Real Estate Management System - Online Library for Property Management

The Real Estate Management System is a web-based app for property management with a secure database. It offers a search feature for properties and a portal for clients and property owners. The system is designed to save time and resources, increase efficiency, and ensure data security.

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Real Estate Management System
First Student Name
Second Student Name
Third Student Name
Course
Institution

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Executive Summary
The Real Estate Management System will be designed to be web-based with integration
capabilities of being an app whereby multiple users will have different privileges as far as
accessing information and information management is concerned. In particular, the admin will
have the rights to update information, add other users and delete users among other overall roles.
Furthermore, the system will play a vital role in meeting all the expectations of companies
dealing with developing apartments, commercial assets, guesthouses, and residential properties
among other assets involving leasing, renting, and even selling of the same possessions.
This system will have a portal where all the information concerning clients and the entire
property scale will be saved in a secure database. Unlike other existing systems where the admin
was the only one with management roles, agents will also have a privilege to access and update
certain information on the system. Time management will be well taken care of both on the side
of the property owner and clients since there will be no need for mediators as seen in current
systems. This is due to the fact that mediators are known for unsanctioned agreements that in
most cases costs a lot and are more time-consuming.
Integration capabilities will be assured when a company decides to go for a mobile
application instead of a website. This will be an easy and convenient way for many people and
even those without computers. Unlike other systems, therefore, the Real Estate Management
System (REMS) comes with a functionality of searching a property by location or area code
depending on the choice of the client. In fact, security of information about the users of this
system will be prioritized due to the authentications that will be put in place which replicates to
trust and confidence from both the clients and the company itself.
Table of Contents

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Executive Summary...................................................................................................................................2
Introduction...........................................................................................................................................4
Background of the Study.......................................................................................................................4
Statement of the Problem......................................................................................................................5
General Objectives................................................................................................................................6
Specific Objectives.............................................................................................................................6
Justification of the Study.......................................................................................................................6
System Scope..........................................................................................................................................7
System Limitations................................................................................................................................7
Existing System......................................................................................................................................7
Proposed System....................................................................................................................................7
Advantages of the Proposed System.................................................................................................8
Organizational Chart............................................................................................................................8
System Flow Chart................................................................................................................................9
Property Management Flow Diagram...........................................................................................10
Rent Management Flow Diagram..................................................................................................11
Report Generation Flow Diagram..................................................................................................12
System Data Flow Diagrams...............................................................................................................12
Level O DFD....................................................................................................................................12
Level 1 DFD.....................................................................................................................................13
ER Diagram.........................................................................................................................................14
Non-Financial Attributes................................................................................................................14
Financial Entities.............................................................................................................................15
System Features...................................................................................................................................16
Technology Platform of the System....................................................................................................17
User Views............................................................................................................................................17
Potential Data Breaches and Security Risks Associated with the System.......................................18
Suitable Accounting Controls for the New System.......................................................................19
Conclusion............................................................................................................................................20
Reference List...........................................................................................................................................21

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Introduction
Each and every business that is thought to exist has to keep in mind the value of
managing money and time which in this case is its resources for it to realize any form of success.
An online Real Estate Management System will encompass business methods basing on the
internet simply to mean managing property by means of an online tool. This tool will not be
complex and there will be no need for a special platform or training users on how it will be
working. A company dealing with estates, for instance, has to make sure that time and resources
are not by any means embezzled. This can only be achieved thorough a suitable management
system that is centralized and technologically accepted due to the current hi-tech world. A
decentralized system is where individuals are seen to own and at the same time manage their
properties without dedicating the management to an agency company. This becomes hard due to
mistrust and security that is usually witnessed by individual owners.
Background of the Study
This system targets agency companies that wish to attain their targets basing on the
objectives put in place that drives them. While designing the mobile application, AJAX, JSon,
MySQL, JavaScript, and Html will all be used to ensure the aspects of security and portability
are vastly highlighted. However, companies venturing into real estate businesses have to
consider specific factors of success or objectives in order to avoid future losses (Robin, 2018).
To start with, security has to come first where a company has to invest at a crime-free location
since no one will easily rent or buy a house at an insecure location (Gross and Źróbek, 2013,
p.11). The Real Estate Management System will come as a solution where a user will have to
search and even have a Google search view of a location of a house before making a request.

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The other objective of a real estate company is making sure that all utilities that are high-
in-demand such as electricity and water are available before building any house since those are
first considerations for anyone looking for a house either to rent or even buy. Now, the solution
to this challenge is already highlighted in the new system since it will have a clear map of
amenities within a particular house making it easier for one to make an informed decision.
Healthcare and recreation facilities are also a vital consideration when targeting good outcomes
from an investment like housing. Real estate developers consider it as a determinant of the price
to impose on a certain house (Źróbek-Różańska & Zielińska-Szczepkowska, 2014, p.80). On the
other hand, whenever an education institution is closer to a house, many parents consider living
in such places. Developing firms, therefore, are building near schools or some go further by
building schools inside the estates just to attract more customers.
Statement of the Problem
There is a need to do away with commotions that are witnessed each and every day
between house landlords and tenants not forgetting care takers in this modern error of
technology. This is the reason as to why most landlords have dedicated most managerial roles to
agents in housing agency firms. However, one can easily think that work is just easy on the side
of agents but it is really a headache. Just to mention but a few, rent collection, assets
maintenance, making payments to property owners, foreseeing renting processes, writing reports,
banking information documentation among other things. There is only one solution that can
make life worth living for these agents. A system that is feasible enough to integrate all these
tasks and execute without errors and only depending on information first entered or updated by
specific people with managerial roles (Muczyński, 2015, p.5).

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A company with a system able to perform all the duties being done by dozens of its
employees saves a lot which results in the realization of profit and productivity at the
subsequently. There can never be a comparison between a system where computers are
employed only to do the typing and receipt printing and an automated system able to handle
everything on its own. Issues of misappropriation usually arise in a system where not all
information is channeled through it resulting in a manual way of doing things in an organization.
General Objectives
Developing an automated system able to coordinate, keep track of company activities,
control and above all incorporate all the affiliates of that firm in a smooth and timely manner.
The integration capability of the system into a mobile app should contribute to efficiency and
real-time business performance.
Specific Objectives
 Coming up with a system able to fulfill all the overall objectives
 Making sure that the implementation part of the system is successful
 Accomplishing the evaluation and testing of the system.
Justification of the Study
There will be time management on the side of companies managing properties, tenants,
and even property owners using an automated system. Consequently, as a result of doing away
with manual work, there will be a big percentage in resource management not to mention the
high level of security protection on data that will come with the new system (YABE, 2017, p.27).
Therefore, it will be an automated system with user login modules protected by strong password
policies with end-to-end encryption of all the communications done by all users.

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System Scope
Agents and companies will benefit from the system more in terms of administration and
management of properties besides tenants enjoying the efficiency like never before while doing
businesses with the agencies (KITAJIMA, 2017, p.72).
System Limitations
The operation of the system will only be conducted on a computer or a mobile for those
who will be using an app. However, this system will require up-to-date technological equipment
which on the other hand will be costly.
Existing System
A lot of shortcomings are seen in the current system of managing real estates as a result
of the manual work involved. In particular, the filing of the record, keeping forms, and the entire
documentation is manual and labor-intensive. A lot of errors may arise along the way in this
manual way of doing works since making changes is always somehow problematic. Chances of
data loss are always high due to lost or misplaced files (Gross, Źróbek and Špirková, 2014, p.63).
Data security in a manual way is poor since anyone in the offices can have access to
unauthorized documents of the company.
Proposed System
The proposed system will provide all the features offered by the existing system but in an
automated manner where all details will be kept in a database. It will have a search feature
according to the user’s requirement and only the sought request will be given back to the user.
The system to be developed will consist of many modules which will include the Web page,
housing, salable and administrator’s module (Elmetwaly, 2011, p.416). The index page also
known as the homepage will include the housing and salable modules and will have a top menu

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which will comprise the Login menu which a user will have to use a valid username and
password to login in and access the system. Only the recorded operators will be capable of using
the Homepage. The housing or the residential module will include a registration form, data about
the house, type of the house either a studio apartment, bungalow or penthouses. The salable or
the commercial module will incorporate the registration form, cost per house (Diop, 2017,
p.291). Finally, the administrator’s unit will enable the admin to have all the rights of all the
visitors as well as the regular recorded client.
Advantages of the Proposed System
Buying, selling, or even renting will be easier due to its search capability and readily
available information about houses on the system. There will be guaranteed security of data due
to authentication incorporated in the development part of the system (Radzewicz, 2013, p.87).
Therefore, precise data about all the company’s property will always be available as a result of
the system being automated.
Organizational Chart
This structure is just but an outline of how the internal arrangement of a housing agency
looks like. It depicts how the entire company is structured outlining relationships and roles
within the company.

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System Flow Chart
Below are UML diagrams which are activity diagrams showing a step by step workflow
actions and activities basing on concurrency, choice, and iteration (Huston & Han, 2018).
Director
Manager
caretaker
Tenant Tenant
Caretaker
Tenant Tenant Supplier

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Property Management Flow Diagram
This is used to depict the entire process involved when new properties are admitted into a
real estate company.

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Rent Management Flow Diagram
Displays the procedure witnessed during the payment process when a tenant makes his
payments to the system and then feedback sent back as an acknowledgement (Nase, Berry &
Adair, 2013, p.48).

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Report Generation Flow Diagram
Shows how a report is acquired by a user from the system as per his or her interest.
System Data Flow Diagrams
This show how data flow around the entire system displaying the modelling aspect of the
system.
Level O DFD
This shows the general functionality of the entire system basing on external entities.
Authentication
Reports
System Users
Housing
Agency
Assistant
System
Housing
Information
Database

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Level 1 DFD
Displays a view that is more detailed of how data flows in the Real Estate Management
System (Marmolejo‐Duarte and Ruiz‐Lineros, 2013, p.63).

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ER Diagram
It shows the relationships between multiple entities that are found in a system (Zhu, 2014,
p.5361)
Non-Financial Attributes
User

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Are users that are listed in the system which corresponds with the system database. There
will be an account for each user which will be secured with credentials best known by that very
user.
Requests
They are appeals submitted by tenants seeking clarification on a certain matter or even a
complaint against the services offered by the agency.
Financial Entities
Transaction
Are records detailing the amount, time, and date each and every transaction happened and
even the status of the transaction.
Property
Details all available assets ready to be leased, sold or rent whereby location and more
clarification of the property are availed. The type and nature of that property are well defined in a
way that one can know if it is an apartment, a penthouse or a bungalow as stated before (Liow,
Zhou & Ye, 2015, p.537).
Tenant
They impact on a financial aspect of a company since they are the sole channel when
talking about profit gained in form of rent. Their details are available in the database and will
reflect in the transaction during the payment process.
Rent
Stipulates the amount paid by tenants detailing the account number, names of the
individual tenant, the amount paid, and the transaction ID.

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System Features
The system will be comprised of a number of features with a clear interface enabling both
technical and non-technical users to be able to access it. To start with, there will be a logs
interface where accounting users will have to submit their details before accessing the system for
the purpose of data protection. The system will also have a tenant’s portal where their issues and
requests can be channeled. To add on these, there will be a receipt and report generation interface
where receipts and reports can be generated easily. A dashboard will be available as a special
feature where a user like an admin can manage the system (Śmietana, 2014, p.51). The properties
feature will enable a user like a tenant to access details about available houses whereby a search
module will be available to minimize the time taken to acquire the information wanted. Lastly,
there will be a finance feature where details of tenants who have paid their rent will be displayed.
The MRB technology which plays a vital role while documenting, tracking or managing
data electronically will be relevant if incorporated into the system. Since the new system will be
working independently, it will display all information fed into it which in return will help in
establishing whether the company will be making a profit if not a loss (Thanikachalam, Jinu &
Nagaraj, 2014, p.634). MRPII technology adds the feature of property floor creation organization
and a tracing tool which when employed will help the agency when it comes to paying of the
caretakers to cover employees and succeed the capability and also when a new floor or property
has to be added. Therefore, it will as well assist in monitoring, recording and generating of
reports of various activities carried out which uses centralized data. The Electronic Data
Interchange (EDI) technology when employed introduces the electronic way of passing data and
not the paperwork way (Paul, 2013). This will be a feature in the new system since everything

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will be automated using the up-to-date technology like receipt and report generation leading to
the elimination of paperwork system (Puķīte & Geipele, 2015, p.45).
Technology Platform of the System
In the proposed system, the incremental model will be used permitting the elasticity and
adaptableness of the strategy and the execution of the system. In particular, this system allows
the developer to have flexibility in relations to the design, employment, and repairs. Having
decided on the incremental model we will have the capacity to progress on the quality of the
system by varying some precise materials in the project and implementation stage so that the end
outcome of the system will correspond the user requirements (Peng, 2018). Talking about entire
coding, a relation database management system MySQL will be used to store all the details
including passwords, usernames, properties, the amount paid, tenants details among other things.
PHP, JavaScript, ajax, JSon and Html programming languages will be used to create dynamic
and responsive webpages, the backend and frontend of the system.
Google Map will be fused into the system whereby clients will be able to access the
geographical mapping and find location and even directions. The insight view of a property is
displayed with the help of a Visual Tour which is a snapshot equipment for capturing multiple
pictures inside a room (Cichociński & Dąbrowski, 2013, p.72).
User Views
Filtered Data View
When a report is needed by an admin, for instance, the admin will have to click a filter
icon to allow conditions to be entered based on the type of data that needs to be outputted. Then
a generate button will be clicked followed by a save button to customize the outputted data.
Dashboard View

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Here multiple reports and views are displayed on a lone screen where users can have a
chance to view them together. However, timeline, predefined and tubular views can only be
embedded using a widget or hyperlinks that are clickable and pointing to them (Harris, 2016,
p.4).
Suppliers or Creditors View
Non-accounting users are able to access the system and view the news portal where
information about tenders and other things needed by the company are advertised. Suppliers are
able to make applications and submit then to the management just by a click of a button.
Tenants View
Once logged in as a tenant, a profile is created where personal details binding an
individual to a particular agency are displayed including all the payments records. Report
generation module is availed to a tenant enabling a user to generate and keep a hard copy of
whatever document desired (Kettani & Oral, 2015, p.1).
Potential Data Breaches and Security Risks Associated with the System
Real estate agencies are also using cloud computing applications where sellers store data.
A hacker may at one point infiltrate the system with malicious intentions and get a hand on the
company’s data which on other hand is also the data belonging to the clients. There are other
dangers in the system resulting from malware infections affecting both physical and operation of
a company whereby, for instance, a malware can encode information on the workstations used
and makes information inaccessible up until a payoff is paid (Recio, 2017, p.114).
The other danger that is seen bringing down businesses is as a result of emails that are
compromised as an attack deceivingly persuading clients to send money to offender’s bank
accounts in the name of an agent particularizing the change in account details which may not

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true. Data in a REMS can be breached in an incident like when a user hands over personal
credentials to be used by unauthorized personnel leading to security issues on company data
arising (Czerniak & Sisko, 2012). The system may end up being manipulated hence some of the
company clients will, in the end, start losing trust in the entire company.
Suitable Accounting Controls for the New System
Having learned from the past, the new system will be cautious of the security risks and
data breaches that may arise. To start with, data that will be gathered from clients will be only
essential for the company at that very moment meaning that it won’t be extra information than
required. On the other hand, the system will be using top exercise to organize or identify data
once it is no longer needed to be retained. User data will be kept on protected devices with
security software with firewalls, anti-spyware and antivirus supported capabilities that will be
up-to-date. Data encryption mechanisms will be put in place where users will need special
clearances to be able to access their personal data hence keeping away intruders (White, 2011,
p.6).
The other security measure that will be employed is using strong passwords by every
client whereby the password will be lasting for a considerable period of time thereafter
prompting an automatic alert for password resetting to be done by the user. The system will have
a self-backup mechanism where personal data will be stored on a cloud account automatically
after a set period of time. Above all, for the purpose of accountability, a mechanism will be put
in place whereby the new system will be able to store logs detailing how critical company
information is accessed so that those found messing up with the system in an unauthorized
manner are traced.

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Conclusion
Basing on the pros and cons of the system, there is a great setback on the side of most
housing agencies resulting from breakups in communication and operations. Both parties
involved in the business are forced to share arising burdens such as lengthy procedures taken
before a tenant can have his or her grievances addressed. A manual housing agency is in one way
forced to incur most company resources so that to satisfy the needs of their clients.
Consequently, the new system when introduced in a struggling company like that ensures
extreme satisfaction amongst all the parties involved in the business. The main objective behind
this system is helping in the maintenance of clients details, all property particulars, description
and addresses of all the properties, and the portrayal of available facilities in areas with desired
properties before a client makes a choice. Each system user will have to be identified using login
credentials due to the stringent password strategies that will be embedded in the system.

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Reference List
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