CAR RENTAL MANAGEMENT SYSTEM

A PROPOSAL SUBMITTED TO MUKUBA UNIVERSITY IN PARTIAL FULFILMENT OF

MUKUBA UNIVERSITY

DECEMBER 2022

NAME: NEWTON CHOLA

STUDENT ID: 19010370

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ABSTRACTS

Customers will be able to reserve their vehicles from anywhere in the world due to the Car
Rental System. Consumers provide information to this application by filling in their personal
information. When a consumer creates an account on the website, he or she can reserve a car.
The proposed system is an online system that is fully integrated. It effectively and efficiently
automates manual procedures. Customers are aided by this automated method, which allows
them to fill in the specifics according to their needs. It contains information on the sort of car
they want to hire as well as the location. The goal of this system is to create a website where
customers can book their automobiles and request services from anywhere.

Chapter 1

INTRODUCTION

This Project is about creating a Car Renting Management System for a car renting business .This
system will be a web based application and consist of two parts .The first part of the system will
provide with a portal where customers can log in to the system and search for desired vehicle
and reserve them for renting .The second part of the system will allow the business to update
details about new vehicles, payment details and other details easily .The system will collect
renting details from the customer and provide them the basic cost of the transaction and
confirmation of the request .Business side users can update end renew details about vehicles and
payments etc. The system will provide an updated view. The system will create reports of total
reservation in a time period, Number of times a vehicle reserved and details about reservation of
each vehicle.

BACKGROUND

The project titled Online Car Rental System aims to reduce the difficulty of storing data in a rental
service office and avoiding the manual book working method. At present many of the offices keep their
data in a log or register book. This makes a lack of security and also much difficult to maintain. There are
so many incidents in offices where the data is lost due to many reasons. Hence it is necessary to have an
alternative way to keep the office data in a more secured way. Storing the data to a database is the best

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 method to avoid all these problems. In this view this application is designed to store data and daily logs of
a car rental. By this it is to ensure complete security and mobility to the data where the employees and
user can check and verify the data very easily from anywhere with a minimal hardware and less
maintenance expenditure.

PURPOSE OF STUDY

In consideration with historical and rapid development of car rental companies, the way
processes in the companies are taking place today which is quite problematic, this project is
planned to ease those processes through developing an effective and efficient car rental system,
just like other developed countries are using technologies towards facilitating their customer’s
processes through projects like SIXT Car Hire, Germany.

STATEMENT OF THE PROBLEM

The manual car rental system provides services only during office hours. So, customers have
limited time to make any transactions or reservation of the cars. The problem with some of the
current system is that some small companies already have a car rental system which is not a web
based application. This is a limitation that gives them capability to store customer’s details, but
at the same time they cannot make their services more available to the public through the
internet, they rather make use of posters to advertise their services to the public. They also make
use of phone call reservations which is also limited to few features as compare to a web base
system. For example, a customer might make a phone call reservation for a particular car, but
when he/she comes to pick the car, he/she might turn not to like the car, this could be because the
customer could not see a sample picture of the car he/she wants to rent. Below are some
problems with running car rental manually.

 To rent a car, a prospective renter must first go to the nearest office to register as a client, what of
if the customer doesn’t have enough time to do that?
 Cars that provide difficulties to rent out are normally advertised in local or national newspaper. It
involves a lot of paper work and consumes time.

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 The process of managing customer’s data is slow if they are using manual system and there
might be thousands of clients.
 It is very hard to keep record of all rental cars in the book so on.

AIM
From the above-mentioned problems, the aim is to develop a computer-based information system
that will help to address the ongoing issues from the manual information system and help to facilitate
some tasks that seems to be difficult for both the car rental company’s staff and those who are renting
the cars (customers). The main objective is to design and implement a car rental management system
for an organization.

OBJECTIVES

 To develop a simple and secure system that protects client information and confidential
information of the organization

 To design a user-friendly system that enables client check for availability of vehicle and book or
reserve a vehicle online.

 To design a system that enables clients pay their car rent online.

 To develop a system that stores bookings and reservations information as well as payment
history to help the organization keep track of transactions.

RESEARCH QUESTIONS
 How to design a user-friendly system that can enables client to check for availability of
vehicle and book or reserve a vehicle online.
 How to develop a simple and secure system that protects client information and
confidential information of the organization?

 How design a system that enables clients pay their car rent online.

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Chapter 2

Literature review
Introduction
This chapter were providing the literature review which is related to the project development and
make reference to existence of other systems. The sources are referring from the book, articles,
journals and also sources from internet.

2.2 Car rental System

In this twenty first century car rental system it is famous using to tourism

Web-based system understands as server components of distributed applications which use the
HTTP protocol to exchange data between servers and clients(browser). By this definition, the
principal problem of Web-based system development becomes apparent from business
perspectives. Car rental has been around for over a century! When cars were introduced to
people, clever entrepreneurs identified a growing demand for renting. However, before cars are
invented, people would still rent out horses and carriages. Even in ancient Rome, chariots were
rented. The earliest records of car hire can be traced as far back as 1904, when a bike shop in
Minneapolis began offering vehicles for rent. A couple of years later, the German company,
named “SIXT Car Hire” was built up in 1912. It previously began with three vehicles for rent
and immediately extended. In 1915, in Omaha, Nebraska, Joe Saunders had a moment and
understood that no one in Omaha offered vehicles for renting. He employed only one
salesperson, Frank Arndt, from Germany, and began renting Arndt's Model T.

As our structure relies upon the useful Car Renting System which is an authentic application we
inspected the present working circumstance of the renting technique. At present renting,
organizations are dependent on manual work which consolidates packages of work area work
similarly as a human resource.

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Chapter 3
Research methodology
3.1 Introduction

This chapter we are provides the method and approach which have used to development on this
System. We will discuss different type of model objects in this system project and a detailed
explanation of each phase in developing on this project.

A methodology is part of important technique use to managing and controlling for research in
project to achieve the specified objectives within a given time. In order to complete this research,
there are five major phases involved.

Each phase involved in this project have significance in achieving the objectives of the project.
This project begins with knowledge acquisition phase and finished with the documentation of
result. As mentioned in the objective of this project, data matching technique is applied to
provide car rental service to the users.

3.2 Project Methodology

On this project we need found the best methodology which to easy improve, high market value
in future develop on this project model. Finally, were choosing Waterfall model to become
planed and develop idea for this system project.

The Waterfall Model is the earliest method of structured system development and his create by
Winston W. Royce in 1970 It is a highly structured development process, first used on DoD
software projects in the 1970s. It is the traditional approach to software development and was
derived from defense and aerospace project lifecycles now day The Waterfall Model is still
common and widely used in software develop filed.

Requirement Analysis & Definition: All possible requirements of the system to be developed
are captured in this phase. Requirements are set of functionalities and constraints that the end-

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user expects from the system. The requirements are gathered from the end-user by consultation,
these requirements are analyzed for their validity and the possibility of incorporating the
requirements in the system to be development is also studied. Finally, a Requirement
Specification document is created which serves the purpose of guideline for the next phase of the
model.

System & Software Design: Before build the actual coding and actual design we must to
understand what we are going to create and what requirement material used to? The requirement
specifications from first phase are studied in this phase and system design is prepared. System
Design helps in specifying hardware and system requirements and also helps in defining overall
system architecture and specifications with serve as input for the next phase of the model also.

Implementation & Unit Testing: This step is receiving system design documents, the job is
divided in to the modules and started with the actual coding. When the system is first to
developed in small programs we will called this units, which are integrate in the next phase. Each
unit is developed and tested for its functionality; this is referring to as Unit Testing. Unit testing
mainly verifies if the modules or units meet their specifications.

Integration & System Testing: Specified as above the system is first divided in units which are
developed and test for their functionalities. These units are integrated into a complete system
during Integration phase and test with all the modules coordinate between each other and the
system as a whole behaves as per the specifications. After successfully testing the software, it
will hand in to the customer.

Operations & Maintenance: This phase of “The Waterfall Model” is virtually never ending
phase. Generally, problems with the system developed which are not found during the
development life cycle come up after its practical use starts, so the issues related to the system
are solved after deployment of the system. Not all the problems come in picture directly but they
arise time to time and needs to be solved; hence this process is referred as Maintenance.

3.4 Methodology Justifications

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Now in this project we will discuss how can we justification idea of waterfall model, why we
choose waterfall model to be software development idea, and what advantages in waterfall
model.

The waterfall model is follows a linear and strict set of stages during its development process.
The waterfall model can be process model follows a particular life cycle in order to ensure
success in process of software development. Important is the waterfall model have high value in
software development field and now a day still a lot of software develop company used to
develop they are software productions.

The advantage of waterfall model is it allows for departmentalization and managerial control,
after than a schedule can be set with an end time for each stage of development and a product
can proceed through the development process like a shirt in a washing machine, and
theoretically, can be finish on time. Development moves from concept, through design,
implementation, testing, installation, troubleshooting, and end up at operation and maintenance.
Each phase of development proceeds in strict order, without any overlapping or iterative steps.

3.5 System Requirements

In the development system we will refer to the develop phase and will follow the certain
requirements in order to make work more efficiently.

3.5.1 Hardware Requirements

In hardware part we will suggest used Intel core i5 Processor (center unit processor) to run for
sever web base. The amount of RAM (Random Access Memory) that is required depend many
factors such as requirement to other services, frequently accessed content files, operating system
paging files and the web service application. It is recommended to have at least 1GB (Gigabyte)
of RAM in order to run the application. Having more RAM (2GB or 4GB) in your server will be
better as it will allow more files to be cached, reducing disk

3.5.2 Software Requirements

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In software Requirement will used MYSQL to be save data. Because MySQL has its built-in
command prompt window to run the required commands. It is recommended to use SQL which
makes it easier to create, edit, update and delete MySQL databases with its powerful GUI
(Graphical User Interface) The programming language to use will be PHP. A personal computer
or laptop as hardware requirement. Microsoft 2016/2021 will be used for project documentation.
MySQL and wampp server will be used for the development of the database HTML AND CSS.

In conclusion, the system will be able to serve as a web base application when it is finally
developed, where these small upcoming companies can make use of it to publish their services in
a wide range and also help the company to manage their service more effectively. On the other
hand, it will enable customers to freely make their desire choice more freely and interactively. .
Read more at: https://www.grossarchive.com/project/12876/design-and-implementation-of-a-
car-rental-system.

4.1Time Frame

ACADEMIC YEAR
ACTIVITY TERM 1 TERM 2 TERM 3
Proposal Writing

Design,
Implementation
and Testing
Project Report

4.2Budget

BUDGET
PRODUCT PRODUCT
Laptop K 4000.00
Software and Data Bundles K 300.00
Transport K 300.00
TOTAL K 4,600.00
.

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REFERENCE
Qurratul, A. (2012). Development Of Car Rental Management Information System (Case Study: Avis
Indonesia). In proceedings intl conf information system business competitiveness (pp. 104–105).
Ghoreishi, N., & Shajari, M. (2010). Web-Based SMS Passenger Application: New Approach to Inform
Passengers via SMS in Airlines.In Proceedings of the International Conference on eEducation, eBusiness,
e-Management, and eLearning ..
Onashoga, A., Ogunjobi, A., Ibharalu, T., & Lawal, O. (2016). A Secure Framework for SMSBased
Service Delivery in M-Government Using a Multicast Encryption Scheme .Design and realization of a car
rental management system based on AJAX+ SSH. Information Technology Journal, 12(14), 2756–2761.
African Journal of Science, Technology, Innovation and Development.

Thakur, A., & Dhiman, K. (2021). Chat Room Using HTML, PHP, CSS, JS, AJAX.
International Research Journal of Engineering and Technology (IRJET),
08(June), 1948–1951. https://doi.org/https://doi.org/10.6084/m9.figshare.14869167 .

Thakur, Amey and Karan Dhiman. “Chat Room Using HTML, PHP, CSS, JS, AJAX.” ArXiv
abs/2106.14704 (2021): n. pag
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Waspodo, Bayu, Qurrotul Aini, and Syamsuri Nur. "Development of car rental management
information system." In Proceeding International Conference on
Information Systems For Business Competitiveness (ICISBC), pp. 101-105. 2011.

Osman, Mohd Nizam, Nurzaid Md Zain, Zulfikri Paidi, Khairul Anwar Sedek, Mohamad
NajmuddinYusoff, and Mushahadah Maghribi. "Online Car Rental
System Using Web-Based and SMS Technology." Computing Research & Innovation (CRINN)
2 (2017): 277.

Fink, Andreas, and Torsten Reiners. "Modeling and solving the short-term car rental
logistics problem." Transportation Research Part E: Logistics and
Transportation Review 42, no. 4 (2006): 272-292.

Khaled, Mr Shah Mostafa, Shamsil Arefin, Datta Sree Rajib Kumar, and Ariful Hossain Tuhin.
"Software Requirements Specification for Online Car Rental
System." (2015).
Harwani, Bintu. "Installing XAMPP and Joomla." In Foundations of Joomla, pp. 9-51. Apress,
Berkeley, CA, 2015.
Friends, Apache. "XAMPP Apache+ MariaDB+ PHP+ Perl." Apache Friends (2017).
Soares, Hécio A., and Raimundo S. Moura. "A methodology to guide writing Software
Requirements Specification document." In 2015 Latin American
Computing Conference (CLEI), pp. 1-11. IEEE, 2015.
[10] Carroll, William J., and Richard C. Grimes. "Evolutionary change in product
management: Experiences in the car rental industry." Interfaces 25, no. 5 (1995):
Beck, Kent, Mike Beedle, Arie Van Bennekum, Alistair Cockburn, Ward Cunningham, Martin
Fowler, James Grenning et al. "Manifesto for agile software
development." (2001): 2006.

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The aim of a car rental management system is to facilitate the efficient and organized
management of a car rental business. The system serves as a comprehensive tool to handle
various aspects of the rental process, including vehicle reservations, customer information,
billing, fleet management, and reporting.

Here are some specific goals and objectives of a car rental management system:

1. Vehicle inventory management: The system helps in maintaining an up-to-date record of

2. Reservation and booking management: The system enables customers to make reservations
and bookings easily, either through a web portal or in-person at the rental agency. It should
provide real-time availability information and facilitate the process of selecting vehicles,
specifying rental dates, and capturing customer details.

3. Customer management: The system should store and manage customer information, including
contact details, identification documents, payment preferences, and rental history. This allows
rental companies to provide personalized services, maintain customer loyalty programs, and
manage customer interactions efficiently.

4. Rental pricing and billing: The system should provide a mechanism for defining rental rates
based on various factors such as vehicle type, rental duration, location, and any additional
services or options. It should generate accurate invoices and receipts for customers, incorporating
rental charges, taxes, fees, and any applicable discounts or promotions.

5. Integration with payment systems: Seamless integration with payment gateways or other
financial systems allows for secure and convenient payment processing. It should support
different payment methods, including credit cards, online payments, and cash transactions, while
ensuring data privacy and security.

6. Reporting and analytics: The system should offer robust reporting capabilities, generating
insights on key performance indicators (KPIs) such as revenue, utilization rates, customer
satisfaction, and maintenance costs. This data helps rental companies make informed decisions,
identify areas for improvement, and optimize their operations.

7. Administrative functions: The system should provide administrative features to manage user
access, employee roles and permissions, and system settings. It should also have mechanisms for
generating rental agreements, tracking maintenance and servicing schedules, managing insurance
information, and handling any legal or compliance requirements.

Overall, the aim of a car rental management system is to streamline operations, enhance
customer experience, maximize revenue, and improve overall efficiency and profitability for car
rental businesses.

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