Wild Wood Apartments needs a database that is more efficient in its reporting of leasing, maintenance, and repairs from individual apartment managers to the central headquarters for review and approval. This database needs to be easy to use and accessible for apartment managers and have two basic sections, based on leasing and maintenance needs. Apartment managers can then input all requests, reports, and financial data into the system as it occurs, rather than filing monthly reports.
Issues with Current System
The current system has a number of issues. First and foremost, it requires individual apartment managers to manually fill out forms quarterly that includes any new or changes to rentals in his or her building, as well as reports regarding repairs and maintenance. This means that money spent on maintenance is not repaid until the end of the quarter, which can be frustrating for managers. Moreover, the forms are bulky and difficult to fill out for each and every incident at the end of the quarter. The database will increase the efficiency by storing certain apartment and leasing information, making it easier for managers to pull up what is already stored and then adding information as it occurs, rather than waiting till the end of the quarter to be bogged down by paperwork. The database will also help streamline the process so that individual managers are not overwhelmed with making decisions about certain events, as they are immediately uploaded to the headquarters for review.
Database Requirements for Stakeholders
The first group of stakeholders is the apartment managers. These are the individuals that hold the responsibility of making the reports quarterly and dealing with the tenants on a daily basis. Managers will need an easy to use spreadsheet system that can store rental and unit information, so that information on certain units can easily be pulled up without the manager having to re-input information...
Moreover, they will need a database that is easily accessible using a broadband internet connection, so that they can add notes and other information while they are on location at certain units using their smart phone or tablet. This will help reduce confusion and make sure that all information that is needed is inputted immediately. The format of the database will need two sections, one for leasing and one for maintenance and repairs. The leasing section will need to notify managers in the event certain tenants are late with their rent, which will also be automatically tracked by the home office. They will need to have sections for unit information, notes, and approvals from the head office.
The next major stakeholders that will require access to the database are the employees at the home office. These administrative employees are responsible for reviewing leasing and maintenance reports in order to approve certain actions that would allow managers to contact outside contractors to fix issues within units or prompt a notice of late rent to tenants who are late on their rent. They need to be immediately notified when a new leasing or maintenance event is logged by a manager so that they can approve it and set a budget for the potential repairs. This will streamline the system and make it easier for the home office to track certain events that can later be reviewed for both manager performance and location conditions.
Business Rules
Essentially, business rules "are rules about how the data are captured and used and what limits or constraints are placed on the data" (Cogner 51). Here, the primary business rules are that all interview data of the managers be handled by the IT department so that the can best design a database that will make it as easy as possible for managers to use. Interviews should not be passed around the home office, as it may instill bias against…
