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1. Introduction
This chapter of the project document which provides a general introduction about the industrial project. The chapter contains and describes about background of the organization, existing system functions and problems.
This chapter also describes about the proposed system, objective including the general and specific objectives of the project, as well as the methodologies the we used for data gathering, analysis and design.
1.1. Background
1.1.1. Background of the organization
Budget Rental car (BRC) organization is a private limited organization established under the commercial law of Ethiopia and its head office is located in the capital city of Ethiopia. Owned and Managed by an Ethiopian, with a great experience by working in Ethiopia.
This organization through time has extended its branches. Nowadays, it has four branches in Ethiopia; these branches are located in Harar, Hawassa, Jimma, Bahir-Dar.
The organization has a total number of 52 employees, 28 in Addis Ababa, 8 in Bahir-Dar, 6 in Hawassa, 5 in Harrar and 5 in Jimma. The organization has around 40 cars such as Pick up, Cruiser, Mini Buses and Coasters.
1.1.2. Mission and Vision of the organization
Vision
We will be a growth-oriented car rental organization by efficiently serving value-conscious customers for all of their car rental occasions.
Mission
We will consistently deliver a quality product, friendly service and great value that make customers confident that Budget is their best car rental choice.
1.2. Existing System
1.2.1. Existing system function
Budget Car Rental (BRC) organization gives car rental service for both foreign and local customers. This organization carries out its daily work by providing; their service to the customers using manually system. The organization uses a manual system for reserving, renting, register and to keep record of all the rental activities and customer information. the detailed existing system functions are listed as follows: -
During vehicle reservation the customers reserve a vehicle by making a phone call to the organization; otherwise he/she is expected to go to the organization to make reservation.
During renting a vehicle the customer personal information, payments status and rent agreements are filled in the car rent agreement form(Appendix B); in order to hold legal contract between the customer and organization for renting the vehicle.
The organization normal work time schedule is from 1:30am – 6:00pm; therefore the organization gives services for ten and half hours a day.
The organization makes a general report about the rented vehicles once at the end of the month and generates a report.
1.2.2. Problems in existing system
The existence system has a number of problems in the working procedure for the organization and customers. These problems are: -
1. During reservation a customer reserve a vehicle on phone or expected to go to the organization for reserving. This has its own problem in the business sector.
The organization phone may be busy or may not work when customer is calling to make reservation.
It may be difficult to customers to get the phone number or the location of the organization.
The customers may be resulted to unnecessary extra expense and waste their time.
Their may accrue duplicated reservation of the same vehicle.
The organization may not be able to serve many customers.
The customers may not get service of the organization 24/7 (twenty four hours a day and seven days a week) and limiting their service to local domain only.
2. During renting a vehicle, the customer information and contract made between them are filled in a form.
The contract form made between the customer and organization may be difficult to find incase of misplacing or disappearing due to massive collection of data.
3. During generating monthly report.
When generating report, it takes time and it may not be easy to manage and analysis the monthly work due to massive collection of data and the generated report may not be accurate.
1.3. Proposed System
This car rent and online reservation system is developed to provide the following services.
1. Customer can reserve a vehicle online form anywhere in the world.
2. Every work process activity is done by computer means no need of hardcopy.
1.4. Project Scope
The scope of this project is developing web based system for BRC car rent organization only for Bahir-Dar branch. The functions which cover in this project are we are focusing on making rent vehicle and online reserve. Customers as well as the organization’s staff will be able to use the system effectively.
1.5. Objective of the Project
1.5.1. General Objective
The general objective of this project is to develop interactive web based system for the BRC car rent organization.
1.5.2. Specific Objective
Here are some specific objectives that would together help us achieve the overall the project as follows:
Study the existing system and find out the problem.
Find the solution for the problem found in existing system.
Design and build a particular model of this proposed system.
Deploy the system and maintain it till it fits to the needs of the organization.
1.6. Methodology
1.6.1. Data gathering methods
The method used for achieve the development of the project based on the exact need of the organization and to meet their business procedure; we had applied or used two types of data gathering methodologies. These methodologies are introspection and Interview.
1. Introspection
This method has been the primary base for the project. Therefore Using the current or background knowledge and experience of the team, the team was able be to identify and list out the common functionalities and requirements for the project. These helped the team to proceed to the next level. Furthermore, it had been a bridge or cause for other methodology to conduct them in proper method.
2. Interview
This methodology encapsulates two types of methods. These methods are closed and open interview. So the team has selected an open interview for interviewing the manager and employees for recognizing the existing working procedure of the organization. So the team was able be to gather more information about the organization and requirements (see appendix A).
1.6.2. Design Method
System development methodology
A detailed object-oriented design for the system design is used. UML is used again for the graphical representation and documentation of the design.
Tools used for analysis and design
The tools we use in this project are:
Microsoft Visio 2003
We use Microsoft Visio 2003 to draw class diagram, activity diagram, sequence diagram, use case diagram, and graphical user interface.
Chapter 2: System Features
2. Introduction
This chapter of the project document which provides a system features of the project. This chapter contains and described about User requirement, Functional requirement, Use case diagram, and use case description, Analysis Model (Activity diagram and Sequence Diagram).
2.1. User Requirement
User requirements are statements, in a natural language plus diagrams, of what services the system is expected to provide to system users and the constraints under which it must operate. That describes user goals or tasks that the users must be able to perform with the system. User requirements therefore describe what the user will be able to do with the system. (Sawyer I. a.)
2.1.1. Functional Requirement
Functional requirements These are statements of services the system should provide, how the system should react to particular inputs, and how the system should behave in particular situations. It specifies the software functionality that the developers must build into the product to enable users to accomplish their tasks. (Sawyer I. a.)
Reservation
1. The system must allow the customer to register for reservation.
2. The system shall allow the customer to view detail description of particular vehicle.
3. The system must notify on selection of unavailable vehicles while reservation.
4. The system shall present an option for advanced search to limit the vehicle search to specific categories of vehicles search. E.g. By Brand, Type and Model.
5. The system must allow the customers to select specific vehicle using different search category while reservation.
6. The system must view list of available vehicles during reservation.
7. The system shall allow the customers to cancel reservation using reservation confirmation number.
8. The system shall allow the employee to update reservation information.
9. The system shall allow the employee to view reservations made by customers.
10. The system shall presents information on protection products and their daily costs, and requests the customer to accept or decline regulation terms during reservation.
11. The system must be able to provide a unique reservation conformation number for all successfully committed reservations.
12. The system must be able to display reservation summary for successfully committed reservation.
13. The system should allow manager to login to the system using their username and password.
14. The system should allow staff to login to the system using their username and password.
15. The system shall allow the manager to create new user account.
16. The system shall allow manager to change account password.
17. The system shall allow staff to change account password.
18. The system shall allow staff to logout.
19. The system shall allow manager to logout.
Vehicle
20. The system should allow staff to register new vehicles.
21. The system shall allow staff to select vehicles in the list.
22. The system shall allow customer to select vehicles in the list.
23. The system shall allow staff to Search vehicles by specific record.
24. The system shall allow customer staff to Search vehicles by specific record.
25. The system shall allow staff to update information of the vehicle in need of modification.
26. The system shall allow staff to display all lists of vehicle.
27. The system shall allow staff to display all available vehicle.
28. The system shall allow customer to display all available vehicle.
29. The system shall allow staff to display all rented vehicle.
30. The system shall allow staff to display all off duty vehicles.
Rent
31. The system shall allow staff to register customers into rental list.
32. The system shall allow staff to update about customer rent record details in the rental list.
33. The system shall be able to save all changes made on the customer rent list.
34. The system shall allow staff to select customer rent record by specific search category.
35. The system shall allow staff to search rent record of customers using specific categories.
36. The system shall allow staff to display customers, who rent vehicles.
37. The system shall allow staff to display all customers rent record
38. The system must provide printable summary for successful committed rent.
2.1.2. Non-Functional Requirements
Introduction
Non-functional requirements, as the name suggests, are requirements that are not directly concerned with the specific services delivered by the system to its users. They may relate to emergent system properties such as reliability, response time, and store occupancy. Alternatively, they may define constraints on the system implementation such as the capabilities of I/O devices or the data representations used in interfaces with other systems. Non-functional requirements, such as performance, security, or availability, usually specify or constrain characteristics of the system as a whole. .
Usability
The system provides a help and support menu in all interfaces for the user to interact with the system.
The user can use the system by reading help and support.
Security
The system provides username and password to prevent the system from unauthorized access.
The staffs’ password must be greater than eight characters.
Performance
The system response time for every instruction conducted by the user must not exceed more than a minimum of 10 seconds.
The system should have high performance rate when executing user’s input and should be able to provide response with in a short time span usually 50 second for highly complicated task and 20 to 25 seconds for less complicated task.
Availability
The system should always be available for access at 24 hours, 7 days a week. Also in the occurrence of any major system malfunctioning, the system should be available in 1 to 2 working days, so that business process is not severely affected.