May 7, 2025
A residential society was struggling withmanual documentation, inefficient
communication, and difficulty in tracking maintenance records. They required a
Society Repository Management System (SRMS) to digitally manage society
records, streamline member communication, and automate maintenance tracking.
The goal was to create a centralized digital platform that improved data
management, security, and operational efficiency.
Client: Confidential (Residential Society Management)
Team Size: 8 (Developers, UI/UX Designers, QA Engineers, Business
Analysts)
Tools & Technologies:
Project Management:Monday.com, Notion, Zoho Projects
Development: PHP (Laravel), MySQL, Bootstrap, JavaScript (Vue.js)
Collaboration: Slack, Google Meet
Testing & Deployment: PHPUnit, Postman, Apache, AWS
Role & Responsibilities as a Project Manager
Project Planning & Execution
✅ Defined project scope, milestones, and timeline using Agile methodology
✅ Conducted requirement gathering sessions with society members, committee
representatives, and stakeholders
✅ Developed a project roadmap and ensured timely delivery using Kanban
methodology
Team Leadership & Collaboration
✅ Managed an 8-member cross-functional team (developers, testers, UX designers,
and business analysts)
✅ Led weekly sprint meetings to track progress and remove obstacles
✅ Facilitated clear communication between technical teams and society
administrators
Process Improvement & Risk Mitigation
✅ Identifiedmanual inefficiencies and automated repository tracking
✅ Ensured data privacy & security by implementing role-based access control
(RBAC)
✅ Addressed system scalability, allowing multiple societies to be onboarded in the
future
Key Features Implemented
✅ Digital Document Repository – Secure storage for property agreements, society
bylaws, and maintenance records
✅ Member Management System – Online registration, profile updates, and
resident verification
✅ Billing & Payment Integration – Automatedmaintenance fee collection with UPI,
Stripe, and PayPal
✅ Event & Notice Board – Announcement section for community updates and event
scheduling
✅ Complaint & Grievance System – Online issue tracking with response time
monitoring
✅ Visitor & Staff Management – Log and monitor visitor entry, service staff records,
and vendor approvals
Challenges & Solutions
Challenge 1: Manual Record-Keeping Was Time-Consuming
Problem: Society committee members manually managed documents, leading to
lost records and inefficiencies.
✅ Solution: Developed a cloud-based repository with document categorization and
quick search functionality.
Challenge 2: Maintenance Fee Collection Was Tedious
Problem: Residents had to make manual payments, leading to tracking issues.
✅ Solution: Integrated automated invoicing and payment gateways, enabling real-
time payment tracking.
Challenge 3: Lack of Effective Communication Between Residents and
Management
Problem: Important announcements were missed, leading to confusion.
✅ Solution: Introduced a real-time notification system via email, SMS, and push
notifications.
Project Outcome & Impact
80% reduction in paperwork due to digital documentation
50% faster response time for complaints and grievances through automated
tracking
60% reduction in manual errors in billing and maintenance tracking
Enhanced transparency in society management, improving resident satisfaction
Scalability ensured, allowing easy onboarding ofmultiple societies
Conclusion & Next Steps
This project successfully modernized society operations, making them efficient,
transparent, and user-friendly. The system is now ready for integration with IoT-
based security solutions and AI-powered anomaly detection in maintenance
tracking.