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Terms of Reference for the Development of an Application

VTC and Taxi Meter Fleet Management Web

1. Introduction

1.1. Context

The company SOUMAFE Sarl, specialized in the management of automobile fleets, wishes to develop a
web application to improve the management of its VTC (Voiture de Transport avec Chauffeur) vehicles
and metered taxis. The objective is to create a centralized solution to manage the operations of the
different fleet owners, improve operational efficiency and offer an optimal user experience.

An owner (legal or natural person) of one or more vehicles entrusts the management of his/her vehicles to
the company SOUMAFE. The company SOUMAFE makes a payment to him/her each month in accordance
with the contract signed with the owner. A commission is also paid to the business provider.

The company ensures that it carries out the various procedures to obtain the administrative documents, in
particular the comprehensive insurance or the insurance for metered taxis, the parking card, the registration
document, the technical inspection, the patent, the sticker, etc.

One or two drivers, maximum three drivers are recruited per vehicle. Each driver makes a daily payment
after work. This amount is defined when signing the contract. It includes the company's income and the
score that will be paid to it at the end of the month or at the end of the contract after having paid any fines
committed by the driver.

The company takes care of breakdown management, periodic maintenance, administrative renewals of
transport documents (insurance, license, parking card, etc.) and informs drivers about the expiration of
driving licenses. It ensures the traceability of driving of each vehicle.

Following the drivers' payments, the company will in turn have to make payments
periodic payments to the bank for the repayment of the loan granted by the latter.

The company manages its expenses including employee salaries, electricity, water, telephone and internet
bills. Payment of suppliers and service providers.

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So, there are two types of expenses. One related to vehicles and the other related to
internal charges.

1.2. Objective

Develop a fleet management web application for VTCs and metered taxis to manage
reservations, track vehicles in real time, organize maintenance, and generate detailed
financial reports.

2. Project Description

2.1. Scope of the Project

The project encompasses the design, development, testing, deployment and maintenance
of the web application. Features will include managing:

• Vehicles (name, registration, color, dealer, etc.); • Vehicle owners (legal

or natural person); • Rental reservations; • Rental customers; •
Drivers and their schedules; • Receipts
and payments from vehicle
owners; • Bank deposits; • Payment
of fines (speeding, not wearing a seat belt

etc.) ;
• servicing and maintenance management; • real-
time vehicle tracking; • administrative
document tracking; • financial reports; •
user management.

2.2. Specific Objectives

• Provide an intuitive user interface for owners, drivers and

administrators. •

Integrate booking and ride management features. • Provide real-time vehicle tracking
via GPS. • Manage vehicle maintenance and service reminders. •
Generate detailed financial reports for each fleet owner.

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• Implement robust security features for managing

users and data.

3. Functional Requirements

3.1. User Management

• User registration and authentication (owners, drivers, administrators). • Role

and permission
management. • Customized dashboard
for each type of user (drivers,
owners, employees etc.).

3.2. Reservations and Races

• Reservation module for customers. •

Automatic or manual allocation of trips to drivers. • Real-time trip
tracking. • Automatic calculation
of fares for metered taxis and VTCs.

3.3. Vehicle Tracking

• GPS integration for real-time vehicle tracking. • Trip and

ride history. • Notifications when exceeding
the authorized speed or defined geographic zones. • Information on each vehicle:
make, model,
registration, year, etc. • Vehicle status tracking (available, in maintenance, etc.).

3.4. Vehicle Maintenance

• Track maintenance and repairs. • Notifications for

regular maintenance and necessary repairs. • Complete maintenance
history for each vehicle.

Performance Monitoring and Reporting

• Reports and Analysis:

• Analysis of vehicle performance (daily mileage, hour
start and end, fuel consumption).

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• Driver performance: number of trips, customer rating.

• Key Performance Indicators (KPI): • Vehicle occupancy
rate, revenue generated, etc.
• Custom Dashboards:

• Real-time operations overview.

7. Inventory and Fuel Management

• Inventory Monitoring:

• Management of spare parts and consumables (tires, oils). • Fuel Management:

• Tracking fuel consumption by vehicle. • Management of fuel cards

and associated expenses.

8. Security and Compliance

• Monitoring of Violations:
• Management of fines and traffic violations.

• Regulatory Compliance: • Verification

that all drivers and vehicles comply with the
local regulations.
• Incident Monitoring:

• Management of reported accidents or incidents.

9. Notifications and Alerts

• Automated Alerts: • Notifications

for upcoming maintenance, insurance renewal,

etc.

• Reminders for Drivers: • Alerts on

mission start times, document deadlines.

3.5. Financial Reports

• Generation of detailed financial reports (income, expenses, profits, etc.). • Reports by vehicle,
driver and fleet owner. • Export of reports in CSV, PDF, etc. formats.

4. Non-Functional Requirements

4.1. Performance

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• The application must be able to handle multiple users simultaneously without

performance degradation.
• Fast response time for all common transactions.

4.2. Security

• Encryption of sensitive data (users, transactions). •

Implementation of robust security protocols (HTTPS, authentication
two factors). •
Compliance with data protection regulations (e.g. GDPR).

4.3. Compatibility

• Compatible with major web browsers (Chrome, Firefox, Safari, Edge). •

Responsive design for optimal use on different devices (computers, tablets,
smartphones).

4.4. Scalability

• Scalable design to allow the addition of new features and the management of
an increasing number of users and vehicles.

5. Deliverables

5.1. Documentation

• Detailed specifications. •
Technical documentation for developers. • User
manual and training guides for end users. • Test report and maintenance
plan.

5.2. Software

• Complete application source code. •

Deployment of the application on production servers. •
Deployment and configuration scripts.

5.3. Support and Maintenance

• Post-deployment technical support for a defined period. • Regular

update and bug fixing.

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6. Project Planning

6.1. Project Phases

• Phase 1: Analysis and Design (1 week) o Needs analysis o

Drafting of specifications o
Design of architecture • Phase 2:
Development (02 weeks) o Development
of front-end and back-end modules o Integration of
functionalities o Unit tests

• Phase 3: Testing and Validation (1 week) o Integration

tests o Performance tests o
User tests

• Phase 4: Deployment (03 days) o Preparation

of the production environment o Deployment of the application
o Monitoring and adjustments • Phase 5:
Support and Maintenance (12
months) o Technical support o Corrections and updates

7. Budget and Resources

7.1. Budget

• Cost estimation for each phase of the project. • Costs of the

necessary infrastructure and licenses.

7.2. Human Resources

• Project manager •
Front-end and back-end developers • UI/UX
specialists • Testers

• Support technique

8. Success Criteria

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• Respect of deadlines and budget.

• Compliance with functional and non-functional requirements.
• End user satisfaction.
• Performance and stability of the application in production.

COMPLEMENT DE COMPREHENSION

1. Preliminary Studies and Documentation

1.1. Needs Analysis

• Stakeholder Meetings : Talk to fleet owners, drivers, and other users to understand their
specific needs and required features.

• Market Research : Analyze competing applications and identify gaps and

opportunities.
• Requirements Identification : Define functional requirements (e.g. management
reservations, vehicle tracking) and non-functional (e.g. security, performance).

1.2. Drafting of the Specifications

• Project Description : Objectives, scope, and limitations.

• Detailed Features : List and describe in detail all the features.
• Constraints and Requirements : Technical, regulatory, and security.
• Success Criteria : Performance indicators and acceptance criteria.

2. Project Planning

2.1. Project Plan

• Timeline : Define the phases of the project with clear milestones.

• Resources : Determine the resources needed, including the development
team, tools, and technologies.
• Budget : Establish a detailed budget covering development, testing, deployment,
and maintenance.

2.2. Risk Management

• Risk Identification : List potential risks (technical, financial, organizational).

• Mitigation Plans : Develop strategies to minimize identified risks.

3. Application Design
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3.1. System Architecture

• Choice of Technologies : Select technologies for the front-end (React, Angular),

the back-end (Node.js, Django), and the database (PostgreSQL, MongoDB).

• Architecture Design : Define the software architecture (microservices, monolithic,

etc.).

3.2. Conception UI/UX

• Wireframes and Mockups : Create mockups and prototypes of the application to

validate the user interface and user experience.
• User Testing : Conduct user testing to get feedback and refine designs.

4. Application Development

4.1. Configuring the Development Environment

• Development Tools : Install and configure the necessary tools (IDE,

version managers, CI/CD pipelines).

4.2. Development of Features

• Front-end : Develop the user interface.

• Back-end : Develop the necessary services and APIs.
• Database : Design and implement the database schema.

5. Tests et Validation

5.1. Unit Tests

• Test Automation : Write unit tests for each module.

5.2. Integration Tests

• Validation of Interactions : Test the interactions between the different modules.

5.3. System Tests

• Comprehensive Testing : Perform testing on the entire application in a production-

like environment.

5.4. User Tests

• User Feedback : Organize testing sessions with real users to get feedback.

6. Deployment
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6.1. Preparation for Deployment

• Documentation : Write documentation for users and technical team.

• Server Configuration : Prepare the production infrastructure (servers, databases
of data).

6.2. Putting into Production

• Initial Deployment : Deploy the application to production servers.

• Monitoring : Implement monitoring tools to track performance and detect problems.

7. Maintenance and Support

7.1. Post-Deployment Monitoring

• Bug Fixes : Fix bugs found after deployment.

• Updates : Deploy updates to improve the application and add new features.

7.2. User Support

• Technical Support : Provide technical support to help users solve problems they
encounter.
• Training : Offer training sessions for users.

8. Evaluation and Continuous Improvement

8.1. Project Evaluation

• User Feedback : Collect and analyze user feedback to

identify areas for improvement.
• Performance Reports : Analyze application performance and identify
areas requiring optimization.

8.2. Continuous Improvement

• Continuous Development Plan : Develop a plan for regular updates and

improvements based on user feedback and performance analysis.

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