AUTO-MOBILE SERVICE

STATION
  Preface 

The basic goal of information technology is to efficiently capture and organize the available
information in a manner that would avail the management to concentrate more on decisional
issues rather than the daily business chores. This has been a very important factor in the growth
of computer technology and it’s quick amalgamation with the different business processes.

This project is a part of Third Year study, the final step towards the completion of the B.C.A
course. The project duration was of one year which commenced from March-April, 2004 and
concluded on March-April, 2005. During this tenure I initially learned Visual Basic and Oracle as
front end and back end tool respectively. And I also learned Management Information System,
Operational Research, Computer Graphics, Software Engineering, Computer Network, C++,
Oracle, and Coral Draw.

The project report is divided into various sections. This section is sequenced in a way to give a
comprehensive idea of work done. Sections encompass System Study, System Design and
System Development.

System Study gives the complete outline of the system needs and various functional
specifications which could be easily understood even by a novice.

System Design demarcates various processes pertaining to the system being developed. It
incorporates data flows and entity relationships within the system.

System Development includes the description of data entry screens used to capture the data.
It includes various reports providing necessary information in a structured manner.
 INTRODUCTION TO
AUTO-MOBILE SERVICE
STATION

The Automobile Service Station is the operation of the creating of

the Jobcard, Recorording the data. The customers are come to the service station for
servicing the vehicle. Here the customer has to create the Jobcard of the vehicle. In
which the customer has to describe all the details or description are to be noted. Then
the vehicle is taken for the servicing. From the service the parts which are to be added
in to the vehicle or repair are listed into the BILL. The appropriate charges for the that
part are counted.
EXISTING SYSTEM
STUDY
 There are major THREE parts of Automobiles.

- Sales
- Parts

- Service

Automobile Service Process:-

The Automobile Service System is divided in to mainly six Processes.

A. Creating of Job Card.

B. Reception Entry.

C. Vehicle to Service.

D. Trial by Head Mechanical.

E. Washing.

F. Billing.

A . Creating of Job Card: -

The first process is creating of job card. When the vehicle comes to the service station
the first process is creating of job card as the problems, which are faced by customer &
other details. The customer Job card is the card in which the we can see all the problems
which the customer has detect in his vehicle. The Job card contains the following
information.
 The Job card has the Service station’s name, address, phone number at the top right
side the card. The Job card’s first entry is Customer’s name, Customer’s address, phone
number Supervisor’s name, Vehicle number, frame number, engine number, reading meter,
of the customer’s vehicle, service type, model, all the problems of the customer. And at last
the sign of the Customer. When all these information are filled in to the Job card the laborer
cut the counter slip and give it to the customer.

The counter slip contains a sentence like “ To be return by the Customer and Submit at
the time of Vehicle Delivery “. Also the information of Dealer’s name, phone number, job
card number, job date.

B. Reception Entry: -

The Receptor note down the arriving time of the vehicle. The number of that vehicle and
its owner’s name, address of the owners. The Job card and keys of vehicle are taken by the
receptor. The receptor also note down the time at which the owner take his vehicle from
the service station.

C. Vehicle to Service: -

In this section the vehicle is taken by the workers and service process is perform on to
the given vehicle. The problem, which are written in to, the Job card are solve by the
workers. There are major THREE types of services.

- Free Service
- Paid service

- Minor service

There are six free services on to the any vehicle of the hero Honda Company. In the

free service all the checking of vehicle or services are free. All these six free services are
complete in to the first year. When all the six services are complete then the customer has
to use of Paid Service. The total number of Paid services is nine. In all the services there is
a combination of two parts. One is Kilometers & second is Time Period. You have to service
your vehicle in to the time period, which comes first suppose the 4th free service has the
range of kilometers, is 7000 – 7500 Or 365 days from purchase. The owner has to service
his vehicle in which is earlier.

If there is some major problem detected then the worker inform to the manager. After the
suitable decision, the worker works on to the vehicle. After the solving all the problems the
vehicle is ready to check weather all problems are satisfied or not. For this case the vehicle
is given to the head mechanical for the checking.

D. Trial by Head Mechanical: -

The head mechanical first real show all the problems of the given vehicle from its Job
Card, then after understanding all the problems. The Head mechanical takes the trial of the
vehicle. During the riding he can understand weather all the problems are satisfied or not. If
he will find some problems in the riding or from the job card. The Vehicle is given to the
workers for “Re-service“ of vehicle. When the service is completed, the Head mechanic
tests it by trial second time. If there is some problem in the vehicle then it is send back for
“Re-Service”. Other wise the Vehicle is send to the washing .If vehicle has solve all the
problem in first service or it can be complete after the first service then it is send to the
washing.

E. WASHING: -

In the washing process the vehicle are came when they are O.K. Tested service
by head mechanic after the trial of the vehicle. The whole vehicle is washed with the
water, which comes in very force by motor. All the Dusts, overflowed oil, etc are
cleaned in washing process. When the washing completed. The whole vehicle is
making dry with air pump pressers. In which the air comes in very high presser with
the help of pump. The whole vehicle becomes very clean after washing.
 Billing: -

The billing is Depends on to the types of service because there are three types of services,
which provided by the service station.

 Free service
 Paid service

 Minor service

Free Service: -

There are six free service provided by the Service Station. In the free service there
are service is free. The examples of the service, which are given free, are listed below.

 Changing of Oil
 Any guaranteed part that will damage during the time period of guarantee
that parts are replaced.

 All the parts are checked, whether they are work completely or partially.

 The washing of bike

Etc. services are provided in the free service.

Paid Service: -

There are nine paid service in which the amount to be paid if any type of part
you can change in your vehicle.

In all types of paid service they will only wash the vehicle in free and all other processes
are chargeable.
 Ex. There is an owner named Nirav Kumar Dipakbhai Patel, who takes their bike for paid
service. The problems in their vehicle are listed below.

 Side light is damaged

 Meter is not working

 The jumper becomes very loose

 Checking of average & Battery

 Washing of their bike

Here you can see that which types of problems should Nirav Patel faced with their
motorcycle.

No. Detail Rate. Qty. Total 1.

Side light 45 2 90

2. Meter Change 150 1 150

3. Pulling the jumper   20

4. Checking of average & battery   



Total Bill: - 260

Problems in Existing
System
 Problems in Existing System: -

For all kinds service system there are lots of difficulties without computerized system.
When the all works is done by manually then lots of difficulties have faced to the persons
who handling the all office work. Here are some problems, which are faced by such kind of
persons who works in the automobile service center.

A. Difficult to Maintain.
B. Wastage of Time / Time Consuming.

C. Problem of Report generating.

D. Record finding problem.

E. Wastage of Money.

F. Problem of Security.

G. Pay slip Preparation.

A. Difficult to Maintain: -

The manually working in the automobile service center becomes very difficult because all
kinds of information about vehicle are stored at some file. The filling of all vehicles, which
comes for the service, is very difficult to maintain, because each vehicle occupied one file
for the information about their vehicle. Means when we want know the information about
any vehicle then we want to find out the file where we stored the file. The finding of the file
is very difficult for manager or for the persons who working in the service station.
B. Wastage of Time / Time Consuming: -

All the process is done in manually therefore the creating of Job card, updating of the
vehicles file, these process are very time consuming. These all the process takes lots of
paper due to which it consumes lots of time. Maintaining and generation of all documents
is done very slowly. In the system process such as making different type of reports, tedious
calculations are examples of time-consuming process in the system. It is also time-
consuming process to know the actual survey of the Automobile service center when written
manually but through computerized system it takes less time, as it is speedy and accurate.

C. Problem of Report Generating: -

After a certain time period if the user want to check his total number of services in between
a week, month or a year it is becomes very tedious job to generate the appropriate report.
A computerized system having report making facility can do this job easily and the owner
can draw the different types of charts and diagram to make him understand the Up and
Down of his system.

D. Record finding Problem: -

 The major problems of this system are that the finding of records is to very difficult for the
user to find record of some selected vehicle. Everex time when the vehicle come for service
the Actual data of that vehicle can fond but for that they have to faced very difficulties.

E. Wastage of Money: -

The Whole system of service station requires lots of file and documents which
can takes very much time and as well as Money for that. The making of the
files and the documents are also requiring lots of spaces to store them properly. If any one
of the file can be lost then it is very difficult to retrieve the all of the data. All the files of the
customer can very importance for the Service Station.

F. Problem of Security: -

The Handling and the storing of data can be very difficult. If you can store that data into
the locker or some safe place. But the data will have the problem of theft, lose, cutting or
of some etc problem.

G. Pay slip Preparation: -

The preparation of pay slip can take very much time to prepare the whole lists, which are
be done into the customers vehicle. The list of all Parts, quantity, and the amount of the
all parts are been written into the pay slip. All of these process hade been work by
manually. So it is very time-consuming process.
Features Of Proposed
System
Features Of Proposed System: -

The System becomes very reliable, smooth, Fast, and very speedy after making it into
the computerized. The all of features are described as follows.

1) ESAY TO MAINTAIN
2) SPEED

3) ACCURACY

4) SAFTY OF DATA

5) SAVING OF MONEY

6) FINDING OF RECORDS

7) BILL PREPERING

1) Easy to Maintain: -

After the all work is computerized then the process of maintain the whole system
becomes very easy. Because the whole process of inserting the data are makes at the
one place. After the computerized the person who fill up the data into customers data
into their particular file are worked into computer so he can’t find the files of particular
customer elsewhere and the data processing becomes very easier.

2) SPEED :-
 The most powerful advantage of the computerized system is SPEED. All the system
require speedy work for their system. After the computerization, Whole process becomes
very easier and very faster because the whole process is done at some particular place
where the whole data of each customer can stored. So the filling of Data, some entries
of vehicles are done at the some particular place. At that time the whole process
becomes very speedy and very fast.

3) ACCURACY :-

If you can have to handle the all files at a same time the you can very confused. But now
you can have only handle only one computer at a time from where you can fill up your all
entries at a time. And now at this time you can see that your speed becomes very faster
and you can not afraid from making so mistakes. Thus the ACCURACY of the proposed
system becomes very Good.

4) SAFTY OF DATA :-

Before computerized the whole systems data are stored into files. These files have some
problems like lost, cutting, and etc problems are created. But when the system is
computerized then the whole systems data are stored into floppy disk or into the memory
of the computer. And into the computer the password system of the process can secured
the whole system and the other person cannot get the original data of the system or
company.

The another main advantage of the computerization is reducing the

documentation. Means after the computerization the computer can replace all the
documents work into the computer data processing. There so many files of customer in
which the all of information about the customer and customer’s vehicle are stored. These
data are stored into the floppy disk, cds, or into the memory of the computer. Which
require less place and reducing the documentation.

5) SAVING OF MONEY :-

The process of storing the data into the floppy disk, cds, or into the computer
memory. All these types of storing places are required less space, then the files. In this
 way the computer reduces the files and the papers. So the cost of files and papers are
save. In this way it save the money.

6) FINDING OF RECORDS:-

In the proposed system the problem of finding the records are reduce. The
another major advantage of the computerization is to getting the speed in to the finding
of records. When the person is handling the files of all records then he or she has to find
the record file of the customer and then he or she will enter the data into the file. But
now after the computerization the user have to only write down the name of customer
or in place of name the user also fill the number of the vehicle number. Now when the
user write down the number of the vehicle or the name of the customer the file of the
customer will automatically open and the all detail of the customer you can on to the
screen of monitor.

7) BILL PREPERING :-

When the preparing of bills by manually, there are so many problems occurring
into the bill. Because of there are lots of calculation, writing process, feeding the bill into
the files all these process are creating so many problems. But into the computerization
there is no fear for making these kinds of problems, because into the computerization all
the calculation process is done automatically, and the other processes like print of bills,
feeding the information of all bills into the file of bill.
SYSTEM REQUIREMENTS
SPECIFICATION
 SYSTEM REQUIREMENTS SPECIFICATION

(1) HARDWARE REQUIREMENTS OF THE SYSTEM:

This phase of the software development process deals with a brief study of different hardware
used in the computerized system. There is a list of hardware materials used during the making
and also during the use of the proposed system. As the new system to be made into a
computerized functional system, requirement of a computer is must. All the hardware needed
here are generally the basic configuration of a typical office computer. A list of the hardware
requirement used in the system given below:

Minimum Configuration :

To run the application software of the system in the computer the minimum configuration
required is as below:

 233 MHz Pentium® processor or other compatible.

 Intel® Chipset Motherboard.

 32 MB SD-RAM.

 10 –20 GB Hard-Disk.

 4x Compact Disc drive or faster.

 1.44 MB Floppy Disk Drive.

 Monitor. [ 640 x 480 Display ]

 Keyboard.

 Mouse.

 Dot Matrix Printer.

 Recommended Configuration :

The system can run on the above mentioned system, however for perfect ness and clearness it
is recommended to use a computer system having the below listed configuration. The
configuration listed below can give best and optimum result at instance during the working of the
system.

 1 GHz Pentium® 4 processor or other compatible.

 Intel® 81x Chipset Motherboard.

 128 MB SD-RAM.

 20-40 GB Hard-Disk.

 52x Compact Disc drive or faster.

 1.44 MB Floppy Disk Drive.

 Color Monitor. [ 800 x 600 Display ]

 Keyboard.

 Mouse.

 132 Column Dot Matrix Printer/Laser Printers.

 500 V.A UPS. [Used in case of power failure]

Note: The proposed system of Automobile Service Station can work on both the

above mentioned computer configuration. It is just for knowledge that the system
can also work with the old technology as well as the new technology.
(2) SOFTWARE REQUIREMENTS OF THE SYSTEM:

Along with the hardware, used in the system it requires software to make a system as well as to
run a system with the computer hardware. Collection of different types of hardware into a
specific type can form a computer but it can not execute different process on its own. For
efficient and proper working of any system software must be installed. These software may be in
the form of operating system or application software. To make the system one also needs to use
software.

To survey the Automobile Service Station I too have used certain soft wares which are listed
below. The soft wares used in the proposed system are the latest versions of themselves and
can give up-to-date and perfect result of every processes in the system. These software
comprises operating system and application software used in the system.

Software used in designing (code) of the system :

 Operating System : Microsoft Windows® 98.

 Application Software’s : Oracle 9i [ back-end tool ]

Microsoft Visual Basic 6.0 [front-end tool]