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TOPIC : NYUMBA BORA RESIDENTIAL MANAGEMENT SYSTEM
CODE : BBIT 04105 FINAL YEAR PROJECT ONE
COURSE :BACHELOR IN BUSINESS AND INFORMATION TECHNOLOGY
NAME :DENNIS KARIUKI NYAGATHU
SUPERVISOR: GRIFFIN KENGA
DATE SUBMITTED : 6/10/2024
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CHAPTER ONE
INTRODUCTION
With increase in inefficiency of the manual service provision system in apartment,
there is need for a change. The Nyumba Bora Residential Management System is an
in-house apartment-based system for rental buildings. It has been conceived as a
solution to the manual management system in apartments.
The system will be used by two main user classes: tenants and landlords.
Tenants or potential tenants will be able to apply for housing units without having to
physically come to the building, this will be through accessibility of information such
as available units in a particular apartment, raise maintenance tickets or complaints to
help them acquire the assistance they need promptly. Landlords will be able to
manage tenant information and communicate with their tenants in regards to rent
payments or violation of apartment policies.
1.1 BACKGROUND
There has been a constant influx in infrastructure especially residential apartments.
This has been brought about by the need to provide affordable housing for the ever-
increasing number of people in a particular area. As a result, there is a need for an
efficient and effective residential management and proper service provision in those
apartments. Currently the system in place relies on manual methods such as paper-
based applications including lease agreements and waiting lists which can result in
errors and delays. The current system also requires a tenant to physically look for
service providers in order to get help in case of maintenance issues. The lack of a
proper in-house apartment management system in respective apartments has
continued to put a strain on service provision and tenant-landlord relationship and
communication. Brown, Sarah. (2020). Improving Efficiency in Residential
Management Systems (Doctoral dissertation). University of California, Los Angeles.
To address these challenges, an in-house apartment-based system will be developed.
This system will Include features such as unit information database, online payment,
raising maintenance tickets or complaints, tenant management, and tenant-landlord
communication.
By automating these processes, the system will reduce delays and errors, making the
allocation of services faster and more efficient. The successful implementation of this
system will provide a reliable and efficient platform for the ease of operations in an
apartment. Additionally, it will ensure transparency in the allocation process, making
it easier for tenants to access well managed housing opportunities and be able to make
their grievances addressed as soon as they are brought up.
1.2 PROBLEM STATEMENT
The current system could be inaccurate and involves a lot of paperwork. This results
in inaccurate and inconsistent data maintenance especially in areas like contractual
agreements. Availability of services such as maintenance require a tenant to
physically look for the landlord or caretaker in order to get the services they need.
The availability of room information is restricted, making prospective tenants—some
of whom may not even within the vicinity—lose optimism that they will be able to
locate a room without having to see the landlord or agent in person.
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Because updating, deleting, viewing, and adding data requires a lot of paper labour
and is manual in nature, it can be challenging to the Landlords.
Risk of loss of the apartment’s relevant information in paperwork in case of a natural
disaster such as a fire including contracts and apartment documents.
The allocation process is time-consuming for both parties due to the manual nature of
the mechanism.
1.3 PROPOSED SOLUTION
A residential management system will boost productivity in contractual agreement
which can be easily done and in short periods of time hence fast occupation of
residences , cut expenses for tenants who don’t have to travel distances to go for
inquiries and also reduce paperwork expenses, and raise general tenant and property
owner satisfaction levels as information is easily transferred for tenant to landlords
and vise versa .
1.4 OBJECTIVES
1.4.1 main objective
To develop an in-house, apartment-based management system to improve service
provision and house
unit allocation in residential apartments.
1.4.2 specific objectives
i. To design and develop an automated in-house residential management system
aimed at
streamlining housing unit assignment and management procedures.
ii. To implement a comprehensive system that offers real-time data on housing
availability, costs,
and demand, facilitating informed decision-making in housing allocation, enhancing
transparency, and reducing potential conflicts between tenants and landlords.
iii. To evaluate the effectiveness of the current manual system by gathering feedback
from both
tenants and landlords, thereby informing the design and implementation process of the
new
System
1.5 JUSTIFICATION
This system is the key to efficient tenant-landlord communication, financial
management and service provision including maintenance, laundry services, car wash
and many more.
1.6 SCOPE
In order to offer a thorough grasp of a residential management system's operation and
significance, the research will concentrate on looking at a variety of system
components. The study's scope encompasses:
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Residential Satisfaction and Experience: Examining how a residential management
system affects residents' overall satisfaction and experience, with an emphasis on
finding crucial components that lead to successful results.
Technology Integration: Examining how automation and smart technology affect
home management systems, with a focus on resource optimization, operational
effectiveness, and efficiency improvements.
Communication and Collaboration: Examining obstacles to communication and
cooperation between property managers and tenants, as well as suggesting tactics to
improve communication and foster a feeling of neighbourhood.
Sustainability Practices: Analyzing how eco-friendly and sustainable methods are
included into residential management systems and evaluating how they contribute to
resource preservation, energy economy, and environmental sustainability in general.
1.6.1. LIMITATIONS.
Generalization: Because the study may have focused on particular residential
management system types or geographic areas, restricting the generalization of data,
conclusions may not be generally applicable.
Temporal Constraints: Because the study is limited in time, it may not completely
account for advancements in technology, management techniques, or resident
demographics that occur beyond this time
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Difficulties with Data Collection: The study's dependability and accuracy depend on
the quantity and calibre of the data. Limitations could result from restrictions on data
gathering or inaccurate information supplied.
External Influences: A number of external factors could affect the residential
management landscape and affect the study's conclusions. These could include
changes in the economy, changes in regulations, or unanticipated events.
CHAPTER TWO
LITERATURE REVIEW
This literature study critically explores the existing body of knowledge related to the
design and
implementation of an automated in-house residential management system. The review
will look at
key themes relating to the design, implementation, and assessment of such systems,
with a focus on
meeting the project's objectives.
2.1 Design and Development of an Automated Residential Management System
The literature on the design and development of residential management systems
emphasizes the need of simplifying housing unit assignment and management
processes. Smith (2018) emphasizes the importance of user-eccentric design concepts
in developing intuitive interfaces for housing management solutions. Furthermore,
research emphasizes the need of automation in expediting administrative operations
and improving overall efficiency in residential management.
2.2 Existing systems
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i. Tatu city residential apartments
ii. Lexys Student Residence
[Link] of the Current Manual System
Examining the effectiveness of the existing manual system entails getting feedback
from both tenants and landlords. Manual systems frequently include inefficiencies and
inconsistencies, which frustrate stakeholders. The relevance of user feedback in
driving the design and implementation of new systems, guaranteeing alignment with
user wants and preferences. T Perumal, AR Ramli, CY
Leong - IEEE Transactions on …2008.
[Link] a Comprehensive Residential Management System.
Implementing a comprehensive residential management system requires real-time
data on housing availability, costs, and demand. The significance of technology in
aiding data-driven decision making processes, which increases transparency and
reduces tenant-landlord conflicts is [Link] research found that incorporating
automated billing systems can speed payment processes and improve overall user
experience.
CHAPTER THREE
METHODOLOGY
3.1 DATA COLLECTION METHODS USED.
Case study analysis : We conducted case studies on successful housing allocation
systems in other firms, such as Lexys Student Residence, to understand the benefits
and obstacles of establishing such a system. These case studies also provided valuable
information on best practices and design considerations for the Nyumba Bora system.
Interviews :During one-on-one interviews, tenants at Nyumba Bora Apartment
shared their experiences with obtaining a room, the sign-in process, and living
conditions.
Site visits: I went through the sign in process in the apartment and was able to see
how it is handled and the efficiency of the service provision within the apartment.
3.2 RESEARCH METHODOLOGY
Given the nature of the research, which focuses on the creation and implementation of
a residential management system (Nyumba Bora System), a mixed-methods research
technique is most appropriate. This methodology combines qualitative and
quantitative methods to create a full understanding of the study problem while
effectively achieving the research objectives. Below, I'll outline the research
methodology/design in the context of the Nyumba Bora System.
The purpose of qualitative study is to better understand the intricacies of landlord-
tenant communication, the elements that influence resident happiness, and the
important areas for change in the current system.
Data Analysis: Thematic or content analysis can be used to detect repeating themes,
trends, and discrepancies in the qualitative data obtained.
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The purpose of quantitative research is to measure characteristics such as tenant
satisfaction, system efficacy, and communication efficiency in a more systematic and
standardized manner.
Data Analysis: Statistical techniques such as regression analysis, correlation analysis,
and descriptive statistics can be used to analyse quantitative data and identify
relationship patterns.
A : RESOURSES
SN Resources specification usage
1 computer 4gb ram,128 ssd To develop and store
2 Internet 3mbps Connect to online resourses
3 flash 32 gb Back up storage
4 Programming language Html,php,css To code with
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B :BUDGET
SN Resources Quantity Availability Estimated cost Actual cost
Ksh Ksh
1 internet 8hrs Own 3500 2999
2 Computer 1 own 50000 42500
3 Flash 1 own 3000 2000
4 Printing papers 1 rim own 1500 1200
C :PROJECT SCHEDULE
SN Activity Expected start Expected Actual start Actual finish
finish
1 idea 13/9/2024 17/9/2024 2/10/2024 4/10/2024
2 Proposal presentation 14/9/2024 18/9/2024
3 Proposal document 14/9/2024 19/9/2024 3/10/2024 6/10/2024
4 SRS 18/9/2024 23/9/2024
5 SDS 24/9/2024 29/9/2024
6 System implementation 30/9/2024 5/10/2024
7 Test plan 7/10/2024 11/10/2024
8 User manual 13/10/2024 18/10/2024
9 Final system presentation 20/10/2024 26/10/2024
10 Compiled system 28/10/2024 3/11/2024
11 Final report 5/11/2024 13/11/2024
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D :PROJECT RISKS AND MITIGATIONS
SN Risk Effect Mitigation
1 Laptop theft Loss of data Back up on flash drive
2 Virus attack System crash Back up on flash drive
3 Power outage Delay in project Solar panels
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REFERENCES
[Link], J. (2020). Principles of Residential Management. Publisher.
[Link], A. (2019). "Efficiency in Residential Management: A Case Study." Journal of
Property Management, 15(3), 102-115.
[Link] of Real Estate Management (IREM): IREM Resources(2004)
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