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DESIGN AND DEVELOPMENT OF A WEB-BASED VEHICLE MANAGEMENT

SYSTEM (VMS)

Article · March 2020

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 The International Journal of Multi-Disciplinary Research
ISSN: 3471-7102, ISBN: 978-9982-70-318-5

DESIGN AND DEVELOPMENT OF A WEB BASED

VEHICLE MANAGEMENT SYSTEM (VMS)
(Paper ID: CFP/1588/2020)

By: Emmanuel Musonda Advisor: Nsama Lameck

Department of ICT Department of ICT
Information and Communications University Information and Communications University
Lusaka, Zambia Lusaka, Zambia
[email protected] [email protected]

ABSTRACT distribution has been left out to help out the

This project was aimed at designing and organization in planning schedules.
developing a web-based Vehicle Management Through the use of the system, vehicles are only
system (VMS) for Africonnect. The system is to be allocated when need arise and requested. The
used internally as an ERP system for the requests have to be approved by the administrator
organization to manage vehicles in terms of for the vehicle to be given out. The vehicle is only
distribution of fleet for operations to reach their given out if it is not on maintenance, break down
customers. The VMS is designed to enable users and is readily available.
from departments to request for a vehicle through The system administrator is able to perform the
the system. In addition to allocation of vehicles, Create, Read, Update, Delete and Edit (CRUDE)
the system also optimizes the use of company or Operation on Users, Departments, and Vehicles
corporate transport resources such as misuse of and approve/decline requests from user
fuel and also reduction of unplanned use. depending on the status of the vehicle or nature of
Tremendous works has been done in form of the task. In addition to CRUDE Operations, the
vehicle management as well as installing of administrator is also responsible for routine
tracking systems to vehicles, but internal maintenance checks of vehicles such as Fitness,
Road and Insurance Taxes through the system.
The system has the capability of reminding the system is able to generate a report on the use of
administrator on the mentioned taxes via the the vehicle for a certain user.
reminders tab when any of them is due for Once define, the user is able to login with the
payment to avoid unnecessary charges. The specified credentials and request the vehicle from
system is able to calculate the next maintenance the system. The only entry by the user is the
schedule for a vehicle using the current mileage vehicle registration number, destination and the
plus the default service mileage. By default, the task. The user has to wait for the request to be
vehicle is supposed to move about 5000 approved, else the status remains pending
Kilometers before taken for engine service. The approval.
administrator then is able to update vehicle The system has been designed on the client-server
record once it is returned by the user. After the paradigm having the MySQL on the backend and
maintenance, the administrator is responsible to PHP, HTML, CSS and JavaScript on the front
update the next service mileage threshold value. end.
For audit purposes on use of the vehicle, the
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 The International Journal of Multi-Disciplinary Research
ISSN: 3471-7102, ISBN: 978-9982-70-318-5

I. INTRODUCTION AND BACKGROUND service closer to the user is concerned.

Worldwide, there has been a wave of change Today, new paradigm of technological
towards the use of information and development is fast emerging in both developing
Communication Technology in many sectors of and developed countries. Old ways of delivering
the economy. Some of these sectors include important services to the employees are being
Agriculture, Banking, Mining, Transport, challenged and traditionally societies are being
Communication and Commerce. The ever- transformed into knowledge societies all over the
growing technologies in the internet have brought world. Throughout literature, there is a clear
a lot of pressure on a lot of organizations and assumption that technology and development are
humans as they always want to keep abreast with closely tied. It has become a common business
new technology. practice that allows small and medium-sized
The development of a Vehicle Management businesses to gain services and skills they would
System came to light due to the fact that the usually find hard to develop, because of either
Organizations has been experiencing problems in financial or manpower restrictions, or possibly a
taking audit of usage and Utilization of the combination of both (Chris C. Ducker, 2009).
organization’s Vehicles. The other reason is Most of the companies are non-profit making
simply to see to it that the company does not organization, they focus on the service delivery to
spend too much money on maintenance of the the people of the Republic of Zambia. Keeping
vehicles due to the misuse by some individuals the vehicles in a running condition will mean
taking advantage of lack of Vehicle Management great production for the organizations and Zambia
System in place. This System is an Interactive at large. The system will be a distributed system
system from the top management to the operation that will employee a three – tier Architecture.
level, hence easy for decision making. Access will be through a web service, the fronted
Once the System is implemented, Distribution technology that will be used is HTML and
and Utilization will address the pressure that the MYSQL server 5.1 will be used in the back-end
transport department has been facing in recent technology for the database. The system will have
past. For efficiency and effective manner, different uses and users will have different access
organizations entirely demand the need for rights. The department users will have to login
vehicles Management System. In undertaking into the system and request the vehicle through
huge projects, the implementation cost has been the coordinator approval. Vehicles will be
weighed against the project’s benefit and it has assigned by the transport Coordinator; the drivers
been found that the benefits overweigh the cost will also be required to login to check if has been
by far, hence the great move to develop and assigned any task by the supervisor.
implement the said project. Overall, the new
system automates the process of vehicle Scope of the study
management thereby increasing productivity. The web-based vehicle management system
(VMS) will need to demonstrate ability to
Motivation and Significance of the study perform the following scope of services:
Despite this evaluation that Zambia has started • Understanding of current fleet management
going through, there is nothings much that have process
been developed in the area of Transportation, • Size and scope of fleet for the organization
Communication and e-commerce as bringing the

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• To review the requisition process of the savings on running costs alone. Improved
vehicle efficiency of the users can result in even more
• Review of maintenance activities completed savings. Better acquisition, management and
in-house and those activities contracted. disposal of vehicles could save 12-17 percent
• Review of current fleet management costs (between US$120 million and $170 million a
year) of an estimated $1 billion annual spend
Problem Statement (Fleet Forum, 2012). In past years some steps
Since the privatization of Zambia economy, there have been taken to create a more logistically
was a decline of the state-owned parastatals. For structured approach to vehicle management
instance, the Zambia Airways and United Buses (Auditors report, 2017), but these measures have
of Zambia (UBZ) collapsed. Consequently, the been periodically undercut or eroded by the
citizens started to come onboard to start their own pressure of budget cuts. This project is an online
businesses in different areas of the economy like system which will take care of all the vehicle
Transport, Manufacturing and Banking among operations and maintenance by giving reminders
others. In the telecommunication sector, to important routine maintenance of the vehicles
companies came up with services that support such as Road Tax, Fitness and Insurance expiries
mobility such as Global System for Mobile and also provider security that only the authorized
Communication (GSM), General Packet Radio users will be able to access the data. The system is
(GPRS) and other data services. As technology aimed at improving or rather eliminating all these
keeps on evolving, private companies are now problems that are encountered during the
able to track the vehicles in the world as long as it operations and vehicles management.
is attached to with the GPRS gadget. Most of the
previous research (Mohamed, 2006; Kinyua, 2000 Aim of the study
and Serem, 2003) related to transportation in The main aim of this project is to develop an
humanitarian logistics has taken a central planner internal web-based vehicle management system
perspective without examining transportation for companies to ensure customer support
implementation. There is little literature on the effectiveness and reliability retention
current Field Vehicle Fleet Management (Field
VFM) in humanitarian operations and how Objectives of the study
existing managerial structures, strategic 1. General Objective
interactions and incentives shape fleet The main objective of this study was to design
management in in-country programs. It is and develop a web-based vehicle management
therefore difficult to conclude whether system (VMS) practices on service delivery for a
optimization methods could be used to improve in better Zambia.
country program delivery performance. In
addition, if the unpredictable operating 2. Specific Objectives
conditions, complex organizational structures, The study was based on the following research
loose objectives, or donor constraints would make objectives;
the use of decision tools too complex or 1. To determine how vehicles service and
prohibitively expensive (Balcik, Beamon and maintenance influences service delivery to
Smilowitz, 2008). Well managed and maintained internet service providers (ISP) in Zambia.
equipment can result in 20-30 % or more cost

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2. To assess how departmental vehicle II. LITERATURE REVIEW TO THE

allocation can influence service delivery RESEARCH
as customer care improvement in Zambia. 2.0 Introduction
3. To establish the use of vehicle’s mileage, This chapter, literature review serves to show
save on fuel expense impacts on service projects and ideas of similar systems that have
delivery to service provider in Zambia been developed before and also how these
4. To determine the influence of driver systems would help building on their drawbacks
management and training on service as the Web based Vehicle Management System
delivery in Zambia. (VMS) is developed. The section discusses the
Research Questions web-based vehicle management system that can
help the transport department to plan for their
RQ1. What limitations face when the vehicle is
not regularly taken for service? fleet and well as allow other departments to
RQ2. How does vehicle allocation to departments request for vehicle which is suitable for the task
done, do you have a system in place? intended to carry out.
RQ3. What impact do you expect working with a
2.1 Review of the Literature
drive who is not trained on customer service?
Murdy (1999) did a study to evaluate the
effectiveness of the Fleet Support community's
Organization of the thesis
management practices in meeting the dynamic
In this introduction the author has given a detailed
changes in the complex fleet support arena, while
background to the problems that have necessitated
increasing its value to the Navy in the future. The
this research proposal. Out rayed the various
Fleet Support community's mission statement was
challenges the companies face as regards to
used as a benchmark in the evaluation process.
transport i.e. permanent assignment of vehicles to
Data on billet base management, accession
Departments and Drivers, and high maintenance
policies, education and the detailing process were
cost, no proper record keeping of insurance and
evaluated against the mission statement to
fitness, and has given the background to the
determine the extent to which these practices
motivation of undertaking such a very important
support it. The results of the study indicated that
and key application development in Vehicle
current practices provide limited support in
Management System
meeting the Fleet Support community's mission
statement.
Summary
Russell (2000) did a study on the humanitarian
In this introduction the author has given a detailed
relief supply chain an analysis of the 2004 South
background to the problems that have necessitated
East Asia earthquake and tsunami. The study
this research proposal. Out rayed the various
created a survey concerned with supply chains
challenges the companies face as regards to
used in the Tsunami relief effort. The surveys
transport i.e. permanent assignment of vehicles to
were distributed while the organizations were still
Departments and Drivers, and high maintenance
actively involved in the relief effort. The surveys
cost, no proper record keeping of insurance and
collected data on the whole relief chain and
fitness, and has given the background to the
sought to determine issues that hampered relief
motivation of undertaking such a very important
efforts. The survey interviewed organizations
and key application development in Vehicle
alone about their supply chain, while the
Management System
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beneficiaries, other actors in the field, or study (theory and business model creation) and a
government officials were not consulted. The software design process (design and
study found out that each disaster response should implementation). The study proposed that
be better than the last. In order to improve implementing the GIS functions was to be done
humanitarian relief for the next disaster, work after the proposed system was complete and
needs to be done to change the way that people implementing the remaining functionality in co-
view philanthropy. Giving money, earmarked operation with a possible customer was a good
solely for an immediate crisis makes little approach to discover necessary functionality that
difference in an organization's efforts to respond had not been detected in the work process. The
to the next crisis. Funds need to be designated to process of monitoring and increasing efficiency of
develop insights and technology that apply across transportation problems is called fleet
organizations. New process and technology management. The services included in a fleet
infrastructure could support communication and management too vary depending on the
coordination, assessment systems for early organization in context. According to Ratcliffe
warning and response, knowledge systems to (2007), there are five main fleet management
capture and apply lessons learned from previous activities, these are pointed out as being; Routing
efforts, and humanitarian logistics systems. and Scheduling, Fuel Management, Vehicle
Mayak (2004) conducted an in-depth study to Acquisition, Vehicle Maintenance, Driver
uncover the causes of accidents and fully detail briefing and debriefing. These activities are
their consequences. Mayak produced a report that supervised by the fleet managers and primarily, a
provided a baseline understanding of the nature of policy is formulated to serve as a guide for these
Merck driver accidents from several angles, activities. Ratcliffe (2007) emphasizes that the
including the relationship between accident most important thing in fleet management is cost
frequency and severity. The study also identified management. The fleet manager must ensure that
trends corresponding to driver demographics and his/her activities are cost effective. Fleet
recommended avenues to reduce the company’s managers oversee delegation of duties to large
accident rate, improve its understanding of the groups of personnel responsible for operating the
accident experience, and focus its safety training vehicles within the fleet. This may include
efforts. coordinating the employee schedule, managing
Herrmann (2006) did an evaluation of the communication between the drivers and
utilization and management of UNHCR’s light headquarters, planning driving routes or alternate
vehicle fleet. In the development and preparation routes, as well as referring or solving problems
for the evaluation it was expected that an that may crop up during the day such as accidents,
experienced logistician would collaborate with absenteeism and automobile malfunctions.
EPAU in a critical analysis of UNHCR’s Martinez, Wassenhove and Stapleton (2009) did a
transportation response, relying on both field- study on Field Vehicle Fleet Management in
based observations and a quantitative analysis of Humanitarian Operations: A Case-Based
available data. Soltun (2007) carried out a study Approach. Transportation is the second largest
on Fleet Management Optimization which was overhead cost to humanitarian organizations after
built around the concept of fleet management, personnel. The international 4x4 Field Vehicle
focusing on designing and implementing a Fleet size is estimated between 70,000 and 80,000
solution for such a purpose. The study was units with a cost above $1 billion per year.
approached as a combination between a literature Nevertheless, academic knowledge about fleet
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management in humanitarian operations is scarce. accurate results when traffic conditions are not
By using a multiple case research design study exceptionally different from the historical ones.
field vehicle fleet management in 4 local public However, in urban settings there are cases in
and private institutions in the service delivery which travel times vary significantly during the
sector: the Africonnect Zambia (ISP), Lusaka day. For these cases the study proposed a second
Water and sewerage Company (LWSC), the travel prediction method that uses real-time data
ZESCO and MACO. The field research included to compute travel times in a dynamic manner. To
more than 40 interviews at headquarters, regional enhance performance the system incorporated an
and national level in Africa, the Middle East and intelligent mechanism that selects the method that
Europe. The study’s aim was to answer three gives the most accurate prediction based on traffic
questions: How do Africonnect Zambia (ISP) patterns and vehicle’s state. A second critical
manage their field vehicle fleets? What are the issue for such systems is the decision process on
critical factors affecting Africonnect Zambia field whether a detected deviation between the
vehicle fleet management? How does field scheduled delivery program and the current time
vehicle fleet management affect service delivery? prediction is significant or not.
As a consequence, it can be the case that more Marshal Fisango and victor Patson Mutambo in
than 50% of the total cost of the fleet is not 2017, did a study on Optimization of the fleet per
optimized. Finally, the study suggested further shovel productivity in Surface Mining: (Case
research areas in transportation and fleet study of Chilanga Cement, Lusaka Zambia). An
management in humanitarian operations. organized fleet management in surface mining is
Zeimpekis (2009) conducted a study on design required in order to maximize truck per shovel
and evaluation of a real-time fleet management Match Factors. The most common materials
system for dynamic incident handling in urban handling in surface mining is by truck and shovel
freight distributions. The aim of the study was to combination. The operation was one of the key
enhance urban delivery execution by modelling factors to reduce the cost of mineral production.
the process of dynamic incident handling through The paper presented a complete methodology that
the design and implementation of a real-time fleet can be used to determine the number of trucks
management system. The research methodology required per shovel during striping and the
that was followed combined three basic steps: extraction of minerals for Surface mining. The
literature review and interviews for requirements results are aimed at measuring the number of
elicitation and system design, theoretical system loads per truck in the mining area
testing and evaluation via simulation and
confirmatory study of the theoretical results 2.2 Related Works
through field experiments in two freight Fleet management has become integral to the
operators. During the design process of the success of vehicle movement in institutions and
system the study focused on two main must be a priority for organizations. Transport
performance aspects of the system. Firstly, such staff must as always be aware of the basic rubrics
systems should have the ability to detect time that accompany vehicle management. With
deviations from the initial plan when they occur. reference from the other researcher’s objectives
The study proposed thus, a method for travel time and results, show more of concern on the
estimation which is based on historical data from movements of vehicles from point A to point B
previous delivery deliveries. The study leaving behind how the request and task involved
demonstrated that this method provides very (interdepartmental engagement) also the routine
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maintenance of the vehicles to be monitored by Vehicle tracking. Administrator’s rights are

the system, efforts must be made to make staff restricted to specification. The other thing is that
aware of these policies. Having looked at the most of the issue addressed in the previous
existing projects in relation to the objectives, research focuses on Monitoring and management
development of a new Web based system is done. of vehicles and leaving behind the allocation of
The developed system is called “Web based the vehicles
Vehicle Management System”. The application
is to be used on all the devices with a browser and
III. METHODOLOGY
internet connection. The system will be
distributed in an IT environment and should be
A. 3.0 Introduction
able to achieve the below tasks; an administrator
to create users of the system different access This chapter outline the web-based vehicle
levels, remind users of the system when important management system model. It covers the
tasks are due, for example when the motor vehicle following areas; implementation of the system,
insurance, Road tax and certificate of fitness system analysis, project design DFDs, ER
expires or is due. Vehicle assignment to be carried diagrams case diagram, case scenarios and UML
out in a manner that is correct and unbiased diagram.
allowing vehicles to be used only for the intended Rajasakr. (2013) defines research as being a
purpose and not abused, hence reduction in cost logical and systematic search for new and useful
of maintenance to vehicles. Drivers will be able to information on a particular topic. Research is
work freely to any department were vehicles are done with the help of study, experiment,
assigned to them and make checks if the car is in observation, analysis, companion and reasoning.
good condition before a drive, maintaining Rajasakr then describes a methodology as being a
running sheets for all vehicles. Department to systematic way to solve a problem, and a science
keep track and follow which vehicles are of studying how research is to be carried out.
rightfully due for service, also to identify Having made a few definitions of some terms
deficiencies. Will be able to keep and maintain above, in this chapter of the report, I describe the
sufficient performance information which will be research methodology or methods that was used
complete and accurate to support decision to implement the Vehicle Management System.
making. In short it will deliver comprehensive
report and easy to carry out regular audit of VUS B. 3.1 Baseline Study
practices. The system will allow user to login to
the with their collect user login details as supplied Current situation is that most of the companies are
by the administrator. The administrator will have still using manual in the running of transport
the exclusive right to create and even delete a user department, this makes it difficult to take stoke of
of the system and do other tasks that users are not usage and utilization of vehicles. Drivers are
able to do. assigned with permanent vehicles of which they
tend to use the vehicle for personal gain if there’s
2.3 Summary no task to do. When on duty below logbook is
As mentioned and reviewed works by other used to record movements and mileage for you to
researchers the Web based Vehicle Management know when the vehicle is due for maintenance,
System. The above Systems specifications are not somehow its very cumbersome it being done
according to user’s needs and mostly focus on
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manually. Mostly it’s not every distance which is respond to changing in requirements of a
recorded. project. This ensures that the efforts of the
On the other hand, managing of routine development team are not wasted, which is
maintenance like Fitness, insurance cover and the case with other development.
tax, also is done manually and so vehicles are (McCormick, 2012).
always impounded by the traffic officers for none 1. Agile works well with highly volatile
payment. requirements of Systems: meaning agile is
ideal for projects with high levels of
C. 3.1.0 Data Collection uncertainty and are appropriate for
developing the Vehicle Management System.
Data-collection techniques allow us to
(Harlen K.Fora, 2014)
systematically collect information about the
2. Agile increases reliability: Agile
subject of study (people, objects, phenomena) and
development with its iterative testing and
about the settings in which they occur. There are
quality assurance practices assists developers
various data collection techniques that can be
to build more quality and reliability through
used, for example, Observing, Interviewing,
repeated cycles of testing. (Harlen K.Fora,
administering written questioners. (Chaleunvong,
2014).
2009).
The data collection techniques used in the project
are Interviews, and Questionnaires. Observation Waterfall Model
means selecting, watching and recording behavior The waterfall model is the first published model
of a living being or people, while Interviewing of software development process that was derived
means oral questioning of respondents either from more general system engineering process. It
individually or as a group. The reasons for is an example of a plan driven process in
choosing the techniques are: principle, the waterfall model requires that you
1. Interviews were appropriate for data plan and schedule all process activities before you
collection because I was able to get real time start working on them. The figure below shows
answers from users regarding the system. the diagrammatic illustration if the model.
2. Observations were also an appropriate data (Sommerville, 2011).
collection technique because it helped me
observe how the users are using the current
systems and had given me an idea of how I
improved the System.

D. 3.1.1 Research Approach

The software development methodology which

was used to implement the Vehicle
Management System was the agile software
development methodology.

Why Agile Figure 1: Source: (Sommerville, 2011)

The Agile methodology was the most
appropriate in situations that we need to
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The waterfall model basically has five activities involves verifying that each unit meets its
as shown in the figure above. specification. (Sommerville, 2011)
1. Requirements analysis and Definition: 4. Integration and System testing: Individual
System services, constraints and goals are program units or programs are integrated
established by consulting system users. and tested as a complete system. After
(Sommerville, 2011) testing, the software is taken to the
2. System and Software Design: Allocates customer. (Sommerville, 2011)
requirements either to hardware or 5. Operation and Maintenance: This is the
software, software design involves longest life cycle phase, where the system
identifying and describing the is installed and put into practical use.
fundamental software system abstractions Maintenance involves correcting errors
and their relationships. (Sommerville, which were not discovered in the life
2011) cycle. (Sommerville, 2011)
3. Implementation and Unit Testing:
Software design is realized as a set of
programs or program units, unit testing

3.1.2 Development of the application

Development of a web-based vehicle management system will find a solution to the problems associated
in vehicle management. The system will be developed using PHP, HTML as graphical interface tool, CSS
and java script at the front and MYSQL at the backend. Platform used was Net beans IDE

Figure 2: vehicle management system admin interface, source: Author 2019

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E. 3.2 System Design

Based on the user requirements and the detailed analysis of the existing system, the new system must be
designed. This is the phase of system designing. It is the most crucial phase in the developments of a
system. The logical system design arrived at as a result of systems analysis is converted into physical
system design. Normally, the design proceeds in two stages:

➢ Preliminary or General Design

➢ Structured or Detailed Design

Preliminary or General Design:

In the preliminary or general de-sign, the features of the new system are specified. The costs of
implementing these features and the benefits to be derived are estimated. If the project is still considered
to be feasible, we move to the detailed design stage.

1) Structured or Detailed Design:

In the detailed design stage, computer-oriented work begins in earnest. At this stage, the design of the
system becomes more structured. Structure design is a blueprint of a computer system solution to a given
problem having the same components and inter-relationships among the same components as the original
problem

3.2.1 Context diagram

System design focused on the system Architecture, Entity relationship and the logic design and the
conceptual design of web-based vehicle management system. The components of the system are
described as follows. The system components are:

System Architecture:
The composition of the system, which describes the modules and flow of data through the system that is
how the modules would be interacting.
Data design
Entity relationship in the system and data tables
Application design
Consists of the system modules

Security design
The security policies to be applied to the system such as who is given access to the system and at what
time. Account details are also created depends on individual access level, user or admin rights.

3.2.2 System Software Level architectural design

The relationship among the entities that make up the OEM system is modeled using the entity-
relationship diagram presented in figure 10 below.

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Figure 5: Database model design, source: Author 2019

1) 3.2.3 Modular design of the system function

Below is the interface for the admin. The administrator can Create User, Read, Update, Delete and Edit
(CRUDE).
All the requests are to be sent to the Admin and actioned to request based on the status of the vehicle. The
other tasks perfumed by the admin is to ensure that reminders are always checked for him to take track of
the vehicle which is next for routine maintenance

Figure 6: System admin dashboard, source: Author, 2019

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1) 3.2.5 System Data Model Design

The Vehicle management system database has been designed using the MYSQL database, the
diagram below shows the database architecture and tables used.

Figure- 7: User System case diagram, source: Author, 2019

The user interface (UI) is everything designed into an information device with which a person may
interact. With web-based vehicle management system the administrator creates the user account, with
username and password. The user then will access the system with unique credentials. Only the allowed
members should have access to the system as a security measure.
Once the user login, he/she will only be able to request the available vehicle by putting all necessary
details and send the request wait for an approval from the coordinator. By doing so we are making the
drivers to interact with any of the members of staffs.

Figure 8: System login page, Source: Author, 2019

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The user login the system request for the vehicle and start waiting for approval from the coordinator, see
the status “Pending Approval”. The status will remain like this until the action is done by the
coordinator.

1) 3.2.7 Summary
In this chapter have explain the components of the web-based vehicle management system and the
features that makes it different from the existing system. Have also state the main reasons why we need a
computerized system in place.
The results showed that 93.75% of the
IV. RESULTS
respondents had some knowledge on how to use a
computer while only 6.25% of the respondents
A. 4.0 Introduction
were still green on how to use a computer. This
The study was conducted through a descriptive
high number of computer literate respondents
survey research design. The study targeted an
could be due to the increasing need for use of
accessible population of 35 registered public
computer in our daily life that has necessitated
schools in Lusaka district. The study administered
people to be computer literate. This shows that
highly structured questionnaires to all the 35
majority of the head teachers are computer
respondents who are the head teachers in all the
literate.
35 schools in the district. This means that the
Respondents were asked to indicate when they
acquired their computer skills. The results showed
that 50% of the respondents acquired their
computer skills before the year 2010. This could
be due to the increase in use of computers in the
study was census in nature since it involved
respondents’ daily lives, for example in e-mail
gathering information from the head teachers of
correspondences and doing research for those
all the schools in the district. A personally
respondents studying, which made the
administered semi-structured questionnaire was
respondents see the need to have computer
the main tool for collecting data. The data was
knowledge early. It was also noted that 21.88% of
tabulated, and then analyzed by use of descriptive
the respondents acquired their computer skills in
statistics.
the year 2010. The research further showed that
B. 4.1 Baseline Study Results 28.12% of the respondents acquired computer
knowledge after 2010.
Out of the 35 questionnaires administered to the
respondents, 32 questionnaires were successfully Respondents were asked to indicate whether they
filled and returned. This represented 91.43% had easy accessibility to internet for online
response rate and this was considered sufficient examinations purposes. The study established that
enough to analyze and draw conclusions upon. 62.5% of the respondents had easy accessibility to
internet while 37.5% of the respondents had
C. 4.2 Survey Results and Discussion difficulty in accessing internet. This could be
attributed to the fact that most of the schools are
The respondents were asked to indicate whether
located in remote areas where the network is low.
or not they knew how to use a computer.
This shows that there is well distributed network

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 The International Journal of Multi-Disciplinary Research
ISSN: 3471-7102, ISBN: 978-9982-70-318-5

coverage within the country. However, there is examination is quicker than manual system, it
need to improve it in regions of low reception. enables a pupil know if s/he has been registered
for the examination, it reduces paperwork, it is
Respondents were asked to state whether access more reliable than manual, it allows us do
to internet was a hindrance to online corrections after entries are made. The fact that
examinations. The results realized that 37% of the majority of respondents show preference for
respondents acceded to the claim that internet was online examinations shows that online
a hindrance to online examinations while 63% of examinations is gaining preference by the head
the respondents were against the opinion that teachers, perhaps because of the advantages it has
access of internet is a hindrance to online offered to them compared to the traditional
examinations. manual examinations.

The respondents were asked to indicate their

V. CONCLUSION
preferred method of conducting examinations
between the initial manual method and the online
A. 5.0 Introduction
method. As figure 2 indicates, 88% of the
When fully implemented, the proposed system
respondents preferred online examinations.
will definitely reduce drastically the problems
However, 9% of the respondents showed
mentioned above. These problems include human
preference for manual examination. This could be
interference, impersonation, bribe-taking by
representing the group who are not computer
lecturers, invigilators and supervisors, too much
literate and therefore have not experienced the
paper work, examination leakages and also reduce
ease and benefits of online examination. A small
the number of invigilators needed for invigilators.
proportion of 3% seemed undecided. This shows
that online examination is gaining preference by B. 5.1 Discussion
the head teachers, perhaps because of the These online examination solutions have different
advantages it has offered to them compared to the strengths and weaknesses. As with any procedural
traditional manual examination. process, any particular solution is only as good as
The respondents were asked to state the extent to its weakest attribute. If any element of the
which online examination can reduce exam examination preparation, delivery, and answer
malpractice. The findings showed that 31.25% of script collection process breaks down, there is the
the admitted that online examination can reduce chance of candidates not receiving the mark to
malpractice by a “very high extent” while 53.13% which they are entitled. Inevitably comparisons
were of the opinion that online examination can are made with conventional paper examinations
reduce malpractice by “high extent”, 18.75% of where failures are limited to one or two in a
the respondents felt that online examination can thousand. Any technical failure in an e-
reduce malpractice by a “moderate extent”. This examination system becomes a threat to the
implies that generally, online examinations can integrity of the assessment.
reduce malpractice in the examinations.
C. 5.1.0 The baseline study
D. 4.3 System Implementation Results The project has been accomplished and an
The findings from the study shows that online application was developed to solve the
examination can reduce exam malpractice cases. aforementioned problems in the transportation
The results of the study show that online sector.
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ISSN: 3471-7102, ISBN: 978-9982-70-318-5

The road traffic and safety Agency (RATSA) in (JAMB) examinations. This model was designed
Zambia has provided guidelines through its and tested in Covenant University, one of the
National Road Safety Strategy (2010-2020) to private universities in Nigeria. Findings revealed
improve road and fleet safety in the country. that the system has the potential to eliminate some
According to the strategy, the Road Development of the problems that are associated with the
Agency (RDA) has developed strategic traditional methods of examination such as
framework aimed at halting the increasing trends impersonation and other forms of examination
of fatalities and injuries by 2015 and reducing malpractices. Akinsanmi et al (2010) developed a
same by 50% by the year 2020. As mentioned, web application where tests in multiple choice
and reviewed the research done by researchers formats could be taken online and graded
compared to the Web based Vehicle Management immediately. The web application relies solely on
System. The Systems specifications are not Microsoft developed technologies. It runs on the
according to user’s needs and mostly focus on Microsoft.net framework, uses the ASP.NET web
Vehicle tracking. Administrator’s rights are server, C# as the intermediate language,
restricted to specification. The only difference ADO.NET to interact with the relational database
with web-based vehicle management system is and Microsoft SQL server as the relational
that the transport coordinator is given full control database.
of the system and vehicle operations.
Maintenance schedules to be conducted based on The limitations of the above systems are
the system output. In terms of making, web-based enormous: these systems are domain / application
vehicle management system interacts between the area-specific, so cannot fit into all deployment
top management who are decision makers and the area needs; not well secured in terms of data
drivers who are the users. All the reports security and integrity; do not present a
concerning the vehicles are taken serious with generalized model for adoption by any user
urgency. willing to migrate to the e-examination platform;
most of the systems are stand-alone applications
D. 5.1.1 Use of technology that only run on distributed networks and thus
Application will be accessed through a Browser access is limited to the networked geographical
Interface with internet connection. The interface domain. However, in this paper, these limitations
would be viewed. The software would be fully are well addressed.
compatible with all browsers. No user would be
able to access any part of the application without F. 5.1.4 Possible application
logging on to the system. The system should be The Web based Vehicle Management System is
accessed over LAN or WAN. For users to access addressing issues which resolves the management
the application server the network should be and Operations, all the works were designed with
running TCP/IP protocol. different objectives. The results yield out of a
web-based vehicle management system the author
E. 5.1.3 Comparison with other similar works was trying to engage the users to be strongly
Ayo et al (2007) proposed a model for electronic involved and able to track down if the duty was
examination in Nigeria which enforces all done. The web-based management system is
applicants to be subjected to online entrance meant for the users who are in this case those who
examination as a way of curbing the irregularities are authorized to access the system with account
as in the Joint Admissions Matriculation Board details created by the transport coordinator.
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ISSN: 3471-7102, ISBN: 978-9982-70-318-5

The Systems specifications are not according to 5.4 Future works

user’s needs and mostly focus on Vehicle This section chapter discusses the recommended
tracking. Administrator’s rights are restricted to future work in the future version. Having the
specification. ever-evolving technology at hand.
• In future will add the tracking module so
5.2 Summary that the vehicle is monitored from
This chapter gives a general overview of the Web wherever it is and the time spent on
based vehicle management system and certain location using GPRS and other
recommendations that may be taken into monitoring tools.
consideration to enhance the system future. Have • Fuel will be monitored also using the
benefited the experiences whilst doing the project, gauge.
challenges encountered and how they were
• Sending of SMS when a violation is done
resolved.
on the vehicle for example over speeding
5.3 Conclusion and overloading.
The web-based vehicle management system is
designed to help users to the use of computerized VI. ACKNOWLEDGEMENT
system for the audit purposes as well as record First and foremost, I would like to thank my
management. The users are able to request for the Almighty heavenly father for the gift of life,
vehicle in the system which improves efficiency strength sustenance and good health he has
in doing things and reduce on moving back and rendered to me during the course of doing my
forth for manual approvals. The system is project. My project supervisors Mr. Lameck
designed to use the client server paradigm having Nsama, Mr. Innocent Nsunga and Mr. Kaela
the MYSQL database as the backend and HTML, Kamweneshe (IJMDR-Editor for giving me the
PHP as the frontend programming language. The encouragements that this is attainable, realizable
database administration is done using the php and achievable and for giving me a tough time to
madman console in the web browser. The system be able to complete this project and fix errors.
user is required to have a created the user account I would also like to thank the Management of the
by the administrator to use the service. The University for according me chance and pursue
system has the maintenance and breakdown my studies and graduate with a MERIT. I would
modules to store the vehicles which needs also like to acknowledge the lecturers from school
attention and they are not supposed to be of Engineering, Mr. L. Nsama (Head of
requested for any tasks. Department), Mr. T. Saina (Systems
The users of the system achieve the intended Administrator), Mr. K. Chilomba (Research
results, it is hoped that the system users will Coordinator) and Mr. J. Mupala (Vice chancellor)
adhere to instructions given and not to breach the for whom I would not be where I am right now.
security measures by sharing of personal Lastly but not the least my dearest cousin (Charity
password. Bwalya Musenge) for all the encouragements and
moral support rendered, am really grateful.

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 The International Journal of Multi-Disciplinary Research
ISSN: 3471-7102, ISBN: 978-9982-70-318-5

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