The department currently manages data across fragmented landscape of systems, including various applications and Excel files, leading to high administrative overhead and data inconsistencies. Most evaluations are performed manually via employee-specific files, creating a high risk of failure if key personnel are absent. This lack of standardization makes data maintenance difficult to guarantee. Therefore, the department requires a centralized, secure system or application to unify processes, minimize risks and ensure a more efficient, future-proof data management structure.

The research was organized into four key areas: the analysis of the current situation, the determination of the to-be workflow, the market analysis of property management systems and the recommended solution to move forward. A mixed-method research design was employed, using interviews with domain experts and a collaborative workshop to establish and validate user stories and use cases. The data was further anaylzed through the development of Entity-Requirement Models (ERMs) to visualize existing data silos and Unified Modelling Language (UML) diagrams to formalize system requirements.

The findings revealed that the department currently faces opportunities for optimization, primarily due to heavy reliance on manual, Excel-based workflows, which create high administrative effort and data inconsistencies. Consequently, the report identifies the department’s need for a process optimization, clearer role alignment, and recommendations for potential solutions to transition away from data stored in Excel workbooks and manual workflows.