HARAMAYA UNIVERSITY

COLLEGE OF COMPUTING AND INFORMATICS

DEPARTMENT OF COMPUTER SCIENCE

Fundamentals Of Database Management Project

TITLE: Haramaya University Vehicle Management System

PREPARED BY
1.ABDULHAKIM KAMAL……………………………………..1957/14

2.AREFAT ZEYNE………………………………………………0160/15

3.LENSA KEDIR…………………………………………………2907/14

4.EYOUEL EYASU………………………………………………3393/15

Submitted To Mr . BAHAR H.

Haramaya, Ethiopia

MAY 2024
Contents
Chapter One .................................................................................................................................... 6
1.1 Background ........................................................................................................................... 6
1.2 mission and vision of the organization .................................................................................. 6
1.3 Statement of the problem ...................................................................................................... 7
1.4 Objectives .............................................................................................................................. 8
1.4. 1 General objectives ......................................................................................................... 8
1.4.2 Specific objectives .......................................................................................................... 8
1.5 Scope, limitation and constraint of the project ...................................................................... 9
1.5.1 Scope of the project ........................................................................................................ 9
1.5.2 Limitations of the project ............................................................................................... 9
1.6 Significance of the project..................................................................................................... 9
1.6.1 Methodology Data collection Methods ........................................................................... 10
1.6.2 Interview........................................................................................................................... 10
1.6.2 Observation ...................................................................................................................... 10
Chapter 2 ........................................................................................................................................ 11
2.1 Database Design................................................................................................................................ 11
2.2 Conceptual Design ............................................................................................................................... 11
2.2.1 Relationship among entities ........................................................................................................... 12
2.2.2 Attributes........................................................................................................................................ 13
2.2.3 Initial entities ................................................................................................................................. 14
2.65 Database tables .................................................................................................................................. 16
2.51 Implementation ………………………………………………………..………………………………………………………………….18
2.5 DatabaseDiagram ........................................................................…….....................………..……………..….23
2.7 Normalization ....................................................................................................................................... 24
Chapter3………………………....................…….………………............................................................25
3.1 Recommendation………………………………..……………………………..............................….25
3.2 Conclusion…………….…………………..................................................................................…….26

LIST OF TABLE

i
TABLE 1 VEHICLE TABLE ............................................................................................................................ 18
TABLE 2 FUEL TABLE ................................................................................................................................ 18
TABLE 3 DRIVERS TABLE ........................................................................................................................... 19
TABLE 4 ACCIDENT TABLE ......................................................................................................................... 19
TABLE 5 STAFF'S TABLE ............................................................................................................................. 20
TABLE 6 SCHEDULE TABLE ......................................................................................................................... 20
TABLE 7 MAINTENANCE TABLE .................................................................................................................. 21
TABLE 8 TRIP'S TABLE ................................................................................................................................ 22
TABLE 9 INSURANCE TABLE ....................................................................................................................... 23
TABLE 10 MAINTENANCE FIRST NORMAL FORM………………………………………………………………………………..…24

List of Figure

ii
FIGURE 1 INITIAL ENTITIES .................................................................................................................... 14
FIGURE 2 ER DIAGRAM OF HUVMS ....................................................................................................... 15
FIGURE 3 DATABASE DIAGRAM FOR HUVMS .......................................................................................... 23

Abbreviations

HUVMS: Haramaya University vehicle Management System

PK: Primary Key

FK: Foreign Key

ER : Entity Relationship

ERD :Entity Relationship Diagram

HU: haramaya university

f_name: first name.

l_name: last name.

d_fueiling : date of fueling..

Amount_f: amount of fuel.

d_sevice: date of service.

type_service: type of service.

Capacity: seat capacity.

Ph_number: phone number.

L_number: license number.

Type_insurance : type of insurance.

Arrival_t: arrival time.

iii
Frequency_s: frequency of service.

Date_time: date and time.

Start_point: starting point.

End_point: ending point.

NF – Normal Form
1NF – First Normal Form

2NF – Second Normal Form

PR_ID – Performance Review ID

SQL – Structural Query Language

Acknowledgment

iv
First of all thanks to ALLAH the almighty GOD. And we would like to express our sincere
gratitude and appreciation to Mr . Amen Gemechu , the manager of transportation and vehicle
maintenance and Mrs . Aster Belay for their support and assistance during data collection phase
of project their willingness to take part in the research and their generosity with their time and
resources have been invaluable.

v
 Chapter One
1.1 Background

The Haramaya University Vehicle Management System has been an integral part of the university
since its establishment in 1946. With the continuous growth and development of the university,
the transportation needs of the university community have expanded significantly. To cater to these
requirements, the university operates a diverse fleet of vehicles comprising around 120-150
vehicles.

The vehicle management system plays a crucial role in ensuring the smooth and efficient
movement of students, faculty, staff members, and their families within the university campus
and beyond. The system provides vehicle scheduling, fleet management, passenger tracking, and
other essential features to optimize transportation operations and enhance the overall
transportation experience for the university community.

In addition to the diverse fleet of vehicles, Haramaya University also maintains its own garage as
part of the vehicle Management System. The garage serves as a dedicated facility for vehicle
maintenance, repairs, and overall management of the university's transportation assets.

The garage plays a vital role in ensuring the proper functioning and longevity of the vehicles in
the fleet. Trained mechanics and technicians are employed to handle regular maintenance tasks,
conduct inspections, and perform necessary repairs.

The garage operates in coordination with the vehicle Management System, where maintenance
schedules, service records, and other relevant information are tracked and managed.

1.2 mission and vision of the organization

The main goal of Haramaya University vehicle Management System is to provide
transportation services for students, faculty and university staff. This may include transportation
services to campus and from campus, as well as transportation to field trips, conferences, and other
events. The system could also offer vehicle rental services to individuals or organizations outside
the university. In addition, the system could provide logistics and supply chain management
services to companies and organizations in the region. This may include the transportation of goods

1
and materials, as well as inventory management and distribution services. Overall, Haramaya
university vehicle management system can become a practical creativity that serves the
transportation needs of the university community and beyond.

1.3 Statement of the problem

There are several problems that we identified through observation, documents, literature and, by
asking different stakeholders that raised because the vehicle management system is based on
manual data handling method these include:

 Inefficiency: Manual data handling can be time-consuming and labour-intensive,

leading to delays and inefficiencies in managing transportation services on campus.
 Inaccuracy: Manual data handling is prone to errors and inconsistencies, which can
lead to incorrect information, missed appointments, and other problems.
 Poor user experience: Manual data handling can be frustrating and confusing for
students, faculty, and staff, who may struggle to access curate and up-to-date
information about transportation services on campus.
 Security risks: Manual data handling may be vulnerable to security breaches and data
loss, putting sensitive information at risk.
 Limited data analysis: Manual data handling makes it difficult to analyse data and
generate insights that can inform decision-making and improve the efficiency of
operations.
 Difficulty in tracking vehicles: Manual data handling makes it difficult to track
vehicles in real-time, which can lead to delays and confusion for passengers.

1.4 Objectives

1.4. 1 General objectives

The main goal of this project is to convert the manual data handling method of vehicle to
the computerized form.

2
1.4.2 Specific objectives

The following specific objectives should be used to achieve the overall objective:
 To reduce the redundancy of the data.
 To reduce the use the paper work.
 To reduce the cost and time.
 To retreave and update data easily
 Designing conceptual schema
 Implementing SQL.

1.5 Scope, limitation and constraint of the project

1.5.1 Scope of the project

 Decreasing redundancy
 Easy to handle and feasible.
 Easy to operate.
 Cost reduction.
 Fast and convenient.
 It will ensure data accuracy.
 Records will be efficiently maintained by DBMS. Availability of bus route can be
inquired easily.
 Minimum time needed for the various processing.
 The system is very simple in design and to implement.
 It will provide better service.
 It can provided daily bases updating of bus on route.

 c

1.6 Significance of the project

Apart from reduction in storage costs data outsourcing to the cloud also

 Avoiding local storage of data.

3
  By reducing the costs of storage, maintenance and personnel.
 It reduces the chance of losing data by hardware failures.
 Improved efficiency of transportation services, leading to cost savings and increased
revenue.

1.6.1 Methodology Data collection Methods

The methods of data collection we use during the preparation of this project are:

1.6.2 Interview

We had contact with the vehicle and transportation manager of haramaya university and other staff
members under him in order to make interview with them. Accordingly, our questions were answered.

1.6.2 Observation
We observed the current working system of vehicle management of manual system and we
mark the drawbacks that our system is going to solve.

Chapter 2

2.1 Database Design

Database design is the process of creating a structured representation of data that is stored and
managed in a database. The design process involves identifying the data that needs to be stored
determining the relationships between the data, and creating a data model that represents those
relationships. The data model is typically created using a diagrammatic representation such as an
entity-relationship (ER) diagram.
2.2 Conceptual Design
This involves creating an ER diagram that represents the entities and relationships between them.

4
2.2.1 Entities
The following entities are currently part of haramaya universitys vehicle management system:

1. Driver: the person driving the car.

2. Vehicle: the means of transportation that is used to move either people or things.

3. Trip: the route that a vehicle takes to get to its destination.

]4. Schedule: The schedule for the vehicle's arrival and departure timings.

5. Staff: the individual who is being driven by the car.

6. Maintenance: The records of maintenance and repairs performed on the vehicles.

7. Fuel: The records of fuel consumption and refueling of the vehicles.

8. Accident: any documentation of events or accidents involving the cars.

9. Insurance: The documentation of insurance contracts and claims pertaining to the cars.

These entities can be further related to each other in various ways, such as assigning drivers to
vehicles, assigning trips to vehicles, and tracking staffs information for each trip.

2.2.1 Relationship among entities

The relationships among the entities in a vehicle management system can be defined as follows:

1. Vehicles and Trips:

The Vehicles and Trips entities have a one-to-many relationship, where a bus can be assigned to
many different trips, but each trip can only be assigned to one bus.

2. Vehicles and Maintenance:

The Vehicles and Maintenance entities have a one-to-many relationship, where a bus can have
many maintenance records, but each maintenance record can only be associated with one bus.

3. Vehicles and Fuel:

5
The Vehicles and Fuel entities have a one-to-many relationship, where a bus can have many fuel
records, but each fuel record can only be associated with one bus.

4. Vehicles and Accidents:

The Vehicles and Accidents entities have a one-to-many relationship, where a bus can have
multiple accident records, but each accident record can only be associated with one bus..

5. Vehicles and Insurance:

The Vehicles and Insurance entities have a one-to-one relationship, where each bus can only
have one insurance policy, and each insurance policy can only be associated with one bus.

6. Drivers and Vehicles:

The Drivers and Vehicles entities have a many-to-many relationship, where each driver can be
assigned to multiple Vehicles, and each bus can be assigned to multiple drivers.

7. Teachers and Trips:

The Teachers and Trips entities have a many-to-many relationship, where each teacher can be
assigned to multiple trips, and each trip can have multiple teachers assigned to .

These relationships help to ensure that the data in the transport management system is accurate
and up-to-date, and that the various entities are properly linked to each other.

2.2.2 Attributes

The most relevant information about the entities and relationships that should be stored in a
database for a Vehicle management system are:

1. Driver: Driver ID , Name, License number

2 Vehicle: Vehicle ID (primary key), Vehicle number, Seating capacity

2. Trip: Trip ID , Date and time, Starting point, Ending point

3. Schedule: Departure time, arrival time, frequency, and any other relevant information about the
schedule.

6
4. staff: Name, contact information, destination, and any other relevant information about the
passenger.

6. Maintenance: Date of maintenance, type of maintenance, cost, and any other relevant
information about the maintenance.

7. Fuel: Date of refuelling, amount of fuel, cost, and any other relevant information about the fuel.

8. Accident: Date of accident, location, description of damage, and any other relevant information
about the accident.

9. Insurance: Policy number, coverage amount, Type Of Insurance and any other relevant
information about the insurance policy.

2.2.3 Initial entities

The initial entity types that we identified in Haramaya transport management system are as follow:

Figure 1 Initial entities

7
Figure 2 ER diagram of HUTMS

8
2.5 DATABASE TABLE

The tables we created for our database with a sample inputs are given below.
Table 1 Vehicle

Vehicle id Vehicle Number Seating Capacity

1 Bus001 50
2 Bus002 40
3 Bus003 60

Table 2 Fuel

Fuel ID Vehicle id Date of fueling Amount Of Fuel

1 1 2024-01-06 50

2 2 2024-01-28 40

3 3 2024-01-30 55

Table 3 Driver

Driver ID First Name Last Name Driver phone License VEHICLE_ID

number Number

1 Abdulhakim Kamal 0953324315 123456 1

2 Eyouel Eyasu 0989997654 789012 2

9
 3 Arefat Zeyne 095463820 234567 3

Table 4 Accident

Accident ID Vehicle id Date And Time Location

1 1 2024-01-08 12:00:00 Gende moode

2 2 2024-02-07 09:00:00 Awoday

3 1 2024-02-04 10:30:00 Parking Lot

Table 5 Staff

Staff ID First Name Last Name Department

1 Bahar Hussen Computer science

2 Dita Lencho Behavioral science

3 Million Wesenu Statistics

Table 6 Schedule

Schedule ID Departure Time Arrival Time Frequency of Vehicle id

service

1 08:00:00 09:30:00 everyday 1

2 09:30:00 11:00:00 weekdays 2

3 11:00:00 12:30:00 weekends 3

Table 7 Maintenance

Maintenance ID Vehicle id Date Of Service Type Of service

10
 1 1 2024-03-03 Oil change ,Brake
service

2 2 2024-01-23 Transmission service

3 3 2024-02-01 Brake service

Table 8 Trip

Trip ID Date And Time Starting Point Ending Point Vehicle id

1 2024-01-02 Vet campus Main campus 1

08:30:00

2 2024-02-03 Hit campus Vet campus 2

09:30:00

3 2024-01-01 Main campus Vet campus 1

11:45:00

Table 9 Insurance

Insurance ID Vehicle ID Type Of Insurance Coverage Amount

1 1 Life 60000

2 2 Auto 5000

2.5.1 IMPLEMENTATION
The implementation code we used to create our project was the code written below.

* The code syntax we used to create database is

CREATE DATABASE HUVMS

11
We used the following lines of code to create vehicle’s table , insert values of the attributes and
display the table contents.

USE HUVMS
CREATE TABLE vehicle(
vehicle_id INT PRIMARY KEY,
vehicle_Number VARCHAR(10),
SeatingCapacity INT));
INSERT INTO vehicle(vehicle_id, vehicle_Number, SeatingCapacity)
VALUES (1, 'Bus001', 50),
(2, 'Bus002', 40),
(3, 'Bus003', 60);
select * from vehicle

In order to create and to insert values to fuel's table we used the following lines of code.

* The code syntax to create entity table for fuel is

USE HUVMS

CREATE TABLE Fuel(

FuelID int PRIMARY KEY,
vehicle_id int ,
D_Fueling Date ,
AmountOfFuel decimal(5, 2) ,
FOREIGN KEY(vehicle_id ) REFERENCES vehicle( vehicle_id ));

INSERT INTO Fuel (FuelID, vehicle_id,D_Fueling, AmountOfFuel)

VALUES (1, 1, |’2024-01-06’ , 50.00),
(2, 2, '2024-01-28', 40.00),
(3, 1, '2024-01-30', 55.00);

select * from Fuel

12
 We used the following lines of code to create drivers table , insert values of attributes and
display the table contents.

use HUVMS
CREATE TABLE Drivers (
DriverID INT PRIMARY KEY,
f_Name VARCHAR(50),
l_Name VARCHAR(50),
driver_p_number int,
LicenseNumber VARCHAR(20),
VEHICLE_id int,
FOREIGN KEY (vehicle_id) REFERENCES vehicle(vehicle_id));

INSERT INTO Drivers (DriverID, f_Name, L_Name,driver_p_number ,

LicenseNumber,VEHICLE_ID)
VALUES (1, 'Abdulhakim','kamal',0953324315, '123456',1),
(2, 'Eyouel',' Eyasu',0976543245 ,'789012',2),
(3, 'Arefat','Zeyne', 0989765445,'345678',3);
select * from Drivers

 We used the following lines of code to create accident table , insert values of the attributes
and display the table contents.

USE HUVMS
CREATE TABLE Accident (
AccidentID INT PRIMARY KEY,
vehicle_id INT,
DateAndTime DATETIME,

13
 Location VARCHAR(50),
FOREIGN KEY (vehicle_id) REFERENCES vehicle(vehicle_id));
INSERT INTO Accident (AccidentID, vehicle_id, DateAndTime, Location )
VALUES (1, 1, '2024-01-08 12:00:00', 'Gende Moode '),
(2, 2, '2024-02-07 09:00:00', 'awoday'),
(3, 1, '2024-02-04 10:30:00', 'Parking Lot ');
select * from Accident
 We used the following lines of code to create staff’s table , insert values of the attributes and
display the table contents.

USE HUVMS
CREATE TABLE staff (
staffID INT PRIMARY KEY,
first_Name VARCHAR(50),
last_Name VARCHAR(50),
Department VARCHAR(50));

INSERT INTO staff (staffID, first_Name, last_Name, Department)

VALUES (1, 'Bahar','Hussen', 'computer science'),
(2, 'Dita ','Lencho', 'Behavioral Science'),
(3, 'Million',' Wesenu', 'statistics');
select * from staff

* We used the following lines of code to create schedule's table , insert values of the attributes
and display the table contents.

USE HUVMS
CREATE TABLE schedule (
scheduleID INT PRIMARY KEY,

14
 DepartureTime Time,
ArrivalTime Time,
FrequencyOfservice Varchar(30),
Vehicle_id INT,
FOREIGN KEY (vehicle_id) REFERENCES vehicle(vehicle_id));
INSERT INTO Schedule (scheduleID, DepartureTime,
ArrivalTime,FrequencyOfservice,vehicle_id)

VALUES (1, '08:00:00','09:30:00', 'everyday,'1'),

(2, '09:30:00 ','11:00:00', 'weekdays','2'),
(3, '11:00:00',' 12:30:00', 'weekeneds,'3');
select * from schedule

* We used the following lines of code to create maintenance table , insert values of the attributes
and display the table contents.

USE HUVMS
CREATE TABLE maintenance (
maintenanceID INT PRIMARY KEY,
vehicle_id INT,
DateOfservice Date;
TypeOfservice varchar(30),
FOREIGN KEY (vehicle_id) REFERENCES vehicle(vehicle_id));
INSERT INTO maintence (maintenanceID, vehicle_id, Dateofservice,
TypeOfservice )
VALUES (1, 1, '2024-03-03', 'oil Change,Brake service'),
(2, 2, '2024-01-23', 'Transmission Service),
(3, 3, '2024-02-01', 'Brake Service ');
select * from maintenance

15
* We used the following lines of code to create trip table , insert values of the attributes and
display the table contents.

USE HUVMS
CREATE TABLE Trip(
TripID INT PRIMARY KEY,
DateAndTime DATETIME;

StartingPoint varchar(50),
Ending point VARCHAR(50),
vehicle_id INT,
FOREIGN KEY (vehicle_id) REFERENCES vehicle(vehicle_id));
INSERT INTO Trip (TripID, DateAndTime, StartingPoint,EndingPoint,vehicle_id )
VALUES (1,'2024 -01-02 08:30:00', 'vet_campus' , 'main_campus' ,1)
(2, '2024-02-03 09:30:00', 'hit_campus','vet_campus' ,2)
(3,'2024-01-02 11:45:00', 'main_campus','vet_campus',3);
select * from Trip

* We used the following lines of code to create insurance table , insert values of the
attributes and display the table contents.

USE HUVMS

CREATE TABLE Insurance(Insurance ID INT PRIMARY KEY,

Vehicle id INT,

TypeOfInsurance VARCHAR(50),

CoverageAmount INT,

FOREIGN KEY (vehicle_id) REFERENCES vehicle(vehicle_id)

);

16
INSERT INTO Insurance (InsuranceID,vehicleID,TypeOfInsurance,CoverageAmount )
VALUES (1,1,'Life ',60000),

(2,2,'Auto',5000);

2.6 Database Diagram

A database diagram is a visual representation of the logical structure of a database.

It illustrates the relationships between different tables, their attributes, and the
constraints that govern those relationships. The diagram helps in understanding the
overall database design, identifying key entities and their inter-dependencies, and
facilitating communication between stakeholders involved in the development or
maintenance of the database.

17
Figure 3 Database Diagram for HUTMS

2.7 Normalization

Normalization is the process of organizing data in a database to reduce redundancy and

dependency between tables, while ensuring data integrity and consistency. Applying normalization
to the university transport management system (UTMS) database can help to streamline data
storage and retrieval, minimize errors and inconsistencies, and improve overall performance.

18
2.7.1 First Normal Form (1NF):
For a table to be in a normal form their should be no duplicated rows in a table, each cell
should be single valued.

Table 10 Maintenance first Normal Form

The maintenance table does not satisfy the first normal form (1NF) , because it has repeating
groups and multiple values in a single cell in the TYPE OF SERVICE column .To satisfy
1NF,the table should be normalized by separating the multiple values in the TYPE OF
SERVICE column into individual rows. This can be done by creating a new table or by
splitting the TYPE OF SERVICE column into multiple columns , each containing a single
values.
Maintenance id Vehicle id Date of service Service type
1 1 2024-03-03 Oil change
1 1 2024-03-03 Brake service
2 2 2024-1-23 Transmission service
3 2 2024-02-01 Brake service

Second normal form for table maintenance

A table is in 2NF if it is in 1NF and every non-key attribute is fully dependent on the primary
key. In the given TABLE, all attributes are dependent on the primary key, maintenance id. There
for the table is already in 2NF.

Third normal form for table maintenance

A table is in 3NF if in 2NF and there are no transitive dependencies(no non-key attribute is
dependent on another non key attribute).

Chapter 3

3.1 Recommendation

19
Based on the problems we have identified with the current manual data handling method in our
vehicle management system, we recommend implementing a modern and efficient vehicle
management system that utilizes automation and technology.

Here are some specific recommendations to address the mentioned issues:

Automated Data Handling: Implement a computerized vehicle management system that automates
data handling processes, such as scheduling, tracking, and managing transportation services on
campus. This will significantly reduce inefficiencies and time-consuming manual tasks.

Data Accuracy and Integrity: By automating data handling, we can minimize errors and
inconsistencies associated with manual processes. Ensure that the new system has proper
validation checks and data verification mechanisms to maintain accurate and reliable information.

User-Friendly Interface: Develop a user-friendly interface for students, faculty, and staff to access
transportation services information. This should include real-time updates, clear instructions, and
an intuitive design that enhances the overall user experience.

Scalability and Flexibility: Choose a transportation management system that can scale and adapt
to the growing demand for transportation services on campus. Consider cloud-based solutions that
offer flexibility and easy integration with other systems.

Enhanced Security Measures: Implement robust security protocols and encryption mechanisms to
protect sensitive data from breaches or loss. Regularly update and maintain the system to address
any security vulnerabilities that may arise.

3.2 conclusion

In conclusion, the current manual data handling method in the vehicle management system on campus is
causing various problems such as inefficiency, inaccuracy, poor user experience, limited scalability,
security risks, limited data analysis, difficulty in tracking vehicles, and lack of immediate solutions during
breakdowns or failures. To overcome these challenges and improve the overall vehicle management
system, it is crucial to implement a modern and efficient system that leverages automation, technology,
and data-driven insights.

20
Implementing advanced security measures will safeguard sensitive data from breaches and data loss,
protecting the privacy and integrity of the transportation management system. Additionally, by leveraging
data analysis capabilities, you can gain valuable insights into transportation patterns, optimize routes, and
make data-driven decisions that improve efficiency and resource allocation.

In summary, transitioning from manual data handling to an automated and technology-driven vehicle
management system will address the identified problems, improve efficiency, enhance user experience,
strengthen security, enable data analysis, and provide effective solutions for breakdowns or failures. This
holistic approach will lead to a more efficient, reliable, and user-friendly transportation system on campus.

3.3 Reference
Website

http://www.wikipedia.com

http://www.youtube.com

http://www.mariosalexandrou.com/defination

lecture

1. Fundamental of Database Systems Class lecture topic

21