Analyzing and Developing a Successful Real Estate Information System Plan
Jon A. Snyder
Park University
Management/Computer Information Systems
IS 315 Computer Sys Analysis & Design I
Annette M. Story
February 27, 2012

Abstract
Since information systems become more and more important in our today’s society, business firms, organizations, and individuals rely on these systems to manage their daily business and social activities. Hence, it becomes more and more important not only to support the efficient development of such systems but the modification and adaption of once deployed information systems need to be supported, too. Since complex requirements and the technical progress of computer systems lead to a high complexity of computer systems, the use of software models helps to manage system’s complexity and provides a tool for communication and documentation purposes. In particular for web-based information systems, a number of model driven approaches were developed. However, I believe that compared to the user interface layer and the persistency layer, there could be a better support of consistent approaches providing a suitable architecture for the consistent model driven development of business logic from early analysis until system maintenance.

Analyzing and Developing a Successful Real Estate Information System Plan

System analysis and design consists of four major phases and they are the planning phase, the analysis phase, the design phase and the implementation phase. The planning phase is a two-step process of understanding why an information system should be developed and creating a plan for how the project team will develop it. The deliverables from this phase is the project plan. The analysis phase answers the questions of who will use the system, what the system will do, and where and when it will be used. A system proposal is the deliverable of this phase. The design phase decides how the system will operate. The final stage is the implementation phase, during which the system is actually built or purchased in the case of packaged software design.
System analysis is the study of sets of interacting entities, including computer systems analysis. This field is closely related to requirements analysis or operation. It is also an explicit formal inquiry carried out to help someone that can have an impact on improving the quality of their business and identify a better course of action and make a better decision than what might otherwise have made. Systems analysis researchers apply methodology to the analysis of systems involved to form an overall picture. System analysis is used in every field where there is a work of developing something. Analysis can also be defined as a series of components that perform organic function together. The proposed architectural blueprint consists of different layers with defined dependencies. As result of these tasks, probably huge visual models have to be handled, which may consist of hundreds of model elements in dozens of different views. For this reason, I support automated quality assurance of such models and provide a suitable interface to industrial model analysis tools. Due to the important role of a business logic layer through (1) connecting user interface software programs and storage subsystems, (2) implementing the supported business process including the routine process of obtaining their real estate product and (3) integrating an external high-speed network systems such as fiber-optic installation for web services or other external implemented functions.
The Interview Personal qualities helpful to a productive and effective systems analysts are a) problem-solving abilities, b) communication skills , c) computer experience, d) self-discipline and self-motivation, e) project management capabilities. If my plan is to be effective, the person who is to benefit from my analysis should have these qualities. My interview was with Kim Phillips, the team manager of Keller-Williams Realty, a major real estate company in Marietta, Georgia. The team manager leads a team of agents working with Keller-Williams Realty. Mrs. Phillips has many routine tasks to follow that needs an updated system analysis plan to help improve the team’s productivity. These tasks involve both sides of the real estate market of buying and selling properties. Because there are so many steps with each task, the use of many checklists are used to make sure every step is done. (see figure 1) These steps involve numerous different programs that require information for each property to be entered. These programs are FMLS (First Multiple Listing Service, 2012), GAMLS (Georgia Multiple Listing Service, 2012), My Red Tools (My Red Tools, 2012), Keller- Williams Realty (Keller Williams Realty, 2012), pagemorgan.com (The Page Morgan Team, 2012), Zipforms (Zipforms, 2012), Docusign (Docu-Sign, 2012), Suprakim (Suprakim, 2012), Homefeedback (Home Feedback, 2012) and several

| NEW LISTING CHECKLIST | | | | | DATE | TASK | DONE/ASSIGNED | | Receive signed paperwork from listing agent | | | Add client contact info to MyRedTools | | | Send thank-you note | | | Make appointment/take photos | | | Install Yard Sign | | | Pick up Disclosure Statement | | | Pick up Key | | | Install Lockbox | | | Assign Lockbox in Suprakim | | | Enter listing, Photos, Docs in FMLS | | | Enter listing, Photos, Docs in GAMLS | | | Add listing to HomeFeedback.com | | | Assign LB # under ShowingSync Settings | | | Create MyRedTools listing tab | | | Scan all listing paperwork to DocStar | | | Add to whiteboard | | | Add listing to PageMorgan.com | | | CUSTOM LISTING QUESTION | | | Create Postlet | | | Create writeup for brochure | | | Place brochure order with Patti King | | | Order termite letter | | | Submit listing to Tour of Homes for KWAN sales meeting | | | Coordinate date for next KWAN area caravan | | |
Figure 1 - Checklist for new listing client

different social media companies, such as Facebook (Facebook, 2012) and LinkedIn (LinkedIn, 2012). There are additional programs used if there are open houses or agent caravans that occur. (see figure 2) That involves sending invitations to various past customers and other local agents.

OPEN HOUSE EXTRAVAGANZA CHECKLIST_____ MONDAY: Email listing client to confirm date._____ MONDAY: Add date database._____ WEDNESDAY: Email to KWAN agents for hosts._____ WED/THUR: Post info in FMLS, GAMLS open house._____ WEDNESDAY: Assign agent *Non-team agents are assigned FIRST*_____ THURSDAY: Coordinate signs and directionals with agents._____ FRIDAY: Send VIP email invitation from database._____ FRIDAY: Make OHE directional flyer._____ FRIDAY: Notify assigned agents when OH registration book, caravan directional flyers and baloons will be in their box. FOLLOW-UP:_____ MONDAY: Send thank-you’s/feedback email to listing client._____ MONDAY: Turn in sign-in book and add contacts to input into database. |
Figure 2 - Open House Checklist

Expired or Withdrawn Listing Checklist_____ File paperwork with FMLS & broker firm._____ Remove listing from web page & homefeedback website._____ Pickup sign, lockbox, brochures & directional signs._____ Remove lockbox from Suprakey website._____ Remove from lockbox inventory sheet._____ Change contact in My Red Tools to “expired listing” & remove the “active listing” contact type. |
Figure 3 - Expired Listing Checklist

The Implementation
To implement a new system analysis plan is necessary for this company if they are to succeed in the type of rise and fall business industry. There are many other steps before these checklists are even implemented, most of which are not the responsibility of a team manager. The agent has to market his agency, get the leads for client prospects and setting up appointments to obtain contracts to represent them, either as a buyer client or a listing client. This process is done through the marketing of the agency team using many ways of advertising including the Keller-Williams Realty website for search engine leads and communications through email leads kept up in the myredtools.com database program.
The team manager then begins the new client processing. Contracts are drawn up using standardized forms in zipforms.com, required by FMLS and GAMLS and all realtor associations. They are given to the agent to execute in person with the new client prospect or they are sent by Docusign.com for e-signing. Once the signed contract is back, they are posted accordingly referenced in figure 1 in all the needed areas.
The internet connection at Keller-Williams is very old and therefore very slow and frustrating when the majority of the system is produced on-line. A high speed internet connection is mandatory in this business especially when posting photos and inserting pdf documents on-line. They do not use a server-based system and also rely mainly on wireless switches that are posted in various parts of a three story building. The signal that is transmitted to the various agent offices is very low, resulting in a slow network connection which causes the internet connection to be very slow and unresponsive at times.
The social media network has a program that will post to all social media programs with only one entry, whether you are blogging, on Facebook or just twitting. I will introduced them to a program called Hootsweet, which is designed just for business social media posting. There is also a program that will post to both FMLS and GAMLS at the same time. These two programs are the most time consuming applications used by real estate agency so if that time is cut in half, the available productivity time will be used in other areas to market their agency. The database program, My Red Tools, is a huge program as far as what it can do. Most agents don’t realize the power this program has and how effective it will be in cutting well valued time. Where they are using other programs, My Red Tools can design the flyers with the property information already input since the property information is already in the database system. It uses hundreds of templets designed just for real estate purposes. It also does email for them when sending Open House Invitations and agent notifications, so an external email system, such as Outlook or Google is not needed. All the information for contacts is in My Red Tools therefore there is no need to look in the database for information.
The current system is exampled in figure 4. (Nassi & Schneiderman, 1973) If my information system plan is executed by the Keller-Williams Realty, time-execution therefore can be used to improve the business in other ways, such as research and marketing.
During the system analysis phase, I think the process is about dealing with errors which occur in any process is not supposed to appear in the projected system analysis proposal. Actually, the projected system analysis flowchart is more suitable to be taken to describe it in showing many levels of process which can be eliminated. That will minimize the complexity of too many technical interfaces. Visual software models support different modeling concepts, allowing the use of one program that will input and update two or more currently used programs. Agent

Market agency

Team Leader
Schedule Open House
Prepare listing documents
Prepare listing documents
Suprakim lockbox
Give agents flyers & reg book
Customer order
Company order
Contact client for date
Take photos deliver sign & lockbox FMLS
Email agents to host OH
Homefeedback.com
Pagemorgan.com
Make home brochure

GAMLS
Company invoice
Enter listing in websites
Add to customer database
Make OH flyers
Email OH invite to prospect from database
Appt w/ prospect client Implement new-client checklist
Figure 4 - Flow Chart showing current tasks

Agent

Market agency

Team Leader
Schedule Open House
Prepare listing documents
Prepare listing documents
Suprakim lockbox
Give agents flyers & reg book
Customer order
Company order
Contact client for date
Take photos deliver sign & lockbox FMLS
Email agents to host OH
Homefeedback.com
Pagemorgan.com
Make home brochure

GAMLS
Company invoice
Enter listing in websites
Add to customer database
Make OH flyers
Email OH invite to prospect from database
Appt w/ prospect client Implement new-client checklist
Figure 4 - Flow Chart showing current tasks |
Because the purpose of information system planning is to identify the most appropriate targets for automation and to schedule their installation, analysts have the potential to make huge contributions to businesses and other organizations (McFarlan, 1981). Effective analysts can help organizations use information systems to reach business goals, a major objective of senior information system executives. It can also enable organizations to use information systems to significantly impact their strategies. However, the failure to carefully carry out information system plans can result both in lost opportunities and the waste of expensive information system resources.

Conclusion Based on the experiences of a highly needed system analysis plan implemented, I believe that a consistent use of software models and their automated processing could improve the development and maintenance process of a business information system in several ways. Creative use of information technology is necessary for a typical business to survive. First of all, this involves organization boss’s expectation of money making via the computerized information system. At the same time, this desire speedups progress of commercial efficiency and improve quality of customer service. Then it can explore new or reform existing systems and planning from all the organizational participants of various sectors in the analysis phase. This function is showed when the analyst needs to obtain information on the existing system and its environment, the analyst can benefit from interviews and observation.
At the end of system design, all participants of the business in organizational system need to attend the formal review. The aim for system design is to assess and conclude a final system analysis design program to be used in every aspect of the analysis description. Actually, all of these have to be implemented by all that are in the organizational project.

References

Docu-Sign. (2012, February 8). Retrieved from Docu-Sign: http://www.docusign.com

Facebook. (2012, February 12). Retrieved from Facebook: 2012

First Multiple Listing Service. (2012, February 10). Retrieved from FMLS: http://www.fmls.com

Georgia Multiple Listing Service. (2012, February 4). Retrieved from GAMLS: http://www.gamls.com

Home Feedback. (2012, February 4). Retrieved from Home Feedback: http://www.homefeedback.com

Keller Williams Realty. (2012, February 15). Retrieved from Keller Williams Atlanta North: http://kwmc178.webexone.com

Kendall, K. (2011). System Analysis & Design, Custom Edition. New York: Prentice Hall.

LinkedIn. (2012, February 8). Retrieved from LinkedIn: http://www.LinkedIn.com

My Red Tools. (2012, February 12). Retrieved from My Red Tools: http://www.myredtools.com

Nassi, I., & Schneiderman, B. (1973). Flowchart techniques for structured programming (Vol. 8). ACM SIGPLAN Notices.

Suprakim. (2012, February 2). Retrieved from Suprakim: https://supraweb.suprakim.com

The Page Morgan Team. (2012, February 8). Retrieved from http://www.pagemorgan.com

Zipforms. (2012, February 15). Retrieved from Zipforms: http://www.zipformsonline.com