Real Estate Management Case Study
Current System


Real Estate Administration, Ltd. (REAL) owns and manages rental properties. It uses a computer to keep track of its properties and collect rents. Figure 1 shows the context data flow diagram for the system.


FILES

RENTER FILE. A direct access file consisting of one entry for each renter:

- property number, 5 digits
- unit number (apartment number), 3 digits

- MMYY of month
- rent for month, up to $9999.99 amount paid for month, up to $999,999.99

PROPERTY FILE. A direct access file consisting of one entry for each property:

- street, 30 characters
- city, 15 characters
- state, 2 characters
- zip,9 digits

- unit number, 3 digits
- current monthly rent, up to $9999.99
- renter number, blank if unit is vacant


FUNCTIONS

ADD NEW PROPERTY. When management purchases a new property, it delivers all the necessary information to add the property to the properties file. The next available property number is obtained from the properties file and is assigned to the new property. All property data is edited as much as possible, and the new property record is added to the properties file.

ADD NEW RENTER. When a new renter contracts to rent a property, the next available renter number is obtained from the renter file. All renter data (name, property number, unit number, and effective date) are edited as much as possible, and the new renter record is added to the renter file. Additionally, the properties file is updated with the renter number.

APPLY RENT PAYMENT. When a rent check is received, the renter number on the check is verified against the renter file to make sure it is valid. The amount of the payment is checked for numeric format, subtracted from the balance due, and added to the amount paid for the current month. All of this data is used to update the renter file.

POST MONTHLY RENT CHARGE TO RENTERS. On the first day of the month, the rent charge (as determined by the appropriate property unit) for the new month is added to the renter's balance due. The rent charge is also used to create a payment detail for the new month.


ADDITIONAL FUNCTIONS

PRODUCE DELINQUENCY AND EVICTION NOTICES. On the first day of the month, before posting the monthly rent charges as detailed above, all renters with overdue rents (a balance due greater than zero) are extracted from the file. Those who owe less than six months' rent (as compared with the monthly rent in the current payment detail) are sent a delinquency notice using the address from the appropriate property record. Those who owe six months rent or more are sent an eviction notice.

PRODUCE VACANCY REPORT. At any time management may request a vacancy report. This lists each property that has one or more vacancies. For each property, the report lists the property address, the total number of units in the property, the number of vacant units, and the unit number and monthly rent for each vacant unit.