DESIGN AND DEVELOPMENT OF A RENT COLLECTION SYSTEM KIBIBI SAID KHAMIS (IS/DIT/305/2009/2010)

COURSE CODE: DIT 040 COURSE: PROJECT

A Project submitted Partial Fulfillment of the Requirements for the award of Diploma in Information Technology. Department of Information Technology Office of Information Sciences Moi University.

October 2010

ABSTRACT This research project was carried out in Kilifi and the main goal of the research was to develop an automated information system to manage the tenants and landlords record keeping. The current information system is currently paper based, all recording, storing and retrieving of data is done manually. The information gaps can be filled by the development and subsequent implementation of a computerized information management system was the major objective of this research. To study and understand the important of the proposed system, the researcher used various fact-finding tools such as interviews, observation and investigation of the data simulation. To visualize how to represent the objects in the application design, various methods were used which include form design, database design and entity relationship diagrams. Visual basic programming language was used for creating forms for inputting data into the database application which will allow the data entrants to submit data of tenants and landlords and also enable the staff to process the tenants details and safe storing than the paper based system.

DECLARATION DECLARATION BY THE CANDIDATE This project is my original work and has not been presented for a diploma in any other university. No part of this project may be reproduced without prior permission of the author and/or Moi University. ____________________________ Kibibi khamis said Reg. no. (IS/DIT/305/2009/2010) Date: ______________

DECLARATION BY THE SUPERVISOR This project report has been submitted for examination with my approval as the University supervisor. ____________________________ Dr. Harrison Bii, Department of information technology Moi University Date: ______________

ACKNOWLEDGEMENT I want to thank my tutor Dr Bii and my attachment supervisor Naomi Waithira for the support they gave unto me to come up with this project. Special thanks go to my parents and my fellow workmates for giving me all the moral and financial support when making this project.

TABLE OF CONTENTS CHAPTER ONE 1.1 INTRODUCTION Rent collection management 1.3 Problem Statement 1.4 Aim and Objectives 1.5 Research Questions Chapter Two Systems Analysis 2.1 Introduction 2.2 Feasibility Study 2.2.1 Economic feasibility study 2.2.2 Schedule feasibility 2.2.3 Legal feasibility study 2.2.4 Technical feasibility study 2.2.5 Social feasibility study 2.3 Functional Requirements 2.4 Conclusion

CHAPTER ONE 1 INTRODUCTION AND BACKGROUND INFORMATION

1.1 Introduction Rent collection is the payment services that provide fast, convenient and secure transactions that enable renters to deposit monthly payments to the agents. Most landlords/ladies prefer agents to collect their money to avoid dealing with tenants directly; as a result of this the real estate management agents has become a booming business. These agents act on behalf of the landlords/ladies in terms of collection of rent from tenants, payments of water, and electric and other amenity bills. As these companies grow there is a need to come up with a systematic way of managing their records. The management of the records can be done manually or electronically. From a preliminary study in Kilifi, it was established that there is a need to come up with an ICT based system as they use manual system hence a lot of paper work is involved. 1.2 Statement of Problem In ideal situation tenants should make their house rents payments to the agents on time. Currently this is a big challenge to these organizations. A preliminary study revealed that there is need to come up with the rent collection system because of rental problems, which exist. Management of rent records is done manually which causes so many inconveniences to the staff and the clients. Records are written manually which uses a lot of time and energy. Analysis of data is done manually hence computer are better in analysis and accuracy than human beings e.g. when making financial calculations therefore the system will do the computation. It is difficult to follow up the progress of the tenants on their payments because sometimes the paper work gets misplaced hence the system will produce automated reports for the tenants. There is no accuracy due to repetition of data and incorrect records keeping. 1.3 Aim of Study The aim of this study is to investigate how rent collection is done in Kilifi so as to design and develop an ICT based solution for effective rent management. 1.4 Objectives of the study

Based on the problems outlined above, the objectives of the study are: 1) To carry out a business analysis of estate agents operating in Kilifi 2) To review the available database management systems so as to monitor the records depending on the information requirements of the agents. 3) To build and implement a database that will hold information relevant to the agents.

4) To find out how an integrated database system implemented by the real estate agents could be used to improve service delivery to customer 1.5 Research Questions 1) Which records does staff keep? 2) How is information on rent, collected and processed? 3) How does the existing system work? 4) Does the staff use manual or computerized systems? 5) What changes or improvements do the staff need on the existing system? 4) Would the staff like to have a computerized system?

CHAPTER TWO SYSTEM ANALYSIS 2.1 Introduction Rent collection system is an application that enables landlords to get their rents on time via the agents from the tenants. There is need for an agent so as to reduce the inconvenience made by the tenants to the landlords during the payments of business hence the owner of the house will need to get their money on time. The analysis done on all the rental houses shows that there is need to manage the houses. The real estate agents enhance the on time payments of rents. The agents have the power to lock the tenants houses or get hold of their items and properties when the tenants dont make their payments and the tenants cannot do anything to agents until they make the payments hence it is difficult for the tenants to run away with the money. The agents services are not only beneficial to individuals who have rental houses but also big company who have rental houses to be managed .Due to their super services the agents need a rental collection system which will perfect their work more. 2.2 Feasibility study2.1.1 2 Feasibility studys main goal is to assess the viability of the rental collection system. This study answers the question whether its going to be economical or will be more expensive than the development expenses. In rental collection system, the study provides a thorough analysis of the business opportunity including the possible roadblocks that may stand in the way of the cooperatives success. The outcome of the feasibility study indicates whether or not to proceed with the development of the rental system. If the results of the feasibility study are positive then the cooperative can proceed with the develop meant of the rental collection system as planned .If the results show that the project is not a sound business idea, then the rental system should not be perused. Some of the feasibility studies to be conducted are: Social feasibility Legal feasibility Technical feasibility Economical feasibility Schedule feasibility 2.1.1

2.2.1 Economic feasibility study This study tries to estimate the cost involved in coming up with the rental system. The overall financial situation is determined. Sources and uses of financing are

listed. Benefits to be found in the proposed rental collection system should outweigh the developing system. 2.2.2 Schedule feasibility This feasibility study tries to estimate the total time required to come up with the proposed rental collection system. Questions such as How much time is available to build the rental system? Is asked by the designer and found that the feasibility study has a positive study hence can proceed with the development of the rental system. 2.2.3 Legal feasibility study The rental system must face legal scrutiny i.e. the rental system must spring out of the developers mind rather than coping the existing work thus violating of copyright. 2.2.4 Technical feasibility study The technology used by the agents was manually operated and could not support the proposed rental system, for this case the computerized rental system had to be developed. 2.2.5 Social feasibility study The analyst should make sure that the rental system will not be rejected by the staff or employees due to fear of loosing their jobs. 2.3 Functional requirements As described by Stellman & Greene (2005), functional requirements are specific functionalities that define what a system is supposed to accomplish. These requirements define the internal working of the rental system. i.e. the technical details, data manipulation and processing and other specific functionality of the rental system that shows how the use cases are to be satisfied. 1. The user should be able to search for data 2. System should be able to authenticate user before they log on to the system by their role 3. It should allow the system to be updated in case of changes to be made. 4. The system should allow data to be backed up and retrieved when needed 5. The system should allow searching and generation of reports and printing of reports They are supported by non-functional requirements which impose constraints on the design or implementation (such as performance requirements, quality standards or design constraints) 2.3 Functional requirements

These requirements define the internal working of the rental system. i.e. the technical details, data manipulation and processing and other specific functionality of the rental system that shows how the user cases are to be satisfied . Some of the functional requirements are: 1) The rental system should be able to store all the tenants and landlords records into the database. It will store information like name of the tenant and landlord, sex, identification number, room number, house number etc. 2) The rental collection system should authenticate users to ensure that only the authorized users access the system by use of user names and passwords. Only the staff that gets access to the system daily should be authorized to access the system. 3) The system should be able to print out receipts and formal agreement forms for the payments made by the agents for the services which they have done i.e. collecting of the rent by making sure that all the tenants makes payment at the end of every month It should have icons when commanded to print it can do so. 4) Should register the clients personal information.e.g the id number, phone number, gender, and room number. DOB, telephone number, box number etc 5) This system is designed with the anticipation that additional capabilities may be added at a later date.e.g after the system has been designed the user may request some other items to be included or removed. This means that the rental system allows room for expansion, one can be able to make changes or edit in the future. 4) The rental system should be able to allow more than one user to login at the same time without interfering with the bandwidth. . 7) The system should allow searching and generation of reports and printing of reports like the receipts which the users mostly need . 8) It should allow the system to be updated in case of changes to be made. 9) The rental system should improve the accuracy and reduce the amount of paperwork by use of skip logics and validation checks 10) The rental system should allow data to be backed up and retrieved when needed. The data should be stored in files in the hard disk so that it does not disappear incase of data alteration and it should allow easy and fast retrieval of data incase the data is needed urgently. The non-functional requirements are:

3.5.2. Non Functional Requirements. 1. Portability-The system can be used in different platform i.e. it should be able to operate in both Windows and Linux environment

2. Security-Only authorized personnel should access the system information. Users accessing the system should be authenticated though the use of usernames and passwords. 3. Usability-The system will exhibit high level of usability since the user interface will have aspects of elegance and clarity thus attracting users . The sytem will be a. More efficient to use it will takes less time to accomplish a particular task b. Easier to learn operation can be learnt through observing the object c. More satisfying 4. Maintenance-The system should be easy to maintain i.e. error correction and adaptability operations should be possible 5. Efficiency 2.4 Conclusion The rental collection system proposed should be developed and installed to the agents as it has the following benefits: 1) It will save time spent by the manual system 2) The system developed will be user friendly in that the user will find it easy to operate the system. 3) Detection and correction of errors in the system shall be easy. 2.1.1 References [1] Bentley, L & Whitten, J (2007). System Analysis & Design for the Global Enterprise. 7th ed. (p. 417). [2] Stellman, Andrew; Greene, Jennifer (2005). Applied Software Project Management (1st ed.). Cambridge, MA: O'Reilly Media. ISBN 9780594009489. http://www.stellman-greene.com/.

CHAPTER THREE SYSTEM DESIGN AND TESTING

3.1 INTRODUCTION
This is the process of planning a new business system or one to replace or complement an existing system. But before this planning can be done, we must thoroughly understand the old system functional requirements and determine how best to make operations more effective.Design phase defines data input format, processing requirements, storage and output requirements as well as the audit, security and control procedures. 3.2 PROJECT DESIGN OBJECTIVES The primary objective is to scheme and come up with a solution for the system that will deliver the functions required by the agent/ rent collector as identified during the system investigation, to support the business objectives. Methodology A methodology is a set of methods used in system design which have similar characteristics. An example is: Structured System Analysis and Design. The Structured method uses processes and data oriented models which offer a range of techniques and tools to develop a new system within a given framework. They have a defined overall structure which ensures consistence and completeness of the project. System Logical Design This involves a successive refinement of the system until it meets the users requirements. The logical view of the system gives the system view as seen by the user in order to ensure that the needs of the user are considered in the design process. Data Flow Modelling These are powerful methods of modelling processess.They show what is happening in a process and what documents are used from one department to another. Data flow diagrams represent the organisation in terms of processing functions hence it is the process of identifying, modelling and documenting the

data requirements of the system being designed. The data is separated into entities; (things about which a business needs to record information) and relationships (the associations between the entities). The symbols used are: Process Symbol External entities 1 Admin Dataflow Data store D1 Rent

Tenant/ Land Lord

1 Admin

D1 Tenant File

D2 Land Lord File

2 Payment processor

D3 Property File D4 PAYMENT FILE

3.3 Data Dictionary In database management systems, data dictionary is a file that refers to a catalogue or repository of elements in a system. As the name suggests, these elements centre on the data and the way they are structured to meet user requirements and organizations needs. In a data dictionary the major elements are data flows, data stores and processes. The data dictionary stores the details and descriptions of these elements. Data Element TenantID Tenant First Name Short Description Tenant ID Number Name of Tenant Data type Text Number

Tenant Last Name Tenant Number PropertyId Numberofrooms Phonenumber Address Land Lord No IDno Names Gender Residence Telephone Cellphone Nextofkeen Contacts_next_of_kee n Address PropertyId

Last Name of Tenant Tenant Number Property Id Number of rooms Occupied Phone Number of the Tenant Address of the Tenant A unique Number given to the landlord Land Lord Id Number Land Lord Names Landlord Gender Landlord area of residence Landlord Telephone LandLord Cellphone LandLord Next of Keen Contacts of Next of Keen Landlord Address Landlord Property Id

Number Text Date/Time Number Text Text AutoNumber Number Text Text Text Text Text Text Text Text Number

3.4 Normalization The forms contained are: Tenant form, Land Lord Details Form, Payment Form, Properties Form, Location Form, Methods of Payment Form. After normalisation the following tables were obtained:Tenant Table (Tenant ID, First Name, Last Name, Cellphone,Address, No_of_rooms,PropertyId)

Land Lord Table (Land Lord No,Names,Gender,ResidenceArea,Telephone,Cellphone, Nextofkeen,Contacts ofnextofkeen, Address,propertyId) Payment Details(PaymentId,AmountDue,AmountPaid,AmountBalance)

Properties Table (PropertyId,PropertyDesc,Location,Noofrooms,methodofrent,charges,Amount,La ndLordNo) Interview Results Table (Enquiry number, Enquiry name, Interview marks, and Interview results)

3.5 Entity Behaviour Modelling It is the process of identifying, modelling and documenting the events that affect each entity and the sequence in which these events occur.
Property no

NAMES

Proper ty No LAND LORD DETAILS

REGIS TRES PROP ERTY

PROPERTY DETAILS

PROPERT Y RENTED TO TENANTS

TENANT

Tenantno No 3.6 System Testing Software testing is a means of establishing that a program is error-free and that it does what it is required to do. Most of the testing were carried out in an

interactive approach so the program design and implementation was constantly tested and evaluated throughout the whole project.

3.6.1 Testing Objectives i. A good test case is one that has a high probability of finding and as yet undiscovered errors. ii. Testing is a process of executing the program with the intent of finding errors. iii. A successful test is one that uncovers and as yet discloses undiscovered errors. Testing activities can provide good indication of software reliability and some indication of the software quality. 3.6.2 Testing Strategies The system will be tested according to the following levels in order to check if it meets user requirements and functions as required.

Unit Test

Integration Test

System Test

User Acceptance Test

3.6.1 Unit Testing The different modules of the system shall be tested independently during development. Each module shall be tested on completion to establish if each module conforms to its specifications; any errors shall be corrected at modular level. This will include testing each form and report independently to check if it meets its requirements and also check the database to ensure it has all its details. 3.6.2 Integration Testing Its during this stage that the different modules of the system are integrated and tested for compatibility and test if the various system modules work together to produce the expected results; any arising discrepancies are ironed out as the various modules are tested together. The admission system will be tested for input, output of data and also testing the user log-in. 3.6.3 System Testing After each module is tested and the modules are integrated, various tests will be done on the system to ensure its conformity to the specifications. The system will be tested as a whole to ensure that it gives the expected output and conforms to its specifications. This will include testing the connection between the user interface which is the admission system and the database. It will check if the user can input, save, retrieve and data can be sent to and displayed from the database. 3.6.4 User Acceptance Testing After completion of the system development and testing, the users of the system will test the system to ensure it conforms to their requirements and it performs the required tasks as expected, this will be the last phase of testing. This will be done by the client to ensure that it conforms to his requirements.

3.7 Program Development Pseudo code START INPUT Data OUTPUT Report data STOP

START INPUT TenantNo

Calculate Amount Payable STOP

CHAPTER 4 SUMMARY, INTRODUCTION, CONCLUSIONS AND RECOMMENDATIONS

4.1 Introduction The objective of this study is to determine the effect of a computerized rent collection System for Agents. The literature covered in this study pointed out the computerized rent collection systems challenges, solutions and effects of the computerized rent collection system towards the operations of agencies in Kilifi. 4.2 Summary of the findings The summary of the research findings were based on the objectives: 4.2.1.1 Reducing cost

Having an automated system will adversely minimize cost in the Rent Collection Section. Much of the activities are performed through paperwork. The system will cater for all the activities hence minimizing the use of paper in the office. 4.2.1.2 Record maintenance

Documents take long to be located and sometimes get lost. Record maintenance is vital to the office. Having a poor storage record of documents needs to make a turn and store securely the documents. Having a database will store, retrieve, update s records hence improve the Data storage.

4.2.1.3

Update of records

The manual system is not sufficient enough to perform the update of records due to its vulnerability to poor storage. The automated system will take charge and update the records automatically in a click of a button. 4.2.1.4 Save space The Agent Office has large spaces left in the administration for the storage of files. With the new system, space will be minimized and the storage rooms can act as classes. The database will store all the details in the system hence providing better security environment for the documents. The password protector which authorizes only personnel who have the correct password to access it, will serve as a major security protector. 4.2.2 What are the problems faced by the office in their current admission system? . 4.2.2.1 Poor location and storage of documents The documents at Office are not easily located and securely stored. These documents are stored in files which are not labeled and kept in cupboards in the storage rooms. This habit is risky since retrieving of documents after a while will be difficult hence locating a document will be a great task. 4.2.2.2 Poor record maintenance

Records are not recorded in an appropriate manner. The office administration does not have cabinets to store the documents in a secure environment.

4.2.3 What are the solutions to the admission system? 4.2.3.1 Having a desktop computer With the manual system much of the activities are performed by hand. The Office having a new system will have to purchase a desktop computer which is installed with the latest windows. With the database being Microsoft Office 2003; the office should have Microsoft Office 2003 installed in its system to be compatible with the hardware and software compatibility. The desktop computer will store, locate, add, delete and save records. 4.2.3.2 Having a backup system Backup is the activity of copying files, databases so that they will be preserved in case of equipment failure or other catastrophe. The backup can be done through compact disc, flashdisc (140GB) or any external mass storage device. Having a system requires backing up of files incase uncertainity occurs; this will assist the office to recover files, database and programs. 4.2.3.3 Having storage equipment Storage equipments are vital to store documents which will be used for future use. The office will require cabinets instead of cupboards to store the documents. They are labeled which makes it easy to retrieve documents. The storage equipments will be vital to the storage of documents.

4.2.3.4 Hardware devices Hardware devices e.g. Printer, scanner, photocopy and fax machines aid in the computers performance. These devices will print, scan, photocopy and send documents. They will reduce the cost of paper when performing these activities elsewhere; all these devices will be connected to the computer to access the information at a click of a button.

4.2.4 What will be the effect of the computerised rentcollection system to Office? 4.2.4.1 Improved record maintenance The system will improve the maintenance of records; the records which were stored in files will be stored in the database and protected by a password which will authorize the right person. The database will update details automatically once details are input in the system. Having the database will provide quick access to location of documents and faster transfer of data to the system. 4.2.4.2 Reduce cost The system with the aid of hardware devices will reduce cost on the materials used in the processing i.e. Paper. The system will have everything done in its position without involving a third party to its task. All the activities that required outside assist will be dealt with. 4.2.4.3 Automatic generation of reports Reports will give instant details once needed. Changes made in the database will automatically be reflected to the reports and in the forms. 4.2.4.4 Security

The system will be password protected and accessed to authorized personnel who have the correct password to access the system. Confidentiality will be guaranteed as few users will have access to the system.

4.2.4.5 Computerized database The database will store details contained in the system, therefore reducing the task of storing records in files. The database will add, delete, retrieve and save in a click of a button. The information is automatically stored and secured from predators. 4.3 Limitations of the Study There were constraints experienced during the research. These constraints were as follows: i. ii. iii. iv. Time allocated for the research project and the resources needed This project required consultation to lecturers who have busy schedules. Finances can be limited with the absence of a stable income to carry out research. Performance specifications changed in the midproject.

4.4 Recommendations The areas recommended for improvements are: 1) The implementation of short cuts in the admission system to assist the users and also save time. 2) The use of custom word list to assist and provide more information to the user about a certain word that needs to be clarified 3) The system should be able to detect danger from a distance i.e. it should sound an alarm or shut down immediately. 4) The system should include Land Lord Payments module.

4.5 Suggestions for further research

Due to the minimum time in the research of the project, emphasis should be dealt on to extend research on coding of the forms, filtering of the reports, validation of the forms and extending research in database access with Visual Basic 6.0.