CAR RENTAL SERVICE MANAGEMENT

SYSTEM

1)
Contents
1. Introduction
1.1 Purpose
1.2 Scope
2. Problem
3. Feasibility study
4. End user of the System
5.Specific Description
5.1 System Requirement
5.2 Functional Requirements
5.3 Non-Functional Requirement
5.4 Requirements Elicitation
6. Data flow diagram (DFD):
7. Requirement analysis and negotiation
1. Introduction
Transport facility is a matter of headache for those people who do not have any personal
transport in addisabeba. On occasions like Wedding, Vacation, house shifting, and tour
outside addis and on many other situations they feel the necessity of a vehicle to sort out
the problems. So if it is possible to design or develop a web based application for availing
transport whenever and wherever possible, then it will be beneficial for both renter and
transport provider. Now a days, by some clicks only, we can get whatever you want at
home. We already know about the online shopping, e-banking etc. Similarly, The Car
Rental System is the online facility to book cars online within few clicks only. Some
people can not afford to have a car, for those people this system becomes very helpful.
This system includes various cars, as per the customer order and comfort, it place the
order and deliver the car as per the location within the area. For travelling a long distance,
booking can be done via internet service only for while.
.
1.1 Purpose
The advancement in Information Technology and internet penetration has greatly
enhanced various business processes and communication between companies (services
provider) and their customers of which car rental industry is not left out. This E-Car
Rental System is developed to provide the following services.

1.2 Scope
This project traverses a lot of areas ranging from business concept to computing field,
and required to perform several researches to be able to achieve the project objectives.
The area covers include:
 Car rental industry: This includes study on how the car rental business is being done,
process involved and opportunity that exist for improvement.
 General customers as well as the company’s staff will be able to use the system
effectively.
 Web-platform means that the system will be available for access 24/7 except when
there is a temporary server issue which is expected to be minimal. In addition to web-
platform the system will available on mobiles and other technologies.

2. Problem
A car rental is a vehicle that can be used temporarily for a fee during a specified period.
Getting a rental car helps people get around despite the fact they do not have access to
their own personal vehicle or don't own a vehicle at all. The individual who needs a car
must contact a rental car company and contract out for a vehicle. This system increases
customer retention and simplify vehicle and staff management.
3. feasibility study
 Product functionality:
Car Rental System provides the features for booking a car online. It includes several
functionalities describes as below.
  Car Rental Management:
It provides car reservation facility online. Customer can visit the website and check for
various cars. If they are feasible with requirement, then booking can be done.
 Checking For Availability:
Employee can check for the availability of the car. He/she maintains the database of car.
If no any car is available it is the responsibility of the employee to provide alternative
options.
 Payment system:

Administrator/owner of the applications responsible for payment to the employee.

Order cancellation , order finalize, these all activities are done by the administrator
of the application .
 maintainace manager
If any car requires maintain ace like repair or replacement of any parts, then maintenance
manager maintain the data about that. Payment of maintenance are done by the
administrator of the application

4. End user of the System

The main targets in this system are:
 Tourists Travel Company
 Government officials
 Local people
 Workers
 Merchants
 Event Organizers
5. Specific Description
5.1 Functional Requirements
 Reservation :
 The system must allow the customer to register for reservation.
 The system shall allow the customer to view detail description of particular car.
 The system must notify on selection of unavailable cars while reservation.
 The system shall present an option for advanced search to limit the car search to
specific categories of car search.
 The system must allow the customers to select specific car using different search
category while reservation.
 The system must view list of available car during reservation.
 The system shall allow the customers to cancel reservation using reservation
confirmation number.
 The system shall allow the employee to update reservation information.
 The system shall allow the employee to view reservations made by customers.
 The system shall presents information on protection products and their daily
 costs, and requests the customer to accept or decline regulation terms during
reservation.
 The system must be able to provide a unique reservation conformation number
for all successfully committed reservations.
 The system must be able to display reservation summary for successfully
committee reservation.
 Log in:
 The system should allow employee to login to the system using their username
and password.
 The system shall allow the manager to create new user account.
 The system shall allow manager to change account password.
 The system shall allow staff to change account password.
 The system shall allow staff to logout.
 The system shall allow manager to logout
 Car
 The system should allow staff to register new cars.
 The system shall allow staff to select cars in the list.
 The system shall allow customer to select cars in the list.
 The system shall allow staff to Search cars by specific record.
 The system shall allow customer staff to Search cars by specific record.
 The system shall allow staff to update information of the car in need of
modification.
 The system shall allow staff to display all lists of car.
 The system shall allow staff to display all available car.
 The system shall allow customer to display all available car.
 The system shall allow staff to display all rented car.
 The system shall allow staff to display all off duty car.
 Rent
 The system shall allow staff to register customers into rental list.
 The system shall allow staff to update about customer rent record details in the
rental list.
 The system shall be able to save all changes made on the customer rent list.
 The system shall allow staff to select customer rent record by specific search
category.
 The system shall allow staff to search rent record of customers using specific
categories.
 The system shall allow staff to display customers, who rent cars.
 The system shall allow staff to display all customers rent record.
 The system must provide printable summary for successful committed rent.
 5.2 Non Functional Requirement
 The system can inform the user about new cars, Rental Company and packages
using email
 The system should be accessible by anyone who wants to see information.
 The system should be accessible 24 hour a day and 7 day in a week.
 The system should have multi language access
 The system should have accessibility for disabled people.
 The system should be accessible on all platforms.
 The system should have night mode.

5.3 Requirements Elicitation

Brainstorming
The requirements elicitation process begins with brainstorming. To facilitate focused and fruitful
brainstorming sessions, business analysts should set up a team with representatives of all
stakeholders for capturing new ideas. Suggestions coming out of brainstorming sessions should
be properly documented in order to draft the plan of action.

Document Analysis
During this step of the requirements elicitation process, business analysts review existing
documentation at hand, with the intent of identifying requirements for changes or improvements.
Examples of document analysis sources include pre-existing project plans, system specifications,
process documentation, market research dossiers, customer feedback, meeting minutes, and user
manuals. Document analysis is performed before scheduling more in-depth requirements
elicitation sessions or interviews with stakeholders.

Focus Group
In a focus group, relevant stakeholders provide feedback to refine processes, ideas, or solutions
that emerged as an outcome of earlier elicitation activities, such as brainstorming and document
analysis. The feedback and comments are recorded for use in later phases of requirements
elicitation.

Interface Analysis
At the core of interface, analysis is the idea of deconstructing how external and internal systems
interact with each other and with end-users. This enables business analysts to identify potential
requirements, uncover limitations, and determine interoperability issues between hardware and
systems, which simplifies integration and testing workloads.

Interviews
A great way to extract critical data is via interviews. Business analysts engage in group or one-
to-one interviews in an informal or formal setting to elicit project requirements through questions
directed at Subject Matter Experts, stakeholders, and end-users. By exploring diverse opinions,
business analysts gain in-depth knowledge of the requirements. 

Observation
Also referred to as job shadowing, observation is an excellent elicitation technique that helps
understand requirements based on observations related to process flows and work environments
of stakeholders. Practical insights into actual workflows serve as the basis for modifications and
enhancements. The observation approach allows business analysts to elicit real-world data that
other requirements elicitation methods cannot capture.

Prototyping
One of the most important phases of the requirements elicitation process, prototyping enables
business owners and end-users to visualize realistic models of applications before they are finally
developed. Prototyping helps generate early feedback, and it boosts stakeholder participation in
requirements elicitation.

Workshops
For multi-stakeholder, complex projects, workshops are one of the most resource-efficient
methods to elicit requirements. Intense, focused, and highly productive workshops have a key
role to play in getting all parties onto the same page. Workshop events help Subject Matter
Experts and Stakeholders to collaborate, resolve conflicts, and come to an agreement. 

Survey
When multiple Subject Matter Experts and stakeholders are involved in a project, business
analysts conduct a survey for the elicitation of requirements. Everyone involved is given a
questionnaire to fill out. Subsequently, the responses are analyzed to refine the requirements.
Surveys are less expensive than other requirements elicitation techniques, easy to administer, and
can produce both qualitative and quantitative results.
6. Data flow diagram (DFD):
  The Customer (a source of information) sends in an order.
 The system then sends out an invoice data flow.
 Employees update car records and give details to the car rental system.
 Car maintenance manager gets information about cars from the system, update the
renewed records.
 The owner check for order and generates report.
 This is a top-level view of the information flow in and out of the system.

7. Requirement analysis and negotiation

Analysis checks
Necessity checking
• The need for the requirement is analyzed. In some cases, requirements
may be proposed which don’t contribute to the business goals of the
organization or to the specific problem to be addressed by the system.
Consistency and completeness checking
• The requirements are cross-checked for consistency and completeness.
Consistency means that no requirements should be contradictory;
completeness means that no services or constraints which are needed
have been missed out.
Feasibility checking
• The requirements are checked to ensure that they are feasible in the
context of the budget and schedule available for the system
development.

Requirements negotiation
Requirements discussion
•Requirements which have been highlighted as problematical are
discussed and the stakeholders involved present their views about the
requirements.
Requirements prioritization
• Disputed requirements are prioritized to identify critical requirements
and to help the decision making process.
Requirements agreement
• Solutions to the requirements problems are identified and a
compromise set of requirements are agreed. Generally, this will involve
making changes to some of the requirements.