Design And Implementation Of Commercial Vehicle Registration And Task Management System In A Campus
1.1 Background of the Study
The emergence of e-data processing system is an answer to the dire need of man for tools and alternative ways to improve his well-being and activities as a whole. It has relieved workers of the stressful routine of collecting, organizing and management of data.
Campus commercial vehicle registration in Nnamdi Azikiwe University (NAU) involves the use of pen and paper in the recording of commercial vehicles information and generation of unique personal identification number (PIN) for each vehicle. This process is laden with inaccuracy caused by assigning a unique identification number to more than one vehicle and tracking other related information such as change of ownership and renewal of license. This is done for any vehicle used for commercial purpose within and outside the school campus. This process is extremely inefficient and the recovery of the information is not possible once registration papers are damaged or lost as it frequently occurs coupled with the bulk of papers that makes information retrieval very difficult.
The vehicle registration system is the repository that contains vehicle’s data and information which several stakeholders require and need to access, for the efficient functioning in their respective domains and further, in an envisaged integrated environment.
The secretary of Directorate of Transport Nnamdi Azikiwe University said that the traditional system of using pen and paper registration and accreditation has been laden with stress and a proposal to automate these processes will be worthwhile.
Taxation is the source by which a government generates their revenue and caters for their expenditures. This is applicable in the Directorate of Transport (DOT) under the Student Union Government (SUG), Nnamdi Azikiwe University, where it imposes a certain tax on the commercial vehicles operating within the campus.
These commercial vehicles pay a daily tax categorized under different names such as “welfare”, “DOT dues”, “chairman” and so on. A ticketing system is used to ensure that drivers comply. However, the directorate of transport may find it difficult to keep record of the total amount collected on a daily basis. Integrating a tax management module to the proposed system will enable the necessary authorities to have accurate information on the amount collected on a daily basis.
1.2 Statement of the Problem
Commercial vehicle registration is a job that requires accuracy of data and this exercise is required for every new registration. Therefore, going by this method a lot of problems are encountered which includes:
- Conflicting multiple registrations; caused by assigning a unique identification number to more than one vehicle.
- Difficulty in information retrieval; because of the bulk of registration papers consuming a large space.
- Loss of revenue by Student’s union government due to fake registration papers generated and issued to naïve drivers by some fake DOT officials.
- Waste of time caused by manually verifying the validity of a commercial vehicle.
1.3 Aims and Objectives of the Study
The proposed objective of this study is to design and implement a commercial vehicle registration and tax management system for Unizik campus.
The system will achieve the following objectives;
- Provide a better, easier and more efficient method of vehicle registration.
- To develop a perfect system that will allow for the generation and assignment of an infinite unique identification number to vehicles.
- Develop an accurate and reliable database of commercial vehicle and ownership, for new and existing vehicle registration.
- To equip the field DOT officials with an on-the-spot ease in verifying authenticity of any commercial vehicle plying ins the campus
- To provide an information system for managing daily tax of commercial vehicles
1.4 Scope of the Study
This study covers commercial vehicle registration and daily taxing or ticketing as it is obtainable in the Directorate of Transport (DOT) Nnamdi Azikiwe University Awka. This work will automate the process of registration and daily tax payment by this commercial vehicle owners.
1.5 Significance of the Study
A campus commercial vehicle registration integrated with a ticketing system for effective tax management will be implemented for the directorate of transport Unizik campus will:
- Provide confidentiality by detecting double registration, and provide useful information to track every completed registration.
- Provide integrity as data cannot be modified undetectably from unauthorized users.
- Provide a basis for accurate auditing of tax account, because the system will generate a periodic report on the taxes/tickets paid for.
1.6 Limitations of the Study
We encountered some challenges during the course of this work. Some of which are
- Expensive internet subscriptions and
- Restricted access to the DOT unit to get relevant information.
1.7 Definitions of Terms
This is any Nigerian University environment both inside and outside.
This is a paper document that acts as a license to operate a commercial vehicle on Nnamdi Azikiwe University campus.
This is any vehicle used within the campus for commercial purposes.
This is the process of cancelling all registration pertaining to a vehicle
Directorate of transport:
This is a department in every campus mostly controlled by the student’s union government that oversees the activities of commercial vehicles.
This is the permission given to vehicle owners and drivers to do business with their vehicle on the campus
This is a principal book or computer file used for recording monetary transactions generated each day at various parks in the campus.
This is a term used to refer to problems caused by assigning a registered unique identification number to more than one vehicle.
This is a one-off process of collecting a detailed data about a vehicle and its owner for identification.
Renewal of license:
Annual activity involving renewal of driver permit for operations
In the context of this study this is a process of automating the registration process of vehicles by registering all the vehicles again using the proposed system.
Transfer of ownership:
This is the process of transferring the rights of a vehicle owner to another person maybe in the case of car sale.
This is unique information collected from a specific vehicle.
Vehicle Identification number:
It is a unique strings of numeral used for identifying all the vehicles. It is used by the department of transport of any university institution as a means of identifying cabs, tricycles and buses. It is a numeric password shared between the vehicle owners and a system that can be used to authenticate the user to the system.
This process of checking the validity of any commercial vehicle plying within the school environment.
This is validating once again the authenticity of individual vehicle in the school campus
Summary, Recommendation and Conclusion
Objective of this project has been fulfilled as the researcher have shown the use of a web based approach in developing a campus vehicle registration system and applying automation in difficult human process areas such as recording of commercial vehicles information, generating unique personal identification number (PIN), issuing license (chart), change of ownership, renewal of license and handling disappointments in the operational process of an organization. Web based approach is a tool, which will replace the normal processes involved in campus vehicle registration. The program has all the needed intelligence to support decision making in the directorate of transport. It went further to analyze the present procedure/ traditional management system, identifying weaknesses of the system. These weaknesses observed gave the need for a new, convenient and effective way of campus vehicle registration.
This project was successively carried out with some other achievements such as the eliminating of all the weaknesses and shortcoming of the normal vehicle registration system. The Users can have access to the software even in the convenience of their houses and not only in the office because the system was developed with a web based approach. All the user needs is just an internet connection to the host. There will no longer be cases of a malfunctioning computer as the software can be accessed from any computer on the internet, provided the computer meets the hardware and software requirements.
Also, there will be no difficulties in sorting of records after a long time, improper dissemination of information, lapses in the allocation of unique identification number and poor decision making.
Due to the limitations encountered during the execution and completion of the research work, the scope of study was narrowed only to vehicle registration in the directorate of transport Nnamdi Azikiwe University, Awka involving vehicle owners and the directorate of transport. Having presented all that is necessary for a successful implementation of this research, the following recommendations are suggested by the researcher aimed at improving and correcting some lapses.
- The directorate of transport of any campus will be well equipped with internet ready computers to allow for proper communication.
- Epileptic power supply should be managed properly since this is a client server system running on the internet, which means the servers must be online 24 hours every day.
- Finally, training of staff in the area of computer usage, this will help in correction, fast and easy retrieval of records.
- The need to incorporate payment subsystem in the software is also recommended to reduce bank queues.
- Provision of covering letters from the school to related firms of research topic for proper collaboration.
5.4 Application Areas
This system can be used in all universities both federal and state. The transportation unit (directorate of transport) of each institution can adopt this system, the assist them in managing all operations of commercial vehicles that operate within the institution. This system can also be customized and used by Public Transport systems such as G. Agufere Motors, ABC Transport and so on.
5.5 Suggested Areas for Further Research
This work can be extended to include the use of online payment using MasterCard’s for Vehicle Registration, renewal registrations, and tax payment. This will provide more user friendly operations for the users of the system. Again, further research can integrate commercial vehicle registration for Unizik Primary and High School.
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