Cover title

Table of Contents

1. Introduction
a. Purpose
b. System Overview
c. Scope and Limitations of the system
d. System Requirements
2. System Flowchart
3. Database Design (ERD)
4. Data Dictionary
5. User operation
a. Access Control
b. Step by step Instructions for using the system
6. Conclusion
a. Summary of the Document
b. Acknowledgement
7. Development Stolen shots while working on the system.
8. Learning and insights
9. Authors Profile
System Development Documentation
System Name:
Version 01.24 Month Year

Sia, Joshua
PC3180 - Database Management System
 Cebu Technological University Barili Campus

1 Introduction

1. 1 Purpose

An apartment management system serves as a comprehensive and

efficient solution for overseeing the day-to-day operations and activities within
apartment buildings that consist of more than 30 rooms. The primary purpose of
such a system is to streamline and automate various management tasks,
enhancing overall efficiency and resident satisfaction. One key aspect involves
financial management, where the system facilitates rent collection and expense
tracking.
Additionally, the system typically includes features allowing for easy
tracking of lease tenant payments, new tenants, and tenant details. Maintenance
and service requests can be efficiently managed through the system, ensuring
timely resolution of issues and effective communication between residents and
management.
Moreover, an apartment management system often includes
communication tools, that can add and delete tenants easily and fostering a
sense of community among residents. Security is another critical aspect, with the
system helping to monitor access control, visitor logs, and overall building
security. Ultimately, the purpose of an apartment management system is to
create a well-managed living environment, while optimizing the operational
aspects of property management.
 1. 2 System Overview

The goals and objectives of an Apartment Management System

developed using the Java programming language. Its primary goal is to efficiently
handle various administrative tasks, including tenant management, rent
collection, lease tracking. By centralizing information pertaining to tenants,
apartments, leases. The system aims to provide property managers and
landlords with a comprehensive platform for overseeing their properties.
Accessibility is a key objective, ensuring that property managers, landlords can
access the system from anywhere, facilitating seamless communication and
collaboration. Automation features enable the system to handle routine tasks
such as tracking payments and lease tracking. The system also supports
financial management by generating reports on rental income, expenses, and
overdue payments.
1. 3 Scope and Limitation of the system

The scope of an apartment report system is extensive, encompassing a

range of functionalities designed to streamline and optimize various aspects of
property management. the apartment report system contributes to effective lease
management, allowing property managers to track lease agreements, monitor
lease expirations, and manage tenant turnover efficiently. Maintenance
management is also within the system's scope, enabling the tracking of
maintenance requests, scheduling repairs, and ensuring timely resolution of
issues.

Apartment report system offers numerous benefits, it also comes with

certain limitations. Another challenge lies in the initial learning associated with
adopting a new system. Property managers and staff may require training to
familiarize themselves with the software, and transitioning from manual
processes to an automated system might pose temporary challenges.
Encouraging tenant adoption of the new payment system may prove challenging,
as for tenants to switch to online payment methods could hinder the system's
overall effectiveness. Property managers need to carefully weigh these
limitations against the system's benefits when implementing and managing an
apartment report system.

1. 4 System Requirements

Client Devices:

-CPU: Intel Core i3 or above

RAM: 4GB or more

 Storage: HDD/SSD at least 100GB free space

2. System Flowchart

In this section you can see system flowchart above and it shows how

this system works, and how data flows through the system.
Database Design (ERD)

ERD(ENTITY-RELATIONSHIP DIAGRAM, is a representation of

relationship entities in database, it represents the connections between entities in

a database. ERD identifies relationship and dependencies between entities.

4 Data Dictionary
5 User Operation
5. 1 Access Control
The decision to grant access to the Apartment Management System is
only for apartment manager and caretaker they are likely rooted in the need for
centralized control and accountability of the system.

5.2 Step by Step Instruction

Step 1 – Log in admin

-Only the admin can log-in

to this system

-Tenant account will be

included in future
Step 2 - Tenant
enhancement
Management panel

Admin can add, delete and

view
Step3rooms
- Rent Collection
panel

-This section displays to be

collected rents
Step4
-If - Payment
the rent history
is collected the
panel
data displayed would be
removed.
-This section Display the
payment history of the
tenant
Step5 - Expiry report panel

-Display the tenant lease

end

-Set date reminders a day

before lease end.

-The admin can update the

notification status if the
tenant was already
informed.

Step6 - Rent collected panel

-All rent collected will be

displayed to this section.

Step7 - Credential panel

-Allows admin to change his

or her credentials.
 Step 8 - Payment panel

-Transactions will be
made on this section,
either Gcash, Maya or
CASH

Step9 – log-out system.

6 Conclusion
6. 1 Summary

This document shows the purpose of our system and also shows the
general idea regarding the system we made. Additionally, this document also
shows the scope and limitations of what and only what our system can do, and it
also shows the necessary requirements to use this system.

6. 1 Acknowledgements

Extending the sincere gratitude and appreciation to the system developer

who have been the driving force behind the systems success. Our unwavering
commitment, dedication, and tireless efforts have played a pivotal role in making
the system possible.
As we reflect on our achievements, it is with heartfelt appreciation that we
recognize the invaluable contributions of each developer. Our commitment to
excellence and collaborative spirit has created an environment where ideas
flourish, and goals are not only met but exceeded.
7 Stolen shots while working on the system.
8 Learning and Insights
Learning Java, a versatile and widely-used programming language,
provides me as developer with a foundation on how to build a system application.
Java stands out for its strong support and adaptability. Security features,
enhance the language's reliability and efficiency. Moreover, Java's rich standard
library simplifies common tasks, empowered me as developer to create scalable
and maintainable software solutions.
9 Author’s Profile
Attached the authors curriculum vitae.

CURRICULUM VITAE

PERSONAL INFORMATION
Name : Joshua Q. Sia
Date of Birth : April 25, 2003
Place of Birth : Cebu City
Nationality : Filipino
Religion : Roman Catholic
Civil Status : Single
 Age : 20
Gender : Male
Height : 5’5
Weight : 60
Blood Type : A+
Permanent Address : Guadalupe Carcar City Cebu
Mobile Number : 09603566544
Email Address : siajoshua042503@gmail.com

FAMILY BACKGROUND
Father’s Name : Corsina P. Sia
Mother’s Name : Antonio M. Sia

EDUCATIONAL / ACADEMIC BACKGROUND

Level Name of School Year Graduated

College : Bachelor of Science in Present

Information Technology
Cebu Technological
University – Barili Campus

Senior High : Carcar Academy

Technical school Inc. 2020

Junior High : Hunob National Highschool 2018

Elementary : Hunob National Highschool 2012

SKILLS

 Skill # 1 PROGRAMMING
 Skill # 2 WEB DEVELOPER