design and implement a computerized motor vehicle license system

Abstract

This project was centered on automated motor vehicle driving licensing system. The current process of motor vehicle licensing is being operated manually and due to this procedure numerous problem are been encountered. A design was taken to computerized the manual process in order to check this problem. The problems were identified after series of interviews and examination of documents after which analysis was made and a computerized procedure recommended. This project will also suggest how to successfully implement the computerized procedure and to overcome the obstacle that would hinder the successful implementation of the system. The new system was designed using Microsoft visual basic 6.0 programming language. This language was chosen because of its easy syntax and features for developing windows based applications. The system is designed to overcome all problems encountered in the old system which includes inaccuracy of calculations, records and compilation which is done manually, tediously, time consuming. The data used for this work were collected through oral interview and personal observations. The work also contains input/output formats, input/output specifications, system and program flowcharts. The change over plans and method of operation which will be implemented are also covered. The system will be of immense benefit to the business as a whole to overcome the problems of the old system. Existing system forms and questionnaires were studied to get information used in developing the system flowchart, program, and program design.

CHAPTER ONE

INTRODUCTION

1.1 Background of the Study

The motor vehicle licensing office is one of the departments under the board of internal revenue which is the arm of the state ministry of finance. The activities of the board are meant to generate revenue for the government. The motor licensing department are located at each of the local government area headquarters of the country. The   motor licensing offices at the local government area of the state are under the motor licensing office of the state (Ikechukwu, & Balogun, 2019).  The daily transaction from   which these revenues are generated include the following:

Registration of Vehicles: This include the registration of both new imported second handed vehicles popularly known as (Tokumbo) and the ones bought from the government and its prostates. After the registration an identification number is issued which is unique to the vehicle concerned. Such identification numbers serve as a mark to identify the origin of a particular motor.

For instance Anambra state is represented by ‘Light of the Nation’ Abia is represented (God’s Own State) Enugu with (Coal City) but this form of identification is above the scope of this project.

Issuance/ renewal of vehicle licenses: licenses are issued to newly registered cars. Also license that has expired after the specified duration of months are renewed.

After the renewal of license, badge is issued which is stocked on the car wind screen.

Change of ownership: This transaction affects only car, which has previously registered. That is cars which the initial owner has decided to dash out or sell to another person, in a situation like this registration of this vehicle will then be updated with respect to police extract indicating justice to right full owner.

Others

1. Learners permit.
2. Vehicle test for road worthiness.
3. Replacement of lost or defaced driving license.

Considering the important role played by this department, the introduction of computer will enhance their activities. Also it will reduce manual operation, increase accuracy easy access to date, and it will also help in the accounting for money generated by the department.

A study was undertaken to investigate the mode of operation in the licensing office and the difficulties encountered in executing their debs. Consideration was based specifically on Motor vehicle driving licensing office, Onitsha.

In the cause of investigation, it was discovered that customers has to wait endlessly before a driving license is issued to them or before they renew the expired ones.

The current motor licensing management in Motor vehicle driving licensing office, Onitsha is very gloomy and innovative ways have to be found to get out of this perilous situation. To achieve the improvements required, the concept in Motor vehicle driving licensing office, Onitsha need to be developed so as to get things done as effectively and efficiently as possible.

• Statement of the Problems

The basic problems facing motor vehicle licensing are:

1. Lack of proper security in the system that creates avenue for fraud and manipulation of stored data in the system.
2. Inability of workers to keep accurate account of money generated.

• Lack of proper, accurate and concise information about the vehicle owner.

1. Poor performance of the system during information retrieval due to inefficient storage of data.
2. Lack of proper and accurate record keeping of stored information.
3. Lack of review process: this is a situation where there is no avenue created for review.

• Speed of program execution and implementation is very low.
• Method of retrieving information is tedious and time wasting.

Due to these in competencies observed in the manual services, the researchers were faced with the challenges of finding a way to alleviate this problems. Therefore this exclusive project (software) has been design to take appropriate care of such problems listed above.

1.3 Aim and Objectives of the Study

The aim of this study is to design and implement a computerized drivers license system. The objectives are to;

1. Develop software that will enhance the database for proper information and record keeping.
2. Develop a software that will improve the accuracy in the information and data on all the transactions of motor licensing office to be precise.

• Develop software that will link by computerization all the procedures of motor vehicle licensing system in motor license authority (that is, to have a centralized system).

1. Develop a system that will provide an easy and fast way of accessing and retrieving information.
2. Develop a system that will reduce the amount of time spent in registration of motor vehicle and information for all the vehicle owners.
3. Develop a software that will ensure data security by restricting access to the program and to the stored data.

1.4 Significance of the Study

The significance of this study is to serve better than the existing system, enhance database   and improve effectiveness, efficiency and security of the system. Also to give appropriate attention and quick access to prospective application. It is also intended that the study will assist in the development of a new and hopefully better computer aided system.

1.5 Scope of the Study

Since it is an academic exercise the project is restricted to Motor vehicle driving licensing office, Onitsha, and is designed to handle only some of the activities of the department. Namely: Change of ownership, Registration of vehicles, Issuance and renewal of licenses, Report generation, Modification, display, deletion, addition of vehicle records and enquires. Also only some categories of vehicles can be handle for instance cars, pickups and mini buses. Although the scope of the project is restricted to Onitsha and certain customers, it could be modified to take care of other states and special numbers by addition and modification of the system.

1.6 Limitations of Study

In the course of carrying out this research work a number of problems were encountered.

1. Lack of adequate fund to finance the project.
2. Power Routine: The source and authority of Electric power supply Enugu Electricity Distribution Company (EEDC) is another limitation of this project. Some typed work was lost due to the power interruption and had to be retyped.

• Time Constraints: this is as a result of the research work colliding with academic work schedules thereby reducing the time for doing the research.

1.7 Definition of Terms

The following are some of the terminologies used in the project work.

Analyst: This is a person or professional who studies the problem encountered by a system and creates means of solving them by introducing a better system.

Code: It is a written guideline that helps to determine whether a specific action is ethical or unethical.

Computer: Computer is an electronic device operating the control of instructions stored in its memory that can accept data (input) manipulate the data according to a specified rules (processing) produces result output and stores the result for future use.

Computerization: Introduction of the use of computer in an application area by writing a program that will suit the work. ICT: This is an acronym for Information and Communication Technology. Federal Road Safety Commission.

Data processing: is defined as the entire process of converting or manipulating data into definite meaningful information (Okoye & Adigwe, 2018).

Data: It is the facts collected for decision making they are facts that are kept to be processed to get more information.

Database Management System (DBMS): it is software which controls the flow of data and checks and checks on how data are stored.

Database: is an organized /unique collection of related files. It is a collection of schemas, tables, queries, reports, views and other object.

Demand: It is the amount requires by sales or production.

Design: is the art or process of designing how something will look, work.

Device: It is an equipment or machine use in carrying out certain operations.

Documentation: material that provides official information or evidence that serves as record; written specifications and information that describes the product.

Electronic Data Processing Equipment (EDP): it is a machine that performs the work of data manipulation.

Information: is a processed data that can be read and understand.

Input: A set of data sent to the computer processing.

Invoice: It is a piece of legal paper smarting the intake or transfer of a certain material in and out of a store or warehouse.

Licensing Office: A place where vehicle registration, licenses and other vehicle related documents are performed.

Licensing Officers: Is a person who registers vehicles in the licensing office.

Management Information System (MIS):   Information system that generates accurate timely and organized information so that manager and other user can make decision, solve problem supervise activities and track progress.

Security: This helps to prevent unauthorized users from illegally accessing certain data within the database, it protects your data/ files.

Software: These are set of logically related instructions given to the computer to perform some specific task.

System: Is the collection of hardware and software, data information procedure and people.

Vehicle Licensing: A regular fee paid to permit the use of one’s vehicle on the public roads. The fee helps to pay for road projects and road safety programs. Your vehicle must be both registered and licensed for you to legally drive it on the road.

Vehicle Owner: is a person who has met up with the entire necessary requirement for owning a vehicle and has the right to drive it on public roads.

Vehicle Plate Number: This is a metallic or plastic plate attached to a motor vehicle for official identification purposes. The number is made up of alphanumeric characters or numbers.

Vehicle Registration and Enquiry Software (VehRES) System: This is application software that is a customizable data collection system, which can be used by law enforcement and motor vehicle agencies (i.e. Liaison Offices) nationwide. The VehRES are compatible with both laptop and desktop personal computers (PC) can be used to collect registered vehicle information for registration, renewal, updating, correction and tracking (Marcellina, 2017).

Vehicle Registration: is the process where we add a vehicle’s details to the motor vehicle register and issue its registration plates. You have to license your vehicle regularly at least annually and you must display a current license label on your vehicle windscreen (Ahmed, 2018).

Vehicle: A mechanically propelled and wheeled object used for conveyance.

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