AKSUM UNIVERSITY

SHIRE CAMPUS

COLLEGE OF ENGINEERING AND TECHNOLOGY

DEPARTMENT OF COMPUTING TECHNOLOGY

PROGRAM OF Information Technology

Final Project Title:

Web-Based Car Rent Management System For Hayelom

Project Advisor: Mr. G/hiwot T. (MSC)

Developers:

Student’s Name ID No.

1. G/hiwot Tafere---------------------------------------------136/06
2. Yemane Tesfay--------------------------------------------177/06
3. Mebrahtom Haile-----------------------------------------152/06
4. Selemawit T/haimanot------------------------------------162/06

November 2009 E.C

Shire, Tigray, Ethiopia

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Table of Contents
Pages
1. Introduction.....................................................................................................................................1

2. Background of the Project...............................................................................................................1

3. Statement of the problem...............................................................................................................2

4. Objective of the project...................................................................................................................3

4.1 General Objective....................................................................................................................3

4.2 Specific Objectives...................................................................................................................3

5. Scope of the project........................................................................................................................4

6. Significance of the Project...............................................................................................................5

7. Beneficiaries of the Project..............................................................................................................5

8. Methodology...................................................................................................................................6

8.1 Data gathering methodology...................................................................................................6

8.2 Development approach...........................................................................................................6

8.3 Development tools..................................................................................................................6

9. Testing Methodology.......................................................................................................................7

10. Feasibility Study...........................................................................................................................8

11. Project Plan..................................................................................................................................9

11.1 Project time schedule..............................................................................................................9

11.2 Budget Plan.............................................................................................................................10

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 CHAPTER ONE

1. Introduction
Car rental is an integral part of many people's travel plans and is used all around the world to
travel from place to place. Whether travelling on business, journeying with the family or simply
on holiday wanting to explore, car rental services are extremely helpful.

Hayelom smart car rent and tour is a small but growing national car rental company. The
organization (company) is located in Shire, in front of Gebar shire Hotel, Keeble 02. The
Hayelom smart car rental company has branches in some cities of Tigray. At each branch cars
are available for rental. Each branch has a manager and receptions. It was established in the
year 2002 E.C by the name of Hayelom car rent. At that times its name was changed to smart car
rent. Finally, in the year 2009 E.C it has got the name Hayelom smart car rent and tour. Currently
the organization has 10 employees in Shire branch office.

2. Background of the Project

This time is an era of World Wide Web (WWW) where the world is considered as a small
village where by users need to interact with internet technology for survival and for being
competitive.
This system will be developed in order to be used by Car Rental Company, specifically by
Hayelom smart car rent and tour, in renting cars to customers. It is will be online systems
through which customers can view available cars, register, view profile and book car.

Online car rental and tour is a type of electronic commerce used for business-to-business and
business-to –customer transactions. In this project, an attempt has been done to design a system
which is used for car rental service. This document contains the software requirements for the
Car Rental System (CRS). The main purpose of Car Rental System to be implemented is to
manage information about Cars, Customers and the system users related to the company so as to
increase the company business performance and speed of work. The purpose of this document is
to state all system requirements clearly for usage in the development stages ahead.

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This project tries to identify the barriers, analyze the convenient steps in automating the car
rental system and the technology available. The project is on the car rental online system, which
is an attempt to automate the existing rental system.
Moreover, this system will help in managing the activities performed by the Hayelom Smart Car
Rent and Tour Company.

Some of the activities performed by the proposed system are listed below:

 Advertising the company

 Managing vehicle information
 Customer registration
 Online reservation
 Generate report

3. Statement of the problem

The current system has many problems in relation to database management, since it is manual
system. The following are problems of the current system (manual system).
 Data Security is not assured: - This is due to the manual way of recording the data. It is
known that, in manual way, data are being stored by recording it on paper. Therefore, it
easily gets damage or misplaced that which lead to data loss.

 Performance
 Since the office performs recording customer information manually, it takes much
time.
 Searching and data retrieving mechanism of the system takes a lot of time.
 Information
Input
 Data collection is not accurate and it is not based on timely manner.
 It is difficult to add, replace, delete and edit the required information.
 Checking the validity of input data is difficult.
Output
 Since information is not collected timely and accurately, the output is
not precise and on time.

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  Processing the input data in order to get an output takes much time
because of the manual system.
 It is difficult to check whether the output data is valid or invalid
 Stored Data
 The data stored takes more cabinet.
 In addition to this it is difficult in order to add some additional requirements to
the existing system’s stored data (i.e. it is not flexible).
 There is the loss of data when storage place gets natural disaster as well as man-
made problems (like fire).
 Economy
 Since the system currently uses manual system it is not economically sufficient
i.e. there is wastage of material and time.
 Efficiency
 In addition to this there is wastage of materials and time due to redundantly
storage of identical data on different offices.
 Service
 The services provided by the office are not as fast as possible because the
service providers are busy with the paper and paper related activities.

4. Objective of the project

When developing the Online Car Rental System, the team emphasizes an easy-to-use User
Interface which is the key to sustain the system. With a simple user interface, the administrator
or users don’t have to rely on IT help to navigate and operate the functions found in the system.
The users can have simultaneous access to the same database containing the rental orders and car
availability. Automatically build and maintain fast access files for each database in order to
maximize retrieval speed. By using the system, the user eliminates duplication of the work
required to maintain multiple databases. There is also less chance for error, because a material or
patron record is only entered once and any changes made to a record are automatically recorded
throughout the system.

The objective of the project is to give a solution for the entire problem in Hayelom smart car rent
and tour. The objective of the project is described in general and specific objectives as follows.

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 4.1 General Objective
The general objective of this project is to change the manual system into web based
computerized system which helps Hayelom smart car rental and tour to make simple and easy
modern way to contact with its customers.

4.2 Specific Objectives

In addition to the general objective the proposed system has to address some specific objectives.
Among those are: -
 To improve the records of the drivers / clients who have monthly
 Contracts so that it can be written only once and only the status change
 Every day will be changed instead of writing all the information again and
again.
Driver
 To store and easily track driver’s information
 To check the availability of the driver
Vehicle
 To store all vehicle information (plate number, etc.)
 To track all repair records of the vehicle
 To track all transport records of the vehicle
 To check the availability of the vehicle
Rental
 To manage all rental services (add, modify, cancel a transaction)
 To track all car rentals in a given day

5. Scope of the project

Scope of this project is to make a web based application for Hayelom smart car rent and tour
company. but it also used for any other companies like Hayelom smart. The function that
included in our system is covered only the area of Shire city such as: -

 Advertising the company: Advertisement about new services to keeps the

customer informed about the new developments in the company.
 Managing vehicle information: Such as vehicle financing, vehicle maintenance,
driver management, fuel (petrol) management and health and safety management.

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  Online reservation: The customer can registration online.

 Generate report: reports all information on the current day.

 Car tracking

6. Significance of the Project

Solving the existing problem of the car rental services that is done manually. By using the Car
Rental System, clients can manage their rental and vehicle issues. In addition, the customers can check
out auto conditions which can be rented from the car rental service.

Tangible Benefits: - The main function of this project is to apply the working system of
Hayelom smart car rent and tour organization when the organization communicating with its
customers and when customers rent cars. Such as: -
 For improved investigation of rental system
 Easy stock controlling
 To make data reliable
 To get daily updated report

Intangible Benefits: - are those benefits that cannot be expressed in terms of birr or dollar.
Intangible benefit that the system will give is the following:

 Upgrading the Hayelom smart good will

 Reduce risk
 Customer satisfaction

7. Beneficiaries of the Project

 The primary beneficiary of this project output is Hayelom smart Car Rental Company.
 Manage customer data easily.
 Saving work time
 Reduce complexity
 Can get advertising service
 Profitability in their work.
 Customer and other related companies
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  Save reservation time
 Save cost
 Can get fast services
 The project development team
 The project has initiated our team to get knowledge of how to develop
the required system application.
 While struggling with some difficulties, the team got a lot of
experiences of solving problems.

8. Methodology

8.1 Data gathering methodology

Refers to the device used to collect data, such as a paper questionnaire or computer assisted
interviewing system. The methodology that used for this project in order to collect data from the
organization are: -
 Personal observation: assessing and analyzing the overall rental system that has been carried
out by personally observing the current working system.
 Interview: we got some sort information about the current rental system from the operation manager
that helps us to analyze the system. They also give us some rental forms like customer and company
agreement forms.
 E-mail: - as we develop web based application we use e-mail for some information this is
also decrease our time, cost so it is appropriate way for the group. We e-mail with operation
manager of Hayelom smart Company.

8.2 Development approach

A software development approach helps us to structure, plan and control the process of
developing software.

 Iterative methodology: The iterative enhancement life cycle model counters some of
limitation of the waterfall model and tries to combine the benefits of both prototyping and
the waterfall model.

we will select the iterative methodology because it has several uses excluding the time wastage.
An iterative method supports backtracking helps to solve problems that happen in each iteration
like through gathering until implementation. Iterative methodology is found to be relevant for
this project. It helps in getting up-to-date information.

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 8.3 Development tools
Development tools are tools that are used to develop a system. We will use several kinds of
development tools in different stage such as: -

8.3.1 Hardware Tools

N Type Of Hardware Use Quantity
o
1 Laptop Computer To write and edit documentation and implementation G34
2 8 GB Flash disk To transfer file 2
3 Printer To print document 1
4 8 GB Hard disk Memory For back up 1
5 Smart Phone For internet 2

Table1. Hardware Tools

8.3.2 Software Tools

No Software’s Use Description

.

1 MS office Documentation MS office word 2016 is used for writing the documentation starting
word 2016 from proposal up to the end

2 MS Visio 2007 Documentation MS Visio 2007 will be used to draw the diagrams (activity diagram,
collaboration diagram, sequence diagram, state chart diagram,
deployment diagram, use case diagram, class diagram …) and to prepare
schedule using Gantt chart.

3 PhP Implementatio PHP is a powerful server-side scripting language for creating dynamic
(Wampserver) n and interactive websites.
Macromedia Dreamweaver 8 is a professional HTML editor for
5 Dream weaver Implementatio
designing, coding, and developing websites, web pages, and web
n
applications.

Table2. Software Development Tool

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 9. Testing Methodology
Developing software is a complex process. No matter how hard we try to eliminate all faults
simply by going through the phases of requirements, analysis, design, and implementation,
however through good practice we can make sure that the most series fault does not occur in the
first place.
During the development process, the system is going to be tested experimentally to ensure that it
works well as excepted. Here are some procedures that we will follow:

 Examining whether the operation have sufficient documentation in procedure

manuals (hard copy) to afford correct and efficient operation.
 Checking whether procedure manuals are clear enough in communicating how data
should be prepared for input.
 Determine whether output is correct and whether the user understands it clearly.
 In addition to that we will test for each line of code, method, class and test the
application of the code.

10. Feasibility Study

The operation of the system will be measured in relation to the existing system and the
advantages it provides to the user. Be sides this the profit it increases in the company will be
identified clearly and set to the feasibility of the project. The process of determining the
characteristics of the system built in terms of its operational expenditure and maximum output it
can give:

 Technical feasibility
It is planned to implement the system using visual PHP(wapserver), window 7 operating
system, Dreamweaver, etc. it is evident that the necessary soft-ware and hard ware are
available for development and implementation of the system. All of the software except
window 7 operating system that we use is free download and hence we can confidently
conclude that this system is indeed technically feasible.
 Organizational feasibility
Since developing this new system will solve most of the car rental company’s problem,
the consistent support from the development team and the training of users will surely

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 deliver a system that will solve the existing business problems and take advantage of
various opportunities.

 Operational Feasibility
It is standard that insures the enter operability without shifting completion and innovation
among user, to the benefit of public both in terms of costs and service quality, the
proposed system is acceptable to the users. So that the proposed system operationally
feasible.
 Economic feasibility
We can see the benefits in tangible and intangible way:

Tangible benefits: the benefits derived from the creation of our project that can be measured in
money and with consistency are as follow:

 Cost reduction and/or avoidance

 Error reduction
 Increased flexibility
 Increase the speed of activities
 Improvement of management planning and control.
Intangible benefits: the benefits derived from the development of our project are

 More timely information

 Faster decision making
 Boosting employee morale
 Increase accuracy
 Increase information processing efficiency and we are ready to pay all the
sacrifices’ that cannot be easily measured in Birr and with certainty.

11. Project Plan

A project within a certain timeframe, usually with defined stages, and with designated
resources Project planning is a discipline for stating how to complete. As an essential
element of project management, project planning involves the development of action
items and scheduling that will keep the project moving forward on a consistent basis.
When executed properly, project planning will also include target dates for the

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 completion of each action item, making it possible to move forward with other pending
items in an orderly manner. An actual project plan is referred to as an escalation list in
some business settings.

11.1 Project time schedule

Task Duration Starting Ending

Proposal of the Project 10 Days 10/03/2009 20/03/2009

Requirement Gathering Phase 22 Days 21/03/2009 11/04/2009

Analysis phase 18 Days 12/04/2009 30/04/2009

Design Phase 20 Days 01/05/2009 20/05/2009

Total Documentation 2 Month , 10 days

11.2 Budget Plan

No. Item Name Purpose Price

1 Pen For writing 20

2 Paper For drafting 100
3 Printing document To print 150
4 3 laptops For processing 30,000
5 CD, flash For storing data 200
6 Expansion device For backup fill 100
7 Mobile card For communication 400
8 Transportation For data gathering 400
11 Other cost For other remaining materials 230
Total ~31,600

Table 3. budget plane

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