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8/6/2019 Skill B(leo)

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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 Page: 1


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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 Duration April May June July

i) 1. Study the currentsystem

4/4 12/4 7 days

ii) 2. System Design 13/4 11/5 28 days

iii) 3. System

Implementation

11/5 17/7 67days

iv) 4. Testing andDebugging

18/7 28/7 10days

v) 5. Documentation 13/4 28/7 105 days

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

Verify

CustomerInformation

customerinformation

STAFF

Fill in theForm

Select a car

Update

Car Status

The Car HireInformation

customerinformation

customerinformation

customerinformation

carinformation

customerpayment

cash

receipt

update carinformation car hire

information

car hireinformation

carinformation

car hireinformation

car hireinformation

car hireinformation

carinformation

Update

Car Status

Check CarCondition

Calculate

Payment

STAFF

Calculate

BalancePayment

customerpayment

CUSTOMER

receipt

cash

Customer FileReceipt BookReceipt Book

customerinformation

customer payment

Catalog Car


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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.


report

PrepareManagemen

t Report

MANAGER

customerpayment


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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 : 9.30 a. m- 11.00 a. m

Venue : 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 : 8.30 a.m

Venue : 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 : 3.45 p.m-5.00 p .m

Venue : 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.


STAFF renting car

searchingSTAFF

car hireinformation

customerinformation

car information

updated car information


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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. Structure chart

ii. Logical design of the database system


updating

STAFF return car

report generation

MANAGER

MANAGER

databaseCUSTOMER

make decision

show report

formattingreport

updatedinformation

customerinformation

car information


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iii. Design of user Interface

iv. Design of Farms

v. 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 inFigure 2.2


Car HireManagement

System


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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).


Booking Car SearchingInformation

UpdatingInformation

ReportGeneration

Renting Car

CustomerInformation

CarInformation

CarInformation

CollectionList

Car HireInformation

CustomerInformation

CustomerInformation

CustomerName List

CustomerInformation

CarInformation

Car HireInformation

Available Car List

CarReturned

Car HireInformation

Figure 3.1 Car Hire Management SystemStructure Chart


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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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TBL Car

PlateNo

TypeID

CarMake

Car Model

YearMade

CarColor

Transmision

CC

Stauts

TBL Hire

HireID

PlateNO

ICNo

HireDate

DateDue

ReturnDate

TBL Customer

ICNo

CustNumber

Address1

Address2

Address3

ContactNumber

Gender

Birthdate

Race

Occupation

TYPE CAR

CUSTOMER

TBL Type

TypeID

RentalPrice

1

1 1

have

PlateNo TypeIDCarMakeCarModel

YearMake

CarColour TransmissionCCStatus

hire

HireIDICNoPlateNoHiredateDatedue

Returndate

TypeIDRentalPrice


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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


ICNoCustNameAddress1Address2Address3ContactNumberGenderBirthdate

RaceOccupation


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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 (TypeID,RentalPrice)

Car (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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