FLEET MANAGEMENT SYSTEM

INTRO/PROBLEM

Companies with a large fleet of vehicles want their employees to be able to book them for business trips as long as they return the vehicle at one of the company’s parking.

However, managers don’t want to spend too much time assigning vehicles.

THE SOLUTION

Create an application easy to implement and use:

For employees to book a car
Managers to approve the requests
Managers to update vehicles or parking lots
The bookings should be accessible for everyone to see them

CONSIDERATIONS

Employees

Cannot book a vehicle which has already been booked.
Should be warned if they book a vehicle that may not be available.
Have to provide a reason for booking the vehicle.

Managers

Want to select which vehicles can be used.
Want to approve before the employee can use the vehicle.
Should be warned when vehicles are not returned on time/right parking lot.

Other considerations

Vehicles can be driven only by employees with the right driving license.
Parking lots have storage limitations.

INFORMATION ARCHITECTURE

USER FLOW

FEATURES (EMPLOYEES)

An employee logging in will only be able to make a booking and manage his booking, While a manager will have full access of the website, having the ability of manage fleet and approve bookings.

Choosing vehicle type

Selection of vehicle type changes the background to reflect the selection.

Booking

Employee indicates for booking reason and vehicle type before selecting location, date, time.

Search results

Employee sees the available vehicles based on search results. Unavailable vehicles will be flagged out as well. A request summary is presented on the right to give an overview of the employee’s booking

Manage bookings

After making a booking, employees can see their booking status and manage them. They will receive a notification if their booking approval status changes.

FEATURES (MANAGERS)

Manage approval request

Managers receive a notification after employee submits booking request. Managers will either approve or reject the request, subjected to vehicle availability and reason for request.

Manage fleet

Managers can view the statuses of the vehicles (In parking lot, Taken, Past return date). They can also change availability of vehicle by clicking on “make unavailable” button.