The real estate industry has been evolving in the past decades and new trends have emerged making it a more competitive venture. It involves the buying, selling and managing of properties and these requires real estate companies to keep track of large amount of details as they handle many projects. Today’s competitive economies call on all real estate professionals to no longer rely on normal systems but rather strive to automate all their operations. In the modern technological advancements currently being experienced real estate management needs companies to adopt office automation and real estate management systems. These systems borrow on the concept of node control technology with the aim of automating work flow in real estate offices across small and medium cities. Work flow automation using control node has been attested to be the feasible approach for all real estate companies seeking to cut a mark in the current world of real estate marked with a lot of competition. The paper is a discussion on the findings of the planning and analysis of a real estate company’s current system in readiness to implement an automated apartment management system (Sandelowski, 2000). This is a management strategy report that was drafted after studying the current system of apartment management system.
Key words: real estate, profits, buying, selling
Brisbane developers are a profitable real estate company that deals with buying, selling and managing real estate properties across the city. In its initial stages, Brisbane had a promising bright future but all this has changed in their 10 years of existence and the company has a blink future as their current systems are in jeopardy. More so, the system used for apartment management is defunct and does not match the current requirement of a system of its nature. As a matter of fact the company has been reluctant to adopt or upgrade their system to a more current one and this threatens it operations. The apartment management system currently in use only handles rent money transactions but does not keep a record of the transactions. This has made it difficult for apartment owners to keep track tenant payment records. Also the system does not keep track of maintenance expenditure records and therefore apartment owners are unable to analyze whether they are making profits or losses. The current system does not have an avenue where tenants can raise their suggestions or complains thereby denying them the opportunity to air their views. The current system therefore requires a tool to be built so as to automate the various interactions between the real estate staff, tenants and landlords.
It is of vital importance that currently any real estate company should control and keep track of all rental payments and a record of expenses on apartment management. Also the company needs to have an on-line platform where the apartment managers, owners and tenants can raise issues easily and in real-time. For instance, many landlords complain that tenants forget to pay their rent in time thereby necessitating the need for an on-line automation alert that will remind them and warn them to pay in good time. On the other hand, tenants have raised issues with owners citing difficulty and slow response to addressing problems. An on-line platform where tenants can easily request for maintenance will give the managers an opportunity to plan and manage expenses on maintenance As a way to improve the system, the new system will keep track of the entire services that apartment owners offer which include maintenance, transfer of tenants and basic inspection.
Scope of the Project
The modification of the current apartment management system will entail tenant’s requests and obligation, payment of rent, maintenance of the apartment which include services like plumbing, insects control and window repairs. Further modification will touch on maintaining buildings which includes services like gardening, roofing and electrical faults. Another modification will touch on management of contracts including new tenant agreement and current tenant agreement. Finally, it will also allow managers to write and send reports and request to the main administration and service contracts from the administrators to the managers.
The new system modification will be a multiuser system that will be protected by a password and all the users will be required to log in to access the system. The tenants will have a system that gives them the opportunity to request a transfer to a new apartment, make a maintenance request, petition their complaints and pay their rents on-line. On the managers side they will a system whereby they will be able to add new tenants, draft and manage their contracts, warn and report any client that does not follow the rules like paying rent in time, manage their client’s maintenance request and post any information to the system that is relevant. The managers and the administrators will have another system where they will be able to send and receive reports on rent payments, maintenance services and request available services.
Time Management Plan
The planning and analysis process saw different activities which involved different time-lines. The process took a project approach of planning and management. Below is the outcome of the project showing the activities and their durations as were carried out.
|1||Apartment Management System Automation|
|1.1||Case company identification|
|1.2||Analysis of identified case company|
|1.3||Analysis of the current system|
|1.5||Propose a solution|
|1.6||Company review documentation|
|1.7||Time Management structure|
|1.7.1||Work breakdown structure|
|1.8||Task sequencing structure|
|1.9.6||Joint Requirement Planning (JRP)|
|1.11||AS IS process|
After an evaluation of Brisbane Developer’s strategic plan, it is evident that its tenants and other clients are suffering due its backdated system as a result the company is likely to lose its current customer base should it continue using the current system for apartment management. Other compititors have adopted modern systems which have enabled them to become the number one choice for real estate services. For instance, the tenant system for raising complains and suggestions of most real estate companies have been shifted online hence leading to their increased market dominance beyond the Brisbane’s. For Brisbane developers to enhance efficiency and profitability, the company needs to move with speed and adopt the new system.
Brisbane Developers have adopted a hierarchical organizational structure where the staff members are ordered according to their superiority and the role they play in the company. The inexperienced and junior staff members are ranked lowly and they are expected to report to their head of department. These respective heads are the ones who the interview will target since they are well versed with the general perception of the company (Aguinis, 2005). They are also the ones tasked with ensuring that the company’s activities run smoothly. For an in-depth analysis of the organization the top management and administration will also be interviewed. After conducting the interview a conceptual framework can be designed to show the tasks of management. In general the interviews will cut across all the departments and my interviewees will include the following; Top management Chris Mobbs (President), Luther Wallace (vice President) Grace Hinderson (Director sales), David Moyes (Director finance) , Michel Peterson (Human resource Manager) Kenneth Bury (Operation Manager ), Danton Wzscinck (Construction manager ) Cecil Wendy (Decoration manager ) Mary Lee (IT Director ) Andy Carol ( Real Estate Sales Agent ).
The Aim of the Interviews
- Chris Mobbs (President) To find out the goals of the company and shade more light on the direction of the system modification in line with the company’s core values and vision.
- Luther Wallace (vice President) To determine the current requirements of the company and find out those challenges that pose a threat to the implementation of these modification.
- Grace Hinderson (Director sales) To find the circumstances and events that lead to bigger cost sales and try to find out the solutions that the new system modification will bring on board.
- David Moyes (Director Finance).To carry out economic feasibility study that will enable paint a clear picture of the availability of funds to budget staff training and other migration costs to the new system.
- Mitchel Peterson (Human resource Manager).To determine the availability of staff member their total and how they will be trained in preparation for the new system.
- Kenneth Bury (Operation Manager). To determine the maintenance requirements and frequency of maintenance in the apartments.
- Danton Wzscinck (Construction manager). To determine the current real estate projects currently underway and upcoming.
- Monica Lee (IT Director ) To find out all the currently software and hardware available in the company
- Andy Carol ( Real Estate Sales Agent ). To find out the whole process that an agent goes through in the process of real estate marketing to the point of selling a service and also to determine how they structure their reports and return them to the manager.
The format used was the close ended questionnaire with the following sample questions.
- i) Does the current system need modification?
- ii) The new system modification will improve efficiency
- Strongly Agree
- Strongly disagree
- Not Sure
iii) What is the percentage increase expected in new customers due to the system modification?
- Below 10%
- over 70%
- iv) Which department do you think the modified system will improve the most?
- Human Resource
- v) Will the system modification and upgrade lead to greater customer satisfaction?
From the data collected and analyzed, it is observable that the company needs a real time automated system in place that will aid in the management of tenants and apartments. The system will be useful from the management perspectives to the user perspectives. The system will bring more productivity due to the automation of business processes.
The company is in need of the system that wills easien the process of transaction in the company. This will enable the company to be able to compete favorably with other real estate companies and improve the quality of services.
Throughout the process of analysis and planning, it was clear that the company is most likely to benefit from the implementation of this system. This will boost the productivity and add competitive advantage to the company. It is evident that implementation of automation into business processes in a company is advantageous and useful for the users and staff.
The system is likely to result into customer satisfaction and increase in the number of clients to boost the growth of the company. Having the system on the current information system infrastructure is an advantage to the company to experience reliability and efficiency. The result of having this system in place is reduced operational costs and increased profits which will mark return on the investment.
AS IS Process
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