Module 1 : Vehicle Asset Management System (VAMS)

[Link] a Project
Project Title: Vehicle Asset Management System (VAMS)

• A software system to track, assign, maintain, and generate reports for vehicles in an
organization.

2. Problem Statement
Current challenges faced by organizations:

• No proper tracking of which vehicle is assigned to which employee.

• Fuel usage and maintenance details are mostly recorded manually → leads to errors.

• Generating reports and cost analysis is time-consuming.

What issue does this application solve?

• Automates the process of assigning and returning vehicles.

• Maintains a digital log of fuel and maintenance details.

• Provides quick reports and cost analysis to admins.

3. User Research & Empathy Mapping

Purpose :

• Before building any system, it’s important to understand who will use it, what they need,
and what problems they face.
• User Research and Empathy Mapping help us “think like the user” — to design the
system that truly solves their real issues.

Context surveys / Interviews

• To collect real-world insights, interviews were conducted with two main user types —
Admins (Fleet Managers) and Employees (Vehicle Users).
• Each group has different needs.

Admins :

• Vehicle usage monitoring, return dates, and cost control.

 • Admins want to keep track of which employee is using which vehicle, when it should be
returned, and how much money is being spent on fuel or maintenance.

Employees (Vehicle Users) :

• Easy acknowledgement, fuel entry, and simple feedback submission.

• Employees want a simple system where they can easily confirm the vehicle assigned to
them, enter fuel usage details, and submit feedback about the vehicle’s condition or
maintenance.

Identify pain points

• Admin → Manual tracking causes errors and wastes time.

• Employee → No simple way to update fuel/maintenance info.
• Organization → Delay in generating reports and analysis.
4. Create User Personas
Admin

• Age: 30–50
• Goals: Assign vehicles easily, track return dates, monitor fuel/maintenance cost,
generate reports.
• Pain Points: Manual tracking errors, difficulty in report generation.
Employee (Vehicle User)

• Age: 22–40

• Goals: Acknowledge assigned vehicles, update fuel usage, report maintenance

issues, submit feedback.

• Pain Points: No easy system to log usage or fuel details, delays in

acknowledgement.

5. Competitor Analysis
Study 2–5 similar apps/websites:

• Fleetio – Strong in vehicle assignment & maintenance tracking, but costly.

• Samsara – Good for GPS tracking, but complex for small companies.

• Local Excel/Manual system – Low cost, but error-prone and inefficient.

Observation:

• What works → Easy dashboards, quick reports, mobile access.

 • What doesn’t → High cost, complicated UI, lack of customization for small organizations.

6. Requirements Gathering
Decide on Core Features (Minimum Viable Product – MVP):

• Vehicle management (Add, Edit, Remove vehicles).

• Assign & return vehicle tracking.

• Employee acknowledgement system.

• Fuel & maintenance log submission.

• Admin dashboard with quick stats & reports.

Optional future features:

• GPS tracking, predictive maintenance alerts.

Module- 2
[Link] Architecture:

Information Architecture is about how the system’s content, pages, and actions are
organized.

Admin Role:

Goal: Manage vehicles, employees, assignments, and generate reports.

Employee Role:

Goal: View assigned vehicles, submit logs, provide feedback.

Step-by-Step User Flow

Admin User Flow

1. Login Page

o Enter credentials → Validation → Dashboard

2. Dashboard

o View quick stats → Navigate to modules

3. Vehicle Management
 o Add/Edit/Remove Vehicles → Save changes → Confirmation

4. Employee Management

o Add/Edit/View Employee → Assign roles → Save

5. Vehicle Assignment

o Assign Vehicle → Select Employee & Vehicle → Confirm

o Return Vehicle → Update status → Notify Employee

6. Fuel & Maintenance Logs

o Add logs → View logs → Generate reports

7. Reports

o View Vehicle Status, Assignment History, Fuel Reports

8. Settings / Logout

o Change profile → Logout securely

Employee User Flow

1. Login Page
o Enter credentials → Dashboard
2. Dashboard
o View assigned vehicles & summary
3. Vehicle Details
o Click vehicle → View detailed info → Option to return
4. Fuel/Maintenance Log Submission
o Fill form → Submit logs
5. Feedback / Acknowledgement
o Submit feedback or confirm assignment
6. Logout
o Exit system securely
[Link] — Rough Paper Sketches (Focus on Placements)
[Link] — Skeleton Without Colors

[Link] — User Figma (Clickable Prototype)

module2 – Figma

[Link] & Branding — Colors, Schemes, Fonts, and Style

Key Focus Areas
Color Scheme
 Use a primary color for brand identity (e.g., blue for trust, green for success).
 Secondary colors for highlights or buttons (e.g., orange, gray).
 Maintain contrast for readability — light background with dark text.
 Example (VAMS theme idea):
 Primary: #1E3A8A (Deep Blue)
 Secondary: #F59E0B (Amber)
 Background: #F9FAFB (Light Gray)
 Text: #111827 (Dark Gray)
Font Style & Hierarchy
 Choose professional and readable fonts like Inknut Antiqua, Abril Fatface, IM FELL
English.
 Maintain consistent font sizes for:
o Titles → 20–24px (Bold)

o Subtitles → 16–18px (Medium)

o Body Text → 14–16px (Regular)

 Use same font family across all pages.

Button Design
 All buttons should have the same shape, color, and hover effect.
 Maintain consistent padding and border radius.
 Example:
o Primary Button: Blue background, white text.

o Hover: Slightly darker blue.

o Disabled: Light gray background.

Icons & Imagery

 Use icons from a single family (e.g., Lucide, Feather Icons, or Material Icons).
 Keep icon size uniform (e.g., 20–24px).
  Use flat, minimal icons for a clean dashboard look.

Layout & Spacing

 Use consistent spacing (e.g., 16px margins between sections).
 Align all input boxes, buttons, and text labels properly.
 Follow a grid layout — improves alignment and readability.
User view:
1. Logo
2. Separate boxes not
3. Box color change
4. Icons add

Module- 3
[Link] Testing
During usability testing, 3–5 users (both admins and employees) were asked to perform major
actions such as logging in, viewing assigned vehicles, and checking reports.
Their interactions and feedback were recorded to identify issues related to clarity, color, and
interface layout.
The goal was to make the Vehicle Asset Management System (VAMS) more user-friendly,
accessible, and visually appealing.
User View – Observations & Refinement

[Link] Feedback from Users Refinement / Change Implemented

Logo missing on the main Added the official VAMS logo on the top-left corner for
1
interface identity and branding.

Separate boxes not clearly Adjusted spacing and borders for each card/section to create a
2
visible on the dashboard clear visual separation between dashboard elements.

Box color too plain / lacks Changed the box color scheme to a modern gradient (light
3
contrast blue–gray tone) for better visibility and aesthetic appeal.

4 Icons missing for actions Added meaningful icons (vehicle, employee, edit, delete,
and menus report, etc.) next to labels for quick recognition and improved
[Link] Feedback from Users Refinement / Change Implemented

UI navigation.

Final Output
After incorporating the above refinements:
 The dashboard became cleaner and more professional.
 Icons and colors improved readability and user experience.
 Visual hierarchy made it easy for users to understand page sections at a glance.
[Link] and Iteration
Based on the usability testing feedback, several refinements were made to enhance the overall
experience of the Vehicle Asset Management System (VAMS).
These refinements aimed to eliminate confusion, improve navigation, and ensure a consistent and
visually appealing interface.

i. Fixing Pain Points

During testing, users reported a few issues such as:
 Unclear or small button labels
 Slightly confusing navigation between pages
 Minor alignment and spacing errors in the layout
Fixes Implemented:
 Buttons were renamed with clear and action-oriented labels (e.g., “Add Vehicle”,
“Generate Report”).
 Navigation bar was streamlined to provide direct access to key pages (Dashboard,
Vehicles, Employees, Reports).
 Page structure was aligned properly to maintain visual balance and uniformity.
ii. Improving Usability Aspects

Aspect Enhancement Implemented

Ensured smooth transitions between modules (Admin → Dashboard →

Navigation Flow
Vehicle Management → Reports) with consistent header and
Between Pages
breadcrumb links.
Aspect Enhancement Implemented

Text Readability & Increased font size and used clear typography for all headings and
Clarity labels. Enhanced contrast between text and background.

Responsiveness Across Optimized layout using flexible grid and media queries to adapt
Devices seamlessly for both desktop and mobile users.

Outcome
After iteration, the interface became:
 More intuitive and visually balanced
 Easier for users to navigate without confusion
 Fully responsive, maintaining design consistency on all devices
[Link] Test
 Made sure all texts are clear and easy to read with proper font size and good color
contrast.
 Added labels for every button and input box so users can understand easily.
 Checked that buttons and fields are big enough to tap or click comfortably.
 Tested the design for visually challenged users using high-contrast colors.
 Ensured the system works well with keyboard navigation too.
Result:
The design is clear, readable, and user-friendly for everyone, including people with visual or
motor difficulties.
[Link] Prototype

[Link]
 A short live demo was shown to explain how the system works.
 Demonstrated all main features like login, vehicle assignment, fuel log, and report
generation.
 Both Admin and Employee roles were tested to show their different functions.
 The prototype was presented using Figma’s clickable design.