233933919 le-case-study

Prime Estate Siting Prime Estates Ltd Phase 1: Analysis

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COMPUTER STUDIES

PROJECT REPORT

“WINTER 2014”

CANDIDATE NUMBER:

CANDIDATE NAME: FARHAN RAHMAN

CENTER:

CENTER NUMBER:

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PRIME ESTATE SITING


1. Analysis a) Description of the problemb) Objectivesc) Description of existing solutionsd) Evaluation of existing solutionse) Description of other possible solutionsf) Evaluation of other possible solutionsg) System flow chart of the old system

2. Design a) Overall planb) Description of the method of solutionc) System flow chart of the new systemd) Hardware requirementse) Software requirements

3. Implementation a) Method of solution related to problem

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TABLE OF

CONTENTS


b) Accurate method of solution

4. Testing a) Test strategyb) Test results

5. Documentation a) Technical documentationb) User documentation

6. System evaluation and development a) Evaluationb) System development

1. Analysis:a) Description of the problem:

My client is a private company called prime estates. The company is owned by a businessman who is also a sole proprietor, which means that the company is owned and managed by the businessman alone. The company is located in the kingdom of Lesotho in the African continent. The company deals with the buying and selling of land and the company was started in August 2012. Before this company was started the entrepreneur was a part time agent who dealt with property development and earned a small commission out of the total sum invested.The business gets approximately 12 customers annually since the buying and selling of land is a very time intensive job and it is seasonal.

The company currently uses e-mail to find the specific land sites which are advertised for sale or rental. The entrepreneur advertises his e-mail address on the local newspaper which enables an interested buyer to contact him with ease since advertising in the newspaper is a very common and it has a large audience .The company utilizes the different connections that its sole proprietor has to get ahold of information pertaining to the different land sites which are for sale or rental and the company then publicly advertises that site. However this information may seem impossible to obtain since at times there are network problems and often the entrepreneur has to go through hundreds of sheets since the contracts are not placed in

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chronological order and are handwritten, which may pose a problem since there is a strong possibility that the handwritten sheets may get lost or the ink may fade over time. The contracts often expire without the agent’s knowledge so the dates of validation have to be memorized which may prove to be a hassle.

The business also needs more employees since the workload is putting too much pressure on the entrepreneur and more employees will mean that different tasks could be assigned to certain personnel and increase the productivity of the business since each person will focus on their task and so may eventually specialize in that task. The sites may also be booked/sold so the entrepreneur often has to go to the different site owners and seek confirmation that the site isn’t booked/sold or the paper work to transfer the ownership isn’t completed. The entrepreneur also has to confirm whether the land was obtained through illegal means or not, and if it was he will have to be able to return all the ownership back if the contract has already been signed and if not the entrepreneur may have the privilege of reporting the owner of the land to the local authorities.

The entrepreneur also gives its customers two weeks to decide whether or not to reclaim their land after the contract has been signed however the customers often don’t read the contract thoroughly so the customers return after two weeks to reclaim the land, and the entrepreneur has to go to a lot of trouble to return the ownership or at times even that is impossible.

Aim of solution:To create a computerized system that can record all the activities of the business and improve the rate at which the business works by providing arranged records and a simple search system.

b) Objectives

The system should be able to:

Keep a database for all the land sites that the entrepreneur obtained for the business and the specific land sites which are currently booked but may be free in the near future.

Automatically sort the records into chronological order and the database should have tabs which display the date when that group of records were inputted so the entrepreneur can easily view which contracts he established on which days and where the site is located.

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Automatically do the arithmetic calculations for the expiration dates of the contracts and it should have a column specifically to store these expiration dates so that the entrepreneur can plan ahead of time whether or not to re-establish a contract or cancel it all together.

Store the names and personal details of all the people the entrepreneur has signed a contract with so that the entrepreneur may have records to turn back to when in bad debt or requires something from the individual whom the entrepreneur signed a contract with.

Set a reminder when a contract expires and gives warnings as the date of expiration draws closer to enable the entrepreneur to contract the land owner and give him/her the chance to re-establish the contract.

Automatically corrects all spelling and grammatical errors so that certain terms are not misspelt which may result in an error in one of the records which are vital for the business.

Enable validation on certain fields like date of input and buyer/sellers name to ensure those records are never left empty since if those fields are left empty it will imply that the customer never existed in the first place.

Assign a primary key and ID’s to ensure that the specific person is found very quickly and easily by using a query which will be provided with the database.

Keep a record of how many employees it has and calculation of the monthly wages that are expected to be paid to them so that the entrepreneur can see whether or not it is profitable to keep the current employees or not.

The system should also be able to store the amounts obtained from the business and it should be able to calculate the average monthly income of the business minus all the necessary expenditure of the business so that the business can evaluate whether it has a profit or a loss.

c) Description of the existing solutions

The seller mails the entrepreneur the details of the land he is willing to sell, the price of the land and the approximate area that the land covers. The entrepreneur then signs an agreement with the seller that temporarily transfers all the land rights to his name for the next three months so that he can sell the land to another person. The entrepreneur also takes a copy of the seller’s passport to ensure that the seller is a legitimate citizen of the country and to ensure the seller isn’t faking his/her identity. Also a copy of the lease is taken to validate that the land is really the sellers and to ensure that the land’s ownership can be transferred. The next step

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that the entrepreneur takes is advertising the site in the local newspaper to get a possible buyer.

After the entrepreneur findsa buyer he takes the buyers passport to ensure he/she is a citizen then he signs the contract in the buyers name and then the entrepreneur sends the contract and the deed of sale to the Land Administration Authority (LAA). This however takes a long time which may be a disadvantage for the buyer if the buyer wishes to renovate the land shortly after paying for the land.

The LAA then validates the contract and deed of sale after they upload the information on to their main computer and then they authorize the sale of the land and officially sign the land under the buyer’s name which grants the buyer all the rights that the seller previously had. The LAA then sends the contract to the buyer so that the buyer may sell the land at some other point in time if he/she pleases to do so or the contract could be proof to show that the land is really his/her intellectual property.However if the contract isn’t sent to the correct address or if it is misplaced the buyer will have to suffer since the paperwork will have to be done again. A summary of all the transactions that took place is also sent to the buyer to inform him that the business is terminating contact with the buyer and to allow buyer to make evaluations on how much was spent behind the land.

Input-processing-output

Input –The buyer contacts the company and gives a copy of his/her passport then signs the land transfer agreement. Then the company builds up the deed of sale which shows all the agreement details and the total amount as well as the payment method.

Processing –The land transfer agreement and the deed of sale are sent to the LAA where they are evaluated and confirmed. The company also draws up the profit markup which the company will receive after the land has been sold. This is usually based on the price that the land is being sold for plus the amount the entrepreneur spent behind finding a buyer for the land divided by one hundred.

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Input Processing Output


Output –The form is e-mailed to the buyer from the LAA after it has been evaluated and the land rights are therefore granted to the buyer from the moment the buyer receives the form. A summary of all the transactions that took place is also sent.

d) Evaluation of existing solutions

Advantages and disadvantages

Advantages DisadvantagesThe buyer has direct contact with the business personnel so all complaints can be quickly dealt with.

The buyer may approach the business personnel for the most unnecessary reasons.

The buyer has to show his/her passport to purchase the land. Showing the passport allows the entrepreneur to determine whether or not that person is a citizen or not.

The passport may be forged and a fake identity may be created.

It is cheaper to have a manual system since there are no other costs apart from the cost to buy the stationary.

The manual system often leaves the information on a lot of sheets of paper which are easy to lose and very difficult to organize. They also need a lot of filing space and take a long time to go through.

The documents being sent to the LAA ensure that the document is correctly publicized and validated.

The document may be lost if mishandled by the LAA so precaution is necessary.

The documents can’t catch virus or any other form of cyber file damaging software’s if they are manually written.

The documents are prone to physical damage and may become unreadable once they are damaged by substances such as liquids.

Suggested improvements for the existing solution

Ensure there is no direct contact between the buyer and the personnel to avoid unnecessary problems.

Check with the local authorities to ensure the customer isn’t a made up character

e) Description of other possible solutions I. Improving the manual recording system

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The information which is recorded should be filed properly and should be kept in a neat place where the chances that the sheets may scatter are kept to the minimum. Also the important sheets should be replicated multiple times as this will serve as the backup in case the original is lost or destroyed.

II. Building an electronic database

Computerizing a manual system will enable the business to work faster and more efficiently as information will be easier to locate and it will be filed in a more orderly fashion.

III.Purchase an already made solution from a software developing company

This will enable the business to use a very unflawed system that can be customized to their needs and can be improved when needed. It will also enable the business to quickly start using the system without the need for a check since it has already been checked and validated against the international protocol.

f) Evaluation of other possible solutions I. Advantages

The owner of the business won’t have any difficulty understanding how to use this solution since it’s one he is already well established with.

The documents are safe from virus attack unlike a typed copy which is constantly under danger.

The documents are not easy to lose if filed properly unlike a typed copy which can be lost if the main computer crashes.

The master document can be replicated man y times by hand and it can be hidden in different locations to ensure that there is always a master copy available.

Disadvantages

The documents can be ruined from a simple coffee spill or if it gets in contact with a liquid substance.

Over time the ink may fade and cause the document to become unreadable. Some of the documents may be forged by employees so legitimacy is a concern. The document may rip since it’s made of paper and at times the document may be

ripped so badly it is difficult to read the text in hopes of transferring it. To file the documents takes a lot of space. It is difficult to find a specific document from all the piles that have accumulated

over time. It takes a lot of time to re-write the master documents for back-up purposes.

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The stationary to record the documents may be expensive.II. Advantages

Typed documents take up very little space Employees can easily be trained to type documents or a typist can be employed. Typed documents can last a lifetime. It is easy to find a specific file in a group of typed files The computerized system may be able to keep track of all its records. The system may be customized to allow certain searches to locate certain records

more easily. Typed documents can be arranged in chronological order which simplifies a search

job. Typing is much faster than writing and it doesn’t need stationary to be bought on a

monthly basis.

Disadvantages

There are electricity costs to run the system. All data will be lost if the system crashes and if the data wasn’t backed up the

company will suffer a loss. Data can catch virus which may eventually cause the system to crash or the data

becoming corrupt. To hire a typist may be very expensive as compared to a writer. The typing training may be very expensive.

III. Advantages The system was designed and built by experts so it has a low chance of crashing. It may be customized to the company’s needs so that it can work exactly how the

company wants it to work. It will be faster than a manually built system since it will have been optimized for the

best performance. It will have a simple user interface so that the workers will be able to adapt quickly.

Disadvantages

If the system fails it will have to be sent back to the experts so that they can diagnose the faults which may be expensive.

A fake group of people may act like experts so the system would be fake if designed by these people.

It may be necessary to regularly bring someone to check the system which is an additional cost to the business.

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If there is direct changeover then the system fails, the company would be at a disadvantage.

If the user interface isn’t configured properly the workers will at a disadvantage since they won’t be able to understand how to use the new system.

I will be using the computerized system as the proposed system since it is easier to build and use. It also has very few flaws and it can be optimized for the company’s needs manually.

g) System flow chart of the old system

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Start

Buyer gives copy of passport and signs contract

Company builds up deed

of sale

Documents are sent to the LAA to be evaluated and

confirmed

A profit markup is drawn up which is calculated by (land price+ amount spent by the

entrepreneur on the land)/100.

The documents are stored in the

main server

The company completes the transaction after taking the mark up and makes a

summary

The documents are replicated and one copy is

sent to the buyer


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The buyer receives the evaluated

documents and a summary of all the transactions that

took place

Stop

Prime Estate Siting Prime Estates Ltd Phase 2: Design

2. Designa) Overall plan

Name Starting date Ending date ObjectivesAnalysis April 28, 2014 July 4, 2014 To analyze a system and

find a specific problem to solve

Description of the problem

April 28,2014 June 5, 2014 To accurately describe a problem that is too be solved by the new system

Objectives June 6, 2014 June 7, 2014 To list the objectives the new system will have to fulfill

Description of existing solutions

June 7, 2014 June 10, 2014 To describe the current solutions that the business currently uses

Evaluation of existing solutions

June 11, 2014 June 15, 2014 To accurately explain how the current solutions work and the advantages and disadvantages of the solutions

Description of other possible solutions

June 16, 2014 June 20, 2014 To describe other possible solutions that may be implemented to replace the current solutions

Evaluation of other possible solutions

June 21, 2014 June 29, 2014 To show the advantages and disadvantages of the new solutions that could be implemented

System flow chart June 30, 2014 July 4, 2014 To show how data flowsusing the current solutions

Design July 4, 2014 July 7, 2014 To build a working system that can solve a problem

Overall plan July 4, 2014 July 4, 2014 To display how long each part is going to take and the time allocated for each part.

Description of the method of solution

July 4, 2014 July 5, 2014

Hardware requirements July 5, 2014 July 5, 2014Software requirements

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System flow chart July 6, 2014 July 7, 2014Implementation July 7, 2014 July 12, 2014Method of solution related to problem

July 7, 2014 July 9, 2014

Accurate method of solution

July 10, 2014 July 12, 2014

Testing July 13, 2014 July 20, 2014Test strategy July 13, 2014 July 17, 2014Test results July 18, 2014 July 20, 2014Documentation July 21, 2014 July 28, 2014Technical documentation

July 21, 2014 July 24, 2014

User documentation July 25, 2014 July 28, 2014System evaluation and development

July 30, 2014 August 10, 2014

Evaluation July 30, 2014 August 3, 2014System development August 4, 2014 August 10, 2014

MonthsName April May June July August

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AnalysisDescription of the problemObjectivesDescription of existing solutionsEvaluation of existing solutionsDescription of other possible solutionsEvaluation of other possible solutionsSystem flow chartDesignOverall planDescription of the method of solutionHardware

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requirementsSoftware requirementsSystem flow chartImplementationMethod of solution related to problemAccurate method of solutionTestingTest strategyTest resultsDocumentation Technical documentationUser documentationSystem evaluation and developmentEvaluation System development

b) Description of the method of solution

A database will be made with an all-purpose database program to replace the existing solution. A specific record will be found using the lease number and the date of entry. There will be three tables that will make up the base of the program and these are: 1. A table used to record all the sellers, 2. A table used to record all the buyers, 3. A table used to record when documents are sent to the LAA and when they are returned to the buyer.

The sellers table will be used to record all the details about the seller and it will also be used as reference to ensure that a transaction did take place. The data will be inputted by the entrepreneur and data will need to be added to it every time a new transaction takes place.

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Table name: Seller details

Description: Contains details of the seller

Primary key: Lease number


Field name Data type Required Length Validation Additional comments

Lease number Alpha numeric

Yes 7 Range check and presence check

It is the primary key

First name Text Yes 10 Presence check

The first name should not be left empty

Last name Text Yes 10 Presence check

---

Passport number

Alpha numeric

Yes 8 Length and presence check

The passport number

should always be recorded

Address Text No 15 --- ---Date of entry Date/Time Yes 8 Format check The date of

entry should always be recorded

Telephone number

Number Yes 8 Length check It will have a phone

number input mask.

Price for land Number Yes 8 Character check

---

Location of land

Text Yes 15 Presence check

---

Contract duration

Date/time Yes 8 Length check ---

The second table will be the buyer’s table which will be used to record all the details of the buyer. It will also be inputted into the system by the entrepreneur and the table will look like this:

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Table name: Buyer details

Description: Contains details of the buyer





Yes 7 Range check and presence check





---

Passport number

Alpha numeric

Yes 8 Length and presence check

The passport number should always be recorded

Amount paid Number Yes 7 Length check ---Date of entry Date/Time Yes 8 Format check The date of

entry should always be recorded

Telephone number

Number Yes 8 Length check It will have a phone

number input mask.

Payment method

Text Yes 6 Presence check

---

The third table is the LAA’s table is mainly used to record which documents are sent to the LAA and when they are returned. This table is short to allow the entrepreneur to quickly search through the table.

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Table name: LAA details

Description: contains details when the document were sent to the LAA and when they were returned





Yes 7 Range and presence check





---

Date when sent/Date of entry

Date/time Yes 8 Format check The date when sent is important to record

Date when returned

Date/time Yes 8 Format check The date when returned is important to record

Queries

Finding the number of buyers in a specific month

Purpose- to find the names of buyers in a certain month

Tables used- buyer details

Fields-lease number, first name, date of entry

Parameter- date of entry

Finding which documents LAA are yet to send back

Purpose- to find which documents LAA is yet to send back

Tables used-LAA details

Fields- lease number, date of entry/date when sent, date when returned

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*fields which have an empty record for “date when returned” means that the buyer is still expecting the form from LAA.

Sorted dates of entry

Purpose- to sort dates of entry into ascending order

Tables used- buyer details, seller details and LAA details

Fields- First name, date of entry

Sort- ascending on date of entry

Sortedpayment methods into their types

Purpose- to sort the different payment methods into their individual groups

Tables used-buyer details

Fields- Lease number,First name, payment method

Parameter- payment method

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Relationships

All the tables will be linked through the lease number, first name, last name and the date when sent/date of entry. However only the lease number and the date when sent/date of entry will be used for the queries since the first name and last name will

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Seller details

Lease number

First name

Last name

Passport number

Address

Date of entry

Telephone number

Price of land

Location of land

Contract duration

Buyer details

Lease number

First name

Last name

Passport number

Amount paid

Date of entry

Telephone number

Payment method

LAA details

Lease number

First name

Last name

Date when sent/date of entry

Date when returned


not be easily remembered when querying the table. Also the lease number and the date when sent/date of entry is unique to each person the business is associated with.

All the searching will be done using the lease number and the date when sent/date of entry since they will be able to search for records according to the date they were input and the specific lease number each individual record has.

Database design

Main menu

The above form is the main menu which will be used to navigate into a different menu

A different menu will be accessed by clicking on one of the command buttons which will open the specific menu. To leave the main menu the “Exit” command button would have to be clicked which would close the window.

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Company logo Prime estates ltd

Command buttons

labels

Command button

Main menuForm titleFont:AlgerianFont size: 15

Form menu

Report menu

Query menu

Exit


Form design

Form menu

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Command labelsButtons

Form menu

Seller’s detailsBuyer’s details

LAA details

Back to main menu


Seller’s details

This form is used to maintain the seller’s information and record any new information. Functions of the command buttons:

o First record – displays the details of the first recordo Previous record – displays details of the previous recordo Next record – displays the details of the next recordo Last record – displays the details of the last recordo Add record – adds new records to the form

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Prime estates ltd

Seller’s detailsLease number :

First name :

Last name :

Passport number :

Address :

Date of entry :

Telephone number:

Price for land :

Location of land :

Contract duration :

First record

Previous record

Next record

Last record

Add record

Delete record

Undo record

Save record

Main menu

Background colour: light blue

Text boxes

Command buttons


o Delete record – eliminates records from the formo Undo record – disengages records made in the formo Save record – saves the record for future referenceo Main menu – opens themain menu to switch to a different form or report

Buyer’s details

This form is used to maintain the buyer’s information and record any new information. Functions of the command buttons:

o First record – displays the details of the first recordo Previous record – displays details of the previous recordo Next record – displays the details of the next recordo Last record – displays the details of the last record

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Prime estates ltd

Buyer’s detailsLease number :

First name :

Last name :

Passport number :

Amount paid :

Date of entry :

Telephone number :

Payment method :

First record

Previous record

Next record

Last record

Add record

Delete record

Undo record

Save record

Main menu


Text boxes

Combo box


o Add record – adds new records to the formo Delete record – eliminates records from the formo Undo record – disengages records made in the formo Save record – saves the record for future referenceo Main menu – opens themain menu to switch to a different form or report

LAA’s details

This form is used to maintain the LAA’s information and record any new information. Functions of the command buttons:

o First record – displays the details of the first recordo Previous record – displays details of the previous recordo Next record – displays the details of the next recordo Last record – displays the details of the last recordo Add record – adds new records to the formo Delete record – eliminates records from the formo Undo record – disengages records made in the formo Save record – saves the record for future reference

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Prime estates ltd

LAA detailsLease number :

First name :

Last name:

Date when sent/Date of entry :

Date when returned :


First record

Previous record

Next record

Last record

Add record

Delete record

Undo record

Save record

Main menu

Text boxes


o Main menu – opens themain menu to switch to a different form or report

Report design

Report for seller’s details

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Command buttons labels

Report menu

Seller’s Buyer’s

LAA detailsBack to main menu

Prime estates ltd

Seller’s detailsLease number

9999999

9999999

9999999

9999999

9999999

First name

xxxxxxxxxx

xxxxxxxxxx

xxxxxxxxxx

xxxxxxxxxx

xxxxxxxxxx

Last name

xxxxxxxxxx

xxxxxxxxxx

xxxxxxxxxx

xxxxxxxxxx

xxxxxxxxxx

Passport number

xx999999

xx999999

xx999999

xx999999

xx999999

Address

xxxxxxxxxxxxxxx

xxxxxxxxxxxxxxx

xxxxxxxxxxxxxxx

xxxxxxxxxxxxxxx

xxxxxxxxxxxxxxx

Date of entry

xx/xx/xxxx

xx/xx/xxxx

xx/xx/xxxx

xx/xx/xxxx

xx/xx/xxxx

Telephone number

99999999

99999999

99999999

99999999

99999999

Price of land

99999999

99999999

99999999

99999999

99999999

Location of land

xxxxxxxxxxxxxxx

xxxxxxxxxxxxxxx

xxxxxxxxxxxxxxx

xxxxxxxxxxxxxxx

xxxxxxxxxxxxxxx

Contract

xx/xx/xxxx

xx/xx/xxxx

xx/xx/xxxx

xx/xx/xxxx

xx/xx/xxxx

Date: xx/xx/xxxx

Report header


Report for buyer’s details

Report for LAA’s details

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Prime Estates

Report footer

Prime estates ltd

Buyer’s Lease number

9999999

9999999

9999999

9999999

9999999

First name

xxxxxxxxxx

xxxxxxxxxx

xxxxxxxxxx

xxxxxxxxxx

xxxxxxxxxx

Last name

xxxxxxxxxx

xxxxxxxxxx

xxxxxxxxxx

xxxxxxxxxx

xxxxxxxxxx

Passport number

xx999999

xx999999

xx999999

xx999999

xx999999

Amount paid

9999999

9999999

9999999

9999999

9999999

Date of entry

xx/xx/xxxx

xx/xx/xxxx

xx/xx/xxxx

xx/xx/xxxx

xx/xx/xxxx

Telephone number

99999999

99999999

99999999

99999999

99999999

Payment method

xxxxxx

xxxxxx

xxxxxx

xxxxxx

xxxxxx

Report header

Prime Estates LTD Date: xx/xx/xxxx

Report footer

Prime estates ltd

LAA’s detailsLease number

9999999

9999999

9999999

9999999

9999999

First name

xxxxxxxxxx

xxxxxxxxxx

xxxxxxxxxx

xxxxxxxxxx

xxxxxxxxxx

Last name

xxxxxxxxxx

xxxxxxxxxx

xxxxxxxxxx

xxxxxxxxxx

xxxxxxxxxx

Date when sent/Date of entry

xx/xx/xxxx

xx/xx/xxxx

xx/xx/xxxx

xx/xx/xxxx

xx/xx/xxxx

Date when returned

xx/xx/xxxx

xx/xx/xxxx

xx/xx/xxxx

xx/xx/xxxx

xx/xx/xxxx

Prime Estates LTD Date: xx/xx/xxxx

Report header

233933919 le-case-study

Education