A PROPERTY MANAGEMENT SYSTEM.

CASE STUDY: ROYAL COMPLEX STRUCTURE-KAMPALA.

A Project Proposal S!"#tte$ to t%e Depart"e&t o' (&'or"at#o&
Tec%&olo)* #& Part#al +l'#ll"e&t o' t%e Re,#re"e&t 'or t%e A-ar$
o' DIPROMA OF(&'or"at#o& Tec%&olo)*
+e!rar* ./01
SECT(ON ONE 0 - 222222.
0./ (&tro$ct#o&.
.Property Management System (PMS) will be developed to manage two rental business areas
namely tenant rental aounts and rental spae. !"e pro#et $alls in t"e domain o$ database
in$ormation systems.
La$o& a&$ La$o& 3.//45 de$ines an in$ormation system (IS) as %a set o$ interrelated
omponents t"at ollet (or retrieve)& proess& store and distribute in$ormation to support
deision ma'ing in an organi(ation). It is also de$ined as %any organi(ed ombination o$ people&
"ardware& so$tware& ommuniations networ's and data resoures t"at ollets& trans$orms and
disseminates in$ormation in an organi(ation)3O67r#e&8 .//158 (Terr* Lce* .//9) observes t"at
in$ormation system (IS) is %any system t"at is able to onvert data $rom internal or e*ternal
soures into in$ormation and to ommuniate t"at in$ormation in an appropriate $orm to
managers at all levels in all $untions to enable t"em to ma'e timely and e$$iient deisions $or
planning& direting and ontrolling t"e ativities $or w"i" t"ey are responsible
!"e Property management system will ollet& proess& store& distribute and ommuniate t"e
in$ormation onerning rental spae and tenant rental aounts to t"e managers and owners o$
Royal +omple*. In addition It will "ave t"e ability to generate invoies . to prompt payment $or
rent. In addition it will "ave t"e $eatures $or retrieving and seleting in$ormation& t"ere$ore t"e
system will $all under Database In$ormation System (DIS)
Terr* Lce*8 .//9 identi$ies si* ma#or types o$ in$ormation systems in ontemporary
organi(ations. Operational,level systems are transation proessing systems (!PS)& su" as
payroll or order proessing& t"at tra' t"e $low o$ t"e daily routine transations t"at are neessary
to ondut business. -nowledge,level systems support lerial& managerial& and pro$essional
wor'ers. !"ey onsist o$ o$$ie systems $or inreasing data wor'ers. produtivity and 'nowledge
wor' systems $or en"aning 'nowledge wor'ers. produtivity. Management,level systems (MIS
and DSS) provide t"e management ontrol level wit" in$ormation $or monitoring& ontrolling&
and deision,ma'ing. Deision,support systems (DSS) support management deisions w"en
t"ese deisions are uni/ue& rapidly "anging& and not spei$ied easily in advane. !"ey "ave
more advaned analytial models and data analysis apabilities t"an MIS and o$ten draw on
in$ormation $rom e*ternal as well as internal soures. 0*eutive support systems (0SS) support
t"e strategi level by providing a generali(ed omputing and ommuniations environment to
assist senior management.s deision ma'ing. !"ey "ave limited analytial apabilities but an
draw on sop"istiated grap"is so$tware and many soures o$ internal and e*ternal in$ormation.
Database In$ormation System (DIS) under w"i" Property management system $alls is one su"
system.
1.1 Background
1od$rey -irumira -alule,group (1--) is a real estate $irm wit" various ompanies among
w"i" inlude Royal +omple* Arade (R+A) w"i" is going to be addressed by t"is pro#et.
R+A is a building struture wit" 23 rooms o$ di$$erent 444. .. w"i" are rented out to various
tenants& operating diverse businesses. 5ew ustomers sign ontrat $orms w"i" inlude all t"eir
details and also spell out t"eir obligations. !"e assistant manager w"o doubles as t"e as"ier
'eeps t"e reords o$ t"e tenants in a ledger w"i" inlude t"eir names& room number& date&
amount o$ money paid and t"e outstanding balane on 4& w"ile t"e aountant6auditor aptures
t"ese details on a omputer in $orm o$ a spread s"eet. On payment t"e assistant manager6as"ier
issues a reeipt to t"e tenant and reords t"e transation against t"e lient in t"e ledger. !"e
money is t"en ban'ed and t"e ban' slips given to t"e aount6auditor& w"o in turn generates a
report in $orm a word doument indiating t"e $inanial status o$ ea" tenant& alled debtors.
!"is 'ind o$ transation is done every two wee's. .
0.. Pro!le" State"e&t.
1-- is $aed wit" delays in t"e proessing and dissemination o$ in$ormation related to rental
spae and tenant aounts w"i" lead to $inanial losses. !"e manual and eletroni spread
s"eets t"at are used to proess and store rental data "ave proved not to be e$$etive and e$$iient.
!"ere$ore t"ere is a need to develop a system t"at will improve t"e e$$iieny and e$$etiveness
o$ proessing and storing managing bot" tenant rental transations and rental aounts and rental
spae..
0.1 Ma#& O!ject#:e
!"e main ob#etive o$ t"e pro#et is to improve business proesses by reduing t"e time re/uired
to proess& store and retrieve data t"ereby minimi(ing $inanial losses t"at result $rom untimely
and inaurate reports and related douments.
0.4 Spec#'#c O!ject#:es.
3#5 !o review t"e e*isting system.
3##5 !o design a new omputer based system.
3###5 !o implement t"e new system.
3#:5 !o test t"e new system.
0.9 Scope.
!"is pro#et !"e new system will be limited $untionalities $or to managing ustomer rental
aounts and rental spae. !"e new system It will apture tenant details in relation to t"e spae
t"ey rent and will be able to $urnis" any tenant transation.
0.; <st#'#cat#o&.
!"e delays in t"e proessing and dissemination o$ in$ormation related to rental spae and tenant
aounts w"i" lead to $inanial losses. !"ere$ore t"ere is a need to develop a system t"at will
improve t"e e$$iieny and e$$etiveness o$ proessing& storing and monitoring bot" tenant rental
transations and rental aounts.
0.= S#)&#'#ca&ce
!"e property management system will improve on ustomer servies by availing t"em wit"
timely and aurate reords. It will be able keep all the necessaryin$ormation rig"t $rom t"e
point o$ issuing invoies& to t"e point w"en reports are generated !"is in$ormation will easily be
aessed or retrieved by t"e wor'ers in t"e o$$ie. It will "elp to minimi(e on misplaement o$
in$ormation a$ter it is passed over to ot"er o$$ies. In$ormation seurity will also be ensured sine
it is only t"ose t"at are aut"ori(ed to "ave aess to t"e system t"at will be able to aess and
retrieve in$ormation $rom it& and will redue on $inanial losses.
!"is system will also save t"e time t"at is ta'en to loo' t"roug" doument sear"ing $or an
individual7s $ile. It is #ust someone7s uni/ue number t"at will be logged into t"e system and all
t"eir in$ormation will be displayed. It will also ease t"e wor'er7s wor' load sine it #ust at a
mouse li' t"at everyt"ing will be displayed.
!"is system will e*pose t"e wor'ers mostly t"ose t"at are going to use it to new 'nowledge o$
in$ormation te"nology. Many wor'ers will be able to learn and 'now about t"e new te"nology
t"at is being invented and "ope$ully t"eir minds will start being te"nology oriented and "ene
installation o$ ot"er new and moderni(ed te"nologies leading to improvement in t"e standards
o$ wor'ing.
A$ter t"is is aomplis"ed and everyt"ing is implemented& management board an also e*tend
t"is 'nowledge to ot"er rental business strutures o$ t"e 1--,1roup so t"at t"ey an also
simpli$y t"eir wor' load by importing or installing su" modern te"nology into t"eir
departments.
Re'ere&ce ..
8. O7 9rien& (:33;). Introdution to In$ormation Systems (<t" ed.).
:. =audon& -. >=audon& ?. (:33@). Management In$ormation SystemsA Managing t"e Digital Firm
(Bt" ed.).
;. !erry =uey& (:33<). Management In$ormation System. (B
t"
ed.).