9. Testing Methodology ........................................................................................................................ 7

10. Feasibility Study ............................................................................................................................ 8

11. Project Plan ................................................................................................................................... 9

11.1 Project time schedule ............................................................................................................... 9

11.2 Budget Plan .............................................................................................................................. 10

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 CHAPTER ONE

1. Introduction
Car rental is an integral part of many people's travel plans and is used all around the world to travel
from place to place. Whether travelling on business, journeying with the family or simply on holiday
wanting to explore, car rental services are extremely helpful.

Hayelom smart car rent and tour is a small but growing national car rental company. The organization
(company) is located in Shire, in front of Gebar shire Hotel, Keeble 02. The Hayelom smart car rental
company has branches in some cities of Tigray. At each branch cars are available for rental. Each branch
has a manager and receptions. It was established in the year 2002 E.C by the name of Hayelom car rent.
At that times its name was changed to smart car rent. Finally, in the year 2009 E.C it has got the name
Hayelom smart car rent and tour. Currently the organization has 10 employees in Shire branch office.

2. Background of the Project

This time is an era of World Wide Web (WWW) where the world is considered as a small village
where by users need to interact with internet technology for survival and for being competitive.
This system will be developed in order to be used by Car Rental Company, specifically by Hayelom
smart car rent and tour, in renting cars to customers. It is will be online systems through which customers
can view available cars, register, view profile and book car.

Online car rental and tour is a type of electronic commerce used for business-to-business and business-to
–customer transactions. In this project, an attempt has been done to design a system which is used for car
rental service. This document contains the software requirements for the Car Rental System (CRS). The
main purpose of Car Rental System to be implemented is to manage information about Cars, Customers
and the system users related to the company so as to increase the company business performance and
speed of work. The purpose of this document is to state all system requirements clearly for usage in the
development stages ahead.
This project tries to identify the barriers, analyze the convenient steps in automating the car rental
system and the technology available. The project is on the car rental online system, which is an attempt
to automate the existing rental system.
Moreover, this system will help in managing the activities performed by the Hayelom Smart Car Rent and
Tour Company.

Some of the activities performed by the proposed system are listed below:
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  Advertising the company
 Managing vehicle information
 Customer registration
 Online reservation
 Generate report

3. Statement of the problem

The current system has many problems in relation to database management, since it is manual system.
The following are problems of the current system (manual system).

 Data Security is not assured: - This is due to the manual way of recording the data. It is known
that, in manual way, data are being stored by recording it on paper. Therefore, it easily gets damage
or misplaced that which lead to data loss.

 Performance
 Since the office performs recording customer information manually, it takes much time.
 Searching and data retrieving mechanism of the system takes a lot of time.
 Information
Input
 Data collection is not accurate and it is not based on timely manner.
 It is difficult to add, replace, delete and edit the required information.
 Checking the validity of input data is difficult.
Output
 Since information is not collected timely and accurately, the output is not precise
and on time.
 Processing the input data in order to get an output takes much time because of the
manual system.
 It is difficult to check whether the output data is valid or invalid
 Stored Data
 The data stored takes more cabinet.
 In addition to this it is difficult in order to add some additional requirements to the existing
system’s stored data (i.e. it is not flexible).

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  There is the loss of data when storage place gets natural disaster as well as man-made
problems (like fire).
 Economy
 Since the system currently uses manual system it is not economically sufficient i.e. there
is wastage of material and time.
 Efficiency
 In addition to this there is wastage of materials and time due to redundantly storage of
identical data on different offices.
 Service
 The services provided by the office are not as fast as possible because the service
providers are busy with the paper and paper related activities.

4. Objective of the project

When developing the Online Car Rental System, the team emphasizes an easy-to-use User Interface which
is the key to sustain the system. With a simple user interface, the administrator or users don’t have to rely
on IT help to navigate and operate the functions found in the system. The users can have simultaneous
access to the same database containing the rental orders and car availability. Automatically build and
maintain fast access files for each database in order to maximize retrieval speed. By using the system,
the user eliminates duplication of the work required to maintain multiple databases. There is also less
chance for error, because a material or patron record is only entered once and any changes made to a
record are automatically recorded throughout the system.

The objective of the project is to give a solution for the entire problem in Hayelom smart car rent and tour.
The objective of the project is described in general and specific objectives as follows.

4.1 General Objective

The general objective of this project is to change the manual system into web based computerized system
which helps Hayelom smart car rental and tour to make simple and easy modern way to contact with its
customers.

4.2 Specific Objectives

In addition to the general objective the proposed system has to address some specific objectives. Among
those are: -

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  To improve the records of the drivers / clients who have monthly
 Contracts so that it can be written only once and only the status change
 Every day will be changed instead of writing all the information again and again.
Driver
 To store and easily track driver’s information
 To check the availability of the driver
Vehicle
 To store all vehicle information (plate number, etc.)
 To track all repair records of the vehicle
 To track all transport records of the vehicle
 To check the availability of the vehicle
Rental
 To manage all rental services (add, modify, cancel a transaction)
 To track all car rentals in a given day

5. Scope of the project

Scope of this project is to make a web based application for Hayelom smart car rent and tour
company. but it also used for any other companies like Hayelom smart. The function that included in
our system is covered only the area of Shire city such as: -

 Advertising the company: Advertisement about new services to keeps the customer
informed about the new developments in the company.
 Managing vehicle information: Such as vehicle financing, vehicle maintenance, driver
management, fuel (petrol) management and health and safety management.
 Online reservation: The customer can registration online.

 Generate report: reports all information on the current day.

 Car tracking

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 6. Significance of the Project
Solving the existing problem of the car rental services that is done manually. By using the Car Rental
System, clients can manage their rental and vehicle issues. In addition, the customers can check out auto
conditions which can be rented from the car rental service.

Tangible Benefits: - The main function of this project is to apply the working system of Hayelom smart
car rent and tour organization when the organization communicating with its customers and when
customers rent cars. Such as: -
 For improved investigation of rental system
 Easy stock controlling
 To make data reliable
 To get daily updated report

Intangible Benefits: - are those benefits that cannot be expressed in terms of birr or dollar. Intangible
benefit that the system will give is the following:

 Upgrading the Hayelom smart good will

 Reduce risk
 Customer satisfaction

7. Beneficiaries of the Project

 The primary beneficiary of this project output is Hayelom smart Car Rental Company.
 Manage customer data easily.
 Saving work time
 Reduce complexity
 Can get advertising service
 Profitability in their work.
 Customer and other related companies
 Save reservation time
 Save cost
 Can get fast services
 The project development team
 The project has initiated our team to get knowledge of how to develop the
required system application.
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  While struggling with some difficulties, the team got a lot of experiences of
solving problems.

8. Methodology

8.1 Data gathering methodology

Refers to the device used to collect data, such as a paper questionnaire or computer assisted
interviewing system. The methodology that used for this project in order to collect data from the
organization are: -
 Personal observation: assessing and analyzing the overall rental system that has been carried out by
personally observing the current working system.
 Interview: we got some sort information about the current rental system from the operation manager that
helps us to analyze the system. They also give us some rental forms like customer and company agreement
forms.
 E-mail: - as we develop web based application we use e-mail for some information this is also
decrease our time, cost so it is appropriate way for the group. We e-mail with operation manager of
Hayelom smart Company.

8.2 Development approach

A software development approach helps us to structure, plan and control the process of developing
software.

 Iterative methodology: The iterative enhancement life cycle model counters some of limitation
of the waterfall model and tries to combine the benefits of both prototyping and the waterfall
model.

we will select the iterative methodology because it has several uses excluding the time wastage. An
iterative method supports backtracking helps to solve problems that happen in each iteration like through
gathering until implementation. Iterative methodology is found to be relevant for this project. It helps in
getting up-to-date information.

8.3 Development tools

Development tools are tools that are used to develop a system. We will use several kinds of development
tools in different stage such as: -

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 8.3.1 Hardware Tools
N Type Of Hardware Use Quantity
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1 Laptop Computer To write and edit documentation and implementation G34
2 8 GB Flash disk To transfer file 2
3 Printer To print document 1
4 8 GB Hard disk Memory For back up 1
5 Smart Phone For internet 2

Table1. Hardware Tools

8.3.2 Software Tools

No. Software’s Use Description

1 MS office Documentation MS office word 2016 is used for writing the documentation starting from
word 2016 proposal up to the end

2 MS Visio 2007 Documentation MS Visio 2007 will be used to draw the diagrams (activity diagram,
collaboration diagram, sequence diagram, state chart diagram,
deployment diagram, use case diagram, class diagram …) and to prepare
schedule using Gantt chart.

3 PhP Implementation PHP is a powerful server-side scripting language for creating dynamic and
(Wampserver) interactive websites.
Macromedia Dreamweaver 8 is a professional HTML editor for designing,
5 Dream weaver Implementation
coding, and developing websites, web pages, and web applications.
Table2. Software Development Tool

9. Testing Methodology
Developing software is a complex process. No matter how hard we try to eliminate all faults simply by
going through the phases of requirements, analysis, design, and implementation, however through good
practice we can make sure that the most series fault does not occur in the first place.

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During the development process, the system is going to be tested experimentally to ensure that it works
well as excepted. Here are some procedures that we will follow:

 Examining whether the operation have sufficient documentation in procedure manuals (hard
copy) to afford correct and efficient operation.
 Checking whether procedure manuals are clear enough in communicating how data should be
prepared for input.
 Determine whether output is correct and whether the user understands it clearly.
 In addition to that we will test for each line of code, method, class and test the application of
the code.

10. Feasibility Study

The operation of the system will be measured in relation to the existing system and the advantages it
provides to the user. Be sides this the profit it increases in the company will be identified clearly and set
to the feasibility of the project. The process of determining the characteristics of the system built in terms
of its operational expenditure and maximum output it can give:

 Technical feasibility
It is planned to implement the system using visual PHP(wapserver), window 7 operating system,
Dreamweaver, etc. it is evident that the necessary soft-ware and hard ware are available for
development and implementation of the system. All of the software except window 7 operating
system that we use is free download and hence we can confidently conclude that this system is
indeed technically feasible.
 Organizational feasibility
Since developing this new system will solve most of the car rental company’s problem, the
consistent support from the development team and the training of users will surely deliver a system
that will solve the existing business problems and take advantage of various opportunities.

 Operational Feasibility
It is standard that insures the enter operability without shifting completion and innovation among
user, to the benefit of public both in terms of costs and service quality, the proposed system is
acceptable to the users. So that the proposed system operationally feasible.
 Economic feasibility
We can see the benefits in tangible and intangible way:
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Tangible benefits: the benefits derived from the creation of our project that can be measured in money
and with consistency are as follow:

 Cost reduction and/or avoidance

 Error reduction
 Increased flexibility
 Increase the speed of activities
 Improvement of management planning and control.
Intangible benefits: the benefits derived from the development of our project are

 More timely information

 Faster decision making
 Boosting employee morale
 Increase accuracy
 Increase information processing efficiency and we are ready to pay all the sacrifices’ that
cannot be easily measured in Birr and with certainty.

11. Project Plan

A project within a certain timeframe, usually with defined stages, and with designated
resources Project planning is a discipline for stating how to complete. As an essential element
of project management, project planning involves the development of action items and
scheduling that will keep the project moving forward on a consistent basis. When executed
properly, project planning will also include target dates for the completion of each action item,
making it possible to move forward with other pending items in an orderly manner. An actual
project plan is referred to as an escalation list in some business settings.

11.1 Project time schedule

Task Duration Starting Ending

Proposal of the Project 10 Days 10/03/2009 20/03/2009

Requirement Gathering Phase 22 Days 21/03/2009 11/04/2009

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Analysis phase 18 Days 12/04/2009 30/04/2009

Design Phase 20 Days 01/05/2009 20/05/2009

Total Documentation 2 Month , 10 days

11.2 Budget Plan

No. Item Name Purpose Price

1 Pen For writing 20

2 Paper For drafting 100
3 Printing document To print 150
4 3 laptops For processing 30,000
5 CD, flash For storing data 200
6 Expansion device For backup fill 100
7 Mobile card For communication 400
8 Transportation For data gathering 400
11 Other cost For other remaining materials 230
Total ~31,600

Table 3. budget plane

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