Below is the finalized comprehensive system plan document that incorporates all requirements—

including a public website for building services and products with an advertising section for shop
owners. You can copy this text into your preferred word processor (e.g., Microsoft Word) and
save it as a DOC or DOCX file.

Comprehensive Building Management System

Plan
1. Overview
Objective:
Develop an integrated building management system for a mixed-use property (apartments and
shops) that manages:

 Lease and payment processing (with expiration tracking and early

warnings)
 Inventory and maintenance (orders, tracking of expenses and income)
 Utilities monitoring (water and electrical systems)
 Space management and an interactive building map (detailing
entrance, exit, stairs, elevators, and shop directories)
 A full accounting module (handling orders for inventory and
maintenance, financial tracking, and reporting)
 A unified mobile and web application for all internal users
 A public website that showcases building services and products and
includes an advertising portal for shop owners to list their offerings

Key Stakeholders:

 Residents: Renters who require up-to-date lease information,

payment notifications, maintenance updates, and interactive building
navigation.
 Shop Owners/Tenants: Business occupants who need to manage
lease details, advertise services/products, and communicate
promotions.
 Maintenance/Facility Staff: Personnel responsible for processing
repair orders, tracking inventory, and managing building systems.
 Accountants/Financial Staff: Users who monitor financial
transactions, process orders, and generate financial reports.
 Administrators/Managers: Oversee system configuration, user
management, and integrated reporting.
 Public Users: Visitors who explore the public website to learn about
building services, products, and shop offerings.
2. System Architecture
a. Presentation Layer

 Internal Portals & Mobile App:

o Responsive dashboards tailored for residents, shop owners,
maintenance staff, accountants, and administrators.
o Integrated interactive building map view showing floor plans with
entrances, exits, stairs, elevators, and shop directories.
 Public Website:
o A user-friendly website that showcases building services and
products.
o An advertising section where shop owners can list their services
and products.
o Responsive design to accommodate desktop and mobile web
browsers.

b. Business Logic Layer

 Core Modules:
o Lease & Payment Management:
 Tracks lease start/expiration dates.
 Automated early warnings and email/SMS notifications.
o Inventory & Maintenance Module:
 Order management for supplies and repair tasks.
 Tracks expenses, income, and maintenance logs.
o Accounting & Financial Module:
 Processes all financial transactions (income, expenses,
orders).
 Provides comprehensive dashboards and reporting.
o Interactive Building Map & Space Management:
 Displays detailed floor plans with navigation points and
shop directories.
 Integrates with lease and occupancy data.
o Communication & Notification Engine:
 Automates email, SMS, and in-app alerts for payments,
maintenance, and building updates.
 Public Website Module:
o Displays building information (services, amenities, products).
o Integrates an advertisement portal where shop owners can
publish and update their listings.
o Interfaces with internal databases to display up-to-date shop
directories and promotions.
c. Data Access Layer

 Centralized Database(s):
o Relational Database: For structured data (users, leases,
orders, transactions, shop listings, etc.).
o Spatial/Map Data: Dedicated tables for floor plans, coordinates,
and navigation elements.
o APIs: Expose RESTful or GraphQL endpoints to support real-time
data exchange across modules and the public website.

3. Core Modules & Functionalities

A. User Management & Roles

 Role-Based Access Control (RBAC):

o Residents & Shop Owners: Access dashboards with personal
lease details, payment history, maintenance requests, and
interactive maps.
o Maintenance/Facility Staff: Manage maintenance orders, track
inventory usage, and update system alerts.
o Accountants/Financial Staff: Process payment cycles, manage
orders, and generate financial reports.
o Administrators/Managers: Oversee all modules, update
building map data, and configure system integrations.
o Public Users: View building services, product offerings, and
shop advertisements on the public website without internal
access.

B. Payment & Lease Expiration System

 Lease Management:
o Store and display lease start and expiration dates for apartments
and shops.
o Automatically flag upcoming lease expirations.
 Automated Early Warning:
o Trigger alerts to accountants and financial staff before lease
expirations.
o Generate payment reminders and renewal requests via email
and in-app notifications.
 Integrated Payment Gateway:
o Support recurring billing, one-time payments, refunds, and
dispute management.
C. Communication & Notification System

 Multi-Channel Alerts:
o Automated email, SMS, and in-app notifications for:
 Lease renewals and payment requests.
 Building rule updates and service changes.
 Maintenance and inventory order statuses.
 Customizable Templates:
o Enable administrators to update notification templates to suit
various communication needs.

D. Inventory & Maintenance Management

 Inventory Tracking:
o Maintain a real-time catalog of supplies, spare parts, and
equipment.
o Automatic reorder alerts and low-stock notifications.
 Maintenance Request System:
o Allow residents and shop owners to submit repair or maintenance
tickets.
o Track maintenance orders from submission through resolution.
 Order Management:
o Generate, approve, and track orders related to both inventory
procurement and maintenance operations.
o Log and monitor all associated expenses and income.

E. Interactive Building Map & Space Management

 Detailed Building Map:

o Provide a visual floor plan highlighting:
 Building entrance and exit.
 Staircases and elevators.
 Shop directories with clear categorization (e.g., grocery,
pharmacy, boutique, services).
 Interactive Features:
o Clickable icons/overlays for navigation.
o Zoom, pan, and search functionalities for ease of use.
 Integration:
o Sync with lease and space data to reflect real-time occupancy
and shop listings.

F. Accounting & Financial Management Module

 Comprehensive Order Processing:

 o Create and manage orders for inventory and maintenance.
o Monitor approval workflows and status updates.
 Expense & Income Tracking:
o Log all financial transactions, categorizing by type (rent,
maintenance, inventory, etc.).
o Generate detailed financial reports and dashboards.
 Analytics & Reporting:
o Real-time financial insights to support budgeting, forecasting,
and decision-making.
o Exportable reports for management review and audit purposes.

G. Public Website & Advertisement Portal

 Building Information Display:

o Showcase building services, amenities, and product offerings.
o Include detailed descriptions, images, and updates on building-
related news.
 Advertisement Section:
o Allow shop owners to list their services and products.
o Enable features such as:
 Ad creation and management.
 Promotional banners and featured listings.
 Search and filtering options for public users to find shops
by category.
 Integration with Internal Systems:
o Sync shop directories and promotional data with the internal
building management system.
o Ensure real-time updates so that public information reflects the
current offerings.

H. Mobile Application & Web Portal (Internal)

 Unified Access:
o Cross-platform mobile app (iOS/Android) and responsive web
portal.
o Tailored dashboards displaying lease details, payment history,
maintenance status, interactive maps, and financial summaries.
 Secure Authentication:
o Multi-factor authentication (MFA) and role-based content display
for data security.
4. Data Models & Database Design
Key Entities:

 Users: Residents, Shop Owners, Maintenance Staff, Accountants,

Administrators.
 Units: Apartments, Shops, and Common Areas.
 Lease Agreements: Start/expiration dates, renewal status.
 Inventory Items: Supplies, equipment, spare parts.
 Maintenance Requests & Orders: Ticket status, scheduling,
approvals.
 Financial Transactions: Detailed records of income, expenses, and
orders.
 Building Map Data: Floor plans, navigation points (entrance, exit,
stairs, elevators), shop directory details.
 Public Website Content: Building service information, product
listings, and shop advertisement data.
 Notification Logs: Records of all communications (email, SMS, in-
app).

Database Considerations:

 Relational Database: For transactional data (users, leases, financials,

orders).
 Spatial/NoSQL Database: For handling map data and unstructured
shop listings if needed.
 APIs: Ensure robust endpoints for dynamic retrieval and updates
across all modules.

5. Technology Stack & Integration

Front-End:

 Internal Web Portal: Frameworks like React, Angular, or Vue.js.

 Mobile Application: Cross-platform frameworks such as Flutter or
React Native.
 Public Website: HTML5, CSS3, JavaScript (with frameworks like React
or Angular) for a responsive, SEO-friendly design.
 Mapping Libraries: Tools such as Leaflet, D3.js, or custom SVG-based
solutions.

Back-End:
  Core Languages/Frameworks: Node.js, .NET, or Java in a
microservices architecture.
 Third-Party Integrations:
o Payment Gateways (Stripe, PayPal).
o Email Providers (SendGrid, Mailgun).
o IoT integrations for real-time utility monitoring.
 APIs: RESTful or GraphQL endpoints for seamless communication
between modules and the public website.

Database:

 Primary: SQL (PostgreSQL/MySQL) for structured transactional data.

 Secondary: NoSQL or spatial databases for map and advertisement
data.

Deployment:

 Cloud-Based Hosting: AWS, Azure, or Google Cloud with CI/CD

pipelines.
 Scalable Architecture: Load balancing, caching, and disaster
recovery mechanisms to ensure high availability.

6. Security & Compliance

 Authentication & Authorization:
o Role-based access control (RBAC) with multi-factor
authentication (MFA) for internal users.
o Public website access is read-only with secured admin interfaces
for shop owners and administrators.
 Data Protection:
o Encryption of data in transit and at rest.
o Regular security audits and compliance with GDPR and other
data protection regulations.
 Audit Logging:
o Maintain detailed logs of user actions, system changes, and
financial transactions for accountability and troubleshooting.

7. Implementation Roadmap
1. Phase 1: Core System & User Management
 o Define roles, establish database schemas, and build core
modules (user management, lease tracking).

2. Phase 2: Payment, Lease, & Notification Modules

o Implement lease expiration tracking, early warning notifications,
and payment gateway integration.

3. Phase 3: Inventory, Maintenance & Order Management

o Develop modules for inventory tracking, maintenance
request/order processing, and integrate financial tracking.

4. Phase 4: Interactive Building Map & Space Management Module

o Design and integrate detailed floor plans with navigation
elements and shop directories.
o Ensure synchronization with occupancy and lease data.

5. Phase 5: Accounting & Financial Management Module

o Build financial order processing, expense/income tracking, and
reporting dashboards.
o Integrate with payment and inventory/maintenance modules.

6. Phase 6: Mobile App & Internal Web Portal Development

o Develop and launch cross-platform mobile applications and
responsive internal web portals.
o Integrate all core modules (payments, notifications, interactive
maps, accounting).

7. Phase 7: Public Website & Advertisement Portal

o Develop the public-facing website showcasing building services,
products, and shop advertisements.
o Implement features for shop owners to list and update their
services/products.
o Ensure real-time data sync with internal systems.

8. Phase 8: Testing, Feedback, & Optimization

o Conduct thorough testing of all modules across internal and
public interfaces.
o Gather feedback from all user groups and optimize performance,
security, and usability.
o Prepare for full deployment and scalability enhancements.
8. Conclusion
This comprehensive system plan presents an integrated solution for managing a mixed-use
building. It covers all aspects—from lease management with automated payment notifications,
inventory and maintenance tracking, interactive building maps with shop directories, and a full-
fledged accounting module—to a public website that promotes building services and enables
shop owners to advertise their products. Designed with modularity and scalability in mind, this
system will deliver a seamless, secure, and user-friendly experience for all stakeholders.

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