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Nov 5, 2013 (4 years and 1 month ago)

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Ministry

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Automation of Ministry’s Land Records

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AUTOMATION OF KENYA’S LAND
RECORDS


By

Cesare N. Mbaria

KENYA’S EXPERIENCE TOWARDS THE
ESTABLISHMENT OF LAND
INFORMATION MANAGEMENT SYSTEM

Ministry

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Automation of Ministry’s Land Records

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THE MINISTRY’S PROBLEM





CURRENT COMPUTERIZATION INITIATIVES




THE PROPOSED SOLUTION:

A

Paradigm Shift:

From Manual Land Records To Automated Land Records




THE CHALLENGES



PRESENTATION CONTENTS

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THE MINISTRY’S PROBLEM

Strategic Challenge Area: “
Automation of All Ministry’s Land Records”



The Policy By Our CEO, the PS Lands


Initiative towards the Establishment of an Intelligent, Integrated approach to
Management of Land Records i.e. single Database of Title, Land Survey,
Planning and Adjudication Land Records for the entire country that is
accessible online.
E_LandRecords
.




The Objective


Aimed at improved access, retrieval and processing of Land Information to
improve efficiency in service delivery and making land data available for
multiple user categories e.g. conveyance, valuation, taxation and planning.


The Project will be rolled out in Phases of 100 days under RBM/RRI for
users to reap benefits as soon as practicable.





The Problem


Massive Land Records, of over 100 years ago, since 1903.


Manual Systems of handling the land data


Big Question
-

“how to better respond to the user needs?”


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Land Registration Maps and Land
Ownership Records



The Ministry of Lands has four technical Departments; two of
which deal with land registration maps (Departments of Survey
and Physical Planning) and the other two with land ownership
data (Departments of Lands and Land Adjudication & Settlement).

Ministry of
Lands

e_Land Registration Maps

/
Graphics

e_ Land Ownership Records
/
Ownership Attributes

Lands (Admin,
Valuation &
Registration)

Land Use
Physical
Planning

Land Surveying
& Mapping

Land Adjudication &
Settlement (Land
Rights)

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Current Computerization Initiatives:

Overall Selection Criteria is to have Quick
Win Goals to improve on service delivery :
-


Timeliness of Service


Tattered Records in Land Registries e.g. Ardhi House, Nairobi
& Mombasa


Documents Disappearance


File Tracking System


Reduction Of Bottlenecks/Steps in Service Delivery e.g.
Searches, titles, maps


Correct Ministry’s image


How To Avoid Porous Systems

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Initiatives on Automation of Land Records


Reconstruction of records registered under GLA
System is necessary before any automation can be
carried out.


Searches are not easily done on some GLA
volumes due to the poor state of the records.


Strategic Challenge Area 1: Reconstruction
of Land Records e.g.
Reconstruction of GLA Volumes / Records, Repairs Of
Torn Records in the Central Land Registry, Lands
Registration Division


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Automation Initiatives ….


After field inspection a valuer needs to do a market
analysis to determine market values. Searching for
data to complete valuation is a manual procedure.
The files sometimes are out

of the registry as such
delay does occur when looking for the data


A property may have been valued before. It is
important to see the previous report. This involves
manually looking for the file where the report was
filed.


Strategic Challenge Area 2:

Creation of a Property
Database System

e.g.
Creating A Land/Property Value
Data Base at the Valuation Division of the Department
Of Lands


PV_DB

To Search for Details of a Particular Property:

Key in the Property Identifier e.g. NBI/BLK91/9. Then the required
attribute values for this property appears as in Diagram No. 2 above

Once PV_DB has been opened, then

Select Valuation Info Form Option.

Key in the required Property Details in
the spaces provided as shown.

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Automation Initiatives ….


Reduce time taken for vetting and verification of
plans submitted for approval by the District Physical
Planners


Easy storage and retrieval


Secure storage and back up


Strategic Challenge Area 3:

Creation of a Document
Management System (DMS) for
All
Approved Physical
Development Plans in the Country

DMS_PDP

Diagram Showing a Scanned Physical Development Plan

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Automation Initiatives ….


Reduce time taken by Officers, Private Sector Practicing
professionals and Members of Public to access and retrieve
any Authenticated Survey Plan since 1903 from an average
of 2 days to 1 hour


Easy storage, retrieval, Secure storage and back up


A one
-
stop shop for clients to obtain a copy of a survey
plan.


No movement/misplacement of survey plans


A survey plan can be used by many officers at a time for
quality control checks



Strategic Challenge Area 4:

Creation of a Document
Management System (DMS) for
All
Authenticated
Cadastral Survey Plans in the Country

DMS_CSP

Diagram Showing image of a
scanned Cadastral Survey

Plan
that has finally been converted
to
pdf

format
and stored into
DMS_CSP

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Automation Initiatives ….


Reduce time taken to retrieve settlement plot files
for action


Efficient location of settlement files


Timeliness in all settlement transactions


Reduced cases of missing files



Strategic Challenge Area 5:

File Tracking System for
All Settlement Plot Files at the Ministry Headquarters.

File Tracking System

Diagram No. 1: File Tracking Centre
-
This is the
home page

for the File
Tracking Module from where the various sub
-
modules can be accessed by
clicking on the respective buttons.


Diagram Showing File Tracking System for Settlement Plot Files
(FTS_SPF), Dept. of Lands Adj. & Settlement, HQs.

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Other on going Automation Initiatives


Document Management System for Land Title
Documents Records (
Deed Files,
Land Rent
Cards &

Green Cards)


Contracted out


This entails scanning, indexing and archiving of
Lands Records at the Headquarters to create a
Document Management System.



Land Rent Information Database System


Being
done in
-
house


This system is used for handling payment for land
rent payers e.g. issuing demand notices to land
rent payers.



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Other on going Automation Initiatives


Settlement Fund Trustee (SFT) Billing System


Contracted out


This is a system intended to automate the billing and
accounting processes for all settlement schemes in the
country. Its objectives include:
-

Printing of settlers’ bill
statement on time; Recovery of SFT land and development
loans; Enhancement of revenue collection; Management of
settlers accounts and records; Timely production of final
accounts; Assist in management and decision making on
settlement schemes for overall efficiency in service delivery.



Land Information for Informal Settlements (LIIS)


With
SIDA Assistance



This is a GIS Based Methodology for mapping of informal
settlements. Evaluation of this project has already been
done and is now awaiting recommendations on the way
forward.


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Other on going Automation Initiatives


Production of Digital Topographical Maps


Being done
in
-
house


Digitization of existing Topographical Maps (1:50,000 and
1:250,000 scales) to create a National Digital Topographic
Data Base (NDTDB)



Establishment of Kenya National Spatial Data
Infrastructure (KNSDI)


With JICA Assistance


The primary aim of KNSDI is to have an enabling platform of
discovery and access of spatial information to facilitate data
sharing through internet. KNSDI Web Site has been
established and KNSDI Standards are being developed.
Digital Mapping (Scales 1:2,500 & 1:5,000) of Nairobi has
been finalised.

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Rapid Results Initiative (RRI) : Automation of Ministry’s Land Records

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The Challenges




Outdated Procedures and Practices


Torn and Missing Land Records


Issue of Capacity Building


However, the main challenge was shortage of
Resources both Human & Equipment


Departmental specific initiatives
-

no integration.


Working Environment


Change Management


Staff Attitude



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Proposed Solution:

Draft NLIMS Version 1.0 Project Proposals


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DRAFT Ver1 NLIMS: Report Organisation


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Integration of Land Registration Maps with
Land Ownership Records


From
CoL &

DLAS

From
DoS &
DPP


GIS
-
based
NLIMS

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Procedures & Practises
:




The Ministry was burdened by an “inherited” culture,
systems, structure, procedures and practices much of
which were badly “outdated” and irrelevant.
The
service will greatly be enhanced by reducing overal
number of steps as there is alot of duplications and
redundancy. Some procedures can be eliminated
without compromising on quality. This may require re
-
organisation of the affected offices including knocking
down some walls and modernising service counters
similar to those at KRA offices.


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Safeguard the Paper Records



Make a comprehensive inventory volumes and types of all land
records; their physical condition and their storage facilities


Verify authenticity of the land records data.


Improve the records storage facilities: space, shelving and
environment.


Manage solution for incorrect and missing records


Create a records conversion strategy.


Reconstruct records where appropriate prior to scanning and
digitising.


Improve the records storage facilities: space, shelving and
environment.


Improve security for access to the land records especially the titling
records at Department of Lands and the Land Registration Maps at
the Department of Surveys.


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Scale


up the Quick Wins



Goal 1 Finalise reconstruction and create database for
GLA Volumes.


Goal 2 Finalise PVDB and share the Valuation Database
through LAN


Goal 3 Digitize /vectorize all the Development Plans.


Goal 4 Finalise scanning of all survey plans and scale up
by digitizing of parcel boundaries

and scanning of survey
reports.


Goal 5 Replicate File Tracking System in all the other
sister Departments in the Ministry.


Enhance security/backups for the databases.


Land Rent System



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Technical Consultancy


Technical Consultancy Assistance for NLIMS:
Consultancy is
required to carry out various tasks and activities in liaison with the
LRTU_LIMS


Pilot Projects:

Identify and implement LIMS in an urban area like
part of City of Nairobi and peri
-
urban/rural area like Kiambu,
Thika, Machakos or Kajiado.


Working Environment


The state of offices and the infrastructure in place most offices
both at the headquarters and field stations is not conducive to IT
development. Ministry need to invest in
modern offices
and
furniture as a long term programme, meanwhile the existing
offices can be renovated.

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Proposed Solution:

LRTU_LIMS Inception Report


Inception Report: Harmonization of the Work Plans

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Thank You !


Cesare N. Mbaria

LRTU_LIMS TWG

Ministry Headquarters, Ardhi House

P.O. Box 30450
-
00100, GPO,

NAIROBI

Tel.:+254
-
020
-
2718050

Email:
cnmbaria@ardhi.go.ke

OR

cesarembaria@yahoo.com



The End