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Proposal For Car Rental Management System

This document outlines a proposed rental management system for a car rental company. It discusses the background of car rentals and need for the system. The current manual system is inefficient, as it is difficult to track reports, customer information, and can lose data. The proposed new system will allow for online booking, easier administration of cars and customers, and help the company's operations and growth. It will cover system design, requirements, implementation plan and budget. The system aims to address the inefficiencies of the current manual process.

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0% found this document useful (0 votes)
1K views22 pages

Proposal For Car Rental Management System

This document outlines a proposed rental management system for a car rental company. It discusses the background of car rentals and need for the system. The current manual system is inefficient, as it is difficult to track reports, customer information, and can lose data. The proposed new system will allow for online booking, easier administration of cars and customers, and help the company's operations and growth. It will cover system design, requirements, implementation plan and budget. The system aims to address the inefficiencies of the current manual process.

Uploaded by

Lucy Wachira
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
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Contents
ABSTRACT...................................................................................................................................iii
CHAPTER ONE: INTRODUCTION..............................................................................................1
1.0 Introduction............................................................................................................................1
1.1 Background............................................................................................................................1
1.2 Problem statement..................................................................................................................2
1.3 Objectives...............................................................................................................................3
1.3.1 General objective.............................................................................................................3
1.3.2 Specific Objectives..........................................................................................................3
1.4 Scope and Limitation.............................................................................................................4
1.5 Justification............................................................................................................................4
CHAPTER TWO: LITERATURE REVIEW..................................................................................5
2.1 Introduction............................................................................................................................5
2.2 Case Study 1...........................................................................................................................5
Avis Car Rental........................................................................................................................5
2.2.1 Strengths..........................................................................................................................6
2.2.2 Weaknesses.....................................................................................................................7
2.3 Case Study 2...........................................................................................................................7
Payless Car Rental.......................................................................................................................7
2.3.1 Strengths..........................................................................................................................8
2.3.2 Weaknesses.....................................................................................................................9
2.4 Case Study 3...........................................................................................................................9
Nation Car Rental.........................................................................................................................9
2.4.1 Strengths........................................................................................................................10
2.4.2 Weaknesses...................................................................................................................11
CHAPTER THREE: METHODOLOGY......................................................................................11
3.1 Approaches to be used.........................................................................................................11
3.2 Techniques to be used to collect data and facts...................................................................11
3.2.1 Observation...................................................................................................................11
3.2.2 Interview........................................................................................................................11
3.2.3 Document review..........................................................................................................12
3.2.4 Questionnaire.................................................................................................................12
3.3.0 Tools to be used to analyze the data and the process......................................................12
1. Use a case diagram.............................................................................................................12

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2. Visual paradigm.................................................................................................................12
3. Sequence Diagram..............................................................................................................12
4. Unified Modelling Language (UML).................................................................................13
5. Data Flow Diagram...........................................................................................................13
3.4 Tools to test and implement the system...............................................................................13
1. Visual Studio code..........................................................................................................13
2. Web Suite........................................................................................................................13
3. MYSQL...........................................................................................................................13
4. PHP.................................................................................................................................13
3.4.1 Hardware Requirements....................................................................................................14
3.5 Time Plan.............................................................................................................................14
3.6 Budget..................................................................................................................................15
3.7 REFERENCE.......................................................................................................................17

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ABSTRACT
This application illustrates a rental management system for car rental company. It allows the admin

to keep track of all the clients information. The system enhances client’s engagement and eases cars

and client’s management in well-structured way. It also has a user-friendly interface which will

enable the users to find it easy conducting their activities on it. By utilizing this system, the admin

will be able to be in charge of their bookings, rentals, clients and cars issues. The car rental data can

be augmented or the current data can be modified that is can be deleted or edited by the company

administrator. The retrieval of car rental reports by the administrator when it is needed will be a

simple task. Therefore, this will be able to minimize the delays in the availability of any car

information because anytime the information is required, it can be easily and quickly found.

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CHAPTER ONE:
1.0 INTRODUCTION

1.1 Background
The notion of the car renting began when cars were invented but before then most people used

other transport services such as bicycles to attain their daily purposes (Speranza, 2018). After

invention, car rental corporates for example Avis car rental company emerged since most people

did not own the cars and they were forced to hire the cars to carry on with their duties either for

work purposes or for other event affairs (Kortaba, 2018).

Due to information technology, most car rental companies in the world have built a car rental

system that would help in accommodating the car services and the customer thus enabling the

operations to be operated quickly (Puschmann & Alt, 2016).

Therefore, there is a need for the Mwangaza car rental company which is situated around

Eldoret town to own a rental management system that will help in offering car services. Because,

currently, the company does not have a system and the duties are done manually.

The manual system contains a lot of difficulties which makes their processes be facilitated

gradually. For instance, the information of the manager, new customers, and clients are stored on

the computer. It may lead to loss of information when the company is faced with some

challenges for instance an individual may delete the data. It is also difficult to track the reports

and the information of the customers since the employee is forced to go through various files to

get the required information that was needed at the time.

The new system will enable the clients to hire their car anytime and anywhere in their comfort

zone because of the facilitation of online booking. The system will also enhance the duties of the

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admin such as managing car details and client details and processes. It will also be the task of the

marketers since they will not have to create posters to advertise their products and services.

Therefore, the system will enhance the growth of the company since the car rental operation will

be processed easily thus increasing the sales and reaching out to more clients.

1.2 Problem statement


Mwangaza company rent cars to the people who don’t own cars, whose cars got damaged and, in

the meantime, they will have to find a way of doing the duties by hiring a car from the company.

The company got a lot of challenges when issuing the cars and managing the car details to the

customers since it uses a manual system. For instance, customers have to physically make the

booking which results in queuing on the company premises. The queuing causes time wastage

thus creating inconvenience to the customers. Also, the system only operates for a limited time

which has some specific daytime hours, this limits the reservation and other transactions that

could have been taken over full twenty fours in a day.

There is a great workload on the employees who facilitates diverse processes in the company

because of the absence of a manual system. Because they have difficulties in doing the

operations such as creating, storing, retrieving, updating, and deleting the customer and car

information. They are not able to easily track the needed information and facilitate the

information effectively. Hence the manual system has led to data redundancy, time wastage, data

duplication, and difficulties in the management of the car and customers’ information.

1.3 Objectives
1.3.1 General objective
With regards to the problems mentioned above, the main objective of the project is to create a car

rental management website which will help in curbing the problems faced by the customers, staff

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and the company itself. Hence it will facilitate the operations that the manual system could not

easily offer. It will also enable the company to curb the stiff competition challenges. It is because

the company will have facilitated the market niche around the company environment. The

customer will go for the company where it is easy to get their services than the one which has a

lot of difficulties to be offered with their products and services. Thus, the system will be a great

competitive advantage to the business and the company itself (Boyaci et al., 2015).

1.3.2 Specific Objectives


1. To create a system that will safeguard the confidential information of the company and

the customers through the use of usernames and passwords.

2. To design a system that enables the customers to check for the availability of the car

and make reservations.

3. To design a system that enables the admin to manage bookings, car details, and

customer details.

4. To create a system that will allow the storage of details concerning the clients,

reservations, and payment history thus providing an effective method of tracking the information

when required.

5. To develop a system that will allow unregistered users to sign up in the company’s

account by submitting the credentials via the website.

1.4 Scope and Limitation


The main purpose of this project proposal is to develop a car rental management website that will

ease the processes carried out in the company. It will enable those people who don’t own cars,

travelers to new places, and those whose cars got damaged to continue conducting their daily

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operations in an appropriate and convenient way (Kamargianni et al., 2016). It will allow online

booking processes which will be conducted through the website. The unregistered users be will

be able to sign up and access the services. The admin will manage bookings, car details, and

customer details. The storage of details concerning the clients, reservations, and payment history

will be implemented in the system thus providing an effective method of tracking the

information when required.

Therefore, the system will provide great assistance to the people living around Eldoret town to

execute their duties. It will be achieved by ensuring that the individual has a phone, laptop,

tablet, or desktop which is connected to the internet so to access the company website.

1.5 Justification
We will develop and put in place a system that will reduce the workload of the staff, customers,

and the company. The system will be user-friendly to both the staff and the customers hence they

will be able to automate their respective processes with fewer difficulties. It will also enhance the

generation of the company reports and enable easy tracking and retrieval of car details, customer

data, and payment information and methods (Boyaci et al., 2015). The system is compatible with

various devices as long as it can be connected to the internet and allows an individual to access

the website. Due to emergence of the technology most people have smartphones thus getting

access to the website will not be a great challenge for the people.

CHAPTER TWO: LITERATURE REVIEW


2.1 Introduction
The proposed car rental management system will function by renting cars to the customers over a

short period. The process starts when a customer goes through the company’s website and

checks the details of the car they want. After checking on the details of the car, they then check

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for the availability of the car. At this point, the individual has to make reservations by submitting

necessary personal information and the car details in the system. After the information has been

evaluated the individual hiring the car has to leave a valid identification card to enhance the

security of the company property (Bogea Gomes et al., 2020). The rentals are divided into

different groups such as economy, premium, and luxury cars. Thus, an individual will choose the

category based on the budget and availability of the car during the reservation.

2.2 Case Study 1


Avis Car Rental
The AVIS car rental is one of the world’s most famous car rental companies in the whole

universe. It was established in 1984 by a person known as Warren Avis. Avis was a pilot and he

identified a chance to provide car rental services at airports because he could not acquire ground

transport services when he landed at the airport (Fee et al., 2016). The company is situated in

New Jersey, USA but today the company has approximately 5750 locations in more than 165

nations of which Kenya is one of them.

Avis managed to develop the first computerized car rental booking system which allowed them

to facilitate their day-to-day activities. Some of the activities include processing the highest

number of customers inquiries and the capability to make or customize the bookings, obtain the

e-receipt, and digital check-in (Avis Rent A Car, 2022). The system is also associated with

notable travel dissemination networks globally and it gives real-time processing for the travel

agents and travel organizations consociate over their websites or telephone calls of the respective

centers. The consociates may include airlines, organization travel segments, and personal

customers. It also provides car rental offers based on the category for instance there are

international, USA, and partner offers.

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Figure 1: A screenshot of the Avis rental company website.

2.2.1 Strengths
 It has the best brand recognition since most people have gained enough

trust when seeking car services from the company.

 The system is user-friendly thus the individuals can manage to look for

more information on the website and make the appropriate actions. There is also a help

desk so the users can inquire when they have problems regarding the system that they

can’t solve on their own.

 It is available anytime since it is a 24/7 system. It minimizes the

inconveniences of making reservations and implementing other operations.

 It does not limit the places that can be driven since the cars can be driven

countrywide.

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 It gives out the significant and best rates on the website.

2.2.2 Weaknesses
 The payment methods are specified thus there is a limitation in the

methods used.

 It provides the same products and services as those of other competitors’

companies.

 Some customers give out bad reviews about the company.

 Most employees resign after some time.

2.3 Case Study 2

Payless Car Rental


The payless car rental is a car rental company possessed by Avis Budget Group and its

headquarters is in St. Petersburg, Florida. It was founded by John Les Netterstron in Spokane,

Washington in 1971 (Payless car rental, 2019). The company operates in diverse organizational

locations in North America, South America, and Europe. As per the 2015 review, the car rental

company has 167 locations globally.

The payless car rental is designed in such a way that an individual can make a reservation and

request a receipt. It also has a car guide which consists of vehicle types that enable a customer to

go through the kind of cars the individual need for instance there are compact, economy,

premium, luxury, and many more others (Payless car rental, 2022). The car categories also have

the vehicle information thus enabling the customer to make the right decisions. It offers deals

based on whether you are under the US category or international. It enables the provision of

products and services and protections such as roadside safety plans, emergency sickness

protection, pay less roadside assistance and other protections. The system also provides customer

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services such as contact information and frequently asked questions (FAQ) to aid the customers

when they need any kind of help. It utilizes sales methods to keep the highest profitability by

providing fewer car classes than other car rental companies.

Figure 2: A screenshot of the Payless rental company website.

2.3.1 Strengths
 It offers the lowest rates for reservations thus gaining most of the

customers.

 It is user-friendly since most people are conversant with the website and

they can facilitate the processes they need.

2.3.2 Weaknesses
 It is a smaller fleet hence it is difficult to find available cars in a busy

airport.

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 It subjects individuals to a lot of fees and taxes because their locations are

commonly based in airports.

 It does not provide deals such as earning points in regards to free hiring or

an accelerated check-out line for members.

 It does not have a home pick-up option.

2.4 Case Study 3

Nation Car Rental


The National car rental agency is situated in Clayton, Missouri in the United States. The owner

of the national car rental is Enterprise Holdings, Enterprise Rent-A-Car and Alamo Rent a car. It

was established on August 27, 1947, by twenty-four independent rental car agents (Courtney,

2021). Based on a 2005 report, the car rental company has over 2000 locations in the entire

world. The company enables business travelers to allow constant customers to pick up their cars

without dealing with the client’s representatives.

The national car rental company has more modified features and is a well-known rental company

for offering the best customer services. It has extensive diversity of vehicles to hire that is from

compact cars to cargo vans. The national car rental system contribution and programs are

targeted majorly at business travelers with corporates captivating advantage of the business

rental initiatives. The rental company enables employees at any categorized corporate to rent cars

at contracted charges as compared to paying a premium for rental requirements that emerge at

the last moment during busy travel periods (Enterprise holdings, 2022).

The customers can also place their air miles towards renting vehicles with positions from various

standard initiatives. The standard initiatives include South West Rewards, Delta SkyMiles,

American Airlines AAdvantage, and locales from hotel initiatives such as Hilton Honors. It
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provides the customers with an easier way of making reservations in the system. It also has a

national mobile app to ease the processes and provide that able and convenient environment for

both the customers, the business, and the company at large.

Figure 3: A screenshot of the national rental company website.

2.4.1 Strengths
 It gives the best rewards especially when an individual travels out of the

time.

 It provides special offers and promotions such as discounts on a weekly

rental basis that enables free-of-charge upgrades.

 It offers the best security, convenience, and comfort thus paying a little bit

more is worth it than going for the cheap products and services.

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2.4.2 Weaknesses
 It is the most expensive car rental company since it has the highest rates

for its customers.

CHAPTER THREE: METHODOLOGY


3.1 Approaches to be used
We will make use of the software development life cycle (SDLC) methodology for the designing

of the system. The methodology consists of various stages such as planning, analysis, design,

implementation, testing, and maintenance (Sharma et al., 2015).

3.2 Data Collection Methods


3.2.1 Observation
The technique will enable the researcher to go and physically observe operations that are done at

the Mwangaza car rental company. We will take our time to analyze and examine all the

processes from the customer, and staff to the company itself. The observed information on

various processes will be recorded thus this will enable the team to make judgments on the

functions being facilitated and the constraints of the system they are currently using. We will

also recognize those needs which could be difficult for the employees of the company to express

(Taherdoost, 2016).

3.2.2 Interview
We will have to conduct interviews with the staff, the manager, and the customer of the company

of Mwangaza Company limited. The interview will be executed by face-to-face communication

(Taherdoost, 2016). The interview will be on how their system work, the challenges they face,

and how they would like their new system to be done.


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3.2.3 Document review


We will obtain and collect information from the company’s documents, journals, articles,

textbooks, and the internet. (Taherdoost, 2016). We will also review other necessary and

important published literature on the creation of an efficient and appropriate management

system.

3.2.4 Questionnaire
We will think of some questionnaires and create them so that it will help in getting the user’s

information. The questionnaire will be created most simply so that the users will easily

apprehend hence it will assist in avoiding mistakes when filling the forms.

3.3.0 Tools to be used to analyze the data and the process


This process involves using the available data to be represented in a technical format to make the

information more usable and user-friendly. The system is represented in a decomposed form

consisting of various aggregates of the entire system (Tilley, 2019).

1. Use a case diagram


This will help to depict how users interact with the system and display the interconnection

between the users and the various users in which the users are engaged (El-Attar, 2019).

2. Visual paradigm
It will enable the development team to create and model the car rental management system and

monitor the entire development process of the system.

3. Sequence Diagram
It displays the interactions of objects which are organized in time sequence. It is because it

shows the objects engaged in the scenario and the sequence of information interchanged between

the objects required to execute the functionality of the variously given scenario.

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4. Unified Modelling Language (UML)


It comprises an integrated group of diagrams created to assist the system and software developers

to specify, visualize, construct and document the artifacts of the software system. Hence it will

help the developers to represent how the entire system will be working (Dennis et al., 2015).

5. Data Flow Diagram


It shows how the data flows throughout a process or the system which is normally an information

system.

3.4 Tools to test and implement the system


These are tools that enable the actual coding to be executed and develop a function for the users

(Chang et al., 2017). At this phase, the codes will be executed in small pieces.

1. Visual Studio code


It is the coding environment that will be utilized for coding, building, debugging, running tasks,

and version management.

2. Web Suite
It includes Html, CSS, Javascript, Jquery, and Bootstrap CSS which will help for structuring the

system and data rendering.

3. MYSQL
It will be used for data storage and data manipulation. It is also used to examine and in

defining the relationships of the various tables in the system.

4. PHP
It will be specifically used as the scripting language for the website we will be going to

develop and execute.

3.4.1 Hardware Requirements


 It includes the laptop that will in providing the best environment for the

development of the system.


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 There is also the compact disk and flashback that will be used for the

storage of the system. It acts as the backup.

 The internet modem will help in enabling the developer to perform more

research on the internet.

 The printer will be used in printing the documentation of the implemented

system.

3.5 Time Plan

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The time plan will be represented using the Gantt chat technique.

NO TASKS MARCH APRIL MAY SEPTEMBER OCTOBER NOVEMBE DECEMBER

1 Proposal writing

2 Reading and

corrections by

supervisor

3 Proposal

submission

4 Data Collection

5 Analysis and

design

6 Implementation

and testing

8 Project

Submission

Table 1: A table of time plan

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3.6 Budget

S.NO DESCRIPTION QUANTITY COST PER TOTAL


UNIT(KSH) COST(KSH)
1 Personal Computer 1 38,000 38,000
(PC)

3 Printer (HP Desk jet) 1 10,000 10,000

4 Antivirus 3 (users) 1,500 1,500

5 Stationary (pens, 2 each 500


pencils, notebook,

6 Thumb Drive. 1 800 800

7 Compact Discs ROM 4 25 100


(Empty)

9 Transport 3 1000 3000

10 Wifi fee 8 2000 16000

TOTAL(KSH) 69900

Table 2. A table for the budget.

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3.7 REFERENCE
Boyacı, B., Zografos, K. G., & Geroliminis, N. (2015). An optimization framework for the

development of efficient one-way car-sharing systems. European Journal of Operational

Research, 240(3), 718-733.

Chang, L. H., & Behl, S. (2017, November). Efficient tools to implement web-based systems.

In 2017 4th International Conference on Systems and Informatics (ICSAI) (pp. 1641-

1646). IEEE.

Dennis, A., Wixom, B., & Tegarden, D. (2015). Systems analysis and design: An object-oriented

approach with UML. John wiley & sons.

El-Attar, M. (2019). Evaluating and empirically improving the visual syntax of use case

diagrams. Journal of Systems and Software, 156, 136-163.

Avis Rent A Car System. (2022). Avis. https://www.avis.com/en/home

Courtney, R. (2021, June 24). https://en.wikipedia.org/wiki/National_Car_Rental

Enterprise Holdings. (2022) Nation Car Rental https://www.nationalcar.com/en/home.html

Payless Car Rental. (2022). Payless Car Rental https://www.paylesscar.com/en/home

Payless Car Rental. (2019). https://www.paylesscar.sk/en/blog/half-a-century-of-experience.html

Kamargianni, M., Li, W., Matyas, M., & Schäfer, A. (2016). A critical review of new mobility

services for urban transport. Transportation Research Procedia, 14, 3294-3303.

Kotarba, M. (2018). Digital transformation of business models. Foundations of

management, 10(1), 123-142.

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Puschmann, T., & Alt, R. (2016). Sharing economy. Business & Information Systems

Engineering, 58(1), 93-99.

Speranza, M. G. (2018). Trends in transportation and logistics. European Journal of Operational

Research, 264(3), 830-836.

Taherdoost, H. (2016). Sampling methods in research methodology; how to choose a sampling

technique for research. How to Choose a Sampling Technique for Research (April 10,

2016).

Tilley, S. (2019). Systems analysis and design. Cengage Learning.

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