DESIGN AND IMPLMENTATION OF VEHICLE MANAGEMENT SYSTEM; A

CASE STUDY OF FEDERAL POLYTECHNIC, EDE

*Onyeka Ndidi C., Oni Esther K., Ateko Busayo C., Ramoni Tirimisiyu A., & Ugwu
Jennifer I.
Department of Computer Science, School of Applied Sciences, Federal Polytechnic Ede,
Osun State.
*Corresponding Author: [email protected], +2347033310638

ABSTRACT
Taking note of the influx and movement of vehicles in an educational institution is a job that
requires accuracy and monitoring. In other to identify individuals that drive in and out of the
campus, there has been a need to have and keep adequate electronic records of car owners
(staff and students) to aid easy identification of visitors or intruders on campus. This work
design and implementation of vehicle management system studied the registration system of
vehicles in Federal Polytechnic Ede, identified the setbacks, and developed a system that
makes use of computerization to enhance vehicle owner registration and easy identification of
their vehicles. HTML, CSS and JavaScript were used to design the software and MySQL was
used to implement the database. This System provides a proper and consistent record of users
and a centrally controlled system that allows timely access to such records when necessary.
Keywords: Vehicle, Management, information system, Registration, campus

1.0 Introduction:

The method or technique by which the transportation sector or any organization with a
significant number of vehicles manages its fleets is known as Vehicle Management System
(Bdtask, 2023). The vehicle management system (VMS) frees workers from tedious,
repetitive labor and reduces the need for human resources, which has made it crucial in most
organizations(Ding, 2018).

Managing the movement of cars within a polytechnic campus is a challenging task that
requires careful planning and execution. With a constant flow of students, faculty, staff, and
visitors, it is crucial to establish an effective management system for cars to ensure smooth
traffic flow and sustainable The Federal Polytechnic Ede’s North and South campuses are
manned by security guards who check in cars. They normally try to find out if the car owner
is a staff, a student or a visitor. They stop each car as they drive in to the campus in other to
verify the car owner there-by keeping the drivers more than the required time necessary. The
management of cars in a campus involves understanding and addressing the challenges and
requirements related to the efficient and effective management of vehicles within the campus

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premises (Aalsalem, 2017). Most campuses often have a significant number of vehicles,
including staff members and students' cars, transport vehicles, delivery trucks, and more.
With the growing number of vehicles, it becomes crucial to have a well-organized and well-
managed system to ensure smooth operations and address various concern hence the
development of the vehicle management system.

2.0 Vehicle Management system

Managing vehicle movements within a campus involves implementing effective policies,
utilizing techniques for traffic management, and leveraging technology for monitoring and
enforcement (Alagarsamy, 2022). By following the steps below, campuses can successfully
manage vehicle inflow and outflow, reduce congestion, and create a safer and more organized
parking environment:
 Create a policy: Create a policy outlining the guidelines for driving on campus to get
things started. Parking regulations, permit requirements, dedicated parking spots,
speed restrictions, and any other relevant laws should all be covered in this policy.
Effectively explain the policy to all employees, instructors, and students.
 Ascertain the campus's parking capacity by surveying students and examining parking
demand. Keep in mind elements like the amount of parking spots, the accessibility of
parking during peak times, and the student body on campus. Effective parking plans
may be developed using the information provided.
 Issuing permits: Set up a procedure for distributing parking permits to approved
people. This could apply to employees, instructors, and students, with various
permissions for each group. According to demand, permissions may be given
annually, each semester, or monthly.
 Establish dedicated parking places: Based on the campus layout and demand, assign
parking spots. Set aside parking spots for certain groups, such as student parking,
lecturer’s parking, visitor parking, and disabled parking.. Make sure to prominently
designate these locations with signs and paint so that they are obvious.
 Implement parking control measures: Use various measures to control parking, such
as access control barriers, gates, and ticketing systems, to ensure only authorized
vehicles can enter designated parking areas. This can help in managing vehicles
effectively movements.

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  Make use of technology: Use technological approaches to improve vehicle
management. Automated parking systems that track and implement parking
regulations include license plate recognition. Use parking control software that
enables users to reserve parking spots in advance or to check the availability in real
time. To efficiently direct cars to available parking places, use parking guidance
systems.
 Enforce laws: To prevent illegal parking and assure compliance, continually enforce
parking laws. To enforce rules and cite violators when required, parking spaces are
routinely monitored by parking attendants, park enforcement personnel, and
technology solutions.
A Vehicle Information System (VIS) is an advanced system used to track and monitor the
performance and condition of vehicles. VIS systems use onboard sensors and communication
interfaces to capture, analyze and store data from and about the vehicle. This data can then be
used to provide detailed information and analysis about the vehicle’s performance, condition,
and maintenance needs (Kaiser et. al., 2018). These systems are used to collect and store data
related to vehicles, such as their performance, maintenance, and safety information. VMSs
are typically used by fleet management companies, vehicle manufacturers, and government
agencies to improve fleet operations, maintenance, and safety.

2.1 Review of Related Works

Vehicle Management and information systems have become an important task in most
organizations. As such, there has been a substantial amount of related work in this area,
covering a range of topics such as design, operations, and driver distraction. One study that
examines the impact of various interactive device characteristics on the usability of in-vehicle
user interfaces is Peng et. al. (2015) who evaluated the impact of different interactive device
characteristics, such as input method and feedback type, on the usability of in-vehicle user
interfaces. Ding (2018), asserted that with the rise of computer technology, the tremendous
work is expected to be perform by computers. He affirmed that with the growth in the
number of vehicles, workloads on managers has increased, he saw this as an important need
for the development of a vehicle management system. He proposed that his software; vehicle
management system would reduce the tedious workflow on managers and general operation
of vehicle drivers. Another study by Imam et. al. (2011), worked on vehicle management
system using Global Positioning System (GPS), they used it for tracking and monitoring

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vehicles. The system was meant for fleet operators in monitoring driving behavior of
employees or parents monitoring their teen drivers. In their paper, they provided two types of
end user applications, a web application and a mobile application. Their system’s tracking
services included acquiring the location and ground speed of a given vehicle in the current
moment or on any previous date. It also monitors the vehicle by setting speed and
geographical limits and therefore receiving SMS alerts when the vehicle exceeds these pre-
defined limits. They used a wide range of technologies to achieve their work such as General
Packet Radio Service (GPRS), Global System for Mobile Communication (GSM), the
Internet or the World Wide Web and Global Positioning System (GPS).
Another perspective of vehicle management system was carried out by Jr-Jen et. al (2013),
who presented a low power and low cost Vehicle Management System using MSP430F5438,
SD card, FAT32 File system, GPS, and GPRS of GSM network that is suitable for a wide
range of applications. The combination of the GPS and GPRS provides continuous and Real-
time Tracking. The data was integrated and transmitted to a web server using Apache’s
Tomcat extensions to provide Internet access via a vehicle tracking website and proposed it
as being more efficient for storing the GPS information of a vehicle. Their system focused
on using the FAT32 file system for management, GPS information, and development of a
web-based server. Oviedo-Trespalacios et. al (2019) examines the effects of smartphone
integration systems on driver interaction and safety, with a focus on distracted driving. The
study highlights the potential risks associated with smartphone integration, and provides
recommendations for improving the design and implementation of these systems.

In summary, related work on vehicle management and information systems covers a range of
topics related to design, operations and safety. The studies discussed here provide valuable
insights into the challenges and opportunities associated with vehicle management and
information systems, and highlights the importance of considering user needs and potential
risks when designing and evaluating these systems.

3.0 METHODOLOGY
3.1 System Design and Analysis
In order to achieve this work, it was required that all students and staff members registered
their vehicles with the campus authorities. This was done through a designated office at the
security post of the North campus. The registration involved providing vehicle information
like vehicle plate number, make, model, and color, as well as the owner's contact details. This

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collection of vehicle details was stored in a database of registered vehicles. This database is
located in a central location and is accessible to authorized personnel.

The gathered requirements were used as a guide for designing the system. This includes
deciding what technologies will be used, how the data will be stored, and how the system will
be accessed

3.2 Research Design

Research the available vehicle information systems, technologies, and protocols. Map out the
system architecture, develop a prototype, and create a detailed design document.
3.2.1 System Architecture
The vehicle management system architecture is designed to ensure that the data is collected,
stored, analyzed, and distributed in a secure and efficient manner. This helps to ensure that
Federal Polytechnic, Ede has an accurate and up-to-date view of its vehicle fleet, which in
turn can lead to improved efficiency, safety, and cost savings.
The system architecture of a VMS can be divided into four main components:
 Data Collection: This component is responsible for collecting data from the vehicles,
such as vehicle plate number, make, model, and color, as well as the owner's contact
details.
 Data Storage: This component stores all the collected data in a secured database.
This database is usually located in a central location and is accessible to authorized
personnel.
 Data Analysis: This component is responsible for analyzing the collected data and
providing insights into the performance and condition of the vehicles. This can
include trends over time, number vehicles that comes into the campus within a
particular period of time, say a month or a week, identifying vehicles belonging to
staff and students,.
 Data Dissemination: This component is responsible for distributing the data to the
appropriate personnel in the campus. This can include report of cars owned by staff
and students, number of vehicles coming into the campus, commercial vehicles on
campus and other personnel who need access to the data.

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 Registration
Updates Updates
Vehicle Details

SERVER

Database
Report
Fig. 1: System Architecture

3.2.2 The Prototype

The Vehicle Management System is a prototype that is designed to provide Administrators
with relevant information about their vehicles on campus It is designed to be easily installed
on any system that can be used to monitor the vehicle flow over time.
3.2.3 Develop the System
Develop the system components, integrate the system with existing systems, and test the
system components.
 Deploy the System: Deploy the system components, ensure the security of the
system, and ensure the system is up and running.
 Monitor and Maintain: Monitor the system performance, provide ongoing analysis
and support for the system, and update the system as needed.
3.3 Case Diagram
A Use Case Diagram is a graphical representation of a system's functional requirements,
which describe how users interact with the system to achieve a certain goal. The Vehicle
management System use-case diagram is a diagram that illustrates the relationship between
the various actors that interact with the system and the use cases which represent the
functionality of the system (register vehicle, Login, update vehicle, search for vehicle and
delete vehicle other operations).

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 Register
Vehicle

Login

Update Vehicle

Search Vehicle

Admin Driver
Delete
Vehicle

Figure 3.2: System Use case diagram

4.0 Choice of Programming Language

JavaScript is a popular choice for programming language because of its versatility and ability
to be used for a wide variety of tasks. It is a high-level scripting language that is used to
create interactive webpages and web applications. It is a cross-platform language that is
compatible with multiple web browsers and operating systems, making it a great choice for
creating web-based applications. It has a large library of functions, methods, and libraries that
make development much faster and easier. Additionally, JavaScript is relatively easy to learn,
making it a great choice for beginning programmers. Finally, JavaScript is an open-source
language, meaning it is free to use and modify. HTML, CSS and JavaScript were used to
design the software and MySQL was used to implement the database.

4.1 FILE DESIGN

Table 4.1 were used to register the new users and store the database of the new users. The
table below contain the database design of the users
Table 4.1: Registration Tab
Field Name Data Type Length
Plate Number Varchar 25
Vehicle Name Text 20
Vehicle Color Text 10
Driver Name Text 20
Driver Phone Number Varchar 15
Driver Address Varchar 50

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Table 4.2 were used to check in the new registered user. The table below contain the database
of the users.
Table 4.2: Check in Registered
Field Name Data Type Length
Serial Number Varchar 25
Plate Number Varchar 15
Car Name Text 13
Color Text 10
Owner Identity Text 15

Table 4.3 were used to check in the new registered user. The table below contain the database
of the users.
Table 4.3: Check in New Vehicle
Field Name Data Type Length
Vehicle Plate Number Varchar 25
Visitation Destination Text 20

Table 4.4 were used to search the registered user on the vehicle information system database
with the plate number under the search preferences identity. The table below contain the
database of the users.

Table 4.4: Search Panel

Field Name Data Type Length
Search Preferences Varchar 25
4.3 System Implementation
The system is built around a JavaScript-based web application that is accessible from any
device with a web browser. The application is designed to be user-friendly and intuitive,
making it easy for users to enter, access, and update their vehicle data. The application also
provide users with the ability to customize the system according to their specific needs and
preferences. JavaScript can be used to implement a Vehicle Management System (VMS) that
allows users to store and access important information about their vehicles. This system could
be used to store vehicle information, such as make and model, license plate, and other related
data. Users are required to create accounts and provide secure passwords to access their data.
Additionally, the application uses encryption to protect the data stored in the system.
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4.4 System Testing
After the system is implemented, it must be thoroughly tested to ensure that it functions are
as expected including testing the system for security, accuracy, and reliability. System testing
for a vehicle management system typically involves running tests to ensure that the system is
able to collect, store, and provide access to the correct data in a timely manner. Tests should
be conducted to verify that the system is able to collect data from the various vehicle owners
and store the data in a secure database, and provide access to the data for authorized users.
4.4.1 Test Data
Data testing is a critical component of the software testing process that involves validating
the accuracy and integrity of the data used in the system. In the context of the vehicle
Management system, data testing involves verifying the accuracy and reliability of the data
collected from various sources. In this section, we will discuss the data testing process for the
vehicle management system.

Figure 4.1: Login page

This page in figure 4.1 allows the admin to log into the system. In case of any mismatch in
the secret key, access will not be granted, if the secret key is correct, access will be granted
into the system.

4.4.2 Data Testing Approach: We adopted a systematic approach to testing the data used
in the vehicle Management system. The data testing process involved the following steps

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Figure 4.2: Vehicle registration page
This page, figure 4.2 allows the vehicle details and the vehicle owner’s details to be entered
and stored on the database

4.4.3 Data Verification and Reporting

We verified the data to ensure that it met the system's requirements and specifications and we
documented the test results and shared them with the stakeholders.

4.4.4 Test Execution and Test Results

We executed the test cases and recorded the results and we tested the vehicle Management
system against various details, including different vehicle models, plate numbers, and
department. The system was able to collate, process, and display information accurately and
reliably. The system also helped the driver make informed decisions about their driving
behavior, such as adjusting their speed or taking a different route based on parking areas.
During the testing process, we identified some minor issues, such as slow response times and
some vehicle owners with multiple vehicles. However, these issues were addressed and
resolved during the testing process, and the system was able to meet the desired quality
standards.

4.4.5. Data Validation and Transformation

We validated the data collected from various sources to ensure that it was accurate and
complete and we transformed the data into the appropriate format for processing and analysis.

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Figure 4.3: list of registered vehicles and their details

Figure 4.4, figure 4.5 : Search by different criteria: by vehicle plate number, vehicle
color

figure 4.6 : QUERY by status (staff/ student), by department

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4.5 System Validation
The system validation is an important step in the development of any system, and it is
especially important for vehicle Management systems. System validation is the process of
verifying that a system meets its intended requirements and performs as expected. This
process involves validating the system’s design, functionality, and behavior.
5.0 Conclusion
Managing the movement of cars within Federal Polytechnic, Ede campus is a challenging
task that requires planning and execution, hence the need for vehicle management system. It
is an important part of modern technology used to monitor and track information about a
vehicle, driver and its environment. We have been able to develop a system that will help to
secure cars in Federal Polytechnic Ede and provide immediate details of cars when needed

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