Web Based Fleet Management System: A Dissertation Submitted For The Degree of Master of Information Technology

Web Based Fleet Management System for CEB
Web based Fleet Management System
A dissertation submitted for the Degree of Master of

Information Technology
HDN SILVA
University of Colombo School of Computing

2018
i
Declaration
The thesis is my original work and has not been submitted previously for a degree at this or any other
university/institute.
To the best of my knowledge it does not contain any material published or written by another
person, except as acknowledged in the text.
Student Name: HDN SILVA
Registration Number: 2015/MIT/054
Index Number: 15550545
_____________________
Signature: Date:
This is to certify that this thesis is based on the work of
Mr. /Ms.
under my supervision. The thesis has been prepared according to the format stipulated and is of
acceptable standard.
Certified by:
Supervisor Name: Dr MGNAS FERNANDO
_____________________
Signature: Date:
ii
Abstract
Ceylon Electricity Board (CEB) is the national power utility and is a statutory body established
by the Act Number 17 of 1969, with reflecting a monopoly in electricity power sector in Sri
Lanka. CEB core business processes include power generation, transmission,
distribution and retailing. CEB operates with nearly 6.1 million customers as of 2016 and
responsible for provide electricity continuously to the customers without any issues.
At present, the management and monitoring of the vehicles in CEB is done manually. Thus
problems such as data duplication, lack of integrity, data inconsistency and missing data has
become a major problem. To overcome the above mentioned problems web based system was
implemented.
Requirements were gathered referring web resources, onsite observation and conducting
interviews with CEB management and staff members. To enhance the more features similar
systems were used. Based on the above facts gathering techniques, users of the system were
identified. The entire system was divided as Vehicle Registration Management, Vehicle
Allocation, Booking Details, Running & Fuel Management, Vehicle Management and Report
Generation. This was completely replaced by the current manual system and provided an
advanced closed monitoring and proper management of vehicles.
The three-tier architecture with XAMPP, MySQL workbench 6.0 community edition and .NET
technology were used to develop this system. The object oriented concept was used to draw use
case diagrams, sequence diagrams, class diagrams, etc. Microsoft Visio 2013 were used as the
modeling software at the analyzing and designing stage of the project. After preparing a test
plan, testing was initiated. Unit test was developed in the implementation for the solution and
further solution was done against test cases. Acceptance testing was carried out after
implementing the onsite. And questionnaire was given to the selected users in the evaluation.
The aim of the project is to provide a web based Fleet Management System (FMS) to increase
efficiency and productivity of the vehicle management activities in a smooth manner in CEB.
iii
Acknowledgements
While taking the opportunity of presenting this study illustrating and implementing the Web
based Fleet Management System for Ceylon Electricity Board. I wish to convey a note the
assistance given to me various people who came across me during my tenure of completing this
study. Therefore it is my unbound duty to offer my appreciation with great pleasure to the
following personnel.
Specially to Dr M G N A S Fernando, senior lecturer of the University of Colombo School of

Computing, who imparted his valuable knowledge and enabling me to enhance my knowledge
and for giving me immeasurable guidance and support to successfully completing this report as
my supervisor. I wish to express my gratitude to the director, all academic staff of the University
Of Colombo School Of Computing, for the advices given and all the help rendered.
Further thanks also Mr. Kanishka Jayasekara (former DGM/IT), Dr Rohan Abeysekara
(DGM/IT) and all the staff members of the Ceylon Electricity Board. Without those help and
support I could not have manage and complete this study on time.
My colleagues for sharing their knowledge and views on this problematic area. Last but not
least, I would like to convey my gratitude to my parents and my friends for their inspiration and
guidance during this period of study.
iv
Table of Contents
Declaration …………………………………………………………………………………………………………………. i
Abstract …………………………………………………………………………………………………………………….. ii
Acknowledgements …………………………………………………………………………………………………….. iii
: Introduction .......................................................................................................................... 1
1. Background ................................................................................................................................. 1
1.1. Motivation ............................................................................................................................... 2
1.2. Aims & Objectives .................................................................................................................. 2
1.3. Methodology ........................................................................................................................... 3
1.3.1. Waterfall Model .................................................................................................................. 3
1.3.2. Incremental Model .............................................................................................................. 4
1.4. Scope of the project ................................................................................................................. 4
1.5. Limitations of the project ........................................................................................................ 5
1.6. Structure of Dissertation.......................................................................................................... 6
: Background........................................................................................................................... 7
2. Introduction ................................................................................................................................. 7
2.1. Similar Systems ....................................................................................................................... 7
2.1.1. Vehicle Fleet Manager ........................................................................................................ 7
2.1.2. Fleet Maintenance Pro ......................................................................................................... 9
2.1.3. Fleetio Manage .................................................................................................................. 11
2.1.4. Fuel consumption and collision prevention systems modules .......................................... 14
2.1.5. Introduction to the Basis of Fleet Management Technology ............................................ 15
2.1.6. Best practice fleet management and priority actions ......................................................... 16
: Requirement Analysis ......................................................................................................... 18
3. Information Gathering Method ................................................................................................. 18
3.1. Current System ...................................................................................................................... 18
3.2. Analysis ................................................................................................................................. 19
3.3. Present users of the system.................................................................................................... 19
3.4. Functional Requirements....................................................................................................... 20
3.4.1. Vehicle Registration Management .................................................................................... 20
3.4.2. Vehicle Allocation............................................................................................................. 20
3.4.3. Booking Details ................................................................................................................. 20
3.4.4. Running & Fuel Management ........................................................................................... 20
3.4.5. Vehicle Management ......................................................................................................... 21
3.4.6. Report Generation ............................................................................................................. 21
v
3.5. Non Functional Requirement ................................................................................................ 21

3.6. Present gap against the requirements .................................................................................... 22
: Design of Solution .............................................................................................................. 23
4. Introduction ............................................................................................................................... 23
4.1. Use Case Diagrams ............................................................................................................... 24
4.1.1. Login ................................................................................................................................. 24
4.1.2. Fleet Management System ................................................................................................ 26
4.1.3. Vehicle Registration .......................................................................................................... 28
4.1.4. Vehicle Allocation............................................................................................................. 30
4.1.5. Vehicle Booking ................................................................................................................ 32
4.1.6. Running & Fuel Management ........................................................................................... 34
4.1.7. Report Generation ............................................................................................................. 35
4.2. Sequence Diagrams ............................................................................................................... 37
4.3. Activity Diagrams ................................................................................................................. 39
4.4. Class Diagrams ...................................................................................................................... 42
4.5. User Interface Design ............................................................................................................ 43
: Implementation ................................................................................................................... 44
5. Introduction ............................................................................................................................... 44
5.1. Development Environment.................................................................................................... 44
5.2. Implemented modules and source codes ............................................................................... 45
5.2.1. CEB vehicle registration ................................................................................................... 45
: Testing, Evaluation and Results ......................................................................................... 47
6.1. Testing ................................................................................................................................... 47
6.1.1. Introduction ....................................................................................................................... 47
6.1.2. Module structure ............................................................................................................... 47
6.1.3. Test Plan ............................................................................................................................ 47
6.1.4. Functions to be tested ........................................................................................................ 48
6.1.5. Testing process overview .................................................................................................. 49
6.1.6. Software testing process .................................................................................................... 49
6.1.7. Testing in the project lifecycle .......................................................................................... 49
6.1.8. Test Cases.......................................................................................................................... 52
6.2. Evaluation.............................................................................................................................. 53
6.2.1. Evaluation methodology.................................................................................................... 55
6.2.2. Evaluation analysis ............................................................................................................ 55
6.3. Results ................................................................................................................................... 60
: Discussion........................................................................................................................... 62
7. Introduction ............................................................................................................................... 62
vi
7.1. Achievements of Objectives .................................................................................................. 62

7.2. Lesson learnt ......................................................................................................................... 63
7.3. Future improvements............................................................................................................. 63
References ............................................................................................................................................. 65
Appendix A– Database Design ............................................................................................................. 66
1. CEB vehicle registration ........................................................................................................... 66
2. Vehicle allocation table ............................................................................................................. 66
3. Vehicle booking table................................................................................................................ 67
4. Fuel management table.............................................................................................................. 67
5. Running chart management table .............................................................................................. 68
6. Accident details management table ........................................................................................... 68
Appendix B - Source Codes .................................................................................................................. 69
1. CEB vehicle registration ........................................................................................................... 69
1.1. Record insertion .................................................................................................................... 69
2. Vehicle transfer ......................................................................................................................... 70
3. Booking cancellation ................................................................................................................. 71
4. Report of Expenses of a vehicle ................................................................................................ 72
Appendix C – Test Cases ...................................................................................................................... 74
Appendix D – User Documentation ...................................................................................................... 77
1. Login Page................................................................................................................................. 77
2. CEB vehicle details ................................................................................................................... 79
3. Vehicle Allocation..................................................................................................................... 81
4. Reports ...................................................................................................................................... 82
5. Logout ....................................................................................................................................... 83
Appendix E – Results ............................................................................................................................ 84
vii
List of Figures
Figure No Description Page Number
Figure 1.1: Waterfall life cycle model [2] ............................................................................................... 3

Figure 1.2: Incremental life cycle model [3] ........................................................................................... 4
Figure 2.1: Vehicle Fleet Manager [4] .................................................................................................... 8
Figure 2.2: Vehicle Fleet Manager – Vehicle registration form [4] ........................................................ 8
Figure 2.3: Fleet maintenance pro – Vehicle registration form [5] ....................................................... 10
Figure 2.4: Fleetio manage Vehicle registration screen [6] .................................................................. 12
Figure 2.5: Fleetio manage Fuel management report [6] ...................................................................... 13
Figure 2.6: Overview of fleet management system [7] ......................................................................... 15
Figure 4.1: System Architecture............................................................................................................ 23
Figure 4.2: Users of the system ............................................................................................................. 23
Figure 4.3: Login process use case diagram.......................................................................................... 24
Figure 4.4: Fleet management system ................................................................................................... 26
Figure 4.5: Vehicle registration use case diagram ................................................................................ 28
Figure 4.6: Vehicle allocation use case diagram ................................................................................... 30
Figure 4.7: Vehicle booking use case diagram...................................................................................... 32
Figure 4.8: Running & Fuel management use case diagram ................................................................. 34
Figure 4.9: Report generation use case diagram ................................................................................... 35
Figure 4.10: Sequence diagram of Vehicle Registration ....................................................................... 37
Figure 4.11: Sequence diagram of Vehicle Registration ....................................................................... 38
Figure 4.12: Sequence diagram of a Vehicle booking .......................................................................... 38
Figure 4.13: Activity diagram of CEB vehicle registration .................................................................. 39
Figure 4.14: Activity diagram of Hired vehicle registration ................................................................. 40
Figure 4.15: Activity diagram of Vehicle transfer ................................................................................ 41
Figure 4.16: Class diagram of Fleet management system ..................................................................... 42
Figure 5.1: Sample code of vehicle information addition ..................................................................... 46
Figure 6.1: Module structure of the system ........................................................................................... 47
Figure 6.2: Invalid User Id message ...................................................................................................... 50
Figure 6.3: Invalid vehicle number message ......................................................................................... 50
Figure 6.4: Invalid date message ........................................................................................................... 51
Figure 6.5: Data Updated message ........................................................................................................ 51
Figure 6.6: Data Insert validation message ........................................................................................... 52
Figure 6.7: Case Processing Summary Table........................................................................................ 56
Figure 6.8: Descriptive table of the Explore function ........................................................................... 57
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Figure 6.9: Histograms of id 1 .............................................................................................................. 58

Figure 6.10: Histograms of id 2 ............................................................................................................ 59
Figure 6.11: Box-plot representation of selected id's ............................................................................ 60
Figure 6.12: Summary of vehicle expenditure report............................................................................ 61
Figure 6.13: Summary of vehicle expenditure in graphical representation ........................................... 61
Figure A.1: CEB vehicle table .............................................................................................................. 66
Figure A.2: Vehicle allocation table...................................................................................................... 66
Figure A.3: Vehicle booking table ........................................................................................................ 67
Figure A.4: Fuel management table ...................................................................................................... 67
Figure A.5: Running chart management table....................................................................................... 68
Figure A.6: Accident details management table ................................................................................... 68
Figure D.1: Login Page ......................................................................................................................... 77
Figure D.2: Admin home page .............................................................................................................. 78
Figure D.3: Subject Clerk/Data Entry Operator’s home page ............................................................... 78
Figure D.4: Driver's home page ............................................................................................................ 78
Figure D.5: CEB vehicle details form ................................................................................................... 79
Figure D.6: CEB vehicle details form ................................................................................................... 80
Figure D.7: Vehicle allocation form...................................................................................................... 82
Figure D.8: CEB vehicle details report form ........................................................................................ 80
Figure D.9: Logout button..................................................................................................................... 82
Figure E.1: Running chart detail report ................................................................................................. 84
Figure E.2: Running chart detail in graphical representation ................................................................ 84
Figure E.3: Total fuel expenditure report .............................................................................................. 85
Figure E.4: Graphical representation of fuel expenditure ..................................................................... 85
Figure E.5: Class wise vehicle detail report .......................................................................................... 85
ix
List of Tables
Table No Description Page Number
Table 2.1: Differences between Fleet Mgt. software system and Fleet Mgt. for CEB system................ 9
Table 2.2: Differences between Fleet Mgt. Pro system and Fleet Mgt. for CEB system ...................... 11
Table 2.3: Differences between Fleetio manage system and Fleet Management system for CEB ....... 13
Table 4.1: Use case description of login process .................................................................................. 25
Table 4.2: Use case description of Fleet management system .............................................................. 27
Table 4.3: Use case description of Vehicle registration ........................................................................ 29
Table 4.4: Use case description of Vehicle allocation .......................................................................... 31
Table 4.5: Use case description of Vehicle booking ............................................................................. 33
Table 4.6: Use case description of Running & fuel management ......................................................... 34
Table 4.7: Use case description of Report generation ........................................................................... 36
Table 6.1: Sampling test case format .................................................................................................... 48
Table 6.2: Test case for login ................................................................................................................ 52
Table 6.3: Test case for CEB vehicle registration ................................................................................. 53
Table C.1: Test case for vehicle allocation ........................................................................................... 74
Table C.2: Test case for vehicle transfer ............................................................................................... 74
Table C.3: Test case for vehicle parking ............................................................................................... 75
Table C.4: Test case for fuel order ........................................................................................................ 75
Table C.5: Test case for running chart management ............................................................................ 76
x
List of abbreviations
AGM Additional General Manager

AGM/AM Additional General Manager/Asset Management
CC Chief Clerk
CEB Ceylon Electricity Board
CEO Chief Executive Officer
DEO Data Entry Operator
DGM Deputy General Manager
DGM/AM Deputy General Manager/Asset Management
DGM/IT Deputy General Manager (Information Technology)
FMS Fleet Management System
GM General Manager
GPRS General Packet Radio Service
GPS Global Positioning System
RFID Radio Frequency Identification
UI User Interface
UML Unified Modeling Language
xi
: Introduction
1. Background
Ceylon Electricity Board (CEB) is the national power utility and is a statutory body established
by the Act Number 17 of 1969, with reflecting a monopoly in electricity power sector in Sri
Lanka. CEB core business processes include power generation, transmission,
distribution and retailing. Electricity demand is currently met by nine thermal power stations,
fifteen large hydroelectric power stations, and fifteen wind farms, with a smaller share
from small hydro facilities, a coal power station and other renewables such as solar[1]. CEB
operates with nearly 6.1 million customers as of 2016.
All functions are operated in island wide nearly 800 CEB workstations. Each workstation comes
under division, branch, unit or sub unit and also can be named as a cost centre. Each cost centre
has number of vehicles.
There are many divisions function under by Chief Executive Officer (CEO). Each division
functions separately and CEO is responsible for all divisions. The hierarchy of the CEB is
attached (Annexure 1).
The vehicles are monitored by head of each hierarchy level in CEB and Additional General
Manager/Asset Management (AGM/AM) is responsible for monitor all vehicles. As CEB does
not have a proper system to identify or monitor total number of CEB vehicles, vehicle types,
hired vehicles, fuel consumption, maintenance cost, ownership of the vehicle, vehicle parking
location, vehicle transfer history etc. AGM/AM could not been able to get exact information on
vehicles.
Some vehicles are restricted to specific projects, some are strictly organizational driver driven
and others self-staff based on administration policies related to CEB. The function of vehicle is
dependent on CEB policies and structures.
1
1.1. Motivation
CEB is the licensee which is responsible for generating, transmitting, distribution and sale of
electrical energy in Sri Lanka. It is responsible for provide electricity continuously to the
customers without any issues. The system will optimize the use of vehicle in accordance with
the organizations operating needs, enhance the quality of the service and develop efficiencies
to make the service more effectively.
1.2. Aims & Objectives
The main aim of the project is to develop a web based Fleet Management System (FMS) to
increase efficiency and productivity of the CEB vehicle management activities in a smooth
manner except the emergency situation activities (natural disaster situation, breakdown services
etc.).
Further this system will provide the facilities such as identification information of the vehicle,
details of vehicle location, allocation to officer(s) and driver(s), vehicle transfer history, vehicle
booking, monitor the details of manage renting dates of hired vehicles, revenue license and
insurance date etc. Also possible to determine the number of excess or shortage of vehicles in
unit wise, sub unit wise etc.
In addition to the above functionalities, the system will generate following reports.
 Summary of refueling by vehicle and average fuel consumption
 Summary mileage of each vehicle
 Services and maintenance
 Accident details.
The main objectives of this project will generate information in connection with the decision
making activities in the followings.
 To determine the maintenance cost whether is it high or low.
 To determine whether fuel consumption is economical or not.
 To provide the recommendation whether the vehicle is further maintenance or dispose.
 To provide statistics details like total fuel consumption, maintenance cost (unit wise,
sub unit wise, etc.) and required information for the next year budget estimation.
2
1.3. Methodology
Fact finding method is an important activity in a system design. There are various methods use
for fact findings. Referring web resources, onsite observation, conducting interviews and
studying the similar systems were used as fact gathering techniques in this system.
There are several methodologies available in software development. They are agile software
development, waterfall method, incremental model, spiral method, rapid application
development etc. To develop this system, incremental model was used.
1.3.1. Waterfall Model
Waterfall Model is referred to as a linear-sequential life cycle model. It is very simple to

understand and use. In this model, each phase must be completed before the next phase begin.
Therefore any phase in the development process begins only if the previous phase is complete
and the outcome of one phase acts as the input for the next phase sequentially [2]. The sequential
phases are requirement analysis, system design, implementation, testing, development and
maintenance.
The following Figure 1.1 shows the waterfall life cycle model.
Figure 1.1: Waterfall life cycle model [2]
3
1.3.2. Incremental Model
Incremental Model is a process of software development. In this mode, requirements are broken
down into small multiple builds [3]. This each build passes through the requirements, design,
coding and testing phases until the product is finished.
The following Figure 1.2 represents the Incremental life cycle model.
Figure 1.2: Incremental life cycle model [3]
Waterfall method is good when requirements are very well documented, clear and fixed. And
also have are no ambiguous requirements. To develop the system incremental model was used
because it helped to generates working software quickly and early during the software life cycle,
more flexible, less costly to change scope and requirements and easier to test and debug during
a smaller iteration. It is easier to manage risk because modules are handled separately and risky
pieces are identified and handled during its cycle. During the incremental life cycle, developer
can closely work with customer.
1.4. Scope of the project
The system is able to capture the followings.
 Vehicle Registration Management

o CEB own Vehicle Data Management (vehicle number, year, make, model, etc.)
o Hired Vehicle Data Management (vehicle number, year, make, model,
Contract Period, Rate per Km, etc.)
4
 Vehicle Allocation
o Allocation to the Officer/ Officer In Charge
o Vehicle Transfer and Allocation Parking
 Booking Details
 Running & Fuel Management
o Fuel Usage and Running Chart Management
 Vehicle Management
o Services
o Accident Details
o Spare Part Details
o License & Insurance
 Reports
o Vehicle Details
o Summary Mileage of each Vehicle
o Statistics and budget estimation
1.5. Limitations of the project
As the limitations of the project period the following identified areas are also not included in
this project.
 Payments
 Vehicle disposal
 GPS (Global Positioning System)
 Mobile/Android application
 CEB letters & forms
 CEB vehicle usage related circulars
Assumptions:
All vehicle details are registered in Fleet Management System after vehicle purchasing
(Purchasing methods and procedures are not included here) for this project.
5
1.6. Structure of Dissertation
The second chapter consists of similar systems and literature review. This clearly shows the
comparison between existing systems and proposed system. The third chapter describe
requirement specifications (Functional and Non Functional requirement). The fourth chapter
provides design part with contains use cases, class diagrams, etc. The fifth chapter consists of
Implementation of the project. The sixth chapter consists of testing and evaluation.
6
: Background
2. Introduction
There are various online similar systems and journal publications related to the fleet
management system. But similar systems and after studies related to the CEB are very difficult
to find. But this review extended to the study of the existing systems and journal publications
used by similar organizations to analyze the features that were exposed through them. This
review helped to formulate the functional and non-functional requirements based on the need
and availability of technical resources.
2.1. Similar Systems

2.1.1. Vehicle Fleet Manager
Vinity Soft Business Solutions is a Canadian company, provides a solution for vehicle
management system. Their unique approach to developing products is based on real world
experience. This fleet management solution provides vehicle and driver maintenance records,
fuel maintenance, accident detail maintenance, inventory management, maintenance
scheduling, Parts Management, track vehicle expenses, track vehicle expenses and
depreciation, etc.
There is a detailed module for reports generated, which includes 3 categories as vehicle,
personal and vendors [4].
Some of the key features are
 Service remainders – Create new remainders or updating existing ones.

 Service history – log all maintenance as performed.
 Fuel log – fuel history details.
 Parts inventory – keep track of spare parts inventory and get reminded when parts needs
to be re-ordered.
 Notes & issue tracking – operators and mechanics can quickly report issues on vehicles
and equipment during inspections.
 Documents – store and view important documents related to particular vehicle, driver,
service or work order such as insurance records or scanned invoices.
7
 Work orders – create work orders and keep track of their progression. Convert them to
‘completed services’ once they are closed.
The following Figure 2.1 shows the main menu of the Vehicle Fleet Manager system. It shows
registered vehicle details and other menus such as vehicle payments, insurance payments,
service schedule, work orders, etc.
Figure 2.1: Vehicle Fleet Manager [4]
The Figure 2.2 shows Vehicle registration details entry form in the Vehicle fleet manager system.
Figure 2.2: Vehicle Fleet Manager – Vehicle registration form [4]
8
The following Table 2.1 elaborate the current situation against the CEB.
Fleet Management Software Fleet Management System for CEB
Provides manage inventory management No such inventory management module

Unable to maintain history maintenance module Provide History records maintenance
(hired vehicle history, vehicle transfer details, etc.)
Unable to maintain luxury tax and emission test Maintain luxury tax and emission test
module module
No facility to maintain vehicle transfer records Maintain vehicle transfer records
Provides manage parts management No such parts management module
Table 2.1: Differences between Fleet Mgt. software system and Fleet Mgt. for CEB system
As a summary, this system has much more functionalities such as parts inventory, notes & issue
tracking, work orders, deliveries, etc. which are not relevant to the users present expectation.
But most of the features which are suitable for the future development system, hired vehicle
history maintenance, vehicle transfer from one workstation to another workstation with or
without officer or/and driver, emission test, luxury tax maintenance, etc. not available in this
Fleet management software system.
2.1.2. Fleet Maintenance Pro
Innovative Maintenance Systems is a USA company, provides a solution for vehicle

maintenance management software. Fleet Maintenance Pro provides fleet inventory tracking,
preventative maintenance, repair maintenance, history recording, fuel tracking, parts inventory,
and reporting.
Fleet Maintenance Pro will track an unlimited number of fleet vehicles and equipment. It can
track most of the descriptive details that need to manage fleet, including the vehicle
specifications, purchase details, loan/lease details and most of the information. Even have user-
definable fields for tracking additional equipment facts that are important [5].
Some of the features are
9
 Repair maintenance – Keeping track and monitoring trends in repair maintenance.

 Preventative Maintenance – schedule repairs for unexpected problems that drivers
encounter.
 History recording – maintain history details such as maintenance, fuel, expenses,
accident, inspections, etc.
 Fuel tracking – Monitoring fuel consumption.
 Equipment details
 Work orders – generate work orders for each piece of equipment based on this due
maintenance.
 Tire inventory
 Parts inventory – provide a complete set of parts inventory features, including stock
management, part associations, reorder notifications, and a built-in purchase order
system.
The Figure 2.3 shows Vehicle registration details entry form in the Fleet maintenance pro
system.
Figure 2.3: Fleet maintenance pro – Vehicle registration form [5]
10
Fleet Maintenance Pro Fleet Management System for CEB
Provides inventory tracking module No such inventory tracking module

Provides preventative maintenance module No such preventative maintenance
module
Unable to maintain luxury tax and emission test Maintain luxury tax and emission test
module module
No facility to maintain vehicle transfer records Maintain vehicle transfer records
Provides parts inventory module No such parts inventory module
Table 2.2: Differences between Fleet Mgt. Pro system and Fleet Mgt. for CEB system
This is closer to the proposed system but this has much more functionalities such as parts
inventory, tire inventory, Preventative Maintenance, work orders, etc. which are not relevant to
the proposed system. But most of the features which are suitable for the proposed system, hired
vehicle history maintenance, vehicle transfer from one workstation to another workstation with
or without officer or/and driver, emission test, luxury tax maintenance, etc. not available in this
Fleet management pro system.
2.1.3. Fleetio Manage
Fleetio is an Alabamian company launched in January 2012, and today thousands of people use
Fleetio to manage hundreds of thousands of vehicles, equipment, parts, drivers and more.
Fleetio Manage gives everything need to manage a fleet, whether have 10 or 10,000 vehicles
and equipment. Fleet operations are complex and difficult to manage. People start out trying to
use spreadsheets but quickly outgrow them. Many companies do not actively manage their fleet
operations at all, hoping people will drive safely and be responsible for their vehicles [6].
Some key features are
 Inspections
 Issues – Capture issues as soon as they arise.
 Remainders
 Services – Keep detailed service.
11
 Vehicle management
 Fuel management
 Contacts & users – Manage information and documents about everyone that touches
fleet
 Parts & inventory
 Manager-level control – Keep detailed service records and identify which vehicles are
regularly in the shop as well as their associated maintenance costs.
 Work orders – Plan, schedule and carry out detailed maintenance tasks and costs.
 Viewer access – Allow specific Users to view specific data in Fleetio but prevent them
from being able to create or edit records.
The Figure 2.4 shows Main menu & Vehicle registration details entry form in the Fleetio
manage system. It shows menus such as dashboard, work orders, inspections, issues, etc.
Figure 2.4: Fleetio manage Vehicle registration screen [6]
Figure 2.5 shows one of fuel consumption report for a vehicle. It’s clearly indicate average
usage, price, and total fuel cost, etc.
12
Figure 2.5: Fleetio manage Fuel management report [6]
Fleetio Manage Fleet Management System for CEB
Provides work orders module No such work orders module

Unable to maintain luxury tax and emission Maintain luxury tax and emission test
test module module
No facility to maintain vehicle transfer Maintain vehicle transfer records
records
Provides parts & inventory module No such parts & inventory module
Table 2.3: Differences between Fleetio manage system and Fleet Management system for CEB
This has much more functionalities such as parts inventory, work orders, manage GPS devices,
inspections, etc. which are not relevant to the proposed system and some of the basic
information of the vehicle cannot identify in this system. Some important information about
vehicle such as hired vehicle history maintenance, vehicle transfer from one workstation to
another workstation with or without officer or/and driver, emission test, luxury tax
maintenance, etc. not available in this Fleetio manage system.
13
2.1.4. Fuel consumption and collision prevention systems modules
According to the journal paper [7], it described about Fuel consumption and collision
prevention systems modules. This uses GPS based technology, General Packet Radio Service
(GPRS) and cloud computing infrastructure. The vehicle used GPS device with a GPRS
module, sensors for identifying fuel level/status, driver identification and collision prevention
system. This paper discussed different kind of embedded devices used to capture data. It
includes sending, receiving, storing and processing of measured information and all kinds of
actions needed for controlling devices remotely.
The sensors are used to monitor the fuel level of the vehicle, how much fuel was filled into the
tanks, set alerts to specify fuel levels & sends information to the device about the fuel level
changes in the tank. When the fuel level reaches critical level it notifies the driver and the
administrator of the system.
In driver identification module, it prevents unauthorized usage of the fleet that is owned by the
company. When an unauthorized usage detected the system notifies the owner which vehicle
and the location of the vehicle is being used [7]
Followings are some of the key of this paper:

 Vehicle management
 Fuel management
 Driver identification
 Collision management
 GPS (tracking & navigation)
The Figure 2.6 shows overview of fleet management system, combining machine to machine
with cloud computing.
14
Network Operation
Fleet Management
Cloud solution
Enterprise GPS Application

Transportation solution
customer
provider
Figure 2.6: Overview of fleet management system [7]
2.1.5. Introduction to the Basis of Fleet Management Technology
According to the research paper [8], there are different types of fleets as motor vehicles, aircraft,
marine vessels and trains. Basically this paper focus on about fuel savings via GPS tracking
(monitor idling, speed and other vehicle performance), productivity improvements with route
optimization tools (appointments and deliveries across the service area), driver accountability
with GPS tracking and geo-fencing tools and automatic repair/maintenance alerts. This is used
GPS, RFID (Radio Frequency Identification) and telematics devices to gather information and
data.
In [8], it is described the usage and importance of embedded devices. GPS or RFID provide
time and location data. Telematics provides more data than GPS or RFID devices such as engine
temperature, oil pressure, engine speed in rpm, engine warning lights, etc. This also focus on a
variety of real and hypothetical case studies of transportation (ground and air), retails services,
home healthcare, agriculture and field services.
The following main benefits are described in the paper.
 Vehicle maintenance and safety

 Efficient operations
15
 Fuel economy statistics

 Staff management
 Customer service
According to “W.G Wenzel (2016) [8] report”, it is mainly focus on the advanced computing
technology to help make save money. This used embedded devices to capture data for different
opportunities to improve operations, maintain vehicles, enhance safety and driver performance,
manage and train staff, serve customers and analyze big economic picture. This paper described
much more functions about the fleet management but the proposed system needs to identify
basic functions such as hired vehicle history maintenance, vehicle transfer from one workstation
to another workstation with or without officer or/and driver, emission test, luxury tax
maintenance, etc.
2.1.6. Best practice fleet management and priority actions
In this research paper [9], discussed about the workplace road safety policies and procedures.
Some of the selected company managers reported that road trauma is a social, human, financial,
reputation, efficiency and operational risk to an organization.
The main key features are
 Workplace safety and road safety management

 Vehicle safety
 Driver safety
 Road traffic safety management systems
 Corporate road safety programs
o Road traffic safety management systems
o Driving for better business
o National road safety partnership program
According to “Best practice fleet management and priority actions[9] report” ,it is mainly focus
on the workplace road safety policies and procedures. But the functions described in this paper
is not related to the proposed system. The proposed system needs to identify basic functions of
16
vehicle, driver, history maintenance, vehicle transfer from one workstation to another
workstation with or without officer or/and driver, emission test, luxury tax maintenance, etc.
According to the expectations of similar systems and research papers in the internet, unable to
identify the CEB hierarchy. Therefore a user login authority levels and module permissions
cannot be created according to CEB hierarchy. Also Work flow path for the recommendations
and approvals cannot be defined. The above systems provide basic understanding of the
requirements and help to clarify certain functions of the system. These functions of the
following systems can be used for the proposed system.
17
: Requirement Analysis
3. Information Gathering Method
In this study, requirement gathering is a very comprehensive process due to the existing manual
adhoc procedure of CEB Fleet Management System. As the ways of fact gathering techniques
interviews and onsite observation techniques were used in this study. Interviewing the Deputy
General Manager/Asset Management (DGM/AM), other Deputy General Managers (DGMs)
and staff members who are handling vehicle related document files were supported to gather
information which were needed for analyzing the requirement. After meeting managers and
staff members observation method was used to understand the manual process.
Based on the outcome of the above data gathering techniques, all the administrative functions
were identified.
3.1. Current System
The current system is manually operated. It is very complex, inefficient, time consuming due
to data duplication, lack of data integrity and data inconsistency, etc. also it is decentralized and
flat file method is being used.
The process of the present situation
 All vehicle master details are documented.

 An officer or officer in-charge is allocated to the vehicle.
 Parking location is arranged. (It may be a CEB parking location or a private parking
location.)
 When transferring a vehicle, document file is transferred to the new location.
 Every employee who has a CEB vehicle has to manage the running chart. (Running
chart should be maintained daily or monthly.)
 Data maintenance done using an excel sheet.
18
3.2. Analysis
According to the present situation, the system is categorized under following modules. It was
as Vehicle Registration Management, Vehicle Allocation, Booking Details, Running & Fuel
Management, Vehicle Management and Report Generation.
AGM/AM is responsible for all CEB vehicles and other senior managers (DGMs) are
responsible for vehicles in their own cost centers.
At present, no method to determine excess vehicle or shortage in a cost centre. Also no

acceptable method to book vehicles. Therefore it is hard to comprehend a schedule or to cancel
a journey in the current situation.
3.3. Present users of the system
In this system, the current users of the system as follows.
 Subject Clerk/Data Entry Operator (DEO) – person who handles the vehicle details in the
system
 Chief Clerk (CC) – person who checks the vehicle details
 Driver
 Authorized Officer
 GM/AGMs/DGMs – person who views management reports
 Administrator – person who administrates the system
 Officers who are allocated for CEB Vehicle
19
3.4. Functional Requirements

3.4.1. Vehicle Registration Management
Under the vehicle registration, following task should be provided.
 Vehicle number is the primary key will help to identify a record uniquely.
 Editing details should be updated in master table and history record should be maintained.
 View facility should be provided hired vehicle historical details such as contract period
details, fuel rates, etc.
 Only single record should be added to the master table.
 Facility should be provided for add, edit, delete, validate, approve and search a vehicle.
3.4.2. Vehicle Allocation

Followings should be provided to manage vehicle allocation information on officers and
parking location.
 Any vehicle should be allocated to the officer/ Officer-In-Charge.

 Vehicle should be transferred from one cost centre to another.
 Allocation parking for a vehicle.
 Add, edit, cancel, view facility should be provided.
3.4.3. Booking Details

Should be allowed to user to book a vehicle from a pool to which they belong or have been
tagged to.
 View facility should be provided for booking details.
 Only pool vehicle can be booked.
 The user who booked a journey could be cancelled a booking.
 Booking can be done only for future.
3.4.4. Running & Fuel Management

Fuel expense management requires careful scrutiny to take every opportunity for minimizing
cost and mitigating risk. Under the running and fuel management, the following task to be
done.
20
 Officer, subject clerk or driver could be entered running chart details.

 Fuel entry details should be enter officer or subject clerk.
 Running chart details should be enter daily or month wise in summary format.
 View facility should be provided for running chart details and fuel entry details.
 Add, edit, cancel facility should be provided.
3.4.5. Vehicle Management

The modules should be categorized as Vehicle Maintenance, Accident Details, Spare Part
Details, Accessory Details and License & Insurance
 Subject clerk or Chief Clerk can be entered details.

 History details should be maintained.
3.4.6. Report Generation

Reports should be provided for all modules separately. This reduces the work load of
management, analysis to make decision effectively about fleet utilization, maintenance, etc.
Following reports should be generated in vehicle registration.
 CEB own vehicles

 Branch wise vehicle details, Class wise vehicle details, Running chart details, Accident
details, Service & maintenance details
 Hired vehicles
 Details of hired vehicles, Running chart details
 View facility should be provided
3.5. Non Functional Requirement

 Accuracy – report generation, data output should be accurate in the system.
 Accessibility- system should have accessible to the identified users.
 Extensibility – system should be easily customizable at the later stage.
 Usability – user friendliness of the system should be very high.
21
 Resource constraints (memory, disk space) – system should have proper response
time and processing time without delay. Also should have proper back procedure on
the system.
3.6. Present gap against the requirements
The present system is done by a manual process in the adhoc manner based on each cost centre.
Therefore, data is decentralized and flat file method has been used. In this system, all vehicle
details were gathered to the excel sheet. As nearly 800 cost centres in CEB, it is difficult to
collect details in proper time in appropriate way. Therefore, it was realized that data duplication,
lack of integrity, inconsistency, etc. are arising.
In this study, it was found in difficult to identify vehicle history details in several years. It was
identified some valuable data and records are missing at this stage (ex. Hired vehicle details,
running charts, etc.).
Following are the justification for each state,
 Details were documented as hard copies.

 Unavailability of some cost centres (ex: name changed has been done of cost centres,
associated with another cost centre, terminated)
 No one has analyzed history details
According to the above considerations it was realized this process is inefficient, complex and
consumes duration of time.
22
: Design of Solution
4. Introduction
As the way of eliminating the existing difficulties of the system and to achieve above mentioned
objectives, the new system can be designed as follows. To design the new system, the following
techniques used in this study. They are main architecture diagram, use cases, sequence
diagrams, activity diagrams and class diagram. Fleet Management System (FMS) architecture
diagram and it’s related users can be represented using the following Figure 4.1 and Figure 4.2.
Intranet
Cost Centre 1 Cost Centre 2
Fleet Management System
(Application Server)
Head Quarters
Database
Server
Figure 4.1: System Architecture
Administrator GM/ AGM/ DGM

Officer Subject Clerk
Chief Clerk
Figure 4.2: Users of the system
23
4.1. Use Case Diagrams
Use case diagrams are high level user requirement analysis of a system. This can be used to
gather system requirement, get an outside view of a system, identify the external and internal
factors influencing the system and identify the actors, etc. [10].
Use case diagrams are useful to represent presentations to stakeholders.
4.1.1. Login
Following use case diagram (Figure 4.3) & description (Table 4.1) helps to identify the user
login process of the system.
Figure 4.3: Login process use case diagram
24
Use case Name Login

Users Administrator, GM, AGM, DGM, CC, DEO, Drivers, Officers
Description  Create user profile
Precondition  Administrator create user profile
 Users can change their User Name and Password
Typical Course of Events  Type User Name & Password
 System check whether User Name & Password is already
exist
If User Name & Password are correct
Log in to the system
Else
Display error message
Alternate Course  If invalid User Name or Password system will display an
error message
Post Condition -
Table 4.1: Use case description of login process
25
4.1.2. Fleet Management System
Following use case diagram (Figure 4.4) & description (Table 4.2) helps to identify the Fleet
management system process of the system.
Figure 4.4: Fleet management system
26
Use case Name Fleet Management System

Description  Process of Fleet Management System
Precondition  Create user profile
 Create user login
Typical Course of Events  Input CEB or Hired vehicle details
 Vehicle allocation to an officer or driver
 Vehicle transfer
 Vehicle parking
 Vehicle booking
 Vehicle management registration
 Running charts
 Report generate
Alternate Course  vehicle Already exits message
 Data invalid messages
 Record inserted message
Post Condition -
Table 4.2: Use case description of Fleet management system
27
4.1.3. Vehicle Registration
Following use case diagram (Figure 4.5) & description (Table 4.3) helps to identify the vehicle
registration process of the system.
Figure 4.5: Vehicle registration use case diagram
28
Use case Name Vehicle Registration

Users Subject Clerk
Description  Input a CEB or Hired vehicle details such as registration
number, make, class, manufactured year, etc.
 When registration number entered to the system verified
whether it’s already exists.
 Validate vehicle details
Typical Course of Events  Enter registration number
 System check whether registration number is already
exists
If registration number exists
Display vehicle details
Else
Enter vehicle details
Check data validity
If valid
insert record
Else
Alternate Course  Data invalid messages
Post Condition User can view vehicle running details according to particular
vehicle
Table 4.3: Use case description of Vehicle registration
29
4.1.4. Vehicle Allocation
allocation process of the system.
Figure 4.6: Vehicle allocation use case diagram
30
Use case Name Vehicle Allocation

Users Subject Clerk, Chief Clerk
Description  Allocate a CEB or Hired vehicle to an officer or officer-
in-charge.
 Vehicle already exists in the system
Typical Course of Events  Enter vehicle registration number
 System check whether vehicle is already allocated
If allocated
Display details
Else
Allocate vehicle to the officer/office-in-charge
Check data validity
If valid
insert record
Else
Alternate Course  Vehicle already allocated message
Post Condition User can view vehicle allocation details according to particular
vehicle
Table 4.4: Use case description of Vehicle allocation
31
4.1.5. Vehicle Booking
booking process of the system.
Figure 4.7: Vehicle booking use case diagram
32
Use case Name Vehicle Booking

Description  Process of vehicle booking
Typical Course of Events  Enter date and vehicle number
 Check whether booking is already exists
If booking exists
Display booking details
If cancellation
Cancel a booking
Else
Enter booking details
Check data validity
If valid
insert record
Else
Alternate Course  Booking Already exits message
Post Condition User can view vehicle booking details according to particular
vehicle
Table and
4.5: Use particular
case description date.
of Vehicle booking
33
4.1.6. Running & Fuel Management
Following use case diagram (Figure 4.8) & description (Table 4.6) helps to identify the running
and fuel management process of the system.
Figure 4.8: Running & Fuel management use case diagram
Use case Name Running & Fuel Management

Users GM, AGM, DGM, Subject clerk, officer, driver
Description  Process of running & fuel management
Typical Course of Events  Fuel request
 Daily running chart
 Summary sheet
Alternate Course  Booking Already exits message
Post Condition User can view vehicle booking details according to particular
vehicle and particular date.
Table 4.6: Use case description of Running & fuel management
34
4.1.7. Report Generation
Following use case diagram (Figure 4.9) & description (Table 4.7) helps to identify the report
generation process of the system.
Figure 4.9: Report generation use case diagram
35
Use case Name Report Generation

Users Any user
Description  Process of report generate
 Vehicle details already exist in the system
Typical Course of Events  Vehicle details
 Vehicle allocation details
 Booking details
 Service & maintenance details
 Accidents details
 Running chart details
Alternate Course -
Post Condition User can view reports.
Table 4.7: Use case description of Report generation
36
4.2. Sequence Diagrams
Sequence diagrams in UML is described interactions among classes in terms of an exchange of

messages over time. This also called as event diagrams. This help to visualize and validate
various runtime scenarios and predict how a system will behave and to discover responsibilities
a class [11].
The following shows the sequence diagrams of vehicle registration (Figure 4.10), vehicle
allocation (Figure 4.11) and, vehicle booking (Figure 4.12).
Figure 4.10: Sequence diagram of Vehicle Registration
37
Figure 4.11: Sequence diagram of Vehicle Registration
Figure 4.12: Sequence diagram of a Vehicle booking
38
4.3. Activity Diagrams
Activity diagrams in UML is a flowchart to represent the flow from one activity to another
activity. Activity is an operation of the system and it captures the dynamic behavior [12].
Following activity diagrams show the process of CEB vehicle registration (Figure 4.13), hired
vehicle registration (Figure 4.14) and vehicle transfer (Figure 4.15).
Registration No
N
Validate
Availability Enter Vehicle Details

N
N
Whether CEB
Active N
Change Vehicle Details
Validate
Figure 4.13: Activity diagram of CEB vehicle registration
39
Registration No
N
Validate
Y
Whether Hiring Active
N
Availability
Y Y
N Y
N
Enter Vehicle Details Change Vehicle Details
Other Dry Leased
Wet
Leased
With
Driver
Y
N
Validate
Figure 4.14: Activity diagram of Hired vehicle registration
40
Registration No
Enter Data
N
With Driver
With OIC
Y N
Recommendation
Y
Validate
N
Recommend
Transfer Vehicle
Figure 4.15: Activity diagram of Vehicle transfer
41
4.4. Class Diagrams
Class diagrams in Unified Modeling Language (UML) is used for construction of software
applications and represents the static view of an application. Class diagram describes the
attributes and operations of a class on the system. This is very useful for analysis and design of
the static view of an application and describe the responsibilities of the system [13].
The following diagram show the database relationship of the proposed Fleet management
system.
Figure 4.16: Class diagram of Fleet management system
42
4.5. User Interface Design
User interface (UI) design is a major part of the design process. It is the front-end application
view to which user interacts in order to use the software. By using UI user can manipulate and
control the software and hardware. UI can be graphical, text-based, audio-video based, or
hardware and software combination or both [14].
User interface design is very important. If the design is not clear then cost of software
development and training will be high. The steps of user interface design in proposed FMS is
as follows.
 All interfaces are web form based

 All interfaces should have a meaningful heading
 Information should be clear, simple and understandable
 Interfaces should be attractive
 Items should be grouped in proper way (eg: option buttons, buttons, etc.)
 Error messages for incorrect data
 All the interfaces are designed according to the functional requirements.
43
: Implementation
5. Introduction
This chapter describes the implementation of the proposed system.
5.1. Development Environment

The following software was used for the development for the proposed solution.
 Operating System: Microsoft Windows 8 and above

 Web server : Microsoft IIS
 Web browsers: Internet Explorer, Chrome
 Microsoft .NET Framework 4.5
 Microsoft Visual Studio 2015 Community Edition
 MySQL Workbench 6.0 Community Edition
 XAMPP
Microsoft “.NET Framework” is really a collection of Application Programming Interfaces

(APIs) and use shared library of code that developers can call when developing applications.
The shared library can perform all kinds of different functions. Instead of writing code, user
can use code from the library performs that function. Using a framework of shared code it
provides some standards between applications.
Microsoft visual studio 2015 Community Edition is the main programming language presently
used in CEB. It is an open source free programming language. Source codes and tutorials are
freely available in the internet. Visual studio is familiar version to anyone and can use simple
code with live assistance for develop projects. The object structure of code easily with inline
object browsing in the Solution Explorer and easily search files in the project.
In this study, MySQL workbench 6.0 community edition was used as the database. It was more
flexible to installed and work with .net environment. Presently used in CEB and users are more
familiar and it is a requirement of a client. MySQL act as a simple database implementation. It
was easy to redesign, rewriting application code. This is an open source software. Using
MySQL developers and DBAs can quickly and easily convert existing applications to run on
44
MySQL both on Windows and other platforms. Migration also supports migrating from earlier
versions of MySQL to the latest releases.
XAMPP is an open source software and it is easy to handle and installed. Most actual web
server deployments use the same components as XAMPP, it makes transitioning from a local
test server to a live server extremely easy as well.
Source code for .net connectivity with MySQL
con.ConnectionString = ("server=127.0.0.1; port=3306; Database=vms; Username=root;")

con.Open()
5.2. Implemented modules and source codes

In this section describes the description of the implemented modules including the source codes.
5.2.1. CEB vehicle registration
Add vehicle data into the system
Before entering the vehicle details, the system checked the validation of vehicle number. The
following sample of the source code represents the vehicle number validation. Vehicle
information are added into the system by subject clerk or chief clerk.
The sample code of vehicle information addition is shown in Figure 5.1.
connection.Open()
sql = "INSERT INTO vehicle_master (costcode, prov_code, reg_no, id, sid, v_class,
load_capacity, t_class, make, model, color1, color2, type_of_fuel, chassis_no,
engine_no, c_capacity, s_capacity, tyre_size, unladen_weight, gross_weight,
year_of_manu, usage,date_of_reg, date_of_purchase, purchase_price, type,
status,remarks, exist, enuserid, endatime) Values
(?,?,?,?,?,?,?,?,?,?,?,?,?,?,?,?,?,?,?,?,?,?,?,?,?,?,?,?,?,?,?)"
Dim com As OleDbCommand = New OleDbCommand(sql, connection)

com.Parameters.AddWithValue("costcode", costcentre)
com.Parameters.AddWithValue("prov_code", pcode)
com.Parameters.AddWithValue("reg_no", regno)
com.Parameters.AddWithValue("id", vid)
45
com.Parameters.AddWithValue("sid", vsid)
com.Parameters.AddWithValue("v_class", vcode)
com.Parameters.AddWithValue("load_capacity", lccode)
com.Parameters.AddWithValue("t_class", tclass)
com.Parameters.AddWithValue("make", mcode)
com.Parameters.AddWithValue("model", model)
com.Parameters.AddWithValue("color1", ccode1)
com.Parameters.AddWithValue("color2", ccode2)
com.Parameters.AddWithValue("type_of_fuel", fcode)
com.Parameters.AddWithValue("chassis_no", chassis)
com.Parameters.AddWithValue("engine_no", engineno)
com.Parameters.AddWithValue("c_capacity", cylinder)
com.Parameters.AddWithValue("s_capacity", seating)
com.Parameters.AddWithValue("tyre_size", tyre_size)
com.Parameters.AddWithValue("unladen_weight", unladen)
com.Parameters.AddWithValue("gross_weight", grossweight)
com.Parameters.AddWithValue("year_of_manu", manuyear)
com.Parameters.AddWithValue("usage", ucode)
If regdate1 = "" Then
com.Parameters.Add("date_of_reg", OleDbType.Char).Value = regdate1
Else
com.Parameters.Add("date_of_reg", OleDbType.Date).Value = regdate
End If
If purchasedate1 = "" Then

com.Parameters.Add("date_of_purchase", OleDbType.Char).Value =
purchasedate1
Else
com.Parameters.Add("date_of_purchase", OleDbType.Date).Value =
purchasedate
End If
com.Parameters.AddWithValue("purchase_price", purchaseprice)
com.Parameters.AddWithValue("type", vtype)
com.Parameters.AddWithValue("status", "C")
com.Parameters.AddWithValue("remarks", remarks)
com.Parameters.AddWithValue("exist", "Y")
com.Parameters.AddWithValue("enuserid", UID)
com.Parameters.AddWithValue("endatime", CurrentDate)
com.ExecuteNonQuery()
lblMessage.Visible = True
lblMessage.Text = "Record Inserted......"
connection.Close()
Figure 5.1: Sample code of vehicle information addition
Other selected source code segments related to this system is provided in Appendix B.
Microsoft Visual Studio 2015 Community Edition and MySQL Workbench 6.0 Community
Edition used for the entire system. The entire selected code segments are included in Appendix
B and described their importance.
46
: Testing, Evaluation and Results

6.1. Testing
6.1.1. Introduction
A proper test plan is needed for software testing. In this stage, all possibilities have been
checked and errors were identified and corrected.
6.1.2. Module structure

The following Figure 6.1 shows the basic module structure of the system.
User Login
Vehicle Registration Vehicle Allocation Booking details Running & Fuel Vehicle Reports
management management
Allocation to the
CEB Vehicle officer
registration Fuel order Maintenance
Vehicle transfer
Hired vehicle Accident details
Running chart
registration Parking management Spare part details
Accessory details
License details
Figure 6.1: Module structure of the system
6.1.3. Test Plan
The complete system tested is based on the test plan. It is mainly targeted to user interface and
validation according to the CEB system requirement.
Prepare test cases – This is based on customer requirement specification
Prepare test matrix – This maps test cases to respective requirement.
Creating test data – Test data create according to requirement.
Executing test cases – Execute test case and the result is documented.
47
The sampling test case format is as follows.
Test Test case Expected result Actual result
Table 6.1: Sampling test case format
Unit Testing – The first test in the development process is the unit test. The source code is
manually divided into several modules. These each module have a specific function. Unit test
ensure that each module perform the function correctly to the documented specification.
System Testing – Once all the modules are integrated, system testing is done at this stage. This
testing ensures that all the entire integrated points meet requirement.
Alpha & Beta Testing – These tests are done under the real usage of customer environment.
Acceptance Testing – This is the final stage of the testing process. This testing was done in
live environment after releasing the customer site.
6.1.4. Functions to be tested
The following functions are tested in this section.
 Login process
 CEB vehicle registration
 Vehicle allocation
 Vehicle transfer
 Vehicle parking
 Fuel request management
 Running chart management
 Accident details
 Reports
48
6.1.5. Testing process overview
The steps of the testing process overview as follows.

 Understanding requirement
 Prepare test cases
 Creating test data
 Executing test cases
6.1.6. Software testing process
The basic steps taken of the testing process as follows. Software testing process is an iterative
process and all the testing were done by according to the test plan.
 All the test cases were defined.

 Run test cases. The process will be run, until the errors found. Errors are addressed in
the next process of the system.
 All successful and failure test cases should be mentioned in the test cases. In the test
case the nature of the failure should be clearly mentioned.
 Failure test cases should be corrected, tested & mentioned.
6.1.7. Testing in the project lifecycle
Once the test plan is created, unit test was started as starting point. Integration testing can be
performed after unit test of the separate modules. It is based on the functional specification of
the software. After this separate module testing, system testing was done. It included functional
and non-functional requirements. Acceptance testing in the system was done after
implementation of customer site. Customer can analyze the system and accept to the test plan.
When entering data into the system, alpha & beta testing were conducted in this stage.
49
Validation messages
Login Page
Login Id should be EPF number of the each employee. EPF number should contain 6 digits.
Figure 6.2 represented the user id validation message.
Figure 6.2: Invalid User Id message
Vehicle Registration
All vehicle numbers are checked according to the following format. In the number formats X
denotes alphabetical character and 9 denotes as number. All validations are done by according
to the format.
 XX9999 (ex: NB5698)

 XXX9999 (ex: CAT5698)
 99-9999 (ex: 53-5698)
 999-9999 (ex: 253-5698)
 99SRI9999 (ex: 56SRI5698)
Data entry enter form (Vehicle addition) validation messages are shown in the following Figure
6.3 and Figure 6.4.
Figure 6.3: Invalid vehicle number message
50
This Figure 6.4 represented the date validation for vehicle parking location.
Figure 6.4: Invalid date message
Successful messages
After all data validation, record is inserted or updated into the database.
The Figure 6.5 and Figure 6.6 represented the “Data updated” and “Data Insert” message.
Figure 6.5: Data Updated message
51
Figure 6.6: Data Insert validation message
6.1.8. Test Cases

Test case included test, test case, test data, expected result and actual result. Test data were
being carried out throughout the test. After executing, the expected result checked with the
actual result and actual result was filled after executing the test.
Test case for Login
The login test cases are displayed below Table 6.2.
Test Test Case Expected result Actual result

Login by user Enter correct user Login to the system Login to the system
name and password successfully successfully
Enter incorrect Username or password Username or password
username or password invalid message invalid message
Username or password Both user name & Both user name &
is empty password empty password empty
message message
Table 6.2: Test case for login
Test case for CEB vehicle registration
The test cases for CEB vehicle registration are displayed below Table 6.3.

Add vehicle details Enter vehicle Enable to enter vehicle Enabled to enter
registration number details vehicle details
Click “Submit” button Message should Message displayed
without selecting display “Class cannot “Class cannot be
be blank…” blank…”
52
vehicle class from

dropdown
Click “Submit” button Message should Message displayed
without entering display “Manufacture “Manufacture year
vehicle manufacture year cannot be cannot be blank...”
year blank...”
Fill all vehicle details Message should Message displayed
and press “Submit” display “Record “Record inserted...”
button inserted...”
Edit vehicle details Enable to edit vehicle Should enable to enter Enabled to enter all
details all vehicle details vehicle details
Delete vehicle details Click “Unsubscribe” Message should Message displayed
button to behave as display “Record “Record deleted...”
inactive record. deleted...”
Cancel vehicle details Click “Cancel” button Reset all textboxes and Reset all textboxes and
to add new record dropdowns except cost dropdowns except cost
center and vehicle center and vehicle
registration registration
Table 6.3: Test case for CEB vehicle registration
Other test cases are presented in Appendix C.
6.2. Evaluation
Acceptance testing is performed by the customer after system testing. The evaluation is useful
for this system which is suited for the CEB. This measures the customer satisfaction of the
implemented system. In this evaluation, following users were used to enter data. There were
different 5 types of users access the system with different login permission. Most of them were
data entry operators and staff members. The selected candidates answered the questionnaire.
The following Table 6.4 shows the questionnaire of the user evaluation.
53

Questionnaire for user evaluation
Please respond the each of followings.
1 – Entire CEB 2 – Divisional level 3 – Only Branch 4 – Only Province

S – Super User
User category 1 2 3 4 S
1 – Very poor 2 – Poor 3 – Satisfy 4 – Good 5 – Excellent
id Functionality Rating
1 2 3 4 5
1 Is the system concerned on major functionalities?
2 Is the system relevant to your work?
3 Do you get benefits other than manual work?
4 Is the system functionalities enough to your work?
5 Are the system user interfaces help to understand
quickly?
6 Are the system design is help to understand quickly?
7 Are the system functionalities helpful to your work?
8 Can effectively complete your work using this system?
9 Is it feel comfortable using this system?
10 Are the system give error messages that clearly how to
fix problems?
11 When you make mistakes, can recover easily and
quickly?
12 Is the information provided for the system easy to
understand?
13 Is the organization of information on the system screen
is clear?
Continued next page
54
Continued previous page
14 Is the interface of this system is pleasant?

15 Overall rating to the system
16 Is the transaction time reasonable?
Remarks
Table 6.4: Questionnaire for user evaluation
6.2.1. Evaluation methodology
In the above questionnaire (Table 6.4), there is a rating method which is range from 1 to 5. The
rating value 5 is the highest and the rating value 1 is the lowest. User can evaluate the system
in various ways as its functionality, appearance, usability etc.
Average score:
∑𝑛
𝑖=1 𝑆𝑖
S= 𝑛
S - Score value for each question: 0 ≤ S ≤ 5
n – Number of questions related to the functionality
Explore
This is a function of SPSS. The produces detailed univariate statistics and graphs for numeric
scale variables.
6.2.2. Evaluation analysis
During the analyzing of the evaluation, the total average of the above functionalities of the
questionnaire was weighted between rating value 3 to 4. Following shows the evaluation
analysis using Explore function in SPSS.
55
Figure 6.7: Case Processing Summary Table
In the case processing table (Figure 6.7), shows the valid values and missing values of the
sample. Id represented the id number of the above questionnaire.
 Id 1 – Is the system concerned on major functionalities?

 Id 2 – Is the system relevant to your work?
 Id 11- When you make mistakes, can recover easily and quickly?
In descriptive table (Figure 6.8), it shows the mean value of the id 1 is 3.93, id 2 is 3.64 and id
11 is 3.09.
56
Figure 6.8: Descriptive table of the Explore function
Histograms
Histograms provide a visual interpretation of numerical data by indicating the number of data
points that lie within a range of values.
57
The following histograms (Figure 6.9, Figure 6.10, and Figure 6.11) show the frequency of the
categorical data against in id.
Figure 6.9: Histograms of id 1
58
Figure 6.10: Histograms of id 2
Box – plot
The box-plot representing distribution of feedback of the functionality. The minimum rate is 2
and maximum rate is 5. The following Figure 6.11 presented the distribution of selected id’s in
given above questionnaire. The X-axis presented the id and Y-axis presented the rate of the id.
59
Figure 6.11: Box-plot representation of selected id's
6.3. Results
Administrator, staff officers and subject clerks can view reports. The following reports can
generate data as Summary of vehicle expenditure (Figure 6.12 and Figure 6.13). This shows
records in detailed view and graphical representation.
60
Figure 6.12: Summary of vehicle expenditure report
Figure 6.13: Summary of vehicle expenditure in graphical representation
Other imported results are provided in Appendix E.
61
: Discussion
7. Introduction
Fleet management system was successfully completed, all the objectives of the system
achieved. Almost all the functional requirements were completed.
All the required functions were implemented according to the customer needs. The system was
verified & validated.
7.1. Achievements of Objectives
This study has been solved many issues faced in CEB. Using this system, CEB management
could be identified vehicle details, number of vehicle in a cost center, division wise vehicle
details and total expenses. Furthermore this could be provided the facilities such as
identification of vehicle location, allocation to officer(s), vehicle transfer history, vehicle
booking, monitor the revenue license date etc. Also possible to determine the number of excess
or shortage of vehicles in unit wise, sub unit wise.
In addition to the above functionalities, the system is provided following reports.

 Details of fuel consumption & running chart of a vehicle
 Summary mileage of each vehicle
 Services and maintenance
 Accident details.
The main achievement of this project is to generate information in connection with the decision
making activities in the followings.
 To determine the maintenance cost whether is it high or low.
 To determine whether fuel consumption is economical or not.
 To provide the recommendation whether the vehicle is further maintenance or dispose.
 To provide statistics details like total fuel consumption, maintenance cost (unit wise,
sub unit wise, etc.) and required information for the next year budget estimation.
62
7.2. Lesson learnt
The entire project was a lesson to the developer. Developer learnt how to gather requirements,
analyze, design and implementation large organizations such as CEB. It was very difficult to
gather requirements because there are 10 divisions under CEB that functions separately and
different operation (ex: Distribution divisions, generation, projects, etc).
User Interface simplification is very important to CEB. Developer was very concern about the
user interface simplification due to number of software system trainings (other than FMS). This
study was mainly targeted to insert data to the system and generate reports with graphical
representation.
The system has connect with MySQL database to insert data, retrieve data, and transfer data,
etc. When implementing the system, design and implement the CEB structure and handling cost
centers was learnt. It was done at the very first stage. Also user identification and user roles
were defined at different levels.
The developer learnt how to analyze the data and view information in statistically. It was mainly
highlighted to view information and get the decisions very easily.
7.3. Future improvements
The user interfaces could be improved. In order to improve this study, the following identified
areas are also be developed.
 Payments handling of a vehicle

 Vehicle disposal
 GPS (Global Positioning System) tracker
 Mobile/Android application
 CEB letters & forms
 CEB vehicle usage related circulars
63
When booking a vehicle, sending a SMS message to driver is accepted. And also better to
handle minimum flow paths for letter approvals. Error and warning messages displayed by this
study could be improved. The system should be improved whether database connection is
available or offline.
64
References
[1] "CEB," Ceylon Electricity Board, [Online]. Available: http://www.metroceb.lk/. [Accessed 4

2017].
[2] "Tutorial Points," 2017. [Online]. Available:

https://www.tutorialspoint.com/sdlc/sdlc_waterfall_model.htm. [Accessed 06 2017].
[3] "Wikipedia," July 2017. [Online]. Available:

http://en.wikipedia.org/wiki/Incremental_build_model. [Accessed 14 July 2017].
[4] "Vehicle Fleet and Asset Management Solutions," Vinitysoft Business Solutions, 2017. [Online].
Available: www.vinitysoft.com/fleet-management-software-4-0/. [Accessed 05 2017].
[5] "Fleet Maintenance Pro," Innovative Maintenance Systems, 1994 - 2017. [Online]. Available:
http://www.mtcpro.com. [Accessed 05 2017].
[6] "Fleetio," 2012. [Online]. Available: https://www.fleetio.com. [Accessed 06 2017].
[7] D. Istrefi and B. Çiço, "Fleet Management Solution," Fuel consumption and collision prevention
system modules, Vols. 3,No.3, no. June, 2013.
[8] W. G. Wenzel, "Using Fleet Management to Make and Save Money," Introduction to the Basis
of Fleet Management Technology, pp. 1-18, 2016.
[9] Bailey, Lydon, Davern, Best practice fleet management and priority actions, no. 28th - 30th
August, Brisbane, Queensland., 2013.
[10] "UML - Use Case Diagrams," tutorialspoint, 2017. [Online]. Available:

https://www.tutorialspoint.com/uml/uml_use_case_diagram.htm. [Accessed August 2017].
[11] "Sequence Diagram," SmartDraw software, LLC, 1994-2017. [Online]. Available:

https://www.smartdraw.com/sequence-diagram/. [Accessed August 2017].
[12] "UML - Activity Diagrams," tutorialspoint, 2017. [Online]. Available:

https://www.tutorialspoint.com/uml/uml_activity_diagram.htm. [Accessed August 2017].
[13] "UML - Class Diagram," tutorialspoint, 2017. [Online]. Available:

https://www.tutorialspoint.com/uml/uml_class_diagram.htm. [Accessed August 2017].
[14] "Software User Interface Design," tutorialspoint, 2017. [Online]. Available:

https://www.tutorialspoint.com/software_engineering/software_user_interface_design.htm.
[Accessed Aug 2017].
65
Appendix A– Database Design
1. CEB vehicle registration
The Figure A.1 shows the CEB vehicle table that was design to enter all CEB vehicle details.
Figure A.1: CEB vehicle table
2. Vehicle allocation table
The Figure A.2 shows the vehicle allocation table that was design to enter all vehicle allocation
details.
Figure A.2: Vehicle allocation table
66
3. Vehicle booking table
The Figure A.3 shows the vehicle booking table that was design to enter all vehicle booking
details.
Figure A.3: Vehicle booking table
4. Fuel management table
The Figure A.4 shows the vehicle fuel management table that was design to enter all fuel
management details.
Figure A.4: Fuel management table
67
5. Running chart management table
The Figure A.5 shows the vehicle running chart management table that was design to enter all
running details.
Figure A.5: Running chart management table
6. Accident details management table
The Figure A.6 shows the vehicle accident details table that was design to enter all accident
management details.
Figure A.6: Accident details management table
68
Appendix B - Source Codes
1. CEB vehicle registration

1.1. Record insertion
Try
connection.Open()
sql = "INSERT INTO cebvehicle (costCode, provCode, regNo, classId, vClass, tClass,
make, model, color, typeFuel, chassisNo, engineNo, cCapacity, sCapacity, tyreSize,
yearManu, usage1,dateReg, datePurchase, purchasePrice, type, remarks, isActive,
enuserid, endatime) Values (?,?,?,?,?,?,?,?,?,?,?,?,?,?,?,?,?,?,?,?,?,?,?,?,?)"
Dim com As MySqlCommand = New MySqlCommand(sql, connection)

com.Parameters.AddWithValue("costCode", costcentre)
com.Parameters.AddWithValue("provCode", prov)
com.Parameters.AddWithValue("regNo", regno)
com.Parameters.AddWithValue("classId", vid)
com.Parameters.AddWithValue("vClass", vcode)
com.Parameters.AddWithValue("tClass", tclass)
com.Parameters.AddWithValue("make", make)
com.Parameters.AddWithValue("model", model)
com.Parameters.AddWithValue("color", color1)
com.Parameters.AddWithValue("typeFuel", fuel)
com.Parameters.AddWithValue("chassisNo", chassis)
com.Parameters.AddWithValue("engineNo", engineno)
com.Parameters.AddWithValue("cCapacity", cylinder)
com.Parameters.AddWithValue("sCapacity", seating)
com.Parameters.AddWithValue("tyreSize", tyre_size)
com.Parameters.AddWithValue("yearManu", manuyear)
com.Parameters.AddWithValue("usage1", usage)
com.Parameters.AddWithValue("dateReg", regdate1)
com.Parameters.AddWithValue("datePurchase", purchasedate1)
com.Parameters.AddWithValue("purchasePrice", purchaseprice)
com.Parameters.AddWithValue("type", vtype)
com.Parameters.AddWithValue("remarks", remarks)
com.Parameters.AddWithValue("isActive", "Y")
com.Parameters.AddWithValue("enuserid", UID)
com.Parameters.AddWithValue("endatime", CurrentDate)
com.ExecuteNonQuery()connection.Close()
Catch ex As Exception
lblMessage.Text = ex.Message
End Try
69
2. Vehicle transfer
Try
objdb_connection.db_connection()
trans = objdb_connection.con.BeginTransaction()
If RadioButtonList1.SelectedValue = "A" Then

TransType = "T" '----Only Vehicle Transfer
sql = "Insert INTO trans_history(provCode, regNo, fromBranch, toBranch,

fromDate, type, remarks, enuserid, endatime) Values (?,?,?,?,?,?,?,?,?)"
ElseIf RadioButtonList1.SelectedValue = "B" Then

TransType = "A" '----Active & Transfer record
sql = "Insert INTO trans_history(provCode, regNo, toBranch, fromDate, type,

remarks, enuserid, endatime) Values (?,?,?,?,?,?,?,?)"
End If
'-------Insert transation details-----------
comm = New MySqlCommand(sql, objdb_connection.con)

comm.Transaction = trans
comm.Parameters.AddWithValue("provCode", provCode)
comm.Parameters.AddWithValue("regNo", Regno)
If RadioButtonList1.SelectedValue = "A" Then
comm.Parameters.AddWithValue("fromBranch", OldBranch)
End If
comm.Parameters.AddWithValue("toBranch", NewBranch)
comm.Parameters.AddWithValue("fromDate", transDate)
comm.Parameters.AddWithValue("type", TransType)
comm.Parameters.AddWithValue("remarks", remarks)
comm.Parameters.AddWithValue("enuserid", UID)
comm.Parameters.AddWithValue("endatime", CurrentDate)
comm.ExecuteNonQuery()
'------Update ceb vehicle details table----------

Update_VehicleMasterTable(NewBranch, provCode, Regno, v_exist)
trans.Commit()
lblMessage.Text = "Record Inserted......"
ddlRegno.SelectedItem.Text = ""
objdb_connection.con.Close()
trans.Rollback()
End Try
Sub Update_VehicleMasterTable(ByVal NewBranch As String, ByVal provCode As String,

ByVal regno As String, ByVal v_exist As String)
sql = "Update cebvehicle set costCode=?, isActive=? where provCode=? and
regNo=?"
comm = New MySqlCommand(sql, objdb_connection.con)
comm.Transaction = trans
comm.Parameters.AddWithValue("costCode", NewBranch)
70
comm.Parameters.AddWithValue("isActive", v_exist)
comm.Parameters.AddWithValue("provCode", provCode)
comm.Parameters.AddWithValue("regNo", regno)
comm.ExecuteNonQuery()
End Sub
3. Booking cancellation
If Not String.IsNullOrEmpty(row.Cells(1).Text) And (row.RowState And

DataControlRowState.Edit) > 0 Then
Dim ID As String = row.Cells(1).Text
'----DB values----
objvar.sql = "Select * from vehicle_booking where id='" & ID & "'"
objdb_connection.openquery(objvar.sql)
If objdb_connection.rs.Read Then
If objdb_connection.rs.HasRows Then
e_flag = objdb_connection.rs("isActive")
End If
End If
'----Datagrid Values------
Dim flag As String = (CType((row.Cells(10).Controls(0)), TextBox)).Text
Try
trans = objdb_connection.con.BeginTransaction()
sql = "Update vehicle_booking set isActive=? where id=?"

Using cmd As New MySqlCommand(sql, objdb_connection.con)
cmd.Transaction = trans
cmd.Parameters.Add(New MySqlParameter("@isActive",
MySqlDbType.VarChar, 1, "isActive")).Value = flag
cmd.Parameters.Add(New MySqlParameter("@id", MySqlDbType.VarChar,
5, "id")).Value = ID
cmd.ExecuteNonQuery()
End Using
trans.Commit()
lblMessage.Text = "Record Updated......"

GridView1.EditIndex = -1
End Try
End If
71
4. Report of Expenses of a vehicle
dt = New VehicleExpenditure.DataTable4DataTable
dt = New DataTable
dt.Columns.Add(New DataColumn("Date"))
dt.Columns.Add(New DataColumn("Fuel"))
dt.Columns.Add(New DataColumn("Services"))
dt.Columns.Add(New DataColumn("SpareParts"))
dt.Columns.Add(New DataColumn("Insurance"))
i = 0
yearMonth(0) = ""
Try
sql = "Select * from fuel_register where regNo='" & regNo & "' and
(fDate>='" & fromDate1 & "' and fDate<='" & toDate1 & "') order by fDate, odoMeter"
objdb_connection.openquery(sql)
While objdb_connection.rs.Read
If objdb_connection.rs.HasRows Then
dtrow = dt.NewRow()
Dim fDate As Date = objdb_connection.rs("fDate")

'---for graph----
Dim year As String = Mid(fDate.ToString("dd/MM/yyyy"), 4, 7)
yearMonth(i) = year
If (i = 0) Then
totPrice(i) = objdb_connection.rs("price")
ElseIf (yearMonth(i) <> yearMonth(i - 1)) Then
'-----Expenses for Services--------

k = 0
objdb_connection.db_connect()
sql = "Select * from service where regNo='" & regNo & "' and
(serviceDate>= '" & fromDate1 & "' and serviceDate <='" & toDate1 & "') order by
serviceDate,regNo"
objdb_connection.openquery1(sql)
While objdb_connection.rs1.Read
If objdb_connection.rs1.HasRows Then
Dim serviceDate As Date =
objdb_connection.rs1("serviceDate")
Dim year1 As String =
Mid(serviceDate.ToString("dd/MM/yyyy"), 4, 7)
If yearMonth(i - 1) = year1 Then

If k = 0 Then
servicePrice(k) =
objdb_connection.rs1("payAmount")
Else
servicePrice(k) = servicePrice(k - 1) +
objdb_connection.rs1("payAmount")
End If
End If
End If
k = k + 1
End While
objdb_connection.con1.Close()
72
'-----Expenses for spare parts--------

j = 0
objdb_connection.db_connect()
sql = "Select * from spare_parts where regNo='" & regNo & "'
and (purDate>= '" & fromDate1 & "' and purDate <='" & toDate1 & "') order by
purdate,regNo"
objdb_connection.openquery1(sql)
While objdb_connection.rs1.Read
If objdb_connection.rs1.HasRows Then
Dim purDate As Date = objdb_connection.rs1("purDate")
Dim year1 As String =
Mid(purDate.ToString("dd/MM/yyyy"), 4, 7)
If yearMonth(i - 1) = year1 Then

If j = 0 Then
partsPrice(j) =
objdb_connection.rs1("totPrice")
Else
partsPrice(j) = partsPrice(j - 1) +
objdb_connection.rs1("totPrice")
End If
End If
End If
j = j + 1
End While
objdb_connection.con1.Close()
'-----------------------------------------
dtrow = dt.NewRow()
dtrow(0) = yearMonth(i - 1)
dtrow(1) = totPrice(i - 1).ToString("###,###.#0")
dtrow(2) = servicePrice(k - 1).ToString("###,###.#0")
dtrow(3) = partsPrice(j - 1).ToString("###,###.#0")
dtrow(4) = ""
dt.Rows.Add(dtrow)
servicePrice(k - 1) = 0
partsPrice(j - 1) = 0
Dim totalPrice As Decimal = objdb_connection.rs("price")
totPrice(i) = totalPrice.ToString("###,###.#0")
Else
totPrice(i) = totPrice(i - 1) + objdb_connection.rs("price")
End If
End If
i = i + 1
End While
Message_label(ex.Message)
End Try
73
Appendix C – Test Cases
Test case for Vehicle allocation
The test cases for vehicle allocation are displayed below Table C.1.

Add vehicle allocation Press “Submit” button Message should Message displayed
details without entering display “Cannot be “Cannot be blank
officer name blank officer officer name...”
name...”
Press “Submit” button Message should Message displayed
without entering display “Invalid “Invalid date...”
“From date” date...”
“From date” is greater Message should Message displayed
than current date display “Invalid “Invalid date...”
date...”
Table C.1: Test case for vehicle allocation
Test case for Vehicle transfer
The test cases for CEB vehicle transfer are displayed below Table C.2.

Add vehicle transfer Press “Submit” button Message should Message displayed
details without entering display “Invalid “Invalid date...”
“Transfer date” date...”
“Transfer date” is Message should Message displayed
greater than current display “Invalid “Invalid date...”
date date...”
Table C.2: Test case for vehicle transfer
74
Test case for Vehicle parking
The test cases for CEB vehicle parking are displayed below Table C.3.

Add parking details Press “Submit” button Message should Message displayed
without entering display “Invalid “Invalid date...”
“Transfer date” date...”
“Transfer date” is Message should Message displayed
greater than current display “Invalid “Invalid date...”
date date...”
Table C.3: Test case for vehicle parking
Test case for Fuel order
The test cases for fuel order are displayed below Table C.4.

Add fuel order details Click “Submit” button Message should be Message should be
without entering fuel display “Fuel order display “Fuel order
order number number cannot be number cannot be
blank…” blank…”
Click “Submit” button Message should be Message should be
without entering fuel display “Fuel order display “Fuel order
order date date is invalid…” date is invalid…”
without entering fuel display “Cannot be ‘0’ display “Cannot be ‘0’
volume fuel volume…” fuel volume…”
without entering fuel display “Cannot be display “Cannot be
price ‘0.00’ fuel price…” ‘0.00’ fuel price…”
Cancel vehicle details Reset all textboxes and Reset all textboxes and
dropdowns except cost dropdowns except cost
center and vehicle center and vehicle
registration registration
Table C.4: Test case for fuel order
75
Test case for Running chart management
The test cases for vehicle running chart management are displayed below Table C.5.

Add running chart Click “Submit” button Message should be Message should be
details without entering milo display “Milo meter display “Milo meter
meter reading (End) (End) cannot be ‘0’ (End) cannot be ‘0’
meter reading…” meter reading…”
without entering display “Running Km display “Running Km
running Km cannot be ‘0’ …” cannot be ‘0’ …”
without entering Km display “Km per liters display “Km per liters
per liters cannot be ‘0’ …” cannot be ‘0’ …”
without entering display “Invalid date display “Invalid date
running date …” …”
Table C.5: Test case for running chart management
76
Appendix D – User Documentation
The purpose of this document is to provide all essential information for a user to assist and
make comprehensive use of administration application. This document includes most important
description of interfaces and its functionality.
1. Login Page
Login page is the first user interface to log in to the system. By typing the valid user name and
password user can log in to the system. The following Figure D.1 shows the login page.
Figure D.1: Login Page
After Login to the system, Home page will be displayed. According to the user login users are
categorized in to different user levels.
User Levels
 Administrator – person who administrates the system
 Subject Clerk/Data Entry Operator (DEO) – person who handles the vehicle details in the
system
 GM/AGMs/DGMs – person who views management reports
 Driver
Username: enter your EPF Number with leading zero (6 number text)
The following Figure D.2, figure D.3 and figure D.4 show the dynamic menu according to the
user profile.
77
 Admin Home Page
Figure D.2: Admin home page
A- Dynamic menu according to the user profile.
 Subject Clerk/Data Entry Operator
Figure D.3: Subject Clerk/Data Entry Operator’s home page
78
 Driver
Figure D.4: Driver’s home page
2. CEB vehicle details

2.1 Add details
This is a subject clerk or data entry function which is used to add vehicle details to the system.
Steps to add vehicle details
1- Select hierarchy from the dropdown.

2- Select related cost center from the dropdown.
3- Select vehicle registered province from the dropdown.
4- Type registration number.
Vehicle number should be according to the following format.

 XX9999 (ex: NB5698)
 XXX9999 (ex: CAT5698)
 99-9999 (ex: 53-5698)
 999-9999 (ex: 253-5698)
 99SRI9999 (ex: 56SRI5698)
5- Select vehicle class and sub class from the dropdown.
6- Type chassis number.
7- Select vehicle make from the dropdown.
8- Type taxation class
9- Select color from the dropdown.
10- Type cylinder capacity
79
11- Type tyre size

12- Type model
13- Type engine number
14- Type seating capacity (should be only integer values)
15- Select type of fuel from the dropdown
16- Type vehicle manufacture year (should be 4 digit integer value)
17- Select date of purchase from the calendar icon.
18- Select usage of vehicle from the dropdown.
19- Select date of registration from the calendar icon.
20- Select type from the dropdown
21- Type any comments if have
22- Select “Submit” button to add record to the database.
23- A successful message will display if data is correctly entered otherwise an error will be
displayed.
The following Figure D.5 and Figure D.6 shows the CEB vehicle registration form.
1
2
5
7
9
15
16
Figure D.5: CEB vehicle details form

22
2.2 Edit CEB vehicle details
Using this function, available record details can be altered.

Steps
1. Select hierarchy from the dropdown.
80
2. Select related cost center from the dropdown.

3. Select vehicle registered province from the dropdown.
4. Type registration number (if record is available details is displayed on the screen)
5. Click on “Edit” button (text boxes and dropdowns are enabled).
6. Changed details if you want.
7. Click on “Submit” button
1
1 2
4
Figure D.6: CEB vehicle details form

7 5
3. Vehicle Allocation
This is a subject clerk or data entry function which is used to add vehicle allocation details to
the system.
Steps to add vehicle allocation details
1- Select cost center related to CEB hierarchy from the dropdown.

2- Select vehicle registration number from the dropdown.
3- Type name of the officer.
4- Select designation of the officer from the dropdown.
5- Select vehicle allocation type to the officer from the dropdown.
6- Select whether vehicle type is pool or not.
7- Select or type parking location.
8- Select vehicle allocation date to the officer from the calendar icon.
81
9- Type remarks if available

10- Click on “Submit button.
Vehicle allocation form (Figure D.7) shows as follows.
10
Figure D.7: Vehicle allocation form
4. Reports
4.1 CEB vehicle details
1- Select type from the dropdown (All – all details of given authority level, Only
branch – view vehicle details of selected or authority level cost center, province-
view only province level vehicle details)
2- Select cost center or province according to given type in above.
3- Click on view button.
CEB vehicle detail report (Figure D.8) shows as follows.
1 2
2
3
Figure D.8: CEB vehicle details report form
82
5. Logout
In the fleet management system, on the top of the home page there will be a logout button
with the text of “Logout” (Figure D.9). By clicking logout button user can logout from the
system.
Figure D.9: Logout button
83
Appendix E – Results
The following Figure E.1 and Figure E.2 shows in detailed view and graphical representation
of running chart in the given period.
Figure E.1: Running chart detail report
Figure E.2: Running chart detail in graphical representation
84
The following Figure E.3 shows the total fuel expenditure of the cost center and Figure E.4
shows the fuel expenditure of a vehicle in a given period.
Figure E.3: Total fuel expenditure report
Figure E.4: Graphical representation of fuel expenditure
85
The following Figure E.5 shows the class wise vehicle details report.
Figure E.5: Class wise vehicle detail report
86
Annexure 1
Annexure 1
87

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Web Based Fleet Management System: A Dissertation Submitted For The Degree of Master of Information Technology

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Web Based Fleet Management System for CEB

Web based Fleet Management System

A dissertation submitted for the Degree of Master of

University of Colombo School of Computing

Student Name: HDN SILVA

Registration Number: 2015/MIT/054

Index Number: 15550545

This is to certify that this thesis is based on the work of

Supervisor Name: Dr MGNAS FERNANDO

Specially to Dr M G N A S Fernando, senior lecturer of the University of Colombo School of

Acknowledgements …………………………………………………………………………………………………….. iii

3.5. Non Functional Requirement ................................................................................................ 21

7.1. Achievements of Objectives .................................................................................................. 62

Figure No Description Page Number

Figure 1.1: Waterfall life cycle model [2] ............................................................................................... 3

Figure 6.9: Histograms of id 1 .............................................................................................................. 58

Table No Description Page Number

AGM Additional General Manager

1.2. Aims & Objectives

1.3.1. Waterfall Model

Waterfall Model is referred to as a linear-sequential life cycle model. It is very simple to

Figure 1.1: Waterfall life cycle model [2]

1.3.2. Incremental Model

Figure 1.2: Incremental life cycle model [3]

1.4. Scope of the project

The system is able to capture the followings.

 Vehicle Registration Management

1.5. Limitations of the project

1.6. Structure of Dissertation

2.1. Similar Systems

Some of the key features are

 Service remainders – Create new remainders or updating existing ones.

Figure 2.1: Vehicle Fleet Manager [4]

Figure 2.2: Vehicle Fleet Manager – Vehicle registration form [4]

Fleet Management Software Fleet Management System for CEB

Provides manage inventory management No such inventory management module

2.1.2. Fleet Maintenance Pro

Innovative Maintenance Systems is a USA company, provides a solution for vehicle

Some of the features are

 Repair maintenance – Keeping track and monitoring trends in repair maintenance.

Figure 2.3: Fleet maintenance pro – Vehicle registration form [5]

Fleet Maintenance Pro Fleet Management System for CEB

Provides inventory tracking module No such inventory tracking module

2.1.3. Fleetio Manage

Some key features are

Figure 2.4: Fleetio manage Vehicle registration screen [6]

Figure 2.5: Fleetio manage Fuel management report [6]

Fleetio Manage Fleet Management System for CEB

Provides work orders module No such work orders module

2.1.4. Fuel consumption and collision prevention systems modules

Followings are some of the key of this paper:

Enterprise GPS Application

Figure 2.6: Overview of fleet management system [7]

2.1.5. Introduction to the Basis of Fleet Management Technology

The following main benefits are described in the paper.

 Vehicle maintenance and safety

 Fuel economy statistics

2.1.6. Best practice fleet management and priority actions