1.1 Description of Dreamland Estate Agency

Clients who are interested in either offer or demand of properties for sales, for purchase, and for rent, contact DEA, either by paying a personal visit to the office, on by a phone call or they may even make request by emails. The personal details of each type of client are recorded (whether the client is a buyer, seller, owner/landlord, tenant), and if required, the description of the property is also taken.

It should be noted that DEA keeps the clients and properties’ record for a limited period of time, in which case, each client and property is allocated an opening and closing date after which, the records will be closed, unless the client pays a fee to renew the dates. As such the client for keeping his records must pay a fee of Rs 50 per day.

Below is an example of a sale/purchase transaction:

A client, who wants to sell his property, contacts DEA, giving all necessary details. A site visit is then arranged and the important aspects and criteria (like area, years of construction, no of rooms, etc) are noted down. A site plan of the land/property is also taken. If the property is worth selling, and can be sold easily, permission is also taken from the client.

Back to the office, the agent will advertise it via a local news paper and display it on the office window and place an advertising board in front of the property. The advertisement consists of a photograph followed by a brief description of the property, such as number of bedrooms, type of property, facilities and the value of the property.
Buyers start showing their concern and existing buyers (kept in the company’s files) are also traced and informed. A match is then performed. A site visit is arranged at the convenience of the interested potential buyer and the seller, with the presence of the agent. If the buyer approves the site visit, then both parties (buyer and seller) will negotiate an agreed price and liaise between both parties and the signature of the contact.
Finally, the agent assists in the signature and takes an agency fees with both parties.



1.1.1 Calculation of agency fees

Excluding the application fees that the client has to pay to keep his records in DEA’s database (i.e. Rs50 daily from the opening date to the closing date, irrespective of being a buyer, seller, landlord or tenant), the also takes a commission from both parties (buyer and seller) once a deal has been finalized. There is a certain percentage to be taken from each range that needs to be paid, for example,
Below 1.5M [1% + VAT]
1.5M-3.5M [2.5% + VAT]
3.5M-5M [3%+ VAT]
Over 5M [4.5%+ VAT]

Renting

The procedure for renting will be the same as for sales/purchases, except that the tenant will not buy the property. Instead he will rent the property from the landlord on a weekly, monthly or yearly basis.
A commission still needs to be paid to DEA, from both tenant & landlord. However, there is a fixed charged of 2% + VAT will be taken from the agreed rent, as agency fees.





















Requirements Analysis

2.1.0 Functional Requirements

The following list defines the necessary actions that DIS shall perform, so that efficiency shall be met within DEA.

• Recording transactions
DIS should provide facilities and efficiency to keep track of every client (buyer, seller, tenant or landlord), about each property (available and already booked), about each type of transaction that takes place within DEA (a sale, a purchase, or a rent).
Appropriate files should be kept in computerized databases, and access to these files should be fast.

• Search/Match function
With the existing manual system, it takes time to search for records, especially for property information as well as each client. Therefore, DIS should be able to provide adequate search facilities, by using different criteria, e.g. search an existing customer by his number, search a property by price, location or by area.

• Validation Checks
Appropriate error messages will be displayed on screen, in case user omits some crucial information while completing a form on screen. Also, essential data validation checks should be provided, so that errors will be minimized and hence, efficiency shall be reached.

• Report Generation
DIS should generate reports of all kinds. Thus a “Report” menu will be provided, so that specific reports could be produced, for example:
- List of Property
- List of Agents


2.1.1 Non-Functional Requirements

• The System shall be secure and reliable, providing security via multiple, configurable passwords and other levels of security. Moreover, the software shall be compatible on other PCs.

• The System shall show operational efficiency, whereby data should be entered only once (no duplication).

• The System shall be user friendly:
- Provide access to all system functions subjects to individual authorized users.
- Easy system navigation shall be possible.
- On screen prompts and messages that is clear and helpful e.g. requesting input, identifying input validation errors or processing errors.



















Business Rules

Like any other companies, Dreamland Estate Agency (DEA) has established some rules for the benefit of the company. We are going to take into consideration these specific rules, and we would also like to introduce some other rules for the improvement of the system as well as for the welfare of its users.

• When a client comes to DEA, with a view of either demanding property (for purchase or rent), or offering property for sales, he does not have the right to contact other estate agencies for the same service, in a period of 3 months, from the date he signs the acceptance form (please see form in Appendix).

• All payment transactions are effected at the notary’s office in the presence of the agent concerned and not at DEA.

• The password to be used to log in the system via the login form must be made up of characters and digits, that is 3 characters followed by 3 digits. The user name will be the name of the agent using the system itself and the administrator.

• Each client, as well as, each property and each transaction that must be stored in respective files, will be given a unique auto generate numeric id, e.g. 1, 2, 3

DreamLand real estate DFD

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All records about the buyer ,the seller , will be recorded .That is details about their name, address, telephone numbers etc.

For the seller details about the property he is selling will also be recorded.

Any transaction will pass through the agent .It is the latter who will make the necessary for the property to be sold or bought.

When the buyer wants to buy a particular property, it is checked in what category, it is found : land, house, flat, urban building, rural building etc.

Then the property is checked if it is available or not. If yes, it is reserved else the buyer is notified.

For payment, after paying the buyer is given a receipt and given necessary document concerning the details of his purchased property.

The agent also receive a percentage of money from the selling price. That is the agent receive a commission and a percentage goes to the dreamland agency.