Fleet Management System

information technology (Chinhoyi University of Technology)

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 CHINHOYI
UNIVERSITY OF
TECHNOLOGY

FLEET MANANAGEMENT SYSTEM

By

Name Surname Email Student Number

Elton Madambi [email protected] C22148402U
Geishla Taruvinga [email protected] C22149428T
Kudakwashe Amos Muringazuva [email protected] C22149160S
Michael Mashava [email protected] C22150574N
Tinotenda Marufu [email protected] C22148719Y
Onwell Zvarevashe [email protected] C22148530V

Supervisor: DR F.J Kiwa

This research report was presented to the School of Engineering Science and
Technology Department of ICT and Electronics as part of the Bachelor of
Science Honours Degree in Information Technology (BSIT5) requirement.
Chinhoyi University of Technology

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Declaration
The project presented here is the result of our joint efforts as a whole and in all aspects of the
project work. To the best of our understanding, it does not include any material copyrighted
or written by anyone else. All information gained from external sources has been
appropriately acknowledged.

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Acknowledgements
We take this opportunity to thank the almighty God for blessing us with His grace and
bringing our endeavor to a successful conclusion. We express our sincere and heartfelt
gratitude to Dr. F.J. Kiwa for her esteemed guidance and insightful advice. She has provided
us with the right guidance and support during crucial moments, showing us the correct path.
We also use this as an occasion to sincerely thank everyone who provided academic
knowledge assistance. We would want to express our gratitude to our loved ones for their
encouragement and support during this project.

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Abstract

This research presents a comprehensive description of a fleet management system which was
designed to optimize operational efficiency and cost effectiveness for the Chinhoyi
University of Technology (CUT) fleet. Real-time vehicle tracking, driver management tools,
maintenance scheduling, fuel management, and extensive reporting/analytics are just a few of
the capabilities offered by the system. Web resources, on-site observations, and interviews
with CUT management and staff were used to gather requirements. Several features of the
system are built and evaluated in brief iterations. Vehicle Records Management, Vehicle
Allocation, Reservation Information, Traffic and Fuel Management, Vehicle Management,
and Report Generation are among the functions available. Following Agile principles, each
iteration includes user feedback, design, coding, testing, and assessment. The Agile
methodology has the advantage over others in that because it allows for continuous
improvement

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Table of Contents
CHAPTER 1: INTRODUCTION.....................................................................................................4
1.1 Acknowledgements...................................................................................................................4
1.2 Introduction..............................................................................................................................4
CHAPTER 2: BACKGROUND........................................................................................................5
2.1 Fleet Vehicle Management......................................................................................................5
CHAPTER 3: STATEMENT OF THE PROBLEM......................................................................8
3.1 Statement of the Problem........................................................................................................8
CHAPTER 4: RESEARCH AIMS AND OBJECTIVES...............................................................9
4.1 Objectives..................................................................................................................................9
4.2 Aims...........................................................................................................................................9
CHAPTER 5: RESEARCH QUESTIONS....................................................................................10
CHAPTER 6: SIGNIFICANCE OF THE STUDY.......................................................................11
CHAPTER 7: RESEARCH METHODOLOGY...........................................................................12
7.1.1 Justification Method...........................................................................................................12
7.1.2 Agile Methodology...............................................................................................................12
7.2 Requirement Gathering and Analysis..................................................................................13
7.2.1 System Design......................................................................................................................17
7.2.2 System Architecture............................................................................................................17
7.2.3 Use Case diagram................................................................................................................18
7.2.4 Implementation....................................................................................................................20
7.2.5 Integration and Testing......................................................................................................20
7.2.6 Deployment of System.........................................................................................................21
7.2.7 Maintenance.........................................................................................................................21
7.2.8 Demonstration.....................................................................................................................21
7.2.9 Evaluation............................................................................................................................31
7.2.10 Limitations Of Tracking System.....................................................................................31
7.2.11 Communication.................................................................................................................31
7.2.12 Conclusion..........................................................................................................................32
CHAPTER 8: FUTURE WORK....................................................................................................33
CHAPTER 9: CONCLUSION........................................................................................................34
References.............................................................................................................................................35

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 CHAPTER 1: INTRODUCTION

1.1 Introduction
The practices and methods involved in overseeing a company's fleet are known as fleet
management. Fleet management include the administration of automobiles, trucks, vans, and
additional business-use vehicles. Purchasing, maintaining, managing fuel, managing drivers,
safety and compliance, and purchasing vehicles are just a few of the myriad practices it
addresses (Aquilina, A comprehensive guide to benefits, technology, and implementation,
2016). The primary objective of fleet management is to maximize the utilization of corporate
automobiles to boost productivity, cut expenses, and enhance security. Enhancing production,
decreasing downtime, and prolonging vehicle life are all possible with efficient fleet
management for businesses. Along with lowering accidents and ensuring adherence to rules
and norms, it can also help drivers behave better (Hennigan, 2022). Many businesses employ
fleet management, including construction, delivery services, logistics, and transportation.
Fleet management has become more effective and efficient in recent years because to
advanced technology like telematics and GPS tracking.

1.2 Fleet Vehicle Management

Fleet managers were able to monitor where they were and the performance of their cars as
well as interact with drivers thanks to the introduction of two-way radios as well as initial
telematics in the 1950s (Plant, 2022). Businesses have benefited from this by being more
efficient and saving money. An increased focus on fuel use and alternative fuels resulted
from the crude oil crisis of the late 1970s and early 1980s (Yergin, 1991). In order to track
consumption and cut expenses, new technologies including electric and hybrid vehicles were
created, and fuel management tools were implemented. Some of the best fleet management
companies in North America are Geotab, ARI Fleet Business, and Element Fleet Managers
and Leaders. These two companies offer a variety of services, such as fuel management,
analytics, safety, compliance, and vehicle procurement and maintenance. Geotab specializes
in telematics and fleet management solutions (Hall, Top 10 fleet management companies in
North America, 2016, December 14)

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To manage their fleets more efficiently, larger European firms started implementing fleet
management systems in the 1950s and 60s (Miller, 2019). Tracking and managing drivers
and autos was done manually by these early systems using paper records (Dublin, 2021). As
firms in Europe embraced new technologies like GPS and cell phones, fleet management
system usage increased significantly in the 1990s. Instantaneous monitoring and enhanced
communication with drivers were made possible by these technologies. (Aquilina, Telematics
for fleet management, 2016). No matter how big or little, systems for managing fleets are
becoming a necessary component of many European companies. Due to their rapidly
expanding economies and the requirement for effective logistics and transportation
management, Asian nations including South Korea, China, Japan, and India have all
implemented fleet management systems early on. The appeal of these systems was further
enhanced by elements including growing fuel prices, government regulations, and the need
for better equipment usage. Fleet telematics has developed into a comprehensive tool for
effective fleet management. It uses GPS technology in order to send vehicle information into
software and hardware systems. The fleet management system Skyline from Enigma
Telematics, which provides real-time monitoring, remote diagnostics, and data analysis, is an
example of a contemporary system. By effective management, these technologies have
helped businesses optimize fleet operations, save expenses, and increase safety.

Better customer service and the growing requirement for logistics as a result of the e-
commerce industry's expansion are two of the reasons propelling the Asia-Pacific auto fleet
management market. E-commerce businesses, warehouses, and supply chain companies are
all greatly aided by the logistics sector. The logistics business has been profoundly affected
by the growth of e-commerce (Burnson, 2012). The growing need for commercial vehicles,
which in turn raises the need for fleet management solutions and software, presents
opportunities for the Asia-Pacific area fleet management market (Allied Market Research,
2020). Nonetheless, certain problems like inadequate routing and decreased connection
efficiency must be resolved. Numerous parameters are used to segment the market, giving
businesses important information for making strategic decisions and identifying the most
important applications in the industry.

To sum it up, fuel economy and environmental sustainability have long been the main drivers
of fleet management in Europe. In order to assist companies in meeting stringent emission
regulations and lowering their carbon footprint, fleet management systems have been

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developed. In Europe, electric car usage and the use of renewable fuels are also becoming
common. While in North America, the large size of the fleet has affected fleet management
practices. Greater emphasis is placed on telematics and GPS monitoring solutions for
managing remote fleets and optimizing routes. Safety is another important factor, with the
widespread use of advanced safety technologies such as collision avoidance systems and
telematics to improve driver behavior and reduce accidents (Miller, 2019). While Asia's
rapid urbanization and economic growth have shaped the development of fleet management
in the region. There is a greater emphasis on last-mile logistics and delivery, and advanced
technologies such as artificial intelligence and machine learning are widely used. Fleet
management systems are developed to increase productivity and save costs in highly
competitive industries (Allied Market Research, 2020). While there are similarities in the
growth of fleet management across regions, there are also significant differences due to
differences in legislation, infrastructure and market conditions. Each market faces its own
fleet management challenges and opportunities.

All this leads to uncovering certain variables, some of the variables in fleet management
include vehicle tracking technology, maintenance management, driver safety and fuel
management. There is fierce competition among fleet management companies in Europe,
with advances in technology and market consolidation shaping the industry. The
incorporation of IoT and AI technologies and a focus on sustainability are emerging trends in
the industry. In Zimbabwe, including Chinhoyi University of Technology (CUT), the
introduction of fleet management systems has been an important step to improve operational
efficiency and reduce costs. They played a key role in optimizing fleet operations and
improving transportation management. These systems have helped monitor vehicle usage,
optimize routes, ensure timely maintenance and enhance campus security. Known for its
commitment to technological advancement, CUT would likely see the benefits of such a
system on its campus. CUT believes that implementing a fleet management system has
increased fleet utilization, reduced fuel consumption and improved maintenance schedules.
Campus management can now perform real-time monitoring and data-driven insights,
universities can effectively manage vehicles and ensure efficient transportation services for
students and staff, allocate resources efficiently and ensure smooth operation of
transportation services. In short, fleet management systems have evolved from a global trend
to an essential tool for optimizing fleet operations worldwide, with the integration of
advanced technologies such as GPS, telematics and data analytics making them even more

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effective in optimizing fleet operations. These systems have undoubtedly contributed to
increased productivity and overall administrative efficiency, economic growth, rising fuel
costs and the need for efficient logistics lead to the adoption of these systems in Asia and
Zimbabwe, including CUT who may have realized the potential benefits and implemented a
fleet management system to improve transport services and operational efficiency.

1.3 Statement of the Problem

The main aim of the research is to develop a fleet management system for the Chinhoyi
University of Technology (CUT).

1.4 Research Aims and Objectives

1. Examining different operations of a fleet management system.

The system should enable better monitoring and regulation of traffic, ensure the well-
being and protection of drivers and passengers, and optimize fuel usage to minimize
wastage and overpaying. Additionally, it should provide a structured approach to
scheduling and completing vehicle maintenance, reducing the risk of failures,
malfunctions, and accidents.

2. Develop a centralized and digital fleet management system

The objective is to create a fleet management system that provides a centralized and
computerized platform for handling vehicle data, reservations, and allocations. This
system will replace the current manual and written techniques, streamlining processes
and reducing errors and inconsistencies.

1.5 Research Questions

Several crucial questions have to be answered in order to fulfill these goals, among them
being:

1. What are the challenges and limitations of the existing fleet management methods?

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 2. What are the specific requirements and specifications for a centralized and
digital fleet management system at CUT?

The Vehicle Management System seeks to modernize fleet operations, boost efficiency, and
provide an outstanding user interface for drivers and management by tackling these issues
and putting the proper strategies into place.

1.6 Significance of the study

The study on the introduction of an efficient fleet management system at Chinhoyi University
of Technology is significant for reasons other than the immediate benefits of enhanced
resource utilization, cost optimization, and streamlined operations. This study has an
opportunity to contribute to larger sustainability efforts inside the institution by addressing
the problems faced by the institution in managing their fleet. The environmental stewardship
goal of Chinhoyi University of Technology is in line with the potential for lower emissions
and fuel usage that could arise from effective fleet management. The University may also use
vehicle tracking technologies and optimize vehicle maintenance schedules to guarantee
enhanced safety procedures and regulatory compliance.

An efficient fleet management system can result in financial savings by improving control
over maintenance expenses, fuel prices, and asset usage. The savings generated can be
allocated to other scholarly and administrative goals, improving the university's overall
operation. Furthermore, this research is applicable beyond Chinhoyi University of
Technology. The findings and recommendations can be useful references for other colleges
and universities or enterprises facing similar fleet management difficulties. This study has an
opportunity to contribute to industry-wide improvement in fleet management methods by
sharing best practices and lessons gained. The importance of this research lies not only in its
potential to improve resource utilization, optimizing expenses, and streamlined operations at
Chinhoyi University, but also in its wider effect on efforts to promote sustainability, safety
measures, financial savings, and expertise sharing in the field of fleet management.

1.7 Research Methodology

1.7.1 Justification Method

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We chose agile methodology over others because it helped in improving communication
between us the development team and the product owner. It ensured that the project was
completed on time and within budget. Agile methodology allows for continuous
improvement and adaptation as the project progresses and it also encourages effective
communication and feedback between the team members which then resulted or led to better
results. It also helped in reducing the risks associated with complex projects. It also
encouraged continuous involvement of stakeholders as it was crucial because this ensured
that the research aligned with the evolving expectations and needs of the stakeholders. It
allowed us to address risks as they were arising in the system that is it promoted mitigating
and identifying risks early in the project. This all led to delivering value to the customer that
produced meaningful findings and insights that addresses the research problem or questions.
Collaboration among team members was promoted by this methodology. This collaboration
led to a more holistic approach to solve complex problems. There was also division of the
project into smaller manageable increments which was beneficial as there was gradual
exploration of a complex problem, ensuring that we were on the right track and delivering
value throughout. Without forgetting that it included detailed documentation, providing
transparency for the research process which was vital in research for validation and
replication. This method of research has been successfully applied in various domains,
including research projects and it provided confidence in its effectiveness.

1.7.2 Agile Methodology

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 Figure 1.7.2: Agile model (Asana, 2022)

The cyclical and collaborative aspects of Agile can be very advantageous to the success of a
vehicle management project when implemented using its principles through:

1. Constant feedback: Agile projects place a strong emphasis on getting input from drivers,
fleet managers, and other stakeholders. This feedback enables the system for managing
fleets to be continuously improved and refined. User input on the driver interface's
usability, for instance, or recommendations for new reporting features, can guide system
improvements and guarantee that it continues to meet the fleet's changing requirements

2. Teams from multiple departments: Agile in fleet management promotes cooperation

between drivers, fleet administrators, among others with varying responsibilities and
specialties. Because all facets of fleet operations are taken into account thanks to this
cooperative approach, decision-making and problem-solving are improved.

3. Iterative development: Agile allows for small-scale modifications and enhancements,

which makes its iterative methodology useful in fleet management. The team can
produce modest, useful features or improvements in brief cycles (sprints) thanks to
Agile, as opposed to attempting to construct the fleet management system all at once. In
light of ongoing input from users and stakeholders, fleet managers are able to handle
pressing needs and modify the system accordingly.

4. Organize user stories into a prioritized backlog that reflects the needs and specifications
of the fleet. This can be done by the fleet management project. By ensuring that high-
priority items are handled early in the project, this backlog helps to deliver value earlier.
Examples of these items include streamlining routing and scheduling, increasing driver
safety, and improving fuel efficiency.

1.7.3 Requirement Gathering and Analysis

At the requirement gathering and analysis stage, fleet managers and system users actively
contributed insights into their particular needs and expectations. This required conducting

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interviews and questionnaires with the bus drivers, students and other staff to gather data on
crucial elements like real-time vehicle tracking, performance monitoring, maintenance
planning, fuel management, and driver management. The requirements that had been
acquired were then examined and recorded to guarantee that the system's scope and
objectives were understood properly.

System requirements, such as system scalability, security, integration with existing systems,
and data management, were identified during this stage in addition to user requirements, with
the aim of ensuring that the FMS would be able to satisfy fleet managers' needs while also
adhering to industry standards and best practices.

1.7.4 The following is a requirements gathering for the CUT

Fleet management system:

1. Software Requirements

Web-Based Application: The programming dialect PHP was employed to create the web-
based CUT fleet management system. This will make it possible for users to login to the
system using a web browser on various devices, which will make it dependable for auditors
to check the driving history and status report with ease.
Database Management System: To store, manage, and retrieve data on the cars, drivers,
reservations, maintenance, and other related information, CUT fleet management will need a
database management system.
User Roles and Permissions: Several user roles, such as administrators, fleet managers,
drivers, and maintenance personnel, will be supported by the system. To maintain data
security, privacy, and integrity, every role should have unique access levels and permissions.
Security measures: To stop hackers from leaking or breaching sensitive data, preventive
measures including encryption of information and user authentication will be used.
Communication Protocols: In order to connect many global servers, particularly space
satellites, which will be utilized to connect the GPS, the CUT fleet management software will
need communication protocols like TCP/IP and HTTP.
Intuitive user experience: The system's responsive design allows it to adjust to various
screen sizes and is easy to use. This will make it possible for users to do tasks quickly and
effectively whether they are using a personal computer or their smartphone to access the
system.

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2. Hardware Requirements:

Servers: Because of the fleet management system's extensive operations and complexity, a
large number of dedicated servers as well as cloud computing facilities from the CUT server
room will be needed to host the program and maintain the database. Network infrastructure:
To guarantee a consistent high bandwidth and efficient stream of information from the web to
the fleet management software computer system, network infrastructure for reception from
the CUT network will be improved.
Compatibility: Commonly used hardware, such as desktop, laptop, tablet, and smartphone
computers, will be compliant with the CUT vehicle management system. It will be supported
by Android, iOS and Windows.
Geo-location Integration: The navigation system will work with the GPS units that are
mounted in the cars. This will make it possible to track cars in real time, giving fleet
managers the ability to keep an eye on their whereabouts and plan the best routes for
effective transit.

3. Functional Requirements:

User Authentication: Using their special login credentials, users will be able to authenticate
themselves via the system's secure login feature. This will guarantee that only individuals
with the proper authorization can use the system and carry out duties in accordance with their
roles.
Vehicle Management: The system will enable fleet managers to add, amend, and remove
vehicle data. This contains information about the vehicle's make, model, and year of
manufacture as well as registration, insurance, and maintenance data.
Trip Management: Fleet managers will be able to plan and allocate driver trips using this
technology. This include handling passenger information, allocating drivers to motor
vehicles, and defining pickup and drop-off destinations. In addition, the system must to notify
and caution drivers in real time about trip assignments and modifications.
Repair and Maintenance: Fleet supervisors and maintenance personnel will be able to plan
and monitor vehicle maintenance schedules, record repair requests, and keep track of service
records thanks to the system. This include keeping track of expenses, documenting
maintenance tasks, and scheduling regular maintenance reminders according to distance
traveled or time intervals.

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Reports and Analytics: On certain fleet management-related topics, the system will produce
reports and offer analytics. This includes driver performance, maintenance expenses, fuel
usage analysis, fleet utilization statistics, and other pertinent indicators. Fleet managers will
be able to optimize fleet operations and make data-driven decisions with the help of these
reports and analytics.

4. Non-Functional Requirements:

Performance: Even with numerous simultaneous users and a significant amount of car
information, the computer will have a real-time memory dump to minimize latency and
guarantee quick reaction times. This guarantees that users won't encounter any appreciable
delays when accessing and updating information in real-time.
Security: To safeguard sensitive data, the system will include strong security features. This
includes access control based on roles to prevent unwanted access, encryption of data while
it's in transit and at rest, and frequent security upgrades to fix any bugs.
Scalability: Future rises in the overall amount of users and cars should be supported by the
system's design. This involves making certain that the database and infrastructure can manage
growing amounts of information and interactions among users without materially affecting
Reliability: To minimize downtime and guarantee data integrity, the system should have a
high degree of reliability. In the event of a system failure, data loss should be avoided by
having frequent backups and redundancy mechanisms in place.
Usability: The framework ought to have an easy-to-use interface with features that are
straightforward to navigate. Users should need little training to grasp and complete jobs
efficiently. The system should also offer tooltips and contextual assistance to help users
navigate complicated procedures.

5. User Requirements:

Simple Access: Users won't need to create new accounts or log in again gain entry to the
fleet management program using their university credentials.
Clear Guidelines and Assistance: When it comes to complicated operations like managing
maintenance jobs, assigning drivers, or scheduling trips, the system will give users clear
instructions and guidance. Tooltips, on-screen instructions, and system-accessible
documentation might all fall under this category.

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Customization: Within the system, users will be able to alter their settings and preferences.
Fleet managers might choose to alter dashboard views to better suit their needs or specify the
standard requirements for trip assignments.
Vehicle Tracking: Users will be able to track vehicles in real-time and see their positions,
routes, and statuses thanks to the system.

Fleet Visibility: Clients will be enabled to see a map of the complete fleet, complete with
pertinent information like vehicle specs, driver assignments, and availability.
Scheduling and Dispatching: By letting user’s designate drivers to particular cars and tasks,
the system will facilitate effective vehicle scheduling and dispatching.
Maintenance Management: Clients will be allowed to monitor and control the schedules for
routine auto maintenance, as well as repairs, service reminders, and maintenance records.
Motor fuel Management: The software will include features for keeping tabs on gasoline
usage and expenses, as well as for tracking fuel transactions.
Driver Management: Information about drivers, such as assignments, licenses,
qualifications, and training records, will be managed by users.
Reports and Analytics: The framework will provide the ability to generate information on
many aspects of fleet performance, such as driver performance, maintenance expenses,
vehicle utilization, and fuel efficiency.
Ethics and Regulations: The infrastructure will facilitate adherence to industry-specific
rules and regulations, including those pertaining to documenting drivers' hours of service
(HOS), vehicle checks, and other regulatory obligations.
Integration with Different Systems: Users would need to interface the fleet management
system with other current systems, like enterprise resource planning (ERP), accounting, and
payroll.
User Admission and Security: To guarantee that only individuals with the proper
authorization can view and alter the system's data, the system should have authentication for
users and access control features.
User-Friendly Interface: Without requiring much training, users will be able to navigate and
carry out tasks with ease thanks to the system's intuitive and user-friendly interface.
Mobile Accessibility: In order to do duties while on the road, users may need to have mobile
connectivity to the vehicle management system via smartphones or tablets.

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By considering these requirements and incorporating them into the development process
using Agile methodology, the CUT fleet management system can be designed and
implemented to effectively manage the university's fleet of vehicles, optimize transportation
operations and improve overall efficiency.

1.8 System Design

In order to create the architecture for the FMS during the system design phase, the
researchers used the requirements acquired during the earlier phase. In doing so, it was
necessary to specify the data models and algorithms needed to support the various
functionalities, identify essential modules, and define the overall structure of the system. Its
scalability, modularity, and flexibility make the FMS architecture ideal for future
enhancements as well as simple system integration. The system architecture and the user
interface design were both given equal weight. The FMS interface was carefully designed to
be user-friendly, friendly, and practical. The researchers selected the software and hardware
for the development of the FMS with knowledge based on the predetermined criteria. Web-
based platforms and other technologies were used during the design phase. Based on the
defined requirements, the researchers made well-informed choices for the software and
hardware parts of the FMS development. In the design process, technologies including web-
based platforms were used.

The frontend is created with PHP and HTML, where PHP code is inserted in HTML files to
produce dynamic web pages. The front-end employs Bootstrap as a framework for responsive
design and includes many components and utilities for layout, typography, forms, buttons,
navigation, plugins, picture carousels, and more. The back end is the server portion of the
program that conducts the business logic and data processing. It is developed in PHP. It also
defines classes for each module, for example the Drivers, Dashboard, Frontend booking,
Trips, Settings classes etcetera. These classes extend from CI_Controller, a foundation class
offered by the PHP framework Code Igniter. These classes include attributes and methods
that match to the functionality of each module. The database is the storage of the Web
Application that contains the data connected to the modules. The database is MySQL. The
database architecture contains of tables for each module, such as dashboard, vehicles, drivers,

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bookings, customers, fuel, reminder income and costs, tracking, reports, and users. The
software solution follows the MVC (Model-View-Controller) paradigm for its design. The
model reflects the data and its organization in the database. The view represents the display
and arrangement of the data in the front-end. The controller represents the logic and
functionality of the App on the back-end.

1.9 System Architecture

In addition to creating an interaction and coordination channel between components, it serves

as the system's blueprint. Software system architectural design aims to specify a system's
composition, behaviour, interdependencies, and communication framework where the
administrator, chief driver, driver, customer and fuel attendant managed to interact with
system as diagrammatically indicated below.

Figure 1.9: System Architecture

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1.10 Use Case diagram

In the software solution, there are four categories of users or actors: administrator, principal
driver, driver, and fuel attendant. Each user has distinct permissions and responsibilities for
accessing and administering the data and functions of the system. The use cases represent the
primary objectives or tasks that each user can perform with the system, such as booking a
vehicle, tracking a vehicle, refueling a vehicle, generating a report, etcetera.

8.1.2 Class Diagram

Frontendbooking: This class processes client booking requests, checks the information
supplied, confirms the availability of drivers and automobiles, and finalizes the
booking.
Figure 1.10a: Use case

Reports: The Reports class creates reports based on the data from other classes, for
example the trip history, performance analysis, feedback survey, etcetera.
Trips: The Trips class depicts a journey that involves a vehicle, a driver, and a consumer.
The journey has properties such as the origin, destination, distance, duration, and status.

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Vehicle: This class describes a vehicle that belongs to the fleet. The car contains properties
that include the model, license plate number, capacity, availability and condition.
Customer: The Customer class allows consumers to reserve a car, track its whereabouts, and
examine the reports of their excursions.
Drivers: This class lets a driver to log into the system, check their allocated trips, change
their status, and report any concerns.
Fuel: The gasoline class shows the fuel consumption of each vehicle including the volume of
gasoline consumed, the cost of fuel, and the fuel efficiency.
Income expense: This class reflects the revenue and expense of each journey including the
fare, tolls, taxes and maintenance charges.
Users: This is an abstract class that describes the common properties and actions of
customers and drivers. The customer and driver classes inherit from this class.

Class Diagram:

1.10b. Class Diagrams

1.11 Implementation

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The Fleet Management System (FMS) was created by the researchers during the
implementation phase using the Code Igniter framework and the PHP programming
language. With the help of fewer, more manageable functions, they successfully converted
the proposed architecture into a working system. Robustness was given top priority during
the development process, and strict testing protocols were put in place to guarantee the
system's dependability and capacity to live up to user expectations. In order to provide a
complete solution for effective fleet management, the team sought to develop an FMS that
not only met the given needs but also exceeded them.

In order to get input and take into account their particular needs throughout implementation,
the development team worked closely with stakeholders, such as fleet managers and end
users. With this iterative process, the FMS could be continuously improved and tailored to
each user's particular requirements. Best practices for software development, such as code
documentation, version control, and coding standards observance, were carried out
throughout the implementation phase. As a result, teamwork was facilitated and good code
quality was guaranteed. The researchers wanted to produce an FMS that not only simplified
fleet management procedures but also offered a user-friendly interface. In order to improve
user experience, the system was built with intuitive navigation, interactive dashboards, and
customizable features. Fleet managers may now make decisions based on accurate and
current information thanks to the integration of real-time data tracking and reporting
capabilities. The researchers were successful in putting into practice a Fleet Management
System that met user requirements for functionality, usability, and performance while
utilizing Code Igniter and PHP to their fullest potential.

1.12 Integration and Testing

The Fleet Management System's various parts, including vehicle tracking, maintenance
planning, and fuel management, were incorporated during the integration process to form a
coherent system. To verify the integration of these systems and make sure they operated
without a hitch, extensive testing was done. This required running a number of test cases to
confirm the proper operation and data flow among various components. Any problems or
issues found during testing were recorded and prioritized according to their seriousness. To
assure the stability and dependability of the system, the development team immediately
began debugging and correcting these problems. As part of integration testing, the Fleet

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Management System's compatibility with external systems and APIs, including GPS trackers
and third-party software used for reporting and analysis, was also examined. To ensure
seamless interaction with these third-party components, compatibility and data interchange
were carefully validated. All of the Fleet Management System's features had to work in
harmony and adhere to the specified standards, which was made possible by the integration
and testing phase. It aided in the early detection of any potential conflicts or inconsistencies
between various modules, enabling prompt resolution and the creation of a stable and
dependable system.

1.13 Deployment of System

Following extensive testing that included both functional and nonfunctional user
requirements, the Fleet Management System (FMS) was found to effectively meet all the
required standards. After testing, the FMS was declared prepared for deployment. For first
use, it was then given to fleet managers. During the deployment phase, researchers and
support staff were available to handle any unforeseen problems or offer assistance as
required. This made the switchover seamless and enabled fleet managers to use the FMS right
away without running into any possible problems. The Fleet Management System was
installed and configured in the production environment during the deployment phase. This
involved putting up the system's requisite hardware, software, and network infrastructure.
The FMS received a final round of testing before to deployment to confirm that it was
completely functioning and met all the requirements. Fleet managers were given initial access
to the FMS once it had been given the all clear for deployment. For the duration of this stage,
researchers and support staff were on hand to handle any problems or offer assistance as
needed. To ensure that fleet managers could utilize the technology properly, they also offered
training and assistance.

1.14 Maintenance

Throughout the deployment phase, there was constant monitoring and evaluation done to
obtain fleet manager comments, find any problems, and pinpoint areas that needed work. The
system's performance was improved using this input, and it was made sure to keep up with
consumer demands. The system's implementation was a continual process including feedback

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and development. During each round, the researchers resolved any flaws that appeared. They
also carried out routine upgrades and maintenance in order to improve client satisfaction and
system performance. The system is not deemed complete until it fulfils the needs and
expectations of the user, which are confirmed by demonstration, assessment, communication,
and conclusion.

1.15 Demonstration

The FMS demonstrated its capabilities during the trials, showcasing features including real-
time vehicle tracking, route optimization, maintenance planning, and driver performance
monitoring. The goal was to show how these capabilities successfully address typical fleet
management issues, such increasing operational effectiveness and cutting expenses.

1. Login Page

The login page is the very first interface that users see to log into the system. Users may sign
in to the system by entering their legitimate user name and password, as illustrated below.

Figure 1: Login Page

2. Admin Home Page

After Login to the system, Home page will be displayed as shown below:

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 Figure 2: Admin Home Page
Users in a system are classified into distinct levels with varied privileges. The higher the
privilege, the higher the level. For example, the Administrator/Admin/Director has complete
access to the system, including vehicles, drivers, bookings, customers, fuel, reminders,
income and expense, tracking, and Geophone. Other users have privileges dependent on the
information required for their professions, such as the driver, chief driver, and fuel attendants.
It is worth noting that all users in the system are added by the admin.

3. Users
This module is used to view the users of the system by clicking on the user management.

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 Figure 3a: Users

There is also add user that allows for the admin toad different users and giving them different
privileges.

Figure 3b: Admin Home Page

4. Vehicles

The vehicle module is far top-left. In this module the admin can add vehicle, add vehicle
group. In this module the admin can see the list of vehicles available for booking as shown
below

Add Vehicle

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 Figure 4: Adding Vehicles
This is a data entry function that is used to enter vehicle information into the system.
Steps for Adding Vehicle Specifications
1. Go to the vehicle module and select add vehicle.
2. Then, on the interface, enter the vehicle's pertinent information.
3. The tracking information is filled up automatically
After successfully adding a car, a success message will appear on the screen.

5. Vehicle List (Management)

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 Figure 5: Vehicle list

The vehicle module consists of the option vehicle lists, in which a list of vehicles and details
about them such as registration number, model etcetera is listed.

Edit vehicle details

1. Go to the vehicle module and select vehicle list.

2. Click on “on the Pen icon” button for editing a vehicle
3. Changed details if you want.
4. Click on “update vehicle” button. On success a notification will be displayed

6. Driver
Adding Driver

Figure 6: Adding Driver

The Driver module consists of the option Add Driver, which allows the administrator to add
drivers and input their details such as their License no, Name, Age etcetera

7. Driver List

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 Figure 7: Driver list

The Driver module also consists of the option Driver List which shows driver information
including their name, mobile number, license number etcetera.

8. Booking
Add Booking

Figure 8: Add booking

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The Bookings module has the option Add Booking that allows the administrator to add trips
and their associated details for instance Customer name, Trip Start Location, Trip End
Date, Trip Type etcetera.

9. Booking List

Figure 9: Booking list

The Bookings module also has the option Booking List which displays the status of each
booking done to a vehicle and the corresponding driver assigned to that concurrent booking,
as well as the customer who is involved with the booking of a particular vehicle.

10. Customer module

Add Customer

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 Figure 10: Customer Module

This is a subject which is used to add customer details to the system.

Steps to add customer details
1. Select add customer from customer dropdown.
2. Fill in customer name, mobile number, email address, and home address.
3. Finally, click on the ‘Add Customer’ button. After successfully adding a vehicle, a pop
up will show on the screen with a success message.

11. Customer Management (Customer Information)

Figure 11: Customer management

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Edit customer details
1. Go to the customer module and select customer management.
2. Click on “on the Pen icon” button for editing a customer
3. Changed details if you want.
4. Click on “update customer” button. On success a notification will be displayed

12. Adding Fuel

The image below depicts the vehicle fuel management table, which was created to store all
fuel management information.

Figure 12: Adding Fuel

13. Fuel Management

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 Figure 13: Fuel Management

14. Income and Expense

Add Income and Expense

Figure 14: Fuel Management

The Income and Expenses module also has the option of adding Incomes and Expenses.
Inside the Income and Expenses module consists of a sub module Income and Expense
Information which shows details such as Amount, Description, and Date etcetera.

15. Tracking

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Live Tracking

The Tracking module is responsible for apprehending the current location of a booked
vehicle which is being used at that concurrent time.

16. History Tracking

This module shows the history of locations that have been reached by vehicles at a particular
date and time.

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1.16 Evaluation
It was necessary to evaluate the FMS's performance in order to determine how well it
performed in terms of tracking vehicles precisely, producing reports, and offering useful
insights. System uptime and response times were evaluated as a reliability indicator. Through
user feedback and navigational simplicity, usability was assessed. By evaluating the system's
output against actual data, completeness, consistency, and correctness were determined.

1.16.1 Limitations Of Tracking System

1. Security and privacy: It is important to protect sensitive data, which calls for strong
security measures versus cyber threats. Loss of confidence, legal troubles, and
monetary damages might result from a data breach.
2. Data Integration: It took a lot of effort and time to integrate data from various
sources. Increased operational costs, inconsistent data, and poor decision-making can
result from this.
3. Cost: Setting up and maintaining fleet control systems may be costly, including up-
front fees for hardware and software as well as recurring charges like licenses and
training. Budget restrictions and lower profitability may result from this.
4. User buy-in: Proper instruction makes sure that staff members feel at ease utilizing
the system correctly. Lack of training may result in low conversion rates, decreased
productivity, and higher operating expenses.
5. Technical Challenges and Dependence on Technology: Technical hiccups,
connectivity issues, and dependence on internet connectivity might impair system
performance. Delays in deliveries, lower productivity, and higher operational costs
can result from this.
6. Ensuring data accuracy and dependability: It is crucial for making well-informed
decisions. An inability to make informed decisions can result in lower productivity,
higher operating expenses, and poor decision-making.
7. Compatibility with Existing Processes: The system may need to be changed, and
new employees may need to be trained, in order to be adjusted to current processes.
Workers opposition, lower output during the transition phase, and greater operational
costs are all possible outcomes of this.

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 8. Limitation of GPS Technologies: Signals from GPS can be hampered by barriers,
resulting in erroneous or delayed location data. In addition to greater operational
costs, this may cause deliveries to be delayed and customers to be less satisfied.
9. The lack of internet access and an effective network can make it difficult to acquire
real-time data and sustain constant connection with moving vehicles in isolated or
rural areas where connectivity may be patchy or unreliable. Failures in data updates,
decreased fleet operations visibility, and difficulty-making decisions can all be
consequences of this.

1.17 Communication

Presentations and reports were used to explain the study's findings and the software design
technique to management audiences. The emphasis was on demonstrating the shortcomings
of conventional fleet management practices and how the FMS provides a remedy.
Technology-savvy decision-makers were likely to fully comprehend the system's advantages
thanks to clear communication.

1.18 Conclusion

The results of the study and the software design strategy were presented to management
audiences in reports and presentations. The emphasis was on showcasing the flaws in
traditional fleet management methods and how the FMS offers a solution. Clear
communication made it more likely that decision-makers who were familiar with technology
would completely understand the benefits of the system.

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2.0 Future Work
There is a lot of possibility to extend this project, a dedicated desktop application might be
built to track the vehicles as well as can have filters to pick different cars. The project might
be hosted on an online server and made accessible to a wider user base. The UI may be
updated to make the program look more elegant and rich. Add the feature to store the trips
done by every vehicle on a certain day. Perform analysis on the old data and develop reports,
which could be valuable for the business.

• Creating a desktop program with changeable parameters for the car tracking system,
frame speed, detection level, and vehicle types. The application would also contain filters
to pick vehicles based on characteristics like color, size, speed, and direction.
• Mobile Apps: Consider designing mobile applications that supplement the core fleet
management system, offering capabilities like real-time vehicle tracking, driver
notifications, and simple data entry.
• Hosting the car tracking system on a web server to make it accessible to a larger user
base. This would enable processing of various video streams from diverse sources and
locations, and provide a central platform for data storage and analysis. Cloud computing
resources, such as GPU acceleration, could be employed to boost system performance
and scalability.
• Enhancing the user interface of the vehicle monitoring system to make it visually
appealing and feature-rich. The UI would provide additional car information including
license plates, owners, destinations, and histories. Interactive features such as zooming,
panning, and annotating video frames could be integrated. Integration with other
programs like maps, navigation, and traffic management would provide extra context and
usefulness.
• Improved Tracking: Develop a custom computer program that effectively monitors
vehicle whereabouts in the fleet, allowing users to readily find vehicles based on location
or repair needs.
• Online Access: Make the fleet management system reachable through the internet,
enabling users to access it anytime, anywhere and boosting collaboration among
stakeholders.

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• Record travels: Implement a feature that records full information about each vehicle's
travels, including starting and finishing locations, distance traveled, duration, and fuel
consumption.
• Connect with Other Systems: Explore integration opportunities with other relevant
products or services, such as fuel management or GPS monitoring, to streamline data
transmission and automate procedures.
• Scalability and Security: Guarantee that the system is capable of handling future
expansion in fleet size and number of users, while adopting rigorous security measures to
secure sensitive data.

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3.0 Conclusion
The creation of a system for fleet management has effectively given complex and efficient
management solutions for arranging and monitoring fleets of vehicles. Key components were
integrated throughout the development process to guarantee the system's effectiveness and
usability. The system has a user-friendly interface which enables fleet managers to simply get
critical information and perform essential actions. It provides real-time tracking of vehicles,
maintenance scheduling, fuel usage monitoring, driver management, and analysis
capabilities. These capabilities help fleet managers to make educated decisions, optimize
operations, and enhance efficiency.

To deliver accurate and up-to-date information, the platform utilizes technologies such as
GPS tracking, telematics, and data analytics. This allows managers of fleets to track vehicles'
locations, evaluate performance, and examine data for improved decision-making. Security
was a major priority, leading to the introduction of authentication and access control
measures to protect critical fleet data. The development team followed industry standards and
adopted an agile development style, allowing for iterative development, regular updates, and
continual improvement. Stakeholder participation and cooperation ensured that the system
met specific criteria and addressed pain points efficiently.

More so, the fleet management system development has effectively given an integrated
approach that streamlines operations, enhances decision-making, and promotes efficiency.
With its straightforward design, advanced functionality, and robust safety measures, the
system delivers great benefits to the fleet's management operations, including cost savings,
better productivity, and enhanced customer satisfaction. Additionally, the fleet management
system can be employed by anyone who owns a fleet of vehicles and needs to track them in
real time. The system also provides an API that developers may exploit to construct their own
applications, such as a tracking application for a group of Students on vacation. This project
has provided important experience in web application development, incorporating famous
frameworks like PHP and Codeigniter.

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