2 Project activities.......................................................................................................... 3 2.1 General................................................................................................................ 3 2.2 Study tour to Lithuania ....................................................................................... 3
2.2.1 General........................................................................................................ 3 2.3 Strategy – working groups.................................................................................. 6
2.3.1 Generall....................................................................................................... 6 2.3.2 Working groups .......................................................................................... 6
2.4 Seminar for training trainers ............................................................................... 8 2.5 User seminar – draft of the Real Estate Cadastre law......................................... 8 2.6 Study tour to Serbia – new geodetic system ..................................................... 10
2.6.1 Objectives ................................................................................................. 10 3 IT strategy ................................................................................................................. 11 4 Campaign – The Cadastre, a service for the citizens................................................ 11
5 St Committee in April ............................................................................................... 14 6 Monitoring – Sida ..................................................................................................... 14 7 Reflections about the projects so far......................................................................... 14 8 Coming activities ...................................................................................................... 15 9 Appendix................................................................................................................... 15
Progress Report April-May 2007 3
1 Project Administration
1.1 Temporary administrator A new project administrator has been temporary employed, Elina Menskova, until the end of July 31. Ana Joveva and Martina Hrstevska have been employed for another three months period till the end of July.
1.2 Auditing the project According to the agreement the government of Sweden and the government of the Republic of Macedonia, SAGE is supposed to audit the Sida project – Cadastre project about Capacity Building. Sida propose that the audit will be carried out during the second quarter in the year of 2007. The audit report shall be submitted to SAGW that should prepare a management response to the audit report. Sida would like to receive the audit report and SAGWs management response not later that September 1, 2007.
2 Project activities
2.1 General A workplan was approved for the period April-June at a Steering Committee April 11. During April-May 2007 following activities were carried out.
2.2 Study tour to Lithuania
2.2.1 General April 2-5, 2007, a study tour to Lithuania was carried out with participants from SAGW, project team and PMU. The aim of the tour was to get a picture about the Cadastre System in Lithuania. The visit was extremely well organized with unselfish hospitality and desire of introducing the Macedonian delegation with the system of the Central Registry in Lithuania. The delegation got information about the way it started functioning and the way it is functioning today, which enabled the delegation to create a comparison between the way SAGW is operating today and what it should aim for in future, in order to be able to realize its goal quickly, which is a secure and efficient real estate market. What should not be disregarded is the fact that Lithuania and Macedonia has completely different systems that function in countries with different cultural and historical traditions, however the objective of both systems, especially in the field of registration of real estate rights, is the same, and it is a unique system of geospatial real estate data and registered real estate rights. The Macedonian delegation consists of people with different background and below there is a short description about what they found out from the visit. Legislation To summarize suggestions from our host SAGW should take into consideration in the
Progress Report April-May 2007 4
preparation of the new law of real estate cadastre the following:
1. SAGW should start the transformation from a state body (administrative organization) into an individual legal entity established by the state with a law, and this legal entity should be controlled by the state through membership in the Steering Committee, and these would be representatives from relevant ministries and state institutions (joint membership entity, and this legal entity would have a Director General as an individual management entity
2. SAGW transformed as an individual legal entity owned by the state, should be exempt from the
Law on Central Registry, i.e. the real estate cadastre should stop being one of the registries within the Central Registry, and SAGW should have monopoly over the real estate data it creates and maintains. At the same time, the new law should create a legal assumption that SAGW apart from having the establishment and maintenance of the real estate cadastre as a basic function, it should also have the jurisdiction of keeping the registries that refer to matters that are connected to real estate data, and from these registries, SAGW could, as a self-funded institution, make profit
The Macedonian delegation together with the staff on the
Central Registry in Lithuania
3. In order to realize its objectives, SAGW should immediately start with exploring the market of real estate and mortgages.
Surveying
1. The efficiency in the work, besides the organizational set up, is mostly due to the complete
computerization of the system and the large investment in software solutions, hardware and their maintenance in the function of speeding up the work procedures.
2. In the context of computerization, the solving of cases in the order of receiving clients and public announcement on a screen set up in the waiting area displaying the window on which the client needs to go, I believe could be implemented in our cadastre offices, i.e. in all of the regional departments.
3. The idea of continuous education of each employee that is based on compulsory training implemented twice a year for the employees is also something that should be considered. This
Progress Report April-May 2007 5
provides an opportunity for each of the employees to keep up with the novelties that are going on in their organization, above all in the field in which they work, like for example the amendments to the legal regulations, the implementation of new software etc.
4. New Information Technology should immediately be introduced, and this will enable on line
browsing through the database of SAGW, regardless of the fact that there still isn’t a real estate cadastre fully established on the territory of the Republic of Macedonia. In this way, the service/data that SAGW provides would be accessible on line (e-service)
5. The introduction of the principle of full cost recovery of SAGW from the fees for provided
services and data, and creating the legal assumption for all users without exceptions to be obligated to pay the fees (here are the bodies of state administration).
6. Reducing the number of procedures which are needed for transferring the title of real estate rights, reducing the time it takes for implementing these procedures and at the same time reducing expenses, and all of this would lead to facilitating the procedure for acquiring rights over real estate and registering these rights in the REC
7. Updating the database of the established database with new and more accurate data for real estate
through a procedure that would be regulated by provisions in the law, in order to meet the needs of the real estate market for more recent and accurate real estate data. At the same time this would be a source of income for SAGW.
Some remarks from the lectures: It was impressive how dedicated all of the employees were, including the management. It is a completely independent instition, client oriented, completely modernized and equiped, the Central Registries of Lithuania is an example of a modern registry agency, like the State Authority form Geodetic Works should be after the implemented reforms. It is an independent agency that for ten years now is not under the influence of political changes, especially its management, it functions on its independent budget, a constant team of employees, a developed feel of team work, where everyone knows their rights and obligations, an institution in which the procedures, i.e. the laws are equal for all.
- CR is a self funding agency - There is a great difference between the highest and the lowest salary - Around 60% of the income is from the registration, 16% from the surveying
measuring, and 24% from other registries - In the Government there is a department that is directly under the control of the
Prime Minister and it controls and monitors all of the registries in Lithuania - Certificates were handed out by the General Manager Kestutis Sabaliauskas for
the participation in the course of Real Estate Management in Lithuania.
To Summarize: In general An impressive and usefull visit to one of the most famous registries in Europe, the Central Registries of Lithuania, from which one should learn how: - to be independent in your work; - to motivate and upgrade the employees;
Progress Report April-May 2007 6
- to be client oriented in your work; - the institutions to cooperate; - to create, maintain and upgrade the database that brings profit; About the team: The team that wins – should not be changed. The strength of the institution is above all team work, and good, competent and constant team. As the GM said: Number one to get a well functioning Cadastre system is the staff. Without well educated and well engaged staff suporting by good leadership you will get no Cadastre at all.
The general Manager Kestutis Sabaliauskas wish the Macedonian delegation good luck in their future work in creating a well functioning Cadastre system
2.3 Strategy – working groups
2.3.1 Generall Three working groups has eralier been established regarding creating a strategy for SAGW in several fields like Humamn Resource, IT and Finance/Market. The works started up April 17-18 with a workshop. Four international consultants, Jan Schroder, Jorgen Hartnor, Stig Orelius and Andrej Kwitovski was responsible for the workshop.
2.3.2 Working groups One referens grup for Strategy/business was establish during the workshop, HR, IT and Finance/Market. For the IT part, the work with a strategy started already in March 2007. The work should be done in the folloewing steps: Step 1: Identification of the overall vision and objectives (from the GoM) Step 2: Surrounding business environment • Identification of stakeholders • Analysis of important trends and their impacts on the SAGW business • SAGW current position in the society and on the market
Progress Report April-May 2007 7
Step 3: Identification of the end user/client/customer and description of his/her situation, needs and demands - today and within the foreseeable future. Step 4: Description of SAGW current products and services. Step 5: Comparison between existing products and services and the current and future needs of the clients (resulting in a development plan at a later step). Step 6: Analysis of stakeholders and their situation, needs and demands - today and within the foreseeable future Step 7: SWOT analysis (Strengths, Weaknesses, Opportunities and Threats) Step 8: Formulation of business idea, vision Step 9: Elaboration of strategies on how to reach the vision Step 10: Determination of long and – derived – short term objectives Step 11: Identification of necessary activities with deadlines and responsible officers Step 12: Organisation (staffing, IT and other resources needed to achieve objectives) Step 13: Reporting routines
The international consultants in
Strategy/business - Jorgen Hartnor and Jan Schroder
The international Humamn Resourche expert Stig Orelius togother with Lidija Krstevska an
Vadko Ilievski
A timetable was approved by GM as well as with all participants as followed:
• Ready by May 7: step 1 & 2 Compilation, elaboration and documentation • Ready by May 18: step 3 - 6 Compilation, elaboration and documentation • Workshop June 19 - 20: step 7, 8 and 9 + Kick-off for functional working
groups on steps 10 & 11 • Workshops Functional groups end June beg July, Unit managers meting • Steps 10 & 11 ready by August 17. • Workshop August 21 – 22 on steps 10 – 11 + step 12 (and possibly re-iteration) • Unit managers meting end August
May 7-9 and May 17-23 the works in the groups was supported by the consultants. June 14 and June 18 the work will continue with support from the consultants and in June 19-20 there will be a workshop.
Progress Report April-May 2007 8
2.4 Seminar for training trainers May 8-9 a seminar in training trainers was carried out by the Swedish consultant Leif Höglund . Totally 16 participants from SAGW and several of them from the region offices. The purpose with the seminar – workshop – was to train staff in their new roll as a trainer in the future. The seminar put stress on such things as to higher the level of self confidence, how to interest the audience on the subject., training in performance, how to breath when you talk, textbooks and other important documents, about preparation, and all other thing that has to do with good pedagogy.
Some of the participants in the seminar together with the international consultant Mr Leif Hoglund
2.5 User seminar – draft of the Real Estate Cadastr e law The project organize with SAGW a stakeholder seminar regarding the new law on the Real Estate of Cadastre. The seminar took place at Holliday Inn Hotel in Skopje May 10. GM open the seminar with a short background about the new law. The lawyer Tanja Vasic gave a presentation about how the law is constructed and about the contents. The international lawyer specialist Lennart Frej talked about tings in the new law that should be more discussed as:
• To bring all articles concerning the establishment of the cadastre under a separate chapter or in a separate law
Progress Report April-May 2007 9
• The level of technical detail in articles that concern geodetic issues
• What provisions in the law are better handled in authority directives or even in manuals/guidelines;
• Is this law the place to deal with issues concerning topographic mapping
• Are the specific provision for illegal buildings/constructions relevant in the cadastral context
• Dissemination of register contents
• Will the cadastral survey provisions serve as a tool for implementing urban and rural development policies
• Are there adequate provisions concerning registration i.e. registration procedure, applications, registration journal, decisions to be made, detailed register contents, archiving of documents etc.
• Has the meaning and purpose of the adjudication process been adequately stated
• Has exchange of data between agencies been catered to; what information to exchange, who shall provide it etc.
• Is there a definition of “original document” in a computerized environment
Five TV stations paid attention to the seminar as well as
several radio stations.
Progress Report April-May 2007 10
Tatjana Vasic give information about the new law
on Real Estate Cadastre
About 40 participants participated and most of were
stakeholders – notaries, bankers, brookers i.e
2.6 Study tour to Serbia – new geodetic system On the 10th and 11th of May 2007 participants from regional state authorities for geodetic works (Serbia, Slovenia, Bosnia and Herzegovina, Croatia and Macedonia) and participants from the International (Sida and GTZ) project, in Belgrade met for exchange of information, knowledge and experience trough presentations, dialogue and communication.
2.6.1 Objectives The main objective of the event was to present to visitors and participants Introduction of the new Geodetic Referent System in Serbia and implementation in cadastral, also the benefits of using AGROS system (Serbian Global Navigation Satellite System network). Organizer of the event was Republic geodetic Authority of the Serbia and Faculty of the civil work in Belgrade – Cathedra for Geodesy and Geo-Informatics. The event took place at the SAVA CENTER Congress center supported by Sida, World Bank, GTZ and private companies.
Mile Varoshlieski, surveyor, having a lecture at the seminar in Belgrad
Progress Report April-May 2007 11
This event was opportunity to continue with the initiative “Regional Workshop of Satellite Reference System for Cadastral Surveying” that took place on 5th and 6th February 2007 in Belgrade, Serbia. The purpose of this workshop was to exchange information and experience about the establishment, management and marketing of Global Navigation Satellite Systems (GNSS) for cadastral surveying in the countries as well as to promote and to improve - where ever possible - coordination and cooperation between the responsible institutions and their experts particularly in view of cross-border cooperation.
3 IT strategy A new IT strategy has been approved by SAGW during this period, see appendix. This document is a result of an big effort of SAGW and Sida Project IT teams. It proposes an IT strategy for the State Authority for Geodetic Works in Macedonia for the period 2007-2010. The objective of this strategy is to improve the efficiency and effectiveness of SAGW IT systems, assess the current IT infrastructure and data and propose future IT projects to support the strategic goals of SAGW. This strategy must be aligned with the business strategy of the organization. In lack of existing business strategy of SAGW, the authors of this document strongly rely on previous strategic documents developed and accepted by SAGW as well as previously developed IT strategies from foreign consultants. The Future ICT Strategies based on results of SWOT analysis are:
• Develop ICT strategy in alignment of SAWG business strategy. • Aggressive marketing SAWG services and importance • Use Internet for data dissemination end delivery of e-services to the Customers • Standardize ICT processes and ICT services. • Adopt to customer orientation/marketing. • Increasing of percentage of digital data and provide it to the market. • Upgrade knowledge and skills of staff with advanced GIS and ICT trainings. • Use technology and standards for creation of efficient integrated system.
The ICT Vision is: Geodetic, Cartographic, Real Estate Cadastre and Registration System that provides the legal security of the ownership, covers the whole country, is able to deliver to the users the requested and easy accessible data, in a short time (nearly in the real-time), at the socially acceptable price level.
4 Campaign – The Cadastre, a service for the citize ns
4.1 General In order to meet the needs of the citizens, the State Authority for Geodetic Works (SAGW) has started a campaign called ‘The Cadastre, a service for the citizens’. Within this campaign there are open tribunes and meetings with the citizens in several cities
Progress Report April-May 2007 12
throughout the Republic of Macedonia. The project is strongly supporting this kind of activities. The purpose of these tribunes is to promote SAGW (Cadastre) as a transparent institution that is open for communication for all issues connected to its work and its significance for the development of the society and the economy, to present to the citizens the jurisdiction of the cadastre and the ways for them to get their rights in the field of real estate rights registration, to promote the reforms in the cadastre and to look for direct support for the successful realization through building a partnership cooperation with the citizens users of the services, especially in the part of fighting corruption and increasing work efficiency. Among the rest, this campaign as an image campaign of SAGW has a purpose of informing the citizens about the reforms in the Cadastre that are ongoing, and assist in the realization of these reforms. Inre, Action (AIDA)
4.2 Awareness, interest, desire, action This campaign has to raise public awareness and creating interest about:
• The importance of the cadastral system for the society • The importance of the cadastral system for the individual • Rights and obligations of the owners of real estate • Rights and obligations of the owners of real estate and the characteristics of the role of the
State Authority for Geodetic Works • Informing the citizens about their rights and obligations • Informing the citizens about the work and the services of the Cadastre • Informing the citizens that they can participate on these tribunes, they can ask questions
regarding a specific problem and questions regarding problems that they have encountered in the Cadastre.
The campaign started on 25.04.2007 with a open tribune in Veles that was held in the offices in the Municipality Building. The campaign will continue in the cities of Bitola, Stip, Tetovo, Ohrid, Gostivar, Berovo, Resen, Negotino, Kumanovo etc. In Tetovo among other place a lot of citizens showed up and talked about their problems with the current cadastre, They also get a lot of information about the new Cadastre law
Local TV- Ljupco Georgievski make an
interview
Many citizens took the opportunity to
get information about the new Cadastre
Citizens with problems about
their real estates get an individual service after the
meetings
Progress Report April-May 2007 13
and about the work to create a new electronic Real state Cadastre. The local TV paid attention to the event as well as many citizens.
Ake Sahlin, monitoring consultant from Sida, Ljupco Georgievski GM,
Bashkim Kjamili, Head of the Cadastre office in Tetovo and Ake Uthas, Project Manager, Sida project visiting the campaign in Tetovo
The newspapers have also paid a lot of attention campaign, se bellow.
Progress Report April-May 2007 14
5 St Committee in April April 11 a St Committee meeting was held to make decisions about further steps in the project, see a comprehensive minutes from the meeting. The meeting decided to approve a working plan for another three months, to extend the work plan with a gender part, to approve a draft to training program. It was also decided that the budget should be revised according to the approved work plan and should be approved by GM and Sida in Stockholm.
6 Monitoring – Sida The progress of the project has been evaluated by Sida through the monitoring specialist Mr Åke Sahlin. The evaluation was made May 14-18 and continued May 24-26. The purpose with the mission was to follow up on the implementation and improvements in the project in accordance with the recommendations of the Monitoring report 3 dated November 2006 as well as the activities implemented and undertaken in accordance to the Management response to this report. Continued attention was given to the improvements in the co-ordination of activities among the Sida-financed project and the overall World bank-financed project. Continued advice to Sida in follow up of the project and advice to project partners in order to reach project objectives, should be provided. The monitoring was done against the project descriptions, including the inception report, the recommendations of the second and third project monitoring report, Management responses, Minutes from the meeting July 2006 in the Swedish Embassy, Training program for the period from June to September 2006, Manual-protocol for communication prepared by State Authority for geodetic works and quarterly Budget and Work plans for the project January – March 2007 and April-June 2007. Staff at SAGW, General Manager for SAGW as well as staff from the Sida and World bank financed projects as well to the Manager of the World bank delegation in Macedonia were interviewed by Mr Sahlin about above mention issued. A report is expected to be delivered in June 2007.
7 Reflections about the projects so far The project has start up with new leadership since February 1 2007. The project activities has changed a lot. The local training program was however successful during 2006 but the use of international consultants was poor as well as the planned number of study tours. The project is at the moment strongly focused to IT issues as well as to inform the stakeholder about the new Real Estate Cadastre and also to deliver relevant training to the staff as SAGW and PMU in different fields regarding Real Estate Cadastre. A big and important step for a new start for the project was a “Project Management Workshop” in
Progress Report April-May 2007 15
Ochrid carried out in March 2007. A detailed training program with a time table is soon thoroughly worked out in collaboration with the client and PMU. The budget for the project does not follow the timetable which depends on the lack of activities and of the turbulence in the project at the end of 2006. About 3-4 months in the project got lost in some way. The project manager of the Sida project has discussed with GM for SAGW and Sida to prolong the project for 3-4 months within the same budget. Otherwise it will not be very likely to fulfill all commitments in the work plan. The working climate seems to bee good. The activities are now strongly coordinated between the project team and SAGW.
8 Coming activities For June 2007, following activities are planned:
1. Study trip for the IT group to Vilnius, June 4-8, about studying the Real Estate Cadastre digital system
2. Seminar for the Heads of branch offices of SAGW, about 30 participants, at Holiday Inn (information about activities at SAGW, about the Sida project, about the training program provided by the Sida project, about the PMU project, about the new law of Real Estate Cadastre i.e)
3. Work in the strategy group as well as in the Human Resource Development (HRD) group continues with the assistance of the international consultants Stig Orelius and Jorgen Hartnor
4. Workshop in Strategy/HRD June 19-20 with the above mention consultants 5. St Committee meeting in June 27 6. Gender seminar June 28-29 in Skopje – Bernstrom and Jalakas international
consultants
9 Appendix Following report belong to this progress reports:
• Legislation report March - Lennart Frej • Legislation report May – Lennart Frej • IT strategy • Presentation techniques – Leif Höglund • Report from participants from study tours to Lithuania • Minutes from St Committee April 2007 • Report from the adviser Tomaz Petek • Report from a Geodetic conference in Belgrade
