Chapter1: Introduction

1.1 Problem Statement

A director of a car dealer company that used and new cars has hired me to develop an
information system. The system should maintain records of cars, salesman, customer and car
sales.

In designing the system, the following should be taken into consideration.

a) Each car is assigned a unique chassis number. Other information such as car
category (new,used), car type (sedan,compact,SUV,MPV), make
(Proton,Volvo,Toyota), model (Wira,Vios), transmission (auto,manual), engine
capacity (1500cc,1800cc,2000cc), year of manufacture, price, colour, milage, and
status (available,sold) are also recorded.

b) Each salesman is assigned a staff identification number. Other information such as

name, gender, date of birth, date of employment, identity card number, mobile
phone number, home phone number and home address are also recorded.

c) Each customer is assigned a unique customer number. Other information such as

name, gender, date of birth, identity card number or passport number, home phone
number, office phone number, home address and office address are also recorded.

The system should be able to generate reports as follows.

a) List of cars information.

b) List of customer information.

c) List of purchase information for a particular month.

d) List of all salesman and their sales in descending order for a particular month.

e) The best selling car of the year (number of car sold according to a particular
model).

1
1.2 Project Objectives

a) To develop a systematic of car management information system.

b) To develop and implement a computerized registration system to keep customers record.

c) To develop and implement a computerized the registered types of car provide.

d) To generate the annually income.

1.3 Project scope

The scope of the project is to build a car management system for Maju Segi Tiga car
company that had been operation in Kuala Kangsar .This system have to save the customer
particular such as customer ID, customer name, gender, date of birth, IC card or passport
number, mobile phone number, office phone number, home address and office address and
also their salesman ID, salesman name, gender, date of birth, date of employment, IC card,
mobile phone number, home phone number, home address and date of birth . This system
also can record the car provide with the car ID, car category, car type, made in, model,
transmission, engine capacity, year of manufacture, price, colour, milage and status. Other
than that, the purchase such as Date of purchase, installment, ID_Customer, and ID_Car will
also be recorded.

2
1.4 Project Planning

Task name Start End Duration 1 2 3 4 5 6 7 8 9

1.Study on the 3/7/17 9/7/17 1week
Current System
a) Problem that
exist.
b) Get information
from interview,
questionnaire.
2.System 10/7/17 23/7/17 2 week
Design
a) User friendly
b) Easier.
3.System 24/7/17 6/8/17 2 week
Implementatio
n
a) Develop the
system.
b) Testing the
system.
c) Install the
system.
4.System 7/8/17 25/8/17 3 week
Testing and
Debugging
a) Test the system
using a set of data.
5.Report 3/9/17 10/9/17 1 week
Writing

Figure 1.1: Gantt chart of project Development Planning

1.5 Planning of Project Development

The Gantt chart as shown in Figure 1.1 shows the main activities and duration of the
whole development of the car shop management system for Maju Segi Tiga car company. It
also covered the customer information, car information, salesman information and also
purchase information.

3
Chapter 2: Analysis of the problem
2.1 Current system

Currently, the customers’ records are managed manually. The information is either kept in
the computer using the words processor, spreadsheet on hire sheets. Similarly the clinic
management system did manually using a spreadsheet. The environment of the existing is
shown below in figure 2.1.

Register
Register
Information
CUSTOMER verification
(Manual) Using Word
Processor or
Spreadsheets

Customer
Information File

Using Word
Processor or
Spreadsheets

Send to
Create report and
CUSTOMER
examination
INFORMATION
transcripts

Figure 2.1: Flow Chart Diagram of the Existing system

4
2.2 Collection of Information

The collection of information for the new system and user requirements was done by
interviewing staff and manager of Maju Segi Tiga car company. The existing document of
management records is also referred to and studied.

Questionnaires (10 question) to Maju Segi Tiga Company Yes No

system

 Operational experience 30% 70%

 Do you satisfy the Maju Segi Tiga car company has been 60% 40%
now?
 Do you agree if new system will be implementing? 70% 30%

 Do you feel comfortable and easy with this car shop 64% 36%
registration?
 Do you think the costs in this car shop are affordable? 65% 35%

 Does the blank registeration system complicated to be 68% 32%

filled?
 Do you feel suitable with the service for the salesman? 70% 30%

 Does the registration form attractive? 76% 24%

 Does the customer form disturbing your privacy? 70% 30%

 Do you satisfied with the car that promoted? 67% 33%

(Yes/No).if your answer is not: apparent;

Thank you on your Co-operation.

Table 2.2 : Collection of information

5
 2.2.1 Analysis

Percent that agree if new system will be implementing

30% Agree
Disagree

70%

Figure 2.2.1.1: Percent that agree if new system will be implementing.

Percent customer feel comfortable and easy with this

car shop registration

Agree
36% Disagree

64%

Figure 2.2.1.2: Percent customer feel comfortable and easy with this car shop registration

6
2.3 New System Requirement

The process involved in the customer hire information system can be modelled using the

flow chart diagram as shown in Figure 2.3 below.

This system is composed of four processes.

a) Registration verification
b) Registration update
c) Information search
d) Report generation

Register 1.0 Verified

Information Registration
Registration Registration form
Customer
Verification

2.0

Registration
Update
Database

Choose
Informatio
3.0

Information
Car
Search
Registration
Report Information
sent to
Information Salesman
Purchase
Need
Choose

Send to
4.0
Seller
Report
Manager
Generation

Figure 2.3: Flow Chart Diagram of Maju Segi Tiga Car Company Management System

7
Chapter 3: System Design

The system design is discussed in five sections:

i. The first section explains the structure chart.

ii. The second section explains the logical design for the database system.
iii. The third section explains the design of the user interface.
iv. The fourth section explains the design of the forms.
v. The fifth section explains how to design a report.

3.1 : Design of System Structure Chart

Based on the data flow chart diagram in figure 2.2, the system structure chart can be drawn as
shown in figure 3.1 below.

Registration Customer
Verification Information
(Manual)
Car
Information
Registration Salesman
Update Information

Purchase
Information
Maju Segi Tiga car
shop Management
Customer
System Information
Car
Information Car
information
Searching Information
Report
Customer
Salesman
information
Information
Report
Monthly
Puchase Income
Information Report

Salesman
Monthly
Report
Report
Best selling
car of the
year Report

Figure 3.1: Maju Segi Tiga Car Company Information System Structure Chart
8
3.2: Logical Design of Database

3.2.1 Conceptual Data Model : Entity-Relationship Diagram

The Conceptual Data Model for RCMS is composed of the binary relationship between
CUSTOMER, CAR, and SALESMAN . The activity or transaction between this four entities
is PURCHASE. This is shown in Figure 3.2. The logical design for any database system
normally involves two steps. The first step is to design the entity-relationship (E-R) diagram
of the system. The second step is to verify whether the respective relational tables mapped
from the E-R are normalized to the third normal form.

Data model-Identify

 CUSTOMER
 CAR
 SALESMAN
 PURCHASE

2. Determine the relationship between entities-Draw lines.

PURCHASE CAR
CUSTOMER SALESMAN

3. Identify Nature of the relationship.

CAR
CUSTOMER SALESMAN

4. Define the Occurencess.

 One customer can purchase many car (1:m)

 One car can be purchase by one customer (1:m)

The conclusion for Occurrences is one to many.

9
5. Relational.
CAR

CUSTOMER
Purchase

SALESMAN

6. List of data store and data elements.

CAR

CUSTOMER
Purchase

SALESMAN

CUSTOMER (Customer_ID, Customer_Name, gender, date of birth, customer_IC, Mobile

phone number, home phone number, home address)
CAR ( Car ID, car category, car type, make, model, transmission, engine capacity, year of
manufacture, price, colour, milage and status)
SALESMAN (Salesman ID, salesman name, gender, date of birth, date of employment, IC
card, mobile phone number, home phone number and home address)
PURCHASE(ID_car, ID_salesman, ID_Customer,Month purchase)
 Primary key customer_ID ,car_ID, salesman_ID. So that, it is get to recognize each
people who are comes to the Maju Segi Tiga car Company.

10
 7. Draw Entity Relationship diagram (ER-D)

SALESMAN

staff_ID,
name,
gender,
date_of_birth,
CUSTOMER PURCHAS date_of_employment
E identity_card_number
mobile_phone_number
customer_ID, home_phone_number
name, Customer_ID, home_address
gender, staff_ID,
date_of_birth,
chasiss_number, CAR
identit_card_number or
passport_number date_of_purchase
mobile_phone_number,ho chasiss_number,
me_phone_number, car_category,
office_phome, car_type ,
number, home_address, make,
Customer_ID
office_address (name, gander, date_of_birth, identit_card_numbermodel,
or
passport_number, mobile_phone_number, home_phone_number, office_phome,number,
Transmission,
home_address and office_address) engine_capacity,
year_of_manufactur
Staff_ID (name, gender, date_of_birth, date_of_employment, identity_card_number,
eprice,
mobile_phone_number, home_phone_number and home_address) colour,
mileage
Chasiss_number (car_category, car_type ,make, model, Transmission,
status
engine_capacity, year_of_manufacture, price, colour, mileage and status )

Figure 3.2.1: The Entity Relationship Diagram for a Car Dealer Company information

3.2.2 Normalisation of Database

The entity-relationship diagram shown in figure 3.2 is mapped into Four relations,
namely CUSTOMER, SALESMAN, CAR, and PURCHASE as shown below:

CUSTOMER (customer_ID, name, gander, date_of_birth, identit_card_number or

passport_number, mobile_phone_number, home_phone_number, office_phome,number,
home_address and office_address)
SALESMAN (staff_ID, name, gender, date_of_birth, date_of_employment,
identity_card_number, mobile_phone_number, home_phone_number and home_address)
CAR (chasiss_number, car_category, car_type ,make, model, Transmission, engine_capacity,
year_of_manufacture, price, colour, mileage and status)
PURCHASE (Customer_ID, staff_ID, chasiss_number, date_of_purchase)

11
The PURCHASE relation is formed from the relationship. Its name is also derived from
the name of the relationship. Assuming that the address of the customer is the same as
the address of his/her family and their siblings, the functional dependencies of the
database table are shown in Figure 3.3 below.

Figure 3.2.2 : Functional Dependencies of Attributes to the Primary Key of the

Respective Relational Table

Based on Figure 3.2.2, three normalized tables are produced as shown in Figure 3.2.3 The
three tables are already normalized in the third normal form as explained below:

The PURCHASE relation is formed from the relationship. Its name is also derived from

First Normal Form (1NF)

There are no repeating groups in each relation, therefore the relations CUSTOMER,
SALESMAN, CAR, and PURCHASE meet the condition of 1NF.

Second Normal Form (2NF)

Since all the attributes in the relation CUSTOMER are functionally fully dependent on the
primary key customer_ID, therefore the relation SALESMAN meets the condition of 2NF.

Since all the attributes in the relation SALESMAN are functionally fully dependent on the
primary key STAFF_ID, therefore the relation SALESMAN meets the condition of 2NF.

Since all the attributes in the relation CAR are functionally fully dependent on the primary
key CHASISS_NUMBER, therefore the relation EMPLOYER meets the condition of 2NF.

Since all the attributes in the relation PURCHASE are functionally fully dependent on the
primary key CUSTOMER_ID, SALESMAN_ID and CAR_ID, therefore the relation
PURCHASE meets the condition of 2NF.

Third Normal Form (3NF)

There exist no transitive dependencies in each of the relation; therefore the relations
CUSTOMER, CAR, SALESMAN and PURCHASE are in 3NF.

Normalization

1st Normal Form

CUSTOMER (customer_ID, customer_Name, customer _IC, Contact_Number, Home

address,phone number,office phone number,office address )

12
CAR(car_ID, , car category, car type, make, model, transmission, engine capacity, year of
manufacture, price, colour, milage and status.)

SALESMAN (salesman ID, salesman name, gender, date of birth, date of employment, IC
card, mobile phone number, home phone number and home address .)

PURCHASE ( customer_ID, car_ID, salesman_ID,month purchase)

2nd Normal Form

Customer_ID customer_Name,
customer _IC
Contact_Number
Home address
phone number
office phone number
office address
First Normal Form (1NF)

There are no repeating groups in each relation, therefore the relations CUSTOMER, CAR,
SALESMAN and PURCHASE meet the condition of 1NF.

Second Normal Form (2NF)

Since all the attributes in the relation CUSTOMER are functionally fully dependent on the
primary key CUSTOMER_ID, therefore the relation CUSTOMER meets the condition of
2NF.

Since all the attributes in the relation CAR are functionally fully dependent on the primary
key CAR_ID, therefore the relation CAR meets the condition of 2NF.

Since all the attributes in the relation SALESMAN are functionally fully dependent on the
primary key SALESMAN_ID, therefore the relation SALESMAN meets the condition of
2NF.

Since all the attributes in the relation PURCHASE are functionally fully dependent on the
primary key CUSTOMER_ID, CAR_ID, SALESMAN_ID, and therefore the relation
PURCHASE meets the condition of 2NF.

Third Normal Form (3NF)

There exist no transitive dependencies in each of the relation; therefore the relations
CUSTOMER, CAR, SALESMAN, and PURCHASE are in 3NF.

Normalization

1st Normal Form

13
CUSTOMER (customer_ID, customer_Name, customer _IC, Contact_Number, Home
address,phone number,office phone number,office address )

CAR(car_ID, , car category, car type, make, model, transmission, engine capacity, year of
manufacture, price, colour, milage and status.)

SALESMAN (salesman ID, salesman name, gender, date of birth, date of employment, IC
card, mobile phone number, home phone number and home address .)

PURCHASE ( customer_ID, car_ID, salesman_ID,month purchase)

2nd Normal Form

Customer_ID customer_Name,
customer _IC
Contact_Number
Home address CUSTOMER
phone number
office phone number
office address

Car_ID car category

car type CAR
make
model
transmission

14
 engine capacity
year of manufacture
price
colour
milage
status

Salesman_ID salesman name

Gender SALESMAN
date of birth
date of employment
IC card
mobile phone number
home phone number
home address

Purcahase Customer ID

Car ID
PURCHASE
Salesman ID

Date of
Purchase

3rd Normal Form

The final relation scheme in 3NF is as follows.

CUSTOMER (customer_ID, customer_Name, customer _IC, Contact_Number, Home

address,phone number,office phone number,office address )

CAR(car_ID, , car category, car type, make, model, transmission, engine capacity, year of
manufacture, price, colour, milage and status.)

SALESMAN (salesman ID, salesman name, gender, date of birth, date of employment, IC
card, mobile phone number, home phone number and home address .)

PURCHASE ( customer_ID, car_ID, salesman_ID,month purchase)

Figure 3.2.3: Three Normal Form of RCMS Database

3.3 Design of User Interface

15
 The main menu design for the system is shown in Figure 3.5.

MAIN MENU CAR DEALER

CAR DETAILS

CUSTOMER DETAILS

SALESMAN DETAILS

PURCHASING FORM

Figure 3.5: The Design of CDIMS Main Menu

3.4 Design of Form

The design of the form for CUSTOMER INFORMATION data entry and display
is shown in Figure 3.6

16
3.5 Design of Report

The design of the report menu is as shown in Figure 3.5. The respective buttons in the report
menu will accordingly invoke (open) the indicated form upon clicking by user.

Figure 3.5: The Report Menu

17
Chapter 4: Implementation of the System

4.1 Hardware and Software Requirements

The hardware and software required by the system are listed in Table 4.1 below.

Hardware Software
Personal Computer with:
Microsoft Windows 7 operating system
Intel Celeron and
4GB RAM Memory Microsoft Access or above DBMS
500GB Hard Disk Storage package.
700 MB Disc
4 GB Thumb Drive

Table 4.1: Hardware and Software requirements

4.2 Implementation

4.2.1 Database Tables

Five relational tables are created that are CUSTOMER, CAR, SALESMAN, and
PURCHASE according to Figure 3.4.

Using a relationship utility (button) provided by the MsAccess package, the five relational
tables are then linked. Relationships between the tables are shown in Figure 4.2.1.1 . The
figure shows the one-to-many relationship between CUSTOMER and PURCHASE, one-to-
many relationship between SALESMAN and PURCHASE, CAR and PURCHASE shows the
one-to-many relationship.

Figure 4.2.1.1: Relationship between Tables

18
4.2.2 Form

A form is used for the data entry and display of a record. The customer, car, salesman, and
purchase forms are created. The main menu form and report menu are also created. The
explanation are shown based on figure 4.2.2.1 .

19
Figure 4.2.2.1: Example of Form in CDIMS.

20
4.2.3 Report

Reports are generated for different purposes. ’ reports contain patient particular report
records. Treatment reports contain purchase monthly report. Employer reports contain claim
report. While obtain reports contain frequency report and monthly income report. It also
generates transaction and information.

Examples of reports are shown in Figure 4.2.3.1 and Figure 4.2.3.2.

Figure 4.2.3.1: Report for customer information.

21
 Figure 4.2.3.2: Report for salesman their sales .

4.2.4 Queries

Queries are normally used to retrieve information in accordance with the requirements of
users as to whether the information needed resides in one table or more. In this system, the
transaction is derived as a result of a query based on CAR, CUSTOMER, SALESMAN and
PURCHASE tables. Example of queries table is shown in Figure 4.2.4.1

Figure 4.2.4.1: Example of Query Table

22
4.2.5 User Interface

The user interface is created as shown in Figure 4.2.5.1. The associated customer
information, car information ,salesman information , purchasing form, Report Menu are
attached to the menu via the respective forms created earlier.

Figure 4.2.5.1: Main Menu of CDIMS

23
4.3 System Testing

System testing involves the testing of a set of personal information of 10 customer and their
particulars.

4.3.1 Input Data Testing

Input data testing is simulated to the test the system. An example of an input data is shown in
Figure 4.3.1.1 where the table concerned is CUSTOMER REGISTRATION.

Figure 4.3.1.1: Customer Information Data Testing

4.3.1 Output Data Testing

Customer feel satisfied with the service that had given by Champion car shop. The processes
for registration are easy and quick. Our system is better than before. Customer give rating to
our shop system is 4/5. An example of an input data is shown in Figure 4.3.1.1 where the
table concerned is CUSTOMER.

Figure 4.3.1.1: Customer Information Data Testing

24
Chapter 5: Conclusion

5.1 Strength and Weaknesses of the System

This system is capable of generating all reports that are currently required by
customer and salesman, e.g. printing customer’ claim with addresses that are ready to be
posted to salesman, generate the revenue for the shop and list of panels.

Nevertheless, the system developed exhibits some limitations. The limitations listed as
follows.

i. No security to protect customer information.

ii. The system can be operated by anyone else.
iii. Customer may need another purchase that is not registered in the system.

5.2 Suggestion for Further Work

Other reports can also be generated to salesman in managing the customer

information effectively. CDIMS can be extended to cover all other car shop in the town.

The suggestion for this system is:

i. Enhanced security for the system to protect all data.

ii. Provide password to ensure only the authorised admin can access the system.

5.3 Closing Remark

This project is made to give a systematic system that helps a car shop to manage their
customer registration well. This project is totally done and its need an update for next period
to overcome all problems that will exist. I hope that this project will help the admin to
overcome the problem of customer car shop registration and make it easier and quicker.
Other than that, I hope this project will help this car dealer information management to save
their all information with systematic and avoid the redundancy. Further studies are still
needed to increase the efficiency of Maju Segi Tiga car Company management system.

25
BIBLIOGRAPHY

Marakas, G.M, 2006. System Analysis & Design: an Active Approach. 2nd
edition. New York: McGraw-Hill.

Palani Murugappan, 2007. Microsoft Access 2007: A step by-step approach.

Selangor: Venton Publishing.

Robert A.Szymanski, Donald P. Szymanski, Norma A.Morris, 1991.

Introduction to Computers and Information Systems. 2nd edition.
New York: Merrill Publishing Company.

Roth, R.M., Dennis, A. And Wixom, B.H., 2012. System Analysis and Design.
5th edition. New Jersey:John Wiley.

Thomas Connolly, Carolyn Begg, Anne Strachan, 1996. Data Base Systems.
Reprinted. England.

Peter Rob and Carlos Daniel,2004. Database Systems: Design, Implementation and
Management( sixth edition), Course Technology.

26
APPENDIX

Example of Main Menu

Example of Table

Example of Form

Example of Query

27
28
  Operational experience

 Do you satisfy the Maju Segi Tiga car company has been now?

 Do you agree if new system will be implementing?

 Do you feel comfortable and easy with this car shop registration?

 Do you think the costs in this car shop are affordable?

 Does the blank registeration system complicated to be filled?

 Do you feel suitable with the service for the salesman?

 Does the registration form attractive?

 Does the customer form disturbing your privacy?

 Do you satisfied with the car that promoted?

(Yes/No).if your answer is not: apparent;

Thank you on your Co-operation.

29
  Operational experience

 Do you satisfy the Maju Segi Tiga car company has been now?

 Do you agree if new system will be implementing?

 Do you feel comfortable and easy with this car shop registration?

 Do you think the costs in this car shop are affordable?

 Does the blank registeration system complicated to be filled?

 Do you feel suitable with the service for the salesman?

 Does the registration form attractive?

 Does the customer form disturbing your privacy?

 Do you satisfied with the car that promoted?

(Yes/No).if your answer is not: apparent;

Thank you on your Co-operation.

30