Management software engineering.

Practical case: Example of EVS documentation.

Example of EVS (v 1.0).

The following is initial documentation for the EVS phase. An issue has occurred.
after the consolidation of different interviews with the managers and users of the
system to be developed.
It is not a comprehensive document, but rather a first version, with initial requirements of the
future system to be implemented that must be refined in successive interviews supported by
in the design of prototypes and graphic models.
On the other hand, the scope of this project is relatively modest, so that it is
easily manageable in the subject classes.

1. Scope and extent of the project.

The software to be built has, as its main objective, to support the management of a
real estate agency. This company has offices in different cities in Spain,
they must share data at the local level.
The aim is to automate, fundamentally, the management of rental properties.
tenants and property owners. Regarding rentals, their management should be facilitated.
integral, from the moment a property owner offers a property, going through the
offer of said property to potential tenants, the management of visits and the subsequent
signature of the lease contract. The possibility of using email is contemplated
electronic or automatically generated SMS messages to expedite communication
with the clients.
It is also desired to implement a website where information about can be consulted
the available properties, in such a way that it facilitates the capture of clients for the
agency. The data made public through the website must be up to date
frequently, it is desirable that they synchronize daily with the databases
internals.
Note that the system must be used exclusively for rental management, and not
shopping.

2. List of participating users.

The following people will participate in the project:
−Manager of the real estate company. The person responsible, at the highest level, of
funcionamiento de la empresa.
−Two regional directors. They coordinate the efforts of a group of offices of the
company, they are responsible for hiring the agents and supervising their work. In the
Currently, there are six regional directors.
Two real estate agents from the same city.
A real estate agent from an office located in a different region.

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Management software engineering.
Practical case: Example of EVS documentation.

3. Description of the current system.

3.1. Physical model.

3.2. List of problems and needs.

Problems
-Currently, the real estate agency has an ineffective manual system.
that searching in files is slow.

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Management software engineering.
Practical case: Example of EVS documentation.

By having several agencies in different locations in the city, the data

they may be duplicated or missing.
The advertising insertion system in newspapers is ineffective due to having to
communicate the data by phone or fax.
Absence of a global vision of all the data managed by the agency.
Low competitiveness compared to competitors due to not using broadcasting
information via the network.
Needs
Centralize the data to facilitate searching and avoid duplications.
Send the advertisement data to the newspapers via telematic means.
Use of information technologies.

4. System requirements catalog.

Note: Regarding the functional requirements, we focus exclusively on the
associated with the 'tenant portfolio'.

4.1. Functional requirements.

Id Description Priority
RF1. Tenant portfolio
Tenant management
Data update
RF1.1 The data of a new tenant will be allowed to be entered in the High
wallet, typically, in the presence of a client visiting an office. To
doing so will facilitate the introduction of the preferences of said
client. See requirements for 'managed data'.
RF1.2 Personal data or preferences should be allowed to change. High
from a tenant.
RF1.3 A tenant must become 'pending contact' if High
some time passes without having contact with an agent. In
in this sense, it is considered that there is a 'contact with the agent'
yes
The tenant goes to the agency to request information.
make a visit to a property.
RF1.4 A tenant must become 'inactive' after signing a contract.
for rent or at the express request of the client.
RF1.5 If a tenant expressly wishes it, it will be canceled.
your personal data from the database.
It cannot be done if there is a signed contract with that
tenant in the last five years.
Consultations and reports
RF1.6 Only the ... Media
tenants who wish to rent a property in the locality where
where is the office.
RF1.7 Query of properties that meet the preferences of a High
tenant.

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Management software engineering.
Practical case: Example of EVS documentation.

Id Description Priority
In the RF1.9 query, those will be shown first High
properties that strictly meet the preferences.
the following will show those who do not comply, but that
could be interesting because of:
Be in areas that are close to those preferred by the
tenant.
2. To have prices slightly higher than the indicated maximum
by the tenant.
3. They do not meet the preferences for storage or garage.
4. They have slightly smaller farm sizes than
indicated by the tenant (for the country houses).
5. They do not meet the pool preference (for the houses of
field).
RF1.8 List of tenants awaiting contact. You must provide that High
the agent who consults it should initiate contact with the tenant by
by phone or email.
RF1.9 List of potential tenants. It is an inquiry in which Media
all the data of the customers who have filled out the
company website form (see management requirements
of tenants via web).
Managed data
RF1.10 The data of a tenant will be: High
Nombre, Apellidos, Dirección, Teléfono móvil, Email.
RF1.10.1 Only the name and surname will be mandatory data for the High
tenants.
RF1.10.2 For a tenant, data will also be managed for the registration process.
payment of rent (see requirements of the property portfolio).
RF1.11 The following preferences will be collected for tenants: High
If you want an apartment or a country house.
2. The area or areas where you wish to rent.
3. A range for the number of rooms you want.
For example: 3 or 4 rooms.
4. If you want a storage room.
5. If you want a garage.
6. Maximum price I could pay for the monthly rent.
7. En cuanto a los que deseen casa de campo, se podrían
also collect the following preferences:
a. Tamaño deseado de la finca (en m2).
b. If you want it to have a pool.
RF1.11.1 Regarding the preferences specified in RF1.11, only High
the first two (numbers 1 and 2) will be mandatory.
Tenant management via web

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Management software engineering.
Practical case: Example of EVS documentation.

Id Description Priority
RF1.12 Through the agency's website, potential tenants Media
they will be able to fill out a form with their personal data and their
preferences.
This information will not be directly included in the databases.
internal data of the agency, but rather they will be added to a list of
potential tenants
Agents will be able to consult the list of potential tenants
and if the data that appears about the tenants seems
Correct clients will be able to include such clients in the portfolio.
RF1.13 From the website, a query can be made like the
specified in the requirements RF1.7, although in this case it will be the
customer who should say in which locality they wish to rent the
real estate.
Management of contacts with tenants
To be filled in by the student: They would describe the way in which the software supports management of
the contacts. The contacts could be by phone, take place in an office or well
consist of visiting a property. The agents should fill out a small
form for each visit.
RF2. Owner's Portfolio
Owner Management
To be filled out by the student: The contact details of the owners would be managed here.
and the list of properties they own (interaction with the property portfolio).
In addition, the owners should provide a schedule in which the repairs could be made.
visits to their properties.
Management of contacts with owners
To be filled in by the student: These requirements will be closely related to those of contacts.
with the tenants. In fact, it might be appropriate to describe them together.
RF3. Real estate portfolio
Property management
To be filled in by the student: The requirements regarding real estate must reflect, above all, the
management of its characteristics. There are inquiries about properties that are already in the "portfolio".
of tenants.
Advertising of real estate
To be filled in by the student: It is common for agencies to advertise the properties that
they have in their portfolio through different means:
Classified ads in newspapers.
Small signs in the shop windows.
The system must facilitate the completion of these tasks.
Rental management
To be filled out by the student: Functions related to final management will be described.
of the rent: mainly, the management of the payment and the signing of the contract.
The manager and the regional directors will be particularly interested in obtaining
reports on rentals.

4.2. Non-functional requirements.

Id Description Priority

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Management software engineering.
Practical case: Example of EVS documentation.

Id Description Priority
RNF1. Performance.
RNF1.1 It should be noted that, in large offices, there may be High
up to 20 people accessing the application simultaneously.
RNF1.2 Regarding the synchronization of the databases, it should High be
to do it at night to not interfere with performance
the application
RNF2. Volume and frequency of treatment.
RNF2.1 Approximate volume of 'active' data handled (per office): -
-500 tenants.
-1000 properties.
-300 owners.
RNF2.2 Monthly, they can be done (by office): -
−100 rents.
-400 guided tours of properties.
RNF2.3 All treatment volume and frequency requirements -
vary greatly from one office to another, as there are offices that
they have three times as many staff as others.
RNF3. Security.
Access control.
RNF3.1 To access the application, users must enter a High
username and password.
RNF3.2 There will be four profiles (user types): Media
Manager.
Regional director.
3. Agent.
4. Client (for the website).
RNF3.3 The different profiles will have different functionality associated with Media
them.
(note: the functions are not yet clearly defined)
they will be used by the manager and the regional directors).
RNF3.4 The user and the date on which the High
following operations:
Include a new tenant.
2. Contact a tenant.
3. Include a new owner.
4. Contact a property owner.
5. Include a new property.
6. Include a new rental contract.
Backups.
RNF3.5 Automatic backups of everything must be made. High
information from the offices, daily. Due to the type of data
managed in the application, and according to article 14.3 of
Regulation on Security Measures (Royal Decree 994/1999),
this requirement ensures compliance with said article.
RNF3.6 Backups will be made in duplicate: High
on one of the computers in each office.
in a central server.

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Management software engineering.
Practical Case: Example of EVS Documentation.

ANNEX 1. Cards used in the current system.

Example (Tenant's file):
TENANT FORM
First and last name
Address
Phone
Preferences

Contacts

Bank details Account code

Notebook code
Rental start date
End date of rental
Lease renewal date

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Management software engineering.
Practical case: Example of EVS documentation.

ANNEX 2. Glossary.
−Client: A client is a tenant or an owner.
−Tenant: We will refer to the person interested in renting a
property or asset to which it has already rented a property using the services of the
real estate agency.
Owner: It is a person who has provided us with information about a property they own.
the goal is for one of the tenants to rent it. It is common for owners
have more than one property in the agency's portfolio.

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