Pro-Manage Consulting Services
Apartment Management Relational Database System
MIS 6326
Summer 2014
Dr. Ryu
Kyra Detwiler, Pragati Bora, Priya Narayanan, Peter Bellino
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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
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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.
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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.
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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.
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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.
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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,
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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.
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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.
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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.
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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).
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ENTITY RELATIONSHIP DIAGRAM
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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
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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
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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
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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
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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.
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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
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Add New Supplier
Supplier List
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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.
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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
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Employee Work Order
This form provides you the Employee specific Work Order information.
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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
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Vacant Units
List of Vacant Units
Expiring Leases
List of leases about to expire in next 75 days.
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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
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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.
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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
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Create new work order
By clicking on the ‘Create New WorkOrder’ button, we can create new work
orders.
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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)
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Expiring Leases Report
A report of all leases about to expire in next 75 days
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Employee Feedback by workorder Report:
Aggregated report of all employee feedbacks and rating
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Security Deposit Refund Letter
A report needed to refund security deposit of a customer leaving apartment
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Supplier Transaction Report
Transactions in $ with each supplier by parts
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WorkOrders by Year Report
Maintenance requests rose during a year
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Suppliers History
$ Amount transactions with supplier over a selected period
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Resident Contact Book
A handy directory of all customer contacts
CONTRIBUTION PAGE
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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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