NEW SUMMIT COLLEGE

(Affiliated to Tribhuwan University)

Project of

System Analysis and Design (CSC 315)

On

“Travel Management System”

Bachelor of Science in Computer Science and Information Technology

Institute of Science and Technology

Submitted by: Submitted to:

Name: Ishu Sitikhu Instructor: Parichaya Adhikari

Malisha Tandukar
Shruti Shrestha
 ABSTRACT
Travel Management System is a solution designed to automate travel related processes for
individuals and organizations. This system comprises of an efficient method for performing
travel related processes like booking tickets, checking seats, destinations hassle free. Our
project is developed using C++ language using editor-VS Code. TMS offers a convenient
travel experience for travelers.

The system helps with route planning to its users i.e. allowing them to access data on
available routes for the destination, the time and date of a particular travelling medium. The
information regarding accommodations such that food, lifestyle, stays such as hotel,
homestays, culture are also made available so that the tourist could easily book or try out the
culture or food of the particular area they visit.

Besides, TMS tracts travel expenses in real-time, automatically capturing recipients and
categorizing expenses for easy financial management and reporting. The system enforces
travel policies and guidelines set by the organization, ensuring compliance and cost control.
Overall, TMS provides insights into travel spending, trends and patterns to support informed
decision making.

All in all, Tourism is an important economic aspect all over the world. The Travel
Management System provides a user-friendly interface, with existing technologies and
multiple features to optimize travel management process. This helps in reducing travel cost
and enhance overall experience. Furthermore, this system would help in enhancing tourism
and improve economic condition of the country.

Keywords: Travel Management System, booking, package, destination, accommodation,

hassle, culture, lifestyle, experience

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 ACKNOWLEDGEMENT
It is a great pleasure to have the opportunity to extend our heartfelt gratitude to everyone
who helped us throughout the course of this project. We are profoundly grateful to our
supervisor Mr. Parichaya Adhikari for his expert guidance, continuous encouragement
and ever willingness to spare time from his otherwise busy schedule for the project’s
progress reviews. His continuous inspiration has made us complete this project and achieve
its target. We would also like to express our deepest appreciation to Mr. Chok Raj Dawadi,
Principal of New Summit College, for his constant motivation, support and for providing us
with a suitable working environment. We sincerely acknowledge direct and indirect help,
suggestions and feedback offered by our colleagues before, during and after the development
and implementation of the project. At last, our special thanks go to all staff members of BSc
CSIT department at New Summit College who kindly extended their hands in making this
project work a success.
With respect,
Ishu Sitikhu
Malisha Tandukar
Shruti Shrestha

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 Table of Contents
ABSTRACT..............................................................................................................................................ii
ACKNOWLEDGEMENT..........................................................................................................................iii
CHAPTER 1: INTRODUCTION.................................................................................................................1
1.1 BACKGROUND.............................................................................................................................1
1.2 PROBLEM STATEMENT.................................................................................................................1
1.3 OBJECTIVES.................................................................................................................................1
1.4 SCOPE..........................................................................................................................................2
1.5 LIMITATIONS................................................................................................................................2
CHAPTER 2: SYSTEM ANALYSIS..............................................................................................................4
2.1 INTRODUCTION...........................................................................................................................4
2.2 FUNCTIONAL REQUIREMENTS.....................................................................................................5
2.3 NON-FUNCTIONAL REQUIREMENTS............................................................................................7
2.4 FEASIBILITY STUDY.......................................................................................................................8
2.5 GANTT CHART.............................................................................................................................9
2.6 DECISION TABLE........................................................................................................................10
CHAPTER 3: SYSTEM SPECIFICATIONS.................................................................................................11
3.1 SERVER REQUIREMENTS (MINIMUM REQUIREMENTS).............................................................11
3.2 DEVELOPMENT TOOLS USED.....................................................................................................11
CHAPTER 4: MODULES AND THEIR DESCRIPTION................................................................................12
4.1 MAJOR MODULES.....................................................................................................................12
4.1.1 Customer Module...............................................................................................................12
4.1.2 Driver Module....................................................................................................................12
4.1.3 Administrative Module.......................................................................................................13
4.2 SYSTEM FLOW DIAGRAM...........................................................................................................13
4.2.1 Data Flow Diagram.............................................................................................................13
4.2.2 ER Diagram.........................................................................................................................15
CHAPTER 5: SYSTEM TESTING.............................................................................................................16
5.1 INTRODUCTION.........................................................................................................................16
5.1.1 Steps software is tested from two different perspectives:..................................................16
5.2 TESTING METHODOLOGIES.......................................................................................................16
5.2.1 Unit Testing:........................................................................................................................16
 5.2.2 Integration Testing:.............................................................................................................16
5.2.3 System Testing:...................................................................................................................16
5.2.4 Functional Testing:..............................................................................................................16
5.2.5 Performance Testing:..........................................................................................................17
5.2.6 Security Testing:.................................................................................................................17
CHAPTER 6: SYSTEM IMPLEMENTATION..............................................................................................18
6.1 PURPOSE...................................................................................................................................18
6.2 SYSTEM MAINTENANCE............................................................................................................18
CHAPTER 7: CONCLUSION AND FUTURE ENHANCEMENT...................................................................20
7.1 CONCLUSION.............................................................................................................................20
7.2 SCOPE FOR FUTURE DEVELOPMENT.........................................................................................20
REFERENCES........................................................................................................................................21
APPENDIX............................................................................................................................................22
Table 1 Gantt Chart.............................................................................................................................10
Table 2 Decision Table.........................................................................................................................12
 CHAPTER 1: INTRODUCTION
1.1 BACKGROUND
IMS Travels is a travel management system that is designed to help travelers and
organizations manage and coordinate their travel and business activities. With this system,
we aim to achieve easy and efficient travel planning for travelers in today’s world where time
and money is everything. TMS enhances efficiency, manages costs and improves overall
travel experience for both travelers and travel managers within organizations.

Travel Management Systems are one-stop software systems where all of a company's travel
arrangements can be handled. The platform helps you manage travel budgeting, policy, and
reporting so you can be sure that everything is always running as it should. Efficient travel
means spending money in a way that is consistent with your company's goals and values.
This means budget for specific type of travel, and different travel policies that depend on
each person's role in a company.

1.2 PROBLEM STATEMENT

Problems such as data redundancy, lack of manpower may arise when task of handling
tourism activities are performed. This could lead to degradation of tourism causing major
economic loss.

Tourism being at a loss could be the reason of unemployment, economic crisis of a region or
the country itself. "Travel Management System" can be one of the solutions to overcome the
problem of human resource management, budget management, travel management allowing
the efficient and budget friendly travel for tourists.

1.3 OBJECTIVES
The objectives of Travel Management System are as follows:

 To develop a web-site where users can get cost-efficient packages for travelling
 To allow users to search and book accommodations and have secure user experience
by implementing user authentication and profile management functionalities.

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1.4 SCOPE
The scope of this project involves the implementation and evaluation of enhanced features
and usability in Travel Management Systems, with a specific focus on addressing user
experience and compliance with travelling standards. It aims to streamline the entire travel
process for individuals and organizations, enhancing convenience, efficiency, and cost-
effectiveness.

The project will include the following key activities:

 User Registration and login functionality.

 Search functionality for accommodation.
 Booking and payment processing.
 Basic user profile management.

1.5 LIMITATIONS

 Just individuals who are familiar with standard utilization of mobiles or PCs can work
with this software.
 The Travel Management Systems web-site may encounter performance issues during
periods of high traffic.
 Pre-built travel management systems might lack the flexibility required to meet the
specific customization needs of some users.

Here are some limitations of a Travel Management System:

 Data Privacy and Security:

There may occur risks related to the protection of sensitive information. Certain
features like advanced analytics may raise privacy concerns among users. Striking a
balance between enhanced management capabilities and respecting the privacy
expectations of users is crucial for successful system implementation.
 Internet Dependency:
Travel Management System is web-based, which means it requires a stable internet
connection to function effectively. Any disruption in connectivity can impact the

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 ability to access and manage travel arrangements, causing inconvenience and
potential delays.

 Ongoing Maintenance:
To remain effective and secure, travel management systems require regular
maintenance. This includes software updates, security patches, and performance
optimizations. It is necessary to address any issues and ensure the system operates
smoothly.
 User Learning Curve:
Adapting to a new travel management system can be challenging for users. They need
to learn how to navigate the system, utilize its features, and troubleshoot common
problems.
 Limited Customization:
While TMS offers some degree of customization, there may be limits to how much
the system can be tailored to specific organizational needs. This can be a constraint
for users with unique requirements or processes that do not align perfectly with the
standard features of the system.
 Data Accuracy:
The effectiveness of a travel management system is heavily dependent on the
accuracy and timeliness of the data it processes. Inaccurate or outdated information
can lead to errors in travel arrangements, such as booking incorrect flights or
accommodations. Ensuring reliable data input and regular updates is crucial for the
system’s success.

Addressing the limitations is essential for the successful development and sustained
effectiveness of a Travel Management System in various business contexts.

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 CHAPTER 2: SYSTEM ANALYSIS
2.1 INTRODUCTION
System analysis is performed to systematically examine a system or its components with the
aim of identifying and understanding its objectives. This analytical process serves as a
problem-solving technique, contributing to the enhancement of the system's functionality.

The overarching goal is to optimize the performance of individual components, ensuring

seamless collaboration and efficiency to achieve desired outcomes.

Figure 2. 1 Iterative Waterfall Model

The various tasks in the system analysis include the following:

 Requirement gathering:
Gathering requirements from stakeholders, including finance teams, users, and
administrators, to comprehend their needs and expectations from the Travel
Management System.

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 Functional analysis:
Identifying the functions and features necessary for the system to meet the
requirements gathered during the requirement gathering phase. This involves
understanding the core functionalities required for effective travel management.
 Data analysis:
Analyzing the data required for the system, such as package details, transaction
receipts, and travel records. Understanding the types of data needed and how they
interconnect is crucial for designing a comprehensive travel management system.
 Process modeling:
Creating process models to understand how the system works. This involves mapping
out the workflow of travel management within the organization.
 Use case analysis:
Identifying and analyzing the use cases of the system, including scenarios such as
user booking a package, admin approving the customized package, and payment
processing reimbursements.

 Performance analysis:
Evaluating the performance of the system, including its processing speed, reliability,
and scalability. This ensures that the travel management system can handle varying
levels of data input and provide timely and accurate results.
 Security analysis:
Analyzing the security of the system, including its vulnerability to unauthorized
access, data breaches, and other security threats. Implementing measures to safeguard
sensitive personal information is paramount for the integrity of the travel
management system.
 User interface analysis:
Evaluating the usability of the system's user interfaces, including web and mobile
applications used by users and admins.
 Testing:

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 Conducting testing to identify and resolve any bugs or issues with the system's
functionality.

2.2 FUNCTIONAL REQUIREMENTS

Functional requirements are a key aspect of system analysis, defining the features and
capabilities required for the system to meet the need of its users.

 User Management:
Firstly, the system must handle the user management, allowing the users to securely
register, log in, and manage their profiles with different access level based on their
roles, such as admins, travel agents, or travelers.
 Travel Planning:
In terms of travel planning, the system should enable users to create and manage
itineraries, access detailed destination information, and book predefined travel
packages that include accommodations and activities.
 Expense Management:
The system must also address expense management, allowing users to track travel
expenses, generate reports, and manage reimbursement requests efficiently.

 Integration with Third-party services:

The integration with third party services should be seamless, including payment
gateways, travel suppliers, and corporate systems, to ensure smooth operations of the
Travel management system.
 User support and help:
Additionally, the system must offer user support and help, with a comprehensive help
center and customer support options.

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  Security and Privacy:
Lastly, security and privacy must be a priority, with data encryption, strict access
control, and audit logs to protect sensitive information and ensure compliance.

Figure 2. 2 Use Case Diagram

2.3 NON-FUNCTIONAL REQUIREMENTS

For a Travel Management System, the following quality requirements stipulate how
effectively the web-site fulfills its intended purpose:

 Performance:

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 The system must handle a high volume of transactions and concurrent users
efficiently without significant delays or performance degradation. It should provide
fast response times for all user interactions and data processing.
 Scalability:
The system should be designed to scale easily, accommodating increased numbers of
users, transactions, and data as the organization grows or as travel volume fluctuates.
 Reliability:
The system must be reliable, with minimal downtime and high availability. It should
have failover mechanisms in place to ensure continuity of service in case of hardware
or software failures.
 Usability:
The system should offer an intuitive and user-friendly interface, making it easy for
users to navigate and utilize its features effectively with minimal training.
 Security:
The system must ensure robust security measures to protect sensitive data. This
includes data encryption, secure authentication methods, and regular security audits to
prevent unauthorized access and data breaches.
 Compliance:
The system must comply with relevant regulations and standards, such as GDPR for
data protection, to ensure legal and ethical handling of user data and transactions.
 Maintainability:
The system should be designed for easy maintenance, allowing for straightforward
updates, bug fixes, and enhancements. It should include comprehensive
documentation to support ongoing maintenance and support efforts.

 Interoperability:
The system must be able to integrate smoothly with other existing systems and third-
party services, ensuring seamless data exchange and operational consistency.

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 These non-functional requirements are crucial for ensuring the Travel Management
System operates effectively, remains secure and reliable, and provides a positive user
experience.

2.4 FEASIBILITY STUDY

The feasibility study is done to examine the potential for developing a Travel Management
System to streamline travel booking, expense management, and itinerary planning for an
individual, company or organization. Technical, economic, operational and scheduling
feasibility studies were performed to determine the viability of the system.

 Technical Feasibility:
The technical feasibility study provides a comprehensive evaluation of the system’s
functions, performance capabilities and any aspects crucial to the successful
implementation of a Travel Management System, ensuring alignment with
organizational goals and operational requirements.
 Economic Feasibility:
In economic feasibility study, the economic costs associated with developing and
maintaining the Travel Management System is evaluated. The potential cost savings,
efficiency improvements, and revenue opportunities outweigh the initial and ongoing
investment required. It provides a comprehensive assessment of the financial aspects
crucial to the successful implementation of Travel Management System, ensuring
alignment with organizational goals and financial objectives.
 Operational Feasibility:
The operational feasibility assessment for Travel Management System involves
evaluating the system’s operational scope. Based on the findings of this operational
feasibility study, implementing a Travel Management System for IMS travels is
operationally feasible. The TMS aligns well with current workflows, shows promise
for user acceptance, and offers substantial operational benefits.

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2.5 GANTT CHART

Table 1 Gantt Chart

Explanation:
 Project Planning:
During this phase, the project team will establish project goals, define project scope,
identify stakeholders, and develop a project plan.
 Requirements Gathering:
During this phase, the project team will gather and document the functional and non-
functional requirements for the Travel Management System.
 System Design:

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 During this phase, the project team will develop the system architecture, design
database schemas, and create wireframes and mockups of the user interface.
 Front-End Development:
During this phase, the project team will develop the front-end components of the
system, including the user interface and user experience design.
 Back-End Development:
During this phase, the project team will develop the back-end components of the
system, including the database schemas, API endpoints, and business logic.
 Testing and Bug Fixing:
During this phase, the project team will conduct system testing to identify and resolve
any bugs or issues.
 Deployment and Launch:
During this phase, the project team will deploy the system to a production
environment and launch it.
 Post-Launch Maintenance:
During this phase, the project team will provide ongoing maintenance and support for
the system, including bug fixes, security updates, and feature.

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2.6 DECISION TABLE
Conditions/Rule No 1 2 3 4 5
Conditions
User Role Admin Traveler Traveler Traveler Traveler
Available Funds Yes Yes No Yes No
Actions
Create/Modify Yes Yes No No No
Booking
Notify User No No Yes Yes Yes

Policy Violation Alert No No Yes No Yes

Table 2 Decision Table

This decision table outlines the rules for handling travel bookings in a Travel Management
System based on different conditions. It simplifies decision-making by specifying what
actions should be taken when certain conditions are met.

In simple terms, this table helps determine whether a user can book or modify travel plans
based on their role, policy compliance, available funds, and travel request approval. It also
specifies when users should be notified and when alerts should be sent.

Using a decision table like this can help ensure all the possible combinations of combinations
and actions are accounted for in the design and development of the Travel Management
System.

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 CHAPTER 3: SYSTEM SPECIFICATIONS
3.1 SERVER REQUIREMENTS (MINIMUM REQUIREMENTS)

 Xampp Server

3.2 DEVELOPMENT TOOLS USED

 Operating System; Windows 11

 IDE; VS Code
 Back-end; PHP
 Database; Mongo DB, MySQL

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 CHAPTER 4: MODULES AND THEIR DESCRIPTION

4.1 MAJOR MODULES

4.1.1 Customer Module
Customer module involves defining features and functionalities that cater to managing user
information’s, package bookings and overall booking history.

Customer module is an important component of Travel Management System as it allows

users to interact with the system and access the services provided by the system. The
customer module includes the following features:

 Customer Registration and Authentication

 Customer Profile Management
 Booking Management
 Payment and Transactions
 Support and Feedback
 Account Security

By ensuring customer module, our system can provide user-friendly experience for the users,
allowing maximum user satisfaction while maintaining data privacy. This module is an
important part for development and implementation of our system.

4.1.2 Driver Module

Driver module is basically functionalities on administrator’s side. This allows administrator,
the ability to oversee and manage all aspects of the system, featuring new facilities to be
added. Some of the potential features of driver module are:

 Package management
 Booking management
 History management
 Review management

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4.1.3 Administrative Module
Administrative module typically includes several key features and functionalities to
streamline the administration of travel activities within an organization. Some of the key
points in this module are as follows:

 Dashboard and Reporting

 User Management
 Travel Request and Approval Workflow
 Packages and Booking Management
 Expense Management
 Risk Management

Administrative module plays a crucial role as in adding accommodations, making the system
interactive is dependent on this module. Hence, this module aims to streamline travel
management processes, ensuring efficiency, compliance, and cost-effectiveness in managing
business travel.

4.2 SYSTEM FLOW DIAGRAM

4.2.1 Data Flow Diagram

Figure 4.1: Context-level Data Flow Diagram

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Figure 4.2: Level-1 Data Flow Diagram

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4.2.2 ER Diagram

Figure 4.3: ER Diagram

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 CHAPTER 5: SYSTEM TESTING
5.1 INTRODUCTION
Once the system is completed, the system has to go through some process to determine
whether it is suitable to reach the user’s end. This is known as system testing. This is also
done to improvise the system in case of errors.

5.1.1 Steps software is tested from two different perspectives:

 White box I test case design Techniques- for internal program logic
 Black box I test case design Techniques – for Software requirements
The major intention is to find maximum error with minimum time and effort.

5.2 TESTING METHODOLOGIES

Testing method involves several methodologies to ensure its functionality, usability, and
reliability. Some of the key testing methodologies are explained below:

5.2.1 Unit Testing:

Test individual components or modules of the Travel Management System in isolation to
ensure each part functions correctly.

5.2.2 Integration Testing:

Check how different components of the Travel Management System interact with each other.
This includes verifying data flow and functionality across modules such as booking,
payment and itinerary management.

5.2.3 System Testing:

Assess the complete and integrated system to ensure it meets the specified requirements and
performs as expected in a real-world scenario.

5.2.4 Functional Testing:

Validate that each feature of the Travel Management System works according to the
functional requirements. This includes booking flights, managing reservations, and handling
payments.

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5.2.5 Performance Testing:

Evaluate the system’s performance under various conditions, including load testing to see
how it handles high traffic, and stress testing to determine its breaking point.

5.2.6 Security Testing:

Assess the system for vulnerabilities and ensure that it complies with security standards,
protecting sensitive user information and transactions.

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 CHAPTER 6: SYSTEM IMPLEMENTATION
6.1 PURPOSE
The implementation phase is a critical phase in the development of software systems. It
facilitates the translation of design specification into actual code and ensures the smooth
progress of the project. The advantages include efficient execution, customizability, error
handling and collaborative feedback. The implementation phase finds applications in
software development, project management. By executing this phase efficiently, our travel
management system could meet the needs of several end-users.

The main stages in the implementation are as follows:

 Planning
 Training
 System testing

Planning is the initial task in the system implementation process. During the implementation
of any system, group work and co-ordination between different groups is a necessity. The
main purpose of system implementation is:

 Ensuring the system operates effectively and efficiently and improves user experience
 Integrating the new system with existing systems and workflow
 Ensuring the system compiles with relevant regulations and standards
 Identifying and mitigating potential risks associated with the new system
 Designing the system to be scalable and adaptable to future needs.

6.2 SYSTEM MAINTENANCE

System maintenance refers to the process of proactively monitoring, managing and updating
hardware, software applications and systems to ensure that they function optimally and do
not pose any threat to the security or performance of the system. It is important for every
existing system to ensure long term success and sustainability. The major maintenance plans
are explained below:

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 Software Updates and Patches:
Regular updates and patches are essential to fix bugs and improve security. This
involves not only updating the travel management system itself but also ensuring that
all related components, such as operating systems are current.
 Database Maintenance:
Regular backups of travel booking data are vital to prevent data loss in case of
hardware failure or other issues. In addition to backups, optimizing and indexing
databases can significantly improve query performance, ensuring that the system can
handle large volumes of transactions efficiently.
 Security Measures:
Security measures help in protecting sensitive information within the travel
management system. Regular security audits help identify and address potential
threats, ensuring that the system remains secure. Implementing robust access controls
ensures that only authorized personnel can access sensitive data.
 Compliance and Documentation:
Compliance and documentation are essential for ensuring that the system meets
relevant regulations, such as GDPR for data protection. Keeping the documentation
up to date for all system processes, configuration and maintenance activities helps
maintain a clear and organized approach to system management.
 Regular Testing and Development:
Regular testing and development are necessary to ensure that new features or updates
do not negatively impact the system. Testing in a staging environment before
deploying to production and using automated testing tools can help ensure
functionality and performance.

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CHAPTER 7: CONCLUSION AND FUTURE ENHANCEMENT
7.1 CONCLUSION
In conclusion, the development of travel management system can offer a practical and
innovative solutions to address the needs in tourism sector. The aim is to create an efficient
and user-friendly platform for people travelling to our country.
The expected benefits on completion and implementation of travel management systems are
as follows:

 Contribution to tourism as this website is aimed to promote

travelling the country in a more ease manner
 Improved understanding of website among the business owners.
 Aimed to improve economic condition of the country.
 Risk management: Since there will be alerts on the areas where
there are any sorts of potential danger.

7.2 SCOPE FOR FUTURE DEVELOPMENT

The scope for future development in a travel management system is vast and driven by
evolving technologies, user expectations, and industry trends. Some of the areas where future
enhancements are possible are:
 Artificial Intelligence and Machine Learning
Integrate AI to provide personalized travel recommendations based on user
preferences and past behavior.
 Mobile App Development
Develop robust mobile applications to offer a seamless, on-the-go user experience for
booking and managing travel.

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 REFERENCES

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[2] "altexsoft," [Online]. Available: https://www.altexsoft.com/.

[3] "Geeksforgeeks," [Online]. Available: https://www.geeksforgeeks.org/.

[4] "squash app," [Online]. Available: https://squashapps.com/.

[5] "itexus," [Online]. Available: https://itexus.com/.

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APPENDIX

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