DATA DICTIONARY

EXTERNAL ENTITIES:
1. Tenants-[students/professional worker]
Input Data Flow- Personal Information
Output Data Flow- Monthly Bill
2. Owner-

PROCESSES:
1.
2.
3.
4.
5.
6.
7.
8.

Room MonitoringRegistrationRecording BillsCompute Amount Due per TenantMonitoring PaymentsRecording ExpensesNet income ComputationDeleting Profile-

Data Store:
1. NAME: ROOM STATUS
DESCRIPTION: It is where the Room Availability updates on numbers of
tenants, occupying one room and total numbers of room rented out are
stored.
DATA STRUCTURE:
ROOM STATUS = {ROOM AVAILABLE} + {ROOM INFORMATION} +
{OCCUPIED ROOMS} + {DELETED ROOM} + {
NAME: TENANTS PROFILE
DESCRIPTION: This contains all the necessary information to be filled up by
every tenant for identification purposes. It also contains accounts to be
settled by tenants.
DATA STRUCTURE:
TENANTS PROFILE = {PERSONAL INFORMATION}
2. NAME: BILLINGS
DESCRIPTION: These include the demands for payment, particularly in the
utilities expenses to be paid by the tenants per month.
DATA STRUCTURE:
BILLINGS = {ELECTRIC BILL PER ROOM} + {WATER BILL PER ROOM}

3. NAME: PAYMENTS
DESCRIPTION: These contain the payments made by the tenants monthly
along with the official receipts recorded.
DATA STRUCTURE:
PAYMENTS = {RECEIPT INFORMATION} + (TOTAL AMOUNT PAID)
4. NAME: EXPENSES
DESCRIPTION: The expenses incurred by the entity for the water, electricity,
repairs and maintenance, development and improvement.
DATA STRUCTURE:
EXPENSES = TOTAL UTILITIES EXPENSE + TOTAL MISCELLANEOUS EXPENSE
5. NAME: NET INCOME
DESCRIPTION: The amount of income after the deduction of total expenses
from the total revenue each month.
DATA STRUCTURE:
NET INCOME = AMOUNT COMPUTED FOR THE MONTH ENDED
DATA FLOW:
1. Stored Room Information2. Occupied Rooms
3. Room Available
4. Assigned Rooms5. Updated Rooms6. Room Information7. Available Room8. Profile9. Personal Information10.Room Assignment11.Bills to be Collected12.Bills Received13.Total Bills14.Monthly Bill15.Tenants room Assignment
16.Account Due17.Current Bill18.Due Accounts19.Unsettled Dues20.Payments Received21.NAME: RECEIVED PAYMENTS
DESCRIPTION: These are payments stored in cash given by tenants to the
owner.
ORIGIN: DATA STORE 4: PAYMENTS
DESTINATION: PROCESS 5: MONITORING PAYMENTS
DATA STRUCTURE:
RECEIVED PAYMENTS = RENT + UTILITIES EXPENSE + REPAIRS AND
MAINTENANCE
22.NAME: PAYMENT REMARKS
DESCRIPTION: These are the payments filed and received by the entity.

ORIGIN: PROCESS 5: MONITORING PAYMENTS

DESTINATION: DATA STORE 4: PAYMENTS
DATA STRUCTURE:
PAYMENT REMARKS = DATE OF PAYMENT + RECEIPT NUMBER +NAME OF
TENANT + TOTAL AMOUNT TO BE PAID + ACTUAL AMOUNT PAID
23.NAME: UPDATED EXPENSE
DESCRIPTION: These are Total Expenses monitored and reported by the
system to the owner.
ORIGIN: PROCESS 6: RECORDING EXPENSES
DESTINATION: OWNER
DATA STRUCTURE:
UPDATED EXPENSE = UTILITIES EXPENSE + REPAIRS AND MAINTENANCE +
DEVELOPMENT AND IMPROVEMENT
24.NAME: EXPENSES INCURRED
DESCRIPTION: These are the actual out flows of cash related to the
expenses for the entity.
ORIGIN: OWNER
DESTINATION: PROCESS 6: RECORDING EXPENSES
DATA STRUCTURE:
EXPENSES INCURRED = UTILITIES EXPENSE + REPAIRS AND MAINTENANCE +
DEVELOPMENT AND IMPROVEMENT
25.NAME: TOTAL EXPENSES
DESCRIPTION: The full amount of expenses by the entity for the month.
ORIGIN: PROCESS 6: RECORDING EXPENSES
DESTINATION: DATA STORE 5: EXPENSES
DATA STRUCTURE:
TOTAL EXPENSES = UTILITIES EXPENSE + REPAIRS AND MAINTENANCE +
DEVELOPMENT AND IMPROVEMENT FOR THE MONTH
26.NAME: EXPENSES
DESCRIPTION: This is also equal to the total amount of expenses incurred
for the month ended.
ORIGIN: DATA STORE 5: EXPENSES
DESTINATION: PROCESS 7: NET INCOME COMPUTATION
DATA STRUCTURE:
EXPENSES = UTILITIES EXPENSE + REPAIRS AND MAINTENANCE +
DEVELOPMENT AND IMPROVEMENT FOR THE MONTH
27.NAME: STORED INCOME SUMMARY
DESCRIPTION: The stored computation of Net Income (Loss) for the month
ended.
ORIGIN: PROCESS 7: NET INCOME COMPUTATION
DESTINATION: DATA STORE 6: NET INCOME
DATA STRUCTURE:
STORED INCOME SUMMARY = NET INCOME(LOSS)
28.NAME: CURRENT SUMMARY
DESCRIPTION: This is the Net Income (Loss) computed after deducting the
total expenses from the total revenue of the entity for the current month.
ORIGIN: DATA STORE 6: NET INCOME
DESTINATION: PROCESS 7: NET INCOME COMPUTATION

DATA STRUCTURE:
CURRENT SUMMARY = NET INCOME (LOSS) FOR THE MONTH
29.NAME: NET INCOME SUMMARY
DESCRIPTION: The accumulated Net Income (Loss) computed quarterly.
ORIGIN: PROCESS 7: NET INCOME COMPUTATION
DESTINATION: OWNER
DATA STRUCTURE:
NET INCOME SUMMARY = {TOTAL NET INCOME IN EVERY FOUR MONTHS}
30.NAME: COLLECTIONS
DESCRIPTION: These are the inflows or the total revenue received by the
entity from rental income, and other related payments made by the tenants.
ORIGIN: DATA STORE 4: PAYMENTS
DESTINATION: PROCESS 7: NET INCOME COMPUTATION
DATA STRUCTURE:
COLLECTIONS = CASH RECEIVED FROM TENANTS
31.NAME: CURRENT LIST
DESCRIPTION: This is the current list of tenants renting a space from the
entity.
ORIGIN: DATA STORE 2: TENANTS PROFILE
DESTINATION: PROCESS 8: DELETING PROFILE
DATA STRUCTURE:
CURRENT LIST = {NAMES OF TENANTS} + TOTAL NUMBER OF TENANTS +
[VACANT ROOMS|OCCUPIED ROOMS]
32.NAME: CLEAR PROFILE
DESCRIPTION: This shows the deleted tenant profile and the available space
for a new tenant.
ORIGIN: PROCESS 8: DELETING PROFILE
DESTINATION: TENANTS PROFILE
DATA STRUCTURE:
CLEAR PROFILE = NEW AVAILABLE SPACE FOR NEW TENANTS
33.
NAME: DELETE ROOM ASSIGNMENT
DESCRIPTION: This shows the deleted room assigned from the deleted
tenant profile and subsequently makes the rooms status available.
ORIGIN: PROCESS 8: DELETING PROFILE
DESTINATION: DATA STORE 1: ROOM STATUS
DATA STRUCTURE:
DELETE ROOM ASSIGNMENT = {ROOMS MADE AVAILABLE}
34.NAME: TENANT NO LONGER BOARDING
DESCRIPTION: The specific tenant who ended her contract in the boarding
house either by Termination Notice or Voluntary exit.
ORIGIN: OWNER
DESTINATION: PROCESS 8: DELETING PROFILE
DATA STRUCTURE:
TENANT NO LONGER BOARDING = NAME OF TENANT TO BE TERMINATED +
{PERSONAL INFORMATION}
35.NAME: UPDATED LIST
DESCRIPTION: The list of remaining tenants and the occupied rooms.
ORIGIN: PROCESS 8: DELETING PROFILE
DESTINATION: OWNER

DATA STRUCTURE:
UPDATED LIST = {NAMES OF REMAINING TENANTS} +{ ROOMS OCCUPIED}