Ministry of Lands KENYA S EXPERIENCE TOWARDS THE ESTABLISHMENT

Ministry of Lands KENYA’S EXPERIENCE TOWARDS THE ESTABLISHMENT OF LAND INFORMATION MANAGEMENT SYSTEM AUTOMATION OF KENYA’S LAND RECORDS By Cesare N. Mbaria Automation of Ministry’s Land Records 16/03/2018 07: 37 1

PRESENTATION CONTENTS Ministry of Lands q THE MINISTRY’S PROBLEM q CURRENT COMPUTERIZATION INITIATIVES q THE PROPOSED SOLUTION: q THE CHALLENGES A Paradigm Shift: “From Manual Land Records To Automated Land Records” Automation of Ministry’s Land Records 16/03/2018 07: 37 2

THE MINISTRY’S PROBLEM Ministry of Lands Strategic Challenge Area: “Automation of All Ministry’s Land Records” The Policy By Our CEO, the PS Lands l 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_Land. Records The Objective l l 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 l l l 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? ” Automation of Ministry’s Land Records 16/03/2018 07: 37 3

Land Registration Maps and Land Ownership Records Ministry of Lands l 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 Land Surveying & Mapping Land Use Physical Planning e_ Land Ownership Records / Ownership Attributes Lands (Admin, Valuation & Registration) Automation of Ministry’s Land Records Land Adjudication & Settlement (Land Rights) 16/03/2018 07: 37 4

Current Computerization Initiatives: Ministry of Lands Ø Ø Ø Ø 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 Automation of Ministry’s Land Records 16/03/2018 07: 37 5

Initiatives on Automation of Land Records Ministry of Lands q 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 l l 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. Automation of Ministry’s Land Records 16/03/2018 07: 37 6

Automation Initiatives …. Ministry of Lands q Strategic Challenge Area 2: Creation of a Property 2: Database System e. g. Creating A Land/Property Value Database System Data Base at the Valuation Division of the Department Of Lands l l 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. Automation of Ministry’s Land Records 16/03/2018 07: 37 7

PV_DB Key in the required Property Details in the spaces provided as shown. 2 3 Once PV_DB has been opened, then Select Valuation Info Form Option. 1 To Search for Details of a Particular Property: Key in the Property Identifier e. g. NBI/BLK 91/9. Then the required attribute values for this property appears as in Diagram No. 2 above

Automation Initiatives …. Ministry of Lands q Strategic Challenge Area 3: Creation of a Document 3: Management System (DMS) for All Approved Physical Development Plans in the Country l l l 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 Automation of Ministry’s Land Records 16/03/2018 07: 37 9

DMS_PDP Diagram Showing a Scanned Physical Development Plan

Automation Initiatives …. q Strategic Challenge Area 4: Creation of a Document 4: Management System (DMS) for All Authenticated Cadastral Survey Plans in the Country l l l 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

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

Automation Initiatives …. Ministry of Lands q Strategic Challenge Area 5: File Tracking System for 5: All Settlement Plot Files at the Ministry Headquarters. q Reduce time taken to retrieve settlement plot files for action q Efficient location of settlement files q Timeliness in all settlement transactions q Reduced cases of missing files Automation of Ministry’s Land Records 16/03/2018 07: 37 13

File Tracking System Diagram Showing File Tracking System for Settlement Plot Files (FTS_SPF), Dept. of Lands Adj. & Settlement, HQs. 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 1 clicking on the respective buttons.

Other on going Automation Initiatives l 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. l 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.

Other on going Automation Initiatives l 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 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. l 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 Initiatives l 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) l 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.

Ministry of Lands q q q q 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 Rapid Results Initiative (RRI) : Automation of Ministry’s Land Records 16/03/2018 07: 37 18

Proposed Solution: Draft NLIMS Version 1. 0 Project Proposals Ministry of Lands Automation of Ministry’s Land Records 16/03/2018 07: 37 19

DRAFT Ver 1 NLIMS: Report Organisation Ministry of Lands Automation of Ministry’s Land Records 16/03/2018 07: 37 20

Ministry of Lands Integration of Land Registration Maps with Land Ownership Records From Co. L & DLAS From Do. S & DPP GIS-based NLIMS Automation of Ministry’s Land Records 16/03/2018 07: 37 21

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 reorganisation of the affected offices including knocking down some walls and modernising service counters similar to those at KRA offices. Automation of Ministry’s Land Records 16/03/2018 07: 37 22

Safeguard the Paper Records Ministry of Lands l l l l 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. Automation of Ministry’s Land Records 16/03/2018 07: 37 23

Scale – up the Quick Wins Ministry of Lands l l l l 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 Automation of Ministry’s Land Records 16/03/2018 07: 37 24

Technical Consultancy Ministry of Lands l l l 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. Automation of Ministry’s Land Records 16/03/2018 07: 37 25

Proposed Solution: LRTU_LIMS Inception Report Ministry of Lands Inception Report: Harmonization of the Work Plans Automation of Ministry’s Land Records 16/03/2018 07: 37 26

Ministry of Lands The End 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 Automation of Ministry’s Land Records 16/03/2018 07: 37 27