PROJECT DOCUMENTATION
BOMA SMART SYSTEMS
FRANK KINGORI – 24/06631
CHAPTER 1: INTRODUCTION
1.1 Background of the Study
Boma Smart Systems is a property agency that manages both residential and
commercial rental houses. At the moment, most of the agency’s work is done
manually using physical records and informal communication such as phone calls
and messages. As the number of properties and clients has increased, this manual
way of working has become slow and difficult to manage.
Because there is no centralized system, staff members often struggle to keep track
of available houses and client inquiries. This situation has created delays in service
delivery and made it harder for the agency to operate efficiently. Therefore, there is
a need for a digital system that can simplify and automate these processes.
1.2 Problem Statement
The main challenge facing Boma Smart Systems is the reliance on manual data
management. Physical records can easily be lost, damaged, or accessed by
unauthorized persons. In addition, clients cannot view property availability in real
time, which forces staff to repeatedly respond to the same inquiries.
This leads to wasted time, poor customer experience, and missed business
opportunities. Without a centralized platform, the agency finds it difficult to
manage properties efficiently and serve clients effectively.
1.3 Objectives of the Study
Main Objective
To design and develop a web-based Property Management Information System that
will help Boma Smart Systems manage properties and client inquiries more
efficiently.
Specific Objectives
1. To design and develop a secure login and registration system for staff
members.
2. To design a MySQL database for storing property, user, and inquiry
information securely.
3. To develop a user-friendly web interface using PHP and Bootstrap.
4. To create an automated inquiry system that allows potential clients to
submit inquiries online.
1.4 Scope of the Study
This project focuses on improving internal management and public property
marketing.
Included in the study:
• Staff authentication and access control
• Property management functions such as adding, editing, and deleting
listings
• Capturing and managing client inquiries
Not included in the study:
• Online rent payments such as M-Pesa integration
• Legal and dispute management features
CHAPTER 2: SYSTEM REQUIREMENTS SPECIFICATION (SRS)
2.1 Functional Requirements
• The system should allow the administrator to register and manage staff
accounts.
• Only authorized staff should be able to access the system through secure
login.
• Staff should be able to add, update, view, and delete property listings,
including images.
• The system should automatically update property status when a unit
becomes occupied.
• Staff should be able to view and respond to inquiries sent by potential
clients.
2.2 Non-Functional Requirements
• The system should be secure by using password encryption and prepared
SQL statements.
• The system should be easy to use and responsive on different devices such
as phones and laptops.
• The system should load quickly and perform efficiently when running on a
local server.
CHAPTER 3: SYSTEM DESIGN SPECIFICATION (SDS)
3.1 System Architecture
Boma Smart Systems is designed using a three-tier architecture. The presentation
layer handles the user interface, the application layer processes system logic, and
the data layer manages information storage in the database.
3.2 Database Design
The system database includes the following main tables:
• Users Table: Stores staff details such as name, email, password, and role.
• Properties Table: Stores property details including title, price, location,
status, and images.
• Inquiries Table: Stores messages sent by potential clients about specific
properties.
3.3 User Interface Design
The login and registration pages are designed to be simple and easy to use. The
admin dashboard uses a sidebar layout that allows staff to quickly access property
management and inquiries. Summary cards are used to display key information
such as available properties.
CHAPTER 4: IMPLEMENTATION ENVIRONMENT AND TOOLS
The system is developed using PHP as the main programming language and MySQL
as the database. Bootstrap is used to ensure the system is responsive on different
screen sizes. Development is done on a local XAMPP server, while Visual Studio
Code is used for writing and managing the source code.
Figma is used to design the user interface before coding, and [Link] is used to
create system diagrams. GitHub is used for backing up the project and tracking
development progress.
ACTION PLAN AND NEXT STEPS
To complete the project within the 15-week period, regular meetings with the
supervisor will be held to review progress. A project notebook will be maintained to
record weekly feedback. Development will begin with the staff registration and
login module, followed by property management and inquiry features.
SUMMARY FLOWCHART OF THE BOMA SMART SYSTEM