Car Hire Management System: 1.1statement of Problem

Car Hire Management System
1.1Statement of Problem Syarikat Ezzy Mobil Company is a car hire company with a professional reputation for customer services and satisfaction. The company was established in 2001 located in Putrajaya. The large fleet of vehicles available for hire are of the very lasted models consisting of all types, ranging from economy through luxury model. Currently, the company using the manual way is daily operation. There are a lot of problems can be arise and cause difficulty in car hire management. The manager have found the following problems in the system:
i.
Data Growth As we know, records increase by day. So, it is very difficult to store all the data manually.
ii.
Data Loss By using the manual system, data are only being stored in paper file. Therefore, the potential of data loss high. Since the file may be easily get damage or lost if it is not being take good care.
iii.
Time Consuming\ By using the manual system, the data storage consume a lot of time. When it needed, report cannot prepare at the time. Therefore, this can cause to waste of manpower.
iv.
Security Problem The data storage by using manual system cannot set up the password. As such, have the risk that data to be stolen by others.
v.
More workers are needed Records increase by the day, while need to employ more workers to employ more workers to manage its such as find out the records, arrange the data and so on. This was cause the company need to spend more to hire employees.
Prepared by: Seng Lee Xun
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1.2 Objective of Project The objective to develop this new database systems are as follows:
i.
Increase productivity of managing In the system will make easier for shift to manage and record all details of car and customer record. This will increase productivity in management.
ii.
Payment can calculate automatically In the computerized system, an expression field can be set to calculate the payment automatically. This will minimize the percentage of error in calculation.
iii.
Data redundancy and prevent complex document The new system that will help to repeat the data on processing of the program. Customers can more easy to fill the form and the staff also can easy to manage the regarding document through computer system.
iv.
Save time and space In using computer to record the document can save the space to set bookshelf and time to find out the record. This will help company have more space to development and convenient to give the better service.
v.
Prevent occur data lost In the new system, company can minimize the percentage of data lost because system can make a back up all the customer record and data in the computer.
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1.3 Scope of the Project The system that is going to be developed is called Car Hire Management System for Ezzy Mobile Company. There are 5 module in the Car Hire Management System. The modules are: i) Car Module
ii) Customer Module iii) Car Hires Module iv) Return Car Module v) Report Generation
i)
Car Module This module is to record car details such as: The model of the car Plate number The engine(cc) The year car have been produced
ii) Customer Module This Module is to record customer details. The customer is only limited to Malaysian citizen. The user can add, find, view and update the customer information. Each customer is assigned an unique Identity Card Number and other attributes such as customer name, contact numbers, address, I/C No, occupation and so on.
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iii) Car Hires Module This module is to record the model and plate number of car has been hired for customers in certain period such as one month of half of year.
iv) Return Car Module This module is to record the number of cars has been returned for below reasons:
Matured time The parts of the car has been broken in the renting period The customer want to hire other cars
v) Report Generation This module is to generate reports. The reports will help to improve the management f the company. The reports planned are as follow: -customer list -collection list -available car list -rented car list -return car list
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1. 4. Planning of the Project Development

The whole project development of the Car Hire Management System is shows in Figure1.1 in the Gantt Chart below. The chart illustrates the main activity and duration of each task. The horizontal bar represent each activity in the system such as study the current system, system design implementation, testing and debugging, documentation on the stimulated date.
Task Name
Start
End 12/4 11/5 17/7 28/7 28/7
Duration 7 days 28 days 67days 10days 105 days
April
May
June
July
i) 1. Study the current 4/4 system ii) 2. System Design 13/4 11/5 18/7 13/4
iii) 3. System Implementation iv) 4. Testing and Debugging v) 5. Documentation
Figure 1.1 : Gantt Chart of Project Development Planning
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2.1 Current system In the current system, the car hire process are done manually. The car hire information are written in the record book keep in the paper file. The staff have to calculate the payment manually and then issue a receipt to customer. End of the every month or week the staff need to prepare a collection list to manager by using Microsoft word .The process of the current system are described as below: I) Record customer information When a customer want to hire the car from the Ezzy Mobile Company, she or he must select a car. After confirmation, she or he will fill in her or his particular details in a printed form. The staff will verify customer information then the customer form will keep in the form in the file call customer file. II) Record the customer booking car After that, the staff must to record the car hire information then update car status according by car category which select by customer. Next, the staff will calculate payment so that can give the receipt to customer and store the record in receipt book.
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III) Record return the car
The staff will check the car condition to update the car status. After that, the staff will calculate the balance of payment and give the receipt to the customer then store the customer payment record to receipt book.
IV) Prepare management report In the end of the every month and week, the staff must refer to the relevant file or book to find out wanted information then she or he will type out the record using Microsoft word. The report will past to manager for decision making.
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CUSTOMER customer information Select a car car information
STAFF car information The Car Hire Information
STAFF car hire information Check Car Condition
customer information Fill in the Form
Catalog Car
car hire information Update Car Status car hire information cash Calculate Payment
car hire information Update Car Status
car information update car information
customer information Verify Customer Information customer information Customer File customer information
cash
car hire information Calculate Balance Payment customer payment Receipt Book
CUSTOMER receipt
receipt customer payment Receipt Book customer payment
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Prepare Managemen t Report
customer payment
report MANAGER
Figure 2.1: Data Flow Diagram of Current System
2.2 Collection of Information Collection of information is to identifying needs and establishing requirement and of evaluation of system. The purpose collection of information is to collect sufficient accurate and relevant data. As such, a set of table requirement can be produce. They are three main techniques to collect information. These three techniques are interview, questionnaires and observation. In this project the technique interview and questionnaires are use to collect information of the existing system.
A) Interview
In this technique, I have collect information of by interview several interviewers such as manager, staff, and customer. The topics of discussion during interview are as follow: Types of error occur in the existing system. The process involve in the existing system.
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The staff performance in the existing system. The satisfy of staff and manager in the existing system
After carried out the interview, I have collecting the following information:
a) Staff Name: Jivendran, Mohd.Azizat.Idrus, Yik Chung, Kusbhu, Lena Yok
Time Venue
: 9.30 a. m- 11.00 a. m
: Restaurant of Summit Hotel
The staff suggest the existing system should replace the new system. The new system can reduce their workloads. They feel happiness with new technology because they can work faster and reliable compare to existing system.
b) Manager Name: Lim Teng Chui
Time Venue
: 8.30 a.m : Restaurant of Summit Hotel
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The manager suggesting the existing system should be replaced by the new system. The new system can improve make the staff feel happiness because a part work of can be complete by new technology. Besides, the new system can reduce the errors of details transformation in this company.
c) Customer Name: Aleeya Atiqah bt.Amar, Helena Cheah, Amin Minhad,
Jillian Lim Time Venue : 3.45 p.m-5.00 p .m : Ezzy Mobile Company
The customers suggest the service provided need to improve. Trough the new system, car hiring just taken a few minutes trough computer system. As such, they can use their time to do other tasks.
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B) Questionnaires Question A are a series of question designed to answer a synchronously. This kind of technique can collect information from a crowd of pupils. In this project, several sets of question are distributed to a group of manager, customer, staff. I had collect the following answer from:
The satisfy of staff and manager in the existing system. The process involve in the existing system. Types of error occur in the existing system. The staff performance in the existing system.
After carried out the questionnaires, I have collecting the following information:
a) Staff
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The response from a group of staff are 80% of them agree to replace the existing system with the new database system while 20% disagree with the new database system because they think the new system cannot reduce their workload and speed up the process of prepare reports.
b) Manager The response from the manager is 100% agree to replace the existing system with the new database system because the new system can reduce their workload and speed up the process of preparing reports.
c) Customer
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The response from a group of customer are 60% of them agree to replace the existing system with the new database system and 40% disagree because they doubt about the new system whether enable them to speed up the process of car hire process or not.
2.3 New System Requirement The Data Flow Diagram in Figure 2.2 illustrate a process involve in Car Hire Management System. The details of each process are describe as below: a) Booking Car
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After customers choose the car, he or she must register his or her particular personal details. The staff will input the information of car hire management system in a design form. The reports will automatically save in database. b) Renting Car The database system will answer customers inquiries about the availability and rental fee of various types of cars for certain dates in the future. When the customer makes a decision about type of car and dates, the system will be able to reserve the requested type of car for requested dates. c) Report Generation Database system can help to improve the management of the company. It can help to store records. For examples, customer list, collection list, available car list and rental car list.
d) Updating Information Company will update customer information over a computerized database system and helping customers to get the best service. It can help to update data stored in a car rental database when serving customers. e) Searching Information
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In the database system the staff can search the information by keep the primary key. For example IC number, customer name, car plate number this system can make the staff job more easily and save the time.
car information STAFF searching information updated car information car hire information STAFF renting car customer information
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CUSTOMER
database
customer information STAFF return car car information updated information
MANAGER
updating information
make decision MANAGER show report report generation
formatting report
Figure 2.2 Data Flow Diagram for Car Hire Management System
3.0 System Design In the System Development Life Cycle (SDLC), this term design is create a blueprint. That will satisfy all documented requirement for a system. This phase is dividing into 5 sections. i. ii. Structure chart Logical design of the database system
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iii. iv. v.
Design of user Interface Design of Farms Design of Report
3.1 Design of System Structure Chart
The system structure chart can draw as show in Figure 3.1. Based in the data flow diagram in Figure 2.2
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Booking Car
Renting Car
Report Generation
Updating Information
Searching Information
Customer Information
Customer Name List
Car Hire Information
Car Returned Information Car Information
Collection List
Car Information
Car Information
Available Car List
Figure 3.1 Car Hire Management System Structure Chart
3.2 Logical Design of Database The logical database design is a process constructing a model of data used in an organization based on a specific data model. Normally the logical design involved two steps. The first step is to design and entity relationship diagram for a database system. The second step is to normalize the relational tables, mapped from, entity diagram to Third Normal Form (3NF).
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3.2.1 Conceptual Data Model: Entity Relationships Diagram The Conceptual Data Model for Car Hire Management System is composed of binary relationship between the Type and Car ,Car and Customer . The transaction between Type and Car is have. The relationship is one to many because each Type have many amount of Car. The transaction between Customer and Car is hire. The relationship Customer between Car and is one to one each Customer only can rent one Car.
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Car Hire Management System 1
TBL Type TypeID RentalPrice TBL Car PlateNo TypeID CarMake Car Model YearMade CarColor Transmision CC Stauts 1
TBL Hire HireID PlateNO ICNo HireDate DateDue ReturnDate 1
TBL Customer ICNo CustNumber Address1 Address2 Address3 ContactNumb er Gender Birthdate Race Occupation
TYPE TypeID RentalPrice
hav e HireID ICNo PlateNo Hiredate Datedue Returndate
CAR PlateNo TypeID CarMake CarModel YearMake CarColour Transmission CC Status
hire
CUSTOMER
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Car Hire Management System ICNo CustName Address1 Address2 Address3 ContactNumber Gender Birthdate Race Occupation
Figure 3.2.1 Conceptual Data Model: Entity Relationship Diagram
3.2.2 Normalization Normalization is a process of efficiency organizing data in a database. There are 2 goals of Normalization process:
Eliminate redundant data Ensure data dependencies
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This all reduce the amount of space of a database consumer and ensure that data is logically stored. There are certain rules for database Normalization. Each rule is called a Normalization Formal Form. TYPE Car (TypeID,RentalPrice) (PlateNo, TypeID, CarMake, CarModel, YearMake, CarColour,
Transmission, CC, Status ) Hire ( HireID, PlateNo, I/CNo,Hiredate, Datedue, Returndate )
Customer( I/CNo, CustName, Address1, Address2, Address3, ContactNumber, Gender, Birthdate, Race, Occupation)
The table Customer and Hire is formed form the table ???? . It name is derived from the name of relationship. The function dependencies of database table are below in Figure 3.3 From Figure 3.3, ?? normalized tables are in Figure 3.4. There ?? tables are in 3 Normal Form as describe below: 1. First Normal Form (1NF) There are no repeating groups in each of relationship, therefore the table ???? are meet the condition of 1NF. 2. Second Normal Form (2NF) Since all the attribute in the ???? are functionally fully dependencies on primary key ????. Therefore the ???? are meet the condition of 2NF. 3. Third Normal Form (3NF)
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There are exists of no transitive depending in each of the tables. Therefore the relationship of the table ???? are in 3NF.
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Car Hire Management System

Prepared by: Seng Lee Xun