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Web Based Housing Management System

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Omosebi P. A., (2016): Web Based Housing Management System. Proceedings of First International Conference on
Advanced Trends in ICT and Management (ICAITM) ISSN: 2467 – 8902 Issue 1, April - 2016

Web Based Housing Management System

OMOSEBI , Paul Adeoye
Department of Computer Sciences, University of Lagos, Akoka Nigeria
[email protected]

Abstract - This research developed a web based The current global trend for information
housing management system. The system is to manage capturing, storage, processing and retrieving is
the housing for senior staffs and to enhance easy electronic. Using manual system wastes time in
information keeping and management. Also, large
application/update for accommodation. It also helps the
space is occupied for storage and documents are prone
housing unit to have easy access to data, increase its to permanent damage and loss. The problems
productivity, and save cost of production. The value of associated with manual record keeping system often
information system for an organization is generated prompt the elective alternatives.
from the value of information processed for decision The process of storing and retrieving data
making. constitutes a vital index in any organization’s
Relevant literature on housing management, modern efficiency and effectiveness. Information systems are
mechanisms through which one or more information
information system concepts, its needs and
activities are performed to satisfy the information and
components, were reviewed to further explain the need information needs of people or organisation (Tiamiyu,
for such an information system. Interview, observation 2005). In recent years growth of the Information and
and record inspections were used to collect data from Communication Technology (ICT) has had a
and about the Unit. Also, the existing system has its substantial impact on the way organizations and
problems, these were discussed and development of an institution function which ranges from student
alternative system was also discussed. In this study, the learning, staff housing management and so on. The use
of ICT in institution is on the rise worldwide offering
methodologies adopted for developing the web based
online services. (Gupta et al, 2008). One of such
system were Adobe Creative Suite 5 which was used to services is housing management.
develop the front end, while the graphics on the pages Web-based housing management systems can
were designed using CorelDraw Version 15, the make use of browsers, data handling devices and other
XAMMPServer version 5.3.5 containing PHP and internet technology to create a network for sharing and
MySQL applications, were used to make the site pages manipulating institutional information in a way that
will assist housing management to complete work on
dynamic. The PHP served as the middleware while the
time and within budget. With the aid of a housing
MySQL sufficed as the web portal backend. management system, data created would be efficiently
The new system justified its need and indispensable managed in a procedure called information
features in the areas of information capturing and management which is the collection, processing and
processing, database management, etc. In conclusion, management of information from one or more sources
the housing management system intends to process and the distribution of such information to one or more
information, management data, allow for easy access to audiences. This sometimes involves those who have a
stake in, or a right to that information. One of the
accommodation application, this must be done in order
issues in information management is getting the right
to develop mechanisms and institutional arrangement information to the right person at the right time and in
for decision making. However, recommendations were a usable form (Robinson, 2005), that is, making it
made on the need for further improvement like easier for the deserving recipient and difficult for the
incorporating mobile alert, payment system undeserving.
notification. In a paper-based or manual system, a lot of
Keywords: Web, Database, Information System, physical spaces are being used. In order to minimize
Housing, Housing Management physical space occupied by database and management
I system of occupants, the web based management will
INTRODUCTION be a tool that will handle this thereby improving on
effectiveness and efficiency of the existing system.
 Omosebi P. A., (2016): Web Based Housing Management System. Proceedings of First International Conference on
Advanced Trends in ICT and Management (ICAITM) ISSN: 2467 – 8902 Issue 1, April - 2016

There is need also for the housing committee to know decision making, coordination, control, analysis etc,
the occupants that have stayed beyond retiree period and receive feedback from which further inputs can be
especially through the age of the occupant. The derived.
effective management of information helps an
organization or institution to achieve its goals and
objectives. There is need to provide avenue to make Feedback
Business
online application for accommodation while the
Problems
possibilities of running a check on the status and
notifying the occupant of an accommodation by the
housing committee is also made available.
People Information
Considering the relevance of web in today’s
Technology
world, there is need for housing to have cognizance of
Organisation
the paradigm and use these changes as a spring board Business
to greater height and effectiveness in management. It is Solution
to this end that the web based housing management
system is considered important and designed so as to
enhance the effective management of quarters of the
University of Ibadan and also to keep pace with
globalization trend in which manual records and
management systems are been overhauled and replaced
with the web based or electronic one. This system will Information
also improve quality of information flow and exchange System
within housing committee for senior staff in University
of Ibadan. Figure 2.1. Illustration of a typical Information System
The main objective of the study developed a (Durodoye, 2005)
web based housing management system that manages
the accommodation of the senior staffs, the information Housing has been recognized as the second
details of accommodation occupant and of course it most important essential human need. Housing all over
will be dynamic because the occupants changes from the world has remained an interdependent phenomenon
time to time. The study developed a housing that affects every facets of mankind. The house is an
management system with interactive web pages and economic resource providing space for production and
electronic database. The interactive web pages will access to income-earning opportunities. Housing can
give room for senior staff of the University of Ibadan therefore be defined as the process of providing a large
to apply for accommodation, make enquiries or number of residential buildings on a permanent basis
suggestions. It is intended that the system will be used with adequate physical infrastructure and social
only within the confinement of the Senior Staff of the services in planned, decent, safe and sanitary
University of Ibadan. neighbourhoods to meet the basic and special needs to
the population.
II Apart from the provision of staff quarters and
LITERATURE REVIEW subsidized tenancy for their staff, some universities,
Information system is a group of interrelated like University of Lagos have gone ahead to initiate
components that collectively work to carry out input, staff housing programmes beneficial to staff, while still
processing, output, storage and control actions in order in the employment of the University and on his
to convert data into information products that can be retirement from the system (Otubu, 2008). This
used to support forecasting, planning, control, programme is designed, irrespective of the National
coordination, decision making and operational Housing Fund, to make staff a house-owner on or
activities in an organisation. (Barry et al.,2003). Today before his retirement from the services of the
the most profound effect on the way in-house IS that university. The University authorities have themselves
are developed are the technologies of the World Wide realized the impact of good housing system on the
Web. health and productivity of their staff. It is in the light of
In a very broad sense, the term information this that the University administration strives hard to
system is frequently used to refer to the interaction provide staff quarters and subsidized tenancy to their
between people, algorithmic processes, data and staff.
technology (Kroenke, 2008). Durodoye (2005) opined
that two of the vital functions of the information 2.1 Housing Management System Tool
system are the abilities to output information to support
 Omosebi P. A., (2016): Web Based Housing Management System. Proceedings of First International Conference on
Advanced Trends in ICT and Management (ICAITM) ISSN: 2467 – 8902 Issue 1, April - 2016

The exponential growth of web based application b. The document model in use today is the ad hoc, one
due to its numerous offers has necessitated its embedded in SQL (Structured Query Language). Many
implementation in every aspect of human activities DBMS also support the open database connectivity that
including housing management. Access to information supports a standard way for programmers to access the
system resources, such as web developer, internet, DBMS.
programmers and computer, is critical for developing 2. Data structure (fields, records, files and
and fine tuning a web-based system for housing objects) optimized to deal with every large amount of
coordination. There are several tools that can be used data stored on a permanent data storage device (which
in developing and managing a Housing Management implies relatively slow access compared to the volatile
System, but this research makes use of Hypertext main memory)
Preprocessor as the scripting language, MySQL as 3. A database query language and report writer
database, Apache as Web server which can be accessed to allow users to interactively interrogate the database,
through the internet from a web browser. analyze its data and update it according to the users
privileges on data.
a. It also controls the security of the database
MySQL b. Data security prevents unauthorized users from
Database viewing or updating the database. Using passwords,
users are allowed access to the entire database or
subsets of it called subschema.
4. A transaction mechanism to ensure data
Web Scripting Language (PHP) integrity, despite concurrent user accesses
server (concurrency control), and faults (fault tolerance)
a. It also maintains the integrity of data in the database.
b. The database can maintain the integrity of the
database by not allowing more than one user to update
Internet
the same record at the same time.
The DBMS can help prevent duplicate records
via unique index constraints; for example, no two staff
with the same staff id (key fields) can be entered into
the database.
Web Browsers When a database is used, information system
(Internet Explorer) can be changed much more easily as the organization’s
information requirement change. New categories of
Fig 2.2 Tools in the Web development process data can be added to the database without disruption to
2.2 Database Management System (DBMS) the existing system.
A collection of components that support data
acquisition, dissemination, maintenance, retrieval and 2.2.1 Physical and Logical View of a DBMS
formatting. DBMS is designed for the purpose of The physical view of information deals with
managing data based on the variety of data models. A how information is physically arranged stored and
DBMS is a complex set of software programs that accessed on some type of storage device such as a hard
controls the organization, storage, management, and disk. The logical view of information, on the other
retrieval of data from the database. DBMS are hand, focuses on how you as a knowledge worker need
categorized according to their data structures or type. to arrange and access information to meet your
A DBMS includes: particular business needs.
1. A modeling language to define the schema of DBMS helps to specify the logical
each database hosted in the DBMS, according to the organization for a database and access and use the
DBMS data model. information within a database. (Haag et al., 2004).
a. The four most common type of organization are the Web-enabled DBS takes its data input from the
hierarchical, network, relational and object model. A website; thus allow many users to access the database
given database management system may provide one in as much as they can access the web pages attached
or more of the four model, the optional structure to the database. DBMS engine accepts logical requests
depend on the nature organization of the application from the various other DBMS subsystems, coverts
data, and on the application requirement (which them into their physical equivalent, and actually
include speed, reliability, maintainability, scalability accesses the database and data dictionary as they exist
and cost) on a storage device.
 Omosebi P. A., (2016): Web Based Housing Management System. Proceedings of First International Conference on
Advanced Trends in ICT and Management (ICAITM) ISSN: 2467 – 8902 Issue 1, April - 2016

A database may be centralized or distributed; resource by sending an HTTP request to the Web
if it has all files in one physical location it is server at that particular address. Having received the
centralized but if it has a complete or portions of a required files from the web server, the browser then
database in more than one physical location, then it is renders the page onto the screen as specified by its
said to be a distributed database (Kroenke, 2004). HTML, CSS, and other web languages. A Web
browser knows how to go to a Web server on the
User View 1 Internet and request a page, so that the browser can
pull the page through the network and into your
machine. This also knows how to interpret the set of
Enterprise External User View 2 HTML tags within the page which is displayed on
Data Schema screen.
Model User View n
2.4 Web based Application
Logical Schemas Conceptual Physical Schemas Web based applications (WBA) have come a
Schema long way and now offer competitive advantages to
traditional software based systems. Over the years, web
based applications have evolved significantly with
Internal improvements in security and technology giving room for
Schema a safe and efficient room for interaction and operation in
different activities.
The ability to update and maintain web
Database 1 Physical applications without distributing and installing software
Schema 1 on potentially thousands of client computers is a key
Database 2 Physical Schema 2 reason for their popularity and this can all be done on the
server thereby making it simpler, simply put, it is more
Database n Physical Schema n manageable. (Spencer, 2010)
Advantages of Web Based Applications (WBA)
Figure 2.3: Three Schema Architecture for 1. Easy deployment: Due to the manageability
Database (Source: Jeffrey et al., 2009) and cross platform support, deploying web
applications to the end user is far easier. They are
2.3 World Wide Web (WWW) also ideal where bandwidth is limited and the
The World is already a global village in which system and data is remote to the user. At their
diverse geographical locations are already connected most deployable you simply need to send the
together and sharing information. The World Wide user a website address to log in to and provide
Web (www) has allowed information to be accessed them with internet access.
and shared through the internet. 2. Security: data being used and moved about in
The World Wide Web (commonly secured in this case unlike the movement in a
abbreviated as the Web) is a system of interlinked larger complex systems. In web based
hypertext documents accessed via the Internet. With a systems these systems and processes can
Web browser, users can view Web pages that may often be consolidated reducing the need to move
contain text, images, videos, and other multimedia and data around thereby ensuring the data are
navigate between them using hyperlinks. The World secured.
Wide Web enabled the spread of information over the 3. Highly economical: Web based applications can
Internet through an easy-to-use and flexible format. It dramatically lower costs due to reduced support
thus played an important role in popularizing use of the and maintenance, lower requirements on the end
Internet (Vimalanandan, 2009). A Web page is viewed user system and simplified architecture, as a
on the World Wide Web either by typing the URL of result of additional savings can often be found.
the page into a Web browser, or by following a 4. Cross-platform compatibility: Typically the
hyperlink to that page or resource. The Web browser minimum requirement would be a web browser
then initiates a series of communication messages of which there are many. The inability to access
behind the scenes in order to fetch and display it information due to disparity in systems and its
(Craig, 2009). applications does not pose a problem for
The server-name portion of the URL that is information found on WBAs. One of the
resolved into an IP address using the global, distributed numerous problems of IT and its developments
Internet database. This IP address is necessary to is application integration but the web based
contact the Web server. The browser then requests the
 Omosebi P. A., (2016): Web Based Housing Management System. Proceedings of First International Conference on
Advanced Trends in ICT and Management (ICAITM) ISSN: 2467 – 8902 Issue 1, April - 2016

application enhances cross-platform

compatibility. III
5. Easy access to Database: We can SYSTEM ANALYSIS
communicate with, access databases and System analysis is an important operation in
publish almost anything we wish at relatively which analyst examines information gathered from the
low costs and at ever increasing speeds. organization or individual for its relevance to some
other elements or processes in application
2.4.1 MySQL development. Manual systems are frequently replaced
MySQL is a fast, easy-to-use RDBMS used by new systems and the process of replacing old
for databases on many Web sites. MySQL is popular systems by new ones happens in a series of stages, this
with Web developers. Its speed and small size make it whole process is known as System Development Life
ideal for a Web site. The advantage for using MySQL Cycle. This is made up of several stages and they are
is that it is fast (which is the main goal), it’s shown in the FIG 3.1below;
inexpensive (it can be gotten under an open source
license), it is easy to use (you can interact with a
MySQL database by using a few simple statements in
the SQL language, which is the standard language for
communicating with RDBMSs), it can run on many
operating systems, technical support is widely
available, it’s secure, it supports large databases.
(Valade 2004).

2.4.2 Pre-Processor Hypertext (PHP)

PHP is a scripting language designed
specifically for use on the Web. This means that PHP
code is embedded in HTML code. It is a tool for
creating dynamic Web pages. PHP stands for
HyperText Pre-Processor. In its early development by
RasmusLerdorf, it was called Personal Home Page
tools. The PHP language’s syntax is similar to the
syntax of C. PHP is particularly strong in its ability to
interact with databases and the popularity of PHP is
rapidly growing because it’s fast, it’s inexpensive, it’s
easy to use, it can run on many operating systems, it’s
secure, it’s customizable.
One PHP statement may be used to connect to
the correct database, telling PHP where the database is
located, its name, and the password needed to connect
to it. The database doesn’t need to be on the same
machine as the website: PHP can communicate with a
database across a network. Another PHP statement
should be used to send instructions to MySQL. An
SQL message can be sent across the connection, giving
MySQL instructions for the task that the programmer
wants done. MySQL returns a status message that Maintenance
shows whether it has successfully performed the task.
If there was a problem, it returns an error message. If
the SQL message asked to retrieve some data, MySQL Figure 3.1: System Development Life Cycle
sends the data that were asked for, and PHP stores it in
a temporary location where it is available to user. Then 3.1 Methods of Data Collection
one or more PHP statements may be used to complete The methodology employed to collect the data
the application task. (Wang, 2010). PHP statements and information relevant to the review of the existing
may be used to display data that retrieved in the course system is referred to as System Investigation. Relevant
of a search. Or PHP statements might be used to data and information to the study were collected
display a status message in the browser, informing the through interview, record inspection, and observation.
user that the data was saved.
 Omosebi P. A., (2016): Web Based Housing Management System. Proceedings of First International Conference on
Advanced Trends in ICT and Management (ICAITM) ISSN: 2467 – 8902 Issue 1, April - 2016

3.2 Description of the existing system there are a lot of paper records, this make the
The University’s Housing Unit has sections task of information retrieval complex and
for both the senior staff and the junior staff. This difficult to achieve.
research that is concerned with the senior staff has a
provision for the staff to come to the office to fill form  Each time senior staff wants to make
for application for quarters whenever they need, which application for quarters, he/she has to get the
will be given to the member of staff and will be estate unit of the registry; the existing system
returned after being filled. All records on daily does not give room for application to be filled
operations such as requests for quarters within the at convenience.
university are kept manually in a file cabinet.
The conventional way of passing across  Likewise, sending regular notifications or
information to the university’s community is through updates to the entire senior staff occupying
the University’s periodic bulletins. Any piece of the quarters is impossible because the only
information for public consumption emanates from the method of disseminating information to the
office of the chairman housing committee of which a senior staff in the quarters is through bulletin
copy is sent to the Registrar who includes the
or memo, a reasonable percentage member of
information into manuscript of the proposed bulletin
before it is sent to the University Press for publication. the senior staff in occupying the quarters may
Another copy is kept in Records unit of the Housing be left out.
Unit in paper-based form.  There is no room to run a fast check of the
Also the housing unit accepts and responds to number of accommodation that are available
general enquires and communicates about situation in or not available neither does it give room for
the application for, maintenance, and daily operations
manually in a paper-based form. quick access to record when needed because
of the large volume of data.
Table 3.1 Tools used in describing the
Existing System 3.4 Alternative to the existing system
Symbol Name Description The alternative to the existing system is the
Process Circles are used to web based housing management system. A web-based
represent processes. system that has the capability of storing billions of
Processes are actions taking applications/records without physically taking up
place to transform inputs to office space ensuring time and effort efficiency in
outputs capturing, storing, retrieving and disseminating
Data Lines represent data flows
information in an electronic format without any
flow between processes, data
stores and external entities.
physical movement of paper documents. This system
Data flows should be can take its data input from the web pages developed;
named to identify the piece thus allowing many users to have access to the
of data. database. Different occupants and applicants’ details of
External Boxes are used to represent the senior staffs that have applied for the quarters or
Entity external entities. These are are occupying the quarters will be kept in the online
any item, person or database, and this will assist housing committee
organisation sitting outside members in quick access to the address and names of
the systems occupants.
Data An open-ended rectangle is From time to time, there is need for
store used to represent data store. improvement in the management of the staff quarters.
Data stores include Suggestions and comments from individuals and
electronic or non-computer stakeholders about the application and the procedure of
based stores of data. will and this will be enhanced through an avenue
which will be created for senior staff to give suggestion
3.3 Problems of the existing system without actually coming to the office. This will also
The problems associated with the existing system are improve quality of information flow and exchange
as follows; within the university committee especially for housing
committee for senior staff quarters.
 The existing system is typically characterized In order to minimize physical space occupied
with paper-based information management by database and management system of senior staff
practices. A lot of space is being occupied as quarters occupants, the web based management will be
 Omosebi P. A., (2016): Web Based Housing Management System. Proceedings of First International Conference on
Advanced Trends in ICT and Management (ICAITM) ISSN: 2467 – 8902 Issue 1, April - 2016

a tool that will handle this thereby improving on the database system from anywhere there is internet
effectiveness and efficiency of the existing system. In a connection.
paper-based or manual system, a lot of physical spaces
are being used in accommodating the application and 4. SYSTEM DESIGN
record of the applicant. There is need also for the The new system developed is a web-enabled
housing committee to know the occupants that have application connected to a database and resident on a
stayed beyond retiree period especially through the age web server and be accessed by web browsers. The web
of the occupant and the year in service of the occupant, application relies on hyperlinks as a means navigating
all these through the DBMS will be made possible. from one web page to another. The new system is
To aid the university in their decision making divided into two sections namely: User and
in respect to housing, the need for accurate and timely Administrative. The user section consists of various
delivery of generated reports to the appropriate web pages that can be accessed by anyone especially
authorities is also a paramount issue which could be the senior staff while the administrative section
addressed through the web based housing management consists of access to the database by the Estate Unit
system. Reports could be generated anywhere, anytime authorized staff.
when there is access to the internet. Also the
information management practice can be carried out
anywhere, since the authorized housing staff can access

4.1 Logical View of the New System

Start

Admin
General Section

Home Staff Login

News Staff Sign Up
Register Staff Profile Entry
Application Display Profile

Admin Update Profile Entry

Login
Newsletter View Applications
Subscription Add Outlets
About Us
Grant Application
Contact Us

Complaint Load Outlets

Manage News

New User

Log out
Fig. 4.1: Logical View of the New System The design technique adopted for the
development of this housing management system is the
4.2 Design Technique bottom up approach. A bottom-up approach is the
piecing together of systems to give rise to grander
 Omosebi P. A., (2016): Web Based Housing Management System. Proceedings of First International Conference on
Advanced Trends in ICT and Management (ICAITM) ISSN: 2467 – 8902 Issue 1, April - 2016

systems, thus making the original systems sub-systems 8.

of the emergent system. In a bottom-up approach the Communication link
individual base elements of the system are first
specified in great detail. These elements are then linked 9.
together to form larger subsystems, which then in turn Online storage
are linked, sometimes in many levels, until a complete
top-level system is formed. This approach required the
system developer to design the system based on the Figure 4.2 below present how information about a
information gathered and represented in the database. quarter is captured and displayed. The system
administrator keys in the quarters details and it is
4.2.1 System flow chart stored in online database. From time to time, the senior
The graphical representation of the movement staff needs update on new development in regards to
of information in and out of the system is what we the management of housing, figure 4.3 presents how
refer to as System Flow chart. That is how information news is captured and displayed for the new system,
is captured for the system and displayed for the users. figure 4.4 present how information is captured from
Also how information is captured from the users. The users through the complaint page while figure 4.5
users in this case are the senior staff of the University shows how sent messages from the users are processed
of Ibadan. and replied. The administrative section of the new
The tools used in describing the new system are system gives room for effective management of
specified below: housing details, applicants. Figure 4.6 shows the
profile record of the administrative staff.
Symbols Representations/Denotations

1.
Manual operation or processing

2.
Process

3.
Paper document

4.
Input/output

5.
Visual display unit

6.
Magnetic disk

7.
Decision

Acceptable Store detail

Key in quarters
quarters Quarter’s details
details
details

Quarters
Omosebi P. A., (2016): Web Based Housing Management System. Proceedings of First International Conference on
Advanced Trends in ICT and Management (ICAITM) ISSN: 2467 – 8902 Issue 1, April - 2016

Fig 4.2 System flow chart for quarters listing

Acceptable Store News

housing
Key in news details
Accepted News

Sort Display
new news
s

Fig 4.3 System Flow chart for news display

Display Key in contact details Process and send Online

contact us and request/message message Storage
page

Fig 4.4 System flow chart for contacting the administrator

Display Display
Accepted
message login Key in username username/pa
Y inbox page
page and password ssword

N
View
requests/messages
Key in username
and password

Send Reply messages Sort

messages message
s
Fig 4.5 System flow chart for replying users
 Omosebi P. A., (2016): Web Based Housing Management System. Proceedings of First International Conference on
Advanced Trends in ICT and Management (ICAITM) ISSN: 2467 – 8902 Issue 1, April - 2016

View
Input Validate Profile
Bio Data Details
Details Input Storage
Form

Fig 4.6 System flow chart for Administrative Staff Profile Records

View
Subscription
Subscription Input Details Validate Input
Processing
Details Subscription
Details

Fig 4.7 System flow chart for Newsletter Subscription

4.3 Program flow chart for the system for Subscription

database administrator 4.4 Pseudocodes records
The representation of a program in an
English-like form is referred to as pseudocode. It is
Start used to represent the precise logic of procedure by
writing it out using control structures such as sequence,
iteration and selection (using the ‘if’ ‘then’ ‘else’).
Pseudocode can easily be understood by users, and can
be easily translated to programming languages.
Input
password
i. User Admin login code
Start
Program log in
N Display login form menu
Validates
password Enter username
Enter password
Y If Username is null and password is null then
Display error message
Display
database
Else
content If Username is not null and password is null
then
Display error message
Modify Else
details If Username is correct and Password is correct
then
Display the full pages on the portal
Stop
N
Validate modification ii.User Registration
Start
Y Program – Insert- Record
Click on Register as a new user
data Fill the registration form
Post to database If the password 1 equals password 2
base
Then accept as a new user
Else
Log out Display error message
Stop

Return to main
menu
 Omosebi P. A., (2016): Web Based Housing Management System. Proceedings of First International Conference on
Advanced Trends in ICT and Management (ICAITM) ISSN: 2467 – 8902 Issue 1, April - 2016

http://www.is2.lse.ac.uk/asp/aspecis/2003000
V. 8.pdf Accessed January 2012.
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management, web portal, web development, web (Internet):
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Barry, C. and Brown J. (2003). Finding a Home for
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