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Apartment Rental System
COMP-231
September 23, 2005
Grzegorz Musial
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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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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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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Context Level DFD
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ApartmentRentalSystemEmployee Management
Tenant
Transaction
ReportsTenant Details
Invoice
Apartment Updates
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
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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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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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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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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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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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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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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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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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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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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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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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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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
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.
Manager Operations
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Apartment Rental System – Solution Standard
File
Employee Information
Emp: Joe Smith 09/11/2005Pos: Manager
Employee messages here.
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:
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
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:
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:
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:
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:
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: *********
Search Screen
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Apartment Rental System – Solution Standard
File
Tenant Information
Search
[Tenant Name][Unit No][Parking No][Emp No]
Search
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
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
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:
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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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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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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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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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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