SCHOOL: COMPUTING AND INFORMATICS

DEPARTMENT: INFORMATION TECHNOLOGY

TOPIC: BUS BOOKING SYSTEM

PRESENTED BY:

NAME:

ADMISSION:

DATE: 14/04/2025

PROPOSAL SUBMITTED IN PARTIAL FULFILLMENT FOR THE AWARD OF DIPLOMA

IN INFORMATION TECHNOLOGY
Contents
CHAPTER ONE: INTRODUCTION........................................................................................3
1.0 Introduction......................................................................................................................... 3
1.1 Background of the Study......................................................................................................3
1.2 Problem Statement...............................................................................................................4
1.3 Objectives............................................................................................................................ 4
1.3.1 General Objective......................................................................................................... 4
1.3.2 Specific Objectives....................................................................................................... 4
1.4 Scope and Limitations of the Study.....................................................................................4
1.6 Justification..........................................................................................................................5
1.7 Project Risks and Mitigation................................................................................................5
1.8 Budget and Resources..........................................................................................................6
1.9 Project Schedule.................................................................................................................. 7
Chapter Two: Literature Review....................................................................................................8
2.1 Introduction......................................................................................................................... 8
2.2 Digital Bus Ticketing Systems.............................................................................................8
2.3 QR Code Technology in Public Transportation....................................................................8
2.4 Integration of Digital Ticketing and QR Code Technology..................................................9
2.5 Challenges and Considerations............................................................................................9
2.6 Conclusion........................................................................................................................... 9
CHAPTER THREE: METHODOLOGY.....................................................................................10
3.1 Introduction........................................................................................................................10
3.2 Research Design................................................................................................................ 10
3.3 Data Collection Techniques............................................................................................... 10
3.3.1 Interviews................................................................................................................... 10
3.3.2 Observation.................................................................................................................10
3.3.3 Document Review.......................................................................................................10
3.4 Data Analysis Tools and Process Modeling....................................................................11
3.4.1 Data Flow Diagrams (DFDs)......................................................................................11
 3.4.2 Entity Relationship Diagrams (ERDs)........................................................................11
3.4.3 Use Case Diagrams.....................................................................................................12
3.5 System Development Tools................................................................................................12
3.5.1 Programming Languages and Frameworks.................................................................12
3.5.2 QR Code Library.........................................................................................................12
3.5.3 IDE and Tools............................................................................................................. 13
3.6 System Testing Techniques................................................................................................13
3.6.1 Unit Testing.................................................................................................................13
3.6.2 Integration Testing...................................................................................................... 13
3.6.3 User Acceptance Testing (UAT)..................................................................................13
3.7 Conclusion......................................................................................................................... 13
CHAPTER ONE: INTRODUCTION
1.0 Introduction
The transportation industry plays a crucial role in the movement of people and goods,
contributing significantly to a country’s economic and social development. In Kenya, buses are
one of the most commonly used modes of transportation, especially for inter-county and urban
travel. Despite their importance, the operational management of bus travel is still largely manual
in many regions. This includes booking tickets, checking seat availability, issuing travel
confirmations, and handling payments.
Currently, passengers are often required to visit physical offices or bus terminals to book tickets.
This not only wastes time but also inconveniences customers, especially during peak hours or
seasons. Moreover, the manual nature of operations frequently results in problems such as
overbooking, misplaced records, and lack of real-time seat availability updates. With the
increasing penetration of mobile phones and the internet in Kenya, there is a growing need for
digital systems that can simplify and automate these processes.
This project focuses on the development of a Bus Booking System, a web-based application that
allows passengers to book bus tickets online, view available routes, select seats, make payments,
and generate QR-coded tickets. The system also enables administrators to manage schedules,
bookings, routes, and monitor seat occupancy. This approach not only solves the current
operational inefficiencies but also enhances user experience through digitization and automation.

1.1 Background of the Study

The client for this system is a mid-sized inter-county bus service provider operating within
Kenya, whose core business is offering passenger transport services between urban and rural
centers. Currently, bookings are handled manually through phone calls and at bus terminals.
Paper records are used for managing bookings and issuing receipts, making the process error-
prone and time-consuming.
Operational challenges faced include double bookings, difficulty in tracking payment status, and
lack of centralized data for analytics or business intelligence. Furthermore, passengers often lack
a means of verifying their seat numbers or tickets, which leads to conflicts and delays during
boarding.
The company has expressed a need for a centralized, web-based booking system that integrates
with mobile payments (such as M-PESA) and generates QR codes for tickets, which can be
scanned during boarding to validate bookings. This system aims to modernize the client’s service
delivery and align with current trends in digital transformation in the transport sector.
1.2 Problem Statement
The manual nature of the bus booking process has introduced several problems that affect both
the service provider and passengers:
 Inefficient Booking Process: Passengers are required to physically visit booking offices,
which is time-consuming and inconvenient.
 Frequent Booking Errors: Manual entries often result in overbooking or assigning the
same seat to multiple passengers.
 Lack of Payment Tracking: Difficulty in verifying whether payments have been made,
especially in cases of manual M-PESA transactions.
 No Digital Ticketing: Passengers receive handwritten tickets that are prone to loss or
forgery.
 Limited Data Management: Absence of a centralized database hampers reporting,
analytics, and performance monitoring.
This project addresses these issues by developing a digital bus booking system with real-time
seat tracking, online payments, QR code ticketing, and administrative controls.

1.3 Objectives
1.3.1 General Objective
To develop a web-based bus booking system that automates ticket booking, seat management,
and payment verification.

1.3.2 Specific Objectives

1. To investigate the existing manual booking processes and identify operational
inefficiencies.
2. To design and develop a user-friendly web-based application for bus booking and ticket
management.
3. To implement secure mobile payment integration (M-PESA) within the booking system.
4. To generate and validate QR code tickets for improved boarding processes.
5. To analyze user data and booking trends to support business decision-making.

1.4 Scope and Limitations of the Study

Scope
 The system will allow users to register, log in, view bus schedules, book seats, make
payments, and download tickets.
  Admins will be able to manage routes, schedules, bookings, and users.
 The system will include a QR code ticketing feature and payment confirmation using M-
PESA.
Limitations
 The system will not include a mobile application in its first phase.
 Integration with other payment platforms (like cards or bank APIs) is not covered.
 Real-time GPS tracking of buses is outside the scope of this project.

1.6 Justification
Digitizing the bus booking process offers numerous advantages. It reduces the need for
passengers to physically visit booking offices, enhances accuracy in seat allocation, and
improves transparency in payment tracking. The system also adds a layer of professionalism and
trust to the client’s operations. From a development perspective, the project is interesting due to
its integration with M-PESA APIs, QR code generation, and user interface design challenges.
Additionally, the idea is timely as the transport sector moves toward digital solutions in line with
government digital transformation strategies.

1.7 Project Risks and Mitigation

Risk Mitigation Strategy

Implement offline booking sync capability (future

Internet downtime
improvement)

M-PESA API integration failure Use a sandbox environment and fallback manual verification

Data loss Regular database backups and use of secure hosting

Security vulnerabilities Input validation, HTTPS, password hashing

User resistance to change Provide user training and a simple, intuitive UI

1.8 Budget and Resources
Resource Estimated Cost

Laptop/PC KSH 40,000

Internet Access KSH 3,000

Web Hosting & Domain KSH 4,000

M-PESA API Charges KSH 1,000

Software (PHP, MySQL, etc.) KSH 0 (Open Source)

QR Code Library KSH 0 (Open Source)

Miscellaneous KSH 2,000

Total KSH 50,000

1.9 Project Schedule
The development schedule is broken down into the following key phases:

TASK WEE WEEK WEE WEE WEEK WEE WEE WEE

K1 2 K3 K4 5 K6 K7 K8

Planning

Requirement
gathering and
analysis

Design

Development

Testing

Documentation
Chapter Two: Literature Review
2.1 Introduction
The evolution of public transportation systems has been significantly influenced by technological
advancements, particularly in ticketing mechanisms. Traditional paper-based ticketing systems
are increasingly being replaced by digital solutions, which enhance efficiency, reduce operational
costs, and improve user experience (Bagai, 2021). This literature review explores the
development and implementation of digital bus ticketing systems and the integration of QR code
technology in public transportation.

2.2 Digital Bus Ticketing Systems

Digital bus ticketing systems have emerged in response to the limitations of manual ticketing
processes. These systems offer real-time booking, cancellation, and seat selection, thereby
streamlining operations for both service providers and passengers (Singh & Dube, 2020). The
integration of online platforms facilitates centralized management of ticket sales, route
information, and customer data, leading to improved service delivery (Alhassan & Agyeman,
2018).
A study focusing on the Malaysian context highlighted the development of an online bus
ticketing system that consolidates various bus operators into a single platform. This system not
only simplifies the booking process for passengers but also provides operators with tools for
schedule management and performance monitoring (Abidin et al., 2015). According to Kinyua
and Kamau (2020), such systems significantly reduce wait times and booking errors, while
enhancing transparency in fare collection and accountability.

2.3 QR Code Technology in Public Transportation

QR code technology has been increasingly adopted in public transportation as a means of
enhancing ticketing systems. It offers a cost-effective, secure, and user-friendly method for ticket
verification and passenger authentication (Choudhury & Bhowmik, 2022). The implementation
of QR codes facilitates contactless transactions, which became particularly relevant during the
COVID-19 pandemic (Sohrabi et al., 2020).
Research indicates that the use of QR codes in bus ticketing systems improves operational
efficiency by reducing boarding times and minimizing the need for physical interactions (Aryal
& Adhikari, 2019). Additionally, QR codes can be integrated with mobile applications, allowing
passengers to access real-time information on bus schedules and routes (Mahmoud, 2021). This
approach also allows transport companies to collect travel data for planning and optimization.
2.4 Integration of Digital Ticketing and QR Code Technology
The synergy between digital ticketing systems and QR code technology has led to the
development of comprehensive solutions that address various challenges in public transportation.
For instance, systems that combine online booking platforms with QR code-based ticket
verification streamline the entire travel experience for passengers (Otieno, 2020). These
integrated systems enhance data accuracy, reduce fraud, and provide valuable insights into
passenger behavior and preferences (Mahmoud, 2021).
Moreover, the adoption of such technologies supports the implementation of smart transportation
initiatives, contributing to the development of sustainable and efficient urban mobility solutions
(Bagai, 2021). These systems align with broader smart city goals, including reduced emissions,
optimized route planning, and improved commuter satisfaction.

2.5 Challenges and Considerations

Despite the benefits, the implementation of digital ticketing systems and QR code technology in
public transportation faces several challenges. These include technological barriers, such as the
need for reliable internet connectivity and compatible devices, as well as user-related issues like
digital literacy and resistance to change (Singh & Dube, 2020). Additionally, concerns regarding
data privacy and security must be addressed to ensure user trust and compliance with regulatory
standards (Sohrabi et al., 2020).
Furthermore, initial costs of infrastructure setup, staff training, and maintenance can be
significant, especially in developing countries (Kinyua & Kamau, 2020). Policymakers and
stakeholders must therefore weigh short-term costs against long-term gains in efficiency and
sustainability.

2.6 Conclusion
The integration of digital bus ticketing systems and QR code technology represents a significant
advancement in public transportation. These innovations offer numerous benefits, including
enhanced efficiency, improved user experience, and support for sustainable urban mobility.
However, successful implementation requires careful consideration of technological, user-
related, and regulatory factors. Ongoing research and development are essential to address these
challenges and fully realize the potential of these technologies in transforming public
transportation systems.
CHAPTER THREE: METHODOLOGY
3.1 Introduction
This chapter presents the research and development methodology adopted in the creation of the
digital bus ticketing system integrated with QR code technology. The methodology outlines the
steps taken from problem identification to system implementation, testing, and deployment. It
explains the approaches used in gathering data, analyzing user needs, selecting appropriate tools,
and developing the system. A well-structured methodology ensures that the project is both
systematic and replicable.

3.2 Research Design

The study employed a qualitative and descriptive research design, which is suitable for
understanding user needs, analyzing existing systems, and designing practical software solutions.
This approach allowed for the in-depth study of the existing manual ticketing processes and
helped identify pain points that the new system was intended to address.
A prototyping software development model was adopted due to its iterative nature, enabling
continuous user feedback throughout the design and development stages. This ensured that the
end product met the actual needs of the users and was adaptable to evolving requirements.

3.3 Data Collection Techniques

Data was collected using a combination of primary and secondary data collection methods:

3.3.1 Interviews
Interviews were conducted with key stakeholders including bus company staff (cashiers,
ticketing clerks), managers, and regular passengers. The purpose was to understand current
challenges with manual ticketing systems, preferred features in digital platforms, and readiness
for adopting new technology.

3.3.2 Observation
Direct observation of ticketing operations was conducted at selected bus stations. This provided
insight into workflows, customer interactions, and time taken per transaction—helping identify
bottlenecks in the current process.

3.3.3 Document Review

Existing documents such as ticket receipts, route schedules, and booking logs were reviewed.
This secondary data helped understand the operational structure and provided parameters (e.g.,
route IDs, pricing formats, departure schedules) needed for system modeling.
3.4 Data Analysis Tools and Process Modeling
The data collected was analyzed to identify system requirements and user preferences. The
following tools and techniques were employed:

3.4.1 Data Flow Diagrams (DFDs)

DFDs were used to model the flow of information within the system, mapping how data moved
from input to storage and output. This helped in structuring system modules such as user
authentication, booking, payment processing, and QR code generation.

3.4.2 Entity Relationship Diagrams (ERDs)

ERDs were used to design the relational database by defining entities (such as Users, Routes,
Bookings, and Payments) and their relationships.
3.4.3 Use Case Diagrams
Use case diagrams helped visualize user interactions with the system—defining functionalities
such as "Login", "Book Seat", "Generate QR Code", and "View Booking History".

3.5 System Development Tools

3.5.1 Programming Languages and Frameworks
 PHP (Server-side scripting): Used for developing the backend and processing bookings,
logins, and generating QR codes.
 JavaScript (Client-side interactions): For dynamic features like form validations and
interactivity.
 HTML/CSS/TailwindCSS: For front-end structure and design.
 MySQL: Used as the database to store user details, booking records, payment status, and
route schedules.

3.5.2 QR Code Library

 Endroid/QR-Code (PHP Library): Used for generating QR codes, which are attached
to tickets for verification during boarding.
3.5.3 IDE and Tools
 Visual Studio Code: Primary code editor.
 XAMPP: Local server environment to host and test the system.
 phpMyAdmin: Used to manage and visualize the database.

3.6 System Testing Techniques

3.6.1 Unit Testing
Each module was individually tested to ensure it performed as expected. Examples include
testing the login function, seat selection, and QR code generation.

3.6.2 Integration Testing

The system’s components were integrated and tested as a whole to ensure seamless interaction
between modules (e.g., booking connecting with payment and QR code generation).

3.6.3 User Acceptance Testing (UAT)

Selected users (staff and passengers) tested the system and gave feedback on usability, design,
and functionality. Their feedback helped improve system performance and interface
intuitiveness.

3.7 Conclusion
This chapter has detailed the methodology used in the development of the digital bus ticketing
system. The approach involved thorough data collection, analysis, and iterative development
using the prototyping model. The tools, techniques, and frameworks selected ensured the
development of a system that addresses the identified challenges in bus ticketing. The next
chapter presents system analysis and design, including screen mockups, database structure, and
key modules.
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