REQUIREMENTS SPECIFICATIONS (SRS) FOR APARTMENT LETTING SYSTEM

1.1 INTRODUCTION

In this SRS, we shall produce a system for Apartment Letting Management System for N-Republic
Hostel, Bori in Khana Local Government Area of Rivers State South East Nigeria, where the
landlord manage his property and tenants details on papers. Once a tenant finds a vacant house
bill/post, they do call or send a text message to the phone number provided on the bill/post to
reach the landlord to make a further enquiry about house they would like to let. The landlord will
also call or send same text message back to them giving them all the necessary details about the
house they make enquire for. The details include; rent per month, deposit paid, rules and
regulations biding the tenants and the apartment, which are completely manual and entails a lot
of paper work.

1.1 PURPOSE OF THE NEW SYSTEM

This system will enable user/landlord to sign up or create an account and to be able to log in into
the system automatically, also booking of available apartment/house, storage information like
landlord name, apartment to let, apartment address, registration form, rent payment form,
generate payment receipt, also each form will have several command buttons like new, search,
cancel, back and exit, these command buttons are to be use to manipulate the database. With
this, we can archive the following will be archive;

1. Eliminate paper-based process.

2. There will be Intuitive and user-friendly.
3. Customization and flexibility in all angles.
4. Optimal resource allocation
5. Highly secure.

1.2 DOCUMENT CONVENTIONS

The documentation of this system is to first provide a technical reference to facilitate ongoing
maintenance and development of the system itself and to provide user documentation meaning
a set of commands that inform the user about the features of the system and how to use them.
The system aim is to find any errors ("bugs") in the program, to eliminate those errors (a process
known as "debugging"), and as far as is reasonably practicable should be sufficiently rigorous to
ensure that the system will perform and function as expected under all foreseeable
circumstances.

1.3 PROJECT SCOPE

Now a days that everything is online, there are lot of real estate companies who advertise their
property online for rent. So idea behind developing this online-based web system is that landlord
can let their property out using system. This system is not widely much, but it has wide scope of
growth. This system is an online-based apartment letting management system through which
landlords can maintain their property documents, keeping and managing property registration
and also accesses the document’s information and do modifications. The admin user can upload
information regarding apartment and cancellation of apartment or changing renters’ choice. The
 system is very useful for both the landlord and tenants. The system is also useful which also
keeps track of account details of landlord and tenants.

2.1 OVERALL DESCRIPTION

The system will add the necessary tenant-related information to the backend databases to allow
it to accurately track each tenant. It will interface with landlord and allow admin to post
information such as general messages to all tenants or messages specific to a certain place.
Likewise, tenants will be able to send messages to their landlord regarding rent payments and
maintenance requests, lay complain and even post messages for all tenants within their
apartment to see. The need for such a system is apparently to rent payments and maintenance
requests are tasks that tenants must perform frequently and tenants do not generally have a
simple way to perform them. By providing tenants with a platform that lets them handle these
tasks in an efficient and centralized manner, their lives will be made easier and they will have to
worry less about how they can contact their property manager.

2.2 PRODUCT FUNCTIONALITY

Accounts
- Each tenant will have their own account
- They will have the ability to login and also log out
- Users will be able to retrieve/reset forgotten passwords.

Paying rent
- Users will be able to pay their rent through the system
- Upon successful payment, a confirmation receipt will be provided
- Users will be able to review their payment history
- Users will be able to schedule future, recurring payments
- Users will be able to see if they currently have an outstanding balance

Maintenance request
- Users will be able to submit a maintenance request through the system
- A feedback will be kept of all previous maintenance request
- Users will have the ability to attach images to maintenance request
- Users will be able to see a notification of any fees associated with the maintenance

Rent Reminders
- Users will be able to get reminders notification to pay rent
- These reminders can be sent through the system, via text message or via e-mail
- Can be set to occur multiple times (week before due, day before due, day of, etc.)

2.3 USERS CLASSES AND CHARACTERISTICS

Users will consist of tenants and their landlord looking for a more efficient and faster way of
communicating with each other. The focus of the system will be focus more towards a tenant’s
view of the system, e.g. communication on the apartment management’s end will mostly use
apartment management software, but the tenant will be able to see these notifications or
messages in a centralized location with their smartphone or tablet through web application. The
 tenant’s level of access will be only on paying of rent, making maintenance requests, and
communicating with the landlord.

2.4 OPERATING ENVIRONMENT

This system is designed to function within a web browser and within an application on various
mobile devices. To make this cross-platform portability, the system will be built using HTML and
JavaScript rather than a native language of a particular platform. This also means that a web
browser must be able to support HTML, CSS, and JavaScript to have the application running on it.
This cross-platform portability should also come with device portability and scale to device
specifications. This system will be able to detect the screen size of the device and optimize the
interface for that specific screen size.

HARDWARE REQUIREMENTS:

1. Processor Pentium-II or higher

2. Processor Speed 33 MHZ
3. Hard Disk Space 20 GB
4. Ram Memory 64 MB

SOFTWARE REQUIREMENTS:

1. Operating System Windows 10

2. Database Server MySql
3. Front end PHP
4. Text Editor Microsoft Word, Notepad++

3.1 SYSTEM FEATURES

Requirement analysis is a software engineering technique that is composed of the various

tasks that determine the needs or conditions that are to be met for a new or altered
product, taking into consideration the possible conflicting requirements of the various
users.

Functional Requirements
Functional requirements are those requirements that are used to illustrate the internal
working nature of the system, the description of the system, and explanation of each
subsystem. It consists of what task the system should perform, the processes involved,
which data should the system holds and the interfaces with the user. The functional
requirements identified are:
 User’s registration: The system should allow new users to register online.
 Online reservation of House: Users should be able to use the system to make booking
and online reservation.
 Automatic update to database once reservation is made or new user registered:
Whenever there’s new reservation or new registration, the system should be able
update the database without any additional efforts from the admin.
 Feedbacks from users: It should provide means for customers to leave feedback
 Non Functional Requirements
It describes aspects of the system that are concerned with how the system provides the
functional requirements. They are:

a) Security: The system should provide a high level of security and integrity of the data held by
the system, only authorized personnel can gain access to the system secured page; and only
users with valid password and username can login to view user’s page.

b) Performance and Response time: The system should have high performance rate when
executing user’s input and should be able to provide feedback or response within a short time
span usually 50 seconds for highly complicated task and 20 to 25 seconds for less complicated
task.

c) Error handling: Error should be considerably minimized and an appropriate error message
that guides the user to recover from an error should be provided. Validation of user’s input is
highly essential. Also the standard time taken to recover from an error should be 15 to 20
seconds.

d) Availability: This system should always be available for access at 24 hours, 7 days a week.
Also in the occurrence of any major system malfunctioning, the system should be available in
1 to 2 working days, so that the business process is not severely affected.

4.1 External Interface Requirements

Hardware Interface
1. Processor Pentium-II or higher
2. Processor Speed 33 MHZ
3. Hard Disk Space 20 GB
4. Ram Memory 64 MB

Software Interface
1. Operating System Windows 10
2. Database Server MySql
3. Front end PHP
4. Text Editor Microsoft Word, Notepad++

4.2 CONCEPTUAL MODELS

ER diagram is a graphical representation of a system entities their attributes and the relationship
between them as shown in the figure below.

Use Case Diagram

Table for Actors and Use Case Description