The Journey to 100% Electronic Survey and Title Lodgement - LINZ

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


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


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