Computerized Apartment Management System

A SYSTEM ANALYSIS AND DESIGN PROJECT

Presented to the Faculty of College of Computer Studies
Global Reciprocal Colleges
9th Avenue, Caloocan City

In Partial Fulfillment of the Requirements for the Degree

Bachelor of Science in Information Technology

Guleng, Sunshine V.
Hughes, Alexandra A.
Simbulan, Marvillle D.
Tuazon, Rowil A.
Valencia, Rhavee G.

October 2018
 Chapter I

Introduction

Apartment Management is the process of managing apartment business. It

includes monitoring of tenants and units as well as the monthly rental and utility
expenses. Likewise, scheduling of maintenance is also necessary to make sure
that every apartment unit is well taken care of.

Project Context

In 1950's, Mrs. Catalina Punzalan Acuzar was able to buy a piece of lot in
Tondo, Manila. Due to her business mindedness, she decided to start her
apartment rental business. At first, she only had three units in her lot. As time pass
by, she was able to buy more lots and established more apartment units. After fifty
years, it has grown into twenty-three units composed of different types such as
studio type with kitchen and bathroom, duplex and triplex, an apartment with two
and or three levels, and loft which is a large room in a commercial building that has
been renovated and turned into a residential apartment.

Currently, for a person to become a tenant, one must secure an application

form and wait for the approval of the landlord. Once approved, the tenant now will
be given a contract to sign. The contract contains the rules and regulations of the
apartment such as the tenant must pay one (1) month deposit and two (2) months
advance and a guaranteed deposit of ten thousand pesos (P10,000) in case the
tenant will not be able to pay for the utility expenses such as water and electricity
bill and to cover for any incurred damages in the unit when the tenant leaves. In
case the total cost of the fees (utility and maintenance) is lower than the
guaranteed deposit, the remaining balance will be given back to the tenant. In
times where the total cost is greater than the guaranteed deposit, it will be
considered as the landlord’s loss.
 The tenant's due date for the rental fee is five (5) days after the tenants first
day in the apartment. If the tenant is not able to pay for two (2) consecutive months,
the landlord will summon the tenant in the barangay to settle the concern. In case
the tenant will not be able to pay the rent on the third month, the tenant will be
forced to leave the apartment and will be blacklisted. There are also other factors
that can place a tenant in the blacklist such as: When proven being involved in
illegal drugs; Frequently having parties even without occasion and causing too
much noise at night; Having dogs, chicken, and other obnoxious animals especially
if the tenant does not maintain the cleanliness of his unit; and Leaving his unit with
too much damage after the termination of his contract.

The records of tenants are written in a blue book such as the tenant’s profile,
unit address, advance payment, deposit amount, guaranteed deposit amount, and
the breakdown of the monthly payment for the whole duration of the contract.
There is another blue book -intended for the reports of their monthly revenue,
maintenance expenses, and loss.

Objectives of the Study

General Objective

The Computerized Apartment Management System is a tool to effectively

manage the apartment business to improve the current system’s method of
recording and consolidating the unit and tenant’s records.

Specific Objectives

 To manage tenant’s profile and status to process queries in a efficient

manner.

 To manage unit’s status and maintain operational.

 To generate accurate and timely reports.

 Only the authorized user can use the system

Scope and Limitation of the Study

Scope

 The Computerized Apartment Management System will include the recoding

and consolidating of the profiles of the tenants, monitoring of the tenant’s
monthly payment, complaints, maintenance request, contract, and barangay
summon due to violation of contract.
 The system will also include the managing of unit’s availability by being able to
tell the user if the unit is available, unavailable or under maintenance, and the
schedule of maintenance.
 Generating reports of the monthly rental collection, tenants with records of
barangay summon, delinquent tenants and maintenance schedules.
 Lastly, only authorized persons only can use the system by providing a
username and password.

Limitation

 The process of application of tenant will be manually observed.

 The mode of payment is cash or cheque only and is personally hand over to
the landlord. The official receipt is manually prepared.
 The termination of the contract and black listing of tenants based on the
violations is based on the prerogative of the landlord.
 Maintenance request is personally observed.

Purpose and Description of the Study

The following are the immediate beneficiaries of the research study

Landlord

 This will give him an easier way for them to track all the data of the
tenants and units to create more effective decisions in managing his
apartment rental business.
Tenants

 Tenants data is now more secure than his data in the blue book.

Developers

 This study will help the developers understand the nature of managing
an apartment business. Likewise, the developers learned to
communicate with their client.

Future Researchers

 This study will also help future researchers in their studies by using this
as their reference in their own study. They can get ideas on how they
can start, what are the things they should consider and what they can
enhance when doing a research like this.
 CHAPTER II

Review of Related Literature

Syeda Synnia Tanveer (2016) The Hotel Management System is to keep track the
room and hotel availability. The Hotel Management System is for the management
of all room and types of room services. The Administrator will monitor the overall
system. Managers can access the system’s functionalities with limited restrictions.
The automated Hotel Management System is to simplify the day to day processes
of the hotel. The system will be able to handle many services to take care of all
customers in a quick manner. Safety, easiness of using and most importantly the
efficiency of information retrievals benefits the development of the team who is
going to present with this system.

URL: http://santos.knightfrank.ph/

The Hotel Management System gives the researchers an easier way to generate
reports based on manual process. Converting to Computerized Management
System will provide them the system to keep track of the entire services such as
maintenance, units and for rental payment.

Henry Peter Gomman’s (2014) The Rental House Management System is to

develop to elevate those who manually kept records of the tenants. This manual
recording gives a lot of problems such as lack of skill in interpretation of reports.
Most rental managers managed the tenant details on papers. Once customer
found a vacant house, they can call the manager of the houses indicating the size
of the house they would like rented to them. The Rental House Management
System can approach them by responding them with all the details about the house
they are requesting.

The Rental House Management System involves the processing of reports such
as unit’s availability. The data information of the tenant will be given through
application form for manual processing and this will be input in the system by the
admin to keep track of their details.
Synthesis

According to Syeda Synnia Tanveer (2016) Hotel Management System can keep
track of the room availability and will be able to handle costumer’s concerns in a
quick manner likewise our system will be able to automate most of the landlord
and tenant’ transactions.

According to Henry Peter Gomman’s(2014) The Rental Management System will

elevate those who manually kept their records in paper by converting their system
into a computerized one likewise our studies shows that converting from manual
to computerized management system will avoid data inconsistency, data loss, and
can provide a much more security in data. This will also allow the user t process
queries in an efficient manner.

Chapter III

Methodology

Process Model

REQUIREMENTS

SYSTEM DESIGN

IMPLEMENTATION

INTEGRATION AND TESTING

DEPLOYMENT OF SYSTEM

MAINTENANCE

Figure1.0 Waterfall Process Model of the Proposed System

The Waterfall Model was first Process Model to be introduced. It is very simple to
understand and use. In a Waterfall model, each phase must be completed before
the next phase can begin and there is no overlapping in the phases. Waterfall
model is the earlies SDLC approach that was used for software development.
In “The Waterfall” approach, the whole process of software development is
divided into separate phases. The outcome of one phase acts as the input for the
next phase sequentially. This means that any phase in the development process
begins only if the previous phase is complete. The waterfall model is a sequential
design process in which progress is seen as flowing steadily downwards (like a
waterfall) through the phases of Requirements, System Design,
Implementation, Integration and Testing, Deployment of System,
Maintenance.

 Requirements: The first phase involves understanding what need to be

design and what is its function, purpose etc. Here, the specifications of the
input and output or the final product are studied and marked.
This is the phase of gathering information that will be considered in the
system and to do this, the team sets meeting with the client to discuss the
system’s requirements.
We set an appointment with Ms. Mel Acuzar, the current landlord of the
Acuzar’s Apartment Rental Business, and discussed what is their business,
current process and problems encountered, and the kind of system they
want.
 System Design: The requirement specifications from first phase are
studied in this phase and system design is prepared. System Design helps
in specifying hardware and system requirements and helps in defining
overall system architecture. The software code to be written in the next
stage is created now.
In the next phase, the team conducted a meeting that focuses on what
platform will be used by the system, the programming language and the
program flow.
 After gathering requirements, the sets a meeting to analyze the gathered
data, decide on what platform will be used and prepared a design on how
the system will run.
 Implementation: With inputs from system design, the system is first
developed in small programs called units, which are integrated in the next
phase. Each unit is developed and tested for its functionality which is
referred to as Unit Testing. This phase is where each module is done. The
system is divided into smaller parts for easier testing and editing.
When the system design was prepared, we provided a divided form of the
system. It contains the login program, as well as admin, tenant and unit
management, maintenance scheduling, etc.
 Integration and Testing: All the units developed in the implementation
phase are integrated into a system after testing of each unit. The software
designed, needs to go through constant software testing to find out if there
are any flaw or errors. Testing is done so that the client does not face any
problem during the installation of the software.
Testing the system, module by module helps the developers find and fix
errors so, this error will not occur during the deployment.
Before deploying the system, we conducted a testing and debugging
activity to test the functionality of the system by proving test data and finally
integrate the whole system.
 Deployment of System: Once the functional and non-functional testing is
done, the product is deployed in the customer environment or released into
the market.
After testing the system, it is now ready to serve our client.
 Maintenance: This step occurs after installation and involves making
modifications to the system or an individual component to alter attributes or
improve performance. These modifications arise either due to change
requests initiated by the customer, or defects uncovered during live use of
the system. Client is provided with regular maintenance and support for the
developed software.
 Maintenance is done if the user encountered an error during the
deployment or the clients adds or removes a requirement. It is advised to a
regular maintenance.
This step will be done if the client encountered an error or wants to modify
a part or the whole system. Also, the clients are providing with scheduled
support and maintenance.

Conceptual Model

INPUT PROCESS OUTPUT

Admin Account Creating/Updating Official Receipt

Details Accounts
Monthly Rental
Tenant Details Adding Tenant Collection
Payment Collecting Payment Complaints
Complaints Recording Complaints Barangay Summons
Maintenance Request Scheduling Delinquent Tenants
Maintenance
Maintenance
Generating Reports Schedule

Feedback

Figure 2.0 Conceptual Model – IPO of the Proposed System

Context Diagram

Official Receipt
ADMIN

Payment
Official Receipt 0
Tenant Details
Complaints
COMPUTERIZED Complaints
Contract
APARTMENT
Maintenance Request
MANAGEMENT
SYSTEM Contract

Payment
Tenant Details
TENANT
Complaints
Maintenance Request

Figure 3.0 Context Diagram of the Proposed System

Data Flow Diagram

Username
ADMIN Password 1.0
D1 Admin
User Account

2.0
Tenant Details D2 Tenant
Adding Tenant

Tenant Details

3.0 D3 Rental
Payment Tenant

Rental O.R

Record 4.0
D4 Complaints
Complaints

Request 5.0
D5 Maintenance
Schedule Maintenance

6.0
Reports

Reports

Figure 4.0 Data Flow Diagram- Level 0 of the Proposed System

Username
ADMIN Password 1.1 Verify D1 Admin
Login

1.2
New Admin Details
Create
Account

1.3
Admin’s New Details
Update
Account
 New Tenant
Details 2.1
ADMIN
Create New D2 Tenant
Tenant

2.2
Tenant’s New Details
Update Tenant
D6 Unit
Details

ADMIN 3.1 Payment

Monthly Tenant D2 Tenant

Rent
Receive O.R

3.2

Barangay
Summon
D3 Rental

3.3

To renew
or not

Deposit
3.4

Computing Tenant
Processing of
Guaranteed D7 Initial Payment
Deposit /
Deposit
 Complaints
4.1
Complaints
ADMIN Tenant D4 Complaints
Complaints
Complaints

Receive request 5.1

Request D5 Maintenance
Schedule Tenant
ADMIN Maintenance

Maintenance
5.2
D6 Unit
Schedule Maintenance Unit

Figure 4.1 Data Flow Diagram-level 1 of the Proposed System

Activity Diagram

LOGIN
Tenant
Details

Username Add Account

Password  Payment

Update
[Valid] Account Unit
[Invalid]


Figure 6.1 Login of the Proposed System Figure 6.2 Adding Tenant of the
Proposed System
Monthly
Payment

Deliquent Barangay Agreement =2 Terminate

Summon Contract

End of Contract

New Contract


Figure 6.3 Rental of the Proposed System

Tenant
Maintenance
Request

Schedule

[Undo]
Reschedule
[Done]

Figure 6.4 Maintenance of the Proposed System

 Complaints

[Tenant] Confirmation
by Admin
[Unit]

Maintenance [False]
Disregard
[True]

Record

Figure 6.5 Complaints of the Proposed System

Entity Relationship Model
Maintenance Activity
Username MA_ID cti
A_ID Password Availability
Schedule

Admin Name MAINTENANCE Type_of_Unit

ADMIN UN_ID

Unit_No.
Needed
CO_ID Record
s Monthly_Rent
COMPLAINTS UNIT
Complaint Manage
s Meralco_Acc

Occupied Maynilad_Acc
IP_ID Receives Pays

Deposit Last_Name
TENANT
RENTAL
Advance
INITIAL PAYMENT
Contact_No
.
Guaranteed_Deposit RE_ID
Mode_of_Payment Barangay_Summon

Date_Aquired Cheque_Details
Date_Acquiredu TE_ID Tenant_Name
Amount
Mode_of_Payment
Details_of_Cheque Endo

Figure 5.0 Entity Relationship Model of the Proposed System