The way the company carries out the management of the company is not satisfactory as there is the problem of difficulty of tracking the performance and rents from the managers. The company relies entirely on the hired managers to manage the houses and offer needed services to the tenant enterprise. The company has many leased managers to take care of the houses, collect money and remit it to the corporate managers in the headquarter offices. The leased managers are occupying the rental houses that tenants are to use and furthermore there are some extra payments provided to the leased managers. The company management puts their trust entirely on h hired managers to collect the rent and carry out other activities faithfully, and this is a wrong belief. There is no audit for the leased managers that can ensure the information provided is true and accurate.
The managers are entering data manually onto papers and the other managers at the corporate headquarters also check the data manually, record by record to ascertain its integrity and accuracy. There is the vulnerability of the leased managers to doctor the reports they submit to the managers at the corporate headquarters. It is hard to tell how many people paid the rent and those who did not pay because some people may lie that they paid while they did not. That is especially when the collection of rent does not take place chronologically or entirely on the same day. The report submitted regarding the amount of rent collected may not be the same as the cash submitted tote headquarter. And because the paper is lengthy, the headquarters may not be able to countercheck and find the specific place where the problem is. The managers may enter some record twice, and this is hard for those checking the records at the headquarters to notice. It may also be hard to track the tenants that have paid rent and those that have not paid because some may lie to the managers that they paid while they diode not pay. A centralized database gives each of the tenants a unique key that can help to identify them and thus they will not lie about their identity to evade paying the rent.
The managers and or the senior management at the headquarters may lose the reports or misplace them, and this will give the managers a leeway to carry out their schemes of lying concerning the figures. If required to resubmit the reports, one can go back and change some figures on the reports. If the managers misplace or lose the reports, they will not know those that did not pay rent especially when there were people that had not paid. A centralized database can help to solve the problem with records because if it keeps a record of a lifetime as much as it is operational. It is also possible to have the backup of data when the data resides on one place, the central database. Even if the primary site fails, the company can leverage the secondary site where to take up the slack of work for the failed site.
The business requirements for the new system include the two computers for the senior management, one server, two computers for the database managers and two database managers. There is a need for all the apartments to be in the record in the databases and the names as well as other vital information regarding the tenants should be in the database. There should be collaborated administration between the database administrators and the management for it to be successful (Brezillon & Tahir, 2013). The database should have software that tells the database administrators the tenants that boycotts are paying the rent. There should be the clerks for entering data into the system regarding the payments, repaired, replacements and the renovations done to the apartments and the associated expenditure. The clerks also will be making phone calls to the tenants to remind them of when rent is due, and that can avoid delays.
There should also be in place a monitoring system to monitor the condition of the houses to help the company managers to know when the repair, replacement, and renovation are due. That will reduce tiring and time-wasting manual activity of checking the condition of the houses by the managers. The system will also contain the type of repair done to the houses or apartments, who did the repair and how much he/she spent in the work. The tenants can also access the system to give their comments concerning the repair process, or they can give vital suggestions to the management so as to help with the provision of better services to them. “The monitoring system and the database must have some security mechanisms so that there is no unauthorized access of modification to the information residing on them. It ensures that only the required administrators for the database carry out updates in the system” (Rao, 2012).
There should also be a website for advertising the houses, and this can improve the occupancy levels of the houses. In light of this factor web site administrators are in requirements and customer services that will handle the problems that the tenants are facing or the inquiries that the new customers are making. Images of some of the rooms and the apartments will need to be on the website to attract more customers to apply for accommodation. There should be in pace the security mechanisms associated with the website, and continuous improvement and upgrading should take place by the website administrator (Brezillon & Tahir, 2013).
Departments and operations
The lack of the managers at the corporate headquarters to verify the reports of the apartment managers has a negative implication on the overall integrity of the data. They are prone to accept inaccurate information, and this will make the rental houses not to bring the expected return on investment. The managers also are too many and going through all those reports is a tiring task for the managers at the corporate headquarters. They are likely to leave out the vital information. Also, there may be a long process for verifying the credibility for the need of a repair or renovation, and this can culminate in the loss of tenants. The delay in payments and the failure to verify who paid or who did not pay may lead to the lack of enough money for other expenses meant to improve the services offered to the tenants.
The reliance on the hired managers to carry out the management on behalf of the company is turning out to be expensive for the company. That is because the company must provide free accommodation to them and believes that the hired managers can provide the full report of the performance of the company that is of high integrity. The company cannot be hundred percent sure that the hired managers can collect all the money from the tenants and then remit all the money to the company. Lack of an audit for the managers may lead to the company believing a false report of the managers as some of them can submit a false report to the headquarters purporting it a true one. There is no way of knowing the identity of the tenants and others can lie about their identity so that they make use of the names of those that paid the rent. That will create a bad relationship between the leased managers and the senior managers of the company. It also will make the company lose many funds that would be useful for other essential activities.
company should not leave all the activities to the managers entirely.
For instance, it is the mandate
of the leased managers to carry out the repair, replacement, and renovations. The
managers can lie that they did
repair or replacements while they did
not carry out those tasks. They
may as well carry out a
replacement when replacements are not in requirements, thus saving the replaced
parts for their use and quoting
too much that
they spent in carrying out the replacement. There should be a way
to carry out the need for repair,
replacement and renovations
before the approval of the same. The
much spending in paying the leased tenant
could be useful elsewhere, for instance in improving
the houses and
other services to the tenants. It also may turn
out to be more expensive than
having a centralized database.
Brezillon, P. & Tahir, H. (2013). Shared context for improving collaboration in database administration. International journal in database management systems, 5(2).
Kandogan, E., Maglio, P., Haber, E., & Bailey, J. (2011). On the roles of policies in computer systems management. International Journal of Human-Computer Studies, 69( 6), 351-361.
Rao, A. (2012). Centralized database security in cloud. International journal of advanced research in computer and communications engineering, 1(8).