Werabe University

Institute of Technology
Information Technology

ONLINE WEB BASED VEHICLE MANAGEMENT SYSTEM FOR

WERABE BUS STATION
NAME ID.NO
FUAD HUSSEN NSR/
AHMED CHENU NSR/00136
BEZAWIT SEBSIBE NSR/00
HAYAT FANTAW NSR/00
 Werabe University
Institute of Technology
Information Technology

ONLINE WEB BASED VEHICLE MANAGEMENT SYSTEM FOR

WERABE BUS STATION
NAME ID.NO
FUAD HUSSEN NSR/
AHMED CHENU NSR/00136
BEZAWIT SEBSIBE NSR/00
HAYAT FANTAW NSR/00
 Approval Form

This is to confirm that the project report entitled ____________________________

submitted to Werabe University, Institute of Technology department of (your department
name) in partial fulfilment of the requirement for the award of the degree of Bachler of
Science in (department name) is an original work carried out by Student Name 1, Student
Name2, , Student Name3, under my guidance. The matter embodied in this project is
reliable and is genuine work done by the student and has not been submitted whether to
this University or to any other University /Institute for the fulfilment of the requirement of
any study.

Student Team Approval Form

Student Name Student Signature

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Advisor and department head Approval Form

Advisor Name Advisor Signature

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Department Head Name Department Head Signature

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Examiner Approval Form

Abstract
This project proposes the development of an online web-based vehicle management system
(VMS) for Werabe Bus Station. The system aims to streamline and automate the
management of bus operations, including scheduling, vehicle tracking, maintenance, and
ticketing. By integrating real-time data and GPS tracking, the VMS will enhance operational
efficiency, reduce manual errors, and improve overall service quality. The system will also
provide a user-friendly interface for both staff and passengers, allowing for easy access to
information and seamless management of bus resources. This digital transformation is
expected to optimize resource utilization, minimize operational costs, and elevate the
passenger experience at Werabe Bus Station.
Acknowledgments
We would like to express our sincere gratitude to all individuals and organizations who
contributed to the successful development of the Online Web-Based Vehicle Management
System for Werabe Bus Station.
Our deepest appreciation goes to the Werabe Bus Station management and staff for their
unwavering support and collaboration throughout the project. Special thanks to our technical
team for their dedication, expertise, and hard work in designing and implementing the
system. We also extend our thanks to the users and testers who provided valuable feedback
during the development stages.
We acknowledge the guidance and encouragement received from our academic mentors and
peers, whose insights were invaluable. Lastly, we are grateful to our families and friends for
their continued support and encouragement.
Without the collective efforts of all these contributors, this project would not have been
possible. Thank you all for your contributions and support.
List of abbreviation/ Acronyms
CD:
GPS:
PHP:
VMS:
 1. Introduction

Online vehicle management system is a system which concerned with how vehicles could be
managed and controlled in android based way by the employees of the organization.
Currently, the vehicle gives service use manual way of information gathering and
documenting, no reliable communication between different offices, as well as there is lack of
security, difficult to coordinate, and to identify the owner of the vehicle.

This project will intend to advocate for the need of bus station to change the manual system
to automated system vehicle management system.

Automated systems make it possible to have a better accuracy, to increase the quality of the
work, to reduce the time it takes, to minimize cost, to keep the security and organization of
data in most advantageous condition, to make data transfer easier and also make it possible to
save and back up all transactions in case of vehicle management to keep the data in a
centralized way which is available to all the users simultaneously.

2. Background Study

The transportation sector is undergoing a digital transformation, with many organizations

adopting web-based systems to enhance efficiency and service quality. Traditional manual
methods of managing vehicle operations are often prone to errors, inefficiencies, and delays.
An online web-based vehicle management system (VMS) can address these challenges by
automating and streamlining various processes such as scheduling, vehicle tracking,
maintenance, and ticketing Design and Development of a Web Based Vehicle Management
System.
The proposed VMS for Werabe Bus Station aims to integrate real-time data and GPS tracking
to provide accurate and up-to-date information on vehicle locations and statuses Design and
Development of a Web Based Vehicle Management System. This system will enable better
resource allocation, reduce manual errors, and improve overall operational efficiency Design
and Development of a Web Based Vehicle Management System. Additionally, a user-
friendly interface will facilitate easy access to information for both staff and passengers,
enhancing the overall user experience Design and Development of a Web Based Vehicle
Management System
By implementing this VMS, Werabe Bus Station can optimize resource utilization, minimize
operational costs, and elevate the quality of service provided to passengers Design and
Development of a Web Based Vehicle Management System The system will also support
data-driven decision-making, allowing for more effective management of bus operations and
maintenance schedules Design and Development of a Web Based Vehicle Management
System

3. Motivation OF Study
The motivation for developing an online web-based vehicle management system (VMS) for
Werabe Bus Station stems from the need to enhance operational efficiency, improve service
quality, and meet the increasing demand for modern transportation solutions. Traditional
manual methods of managing bus operations are often inefficient, prone to errors, and unable
to provide real-time information, which can lead to delays and dissatisfaction among
passengers.
Key motivating factors include:
1. Operational Efficiency Automating the scheduling, tracking, and maintenance of vehicles
can significantly reduce the time and effort required to manage these processes, leading to
more efficient operations and reduced costs.
2. Real-Time Data Integration: Implementing GPS tracking and real-time data collection
enables accurate monitoring of vehicle locations, statuses, and schedules, which helps in
better resource allocation and timely decision-making.
3. Improved Passenger Experience: Providing a user-friendly interface for passengers to
access up-to-date information on bus schedules, ticketing, and vehicle statuses can enhance
their overall experience, leading to higher customer satisfaction and loyalty.

4. Reduction of Manual Errors: Automating various processes reduces the likelihood of

human errors, ensuring more accurate and reliable management of bus operations.

5. Enhanced Service Quality: By streamlining operations and providing real-time

information, the VMS can improve the overall quality of service offered by Werabe Bus
Station, making it a more attractive option for travelers.
In summary, the development of an online web-based vehicle management system for
Werabe Bus Station is motivated by the desire to create a more efficient, reliable, and user-
friendly transportation solution that meets the needs of both the management and the
passengers.

4. Problem Statement
In the current vehicle management system, information exchange and service control is
process in manual way. There are various problems that vehicle management system faces
due to the file manual handling of its daily activity.

 Not sequenced flow of information during retrieve.

 It’s a time-consuming process to assign vehicles and to generate required reports.
 Difficulty to get the required detailed information about specific vehicle.
 Employees and customer couldn’t get high satisfaction.
 There is no effective coordination between various employers.

5. OBJECTIVE OF THE PROJECT

5.1 General objective

The main objective of this project is to develop online web based for Vehicle Management
System.

5.2 Specific objective

The specific objectives of the project, which will be done in order to achieve the general
objective are.

 Identifying existing System work flow

 Analyzing the existing systems problem
 Analyze gathered information using VMS document.
 Develop the proposed system.

6. Scope and Limitation of the Project

6.1 .Scope
The development of an online web-based vehicle management system (VMS) for Werabe
Bus Station encompasses several key areas aimed at enhancing operational efficiency, service
quality, and user experience. The project scope includes:
1. System Design and Architecture
- Designing a robust and scalable architecture to support the VMS.
 - Ensuring the system can handle real-time data processing and integration.
2. Vehicle Scheduling and Tracking
- Implementing features for automatic scheduling of buses.
- Integrating GPS tracking for real-time vehicle location updates.
3. Maintenance Management
- Developing modules for tracking vehicle maintenance schedules and history.
- Providing alerts and notifications for upcoming maintenance tasks.
4. Ticketing System
- Creating an online ticket booking system with real-time availability updates.
- Facilitating secure payment processing and ticket management.
5. User Interface and Experience
- Designing a user-friendly interface for both staff and passengers.
- Ensuring accessibility and ease of use across various devices.
6. Data Management and Reporting
- Developing features for data collection, storage, and analysis.
- Providing detailed reports and insights for better decision-making.
7. Security and Privacy
- Implementing robust security measures to protect user data and system integrity.
- Ensuring compliance with relevant data protection regulations.
8. Training and Support
- Providing training resources for staff to effectively use the system.
- Offering ongoing technical support and maintenance.
The scope of this project aims to create a comprehensive and efficient solution that addresses
the key operational challenges faced by Werabe Bus Station, ultimately improving overall
service quality and passenger satisfaction.

6.2 .Limitation
While the online web-based vehicle management system (VMS) for Werabe Bus Station aims
to significantly improve operational efficiency and service quality, it also faces certain
limitations:
1. Initial Cost and Implementation
- The development and implementation of the VMS can be costly and time-consuming.
- Significant investment in technology and infrastructure is required.
2. Technical Challenges
 - Ensuring seamless integration of GPS tracking and real-time data processing can be
complex.
- The system may encounter technical issues that require ongoing maintenance and support.
3. User Adaptation
- Staff and passengers may need time and training to adapt to the new system.
- Resistance to change from traditional methods to a digital system may occur.
4. Data Security
- Protecting sensitive user data and ensuring system security against cyber threats is crucial.
- Compliance with data protection regulations is mandatory, which can be challenging to
maintain.
5. Internet Connectivity
- Reliable internet connectivity is essential for the system to function effectively.
- In areas with poor internet coverage, the system's performance may be impacted.
6. Maintenance and Updates
- Regular maintenance and updates are necessary to ensure the system remains efficient and
up-to-date.
- This requires a dedicated team for on going technical support.
7. Scalability
- The system must be designed to scale with the growing needs of the bus station.
- Handling increased data load and user traffic can pose challenges.
8. Dependency on Technology
- The system's efficiency is heavily dependent on technology, which can be a risk if
technical failures occur.
- Backup plans and contingency measures are required to address potential downtimes.
While these limitations present challenges, they can be managed with careful planning,
adequate resources, and continuous improvement efforts.

7. Methodology

7.1. Hardware Requirement

 Computer: To develop the documentation as well as the application.
 Flash: Used as move data from one to other.
 CD: Used as a backup.
 7.2. Software requirement
Modeling software
 EDRAW Max and visual paradigm.
 Used to draw diagrams like use case diagram and activity diagram.
Designing Software
 MySQL server
 This software will used for designing Database.
Implementation Software
 Operating System: Windows 10
To have good speed of operations or execution time of tasks.
Notepad : To write PHP codes.

8 .Significance of the project

After development of the new system: it gives the following advantages.

 Passengers get high satisfaction.

 High coordination between various employers.
 To have good authentication and security.

 To make easy and fast report generate

 Easy to process requests.

 Easy to manage historical data in secure manner.
 Minimizes cost of operations and the work load.

 Avoiding improper resource consumption and data loss.

 To make easy vehicle assignation.

 Easy to get the required detailed information about specific vehicle.

9. Target Beneficiaries

The online web-based vehicle management system (VMS) for Werabe Bus Station is
designed to benefit multiple stakeholders, each gaining significant advantages from its
implementation:
1. Passengers
- Enjoy streamlined ticket booking and real-time bus tracking for a smoother travel
experience.
- Access up-to-date information on schedules, routes, and availability, reducing waiting
times and improving travel planning.

2. Bus Station Management

- Improve operational efficiency with automated scheduling, tracking, and maintenance
management.
- Gain insights from data analytics to make informed decisions and optimize resource
utilization.

3. Bus Operators and Drivers

- Simplify the process of tracking vehicle status, maintenance needs, and schedules.
- Receive timely notifications and updates, enhancing communication and reducing errors.

4. Maintenance Teams:
- Benefit from an organized and accessible system for tracking maintenance schedules and
history.
- Ensure timely and efficient maintenance, reducing the risk of vehicle breakdowns and
improving safety.

5. Ticketing and Customer Service Staff

- Streamline ticketing processes and improve customer service with easy access to real-time
information.
- Enhance the overall efficiency of handling passenger inquiries and ticket sales.

6. Local Community
- Experience improved public transportation services, contributing to better mobility and
connectivity.
- Benefit from a more organized and reliable transportation system, supporting local
economic growth.
7. Regulatory Bodies
- Gain better oversight and compliance with transportation regulations through accurate
data tracking and reporting.
- Ensure higher standards of safety and service quality within the transportation sector.

The implementation of the VMS at Werabe Bus Station aims to create a more efficient,
reliable, and user-friendly transportation solution, ultimately benefiting all stakeholders
involved.

Is there anything specific you would like to add or modify?

1.10. Feasibility study

Here we are going to see whether our project is technically, economically and operationally
feasible or not which enables us to decide to continue or halt the project.

1.7.1 Operational feasibility

This vehicle management system is operationally feasible and it doesn’t affect the
organization structure. It transforms the current manual transportation activities to a well-
organized system by reserving seats, sending maintenance request, reporting emergencies
and other common activities. The system is also operationally feasible in terms of
reliability, maintainability, supportability, usability and flexibility. The system will be:-
 Operated by any users
 User friendly
 Easier for navigate the page

1.7.2. Technical feasibility

Our project is technically feasible, because it can generate outputs in a given time, easy to
communicate and generally it satisfies the end-user’s requirement. And also our system can
work with the current technology and our focus is to develop well organized dynamic
application that is technically efficient and effective for managing the transportation sector.

1.7.3. Economic feasibility

In existing manual vehicle management system the stakeholder’s have to maintain a large
number of papers or forms. This can be avoided by putting the data in the computer format
that is cheaper and reliable. Since the cost of resources for development of system satisfies
the organization, the software is economically feasible. It has two benefits.
 Tangible benefits:-
 Reduction of resource wastage
 Reduction of space needed to record data.
 Intangible benefit:-.The system we are developing has many intangible benefits that
revolve around mental satisfaction of users. those are:-
 Give better and effective service
 Error reduction.
 Increase efficiency
 Increase security

Hardware cost
Table 1: Hardware cost

NO material Amount Unit price Total price

1 Hp Pc core i5 1 35,000birr 35,000birr
2 Paper(A4) 1packet 850birr 850birr
3 pen 4 25birr 100birr
4 print 120 2birr 240birr
5 transport 5 day 40birr 200birr
6 Flash(16) 1 300birr 300birr
Total 36,690

Software cost
Table 2: software cost

NO material price

1 Microsoft office 2010 free

2 Visual paradigm 12.0 free

3 Window10 free

4 Xampp server free

Total free