PROJECT REPORT

SCHOOL OF PURE AND APPLIED SCIENCES

DEPARTMENT OF COMPUTING AND INFORMATION TECHNOLOGY

BACHELOR OF SCIENCE IN SOFTWARE ENGINEERING

REAL ESTATE MANAGEMENT SYSTEM

A Project submitted to the School of Pure and Applied Science in Partial Fulfilment of the Requirement of

the Conferment of Bachelor of Science in Software Engineering Degree of Kirinyaga University .

SUBMITTED BY:

KUBWA SIMON

REG: PA106/G/7927/19

SUPERVISOR: MRS. CATHRINE MUKUNGA

May 2023
DECLARATION

I, Kubwa Simon as a result of this, declare that everything in this project is based on my knowledge and

research carried out with the expectation to be printed or in content and has not been submitted to any

institution of learning for any academic awards .

Signed ……………………………………………………………..

Date …………………………………………………………………

APPROVAL

I confirm that the work reported in this project was carried out by the candidate under my supervision

and has been submitted in impartial fulfillment of the requirement of the degree of Bachelor of Science in

Software Engineering at Kirinyaga University.

SUPERVISORS’ NAME : MRS. CATHRINE MUKUNGA.

Signed………………………………………………………………..

Date …………………………………………………………………

II
DEDICATION

I dedicate this work to my fantastic family, friends and every single person that has been supportive to me

through my journey in education. Thank you.

III
ACKNOWLEDGEMENT

My acknowledgments go to the almighty God for allowing me to do this project and keeping me in perfect

health to pursue this project, the second I could like to acknowledge Kirinyaga University for providing

abundant resources: lecturers, Laboratory, to mention a few, and also a serene environment and atmosphere

to carry out my studies. Thanks to my parents and family for their continued support throughout my course.

Special thanks to my supervisor for his clear input and continuous support throughout this Project Study and

the Research. Lastly, I want to acknowledge my colleagues for their support and company during the entire

period .

IV
ABSTRACT

The Real Estate Management system is a system that aims to streamline how Real Estate business is

conducted. This paper contains the objectives that the development of this system seeks to achieve. This

paper depicts the development of a user-friendly software system for managing real estate properties,

transactions, and customer interactions to improve efficiency and customer satisfaction. Specific objectives

include reducing property acquisition time, enabling effective communication, and creating an accessible

sales management system. The real estate industry can expect improved efficiency, customer satisfaction,

and increased profitability. Real Estate companies and organizations require high accuracy in sales data,

customer identification, and property management. All the information is crucial to their success. Having to

carry out these tasks using written paper prints is a time-consuming process and also error-prone. There is a

need to have a system that makes the activities more smooth and also accurate. To do all this, high-quality

software is required to manage those operations. This project focuses on the development of a real estate

management system using the waterfall methodology. The system will be designed to provide efficient

property management, transaction handling, and customer interaction management. The use of the waterfall

methodology will ensure that the project is carried out systematically, with a well-defined development

process, resulting in a reliable and comprehensive real estate management system. To conclude, the

development of a real estate management system aimed to streamline the industry's operations through a

user-friendly software system. The use of high-quality software and the waterfall methodology ensures a

reliable and comprehensive real estate management system.

TABLE OF CONTENTS
DECLARATION .............................................................................................................................................. II

APPROVAL ..................................................................................................................................................... II

DEDICATION................................................................................................................................................ III

ABSTRACT...................................................................................................................................................... V

LIST OF FIGURES ............................................................................................................................................................ X

LIST OF TABLES ....................................................................................................................................................... XI

ABBREVIATIONS .................................................................................................................................................... XII

CHAPTER ONE-INTRODUCTION................................................................................................................. 1

1.0 INTRODUCTION. ................................................................................................................................................. 1

1.1 BACKGROUND .............................................................................................................................................. 1

1.2 EXISTING SYSTEM ............................................................................................................................................. 2

1.3 PROBLEM STATEMENT. .................................................................................................................................... 2

1.4 PROPOSED SYSTEM. .......................................................................................................................................... 2

1.5 PURPOSE OF STUDY........................................................................................................................................... 3

1.6 OBJECTIVE. .......................................................................................................................................................... 3

1.7 JUSTIFICATION OF THE STUDY ................................................................................................................ 3

1.8 SCOPE OF THE STUDY ................................................................................................................................. 4

1.9 RESEARCH LIMITATIONS ........................................................................................................................... 5

1.10 SIGNIFICANCE OF THE STUDY ...................................................................................................................... 5

CHAPTER TWO-LITERATURE REVIEW ..................................................................................................... 7

2.0 INTRODUCTION .................................................................................................................................................. 7

2.1 MANAGING COMPLETE CUSTOMER INFORMATION. ................................................................................ 7

 2.2 COORDINATED AND COMMUNICATED MORE EFFICIENTLY. ............................................................... 8

2.3 REDUCES PAPERWORK. .................................................................................................................................... 9

2.4 SECURE AND RELIABLE. ................................................................................................................................ 10

2.5 PROPER AND EFFICIENT PROPERTY MANAGEMENT. ............................................................................. 10

2.6 AGENTS MANAGEMENT. ................................................................................................................................ 10

2.7 GAPS .................................................................................................................................................................... 12

2.8 CONCEPTUAL DIAGRAM ............................................................................................................................... 13

2.9 CONCLUSION ..................................................................................................................................................... 13

CHAPTER THREE-RESEARCH METHODOLOGY AND DESIGN .......................................................... 14

3.0. INTRODUCTION ............................................................................................................................................... 14

3.1. DEVELOPMENT METHODOLOGY: WATERFALL MODEL ....................................................................... 14

3.2. JUSTIFICATION OF METHODOLOGY .......................................................................................................... 15

3.3. DATA COLLECTION ........................................................................................................................................ 15

3.4. DATA COLLECTION PROCEDURES.............................................................................................................. 16

3.5. DATA ANALYSIS .............................................................................................................................................. 16

3.6 DATA COLLECTION ........................................................................................................................................ 16

3.7 DATA CLEANING .............................................................................................................................................. 17

3.8 DATA ANALYSIS ............................................................................................................................................... 17

3.9 DATA INTERPRETATION................................................................................................................................ 17

3.10 CONCLUSION .................................................................................................................................................. 17

CHAPTER FOUR-SYSTEM DESIGN ........................................................................................................... 18

4.0 INTRODUCTION ................................................................................................................................................ 18

 4.1 REQUIREMENTS OF THE SYSTEM ................................................................................................................ 18

4.2. CONTEXT DIAGRAM ....................................................................................................................................... 19

4.3 INPUT DESIGN ....................................................................................................................................................... 19

4.4 PROCESS DESIGN .............................................................................................................................................. 22

4.5 DATABASE DESIGN .......................................................................................................................................... 22

4.6 OUTPUT DESIGN ............................................................................................................................................... 25

4.7. Conclusion ........................................................................................................................................................... 28

CHAPTER FIVE-SYSTEM TESTING AND IMPLEMENTATION ............................................................ 29

5.0 INTRODUCTION ................................................................................................................................................ 29

5.1 UNIT TESTING ................................................................................................................................................... 29

5.2 INTEGRATION TESTING .................................................................................................................................. 29

5.3 SYSTEM TESTING ............................................................................................................................................. 29

5.4 DATABASE TESTING ........................................................................................................................................ 29

5.5 IMPLEMENTATION REQUIREMENTS ........................................................................................................... 31

5.6 CODING TOOLS ................................................................................................................................................. 31

5.7 SYSTEM HOMEPAGE AND OTHER PAGES .................................................................................................. 32

5.8 CONCLUSION ..................................................................................................................................................... 33

CHAPTER SIX-CONCLUSION AND RECOMMENDATIONS ................................................................. 34

6.0 INTRODUCTION ................................................................................................................................................ 34

6.1 CONCLUSION ..................................................................................................................................................... 34

6.2 RECOMMENDATIONS ...................................................................................................................................... 35

6.3 FUTURE WORKS................................................................................................................................................ 35

REFERENCES ................................................................................................................................................ 36

APPENDICES ................................................................................................................................................. 37

APPENDIX I: SAMPLE PHP CODE ................................................................................................................................. 37

APPENDIX II:OTHER DESIGN IMAGES ............................................................................................................... 40

APPENDIX III:GANTT CHART ........................................................................................................................................ 41

APPENDIX IV:BUDGET .......................................................................................................................................... 42

APPENDIX V: RESEARCH QUESTIONS ............................................................................................................... 43

LIST OF FIGURES
Figure 1 Hauzisha.co.ke website. ...................................................................................................................................... 8

Figure 2 Buyrentkenya.com website ................................................................................................................................. 9

Figure 3 Kenyyanpropertycentre.com ............................................................................................................................. 11

Figure 4 conceptual diagram .......................................................................................................................................... 13

Figure 5 Waterfall model ................................................................................................................................................ 14

Figure 6 context diagram ................................................................................................................................................ 19

Figure 7 enquiry form ...................................................................................................................................................... 20

Figure 8 Add property form............................................................................................................................................. 20

Figure 9 Property purchase form .................................................................................................................................... 21

Figure 10 Process design ................................................................................................................................................. 22

Figure 11 Property update output................................................................................................................................... 27

Figure 12 Customer property view page ......................................................................................................................... 27

Figure 13 Purchase request email response.................................................................................................................... 28

Figure 14 Database test output ...................................................................................................................................... 30

Figure 15 Database output successful test ..................................................................................................................... 30

Figure 16 Properties view page ....................................................................................................................................... 32

Figure 17 Property view admin panel ............................................................................................................................. 32

Figure 18 Property details view page .............................................................................................................................. 33

Figure 19 Sample customer enquiry response ................................................................................................................ 40

Figure 20 Failed purchase ............................................................................................................................................... 40

LIST OF TABLES
Table 1 System databases ............................................................................................................................................... 23

Table 2 customer information table................................................................................................................................ 23

Table 3 Property information table ................................................................................................................................. 24

Table 4 Admin information table .................................................................................................................................... 24

Table 5 Customer enquiry table ...................................................................................................................................... 25

Table 6 Purchase request table ....................................................................................................................................... 26

Table 7 Customer enquiries ............................................................................................................................................. 26

Table 8 Project Gantt chart ............................................................................................................................................. 41

Table 9 Project budget .................................................................................................................................................... 42

ABBREVIATIONS
PHP. – Hypertext Preprocessor.

HTML – Hyper Text and Markup Language.

D.F.D – Data Flow Diagrams.

UML – Universal Modelling Language

CSS. – Cascading style sheets

U.I – User Interface

REMs - Real Estate Management System.

CHAPTER ONE-INTRODUCTION

1.0 INTRODUCTION.

In this chapter, we introduce the chosen topic and provide a background based on the current research. We

follow this with a description of the topic, including the main goal and potential research questions.

Additionally, we present a summary of the complete thesis.

1.1 BACKGROUND

Management information systems are slowly becoming the base from which organizations will be carrying

out their business (Kroenke David, 1994). In recent years, the real estate sector in Kenya has experienced

significant growth, with new developments being launched across the country. However, despite this

growth, most real estate companies still rely on manual processes to manage their operations. This has

resulted in challenges such as poor record-keeping, inefficient customer service, and difficulties in managing

multiple properties. To address these challenges, there was a growing need for real estate management

systems that can automate and streamline key processes. Such a system would enable real estate companies

to manage their properties more efficiently, provide better customer service, and improve their overall

business performance.

With the increasing availability of technology in Kenya, it is becoming more feasible for real estate

companies to adopt digital solutions for their operations. However, there is still a need for more education

and awareness around the benefits of real estate management systems, and for solutions that are tailored to

the specific needs of the Kenyan market.

Overall, the development of a reliable and effective real estate management system in Kenya has the

potential to transform the real estate sector, improve service delivery, and help drive economic growth in the

country.

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1.2 EXISTING SYSTEM

The present system, which is manual in nature, has its drawbacks and is not foolproof. One of the major

limitations is the heavy dependence on human resources. From filling out forms to delivering documents and

manifestos, the workload on workers is immense, yet it does not necessarily yield the desired results.

Additionally, making any modifications to the system is a thorny job that requires a significant amount of

manual work, which increases the likelihood of errors. As the system is managed and maintained by human

workers, the possibility of errors is quite high.

The dependence on human resources is a major limitation of the current manual system. The burden on

workers is quite high, and it can lead to a reduction in productivity and quality. Moreover, the system is not

agile enough to adapt to changing circumstances quickly. Any modification to the system requires a

significant amount of manual work and can be error-prone. The risk of errors is high due to the involvement

of human workers in the system. Therefore, the system is not reliable and can lead to significant problems.

1.3 PROBLEM STATEMENT.

Real Estate companies and organizations require high accuracy in sales data, customer identification, and

property management. All the information is crucial to their success. Having to carry out these tasks using

written paper prints is a time-consuming process and also error-prone. There is a need to have a system that

makes the activities more smooth and also accurate. To do all this, high-quality software is required to

manage those operations.

1.4 PROPOSED SYSTEM.

The proposed REMs system aims to streamline real estate operations by providing an online platform for

property sellers to list their properties, and for buyers to browse and purchase them. By automating many of

the routine tasks involved in property management, the system can free up time for real estate professionals

to focus on more strategic tasks, such as marketing and business development.

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One of the key features of the system is its focus on transparency. Buyers will be able to view all the

necessary information about a property, including its history, current condition, and any relevant

documentation. This will help to build trust between buyers and sellers, and ensure that all parties are fully

informed throughout the buying and selling process.

1.5 PURPOSE OF STUDY.

The purpose of this study is developing a system that will provide a more convenient way of doing business

in Real estate industry.

1.6 OBJECTIVE.

Develop a comprehensive and user-friendly software system for managing real estate properties,

transactions, and customer interactions, in order to improve efficiency, accuracy, and customer satisfaction

in the real estate industry.

Specific objectives

1.Cutting down on property acquisition and purchase time for customers.

2.To incorporate features that enable effective communication between real estate agents, property owners,

and potential buyers or tenants.

3.To create an accessible and user-friendly software system for managing real estate sells .

1.7 JUSTIFICATION OF THE STUDY

The literature suggests that many organizations in developing countries, including Kenya, are slow to

embrace the use of technology in their operations. This is in contrast to developed countries where the use of

technology is prevalent in most organizations. The slow adoption of technology in these developing

countries is attributed to limited access to technology, inadequate technical expertise, and the high cost of

implementing technology solutions.

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Most of the companies in developing countries, including Kenya, still rely on face-to-face meetings with

customers as their primary mode of interaction. This approach is often time-consuming and inefficient,

requiring customers to physically visit the company's premises to transact business. This can be particularly

challenging for customers who live in remote areas or have busy schedules.

Despite the potential benefits of using technology to interact with customers, our research shows that not

many of them have been able to interact with such systems. This is likely due to a lack of awareness about

the benefits of using technology, as well as a lack of access to the necessary devices and infrastructure

needed to access these systems. Therefore, there is a need for increased education and investment in

technology infrastructure to help drive the adoption of technology solutions in these developing countries.

1.8 SCOPE OF THE STUDY

The study focused on selected real estate in Nyeri, kutus and Embu towns. Real estate companies that have

been running their operations entirely using manual means or single operated PC’s for all operations. Where

a customer has to physically walk into their offices to get any information about the available properties.

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 1.9 RESEARCH LIMITATIONS

The study was conducted in three towns. The towns are not among the biggest towns in the country hence

the available Real estate companies may not entirely represent the real picture of how Real estate

organizations run their operations. The findings of this research may lead to generalization and samples not

reflecting the full spectrum of Real estate management operations and systems used.

1.10 SIGNIFICANCE OF THE STUDY

Real estate management is definitely a critical task that requires a lot of attention. Most real estate

management companies are still using manual processes, which can be time-consuming and error-prone.

Many of these companies are based on face-to-face meetings with customers and have not fully embraced

the use of technology in their operations.

To address these issues, there is a need to implement high-quality software to manage real estate operations.

Having a management system that can be easily accessed online and can store all real estate information can

greatly improve the efficiency of the management process. By extending some of the authorities and tasks to

other members of the staff, the workload can be reduced, and the risk of errors due to fatigue can be

minimized.

This article presents an approach to easily and remotely access all the services and data needed in daily real

estate management operations using remote internet accessible devices like smartphones and laptops

(Sirmans, 1991). The proposed system aims to implement a PHP system that helps to maintain property

agents' information, customer inquiries, and communications, as well as store all the property information,

locations, and prices.

The study is focused on improving the quality of services provided by real estate management companies.

By implementing a real estate management system, companies can manage their operations more efficiently,

allowing them to focus on other areas of the business. The study also aims to identify the challenges that real

estate management companies encounter when using manual processes. By understanding these challenges,

5
companies can make informed decisions on how to improve their operations and provide better services to

their clients.

Finally, the study aims to showcase the possibilities and improvements that can come with the introduction

of a real estate management system. These possibilities include the ability to manage properties, customer

inquiries, and communications more efficiently, as well as providing customers with a wider range of

properties to choose from. Additionally, companies can reduce their advertisement costs by utilizing the

system's built-in marketing capabilities.

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CHAPTER TWO-LITERATURE REVIEW

2.0 INTRODUCTION

In the recent years, the number of property seekers and owners in the real estate development sector

continues to increase gradually. The rise in the number of property seekers and owners creates a need for

better vigilance and efforts to improve property management. This document explores the need for a Real

Estate Property Management System (REMs) through an analysis based on the challenges faced by real

estate companies using the current management systems and modes. The REMs is designed as a browser-

based system that stores, processes, retrieves and analyzes information regarding administrative and

inventory management within a real estate property management. This chapter examines the current status

of existing real estate management systems and covers the techniques currently employed in developing

available systems. The paper also discusses the benefits that come with having an online database-driven

system for a real estate company.

2.1 MANAGING COMPLETE CUSTOMER INFORMATION.

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. (Ali Z., 2008)

Any organization's customer data is confidential and needs to be protected with the utmost care. By

providing proper storage and management of customer-related data in a proper and centralized manner, this

system streamlines the process of managing customer data by making it simple to access, amend, or update

data as needed. Customer identity information, inquiries from customers, dates for property surveys,

agreements between customers and the company, company properties and locations, set property pricing,

and any other services the company provides are all dealt with in a real estate management database.

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Figure 1 Hauzisha.co.ke website.
Hauzisha website is a company that helps customers in finding the best houses for renting and purchase in

different locations of Nairobi. The customer is required to put in a request and then wait for agents to contact

them so that they can arrange for visits.

2.2 COORDINATED AND COMMUNICATED MORE EFFICIENTLY.

The management system for real estate databases aids in better coordinating and keeping track of customer

orders, visits, and the dates set aside for each specific activity. It gives the data a decent look on a single

screen and makes it easier to remember and highlight the key details. This promotes the company's growth

and increased production. A real estate database management system may transmit immediate updates to the

clients and stakeholders, allowing institutions to more easily communicate with their customers, real estate

agents, and property management.

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Figure 2 Buyrentkenya.com website
This website lists different properties in Kenya available for rent and purchase. It also offers expert advice

on different properties.

2.3 REDUCES PAPERWORK.

The system will automatically manage client data, cutting down on paperwork and delivering efficient

digital customer data tracking. It is possible to properly handle all of the material, including all agreements,

requests, proposals, paperwork, and other data. Additionally, it offers adequate security for preserving and

safeguarding all records for future reference and access whenever necessary, which is rather complex with

paperwork. It accurately stores every piece of information and allows for quick tracking of all documents in

real-time.

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2.4 SECURE AND RELIABLE.

Computer based management information systems are play a big role in Real estate in Asia, they offer a

greater level of security (Wertherbe, 1979). The system offers a hundred times greater level of security than

manually recorded data, making it the safest and most dependable source. It aids in storing all the data using

a server on the cloud. In order to ensure that important data cannot be lost, it also offers several automatic

backups of such data. Most significantly, it guards against software being hacked by rivals or other online

criminals.

2.5 PROPER AND EFFICIENT PROPERTY MANAGEMENT.

The system includes tools to maintain quick records of properties that are already developed and those

coming up. The software provides property management feature that will enable the management and

customers to check for the properties that are available for purchase and which are not. It also takes care of

the properties that are still under development, their set prices and completion dates schedules which can all

be accessed by customers online.

2.6 AGENTS MANAGEMENT.

Ray Viator Midwest (Viator, 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 largest security technology providers in the real estate industry.

(Viator, November 1 2001).

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The system will make it simple to manage the company's real estate agents. It covers all of the needs for

agents, including tracking their working hours, salaries, and vehicles, as well as controlling and keeping

track of the wages, working hours, and other responsibilities for both corporate agents and other employees.

Figure 3 Kenyanpropertycentre.com
This website does not sell or rent properties but lists the properties on behalf of different agents and

companies .Here a customer has to create an account and if they are keen for purchase they are redirected to

WhatsApp number to communicate with.

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2.7 GAPS

The field of research for this project, which is the Real estate management system in Kenya, is subject to

some limitations. It cannot provide a 100 percent representation of the information and management systems

used by all Real estate companies in the country. This is because Real estate management systems differ

from one company to another based on the company's size, operations, and technology infrastructure.

Additionally, most Real estate managers and customers in small-scale companies do not fully embrace the

use of Real estate management systems. This is because of various reasons such as limited financial

resources, inadequate technical expertise, lack of awareness about the benefits of using management

systems, and the perception that the traditional manual systems are reliable.

As a result, the adoption of Real estate management systems in Kenya is still relatively low, particularly

among small-scale companies. This has implications for the efficiency and effectiveness of Real estate

management operations, which are critical for ensuring customer satisfaction and business success.

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2.8 CONCEPTUAL DIAGRAM

Figure 4 conceptual diagram

2.9 CONCLUSION

In conclusion, the property customer and company data help organize company related tasks and activities.

For that, organizing data with high security is necessary. The traditional way of managing such a large

database includes either using paper or manually adding each entry in spreadsheets. In each case there’s high

chance of human error and the data getting damaged due to physical factors. With the growing of

digitization, having automated solution for data management is extremely important. It not only helps you

manage data without human interference but also connect with other modules of the Real estate management

software to allow better organization of different tasks and functions of your company.

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CHAPTER THREE-RESEARCH METHODOLOGY AND DESIGN

3.0. INTRODUCTION

This chapter outlines the research approach being taken to develop a system that real estate firms in Kenya

can use to construct a system that lessens the arduous tasks associated with managing and administering real

estate property operations manually. The chapter provides all the specifics of the study's methodology. The

following subtopics are covered in the research discussion:

a) Research design;

b) Research tools;

c) Data gathering methodologies;

d) Data analysis techniques;

e) Data analysis procedures.

3.1. DEVELOPMENT METHODOLOGY: WATERFALL MODEL

This project employed the use of a waterfall development model as depicted in stages above.

Figure 5 Waterfall model

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3.2. JUSTIFICATION OF METHODOLOGY

The waterfall methodology of software development is a linear approach that consists of distinct phases,

each building on the results of the previous phase. This methodology is the clear and well-defined phases

that make up the development process (Beck, 2001). Each stage follows a predetermined sequence, which

ensures that the software development focuses on the specifics of each stage and reduces the risk of

confusion. On the other hand the sequential approach makes it easier to predict the outcome of the

development process, measure progress, and identify obstacles that may arise. The stakeholder and customer

requirements are gathered at the start of a project and sequential plan is developed to accommodate those

requirements. From comparison between the data collected and the observations made from various Real

estate developers from time to time, this approach helped researchers come to a conclusion that automating

the management of those kind of organizations would be much more efficient than the usual manual.

Additionally, the waterfall model is easier to manage, especially for larger projects.

3.3. DATA COLLECTION

Interviewing was the research technique being used to collect data for this project. An important interview

schedule was used to obtain primary data through oral interviews with real estate managers. The interview

schedule was chosen because it provides opportunities for probing questions and eliciting clarification on

responses. This tool has the advantage of enabling thorough information gathering and providing a means

for follow-up in the event that the information gathered is insufficient. There are three types of interviews

that was conducted for this project: real estate managers interviews, real estate customers interviews, and

property agents interviews. Property agents act as the companies' representatives during the sales process.

The interview schedule was structured to help both the interviewer and the interviewee. Content validity of

the instrument was confirmed through expert assessment. The researcher evaluated the validity of the test

items by using subject matter experts like university professors and supervisor. Relevant experts are also

provided advice on how to improve the interview questions. This was being accomplished by determining if

the interview questions are addressing the study's objectives.

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3.4. DATA COLLECTION PROCEDURES

The researcher sought permission from the Real estate management to conduct data collection in their

premises. The respondents were briefed on the study and consent sought from them for inclusion in the

study prior to data collection. Trained research assistants administered the questionnaires. The process of

conducting data collection involved research assistants introducing themselves and elaborating the study

objectives, then taking the respondents through the questionnaire to have them understand it before filling in

the data. Measures were observed to ensure that the data collection did not tamper with the principle duties

of respondents. The filled questionnaires were collected and serialized in preparation for data analysis.

3.5. DATA ANALYSIS

Cleaning, modifying, and processing raw data are all steps in the data analysis process, which aimed to

extract useful information that can be used by businesses to make decisions based on the analysis' findings.

Qualitative analysis, was used to explore the underlying reasons for customer behavior. This type of analysis

is designed to interpret data by understanding its context and identifying patterns and themes, it can provide

valuable insights into the human factors and subjective experiences that are often associated with real estate

management. Behaviors depicted were, some customers prefer to visit the office in person rather than use

the online system. Qualitative analysis was also used to gain insights into the customer experience, such as

their satisfaction with the system's design and functionality.

To uncover patterns and other insights that were essential to our project, we had to collect all the

information, process it, and then explore the data. The process consists of:

3.6 DATA COLLECTION

A step which was guided by the requirements we identified which involved collecting our data and

organizing our data for analysis from various sources ,for instance:-

Performing various case studies in various Real estate development organizations.

Conducting surveys, interviews, questionnaires, direct observations and focus groups.

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3.7 DATA CLEANING

Since not all of the data we gathered was relevant, it needed to be cleansed. White spaces, duplicate records,

and elementary mistakes had to be removed during this process.

3.8 DATA ANALYSIS

In this step we used data analysis software’s and other too that would help us to interpret and understand the

data in order to arrive into a conclusion. Those tools included Python, R, Excel and Microsoft Power Bi.

3.9 DATA INTERPRETATION

After receiving the data, the researchers needed to analyze them and determine the best course of action

based on what we learned. We used a variety of techniques, including charts and graphs, in an effort to gain

insightful knowledge that would help us compare how well our datasets performed on the system and

identify patterns.

3.10 CONCLUSION

In conclusion, the methodology used during this procedure has a significant impact on the type of

information you are able to gather for your research. In each scenario, there is a substantial likelihood of

both human mistake and physical causes damaging the data. Having an automated data management

solution is crucial given the rapid digitization. It gives you a blueprint of how the rest of the world sees such

a development in addition to assisting you in gathering data without human influence.

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CHAPTER FOUR-SYSTEM DESIGN

4.0 INTRODUCTION

In this chapter, we explore the design of the Real Estate Management system. This system is designed to

help real estate agents and brokers manage their properties more efficiently and effectively. It provides a

central hub for all of their data and transactions, as well as allows users to view and manage properties,

tenants, and finances.

4.1 REQUIREMENTS OF THE SYSTEM

4.1.1 Software Requirements

The Real Estate Management System can run on any windows operated device with the latest version being

preferred since it is up to date. The Operating System links the hardware and software in its operation. It

strongly relies on web browsers since it is web based and the latest versions of Chrome, Firefox, Microsoft

Internet Explorer and any other browser can be used to display the user interface. Visual studio code was

used to implement the codes and PHP and JavaScript libraries were also included to create the Interface,

Localhost Server was used provided by Xammp Server 2.4.46 to create and run MySQL database.

4.1.2 Hardware Requirements

A personal computer was needed to run, test and debug the Real Estate Management System. The device

specification was a RAM memory of at least 4GB and a processor speed of 2.5GHz or more.

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4.2. CONTEXT DIAGRAM

This Diagram shows the abstraction view, showing the system as one whole process with its relationship to

external entities. The system is represented as a whole with a single circle, entities as rectangles and input

and output data indicated by incoming and outgoing arrows

Figure 6 context diagram

4.3 INPUT DESIGN

Customer data in the REMs is collected in forms and stored in mysql databases. The form will collect the

name of the customer ,national identification numbers and will also take a record of the properties which the

customer will be interested in. If the property is for rent the customer name, identification numbers and

property information will be send to the database.

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4.3.1 Customer details collection form: Customer inquiry form

Figure 7 enquiry form

4.3.2. Property update form

Figure 8 Add property form

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4.3.3.Customer purchase details collection form

Figure 9 Property purchase form

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4.4 PROCESS DESIGN

Figure 10 Process design

4.5 DATABASE DESIGN

The Database contains the tables that was used to create database for the Real Estate Management System .

Table below shows the database structure.

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4.5.1. Table: Database

Table 1 System databases

The database had several tables that captured data inputs from our system as follows;

4.5.2.Customer purchase information Table

Table 2 customer information table

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4.5.3.Property information Table

Table 3 Property information table

4.5.4.Admin Table.

Table 4 Admin information table

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4.5.5.Customer enquiry Table

Table 5 Customer enquiry table

4.6 OUTPUT DESIGN

This shows the various outputs that are generated as the Property customer who is the main user interacts

with the system, they are in the form of forms which the user can perform simple actions by clicking the

button for manipulation. Some are inform of plain text sent received from inputs form the system.

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4.6.1.Customer purchase requests

Table 6 Purchase request table

4.6.2:Enquiry panel

Table 7 Customer enquiries

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4.6.2.Updated property output: Admin panel

Figure 11 Property update output

4.6.2.Updated property output: Customer

Figure 12 Customer property view page

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4.6.3 Sample purchase request email response.

Figure 13 Purchase request email response

4.7. Conclusion

PHP and JavaScript are simple tools for building simple applications, especially web applications with

multiple web pages. They provide a simple way to integrate and connect multiple pages into a complete and

functioning web page. The implementation of this technology would enable Real estate owners and their

customers to conduct and coordinate their activities efficiently and accurately.

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CHAPTER FIVE-SYSTEM TESTING AND IMPLEMENTATION

5.0 INTRODUCTION

This chapter discusses the various types of tests that were carried out during the system implementation.

Various types of tests were carried out from the individual units, the database and to the whole system as a

whole.

5.1 UNIT TESTING

The system was developed in phases based on the waterfall design process, the Real estate Management

System was developed in separate modules or units before being integrated into one. Each module was

tested individually before being integrated into one. The home page was the first module followed by the

inquiry form.

5.2 INTEGRATION TESTING

The system having several modules was necessary to test as you integrate them. Several modules behind the

home page were connected to it so that we can be able to navigate to the easily by clicking them. They were

tested to see if they were responsive and worked harmoniously together.

5.3 SYSTEM TESTING

The Real Estate Management System was tested as a whole after integrating all the modules together into

one. It involved testing all the codes that were integrated together to see if the system works accurately

before live operations begin, the most common tool used was a PHP debugger which was run over all the

codes and highlighted errors were corrected appropriately.

5.4 DATABASE TESTING

This is the most important test in the system since it is where the data would be stored. First the login details

into the local host were tested to see if they were correct because these details were to be included in the

code. Since Xammp server uses ‘root’ as username and blank as password entering any other details would

29
result in the following error. For a system to be secure and be operationally safe its database should be

considered safe for data storage (Thomas Conolly, 3rd Edition 2001).

Figure 14 Database test output

Also coding elements connected to the database were tested to see if they were successful and also inserting

data into relevant tables. Responses from the system and database were as shown below.

Figure 15 Database output successful test

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5.5 IMPLEMENTATION REQUIREMENTS

For the successful implementation of my code several resources were required, some open-source while

some required purchase but at a relatively affordable cost. They included Composer.jsons which is used for

managing dependencies of software and PHP interpreter. PHPMailer was another requirement which is an

email sending library that supports Mail sending through direct dispatch to SMTP server. A special function

$mail- > SPTPDebug:; , which is a special debugging function was required to detect errors in the Email

sending codes and display them easily for the developer to correct easily.

A stable, reliable and available internet connection was a major requirement for the implementation of this

system, it was required to run the modules when coding which provided the expected outcome.

5.6 CODING TOOLS

Several tools were used in coding and each was crucial to the implementation of my system. Some tools

were physical, some soft wares while some were files which had to be included within the code for them to

run effectively. Software tool for coding was Visual studio code which is where code was typed, PHP

software was used to assist in executing complex PHP codes, and composer was used to manage

dependencies in the program. Bootstrap framework was used to assist in designing the system faster and

easier, it was used correspondingly with Font-awesome framework which loads multiple styling elements

used in coding making the website more presentable.

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5.7 SYSTEM HOMEPAGE AND OTHER PAGES

Figure 16 Properties view page

Figure 17 Property view admin panel

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Figure 18 Property details view page

5.8 CONCLUSION

Testing is the most important process in system development, it identified bugs and defects before the

product is delivered to the users. Testing would ensure the defects are corrected and ensure proper

functioning of the system and acceptance from the users. Testing would also ensure that the requirements

that was identified earlier have been achieved. Testing would also clarify whether your expected outcome

has been achieved.

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CHAPTER SIX-CONCLUSION AND RECOMMENDATIONS

6.0 INTRODUCTION

This chapter covers briefly covers the summary of the overall project, the Recommendations that you may

want other researchers to focus on and future works that you feel would assist in the project.

6.1 CONCLUSION

The REMS is a user friendly system that any sort of customer will not have any hardships interacting with it.

Updating of properties by the admins has also been made easy together with efficient operational ability.

With that it is sure that all customers interacting with the system will be satisfied.

The REMS has a short procedure from viewing tall the way to sending a purchase or rent request to the

admins. In regards to the fact that it takes a long process in the normal traditional way of acquiring property.

By using the REMS the long process has been cut down to a simple send of a purchase request.

The REMS allows for customers , agents ,property owners or anyone who need information from the

organization to simply send and inquiry and an email reply will be send to them with a reply. This means

that the communication is fast and effective saving time for both the customers and the organization.

The REMS is user friendly and also being an online system it means that it is easily accessible. It also does

make it easy for staff with limited knowledge to easily interact with it with very little problems.

To finalize I have been able to come up with a Real Estate Management System that would ease Real Estate

dealers in managing the records of their customers and properties by capturing the details and storing then

safely in a database. It would also assist in keeping an accurate Real Estate property details by a

computerized storage. The system would be very efficient in the Real Estate business if adopted.

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6.2 RECOMMENDATIONS

The researcher recommends that any Real Estate organization should adopt this system because it be greatly

efficient such that; the Property details records would be managed easily because they would be

computerized. Since such a business deals with a lot of property located at different locations with different

features sending notification would be of great help to the customers and the admin at large.

6.3 FUTURE WORKS

With technology evolving over time this project can be extended to even send SMS (short message service),

since most of the people are owning a handheld devices and notifications can be sent easily. Since the Real

estate management system is limited to Gmail services only it can be improved to send email to other

services like Yahoo and Hotmail.

35
REFERENCES

Ali Z., M. S. (2008). Corporate real estate strategy. Journal of Real Estate Literature, 35-54.

Beck, K. B. (2001). Manifesto for agile software development. Agile Manifesto.

Kroenke David, R. H. (1994). Management information systems. Newyork: McGraw-Hill.

Sirmans, G. &. (1991). Journal of Real Esate Reserch. property managers designations and apartment rent,

91-98.

Soares H.A., M. R. (2015). Amethodology to guide writing software Requirements specification document.

Latin merican computing conference(CLEI).IEEE.

Thomas Conolly, C. B. ( 3rd Edition 2001). Database Systems. Glasgow: Addison Wesley.

Viator, R. (November 1 2001). Technology brings effieciency. Real Esate News.

Wertherbe, J. C. (1979). System Analysis for Computer based Information Systems. Minnesota: West

Publishing Company.

36
APPENDICES

APPENDIX I: SAMPLE PHP CODE

<?php

include 'include/config.php';

if (isset($_POST['submit'])) {

$firstname = $_POST['firstname'];

$lastname = $_POST['lastname'];

$email = $_POST['email'];

$reference = $_POST['reference'];

$address = $_POST['address'];

$paymode = $_POST['paymode'];

$pdetails = $_POST['pdetails'];

$phone = $_POST['phone'];

// Check if user already exists

$sql_check = "SELECT * FROM buy_request WHERE email='$email' AND firstname='$firstname'";

$result_check = mysqli_query($con, $sql_check);

if (mysqli_num_rows($result_check) > 0) {

// User already exists

header('location:'.SITEURL.'buyproperty.php');

$_SESSION['buyrequest'] = "<div class='error'>User with the same name and email already exists</div>";

exit();

}
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// Check if reference has been used more than 3 times

$sql_ref_count = "SELECT COUNT(*) as ref_count FROM buy_request WHERE reference='$reference'";

$result_ref_count = mysqli_query($con, $sql_ref_count);

$row_ref_count = mysqli_fetch_assoc($result_ref_count);

$ref_count = $row_ref_count['ref_count'];

if ($ref_count >= 3) {

// Reference used more than 3 times

$_SESSION['buyrequest'] = "<div class='error'>Maximum requests have been reached for that

property.!</div>";

header('location:'.SITEURL.'properties.php');

exit();

// Insert new data

$sql = "INSERT INTO buy_request (firstname,lastname,email,reference,address,paymode,pdetails,phone)

VALUES ('$firstname','$lastname','$email','$reference','$address','$paymode','$pdetails','$phone')

ON DUPLICATE KEY UPDATE lastname=VALUES(lastname), reference=VALUES(reference),

address=VALUES(address), paymode=VALUES(paymode), pdetails=VALUES(pdetails),

phone=VALUES(phone)";

// Query execution

$res = mysqli_query($con, $sql) or die(mysqli_error());

// Check data insertion in DB

if ($res == TRUE) {
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$_SESSION['buyrequest'] = "<div class='success'>Request Successful</div>";

header('location:'.SITEURL.'buyproperty.php');

} else {

echo "Error: " . $sql . ":-" . mysqli_error($con);

mysqli_close($con);

?>

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APPENDIX II:OTHER DESIGN IMAGES

Figure 19 Sample customer enquiry response

Figure 20 Failed purchase

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APPENDIX III:GANTT CHART
The project was done from April 2022 to March 2023.

APRIL MAY JUN JUL AUG SEPT OCT NOV DEC JAN FEB MAR

FEASIBILITY
STUDY

REQUIREMENTS
ANALYSIS AND
SPECIFICATION

DESIGN

CODING AND
UNIT TESTING

INTEGRATION
AND SYSTEM
TESTING
MAINTENANCE

Table 8 Project Gantt chart

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APPENDIX IV:BUDGET
Expenses Description Cost

Coding tools Visual studio software Available

Xammp

Internet Ksh 2500

Laptop HP Notebook 15 Ksh 30000

Core i5

16 GB RAM

Printing A4 size printing-colored Ksh 3000

Binding Spiral & hardcover binding Ksh 1500

Total Ksh 37000

Table 9 Project budget

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APPENDIX V: RESEARCH QUESTIONS
1. How does Real estate companies manage customer data?

2. How effective is communication in the normal traditional mode in the Real estate industry?

3. How much paperwork is done in conducting Real estate sales?

4. Is the normal paperwork mode of business secure and reliable ?

5. Is property management task done properly and efficiently using the normal mode of conducting

Real estate management?

43