Sunshine Motors Vehicle Service Management System Report

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MITS5004 Report

Contents
Introduction.................................................................................................................................................3
Specification Document..............................................................................................................................3
Executive Summary.................................................................................................................................3
System Description..................................................................................................................................3
Scope.......................................................................................................................................................6
Feasibility Analysis.................................................................................................................................6
Requirements Specification.....................................................................................................................7
Assumptions/ Constraints........................................................................................................................8
Constraints:..............................................................................................................................................9
Use case diagram.....................................................................................................................................9
Context model diagram.........................................................................................................................14
Leveled set of Functional model............................................................................................................14
Design Document......................................................................................................................................16
Executive Summary...............................................................................................................................16
Hardware Requirements:.......................................................................................................................16
Architectural design...............................................................................................................................17
Wireframes............................................................................................................................................18
Class diagram........................................................................................................................................22
Sequence diagram..................................................................................................................................23
Interaction diagram................................................................................................................................27
Business process model.........................................................................................................................30
State diagram.........................................................................................................................................32
References.................................................................................................................................................34
List of figures
Figure 1 overall use case diagram..............................................................................................................11
Figure 2 Service request use case..............................................................................................................12
Figure 3 Work order use case diagram......................................................................................................13
Figure 4 Payment use case diagram...........................................................................................................14

Figure 5 Context model diagram...............................................................................................................15
Figure 6 work entry form...........................................................................................................................19
Figure 7 inventory management................................................................................................................20
Figure 8 payment.......................................................................................................................................21
Figure 9 front desk entry...........................................................................................................................22
Figure 10 class diagram.............................................................................................................................23
Figure 11 Sequence diagram for payment.................................................................................................24
Figure 12 Sequence diagram for work completion....................................................................................25
Figure 13 Sequence diagram for service request.......................................................................................26
Figure 14 Sequence diagram for Sunshine motors.....................................................................................27
Figure 15 Interaction diagram for service writer.......................................................................................28
Figure 16 Interaction diagram for mechanic..............................................................................................29
Figure 17 Interaction diagram for accounts department............................................................................29
Figure 18 Interaction diagram for purchasing officer................................................................................30
Figure 19 BPM diagram of payment.........................................................................................................31
Figure 20 BPM diagram of Inventory list..................................................................................................31
Figure 21 Work item request.....................................................................................................................32
Figure 22 work order completion..............................................................................................................32
Figure 23 State diagram for work order.....................................................................................................33
Figure 24 state diagram for work order completion...................................................................................33
Figure 25 statediagram for payment..........................................................................................................33
Figure 26 state diagram for inventory list..................................................................................................34

Introduction
Specification requirement is about the basics of this vehicle mechanical service company system.
This system is generated as the old manual system is not working with the company properly
because of increased workload on the company and it takes too much of time while scheduling
the work and mechanics hence doesn’t come out with good accuracy. For this, the company is
working with a new management team that is now working to provide the company with a new
system for the same procedure so that they can work with new technology and produce better
productivity with enhanced marketing strategy and accuracy in their management work.
Specification Document
Executive Summary
This section is summarizing some major parameters are combined that gives a basic strategy
outlook on how the project is going to be handled, its basic requirements, its importance, and
other points. Firstly this report focuses on providing the new system description in which it is
explained how the new system is going to fulfill all the requirements from the company side and
will able to complete their management. After that, the scope of the project is explained which
basically depends upon some points like the problem of the project or the reason of proposing the
project or goal of the project and its main delivery which will be a management system.
Feasibility is the practicability of the system that if the system can be practically developable or
not. Then the functional and non-functional requirements of the system are explained.
Assumption and constraints are mentioned so that assumption can define what parameter should
be there for successful completion of the project and constraints can define the limitations of the
project or system. Use case diagrams with a description are there that will explain the connection
of stakeholder with their operations and context and functional models explains the operations
performed between the entities of the project using different diagrams or techniques.

System Description
Sunshine motors is a car dealership company that is working to provide the car services to the
people out there like car loans, car service, car finance, and other similar services to the
customers. As new management team is now handling the service department of the Sunshine
motors, the management wants to develop a new database system that will be able to provide the
advanced services related for the betterment of company procedures.
This team wants a new vehicle mechanical service company system that will be able to provide
the following services to the company and as well as the customer.
 The system will be able to store the client’s information into the system along with their
name, address, contact number, and other necessary credentials.
 The system will be able to store the vehicle details in it like the car model name, car
registration number, the color of the car, etc.
 The system will be able to keep a track on the history of the service of each car that comes
under the maintenance or on the fleet by the regular clients or members.
 The system will be able to provide a history of the available mechanics in the company that
is working and provides the admin, details of each mechanic which will contain their
qualification, license, timesheet, contact number with emergency numbers, their supervisor,
etc.
 The system will be able to manage the ten mechanics of the garage or service center and will
able to schedule each mechanic in such a way that only 5 mechanics should be on work in a
day and one should be there in case of an emergency like illness or increased workload.
 The system will be implemented for entries at various locations. 10 terminals will be in the
workshop for entries that will be engaged by the mechanics, two will be there in the front
office for the office staff to enter relative details and one terminal will be outside for the
outsider staff to enter the incoming and outgoing track of customers along with their vehicle
name.
 The system will be able to keep track of the loan car activities, if loan cars are available in
the company or not.
 The system will be able to keep track of the stock inventory for stock exchange details and
their management procedure.

 The system will send warning emails to the purchasing officer in case the stock in the
inventory goes below a threshold.
 The system will be able to keep track of about 5000+ parts with their details like model
number, name, specific supplier name & detail, frequency of use and minimum order
requirements.
 Service assistant at inventory will get a message on the system for part requirement and
delivery of it in work bay. If a part isn’t in inventory that they can check the supplier of
that particular part into the system and arrange it directly from the supplier.
 At the front desk, the staff will be able to enter details of newly arrived customers to order
work and take service appointment with service date, time and duration.
 Hence, the system will be able to manage all the workloads according to the priority this
information will be updated to all systems.
 In case if mechanics are free, they can see the next work assign to their selves to
complete it and can flag work on completion and signoff.
 Completed work will be sent to Detailing Bay for cleaning purpose and then delivered at
Parking Bay where an auto-generated message will be sent to the customer by the system
for pickup and respective mechanic will be shown as vacant on the system.
 The system will be able to generate Invoice for the system that will contain standard work
cost, price of new parts in the work, labor cost and total.
 A paid invoice will be shown as closed.
 Some partly paid invoice will be shown as Due along with the due date.
 Open invoices will have a due date within seven days.
 Members will auto-receive monthly invoices.
 Copy of Payment will be auto-sent to Accounts Department and finance manager in .xlsx
or .myox format.
 Available payments in the system will be Cash, Credit Card and Paypal.
 The system will be able to generate regular reports for the unpaid bills.
 Maintenance of System will be dependent on the IT department for data backup, restore,
permissions.

Scope
Sunshine Motors is currently working with a system of service management that is although
working well but isn’t less with new technologies and have some bottleneck working with the
increased workload. A new team of management is now handling the service department and
need a solution to this problem.
According to this problem and some fact findings, the objective of this project is to create a
vehicle mechanical service company system which should be able to fulfil the requirement of the
client or the Sunshine Motors company and also will be able to work on some modern
technologies like AI and time scheduling to create a communication in company infrastructure
and provide essential outputs.
The new service system will be able to fulfill the requirements of the Sunshine Motors on which
they want to execute their system. This system will be able to produce better productivity, work
will be managed on a timely manner, time scheduling and auto-generated messages and emails
will be used as a reminder for both the customers and company staff for necessary action like a
stock requirement, bill payment, deliveries, etc.
Hence, the main delivery of this project will be a digital system that can work with the
requirements of the company with some additional benefits like, data backup, restore, etc.
Feasibility Analysis
Feasibility basically defines the practicability of a project such as a system that is generating is
practically possible or not. Feasibility undertakes the following parameters.
Technical Feasibility: This project is technically feasible as a system can be practically
generated that can keep track of services with respect to each entity and the required software
and hardware components are easily available for this system in the market.
Cost Feasibility: This system will be executed to the service department, front office and
outdoor, therefore cost would be according to the value and development of the resource and
integration cost. This won’t exceed the budget of the company as well and fulfill cost feasibility.

Profit Feasibility: The old system isn’t able to work with increased workload hence the
company isn’t able to generate proper reports and generating profit. The new system is according
to requirement hence will be able to generate profit.
Requirements Specification
Functional Requirements
The system will be able to perform the following functional activities that are required by the
client.
 Show-up Client or Customer Details and Information
 Show-up Vehicle or work Details
 Show-up History of service
 Show-up Working Mechanics Details
 Manage Workload with priorities (Due-Date wise)
 Scheduling of mechanics
 Work Order tracking and management
 Terminals control from the main IT server
 Car-Loan information and tracking
 Inventory Management and tracking
 Show-up Stock Details
 Show-up remaining parts
 Show-up minimum requirements
 Send warning emails to Purchasing officer when the stock goes below the threshold.
 The entry of Work Order at the front desk of a new customer.
 Service appointments management
 Delivery estimation
 Vacant and Engaged mechanics list.
 Work Processing
 Pickup message to the customer.
 Generate Invoice
 Auto-Invoice copy delivery to Finance officer, Accounts department and customer.

 Monthly Invoice generation for members.
 Daily Invoice for Unpaid Bills.
 Various Payment modes (Cash, Credit Card, Paypal)
Non-Functional Requirements
 Product Requirements
 Efficiency in productivity.
 High usability so that even illiterate mechanics can use.
 Real-time performance with lower specifications.
 Security by providing editing accessibility to IT department only.
 Organizational Requirements
 Operational requirements (Stock management, Work process, Invoice generation)
 Improved environment for better services.
 New developed strategies like emails and alert message sending.
 External requirements
 Ethical requirements from mechanics and staff side.
 Safety requirement
Assumptions/ Constraints
Assumptions:
 The service system is designed to provide better management with the inventory stocks,
workloads and data entries when provided better staff training.
 During the time of increased workload re-scheduling of mechanics can be needed and
overtime may be required.
 Relevant stakeholders’ engagement is needed with project implementation and requirement
meetings.
 Mechanics at Work bay will be able to coordinate with system integration and provided
training can teach them for their working entries.
 Workload and work orders will be according to the due date with time gap for priority
management.
 One mechanic can be engaged in case of emergency.

Constraints:
 The system will able to work on a secure network or internet connection within the industry.
 Training will be needed for the staff and especially for the mechanics to operate the system
and provide data entries.
 An invoice will be generated when specific details are available on customer and vehicle type
and service.
 The budget of the project can be a constraint because 13 terminals are going to install and
integrate on a common network.
 Old manual data integration with the new system can be constraints as the numbers and
information won’t match with new specifications in the system.
Use case diagram

Figure 1 overall use case diagram
Use case diagram depicts the overall working of Sunshine motors. This use case consists of all the
primary operations that will be performed by the new system. The actors involved in the use case are
financing manager, account manager, mechanic, services assistant, service writer, and client. The use case
regarding the inventory list is only shown in detail in this diagram, rest of the important use cases have
been used to prepare the detailed use case diagrams (Vyas, Vishwakarma & Jha, 2016).

Figure 2 Service request use case
The use case shown above is the detailed use case diagram for the service request. The client will be
related to Arrives at the counter which will make him able to request for service. The service writer will
allow time for work and the mechanic will start working on the work order. once the work is completed,
he will notify the service assistant and will mark the work as completed.