Functional requirements of Property Management System with non-functional

Functional Requirements

1. User Authentication and Authorization
   • Allow users (e.g., property managers, tenants, landlords, maintenance staff) to create accounts, log in, and manage their profiles.
   • Implement role-based access control to restrict access based on user roles (e.g., admin, tenant, landlord, maintenance).
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2. Property Listings and Management
   • Enable the creation, editing, and management of property listings, including details such as location, size, type, and features.
   • Support the addition of property photos and floor plans.
3. Tenant and Lease Management
   • Manage tenant information, including contact details, lease agreements, and rental history.
   • Support lease tracking, renewals, and terminations.
4. Rental Payments and Billing
   • Facilitate rental payment processing, including one-time and recurring payments through various payment methods (e.g., credit/debit cards, bank transfers).
   • Generate and manage rental invoices, receipts, and payment histories.
5. Maintenance and Repair Management
   • Allow tenants to submit maintenance requests and track the status of their requests.
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   • Provide tools for property managers to assign and manage repair tasks and track completion.
6. Communication and Notifications
   • Enable communication between tenants, landlords, and property managers through messages, notifications, and alerts.
   • Send reminders for rent due dates, lease renewals, and maintenance updates.
7. Reporting and Analytics
   • Generate reports on property performance, rental income, maintenance activities, and tenant satisfaction.
   • Provide analytics on property occupancy rates, financial summaries, and other key metrics.
8. Document Management
   • Manage and store important documents such as lease agreements, property deeds, and maintenance records.
   • Provide secure access to documents and support document sharing.
9. Calendar and Scheduling
   • Provide calendar functionality for scheduling property viewings, maintenance appointments, and lease renewals.
   • Allow users to set and manage reminders for important dates and deadlines.
10. Compliance and Legal Management
    • Ensure compliance with local regulations and rental laws.
    • Provide tools for managing legal documents and tracking compliance-related tasks.
11. Integration with Other Systems
    • Integrate with accounting systems for financial management and reporting.
    • Support integration with third-party services for tenant background checks, credit scoring, and other verification processes.
12. User Interface and Experience
    • Provide an intuitive and user-friendly interface for managing properties, tenants, and financial transactions.
    • Ensure ease of navigation and accessibility features for users with different needs and abilities.

Non-Functional Requirements

1. Performance
   • Ensure quick response times for property management tasks, payment processing, and report generation.
   • Handle high volumes of transactions and user interactions efficiently, especially during peak periods.
2. Scalability
   • Support the addition of new properties, tenants, and features as the system grows.
   • Scale to accommodate increasing amounts of property data and user traffic.
3. Reliability
   • Ensure high system availability with minimal downtime.
   • Implement backup and recovery procedures to protect property and tenant data and ensure business continuity.
4. Security
   • Protect sensitive property, tenant, and financial data with encryption and secure access controls.
   • Implement measures to prevent unauthorized access, data breaches, and fraud.
5. Usability
   • Provide an intuitive and user-friendly interface for property management tasks, including property listings, payment processing, and maintenance tracking.
   • Ensure ease of navigation and accessibility features for users with different needs and abilities.
6. Maintainability
   • Design the system for easy updates, maintenance, and troubleshooting.
   • Provide clear documentation for system administrators, property managers, and support staff.
7. Compatibility
   • Ensure compatibility with various devices (e.g., desktops, tablets, smartphones) and web browsers.
   • Integrate seamlessly with other systems and software used in property management.
8. Data Integrity
   • Ensure accuracy and consistency of property data, tenant information, and financial transactions.
   • Implement validation checks and error-handling mechanisms to maintain data quality.
9. Support and Documentation
   • Provide user manuals, help guides, and support resources for troubleshooting and training.
   • Offer technical support for system issues and maintenance.
10. Auditability
    • Maintain logs of system activity, financial transactions, and user actions for auditing purposes.
    • Provide audit trails for property management, payment processing, and maintenance activities.