e-VEHICLE BOOKING SYSTEM AT UMP

NAJIHAH BINTI YAAKOE

Report submitted in partial fulfillment of the requirements for the award of the degree of

Bachelor of Computer Sciences (Computer Systems & Networking)

Faculty of Computer Systems & Software Engineering

UNIVERSITI MALAYSIA PAHANG

MAY 2011

PERPUS1AKAAN UNIVERSIT MALAYSIA PAHANG

No. Prcehar No. Panggan OEbbb

Tankh

___ _sc._

ABSTRACT

Currently, vehicle booking system at University Malaysia Pahang (UMP) is done

manually. Jabatan Hal Ehwal Pelajar & Alumni (J}{EPA) provides the booking form, the

applicant need to get the form from JHEPA office and Jabatan Pembangunan &

Pengurusan Harta (JPPH) will manage the vehicle booking request made by the

applicant. This manual process faced some problem such as use lots of time, space, paper,

money and energy. Instead of the applicant difficult to choose suitable vehicle to request,

they also have different type of handwriting that can cause misunderstand. JPPH also

have conflict to manage the vehicle accurately, like when the paper is cut out or missing.

The main aim e-Vehicle Booking at UMP is to help JPPH's management system and also

the applicant, the process will be faster and use the web based easily. Some researches

have been made to conclude about previous study on booking system include manual,

online and mobile application. Software Development Life Cycle (SDLC) method is used

from beginning to the end of development of this proposed system. Hopefully this

system, with simple application and friendly-user interface will help the applicant in

UMP and JPPH staff to do the vehicle booking process easily.

V

ABSTRAK

Path waktu mi, sistem tempahan kenderaan di Universiti Malaysia Pahang (UMP)

dilakukan secara manual. Jabatan Hal Ehwal Pelajar & Alumni (IHEPA) menyediakan

borang tempahan, pemohon perlu mendapatkan borang dari pejabat JI{EPA dan Jabatan

Pembangunan & Pengurusan Harta (JPPH) akan menguruskan permintaan tempahan

kenderaan yang diajukan oleh pemohon. Proses manual menghadapi beberapa masalah

seperti banyak menggunakan masa, ruang, kertas, wang, dan tenaga. Kadang-kala

pemohon sukar untuk memilih kenderaan sesuai dengan permintaan, mereka juga

mempunyai pelbagai jenis tulisan tangan yang boleh menyebabkan salah faham. JPPH

juga mempunyai konflik untuk menguruskan kenderaan secara tepat, seperti

kemungkinan kertas terkoyak atau hilang. Tujuan utama e-Kenderaan Tempehan di UMP

athlah untuk membantu sistem pengurusan JPPH dan juga pemohon, proses akan lebih

cepat dan menggunakan asas web dengan mudah. Beberapa kajian telah dilakukan untuk

membuat kesimpulan tentang kajian terdahulu berkaitan sistem tempahan termasuk

aplikasi manual, atas talian dan telefon. Software Development Life Cycle (SDLC)

digunalcan daxi awal sehingga akhir pembangunan sistem yang dicadangkan. Semoga

sistem mi, dengan aplikasi sederhana dan antara muka gang ramah-pengguna akan

membantu pemohon dalam UMP dan kakitangan JPPH untuk melakukan proses

tempahan kenderaan dengan mudah.

Vi

TABLE OF CONTENT

CHAPTER

TITLE PAGE

DECLARATION11

DEDICATION111

ACKNOWLEDGEMENT iv ABSTRACT

V

ABSTRAKVi

TABLE OF CONTENTS vii LIST OF TABLES xii LIST OF FIGURES xiii LIST OF DIAGRAMS xlv LIST OF ABBREVIATIONS xv LIST OF APPENDIXES xv'

Introduction 1 1.1 Background of Study I 1.2 Problem Statement 4 1.3 Study Objectives 5

1.4 Scope of Studies 6 1.5 Thesis Organization 7

1.6 Conclusion 7

vii

viii

2 Literature Review 8

2.1 Introduction 8

2.2 Introduction to c-Vehicle Booking System at UMP 9

2.3 Overview of the Current System 10

2.3.1 Manual System - Capricornia Car Pool System 10

2.3.2 Online System - Intelligent Vehicle Asset 12

Management System KUTKM

2.3.3 Mobile Application - Mobile Air Ticket Booking 13

2.3.4 New Technology - Evaluation of Car Rental 15

Reservation or Management System with

Tracking Capability Performance

2.3.5 Comparison of Current System 16

2.4 Existing Procedure of the System 17

2.5 Overview of Proposed System 20

2.5.1 Proposed System 20

2.5.2 Short Message Services (SMS) 20

2.5.3 Global System Mobile (GSM) 21

2.6 Conclusion 21

3 Methodology 22

3.1 Introduction 22

3.2 Project Method 23

3.2.1 Project planning and feasibility study 24

3.2.2 Systems analysis and requirements definition 24

3.2.3 Systems design 25

3.2.4 Implementation 25

3.2.5 Integration and testing 26

3.2.6 Maintenance 26

3.3 Diagram for c-Vehicle Booking at UMP 27

3.4 Development Tools 32

3.4.1 Software Requirement 32

lx

3.4.2 Hardware Requirement 33

3.4.3 Study on Language 34

3.4.3.1 PHP: Hypertext Preprocessor 34

3.4.3.2 Advantages of PHP 34

3.4.3.3 Disadvantages of PHP 34

3.4.4 Study on Database 35

3.4.1.1 MySQL: Structured Query Language 35

3.4.4.2 Advantages of MySQL 35

3.4.4.3 Disadvantages of MySQL 35

3.4.5 Study on Interface Design 36

3.4.5.1 Adobe Dreamweaver CS3 36

3.4.5.2 Advantages of Adobe Dreamweaver C53 36

3.4.5.3 Disadvantages of Adobe Dreamweaver 37

CS3

3.5 Conclusions 37

4 Implementation 38

4.1 Introduction 38

4.2 Implementing PHP and SMS Programming 39

4.3 Interface Design and Coding Explanation 40

4.3.1 Index Module 40

4.3.2 Homepage Interface 41

4.3.2.1 Booking History Module 41

4.3.2.2 Apply Form Module 42

4.3.2.3 Notification Module 43

4.3.2.4 User Detail Module 43

4.3.2.5 Log-out Module 44

4.3.3 Admin. Log Module 45

4.3.4 Login Admin Interface 45

4.3.4.1 All Request Module 46

4.3.4.2 Update Vehicle Module 46

4.3.4.3 Update Driver Module 47

4.3.4.4 Notification Module 48

4.3.5 Dummy Website Interface 48

4.3.5.1 Approval Login Module 48

4.3.5.2 Approval Page Module 49

4.4 Implementation Requirement 50

4.5 Conclusion 50

5 Result and Discussion 51

5.1 Introduction 51

5.2 Result Analysis 52

5.3 Advantages and Disadvantages of the e-Vehicle Booking 52

System at UIvIP

5.3.1 Advantages of the system 52

5.3.2 Disadvantages of the system 53

5.4 Constraints 53

5.4.1 Time Constraint 53

5.4.2 Technical Constraints 54

5.4.3 Knowledge and Experience Constraints 55

5.4.4 Programming skill 55

5.5 Assumptions 56

5.6 Further Research 56

5.7 Output Software Deliverable 57

5.7.l Gantt Chart 57

5.7.2 User Manual Guide 57

6 Conclusion 58

6.1 Introduction 58

6.2 Summary of Literature Review 58

6.3 Summary of Methodology 59

6.4 The Future of the System 59

x

sit

'I 'I

6.5 Lesson learnt

6.5.1 Project planning

6.5.2 Time management

6.6 Conclusion

REFERENCES

xi

61

APPENDICES 62

xli

LIST OF TABLES

TABLE NO. TITLE PAGE

2.1 Comparison Of Current System 16

3.1 Software Requirements 32

3.2 Hardware Requirements 33

4.1 Homepage Interface Input-Output 41

4.2 Login Admin Interface Input-Output 45

LIST OF FIGURES

FIGURE NO. TITLE PAGE

2.1 UMP Booking Form 18

2.2 Approved part by Verifier Staff 19

2.3 JPPH Confirmation Form 19

4.1 Configure (ISM Modem 39

4.2 Index Login Interface 40

4.3 Booking History Interface 41

4.4 Apply Form Interface 42

4.5 Notification Interface 43

4.6 User Detail Interface 44

4.7 Log out Interface 44

4.8 Admin Log Interface 45

4.9 All Request Interface 46

4.10 Update Vehicle Interface 47

4.11 Update Driver Interface 47

4.12 Notification Interface 48

4.13 Approval Login Interface 48

4.14 Approval Page Interface 49

'an

LIST OF DIAGRAMS

DIAGRAM NO. TIME PAGE

2.1 The procedure of existing process of booking 17 vehicle at UMP

3.1 Systems Development Life Cycle (SDLC) 23 3.2 Flow Chart of applicant of e-Vehicle Booking 27

atUMP

3.3 Flow Chart of Verifier Staff of c-Vehicle 29 Booking at UMP.

3.4 Flow Chart of JPPH Staff of c-Vehicle Booking 30 atUIMP

3.5 Use Case Diagram for c-Vehicle Booking at 31 UMP

xiv

LIST OF SYMBOLS / ABBREVIATIONS I NOTATION I TERMINOLOGY

JPPH Jabatan Pembangunan & Pengurusan Harta

JHEPA Jabatan Hal Ehwal Pelajar & Akademik

UMP Universiti Malaysia Pahang

SMS Short Messaging System

GSM Global System For Mobile Communication

2G Second Generation

3G Third Generation

SIM Subscriber Identity Module

PHP Personal Home Page / Hypertext Preprocessor

SQL Structured Query Language

RDBMS Relational Database Management System

SDLC System Development Life Cycle

GUI Graphical User Interface

LIST OF APPENDICES

APPENDIX TITLE PAGE

A GANTI' CHART 62

B USER MANUAL 65

C SYSTEM CODES 75

xv'

ChAPTER 1

INTRODUCTION

1.1 Background of Study

System can be divided into two categories, manual and online. Manual means that

you need to do the traditional process like fill in the booking form first before continue

with other process. In the other hand, online system works with internet, so user who

wants to use it must connect to the internet whether using wireless or through cable

connection. As we know, online system is popular system recently. Many systems can be

done through online such as transfer money and buy movie ticket.

University Malaysia Pahang (EJMP) still uses manually n some system such as

vehicle booking at Jabatan Pembangiman & Pengurusan Harta (JPPH) where the

applicant who want to book the vehicle need to get the vehicle booking form from the Jabatan Hal Ehwai Pelajar & Alumni (JHEPA), fill in the vehicle booking form, and then continue with other procedure.

2

Instead of managing the booking request form manually, JPPH staff also responsible

to manage the meeting with driver, organizes the timetable for each driver of vehicle in

given time, top up card process and traffic summon record. [9]

The main aim of this project is, proposed and develops an online system of vehicle

booking at UMP, so that the web based can help the applicant and JPPH staff The

applicant can use the system to book the vehicle, and then ask for approval from verifier

staff directly without wait for long time.

By creating this vehicle booking system at JPPH, and JPPH as the administrator of

the system, will help overcome the problem that encounter and also help to reduce the

applicant's and JPPH management's burden over the manual process of current system.

Firstly the applicant need to login into the system using the default usemame and

password. After that the applicant can view the homepage of the system, where they can

change information about themselves if they want to. On the side of the homepage, the

applicant can click on the option whether to view the vehicle booking history or to apply

the vehicle by filling in the required information.

The Booking History option will show the applicant's name, vehicle type, vehicle

quantity, start date and due date of booking, place to go, purpose of vehicle booking,

number of passengers, verifier staff name, verifier staff phone number and status of

application whether pending, approved or rejected. This option is for view only, and the

applicant can view the entire request made by others applicant. And they also can

download the passenger list name of each request.

The second option is Apply, where the applicant needs to fill in the required

information such as vehicle information, pick-up and return information, place and

passenger, driver information, and verifier staff.

3

In Vehicle Information, there are vehicle details such as type, capacity and availability, the applicant needs to enter the information such as vehicle type and quantity. In Pick-Up and Return Information, there are defaults today date and the

applicant needs to fill in the pick-up date, pick-up time, return date, and return time. In

Place and Passenger, the applicant needs to enter the place to go, purpose, passenger

number and passenger list. In Driver Information, there are driver information such as

name, phone number and email. And last but not least, there is important information that

needs to be entering which are verifier staff name and phone number. Only one staff can

be choosing for each request.

Then, after finish fills in the apply form and cheek if there are any errors, the

applicant then will submit the form, and notify the verifier staff with the applicant's name

that want the approval for transportation to the place to go.

The verifier staff need to login into 'dummy' website create by the system with the

phone number and password that automatically create by the system that send in the SMS

notification. The verifier staff will whether approved or rejects the apply form by click on

the option given after they log in to the 'dummy' website. Then the default status of the

application will automatically change from Pending to Approved or Rejected. if the Apply form was Approved, then the availability of vehicle that is choose by applicant will automatically decreased.

For JPPH staff as the administrator, they will log in to admin page and view all request made by applicant. In all request form there are information about applicant's

name, vehicle type and quantity, start date and due date of velicle booking, place to go,

purpose of vehicle booking, number of passengers, passenger list name, verifier staff

name, verifier staff phone number and status of application. If there any new request,

they can view the application details and notify the applicator about the approval or

rejection of the request using SMS notification.

4

There are also option to Update Vehicle and Update Driver. This system have

manually update the information about vehicle and driver because sometimes the vehicle

is return late or the driver is not attend on the request date because of some emergency

Last but not least, in term of safety and privacy of the data, this system also has a

good security. The security and safety is where there are only applicant that request the

vehicle, the verifier staff and JPPH staff that organize the vehicle booking form can view

the apply form, so there will no disturb or being hacked from others.

1.2 Problem Statement

Currently this vehicle booking system at UMP is done manually system, where the

applicant need to get the booking form from JHEPA office then fill in the vehicle

booking form by handwriting, after that they need to get the approval from the verifier

staff, then they need to send the booking form to the JPPH office for next process.

This process will use lots of time, space, paper, money and energy. The reason why

this system took lots of time is because the student or applicant needs to fill the booking

form early, before wait for the verifier staff to approve the booking form. As we know,

the booking form need to submit to the JPPH a week early for nearby activity and two

weeks earlier if the activity is out of the country, so that its easily for the JPPR staff to

organize the use of vehicle in time and manage all the request systematically without

having problem. In addition, if the one who request the vehicle is a student, the process

will reduce the student's time to study as they lack of time.

5

Sometimes the applicant that want to booked the vehicle faced difficulty of choosing

the suitable vehicle, then they will choose spontaneous and sometimes realise that they

have made a wrong choice after JPPH made the arrangement. This situation can make the

usage of the vehicle become messy and improper where the number of passenger wills not suitable with the vehicle chosen.

This also very not proper system to use, because as we know, each person had

different type of handwriting, and this manual system need to fill by handwriting.

Sometimes, we Can not read some handwriting, so that this will cause problem on

managing the booking vehicle, and if we misunderstand the handwriting like number of passengers.

The booking form that had been submits to JPPH for sure need to save and keep on

the rack. So that this procedure will need large space to keep the record for further

needed. JPPI-I also have problem to manage the vehicle accurately, like when the paper is cut out or missing.

13 Study Objectives

The objectives of this study that are to be achieved at the end of the project are:

a) To develop an efficient vehicle booking system at liMP with SMS notification of approval. -

6

1.4 Scope of Studies

To develop the system, the scopes of the project are needed to be identified in order to guide the development process and to ensure the project is a success.

The identified scopes for this project are:

a) Applicant

Student or staffs of liMP who want to apply the vehicle for official use that can log in

to the system using default username and password given, view the vehicle and driver

information, fill in the booking form with complete details, request for approval from

verifier staff by sends SMS notification via the system. The other function is they can view their booking history.

b) Administrator

JPPH staff as the administrator that can log in to the system using default username

and password given, update the available driver and vehicle details, view all request by

the applicant and notify the applicant about the arrangement and changes of the application by SMS.

c) Verifier staff

Verifier staffs that get the SMS notification from the applicant that need to approved or reject the request form by view the SMS details.

7

1.5 Thesis Organization

This thesis consists of six chapters. Chapter 1 is Introduction where the brief

descriptions about the entire project including the problem statements that occur,

objectives and scopes of study are stated. Chapter 2 is Literature Review that can be

defined as the collected research to gives the complete explanations about the research of

the project. The current system is about the research such as the method, device and

technology system that are used. Chapter 3 is Methodology defined as overall work flow

of project development using System Development Life Cycle and details about

Hardware like is laptop, keyboard, mouse and pen and Software like XAMPP and Adobe

Dreamweaver CS3 used to develop the system. Chapter 4 is Implementation that focuses

on to document the design of the project system, and combination of all processes that

involve in developing the system. Chapter 5 is Result and Discussion. This chapter

describe on output from the testing result, advantages and disadvantages of the system,

constraints in completing the project and assumption for future development of the

system. Chapter 6 is Conclusion which concludes all the research, development of the

project from the beginning to the end of thesis.

1.6 Conclusion

As a conclusion, the scope of this project will act as the basis to the system

development generally. The system can provide many benefits in many ways to liMP and

the most important thing is that the objective of the project must be fulfilled to ensure the

development of the system is an achievement.

CHAPTER 2

LITERATURE REVIEW

2.1 Introduction

This chapter will briefly explain about research related to the e-Vehicle Booking

System at University Malaysia Pahang (UMP). A literature review can best defined as a

piece of discursive prose and there are much information regarding this system which is

vehicle booking system using online method that can easily be found and search through

the internet and also in the journals, paper works and books.

Some of these findings from the previous research that have done by other student or

project that already exist in the practical world will be discussed in this chapter. Besides

that, the problem occurred at each findings of the research will be fixed by this project.

[1]

9

2.2 Introduction to c-Vehicle Booking System at UMP

The e-Vehicle Booking System at UMP is developing to help Jabatan Pembangunan

& Pengurusan Harta (JPPH) staff to manage the vehicle booking request and also to

notify the applicant, about the status of approval whether they application is approved or

rejected. This system also help the applicant consists of student and staff at UMP for

booking the vehicle provided by university for formal activity use by using online

system. Jabatan Hal Ehwal Pelajar & Alumni (JHEPA) as the form provider also less

burden if this system is use.

Using this system, all of the process of booking will be done easily, and have less

problem faces by the user, systematically manageable system and environmental-friendly

application as this system is use zero paper to do the process. The e-Vehicle Booking

System also saves lots of time, money, energy and space.

Currently at UMP this system is done manually by filling the booking form and need

to continue with other process and must be follow the general term that provided by

JPPH.

This traditional process will be replaced by this proposed online booking system that

can help and reduce the JPPH's management system burden instead of manual system.

Even though the method is change but still using the same old general term of use in

order to make the system run smoothly.

SMS notification is introduced, as the technology is more reliable, easy and fast to

use. The applicant and JPPH staff who can use this new function.

10

2.3 Overview of the Current System

2.3.1 Manual System - Capricornia Car Pool System

The Capricornia Car Pool System at the end of 2006 had thirty car pool vehicles

located across the central Queensland campuses of Bundaberg, Gladstone, Mackay and

Rockhampton. [2]

The focus of this research is the Central Queensland University (CQIJ) vehicle fleet

management which is managed by facilities management division, included car pool

vehicles, faculty and division vehicles and salary vehicles.

The subject of this research is clerk in the facilities management division, who

provides cars and also manages the bookings.

The procedure used is manual. The clerk utilizes a diary and note pad procedure to

conduct customer bookings process. Request of car can be made by directly face-to-face

or by send an email by who want to book the car.

The advantages of this system are the clerks can directly discuss with the customers if

there any problem related to the vehicle. As it is the traditional method of recording

information, so no training costs are needed.

The disadvantage of this system involves a lot of manual labor with the clerk of the

facilities management division as the main contact. When the clerk is away from his and

the receptionist takes messages and leaves it on the clerk's desk, sometimes these

messages are lost, or go missing.

ii

This manual system also create problems such as transcription error, copying

information from one source to another may allow possible errors to occur in important

information.

This traditional manual method also slows down the process of booking a pool car

vehicle as the clerk is not always aware of the location of all the car pool vehicles and can

not confirm a booking for several days as the records are checked to locate all available

vehicles.

At times it can take several days for a booking to be processed. Forms and permits are

lost and need to be requested again, each month a number of bookings are lost or

misplaced.

There are also a numbers of problem related with the operating a diary as a main data

store including no statistics available. Management is unable to identify if more vehicles

are needed or there are too many vehicles.

Only the clerk has an idea of the level of usage. It is difficult to track the vehicle

maintenance and the clerk has to cheek the cars when they return from been used by

customers.

To improve the management system of Capricornia Car Pool System, there are some

recommendation such as a need for create software that can take and save all information

online. And the information can be tracked by the person who needs to make a booking

or by the booking clerk who has to finalize the booking and by' the management so that

they can ask for increase in the fleet when needed.