1. Project Objectives
- Develop a PMS: Create a software application to manage property-related activities, including leasing, maintenance, and tenant management.
- Features and Functionality: Implement essential features for property management, tenant interactions, and reporting.
- User Experience: Ensure the system is user-friendly for property managers, tenants, and administrators.
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2. Functional Scope
- Property Management:
- Property Listings: Maintain a catalog of properties with details such as location, type, size, and amenities.
- Property Details: Manage detailed information about each property, including lease terms, rental rates, and availability.
- Tenant Management:
- Tenant Profiles: Create and manage tenant profiles with contact information, lease agreements, and payment histories.
- Lease Management: Track lease agreements, renewals, and expirations.
- Lease Agreements:
- Create and Manage Leases: Facilitate the creation and management of lease agreements, including terms, conditions, and rental amounts.
- Renewals and Terminations: Manage lease renewals and terminations, including notifications and documentation.
- Rental Payments:
- Payment Processing: Provide tools for processing rental payments, including online payment options.
- Payment Tracking: Track payment history, overdue payments, and outstanding balances.
- Automated Reminders: Send automated reminders for upcoming or overdue payments.
- Maintenance Management:
- Request and Track Maintenance: Allow tenants to submit maintenance requests and track the status of these requests.
- Service Orders: Manage service orders for property maintenance and repairs, including scheduling and completion tracking.
- Reporting and Analytics:
- Financial Reports: Generate reports on rental income, expenses, and overall financial performance.
- Property Reports: Provide insights into property performance, occupancy rates, and maintenance costs.
- User Management:
- Roles and Permissions: Define user roles (e.g., property manager, tenant, maintenance staff) with specific permissions and access levels.
- User Accounts: Manage user accounts, including registration, updates, and access control.
- Communication:
- Tenant Communication: Provide channels for communication between property managers and tenants, including messaging or notification systems.
- Notifications: Send important updates or alerts related to property management or maintenance.
- Security and Compliance:
- Data Security: Ensure secure handling of personal and financial data, including encryption and access control.
- Compliance: Ensure compliance with relevant legal and regulatory requirements related to property management.
3. Technical Scope
- Technology Stack: Choose appropriate technologies for development, such as programming languages (e.g., Python, JavaScript), frameworks (e.g., Django, React), and databases (e.g., MySQL, PostgreSQL).
- Platform: Web-based application with potential for mobile compatibility.
4. Design Considerations
- User Interface (UI): Develop a clean, intuitive, and responsive UI for managing properties, tenants, and maintenance requests.
- User Experience (UX): Focus on creating an efficient and pleasant experience for property managers, tenants, and other users.
5. Project Deliverables
- Prototype: A working model demonstrating core functionalities like property management, lease tracking, and payment processing.
- Documentation: Comprehensive user manuals, technical documentation, and a final project report.
- Presentation: A presentation to showcase the system’s features, capabilities, and benefits.
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6. Timeline and Milestones
- Planning and Research: Conduct initial research, gather requirements, and plan the project.
- Design Phase: Create UI/UX designs and define system architecture.
- Development Phase: Implement core features, integrate components, and conduct unit testing.
- Testing Phase: Perform thorough testing, including user testing, bug fixing, and quality assurance.
- Deployment and Review: Deploy the system, review project outcomes, and gather feedback.
7. Exclusions
- Advanced Features: Consider excluding advanced features such as AI-driven predictive analytics or integration with multiple third-party systems unless essential.
- Internationalization: Focus on a single region or country initially, with internationalization as a potential future enhancement.
8. Constraints and Assumptions
- Budget Constraints: Adhere to any budget limitations for tools, technologies, and resources.
- Time Constraints: Complete the project within the academic timeframe.
- Technical Constraints: Use technologies and tools that are feasible within the project’s scope and team expertise.
9. Evaluation Criteria
- Functionality: How well does the system meet the specified requirements and manage property-related tasks?
- Usability: Is the system user-friendly and efficient for all types of users?
- Performance: How well does the system perform under load and handle concurrent users and tasks?
- Documentation: Quality and completeness of user guides and technical documentation.