Apartment Rental System

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 4
Context Level DFD 5
0 Level DFD 6
Data Dictionary 7
Output Specifications 8
Tenant Agreement 8
Tenant Invoice 10
Terminate Statement 12
Income Report 14
Occupancy / Payment Report 16
Past Tenants Report 18
Graphical 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 33
Data Dictionary 34
Tenant ID Validation 38
Gantt Chart 39
Grzegorz Musial -2- 8/29/2017

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

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.

Context Level DFD
Transaction Apartment Apartment Updates

Rental
Employee System Management
Reports
Tenant Details
Invoice
Tenant

0-Level DFD
Past Tenant Info
2.0 3.0
1.0 Update Create
Tenant Tenant
Unit Inquiry Profile Profile
6.0
Inquiry. Req. Update. Req. Create
Parking Info
Mgmt.
Report Reports
Employee New Tenant. Req. Mgmt.

Tenant Info
Building Info
Parking Info
Tenant Info Tenants Tenant Info Units
Invoice Req.
Tenant Info Parking
Parking Info Apt. Info
7.0 4.0
Create 5.0
Terminate Req. Parking Info
Terminate Tenant
Tenant Report Update
Units Apartment Updates
Parking Info
Invoice Parking Info
Terminate Statement
Past Tenants Tenant
Apartment Info
Tenant Info

Data Dictionary
Process Description
1.0 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 Units 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 tenants info for future records. A
terminate statement is produced for the
tenant.

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 Info

2. Tenant Info
3. Apartment Info
4. Agreement Date
5. Move in Date
6. Monthly Fees
7. 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

John Doe
123 North 7th, #13
Bozeman, MT, 59715
Agreement Date: 4/18/2005

Move in Date: ___/____/______
Monthly Fees:
Rental Fee: $450

Parking Fee: $150
Other Fees: $0
Description 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

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 fee

2. Parking fee
3. 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

Total Amount Due
Grzegorz Musial - 10 - 8/29/2017

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 description

2. 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, SUPERINTENDENTS
NAME AND ADDRESS, DEPOSIT REFUND AMOUND.

Rental Fees Due
Parking Fees Due
Other Fees (termination)
Total Amount Due

John Doe
123 North 7th, #13
Bozeman, MT, 59715
Tenant Since: 4/18/2003

Termination 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: $150

Parking Fees Due: $30
Other Fees: $0
Description of other: This is a sample description of the other fees.
Credits
Deposit Refund: $300
Total Due: $0
Total Refund: $120
___________________
Small Villa

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.

Total Income

Income Report
Date: 14/7/2005
Income from 12/03/2005 to12/07/2005
Unit Unit Name Income

1 North Building $15,758
2 South Building $12,985
3 Twin Tower $20,658
Total: $49,401

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.

Total Payment Amount
Total Amount Paid
Total Amount Due
Total Apartments Occupied
Total Vacancies

Occupancy/Payment Report
Date: 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 N $410 $310 $100

Doe
1 102 Jane N $470 $470 $0
Smith
1 103 Bob Kid N $360 $60 $300
2 10 N/A Y N/A N/A N/A
2 11 Chan N $400 $400 $0
Lee
--- --- ---- --- --- -----
Total: $42,456.00 $38,565.00 $3891.00
Total Occupied: 745

Total Vacancies: 38

Past Tenants Report
REPORT: Past Tenants Payment Report
PURPOSE: To show information about past tenants.
SECURITY: Managers.
FREQUENCY: Produced whenever required.
SEQUENCE: 1. Tenant Details

2. Unit Details
3. 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.

Tenant: John Doe
SIN: 342615787
Unit: 1
Apartment No: 108
Parking No: 232

Terminating Superintendent: Bob Smith
sample termination description. It describes the reason for termination.
Tenant: Laura May

SIN: 642815747
Unit: 3
Apartment No: 378
Parking No: 182

Terminating Superintendent: Kimberly Kole
Tenant: Chan Lee

SIN: 742614789
Unit: 1
Apartment No: 218
Parking No: 032

Terminating Superintendent: Bob Smith

Graphical User Interface / Forms
1 Search
2 Save
3 Delete
4 Tenant Inquiry
5 Unit Inquiry
6 Parking Inquiry
7 New Tenant
8 New Unit
9 Generate Reports
10 Manage Security
11 Change Security
12 Log Off
Initial Screen
Apartment Rental System Solution Standard

File
1 2 3 4 5 6 7 8 9 10 11 12
3
Employee Log On
Login ID
Log In

Superintendent Operations

File
Employee Information
Emp: John Doe 09/11/2005

Pos: Superintendent
Unit No: 1
Employee messages here.

Manager Operations

File
Employee Information
Emp: Joe Smith 09/11/2005

Pos: Manager
Employee messages here.

Create New Tenant Screen

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

File
Tenant Information
Tenant No: 563 239 2 09/11/2005

Name: Sarah Martins Tenant since: 04/10/2003
First Name: Sarah
Last Name: Martins
Address: 243 First St
Apartment: 206
City: Toronto
Province: Ontario
Postal Code: M7Y3E6
Phone: 4167743321
SIN: 777999333
Parking Lot: 102
Monthly Rent: 450
Parking Fee: 100
Amount Due: 550
Amount Paid: 0
View Statement

Add new Unit Screen

File
Unit Information
09/11/2005
Date Built:
Address:
City:
Province:
Postal Code:
Apartments:
Parking Lots:
Superintendent:

Unit Inquiry, Edit Unit Screen

File
Unit Information
Unit No: 1 09/11/2005
Date Built: 14/08/1990
Address: 243 First St
City: Toronto
Province: Ontario
Postal Code: M7Y3E6
Superintendent: John Doe
Apartments: 1000
Vacancies: 120
Parking Lots: 1000
Parking Vacancies: 250

Parking Inquiry

File
Parking Information
Status: Occupied 09/11/2005
Unit No: 1
Parking Lot No: 150
Tenant No: 563 239 2
Tenant Name: Martins
Monthly Fee: 150
Superintendent: John Doe
Parking Type: Underground

Manage Security Screen

File
Security Information
09/11/2005
Employee No: 1
First Name: John
Last Name: Doe
Group: Superintendents
Managers
Status: Disabled

Change Security Screen

File
09/11/2005
Employee No: 1
First Name: John
Last Name: Doe
Current Password: ******
New Password: *********
Confirm Password: *********

Search Screen

File
Tenant Information
Search
[Tenant Name][Unit No][Parking No][Emp No]
Search

Generate Reports Screen

File
09/11/2005
Report Type
Income
Occupancy/Payment
Past Tenants
Generate

View Report/Statement Screen

File
Tenant Information
Search
Report Name
Unit Unit Name Income

1 North Building $15,758
Total:
Print

Terminate Tenant Screen

File
Tenant Information
Terminate Tenant
Termination Description
This will be the description of the reason for termination.
Applicable Fees
Monthly Fees: 300
Parking Fees: 50
Other Fees: 200
Description of Other: Termination of contract fee.
Total Due: 550
View

TABLE ATTRIBUTE CONTENTS TYPE FORMAT RANGE REQUIRED PK OR FK REF.
NAME NAME FK TABLE
Employees empID Employee ID INT(4) 9999 0000- Y PK
9999
secID Security ID INT(3) 999 000 - 999 Y FK Security
empFirstName Employee First CHAR(20) XXXX Y
Name
empLastName Employee Last CHAR(25) XXXXX Y
Name
empTitle Employee Title CHAR(15) XXXX Y
empLogin Employee Login CHAR(9) XXX999 Y
password
Employee empDetID Employee INT(4) 9999 0000- Y PK

Details Details ID 9999
empID Employee ID INT(4) 9999 0000- Y FK Employees
9999
unitID Unit ID INT(3) 999 000-999 Y FK Units
Units unitID Unit ID INT(3) 999 000-999 Y PK

unitDateBuilt Date Unit was Built DATE DD/MM/Y Y
YYY
unitAddress Unit Address CHAR(40) XXXX Y
unitPostalCode Unit Postal Code CHAR(6) X9X9X9 Y
unitProvince Unit Province CHAR(20) XXXXX Y
unitCity Unit City CHAR(20) XXXXX Y
unitAptCap Unit Apartment INT(4) 9999 0000- Y
Capacity 9999
unitParkingCap Unit Parking INT(4) 9999 0000- Y
Capacity 9999

Data Dictionary

Apartments aptID Apartment ID INT(7) 9999999 0000000- Y PK
9999999
unitID Unit ID INT(3) 999 000-999 Y FK Units
tenID Tenant ID INT(7) 9999999 0000000- Y FK Tenants
9999999
aptNo Apartment Number INT(4) 9999 0000- Y
9999
aptBedroomNo Number of INT(1) 9 0-9 N
Bedrooms
aptBathroomNo Number of INT(1) 9 0-9 N
Bathrooms
aptLivingRoom Number of Living INT(1) 9 0-9 N
No Rooms
aptDiningRoom Number of Dining INT(1) 9 0-9 N
No Rooms
aptBathroomNo Number of INT(1) 9 0-9 N
Bathrooms
aptKitchenNo Number of INT(1) 9 0-9 N
Kitchens
aptFloorType Type of floor CHAR(20) XXXXX N
aptSqFt Total Apartment INT(5) 99999 00000- Y
area 99990
aptDescription Apartment CHAR(500) XXXXX N
Description

Tenants tenID Tenant ID INT(7) 9999999 0000000- Y PK
9999999
tenFirstName Tenant First Name CHAR(20) XXXXX Y
tenLastName Tenant Last Name CHAR(25) XXXXX Y
tenPhone Tenant Phone CHAR(10) 999999999 Y
9
tenBday Tenant Birthday DATE DD/MM/Y Y
YYY
tenSIN Tenant Social INT(9) 999999999 00000000 Y
Insurance Number 0-
99999999
9
tenCreditCard Tenant Credit Card INT(16) 9999 9999 0(16) Y
Number 9999 9999 9(16)
tenFromDate Tenant Since Date DATE DD/MM/Y Y
YYY
tenToDate Tenant Termination DATE DD/MM/Y N
Date YYY
tenRentFee Tenant Rent Fee INT(4) 9999 0000- Y
9999
tenParkingFee Tenant Parking Fee INT(4) 9999 0000- Y
9999
tenAmtPaid Amount Paid INT(4) 9999 0000- Y
9999
tenStatus Tenant status BOOLEAN Y/N Y

Parking prkID Parking ID INT(7) 9999999 0000000- Y PK
9999999
tenID Tenant ID INT(7) 9999999 0000000- Y FK Tenants
9999999
prkNo Parking Lot INT(4) 9999 0000- Y
Number 9999
prkType Parking Type CHAR(25) XXXXX Y
prkStatus Parking Status BOOLEAN Y/N Y
Security secID Security ID INT(3) 999 000 - 999 Y PK

secGroup Security Group CHAR(25) XXXX Y
secStatus Security Status BOOLEAN Y/N

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 2
Highest number is 9
2+9 = 11
28 / 11 = 2.5454
Integer value = 2

Apartment Rental System

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Apartment Rental System

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Apartment Rental System

September 23, 2005

Grzegorz Musial -2- 8/29/2017

Objectives of the system

- Allow apartment managers to accurately track apartment rentals, occupancy rates,

Grzegorz Musial -3- 8/29/2017

Grzegorz Musial -4- 8/29/2017

Transaction Apartment Apartment Updates

Grzegorz Musial -5- 8/29/2017

Employee New Tenant. Req. Mgmt.

Grzegorz Musial -6- 8/29/2017

Grzegorz Musial -7- 8/29/2017

REPORT: Tenant Agreement

FREQUENCY: Produced whenever a new tenant is created.

SEQUENCE: 1. Superintendent Info

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

Show UNIT ID, APARTMENT NUMBER, SUPERINTENDENT NAME, ADDRESS,

Show final totals for:

Grzegorz Musial -8- 8/29/2017

Agreement Date: 4/18/2005

Rental Fee: $450

Total Monthly Fee: $600

Grzegorz Musial -9- 8/29/2017

REPORT: Tenant Invoice

SECURITY: Superintendents and Managers.

FREQUENCY: Produced monthly or on demand.

SEQUENCE: 1. Rent fee

Show UNIT ID, APARTMENT NUMBER, SUPERINTENDENT NAME, ADDRESS,

Show final totals for:

Grzegorz Musial - 10 - 8/29/2017

REPORT: Terminate Statement

SECURITY: Superintendents and Managers.

FREQUENCY: Produced whenever an employee agreement is terminated.

SEQUENCE: 1. Termination description

Show UNIT ID, APARTMENT NUMBER, TENANT NAME, ADDRESS, PHONE,

Show final totals for:

Grzegorz Musial - 12 - 8/29/2017

Tenant Since: 4/18/2003

Please pay the applicable fees by the above termination date.

Rental Fees Due: $150

Deposit Refund: $300

Grzegorz Musial - 13 - 8/29/2017

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.

Income for all apartment complexes.

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

Show final totals for:

Grzegorz Musial - 14 - 8/29/2017

Unit Unit Name Income

Grzegorz Musial - 15 - 8/29/2017

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

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

Show REPORT DATE, UNIT ID, APARTMENT NUMBER, TENANT NAME,

Show final totals for:

Grzegorz Musial - 16 - 8/29/2017

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