DESIGN AND IMPLEMENTATION OF AN AUTOMATED REAL ESTATE PROPERTY MANAGEMENT SYSTEM

CHAPTER ONE

INTRODUCTION

1.1 Introduction

One of the tasks of any manager is to plan and control the organization in the way that the organization can achieve its goals. Issues relative with the well-being of man like shelter and others issues are very important to take decision in the organization. With the help of property management system those issues would be easily tackle. This property management system is a software where property details such as available house details, schedules, address, and others are been setup by an administrator.

  1.2 Aims and Objectives

     1.2.1 Aims

• The main aim of this project is to ensure that management abides by regulations and laws when interacting with tenants and vendors.
• Another aim is to match with properties for sale by number of bedrooms/price criteria.
• Create Letters & contracts easily using templates.
• It also aim to allow easy entry of Property and vendor details

     1.2.2 Objectives

• To provide powerful logical user management for security
• To discuss project planning and the planning process
• To list all viewings for property
• To display matched property details easily and quickly by one click.

• To maintain client details line contact details, required property details, client type like residential and commercial client. Price limit. Preference.
• To maintain property details, registration of property for sale includes property address, property description, price, facilities available. Store property floor plan, property documents. Creation of thumbnail of property images for brochure.

Project Category

This project focuses on the design and development of a web-enable database management system for the organization and property management system.

Scope of Project – PROPERTY MANAGEMENT SYSTEM PROJECT

The scope of the project is to design and implement an automated institution housekeeping system. This project is very mayor to all real estate departments. The key focus is given on data security, as the project is online and will be transferred in network. The speed and accuracy will be maintained in a proper way. Through this project I have tried to automate the task of:

• Category of Property
•  Features of Property
•  Details of Property
•  Price Details
• Available property information
•  Entering the detail contact information, and other information.
• Checking password and confirm password.
•  Checking username available or not during the registration process.
• Member management
• Member id is generated automatically from the table by auto generation.
• Entering the details like primary information, professional information, contact information and other information.
•  Add Banners and property images
• Save time of search
•  Give a modification power to site’s owner. So, Administrator of site can make any changes such like can add a new property category and property type details on the working windows.
• Administrator can also change the Banner.

Tools/Platform – PROPERTY MANAGEMENT SYSTEM PROJECT

Tools refer to the hardware and software that can be used to achieve the project goals

SQL Server

When we choose a backend for an enterprise level application we have so many options, like Oracle, Sybase, MySql, however we choose Microsoft SQL Server 2000 as our database, and it has so many features which is ideal for our dot net based application. Includes

1. • Support for Multiple Platforms
   • Integration with Windows 2000
   • Integration with Microsoft .NET Enterprise Servers
   • Scalability
   • Replication
   • Centralized Management
   • Reliability

ASP.NET

ASP.NET is a set of web development technologies marked be Microsoft. Programmers can use it to build dynamic web sites. Web applications and XML web services. It is part of Microsoft’s .net platform and is the successor to Microsoft’s Active Server Pages (ASP) technology.

Principles of ASP.NET

Even though ASP.NET takes its name from Microsoft’s old web development technology, ASP, the two differ significantly. Microsoft has completely rebuilt ASP.NET, based on the Common Language Runtime (CLR) shared by all Microsoft .NET applications. Programmers can write ASP.NET code using any of the different programming languages supported by the .net framework, usually (proprietary) Visual Basic .NET, Jscript .NET, or (Standardized) C#, but also including open-source languages such as Perl and Python. ASP.NET has performance benefits over previous script-based technologies because the server-side code is compiled to one or a few DLL files on a web server.

1.5.1  Hardware Requirement

Hardware Specification:

Server

Processor: Intel P-IV (or above)

RAM: 512 MB (or above)

Hard disk: 20 GB (or above)

Client

Processor: Celeron 500 MHz or more, Intel Pentium III (or above)

RAM: 128 MB RAM (or above)

Hard disk: 10 GB (or above)

1.5.2    Software Requirement

Web Server: IIS Server

Web Browser: IE 4 or Netscape 4x or upwards

Development Tool: ASP.NET, C#, JavaScript, HTML, DHTML, AJAX.

Database: Microsoft SQL Server 2008

1.5.3    Operating System

Operating System: Window 9x & All Window

1.6 Limitation – PROPERTY MANAGEMENT SYSTEM PROJECT

Limitations are matters and occurrences that arise in a study which are out of the researcher’s control. They limit the extensity to which a study can go, and sometimes affect the end result and conclusions that can be drawn. The few limitations in this web application are as follows:

• Lack of funds
• Inadequate timing
• Property is displayed for the limited number of days.
• Maps are not provided for the convenience of the user.
• Advance search facility is available for only registered user.
• Only few cities property can be uploaded.
•  It doesn’t have online agreement facility.

1.7 Methodology

The methodologies of this research include:

• Using available data/information
• Oral interview.
• Observation.
• Database design and web programming

The observation here refers to the method which involves careful looking at the staff and institution of the students when carrying out activities in their works, since the project focused on web application with database, it is important therefore to use good database design and web programming tools.

The database management system of choice is MYSQL while the web programming was done with HTML (hypertext markup language), Javascript, CSS (cascading Style Sheet) and PHP (hypertext preprocessor).

CHAPTER TWO

LITERATURE REVIEW – PROPERTY MANAGEMENT SYSTEM PROJECT

According to Scarrett (1995) “property management system seeks to advice the establishment of an appropriate framework within which to oversee property holdings to achieve the agreed short and long-term objectives of the estate owner and particularly to have regard to the purpose for which the estate is held. The basic needs will be to carry out such tasks as negotiating lettings on suitable terms; initiating and negotiating rent reviews and lease renewals, overseeing physical maintenance and the enforcement of lease covenants (Michael, 2003).

Successful property management system is a demanding activity which requires relevant understanding, ability and appropriate technical and organizational skills as well as resources to successfully maintain and improve property value through to its obsolescence (Huang, 2000). Property assets, which include land and buildings, are a key resource for all types of organizations, including local authorities and central governments. In the same way as other resources – human, financial and information – contribute to the success of these organizations, and so does the property resource (Rhodes, 2008).

These activities will take place within an agreed strategic framework where there is a need to be mindful of the necessity of upgrading and merging interests where possible, recognizing other opportunities for the development of potential and fulfilling the owner’s legal and social duties to the community” (James and Donald 2000). Not only is a large amount of capital devoted to these assets, they can also add value to an organization through effective and often creative management.

Two of the major criticisms of inadequate management practices are the lack of a strategic approach to property management and the limited recognition of the value of these assets by property users and operational decision makers, resulting in potential asset becoming a major liability (Huang, 2000). But many organizations, internally and externally, have responded to the challenges and introduced a number of measures in order to improve their management practices related to operational property.

 2.1 Problem definition

Property management system for this organization uses traditional method of keeping records of the client’s files. This manual record keeping in the organization has been characterized by a lot of problems, such as:

1. Lack of skill in interpretation of reports from the activities of the organization.
2. Data losses: loss of data perhaps would happen if all information only kept inside paper on.
3. Data redundancies: abundant and repetition data also perhaps will happen.
4. No database to store information: by using manual system, loss of data perhaps will happen.
5. No backup and security: still information to contemporary system perhaps have been trespassed easily or stolen, this is because of the insecurity in the manual system used in the organization.

2.2 Project planning 

Project planning is part of project management, which relates to the use of schedules such as Gantt charts to plan and subsequently report progress within the project environment. Below is a table illustrating a project planning of this project.

2.3 Project Scheduling (PERT chart)

The project schedule is the tool that communicates what work needs to be performed, which resources of the organization will perform the work and the timeframes in which that work needs to be performed. The project schedule should reflect all of the work associated with delivering the project on time. Without a full and complete schedule, the project manager will be unable to communicate the complete effort, in terms of cost and resources, necessary to deliver the project.

A PERT chart is a project management tool used to schedule, organize, and coordinate tasks within a project. PERT stands for Program Evaluation Review Technique. The fig1 below shows the pert chart expression used in this project

DESIGN METHODOLOGY – PROPERTY MANAGEMENT SYSTEM PROJECT

CHAPTER THREE

The systems development life-cycle concept applies to a range of hardware and software configurations, as a system can be composed of hardware only, software only, or a combination of both. If the SDLC concept is adhere to, the programmer will derive good software that is error free that will satisfied all the needs in a good condition. The phases are as follows:

Requirements Phase: automation needs of the business functions are collected and quantified.  The requirements include business rules that govern the work of the user, definition of specific business functions or processes, and levels of security needed to protect the business’ information.

Analysis phase: In the analysis phase the requirements gathered in the requirements phase, are used to create report definitions and layouts, screen definitions and layouts, data element definitions, workflow diagrams, and security matrices.

Design phase: In the design phase the logical model developed in the analysis phase, is used to develop a “physical” model of the application.  The physical model contains business object logic, database schemas identifying relationships, web object design and layout, report calculations and processing, and the security object definition.

Coding/development phase:  In the coding/development phase the individual objects or components of the application are coded from the physical model.  Once the system objects have been developed, they are gathered and connected together (integrated) to create a working application.  The integrated application is placed on a staging server for testing.

Testing phase: This encompasses three testing stages; component testing, requirements testing, and acceptance testing. In all testing stages, defects are identified and returned to the development/coding phase for correction.

Maintenance phase: In the maintenance phase the deployed application is maintained through scheduled backups.  Any changes to the application are presented to the programmer.  If a change or enhancement has been approved by the programmer, it is presented to the organization and the software development life cycle begins again.

3.1 Analysis (DFDs, ER diagrams/Class diagrams)

The development of an improved property management system for any organization starts with the analysis of a particular problem that can be solved and ends up with the newly-developed system being fasted and put into place. First you need to investigate and analyze the problem, then, software needs to be written, and computer programmers write instruction for the computer in a language it can understand. There is need to think in a logical, detailed and careful way in order to develop a successful system.

The proposed system is an automated property management system for organizations which store and record information about property available for sale by the organization. It accepts data as inputs, processes and produces to stored record information of the department. The inputs specifications are variable that are attribute of the staffs, administrator and their section they belongs to.

PRINCIPLES OF SYSTEM ANALYSIS

1. Understand the problem before you begin to create the analysis model.
2. Develop prototypes that enable a user to understand how human machine interaction will occur.
3. Record the origin of and the reason for every requirement.
4. Use multiple views of requirements like building data, function and behavioral models.
5. Work to eliminate ambiguity.

ENTITY RELATIONSHIP DIAGRAM (ERD) – PROPERTY MANAGEMENT SYSTEM PROJECT

Entity – Relationship Diagram:

This depicts relationship between data objects. The attribute of each data objects noted in the entity- relationship diagram can be described using a data object description. Data flow diagram serves two purposes:

• To provide an indication of how data are transformed as they move through the system.
• To depict the functions that transformation the data flow.

Data Objects:

A data object is a representation of almost any composite information that must be understood by the software. By composite information, we mean something that has a number of different properties or attributes. A data object encapsulates data only there is no reference within a data object to operations that act on the data.

Attributes:

Attributes define the properties of a data object and take on one of three different characteristics. They can be used to:

• Name an instance of data object.
• Describe the instance.
• Make reference to another instance in other table.

Below is a graphical representation of ER diagram

3.2.1  Number of Modules

• Main Menu – Display available options
• Property Master
• Search module
• Agent
• Administration Module

3.2.2 Data structures as per the project requirement for all modules

Table 2: Main Menu

Field	Description	Type
1	Banner	Image
2	Links	Text
3	Body	Image and Text
4	Footer	Text

Table 3: Property master:

Field	Description	Type
1	Banner	Image
2	Links	Text
3	Body	Image and Text
4	Footer	Text

Table 4: Search module:

Field	Description	Type
1	Banner	Image
2	Links	Text
3	Body	Image
4	Footer	Text

Table 5: Agent Module

Field	Description	Type
1	Banner	Image
2	Links	Text
3	Body	Text
4	Footer	Text

Table 6: Administration module

Field	Description	Type
1	Banner	Image
2	Links	Text
3	Body	Image
4	Footer	Text

3.2.3 Process logic of each module – PROPERTY MANAGEMENT SYSTEM PROJECT

Main menu: The main menu will contain banner of the company, will be visually engaging and also provide clear navigation to the rest of the web page. And the customers can see more about our new product. Below is the graphical representation of the main menu.

Property master: To post property on website the property owner has to register first. After successful registration property owner can login to proceed ahead. Below is the snapshot of property master.

Search module:  In search module user can search for different types of property uploaded by registered user. User will get to know all information about property its location, area, its approximate price, owner details. The search module snapshot is below:

Agent module: Agent is having the same functionality as property owner. The main advantage of agent is that if the user is having property to sell or rent but he does not have knowledge of computer and internet then he can sell or rent property through agent.

Administrator module: In administrator module administrator allow the property to be uploaded and active that property to show other user who search for property. Administrator can add new category and type of property to the system so that users can add their property according to the category and type. Below is the administration module snapshot.

3.2.4  Implementation Methodology

Behind every successful project implementation is a combination of critical factors such as the right technology, the implementation, integration services and training. The failure of one of these factors hinders the implementation and success of the project.

Based on my research, expertise and industry best practices, an implementation methodology is to offer unparalleled service. The implementation processes are as follows:

• Deliverables are well-defined, documented and signed off
• Technical pre-requisites are documented and communicated
• Delivery process is understood and agreed to by all key participants
• Solution is designed and tested to meet client specifications
• Progress is documented and communicated to key participants
• Changes are managed and controlled
• Issues are logged, tracked, and acted upon
• The deployment of the solution is controlled and risk-free

3.2.5 List of report

Following are the reports names that are generated by the Project for property management system;

• Details of Administrative staff
•  Class wise detail of Clients
• Date wise detail of agents based on date of admission
• Detail of clients according to name wise
• Administration report based on the Date of joining

3.3 Overall network architecture

Network Architecture

UML standard has no separate kind of diagrams to describe network architecture and provides no specific elements related to the networking. Deployment diagrams could be used for this purpose usually with some extra networking stereotypes. Network architecture diagram will usually show networking nodes and communication paths between them. The example of the network diagram below shows network architecture with configuration called “two firewall demilitarized zone”. Demilitarized zone (DMZ) is a host or network segment located in a “neutral zone” between the Internet and an organization’s intranet (private network). It prevents outside users from gaining direct access to an organization’s internal network while not exposing a web, email or DNS server directly to the Internet.

The following diagram is the Network architecture diagram overview – network devices and communications. Note: this diagram uses networking icons that are not part of the UML standard. UML’s standard for the node or device is a 3-dimensional view of a cube.

CHAPTER FOUR 

SYSTEM IMPLEMENTATION – PROPERTY MANAGEMENT SYSTEM PROJECT

 

4.1 Implementation of security mechanisms at various levels.

This document describes the user acceptance test plan for the Property Management System. The complete test strategy for the Property Management System is to perform the following kinds of tests, in sequence:

I] TESTING

Testing plays a vital role in the success of the system. System testing makes a logical assumption that if all parts of the system are correct, the goal will be successfully achieved. Once program code has been developed, testing begins. The testing process focuses on the logical internals of the software, ensuring that all statements have been tested, and on the functional externals, that is conducted tests to uncover errors and ensure that defined input will produce actual results that agree with required results.

II] OBJECTIVES OF TESTING:

1) Testing is a process of executing a program with the intent of finding the error.

2) A good test case is one that has a high probability of finding on unpredictable error.

3) A successful test is one that provides solution for unpredictable error.

The Minimum aim of testing process is to identify all defects existing in software product. Software product testing accomplishes a variety of things, but most importantly it measures the quality of the software that is developed. This view presupposes that there as defects in the software waiting to be discovered and this view is rarely disproves or even dispute.

III] TESTING PLAN:

Specifications of the product would be related to:

1. i) Functions of the system.
2. ii) Response criteria

iii) Volume constraints (no. of users)

1. iv) Stability criteria (24 hour)
2. v) Database responses (flushing, cleaning)
3. vi) Network criteria (network traffic)

vii) Compatibility (Environment & Browsers)

viii) User Interface / Friendliness criteria

1. ix) Modularity (ability to easily interface)
2. x) Security

IV] TESTING STRATEGY:

1. i) As each module is developed it is tested and if found faultless is integrated in main module.
2. ii) If the module is not perfect it is built again.

Each test plan item should have the following specific characteristics:

1. i) It should be uniquely identifiable.
2. ii) It should be unambiguous.

iii) It should have well-defined test-data (test parameters)

1. iv) It should have well-defined pass/fail criteria for each sub-item and overall-criteria for the pass/fail of the entire test itself.
2. v) It should be easy to record.
3. vi) It should be easy to demonstrate repeatedly

vii) To prepare test plans.

viii) To specify conditions for user acceptance testing.

1. ix) To prepare test data for transaction path testing.
2. x) To plan user training.

VI] TESTING METHODOLOGY:

To be truly robust, distributed applications require more than simple functional testing before release into production. At least one and preferably all of the following types of testing before releasing application to customers should be performed.

• Performance Testing
• Load Testing
•  Stress Testing
•  Endurance Testing

VII] TESTING PROCEDURE:

The testing part forms an important aspect of any System and is vital for success of the system. System testing makes a logical assumption that if all the parts of the system are correct, the goal will be successfully achieved. Philosophy behind testing the system is to find errors & rectify it.

The system test change is transitional one, as it represents the period during which control of the newly developed system passes from the hands of the development team to final users. It is therefore a critical point as it is the last opportunity to check the system before it is being used. The testing stage seeks to ensure following aspects of system from user point of view:

• Completeness
• Correctness
• Reliability

Thus a testing plan is necessary, as it will aid to maximize the effectiveness of discovering error by early & controlled production of test plans & test specification.

CHAPTER FIVE

FUTURE SCOPE AND FURTHER ENHANCEMENT OF THE PROJECT

5.1 Future Scope

As per the user Requirement our whole project is designed. We can add an additional constraint to our project. We will also try to make the modification, update, delete, any other facility in our project. This can be used in educational institutions as well as for other commercial purpose. Some of them are:-

• This can be used in educational institutions as well as in corporate world.
• Business relationship with comprehensive online services like transport, banking etc.
• Affiliate Marketing Systems, Web site Design, and Development and Search Engine optimization.
• Integration with other standard Application Software Products &Booking Engines/Platforms, Fare & Content Management Systems

5.2 Further Enhancement – PROPERTY MANAGEMENT SYSTEM PROJECT

Nothing is perfect in this world. So, we are also no exception. Although, we have tried our best to present the information effectively, yet, there can be further enhancement in the Application.

We have taken care of all the critical aspects, which need to take care of during the development of the Project.

Like the things this project also has some limitations and can further be enhances by someone, because there are certain drawbacks that do not permit the system to be 100% accurate.

The application is yet to be released and a lot of enhancements are already thought of which are proposed to be implemented in the final version of the web-application. The web-application has also provided feedback page on its home page so that the users can provide their inputs of any functionalities/facilities they would like to have in the web application.

The system is highly flexible one and is well efficient to make easy interactions with the client. The key focus is given on data security, as the project is online and will be transferred in network. The speed and accuracy will be maintained in a proper way.

This will be a user-friendly one and can successfully overcome strict and severe validation checks. The system will be a flexible one and changes whenever can be made easy. Using the facility and flexibility in .NET and SQL, the software can be developed in a neat and simple manner there by reducing the operator’s work.

Since the project is developed in .NET as a front-end and SQL Server as a back-end it can be modified easily and used for a long period. Following are some of the enhancement proposed to be implemented in final version.

•  Maps are provided to facilitate the users.
•  Lease option should be provided regarding properties.
•  Give access of website on mobile and PDAs
•  Send SMS to property owner who have registered and uploaded his property.
• Giving property site for all metro cities.
• Upload videos / 3d views of the property.

5.3 CONCLUSION

Working on the project was good experience. I understand the importance of Planning and Designing as a part of software development. But it’s very difficult to complete the program for single person.

system provide major advantages such as speed and accuracy of operation, Time Efficiency, Cost Efficiency, Automatic data validation, Data security and reliability, Easy performance check ,Dynamic and User Friendly. Generates real-time, comprehensive reports and ensures access to complete and critical information, instantly.

APPENDIX – PROPERTY MANAGEMENT SYSTEM PROJECT

TERMS DEFINITION

Property management: All functions necessary for the proper determination of need, source, acquisition, receipt, accountability, utilization, maintenance, rehabilitation, storage, distribution, and disposal of property.

Property Management Officer: An individual formally appointed by the head of an agency or an operating unit within an agency to serve as a focal point for property management with the responsibility and authority to account for the effective control, acquisition, use, and disposal of property for that operating unit.

Real estate: Land and interests therein, leaseholds, buildings, improvements, and appurtenances thereto. It also includes piers, docks, warehouses, rights-of-way, and easements, whether temporary or permanent, and improvements permanently attached to and ordinarily considered real estate. It does not include machinery, equipment, or tools, which have been affixed to, or which may be removed without destroying the usefulness of the structure.

Real estate instrument: Lease, license, permit or similar document authorizing the use or possession of real property controlled by one Federal agency to another Federal, state, or local Government agency or private organization for a designated period of time.

Software: The application and operating system programs, procedures, rules, and any associated documentation pertaining to the operation of a computer system.

System: Two or more individual items (equipment components) that are part of a self-contained group, that are joined physically, electronically, or electromechanically, programmed or designed specially to rely on each other, and cannot function independently if separated, and cannot be easily disconnected and reconfigured to function with or within another unit or “system”.