A Project Report On

The Automobile Management System

Department of BCA (Bachelor in Computer Application)

2017-2018
For
SAVITRIBAI PHULE PUNE UNIVERSITY
Under the Guidance of
Mrs. Prajakta Shrungarpure
Submitted by-
Ms.Ashlesha Harkal
Ms. Rinky Sinha
VISHWAKARMA COLLEGE OF ARTS, COMMERCE
AND SCIENCE

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 B.R.A.C.T’s Charitable Trust’s
Vishwakarma College of Arts, Commerce and Science

Kondhwa (BK), Pune-411048

CERTIFICATE
This is to certify that Ms.Ashlesha Harkal Seat no:33332 and

Ms.Rinky Sinha Seat no:33336 of BBA(CA) have completed /

partially completed / not completed their academic project during

the academic year 2017-2018 as partial fulfillment of the B.C.A(comp.

Application) course.

Date:_/_/_

Project Guide Head of the Department

Principal
(Prof. Prajakta shrungarpure) (Prof. Mrs. Swati Sathye)
(Dr. Arun Patil)

Internal Examiner
External Examiner

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 ACKNOWLEDGEMENT

We are very grateful to take the opportunity to

acknowledge all those who helped us in designing,
developing and successful execution of our project
on Automobile Showroom Management System.
We would like to extend our gratitude to our
project guide, Prof. Prajakta Shrungarpure for
her valuable guidance and help us to successfully
complete our project. We would also like to thank
the other faculties for teaching us in the project
related fields and giving their ideas and
knowledge in designing the project.
We wish to express our sincere thanks to the
honorable Prof. Swati Sathye, HOD of Commerce
department, for providing us varieties of
opportunities, infrastructural facilities and
inspiration to gather professional knowledge and
material without which it would not have been
possible to complete the task.

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 Index
Page No
SrNo. Chapter Name

1. Introduction

1.1 ) Introduction to System

1.2 ) Objective & Scope of System

1.3 ) Introduction to Manual System

1.4 ) Limitation of Manual System

2. Proposed System

2.1 ) Introduction to Proposed System

2.2 ) Advantages of Proposed System

3. System Design

3.1 ) Feasibility Study

3.2 ) Fact Finding Technique

3.3 ) ER Diagram

3.4 ) DFD Diagram

3.5) UML Diagram

3.5 ) Hardware and Software Selection

4. Input Screens

5. Reports

6. Conclusion & Future enhancement

7. Bibliography

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INTRODUCTION

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 1.1 INTRODUCTION TO SYSTEM
This proposed system is developed to manage
the automobiles of an automobile dealer company.
The main modules of this project are login,
automobile management, customer management,
sales, complaints and reports. The main objective
of this project is to manage steps in purchasing
and selling automobiles. Through this project we
have tried to minimize manual work with the use
of automated system. This system can help to
keep records of customer registration details,
vehicle booking details, vehicle exchange details,
vehicle details etc.
Handling a huge amount of data, recovering
the loss of information, gathering details of every
customer etc becomes tedious for the employees.
Hence to overcome this issue, this software is
developed where, all the information is preloaded
and can be fetched in a click. This project includes
the customers who visit the showroom, dealers
who deal with the selling of cars, employee who
handles the software and database etc

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 1.2 SCOPE

Nowadays the computer has become one of

most important needs in every field. From this
importance the computer software became one
the most important technology which provides
interface and solution for the modern people.
The proposed system has a wide scope in
future as the manual work is reduced, making
it more effective. Data can be rechecked before
submitting to database. It will reduce errors.
This system requires a large amount of
information storage. Storing this huge amount
of data in a database is useful for further use.
It helps in easy retrieval of data and prepares
periodic reports.

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 1.3 OBJECTIVES

Few objectives of the project are:

 The general objective of this project is to

minimize the manual/clerical work.
 To keep the record of customers..
 To generate reports for booking, exchange or
billing of cars
 To generate bill to the customers.
 To design a user-friendly system.
 To improve data accuracy, integrity,
consistency, redundancy, retrieval of
information and processing speed.

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 2.1 INTRODUCTION TO MANUAL
SYSTEM

Indian Automobile Industry is nearly six

decades old. It is the seventh largest in the world
with an annual production of over 2.6 million
units in 2012. India emerged as Asia's fourth
largest exporter of automobiles, behind Japan,
South Korea and Thailand.
The existing system deals with managing
details and inventory through paper based system.
It is also improved many times according to
requirements of sellers and customers. The paper
based system is not an ideal system for keeping
track of a huge number of information.

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2.2 LIMITATIONS OF THE MANUAL
SYSTEM

Every system has its pros and cons. The

bottlenecks of the existing system are as follows:

1. User Interface: The user interface in the

existing system is paper based, for e.g. Customer
has to fill all the forms on papers and these
records have to be maintained.

2. GUI: The existing system is not GUI based.

Hence, the interface between the user and the
system is not effective and efficient for use.

3. Flexibility: The existing system is not flexible

for making changes/ updating.

4. Error free: The existing system is paper based.

Hence it is subjected to errors. We have tried to
eliminate this limitation in the proposed system.
Error debugging is made easier.

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Proposed System

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 2.1 INTRODUCTION TO
PROPOSED SYSTEM

The proposed system is based on Car

Showroom Management System. It includes the
process of purchasing a car from the showroom.
To reduce the limitations of the existing system,
there is need to build a new system. We have to
try to compensate some of the limitations of the
existing system in the proposed system.
Improving the existing system with the help of
some programming, database package eases the
work of the system up to a great extent.
Computer systems are widely accepted because
of their exceptional reliability. They are capable of
operating under the most adverse conditions for
extended periods of time without showing signs of
fatigue. Hence, the proposed system is more
reliable than the manual system.

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 2.2 ADVANTAGES OF PROPOSED
SYSTEM

The pros of the proposed system are as follows:

1. Speed: In a computerized system most of the

processing is done automatically which in turn
speeds up the process and makes it more efficient
and effective.

2. Accuracy: Less redundancy and more

accuracy is another advantage of a computerized
system.

3. Flexibility: It has the ability to change

according to user’s requirements.

4. Reduce Manual Work: As most of the work is

done automatically it helps to reduce manual
work and also the use of paper .

5. Error Debugging: The computer based

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system helps reducing errors and processing costs
to the minimal. We have tried to eliminate as
many limitations as possible in the proposed
system.

6. GUI: The proposed system provides a GUI

interface to the user which makes it very
convenient for the user to carry out its activities.

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 2.3 LIMITATIONS OF PROPOSED
SYSTEM

Every system has some or the other limitations

or drawbacks. Some of the limitations of the
proposed system are.
 System is not Multi-user.
 System cannot send E-mails to the
customers.
 Bill generation is not advanced.
 Connectivity to the other software is not
possible.

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System
Design

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 FEASIBILITY STUDY

Feasibility study is the study of impact which

happens in the organization before the
development of a system. The impact can be
either positive or negative. Feasibility study of
the proposed is as follows.

1. Technical feasibility:
This evaluation determines whether the
technology needed for the proposed system is
available or not.
Technical needs may include:
1) Front-end: It is a language that is used for
user-interface, designing and coding. It should
have following qualities.
 It must have a GUI that assist employees
that are not from IT background.
 Scalability and Extensibility.
 Platform independent.

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2) Back-end selection: It is a language that is used
for database management. It should have the
following qualities:
 Multiple- user support.
 Provide inherent feature for security.
 Efficient data retrieval and maintenance.
 Stored procedures.
 Easy to install.

We could say that this project is technically

feasible since there will not be much difficulty in
getting the required resources.

2. Economical feasibility:
In this, we consider the following cost:-
 The cost to conduct a full system
investigation.
 The cost of hardware and software for class of
application being considered.
 The benefits in the form of reduced cost.

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 Development of this software is highly
economically feasible. The organization need not
spend money in this for the resources are already
available. The only thing to be kept in mind is to
make an environment for the development with
an effective supervision.

3. Operational feasibility:
In this feasibility, we consider the following
points:
 What changes will be brought with the
system?
 What new skills will be required?

4. Schedule feasibility:
Time valuation is most important consideration
in development of the project. So the project
should be completed in a fixed scheduled time as
far as company is concerned. New system is not so
big, therefore it is easy to make in few days.

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 FACT FINDING TECHNIQUE

At the time of system or before starting actual

work of system, analyst has to collect information
about manual system from the user for which the
system is going to be developed.
In order to collect this information, system
analyst prefers any one of the following fact
finding techniques or prefer two or more fact
finding techniques according to the situation:-

1. Interview: It is used to collect information

from individuals or groups. Respondents are
generally current users of the system under study.
Interviewer must plan in advance and fully know
about the problems in advance. Information
collected is more reliable and accurate.

2. Questionnaire: We use this technique in the

initial phase of the project. Questionnaire helped
us to get some basic information about the
current system. By this technique, we understood

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the process.

3. Record review: Sample amount of

information was collected by means of register
which are maintained by the staff of the
showroom. The staff was very kind to provide us
with sample registration forms and bill formats.
They also showed us the registration filling
formats which are currently in use.

4. Observation: It helps to get information that

cannot be obtained by other fact finding
techniques. In this method the flow of documents
is carried out and the steps followed. First hand
information about how the activities, process are
carried out is obtained. We observed how the data
is stored and in what format.

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Diagrams

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 ER-DIAGRAM
Scontact

Caddress
Cid Cname
Sname
Saddr

Cemailid

1 1
Visits
Customer Showroom
1

Pno 1 1 1
Mname

TNo
Fills
Oname
Cno
Fills
1

Exchange
CSvalue
Form
Enquires Consists
1
of

Inquiry Form Oreadin

g

Name
DOB
Age
1 addr M

1 M
Dealer Vehicle
Sells

Vmodel
Vname
Dname Dcontact
Did
Vcolor

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 Context-level Diagram

Enter personal Get customer ID

details
Customer Customer
Give car details
Enquiry about
car

Give
booking
0.0 details
Fill booking form
Gearframe
Sales staff Sales staff

Generate Bill

Evaluate car

Give car details

Evaluator Evaluator

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Level-1

Customer
Staff

1.1 1.2 1.3 1.4 Employee

Enter Get Select Booking Register
Details Details Car

Customer
1.6 1.5
Register
Give Billing &
Feedback Payment

Bill Register

Level-2

Customer Evaluator

2.1 2.2 2.3

Car Evaluate Generate
Exchange report
Details

2.4
Car Detail
Register Billing

Bill Register

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 UML DIAGRAMS

STATE CHART
Customer visits Customer fills Customer Sales Representative
the showroom inquiry form inquires about car gives information
about car
det
Customer gives personal
information

Employee creates
customer profile

Examine the car to Yes Check if customer

be exchanged wants to exchange
the car

No

Fill booking
form

Customer
pays
remaining
Car is Customer Pays the Manager amount Pay booking
delivered Bill Generates Bill amount

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 USE CASE DIAGRAM
Visit
Showroom Fill customer
Fill inquiry
personal detail
form
form

Give
Enquire about
information
car
about the car

Select the car

to purchase Fill Booking
form

Give personal
Examine the
information
car to be
exchanged

Give booking
details
Fill exchange
form

Submit
documents

Prepare bill

Pay booking
amount

Deliver car

Pay remaining
amount

Receive Car

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ACTIVITY DIAGRAM

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 HARDWARE AND SOFTWARE
SPECIFICATIONS

HARDWARE SPECIFICATION:-
Manufacturer: Dell
Processor: Intel core processor
Ram: 4 GB

SOFTWARE SPECIFICATIONS:
Operating System: Windows 7 ultimate
System type: 64 bit Operating System
Platform: Microsoft Visual Basic 6.0
Database: Microsoft Office Access 2007

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 Input
Screens

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Reports

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Data Environment Name: DataEnvironment1
Description: This report generates report about
all the Exchange Information

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Data Environment Name: DataEnvironment1
Description: This report generates report about
all the Booking Information

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Data Environment Name: DataEnvironment1
Description: This report generates report about
all the Billing Information

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Data Environment Name: DataEnvironment1
Description: This report generates report about
all the Reference Information

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Data Environment Name: DataEnvironment1
Description: This report generates report about
a single Bill

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Data Environment Name: DataEnvironment1
Description: This report generates report about
a single Booking.

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Data Environment Name: DataEnvironment1
Description: This report generates report about
a single Exchange.

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Database

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Table Name: Billing
Description: This table is used for maintaining the
Billing Records.
Field Name Data Type Description Constraints
Customer No Number Customer’s Number Primary Key
Customer Text Customer’s Name Not Null
Name
PAN No Text Customer’s PAN Not Null
Card Number
Address Text Customer’s Address Not Null
Pin Code Number Customer’s PIN Not Null
Code
Dealer Name Text Dealer’s Name Not Null
Model Text Model Selected by Not Null
the Customer
Color Text Colour of the Model Not Null
Date of Date/Time Date of Billing Not Null
Billing
Date of Date/Time Date of Delivery Not Null
Delivery
Total Amount Currency Total Amount Not Null
GST Currency GST Not Null

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 Grand Total Currency Grand Total Not Null

Table Name: booking

Description: This table is used for maintaining
Booking Records.

Field Name Data Type Description Constraints

Cno Number Customer’s Number Primary Key

Dname Text Dealer’s Name Not Null
Model Text Model Name Not Null
Color Text Colour of the Car Not Null
Cname Text Customer’s Name Not Null
PAN Text Customer’s PAN Not Null
Card Number

Ex_showroom_price Currency Ex Showroom Price Not Null

Tax Currency TAX Not Null
No_plate_registration Currency Number Plate Not Null
Registration Cost

Insurance Currency Insurance Cost Not Null

Accessories Currency Accessories Cost Not Null

Essential Kit Currency Essential Kit Cost Not Null

Exchange_discount Currency Exchange Discount Not Null
Total Currency Total Amount Not Null
Booking_amt Currency Amount at the time Not Null
of Booking

Balance_amt Currency Balance Amount to Not Null

be Paid

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Table Name: Car
Description: This table is used for maintaining Car
Details.

Field Name Data Type Description Constraints

Car_Name Text The Model Name Primary Key

Ex Showroom Currency Ex Showroom Not Null

Price Price of the Car

Road Tax Currency Road Tax Not Null

Registration Registration
Charges Charges

Insurance Currency Insurance Cost Not Null

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Table Name: Customer
Description: This table is used for maintaining
Customer Details.
Field Name Data Type Description Constraints
Cno Number Customer’s Primary Key
Number
C_name Text Customer’s Name Not Null
Phone(off) Number Customer’s Office Not Null
Contact Number
Phone(res/mob) Number Customer’s Not Null
Residential or
Mobile Number
E-mail Text Customer’s E-mail Not Null
Address
Address Text Customer’s Not Null
Residential Address
City Text Customer’s Not Null
Residential City
State Text Customer’s Not Null
Residential State
Pin Number Customer’s PIN Not Null
Code

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 Gender Text Customer’s Gender Not Null
Marital_status Text Customer’s Marital Not Null
Status
Occupation Text Customer’s Not Null
Occupation
DOB Date/Time Customer’s Date of Not Null
Birth
Pan_card_no Text Customer’s PAN Not Null
Card Number
Payment_mode Text Payment Method Not Null
used by Customer
Bank_name Text Customer’s Bank Not Null
Name

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Table Name: exchange
Description: This table is used for maintaining Car
Exchange Details.
Field Name Data Type Description Constraints

ExchangeNo Number Exchange Number Primary Key

Evaluator_name Text Name of the Not Null

Evaluator

Consultant_name Text Name of the Not Null

Consultant

Model Text Model to be Not Null

Exchanged

Color Text Colour of the Model Not Null

Regno Number Registration Number Not Null

Owner_name Text Owner’s Name Not Null

Odometer_reading Number Odometer Reading of Not Null

the Car

Sale_value Currency Sale Value of the Car Not Null

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Table Name: feedback
Description: This table is used for maintaining
Feedback of the Customer.
Field Name Data Type Description Constraints

Cno Number Customer’s Primary Key

Number
Dealer_Commitment Text Dealer’s Not Null
Commitment
Transparency Text Transparency in the Not Null
Deal
Responsiveness Text Responsiveness of Not Null
the Staff
Hassle_free_finance Text Hassel Free Not Null
Finance
On_time_delivery Text On Time Delivery Not Null
as Promised
Car_condition Text Car Condition on Not Null
Car Handing Over
Explanation Text Explanation about Not Null
the Car
Clarity Text Warranty and Not Null

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 Service Schedule

Table Name: inquiry

Description: This table is used for maintaining Details
of Customers who came for inquiry

Field Name Data Type Description Constraints

Inquiry_no Number Inquiry Number Primary Key

I_Name Text Name of the Person Not Null

DOB Date/Time Date of Birth of the Not Null

Person

Age Number Age of the Person Not Null

Address Text Residential Address Not Null

State Text Residential State Not Null

City Text Residential City Not Null

Pincode Number PIN Code Not Null

Phone_no Number Contact Number Not Null

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E-mail Text E-mail ID Not Null

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Table Name: login
Description: This table is used for maintaining Signup
and Login Details of the Employee.

Field Name Data Type Description Constraints

Ename Text Employee Name Not Null

Eid Number Employee ID Primary Key

Password Text Employee Not Null

Password

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Table Name: reference
Description: This table is used for maintaining the
Reference Details given by the Customer.
Field Name Data Type Description Constraints

Reference_no Number Reference Primary Key

Number
Rname Text Referral Name Not Null

Address Text Referral Not Null

Address
Contact_no Number Referral Contact Not Null
Number
Relationship Text Relationship of Not Null
the Customer
with the
Referral
Car_model Text Car Model for Not Null
Reference
Expected_date_of_buy Date/Time Expected date Not Null
of Referral
buying the Car

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City Text Referral City Not Null

Conclusion
And
Future Enhancements

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 Conclusion

To conclude Gearframe aims to provide a new

and improved system for the automobile industry.
It focuses on customer and employee
satisfaction by reducing the manual work that
has to be done by the employee as well as the
customer. This saves time as well as increases the
work effectiveness as well as its efficiency.
Gearframe works towards better productivity
from the employee’s side and more satisfaction
from the customer’s side.

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 Future Enhancements

Even though the software is efficient and works

well, we would like to make improvements to it in
the future. These enhancements would be:
1. User interface: Make the user interface
better than what it is at present.

2. Automation: We need to make our system

more automatic so as to make it convenient
for the users.

3. Appearance: We need to improve the

appearance of the proposed system to make it
more appealing.

4. E-mails: The system must be able to send

automatic E-mails

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5. Navigation: Navigation through the system
should be easier.

Bibliography

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 Bibliography

 www.google.co.in
 www.youtube.com
 www.techotopia.com
 www.profsr.com
 Programming in Visual Basics:
G.Deshmukh,U.Shirshetti

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