Car Rental System

1.0 INTRODUCTION:

Our BCA Project is based on the Carlux Ltee Rental Company. It is found
in Curepipe. This company rents many types of cars. When the company
rents a car, the car is identified by its registration number, rents by a
customer. Customer (Last name, First name, Birth date, Telephone num and
Address) is identified by a Client Id, the transaction being processed by the
employee. Employee (Last name, First name, Address, Position, Telephone
num, Mobile num and Birth date) is identified by its Employee Id.

Whenever a customer rents a car, date rented, amount, deposit and the
number of days are kept. In returning the car the date returned, date rented
and the person who processed the transaction are recorded.

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1.1 OVERVIEW OF THE FUNCTIONALITIES

This System will facilitate the functioning of a "typical" rental car store.
Each type of car should have a different rental fee per day. Rental fee
depends on number of days, brand and how fast the car runs. The system
should have the following functionalities:

Rent: The system equipped to answer Customer's inquiries about the

availability and rental fee of various "types" of cars for certain dates in the
future. When the customer makes a decision about the "Type" of car and the
dates, the system should be able to "Reserve" or "Earmark" the requested
type of car for requested dates. The customer should be given a
"Confirmation Number".

Pick Up: The system process a Car Pick Up. Customer walks in and supplies
either the confirmation number or name. The system should pull up all the
reservation information about this customer. The customer is then asked to
supply a drivers’ license.

Return: The system process a return. The system should record the date,
time taken and provide information about clients and which employee attend
which customer.

The purpose of this project is to facilitate their work with a new

computerized database, which provides management with details concerning
the employees, cars and clients as well as the transaction that took place for

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better co-ordination of job. The new computerized database will create a
better system where information can be added, deleted, modified and
updated easily.

1.2 ANALYSIS:

1.2.1 USE CASE:

In this computerized system the user can find options to carry out a
particular task. These can be depicted as follows:

• The user finds out information about a client, hired car and
return date.
• The system gives information about the employees and the
client they attend respectively.
• The user inputs a particular employee name and finds out the
clients the latter has been attending.
• System will record the input data and display the information.

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1.2.2 USE CASE DIAGRAM

Search details
In car table

Find out the

details the
company’s
system

User

Retrieve data Employee

about the client

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1.2.3 FUNCTIONAL REQUIREMENTS:

1. The system should act as an interface for the user to input process and
retrieve data.

2. The system should allow the recording of the client’s information.

3. The system should allow the user to create query on a specific client.

4. The system should allow the user to check the records of clients.

5. The system should allow the user to add, retrieve, and modify records.

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 1.3 Entity Relationship Diagram

make
model colour

Reg
number
Category

rents
CarLux Car
company

empl hir
oy ed

Licens
Employe attend e
e Id employee client
numbe
Client r
Gender
Id
Surname Phone
Phone numb
numbe Nam er
r e
Addres
s Mobile
numbe Occupatio
DOB Addres
r n
Gend s
Other er
name
DOB

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 1.3.1 CARDINALITY MAPPING

It is the specification of the number of occurrences of one object that can be

related to the number of occurrence of another object.

 One to one (1:1)

 One to Many (1:M)
 Many to Many (M:N)

In the above entity relationship diagram, the following cardinality mapping

can be observed:
1. One client may hire two cars. (1:N)

2. Many clients may hire many cars. (M:N)

3. One employee attends one client. (1:1)

1.4 RELATIONSHIP:

The database contains four entities namely: Employee, Client, car and rental

Employee Client Car Rental

One of the main characteristics of relational databases is the fact that tables
are related to one another. Access has a means to make relationships
explicit using the relationship screen. The relationship can be shown below:

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Access uses this information when designing reports, forms and queries
that require more than one table to be displayed.

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1.5 FIELD DOMAINS:

Car Table

FIELD NAME DATA TYPE FIELD SIZE INPUT MASK

Registration Text 15 ccccccccccccccc
number
Model Text 20 >L>???????????????????
Make Text 20 >L>???????????????????
Colour Text 50
Category Text 20 >L>???????????????????

CLIENT TABLE

FIELD DATA FIELD INPUT MASK

NAME TYPE SIZE
ClientId Text 14 AAAAAAAAAAAAAA
Surname Text 20 >L>???????????????????
OtherName Text 20 >L>???????????????????
Gender Text 6
DOB Date/Time Medium
Date
Address Text 30 CCCCCCCCCCCCCCCCCCCCCCCCCCCCCC
Telephone Number Long 000\-0000
Integer
Occupation Text 50
License Text 14 00000000000000
Number

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EMPLOYEE TABLE

FIELD DATA FIELD INPUT MASK

NAME TYPE SIZE
EmployeeId Text 5 >LL000
Surname Text 20 >L>???????????????????
OtherName Text 20 >L>???????????????????
DOB Date/Time Medium
date
Gender Text 6
Address Text 30 CCCCCCCCCCCCCCCCCCCCCCCCCCCCCC
Telephone Number Long 000\-0000
Integer
Mobile Number Long 000\-0000
Integer

RENTAL TABLE

FIELD NAME DATA TYPE FIELD SIZE INPUT MASK

ClientId Text 14 AAAAAAAAAAAAAA
EmployeeId Text 5 >LL000
RegNum Text 15 ccccccccccccccc
Fee Currency Fixed
Days Number Long Integer 90
RDate Date/Time Medium date
Amnt Paid Currency Fixed

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1.6 FORMS DESIGN:

Forms are the main interfaces of the system. Forms provide a user-oriented
interface to the data in the database application. The user will directly
interact with a screen for data entry or extraction of data. The main forms
are:
1- Car form

2- Rental form

3- Employee form

4- Client form

The MAIN MENU will display all these forms and they are shown below in
the main menu screen.

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MAIN MENU

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Employee FORMS

The form can be modified and even background pictures can be inserted. In
addition, the add, delete, save, undo has been added in the form to facilitate
the user’s tasks. The close form button also can be added. These functions
buttons can be inserted on the form by using the command button in the tool
box.

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Client FORM

The client form will display the client Id and the client name. New records
can be added, existing records can be deleted and records can be saved as
well. For example, a new client with a new Id is introduced. Thus, these can
be easily added onto the form.

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Rental FORM

It has been included as a sub form into the client form for easy recording of
transactions.

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The following form below has been designed in order to be able to delete a
transaction that has been taken place and recorded.

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Car FORM

New car entries are recorded in the car form and saved into the database.
The appropriate details about the car are recorded for the use of the
company’s transactions.

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1.7 REPORTS DESIGN

Reports will be used to find specific information either on screen itself or as

hard copy. Client’s details can be verified by having a preview report on the
client’s latest updates. Most of the reports will be based upon queries. To
facilitate the access to reports, a report menu form has been developed and
designed to access the different reports in the system given list of cars, list of
clients, list of clients with cars, list of employees as shown below:

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Car Details Report

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Client Details REPORT

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List of clients with Cars

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List of employees

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1.8 QUERIES

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Queries are needed to display a specific data from one or more tables. They
help to create reports based on data to be used by the user. Queries will
allow the user to join data from one or more tables, order the data in
different ways, calculate new fields and specify criteria to filter out certain
records.

Designing a Query form:

Step 1: Design the Queries using design view

Step 2: Project field into Query definition

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Refering to our project the following queries are shown below.

QUERIES CAR DETAILS

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Design view

SQLVIEW

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To query the database about the car details, the following Query can be
used:
SELECT Car.RegNum, Car.Model, Car.Make, Car.Colour, Car.Category
FROM Car;

The following information will be displayed:

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QUERY FOR CLIENT

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DESIGN VIEW

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SQL VIEW

The following Queries can be used to find out details about client:
SELECT Client.ClientId, Client.Surname,Client.OtherName, Client.Gender, Client.DOB,
Client.Address, Client.Telephone, Client.Occupation, Client.LicenseNo
FROM Client;

The following results will be displayed:

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QUERY FOR CLIENT WITH CAR

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DESIGN VIEW

SQL VIEW

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The following data will be genetrated.

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QUERIES FOR EMPLOYEES
DESIGN VIEW

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SQL VIEW

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The result set returned is displayed below:

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1.9 CONCLUSION:

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The introduction of the new database system in the Carlux company has
been helpful in eliminating inconveniences that was present in the previous
manual system. The new system has been designed to provide a fast user-
friendly and a reliable system which is easy to use. The objectives of the
system have been met in relation to quick data entry of details about the
clients, employees and cars, avoid duplication of data and produce forms and
reports for analysis purposes.

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