The UnReal Estate Inc. Catalogue System (UECS) will only be for in-house use. UECS will incorporate both online help and an interactive tutorial to make the system easy to learn and use. The UECS offers a Browse mode for accessing listings and an Administration mode for managing the database.
The default mode of UECS is list browsing. No password is needed to access this information. All active listings are listed. Basic information on each listing is displayed. No private information on offers or clients is shown. Only major details (e.g., price, address, amenities, etc are shown).
Example: Realtor Bob wants to see what listings are available in the catalogue. Bob starts by click on the Browse button on UECS's main form. A list of all active listings for Realtors is displayed by default.
The browsing section incorporates a search engine. The search engine will search the listing database and find all properties that meet the criteria the agent enters. Some examples of items that may be used for a search include price, location, number of rooms, square footage, etc. Very specific items (e.g., amenities) can be used to reduce the number of listings returned.
Example: Bob decides that listing all available properties is not what he had in mind. Bob decides to look for all the homes in Dalhousie that he has listed for sale or for rent. Bob clicks on the Search button and fills in his requests. Bob types his name in the Agent Name box and "Dalhousie" in the location box on the new search form. Bob then clicks the activation button to start the search. All of Bob's listings in the Dalhousie district are displayed on the screen.
Formatted reports can be printed for clients on any listing. The report lists the same information that is displayed on the screen in the Browse section (e.g., house picture, address, cost/Rent, square feet, etc).
Example: Realtor Bob decides to print a report for hist client, Jane. Jane is looking for houses in Dalhousie, so Bob highlights all of the listings from the previous example and clicks the Report button. He then notices a particularly promising listing. Bob prints the report by clicking on that listing which highlights the listing and then clicking on the Report button. Finally, once the printer is finished Bob can retrieves both reports from the printer to show Jane.
Some administration tasks are available to the realtors while others are only accessible by an administrator. Passwords will be used to secure information in the listings. Passwords can grant two different access levels to employees. An employee may have either realtor status or administrator status. An agent with a realtor access level can only alter their own listings. Administrators will be able to alter any listing including agent information, city information, deleted listings, renewals and importing and exporting mass listings.
Example: Realtor Bob remembers seeing a mistake in the single listing he printed in the previous example. To correct this mistake, he exits the Browse form by clicking the Close Window button and clicks on the Administration button when the Main form appears. The system prompts Bob for his user name and password. Bob can click on the Close button if he forgets his password and return to the Main form. If the system accepts Bob after he clicks the OK button then he will be able to alter any listing he owns. An error message will appear if the system rejects Bob. Bob is then given another chance to enter his name and password.
Realtors may Search/Edit/Add/Delete/Report only if they are the listing agent. Agent Administration will let the realtor access all of the information that is not normally displayed in a Browse Search listing. This can include information like Client's name, address, offers made, etc..
3.1.1 Agent Administration Search:
This is similar to Browse Search, except that the only listings returned are those held by the realtor performing the search.
Example: Realtor Bob clicks on the Search button and types in his requests. Bob types the listing number from the single listing he printed on the new search form in the previous example. He then activates the search and the single listing replaces the previous list on the screen.
3.1.2 Agent Administration Edit:
Realtors may edit any field in listings they are offering for their clients. After pressing the Edit button (with the mouse pointer) on the Agent Administration form they are in the Agent Administration Edit Listing Form. This form has all of the pertinent information Unreal Estate Inc. requires on a listing. All changes can be made by clicking the appropriate tabs or by typing in the correct information in the correct box. Once all of the changes have been made, clicking the OK button confirms the choices saving any changes and clicking the Cancel button cancels the changes. In both cases the user is returned to the Agent Administration form.
Example: Realtor Bob clicks on the listing he wishes to change and then clicks the Edit button. The Edit Listing form appears and Bob presses tab to move over one field at a time until the field he needs to change is highlighted. He then highlights the fax number for the client and retypes it. After clicking on the OK button, Bob is returned to the Agent Administration form and the database is updated with the new fax number.
3.1.3 Agent Administration Add:
A realtor may add new listings by clicking the Add button on the Agent Administration form. This will bring up the Agent Administration Add Listing form. This form is very similar to the Agent Administration Edit Listing form but all boxes are empty and the box where the picture of the house goes is empty. Once the realtor has entered all the information on the new listing (including a picture if available), clicking on the OK button will confirm the addition. Clicking the Cancel button will cancel the new listing. In both cases, the user will return to the Agent Administration form.
Example: Realtor Bob has a new listing to add. After he clicks the Add button, the Agent Administration Add Listing form appears. Bob sees a form that looks just like the one he used to edit an existing listing. The only difference is that all the boxes are empty. Bob enters all of the information on the new listing and chooses the default "No Picture Available" graphic (a picture can be added at later date using the Agent Administration Edit option mentioned previously). Bob can then click on the OK button to confirm the new listing and add it to the database or the Cancel button to cancel it.
3.1.4 Agent Administration Delete:
Realtors can delete any listing in which they are the selling agent by choosing the listing and clicking the Delete button on the Agent Administration form. This brings up a dialogue box that requests confirmation that the listing is to be deleted. If the user confirms the choice the file is marked as deleted and can no longer be accessed by anyone but the administrator. The listing is not actually deleted but placed in a "deleted" file. Only system administrators can undelete a listing that has been placed in the "deleted" file.
Example: Realtor Bob has to delete one of his listing because it has been sold. He chooses the listing from his list and clicks the Delete button on the Agent Administration form. The system requests confirmation and he confirms the choice by clicking on the OK button and returns to the Agent Administration form.
3.1.5 Agent Administration Report:
Realtors can use the Report function in the Agent Administration section to print different types of reports for clients on the realtors' listings. The report contains the same information seen on the screen as in the Browse section (house picture, address, cost/Rent, square feet, etc). A complete report, with all of the information on a listing can also be generated. This type of report is generally for in-house use only. A simplified report with just the main details (location, price/rent, square feet, etc.), can also be made. The format of this report will be one listing per line.
Example: Realtor Bob now needs to print off a report of the new listing (See Add Listing Example) for Jane. He selects the listing and clicks the Report button on the Agent Administration form. Bob then selects Client from the list of report types. Once the report is printed Bob is returned to the Agent Administration form.
Bob also wants to update his records at home. He chooses all of his listings and clicks the Report button. From the Report types list he chooses the detailed report option. Once these highly-detailed reports finish printing, Bob is returned to the Agent Administration form.
Finally, Bob wants a short list of all his listings. He chooses all of his listings and clicks the Report button. From the Report Types list he chooses Summary. A report with each listing per line prints and he is returned to the Agent Administration form.
Realtors can add/delete/edit offers by selecting the Offers tab. The Offers tab is only available in the administration form. Agents can only edit/add/delete offers on listings they hold.
System administrators may Search/Edit/Add/Delete/Report on any listing or agent in the company. They can also Edit/Add/Delete the areas of Calgary, as the city expands and changes. Removal/Undeleting listings, Renewing listings, and mass Export and Import of listings are tasks handled by the system administrator.
Example: Beth, administrator of Unreal Estate Inc., has to do her daily maintenance on the system. She boots her machine and selects the Administration button from the Main form. The system then prompts Beth to enter her user name and password in the correct fields of the security form. She enters the name correctly and the password incorrectly, clicking on the OK button. The system displays an incorrect password message and reprompts Beth for her user name and password. She enters both correctly and clicks on the OK button. The system recognizes Beth as an administrator and activates the Administrator Administration form for Beth to manipulate all of the listings owned by Unreal Estate Inc.'s realtors.
3.2.1 Administrator's Listing Search:
This is identical to the search from the Browse section (See Section 2.1 Browse Search).
3.2.2 Administrator's Listing Edit:
This is identical to the Agent Administration Edit from the Agent Administration section, (See Section 3.1.2) except the administrator has access to all listings, not just the listing the realtor controls. The administrator may also transfer a listing from one realtor to another.
This is identical to the Agent Administration Add from the Agent Administration section, (See Section 3.1.3) except the administrator may add a listing to any realtor's account.
This is identical to the Agent Administration Delete from the Agent Administration section, (See Section 3.1.4) except the administrator has access to all listings, not just the listing the realtor controls. A listing may be deleted from any realtors list.
3.2.5 Administrator's Listing Report:
This is identical to the Agent Administration Report from the Agent Administration section, (See Section 3.1.5) except the administrator has access to all listings, not just the listing the realtor controls. Any listing by any realtor may be Reported in any of the three formats (Customer, In-House, and Summary).
3.2.6 Administrator's System Control:
The administrator not only has the ability to manipulate the listings but also has the ability to change agent information, city information, undelete/remove listings, or renew/delete expired listings. The administrator also has the ability to Import and Export large amounts of the systems data.
3.2.6.1 Administrator's Agent Control:
The administrator has the ability to Search/Edit/Add/Delete/Report on an employee from a list of all of Unreal Estate Inc. employees. These abilities will allow quick employee management.
Example: Beth, administrator of Unreal Estate Inc., has found out that Bob a Realtor has left the company. She knows that she is going to have to make a lot of changes to the system information so she clicks on the System button on the Administrator's Administration form. This brings up the Administrator's System Control form. From this point, all company information other than listings may be changed. Beth clicks on the Agent Edit button to take her to the Administrator's Agent Control form. All information on an agent may be manipulated here.
3.2.6.1.1 Administrator's Agent Search:
The Administrator's Agent Control incorporates a search engine. The search engine will search the agent database and find the specific employee that the administrator is looking for. With a large system (several hundred employees), this will make the administrators job much easier and efficient.
Example: Beth, administrator of Unreal estates, must find Bob the Realtor in the system (See previous Example 3.2.6.1). She clicks on the Search button on the Administrator's Agent Control form and when prompted enters "Bob" into the name field of the search dialogue. Beth clicks the OK button to confirm the search. Bob's employee information replaces the list of all employees on the Administrator's Agent Control form.
3.2.6.1.2 Administrator's Agent Edit:
The administrator has the ability to Edit any field of data in an employees record. These fields will include name, address, phone number, etc. There will also be a field for type of employee. The administrator may choose either realtor or administrator. A password for that employee is also entered here and will give the agent appropriate access.
Example: Beth clicks the Edit button from the Administrator's Agent Control form (See previous Example 3.2.6.1.1). Since Bob was the employee in the viewing area, the Administrator's Agent Edit form will have his information in the data fields. Beth decides to Edit Bob's password, so that Bob can no longer administrate his listings in the company. This will make sure no changes to Bob's records are made before he is deleted from the system. Beth clicks the OK button to confirm the changes to the form and is returned to the Administrator's Agent Control form.
3.2.6.1.3 Administrator's Agent Add:
The administrator can Add a new user to the system from the Administrator's Agent Control form. The function will be similar to the Edit but will display a blank version of the Administrator's Agent Edit form. Once all of the employees information is entered, clicking the OK button will confirm the new employee and add the new information to the data base. Clicking the Cancel button will not add the agent to the database. After the administrator has clicked on either, they are returned to the Administrator's Agent Control form.
Example: Beth clicks the Add button from the Administrator's Agent Control. Beth is presented with the Administrator's Agent Add form. This is the identical to the Administrator's Agent Edit form but is blank. Beth enters all of the new employees information, clicks on the Realtor employee type and enters a password. Beth clicks the OK button to confirm the changes to the form and is returned to the Administrator's Agent Control form. The new employees is added to the database.
3..2.6.1.4 Administrator's Agent Delete:
The administrator can Delete any user from the system by choosing the desired employee from the Administrator's Agent Control form and clicking on the Delete button. The system will request confirmation from the administrator and if the choice is confirmed, the employee is permanently removed from the systems database. If the choice is not confirmed no change to the database occurs. Any listing still active under the realtor are attached to the administrator. After either case the administrator is returned to the Administrator's Agent Control form.
Example: It is time to remove Realtor Bob from the system(See previous Examples). Beth chooses his name from the Administrator's Agent Control form and clicks the Delete button. She is prompted to confirm or cancel her choice. Beth chooses the confirm option and Bob is removed entirely from the system.
3.2.6.1.5 Administrator's Agent Reports:
The administrator can generate formatted reports on all employees in the company. The reports will contain either all information on a single employee or will be a basic summary of all employees in Unreal Estate Inc.. The single employee report will have all information on the given employee. The summary will have basic information on all chosen employees (Name, phone number, fax number, address).
Example: Beth wants to print the information from the new employee she entered (See Example 3.2.6.1.3). She chooses him from the list of employees on the Administrator's Agent Control form and clicks the Report button. When she is prompted she chooses the detailed version to print off all of the information for the employee. Beth is returned to the Administrator's Agent Control form. As administrator, Beth decides to update the employee list. She selects all of the employees and clicks the Report button. When she is prompted, she chooses summary version to print off limited data from all of the employees. Beth is returned to the Administrator's Agent Control form.
3.2.6.2 Administrator's Area Control:
The administrator can manipulate the areas of the city Unreal Estate Inc. is working in. He/she can Edit/Add/Delete any area of the city as changes are needed.
Example: Beth is done with employee changes so she clicks on Close Widow button and returns to the Administrator's System Control form. She then clicks the Edit Area button to change to the Administrators Area Control form. Beth clicks on Add to add the area "Harvest Hills " to the list of areas and "NW" to the quadrant. She then clicks the Edit button after choosing the "DalHousie" area from the list of areas. She changes "DalHousie" to Dalhousie" and does not change the quadrant from "NW". Finally Beth clicks the Delete button after choosing the "Wildwoods" area. The system requests confirmation and she confirms the deletion. Beth clicks the Close Window button to return to the Administrator's System Control form. All changes are updated in the database.
3.2.6.3 Administrator's Edit Deleted
Listings:
The administrator can permanently remove listings from the database or can Undelete the listing for renewal. This gives the system the ability to access old listings as they come up for rent or sale in the future. Also, reports could be generated with the s
Example: Beth clicks on the Edit Deleted Listings button from the Administrator's System Control form. This brings up the Edit Deleted Listings form with a list of all listings deleted by realtors in the system.
3.2.6.3.1 Administrator's Undelete Listing:
The administrator can recover a listing that was sold or rented in the past by UnReal Estates and deleted from a realtor's account. The listing will temporarily be assigned to the administrator until it can be reassigned to a realtor. (Use Administrator Edit Listing)
Example: Beth clicks the Undelete button, after choosing an old listing that is now to be returned to active status the listing is now in Beth's account. Beth can assign the listing to another realtor at any time using the Edit Listing option found under the Administrator's Administration form.
3.2.6.3.2 Administrator's Remove Listing:
The administrator can Remove permanently a listing that was sold or rented in the past and deleted from a realtor's account. The listing will be removed from the deleted listings file and lost from the system permanently. The administrator will be asked to confirm this action.
Example: Beth clicks the Remove button, after choosing an old listing that is now to be removed from the system because it no longer exists. The system prompts Beth to confirm the choice and click on "No". She is returned to the Edit Deleted Listings form and repeats the same procedure but clicks "Yes" to confirm the removal of the listing. The listing is now gone forever and Beth is returned to the Edit Deleted Listings form. Beth is done with this part of her maintenance and clicks the Close Window button to return to the Administrator's System Control form.
3.2.6.4 Administrator's Edit Renew Listings:
The administrator can either renew a listing that has been automatically deleted from a realtor's account because of the amount of time a listing can remain active has expired. He/she can also delete the listing to the deleted listings file until it is either to be undeleted or removed from the system.
Example: Beth clicks the Edit Renew List button on the Administrator's System Control form. This brings up the Edit Renew Listing form. Beth chooses an old listing that is to become active for a new listing period and clicks the Renew button. The listing is now active in the same realtor's account. She then clicks another listing in the Edit Renew Listing form and clicks the Delete button. This moves the listing to the deleted listings file, for use later.
The administrator can import multiple listings for a realtor. This will allow a new realtor's listings or listings from another company to be added quickly to the database.
Example: Steve has joined Unreal Estate Inc. and wishes to add all of the listings he has brought with him from another company. Beth clicks the Import Data button on the Administrator's Administration System Control form and the system prompts for the import filename and the agents name. Beth enters Steve's filename and his name, clicks the OK button. The data is added to Steve's listings, if Steve has been added as an agent, or the administrators listings if he has not.
The administrator can export multiple listings for a realtor. This will allow a realtor's listings to be taken with them when they leave the company or if the listings are to be given to another company.
Example: Steve is leaving Unreal Estate Inc. and wishes to take all of the listings he has, in his account, with him. Beth clicks the Export Data button on the Administrator's Administration System Control form and the system prompts for the export filename and the agent's name. Beth enters Steve's filename and his name, clicks the OK button. The data is exported (Saved) to the designated file.
3.2.7 System Administration Offers:
Administrators can add/delete/edit offers by selecting the Offers tab. The Offers tab is only available in the administration form. Administrators can edit/add/delete offers on all listings held by the company.
The help system being incorporated into this program consists of 2 levels:
The form help can be chosen from any form/window. This will be done by pressing a button that will be present on all major forms (Not password or confirmation forms). When the help window appears there will be a list of alphabetically sorted key terms and actions that are specific to the form the Help was called from. Clicking on a desired term or action will give the user a definition and/or list of possible outcomes. Clicking on the "Done" button or Close Window button will return the user to the form that the Help request came from. Clicking on the online help button will take the user to the system's online help form. Returning from the online help will also return the user to the calling form.
Online help can be accessed in the following ways:
Example: Steve is a new user to the system. He does not remember what the Report button does on the Browse section of the program. From the Browse section he clicks on the Form Help button and the Help for the Browse page is displayed. The Help page has a list of all buttons for the page. He clicks on the "Report" Highlighted term and gets details on what the process does and how. Unfortunately this does not hold the answers Steve is looking for. He clicks the On-Line Help button to go to the Main Help form. Steve clicks on the "Browse Report" Highlighted term and gets a full list of all the functions this button does and how they are accomplished. Steve clicks on the Close Window button to return him to the Browse Section.
The Tutorial can be accessed off of the Main form only. It will walk a user through all possible actions that a realtor (Not Administrator) can do. There is no manipulation of the database so no damage can be done by new users. The format will either be a Windows hypertext or HTML.