INFO821 Rental House Database Management System Project Report

This report details the development of a rental house database management system for GDC Consultants Ltd, addressing their need to automate the management of rental property data currently handled manually. The project includes an ER diagram, flowchart, and considerations for financial reporting, data migration, user access control, and activity tracking. The report explores various development options, including online systems, customized ERP systems, and MS Access, ultimately recommending MS Access due to its cost-effectiveness and ease of use. It further discusses data gathering techniques, benefit analysis, the development process, supervisor and client evaluations, reflection analysis, limitations, and a time log. The aim is to provide GDC Properties with an efficient, user-friendly system to manage their rental properties, improve data security, and streamline their operations.

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Assignment 2 – Rental House Database Management System
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Table of Contents
1. Abstract...............................................................................................................................................3
2. Introduction........................................................................................................................................3
3. Organization Background...................................................................................................................4
4. Project Description.............................................................................................................................5
5. Literature Review................................................................................................................................6
5.1. Proposed System.........................................................................................................................7
5.2. Data Gathering Techniques.........................................................................................................7
5.3. Options for Developing System..................................................................................................8
5.3.1. Option 1 - Using Online System Architecture (Web based)................................................8
5.3.2. Option 2 – Customized ERP System....................................................................................9
5.3.3. Option 3 – Developing System using MS Access...............................................................11
5.4. Recommended Solution............................................................................................................13
5.5. Benefit Analysis to the Organization........................................................................................13
5. Development Process...........................................................................................................................15
6. Supervisor Evaluation of the System................................................................................................17
7. Client Evaluation on the System.......................................................................................................18
8. Reflection Analysis............................................................................................................................18
9. Limitations Discussed........................................................................................................................19
10. Time Log........................................................................................................................................19
11. Conclusion.....................................................................................................................................20
12. References.....................................................................................................................................20

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Table of Figures
Figure 1: Literature Map..............................................................................................................................8
Figure 2: Architecture of Online Application.............................................................................................10
Figure 3: Architecture of ERP Solution.......................................................................................................11
Figure 4: Architecture of MS Access..........................................................................................................13
Figure 5: Conceptual Map.........................................................................................................................17

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1.Abstract
We have been stucked with new innovation but the main requirement is simply stuff that works.
With the present change in perspective in automated field, there is an urgent requirement to grasp
and welcome the intensity of innovation. Various challenges exist in order to manage rental
properties data as currently the organization is using manual framework. Subsequently there we
have to build up a rental properties framework that will be able to work for the managers who
can work efficiently as well as in effective way.
I understood all work was done physically using paper work. Paper work is more prone to errors,
lost or damaged. The process of managing data in manual file system is more expensive. In order
to find specific file from numerous files turns into a challenging task. Thinking about those
certainties, I have chosen to develop a rental house framework that can help the organization to
manage all processes automatically and resolve all the issues that are faced by using manual file
system. This new automated system is very easy to use or we can say it is user friendly.
(Gommans, H., P. & Njiru, 2014).
2.Introduction
The rental association having begun the business of renting properties that manage all its records
manually by utilizing the documents, books and papers which had turned out to be very difficult
to oversee because of the high multifaceted nature brought about by the persistent rise in
customer's numbers and also properties. Hence, the administration had chosen to embed new
access database framework which will be automated in the information and subtleties
management. The rental management framework is proposed to be structured by GDC
organization which is mainly into renting properties that currently manually deals with handling
data.

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This report is to analyze an access project which is developed to eliminate the current issue of
the unstructured database in an association and also discusses that how this system can enable
the organization in organizing their manual database, make their performance better by
implementing modularity and advance user friendliness of the application while diminishing the
overhead expenses. The venture incorporates the making of ER diagram by implementing
relationship between various tables and referential integrity constraints by validating the
correctness of data which is stored in database. This report also includes the feasibility matrix of
various solutions that can help to choose a best one among these solutions.
3.Organization Background
In case of housing and renting organization, the significant viewpoints to be considered in the
everyday life where individuals continue searching for renting property for different uses which
could be private, business, workplaces or any type of storage purposes. The speculator will buy
and oversee the properties which are income generated for them. These properties can have at
least one units that are rented out to inhabitants in return for monthly rental charges. Financial
specialists can have a viable rental solution without having to legitimately deal with these
properties. GDC organization is planning to start renting business where the organization has to
manage all data related to vacant properties, investors, customers, and so on. It is very difficult
for them to maintain all data manually. Therefore, the organization wants to automate the entire
system.
The association had been confronting different issues when they are attempting to deal with their
properties and their client's data where the majority of them utilize the manual framework which
is repetitive, inaccurate, tedious as well as prone to errors. The administration had been taking a

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lots of time while attempting to recover the stored information and therefore debilitating the
clients and landowners from utilizing their administrations.
4.Project Description
As all the processes of GDC organization are manually, they need a relational database that can
help the organization to automate all its processes. According to the organization, there is the
requirement for login form so that the authorized user can have the access to rental database with
the assigned usernames and passwords. Hence, we have developed the system which starts with
their login details only. The organization needs to move the information of the rental property
from current occupant data table into old inhabitant data whose end date comes to end. At
whatever point the user will update the occupancy status of the particular property to be
terminated, all the property's details will be deleted from current inhabitant data table and after
that it will be inserted into old inhabitant data table.
The organization needs to keep the track of the considerable number of activities done by the
users and that means any progressions that have been made by the user. Also, there is the
requirement of financial reports related to each property.
The organization needs to create a layout for the property review reports. But this was not seem
as practical as the detail for the analysis of any property will be distinctive and needs to be
clarified by the Property Manager in this report. So it was not reasonable to produce the
inspection report for each property. The project will help to display the monthly financial reports
in order to generate overall revenue. This will help the organization to have better decision
making related to properties.

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5.Literature Review
Data drives the business and also helps in business decision making process. The management
decision in GDC mainly dependent on information stored. Without any comprehension of the
importance of data standards, business choices can be adversely influenced. The customers who
do not pay their rent timely are the main area of concern. The data which is provided by the
application structure by planned occupants are insufficient for making better decision. All the
statistics on renting properties (residential, business) values significantly affect family spending
and obligation, the home loan advertise, land speculation or development and eventually on
financial stability in the medium and long haul.
The successful implementation of renting property management system mainly demands
pertinent understanding, ability and appropriately using technology and authoritative abilities
just as assets to effectively maintain as well as improve property value by using obsolescence.
Property resources, which incorporate land and structures, are a distinct advantage for the
organization, that include local authorities as well as central governments. Similarly as different
assets - human, financial and data which contributes the success of the organization (Oloyede &
Ayedun, 2014).

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Figure 1: Literature Map
5.1. Proposed System
The proposed framework for GDC renting system must have all the features like adding a
property, mentioning whether it is commercial or residential. Also, instead of working with non-
spatial database, the framework additionally works with spatial information. The framework will
have some more features like Specification based search, generating monthly renting report,
revenue generation report and all other accounts reports and so on. The system must enable
authorized user to add property by mentioning its location. The system will help the admin user
to search particular report on the basis of some criteria. (Mahajan, J. & Mahajan, 2016).
5.2. Data Gathering Techniques
We have used three methods for gathering data and understanding all requirements and these
include - observation, interview and references.

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I. Firstly, we have observed all the current documentation like daily account books, properties
records, renting records and so on.
ii. Perception as the data collection method was utilized to know how the current framework was
being utilized ideal from when a property is rented, various forms that are filled while renting
commercial as well as residential property and also the time taken by the admin to prepare all the
reports. This accumulated information and data that would not effectively be gathered by various
methods.
iii. The third method which we have used is to interview main users who helps in making a
renting successful. The main points which were asked include challenges that they were facing
while renting a property and how they make data secured. (Akomolafe & Timothy, 2014).
5.3. Options for Developing System
5.3.1. Option 1 - Using Online System Architecture (Web based)
The online web application for GDC renting system can be developed using .NET web
application utilizing ASP.NET and SQL 2008 by utilizing C# programming language. This
infrastructure will be based on client server architecture which is based on HTTP protocol. This
application will be developed in the environment of Microsoft’s Visual Studio .NET. Despite the
fact that ASP.NET takes its name from Microsoft's old web advancement innovation. Microsoft
has totally revamped ASP.NET dependent on the Common Language Runtime (CLR) shared by
all Microsoft .NET applications. The coding can be done by ASP.NET code utilizing any of the
diverse programming language upheld by .net system which can be Visual Basic .NET,
Jscript .NET, C#.

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Figure 2: Architecture of Online Application
The main limitations of above development process are – lack of funds, more time required for
development process, property can be visible for some time only, the complexity of coding,
difficulty to embed backend database in front end coding and so on. Different servers will be
required to run an online application. Also, in terms of security, database will be less secure as
data is more prone to be hacked. Therefore, additional security measurements will be required to
provide additional security to the database (Kirmani & Yousaf, 2017).
5.3.2. Option 2 – Customized ERP System
In case of customized ERP system, the entire processing is divided in three layers - Presentation
layer, Application layer and Database layer. The Presentation Layer contains the all the
components or subsystems of the system that make up the SAPgui (graphical UI). This layer acts
as the interface between the R/3 System and its clients. The R/3 System uses the SAPgui to give
a natural graphical UI for inserting as well as for updating the properties details.

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Figure 3: Architecture of ERP Solution
The Application Layer consists of one application servers and the message server. Every
application server consist of various services that will be required to run R/3 system. The
message server mainly communicates with the application servers.
On the other hand, the Database Layer comprises of central database framework which consist of
all the data in the R/3 System. It consists of two segments - the database the management system
and the database. The database consists the control and modifying information that decide how
R/3 System runs. Applications comprise of program code, screen definitions, menus, work
modules, and different parts. These are stored in the R/3 Repository which is a special segment,
and are appropriately called vault objects. (Guru99, 2019).
But implementation of customized ERP is an expensive affair and time consuming. Also, high
support and maintenance cost will be required to manage ERP system. A team of highly skilled
staff will be required to manage ERP system. Also, it will take time to troubleshoot any type of
error in implementation process.

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5.3.3. Option 3 – Developing System using MS Access
A Database Management System (DBMS ) is fundamentally a accumulation of projects that
empowers a user to embed, change, retrieve information and subsequently make it simple to
configuration, maintain as well as access databases. The DBMS diminishes the user from
knowing how the information is stored physically and complex algorithms utilized for
performing various operations on the database. It just concentrate on how the tasks are to be
performed to recover the information from the database. MS Access is one of the choices that we
can use for this reason. By utilizing the program and great storage device, we can make a
tremendous market Access land and property database and store it into the Access database.
(Prabhjot & Sharma, 2017).
Microsoft Access is the best database engine that can be used for developing the bespoke system
that can be implemented easily. The inbuilt wizards in MS Access helps the organization to
develop application very easily and also accelerate the development process, and a huge range of
promptly accessible functionality. Only half of development time will be used for developing the
system than required for developing system using other alternative options. This is best
advantage that MS access has. It makes an interpretation of legitimately into a cost-putting
something aside for us and it implies that pivot times are typically a matter of half a month from
beginning through to the delivery time.