Housing Register and Demand Database

November 2009

Purpose of presentation

• To provide information to the workshop on the implementation of the demand database

• To report on progress achieved with the implementation of the initiative.

Content• Background• Some of the gaps identified• Processes

– To register names on the register– Process in selecting names– Accessibility and ‘interference’…– Beneficiaries should be equipped to take

possession of their new homes– System processes

Background• There are many different lists; and • they are obtained through many different structures and institutions;• People have been waiting for houses for a long time – how do you

verify this to be the truth?• None of the lists are verified for accuracy;• Municipalities do not have capacity to effectively execute this

responsibility• Buy in (community, municipality, province and national)• Urgency in uploading the information that is not yet in the National

register.• Urgency on commitment towards the success of this project• Funding at a National and Provincial level stays a challenge • Human resources must be dedicated to ensure better efficiency and

results.

• The current National Housing Programmes are directed by a set of qualification criteria and differ regarding arrangements on the interaction with beneficiaries.

• Provinces and municipalities are responsible for development and this include the administration of the beneficiaries, being:– The identification of the beneficiaries;– The screening of the beneficiaries against the qualification criteria;– The selection of options available under the various programmes;– Assistance with the completion of application forms for housing subsidies;– The submission of the application forms to the MEC for approval; – The administration of approved application forms and non- approved

applications;– The contractual arrangements regarding the sale of the property and the

transfer of ownership; and – The signing of the happy letter after completion of the house.

…detailing the existing policy

provisions and highlighting the

beneficiary identification process…

Gaps has been identified in this process…

• Identification of beneficiaries through various mechanisms (registering names on the register, and on the demand database, linked to the operational systems)

• Administration processes (verification 1st and 2nd, application processes,

• Allocation structures (selection via criteria) • Approval processes - missing beneficiaries, re-

allocation of beneficiaries -, • Ownership and assets values

Processes focusing on these gaps…

Process to register names on the register• Various lists are identified by different institutions (or

individuals, eg. councilors)– Those list can be made available to the municipality where

the information is captured into a database that sits at National Department of Human Settlements (once captured the information cannot be altered by normal users)

– This is captured into the register– Then, based on the register, people are requested to come

and complete the application form (..note - this is not yet a application for a subsidy)

– Once all information has been completed and updated on the database, then it is verified.

– Verification means that the names are cross referenced against other data bases (Persal, UIF, Population, Existing subsidy database);

– Once verified and people are uploaded to the register;– Only the verified information are uploaded to the demand

database;– From this point onwards, the verified names are available for use by

the allocation committee;– Only the information in the demand database can be used by

allocation committee for subsidy application processes;– People are then requested to apply – the applications are captured

and affidavits with salary slips and authentic signatures that binds the department to provide the person with access to shelter.

Allocation structures• The Allocation Committee

– will administer all selection and allocation process• The Municipality;• The Provincial Department of Housing;• The National Department of Housing;• The Project Manager; and• Community participation• External Auditors, where applicable.

The process of selection of names of prospective beneficiaries…

• There is a need for an allocations committee with a secretariat• Project Manager to inform the Secretariat that houses will be ready for

allocation at a given date• Request to the Manager of Database to draw a list of prospective

beneficiaries• Application of criteria as stipulated in the Guidelines• Selected names submitted• Verification processes• The Secretariat will be informed of the results of the verification

process• Secretariat of the Allocation Committee will inform the Project

Manager of the approved list of prospective beneficiaries requesting the Project Manager to gather the required subsidy application forms for submission to the Allocation Committee for verification

Accessibility and ‘interference’..• Only be officials from provinces have access to effect changes in the system (officials

from the municipalities in cases where it has been decided by the MEC).• Everyone else will have a “view-only” status. • The official allocated with authority to make changes will first have to send a request to

the database administrator at the provinces to be able to effect any changes. • The database administrator, will in-turn evaluate the request carefully and advice

accordingly.• The general public will also be able to access the data and check their particulars in the

demand database. – However it is important to note that the PAIA Act prohibit the Department from

publishing personal information. The names drawn from the Register for a specific project, to invite applications could be published. People could be given access to check their own information- that is how far we can go.

• The National Housing Demand Database will be the only source of registered housing needs.

• The database has been aligned with HSS and the other databases to effect searches to validate subsidy applications.

Beneficiaries should be equipped to take possession of their new houses.

• Beneficiaries must be able to realise the value of the asset received from Government through our capacity building programmes and intense awareness building through our communication programmes;

• Each beneficiary should receive a subsidy validation certificate (indicating the full cost benefit received through the housing subsidy, the cost of the stand, the engineering services cost, the professional services cost, the house construction cost and any additional variation costs, where applicable);

• The beneficiary must also receive, as a minimum, a course on the use and maintenance of the house;

• This would require dedicated consumer training that is more intense and more detailed than initiatives embarked upon until now.

…completing the process…

System processes• The NDHS has initiated the deployment of the of

the National Housing Needs Register through a web based application;

• The database is centralised in Pretoria;• The system has been developed based on the

User Requirement Specifications, inputs from users, management documentation & policy guidelines;

• The first phase of the implementation provides users with an enhanced system with improved user interface, capturing, viewing & reporting functionality.

• The second phase (now in process) of the system is about integrating with existing systems & provide for workflow & escalations

• The third phase of the system will provide a functionality to manage the allocation of housing opportunities based on policy guidelines and a point system to minimise the subjective-ness of allocating opportunities to beneficiaries;

• A detailed training guide has been developed for ease of use by existing & new users;

• The training guide contains information on how to register & access the system.

• We have ensure tight user access and security through • a unique Username and Password• On registration users must request permissions

to be approved by the System Administrator on a province level

• And a user’s role definition is based on the functions segregated by role – capture and edit;

• People that access the site on to view basic information do not need a username and password;

Illustrated graphically…

Provincial progress…

Progress EC

EC

Process: Progress:

- Municipalities Identified - Cacadu, Amatole, O.R. Tambo district municipalities (including their local Municipalities)

- NDHS assisted PDHS in preparing TOR for the appointment of external capacity for the collection on data

- Training sessions held for Nelson Mandela Bay, Buffalo City, Amatole, Mnquma and Amahlathi municipalities

- Workshops including other Human Settlement processes conducted

- Assist in facilitating meetings - Processes to collect data vary

between municipalities. NDHS has started developing custom import tools for each municipality to assist in the import process. Process to import current data already in progress.

- User Support currently provided.

- NDHS obtained 3 data sets from the Buffalo City Municipality. Provided feedback on quality of the data as well as gaps to BCM. Assisted BCM on quality and gaps in the data.

- NDHS started training on the National Housing Needs Register at Buffalo City and Nelson Mandela Bay municipalities.

- NDHS In process to import current data from Buffalo City and Nelson Mandela Bay municipalities.

- In process appoint external capacity to implement the Housing Demand and processes.

- Buffalo City Municipality has began data capturing on the National Housing Needs Register

Progress FS

FS

Process: Progress:

- NDHS requested a meeting to discuss the process to implement the Housing Needs Register process.

- Ngwathe Local Municipality

appointed external capacity to conduct a survey for all households within the Municipality.

• Discussion with FS on matter scheduled.

Progress GP

GP

Process: Progress:

- Housing Register and Demand Database system process developed and rolled out province-wide (own initiative).

- Data import to the National Housing Needs Register to commence after scheduled meeting.

- Awaiting confimation of meeting dates.

Progress KZN

KZN

Process: Progress:

- Developed own system and started to rollout in September 2009.

- Awaiting captured data to commence data import

Progress LP

LP

Process: Progress: - Municipalites Identified - Polokwane,

Greater Tzaneen, Ba-Phalaborwa, Greater Giyani, Elias Motsoaledi, Lephalale, Mokgalakwena, Makhadu, Thabazimbi and Greater Tubatse.

- PDHS appointed external capacity for the collection on data.

- Presentation on the functionality of the system done. Formal training dates to be confirmed.

- Assist in facilitating meetings

- NDHS has started developing custom import tools for each municipality to assist in the import process. Process to import current data already in progress.

- User Support currently provided.

- External capacity appointed for data collection and implementation.

- Data collection in the identified municipalities completed by external capacity.

- NDHS In process to import current data from identified municipalities.

Progress MP

MP

Process: Progress: - Municipalities identified - Ehlanzeni

District Municipality, Bushbuckridge Local Municipality, Mbombela Local Municipality, Nkomazi Local Municipality, Thabachweu Local Municipality and Umjindi Local Municipality.

- PDHS appointed external capacity for the collection on data.

- Workshop training scheduled.

- NDHS has developed custom data import tools for each municipality to assist in the import process. Process to import current data already in progress.

- External capacity appointed for data collection.

- Workshop/training scheduled for 09/12/2009.

- Data import in progress

Progress NC

NC

Process: Progress:

- Municipality Identified - Francis Baard District Municipality

- Workshop/ Training conducted

- Data capturing on the National Housing Needs Register in commenced

- Workshop/Training conducted

- Capturing of available completed questionnaire forms completed.

Progress NW

NW

Process: Progress:

- Municipality Identified - Francis Baard District Municipality

- Workshop/ Training conducted

- Data capturing on the National Housing Needs Register in commenced

- Workshop/Training conducted

- Capturing of available completed questionnaire forms completed.

Progress WC

WC

Process: Progress:

- All questionnaires completed for the five district Municipalities of the province. City of Capetown was also included.

- PHDS to appoint external capacity to implement Housing Demand and processes.

- Workshop/training session to be provided

- Current data to be imported.

- Process to appoint external capacity for data collection in progress.

- Worshop/training to be shceduled.- Import of current data in progress.

Operationally...

Logging on to the system

Capture Questionnaire

Select record to be viewed

View Questionnaire

Example of Reports (Questionnaires per Province, Municipality and Town)

Example of Reports(Migration)

Example of Reports(Housing Preference)

Example of Reports(Dwelling Type)

Conclusion• This process has show that there is the need for a political and

administrative commitment to serve the poor people of our Country;• To establish this initiative, there is a need for a massive investment in

respect of an information gathering process;• It is important to understand the situation in respect of numbers of

people that is really in need of assistance and what type of assistance they need;

• It is further very important to ensure that a house is built for a specific household and not a ghost – that responsibility is with the province and the municipality while the National Department can assist and facilitate with interpretation, training and monitoring;

• The matter of transparency is critical and there is a need for political direction, and for policy to guide the practice and implementation.

Thank you