Document Management & Transaction Records Submission for Estate Agents
Helps estate agents and real estate salespersons to manage property transaction-related documents and submit transaction records to the Council for Estate Agencies (CEA) efficiently.
Instructions
This page helps you prepare "Solution Requirements" section in Vendor Management Portal and you will see the exact questions and flow.
🔴 Mandatory questions: Must answer "Yes" to continue
🟡 Preferred questions: Can answer either way and continue
Follow the question flow as indicated
Q1 🔴 Mandatory - Cloud and Multi-Device Accessibility
Main Question: Does your solution allow for cloud-based, mobile-based, and/or web-based usage?
🔴 Answer: ○ Yes [Next: Q2] ○ No [⚠️ Cannot Proceed]
Q2 🔴 Mandatory - Document Management
Main Question: Does your solution support the central storage and retention of the property transaction-related documents listed in Para 7(1) of the Code of Practice for Estate Agents under the Second Schedule of the Estate Agents (Estate Agency Work) Regulations 2010 (COPEA) in digital format?
🔴 Answer: ○ Yes [Next: Q3] ○ No [⚠️ Cannot Proceed]
Q3 🔴 Mandatory - Document Retention
Main Question: Does your solution support the retention of the property transaction-related documents in electronic format for at least five years, in accordance with Para 7(1) of the COPEA?
🔴 Answer: ○ Yes [Next: Q4] ○ No [⚠️ Cannot Proceed]
Q4 🟡 Preferred - Digital Filing of Contracts
Main Question: Does your solution support estate agents and salespersons in digitally filling out the following contract templates published at the webpage <www.cea.gov.sg/professionals/agreements_and_checklists>: (a) the eight prescribed Estate Agency Agreements (also set out in the Third Schedule of the Estate Agents (Estate Agency Work) Regulations 2010), (b) the Tenancy Agreement (for HDB flat rental transactions), (c) the Tenancy Agreement (for private residential property transactions), (d) the Option to Purchase (for private residential property transactions), and (e) the Agreement for the Sale and Purchase of Private Residential Property (for private residential property transactions)?
🟡 Answer: ○ Yes [Next: Q5] ○ No [Next: Q5]
Q5 🟡 Preferred - Digital Filing of Purchase Documents
Main Question: Does your solution support estate agents in digitally filling out the Option to Purchase and Sale and Purchase Agreement in the sale of units in uncompleted private residential properties, as prescribed under the Housing Developer Rules (Rev Ed 2008)?
🟡 Answer: ○ Yes [Next: Q6] ○ No [Next: Q6]
Q6 🟡 Preferred - Fields Auto-Population
Main Question: Does your solution support the auto-population of fields in the property transaction-related documents (e.g. using data from MyInfo, or porting over from other documents/CRM systems)?
🟡 Answer: ○ Yes [Next: Q7] ○ No [Next: Q7]
Q7 🟡 Preferred - Electronic Signing
Main Question: Does your solution support the electronic signing of the eight prescribed Estate Agency Agreements?
🟡 Answer: ○ Yes [Next: Q8] ○ No [Next: Q8]
Q8 🟡 Preferred - Commission Receipt and Payouts Management
Main Question: Does your solution manage commission receipts and payouts?
🟡 Answer: ○ Yes [Next: Q9] ○ No [Next: Q9]
Q9 🟡 Preferred - Client Consent Tracking
Main Question: Does your solution track whether the estate agent or salesperson had obtained the vendor client's written consent for them to advertise the property before the advertisement is posted?
🟡 Answer: ○ Yes [Next: Q10] ○ No [Next: Q10]
Q10 🟡 Preferred - Regulatory Compliance Monitoring
Main Question: Does your solution monitor ongoing changes to regulatory requirements, and address those changes?
🟡 Answer: ○ Yes [Next: Q11] ○ No [Next: Q11]
Q11 🔴 Mandatory - Transaction Records Submission
Main Question: Does your solution support estate agents in digitally submitting their salespersons' property transactions, completed by clients of the estate agent, to CEA in accordance with CEA's requirements (e.g. monthly submission using CEA's template, covering residential property transactions)?
🔴 Answer: ○ Yes [Next: Q12] ○ No [⚠️ Cannot Proceed]
Q12 🔴 Mandatory - Dashboards and Reports
Main Question: Can your solution provide dashboards and reporting capabilities to track key metrics, user interactions, operational performance, or other relevant data insights across your digital solution?
Technical Requirements: Your digital solution should have one or more dashboards that provide an at-a-glance overview of key metrics/indicators with at least 4 charts/graphs to help users analyse data through data visualisation.
Interactive Features Required: The dashboard must include at least one of the following interactive features: Option 1: Interactive charts/graphs that allow users to interact with one chart and apply that interaction as a filter to other charts on the dashboard, and vice versa Option 2: At least three common filters/slicers applicable to ALL charts/graphs on the same dashboard
🔴 Answer: ○ Yes [Next: Q13] ○ No [⚠️ Cannot Proceed]
Q13 🟡 Preferred - AI Features
Main Question: Does your solution incorporate AI in your core features and functions?
🟡 Answer: ○ Yes [Next: Q14] ○ No [Next: Q15]
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Q14 🔴 Mandatory Follow-up - AI Features - Elaboration
This question appears only if you answered "Yes" to Q13
Main Question: Describe your AI feature and its benefits. Examples are:
a. Generate output, identify items, or provide recommendations based on training models to improve decision-making b. Recognise text, images to shorten time taken for manual inputs of forms c. Others, please specify
Click "Yes" to confirm you have completed the instructions.
🔴 Answer: ○ Yes [Next: Q15] ○ No [⚠️ Cannot Proceed]
Text Elaboration Required: [Text Box for Description/Details]
Q15 🔴 Mandatory - Business Data Extraction
Main Question: Can your solution enable SMEs to efficiently extract business data in various discrete formats such as CSV, XLSX, XML, and TSV?
🔴 Answer: ○ Yes [Next: Q16] ○ No [⚠️ Cannot Proceed]
Q16 🟡 Preferred - Personal Data Collection
Main Question: Does your digital solution collect, use, disclose, process or dispose personal data?
🟡 Answer: ○ Yes [Next: Q17] ○ No [Next: Q19]
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Q17 🔴 Mandatory Follow-up - Personal Data Protection
This question appears only if you answered "Yes" to Q16
Main Question: Can your solution demonstrate compliance with the following Personal Data Protection requirements?
Compliance Requirements: Digital solutions that collect, use, disclose, process or dispose personal data should incorporate features that support the obligations under the Personal Data Protection Act (2020).
To comply with this requirement, you MUST complete the Personal Data Protection Requirements form at https://go.gov.sg/pdp.
🔴 Answer: ○ Yes [Next: Q18] ○ No [⚠️ Cannot Proceed]
Q18 🔴 Mandatory - Vulnerability Assessment/Penetration Testing (VA/PT)
Main Question: Has your solution undergone a comprehensive security vulnerability assessment/penetration testing (VA/PT) conducted by a qualified third-party within the last 12 months? The scope of the VA/PT must cover network security; application security; data protection measures and access control (if applicable); API security testing (if applicable); Cloud security configuration review (if applicable). Specifically, for web application security, the scope must cover minimally all OWASP Top 10 vulnerabilities.
Submission Requirements: Please submit the VA/PT report (dated maximum 1 year from the checklist submission date). The VA/PT Report must include Executive summary; Detailed findings and risk ratings; Remediation recommendations; Evidence of vulnerability fixes or mitigation plans; Testing methodology used; Scope of assessment; Assessor's qualifications and certifications.
Additional Information: If you are the reseller of the solution, please obtain the VA/PT report from your product principal. SOC 2 Type II report can be accepted if the detailed technical vulnerability assessment results are part of the SOC2 Type II scope.
Note: [1] Qualified third-party refers to: CREST-certified companies [ https://www.crest-approved.org/members/] or companies with security professional with relevant CREST certifications; Security professionals with recognised certifications such as: Offensive Security Certified Professional (OSCP); EC-Council Certified Penetration Testing Professional (CPENT); GIAC Penetration Tester (GPEN); or other equivalent industry-recognised certifications.
Click "Yes" to confirm you have completed the instructions.
🔴 Answer: ○ Yes [Next: Q19] ○ No [⚠️ Cannot Proceed]
Date of Issue Required: [Date Field]
Upload Supporting Document Required: [File Upload]
Q19 🟡 Preferred - Cybersecurity Compliance - Cyber Essentials Mark (CEM)
Main Question: Are you the Product Principal of the solution that you are submitting for pre-approval?
🟡 Answer: ○ Yes [Next: Q20] ○ No [Next: Q22]
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Q20 🟡 Preferred - CEM for Product Principal
This question appears only if you answered "Yes" to Q19
Main Question: Has your organisation achieved CSA Cyber Essentials for ICT Vendor Mark certification or equivalent recognised cybersecurity certifications (including but not limited to Cyber Trust Mark or ISO27001) that validate the implementation of appropriate security controls against common cyber threats in your organisation and the solution you are submitting for pre-approval?
Additional Information: Vendors are encouraged to comply at application and are required to meet this requirement by the Annual Review, where it will be assessed as mandatory.
Note: For more information on Cyber Essentials mark, please refer to https://www.csa.gov.sg/cyber-essentials/
🟡 Answer: ○ Yes [Next: Q21] ○ No [Assessment Finished]
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Q21 🔴 Mandatory Follow-up - CEM for Product Principal - Elaboration
This question appears only if you answered "Yes" to Q20
Main Question: Please specify the following information: i. The certificate demonstrating your organisation has attained Cyber Essentials for ICT Vendors ii. The cybersecurity certification the organisation has met iii. The scope of the certification
Please also upload a copy of the Certification and indicate the Certification Issuance Date in the date field.
Click "Yes" to confirm you have completed the instructions.
🔴 Answer: ○ Yes [Assessment Finished] ○ No [⚠️ Cannot Proceed]
Date of Issue Required: [Date Field]
Upload Supporting Document Required: [File Upload]
Text Elaboration Required: [Text Box for Description/Details]
Q22 🟡 Preferred - CEM for Resellers
This question appears only if you answered "No" to Q19
Main Question: Has your organisation achieved CSA Cyber Essentials Mark certification or equivalent recognised cybersecurity certifications (including but not limited to Cyber Trust Mark or ISO27001) that validate the implementation of appropriate security controls against common cyber threats in your organisation and the solution you are submitting for pre-approval?
Additional Information: Vendors are encouraged to comply at application and are required to meet this requirement by the Annual Review, where it will be assessed as mandatory.
Note: For more information on Cyber Essentials mark, please refer to https://www.csa.gov.sg/cyber-essentials/
🟡 Answer: ○ Yes [Next: Q23] ○ No [Assessment Finished]
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Q23 🔴 Mandatory Follow-up - CEM for Resellers - Elaboration
This question appears only if you answered "Yes" to Q22
Main Question: Please specify the following information: i. The cybersecurity certification the organisation has met ii. The scope of the certification
Please also upload a copy of the Certification and indicate the Certification Issuance Date in the date field.
Click "Yes" to confirm you have completed the instructions.
🔴 Answer: ○ Yes [Assessment Finished] ○ No [⚠️ Cannot Proceed]
Date of Issue Required: [Date Field]
Upload Supporting Document Required: [File Upload]
Text Elaboration Required: [Text Box for Description/Details]
Preparing for submission?
Your submission should contain screenshots and write-ups that clearly demonstrate compliance with each mandatory requirement sub-point. Contact us if you need help.
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