CHAPTER ONE

INTRODUCTION

1.1 Overview

Nowadays, all the companies are using vehicles to perform their daily activities.
Activities vary from transporting goods, employees, and etc. Besides those daily
activities, it can be easily noticed that some drivers may use the company’s cars for
their personal work rather only work duties either at working time or after that if the car
stayed with them. The need for a system that tracks vehicles movement, fuel
consumption and balances work between the drivers enables more productivity and
supports in reducing cost is an essential point to think about for each company. One
way to reduce the cost is to make sure vehicles are only used for work purpose. To
achieve this, having a location-based system that ensures the cars only taken to the work
locations is a must. Modern technology can be used to achieve this goal, here, API used
along with some other tools to obtain the car’s location after they reach the destination.
Drivers can send the coordinates once they arrived each work destination through a
specific website, and from there, it will be sent back to the system. Driver management
system enables the system admin to see all the locations the car checked in and this way
the company assures how its cars are used. Besides that, the system will be able to
compare the distance travelled against the fuel consumed during the time periods such
as months, quarters and years, and calculate the total consumption to ensure that the
vehicles were not used for other purposes, which at the end leads to reducing cost.
Moreover, this powerful system supports in internal management and helps the
company’s staff to better manage and handle the daily activities. For instance, it helps
finance staff in tracking the distributed salaries, managers in tracking days or hours off,
operations and HR in drivers and assets information and tracking maintenance and
costs.

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1.2 Motivation

Some of the companies in KRG don’t use any management systems for their
daily fleet activities and they are still using old methods to manage fleet and
movements. Plus, no actions have been taken to ensure that company’s cars are used
only for work purpose. Moreover, it can be easily seen that some drivers use
company’s’ cars for personal use, and the company itself may not have any organized
procedure to calculate monthly expenses for their vehicles to optimize their fleet
management. Driver management system supports in ensuring that vehicles are only
used for work purposes and not used for personal use. Its works in a way that lets the
drivers to send back the locations at arrival back to the system, and this way the system
admin will be able to locate the cars location on the map each time they send back the
coordinates. The system is user friendly and lets the users to interact with it easily, it
combines offline and online based system together to produce one comprehensive and
powerful tool. The drivers can easily login to their account online and send the vehicles
coordinates using via internet through a website. The system doesn’t need advanced
technology knowledge to interact with, a simple understanding of how it works is
enough to get the work done easily. When all the vehicles send back their locations for
each mission, daily use of that car can be tracked simply. They system combines some
other features to reduce the cost and ensure more productivity such as calculating total
distance traveled and fuel consumed, then finally determine if the fuel consumed against
the distance travelled is acceptable or not.

1.3 Problem Statement

Companies are always using a portion of their money in vehicles and fleet
management. In the past decades, companies were focusing more on other aspects of
their business to reduce cost, but as time passed, it was revealed that reducing cost in
any single corner of the business will lead to more profit and efficiency. Having a
system in place that manages drivers and fleet affairs, in another hand, empowering the
system with a location based-feature will help the company to ensure that its vehicles
are only used for work purposes and the vehicles arrangement and periodic cost
calculations are done correctly and effectively.

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1.4 Objectives

 To determine the location of drivers by using (MAP) and (API).

 To reduced vehicle expenses and reduce company’s cost.
 To organize drivers working time.
 Produce fleet monthly report.
 Support finance, operation and maintenance in daily activities.

1.5 Scope

 PHP use to create the website, MySQL to create the database.

 API used to get the coordinates of the vehicle and send it back to the system using
C# .
 XAMP and visual studio were used as software tools.
 The system can be used by the companies who are using vehicle to do their daily
activities.
 location of the vehicle can be sent back only using internet connection.

1.6 Significant
This project is important and so useful for universities and teachers, because this
project prevent mistake from recording attendance, and easy to use, and easy for
calculate mark of student.

1.7 Organization
• Chapter 2: this chapter reviews for Literature.
• Chapter 3: this chapter is plan for solve problems.
• Chapter 4: this chapter is show result of project.
• Chapter 5: this chapter is show future work of project.

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 CHAPTER TWO

LITERATURE REVIEW

2.1 Introduction

In this chapter to enrich this project we have got benefit from earlier researches,
which talked about the importance of manage cars and drivers and using technology for
determine car’s location, therefore gave us important results, which is necessary to use
suitable technology systems for get location and manage cars and drivers.

2.2 Related work

In this section, we are going to explain earlier projects, which are related to ours and
affected the enrichment of our project.

 Researcher (Neha D. Bagad , Sayali B. Kothavade , Dipanjali P. Patil , Prachi

A.Vadje , Prof. Deepti R. Gatne 2020) from his project explain a system to fuel
monitoring by using google map and google distance matrix API, that help user to
determine the nearest petrol pump. [1]

 Researchers (Nkooyooyo, Timothy, Mpirirwe, Moreen, Mirembe, Gidah Abigail,

Natamba, Racheal 2019) this project explain how help this driver that breakdown
issues her/his cars, though using GPS, MYSQL and PHP to determine location.
Then  locate a nearby mechanic to work on the problem .[2]

 Researcher (Pavel Stankoulov 2017) This project explain system that monitors,
records and analyzes driver performance includes: a vehicle sensor module that
receives data from a set of sensors that each measure a driving characteristic
associated with a vehicle; a map data access module that retrieves map data; and a
driver behavior engine that monitors and evaluates driver performance. [3]

 Researcher (Howard , Rajaratnam 2019) This project explain system that The heavy
vehicle driver fatigue project is the first international large scale project to validate

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 alertness monitoring technology and use it to evaluate the impact of work-rest
scheduling features on alertness and drowsiness in order to inform fatigue policy.[4]

2.3 Summery

In this section, we’ve reached the conclusion that monitoring and manage drivers
and cars important, to easily work in company and reduce cost and organize drivers
schedule, and if we differentiate between the previous projects, it’s necessary to find
proper solutions to this matter.

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 CHAPTER THREE

RESEARCH METHODOLOGY

3.1 Introduction

In this chapter we explain how to solve a problem step by step and how to create a
database for driver management system.

3.2 Steps for solving the problem.

(1)

First Step

Visiting some company

(2)
(4)
Second step
Forth step
Gather information about
We test the system in real
their requirements
life.

(3)

Third step

Bringing a team of
programmers for
designing a system.

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 Figure 1: steps for solving problem

3.2.1 Visiting some company, to create a system dependent of company’s requirements.

3.2.2 Visiting company and asking company about their requirements, and informing
them about how this new system helps them to manage drivers and cars.

3.2.3 Bringing a team for creating a secure database, for containing important
information about cars and drivers, and therefore must be not edited by anyone that
doesn’t have privileges.

3.2.4 Once the system has been finished. We set it out to test our system in real life and
fix or add features that we need as the system grows.

3.3 Summery

In this chapter we looked at the steps towards designing the driver management
system and how we test it out and examine the system for any potential flaws and bugs
that we might encounter and fix it along the way so we could present a whole system
with the least amount of flaws and bugs possible so everyone could benefit from it.

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 CHAPTER FOUR

PRACTICAL WORK AND RESULTS

4.1 Introduction

In this chapter discuss all the work that were done to complete this project.

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4.2 Database diagram

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4.3 Use Case diagram

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4.4 Practical Work

4.4.1 Login admin

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 UC-00: Login account
Summary: Open admin’s account
Use frequency: Once
Direct actor: admin
Stakeholder: company
Main scenario: 1. Admin select login option.
2. System ask to write:
 User name
 Password
3. admin enter information.
4. System handle information.
5. System open account.

Alternative  If admin enter incorrect information,

scenario system tell admin enter correct email
extensions: or password.

4.4.2 Forget Account

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 UC-01: forget account
Summary: Admin recover account
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Use frequency: Once
Direct actor: Admin
Stakeholder: Company
Main scenario: 1. Admin select forget account option.
2. System ask to write (email or user
name).
3. admin enter information.
4. System search for information and
ask admin select go to change
password.
5. Admin select change password
6. System ask write code to change
password.
7. Admin write code.
8. System open panel to change
password.
9. Admin write new password.
10. System handle info

Alternative  If admin enter incorrect email or

scenario username, system tell admin you are
extensions: not found.
 If admin write incorrect code, system
tell admin your code id incorrect.
 If new password and confirm
password is not same thing, system
tell write correct password.

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 4.4.3 Main

Admin have all permission on this form, but user can not open salary form, admin
form, report form.

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44.4 Admin

UC -02: Create account

Summary: admin create account consist of email and

password.
Use frequency: Once
Direct actor: Admin
Stakeholder: Company
Main scenario: 1. admin select register option.
2. System ask to write:
 user name
 permission
 Email
 Password
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 3. admin enter information.
4. System check information .
5. System handle information.

Alternative  If admin enter incorrect information,

scenario system tell admin your information
extensions: incorrect please try again.

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4.4.5 Register Drivers

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 UC-03: Register driver
Summary: Admin register all of the drivers
Use frequency: Once
Direct actor:Admin
Stakeholder: Company
Main scenario: 1. Admin select register driver option.
2. System ask to write this info:
 Driver’s ID
 Driver’s Full name
 Driver’s Phone number
 Driver’s Date of birth
 Driver’s License detail
 Register date
 Driver’s User name
 Driver’s Password
 Bail’s full name
 Bail’s phone number
 Bail’s witness id number
 Picture of driver
 Picture of bail
3. Admin write that detail.
4. System ask delete or update or insert
5. Admin select one of the option
6. System handle the info
Alternative  If admin do not write bail’s info
scenario system tell admin, please write the
extensions: info.

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 4.4.6 Register Cars

UC-04: Register car

Summary: Admin register all of the cars
Use frequency: once
Direct actor:admin
Stakeholder: company
Main scenario: 1. Admin select car driver option.
2. System ask to write this info:
 ID
 model
 year of build
 plate number
 License detail
 Engine type
 Engine bston
 Drive by km
 Liter per 100 KM
 Fuel type
3. Admin write that detail.
4. System ask to select delete or update
or insert.
5. Admin select one of the option.
6. System handle the info.
Alternative  If admin do not enter one of a
scenario information,21system ask to write
extensions: information.
 4.4.7 Car Distribution

UC-05: Distribution cars

Summary: Admin distribution cars between the drivers
Use frequency: Once
Direct actor:Admin
Stakeholder: company
Main scenario: 1. Admin request distribution option.
2. System ask to determine one car and
one driver.
3. System ask to write:
 Date of work to end work
 Time work from a day
4. Admin write that info.
5. System ask to select delete or update
or insert.
6. Admin select one of the option.
7. System handle the info.
Alternative  If admin do not enter one of a
scenario information, system ask to write
extensions: information.

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 4.4.8 Distance Management

UC-06: Manage distance

Summary: Admin manage the distance, that driver
send to the system
Use frequency: Every times
Direct actor: admin
Stakeholder: company
Main scenario: 1. admin request distance option.
2. System show location of cars.
3. System ask to enter the place of car.
4. Admin write the place
5. System handle the info.

Alternative -If driver do not have signal of internet send

scenario location is not available.
extensions:

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 4.4.9 Time Work

UC-07: Time work

Summary: Admin manage time work for drivers
Use frequency: Every time
Direct actor:Admin
Stakeholder: company
Main scenario: 1. admin request time work option.
2. System ask to select
 driver
 date
 time
 note
3. Admin write the info
4. System handle the info.
Alternative  If admin do not enter one of a the
scenario information, system ask to write
extensions: information.

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 4.4.10 Spending

UC-08: Manage spending

Summary: Admin manage spending of cars
Use frequency: Same time
Direct actor: Admin
Stakeholder: Company
Main scenario: 1. admin request spending option.
2. System show info spending
3. System ask to select one car.
4. Admin select a car.
5. System ask to write:
 Id
 Amount of spending
 Date
 Reason
 Code
 KM of car
 Note

6. System ask to select delete or update

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 or insert.
7. Admin select one of the option.
8. System handle the info.
Alternative  If admin do not enter one of a
scenario information, system ask to write
extensions: information.

4.4.11 Salary Management

UC-08: Manage salary

Summary: Admin manage salary of driver
Use frequency: Once
Direct actor: admin
Stakeholder: company
Main scenario: 1. admin request salary option.
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 2. System show info salary
3. System ask to select one driver.
4. Admin select a driver.
5. System ask to write:
 Salary by IQD or $
 Price of 100$ by IQD
6. System change the price between &
and IQD.
8. System ask to select delete or update
or insert.
9. Admin select one of the option.
7. System handle the info.

Alternative  If admin do not enter one of a

scenario information, system ask to write
extensions: information.

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4.4.12 Report
Admin can select one of the report.

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 4.4.13 Absent

UC-9: Manage absent

Summary: Admin manage absent of drivers
Use frequency: Same time
Direct actor: Admin
Stakeholder: Company
Main scenario: 1. admin request absent option.
2. System show info absent
3. System ask to select one driver.
4. Admin select a driver.
5. System ask to write:
 Id
 Type of absent(time , day)
 Date to date
 Time to time
 Note

6. System ask to select delete or update

or insert.
7. Admin select one of the option.
8. System handle the info.
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Alternative  If admin do not enter one of a
scenario information, system ask to write
extensions: information.

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4.4.14 Backup and Restore

Admin can restore and backup the database.

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4.1.1 Login driver

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 UC-10: Login account
Summary: Open driver’s account
Use frequency: Once
Direct actor: Driver
Stakeholder: Outside company
Main scenario: 6. driver select login option.
7. System ask to write:
 User name
 Password
8. driver enter information.
9. System handle information.
10. System open account.

Alternative  If driver enter incorrect information,

scenario system tell driver enter correct email
extensions: or password.

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4.1.16 Send location

UC -11: Send location

Summary: Driver send location
Use frequency: Sometimes
Direct actor: Driver
Stakeholder: Outside company
Main scenario: 1. driver request login option
2. System display location
3. driver select send option.
4. System send location to database.
5. Customer select product.
Alternative -If driver do not have signal of internet send
scenario location is not available.
extensions:

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Activity diagram

4.1.2 Activity diagram of admin

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4.1.3 Activity diagram of driver

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 (3)

Third step

Bringing a team of
programmers for
designing a system.

CHAPTER FIVE

CONCLUSION AND FUTURE WORK

5.1 Introduction
After explaining all the chapters of this project, that many companies and governmental
organizations have a problem about managing cars and drivers, so in this chapter we
came to the conclusion and future work of the project, and to discover a solution for the
problem as we learned. In order to have an effect and expand the usage of GPS in the
near future.

5.2 Conclusion
After working and doing multiple studies during the years of education in our
university, we were able to create a project to solve the issues that many big companies
and governmental organizations have, for the management of numbers of drivers and
cars, which therefore wastes time and increases the company’s cost.

The aim of our project is to make a complete, fully working drivers management system
for companies. As we create a database system by using API, C# language and
MYSQL to solve these problems, as a result, our system can record the activities of
cars, drivers, their location, time of absent or time of working by detail, salary of drivers
and outlay of cars.
Which will, therefore, be a great assistance to the manager, where he can control and be
aware of all the drivers and cars’ round trips, which also decreases the costs and
unnecessary working time, and the drivers will fairly get their jobs done.

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5.3 Future Work
After doing many researches about the project and comparing the results, we came to
the conclusion, that it is necessary to use GPS in such projects and more researches
have to be done about it, to solve every issue from all of the sides, because this subject
is really important and many big companies and governmental corporations need to
solve these problems, as they face new problems each day. However, the big and
medium companies take advantage of it so these types of researches are needed in the
future.

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 REFERENCES

[1] http://www.academia.edu/download/62147516/148964_paper20200219-130406-
13dlndv.pdf
[2] http://dissertations.mak.ac.ug/handle/20.500.12281/7734?fbclid=IwAR1s-
61C_VS4ZVvBM7SKukzGDw6WmGWCHWpv5YHr_Ca94q3G-D_70wXAskc
[3] https://patents.google.com/patent/US9569984B2/en
[4] https://trid.trb.org/view/1607078

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