1.

INTRODUCTION

The growing demand for efficient and reliable car rental systems has highlighted the need
for a streamlined and user-friendly platform. The Commercial Car Rental System is
designed to facilitate car owners in renting out their vehicles to organizations under a
contract-based arrangement. This platform enables users to provide details about their cars
and personal information, which is then used to establish rental agreements with
organization for a minimum period of three months. The system is designed to ensure
transparency, efficiency, and security for both car owners and renting organizations.

1.1 Existing System

The current system focuses on a Car Rental System where cars are rented to customers or
organizations. However, traditional systems lack features for smooth management of
customers, cars, and rental details. There is also limited automation, which increases
manual effort. Our new system uses advanced technology to manage the car rental process
more efficiently. It ensures accuracy, saves time, and provides an intuitive interface for
admins, customers, and organizations. Key features
• User Registration and Login: Admins, customers, and organization employees can log in
securely to access personalized features.
• Car Management: Register cars, upload images, and track their availability and rental
status. • Rental Process Automation: Simplifies customer and organization rental
requests, with contract duration tracking.
• Database Integration: Stores all details securely in a database for easy retrieval and
updates.

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 1.2 Need for the System

The new system addresses limitations of the existing manual processes and introduces:

• Accurate Data Management: Automated collection and storage of user and car details
ensure accuracy.
• Smarter Operations: Tracks rental contracts and rental history efficiently.

• Improved User Engagement: A dashboard for admins and login features for customers
improves accessibility.
• Integration with Databases: Ensures secure storage and retrieval of data for seamless
operations.

1.3 Scope of Work

The proposed system covers:

• User Management:

o Admin and customer logins with a personalized dashboard. o

Features to update or retrieve user details.

• Car Management:
o Adding, updating, deleting, and showing car details.
o Storing images and tracking conditions of cars.

• Rental Process:
o Managing contracts with organizations (minimum 3 months to a maximum of 5 years).
o Admin approval or rejection of rental requests.

• Customer Access: o Allows customers to track rental status and view organization details
for their rented cars.

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 1.4 Software and Hardware Requirements

Hardware Requirements:

• Processor: Intel Core i3 or equivalent (2.0 GHz or higher).

• RAM: 4 GB (8 GB recommended for smooth performance).
• Storage: 500 GB HDD or 128 GB SSD (for faster performance).
• Graphics: Integrated graphics card (no high-end graphics needed).
• Monitor: Minimum resolution of 1366x768.
• Peripherals: Keyboard, Mouse, and Internet connectivity.

Software Requirements:

• Operating System: Windows 10/11, macOS, or Linux (Ubuntu 20.04 or later).

• Database: MySQL
• Database Design Tool: MySQL Workbench.
• Dependencies: JDBC Driver for Java-MySQL integration.

1.5 Detail Description of Technology Used

• Used Java and Swing:

The application is built using Java and Swing for a robust, user-friendly GUI. These
technologies allow cross-platform functionality and seamless database integration.
• MySQL:
Used for managing all database operations, including storing and retrieving
customer, car, and rental details.
• Development Environment:
The system is developed using tools like NetBeans or IntelliJ IDEA, offering
debugging and testing features to ensure smooth functionality.

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2.PROPOSED SYSTEM

2.1 Proposed of System

The Commercial Car Rental System is designed to store and manage all user, car, and
rental data efficiently within the application. The system automates the process of data
storage, retrieval, and management, significantly reducing manual effort and the risk of
data loss. Backup options ensure that no critical data is lost, even in unforeseen
circumstances. For example, if an admin needs to search for a specific car's rental history,
the system provides this information within seconds. Additionally, data backups can be
created daily and stored on external devices like USB drives, CDs, or hard disks for added
security.

2.2 Objective of System

a) User-Friendly Experience
• The proposed system offers an intuitive interface for both admins and customers, making
it easy to store, retrieve, and manage data.
b) Quick and Accurate Report Generation
• Monthly or on-demand reports, such as car rental history or customer activity
summaries, can be generated with minimal effort.
c)Reduced Paperwork
• All records are digitized, eliminating the need for physical files. This streamlines data
entry and retrieval processes, reducing the risk of misplaced or damaged documents.
d)Efficient Car Management
• The system includes features to register new cars, track rental statuses, and update car
conditions dynamically.
e) Automated User Management
• The system simplifies the management of customer profiles, including contact details,
rental preferences, and driving license status.
f) Real-Time Updates
• Users and admins can view real-time updates on car availability, rental status, and
contract durations.

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 g) Secure Authentication
• The system includes role-based authentication, ensuring only authorized personnel can
access or modify sensitive data

2.3 User Requirements

Functional Requirements:

1. User Registration:

o Users (customers and organizations) must be able to register with their details, including car
details and personal information.

2. Login and Authentication:

o Users should be able to securely log in using their credentials.

3. Car Registration:

o Users must be able to provide car information for rental purposes.

4. Contract Creation:

o The system should allow the creation of contracts between the user and the organization for a
minimum of 3 months.

5. Rental Management:

o The system must manage rental requests, approvals, and cancellations efficiently.

Non-Functional Requirements:

1. Performance:

o The system should process user requests (e.g., car registration, login) within 2-3 seconds.

2. Scalability:

o The system must handle multiple users simultaneously without performance degradation.

3. Reliability:
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 o The system should operate 24/7 with minimal downtime (99.9% uptime).

4. Usability:

o The user interface should be intuitive and easy to navigate, with clear instructions.

5. Security:

o Sensitive user data (e.g., personal details and contracts) must be securely stored using
encryption.

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3. ANALYSIS AND DESIGN

3.1 Module Hierarchy diagram

3.1 Module Hierarchy Diagram of Commercial Rental System

The module hierarchy diagram of the Commercial Car Rental System outlines three main user roles:
Customer, Admin, and Organization, each performing specific tasks to ensure smooth operations. The
Customer Module allows users to log in, view the rental process to check available car details, and log out,
enabling basic access to monitor their rental journey. The Admin Module acts as the system's central
control, where admins can log in, input customer details, register car information, and rent cars to
organizations, ensuring efficient management of data and processes. The Organization Module enables
organizations to register, apply for car rentals based on their needs, and log out after completing their
requests, focusing on managing rental contracts and workflows. This hierarchical structure ensures a
streamlined flow of responsibilities, clear task distribution, and effective interaction among all user roles,
enhancing the system's overall usability and functionality.

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3.2 ER Diagram

3.2 ER Diagram of Commercial Car Rental System

The ER Diagram for the Commercial Car Rental System visually represents the relationships among
the main entities: Customer, Cars, and Organization, along with their attributes and interactions. The
Customer entity includes attributes such as Customer Id, Name, DOB, Email ID, Mobile No, and
Address to uniquely identify and manage customer details. The Cars entity holds details like Car Id,
Model, Condition, and Price, representing car information available for rent. The relationship Rents
connects the Customer and Cars entities, showing that a customer can rent one or more cars. The
Organization entity contains attributes such as Name, Email, Contact Information, Position, Duration,
and Price, focusing on organizations that rent cars. The Rented To relationship connects the Cars and
Organization entities, indicating the car rental process to organizations. This diagram effectively
captures the data flow, relationships, and attributes needed to implement a contract-based car rental
system, ensuring clarity and efficient management of users, vehicles, and rentals.

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 3.3 Class Diagram

3.3 Class Diagram of Commercial Car Rental System

The class diagram for the Commercial Car Rental System illustrates the key entities and their
relationships within the system. The primary classes include Customer, Cars, Rental,
Organization Employee, and Admin. The Customer class contains attributes such as name,
contact details, and ID, representing individuals renting out their cars. The Cars class manages
attributes like car model, condition, and car ID, serving as a repository for car-related data.
The Organization Employee class represents employees of organizations renting cars, with
attributes like name and contact information. Lastly, the Admin class handles system
operations, including customer and car management. The relationships between these classes
depict associations like rentals being facilitated by admins and cars being linked to customers
and organizations. This structure ensures clear functionality and data flow within the system.

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3.4 Use Case Diagram

3.4 Use Case diagram of Commercial Car Rental System

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The use case diagram for the Commercial Car Rental System outlines the key functionalities and
interactions between the system and its users. It highlights five primary use cases: Login, Customer
Registration, Car Registration, Rental Process, and Logout. The Login use case allows users to access
the system securely. Customer Registration enables new users to register their details within the system
for identification and rental purposes. Car Registration allows car owners or administrators to input
vehicle details, ensuring availability for rental. The Rental Process manages the core functionality,
where users or organizations can request and finalize car rentals. Finally, the Logout use case ensures
users can securely exit the system after completing their tasks. This diagram provides a concise
representation of the system's primary features and their interactions with users, focusing on ease of
use and functionality.

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3.5 Activity Diagram

3.5 Activity Diagram of Commercial Car Rental System

The activity diagram illustrates the workflow of the Commercial Car Rental System,
starting with users logging in or registering by entering their username and password,
which are then verified by the system. If verification is successful, new users are
registered, and existing users proceed to add details such as customer and car information.
The process continues with managing car rentals, where requests are either approved or
rejected based on availability and other factors. Finally, users log out to complete their
interaction with the system. This sequence ensures a streamlined and structured approach
to user registration, data entry, and rental processing.

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 3.6 Sequence Diagram

3.6 Sequence Diagram of Commercial Car Rental System

The sequence diagram for the Commercial Car Rental System illustrates the step-by-step
interaction between the Customer, Rental Website, Car Database, Verification System, and
Booking System. Initially, the customer searches for a car on the rental website. The

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website fetches the list of available cars from the car database and displays it to the
customer. The customer selects a car and provides the required details, which are sent to
the verification system for validation. Once the details are verified, the system confirms
the information and proceeds to book the car through the booking system. The booking
system confirms the reservation and sends a confirmation back to the customer. This
diagram highlights the systematic flow of information and ensures that every step, from
searching to booking, is validated, and confirmed for a seamless user experience.

3.7 Database Structure

1.Users Table

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2.Customer Table

3. Car Table

4.Car Image Table

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5.Organization Employee Table

6.Rental Process Table

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 4.Development &Implementation-User Interface Design with Business Logic.

Here the admin Can Login Using Admin Id, Password Admin Can Register other admins as well
And Use Forget Password to get the password

Here Admin Registration is done

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After successful login of admin, it will show message.

After Successful Login the Dashboard Is Shown

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Here Admin Will Register the Customer Details and Update and delete. The Customer by
Using Id. And Search the Customer

After Successfully Registration It Will Show The Customer registered Successfully

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 Here the Customer Data Is Shown.

Here The Car Registration Using Customer Id. we can Update the Car Details and search the car details and
delete the car details

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 After Submitting Car details, It Will Show the Message.

Car Data Is Shown Here.

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Here The admin can accept or reject the Organization request after accepting he can create a
contract with them.

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Here After Approving It Will Show that request approved successfully.

This is the contract page where the contract between organization and customer with their car is
done.

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It is organization request page when request to the admin to the send the car

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 5.CONCLUSION

The Commercial Car Rental System is a robust and efficient platform designed to streamline the
process of renting cars to organizations. It enables users to register their vehicles and personal
details, which are then rented out to institutes or stations under a contract-based system, ensuring
a minimum engagement period of three months. By leveraging a combination of Java Swing for
desktop-based frontend interfaces, Java for backend logic, and MySQL for database
management, the system provides a seamless and scalable solution. This project demonstrates a
practical implementation of technology to simplify commercial car rental operations while
fostering trust and transparency between all stakeholders involved.

6.REFERENCE
• Stack Overflow, "Background color in input and text fields," available:
https://stackoverflow. com/questions/5617703/background-color-in-input-and-text-fields.
• Lottie Files,"Animations: Expenses,"available: https://lottiefiles.com/search?q=expenses&
category=animations
• Namecheap, "Logo Maker," available: https://www.namecheap.com/logo-maker/.
• GitHub, "GitHub Homepage," available: https://github.com/.
• "Designing User-Centric Platforms for Rural Communities," Tech for Good Summit, 2023.

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