Software Design Specification

For
PIO CAB YATRA
Introduction
1.1. Purpose
Purpose of this Document is to present a detailed description of the ‘Cab Management
System’. It will explain purpose and features of the system, how the system will work,
the interfaces of the system. This document is for both the Users as well as Developers.

1.2. Scope of Project

This Software system will be an online portal where the company can see all its
transportation facility. This system is designed to make the cab system easy and ease the
load on the person who handles transport. For employees also who want to cancel the
cab in case of any issue , it is also beneficial for them to send the request directly to
manager.

1.3. Overview
The Problems which are being faced by the company of transport the ‘Cab Management
System’ will be best solution for this. It will provide an easy access to the employees aa
well as the admin to handle all the transport facility. The system will reduce lot of time
and will give quick access to the Employees.

2.User requirements

2.1. Existing System

Transportation of employees play a very important role in a company. Our company has
a problem in management of transport of employees. The current system running in the
company is handled manually by using excel. The company has a separate team for the
management of transport. So, an automated system is needed to computerize all these
activities. In this session we shall discuss the solutions to the problems being caused by
the current system.
2.2. Drawbacks of Existing System

1. Need separate team to handle transport of employees.

2. Need of extra manual effort.
3. Difficult to re-route.
4. Difficult when need to update the shift or pickup of employee.
5. Rosters generation took longer time.
6. Difficult to handle if number of employees increase.
7. Employees have no flexibility to apply for the change on their own.
8. Difficulty in capturing real time GPS co-ordinates.
9. There is no functionality in existing system to disable the user in case of not
availing cabs for continuous three days.

2.3. Need of New System

1. In the proposed system as an admin, he/she should be able to add/delete/Update

new employees as User to TMS. And same functionality will be given to manager as
well.
2. The proposed system provides automation for generating rosters, so there is less
man work for transport management team.
3. Employee can update his/her pickup time on their own in advance before 2pm.
4. The proposed system provides the Manager a functionality to approve any change in
Timing of employees in TMS.
5. The proposed system provides Self-rostering feature.
6. It is less time consuming and provide efficient scheduling.

2.4. Functionality expected from New System.

1. The system should be able to schedule the transport and generate roster
automatically.
2. The system should be able to send an email to the employee about their vehicle
details and timing.
 3. The system should provide flexibility to the employees that they can update their
timings and pickup locations before the deadline of the system.
4. If a user miss morning cab, then evening cab should be cancelled automatically.
5. User should be able to mark shift as de-active for a short duration in case of
vacations.
6. System should mark users disable in case not availing cabs for continuous 3 days
without any prior Notice.
7. The system should be less time consuming and provide efficient scheduling.

2.5. Advantage of New System over Existing System

1. Automatic roster generation and cab scheduling.

2. No need of extra manual effort.
3. Centralized data for monthly record management.
4. Flexible system for employee rescheduling.

3.Overall Description
The system contains an application program and a database system. Application
program is a bridge between user and database. The database system consists of a large
storage unit and a system to perform action on that data. The basic layout of the system
is given below:
The program should perform the basic operations upon the database as retrieving, inserting,
updating, and deleting data. The logical database model (tables, their content, and the
relationships between them) should respond to the given task and cover the basic
requirements. The Interface of the program should be user-friendly, and the program
should be as easy for use as it is possible. Both controls and forms should logically and
functionally be related within the program and fully respond to the structure of the
database. Another problem is establishing the connections with the database, every time,
when a query is needed to be performed upon it. Exception-handling should also be taken
into an account during the system’s development due to eventual exceptions that may
occur.
4.System Flow Chart

Change Password New Password

 5.System

Development Tools

This section is an account of technologies that could be used in

development of the system.

6.1 Front End Technology

RPG
RPG syntax in free form is like other modern languages and can be understood
easily. It allows programmers who are familiar with other languages such as
Microsoft Visual Basic, Java, and PHP to be trained more easily in RPG and with lower
cost. The new syntax also makes programming easier for existing RPG programmers.
As such, the free-form syntax is beneficial for both existing RPG programmers and
new RPG programmers.
 Free-form RPG allows code to be specified as free-form statements
rather than in specific fixed columns.
 Free-form code is still restricted to columns 8 – 80.
 The /FREE and /END-FREE compiler directives are tolerated but are no
longer required for free-form.

6.2 Backend Technology

DB2
The language that you use to access the data in Db2 tables is the structured
query language (SQL). SQL is a standardized language for defining and
manipulating data in a relational database.
The language consists of SQL statements. You can issue SQL statements to
accomplish the following actions:
 Define, modify, or drop data objects, such as tables.
 Retrieve, insert, update, or delete data in tables.
6.ER Diagram
 7.Data Dictionary

A data dictionary is a collection of descriptions of the data objects or

items in a data model for the benefit of programmers and others who need to
refer to them. The dictionary gives a brief description of the objects that will
be needed to form the online employee management system.

7.1 Employee

S.NO. FIELDS TYPE SIZE DESCRIPTION

1 Employee Id S 4 Generated while adding employees
2 Employee name A 30 Full name of employee
3 Address A 100 Complete address
4 Change Address A 1 This flag will turn on if address is changed
Flag
5 City A 30 Jaipur
6 Contact no. P 10 Mobile number
7 Change Contact A 1 This flag will turn on if contact no is changed
No. Flag
8 Emergency no. P 10 Emergency or alternate no.
9 Gender A 1 Gender of employee
10 Date of birth D Birth Date
11 Email A 30 Valid and working email-id
(personal)
12 Email(company) A 30 Valid
13 Team lead A 30 To whom emp report to
14 Department A 30 From which department
15 Cab ID P 4 Cab ID
16 Cab Chosen/Not A 1 Cab chosen or not Y/N
17 Landmark A 30 Landmark near the Employee address

7.2 Cab Details-

S.NO. FIELDS TYPE SIZE DESCRIPTION
1 Cab ID S 4 Generated while adding cabs
2 Cab No. S 5 Cab Number
3 Capacity of Cab S 5 Maximum number of persons it can have
4 No of Occupants S 6 Number of persons in the cab
4 Locality A 30 Locality from where cab goes
5 Timings A 10 Timings when cab travels
6 Shift A 10 Shift of employees
6 Availability A 1 Whether seat is available or not. Yes/No
7 Driver No P 10 Driver No.
8 Driver Name A 20 Name of Driver

7.3 Roster Details

S.NO. FIELDS TYPE SIZE DESCRIPTION

1 Cab Id S 4 Generated while adding cabs
2 Cab No. S 10 Cab Number
3 Cab Route A 60 Cab route
4 Employee Name A 100 Full Name of Employee
5 Employee S 10 Employee Mobile no.
Contact No
6 Driver Name A 30 Driver Full Name
7 Driver Contact P 10 Driver Mobile No.
No.
8 Shift A 10 Shift of Employee
9 Timings S 10 Timings of Cab (Departure Time)

7.4 Driver Details

S.NO. FIELDS TYPE SIZE DESCRIPTION
1. Cab ID P 4 Cab ID
1 Driver Name A 10 Name of the Driver
2 Driver No. S 10 Contact Number of Driver
3 Driver Aadhar S 12 Aadhar details of Driver
4 Driver Pan A 12 Pan Card Details of Driver
5 Kms drive S 10 Trip Done by the Driver
6 Payment A 8 Status of Payment of Driver

7.5 Login Details

S.NO. FIELDS TYPE SIZE DESCRIPTION

1 User Id S 10 User Id of the respective user
2 User Type A 10 User Type - Manager, Admin, Employee
3 User Login Id A 10 Login Id Details of the user
4 User Password A 10 Password of the respective users

7.6 Complaints Details

S.NO. FIELDS TYPE SIZE DESCRIPTION
1. Complaint ID S 3 Complaint ID
2 Employee Name A 20 Name of the Driver
3 Employee ID S 3 Employee ID
4 Description of A 50 Description of Complaint/Issue
Complaint
5 Status of A 12 Status of Complaint Closed/Open/In progress
Complaint
6 Cab ID S 4 Cab ID to which complaint is raised
7 Driver Name A 20 Name of Driver
8 Driver Contact No. P 10 Driver Mobile Number
9 Comment by A 30 Comment added by Admin while closing complaint
Admin

7.7 Cancellation Details

S.NO. FIELDS TYPE SIZE DESCRIPTION

1 Employee ID S 10 Employee Id of the respective user

2 Cab ID A 10 User Type - Manager, Admin, Employee

3 Mode of A 10 Partially Cancel/Fully Cancel

cancellation

4 From Date A 8 From Date

5 To Date A 8 To Date

6 First Half A 1 Yes/No

7 Second Half A 1 Yes/No

8 Date A 8 Date of partially Cancellation

7.8 Ad hoc Requests

S.NO. FIELDS TYPE SIZE DESCRIPTION

1. Employee ID P 4 Employee ID

1 Employee A 10 Name of the Employee applying for

Name unplanned leave

2 Date A 8 Date of Cancellation of Cab

3 Time S 12 Time

4 Reason A 30 Reason of unplanned leave

8.Use Case Diagram

8.1 Employee

1. Logging it into the system - User can login into the system using his credentials.

2. To check their roster - User can check their daily pick up and drop availability with

timings.

3. Ad hoc Requests- User can use this option in case of an emergency or unplanned

leave so he/she can inform about not availing the cab.

4. Cancel a Cab - User can cancel their cab partially/fully.

5. Update Personal Details- Employee can update his/ her details like

address/contact number.

6. Raise Complaint - User can raise complaint in case of any issue.

CHECK ROSTER
 UPDATE
PERSONAL
DETAILS

ADHOC REQUESTS

CANCEL A CAB
Employee

RAISE
COMPLAINT
 (DFD) DATA FLOW DIAGRAM

LEVEL – 1

CAB
MANAGEMENT RECORDS
EMPLOYEE
SYSTEM

LEVEL – 2

Adhoc
LOGIN VIEW ROSTER
Request

CAB MANAGEMENT RECORDS

EMPLOYEE
SYSTEM
UPDATE
CANCELLATION RAISE
PERSONAL
DETAILS COMPLAINT

LEVEL – 3

CAB PF EMPLOYEE PF
LOGIN Adhoc VIEW ROSTER
Request

CAB MANAGEMENT RECORDS

EMPLOYEE
SYSTEM
CANCELLATION UPDATE RAISE ROSTER PF COMPLAINT PF
PERSONAL COMPLAINT
DETAILS

8.2 Admin

1. Manage Cab Profile- Admin must be able to select and update the availability of cabs and

can delete the cabs which are no longer associated with the organization.

2. Generate Roster- Roster will be generated for every employee which will contain Cab ID,

Driver Name, Driver contact number, List of other employees travelling in the same cab.

3. Manage Employee Profile- Admin will view the employee details and update details in

case a new employee wants to avail a cab and assign a cab to them.

4. Weekly/Monthly Reports- Admin will generate or print weekly/monthly reports which

will be having details of Driver.

5. Employee Complaints -Admins will be able to view complaints generated by employees

and accordingly after taking some action change the status of the complaint.

Generate Roster
 Manage Employee Profile

Manage Cab Profile

Admin

Weekly/Monthly Reports

Employee Complaints

(DFD) DATA FLOW DIAGRAM

LEVEL – 1

CAB
RECORDS
ADMIN MANAGEMENT
SYSTEM

LEVEL – 2
 VIEW
UPDATE
LOGIN ADD CAB EMPLOYEE
EMPLOYEE
COMPLAINT

RECORDS
CAB MANAGEMENT
ADMIN
SYSTEM

UPDATE GENERATE
DELETE CAB
CAB ROSTER

LEVEL – 3

VIEW
UPDATE EMPLOYEE EMPLOYEE PF
ADD CAB CAB PF
LOGIN EMPLOYEE COMPLAINT

RECORDS
CAB MANAGEMENT
ADMIN
SYSTEM
UPDATE GENERATE
ROSTER PF COMPLAINT PF
DELETE CAB CAB ROSTER

8.3 Manager

1. Manage User Profile-Should be able to add/delete/Update new employees.

2. Approve Adhoc requests- Manager must approve adhoc request raised by

Employees.
3. View complaints- Admin can view complaints, raised by Employees.
 4. View Cab Details -View cab records.

5. View Daily requests- Consist of cancellation and updating of Employee Details.

6. Ensure compliance with company policies.

7. Keep a view on the records of vehicles, schedules.

Add/Update/Delete Employee

Approve Adhoc requests

View cab details

Manager

View Complaints

View Daily Requests

9.GUI Screens

9.1 Login Screen

 PIO CAB
YATRA

User: …….. __________________

Password:… _________________

F2 = Change Password

****************
IBM 7.4
****************

Validation: Screen should accept only numeric values for employee id.

Window- Change Password

 Password Change

Old Password: _______________

New Password: _________________
Confirm Password: ________________

F6 = Change **Window**

Validation: Old Password must be correct and New Password and Confirm
Password should be same.

9.2 Employee- Home Screen

 PIO CAB
YATRA

1. View Roster
2. Adhoc Requests
3. Cancel Cab
4. Update Personal Details
5. Raise Complaint

F3=Exit
F12=Previous

9.3 Employee- View Roster

 PIO CAB
YATRA

9.4 Employee- Ad hoc Requests

 PIO CAB
YATRA

9.5 Employee- Cancel Cab

 PIO CAB YATRA

Mode of Cancel: Fully Cancel

Partially Cancel

F3= Exit F12= Cancel

9.5.1 Employee- Fully Cancel Cab Window

 PIO CAB YATRA

Cancellation Window 21/01/29

Fully Cancel a Cab 19:01:12

From Date: _________________(YYYYMMDD)

To Date: __________________(YYYYMMDD)

F8=Cancel Cab F12 = Previous **window**

Validation:
1. To Date must be greater than or equal to From Date.
2. From Date and To Date must be entered and in correct format.

9.5.2 Employee- Partially Cancel Cab Window

 PIO CAB YATRA

Cancellation Window 21/01/29

Partially Cancel a Cab 19:01:12

Select option, press F8 to cancel.

Date: __________________

First Half

Second Half

F8=Cancel Cab F12 = Previous **window subfile**

9.6 Employee- Update Personal Details

 PIO CAB YATRA
Personal Details

9012901129

Rajpath Nagar

Near Gandhi
Nagar Railway
Station

9.6.1 Employee- Update Window

 PIO CAB YATRA
Update Window

Updated Mobile Number: ________________________

Updated Address: _______________________________________

Updated Landmark: __________________________________________

F12=Cancel F8 = Update **window subfile**

9.7 Employee- Raise a Complaint

 PIO CAB
YATRA

F3=Exit F4=View status of Complaint

F12=Previous
9.7.1 Employee- Window-View status of Complaint

PIO CAB YATRA

Complaint Status Window

Complaint ID: 101

Status of Complaint: _________________

Description of Complaint: ______________

Driver Name: ____________________

Comment by Admin: _____________________

F12 = Previous **window subfile**

9.8 Admin-Home Screen

PIO CAB YATRA

1. Generate Roster

2. Manage Employee Profile

3. Manage Cab Profile

4. Employee Complaints

5. Weekly/Monthly Reports

___________
9.9 Admin-Generate Roster Screen

PIO CAB YATRA

Cab ID: ______ Cab No. Cab Route: ____________

Emp Name: Select list of employee
Emp Contact: _____________
Driver Name: _________ Driver Contact: _______________
Shift: ______________
Timings: _______________
 9.10 Admin- Manage Employee Profile

PIO CAB YATRA

Employee Details

Opt Emp ID Emp Name Cab ID Addr. Changed Cab Opted

(Y/N) (Y/N)
(Y/N)
___ ______ _________ _________ ___ ___
___ ______ _________ _________ ___ ___
___ ______ _________ _________ ___ ___
___ ______ _________ _________ ___ ___
___ ______ _________ _________ ___ ___
9.10.1 Admin- Update- Manage Employee Profile

PIO CAB YATRA

Employee Details
Updation Window

Employee ID: 101

Employee Address: Rajpath Nagar
Address Changed: Y/N
Employee Contact No. : 9902129086
Cab ID: ___________
Cab Opted: Y

F12=Cancel F8 = Update **window subfile**

9.11 Admin- Manage Cab Profile

PIO CAB YATRA

Opt Cab ID Cab No. Cab Route Pick up Drop Driver Name Driver No. Availability

__ _____ _____ _________ _____ _____ _______ ________ ___

__ _____ _____ _________ _____ _____ _______ ________ ___
__ _____ _____ _________ _____ _____ _______ ________ ___
__ _____ _____ _________ _____ _____ _______ ________ ___
__ _____ _____ _________ _____ _____ _______ ________ ___
9.11.1 Admin- Add Window- Manage Cab Profile

PIO CAB YATRA

Cab ID: _______

Cab No. : ________
Cab Route: ____________
Capacity: _____
No. of Occupants: ____
Pick up: _____
Drop: _____
Driver Name: ___________
Driver Contact No. ___________

F12=Cancel F6 = Add **window subfile**

**window sub
9.11.2 Admin-Update Window- Manage Cab Profile

PIO CAB YATRA

Cab ID: PIO121

Cab No. : ________
Cab Route: ____________
Capacity: _____
No. of Occupants: ____
Pick up: _____
Drop: _____
Driver Name: ___________
Driver Contact No. ___________

F12=Cancel F8 = Update **window**

9.12 Admin- Employee Complaints

PIO CAB YATRA

Driver No. Cab ID Status

___ _______ ___________ _________ _______

__________
___________ _________ _______
___ _______
___________ _________ _______
__________
___________ _________ _______
___ _______
__________ ___________ _________ _______

___ _______
9.12.1 Admin- Window-Change/Update Status of Employee
Complaints

PIO CAB YATRA

Window for Change Status of complaint

Employee ID: 121

Employee Name: Mahesh

Description of Complaint: Impolite Driver

Driver No: 9920019290

Status of Complaint: Open

Comment: _______________________________________________

F12=Cancel F8=Submit
**window subfile**

9.13 Admin- Weekly/Monthly Reports

 PIO

Opt Driver Name Contact No. AADHAR PAN Payment

F3=Exit F12=Cancel F7=Print

9.13.1 Admin- Add Driver- Weekly/Monthly Reports

 Update NEW RECORD

Driver Name: Rajesh PIO CAB YATRA

Driver Number: 1234567892
Add Driver Details
Driver Aadhar: 505500001111

Driver Pan: BQRJ2983

Driver Payment: Paid

F6 = Add F12 = Cancel

Driver Name: __________
Driver Name: Rajesh
Driver Number: ___________
Driver Number: 1234567892
Driver Aadhar: ___________
Driver Aadhar: 505500001111

Driver
Driver Pan:
Pan: BQRJ2983 ____________

Driver
Driver Payment:
Payment: Paid __________

F6 = Add F12 = Cancel

Driver Name: Rajesh

Driver Number: 1234567892

Driver Aadhar: 505500001111

F6 = Add
Driver F12 = Cancel
Pan: BQRJ2983 **window**
9.13.2 Admin- Update Driver- Weekly/Monthly Reports

PIO CAB YATRA

Update Driver Details

Driver Name: Rajesh

Driver Number: 1234567892

Driver Aadhar: 505500001111

Driver Pan: BQRJ2983

Driver Payment: _______

F12 = Cancel Enter=Update **window subfile**

9.14 Manager-Home Screen

PIO CAB
YATRA

1. Manage Employee Profile

2. View Cab Records
3. View Daily Requests
4. Approve Adhoc Requests
5. Employee Complaints
9.15 Manager- Manage Employee Profile

PIO CAB YATRA

Opt Emp ID Emp Name Emp Address Addr. Changed(Y/N) Emp Contact No. Cab opted(Y/N)

__ _____ _________ ____________ ___ ________________ ___

__ _____ _________ ____________ ___ ________________ __

__ _____ _________ ____________ ___ ________________ ___

__ _____ _________ ____________ ___ ________________ ___

__ _____ _________ ____________ ___ ________________ ___

9.15.1 Manager-Manage Employee Profile- Window- Add
Employees

PIO CAB YATRA

Add New details

Employee ID: ______

Employee Name: ____________

Login ID: ___________

Password: ___________

Employee Address: _____________

Employee Contact No. ____________

Login ID: ___________________
Cab Opted: __

Password: ______________________
F12=Cancel F6=Add **win
9.15.2 Manager- Manage Employee Profile-Window-Update
Employee Details

PIO CAB YATRA

F12=Cancel F8 =Update
9.16 Manager-View Cab Records
9.17 Manager-View Daily Requests

PIO CAB YATRA

Cancellation Requests

Updated Employee Details Requests

9.17.1 Manager- Cancellation Requests

PIO CAB YATRA

Cancellation Requests Window

Emp ID Emp Name Cab ID Mode of Cancellation From Date To Date First Half Second Half

_____ _________ ________ __________ __________ ________ ___ ___

_____ _________ ________ __________ __________ ________ ___ ___

_____ _________ ________ __________ __________ ________ ___ ___

_____ _________ ________ __________ __________ ________ ___ ___

_____ _________ ________ __________ __________ ________ ___ ___

_____ _________ ________ __________ __________ ________ ___ ___

_____ _________ ________ __________ __________ ________ ___ ___

F3=Exit F12=Cancel
9.17.2 Manager- Updated Employee Details Requests

PIO CAB YATRA

Updated Employee Details Requests Window

Employee ID Employee Name Updated Address Updated Contact No. Updated Landmark

_______ ___________ ______________ ______________ _________________

_______ ___________ ______________ ______________ _________________

_______ ___________ ______________ ______________ _________________

_______ ___________ ______________ ______________ _________________

_______ ___________ ______________ ______________ _________________

_______ ___________ ______________ ______________ _________________

_______ ___________ ______________ ______________ _________________

F12=Cancel
9.18 Manager-Approve Adhoc Requests

PIO CAB YATRA

9.18.1 Manager-Update -Approve Adhoc Requests

PIO CAB YATRA

Approve/Not Approve Adhoc Requests

Employee ID: 101

Employee Name: Surbhi

Date: 20210112

Time: 16:01:01

Reason: Illness

Approve/Not Approve: Approve

Not Approve

F12=Cancel **window subfile**

9.19 Manager-Employee Complaints

PIO CAB YATRA