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The Journey to 100% Electronic Survey d Titl L d tand Title Lodgement
Land Information New Zealand
August 2009
Land Information New Zealand
• Established 1996• Titles, Survey, Geodetic, Electoral • 12 locations• 500 staff• 1 million new transactions per year
1 5 million searches per year• 1.5 million searches per year• 130 years of manual record keeping• 30 million paper records• Some computer systems
Land Title System
• LINZ – authorises and
records changes in rights to land
id– provides authoritative search productsp
Survey System
• LINZ:– examines and
approves survey plans
i ibl f th– is responsible for the cadastral and geodetic survey g ynetwork
– provides authoritative survey data
Landonline Vision
Develop an integrated electronic record of p gcadastral survey data and interests in landReduce numbers of offices and staff by integrating y g gand automating approval and record updating processesProvide remote access for land professionals to search cadastral survey records and titles registerEnable remote lodgement of all:
survey plans y ptitles transactions
Enable automated processing of routine titleEnable automated processing of routine title transactions
Benefits - Stages 1 and 2
internal savings $8 illiQuantified Quantified
benefitsbenefitsmillion paexternal savings $26 million paeconomic NPV (15 years) $23.1 million200 staff released200 staff released7 office locations closed rework largely eliminated
Unquantified Unquantified compliance costs reduced24-hour turnaround for 70% of transactions
faster response to Government initiativesBenefitsBenefits
p
easier information sharing with other agencies
benefits to TLAs and utilities, est. $11m pa
disaster copy of paper records provided
Staged Development
• Initially 2 stages approved– $141 million: - development + conversion
• 3rd stage later approved– $28 million
Landonline – Stage 1
Stage 1 (1998 -2000)
converted survey and titles paper records into digital data
national integrated survey and titles registernational integrated survey and titles register
enabled all transactions to be processed electronicallyelectronically
enabled remote searching of the record
Landonline – Stage 2
Stage 2 (2000 – 2002)
enabled remote lodgement of survey plans
enabled TAs to provide certifications and consents electronically directly into databaseelectronically directly into database
enabled remote lodgement and automated processing of approximately 60% by volume of titlesprocessing of approximately 60% by volume of titles transactions
Landonline – Stage 3
Stage 3 (2006 – 2009)
Business case approved by Government in February 2006
Included:Included:
enhancement of application – allow 100% e-lodgementlodgement
reduction from 5 to 2 processing centres and 150 staff b 2015by 2015
upgrade of infrastructure – capacity, resiliency
Challenges
• Software vendors - new ground, world first
• Conversion time and effort
• Conversion during go-live
• Time to learn new system - less productive initially
• Impact on staff - location, skills transfer
• Residual paper records
• Stakeholder concerns - lawyers and surveyors
• Low uptake - impact on business case
• System reliability - user dependency
• Funding - Treasury post INCIS
Solutions
Risk based funding model agreed with Treasury
Phased mandatory dates to achieve uptake
LINZ provided training for all surveying and conveyancing firmsconveyancing firms
Infrastructure upgrade to increase performance, stability, capacitycapacity
Management of change process for staff
Structured training programme for new recruits in 2 sites
Strategy for Core Paper records, covering accessibility gy p , g yand preservation
Stakeholder management
Learnings
Phased implementation critical
Customer support and training from LINZ needed
Uptake of electronic lodgement option (e-survey and e-dealing) would not grow unless choice of channelsdealing) would not grow unless choice of channels removed
Active marketing and training programmesActive marketing and training programmes
Focus on demonstrating customer benefits – faster i ti l f l i kprocessing times, lower fees, less risk
Successes
Immediate uptake of remote searching (e-search)Subsequent 100% lodgement of Title dealings and survey plans12 offices and 500 processing staff reduced to 5 offices and 350 staff
2 offices and 150 staff by 2011Fees for remote searching and e-lodgement approximately half of manual equivalentsFees for remote searching and e lodgement approximately half of manual equivalents Integrated electronic database able to be used for government policy initiatives83% of Title instruments auto registeredNational processing work queues and workflow management, reportingReduced re-workFaster turnaroundNo paper records growth