Functional requirements of Apartment Management System with non-functional

Functional Requirements

1. Tenant Management
   • Tenant Registration: Allow new tenants to register online or through the system, including submitting necessary documentation.
   • Profile Management: Maintain detailed profiles for each tenant, including personal details, lease agreements, and contact information.
   • Lease Management: Track lease agreements, including start and end dates, rent amounts, and renewal options.
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2. Property Management
   • Property Listings: Manage and display listings of available apartments, including details such as unit size, amenities, and rental price.
   • Unit Management: Track details of each apartment unit, including status (occupied/vacant), maintenance history, and tenant information.
   • Amenities Management: Manage common area amenities (e.g., gym, pool) and track their usage and availability.
3. Rent and Payment Management
   • Rent Collection: Facilitate online rent payments through various methods (e.g., credit/debit cards, bank transfers).
   • Payment Tracking: Track and record rent payments, including due dates, amounts, and payment history.
   • Late Fees and Penalties: Calculate and manage late fees and penalties for overdue rent payments.
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4. Maintenance Management
   • Maintenance Requests: Allow tenants to submit maintenance requests online, including description and urgency.
   • Request Tracking: Track the status of maintenance requests from submission to completion.
   • Work Orders: Generate and manage work orders for maintenance tasks, including assignment to maintenance staff and tracking completion.
5. Communication and Notifications
   • Tenant Notifications: Send automated notifications to tenants regarding rent due dates, maintenance updates, and community announcements.
   • Manager Communication: Allow property managers to communicate with tenants through the system, including sending messages and alerts.
6. Reporting and Analytics
   • Financial Reports: Generate reports on rent collections, late payments, and overall financial performance.
   • Maintenance Reports: Produce reports on maintenance requests, response times, and costs.
   • Occupancy Reports: Track occupancy rates, lease expirations, and vacancy trends.
7. Document Management
   • Lease Agreements: Store and manage digital copies of lease agreements, addendums, and other important documents.
   • Legal Documents: Maintain and manage legal documents related to tenant agreements and property regulations.
8. User Management
   • Role-Based Access: Define roles with specific permissions (e.g., tenants, property managers, maintenance staff) and enforce access control.
   • User Profiles: Manage user profiles for different roles, including authentication and access rights.
9. Integration
   • Payment Gateways: Integrate with payment gateways for processing rent payments and financial transactions.
   • Accounting Systems: Sync with accounting systems for financial reporting and reconciliation.
   • Communication Tools: Integrate with email and SMS services for notifications and alerts.
10. Compliance and Security
    • Data Protection: Protect sensitive tenant and property data through encryption and secure storage.
    • Compliance: Ensure compliance with local regulations, including tenant rights, data protection laws, and fair housing practices.

Non-Functional Requirements

1. Performance
   • Response Time: Ensure quick response times for user interactions, such as rent payments, maintenance requests, and data retrieval (e.g., under 2 seconds for most operations).
   • Scalability: The system should handle increasing numbers of tenants, units, and transactions without performance degradation.
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2. Reliability
   • Uptime: Ensure high system availability with minimal downtime (e.g., 99.9% uptime).
   • Error Handling: Implement robust error handling and recovery mechanisms to manage system failures and maintain data integrity.
3. Security
   • Data Protection: Implement strong security measures to safeguard sensitive tenant and financial data, including encryption and secure access controls.
   • Authentication and Authorization: Use secure authentication methods and enforce role-based access control.
   • Compliance: Adhere to relevant data protection regulations and privacy laws (e.g., GDPR, CCPA).
4. Usability
   • User Interface: Design an intuitive and user-friendly interface for tenants, property managers, and maintenance staff.
   • Accessibility: Ensure the system is accessible to users with disabilities, following accessibility standards (e.g., WCAG).
5. Maintainability
   • Code Quality: Write high-quality, well-documented code to facilitate maintenance and updates.
   • Documentation: Provide comprehensive documentation for users and administrators, including user guides and technical manuals.
6. Availability
   • Backup and Recovery: Implement regular data backups and establish procedures for data recovery in case of system failures.
   • Failover: Ensure the system has failover capabilities to switch to backup systems or servers if necessary.
7. Portability
   • Cross-Platform Compatibility: Ensure the system is compatible with various devices and operating systems, including desktops, tablets, and mobile devices.
8. Supportability
   • Technical Support: Provide mechanisms for users to obtain support and resolve issues, including help desks and online resources.
   • Error Reporting: Include functionality for users to report bugs or issues and track their resolution.