CHUKA UNIVERSITY

CAR WASH MANAGEMENT SYSTEM

NAME:CHARLES KINYUA MWIHU

SUPERVISOR: JANE KATHAMBI

CHUKA UNIVERSITY
DECEMBER 2024
DECLARATION

This seminar report is my original work and has not been submitted for
examination in any other university.

Signature:…………………………………..

Date:……………………………………….

Name:.……………………………………………

Reg number:…………………………………………

RECOMMENDATION

This seminar report has been submitted for examination with my approval
as the university supervisor.

Signature:……………………………………….

Date:……………………………….

Supervisor name:……………………………………………………..
DEDICATION

I dedicate this project to my parents who have supported me from the

beginning and also to Mr Pius Ochieng the manager of Auto Sparkle Car
Wash.

ACKNOWLEDGEMENT

I give thanks to ALMIGHTY GOD, the one who reigns supreme in the affairs of men
and whose words are yea and amen without whom the completion of this project
would have been impossible. I’m grateful.
I give thanks to my parents and sisters for their emotional and financial support
throughout the project.
My sincere thanks go to my supervisor, Jane Kathambi, and his department for their
support and guidance throughout the project. His know-how and feedback have been
of great help in the completion of the project.
ABSTRACT

Auto Sparkle Car Wash is facing a problem of poor management and the
sharing of information with its customers. All activities and services
advancement reports in the car wash are done manually and this cases a
waste of time and out-performance of the car wash. The purpose of this
work is to design and implement a website that helps the car wash to
manage all problems relating to the communication between customers,
employees, and car wash staff. This website offers the ability to
communicate with customers and car wash management quickly. It also
offers the owner of the car wash the ability to view all activity processes
done by managers on daily basis through bill reports.
A waterfall model in software development will be used to develop this
website and with this model, the whole process of software development
is divided into separate process phases and those phases are developed
one after another. After the implementation of this website, it will be
tested and verified to check if it can solve a lot of problems faced by Auto
Sparkle Car Wash relating to the manual system.
 table of content

DECLARATION........................................................................................2
RECOMMENDATION..............................................................................2
DEDICATION............................................................................................3
ACKNOWLEDGEMENT..........................................................................3
ABSTRACT...............................................................................................3
List of figures..............................................................................................6
Important Terms and Their Meanings Car Wash Management System....7
Integrated Payment...................................................................................8
Functional Requirements..........................................................................8
User Authentication..................................................................................8
Data Encryption ........................................................................................8
CHAPTER 1:INTRODUCTION TO THE STUDY..................................9
1.0: INTRODUCTION...............................................................................9
1.1 BACKGROUND OF THE STUDY...............................................9
1.2 PROBLEM STATEMENT..........................................................11
1.3 objectives of the study..................................................................12
1.3.1 general objective..................................................................12
1.3.2 specific objectives................................................................13
1.4 scope of the study.........................................................................13
Chapter 2: literature review of the project................................................14
2.1 Introduction...................................................................................14
2.3 Manual Systems in Car Wash Operations....................................15
2.5 Communication in Service Industries...........................................16
2.7 gaps in existing research...............................................................18
Chapter 3:Research methodology.............................................................19
3.1 research design 3.1.1 Descriptive Design:...................................19
3.2 Research tool and procedure.........................................................20
3.3 system requirement.......................................................................21
3.3.1 Functional Requirements.....................................................21
3.3.3 Hardware Requirements.......................................................22
3.3.4 Software Requirements........................................................22
List of figures

1: Chapter 3 :figure 3.1

Important Terms and Their Meanings

Car Wash Management System
A computer
based platform that automates and makes the operations
of a car wash business more efficient.
It manages customer information, the activities of
workers, the record of services rendered, and
communication.

Manual System
This is a conventional process involving record-keeping,
communication, and
scheduling done manually and usually with the use of pen
and paper. These are prone to inefficiency and errors.
 Automated System
A computerized system that replaces manual
processes by using digital tools, increasing efficiency,
accuracy, and communication.

Waterfall Model
Software development
methodology; the entire development process
is segmented into a series of stages, like requirement
analysis, design, implementation, testing, and
maintenance. Each stage alone is completed
before moving to the next stage.

Requirement Analysis
It is the process of detecting and recording information
about the need for, and expectation from, the software sy
stem by the user.

System Design
The phase of software development at which the overall
architecture and user interface of the system are planned
and structured.

Prototyping
Creating an early version of a system or application to
demonstrate its features and gather feedback for
improvements.

Pilot Testing
Deploying a system in a limited capacity to evaluate its
functionality and effectiveness before full
implementation.

Customer Notifications
Digital alerts sent to
customers for updating them about the status of their
service via email, SMS, or any app notifications.
Task Assignment
Workload and availability-based allocation of specific
tasks/duties to employees.
 Integrated Payment
The integration of secure payment processing
features within, allowing customers to pay for services
digitally.

DBMS (Database Management System)

A software tool to store, organize, and manage
data. In this context, MySQL is utilized to store records of
customers, employees, and services provided.

Functional Requirements
Distinct characteristics/functionalities of what a
system should provide. These include user
authentication, notifications, and record keeping, among
others.

Non-Functional Requirements
Characteristics that relate to the system in operation,
such as performance, usability, reliability, and security.

User Authentication
The mechanism
to check users' identities before accessing any system.

Performance Testing
The process of evaluating a
system's performance under specified conditions, such as
heavy user traffic. System Reliability The ability
of the system to operate predictably without failure over
a certain time period.

Data Encryption
The process of protecting sensitive data from
unauthorized access by converting it into a
coded form that shall only
be accessible through some decryption key.
Customer Record Management Storing and
retrieving all customer information, including any service
history and payment record.
 Analytics
Features in a system that generate insights and
performance data to help businesses make informed
decisions

CHAPTER 1:INTRODUCTION TO THE STUDY

1.0: INTRODUCTION.

This chapter provides an overview and basic information on the whole

project.

Computer applications and websites become more useful in proving

efficiency and effectiveness to meet the objective. this research aims to
develop a website that will be used for delivering services sharing
content, and communication between customers workers, and the outside
world. creation delivery of presentations and offers research
administrative support and customer records to improve the car wash
working environment

1.1 BACKGROUND OF THE STUDY

Auto Sparkle Car Wash is a private company which is located in Nairobi.

Peponi road opposite Sarit center, Nairobi.
This car wash has started working in 2015 with 15 workers known as
washers and it keeps on improving whereby currently they have 38
workers and 2managers one for the morning and the other for the evening
shifts and both of them are the ones to coordinate all activities of the
company and manages employees in order to achieve company
objectives.

Commercial vehicle washes present two opportunities for water

conservation based both upon differences in construction and operator
preferences. Commercial car washes are categorized as either convey, in-
bay automatic, or self-serve, and include those car washes that are
available for public use at stand-alone facilities where we locate hand car
wash.

Hand car wash system usually washes cars by using water and soap. for
Auto Sparkle Car wash, their daily activities and all activities and
information are managed manually. The communication between
customers and employees in the care wash is not effective because
customers are not notified when their cars are ready to be delivered. the
reason why the research has thought of establishing an automated
information management system, bookings, and show services that the
car wash provides. This will help managers to communicate with their
customers and inform employees about daily concern activities and
assign duties accordingly. this adds more advantages compared to manual
systems as the car wash will easily communicate with its customers and
improve performance.
1.2 PROBLEM STATEMENT

The hand car wash its department of giving services to customers is still
using a manual system to manage information about the car wash
business. Due to the large number of customers nowadays, its department
faces numerous problems when capturing, storing, securing, and
retrieving information related to the car wash business, and
communicating to customers seems to be a big challenge.

When a customer comes to the car wash, the negotiation is made between
the car's owner and the preferred washer and this takes time because each
and every one wants to be selected. The way recording receives
customers is currently done by recording customers using a pen and a
notebook, this manual operation can generate a loss of information easily.
One employee can have more than one while others haven’t and this
seems to be inefficient among employees and can cause their customers
to wait for long. Because washers are the ones to negotiate with
customers, they sometimes look at their interests where they can provide
poor services to customers for them to gain more per day this can cause
the customer to not go back to the same car wash because the service was
not attractive.

The payment of fees is not done effectively because customers pay

washers then the washers will pay on their own the manager based on the
car model wash and the service provided because they can either provide
exterior wash or internal wash. This must be a problem when the
manager is distracted and is not be aware of all the washers information
1.3 objectives of the study

1.3.1 general objective

The main objective of this project is to develop and implement a website

that will manage the customer as well as employee profiles, keep track of
the wash records of each customer as well and support and simplify the
process of communication and information sharing in the car wash.

1.3.2 specific objectives

1. To develop an application that will allow the distribution and sharing

of information about the car wash by notifying customers to come and
take their car as quickly as possible.

2. To develop an application that manages the records of car wash

activities.
1.4 scope of the study

this scope was limited to the creation and development of the proposed
application software this software works as a standalone system and
helps the car wash employees and customers communicate and manage
their data

Due to limited time and financial means, the study will be conducted at
Auto Sparkle Car Wash, a private company located in Nairobi, Peponi
Road opposite Sarit Center.

This research started in September and ended with the submission of the
final report of this research.

The application will be based on the communication between the car

wash administration employees and customers.
Chapter 2: A literature review of the project

2.1 Introduction

This chapter presents a review of related studies, systems, and

technologies from which the development of a car wash management
system can obtain relevant information. The study looks at previous
research on automated systems in service industries, identifies gaps in
current methods, and evaluates technologies that align with the
objectives of this
project. This literature review synthesizes related studies to set the basis
for the proposed solution to improve operations at Auto Sparkle Car
Wash.

2.2 Overview of Automated Management Systems

Automated management systems have become integral to modern

businesses, replacing manual processes with efficient, reliable digital
solutions. Research highlights their ability to streamline communication,
reduce human errors, and improve operational performance. Automated
systems have been successfully implemented across industries such as
retail, hospitality, and logistics, demonstrating their versatility and
adaptability.

Key Benefits of Automated Systems:

Improved Record Keeping: Automated systems store data securely and

provide easy access for analysis and reporting.
Enhanced Communication: Systems facilitate seamless communication
between stakeholders, such as managers, employees, and customers.
Operational Efficiency: They minimize redundancies, reduce delays,
and optimize resource allocation.
For service-oriented industries like car washes, automation ensures
accurate customer management, timely service delivery, and better
employee coordination.

2.3 Manual Systems in Car Wash Operations

Car wash businesses have typically used manual

systems to manage their operations. Recent studies indicate that such
manual systems
are characterized by inefficiencies, including loss of data, breakdown
in communication, and delays in the delivery of services. These
challenges are especially evident in growing businesses where customer
volume and operational complexity increase.

Common Challenges in Manual Systems:

Inability to easily track customer records and service history.

Lack of effective communication between employees and customers.
Inconsistencies in handling payments.
Wastage of time by manually scheduling and reporting.
Studies on the shift from manual to automated
systems reveal substantial enhancement in productivity, customer
satisfaction, and revenue generation.

2.4 Current Car Wash Management Solutions

There have been various car wash management systems developed

to solve issues in the industry. These
systems generally comprise the following features:

Customer Management: Profiles, history of services offered,

and notification.

Service Scheduling: Automating booking and scheduling of services.

Payment Integration: Secure payment processing and financial record-
keeping.

Reporting and Analytics: Detailed performance and revenue insights.

For example, research into car wash management
applications, like that by [author or source], proves that digital
platforms minimize downtime and improve customer experiences.
On the other hand, gaps still exist in relation to integration with local
service contexts, customizable communication tools, and ease of use for
non-technical staff.

2.5 Communication in Service Industries

Communication is
vital in the delivery of services. Various studies bring into focus that dig
ital supports, such as mobile phone applications and
web portals, improve businesses' engagement with customers
through communication.
builds trust and reduces communication, eventually leading to
better customer retention. For example, in the car wash industry, digital
notifications and reminders may ensure timely service, whereas internal
communication tools will help the manager coordinate
tasks among the employees effectively. Businesses that use an integrate
d communication system report a 20-30% increase in operational
efficiency.

2.6 Relevance to Auto Sparkle Car Wash

The problems that Auto Sparkle Car Wash faced, as described in

Chapter 1, reflect general issues related to the management of manual
services. The
literature review confirms the viability and advantages of switching to
an automated system that would meet the specific needs of the car wash.
Customer Notifications:
Automated notifications will be sent to customers when their vehicles
are ready for pickup.
Task Coordination: The proposed system will allow for fair distribution
of tasks and enable tracking.
Payment Transparency: Integrated payment modules improve accuracy
and accountability.
The proposed system will hence build on the best practices from the
literature to give a customized, scalable solution to Auto Sparkle Car
Wash.
2.7 gaps in existing research

Despite these, there is a number of studies that have focused

on the subject; certain critical gaps still remain in developing localized
solutions for small and medium-
scale businesses. Most systems work on large-scale
operations with little consideration for budget constraint and specific
regional challenges. This research, therefore, develops a cost-
effective and easy-to-operate solution suitable for the operational
context of Auto Sparkle.

insights, will improve communication, streamline operations,

and enhance customer satisfaction at Auto Sparkle Car Wash

Mobile and web technologies have transformed service

delivery through an enablement of real-time communication and access
to services. Various studies indicate that mobile applications and
responsive web platforms ensure convenience for customers by allowing
them to schedule services, notifications, and even make their payments
remotely. Such technology is most applicable in a service business, such
as car washing, where efficiency and timely communication
are paramount.

Studies emphasize the importance of user-friendly interfaces in ensuring

customer adoption of digital platforms. Auto Sparkle Car Wash can
benefit from incorporating these technologies by enabling customers to
book services, track their vehicle’s status, and receive updates in real-
time.One of the key advantages of automated systems is the ability to
generate detailed reports and analytics. Research highlights that
businesses utilizing analytics tools can better understand customer
preferences, track employee performance, and identify operational
bottlenecks.
For a car wash, analytics can provide insights into peak service hours,
preferred service types, and customer demographics. These data points
enable managers to make informed decisions, such as optimizing staffing
levels or introducing targeted promotions. By integrating reporting
features, Auto Sparkle Car Wash can monitor performance metrics and
improve overall efficiency.This literature review
highlights how automation improves service delivery and operational
efficiency. Existing studies emphasize the transformative potential of
digital tools, particularly in addressing challenges inherent in manual
systems. The proposed car wash management system, informed by
these.
Chapter 3:Research methodology

2.1 research design

3.1.1 Descriptive Design:

This involves the collection of insights into current manual processes at

Auto Sparkle Car Wash regarding challenges of communication gaps,
inefficient task allocations, and inconsistent payments. This
involved observation and interviews with employees, customers, and
managers.
3.1.2 Experimental Design:

Employed to develop and test the proposed system. A Waterfall Model

of software development was used, which divides the development
process into sequential phases:
3.1.3 Requirement Analysis:

Identifying user needs and system functionalities.

3.1.3 System Design:

Creating the framework and architecture of the system.

3.1.4 Implementation:

Coding the system functionalities.

3.1.5 Testing and Debugging:

Ensuring the system operates as expected.

3.1.6 Deployment:

Launching the system at Auto Sparkle Car Wash.

3.1.6 Maintenance:

Providing updates and resolving issues after deployment

2.2 Research tool and procedure

Data Collection Tools

Interviews:

With the managers, employees, and customers to understand

the limitation of the current manual system.
Questions on operational challenges, inefficiency in communication,
and customer dissatisfaction.
Observation:

Observation of the day-to-day operations of the car wash to identify

bottlenecks, issues with task allocation, and information flow.
Document Analysis:

Review of the existing records, logs, and reports maintained manually to

understand the scope of the system's data management requirements.
Questionnaires:

Distributed to the employees and

customers for taking opinions on the desired system functionalities and
features.
System Development Tools
Programming Languages: HTML, CSS, JavaScript, and PHP are for
the front-end and back-end development of the website.

Database Management System: MySQL is to be used for the record-

keeping of the customer, employee, and transactions.
Integrated Development Environment (IDE): Visual Studio
Code to efficiently code and debug the programs.

Testing Tools: Selenium for functionality testing, LoadRunner for

performance testing.
Development Procedures

Requirements Specification: The gathering of all data collected into a

detailed requirements specification document. System Prototype: A
prototype is made to show the User Interface and the core
functionalities and to solicit feedback from stakeholders. Iterative

Development: Refining of the system based on the feedback until full-

scale implementation. Pilot

Testing: Operational deployment with limited

capacity for the functionality.
2.3 system requirement

3.3.1 Functional Requirements

User Authentication: Secured customer, employee, and manager login.

Customer Notifications: Automated notification for completion
of service and updates regarding the same.

Task Allocation: Automated allocation of tasks to employees based on

workload and availability.
Payment Management: Secure integrated payment processing and
financial reporting.

Record Keeping: To store and retrieve customer and vehicle service

histories.
Reporting: Generating detailed performance, sales, and employee
activity reports.
3.3.2Non-Functional Requirements
Performance: The system should support up to 100 concurrent users
without any delays.

Usability: The system is user-friendly for both the tech-savvy and non-
technical users.

Reliability: During peak operational hours, the system must not fail.
Security: Data encryption to protect customer and business information
from unauthorized access.

3.3.3 Hardware Requirements

Server: The minimum requirement - Intel i5 Processor, 8GB RAM, 1TB

SSD.
Client Machines: The minimum requirement - Intel i3 Processor, 4GB
RAM, 500GB HDD.
Network: Stable internet connection with a minimum speed of 10 Mbps.

3.3.4 Software Requirements

Operating System: Windows 10 or Linux-based server operating system.
Web Server: Apache or Nginx - application hosting.
Database Management: MySQL or PostgreSQL.
Development Environment: Visual Studio
Code and XAMPP, in conjunction with Git for the source code
versioning process.
 Reference

1. Scherer, L., & Sillince, J. (2017). "Automated systems in service

industries: Implications for operational management." Journal of
Service Management, 28(4), 631-648.
o This article examines the role of automated systems across
various service industries and their impact on operational
efficiency, which would provide background on the benefits
of automation for businesses like car washes.
2. Gartner, D., & Sowa, K. (2019). "Integration of automation in
small business operations." Business Automation Review, 12(3),
15-27.
o A study focused on the integration of automated
management solutions in small and medium-sized
businesses, useful for understanding how automation applies
to small-scale operations like Auto Sparkle Car Wash.
3. Dimitriou, A. & Zilz, D. (2020). "A review of car wash
management systems: Current practices and future directions."
Journal of Systems and Software Engineering, 35(1), 67-78.
o This research discusses existing car wash management
solutions, including their functionalities and areas where
improvement is needed, particularly in customer service and
internal operations.
Industry Reports and Case Studies
4. Smith, T., & Wilson, J. (2018). "Automation in the service sector:
A case study on car wash management." Technology and
Innovation Management Journal, 9(2), 120-133.
o This report provides a detailed case study on the automation
of a car wash, highlighting the shift from manual to
automated systems and the resultant improvements in
service quality and efficiency.
5. IBM. (2022). "Automated customer service solutions for small
businesses." IBM Institute for Business Value.
o This report discusses the use of automated customer service
tools in small businesses, including the use of digital
platforms for scheduling, communication, and payment
integration. It's particularly relevant for understanding how
Auto Sparkle Car Wash can benefit from such systems.
6. Sirius Technologies. (2021). "The future of automation in car wash
services." Sirius Tech Industry Report.
o This industry report focuses on emerging technologies in car
wash management systems and highlights the growing
 importance of automation in improving customer experience
and business efficiency.
Conference Papers
7. Miller, R., & Jackson, L. (2019). "The role of communication in
service industry automation." Proceedings of the International
Conference on Service Systems and Innovation.
o This paper focuses on the importance of communication
systems in service automation, specifically in the context of
service industries like car washes. It would be useful for
understanding the role of customer notifications, task
coordination, and internal communication tools.
8. Clark, A., & Thompson, H. (2020). "Enhancing customer
satisfaction through mobile applications in service industries."
Proceedings of the International Conference on Business and
Information Technology.
o The paper discusses how mobile applications can be
leveraged to enhance customer satisfaction, which would be
relevant to the communication strategies Auto Sparkle Car
Wash could implement.
Theses and Dissertations
9. Perez, M. (2021). "Evaluating the impact of automated systems
on service delivery: The case of the car wash industry."
Master’s Thesis, University of Chicago.
o This thesis examines the transition from manual to
automated systems in the car wash sector, exploring the
operational and financial impacts, which would provide a
solid foundation for your research.
10.Johnson, F. (2022). "Communication strategies for small
businesses in the service sector." Ph.D. Dissertation, University
of California.
o This dissertation focuses on communication strategies for
small businesses, which is highly relevant to the section
discussing customer notifications and internal
coordination at Auto Sparkle Car Wash.
Websites and Online Resources
11.Service Automation Inc. (2024). "Automating car wash
operations for improved efficiency." serviceautomation.com.
o An informative article that provides examples of
automated car wash systems, including customer
management and scheduling features.
12.Tech Crunch (2023). "The evolution of digital platforms in
service industries."
 o This resource provides insights into the adoption of
digital tools in service industries, particularly how mobile
apps and web portals improve customer engagement

WORKPLAN
September to December

MONTH ACTIVITY

September Project identification

October Information Research

November Writing Chapters 1, 2, 3

December Concluding the proposal and presentation

 Proposal budget:
category estimated
Equipments(laptop) 40,000
travel 4,000
Research activities 5,000
internet 2,500
Total cost 51,500