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

Ministry of Lands

Automation of Ministry’s Land Records 122/04/23 22:22

AUTOMATION OF KENYA’S LAND RECORDS

By

Cesare N. MbariaCesare N. Mbaria

KENYA’S EXPERIENCE TOWARDS THE KENYA’S EXPERIENCE TOWARDS THE ESTABLISHMENT OF LAND ESTABLISHMENT OF LAND

INFORMATION MANAGEMENT SYSTEM INFORMATION MANAGEMENT SYSTEM

Ministry of Lands


THE MINISTRY’S PROBLEMTHE MINISTRY’S PROBLEM CURRENT COMPUTERIZATION INITIATIVESCURRENT COMPUTERIZATION INITIATIVES

THE PROPOSED SOLUTION: THE PROPOSED SOLUTION: A A Paradigm Shift: “From Manual Land Records To Automated Land Records”

THE CHALLENGES THE CHALLENGES

PRESENTATION CONTENTSPRESENTATION CONTENTS

Ministry of Lands


THE MINISTRY’S PROBLEMTHE MINISTRY’S PROBLEMStrategic Challenge Area: “Strategic Challenge Area: “Automation of All Ministry’s Land Records”Automation of All Ministry’s Land Records”

The Policy By Our CEO, the PS LandsThe 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_LandRecordsE_LandRecords.

The ObjectiveThe 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 ProblemThe 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?”

Ministry of Lands


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)

Ministry of Lands


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

Ministry of Lands


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

Ministry of Lands


Automation Initiatives ….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:Strategic Challenge Area 2: Creation of a Property Creation of a Property Database SystemDatabase System e.g. e.g. Creating A Land/Property Value Data Base at the Valuation Division of the Department Of Lands

PV_DBPV_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, thenSelect Valuation Info Form Option.

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

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3

2

Ministry of Lands



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:Strategic Challenge Area 3: Creation of a Document Creation of a Document Management System (DMS) for Management System (DMS) for All All Approved Physical Approved Physical Development Plans in the CountryDevelopment Plans in the Country

DMS_PDPDMS_PDP

Diagram Showing a Scanned Physical Development Plan


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:Strategic Challenge Area 4: Creation of a Document Creation of a Document Management System (DMS) for Management System (DMS) for All All Authenticated Authenticated Cadastral Survey Plans in the CountryCadastral Survey Plans in the Country

DMS_CSPDMS_CSPDiagram Showing image of a Diagram Showing image of a scanned Cadastral Surveyscanned Cadastral Survey Plan that has finally been converted to pdf format pdf format and stored into DMS_CSP

Ministry of Lands



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:Strategic Challenge Area 5: File Tracking System for File Tracking System for All Settlement Plot Files at the Ministry Headquarters.All Settlement Plot Files at the Ministry Headquarters.

File Tracking SystemFile Tracking System

Diagram No. 1: File Tracking Centre -This is the home pagehome 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 InitiativesOther on going Automation Initiatives Document Management System for Land Title

Documents Records (Deed Files, Land Rent Cards & Green Cards)– Contracted outThis 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-houseThis system is used for handling payment for land rent payers e.g. issuing demand notices to land rent payers.

Other on going Automation InitiativesOther on going Automation Initiatives Settlement Fund Trustee (SFT) Billing System –

Contracted outThis 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.

Other on going Automation InitiativesOther on going Automation Initiatives Production of Digital Topographical Maps– Being done

in-houseDigitization 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 AssistanceThe 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.

Ministry of Lands

Rapid Results Initiative (RRI) : Automation of Ministry’s Land Records 1822/04/23 22:23

The ChallengesThe 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

Ministry of Lands


Proposed Solution: Proposed Solution: Draft NLIMS Version 1.0 Project Proposals

Ministry of Lands


DRAFT Ver1 NLIMS: Report Organisation

Ministry of Lands


Integration of Land Registration Maps with Land Ownership Records

What is GIS?Definition of GIS:A modern Geographical Information System (GIS) is a computer based system that is designed to store, manipulate and display geocodedand georeferenceddata contained in a geobasedfile.(Lellisand&Keifer1999).

The terms geocode/georeferencedrefers to land based data, which is coded and recorded according to geographical location. Geo based file is a file containing spatially ordered record of land based data.

Map (Spatial)Database


Attribute DatabaseAttribute Database

Linkage with Geographical LocationLinkage with Geographical Location

Geographic Information System (GIS)Geographic Information System (Geographic Information System (GISGIS))

Parcel

What is GIS?Definition of GIS:A modern Geographical Information System (GIS) is a computer based system that is designed to store, manipulate and display geocodedand georeferenceddata contained in a geobasedfile.(Lellisand&Keifer1999).

The terms geocode/georeferencedrefers to land based data, which is coded and recorded according to geographical location. Geo based file is a file containing spatially ordered record of land based data.



Attribute DatabaseAttribute Database

Linkage with Geographical LocationLinkage with Geographical Location

Geographic Information System (GIS)Geographic Information System (Geographic Information System (GISGIS))

Parcel Land Parcel

From CoL &DLAS

From DoS & DPP

GIS-based NLIMS

Ministry of Lands


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.

Ministry of Lands


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.

Ministry of Lands


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

Ministry of Lands


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 EnvironmentThe 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.

Ministry of Lands


Proposed Solution: Proposed Solution: LRTU_LIMS Inception Report

Inception Report: Harmonization of the Work Plans

Ministry of Lands


Thank You !Cesare N. Mbaria

LRTU_LIMS TWGMinistry Headquarters, Ardhi House

P.O. Box 30450-00100, GPO, NAIROBI

Tel.:+254-020-2718050Email: [email protected] OR [email protected]

The EndThe End

mailto:[email protected]

mailto:[email protected]

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

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