ARSI UNIVERSITY

DEPARTMENT OF INFORMATION
SYSTEM

Project title: - ARU VEHICLE

MANAGEMENT SYSTEM
 Presentation contents
Chapter one
 Introduction
 Background of organization
 Statement of the problem
 Objective of the project
 Scope and limitations of the project
 Significance of the project
 Methodology and feasibility study
Chapter two
 System analysis and proposed system
 Functional and non functional requirements
 Essential use case diagram
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Cont’d
…
Chapter Three
 System design
 Design of class diagram
Chapter four
 Implementation and testing
 Deployment diagram
Chapter five
 Conclusion and Recommendations

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Chapter one
1. Introduction

 This system is concerned with how vehicles could be managed and controlled in digital
based way by the employees of the university.

 This project will intend to support for the need of university to change the manual system
to automated vehicle management system.

 Automated systems gives better accuracy, to increase the quality of the work, to reduce
the time it takes, to minimize cost, to keep the security and university of data in most
advantageous condition.

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 1.1. Background of the
Organization
 Aru is one of the public institutions of higher learning in Ethiopia, established in

2014(2006 E.C) by decree No.322/2014 of the Council of Ministers of the Federal

Democratic Republic of Ethiopia.

 Arsi U started with four Colleges and one School, namely; College of Agriculture

and Environmental Sciences, College of Health Sciences, College of Business and

Economics
1.1 and College of
Background of Humanities and School of Law.
The Organization
 As a higher education institution, Arsi University has set itself core responsibilities,

with a focus on regionally and nationally relevant teaching-learning programs,

problem-solving research projects, and community-based services.
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1.2. Statement of the
problem
 In the current vehicle management system, information exchange and service
control are process in manual way. Due to these there are various problems that
vehicle management system faces for instance: -
 It’s a time-consuming process to assign vehicles and to generate required
reports.
 Information is kept in physical forms such as paper file or excels sheets.
 Difficulty to get the required detailed information about specific vehicle.
 Employees couldn’t get high satisfaction.
 Reports are not generated on time.

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1.3. Objective of the Project
1.3.1 General objective
 The main objective of this project is to develop online Vehicle Management System
for Arsi university
1.3.2 Specific objectives
 The specific objectives of the project, which will be done in order to achieve the general objective are:

 Study the existing system and find out the problem.

 Design the new system that can overcome the problem of the current system.
 Understand functional and non-functional requirements of the system.
 Design and modeling of the system.
 Implementing the system in efficient way.
 Design user interface for easy navigation and obtained of required information from the database.
 Testing the system.

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1.4. Scope and Limitation of the
1.4.1 Scope
Project
 Login page  Make service  Approve/cancel maintenance

 Generate and send reports  Assign vehicle request

 View notification and comment  Assign drivers  Create, update, activate and

 Vehicle maintenances  Send and read comments deactivate users account

 Vehicle registration  Postpone schedule

 Manage user account  Request vehicle maintenance

1.4.2 Limitation
 No language choice
 The system will be applicable for the Arsi university only.
 car as these functions have not GPS technology.

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1.5. Beneficiary or Significance of The
 The project is very important to the Aru and Aru’s staff members.
Project
For the Arsi University:
 It increases their profit by making their expenditure less.
 It reduces the required manpower.
 High coordination between various employers.
 To make easy and fast report generate
 Minimizes cost of operations and the work load.
 Avoiding improper resource consumption and data loss.
 To make easy vehicle assignation.

For Staff members:

 It reduces the wastage of time and money.
 Reduce energy.
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1.6. Methodology
 The method of requirement gathering that is used on this project includes :
 Interview: - We contact the representative of the Aru and then exchange some ideas.
 Observation: - We look and examine how the workers are doing their work
 Brainstorming: - Ideas that were generated from group members.
1.7 Developmental Approach
 There are many developmental approaches: - Waterfall , Prototype, iterative Evolution and Spiral.

 Among this developmental approach we select iterative approach because: -

 Potential defects are spotted and dealt with early.
 Progress is easily measured.
 Testing is facilitated by the modules being relatively small.
 An operational product is delivered with every iteration.

1.8 Feasibility Study

 Economic feasibility  Time feasibility
 Technical feasibility  Schedule feasibility
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Chapter two
2. System Analysis
2.1. Overview of existing system

 Currently Aru uses paper-based documentation or manual system approach for

instance:
 Report preparation: -Report can be prepared in the form of paper documentation.
 Order driver: -the manager order the driver by giving the word command or written
command.
 Request maintenance: - the driver request the mechanic for maintenance direct face.
 The staff request the car service to manager for his/her journey orally or documentary.
 Assign car: -when the service requested before two days, the manager arranges and
assign the car to provide service orally.
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Cont’d..
 Sample Paper Document in the
Existing System

02/12/202 Figure: sample paper

 2.2 Proposed System
 In basis of understanding the current manual system and identifying all the problems the project
team has decided to design an automated system model as solution.

Figure: Work flow of proposed system

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2.3 Functional and Non-functional Requirements
2.3.1 Functional Requirements
 Functional requirements describe the necessary functions for which the system is expected to fulfill.
Account management
Request service.
 Create account
 Request maintenance.
 Update account
 Request transport service.
 Delete account
Approve request
Registration
 Send notification.
 Register vehicle  Assign vehicle
View information  Generate report
 View notification
 View maintenance request
 View comment
 View registered vehicles
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Cont’d
2.3.1 Non- functional requirements
 It used to specify criteria’s that can be used to judge the technical operation of a
system
Security
 Authentication and authorization: identifying a user and what a user
is allowed to do.
Performance:
 The system should provide the services in considerable time interval.
Reliability:
 Provides to the user correct information.
Usability:
 User interface will be user friendly.

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2.4. Essential Use-case Diagram
 Each Use Case describes the functionality of the system.

02/12/20 Figure: use case diagram

Chapter three
3. System Design
 System design is the transformation of the analysis model into a system design model.
 The objectives of design are to model the system with high quality.
 Design is process of describing, organizing, and structuring system components at architectural
 design level and detailed design level.

 Good design leads to a system which is:

 Correct

 Reusable

 Flexible

 Robust
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3.3. Design of class diagram

 The class diagram is a static model. It represents the static view of an application.

 In the diagram, classes are represented with boxes which contain three parts:

 The top part contains the name of the class.

 The middle part contains the attributes of the class.

 The bottom part contains the methods the class can execute.

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Cont’d

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3.2. Description of class diagram
Attribute Purpose type
User-id To identify the user Varchar (20)
Full Name Represents the name of the user Varchar (15)
Starts Represent where the vehicle Varchar (15)
departure
Arrival Represents the destination place of Varchar (15)
the vehicles
Times Represents when it reaches from Varchar (15)
starts to arrival
Reason It describes for what purpose it Varchar (15)
goes

Table : Description of Assign vehicle class

Method Purpose

Assign_vehicle () Used to assign vehicle

Send_notification () Used to send notification for users

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Chapter four
4. Implementation,
4.1. Implementation
 It transform the design and analysis of the system into a tangible system
by writing the code to the system to be developed
 It make operational and applicable by testing and debugging the
functionalities that are done
 Programing Language and Database Used
 We use MYSQL database for storage of data.
 We used PHP for communication with the server.
 We use HTML, CSS, JavaScript and bootstrap for making interface
part.
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4.2. Testing
 We are perform three testing stages which are:
1. Unit testing: each unit are tested separately
2. Integrated testing: all the modules will be combined together and
tested
3. System testing: the team member to performs over all functional
testing.
4.3. Deployment Diagram
 Deployment diagrams show the relationships between the software and
hardware components in the system and the physical distribution of the
processing.
 It also shows how the software and the hardware component work
together.

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Cont’d

02/12/20 Figure: Deployment diagram

4.4. Sample Graphical User Interface

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Chapter five
5. Conclusion and Recommendations
5.1. Conclusion
 We believe that we developed the a useful vehicle management system forAru by
making it more reliable and efficient. So, the system would: -
 Minimize the time required, work load of employees to perform task and
 Increase customer satisfaction
 We finally concluded that this vehicle management system would be benefited by the
system developed, and accept it cheerfully.
 During working on this project, we members of the team had learned a lot.

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 5.2. Recommendation
 We recommend the following features need to be included in
any further revision and extension attempt.
 May used the android or mobile based application
 Use uninterruptible power supply (UPS) if electric power is not
available.
 Adding the chatting system.
 Include GPS etc.

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Cont’d

June, 2023
Ethiopia