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Property management system database

This document provides an overview of the Pro-Manage Apartment Management System, which was designed by Pro-Manage Consulting to help property managers efficiently maintain residential communities. It describes the key entities in the system such as units, residents, leases, work orders and payments. It also provides details on the scope of the relational database, including the tables for work orders, job types, units, leases, residents, occupants and more. The system aims to help property managers balance the daily dynamics of a residential property like new residents, repair requests and payments.

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Pro-Manage Consulting Services Apartment Management Relational Database System MIS 6326 Summer 2014 Dr. Ryu Kyra Detwiler, Pragati Bora, Priya Narayanan, Peter Bellino
Pro-Manage Apartment Management System – MIS6326 – Y. Ryu - Summer 2014 2 TABLE OF CONTENTS Page No. Content 02 Table of Contents 03 Problem Description 03 Problem Statement 03 Organizational Description 03 Company Overview 03 Client Overview 04 Employees 04 Units 04 Residents 05 Workorders 05 Suppliers 05 Leases 06 Scope of Database 06 Workorder 06 JobType 07 Units 07 Lease 07 Resident 08 Occupants 08 Lease_Payment 09 PaymentCategory 09 PaymentType 09 Supplier_Order 09 Supplier 10 Part 10 WorkOrder_Part 10 Emplolyee_WorkOrder 11 Employee 12 Entity Relationship Diagram 13 Relational Database Schema 15 Main Menu and Data Input Screen Forms 38 Contributions Page
Pro-Manage Apartment Management System – MIS6326 – Y. Ryu - Summer 2014 3 PROBLEM DESCRIPTION Problem Statement Since 2008, there has been substantial growth in residential apartment and communal living properties, like dormitories, senior living centers, extended-stay residences, and others management properties. One of the largest challenges in maintaining operating as a landlord or property manager is balancing the various dynamics that occur daily regarding new residents, requests for repairs, and balancing payments and invoices. A professional system that integrates the important information like lease obligations, resident details, work requests, payments from tenants and to suppliers is a requirement in order to maintain the property, operate efficiently, and ensure resident’s satisfaction. Our company, Pro-Manage Consulting, Inc. has designed a system that can help a property manager maintain their community in a centralized system. Organizational Description Company Overview Pro-Manage Consulting, Inc. is a software development company that designs and implements management systems for single and multi-unit residential property management companies and was founded by four students at the University of Texas at Dallas. Client Overview In this example, the client, University Village Apartments, located on the campus of the University of Texas at Dallas has installed the Pro-Manage Apartment Management System. With this system, the property management team will be able to insert new resident information, create leases for apartments, accept payments for rent and track payments to suppliers.
Pro-Manage Apartment Management System – MIS6326 – Y. Ryu - Summer 2014 4 Employees Although in a real-world application, all employees would need to be documented into the Pro-Manage system, in this example, we have used 4 employees as maintenance workers who help repair issues submitted on a customer’s workorder. Units In this example, University Village has 25 units, ranging in size square footage size, from 650 sqft. to 1090 sqft. and number of bedrooms and bathrooms, with between 1 and 2 bedrooms, and 1 or 2 bathrooms, depending on the unit size. Residents Although most apartment complexes would prefer to have a very high occupancy rate, due to operating without a comprehensive management system, University Village has suffered a significant move-out rate, resulting in only 20 residents currently holding leases within the complex. Workorders One of the advantages to tenants in an apartment is that they can call the apartment’s management office and place workorder requests with the staff of the apartment complex to have repairs made. One of the most important functions that this system performs is to allow the complex to track the status, estimated times to complete and estimated and actual costs related the requested task. Suppliers In order to resolve the workorders that might be placed with the apartment staff, the complex must have specific suppliers in order to provide the needed replacement items that meet their needs, either in quality, style, or cost, such as light bulbs or patches of carpet.
Pro-Manage Apartment Management System – MIS6326 – Y. Ryu - Summer 2014 5 Leases The backbone of every residential community is effective management of leases, from keeping records on current contracts to knowing when new units might become available. The lease outlines the expectations of both the resident and the management company, including the agreed amount of rent due each month and security deposits paid. Effective reporting on the lease element of the apartment’s operations can spell the difference between successful management and a failing community.
Pro-Manage Apartment Management System – MIS6326 – Y. Ryu - Summer 2014 6 SCOPE OF DATABASE WorkOrder This project began as a focus on how to manage workorder requests from tenants in a managed property, however as we continued to develop this application, we found that there were many more items that were critical to the operations of a property management service, and expanded our scope to include these items. However, WorkOrder was the foundation around which this project was developed. This table tracks each work order request through a WorkOrderID, which is the primary key. The UnitNo is a foreign key from the Units table, as each workorder must have a Unit number attached to it. Next the WOType is based on the JobType coming from the JobType table. WODate accepts a date that the work order was created, so that a starting point can be determined when the issue was reported. Priority is an descriptor ranging from “Low, Medium, High, Urgent”. ProblemDescription is a field that permits a note that provides more specific details about the problem. CompletionDate identifies the date that the workorder was completed. StartDate is the date that the actual work started on the issue, different from the WODate as there may be a delay between when the workorder was submitted and the activity actually began. Finally, PermissionToEnter is an attribute that identifies whether the apartment’s employees may enter the premise to complete the workorder without the presence of the tenant. If a tenant does not give permission, appointment details are noted in the ProblemDescription field so that the task may be completed in a timely manner to the tenant’s satisfaction. Job Type This table contains a two attributes, JobType.as the primary key, and Estimated Hours as an attribute. The JobType is an item like “Change Light bulb” and has an expected amount of time that would be required to complete the associated task, such as “5 minutes.” This permits the property manager to know how much time each workorder might take.
Pro-Manage Apartment Management System – MIS6326 – Y. Ryu - Summer 2014 7 Units The Units table is built around UnitNo as the primary key, as each apartment complex may only have a single location labeled as “Unit #A1” for example. In this table, attributes like Area_SqFt, Bedroom, Bathroom, and Garage indicate the unit size (in square footage), number of bedroom, number of bathrooms, and presence of an attached garage, respectively. Also, a Notes field is present to allow any special notes about the specific unit to be documented, such as a sunroom or patio. Lease As this project has developed, the Lease table has become critical to the overall success of this project. This table uses a unique “LeaseID” as the primary key to track each individual lease maintained within the community. The ResidentID and UnitNo are foreign keys from the Resident and Unit tables respectively, outlining who is associated with the lease and which unit it is applicable to. Other details, such as LeaseDate, LeaseStartDate, and LeaseEndDate may be documented to show when the lease was drafted and the effective start and end dates. The LeaseTerm attribute provides the expected duration of the lease and is present because some leases may need to be terminated early due to unforeseen circumstances between either the tenant or property. MonthlyRent, SecurityDeposit, and PetDeposit are all attributes that are available to indicate what the agreed monthly rent will be, as well as the presence of any deposits, either for security towards potential damages, or for pets, and the expected costs associated with turning over a unit to prepare for new tenants. Resident As foreign key to the Lease table, the ResidentID is the primary key of the Resident table. This item identifies each resident that is listed on the lease. However this is slightly different from an occupant. The Resident is the primary individual on the lease, with others listed in a subordinate position to the resident. This table provides information captured from the Occupants table about the Resident, including the name through the ResidentFirstName and ResidentLastName fields, contact information through the ResidentEmailAddress,
Pro-Manage Apartment Management System – MIS6326 – Y. Ryu - Summer 2014 8 ResidentMobileNumber and ResidentHomeNumber. The Attachment field on the Resident table permits the presence of a photograph, scanned image of a state- issued ID, or other image to be included in the resident’s record. Finally a Notes field is provided so that any additional details maybe documented about the specific resident and their group. Occupants The Occupants table uses a primary key developed from both a unique ResID and a unique MemberNo. The ResID, which provides the primary key for the Resident table, is used to identify a group of residents that might be within a unit. The MemberNo is used to identify the individual occupants that might be residing within a residence. Only basic name information is needed, captured through the OccupantFirstName and OccupantLastName fields. This table is used to capture information about all persons residing within the community, including those that might not be signors of the lease, such as a minor child, or that might be in a subordinate position on the lease, such as a spouse or roommate. Each group of residents will have a unique ResID, such as 005, and then a MemberID based on their position on the lease, with the primary Resident having the “01” identifier, and others having a subsequent number based on their position, such as “02”, “03”, “04”, and so on. Lease_Payment In order for a managed property to remain financially viable, it must track every dollar that is owed to it through it’s lease agreements. The Lease_Payment table tracks each payment made with a unique PaymentID, which serves as the primary key for this table. Each payment made will be attributed to a specific LeaseID from the Lease table, and is used to match the payment to the appropriate payee and lease. Other details, including payment type and payment category are foreign keys, and used to correctly match each payment to the charge needing remuneration. Other fields included are PaymentDate, PaymentAmount, ReferenceNo, and PaymentDueDate provide additional details that are captured referencing the Payment Date, amount paid, transaction reference number (such as through a credit card transaction), and due date for payment respectively.
Pro-Manage Apartment Management System – MIS6326 – Y. Ryu - Summer 2014 9 PaymentCategory This table outlines different types of payments to be made, such as “Rent”, “Utilities”, or “Fees”, such as for a late rental payment or as a processing fee for running background applications on new residents. The PaymentCatID is the primary key and is used to identify a specific category of payment to be made. The PaymentCategory is a textual description s that identifies the payment category with more details than just a identifying number. PaymentType This table uses a PaymentTypeID as the primary key to differentiate between different payment types, which are defined in a text format through the PaymentType field. This can include types of payment like cash, check, Visa, MasterCard, or others. Supplier_Order The Supplier_Order table is used to track order requests to suppliers for various parts , or other consumables. Using a primary key of OrderID to track each order through a unique and ascending order number, this table also tracks the part numbers ordered, using PartNo as a foreign key from the Part table and a SupplierNo, which is used to identify approved suppliers, the list of which is contained on the Supplier table. Other details of this item include a payment type, gleaned from the aforementioned PaymentType table, and transaction date and amount, documented in the TransactionDate and TransactionAmount fields correspondingly. Supplier The primary key of the Supplier table is the SupplierNo field, which identifies each approved supplier through a unique number. Additional information is captured about each supplier, including the name of the supplier, their address, including street, city, state, and zip code information, and their contact phone number. This information is contained in the SupplierName, SupplierStreet, SupplierCity, SupplierState, SupplierZip, and SupplierPhoneNumber fields individually.
Pro-Manage Apartment Management System – MIS6326 – Y. Ryu - Summer 2014 10 Part In order to keep track of what specific parts are used throughout the property, the Part table allows the management company to maintain an ongoing inventory and ensure that they order the correct replacement items, such as the correct style and color of carpet for replacements, or the correct type of light bulb for specialty fixtures throughout the complex. Using a unique part number to identify each specific part, other details are also captured such as the part name (held in the PartName field), the description of the part (PartDescription), the Unit Price for the part (UnitPrice) and quantity available in inventory (QuantityAvailable). If the quantity of a part is less than that which is required, a Supplier Order can be placed with the specific supplier to reorder more units of a specific item. WorkOrder_Part Coming back to the work order management function of this application, the WorkOrder_Part table is designed to allow the management company to track required amount of parts needed on a specific workorder. Using PartNo from the Part table and WorkOrderID from the WorkOrder table as primary and foreign keys, this table aids in ensuring that the required parts are accounted for prior to starting on a workorder, with the hopes of avoiding delays in resolving the workorder due to needing to order additional parts after the work has begun. Employee_WorkOrder The workorder submitted by tenants must be completed by apartment property employees. In order to track employees and the jobs that they have worked, the Employee_WorkOrder table is needed to identify the employee that worked on a project, the specific project that they worked on, and other pertinent details, such as the actual hours worked on a task, the status of the workorder, the completion date of the item, as well as resident feedback about the task and an overall rating between “1” to “5” with a score of “5” being very good. This table uses the EmployeeID from the Employee table and the WorkOrderID from the WorkOrder table as primary keys to track the details of each completed work request.
Pro-Manage Apartment Management System – MIS6326 – Y. Ryu - Summer 2014 11 Employee The final table that we created for this project at this time is the Employee table to identify the numerous employees that work for the property. Each employee is provided an Employee ID which serves as the primary key of this table in the EmployeeID field. Other details are documented about the employee as well, including their job title (EmpJobTitle), their name (EmpFirstName and EmpLastName), their home address (EmpStreet, EmpCity, EmpState, EmpZipCode), and contact information (EmpPhoneNumber).
Pro-Manage Apartment Management System – MIS6326 – Y. Ryu - Summer 2014 12 ENTITY RELATIONSHIP DIAGRAM
Pro-Manage Apartment Management System – MIS6326 – Y. Ryu - Summer 2014 13 RELATIONAL DATABASE SCHEMA Unit (UnitNo, Area_Sqft, Bedroom, Garage, Notes, Photographs) Resident (Res_ID, ResFirstName, ResLastName, ResEmailAddress, ResHomePhone, ResMobilePhone, Attachment, Notes) Resident.ResFirstName NOT NULL Resident.ResLastName NOT NULL Occupant (Res_ID, Member_No, Occupant_FirstName, Occupant_LastName) Occupant.Res_ID references Resident.Res_ID Lease (Lease_ID, Res_ID, UnitNo, LeaseDate, LeaseStartDate, LeaseEndDate, LeaseTerm, MonthlyRent, SecurityDeposit, PetDeposit) Lease.Res_ID references Resident.Res_ID Lease.UnitNo references Unit.UnitNo Lease.UnitNo NOT NULL Lease.Res_ID NOT NULL PaymentType (PaymentType_ID, PaymentType) PaymentType.PaymentType NOT NULL PaymentCategory (PaymentCatID, PaymentCategory) PaymentCategory.PaymentCategory NOT NULL LeasePayment (LeasePaymentID, LeaseID, PaymentType, PaymentCategory, PaymentDate, PaymentDueDate, PaymentAmount, ReferenceNo) LeasePayment.LeaseID references Lease.LeaseID LeasePayment.PaymentType references PaymentType.PaymentType_ID LeasePayment.PaymentCategory references PaymentCategory.PaymentCatID LeasePayment.LeaseID NOT NULL
Pro-Manage Apartment Management System – MIS6326 – Y. Ryu - Summer 2014 14 JobType (JobType, EstimatedHours) JobType.EstimatedHours NOT NULL WorkOrder (WorkOrderID, UnitNo, WOType, WODate, Priority, ProblemDescription, CompletionDate, StartDate, PermissionToEnter) WorkOrder.UnitNo references Unit.UnitNo WorkOrder.WOType references JobType.JobType WorkOrder.UnitNo NOT NULL Employee (Employee_ID, EmpJobTitle, EmpFirstName, EmpLastName, EmpStreet, EmpCity, EmpState, EmpZipCode, EmpPhoneNumber) Employee.EmpFirstName NOT NULL Employee.EmpLastName NOT NULL Employee_WorkOrder (EmployeeID, WorkOrderID, Actual Hours, Status, CompletionDate, ResidentFeedback, Rating) Employee_WorkOrder.EmployeeID references Employee.Employee_ID Employee_WorkOrder.WorkOrderID references WorkOrder.WorkOrderID Part (PartNo, PartName, PartDescription, UnitPrice, QuantityAvailable) WorkOrder_Part (PartNo, WorkOrderID, Quantity) Supplier (SupplierNo, SupplierName, SupplierStreet, SupplierCity, SupplierState, SupplierZip, SupplierPhoneNumber) Supplier_Order (OrderID, PartNo, SupplierNo, PaymentTypeID, TransactionDate, TransactionAmount) Supplier_Order.PartNo references Part.PartNo Supplier_Order.SupplierNo references Supplier.SupplierNo Supplier_OrderPaymentTypeID references PaymentType.PaymentTypeID Supplier_Order.PartNo NOT NULL Supplier_Order.SupplierNo NOT NULL
Pro-Manage Apartment Management System – MIS6326 – Y. Ryu - Summer 2014 15 MAIN MENU AND DATA INPUT SCREEN FORMS Main Menu The main menu allows navigation to the Lease, Units, Suppliers, Residents, Employees, and Work Orders and to the Reports menu. Description of Buttons Units Button Navigate to Units Resident Details button Navigate to Resident Details Reports button Navigate to Reports Menu Lease Details button Navigate to Lease Details Suppliers button Navigate to Supplier Details Employees button Navigate to Employee Details WorkOrders button Navigate to WorkOrders
Pro-Manage Apartment Management System – MIS6326 – Y. Ryu - Summer 2014 16 Lease Details – from Main Menu This form gives details of all the leases and the associated Payment History related to particular lease Description of Buttons Units Button Navigate to Units Resident button Navigate to Resident Details New Lease button Make a New Lease Record Close button Exit
Pro-Manage Apartment Management System – MIS6326 – Y. Ryu - Summer 2014 17 Lease Details>>New Lease: By clicking on the New Lease button, the Property Management Team can add new leases. Navigation to the Unit or Resident forms is possible through the buttons at the top.
Pro-Manage Apartment Management System – MIS6326 – Y. Ryu - Summer 2014 18 Supplier>>from Main Menu: This form provides information of individual suppliers and the parts associated to them. The Payment Transactions related to each Supplier can also be viewed here. We can also navigate to the Supplier List and Orders through buttons at the top. Description of Buttons Add New Supplier Button To Add new supplier data to DB Supplier List button View complete list of Suppliers Order Order New Parts Close button Exit
Pro-Manage Apartment Management System – MIS6326 – Y. Ryu - Summer 2014 19 Add New Supplier Supplier List
Pro-Manage Apartment Management System – MIS6326 – Y. Ryu - Summer 2014 20 Submit new order By clicking on the Order button in the Supplier form, the Property Management Team can view all the Order placed to the individual Suppliers.
Pro-Manage Apartment Management System – MIS6326 – Y. Ryu - Summer 2014 21 Employee – from Main menu This form provides the information of individual Employee and the Work Orders associated with them. Description of Buttons Create Wororders Button To Create new Workorder WorkOrders button View complete list Workorders by an employee Close button Exit
Pro-Manage Apartment Management System – MIS6326 – Y. Ryu - Summer 2014 22 Employee Work Order This form provides you the Employee specific Work Order information.
Pro-Manage Apartment Management System – MIS6326 – Y. Ryu - Summer 2014 23 Units >> from Main Menu – This form will give the detailed information of all the units along with the details of the current residents. Description of Buttons Vacant Units List of vacant Units Expiring Leases List of Expiring Leases
Pro-Manage Apartment Management System – MIS6326 – Y. Ryu - Summer 2014 24 Vacant Units List of Vacant Units Expiring Leases List of leases about to expire in next 75 days.
Pro-Manage Apartment Management System – MIS6326 – Y. Ryu - Summer 2014 25 Resident Details >> from main menu This form provides detailed information of the residents of University Village Apartments. Both current and past residents can be viewed in the resident details form. Description of Buttons Add New Resident Button To add new customer Lease Details button Navigate to lease details Close button Exit
Pro-Manage Apartment Management System – MIS6326 – Y. Ryu - Summer 2014 26 Add new resident This form allows the Property Management Team to add new residents by clicking on the ’Add New Resident’ button in the Resident Details page.
Pro-Manage Apartment Management System – MIS6326 – Y. Ryu - Summer 2014 27 Work order – from main menu This form provides detailed information of all the work orders. Description of Buttons Create New WorkOrder Button To create new Workorder Employees button To Employee Details
Pro-Manage Apartment Management System – MIS6326 – Y. Ryu - Summer 2014 28 Create new work order By clicking on the ‘Create New WorkOrder’ button, we can create new work orders.
Pro-Manage Apartment Management System – MIS6326 – Y. Ryu - Summer 2014 29 Reports>>From Main Menu List of various generated reports facilitates easy navigation to required report The description of various reports is in table below and Screenshots Follow Report Description Expiring Leases Report A report of all leases about to expire in next 75 days Employee Feedback Report Aggregated report of all employee feedbacks and rating Security Deposit Refund Letter A report needed to refund security deposit of a customer leaving apartment Payments by Lease Report Earnings from each lease (Total payments received) Supplier Transaction Report Transactions in $ with each supplier by parts WorkOrders by Year Report Maintenance requests raised during a year Suppliers History $ Amount transactions with supplier over a selected period Resident Contact Book A handy list of all resident contacts (Directory)
Pro-Manage Apartment Management System – MIS6326 – Y. Ryu - Summer 2014 30 Expiring Leases Report A report of all leases about to expire in next 75 days
Pro-Manage Apartment Management System – MIS6326 – Y. Ryu - Summer 2014 31 Employee Feedback by workorder Report: Aggregated report of all employee feedbacks and rating
Pro-Manage Apartment Management System – MIS6326 – Y. Ryu - Summer 2014 32 Security Deposit Refund Letter A report needed to refund security deposit of a customer leaving apartment
Pro-Manage Apartment Management System – MIS6326 – Y. Ryu - Summer 2014 33 Payments by Lease Report
Pro-Manage Apartment Management System – MIS6326 – Y. Ryu - Summer 2014 34 Supplier Transaction Report Transactions in $ with each supplier by parts
Pro-Manage Apartment Management System – MIS6326 – Y. Ryu - Summer 2014 35
Pro-Manage Apartment Management System – MIS6326 – Y. Ryu - Summer 2014 36 WorkOrders by Year Report Maintenance requests rose during a year
Pro-Manage Apartment Management System – MIS6326 – Y. Ryu - Summer 2014 37 Suppliers History $ Amount transactions with supplier over a selected period
Pro-Manage Apartment Management System – MIS6326 – Y. Ryu - Summer 2014 38 Resident Contact Book A handy directory of all customer contacts CONTRIBUTION PAGE
Pro-Manage Apartment Management System – MIS6326 – Y. Ryu - Summer 2014 39 Kyra Detwiler  Collected screenshots of menu, input and form screens, and reports, and provided descriptions of each.  Contributed to idea, provided feedback and collaborated on outline of ERD and database. Pragati Bora  Designed database in Access, created forms, reports, and menu screens.  Collaborated on outline of ERD and report. Priya Narayanan  Designed ERD and relational model schema.  Contributed to idea and collaborated on outline of database, ERD, and report. Peter Bellino  Wrote problem description, company outline, database scope, and compiled report.  Contributed to idea and collaborated on outline of database and ERD.

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Property management system database

  • 1.
    Pro-Manage Consulting Services ApartmentManagement Relational Database System MIS 6326 Summer 2014 Dr. Ryu Kyra Detwiler, Pragati Bora, Priya Narayanan, Peter Bellino
  • 2.
    Pro-Manage Apartment ManagementSystem – MIS6326 – Y. Ryu - Summer 2014 2 TABLE OF CONTENTS Page No. Content 02 Table of Contents 03 Problem Description 03 Problem Statement 03 Organizational Description 03 Company Overview 03 Client Overview 04 Employees 04 Units 04 Residents 05 Workorders 05 Suppliers 05 Leases 06 Scope of Database 06 Workorder 06 JobType 07 Units 07 Lease 07 Resident 08 Occupants 08 Lease_Payment 09 PaymentCategory 09 PaymentType 09 Supplier_Order 09 Supplier 10 Part 10 WorkOrder_Part 10 Emplolyee_WorkOrder 11 Employee 12 Entity Relationship Diagram 13 Relational Database Schema 15 Main Menu and Data Input Screen Forms 38 Contributions Page
  • 3.
    Pro-Manage Apartment ManagementSystem – MIS6326 – Y. Ryu - Summer 2014 3 PROBLEM DESCRIPTION Problem Statement Since 2008, there has been substantial growth in residential apartment and communal living properties, like dormitories, senior living centers, extended-stay residences, and others management properties. One of the largest challenges in maintaining operating as a landlord or property manager is balancing the various dynamics that occur daily regarding new residents, requests for repairs, and balancing payments and invoices. A professional system that integrates the important information like lease obligations, resident details, work requests, payments from tenants and to suppliers is a requirement in order to maintain the property, operate efficiently, and ensure resident’s satisfaction. Our company, Pro-Manage Consulting, Inc. has designed a system that can help a property manager maintain their community in a centralized system. Organizational Description Company Overview Pro-Manage Consulting, Inc. is a software development company that designs and implements management systems for single and multi-unit residential property management companies and was founded by four students at the University of Texas at Dallas. Client Overview In this example, the client, University Village Apartments, located on the campus of the University of Texas at Dallas has installed the Pro-Manage Apartment Management System. With this system, the property management team will be able to insert new resident information, create leases for apartments, accept payments for rent and track payments to suppliers.
  • 4.
    Pro-Manage Apartment ManagementSystem – MIS6326 – Y. Ryu - Summer 2014 4 Employees Although in a real-world application, all employees would need to be documented into the Pro-Manage system, in this example, we have used 4 employees as maintenance workers who help repair issues submitted on a customer’s workorder. Units In this example, University Village has 25 units, ranging in size square footage size, from 650 sqft. to 1090 sqft. and number of bedrooms and bathrooms, with between 1 and 2 bedrooms, and 1 or 2 bathrooms, depending on the unit size. Residents Although most apartment complexes would prefer to have a very high occupancy rate, due to operating without a comprehensive management system, University Village has suffered a significant move-out rate, resulting in only 20 residents currently holding leases within the complex. Workorders One of the advantages to tenants in an apartment is that they can call the apartment’s management office and place workorder requests with the staff of the apartment complex to have repairs made. One of the most important functions that this system performs is to allow the complex to track the status, estimated times to complete and estimated and actual costs related the requested task. Suppliers In order to resolve the workorders that might be placed with the apartment staff, the complex must have specific suppliers in order to provide the needed replacement items that meet their needs, either in quality, style, or cost, such as light bulbs or patches of carpet.
  • 5.
    Pro-Manage Apartment ManagementSystem – MIS6326 – Y. Ryu - Summer 2014 5 Leases The backbone of every residential community is effective management of leases, from keeping records on current contracts to knowing when new units might become available. The lease outlines the expectations of both the resident and the management company, including the agreed amount of rent due each month and security deposits paid. Effective reporting on the lease element of the apartment’s operations can spell the difference between successful management and a failing community.
  • 6.
    Pro-Manage Apartment ManagementSystem – MIS6326 – Y. Ryu - Summer 2014 6 SCOPE OF DATABASE WorkOrder This project began as a focus on how to manage workorder requests from tenants in a managed property, however as we continued to develop this application, we found that there were many more items that were critical to the operations of a property management service, and expanded our scope to include these items. However, WorkOrder was the foundation around which this project was developed. This table tracks each work order request through a WorkOrderID, which is the primary key. The UnitNo is a foreign key from the Units table, as each workorder must have a Unit number attached to it. Next the WOType is based on the JobType coming from the JobType table. WODate accepts a date that the work order was created, so that a starting point can be determined when the issue was reported. Priority is an descriptor ranging from “Low, Medium, High, Urgent”. ProblemDescription is a field that permits a note that provides more specific details about the problem. CompletionDate identifies the date that the workorder was completed. StartDate is the date that the actual work started on the issue, different from the WODate as there may be a delay between when the workorder was submitted and the activity actually began. Finally, PermissionToEnter is an attribute that identifies whether the apartment’s employees may enter the premise to complete the workorder without the presence of the tenant. If a tenant does not give permission, appointment details are noted in the ProblemDescription field so that the task may be completed in a timely manner to the tenant’s satisfaction. Job Type This table contains a two attributes, JobType.as the primary key, and Estimated Hours as an attribute. The JobType is an item like “Change Light bulb” and has an expected amount of time that would be required to complete the associated task, such as “5 minutes.” This permits the property manager to know how much time each workorder might take.
  • 7.
    Pro-Manage Apartment ManagementSystem – MIS6326 – Y. Ryu - Summer 2014 7 Units The Units table is built around UnitNo as the primary key, as each apartment complex may only have a single location labeled as “Unit #A1” for example. In this table, attributes like Area_SqFt, Bedroom, Bathroom, and Garage indicate the unit size (in square footage), number of bedroom, number of bathrooms, and presence of an attached garage, respectively. Also, a Notes field is present to allow any special notes about the specific unit to be documented, such as a sunroom or patio. Lease As this project has developed, the Lease table has become critical to the overall success of this project. This table uses a unique “LeaseID” as the primary key to track each individual lease maintained within the community. The ResidentID and UnitNo are foreign keys from the Resident and Unit tables respectively, outlining who is associated with the lease and which unit it is applicable to. Other details, such as LeaseDate, LeaseStartDate, and LeaseEndDate may be documented to show when the lease was drafted and the effective start and end dates. The LeaseTerm attribute provides the expected duration of the lease and is present because some leases may need to be terminated early due to unforeseen circumstances between either the tenant or property. MonthlyRent, SecurityDeposit, and PetDeposit are all attributes that are available to indicate what the agreed monthly rent will be, as well as the presence of any deposits, either for security towards potential damages, or for pets, and the expected costs associated with turning over a unit to prepare for new tenants. Resident As foreign key to the Lease table, the ResidentID is the primary key of the Resident table. This item identifies each resident that is listed on the lease. However this is slightly different from an occupant. The Resident is the primary individual on the lease, with others listed in a subordinate position to the resident. This table provides information captured from the Occupants table about the Resident, including the name through the ResidentFirstName and ResidentLastName fields, contact information through the ResidentEmailAddress,
  • 8.
    Pro-Manage Apartment ManagementSystem – MIS6326 – Y. Ryu - Summer 2014 8 ResidentMobileNumber and ResidentHomeNumber. The Attachment field on the Resident table permits the presence of a photograph, scanned image of a state- issued ID, or other image to be included in the resident’s record. Finally a Notes field is provided so that any additional details maybe documented about the specific resident and their group. Occupants The Occupants table uses a primary key developed from both a unique ResID and a unique MemberNo. The ResID, which provides the primary key for the Resident table, is used to identify a group of residents that might be within a unit. The MemberNo is used to identify the individual occupants that might be residing within a residence. Only basic name information is needed, captured through the OccupantFirstName and OccupantLastName fields. This table is used to capture information about all persons residing within the community, including those that might not be signors of the lease, such as a minor child, or that might be in a subordinate position on the lease, such as a spouse or roommate. Each group of residents will have a unique ResID, such as 005, and then a MemberID based on their position on the lease, with the primary Resident having the “01” identifier, and others having a subsequent number based on their position, such as “02”, “03”, “04”, and so on. Lease_Payment In order for a managed property to remain financially viable, it must track every dollar that is owed to it through it’s lease agreements. The Lease_Payment table tracks each payment made with a unique PaymentID, which serves as the primary key for this table. Each payment made will be attributed to a specific LeaseID from the Lease table, and is used to match the payment to the appropriate payee and lease. Other details, including payment type and payment category are foreign keys, and used to correctly match each payment to the charge needing remuneration. Other fields included are PaymentDate, PaymentAmount, ReferenceNo, and PaymentDueDate provide additional details that are captured referencing the Payment Date, amount paid, transaction reference number (such as through a credit card transaction), and due date for payment respectively.
  • 9.
    Pro-Manage Apartment ManagementSystem – MIS6326 – Y. Ryu - Summer 2014 9 PaymentCategory This table outlines different types of payments to be made, such as “Rent”, “Utilities”, or “Fees”, such as for a late rental payment or as a processing fee for running background applications on new residents. The PaymentCatID is the primary key and is used to identify a specific category of payment to be made. The PaymentCategory is a textual description s that identifies the payment category with more details than just a identifying number. PaymentType This table uses a PaymentTypeID as the primary key to differentiate between different payment types, which are defined in a text format through the PaymentType field. This can include types of payment like cash, check, Visa, MasterCard, or others. Supplier_Order The Supplier_Order table is used to track order requests to suppliers for various parts , or other consumables. Using a primary key of OrderID to track each order through a unique and ascending order number, this table also tracks the part numbers ordered, using PartNo as a foreign key from the Part table and a SupplierNo, which is used to identify approved suppliers, the list of which is contained on the Supplier table. Other details of this item include a payment type, gleaned from the aforementioned PaymentType table, and transaction date and amount, documented in the TransactionDate and TransactionAmount fields correspondingly. Supplier The primary key of the Supplier table is the SupplierNo field, which identifies each approved supplier through a unique number. Additional information is captured about each supplier, including the name of the supplier, their address, including street, city, state, and zip code information, and their contact phone number. This information is contained in the SupplierName, SupplierStreet, SupplierCity, SupplierState, SupplierZip, and SupplierPhoneNumber fields individually.
  • 10.
    Pro-Manage Apartment ManagementSystem – MIS6326 – Y. Ryu - Summer 2014 10 Part In order to keep track of what specific parts are used throughout the property, the Part table allows the management company to maintain an ongoing inventory and ensure that they order the correct replacement items, such as the correct style and color of carpet for replacements, or the correct type of light bulb for specialty fixtures throughout the complex. Using a unique part number to identify each specific part, other details are also captured such as the part name (held in the PartName field), the description of the part (PartDescription), the Unit Price for the part (UnitPrice) and quantity available in inventory (QuantityAvailable). If the quantity of a part is less than that which is required, a Supplier Order can be placed with the specific supplier to reorder more units of a specific item. WorkOrder_Part Coming back to the work order management function of this application, the WorkOrder_Part table is designed to allow the management company to track required amount of parts needed on a specific workorder. Using PartNo from the Part table and WorkOrderID from the WorkOrder table as primary and foreign keys, this table aids in ensuring that the required parts are accounted for prior to starting on a workorder, with the hopes of avoiding delays in resolving the workorder due to needing to order additional parts after the work has begun. Employee_WorkOrder The workorder submitted by tenants must be completed by apartment property employees. In order to track employees and the jobs that they have worked, the Employee_WorkOrder table is needed to identify the employee that worked on a project, the specific project that they worked on, and other pertinent details, such as the actual hours worked on a task, the status of the workorder, the completion date of the item, as well as resident feedback about the task and an overall rating between “1” to “5” with a score of “5” being very good. This table uses the EmployeeID from the Employee table and the WorkOrderID from the WorkOrder table as primary keys to track the details of each completed work request.
  • 11.
    Pro-Manage Apartment ManagementSystem – MIS6326 – Y. Ryu - Summer 2014 11 Employee The final table that we created for this project at this time is the Employee table to identify the numerous employees that work for the property. Each employee is provided an Employee ID which serves as the primary key of this table in the EmployeeID field. Other details are documented about the employee as well, including their job title (EmpJobTitle), their name (EmpFirstName and EmpLastName), their home address (EmpStreet, EmpCity, EmpState, EmpZipCode), and contact information (EmpPhoneNumber).
  • 12.
    Pro-Manage Apartment ManagementSystem – MIS6326 – Y. Ryu - Summer 2014 12 ENTITY RELATIONSHIP DIAGRAM
  • 13.
    Pro-Manage Apartment ManagementSystem – MIS6326 – Y. Ryu - Summer 2014 13 RELATIONAL DATABASE SCHEMA Unit (UnitNo, Area_Sqft, Bedroom, Garage, Notes, Photographs) Resident (Res_ID, ResFirstName, ResLastName, ResEmailAddress, ResHomePhone, ResMobilePhone, Attachment, Notes) Resident.ResFirstName NOT NULL Resident.ResLastName NOT NULL Occupant (Res_ID, Member_No, Occupant_FirstName, Occupant_LastName) Occupant.Res_ID references Resident.Res_ID Lease (Lease_ID, Res_ID, UnitNo, LeaseDate, LeaseStartDate, LeaseEndDate, LeaseTerm, MonthlyRent, SecurityDeposit, PetDeposit) Lease.Res_ID references Resident.Res_ID Lease.UnitNo references Unit.UnitNo Lease.UnitNo NOT NULL Lease.Res_ID NOT NULL PaymentType (PaymentType_ID, PaymentType) PaymentType.PaymentType NOT NULL PaymentCategory (PaymentCatID, PaymentCategory) PaymentCategory.PaymentCategory NOT NULL LeasePayment (LeasePaymentID, LeaseID, PaymentType, PaymentCategory, PaymentDate, PaymentDueDate, PaymentAmount, ReferenceNo) LeasePayment.LeaseID references Lease.LeaseID LeasePayment.PaymentType references PaymentType.PaymentType_ID LeasePayment.PaymentCategory references PaymentCategory.PaymentCatID LeasePayment.LeaseID NOT NULL
  • 14.
    Pro-Manage Apartment ManagementSystem – MIS6326 – Y. Ryu - Summer 2014 14 JobType (JobType, EstimatedHours) JobType.EstimatedHours NOT NULL WorkOrder (WorkOrderID, UnitNo, WOType, WODate, Priority, ProblemDescription, CompletionDate, StartDate, PermissionToEnter) WorkOrder.UnitNo references Unit.UnitNo WorkOrder.WOType references JobType.JobType WorkOrder.UnitNo NOT NULL Employee (Employee_ID, EmpJobTitle, EmpFirstName, EmpLastName, EmpStreet, EmpCity, EmpState, EmpZipCode, EmpPhoneNumber) Employee.EmpFirstName NOT NULL Employee.EmpLastName NOT NULL Employee_WorkOrder (EmployeeID, WorkOrderID, Actual Hours, Status, CompletionDate, ResidentFeedback, Rating) Employee_WorkOrder.EmployeeID references Employee.Employee_ID Employee_WorkOrder.WorkOrderID references WorkOrder.WorkOrderID Part (PartNo, PartName, PartDescription, UnitPrice, QuantityAvailable) WorkOrder_Part (PartNo, WorkOrderID, Quantity) Supplier (SupplierNo, SupplierName, SupplierStreet, SupplierCity, SupplierState, SupplierZip, SupplierPhoneNumber) Supplier_Order (OrderID, PartNo, SupplierNo, PaymentTypeID, TransactionDate, TransactionAmount) Supplier_Order.PartNo references Part.PartNo Supplier_Order.SupplierNo references Supplier.SupplierNo Supplier_OrderPaymentTypeID references PaymentType.PaymentTypeID Supplier_Order.PartNo NOT NULL Supplier_Order.SupplierNo NOT NULL
  • 15.
    Pro-Manage Apartment ManagementSystem – MIS6326 – Y. Ryu - Summer 2014 15 MAIN MENU AND DATA INPUT SCREEN FORMS Main Menu The main menu allows navigation to the Lease, Units, Suppliers, Residents, Employees, and Work Orders and to the Reports menu. Description of Buttons Units Button Navigate to Units Resident Details button Navigate to Resident Details Reports button Navigate to Reports Menu Lease Details button Navigate to Lease Details Suppliers button Navigate to Supplier Details Employees button Navigate to Employee Details WorkOrders button Navigate to WorkOrders
  • 16.
    Pro-Manage Apartment ManagementSystem – MIS6326 – Y. Ryu - Summer 2014 16 Lease Details – from Main Menu This form gives details of all the leases and the associated Payment History related to particular lease Description of Buttons Units Button Navigate to Units Resident button Navigate to Resident Details New Lease button Make a New Lease Record Close button Exit
  • 17.
    Pro-Manage Apartment ManagementSystem – MIS6326 – Y. Ryu - Summer 2014 17 Lease Details>>New Lease: By clicking on the New Lease button, the Property Management Team can add new leases. Navigation to the Unit or Resident forms is possible through the buttons at the top.
  • 18.
    Pro-Manage Apartment ManagementSystem – MIS6326 – Y. Ryu - Summer 2014 18 Supplier>>from Main Menu: This form provides information of individual suppliers and the parts associated to them. The Payment Transactions related to each Supplier can also be viewed here. We can also navigate to the Supplier List and Orders through buttons at the top. Description of Buttons Add New Supplier Button To Add new supplier data to DB Supplier List button View complete list of Suppliers Order Order New Parts Close button Exit
  • 19.
    Pro-Manage Apartment ManagementSystem – MIS6326 – Y. Ryu - Summer 2014 19 Add New Supplier Supplier List
  • 20.
    Pro-Manage Apartment ManagementSystem – MIS6326 – Y. Ryu - Summer 2014 20 Submit new order By clicking on the Order button in the Supplier form, the Property Management Team can view all the Order placed to the individual Suppliers.
  • 21.
    Pro-Manage Apartment ManagementSystem – MIS6326 – Y. Ryu - Summer 2014 21 Employee – from Main menu This form provides the information of individual Employee and the Work Orders associated with them. Description of Buttons Create Wororders Button To Create new Workorder WorkOrders button View complete list Workorders by an employee Close button Exit
  • 22.
    Pro-Manage Apartment ManagementSystem – MIS6326 – Y. Ryu - Summer 2014 22 Employee Work Order This form provides you the Employee specific Work Order information.
  • 23.
    Pro-Manage Apartment ManagementSystem – MIS6326 – Y. Ryu - Summer 2014 23 Units >> from Main Menu – This form will give the detailed information of all the units along with the details of the current residents. Description of Buttons Vacant Units List of vacant Units Expiring Leases List of Expiring Leases
  • 24.
    Pro-Manage Apartment ManagementSystem – MIS6326 – Y. Ryu - Summer 2014 24 Vacant Units List of Vacant Units Expiring Leases List of leases about to expire in next 75 days.
  • 25.
    Pro-Manage Apartment ManagementSystem – MIS6326 – Y. Ryu - Summer 2014 25 Resident Details >> from main menu This form provides detailed information of the residents of University Village Apartments. Both current and past residents can be viewed in the resident details form. Description of Buttons Add New Resident Button To add new customer Lease Details button Navigate to lease details Close button Exit
  • 26.
    Pro-Manage Apartment ManagementSystem – MIS6326 – Y. Ryu - Summer 2014 26 Add new resident This form allows the Property Management Team to add new residents by clicking on the ’Add New Resident’ button in the Resident Details page.
  • 27.
    Pro-Manage Apartment ManagementSystem – MIS6326 – Y. Ryu - Summer 2014 27 Work order – from main menu This form provides detailed information of all the work orders. Description of Buttons Create New WorkOrder Button To create new Workorder Employees button To Employee Details
  • 28.
    Pro-Manage Apartment ManagementSystem – MIS6326 – Y. Ryu - Summer 2014 28 Create new work order By clicking on the ‘Create New WorkOrder’ button, we can create new work orders.
  • 29.
    Pro-Manage Apartment ManagementSystem – MIS6326 – Y. Ryu - Summer 2014 29 Reports>>From Main Menu List of various generated reports facilitates easy navigation to required report The description of various reports is in table below and Screenshots Follow Report Description Expiring Leases Report A report of all leases about to expire in next 75 days Employee Feedback Report Aggregated report of all employee feedbacks and rating Security Deposit Refund Letter A report needed to refund security deposit of a customer leaving apartment Payments by Lease Report Earnings from each lease (Total payments received) Supplier Transaction Report Transactions in $ with each supplier by parts WorkOrders by Year Report Maintenance requests raised during a year Suppliers History $ Amount transactions with supplier over a selected period Resident Contact Book A handy list of all resident contacts (Directory)
  • 30.
    Pro-Manage Apartment ManagementSystem – MIS6326 – Y. Ryu - Summer 2014 30 Expiring Leases Report A report of all leases about to expire in next 75 days
  • 31.
    Pro-Manage Apartment ManagementSystem – MIS6326 – Y. Ryu - Summer 2014 31 Employee Feedback by workorder Report: Aggregated report of all employee feedbacks and rating
  • 32.
    Pro-Manage Apartment ManagementSystem – MIS6326 – Y. Ryu - Summer 2014 32 Security Deposit Refund Letter A report needed to refund security deposit of a customer leaving apartment
  • 33.
    Pro-Manage Apartment ManagementSystem – MIS6326 – Y. Ryu - Summer 2014 33 Payments by Lease Report
  • 34.
    Pro-Manage Apartment ManagementSystem – MIS6326 – Y. Ryu - Summer 2014 34 Supplier Transaction Report Transactions in $ with each supplier by parts
  • 35.
    Pro-Manage Apartment ManagementSystem – MIS6326 – Y. Ryu - Summer 2014 35
  • 36.
    Pro-Manage Apartment ManagementSystem – MIS6326 – Y. Ryu - Summer 2014 36 WorkOrders by Year Report Maintenance requests rose during a year
  • 37.
    Pro-Manage Apartment ManagementSystem – MIS6326 – Y. Ryu - Summer 2014 37 Suppliers History $ Amount transactions with supplier over a selected period
  • 38.
    Pro-Manage Apartment ManagementSystem – MIS6326 – Y. Ryu - Summer 2014 38 Resident Contact Book A handy directory of all customer contacts CONTRIBUTION PAGE
  • 39.
    Pro-Manage Apartment ManagementSystem – MIS6326 – Y. Ryu - Summer 2014 39 Kyra Detwiler  Collected screenshots of menu, input and form screens, and reports, and provided descriptions of each.  Contributed to idea, provided feedback and collaborated on outline of ERD and database. Pragati Bora  Designed database in Access, created forms, reports, and menu screens.  Collaborated on outline of ERD and report. Priya Narayanan  Designed ERD and relational model schema.  Contributed to idea and collaborated on outline of database, ERD, and report. Peter Bellino  Wrote problem description, company outline, database scope, and compiled report.  Contributed to idea and collaborated on outline of database and ERD.