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1. Introduction

Our Transport (Vehicle) Management module includes the daily management of vehicles, fuel, and other services such as vehicle type, distance covered, performance, fuel consumption, drivers, etc. It also helps in vehicle tracking, managing day to day activities, gets an automatic calculation of finances, etc.. It is an integrated system that helps you to keep your all information related to transport in one place. You can view all data at a glance at any time, get instant reports & take an informative decision.
The transport management module has five subsections :

  • Dashboard
  • Settings (to configure details related to programmes)
  • Manage Vehicle
  • Assign
  • Daily Tracking
  • Reports


2. Dashboard

This is the home page which will contain an overview of transport management data like Total Vehicles, Total number of active vehicles, Total Assignments, and Graphical view of Total Assign Vehicles To Each Organisation Unit and Challan On Each Vehicle.


3. Settings

This section contains the configuration detail related to the Transport management module such as type of vehicle, type of fuel.  Only the admin of transport management can view and access it.


3.1. Type of Vehicle

In this field, we can define and configure the type of vehicle to be used by the university.
Admin can view the details by clicking on icon available in front of every entry.



Admin can add a new type of vehicle by clicking on the "Type of Vehicle" button present on the top right side of the portal and fill in the required details:-

  1. Type (Type of the vehicle)
  2. Description (About the Vehicle)
  3. Status(Active/Inactive)


  • Admin can edit/update the details by clicking on the update button available.



NOTE: No changes are allowed after clicking on the Submit button.

3.2. Type of Fuel


In this field, we can define and configure the type of fuel that is used by the vehicles. For example Gas, Petrol, Diesel, etc.
 


Admin can view the details by clicking on icon available in front of every entry.
Admin can add a new type of fuel by clicking on the "Add-Type of Fuel" button present on the top right side of the portal and fill in the required details:-

  1. Type (Type of the Fuel)
  2. Description (About the Fuel)
  3. Status(Active/Inactive)



Admin can edit/update the details by clicking on the update button available.



NOTE: No changes are allowed after clicking on the Submit button.

4. Manage Vehicle

Admin can manage any type of vehicle and its details like registration number, seating capacity, status, etc.


4.1. Add New Vehicle

Admin can add new vehicle by clicking on the " Add New Vehicle" button present on the top right side of the portal and fill in the required details:-

  1. Model No
  2. Type(choose from the dropdown)
  3. Company( company name of the vehicle)
  4. Capacity(count of the number of passengers)
  5. Make:(Make Year of the vehicle)
  6. Chassis No.()
  7. Registration No()
  8. Status(Active/Inactive)

4.2. View

Admin can view the details by clicking on icon available in front of every entry. Admin can also mark the vehicle as inactive if it is not in use.

4.3. Edit

Admin can update/edit the details by clicking on icon.





4.4. Inactivate

Admin can cancel/inactivate the vehicle entry by clicking on icon and can also give a reason for that.

4.5. Submit

Admin can finally submit the vehicle details after adding/editing by clicking on the Submit button.

NOTE
No changes are allowed after clicking on the Submit button.

5. Assign

In this section, you have to map/assign the vehicle to OUs.


 

5.1. Assign Vehicle

Admin can assign a vehicle to Organizational Units by clicking on the " Assign Vehicle" button present on the top right side of the portal and fill in the required details:

  1. An organizational unit(choose from dropdown)
  2. Vehicle(choose from the dropdown)
  3. Issue Date(From & To)
  4. Visible(choose from the dropdown)
  5. Status(Active/Inactive)

5.2. View

Admin can view the details by clicking on icon available in front of every entry.

5.3. Edit

Admin can update/edit the details by clicking on icon.

5.4. Submit

Admin can finally submit the assignment details after adding/editing by clicking on the Submit button.

5.5. Cancel

Admin can cancel/inactivate the assignment of vehicle entry by clicking on icon and can also give a reason for that.

6. Daily Tracking

  • It helps in vehicle tracking, manages daily activities, gets an automatic calculation of finance, etc.
  • It is basically submitted by Transport_employee(Driver) which is then approved by transport_admin.

6.1. Add Daily Tracking

Transport_employee(Driver)can add tracking record of the vehicle like how many distances covered, how much petrol used, etc by clicking on the " Add Daily Tracking of Vehicle" button present on the top right side of the portal and fill in the required details:

  1. Vehicle(Name to be selected from the dropdown)
  2. Assigned OU(Display the assigned OU of the vehicle)
  3. Want to change OU(If suppose a vehicle was/is used by OU to whom that vehicle was/is not assigned then he can enter that OU name also by opting "yes" from the dropdown)
  4. Date(Date when the vehicle was used)
  5. Travel( how many distance covered in Km)
  6. Fuel Added(how much petrol/diesel/gas used )
  7. Price of Fuel(the price of the fuel per liter/kg)
  8. Expense on Fuel(total amount spent on the fuel)
  9. Challan(If any)
  10. Other Expenses(If any)
  11. Total Expense(It includes a total count of challan, Other expenses, fuel expenses)
  12. Remarks(If any)

 

6.2. View

Transport_employee(Driver) can view the details by clicking on icon available in front of every entry.

6.3. Edit

Transport_employee(Driver) can update/edit the details by clicking on icon.

6.4. Submit

Transport_employee(Driver) can finally submit the vehicle details after adding/editing by clicking on the Submit button.

6.5. Approve

 Transport_Admin can approve the track by clicking on icon by clicking on the Approve button.

 7. Reports

This section helps to generate and view all data at a glance at any time, get instant reports & can be able to take an authentic decision.

7.1. Report by Vehicle

 It helps to generate vehicle wise expenditure summary. This report can be printed in pdf format by clicking on the "print" button.




7.2. Report by Organisational Unit

It helps to generate an Organisational Unit wise expenditure summary. This report can be printed in pdf format by clicking on the "print" button.

8. Annexure

8.1. Roles


S.No

Role Name

Description

1

transport_admin

The user can configure the setting, manage vehicle details, assign it to OU's, and approve the daily track of vehicle usage.

2

transport_admin_view

same role as Transport_Admin but with viewing rights only.

3

transport_employee

Can add a daily track of the vehicle.


8.2. Workflow Diagrams

8.2.1. Activity Diagram


 

8.2.1. Use Case Diagram


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