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CHAPTER I

Introduction

Northern Iloilo State University (NISU) Motorpool

Office is one of the University offices that offers around-

the-clock access to vehicles, dependable drivers, and

provide assets to conduct University businesses and

advancement with vehicles and specialized equipment. One of

the office's obligations is to ensure the reservation and to

routinely monitor the car in order to provide comfort and

safety to their clients. Unfortunately, the administrator

and personnel of the NISU Motorpool Office undertake manual

reservation and event scheduling, which is inconvenient for

the administrator and time consuming for clients.

The administrator manually records the data that

inquires the client's name, the date and time of the event,

the location, the type of vehicle, the driver's name, and

the purpose, which took too much time and effort to write

down. Furthermore, clients are not automatically notified of

the reservation, and who have both unfavorable and positive

observations about the driver use the manual approach of

evaluation by offering feedback on paper.

The Motorpool Office manually schedules vehicle

maintenance, including the allocated driver, vehicle type,

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and required maintenance. The office does not have a

mechanism in place to easily monitor the vehicle’s

maintenance record.

In light of this, the researchers created a Web-based

Vehicle Reservation and Monitoring System with SMS

notification allowing the NISU Motorpool Office to

conveniently access and input data for reservations as well

as monitor vehicles availability. The technology was a huge

benefit to the administrators of the Motorpool office in

terms of reducing their workload, vehicle reservations and

monitoring, as well as improving management efficiency. The

client will be notified of their reservation.

Conceptual Framework

The input-process-output (IPO) model is widely used

approach in the system analysis and software engineering for

describing the structure of an information processing

program or another process. Many introductory programming

and systems analysis texts introduce this as the most basic

structure for describing the process (Braunschweig, 2018).

This study was conceptualized to develop a Vehicle

Reservation and Monitoring System with SMS Notification for

NISU Motorpool Office. The procedures started with software

development (process), and product evaluation (output). The

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inputs of the study included the admins information such as

name and password, reservation information, and monitoring

information. The process involved designing and developing

the Vehicle Reservation and Monitoring System with SMS

Notification for NISU Motorpool Office. Finally, the output

will be the evaluation of the develop system in the level of

usability in terms of understandability, learnability, and

operability; level of functionality in terms of security,

accurateness, and suitability; and level of performance

efficiency in terms of time behavior, and resource

utilization. Figure 1 shows the conceptual framework of the

study.

Input Process Output

a. Requester’s a. Level of
Information Development of Usability
-Name the Vehicle b. Level of
-Office Reservation Functionality
b. Vehicle and Monitoring c. Level of
Information System with Performance
-Drivers SMS
Name Notification
c. Date of
Reservation
Figure 1. Conceptual Framework of the study.
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Objectives of the Study

Vehicle Reservation and Monitoring System with SMS

Notification for NISU Motorpool Office is a web-based system

intended for NISU Motorpool office administrator to easily

access the reservation and to monitor the availability of

the vehicle. The system is a great help to the administrator

of Motorpool office to lessen their workload regarding the

reservation and monitoring of the vehicle and to improve

management efficiency.

Specially, this study aimed to:

1. Design and develop an easy access Vehicle

Reservation and Monitoring system that would monitor the

reservation, trips, and availability of vehicle.

2. Determine the level of usability of the developed

system as perceived by the end users in terms of

understandability, learnability, and operability.

3. To determine the level of functionality of the

developed system in terms of security, accurateness, and

suitability as perceived by the end user.

4. To determine the level of performance efficiency of

the develop system as perceived by expert evaluators in

terms of time behavior and resource utilization.

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Scope and Limitation of the Study

This study mainly focused on developing a web-based

information system that would serve as a portal to easily

access and monitor the vehicle reservation and lessen the

workload of the personnel in Motorpool office of Northern

Iloilo State University. The system would store the vehicle

and driver information and record the client’s reservation.

Furthermore, the developed system will help the

administrator of Motorpool office to easily monitor the

availability of the vehicle and calendar of activities.

This study were conducted at NISU Main Campus,

Estancia, Iloilo, during the academic year 2023-2024. The

respondents of this study were the user, motorpool

administrator, staffs and school teachers. In the first

phase, the researchers used developmental research which

involved the design and the development of the Vehicle

Reservation and Monitoring System with SMS Notification for

NISU Motorpool Office as the major component of the study.

For the development of the system, the Rapid Application

Development (RAD) model is used as the System Development

Life Cycle.

The second phase is the conduct of a descriptive survey

gathering respondents’ feedback on the usability,

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functionality, and performance efficiency of the developed

system.

Significance of the Study

The outcome of this study would be highly beneficial to

the following:

Administrator, Staff, and Teachers. This study may be

beneficial to the administrator, staff, and teachers of

Northern Iloilo State University who has a reservation as

they can access and monitor the calendar of activities, the

current status and schedule of vehicles in the Motorpool

office and they will notify via SMS.

Motorpool Administrator. This study may lessen their

workload because the developed system aims to help the end

users in minimizing the time and effort spending in doing

the manual scheduling process of vehicle reservation and

monitoring the maintenance of vehicles.

Future Researchers. The result of this study will be a

good source of information for the future researchers who

would like to conduct further studies on similar topics.

Definition of Terms

The following terms used in the study were defined for

better understanding in this research.

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Administrator of Motorpool office. It prepares and

submit reports to motorpool supervisor relating in motorpool

matters. Assist in ensuring that all equipment and vehicles

are properly registered periodically. Maintains record of

repairs and maintenance schedule. Performs other related

tasks that may be required from time to time

(www.Kalibrr.com).

In this study, administrator of motorpool office refers

to someone who performs official duties such as reservation

and monitoring of vehicle.

Monitoring System. Responsible for controlling the

technology used by a company (hardware, networks and

communications, operating system or applications, among

others) in order to analyze their operation and performance

and to detect the alert about possible errors

(www.Pandorafms.com, 2017).

In this study, a monitoring system refers to hardware

or software used to monitor system resources and performance

in a computer system.

Motorpool Office. A group of motor vehicles centrally

controlled (as by a governmental agency) and dispatched for

used as needed. It prepares annual inventory reports and

motor vehicles surveys, and other periodic reports. Tracks

all trip tickets, fuel usage, and maintenance ticket in the

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Fleet Management Information System (www.Merriam-

webster.com).

In this study, a Motorpool office refers to a place

where faculty and staff tends to borrow a vehicle for a

specific event or purpose.

Reservation. Is the process by which of vehicle is

reserved at a retail costumers request in accordance with

these terms and conditions (www.carstore.com).

In this study, reservation refers to a process where

clients wants to borrow a vehicle for a specific purpose or

events.

SMS Notification. It is an alert that pops up on the

phone when there is a new text message (Reyes, 2021).

In this study, SMS notification refers to an alert that

notify the client about the through a text SMS message.

Teachers. A person with accurate and specific ability,

intuition, education, experience, skills, knowledge, and

qualifications to teach a specific subject or number of

subjects (Mary, 2020).

In this study, teachers refers to individual who can

request a reservation to Motorpool office.

University. Is an institution of higher learning

providing facilities for teaching and research and

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authorized to grant academic degrees (www.Merriam-

webster.com).

In this study, refers to an institution where divided

into different offices, one is motorpool office which

consist of administrator, drivers, and vehicles.

Vehicle. A self-propelled road vehicle designed to

carry passengers, especially one with four wheels that is

powered by an internal – combustion engine (www.Merriam-

webster.com).

In this study, vehicle refers to the equipment used for

transportation of University personnel.

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CHAPTER II

Review of Related Studies

This chapter presented several research studies that

have contributed to the present study.

Development of Car Rental Management Information System

In the study by Waspodo et.al (2011), discussed that

Avis Indonesia has car rental system that is involving the

customer’s inquiries. They will fill out forms to rent a

car. The form will be submitted to the office. After the

verification process is completed, car and the driver

information will be delivered through the system, along with

rental history records.

Car rental system at Avis Indonesia has done by way of

the customer register by phone or come directly to the

office or Avis stand for registering rental process, so it

took a lot of time and resources required is also increased

because each process requires different resources. On rental

system that has run in the Avis Indonesia, the company has

tried to set up the rental system well. However, due to

limitation manual system and only controlled by some parties

within the company, thus causing the existing report data

becomes difficult to manage. Avis Indonesia as a company

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engaged in the car rental requires a rental application

system that is able to integrate the conventional rental

toward the concept of online rental. The concept poured on

online web car rental supported with the ability to non-stop

access.

Therefore, this research aims to build an online car

rental system. The researcher used five stages development

life cycle including planning, analysis, design,

implementation and use, which utilized programming language

of PHP 5.0 and version 5.1.30 MYSQL database. Based on the

analysis, the information system could increase the time

efficiency on average up to two days for delivering the car

to customers, and a paper cost savings up to Rp. 750,000 in

rental history records. With web-based car rental management

information system, could improve the time efficiency of

rental history data transmission after using this

application. The time difference in delivery becomes shorter

to seconds compared to not using a web application. The

delivery has done using transport to headquarter about 3

hours and not immediately shipped, till a few days after the

verification process completed. There is efficiency in paper

procurement for charging rental history, plus there is no

transportation cost for delivery of rental history data,

with the web application, the data stored neatly and car
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rental costs can controlled and monitored by the operational

manager and owner thus avoiding the over-budgeting. Data

storage which is already computerized will ease the process

for company in the data storage, retrieval and report, where

all data stored in a database that creates data security and

data processing process so that rental data stored neat,

clear and not lost or spilled.

Online Vehicle Parking Reservation System

According to the study of Corneille et.al (2018),

online vehicle parking reservation system improves the

existing system since we are in computerized world. With

this new system is mandatory, it enables the user of the

system (client, employee, System administrator) to reserve a

parking lot online and this reduces the wasting of time of

the clients looking for where to park, increase the safety

of the property since the parking lot is numbering. The

Online Vehicle Parking Reservation System (OVPRS) is a

system that enables customers/drivers to reserve a parking

space. It also allows the customers/drivers to view the

parking status at kyebando people’s park. It was developed

because the congestion and collision of the vehicle, the

system was developed for Kyebando People’s Park located in

Kyebando. Therefore the project aimed at solving such

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problems by designing a web based system that will enable

the customers/drivers to make a reservation of available

parking space at people’s park. People’s Park Kyebando is

located in Kampala district along Kampala –Gayaza rd and was

licensed by KCCA in 2009. It‘s located 1 mile from Kalwere

round about, People’s Park Kyebando is constructed on 1 Acre

of land (measurements 100ft-100ft) in kyebando village, it

provides enough space for its well-wishing customers, It is

equipped with high maximum security coupled with an electric

fence , four gun men from a well training security company

and well trained bull dogs have been also used to control

trespassing within the People’s Park and with this maximum

security, expenses like compensation of customers’ lost

vehicles are brought down.

Due the increased transmission in information

technology this makes PPK to change from manual and local

Vehicle Parking Reservation System to computerized and

Online Vehicle Parking Reservation system was used to make

management, registration and booking easier. The research

has helped to minimize paperwork, errors made from the

reservation office like miss spelling the number plate,

vehicle model, time wastage, delays and congestion at the

reservation office. The study was also useful to the

researcher in the way that it helped him in putting the

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acquired knowledge in Computer Science into practical

perspective. This research shall also be helpful to the

government to get relevant information and make polices for

such organizations and also encourage others to adopt.

This system enable drivers to locate and reserve a

parking place online through accessing it on web platform.

To establish possible solutions to improve on the current

Vehicle Parking Reservation system. To design and implement

Online Vehicle Parking Reservation system. To make a good

research about People’s Park and gather all necessary

information that helped in designing the new parking

reservation system.

Vehicle and Driver Monitoring System Using On-Board and

Remote Sensors

Ferreira et.al (2023) presents an integrated monitoring

system for the driver and the vehicle in a single case of

study easy to configure and replicate. On-board vehicle

sensors and remote sensors are combined to model algorithms

for estimating polluting emissions, fuel consumption,

driving style and driver’s health. The main contribution of

this paper is the analysis of interactions among the above

monitored features highlighting the influence of the driver

in the vehicle performance and vice versa. This analysis was

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carried out experimentally using one vehicle with different

drivers and routes and implemented on a mobile application.

Compared to commercial driver and vehicle monitoring

systems, this approach is not customized, uses classical

sensor measurements, and is based on simple algorithms that

have been already proven but not in an interactive

environment with other algorithms. In the procedure design

of this global vehicle and driver monitoring system, a

principal component analysis was carried out to reduce the

variables used in the training/testing algorithms with

objective to decrease the transfer data via Bluetooth

between the used devices: a biometric wristband, a

smartphone and the vehicle’s central computer. Experimental

results show that the proposed vehicle and driver monitoring

system predicts correctly the fuel consumption index in 84%,

the polluting emissions 89%, and the driving style 89%.

Indeed, interesting correlation results between the driver’s

heart condition and vehicular traffic have been found in

this analysis.

In the procedure design of this global vehicle and

driver monitoring system, a principal component analysis was

carried out to reduce the variables used in the

training/testing algorithms with objective to decrease the

transfer data via Bluetooth between the used devices: a

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biometric wristband, a smartphone and the vehicle’s central

computer. Experimental results show that the proposed

vehicle and driver monitoring system predicts correctly the

fuel consumption index in 84%, the polluting emissions 89%,

and the driving style 89%. Indeed, interesting correlation

results between the driver’s heart condition and vehicular

traffic have been found in this analysis.

The statistical approach, based on OBD data, consists

of dividing the trip into three fundamental events: launch,

acceleration, and brake event. Launch event is related to

the acceleration from idle position (vehicle stopped but

with the engine on) to a certain speed. Launch is an event

that can provide information mostly on city driving because

of several brakes and accelerations are done because of

bumps, traffic, traffic lights, and other causes. The

acceleration event is related to the vehicle in movement but

the user wants to increase the speed. The braking event also

has a high relationship with driving style, because several

brakes and/or harsh brakes indicate a more aggressive style,

besides is related to more fuel combustion since the brake

is related to energy loss.

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Radio Frequency Identification-Based Vehicle Monitoring

In the study of La Madrid et.al (2017), over the years

had passed, technology and gadgets have taken over the path

of our life. The landscape of technology have been changed,

from manual to automatic and simple to sophisticate.

Nowadays, many technologies are continuously upgrading and

used for better results. Technologies that are very usable

and serviceable to the present and to upcoming generation.

It involved in most of what we do at this contemporary

period. It has become a need to people to ease the manual

processes they used to do. Indeed, the unending cycle of

technology innovation brings satisfaction and impart an

exquisite outcome to the people.

As technology evolved, everyone has been well exposed

in living alongside some state of the art control system

especially in securing the general dwelling, remote

supervision and mobility. Security is the most important for

us people that is why the quest for a safe and sound living

still lingers around the need of everyone. Home security has

always been regarded as the core when it comes to addressing

the safety and security aspect of our general living

(Jscsecur, 2014). Aside from home, schools are also in the

main lists when it talks about safety especially public

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schools because of the number of vehicles moving into and

out of the school premises.

Today, transportation has the important role in our

society. It is one of the most important infrastructures of

any country and serves as a tool for us to go anywhere and

any place we want in a faster and easy way. However, as we

notice, human population is growing bigger. Along with,

vehicles are also growing in number. Monitoring today is

becoming a big challenge for everyone in securing their own

properties. In many areas like the Isabela State University-

Cabagan Campus, there are many problems encountered when it

comes to security. A lot of vehicles that enters and exits

in one place to another is one of the realistic

circumstances. One of these problems is the difficulty of

managing the entrance and exits of the vehicles manually.

Another problem in manual monitoring is that the assigned

guard cannot monitor every vehicle that are entering the

area from time to time and maintaining the records of

vehicles are a complicated task in manual process. To

resolve these problems, the proponents came up with the idea

of “RFID Based Vehicle Monitoring”. The study focused on the

development of a “RFID-Based Vehicle Monitoring” technology

which is believed to be useful in monitoring and checking of

vehicles, both authorized and unauthorized.

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The general objective of the study is to develop a

RFID-Based Vehicle Monitoring at Isabela State University-

Cabagan Campus.

Specifically, it aimed to design a vehicle monitoring

system that provides the following: A database for all

registered vehicles using 13.56 MHz RFID module; SMS

notification to the database using SIM900A GSM module; An

integrated barrier gate using Tower Pro MG966R Servo Motor;

An integrated HC-SR04 ultrasonic sensor for vehicle

detection; and An integrated Arduino camera module for

capturing vehicle images.

Determine the performance of the technology developed

in solving security constraints in terms of the following:

a. Functionality,

b. Usability, and

Reliability

Vehicle Monitoring System: ABE International Business

College

According to Hidalgo et.al (2018), metrics represent

the data in your system, while monitoring is the process of

collecting, aggregating, and analyzing those values to

improve awareness of your components’ characteristics and

behavior. The data from various parts of your environment

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are collected into a monitoring system that is responsible

for storage, aggregation, visualization, and initiating

automated responses when the values meet specific

requirements.

In general, the difference between metrics and

monitoring mirrors the difference between data and

information. Data is composed of raw, unprocessed facts,

while information is produced by analyzing and organizing

data to build context that provides value. Monitoring takes

metrics data, aggregates it, and presents it in various ways

that allow humans to extract insights from the collection of

individual pieces.

Monitoring systems fulfill many related functions.

Their first responsibility is to accept and store incoming

and historical data. While values representing the current

point in time are useful, it is almost always more helpful

to view those numbers in relation to past values to provide

context around changes and trends. This means that a

monitoring system should be capable of managing data over

periods of time, which may involve sampling or aggregating

older data.

Secondly, monitoring systems typically provide

visualizations of data. While metrics can be displayed and

understood as individual values or tables, humans are much

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better at recognizing trends and understanding how

components fit together when information is organized in a

visually meaningful way. Monitoring systems usually

represent the components they measure with configurable

graphs and dashboards. This makes it possible to understand

the interaction of complex variables or changes within a

system by glancing at a display.

An additional function that monitoring systems provide

is organizing and correlating data from various inputs. For

the metrics to be useful, administrators need to be able to

recognize patterns between different resources and across

groups of servers. For example, if an application

experiences a spike in error rates, an administrator should

be able to use the monitoring system to discover if that

event coincides with the capacity exhaustion of a related

resource.

Finally, monitoring systems are typically used as a

platform for defining and activating alerts, which we will

talk about next.

What is Logistics? All organizations move materials.

Manufacturers build factories that collect raw materials

from suppliers and deliver finished goods to customers;

retail shops have regular deliveries from wholesalers; a

television news service collects reports from around the

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world and delivers them to viewers; most of us live in towns

and cities and eat food brought in from the country; when

you order a book or DVD from a website; a courier delivers

it to your door. Every time you buy, rent, lease, hire or

borrow anything at all, someone must make sure that all the

parts are brought together and delivered to your door.

Logistics is the function that is responsible for this

movement. It is responsible for the transport and storage of

materials on their journey between suppliers and customers.

Northward Crest Logistics Corporation started its

operations delivering agricultural products and construction

materials within the Northern region of the Philippines. The

company also partnered up with LF Logistics in delivering

consumer goods from leading companies such as Puregold,

Mercury Drugstore and Proctor and Gamble. At present, NCLC

is rapidly expanding to tap other areas and accommodate

future clients. When NCLC was founded in the early quarter

of 2017, all the process of its operation is done manually

from filling of records, listings of transactions and

tracking.

This study aims to develop and to provide an automated

Vehicle Monitoring System that would help the admin staff,

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finance, drivers, managers and as well as the owner of the

Northward Crest Logistics Corporation.

Specifically, this study has the following objectives:

1. To design and develop a non-hassle and trouble-free

Vehicle Monitoring System that would monitor the

assets, trips, financials and other allocations of the

company.

2. To help the end users in minimizing the time and effort

spending in doing the manual process of monitoring the

vehicles.

3. To provide an effective, reliable and secured system

with a user friendly interface that would help reduces

processing time.

This study will help the company elevate the process of

their system from manual to computerize. The major benefits

of this automation to the company are productivity and

effectivity, availability, reliability, performance and cost

reduction. The system will help to improve collaboration

between departments. Upon finishing the Vehicle Monitoring

System for Northward Crest Logistics Corporation, the

following are expected to be beneficial to:

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Northward Crest Logistics Corporation: The system will

enhance the way the company accomplishes its management

process and monitoring operations while maximizing the use

of modern technology.

To the researchers: The researchers will enhance their

knowledge in an organization like Northward Crest Logistics

Corporation, as well as their knowledge in making a system.

To the future researchers: This will benefit other BSIT

researchers who wish to have similar studies as they can get

information from the result of this proposed system. This

will serve as their prototype to modify their system.

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CHAPTER III

METHODOLOGY

This chapter discusses the methodology used in this

study. This included the research design, software

development, and statistical treatment.

Research Design

In this study, the researchers use descriptive and

developmental research design. Descriptive research

describes “What is”. It involves the description, recording,

analysis and interpretation of then present nature,

composition or processes of phenomena. The focus is

prevailing conditions, or how a person, group, or thing

behaves are functions in the present. It often involves some

type of comparison or contrast (Manuel & Medel, 2014).

The descriptive research was use to help the researcher

gather information from the users that will help in the

development of the system. It also help the researcher to

analyze the information by the asking the office to make

sure the develop system meet develop features.

Developmental research design seek to create knowledge

grounded in the data systematically derived from practice.

It is a way to establish new procedures, techniques and

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tools based upon a methodical analysis of specific case

(Richey, Klein, 2005).

This was use to analyze and describe the develop system

to assist changes. Developmental research helps to make

decisions about what are the needed improvements to make the

developed system better by the help of documentations and

results of testing to meet the criteria in terms of

reliability, functionality and efficiency.

Software Development Life Cycle (SDLC)

RAD is a set of methods developed to overcome the

weaknesses of traditional system development methods, such

as waterfall models and their variants. It is a method used

in rapid application development cycles and also provides

good software quality compared to traditional software

engineering approaches. Through a rapid application

development process, organizations can reduce software

development and maintenance costs. It was first introduced

by James Martin in the 90s. James Martin believed that the

RAD model is a more flexible and adaptive application

development model for changing user needs and ensures fast

developed system quality at minimal cost. In its

application, it emphasizes the short planning process by

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focusing on software development process consisting of

development, testing and feedback.

Although the RAD method is believed to be capable of

supporting rapid software development processes, but in its

application, this method has risks that can arise, namely

reduced system level scalability, reduced power efficiency

and time in the process of system development, and the short

time of system development will have an impact on Software

quality. Therefore, in its application, the RAD method

should be supported by a team of developers who are experts

in software engineering resulting in high cost of

development and hardware specifications required. It is

strongly recommended to carry out a combination of RAD

method implementation with other system development methods

accompanied by good support and project management tools.

The project manager has responsibility in performing

documentation, analyzing each system component, and giving

priority to important components of the system. Managers

are also responsible for controlling the communication

process between team members and stakeholders involved in

the system development process (Delima, 2017).

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Figure 2. Rapid Application Development Model

Requirement Planning Phase

The objectives of the requirement planning phase is (i)

to understand the existing problems that are related to its

development and coming operation;(ii) to have knowledge

about the existing system and; (iii) to find out the set of

activities that will be improved by the developed

application.

The researchers performed the following tasks in

relation to this phase, as such:

1. Conduct an Interview in the Motorpool Office. In

order to know the current situation involving transactions

and reservation in the office, the researchers visited

Northern Iloilo State University Motorpool Office to have a

first-hand information about how the reservation being

processed, requirements needed and the approval of

reservation by the clients.

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2. Requirements Definition. The range of this project

was defined in this task. The functionalities of the systems

were specified in terms of the reservation process and the

data that the system would support. The requirements

definitions were defined as functional requirements and non-

functional requirements. For the functional requirements,

the users would like that the developed system could respond

in every clients inquiry about the reserved vehicle. For the

non-functional requirements, the target users desired that

the outcome of this study would enhanced their current

transactions in reserving the vehicle. The processes should

be improved efficiency, usability, production and

reliability of the information provided to the users.

3. Finalization of requirements. The requirements were

properly documented from the previous task and used as a

guide in the development of the various components of the

system. To continue this project, the developed system was

presented to the users for their approval.

User Design Phase

The objectives of the User Design phase are (i) to

study the reservation processes related with the developed

system area; (ii) to analyse in detail the reservation data

that had been gathered from previous phase; (iii) to develop

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the system architecture automatically and manually that will

build the system; (iv) to design the suggested layouts for

the core automated functions and; (v) to find the befitting

construction approach for the system.

Design elements send out the software functions and

features in detail after the approval of the requirements.

It contained functional diagrams, screen layouts, process

rules, reservation process diagrams, and an entity

relationship diagram with a full data dictionary.

The user design phase was the continuous interactive

process that provide a detailed system area model with heavy

emphasis and developed the outline system design as well as

the implementation plan. The following tasks was conducted

under this phase.

1. Detailed System Area Model. In order to have a

detailed activities for the developed system area, the

researchers together with the Motorpool Office Administrator

shared ideas in compliment with the functional components of

the developed system area model. With the completion of the

detailed system area model, the scope was further improved

to assure that the critical functions of the developed

system would be delivered in the needed time frame.

2. Data Model. After the analysis of the reservation

process, the next task was to analyze the data need. A

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detailed analysis of the required data would be implemented

through the use of the Entity Relationship Diagram.

An Entity Relationship Diagram (ERD) is a graphical

model that depicts the relationships among the system

entities (Shelly & Rosenblatt, 2012). There were be five

entities for the developed system. These are the CLIENT

entity was categorize as strong entity, while the

RESERVATION entity, DRIVER entity, CLIENT_RESERVATION entity

and VEHICLE entity was categorized as a weak entity.

Relationships were set between and among these entities

through cardinalities. Thus, the following relationships

were defined. There is a many-to-many relationship between

the CLIENT entity, CLIENT_RESERVATION entity and RESERVATION

entity. This means that client could request a reservation

multiple times and be deputed to reservation. The one-to –

one relationship between the DRIVER entity and VEHICLE

entity, means that reservation could access one driver and

one vehicle. Figure 3 shows the Entity Relationship Diagram

of the study.
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Figure 3. Entity Relationship Diagram of the Proposed

System.

3. Process Model. The process model was used as a

management tool to standardize development activities where

manual-based systems turned into web-based systems. The

context of data flow diagram shows in figure 4. A Data Flow

Diagram is often called DFD. DFD represents the flow of data

of a system or a process. It also gives insights into the

inputs and outputs of each entity and the process itself.

DFD does not control flow, and no loops or decision rules

are present. A flow chart explains specific operations

depending on the type of data. The Data Flow Diagram can be

represented in many ways. The DFD belongs to structured-

analysis modeling tools (Jain, 2020). The Vehicle

 33

Reservation and Monitoring System with SMS Notification for

NISU Motorpool Office includes a system administrator and

client. The system administrator is responsible for the

upkeep and reliable operation of the designed system.

Administrator read, update, remove, and manage the

information stored in the system. Client create and request

reservation to Motorpool office and receives SMS to be

notified about the reservation. Figure 4 shows the

Decomposition Data Flow Diagram depicting the process model

of the developed system.

Figure 4. Decomposition Data Flow Diagram Depicting the

Process Model of the Proposed System.
 34

4. Logical Architecture Design. The next task in the

user design phase was to develop the logical architecture

design. The researchers would design the developed layouts

for the core functionality of the system. The layout of the

developed system showed the hierarchy of major logical

components which were separated by layers or tiers, they had

relationship with each other and connected with the clients

and applications. Layers were the logical separation of

components and the practical use, and take no account of the

physical location of components on different servers or in

different locations. Tiers were involved in distributing of

components and functionality on separate servers, computers,

networks, and remote locations.

Figure 5 shows the logical architecture design of the

developed system. The model, which is an n-tier

architecture, is a Client-Server architecture merged with

the layered architecture. The design of the layout was

composed of three layers. These are the presentation layer,

the application and logic layer and the database layer.

The presentation layer component implemented the

functionality necessary for the interaction between human or

users and application. There were three user interfaces that

the developed system covered which were the web-based

interface designed to be used by the system operator, the

 35

Reservation Log interface which is the interface of the

client and administrator, and the Evaluation interface for

the evaluation of driver after the trip. The application and

logic layer implement the main functionality of the system,

and encapsulate the relevant trip logic. The system function

would execute the various modules and sub-modules found in

the application and logic layers. The last layer was the

database layer which holds the records of all the drivers

and trips. It should be composed of the different

relational databases with its appropriate tables, fields and

attributes.
 36

Client
Web-based Interface Evaluation Reservation Log
Interface Interface
Presentation/ GUI Tier

Information and Data and Service

Service Request

Application Server Trip Management

Application Logic Layer

Response to data Request for Create,

manipulation Read, Edit and
request Delete

Database Tier

Figure 5. The Logical Architectural Design for the Proposed

System.

5. The physical network topology of the system

visualized the communication schemes of the physical

networks and its network arrangements. Physical network

topology illustrated the placement of each component in the

network. It shows the outline of computer, cable and other

device. Since this system implemented an SMS notification

 37

for the update of reserved vehicle, client must provide

their contact number in order to them to be notify and

update with regards to their reservation.

In the development of SMS system notification, the

researcher was used SMS gateways and mobile phone, which are

connected to the web-based system. The SMS gateways served

as the gateway to connect with the mobile phone users and

the system for sending the alert message automatically to

the customers about the availability, information and status

of the vehicle and driver. The mobile phone was used for

receiving the text messages and alert messages about the

reservation status from the system. Figure 6 shows the

physical network topology of the proposed system.

INTERNET SMS

SERVER
ADMINISTRATOR

CLIENT

Figure 6. Physical
DATABASE Network Topology of the Proposed System.

Rapid Construction (RC) Phase

 38

The objectives of the RC phase are as follows: (i) to

complete the detailed design needed in the development of

the developed system; (ii) to developed a software that

implements the developed system and undergo in testing;

(iii) to enable to produce a system based on users’

expectations that will perform in an acceptable level; (iv)

to be able to prepare documentation that will guide the user

in operating the developed application; (v) to design,

develop, and test the software transformation; and (vi) to

be able to perform the steps required to prepare for the

process of system conversion to production status.

In the RC phase, the detailed design was completed. The

proposed system is done using prototyping and was also

executed the activities to prepare for the development of

the system into the production status. The tasks under this

phase are as follows:

1. Preparation of the Rapid Construction. The first

task was to identify important equipment and materials

including the programming language to use as well as the

database management system that could address the database

requirements. They should bring together for the preparation

of the rapid construction.

Since the proposed system is web-based, a server

computer is required to run the web server and the developed

 39

system prototype. The researchers used their personal laptop

computer as to be configured as the server computer. They

downloaded the XAMPP application package and subsequently

installed in the server computer. The XAMPP application

package is comprise of Apache as web server, MySQL for

database management software, PHP as server-side scripting

language, and VB.Net for SMS. Installing this application

package would allow the researchers to develop a web-based

system prototype. The researchers then tested the progress

of the system prototype in the local machines to meet the

needs of the users. The other languages used in the

development of the system prototype were HTML, and CSS.

For the SMS components, the researchers employed for

the use of the Globe Tattoo™ USB stick. The purpose of this

device was suitable for SMS related activities. The SMS

module was created using Microsoft® Visual Studio® 2010.

2. Construction of the System Prototype. The next task

under this phase was to create the system prototype. For

efficient user interface design, the researchers adopted the

standard web development techniques to design the system

prototype. Font styles, color and sizes were given emphasis

as well as the background and even the whitespaces. The PHP

programming language was used to write the various files

that have consist the system prototype. Similarly, a MySQL

 40

database was created to store the records that would be

saved in the system.

Homepage Interface

This will be the first page of the developed system.

Through this page, the end-user can rate the driver by

clicking the “Rate for Driver” button, can be guided for the

requirements needed for the reservation of vehicle by

clicking the “Issuance of trip ticket” button. The Calendar

of Trips/Activities shows the trip schedule of vehicles with

information such as: date, time, purpose, destination,

driver’s name, vehicle plate number, and number of

passenger. End-users can also view the available drivers and

vehicles by clicking the “available driver” and “available

vehicle” button. To log in, the administrator should click

the “login” button found at the right side of the screen.

Figure 7 shows a screen capture of the Homepage Interface.

 41

Figure 7. The Homepage of the Proposed System.

Log In Form
The administrator can log in to the system using this

form. Before gaining access to the system, users must enter

their username and password. When the admin enters the wrong

username and password they cannot access the system. Figure

8 shows a screen capture of Log in Form.

 42

Figure 8. Administrator Log in Interface of the Proposed

System.

System Administrator’s Dashboard

The interface shows the calendar of trip/activities

where the admin can see the scheduled trips, and the

available drivers and vehicle. Figure 9 shows the screen

capture of admin page interface.

Figure 9. System Administrator Dashboard of the Proposed

System.

Driver’s Record
 43

This section shows the list of drivers. This is where

the admin can add, edit/update, show driver’s ratings, and

delete drivers’ information in the system. The records is

also printable. Figure 10 shows the scree capture for the

Drivers Record.

Figure 10. Driver’s Record of the Proposed System

Vehicle’s Record

This section shows the list of vehicles. This is where

the admin can add new vehicle, edit/update, and delete

vehicles’ information in the system. The records is also

printable. Figure 11 shows the scree capture for the

Vehicles Record.
 44

Figure 11. Vehicle’s Record of the Proposed System

List of Trips

This page shows the list of trips, it is where the

admin can add new trip. It includes the driver’s name,

vehicle plate number, date of trip, client’s contact number,

authorized passenger, purpose, destination, and authorized

by. Figure 12 shows the List of Trips of the proposed

system.
 45

Figure 12. List of Trips of the Proposed System

Trip Logs

The trip logs are the data of trips is recorded. Figure

13 shows the Trip Logs, which contains the purpose, trip,

place departure, place arrival, time departure, time

arrival, and odometer reading/speed. The admin can also

print and delete the information.

Figure 13. Trip Logs of the Proposed System

SMS

The admin send an SMS once the reservation has been

scheduled. Figure 14 shows the screen capture of the actual

text message received by the client/end-user.

 46

Figure 14. SMS of the Proposed System

SMS Logs

The SMS Logs are the data recorded text messages sent

to the client/end-user. Figure 15 shows the SMS Logs, which

contains the text message, phone number, date, and time the

message are send.

Figure 15. SMS Logs of the Proposed System

Profile

The Profile lets the admin change the username, and

update the password. Figure 16 shows the screen capture of

Profile.
 47

Figure 16. Profile of the Proposed System

Vehicle Maintenance Record

The vehicle maintenance stores the maintenance record

of a vehicle. Figure 17 shows the screen capture of Vehicle

Maintenance Record, which contains the vehicle name, status

of vehicle, maintenance type, description, and date of

maintenance.

Figure 17. Vehicle Maintenance Record of the Proposed System

3. Testing and Evaluation. Testing was required in the

development of the system model to verify the capabilities

towards the computer software or hardware and the

productivity of every part of the system. Moreover, the

result would be applied in the user requirements and must be

functional to the real data. The researchers, together with

 48

the information gathered from NISU Motorpool Office, would

perform the simulation.

Since the researchers applied the Rapid Application

Development model in the developed system, the Rapid

Construction phase go back to the User Design phase

repeatedly until the system model is applicable with the

user design.

In the conduct of this study, an adopted questionnaire

by Acoriba, Belarde, Derraco, Gortayo, Lorejo, and Sungahid

(2022) in their study entitled “Farmers Association Loan

Tracker Management System with SMS Notification” was used.

The instrument undergone reliability testing where the

ISO/IEC 25010 standard that describes a software quality

model which comprises into eight quality characteristics and

was subdivided into sub-characteristics. A 5-point Liker

scale comprising of 1 as Poor and 5 as Very Good was used.

To determine whether the developed system satisfies user

requirements and satisfaction, as well as to test the

system's usability, functionality, and efficiency, the

questionnaire's content was subjected to content validation

by three members of the panel of information technology

experts. To statistically compute whether the system passed

the evaluation criteria, the Mean statistics are applied.

 49

The Mean has been computed as:

x=
∑x
n

Where 𝑥 is the mean

∑𝑥 is the summation of individual raw score

N is the number of population.

The obtained mean score was interpreted using the

following verbal descriptions:

For User Acceptance and Expert Testing:

Mean Score Verbal Description

4.21‒5.00 Very Good

3.41‒4.20 Good

2.61‒3.40 Average

1.81‒2.60 Fair

1.00‒1.80 Poor

Software Evaluators

Testing the system prototype is essential to the design

and manufacturing process. Testing and evaluation confirmed

that the product worked as planned or if it needed

refinement.

A total of fifty-five (55) respondents were selected to

test the developed system. They were composed of ten (10)

motorpool personnel, forty (40) students, and five (5) IT

 50

experts taken from the faculty of the College of Information

and computing Studies at Northern Iloilo State University,

Estancia, Iloilo were polled as study participants.

Table 1. Distribution of Respondents by Category

Category Frequency Percentage

Motorpool Personnel 10 18.18%

Students 40 72.73%

Experts 5 9.09%

Entire Population 55 100%

4. Finalizing of the Developed System Product. After

testing the data of the system model, feedbacks coming from

the users, were gathered and would become basis for system

improvement. However, to improve the system the revisions

must only up to three major chances, so that the project

timeframe would not be drag by excessive revisions. After

the third major revision, the final system product would be

presented for the acceptance and would become ready for

deployment.

Cutover Phase

The objectives of the Cutover Phase are as follows: (i)

to improve the efficiency of the system in supporting the

goal of business activities; (ii) to install the system in

 51

production operation with smallest description of business

activity; (iii) to determine the possibility of a future

enhancement.

The Rapid Construction phase that have been developed

in the system becomes the operational in the cutover phase.

The developers gathered existing data that could be used for

the new system and the users that had been trained will be

the one to operate the new system. They also administered

the system to resolve any problem that will come immediately

after the application become operational. The following task

will be conducted under this phase.

1. Conduct User Training. Training session will be

handle to help the future users of the new system on how it

operates. This training is completed before the application

is placed into production. The training sessions are based

on materials developed during the RC phase and follow the

training plan that will be developed at that time.

2. Installation of the Final System. The researchers

will present the necessary steps to begin operation of the

system in the real- world environment. Required adjustments

to the hardware and system software configuration will be

formed. Significant installations will be given to the

operations personnel who operated the system.

 52

3. Acceptance of the Final System. The new system

installation can be view as successful and must be accepted

when it operates in a specific period of time within defined

tolerance for accomplishment, error rate and usability. This

acceptance is based upon agreement among end-users,

administrator, support staffs, and the researchers about

procedures, software and system documentation.

 53

CHAPTER IV

PRESENTATION OF DATA AND INTERPRETATION OF RESULTS

This chapter shows the presentation, analysis, and

interpretation of results that addressed the objectives of

the developed system.

Level of Usability of the Proposed System as perceived by

the End-Users in Terms of Understandability, Learnability,
and Operability

Table 2 shows the result of the mean score of the

respondent’s feedback on the level of usability of the

Vehicle Reservation and Monitoring System with SMS

Notification for NISU Motorpool Office in terms of

understandability, learnability, and operability.

Usability means the degree to which software can be

used by specified consumers to achieve quantified objectives

with effectiveness, efficiency, and satisfaction in a

quantified context of use (lawinsider, 2019).

Understandability was the concept that financial information

should be presented so that a reader can easily comprehend

it (accountingtools, 2021). Learnability was the quality of

allowing users to easily become familiar with something

(Saulo et al., 2019). Operability was a measure of how well

a software system works when operating. (highops, 2021).

53
 54

These result stated that the proposed system had a high

level of usability in terms of understandability, which has

a high-level mean of 4.44, which was verbally interpreted as

"Very Good". The Learnability has a mean value of 4.31 was

also interpreted as "Very Good” while the operability has a

mean value of 4.38, which was also interpreted as “Very

Good”.

Table 2. Level of Usability of the Proposed System as

perceived by the End-Users in Terms of Understandability,
Learnability, and Operability

Verbal
Objectives Mean Interpretation

Level of Usability 4.37 Very Good

a. Understandability 4.44 Very Good
b. Learnability 4.31 Very Good
c. Operability 4.38 Very Good
Legend: 1.00 - 1.80 (Poor); 1.81 - 2.60 (Fair)
2.61 - 3.40 (Average); 3.41 – 4.20 (Good)
4.21 – 5.00 (Very Good)

The study found that NISU Motorpool personnel required

the Vehicle Reservation and Monitoring System with SMS

Notification for NISU Motorpool office for convenient

management and monitoring of vehicle reservation. The

transactions involved generating SMS Notifications and

recording trip data through a user friendly program.

 55

Level of Functionality of the Proposed System as perceived

by the End-Users in Terms of Security, Accurateness, and
Suitability

Table 3 shows the mean score in determining the

functionality of the generated system feature for

cooperation among the end-user. Functionality is any or all

of the operations performed by a piece of equipment or a

software program (dictionarycambridge, 2021). Security was

the quality or state of being secure (Merriam-Webster,

2019). Accurateness is the state or quality of being

accurate; accuracy; exactness; nicety; precision.

(yourdictionary, 2021). Suitability is the quality of being

suitable (yourdictionary, 2021).

Based on the result obtained from the respondents

regarding the functionality of the Vehicle Reservation and

Monitoring System with SMS Notification for NISU Motorpool

Office, was composed with a mean value of 4.46, it was

verbally interpreted as "Very Good". In terms of security,

it has the mean value of 4.41, which was interpreted as

"Very Good". For accurateness, the computed mean value was

4.48, and was verbally interpreted as "Very Good". While in

terms of suitability it has a mean value of 4.49, and was

also interpreted as "Very Good".

 56

Table 3. Level of Functionality of the Proposed System as

perceived by the End-Users in Terms of Security,
Accurateness, and Suitability

Verbal
Objectives Mean Interpretation
Level of Functionality 4.46 Very Good
a. Security 4.41 Very Good
b. Accurateness 4.48 Very Good
c. Suitability 4.49 Very Good
Legend: 1.00 - 1.80 (Poor); 1.81 - 2.60 (Fair)
2.61 - 3.40 (Average); 3.41 – 4.20 (Good)
4.21 – 5.00 (Very Good)

The findings implied the developed system could manage

both data and records in Vehicle Reservation and Monitoring

System with SMS Notification for NISU Motorpool office in

day-to-day operations. The primary function of this proposed

system is to safeguard the data inputted. Users believed

that this system would be useful and reliable in managing

and monitoring the vehicle’s reservation.

Level of Performance Efficiency of the Proposed System as

Perceived by the Expert Evaluators as to Time Behavior and
Resource Utilization

The experts' evaluation of the developed system was

summarized in Table 4. The average score of the experts was

shown in the table. Performance efficiency refers to a

software product's capacity to provide adequate performance

about the number of resources used under specified

conditions.
 57

These consists of time behavior, resource utilization,

and capacity as their sub-characteristics. Time behavior

refers to the capacity of subjects to perceive, estimate,

and discriminate time intervals (e.g., durations of and

between events), to emit (or avoid emitting) behavioral

responses at appropriate time intervals, and more generally,

to modulate their behavior in time (Turiault et al., 2010).

Resource utilization was life satisfaction and sustainable

consumption (Resource Utilization, 2014).

Based from the expert evaluators’ feedback regarding

the performance efficiency of the Vehicle Reservation and

Monitoring System with SMS Notification for NISU Motorpool

Office the overall performance has the computed mean value

of 4.62 being interpreted as "Very Good".

In terms of time behavior, the computed mean value was 4.60

also being interpreted as "Very Good". While in terms of

resource utilization has a computed mean value of 4.64 and

is also interpreted as "Very Good".

Table 4. Level of Performance Efficiency of the Proposed

System as Perceived by the Expert Evaluators as to Time
Behavior and Resource Utilization

Verbal
 58

Objectives Mean Interpretation

Level of Performance
4.62 Very Good
Efficiency
a. Time Behavior 4.60 Very Good
b. Resource
4.64 Very Good
Utilization
Legend: 1.00 - 1.80 (Poor); 1.81 - 2.60 (Fair)
2.61 - 3.40 (Average); 3.41 – 4.20 (Good)
4.21 – 5.00 (Very Good)

The findings revealed that the system possessed the

qualities and functionalities required to provide

information that would be needed to the Motorpool Office. It

also shows that the CICS faculties considered the system

useful and requires Vehicle Reservation and Monitoring

System with SMS Notification for NISU Motorpool office in

monitoring the vehicle reservation.

 59

CHAPTER V

SUMMARY, CONCLUSION, AND RECOMMENDATION

This chapter presents a summary of the research

conducted on the topic. The study's findings were also used

to draw conclusions. Furthermore, recommendations were made

based on the study's results and conclusions.

Summary

The main objective of the study was to provide an

efficient, convenient and productive system that would

replace the manual-based reservation and scheduling of NISU

Motorpool Office.

Specially, this study aimed to design and develop an

easy access Vehicle Reservation and Monitoring System that

would monitor the reservation, trips, and availability of

vehicle.

It determine the level of usability of the developed

system as perceived by the end users in terms of

understandability, learnability, and operability. Moreover,

it determine the level of functionality of the developed

system in terms of security, accurateness, and suitability

as perceived by the end user. Lastly, it determine the level

of performance efficiency of the develop system as perceived

59
 60

by expert evaluators in terms of time behavior and resource

utilization.

In the study, developmental-descriptive research

designs were used to describe the respondents' observations

based on the many elements mentioned in the study

objectives. Furthermore, the RAD model was used in the

creation of the system prototype. The main statistics were

employed to describe the level of usability as perceived by

the end-users in terms of understandability, learnability,

and operability. Level of functionality as perceived by the

end-users, in terms of security, accurateness, and

suitability. And the level of performance efficiency as

perceived by the experts in terms of time behavior and

resource utilization. The study was conducted at Northern

Iloilo State University Motorpool Office, Estancia Iloilo. A

total of fifty-five (55) respondents were selected to test

the developed system. They were composed of ten (10)

motorpool personnel, forty (40) students, and five (5) IT

experts taken from the faculty of the College of Information

and computing Studies at Northern Iloilo State University,

Estancia, Iloilo were polled as study participants. The

information was acquired via a survey questionnaire that

mainly asked respondents for feedback on a survey instrument

that the researchers had adopted.

 61

Conclusion

Based on the result of the researcher’s study, the

following conclusion are drawn:

1. The level of usability of the developed system in

terms of understandability, learnability, and operability as

perceived by the end-users was rated as very good. According

to the responders, the system flow was simple to learn,

manage, and understand. This stated that the produced system

had a high level of usability, which means that users found

the system's operations simple to learn and the information

provided by the system clear and simple to grasp. The system

is also simple due to the interface design, easy to

recognize due to the simpler and clearer interface, and only

requires users to provide the basic personal information

required by the system.

2. The level of functionality of the developed system

in terms of security, accurateness, and suitability was

perceived by the end-users as very good. This signified that

the system had a high level of functionality for securing

user data and other private information. Additionally, the

system offers accurate data about the reservation and

scheduling of vehicles.
 62

3. The level of performance of the developed system in

terms of time behavior and resource utilization was

perceived by the expert as very good. This indicated that

the system had a high level of performance efficiency,

delivering timely information to the user while requiring

little disk storage space. Additionally, the system ran on

servers with standard physical memory, allowing it to be

installed in low- to midrange computers without experiencing

any noticeable lag even as the number of users or data

inputs increased.

Recommendation

After studying and analyzing the flow of current

Vehicle Reservation and Monitoring System with SMS

Notification for NISU Motorpool Office, the researchers

recommended the following:

1. Since the developed system was simple, user-

friendly, and useable by the Administrator, it is

recommended that NISU Motorpool Office strongly consider the

implementation of the proposed system to enhance the

traditional method for scheduling the vehicle reservation

and monitoring of vehicles.

 63

2. For the administrator of NISU Motorpool Office, it

is recommended that they should familiarize the various

functionalities of the developed system.

3. For future researchers, a similar study might be

conducted to evaluate the efficiency and to enhance further

the functionalities needed for the developed system in other

programs.
 64

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