Property and Tenant Management

Property and Tenant Management

Braddan Parish Commissioners

Project Brief

With the recent changes to how local authorities on the Isle of Man must report to the Department of Local Government and Environment (DOLGE) a clear need for a comprehensive software solution was identified by Braddan Parish Commissioners. The system needs to meet the following key objectives:

  • Waiting list support against standardised DOLGE Pointing criteria
  • Meet the DOLGE Annual and Quarterly Reporting Requirements
    Everything together in one place
  • Ease of use - the system needs to assist users in keeping on top of tasks, jobs, etc.
  • Flexible integrated reporting
  • Integrated auditing for all the key actions - detailing the who, what and when
  • Job allocation, tracking, tenant satisfaction, etc.
  • Ability to track Contractor performance
  • Security - must allow for different user roles/groups, allowing access to parts of the system only to authorised users

The system in addition to the main features above should enable users to make notes, maintain standing data, optionally add pictures (for jobs, tenants, waiting list applicants, properties) and provide warnings to contractors about properties (location of bulk storage tanks, overhead power, etc.).

Solution Implemented

The system is based on a SQL Server database and built as a multiple document interface (MDI) application using Visual Basic .Net. All screens have been made with a keen eye for ease of use with a consistent Office look and feel implemented throughout.

The system is divided into five main areas of functionality which link together seamlessly to provide the solution. The areas are:

Waiting Lists & Applicants

  • Supports multiple lists
  • Applicants recorded and allocated Points (using the DOLGE issued criteria)
  • Automatic position/index calculation
  • Integrate reports - Waiting list & Applicant detail
  • Offers processes - electronic transfer of Applicant to Tenant
  • Recording of Appointments
  • Notes facility
  • Audit
  • Picture / Image Support


Tenant Management

  • Records tenant against property
  • Full tenant history
  • Records tenant actions (ASBO's, ABC's Rent, Arrears etc.)
  • Tenant reports
  • Recording of Appointments
  • Notes facility
  • Audit
  • Picture / Image Support

Property Management

  • Records base Property details (address, area, property type etc.)
  • Links to tenant
  • Integrated Job History
  • Recording of Appointments
  • Contractors warnings
  • Property reports
  • Notes facility
  • Audit
  • Picture / Image Support

Job Management

  • Job allocation/tracking (dates and prices)
  • Provision for Health & Safety Assessments
  • Contractor Assignment (allows for direct assignment or quotes/tenders)
  • Follow up / Tenant Satisfaction recording
  • Integrated Job Sheets
  • Recording of Appointments
  • Notes facility
  • Audit
  • Picture / Image Support
  • Contractor warnings

Contractor Management

  • Record base contractor information
  • Job History
  • Contractor Performance Metrics
  • Notes facility
  • Audit

In addition to the above features, we have also created a System Summary page that pulls together all key information in one place. This page which automatically refreshes provides the user with everything they need to keep on top of all the system activity to ensure job are completed on time and problems are spotted quickly before they escalate.

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Services Provided

  • Database Design Database Design
  • Development Development
  • Hands On Training Hands On Training
  • Management Reporting Management Reporting
  • Microsoft Office Integration Microsoft Office Integration
  • Analysis and System Design Analysis and System Design
  • Setup and Distribution Kit Setup and Distribution Kit
  • Website Design Website Design
  • Website Implementation Website Implementation

Built Using

  • Crystal Reports Crystal Reports
  • Custom Controls and Libraries Custom Controls and Libraries
  • Microsoft ASP .Net Microsoft ASP .Net
  • Microsoft Office Automation Microsoft Office Automation
  • Microsoft SQL Server Microsoft SQL Server
  • Microsoft Visual Basic .Net Microsoft Visual Basic .Net
  • Microsoft Visual Studio Microsoft Visual Studio
  • Microsoft Word Microsoft Word
  • Web Service Web Service
  • XML XML