SCHOOL OF COMMERCE

Department of BAIS

Facilitating Effective Property Management: A

Study on Enhancing Connectivity Among
Buyers, Sellers, and Tenants in the Federal
Housing Corporation

PREPARED BY:
1. Aron Solomon…………………..UGR/1768/14
2. Bezawit Girma…………………...UGR/6744/15
3. Ekram Ahmed…………………….UGR/6685/15
4. Surafel Tesfaw………………….. UGR/8631/15

Submitted To: Dr. Meshesha Legesse

Submission Date:20/02/2026 GC.
TABLE OF CONTENT

Introduction……………………………………………………………..

Techniques used to identify gaps……………………………………….

Fact finding techniques and Results……………………………………

Analysis of Existing System…………………………………………….

Requirements……………………………………………………………

Proposed System………………………………………………………..

Alternative Solution…………………………………………………….

Usecase Diagram……………………………………………………….

Sequence Diagram ……………………………………………………

Chapter 2
Phase II Analysis phase
Introduction
This chapter includes the analysis phase of property management system used by
Federal Housing Corporation. It tries to examine their current procedure to rent and
sell house, identify gaps, define system requirement, propose solution for identified
gaps and finally draw use case and sequence diagrams for the the new proposed
system.

Techniques used to study and identify gaps

To understand the current system used by Federal Housing Corporation we used the
following techniques:
1. Interview: oral interviews with staffs about property sales, tenants administration,
database management system and way of interacting with customers
2. Observation: direct observation of how federal housing corporation rent and sell
their properties and how they record these transactions as well as advertisement
method
This helped us to identify areas where interaction and connectivity can be improved

Fact-finding techniques and results

From the data collected we have summarized the findings as follows:
 Federal housing corporation uses a semi computerized system: the corporation
uses manual method for most of its operation and uses small internal database for
documentation and information storage and retrieval.
 Buyers and tenants mostly find houses of federal housing corporation through
social media and there is a limited usage of official websites
 Sales transactions are mainly recorded with central database system
 For advertisement the company use manual method such as printed papers to
post them in advertisement boards and digital methods such as social media and
website. Most advertisement are made using social media.
 Tenant register manually to rent houses
 Rent payment are collected digitally, Federal Housing Corporation send the
amount of payment and confirmation via SMS and tenants pay their due amount
 using mobile banking. Previously the receipt must be given to Federal Housing
Corporation but now this is not needed tenants pay using mobile banking and
confirmation message is sent as they pay
 Records are stored in the database
 There was data duplication issue but it has been solved recently
Even if no operational delays were reported, the components of the system operate
separately showing that there is no full system that integrate and connect buyers and
tenant with federal housing corporation. This fragmentation leads to reduced strategic
efficiency and lack of long term scalability.

Analysis of the existing system

The current system of federal housing corporation is partially digitalized however it
lacks full integration.
Strength
 Digital rent payment collection, using mobile banking
 Central database management system for recording transactions
 Use of social media marketing strategy for attracting potential customers
 No major operational delays reported
Limitation
 Buyers, sellers and tenants are handled in separate process i.e not integrated
 Heavy reliance on social media instead of integrated internal platform
 Manual tenant registration, which results in inefficiency
 Limited scalability due to limited internal database management system
 Lack of centralized communication among stakeholder

The absence of an integrated system limits strategic coordination, data

synchronization, and long-term scalability.

Identified requirements

 Functional requirements
The proposed system’s functional requirements include:
FR1. Provide centralized platform that connects buyers, tenants and federal housing
corporation (seller)
FR2. Enable online property listing and searching
FR3. Allow digital tenant registration
FR4. Allow digital payment system tracking for tenant payment
FR5. Generate reports for management
FR6. Include Unified property and transaction record
FR7. Digital communication with tenants when communication is needed

Non-functional Requirement
The non-functional requirements include:
NFR1. Ensure data security and controlled user acess
NFR2. System availability and reliability
NFR3. Fast response for user questions
NFR4. Making the system user friendly and easy to navigate
NFR5. Support scalability for future expansion
NFR6. Supporting data accuracy and integrity

Proposed system overview

The proposed system will be centralized and it will enhance connectivity among
buyer, sellers and tenants within Federal Housing Corporation.
The system will:
 Include property listing into unified digital interface
 Integrate tenant registration and rental process
 Replace the separated process with structured workflow
 Reduce reliance on external social media platforms as it is not centralized,
scattered conversations, no searchable database for customers and hard to
track analytic properly
 Improve system so that data can be accessible and reports can be efficient
This system aims to improve operational coordination, customer experience and
support data driven decision making.
Alternative solutions
The alternative solutions are:
1. Maintain the current system: this solution is continuing with the current semi-
computerized system
Advantage it has no additional cost
Disadvantage limited integration and scalability.
2. Adopt Off-the-Shelf Property Management Software: purchase commercially
available software
Advantage quick implemantation
Disadvantage may not align with the institutions requirement as the softwares
are built for common use
3. Develop a customized integrated system: design a system from scratch that aligns
with the specification of Federal Housing Corporation.
Advantage it fully aligns with the organizations specification
Disadvantage require time and hard work to begin from scratch.
Based on our analysis , to develop a customized integrated system is recommended as
it fills the gap of integration identified in the current system.
USECASE DIAGRAM
Explanation for the use case diagram:
1. Buyer
The buyer actor will interact with the system by registering, authenticating and
searching property.
2. Seller
The seller actor will interact with the system by registering, authenticating and listing
property. Seller need an account to access the system and the primary permission to
add new listings to the database.
3. Tenant
The tenant actor will interact with the system by registering, authenticating and
processing payment. Tenants (renters) need to manage their accounts and pay rent
through the system.
4. Administrator (Federal Housing Officer)
The administrator actor will interact with the system by logging in, registering tenant,
generating report. The Admin logs in to manage the system. They specifically handle
"Register Tenant" (verification) and "Generate Report" for analytic
Sequence Diagram

Explanation
This sequence diagram shows the process of a new tenant creating an account and
logging into the system. The tenant will first submit registration details. Then the
system will validate the inputs to validate the user does not exist. If it doesn’t exist the
record will be [Link] registration, the Tenant attempts to log in by sending
their credentials to the System. The database verifies these details against stored
[Link] diagram includes an alt block to handle two outcomes: if valid, access is
granted; if invalid, the system denies access and displays an error.
Explaination
When the seller starts the process by adding a new property, the system validates the
data and stores it in the database. The seller modifies details about existing properties,
ensures the database reflects current property information.

Explanation
This diagram handles the approval workflow. A tenant submits and application stored
in the database. The administrator reviews the request. The alt block shows that based
on the administrators decision, the system updates the status in the database and
notifies the tenants

Explanation
The tenant request to pay rent. This interaction involves external payment gateway. If
the transaction succeeds, the administrator is notified and the database updates. If it
fails, the tenant will receive an error message.
Explanation
This diagram shows how the administrator retrieves data. After selecting report
parameter, the queries the database. The retrieved data is formatted into a report and
displayed to the administrator.