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a real estate management information system wana godwill

1. are the cases and n is the number of nia cases ii Variance A measure of dispersion around the mean equal to the sum of squared deviations from the mean divided by one less than the number of cases The variance is measured in units that are the square of those of the variable itself 1 lt ae a Variance Pa xX X i where x i 0 1 2 Are the cases y is the n l iz mean and n is the number of cases iii Standard deviation A measure of dispersion around the mean equal to the square root of the variance The standard deviation is measured in the same units as the variable itself iv Coefficient of variation A statistical measure of the deviation of a variable from its mean It is calculated as follows Coefficient of variation Standard Deviation Expected Return v Mean Absolute deviation The Mean absolute deviation a measure of the variation in a data set about the mean It is defined as N AAD lr Y N l Where Yis the mean of the data and IYI is the absolute value of Y This measure does not square the distance from the mean so it is less affected by extreme observations than are the variance and standard deviation 20 3 7 2 Algorithms used for calculating descriptive statistics Read Input X gt Yes Minimum X Maximum X mage Minimum X Maximum X 21 Variance Dix Mean N 1 Standard deviation x Mean N 1 ic Coeffici
2. Table Dimensions 2 rane X g Columns i Generate Table Reset Chi Square Calculator will not handle tables with more than 36 degrees of freedom df df rows 1 x columns 1 TableName United gt Column 1 Column 2 Column 3 Row 1 fooo0 0000 0000 Row 2 0000 0000 0000 Enter your table name and column and row headings or accept the defaults Enter your data in the table cells Calculate Chi square User Name ADMIN 9 8 2004 11 12 PM REAL ESTATE MANAGEMENT INFORMATION SYSTEM start dc e iwana thy Real_ images y Data Elprope M Docu Brea ga SS 11 12PM Figure 4 12 Chi Square test facility Figure 4 12 shows the output when a user clicks Statistics Chi square tests The user is prompted to input the size of the table by specifying the number of rows and for the test The facility handles a maximum of six rows and six columns The user has to then click the Generate table command button for a table with the specified number of rows and columns to be generated The user then enters the table name and row column headings or can accept the defaults as shown in Figure 4 12 The user has to then click the Calculate chi square command button after entering data in the rows and columns Figure 4 13 shows the output when the user clicks the Calculate Chi button 57 REAL ESTATE MANAGEMENT INFORMATION SYSTEM Chi Square Computation SJ File Edit view Forms Sta
3. 1 1 Background Property Masters Uganda is Uganda s leading real estate dealer The first branch office of the company was opened in Kampala in 19 Since then the company has steadily grown and now has 12 branches in the major towns of the country The company is now so large that more and more staff is being employed to cope with the increasing amount of paper work and business transactions with clients all over the country The company currently uses the manual filing system to hold all external and internal correspondence relating to clients and staff A number of files concerning different transactions and information are labeled and stored in cabinets at a branch For security purposes the cabinets have locks Whenever reference is to be made in the files one has to go through the filing system starting from the first entry until he or she finds what they want This system used to work well when the company s business transactions and the number of staff were still small However with the increase in the number of transactions the filing system is breaking down since different transactions have to be cross referenced and processed Clients staff and the manager of a branch nowadays want more and more information for decision making A need has also arisen to produce detailed monthly quarterly and annual reports concerning the company s transactions expenses and turnover Due to the isolation of data in different files it s diff
4. 4 5333 Mean 54 3333 Minimum 50 Variance 21 8668 Maximum 62 Standard Deviation 4 6762 Range 12 REAL ESTATE MANAGEMENT INFORMATION SYSTEM start mae Giwana th Real_ images y Data Plprope M Docu Breat OD Sey 11 12PM Figure 4 10 REMIS descriptive statistics calculator The figure above shows the output when a user clicks Statistics menu Descriptive statistics submenu option Values whose statistics are to be calculated are entered in the text box above For each entry a user has to click lt ENTER gt for it to be counted as input The statistics will be calculated for a sample or a population 55 REMIS Linear regression and correlation facility REAL ESTATE MANAGEMENT INFORMATION SYSTEM Statistics la x File Edit View Forms Statistics Tools Settings Window Help 18 x m Statistics Calcuations m Calculate Mean amp Standard Deviation Please Choose List to Calculate List 1 Calculate List 2 Calculate m Standard Deviation aUn nDe Clear List 1 Clear List 2 Display Labell Add List to 1 Add List to 2 Add to List 1 and List 2 r Linear Regression Coefficient 1 2 3 4 Choose Independant variable BackSpace C Calculate List 1 as Calculate List 2 as 5 6 7 8 independent x independent x E _o Ea E Save Lists l User Name ADMIN 9 8 2004 11 12
5. Flow chart for calculating Chi Square csccccscsssssssscsssscssscssssseesees 30 Figure 4 0 System Hippo Chat t cccscccsccssscsssscssscsssscssscsesscssscsesccsssccesscssscsesscoesces 39 Figure 4 1 System login screen scccccccssssssssssscsssccssssssscssssssscsssssscscsssssscsssesssoesees 40 Figure 4 2 System main menu ccccscccscsssccscscscscscescscscscssscsscssecssessscscecssesssessecses 47 Figure 4 3 Property details navigation ccccscccccscssscssscsscssscscscsscsescecscesssesseeses 48 Figure 4 4 REMIS automatic property information generator ccccsscsssees 49 Figure 4 5 Property report generator cccccsscssscssccsscescsccscscscsceccecscecssessseseeses 50 Figure 4 6 Employee details navigation facility ccccccscscsessssescscscecscscsscssecses 51 Figure 4 7 Automatic employee information generation c cccccccscsssccsssescseses 52 Figure 4 8 Employee reports generation facillity ccccccscscsessssescscscscssessscseecses 53 Figure 4 9 Employee details report ccccccccssscssscssccsscscccescscscscscscsecscecscessoessocses 54 Figure 4 10 REMIS descriptive statistics calculator ccccscccsscsscscssscscsscssseres 55 Figure 4 11 Linear regression and correlation facility ccccccscscscssscssssescseses 56 Figure 4 12 Chi Square test facillity cccccccssssscssssssss
6. PM REAL ESTATE MANAGEMENT INFORMATION SYSTEM start d c e Ewana Real images fy Data Eprope Docu Brea go SSS 11 12PM Figure 4 11 Linear regression and correlation facility The above figure shows the facility used to calculate the linear regression coefficient and correlation coefficient The user inputs the values of the random variables in list 1 and list 2 using the command buttons at the bottom left corner of the facility The command buttons were used to prevent unnecessary errors during data input Each and every time a user enters a value he she specifies the list where to input the value using the Add to Listl or Add to List 2 buttons Calculations can be made for the List 1 and List 2 mean and standard deviation in the statistics section The correlation coefficient is then generated using the correlation coefficient calculate command button The user then has to choose which list represents the independent variable and click on the appropriate command button to generate the linear regression coefficient The value inputted in List 1 and List 2 can be saved for use next time the user wants to run the same operations 56 REMIS chi square test facility REAL ESTATE MANAGEMENT INFORMATION SYSTEM Chi Square Computation E 8 xj File Edit View Forms Statistics Tools Settings Window Help lej xj Enter the Table dimensions of the datawhose Chi quare value you would like to calculate
7. SumXY 0 SumsqX 0 SumsqY 0 If inputted value is numeric then If i j N then Fori j 1toi j N SumX SumX X SumY SumY Y SumXY SumXY X Yj SumsqX SumsqX X X SumsqY SumsqY Y Y Next i j End if MeanX SumX N MeanY SumY N b N sumXY SumX SumY N SumX SumX SumX a MeanY b MeanX r N sumXY SumX SumY square root N SumsqX SumX SumX square root N SumsqY SumY SumY Print Linear regression equation is Y a bX Linear regression coefficient R End if Else Print Inputted value not numeric End 27 3 7 8 Chi square test of independence Chi Square is a non parametric test of statistical significance for bivariate tabular analysis Any appropriately performed test of statistical significance lets you know the degree of confidence you can have in accepting or rejecting a hypothesis Typically the hypothesis tested with Chi Square is whether or not two different samples are different enough in some characteristic or aspect of their behaviour that we can generalize from our samples that the populations from which our samples are drawn are also different in the behaviour or characteristic The chi square test of independence is used to test the null hypothesis that the frequency within cells of a given table is what would be expected when the sums of elements within rows and columns are computed The expected value within
8. as diskettes and flash memory drives 44 4 7 User manual 4 7 1 Hardware and software requirements For optimum performance make sure that your computer has at least the minimum required hardware before you install the REMIS software package This package will run on a microcomputer that has the following gt Microcomputer with a Pentium II or equivalent processor or higher gt Ahard disk with at least 30 megabytes MB of free space gt A CD ROM drive gt A minimun of 48 MB of RAM 4 7 2 REMIS Installation procedure To install the REMIS software you will need to use the Setup program provided on the REMIS installation CD ROM To install the package onto your hard disk from Microsoft Windows 1 2 3 Turn on your computer and allow Windows to load Logon to Windows as a user with local administrator privileges Insert the REMIS CD into your CD ROM drive The Setup program will launch automatically If the setup program does not run or you have downloaded it from another computer use Windows Explorer or the Run command in the Start menu to locate the setup exe program on the CD and run the program Follow the setup instructions on the screen and ignore any error messages that come up during installation If your Windows operating system does not contain an up to date secure installer one will automatically be installed This process may require you to restart your computer REMIS uninstall proc
9. for companies to be able to convert thousands of paper documents from leases to contracts into a secure digital form Once in electronic or digital form Brown says the software program needs to be able to integrate with the company s other accounting and management information systems regardless of whether those systems are from SAP PeopleSoft Oracle or another third party supplier In addition the information needs to be linked to the company s other applications for fixed assets maintenance and repairs 2 4 Improving productivity Another factor driving the rise in technology applications in the real estate industry says Robert Cummings of SS amp C Technologies is the need to be able to handle more properties and more information with less people Companies are recognizing that with increased activity they need more information faster in order to stay competitive In addition he notes that staff members are being asked to do more especially in larger companies Companies want the ability to do more analysis such as a lease analysis when renegotiating for a renewal Cummings says that the management information systems need to be robust and be able to handle many assumptions for a variety of factors including expense fluctuations especially utilities Rather than offer just today s price they need to be able to offer a package that gives an overview of operating costs over a period of time Everyone is nervous about
10. solutions that did not cover the whole real estate process Some existing software was large and cumbersome and wasn t specifically tailored to real estate meaning it didn t handle real estate processes particularly well on top of that it was often very expensive and difficult to use Existing software solutions were typically very costly to customize and mostly incapable of handling correlative problems such as portfolio management site acquisition and disposition move and build out management property maintenance property accounting and lease administration As a result a functional solution that may have actually worked for its intended users was likely to also contain excess capability that was intended for a different group within the real estate or facilities organization In effect these single function and extremely costly solutions were actually creating an environment characterized by redundancy and waste This endeavor is fast becoming real estate and facility management s answer to doing more with less Robert T Vanderwerf notes that the two major areas of concern are identifying the most suitable properties and negotiating the best possible lease for each property In order to find the most appropriate properties and optimize the company s real estate portfolio an extensive amount of information needs to be gathered Since many companies do not have easily accessible information regarding the properties they have in thei
11. A REAL ESTATE MANAGEMENT INFORMATION SYSTEM Case Study Property Masters Uganda BY WANA GODWILL Abstract This is a documentation of the computerized approach to improve record keeping and management decision making practices of a real estate agency by using statistical summary data analysis and inference The system was designed to improve on the efficiency of such a company s management through easy and quick access to all records The computer package is named REMIS The REMIS system has modules that provide tools to analyze data and make inferences about the data for management decision making REMIS also provides a centralized management of a company s data by storing it in a database system where the data is managed by the database management system and all access to the data is through the database management system providing a key to effective data processing This also reduces redundancies making data management more efficient The system takes in sample population data and calculates descriptive statistics like mean variance standard deviation coefficient of variation and the mean absolute deviation This helps avoid the possible human errors of computing statistics thereby becoming reliable The system also takes in sample bivariate values for random variables and makes calculations for the Pearson product moment linear correlation coefficient and the linear regression line that can be used for testing the relationsh
12. ackage in general The section first discusses about the entire package as a whole then makes conclusions and recommendations and finally presents the areas for further study 5 1 Designed software The study came up with a management information system designed to help a real estate manager make good use of the big amount of information at his disposal by summarizing it into descriptive and inferential statistical values This program increases the decision making capability of a manager by maximizing the efficiency and accuracy of the data inputting process with the use of forms and linked fields eliminating any unnecessary re keying of data The designed system also offers security to the company s data by storing all the information in a database and backing it up each and every time changes are made to the database 5 1 1 Company information details The package handles all the information that the company uses and presents it to the user in a precious way whenever needed by storing it into a relational database The package uses forms to navigate through records make the necessary changes and add delete records from the database The package handles company details for rent and sale of property plus the client property owners and company staff details 5 1 2 Data analysis and statistical inference The package carries out analysis on the data fed into the database and presents summaries to the user that can aid in quick decisi
13. ation System cccccsscssscseses 6 2 3 Managing mountains of information ccccccsscssssscssssssccssscssscsessssssssssssssseese 9 2 4 Improving Productivity cccccccscsesscssscsescsesscessccesscsescsescssscsescsescsesscsesccesscsescsesss 9 2 5 The next wave Going Wireless c ccssccsssecsssosssecossccssnesscocssscsnsessseassconsssesseuscoeesses 10 CHAPTER THREE nnonser saeson erosen tsesa iss Eassa 11 3 0 Introduction eesoessessossccsscsssescosscssoescossossocscsesosssescossoessesssesoesocsssessessesssesssssesssesssese 11 IV 3 1 Area OF SCUDY sissessccsiscissscnssesssecssseusssonsssascacdasvessvesssncsssesasuassscnsductoasessnssscedssseseeuessssenes 11 3 2 System method Of design cccccccsscsssscsssccssscssscsscscssscsscssssscsscssescsssssssscsssssoesees 11 3 3 Overall System Cesigiissicciscccssesstosiesccecsescosedssetssecossussvacassedsadonsbaucndedcosteseunssuccntescsienses 11 3 4 System Analysis and design cccscccsscssscsesscssscsesccssscsesscssscsesccssscsesscsescsesscsesces 12 3 4 1 Dataflow Analy siss sic saceecvvcvisitnesaciaatavsatiesgeaccasnscdensteeesttaatesacduandenesateonsanctebaners 12 3 5 1 Database Requirement analysis cscs acta Sete danes ne osae ees ded a eases 13 3 9 2 Dalabase Conceptual analysis mrsiti p irr is 13 3 5 3 Logical database design iciivc jsiecssercatadisssasiounedasvesdoceea seevadea lasddecssancaseaeddaceesoataass 15 3 5 4 Database physi
14. be stolen or can catch fire To become more effective a new approach to the information needs of the company is required A computer based information system can act as the most efficient way to handle all the information needs of Property Masters using a database and a database management system The advantages of using a computer in a management information system are i When used as a data storage and retrieval device the computer acts as the data librarian ii The computer provides processing capabilities for the production of information iii The computer serves as a communication device to obtain data or information from other computers iv The computer provides information by producing tables reports charts graphs and formatted documents v Statistical data can be easily analyzed using a computer 1 3 Aims of the study This study was mainly aimed at raising other researcher s interest in the design of management information systems for real estates in Uganda with statistical applications 1 4 Objectives of the Study i il iii iv vi Handle details for rent and sale of property from clients Carry out data analysis and statistical inference Allow different departments of a branch to access specific files through application programs designed specially for them Produce financial and customer reports with detailed statistical analysis Handle staff s details and their different transactions with cl
15. cade Tile Horizontal and Tile vertical submenu options used for arranging the currently open windows of the package 4 3 11 Help menu Consists of three submenu options used for help These include gt Help contents submenu option Contains online user help for the use of the system and system definitions The user can browse through the different help files available gt About submenu option Shows the user the current version of the package 43 gt About programmer submenu option Shows the user the particulars of the person who designed the package for any further reference 4 4 Data Capture The system uses raw data captured using data entry forms Each submenu option in the Forms menu options can be used to capture the data for that particular dataset it refers to The user is supposed to save the data inputted after data capture for it to be fed into the database 4 5 System validation and control checks During data entry consistency checks were included into the system to minimize errors that the data input might have Some of the consistency checks provided include gt Invalid data entered Invalid search criteria Record not found Out of range Too many rows or columns VV VV WV Too few rows or columns 4 6 System Backup REMIS presents the data users with a database backup facility where by any authorized user can make a copy of the system s database onto magnetic tape or other removable medium such
16. cal design ssssesesssesessseessressessseeesetssseessresseesseresseeesseesseesseesseee 17 3 6 REMIS Data Dictionary e sesssessesscescesscsscessesoosscessosocessessosscessessosssessessoessessesssessesse 17 3 6 REMIS application design s ssessoesscsscssocscocesossccsossscescesosesoesoesosescesocsssesscesesssesssese 19 3 7 Descriptive statistics and inferential statistics cccsscssscsssscssscsssscssscsessssesees 19 DF Descriptive statisties sies ecese ee a a o suas RETTER 20 3 7 2 Algorithms used for calculating descriptive statistics cele eeeeeeeseeeeeeeeeeeees 21 3 7 3 Pseudo code for calculating descriptive Statistics ce eeeeeeseececseeeeseteeeesteeeenaees 23 3 14 Statistical Inference eine re aE aa aE E ESS 24 3 7 5 Algorithms used for calculating Linear Regression and the Correlation Coeck R N a Cah E a s 26 3 7 6 Pseudo code used for calculating the linear regression and correlation coefficient E E E E E Rane 27 3 7 8 Chi square test of independence sseesseseessseseesessresressersrerreestteresressetseesrresresee 28 3 7 9 Algorithms used for calculating Chi Square eeeseseeeseseeeeserereerrsreserrrrrsresses 29 Figure 3 4 Flow chart for calculating Chi Square scccccsssssssscsssscssscssssssesees 30 3 7 10 Pseudo code used for calculating the Chi square tests ceesccecsseeeesteeeeneeee 31 Input the number of rows r and the number of columns C cccccc
17. cision makers and managers They carried out a study on part of Hyderabad city area in developing Real Estate Management Information System RIMS In order to pose questions in finding a home acceptable to all family at the right place at the right cost a real estate management information system with an appropriate decision support system is necessary Factors influencing decision making were allocated weights and scores reflecting their importance Once the weighting process had been completed the data selected were combined in a GIS using a multi criteria modeling Technique The Multi Criteria Evaluation MCE technique allows map layers to be weighted to reflect their relative importance A range of criteria that will influence the decision must be defined The criteria can be thought as data layers for a GIS Therefore MCE provides a framework for exploring solutions to decision making problems Robert T Vanderwerf laments that the task of real estate management and facility management is experiencing major change Today technology is breaking down the walls of how these tasks have traditionally been conducted In more and more organizations business practices are evolving in such a way as to integrate new technologies as never before http www facilitycity com busfac bf_03_05_cover2 asp Up to now it s been a very difficult road for the real estate and facilities professional because the software packages relied upon were simple point
18. creation of the data model of the pat of the enterprise that the study covered The conceptual data model was built using the information documented in the requirements specification Through out the process of developing the conceptual model the model was being tested and validated against the users requirements The conceptual model involved description of entities attributes and relations among entities independent of implementation details 13 The following figure is an entity relationship model that was used for conceptual analysis StaffId Manages y g Departmentld Has Staff Staffld BranchlId ClientId Propertyld ClientId Spent on Figure 3 0 Entity relationship diagram for conceptual analysis model 14 3 5 3 Logical database design This stage of database design aimed at transforming the conceptual data model into an internal model schema that could be processed by a particular DBMS The logical database design resulted into the creation of the logical data model The technique of normalization was used to test the correctness of the logical data model Normalization ensures that the relations derived from the data model do not display data redundancy Thomas Connolly and Carolyn Begg 2001 which could cause update anomalies when implemented At this level storage structures and access methods for the data were achieved plus the security pro
19. criptive Statistics Name Description Data type 1 j c Variables used as counters Integer Age 1 to 1000 Array to hold entries Variant Sum sum Sum of entries Variant Sunsq Sum of squares of entries Variant Ave Average of entries Float Var Variance of entries Float Std Standard deviation of entries Float MAD Mean absolute deviation of entries Float Min Minimum value of entries Variant Max Maximum value of entries Variant Range Range of entries Variant Chi square tests a b Variables used as counters Integer i j Number of row Number of columns Integer SumX 1 to 6 Array to hold table row sums Variant SumY 1 to 6 Array to hold table column sums Variant SumXY Total sum of table entries Variant Chisq Computed chi square value Float E1 1 to 6 Array to hold expected values of row 1 entries Variant E2 1 to 6 Array to hold expected values of row 2 entries Variant E3 1 to 6 Array to hold expected values of row 3 entries Variant 17 E4 1 to 6 Array to hold expected values of row 4 entries Variant Name Description Data type ES 1 to 6 Array to hold expected values of row 5 entries Variant E6 1 to 6 Array to hold expected values of row 6 entries Variant Array to hold difference between expected D1 1 to 6 Variant values of row 1 and observed values of row 1 Array to hold difference between expected D2 1 to 6 Variant values of row 2 and obs
20. csssscssscsssssssscsssssssscsesssscsees 57 Figure 4 13 Chi square OUtput cccccccsccssscssscessssssscescccsescescssscscsscsseessesssssescesssceesses 58 Figure 4 14 User information control facility ccscccscsssscssssssescscscecscessscssecses 59 Figure4 15 Database backup facillitV ccccccsscssscsssscssscsssscssscsesccsescsesscssscsesssoesees 60 Vil CHAPTER ONE Introduction 1 0 Management information system Information System Is an open purposive system that produces information using the input output cycle A purposive system is a system that seeks a set of related goals Accoff Russell July 1971 An information system consists a set of devices procedures and operating systems working around a criterion to process information and communicate it to the user for planning control decision making and performance Management Information System Is a combination of information systems It is a person to machine system and of highly integrated information consisting of functions designed to provide management with a comprehensive picture of specific operations The key component of a management information system is a database A database is a shared collection of logically related data and a description of this data to meet the information needs of an organization A database integrates logically related data with a minimum amount of duplication When the information needs of management of a real e
21. e Y intercept Variant B Linear regression line slope Variant Calculates linear correlation regression for LCRI Variant List 2 as independent variable Calculates linear correlation regression for LCR2 Variant List 2 as independent variable 3 6 REMIS application design This stage of the system development life cycle involved design of the user interface and application programs that use and process the database All the functionality stated in the users requirement was presented in the application design of the system This involved designing the application programs that access the database and transaction design In addition an appropriate user interface was designed The researcher designed the interface so that it could present the required information in a user friendly way 3 7 Descriptive statistics and inferential statistics Statistical procedures are those procedures used in the collection presentation analysis and interpretation of data Ronald E Walpole These methods can either belong to one of two major areas called descriptive statistics and statistical inference 19 3 7 1 Descriptive statistics Comprises of those methods concerned with collecting and describing a set of data so as to yield meaningful information The following descriptive statistics were included in the application i Mean The arithmetic average the sum divided by the number of cases 1X x gt X where x 1 0 1 2
22. each cell if the null condition is true i e if the factors have no significant influence on observed frequencies in the population is simply the product of the row total and column total divided by the overall sample N for the test of independence If Oj is the observed frequency and E the expected frequency for the cell corresponding to the i condition and the j group then chi square is 4 Where Ej n x Cy Overall Total If the calculated chi square value is larger than the critical value in that cell the data present a statistically significant relationship between the variables in your table The critical value is usually got from statistics tables 28 3 7 9 Algorithms used for calculating Chi Square Read table dimensions Rows r Columns c No Invalid row or column number Is r c numeric and lt 6 Yes Input table values RowSum i ae T ie j RowSum i ae T ie j TotalSum gt Ra Ej R S i Cols TotalSum 29 ChiSq Ojj Ei E ij CriticalVal X11 c 1 0 05 Is ChiSq gt Critical Val Yes The distribution is significant The distribution is not significant Figure 3 4 Flow chart for calculating Chi Square 30 3 7 10 Pseudo code used for calculating the Chi square tests Input the number of rows r and the number of columns c RowSum 0 ColSum 0 TotalSum 0 chisq 0 If inputted number of columns or rows is less than 0 or
23. earch Auto Property Records Property Reports Property No M Press Enter for Auto Generation information Generated Automatically Property Id Location Type Owner Id Maximum Amount User Name ADMIN 9 8 2004 11 09 PM REAL ESTATE MANAGEMENT INFORMATION SYSTEM start mae Siwana ty Real images fy Data Elprope M Docu Breat 4 SS 11 09PM Figure 4 4 REMIS automatic property information generator 49 REMIS Property report generation facility REAL ESTATE MANAGEMENT INFORMATION SYSTEM Property Reports a la x File Edit View Forms Statistics Tools Settings Window Help l x Properties Property Search Auto Property Records Property Reports Property Report Generation rSearch Record for Report Generation Property No Property Location Property Type Owner No Staff No User Name ADMIN 9 8 2004 11 09 PM REAL ESTATE MANAGEMENT INFORMATION SYSTEM start d c e l Giwana ty Real_ images fy Data Plprope M Docu Brea go 2S 11 09PM Figure 4 5 Property report generator The figure above shows the facility REMIS uses to generate reports about property To create reports about property click Forms on the system menu Property submenu option Property reports toolbar option One only needs to click on the field and enter the value with which the search should be made A report
24. edure To uninstall REMIS use the Remove Program function in Windows 1 From the Windows Start menu select Settings then Control Panel 2 From within the Control Panel select Add Remove Programs 3 4 Select REMIS from the list of software Click the Add Remove button 45 4 7 3 Using REMIS The system requires a user to login first The systems administrator can provide the login user name and password Once a user is logged in the package is menu driven and one has to simply navigate through the menu options to get started For any help concerning using the system the user is advised to refer to the Help menu of the package 46 4 8 Package sample outputs This section shows some of the outputs that can be got from the package System main menu REAL ESTATE MANAGEMENT INFORMATION SYSTEM l E 8 x File Edit View Forms Statistics Tools Settings Window Help User Name ADMIN 97872004 11 08 PM REAL ESTATE MANAGEMENT INFORMATION SYSTEM start d c e Siwana th Real images fy Data Plprope M Docu Brea OD gt 11 08PM Figure 4 2 System main menu The above figure shows the system s main menu The user only needs to navigate through the menu options to get started For more information refer to Help menu 47 REMIS property details navigation facility E REAL ESTATE MANAGEMENT INFORMATION SYSTEM Property AME Fie Edit View Forms Statistics Tools Se
25. ems as well as to other researchers 1 The REMIS system provides few statistical measures for decision making and data analysis Any future development of a real estate management information system should include more statistical measures to avail a number of tools for data analysis and statistical inference 64 2 Any further development of real estate management information systems should be aimed at designing web based applications to allow remote access of the company data plus all the current statistical functionalities in the current systems References Acoff Russell L Towards a system of systems concepts Management science vol 17 No 11 July 1971 pp 661 671 Angel I O S Information systems management Opportunities and risks Macmillan Press Basingstoke 1991 C J Date An Introduction to Database Systems 7 Edition Mass Addison 2000 Chrisanthi Avgerou and Tony Cornford Developing Information Systems Concept Issues and Practice 2 Edition Palgrave Publishers Ltd 2002 Introna L D Management Information and power Mac illan Press Baingstoke J S Militon J J Corber P M McTeer Introduction to statistics D C Health and Company 1986 James C Wertherbe System Analysis for Computer based Information Systems United states of America West Publishing Company 1979 Kroenke David and Richard Hatch Management information systems 3 Edition Newyork McGraw Hill 1994 Laudon K C am
26. ent of variation Standard deviation Mean Mean Absolute Deviation x Meanl N 1 Print Variance Standard deviation Mean Absolute Deviation Coefficient of variation Minimum Maximum Range Figure 3 2 Flow chart for descriptive statistics 22 3 7 3 Pseudo code for calculating descriptive statistics Input values X Sum1 0 Sum2 0 Sum3 0 Minimum X Maximum X If inputted value is numeric Number of values N Fori 1toi N Sum1 Sum1 X Sum2 Sum2 X Xi If X lt Minimum then Minimum X End if If X gt Maximum then Maximum X End if Next i Mean Sum1 N Range Maximum Minimum Fori 1toi N Sum3 Sum3 Absolute Value X Mean Next i Variance 1 N 1 Sum2 Mean 2 Standard deviation square root Variance Coefficient of variation Standard deviation Mean Mean Absolute Deviation Sum3 N 1 Print Variance Standard deviation Mean Absolute Deviation Print Coefficient of variation Minimum Maximum Range Else Print inputted value not numeric End 23 3 7 4 Statistical Inference Comprise those methods concerned with the analysis of a subset of data leading to predictions or inferences about the entire set of data The following formulas were used to infer on the data i Linear Regression and correlation analysis Correlation and regression refer to the relationship that exists between two variables X and Y in the case where each partic
27. ependently to be able to response to those actions events Therefore a VISUAL BASIC Program is made up of many subprograms each has its own program codes and each can be executed independently and at the same time each can be linked together in one way or another 4 2 2 A brief description of Microsoft Access Microsoft Access is a typical personal computer based database management system capable of storing sorting and retrieving data for a variety of applications Access provides a Graphical User Interface to create tables reports queries forms and tools to develop customised applications using Microsoft Visual Basic for Applications language 37 Microsoft Access can as well be used as a standalone system on a single personal computer or as a multi user system on a personal computer network 4 3 General structure of the package This section describes the general structure of the package and an overview of all the modules in the package and their interdependences The figure below shows the system flow chart 38 4 3 1 SYSTEM HIPPO CHART Login screen MAIN PROGRAM MAIN PROGRAM MENU Administrator MENU Users Backup Tile Horizontal Tile Vertical Help contents About Programmer Figure 4 0 System Hippo Chart 39 4 3 2 Logging into the system In order to ensure that unauthorized users do not get access to the company s data the system is pass word protect and requires users to login in order to acce
28. erved values of row 2 Array to hold difference between expected D3 1 to 6 Variant values of row 3 and observed values of row 3 Array to hold difference between expected D4 1 to 6 Variant values of row 4 and observed values of row 4 Array to hold difference between expected D5 1 to 6 Variant values of row 5 and observed values of row 5 Array to hold difference between expected D6 1 to 6 Variant values of row 6 and observed values of row 6 df Degrees of freedom Integer Critical Observed critical value Float Linear regression and Correlation coefficient calculation ij Variables used as counters Integer Numbers Array to hold entries in lists Variant xVal Array to hold entries of the List 1 entries Double yVal Array to hold entries of the List 2 entries Double TotalX Sum of List 1 entries Double TotalY Sum of List 2 entries Double Xcounter Counts number of entries in List 1 Integer Ycounter Counts number of entries in List 2 Integer MeanX Mean of List 1 entries Double MeanY Mean of List 2 entries Double VarianceX Variance of List 1 entries Variant 18 VarianceY Variance of List 2 entries Variant Data Name Description Type StdDevX Standard deviation of List 1 entries Variant StdDevY Standard deviation of List 2 entries Variant SqrTotalX Sum of squares of List 1 entries Double SqrTotalY Sum of squares of List 2 entries Double Cc Correlation coefficient Double a Linear regression lin
29. eserssressessresrersessresees 37 4 2 2 A brief description of Microsoft ACCESS eseeseseseeeesseesresressrseresressessresressessresees 37 4 3 General structure of the package ssessesscessessosscescosocessessosscessesoosssessesoosssessessssssesse 38 43L SYSTEM HIPPO CHART rinise e a ia rE E EA E EA 39 4 3 2 Logging into th Systems ei eeren r EA naiiai 40 433S yster ACI an n e e a E e A EE 40 4 3 4 The File meU en enin ei ea E E Tia rE E 41 r o oa M a A 145 i a 0 V3 a 1O EAEE EA E E T E 41 43 Oo MNS Forms menu e snaa tech E skier plug E a sae va E E 41 4 3 7 Statisties MEN sinirin ei a E T E E E E E E 42 43 9 Tools MeNe es ants a a a A Mase A E e 43 4 3 9 Settines Menu Sen a e E E axe sealant a va ease co ee wet 43 Ds UD WAIL TANS HU AEE EE EAE E EA 43 Ae SMA Help men renee i nte a E eons eee oO ave aes 43 BA D ta CAPtUL ikcisssacececvscsedspcsenacastnnnccissneneswoacisapuienenacusasmedaseuatneseoansasnsoesiasenessnissountes 44 4 5 System validation and control checks eessessossoesscssoesocssoescesocssoescosocsssesscesesssesssese 44 4 71 1 Hardware and software requirements sseeseesseesessesseesresresstseresressessresressessresees 45 4 7 2 REMIS Installation procedure ceeccecesncecseccecsecceceeccececeecseeceeseeeeseeeesaeeeeeas 45 AT AISI REMIS ennen ates cand sede oat a A a iene 46 5 0 Introduction ss caasssssccccnce vie sssodacssonucduscanesuusvscecekocusstvecvstaciusssnusseriens Giscsusisssestecianois
30. est security technology providers in the real estate industry Real Estate News November 1 2001 2 3 Managing mountains of information One of the fastest growing technology applications in the real estate industry involves improving the ability of building owners property managers corporate real estate departments and others to manage the vast amount of documentation involved in leasing and managing both a large number of properties and a large amount of space The overall thrust of most of the services is to get real estate information on leased or owned property into an electronic format in order to be able to administer properties process pay and or collect rent Thomas Ricci vice president of the implementation services division of Management Reports International says that while the real estate industry has usually been slow in adopting new technology now companies are being forced to adopt new technology because of the growing recognition that their clients are more sophisticated and require greater efficiencies and more information One of the oldest providers in this relatively new field is National Facilities Group whose product SLIM Strategic Lease Information Management reduces the costs associated with managing complex portfolios of leased and owned properties Real Estate News November 1 2001 One of the first challenges addressed by many of the latest real estate management information systems is the need
31. f Join Department No User Name ADMIN 9 8 2004 11 10 PH REAL ESTATE MANAGEMENT INFORMATION SYSTEM start mae Siwana ty Real_ images y Data Elprope M Docu Brea g4 SS 11 10PM Figure 4 7 Automatic employee information generation The figure above shows the result the output when a user clicks Forms menu Employees submenu option Auto Employee Records toolbar option The user has to enter the employee s id to generate information about that particular employee 52 REMIS employee reports generation facility E REAL ESTATE MANAGEMENT INFORMATION SYSTEM Employees Report Generation E laj x File Edit View Forms Statistics Tools Settings Window Help l x Employees Employee Search Auto Employee Records Employee Reports Employee Report Generation Search Record for Report Generation Employee No Employee Name Employee Salary Employee Status Date of Join Department No User Name ADMIN 9 8 2004 11 10 PM REAL ESTATE MANAGEMENT INFORMATION SYSTEM Astarte d c ge Siwana ty Real images fh Data Elprope M Docu Brea go SSS 11 10PM Figure 4 8 Employee reports generation facility Figure 4 8 shows the output when a user clicks Forms menu Employees submenu option Employee reports toolbar option All a user has to do is click on the field with which the search should be made and enter the search cr
32. fire outbreaks 36 4 2 REMIS program analysis 4 2 0 Introduction After critically analyzing the existing system and its limitations the new system was designed with an intention of minimizing to the least extent the limitations of the old system This aimed at removing the current manual filing system for record keeping and helping the manager make quick decisions based on sample statistics and analyzed data The REMIS package was designed using the Visual Basic programming language and the Microsoft Access database management system This allowed the researcher to fully implement the system requirements as already been discussed in Chapter Four 4 2 1 A brief description of Visual Basic Visual Basic is a high level programming language evolved from the earlier DOS version called BASIC BASIC means Beginners All purpose Symbolic Instruction Code It is a fairly easy programming language to learn The codes look a bit like English Language Different software companies produced different version of BASIC such as Microsoft QBASIC QUICKBASIC GWBASIC IBM BASICA and so on VISUAL BASIC is a VISUAL and events driven Programming Language These are the main divergence from the old BASIC In BASIC programming is done in a text only environment and the program is executed sequentially In VISUAL BASIC programming is done in a graphical environment Because users may click on a certain object randomly so each object has to be programmed ind
33. flow diagram was also used to determine the scope of the area under study ii Data dictionary this is a documentation that supports a data flow diagram It contains all the terms and their definitions for data flows and data stores that relate to the system The data dictionary also helped the researcher avoid instances of calling the same data flow or data store by two different names or two different data names by the same names More specifically the data dictionary was used to store information about the database application s data 3 5 Database design The next stage in the design of the new system was the database design The design of the database was done in four stages These included 1 Requirements analysis 2 Conceptual analysis 3 Logical database design 4 Physical database design 3 5 1 Database Requirement analysis This aimed at determining the data information system components and data processing and analysis functions required by the organization A detail study of the various components and operations of the current system was undertaken This was done using a structured questionnaire as a fact finding technique This also aimed at defining decision making associated with workflow together with the information needed to support decision making The outcome of requirement analysis for the system was the specification of the conceptual design 3 5 2 Database Conceptual analysis This phase of database design involved the
34. for a sample or a 42 population The statistics include mean variance standard deviation Mean absolute value maximum minimum range and mean absolute value gt Forecast submenu option this is a path for calculation of the linear regression coefficient and regression line for making forecasts on variables The user can use this submenu path to calculate the correlation coefficient of two data sets gt Chi square submenu option this is a path through which the user can make chi square tests on data in a given table The submenu option leads the user to the chi square generation form 4 3 8 Tools menu This menu consists of only one submenu option The Calculator submenu option under the Tools menu is used to call Microsoft windows calculator Using this submenu option the user can perform basic arithmetic tasks with an on screen calculator 4 3 9 Settings menu This menu consists of two submenu options These include gt User information submenu option this is a path through which the systems administrator can manipulate system user information It s the system s administrator who can access this submenu option for manipulation of user information gt System Backup submenu option this is a path through which any user can backup the system s database to prevent data loss incase of problems Through this submenu option data can be written to magnetic tape or other removable medium 4 3 10 Window menu Consists of the Window cas
35. greater than 6 then Print Too few rows or columns Or Print Too many rows or columns Else If inputted value is numeric then Display table with r rows and c columns Input values Oj in table If inputted value is numeric then Fori 1 j ltoi r j c RowSum RowSum O ColSum ColSum Oj Next i j TotalSum Sum RowSum For i 1 j 1 to isr J c Expected frequency E j RowSum ColSum TotalSum Next i j For i 1 j 1 to isr J c Chisq chisq O j Ei Ej Next i j Print Chi square value is Chisq Critical Val X7 r 1 c 1 0 05 If Chisq is greater than Critical value Print The distribution is significant End if If Chisq is less than Critical value 31 Print the distribution is not significant End if End if Else Print Inputted value not numeric End if End if End 32 3 8 System Implementation This involved the physical realization of the database and the application design The system was implemented with full consideration of the above noted design considerations In order to make the package easy to use it was implemented using object oriented programming In order to facilitate easy navigation by the user through the different parts of the package it is menu driven where by a user can jump to any part of the package without having to quit from the current transaction The REMIS implementation was based on two tools Microsoft Access database management system and Microsoft Visual Basic for Appl
36. he necessary facts about the current system The key questions at this stage were gt What is being done How it is done How frequently it occurs Volume of transactions How well the specified task is being performed Existence of a problem VV VV V WV If a problem exists its causes and size It also aimed at defining decision making associated with workflow together with the information needed to support decision making Output of this analysis consisted of functional requirements and isolation of deficiencies in the current system After determining the deficiencies in the current system solutions to these deficiencies were designed The determined solutions were designed in such a way that they would improve workflow and decision making They were also based on a cost versus benefit framework 3 4 System Analysis and design 3 4 1 Dataflow Analysis Dataflow analysis is a process used to determine how organization objectives are accomplished This helps in the study of the use of data in each and every activity undertaken Dataflow diagrams were used to graphically show the relations between processes and data and in data dictionaries which formally describe the system s data The following tools were used for dataflow analysis i Dataflow diagram this was used to graphically represent the system and show data flows to from and within the system processing functions and the storage of 12 this data The data
37. ications programming language REMIS handles the traditional duties of information storage in files It stores the information inform of tables in a database The database of which is managed by MS Access database management system This makes it eases editing update retrieval and deletion Security and integrity controls for the system were also implemented 3 8 1 Backup and recovery The new system was designed with a backup facility that requires every system user to back up the database before exiting from the system The system requires that a copy of the database on the computer s disks which is made periodically and kept on magnetic table or other removable medium This essential precaution was included to cater for cases of disk crash or accidentally deleting the only copy of the database Ideally the backup copies should be kept at a different site or in a fire safe since though company hardware may be insured against fire the data on it is almost certainly neither neither insured nor easily replaced 3 8 2 Testing This involved executing application programs to discover the consequences of system malfunction by subjecting the system to extensive processing of real and fabricated transactions that represent normal and abnormal conditions This aimed at determining whether the system works well and whether it is the right system 33 3 8 3 Maintenance After implementation the system now remains in a maintenance mode until i
38. icult to access data that should be available for management to take decisions and to easily answer client s enquiries Such data cannot be easily statistically analyzed to make inferences about the data items handled by a branch for proper management 1 2 Problem Statement With the increase in the number of transactions at a branch the total workload of the staff has become so big that the company is employing more staff to handle the ever increasing amount of paper work There is also a legal requirement to produce detailed monthly quarterly and annual reports Management also needs summarized statistical data in order to have access to all the data pertinent to a decision Inferential statistics always act as a tool to have a look at all the data of an organization in a precise summarized form Clearly the manual system is inadequate for this type of work The file system was originally developed in response to the needs of the company for more efficient data access However rather than establish a centralized store for a branch s operational data a decentralized approach was taken where each department stores and controls its own data This kind of system has the following disadvantages i Data is isolated making it more difficult to access ii Most data items handled by more than one department are duplicated in each department leading to the wastage of time and resources iii The data is not secure since any time the files can
39. ients Provide security to the company s data at a given branch 1 5 Scope of the study The system covered the different departments at a branch These included gt The sales department responsible for the selling and renting of properties It also handles inquiries from clients gt The contracts department responsible for handling the lease agreements associated with the properties for rent gt The payroll department stores the details relating to each member of staff s salary gt The personnel department stores staff details Marketing Payroll macoy Property rentals Property Sales Customer services Property advertising System boundary Figure 1 0 Scope of the study CHAPTER TWO Literature Review 2 0 Definition of a system Jerry FitzGerald and Ardra F FitzGerald define a system as a network of interrelated procedures that are joined together to perform an activity or accomplish a specific objective They noted that a system could be classified as being open or closed A closed system is one which automatically controls or modifies its own operation by responding to data generated by the system itself It seldom if ever interacts with its environment to receive input or generate output James C Wetherbe An open system is one which does not provide for its own control or modification It does not supervise itself so it needs to be supervised by people 2 1 Manage
40. ince the package is menu driven 4 1 System Design 4 1 1 The Real Estate Management Information System REMIS REMIS is a program to help a manager make more informative and profitable management decisions This program in a database application language which will record company detail and store it in a database which can be used as a benchmark for analyzing future deals The first step in analyzing a prospective decision is to understand the data being used This program increases the decision making capability by maximizing the efficiency and accuracy of the data inputting process with the use of statistics and linked fields eliminating any unnecessary re keying of data The REMIS was designed using Microsoft Access database management system and Visual basic programming language Various inferences can be got using the REMIS to help the manager summarize data Finally the REMIS presents the manager with an automatic record and report generation tool sorted according to the user s needs 35 4 1 2 The Existing system The current system being used consists of a manual filing system The company currently uses the manual filing system to hold all external and internal correspondence relating to clients and staff A number of files concerning different transactions and information are labeled and stored in cabinets at a branch For security purposes the cabinets have locks Whenever reference is to be made in the files one has to go th
41. ip that exists between two random variables and forecasting respectively The package also takes in table values to calculate Chi square tests a non parametric test of statistical significance for bivariate tabular analysis Any appropriately performed test of statistical significance lets you know the degree of confidence you can have in accepting or rejecting a hypothesis The REMIS also offers secure storage of a company s data by ensuring that only authorized users use the system and providing backup facilities for the data I In summary a real time record keeping and analysis system was realized from the study The following major contributions were made as a result of the study 1 A linear regression forecasting system for any amount of data 2 An efficient record keeping system allowing data entry update and deletion while checking the consistency of the data Various descriptive and inferential statistics can be generated using the system A Statistical hypothesis testing tool for a given set of sample data An automatic record and report generation tool OMe pet ae A database backup facility for the company s data MI Table of Contents Content Page ABSTRACT nnana aiaa a ai a a iaa i osaa aastas II TABLE OF CONTENTS wisccastsecicisasssacscaccscconcsssudesisenss nssicncssiocssscsanscndsabsnceaseasseassiaccssies IV LIST OF FIGURES casi nis cciumcioan ant sian ieee Vil CHAPTER ON ic cscsscsissccsiscoccauccisseslasc
42. iteria In the input box that pops up 53 Figure 5 9 shows the output when a user clicks Department No and enters department number 2 The report outputs all the employees in department 2 REAL ESTATE MANAGEMENT INFORMATION SYSTEM Employee Details E File Edit View Forms Statistics Tools Settings Window Help l x Employee Search Auto Employee Records B Zoom 100 x Page No 1 Employee Details Date Wednesday September 08 2004 Employee Details Emp No Emp Name Salary Status DOJ Dept No 2 Krish 25000 Manager 10 2 2003 2 16 Viren 15000 Secretary 8411 2003 2 Pages MAM IY REAL ESTATE MANAGEMENT INFORMATION SYSTEM Astarte mae Ewana Real_ images y Data Erprope M Docu Breat QO Sey 11 10PM Figure 4 9 Employee details report Note The above outputs also apply to any other option chosen from the Forms menu option These include Clients Branches Viewing and Registration 54 REMIS descriptive statistics calculation facility REAL ESTATE MANAGEMENT INFORMATION SYSTEM Descriptive Statistics File Edit View Forms Statistics Tools Settings Window Help la x Enter input values for descriptive statistics 1000 entries maximum Calculate Sample Statistics Calculate Population Statistics Reset eee m Descriptive Statistics Number of entries 326 Coefficient of Yariation 0 0861 Sum 6 Mean Absolute Deviation
43. ment Information system Kroenke Hatch defines a management information system as the development and use of effective information systems in the organization He adds on that an information system is effective if it helps to accomplish the goals of the people and the organization that use it An Information system is an open system that seeks a set of related goals producing information using the input output cycle Acoff Russell L 1971 James C Wetherbe 1979 defined a system as being a collection or arrangement of entities or things related or connected such that they form a unity or whole 2 2 The Need for Real Estate Management Information System In their study of the role computer based management information systems can play in real estates in Asia Vijayanand Kommaluri and Venigandla Kishore Babu 2003 noted that the unprecedented population growth coupled with unplanned developmental activities has led to urbanization which lacks infrastructure facilities Part of the problem with today s urban structure is that it was built at a time when planning awareness was substantially different from today s Consequently in trying to retrofit existing system to achieve today s urban performance objectives a major issue of concern today in the survival of our cities is the problem of real estate management Real estate information management system is the essential part for a real estate enterprise and is very important for the de
44. n Used for logging off the current user from the system This option takes the user to the system login screen 4 3 5 The Edit menu The Edit menu consists of the following submenu options gt Cut submenu option gt Copy submenu option gt Paste submenu option 4 3 6 The Forms menu This menu forms the underlying core for all the package database operations It consists of different submenu options used for data manipulation This involves data retrieval insertion update and deletion The Forms menu consists of the following submenu options gt Property submenu option Used for properties data manipulation by the user Through this submenu option the user can view property records update property records search for property records and generate reports concerning the available properties using the property toolbar options 4 Employees submenu option Used for employees data manipulation by the user Through this submenu option the user can view employee records update employee records search for employee records and generate reports on employees using the employee toolbar options Owners submenu option Used for property owners data manipulation by users Through this submenu option the user can view owner records search for owner records update owner records and generate reports on property owners using the Property Owners toolbar options Clients submenu option Used for clients data manipula
45. nipulated easily with the wide variety of search facilities in the system Produce financial and customer reports Perhaps the most powerful aspect of this program is the number of reports that can be generated from the information contained in the tenant information database The REMIS implements this by an automatic report generation facility as described in the previous chapter The program gives the user different options of report generation that can be used by any member of the company Handle staffs details and their different transactions with clients again the system uses a relational database to handle details concerning staff plus their different transactions with clients Provide security to the company s data at a branch the REMIS allows the system administrator to authenticate all the users by the use of user names and password so that unauthorized users do not get access to the company s data The system also provides backup facilities to the company s data each and every time a user logs in The development and implementation of this system has also helped the researcher gain a lot of knowledge concerning systems design and implementation during the course of the study which was one of the aims the research was undertaken 63 The REMIS system cannot be considered a finished application as yet It is still at an alpha version stage There is work to be done to get the program to a commercial level There are as
46. on making basing on the results Descriptive Statistics such as mean standard deviation range coefficient of variation mean absolute deviation are calculated which summarize the data and help the user get a more greater understanding of data The package also calculates inferential statistics that can be used 61 to infer on any amount of data Chi square tests and regression analysis tests are executed in the package These can be used as a benchmark for future business deals in the organization 5 1 3 Financial and customer reports The package produces reports for all the records stored in the database to present an effective way for a user to present data in a printed format Most of the information in the reports comes from an underlying table in the database which is the source of the report s data 5 1 4 Staff details and their transactions with clients The package handles all the company staff details plus their respective transactions with clients This helps the manger to know the exact staff member who dealt with a particular client 5 1 5 Data security The package offers high security to the company s data by authenticating the users of the system thus unauthorized users of the company data cannot have access to its data This is done through the use of usernames and passwords provided by the system s administrator for a particular user to log into the system The package also offers safety to the company data sto
47. ools used in designing and running the program 3 1 Area of study The study aimed at designing a management information system for a real estate agency with statistical capabilities that could help a manager reduce the extent and uncertainty associated with decision making The package has been designed with statistical analysis tools for developing a better understanding of variables surrounding a decision making process The package can structure unorganized detail data into descriptive measures such as range mean mode and median on data such as employee salaries total income and expenses The package was also designed to compare two groups of data e g income and expenditure and make forecasts based on the current data 3 2 System method of design The design of the new system involved three stages These included 1 Overall system design 2 Database design 3 REMIS application design The overall system design involved the analysis of the existing system and the design of the new system 3 3 Overall System design The first part of the system development life cycle consisted of the analysis of the existing system A detail study of the various components and operations of the current 11 system was undertaken At this stage the analyst worked closely with the staff of the company to study the business processes A structured questionnaire was administered to members of staff in different departments at a branch to capture t
48. osetsitlicaciecspustscchsseedasessessdslesactesssnsisnstonseseseuswaciebeiss 1 INTRODUCTION pisis scxcicascctsccadeceatesisss seats isesccss conutdutsctaasdiesistantesnesshivstudcelosvbesssausbeploamasss 1 1 0 Management information System ccscccscsssscsssscssscssscsssscscsccssscssscsesscsescsoescees 1 T1 Background ssyissecie sissacsviccvciscsicciccvsssechsguscnatecisavcdassieaiusvssausivesiovidoeasavenssusbaiuavinastavaabins 2 1 2 Problem Statement iscsi sscscsiscesiecssscescssensscceccssencsaessesseassccsecseesssstseasenasdessetensessencensosteses 3 1 3 Aims of the Study si cisscsssscascesssccaconssssctssiecsscndssdesacassuiadsbensnsesnscasncbbesdsounsbebicnsounstosbsnnes 4 1 4 Objectives of the Study essesssescesscsscescosoosssessosocescessossoessessosssessessssssessosssessossssssessse 4 1 5 Scope of the study sessosscsessessoescosscssoescossossoescossossocscosscesocssoessessesssessessesssesssssosssessse 5 CHAPTER EW Ovi sczcicsiconctshsasisticesseuichinecchdacoaassiiassstdsessnsi elas tatsctssasacotosasbusasnusaeieessssdwenins 6 LITERATURE RE VIEW sissescstasseossassscacsestcaceessesdacsseisssedaiesdecsseascoiacendsceuseccsusiessecssenseczs 6 2 0 Definition of a system vssisscsesicnsscssiescusscenaccrsssdsescesecnvestssesdscnesseneteesbseacescuesenseessascsssenios 6 2 1 Management Information system sessoesccssossoescoesossoesccssosscescosscesoesosescesocsssesssssese 6 2 2 The Need for Real Estate Management Inform
49. p Laudon J P Management information systems 4 edition Prentice Hall Eaglewood Cliffs New Jersey 1996 65 Ray Viator Technology brings efficiency safety to real estate industry Midwest Real Estate News lt http www realestate intuit com frame asp Window http www realestate intuit com news news_article asp InTheNewsID 22 gt November 1 2001 Robert T Vanderwerf The value of information technology in Real Estates and Facilities Management lt http www facilitycity com busfac bf_03_05_cover2 asp gt 2001 Thomas Conolly and Carolyn Begg Database Systems A practical approach to Design Implementation and Management 3 Edition Glasgow Addison Wesley 2001 Vijayanand Kommaluri Venigandla Kishore Babu The role computer based management information systems can play in real estates in Asia 66
50. r own portfolios analyzing and searching internally for suitable properties would be an ideal but difficult first step The basic premise driving the search derives from the old adage that information is power In this case information translates into successful portfolio management He also argues that the challenge to portfolio management is to provide a central information portal that instantly lets you access and manipulate data in multiple ways Today there are enterprise class solutions designed specifically for the real estate and facilities professional While many of these solutions are offered in the traditional delivery model of enterprise software some are offered as a service for a fraction of the cost of installing and supporting software within the network The technology also provides the most granular control over the shared data and who has access to it Ray Viator Midwest Real Estate News November 1 2001 reported that in order to remain competitive while also addressing the needs of clients and tenants the real estate industry is embracing a variety of technology applications ranging from management information systems Web based and wireless programs and building security Another important factor in security technology is the need for user friendly systems The more complicated the system the more likely the operator won t be able to maintain It says Gene Sandburg chairman of Kastle Systems one of the larg
51. red in the system by allowing users to make regular backups to the data stored in the database This is implemented by a database backup facility where by a user is prompted to backup the data on the computer s disks which is made periodically and kept on magnetic tape or other removable medium This essential precaution was included to cater for cases of disk crash or accidentally deleting the only copy of the database The backup copies should be kept at a different site or in a fire safe since though company hardware may be insured against fire the data on it is almost certainly neither neither insured nor easily replaced 62 5 2 Conclusion and Recommendations Research and design efforts successfully produced a real estate management system that increases the decision making capability of a real estate manager by maximizing the efficiency and accuracy of the data inputting process with the use forms and statistical data analysis The key main objectives for designing this system were 1 Carry out data analysis and statistical inference in REMIS data analysis and statistical analyses are delivered inform of descriptive and inferential statistics to the user As shown in the previous chapter the system can calculate descriptive statistics and carry out statistical inferences basing on existing data Handle details for rent and sale of property from clients the system uses a relational database to handle these details which can be ma
52. ro Doc RE 4 SES 11 13PM Figure 4 14 User information control facility The figure above shows the facility the system administrator can use to control user names and pass words It can be got through he path Settings menu User information submenu option New users can be added and old users deleted using the command buttons on the left side of the facility 59 REMIS database backup facility g REAL ESTATE MANAGEMENT INFORMATION SYSTEM Backup Database E gt a x 18 x File Edit View Forms Statistics Tools Settings Window Help Last BackUp Details Path c propertyDB mdb Date 09 07 04 mm dd yy Time 10 14 56 PH Choose Path for BackUp e WANAGODWILL BackUp Cancel User Name ADMIN 9 8 2004 11 13 PM REAL ESTATE MANAGEMENT INFORMATION SYSTEM start dc e Swa th Rea Sima fh det Piro ooc Erea 4 SS 11 13PM Figure4 15 Database backup facility The above figure shows the result when the user clicks Settings Database backup The facility shows the user when the last backup was made the time it was made and the path to where the database was saved The user can specify the path for backup by using the directory box on the bottom of the facility 60 CHAPTER FIVE Discussion Conclusion and recommendations 5 0 Introduction This chapter summarizes the contents of the project report and the REMIS p
53. rough the filing system starting from the first entry until he or she finds what they want This system used to work well when the company s business transactions and the number of staff were still small However with the increase in the number of transactions the filing system is breaking down since different transactions have to be cross referenced and processed Clients staff and the manager of a branch nowadays want more and more information for decision making A need has also arisen to produce detailed monthly quarterly and annual reports concerning the company s transactions expenses and turnover Due to the isolation of data in different files it s difficult to access data that should be available for management to take decisions and to easily answer client s enquiries Such data cannot be easily statistically analyzed to make inferences about the data items handled by a branch for proper management 4 1 3 Limitations of the existing system The existing system currently has the following limitations 1 Separation and isolation of data When data is isolated in separate files it becomes more difficult to access data that should be available This difficulty is compounded when we require data from more than two files 2 Duplication of data Owing to the decentralized approach taken by each department the file based approach encourages duplication of data 3 Company data is exposed to risks of being lost through theft and
54. s a variable whose values are being predicted or modeled usually because it is thought to be influenced or caused by the independent variable s 24 The package also measures the strength of the linear relationship between two sample variables using the linear correlation coefficient The linear correlation coefficient ranges from 1 to 1 A correlation coefficient value near to 1 shows that there is a very good negative correlation between the two sets of variables a correlation coefficient of 0 shows that there is no correlation between the two variables and a correlation coefficient near 1 shows that there is a very good positive correlation between the two variables In the package the following formula was used to calculate the Correlation coefficient value of any two randomly distributed samples Given two sets of data X and Yj the linear regression coefficient R between the two variables is given by O2 Xi D KG y a gt vy 25 3 7 5 Algorithms used for calculating Linear Regression and the Correlation coefficient R b py X Yj X Xd Yi nd Xi X a nd Xi j 20 XAY n xe S Xi men yY 5 y Print Y a bX R Figure 3 3 Flow chart for calculating linear regression equation and correlation coefficient 26 3 7 6 Pseudo code used for calculating the linear regression and correlation coefficient Iput data for independent and dependent variables X Y SumX 0 SumY 0
55. ss the system information The figure below shows the system login screen Only the system administrator can create new users and delete existing users System Login User Name A admin hd Password Loon _ cancet_ Document2 Microsoft Word Astart 4 a S Giwa tyres Sima goat oron Joc mI og 11 08PM Figure 4 1 System login screen 4 3 3 System menu The system is menu driven and therefore a user only requires clicking on the menu option and access all the other sub menu options under the current menu This allows easy accessibility of all the package features The system consists of seven menu options as shown in the figure below Each of these options is further divided into sub menu options which are used for calling different form layouts for the execution of the different transactions described in the previous chapter The system menu consists of 1 File menu 40 2 Edit menu 3 Forms menu 4 Statistics menu 5 Tools menu 6 Window menu 7 Help menu 4 3 4 The File menu The File menu consists of the following submenus gt Close submenu option Used for closing the system when the current user wants to completely quit the system This action can also be executed by clicking X at the far right of the title bar gt Print submenu option Used for printing a report This action can also be implemented by clicking the print icon on the report tool bar gt Exit submenu optio
56. ssessscssssesesees 31 3 8 System Implementation ccccccsscsssscssscsssscssscsscscesscsscscssscssccsescsssssssscsssssoesees 33 3 9 1 BAC AP ANG TE COV SLY cae tets vs scete Sareassas ds ness tausstod aescate Saqnadh ee e n R i 33 3 8 3 Maintenance seseseseseseseseseseeeseseseseresororosororosorososososococoeseceoeoeoeoeoeseseseserororororororosose 34 3 8 4 Eimit tions of th st dyscsss tnetis i ns i asi 34 CHAPTER Ah viscscosscscssnuadaesinssebehsenscaiswsentess ep nedncsavenesunte sousvasoucesasunsnabesivasedsateuseatsusecaeavntes 35 THE REMIS PACKAGE os sescsssssssiscesieiisctcssccsiecsonncetiassacssecesacscosasasseusdensonsasstionsausdeisseesaes 35 4 0 Introduction oa sasssasccesssscesissssensedeansasaieccsasseaetsowsiereensadoncencr sbasecuasseceseseseussedinesndeieseansse 35 4 1 System Deste Mi scscescscciscsatscticecsincasssasacsdedcseesenseaties casusoussasoessaesessucndendevasasecassessecasousbese 35 4 1 1 The Real Estate Management Information System REMIS eee eeeeeee 35 41 2 The EXISUng syst oa nnsa n a a a a ia Baad 36 4 1 3 Limitations of the existing system sessssssesssessesssesssereesstessressersseresseeessresseesse 36 4 2 REMIS program analysiS ssessessecscesscsscessessosscescosocessessosscessesoosssesoesscsssessesssessesse 37 42 0 Introduction x scaiiveasssessanseasinnsdaanasea a E E EEE egsaatesusbae E 37 4 2 1 A brief description of Visual Basic esssseeesseseseesesseesresress
57. state agency are analyzed they consist of records together with the properties that describe these records Between these records are also logical relationships describing associations between these records Property Masters Uganda is a real estate agency that specializes in property management by taking an immediate role between owners who wish to let or sell their properties and clients who want to rent or buy these properties The company has a number of branches all over the country However the company is becoming so large that more and more administration staff is being employed to cope with the ever increasing amount of paper work Further more the communication and sharing of information between departments in the same branch is poor The Kampala branch manager feels that too many mistakes are usually made and that reports produced do not provide management with the right information since they are prepared manually Management does not usually have access to all the data pertinent to a decision Consequently management must frequently deal with incomplete information This is especially true when the data needed by the manager to make a decision is too much and the manager cannot look at each item of the data Management therefore requires statistical computer packages designed in line with property management to enhance the ability to make prompt statistical analyses and summarize data in support of proper management decision making
58. sts 61 5 1 Design d software sasccaticncsscsdscicscsansndecansenassedsscesscassescsodsiocbasiessdeanssdadensbsebscedevonbasdes 61 5 1 1 Company information detarls soi ict cad etcain Leictestegeinthandiadphn Meanie ened 61 5 1 2 Data analysis and statistical inference oe elec eeeeeeeeeecneeceseeneeeeeaeecsaeeneeesees 61 5 1 3 Financial and customer reports lt 43 Acc acnicoi cient Ghia cee 62 5 1 4 Staff details and their transactions with CHeMNts eeeeeeceeeeeeeeeeeeseeeeeeteeeeaees 62 5 1 5 Data S GUY nan ruin e dened seater T adoae aA 62 5 2 Conclusion and Recommendations s cscssscssssssssecsccsvescessessesssssecsscssessessesoeses 63 5 3 Areas Of further research sisciccsscsiseissessvcsivaseesssesssissoassessocdsscscsisetaseesavesvessocaseoseissousses 64 REFERENCES woes sossesessscescesdntissvaiscesseasebraseciiessncaiabonsnsbonnenses seetiqeiesasseniaessassuedautansvonsions 65 VI List of figures Figure 3 0 Entity relationship diagram for conceptual analysis model 00 14 Figure 3 1 Relation diagram for the logical data model ssccsccssssssscssssesesees 16 Figure 3 2 Flow chart for descriptive statistics ccccccccsssssscssscescssscssscecssssceeses 22 Figure 3 3 Flow chart for calculating linear regression equation and correlation COCLTNCIEN bosch pssssccctacssstensusousensessasesoasousen cpaaacebe opwaeebsnasadsenguenniaasdeoseevaoneuasgesamiaeonsueatanaeade 26 Figure 3 4
59. t is replaced by a new system The need for maintenance arises from a possible failure to anticipate all requirements during system design or from change in the company requirements 3 8 4 Limitations of the study The following are the limitations the researcher faced 1 Time to carry out the research The time interval the researcher was supposed to finish the project was very short compared to the amount of work that was supposed to be done This led to a number of functions being left out in order to meet the completion deadline 2 Poor facilitation The researcher was not facilitated in any way and therefore had to meet all the expenses of the project This led to financial constraints during the system development 34 CHAPTER 4 THE REMIS PACKAGE 4 0 Introduction This chapter discusses and presents the computer package called REMIS to implement the methods discussed in the previous chapter The package was developed by the researcher during the course of the study to assist a real estate manager put a good use to the big amount of information available for decision making During the design of the REMIS package the user was the main consideration in mind to enable easy interaction with the package To enable this a menu driven system with help features was designed The system does not require any training and knowledge of particular programming syntax as applies to most other packages Just logging on and you are started s
60. tection to the database An appropriate database management system was also selected The database was designed in such a way to support application programs so that there is a flow of information between application programs and the database The logical model also serves an important role during the operational maintenance stage of the system life cycle Figure 3 1 shows the logical data model for the Real estate management system design 15 Manages gt Branch StaffId PK Branchld PK Managerld FK y Has Department PK Staffld PK a Departmentld FK ontains y Registers Processes Registration ClientId PK FK StaffId FK y DepartmentId FK Oversees Clientid PK y Requests Requests Viewing ClientId FK PropertyId FK Property PropertyId PK Ownerld FK Owners OwnerID PK PropertyId FK Figure 3 1 Relation diagram for the logical data model 16 3 5 4 Database physical design This involved creation of relational tables and constraints on the tables from the information specified in the logical data model It also involved identifying the specific storage structures and access methods for the data to achieve an optimum performance of the database and designing security protection for the system 3 6 REMIS Data Dictionary Des
61. tion by users Through this submenu option the user can view client records search for client records update client records and generate reports on clients using the Client menu toolbar options Viewings submenu option Used for Property Viewings data manipulation Through this submenu option the user can view the Property viewings and the clients comments search for particular property viewings and generate reports on the property viewings using the Property Viewings toolbar options Branches submenu options Used for data manipulations of information concerning the company branches Reports and searches about branches can be made using this submenu option Registration submenu option Used for manipulating data concerning the registration of clients Spread sheet submenu option the package also provides the user with a spreadsheet package for different data calculations The spreadsheet submenu option opens a spread sheet which the user can user irrespective of whether the user has one on the current computer or not 4 3 7 Statistics menu This menu contains all the underlying statistical calculations in the package It contains three submenu options that lead to the form layouts for statistical calculations The statistics menu option consists of the following submenu options gt Descriptive statistics submenu option through this option a user can calculate the previously mentioned descriptive statistics for any raw data
62. tistics Tools Settings Window Help la xi Enter the Table dimensions of the datawhose Chi quare value you would like to calculate Table Mering n 3 Came Generate Table Reset Chi Square Calculator will not handle tables with more than 36 degrees of freedom df df rows 1 x columns 1 Table Name Unte O Column 1 Column 2 Column 3 Row 1 fi 0000 20000 30000 Row 2 50000 60000 70000 Enter your table name and column and row headings or accept the defaults Enter your data in the table cells Chi Square Results Degrees of freedom 2 Chi square 3555 56 Calculate Chi For significance at the 05 level chi square should be greater than or equal to 5 991 l The distribution is significant User Name ADMIN 97872004 11 13 PM REAL ESTATE MANAGEMENT INFORMATION SYSTEM Astarte mae Giana th Real_ images Data prope M Docu Erea SD gt SS 11 13PM Figure 4 13 Chi square output 58 REMIS user information control facility E REAL ESTATE MANAGEMENT INFORMATION SYSTEM L 16 x 83 File Edit view Forms Statistics Tools Settings Window Help l x M Move First 4 Move Previous User Name i gt Move Next gt l Move Last User Password Add New Delete Record User Name ADMIN 9 8 2004 11 13 PM REAL ESTATE MANAGEMENT INFORMATION SYSTEM Document2 Microsoft Word start mae Swa th Rea Siima Dat Ep
63. ttings Window Help la x Move First Property Search Property Id Location fee Type Owner Id Staff ld Rent Sale Amount 0 Auto Property Records Property Reports Move Previous Move Next Move Last Delete Record Save Record User Name ADMIN 9 8 2004 11 09 PM REAL ESTATE MANAGEMENT INFORMATION SYSTEM start mae Siwana ty Real images y Data Eprope M Docu Breat 4 Sy 11 09PM Figure 4 3 Property details navigation Figure 4 3 shows the output when on clicks Forms menu option Properties submenu option Properties toolbar option One can navigate through the records using the navigation buttons shown on the left 48 REMIS automatic property generation facility Figure 4 4 shows the output when a user clicks Forms menu option Properties submenu option Auto property Record toolbar option One only needs to put the property id and the details of that property will be displayed Figure 4 5 also shows the output when a user clicks Forms menu option Properties submenu option Property search toolbar option The user can search for property by any desired field Click on the field with which you want to search and the property will be displayed AREAL ESTATE MANAGEMENT INFORMATION SYSTEM Automatic property information generator E 18 xj Fie Edit View Forms Statistics Tools Settings Window Help la x Properties Property S
64. ular value of X is paired with one particular value of Y For example the amount of money spent in advertisements for a particular property paired with the corresponding amount of time it takes to be purchased Fundamentally it is a variation on the theme of quantitative functional relationship The more you have of this variable the more you have of that one Or conversely the more you have of this variable the less you have of that one This procedure estimates the coefficients of the linear equation involving a set of independent variables that best predicts the value of the dependent variable In the package it is used to forecast say the turnover and profits of a branch after a specified amount of time The linear model has the form Y a bx where x is either time or the specified independent variable Assuming that the data can be fitted on a linear regression model the coefficients will be predicted using the following formulas a Y bx where x is the mean of the independent variable and Y is the mean of the dependent variable b XY DX DY n X i x Correlation is the simultaneous change in value of two numerically valued random variables The Independent Variables in an analysis also known as explanatory variables are the variables being used to predict the value of the dependent variable They are also called predictor variables 3A Dependent Variable in an analysis also known as response variable i
65. utility costs The system needs to allow the ability to gather data on utilities as well as property taxes sales reporting and even the Consumer Price Index CPI and then integrate all that information Cummings further argues that the increased use of management information systems in the real estate industry has created new benefits These systems have become collaboration vehicles throughout the enterprise As commercial systems have become more open it has enabled different systems and applications to talk with others The proliferation of information management systems for the real estate industry however has also raised some concerns 2 5 The next wave Going wireless Looking to the near future most industry observers say wireless is probably next big technology area that is likely to have a dramatic impact on the real estate industry Wireless technology will allow people in the field to get information into their databases without having to be physically tethered to the corporate database From management information systems to new security technology the real estate industry is quickly beginning to recognize the important role that technology can play in improving their operations and reducing costs 10 CHAPTER THREE Methodology 3 0 Introduction This chapter describes the methods of forecasting and hypothesis testing It describes the different methods the system uses to calculate inferential statistics and the t
66. well points that offer opportunities for further development gt During the development of REMIS to reduce the program s complexity and thus make it manageable by just one coder some compromises had to be made This affected especially the program s functionality as concerns the needs of a real estate agency The routines that were simplified in this way should now be revised and versions with more Real estate functionalities adopted The errors still present in the program have to be fixed No large program however is error free but an acceptable level has to be achieved The system s help facility is still too broad to offer help to users This needs to be upgraded to a full REMIS help version Authentication of the system should be further improved to allow the system administrator to grant data access privileges to the users so that user s can have read or write or both privileges to the database Apart from these changes and others that have passed the developer s consent the system has to be used That is the best way of finding errors and getting feedback from the users for new improvements These changes do not affect the basic structure of the program They are expected in a system moving from alpha version to a full commercial version 5 3 Areas of further research Connected specifically to the REMIS system there are some topics that should be of interest to the future development of management information syst
67. will be generated 50 REMIS employees details navigation facility E REAL ESTATE MANAGEMENT INFORMATION SYSTEM Employees E lel x Fie Edit View Forms Statistics Tools Settings Window Help la x Employees Employee Search Auto Employee Records Employee Reports Employee No 1 Rahul Move Previous sibel cs ua Move Next Employee Salary 25000 gt l Move Last Employee Status me Add New Delete Record Date of Join i 0 2 2003 Save Record Department No 1 iil User Name ADMIN 97872004 11 09 PM REAL ESTATE MANAGEMENT INFORMATION SYSTEM start mae iwana th Real_ images fy Data Eprope M Docu Breat 4 SSS 11 09PM Figure 4 6 Employee details navigation facility Figure 4 6 shows the output when a user clicks Forms menu Employees submenu option Employees toolbar option Navigation through records can be done using the command buttons on the left hand side of the facility 51 REMIS employee records automatic generation facility amp REAL ESTATE MANAGEMENT INFORMATION SYSTEM Automatic Employee Information Generation E g B lej x Fie Edit View Forms Statistics Tools Settings Window Help la x Employees Employee Search Auto Employee Records Employee Reports Employee No a Press Enter for Auto Generation information Generated Automatically Employee No Emloyee Name Employee Salary Employee Status Date o

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