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Apartment Rental System COMP-231 September 23, 2005 Grzegorz Musial

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Page 1: Apartment Rental System

Apartment Rental System

COMP-231

September 23, 2005

Grzegorz Musial

Page 2: Apartment Rental System

Table of Contents

System Description 3 Objectives of the system 3 Transactions 3 Reports 4 Scope 4Context Level DFD 50 Level DFD 6Data Dictionary 7Output Specifications 8 Tenant Agreement 8 Tenant Invoice 10 Terminate Statement 12 Income Report 14 Occupancy / Payment Report 16 Past Tenants Report 18Graphical User Interface 20 Initial Screen 20 Superintendent Operations Screen 21 Manager Operations Screen 22 Create New Tenant Screen 23 Tenant Inquiry / Update Screen 24 Add New Unit Screen 25 Unit Inquiry / Edit Unit Screen 26 Parking Inquiry 27 Manage Security Screen 28 Change Security Screen 29 Search Screen 30 Generate Reports Screen 31 View Report / Statement Screen 32 Terminate Tenant Screen 33Data Dictionary 34Tenant ID Validation 38Gantt Chart 39

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Page 3: Apartment Rental System

System Description

The vast majority of medium and large apartment complexes do not use computer systems to manage individual apartment rentals and information relating to renting apartments. Currently apartment managers use antiquated means to track apartment rentals such as paper filing systems, 3 X 5 cards, and pen and paper ledger systems. These types of recording systems introduce significant risks to the apartment complex record system such as, misfiling, incorrect entries, and incorrect calculations just to name a few. These mishaps can cost the apartment complex thousands of dollars in lost revenues and wasted time.

The new apartment rental system will greatly simplify the record system used today by allowing managers to focus on managing the apartment complex rather than bookkeeping and record tracking. This system will allow apartment managers to accurately track apartment rentals, occupancy rates, and turnover rates. In addition, the system will integrate all components of the apartment rental process to include, deposit tracking, renter information, apartment unit information, and parking.

Using this integrated apartment rental system managers will have all the data pertinent to the entire rental process at their finger tips, and using the integrated reporting tools apartment managers will be able to make informed decisions based on all the data rather than the individual components.

The apartment management system will store data to include information about each apartment complex, tenants, and parking. In addition, it will store information about the apartment rental units’ occupancy status.

Finally, the apartment rental system will have the capability of generating specific reports that will allow the apartment employees to quickly view information about a variety of different areas to include rental occupancy and reports that track deposits and rent cheques.

Objectives of the system

- Allow apartment managers to accurately track apartment rentals, occupancy rates, and turnover rates on all apartment complexes.

- Include deposit tracking, renter information, apartment unit information, and parking information.

- Store information about the apartment rental units’ occupancy status.- Generate specific reports that allow the apartment employees to quickly view

information about a variety of different areas.

Transactions- Add new tenants- Terminate tenants- Update tenant information- Renew Lease/increase rent- Produce reports

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Page 4: Apartment Rental System

Reports- Credit reports for employees (when required)- Invoices for tenants (monthly)- Terminate statement for terminated tenant. (when required)- Income reports for management (quarterly or when required)- Occupancy and payment reports for management (monthly when required)

Scope- The system is for multiple apartment complexes.- The system does not manage financial expenses of the apartment complex.- The system assumes a good credit for the tenant when processing the application.- The system assumes that none of the rent cheques are NSF.- All tenants have the same statement date.- The system does not manage employee related information.- Monthly rent is one fee and is not made up of other elements.

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Page 5: Apartment Rental System

Context Level DFD

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ApartmentRentalSystemEmployee Management

Tenant

Transaction

ReportsTenant Details

Invoice

Apartment Updates

Page 6: Apartment Rental System

0-Level DFD

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Inquiry. Req.

Invoice

1.0

Unit Inquiry

3.0Create TenantProfile

Tenants

Tenant Info

4.0Create TenantReport

Tenant Info

6.0Create Mgmt.Report

5.0

UpdateUnits

Units

Apt. Info

Building Info

Tenant Info

Reports

Employee

Tenant

Mgmt.

Parking

Parking Info

Parking Info

Parking Info

7.0

Terminate Tenant

2.0Update Tenant Profile

Update. Req.

Invoice Req.

Past Tenants

New Tenant. Req.

Apartment UpdatesParking Info

Apartment Info

Tenant Info

Parking Info

Terminate Statement

Terminate Req.

Tenant Info

Parking Info

Past Tenant Info

Page 7: Apartment Rental System

Data Dictionary

Process Description1.0 Inquiry about the unit is made. Apartment

and Parking Vacancies & Details are shown.

2.0 Tenant information is updated which includes personal, parking and lease renewal/increases in rent.

3.0 Tenant information is validated; a new profile is created and stored in the tenant information database. Parking information is also processed and stored.

4.0 An invoice for the tenant is created. Monthly invoices are processed for the tenants as well as whenever required.

5.0 Unit information are updated for every apartment complex which includes unit name, address, superintendent in charge and Unit’s details such as number of apartments and parking spots in each Unit.

6.0 Management reports are produced: include rental occupancy and payment, income report, and past tenants report.

7.0 Deletes the tenant from the system and stores the tenant’s info for future records. A terminate statement is produced for the tenant.

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Page 8: Apartment Rental System

Output Specifications

Tenant Agreement

REPORT: Tenant Agreement

PURPOSE: To provide a receipt and an agreement for the tenant of and the renting firm.

SECURITY: Superintendents.

FREQUENCY: Produced whenever a new tenant is created.

SEQUENCE: 1. Superintendent Info2. Tenant Info3. Apartment Info4. Agreement Date5. Move in Date6. Monthly Fees7. Agreement details

DETAILS:

Outlines monthly fees as well as agreement conditions for the tenant.

Show UNIT ID, APARTMENT NUMBER, SUPERINTENDENT NAME, ADDRESS, TENANT NAME, ADDRESS, PHONE, AGREEMENT DATE, RENT FEE, PARKING FEE, OTHER FEES, DESCRIPTION OF OTHER, AGREEMENT CONDITIONS.

Show final totals for:Total Monthly Fee

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Page 9: Apartment Rental System

John Doe123 North 7th, #13Bozeman, MT, 59715

Agreement Date: 4/18/2005Move in Date: ___/____/______

Monthly Fees:

Rental Fee: $450Parking Fee: $150Other Fees: $0Description of other: This is a description of the other monthly fees.

Total Monthly Fee: $600

This is a sample agreement. This is a sample agreement. This is a sample agreement. This is a sample agreement. This is a sample agreement. This is a sample agreement.

____________________________ _______________I agree to the above terms and conditions. Date

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Page 10: Apartment Rental System

Tenant Invoice

REPORT: Tenant Invoice

PURPOSE: To provide a receipt for the tenant of the monthly charge for rent and parking(if applicable).

SECURITY: Superintendents and Managers.

FREQUENCY: Produced monthly or on demand.

SEQUENCE: 1. Rent fee2. Parking fee3. Late fee

DETAILS:

Fees due for the following month of rent and parking, as well as late fees for the previous month.

Show UNIT ID, APARTMENT NUMBER, SUPERINTENDENT NAME, ADDRESS, TENANT NAME, ADDRESS, PHONE, TODAYS DATE, INVOICE DATE, INVOICE NUMBER, RENT FEE, PARKING FEE, LATE FEE, AMOUNT PAID, AMOUNT DUE

Show final totals for:Total Amount Due

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Page 11: Apartment Rental System

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Page 12: Apartment Rental System

Terminate Statement

REPORT: Terminate Statement

PURPOSE: To provide a receipt for the termination of the rental agreement to the tenant.

SECURITY: Superintendents and Managers.

FREQUENCY: Produced whenever an employee agreement is terminated.

SEQUENCE: 1. Termination description2. Applicable fees.3. Deposit Refund

DETAILS:

Termination statement for the tenant with the reason for termination.

Show UNIT ID, APARTMENT NUMBER, TENANT NAME, ADDRESS, PHONE, TODAYS DATE, PROFILE CREATED DATE, TERMINATION DATE, TERMINATION DESCRIPTION, APPLICABLE FEES, SUPERINTENDENT’S NAME AND ADDRESS, DEPOSIT REFUND AMOUND.

Show final totals for:Rental Fees DueParking Fees DueOther Fees (termination)Total Amount Due

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Page 13: Apartment Rental System

John Doe123 North 7th, #13Bozeman, MT, 59715

Tenant Since: 4/18/2003Termination Date: 3/30/2004

This is a sample termination description. It describes the reason for termination. This is a sample termination description. It describes the reason for termination. This is a sample termination description. It describes the reason for termination. This is a sample termination description. It describes the reason for termination. This is a sample termination description. It describes the reason for termination.

Please pay the applicable fees by the above termination date.

Applicable Fees

Rental Fees Due: $150Parking Fees Due: $30Other Fees: $0Description of other: This is a sample description of the other fees.

Credits

Deposit Refund: $300

Total Due: $0Total Refund: $120

___________________Small Villa

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Page 14: Apartment Rental System

Income Report

REPORT: Income Report

PURPOSE: To show income totals for each apartment complex.

SECURITY: Managers only.

FREQUENCY: Produced quarterly or whenever required.

SEQUENCE: 1. UNIT NAME.

DETAILS:

Income for all apartment complexes.

Show REPORT DATE, UNIT ID, UNIT NAME, INCOME.

Show final totals for:Total Income

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Page 15: Apartment Rental System

Income ReportDate: 14/7/2005

Income from 12/03/2005 to12/07/2005

Unit Unit Name Income1 North Building $15,7582 South Building $12,9853 Twin Tower $20,658

Total: $49,401

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Page 16: Apartment Rental System

Occupancy/Payment Report

REPORT: Occupancy/Payment Report

PURPOSE: To highlight occupancy and payment for an apartment complex.

SECURITY: Managers and Superintendents.

FREQUENCY: Produced monthly or whenever required.

SEQUENCE: 1. Apartment Number

DETAILS:

Occupancy and payment for an apartment complex sorted by apartment number.

Show REPORT DATE, UNIT ID, APARTMENT NUMBER, TENANT NAME, PAYMENT AMOUNT, AMOUNT PAID, AMOUNT DUE.

Show final totals for:Total Payment AmountTotal Amount PaidTotal Amount DueTotal Apartments OccupiedTotal Vacancies

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Page 17: Apartment Rental System

Occupancy/Payment ReportDate: 14/7/2005

Occupancy/Payments from 12/03/2005 to12/07/2005

Unit Apt. Num. Tenant Vacant Pmt. Amt. Amt. Paid Amt. Due

1 101 John Doe

N $410 $310 $100

1 102 Jane Smith

N $470 $470 $0

1 103 Bob Kid N $360 $60 $3002 10 N/A Y N/A N/A N/A2 11 Chan

LeeN $400 $400 $0

--- --- ---- --- --- -----

Total: $42,456.00 $38,565.00 $3891.00

Total Occupied: 745Total Vacancies: 38

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Page 18: Apartment Rental System

Past Tenants Report

REPORT: Past Tenants Payment Report

PURPOSE: To show information about past tenants.

SECURITY: Managers.

FREQUENCY: Produced whenever required.

SEQUENCE: 1. Tenant Details2. Unit Details3. Termination Details

DETAILS:

Outlines past tenants’ termination details.

Show UNIT ID, APARTMENT NUMBER, TENANT NAME, SIN, CREATED DATE, TERMINATION DATE, PARKING LOT NUMBER, TERMINATION DESCRIPTION, TERMINATING MANAGER NAME.

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Page 19: Apartment Rental System

Tenant: John DoeSIN: 342615787

Unit: 1Apartment No: 108Parking No: 232

Tenant Since: 4/08/2003Termination Date: 3/01/2005

Terminating Superintendent: Bob Smith

This is a sample termination description. It describes the reason for termination. This is a sample termination description. It describes the reason for termination.

Tenant: Laura MaySIN: 642815747

Unit: 3Apartment No: 378Parking No: 182

Tenant Since: 18/04/2003Termination Date: 12/04/2004

Terminating Superintendent: Kimberly Kole

This is a sample termination description. It describes the reason for termination. This is a sample termination description. It describes the reason for termination.

Tenant: Chan LeeSIN: 742614789

Unit: 1Apartment No: 218Parking No: 032

Tenant Since: 2/12/2001Termination Date: 3/08/2004

Terminating Superintendent: Bob Smith

This is a sample termination description. It describes the reason for termination. This is a sample termination description. It describes the reason for termination.

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Page 20: Apartment Rental System

Graphical User Interface / Forms

1 – Search2 – Save3 – Delete4 – Tenant Inquiry5 – Unit Inquiry6 – Parking Inquiry7 – New Tenant8 – New Unit9 – Generate Reports10 – Manage Security11 – Change Security12 – Log Off

Initial Screen

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Apartment Rental System – Solution Standard

File

Employee Log On

Log In

Login ID

3 4 5 6 7 8 9 10 11 12

321

Page 21: Apartment Rental System

Superintendent Operations

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Apartment Rental System – Solution Standard

File

Employee Information

Emp: John Doe 09/11/2005Pos: SuperintendentUnit No: 1

Employee messages here.

Page 22: Apartment Rental System

Manager Operations

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Apartment Rental System – Solution Standard

File

Employee Information

Emp: Joe Smith 09/11/2005Pos: Manager

Employee messages here.

Page 23: Apartment Rental System

Create New Tenant Screen

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Apartment Rental System – Solution Standard

File

Tenant Information

09/11/2005

First Name:

Last Name:

Address:

Apartment:

City:

Province:

Postal Code:

Phone:

SIN:

Parking Lot:

Monthly Rent:

Parking Fee:

Page 24: Apartment Rental System

Tenant Inquiry, Update Tenant Screen

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Apartment Rental System – Solution Standard

File

Tenant Information

Tenant No: 563 239 2 09/11/2005Name: Sarah Martins Tenant since: 04/10/2003

Sarah

Martins

243 First St

206

Toronto

Ontario

M7Y3E6

4167743321

777999333

102

First Name:

Last Name:

Address:

Apartment:

City:

Province:

Postal Code:

Phone:

SIN:

Parking Lot:

Monthly Rent: 450

100

550

0

Parking Fee:

Amount Due:

Amount Paid:

View Statement

Page 25: Apartment Rental System

Add new Unit Screen

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Apartment Rental System – Solution Standard

File

Unit Information

09/11/2005

Address:

City:

Province:

Postal Code:

Apartments:

Superintendent:

Parking Lots:

Date Built:

Page 26: Apartment Rental System

Unit Inquiry, Edit Unit Screen

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Apartment Rental System – Solution Standard

File

Unit Information

Unit No: 1 09/11/2005

243 First St

Toronto

Ontario

M7Y3E6

1000

120

John Doe

Address:

City:

Province:

Postal Code:

Apartments:

Superintendent:

Vacancies:

1000Parking Lots:

Parking Vacancies: 250

14/08/1990Date Built:

Page 27: Apartment Rental System

Parking Inquiry

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Apartment Rental System – Solution Standard

File

Parking Information

Status: Occupied 09/11/2005

1

150

563 239 2

Martins

150

John Doe

Unit No:

Parking Lot No:

Tenant No:

Tenant Name:

Monthly Fee:

Superintendent:

UndergroundParking Type:

Page 28: Apartment Rental System

Manage Security Screen

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Apartment Rental System – Solution Standard

File

Security Information

09/11/2005

1

John

Doe

Employee No:

First Name:

Last Name:

Group: Superintendents

Managers

DisabledStatus:

Page 29: Apartment Rental System

Change Security Screen

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Apartment Rental System – Solution Standard

File

Security Information

09/11/2005

1

John

Doe

Employee No:

First Name:

Last Name:

Current Password: ******

New Password: *********

Confirm Password: *********

Page 30: Apartment Rental System

Search Screen

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Apartment Rental System – Solution Standard

File

Tenant Information

Search

[Tenant Name][Unit No][Parking No][Emp No]

Search

Page 31: Apartment Rental System

Generate Reports Screen

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Apartment Rental System – Solution Standard

File

Security Information

09/11/2005

Report Type

Income

Occupancy/Payment

Generate

Past Tenants

Page 32: Apartment Rental System

View Report/Statement Screen

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Apartment Rental System – Solution Standard

File

Tenant Information

Search

Unit Unit Name Income1 North Building $15,758

Total:

Report Name

Print

Page 33: Apartment Rental System

Terminate Tenant Screen

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Apartment Rental System – Solution Standard

File

Tenant Information

Terminate Tenant

This will be the description of the reason for termination.

Termination Description

View

300

50

200

Applicable Fees

Monthly Fees:

Parking Fees:

Other Fees:

Description of Other: Termination of contract fee.

550Total Due:

Page 34: Apartment Rental System

TABLENAME

ATTRIBUTENAME

CONTENTS TYPE FORMAT RANGE REQUIRED PK OR FK

FK REF.TABLE

Employees empID Employee ID INT(4) 9999 0000-9999

Y PK

secID Security ID INT(3) 999 000 - 999 Y FK Security

empFirstName Employee First Name

CHAR(20) XXXX Y

empLastName Employee Last Name

CHAR(25) XXXXX Y

empTitle Employee Title CHAR(15) XXXX YempLogin Employee Login

passwordCHAR(9) XXX999 Y

Employee Details

empDetID Employee Details ID

INT(4) 9999 0000-9999

Y PK

empID Employee ID INT(4) 9999 0000-9999

Y FK Employees

unitID Unit ID INT(3) 999 000-999 Y FK Units

Units unitID Unit ID INT(3) 999 000-999 Y PKunitDateBuilt Date Unit was Built DATE DD/MM/

YYYYY

unitAddress Unit Address CHAR(40) XXXX YunitPostalCode Unit Postal Code CHAR(6) X9X9X9 YunitProvince Unit Province CHAR(20) XXXXX Y

unitCity Unit City CHAR(20) XXXXX YunitAptCap Unit Apartment

CapacityINT(4) 9999 0000-

9999Y

unitParkingCap Unit Parking Capacity

INT(4) 9999 0000-9999

Y

Data Dictionary

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Page 35: Apartment Rental System

Apartments aptID Apartment ID INT(7) 9999999 0000000-9999999

Y PK

unitID Unit ID INT(3) 999 000-999 Y FK UnitstenID Tenant ID INT(7) 9999999 0000000-

9999999Y FK Tenants

aptNo Apartment Number INT(4) 9999 0000-9999

Y

aptBedroomNo Number of Bedrooms

INT(1) 9 0-9 N

aptBathroomNo Number of Bathrooms

INT(1) 9 0-9 N

aptLivingRoomNo

Number of Living Rooms

INT(1) 9 0-9 N

aptDiningRoomNo

Number of Dining Rooms

INT(1) 9 0-9 N

aptBathroomNo Number of Bathrooms

INT(1) 9 0-9 N

aptKitchenNo Number of Kitchens

INT(1) 9 0-9 N

aptFloorType Type of floor CHAR(20) XXXXX NaptSqFt Total Apartment

areaINT(5) 99999 00000-

99990Y

aptDescription Apartment Description

CHAR(500) XXXXX N

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Page 36: Apartment Rental System

Tenants tenID Tenant ID INT(7) 9999999 0000000-9999999

Y PK

tenFirstName Tenant First Name CHAR(20) XXXXX YtenLastName Tenant Last Name CHAR(25) XXXXX Y

tenPhone Tenant Phone CHAR(10) 9999999999

Y

tenBday Tenant Birthday DATE DD/MM/YYYY

Y

tenSIN Tenant Social Insurance Number

INT(9) 999999999 000000000-999999999

Y

tenCreditCard Tenant Credit Card Number

INT(16) 9999 9999 9999 9999

0(16) – 9(16)

Y

tenFromDate Tenant Since Date DATE DD/MM/YYYY

Y

tenToDate Tenant Termination Date

DATE DD/MM/YYYY

N

tenRentFee Tenant Rent Fee INT(4) 9999 0000-9999

Y

tenParkingFee Tenant Parking Fee INT(4) 9999 0000-9999

Y

tenAmtPaid Amount Paid INT(4) 9999 0000-9999

Y

tenStatus Tenant status BOOLEAN Y/N Y

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Page 37: Apartment Rental System

Parking prkID Parking ID INT(7) 9999999 0000000-9999999

Y PK

tenID Tenant ID INT(7) 9999999 0000000-9999999

Y FK Tenants

prkNo Parking Lot Number

INT(4) 9999 0000-9999

Y

prkType Parking Type CHAR(25) XXXXX YprkStatus Parking Status BOOLEAN Y/N Y

Security secID Security ID INT(3) 999 000 - 999 Y PKsecGroup Security Group CHAR(25) XXXX YsecStatus Security Status BOOLEAN Y/N

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Page 38: Apartment Rental System

Tenant ID Validation

The Tenant ID is 7 digits long with the 7th digit being the check digit. The check digit would be calculated by adding the all six numbers then dividing the result by the sum of the lowest and highest numbers in the initial six digits. The check digit then would be the integer portion of that result.

Sample Tenant ID: 563 239 2

The sum of the six numbers:5+6+3+2+3+9 = 28

Lowest number is 2Highest number is 9

2+9 = 11

28 / 11 = 2.5454

Integer value = 2

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