INFOLINK UNIVERSITY COLLEGE

WOLAITA SODO CAMPUS

DEPARTMENT OF INFORMATION TECHNOLOGY

Title: Web Based Garage Management System for Wolaita Development

Association(WODA)
 Group Members

Name ID No

1. FISEHA YAKOB ------------ IWWIT-16730-13

2. MERDIKIOS MANZA --------- IWWIT-00000-13
3. ALMAZ WONTE -------------IWWIT-00000-13
4. TAKELE SETA --------------IWWIT-38458-13
5. FANAYE YISAHAK -----------IWWIT-00000-13

A Senior Project Proposal

Submitted to Department of IT, Infolink University College Wolaita Sodo Campus, in partial
fulfillment for the requirement of the Degree of Bachelor Science in Information Technology

Advisor: Temesgen Tadewos. (MSc)

WOLAITA SODO, ETHIOPIA

DATE: 09-03-2024
 Contents

List of Figures...................................................................................................................................................... v

List of Tables.................................................................................................................................................... vi

Abstract........................................................................................................................................................... vii

CHAPTER ONE............................................................................................................................................... 1

1. Introduction................................................................................................................................................... 1

1.1 Background of the Organization.................................................................................................................. 1

1.1.1 Vision..............................................................................................................................................................1

1.1.2 Mission........................................................................................................................................................... 1

1.2 Background of the project............................................................................................................................ 2

1.2.1 Related Works.................................................................................................................................................2

1.2.1.1 Vehicle Service Management system....................................................................................................2
1.2.1.2 Car Rental Management System.............................................................................................................3
1.2.1.3 Automotive management system............................................................................................................3

1.3 Statement of the problem............................................................................................................................. 4

1.4 Team composition........................................................................................................................................ 4

1.5 Objective of the project................................................................................................................................ 5

1.5.1 General Objective...........................................................................................................................................5

1.5.2 Specific objective............................................................................................................................................5

1.6 Feasibility Study........................................................................................................................................... 6

1.6.1 Operational feasibility....................................................................................................................................6

1.6.2 Technical feasibility........................................................................................................................................6

1.6.3 Economic feasibility........................................................................................................................................6

1.6.4 Schedule feasibility.........................................................................................................................................7

1.7 Scope of the project...................................................................................................................................... 8

1.8 Significance of the project............................................................................................................................ 8

1.9 Beneficiaries of the system........................................................................................................................... 9

1.10 Methodology for the project..................................................................................................................... 10

1.10.1 Data Gathering...........................................................................................................................................10

1.10.2 Fact-Finding Techniques............................................................................................................................10

1.11 Systems Analysis and Design approach.................................................................................................... 11

1.12 Development Tools................................................................................................................................... 11

1.12.1 Software Tools............................................................................................................................................11

1.12.2 Hardware Tools..........................................................................................................................................12

1.13 Limitation of the project........................................................................................................................... 12

1.14 Tasks and schedule................................................................................................................................... 12

1.15 Risks and Assumptions............................................................................................................................. 14

1.15.1 Risks........................................................................................................................................................... 14

1.15.2 Assumptions................................................................................................................................................14

1.16 References................................................................................................................................................ 14
 List of Figures
Figure 1 Vehicle service management system.................................................................................3
Figure 2 Car rental management system.........................................................................................3
Figure 4 Automotive management system......................................................................................4
 List of Tables
Table 1 Team composition..............................................................................................................4
Table 2 Budget of the project..........................................................................................................6
Table 3 Schedule feasibility table....................................................................................................7
Table 4 software tools....................................................................................................................11
Table 5 Hardware tools..................................................................................................................12
Table 6 Time schedule...................................................................................................................13
Table 7 Legendary.........................................................................................................................13
 Abstract
This project aims to develop a web-based Garage Management System using PHP, which will
enable the efficient management of garages, including vehicle maintenance, customer
information, and inventory management. The system will provide an easy-to-use interface for
garage owners and employees to access and update information, as well as generate reports and
alerts. The system will also allow customers to schedule appointments and view their vehicle's
service history online. This system will improve the overall efficiency and organization of
garages, leading to better customer satisfaction and increased profitability.
 CHAPTER ONE

1. Introduction
A garage is a vital part of any community, providing essential services such as vehicle repair
and maintenance. However, managing a garage can be a challenging task, especially when it
comes to keeping track of customer information, vehicle records, and inventory. To address this
challenge, we propose the development of a web-based Garage Management System using PHP.
Our proposed system will streamline the operations of a garage, making it easier for owners and
employees to manage all aspects of the business.

1.1 Background of the Organization

Wolaita Development Association (WODA) is an indigenous, not-for-profit, and local non-
governmental membership-based organization, established in 1950s in Ethiopia. WODA is
registered with the Charities and Societies Agency of the Ministry of Justice of the Federal
Democratic Republic of Ethiopia on November 9, 2009.

One of WODA’s three thematic areas is Human Capital Development. It is aimed to ensure the
creation of innovative, self-reliant & industrious human capital in Wolaita & beyond. WODA
made a meaningful contribution through this theme by providing education access through
constructing different schools in different areas and supplying educational materials for schools
and quality through capacity building, teaching students in different levels who are orphans and
from resource-poor families.

1.1.1 Vision
WODA envisions transformed Wolaita from backwardness and poverty.

1.1.2 Mission
WODA committed to work for socio-economic development of Wolaita by soliciting resource
from the community, governmental and non-governmental organizations, supporters and other
sources and enhance active community participation to initiate and sufficiently work on demand-
driven development programs in the areas of Human capital development, Sustainable livelihood
security and Integrated health.

1.2 Background of the project

Garage management involves various tasks such as tracking vehicle information, scheduling
appointments, maintaining inventory, billing customers, and generating reports. Traditional
methods of garage management often involve paper-based record keeping or standalone software
applications that are not integrated with each other. This results in duplication of efforts, data
entry errors, and difficulty in accessing critical information in real-time. A web-based garage
management system addresses these challenges by providing an all-in-one solution that enables
garage owners and managers to efficiently manage their business online. The system offers
features such as centralized database, cloud storage, real-time updates, mobile compatibility, and
easy customization, making it a powerful tool for improving productivity, reducing costs, and
enhancing customer experience.

1.2.1 Related Works

1.2.1.1 Vehicle Service Management system

A vehicle service management system is a software solution designed to help businesses that
offer vehicle repair and maintenance services manage their operations more efficiently. This type
of system can be used by auto repair shops, dealerships, fleet management companies, and other
organizations that provide vehicle servicing and repairs.

The primary function of a vehicle service management system is to streamline the process of
scheduling appointments, tracking work orders, managing inventory, and generating invoices. By
automating these tasks, the system can help reduce errors, improve communication between staff
members, and increase productivity.
 Figure 1 Vehicle service management system

1.2.1.2 Car Rental Management System

A car rental management system is a software application specifically designed to assist car
rental companies in managing their day-to-to-day operations. This type of system provides a
centralized platform where users can easily manage reservations, maintain records of available
vehicles, track payments, and monitor the overall performance of the business.

Figure 2 Car rental management system

1.2.1.3 Automotive management system

Automotive management system, also known as automotive dealer management system (DMS),
is a software application designed to help automobile dealerships manage their sales, service, and
parts departments more efficiently. DMS solutions typically include modules for inventory
management, lead generation, sales processing, financial management, customer relationship
management (CRM), and business intelligence.

Figure 3 Automotive management system

1.3 Statement of the problem

Effective and efficient management of a garage is crucial to ensure smooth operations, maintain
accurate records, and provide excellent customer service. However, many garages still rely on
manual processes and outdated systems for managing their daily activities, which can lead to
inefficiencies, errors, and poor customer satisfaction. Therefore, there is a need for a modern,
web-based garage management system that streamlines the process of managing a garage,
automates routine tasks, and provides real-time visibility into garage operations.

1.4 Team composition

Table 1 Team composition

Project Title Web based Garage Management System(GMS) for WODA

Prepared by S. No. Name ID. Email/Mobile Responsibility

No.
1 FISEHA YAKOB 61730 fisehacom@gmail.com Leader
2 MERDIKIOS Member
 MANZA
3 ALMAZ WONTE Member
4 TAKELE SETA Member
5 FANAYE YISAHAK Member
Date
Advisor TEMESGEN TADEWOS

1.5 Objective of the project

1.5.1 General Objective

The main goal of the Garage Management System (GMS) project is to provide an efficient,
reliable, and user-friendly system for managing a garage's daily operations. This includes
tracking vehicles, scheduling maintenance and repairs, billing customers, and maintaining
records.

1.5.2 Specific objective

To design a user interface that is easy to navigate and supports multiple device platforms,
operating systems, and browsers.

To implement core modules for managing customer bookings, appointment scheduling,

invoicing, and payment processing.

To effectively track all vehicles present in the garage with their unique identification number,
owner details, type, mode, date of entry, current status, etc.

To manage service schedules based on vehicle types or models. It will send reminders to the
users about upcoming services due dates.

To maintain accurate inventory levels of spare parts used for repair works, thus helping to avoid
overstocking or understoking situations.

To ensure that only authorized personnel have access to certain features through secure login
functionality.
1.6 Feasibility Study
A feasibility study is an important first step in determining whether a web-based garage
management system project is viable. It assesses the project's potential for success by identifying
and evaluating the risks, challenges, and opportunities involved.

1.6.1 Operational feasibility

Operational feasibility assesses whether the web-based garage management system can be
smoothly integrated into the existing business processes and workflows. This involves evaluating
the impact of the system on employees, customers, and suppliers, as well as any changes that
may be required to accommodate the new system.

Operational feasibility takes into consideration factors such as user adoption, training
requirements, and the potential impact on productivity. It also considers whether the system
aligns with the organization's strategic goals and vision.

1.6.2 Technical feasibility

Technical feasibility is about whether the technical resources needed to complete the project are
met by the team members. For this project, the team has all the necessary technical resources
needed, whether it is technical knowledge, hardware or software needs to accomplish the project
we are undertaking. Therefore, our project is technically feasible to carry out.

1.6.3 Economic feasibility

economic feasibility evaluates the financial costs and benefits of the web-based garage
management system project. This involves estimating the costs of developing, implementing, and
maintaining the system, as well as calculating the expected return on investment.

The following are the needed materials, equipment and working budget for the project:

Table 2 Budget of the project

Item Quantity Item Cost per item Total cost(in birr)

Pen 4 30 120
 Paper 200 4 800

Flash 1 400 400

Computer 1 24,000 24,000

Others ………………….. 4,500 4,500

Total cost 29,820

1.6.4 Schedule feasibility

In this section we will try to assess the probability of this system or the activities involved in
constructing the system will be completed in time and weather them being done will actually
solve the problem as planned .The project team members expect the project to be completed on
time without any delay.

Table 3 Schedule feasibility table

Phase Task Date

I Proposal Submission April 13,2024( Miazia 05,2016)

Proposal defense April 20,2024 (Miazia 12,2016)

II Requirement Specification April 27,2024(Miazia 19,2016) -

Submission
May 11,2024(Ginbot 03,2016)

III System Analysis Submission June 01,2024(Ginbot 24,2016)

IV System Design Submission June 08,2024 (Sene 1,2016)

Final presentation for 1st semester Aug 17,2024 (Nehassie 11, 2016)
1.7 Scope of the project
The scope of a web-based garage management system project would likely include the following
features and functionalities:

 Vehicle tracking: Ability to track vehicles coming into and going out of the garage,
including vehicle make, model, license plate number, and owner information.
 Service scheduling: Option for customers to schedule service appointments online,
including selecting date and time, choosing desired services, and providing vehicle
details.
 Invoicing and billing: Generation of invoices and handling of payments, either through
integration with a third-party payment processor or directly within the system.
 Inventory management: Tracking of parts inventory, including quantities available, reorder
points, vendor information, and pricing.
 Employee management: Track employee schedules, hours worked, payroll, and
performance metrics.
 Reporting: Generate various reports such as revenue, expenses, inventory levels, and
technician efficiency.

It's worth noting that depending on the size and complexity of the garage business, some
additional feature sets can be added or removed from this list. But these above mentioned are
most common features required by Garage Management Systems.

Also, the design will be simple enough so that any staff member at the garage can easily
understand how to navigate and interact with the system.

1.8 Significance of the project

A web-based garage management system will design to help garages and auto repair shops
manage various aspects of their business online. The significance of such a system lies in its
ability to streamline operations, improve efficiency, and enhance customer service. Here are
some specific benefits:

 Centralized Database: A web-based garage management system provides a centralized

database for storing all customer and vehicle information. This means that staff can
 access the same information from any device with an internet connection, making it
easier to collaborate and provide consistent service.
 Scheduling and Appointments: The system allows customers to schedule appointments
online, reducing the need for phone calls and manual scheduling.
 Inventory Management: The system tracks inventory levels, orders, and deliveries,
ensuring that parts are always available when needed. It can also generate reports on
inventory usage and costs, helping to optimize stock levels and reduce waste.
 Invoicing and Payment Processing: The system generates invoices based on the work
performed on each vehicle, calculates taxes, and processes payments. This reduces errors
and saves time compared to manual methods.
 Analytics and Reporting: The system generates reports on key performance indicators
(KPIs) such as revenue, profitability, and productivity. This helps managers make data-
driven decisions and identify areas for improvement.

Overall, a web-based garage management system can significantly improve the efficiency and
effectiveness of a garage or auto repair shop, leading to increased revenue, improved customer
satisfaction, and better decision-making.

1.9 Beneficiaries of the system

A web-based garage management system can have various beneficiaries, including:

 Garage Owners - They can efficiently manage their garage operations, track inventory
and sales, schedule appointments, and generate reports to monitor the business's
performance.
 Mechanics - The system can help mechanics keep track of customer vehicles, diagnose
issues, order parts, and record repairs, making their work more organized and efficient.
 Customers - Web-based garage management systems can provide customers with an easy
way to schedule appointments online, receive notifications about their vehicle status,
access repair history, and make payments electronically.
 Part Suppliers - Garages can use the system to order parts from suppliers, reducing
paperwork and streamlining the supply chain process.
  Accountants and Financial Analysts - The system can generate financial reports that help
accountants and analysts track revenue, expenses, and profits, enabling them to make
informed decisions about the business.
 Automotive Industry - Web-based garage management systems can contribute to the
overall growth and development of the automotive industry by promoting
standardization, transparency, and efficiency in garage operations.

1.10 Methodology for the project

1.10.1 Data Gathering

To develop a comprehensive understanding of the requirements for a web-based garage
management system, we will gather relevant data through various sources, including primary and
secondary research methods. Primary research will be conducted through interviews with garage
owners, mechanics, and technicians to identify pain points, needs, and expectations. We will also
observe practical scenarios at actual garages to gain insights into current workflows, procedures,
and bottlenecks. Additionally, we will analyze existing documentation related to garage
operations, policies, and regulatory requirements. Secondary research will involve reviewing
literature, case studies, and industry trends related to garage management systems.

1.10.2 Fact-Finding Techniques

We will use several fact-finding techniques to collect and validate data, including:

Interviews: One-on-one discussions with stakeholders to elicit opinions, perceptions, and

experiences.

Practical observation: Directly observing how things are done at garages to understand current
practices and limitations.

Document analysis: Reviewing documents, manuals, forms, and regulations used in garage
operations to extract essential information.
1.11 Systems Analysis and Design approach
Our approach to systems analysis and design will follow a user-centered methodology that
focuses on meeting the needs and preferences of end-users. The system development method that
we will use is from the object oriented development. The system is web-based and developed
using object oriented development methods.

There are also used some modeling diagram to indicate the structural and functional design of
this system (i.e. use case diagram). Object oriented system development is widely recognized as
improving productivity and reduce system maintenance costs.

1.12 Development Tools

1.12.1 Software Tools

Table 4 software tools

Activities Software Tools/Programs

Front-end Development HTML, CSS, JS

Back-end Development PHP

Platform(Operating system) Windows 10

Database server MySQL

Web server APACHE

Text Editor MS Visual Studio Code

Web browser Google Chrome

Documentation MS Word and PowerPoint

1.12.2 Hardware Tools
Table 5 Hardware tools

Hardware Tools Performance

USB Flash drive To save files

Laptop Device to do all tasks

1.13 Limitation of the project

Here are limitations of a web-based garage management system:

 People may not able to use this system without having less knowledge on using computer
and Internet facility
 Internet Dependence: A web-based system requires a stable internet connection to
function properly. If the internet goes down, users may not be able to access the system
or perform certain tasks.
 Security Concerns: As with any web-based application, there is always a risk of security
breaches or cyber attacks. It's important to implement strong security measures to protect
sensitive data and prevent unauthorized access.
 Compatibility Issues: Web-based systems may not be compatible with all devices or
browsers, which can limit access for some users.

1.14 Tasks and schedule

The task schedule that is going to be started below is the time schedule starting proposal up to
design phase. This time estimation is shown using Gantt chart. Gantt chart provides details such
as Start date and end date of the project, milestone (the time points where deliverables are
expected) and tasks for the project.

Table 6 Time schedule

No Tasks April 03-April 27-May 29-June 2- 20,June

 20,2024 May June 2024 GC 25,2008E.C July 01- July
GC 11,2024 01,2024 GC 10,2024 GC
GC

1 Proposal writing

2 Requirement
specification

3 System analysis

4 System design

5 Final
presentation

6 Implementation

Table 7 Legendary

Legend Cell color

Start date

Duration of Working date

Target date

1.15 Risks and Assumptions

1.15.1 Risks
The risks we may face during this project are:
We may not be able to finish the project according to our schedule because we are carrying out
our classes side by side, and we have to study other courses, too.

Some team members may be unable to participate in the project because of personal issues or
problems.

If we get behind the project schedule, we may leave some features of the proposed system.

The scope of the project might become too large and result in failure.

1.15.2 Assumptions
The assumptions that we are going to make for this project are:

We are assuming that the requirement for this project will not change in a way that will have a
considerable effect on our project.

Another assumption we are making is that we will be able to finish the project within the
schedule.

Additionally, we are assuming that we will get the necessary information needed for our project
from the Offices and from students of the college.

1.16 References

1. https://www.wolaittada.org/woda-history.php/

2. https://www.netzkraft.net/profil.php?teilnehmer=1420&lg=en

3. Chat GPT

4. chavan, s., adhav, s., gujar, r., jadhav, m. and limbore, t., automobile service center
management system, international journal of scientific and research publications, v 4,( 3), 2014
G.C.
5. Ganar et al., e-garage management system , iosr journal of engineering, 2019 G.C.