In Conversation with Charles Young Bringing Government Cadastres Online
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1 In Conversation with Charles Young Bringing Government Cadastres Online
2 Spatial Dimension Background Founded in 1999 with 4 staff Currently 50 staff (business analysts, programmers, database specialists, project managers, etc) Offices in Cape Town, Johannesburg, Vancouver, Belo Horizonte and Sydney Focus on implementing FlexiCadastre (mining cadastre system) for corporates and governments Extending FlexiCadastre online services Strategic Partnerships
3 FlexiCadastre Corporate Clients
4 FlexiCadastre Government Clients
5 FlexiCadastre Footprint Corporate and Government User Base 600+ users in 90+ locations 1 million lines of code > 8 million km 2 of land managed
6 Presentation Framework End Game Improve the quality of licensing data Improve the general availability of up-to-date licensing data Increase transparency in the licensing application process Develop tools for civil society and investors to dynamically access licensing data online Develop tools to allow for the application of licenses online Online Mining Cadastre Implementation Steps Mining cadastre systems Online license mapping portals Online license application portals
7 Online Mining Cadastre Implementation Mining Cadastre Systems
8 Mining Cadastre Systems Evolution Introduction Paper Based System Only hardcopy records available with no digital data GIS Based System Includes a mapping application (ArcGIS, MapInfo, etc) with associated database (MS Access, MS Excel, etc) Mining Cadastre System Integrates the relevant Laws and Regulatory business processes and forces data integrity Online License Mapping Portal Provides online access to a dynamic license map Online License Application Portal Allows for online transactions i.e. new applications, renewals, transfers, etc
9 Mining Cadastre Systems Current Situation Paper Based System GIS Based System Mining Cadastre System Tenement Mapping Portal Tenement Online Transactions African Cadastre Systems Please note that this graph is for illustration purposes only and has no scientific backing
10 Mining Cadastre Systems Data Access Corruption vs. Transparency Paper Based System GIS Based System Mining Cadastre System Tenement Mapping Portal Online Tenement Transactions Corruption Transparency Please note that this graph is for illustration purposes only and has no scientific backing
11 Mining Cadastre Systems Paper Based Cadastre System
12 Mining Cadastre Systems GIS Based Cadastre System ArcGIS Only records the spatial information MS Excel Only records the tabular information
13 Mining Cadastre Systems Paper / GIS System Data Integrity Drawbacks Paper and GIS based systems Not possible to handle large application volumes Isn't modeled in accordance with the Mining Law and Regulations Poor license overlap detection (topographic sheets) Poor restricted area overlap detection No data auditing Creation of disparate datasets Results in POOR DATA MANAGEMENT Results in POOR DATA QUALITY DOESN T ALLOW FOR THE PUBLISHING OF ACCURATE DATA ONLINE
14 Mining Cadastre Systems Cadastre Systems Data Integrity Benefits Mining Cadastre Systems Processes designed in accordance with the Laws and Regulations Provides tools to accurately capture cadastre data Validates license overlaps on application Reduces possible conflicts with licenses and restricted areas Notifies up and coming renewals and expiries Ensures full data auditing Results in GOOD DATA MANAGEMENT Results in GOOD DATA QUALITY ALLOWS FOR THE PUBLISHING OF ACCURATE DATA ONLINE
15 Mining Cadastre Systems Implementation - Institutional Setup
16 License status: REJECTED Unspecified License status: REJECTED Unspecified Mining Cadastre Systems Implementation - Business Process Modeling Not receivable No response or unsatisfactory Complete overlap or max area exceeded 15 days License fee: 200 Birr Unspecified Unspecified Immediately Immediately Lic overlap and max area check Immediately No overlap and not exceeding max area Immediately 15 days Within 30 days No objection Unspecified License status: ACTIVE (schedule on previous action) 7 days Partial overlap or over max area Immediately License status: APPLICATION Unspecified Immediately Immediately Immediately Immediately 15 days Unspecified No response or negative response Within 120 days Unspecified Unspecified Unspecified Unspecified Application for an Exploration license Application not received Application rejected Maximum size allowed is 2000 km 2 if in area Category 1, or 3500 km 2 if in area Category 2. Maximum total area allowed for one license holder is 5000 km 2 for all resources except construction materials, 20 km 2, Gemstones, 200 km 2 and Industrial minerals, 500 km 2 Applicant: Submit application LT: Capture application C Head of LT: Check receivability LT: Register application in Archive Spatial validation LT: Generate Flexicadastre confirmation letter and notification for national newspaper, send to applicant via archive LT: Scan and upload documents Determine area free of overlap and/or adjust size Print letter of modified area to applicant Archive: Send letter of modified area to the applicant Receive response from applicant Receivability items * Natural person Full name Nationality Place and date of birth Profession Place of recidense and address The type of mineral and geographical coordinates Any previous right held Statements: financial, technical competence and experience Work program Expenditure Shape Validation is always closed successfully. Result shape is determined by Validation Receivability items * Legal person Full name Nationality Legal form Capital Address of head office, name and address of its representative in Ethiopia Copies of memorandum and aritcles of association, latest annual report, balance sheet, profits and loss statement and auditors reports for the previous three years and a list of members name of the board of directors incl. address and nationality and any other authorised person The type of minreal and geographical coordinates Any previous right held Statements: financial, technical competence and experience Work program Expenditure Applicant: Collect notification letter from archive and publish Confirmation of application letter LT: Register publication date Public: Objection LT:Evaluate objection Application rejected LT: Print letter to request outstanding information from applicant (via archive) LT: Evaluation Technical program Environmental statement LT: Prepare license documents License documents are: License letter (agreement) Maps and coordinates Work Program Memo to minister HOD: Authorisation Application rejected LT: Capture Work Program commitments 7 copies for signature Head of MOD: Sign rejection of application LT: Notify applicant and give reasons for rejection Applicant: Pay license fee LT: Notify applicant Receive copy of signed documents from archive. Prepare license fee paper and certificate HOD: Send documents to minister/regional bureau head for signature Minister/Regional Bureau head: Sign and send back to HOD License fee is calculated based on 3 items 10 birr per page 10 birr certificate fee 200 birr per license (20 km2) Licensee: Collect license Schedule granting and close on date of Minister signs. Set license status to Active LT = Licensing Team IT= Inspection Team Annual land rate is 60 Birr per km 2. These rates may vary from region to region Copies of approved application/license to Regional Mines office, MOD, offices of Minister and state minister. Schedule submission of annual (2 nd and 3 rd ) work program 11 months and 23 month after granting Schedule Expiry 3 years after granting (date of minister signing) Schedule annual report 30 days after expiry Schedule Land Rates The Land rates are calculated differently from region to region, functionality has to accommodate several actions in the workflow, only the appropriate action (based on region) must be selected and used for scheduling the land rate.
17 Mining Cadastre Systems Implementation - Historical Data Verification
18 Mining Cadastre Systems Implementation Standard Procedures
19 Mining Cadastre Systems Implementation - Spatial Validation
20 Mining Cadastre Systems Implementation - Lifetime Obligations
21 Mining Cadastre Systems Implementation - Renewal Verification
22 Mining Cadastre Systems Implementation - Integrated GIS Map
23 Online Mining Cadastre Implementation License Mapping Portal
24 License Mapping Portal Implementation Effort Split Technology (software) 10% effort Infrastructure (hardware, bandwidth, etc) 20% effort Data (licenses) 30% effort Culture (political) 40% effort
25 License Mapping Portal Technical Architecture Service Cloud computing methodology End users access the online portal through a standard web browser Allows for the sharing of resources to achieve economies of scale Application Framework Initially developed in Esri Silverlight API but incompatible with Apple s mobile operating system (ios) Silverlight requires a plug-in download (6 megabytes) Plan to expand supported target platforms to HTML5 capable devices (ios & Android) using the Esri JavaScript API Mapping Framework Esri s ArcGIS Server Spatial Database Esri s ArcSDE
26 License Mapping Portal Data Structure Layers Licenses: Hosted in South Africa Physical map backdrop: Esri online map service Satellite imagery: Microsoft Bing maps Geology: Hosted by OneGeology Project data: Various User Experience Seamless data integration Integrated datasets presented in one interface
27 License Mapping Portal Challenges Legal Framework Solution The legal framework needs to accommodate online data sharing / online payments / online applications Solution Future World Bank regulatory framework reviews should make provision for online transactions The Zambia government is currently updating the legal framework to incorporate online transactions Tanzania is also undertaking a legal framework review
28 License Mapping Portal Challenges Dirty Data Solution Portal of limited use if the licensing data is of poor quality Solution Implement mining cadastre systems to create the basis for clean data Cadastre implementation includes an initial data verification process Ensures good data quality on an ongoing basis Not only spatial inaccuracies but attribute errors i.e. active status but expired Tanzania portal used to involve the public in data cleaning verification
29 License Mapping Portal Challenges Political Buy In Solution The most challenging aspect of implementing an online solution Solution Build on the momentum of other cadastre / online implementations Encourage policy makers, funders, civil society and investors to put pressure on government Implement a soft skills approach which includes creating a wave of change from middle to upper management Cadastre Head Director of Mines Permanent Secretary Minister of Mines Ultimately the key is to build strong relationships with governments. It could take years to push the shift from a culture of protecting license data to a culture of sharing license data. The bottom line is there are no shortcuts, it takes time and requires patience
30 License Mapping Portal Challenges Poor Server Infrastructure Solution Developing countries generally have poor infrastructure. The online systems need to guarantee 100% uptime. Solution Host the servers and online system externally Advantages of hosting externally at a Data Centre Dedicated and fast bandwidth guaranteed Scheduled data backups System uptime guaranteed Availability of generators and uninterruptible power supply (UPS) systems Provides a reliable remote access connection for support and maintenance
31 License Mapping Portal Challenges Funding Solution Governments generally don t have sufficient funds to implement online systems Solution The solution needs to be addressed internally (government) and externally (donors) Sell data online i.e. licenses GIS data (government) Provide a monthly subscription feature service for a fee (government) Follow the route of PNG by including the provision of online services in the mining cadastre RfP (donors) Need to fund online cadastre portals as the ultimate way of increasing license transparency (donors)
32 License Mapping Portal Challenges Integrate Extractive Data Not only mining data but country wide extractive data showing mining licenses as well as oil and gas blocks. This problem is pronounced in East Africa with the newly discovered oil and gas discoveries. Solution Oil and gas government institutions will require proper cadastre systems to ensure transparency and good data Initial integration can be a data extract from existing systems Tanzania will integrate oil and gas licenses in the mining portal (data export)
33 License Mapping Portal User Friendly Interface
34 License Mapping Portal Data Update Date Stamp
35 License Mapping Portal Integration with Bing Maps
36 License Mapping Portal Integration with OneGeology OneGeology geology data for Kenya
37 License Mapping Portal Integration with Militarised Mining Areas
38 License Mapping Portal Updating Routines
39 License Mapping Portal DRC Usage Statistics
40 License Mapping Portal Future Plans Spatial Features XY tool allowing for the capture of coordinates for application prescreening Overlap detection subsequent to capturing coordinates E-commerce module allowing for the purchasing / downloading of licenses data in GIS format Provision of dynamic feature services Integration with related data i.e. IPIS Research project in the DRC
41 License Mapping Portal Future Plans Non Spatial Features Inclusion of revenue reporting Include officially publicly available corporate records for download. Much of the DRC s most important corporate information is left to rot away, tied up in loose bundles at the Tribunal de Commerce in Kinshasa. Increase transparency by providing company information of directors and shareholders
42 License Mapping Portal Including License Transparency in EITI In order to be more effective, the database should have a GIS interface to plot the coordinates of the tenements.. The minimum information to be published for each license should include Applicant name Date of application Coordinates of the license Type of applied license Date of granting or refusal If refused, reasons for refusal If granted, date of expiration or first renewal deadline The above is addressed with online license portals
43 License Mapping Portal System Rollout
44 License Mapping Portal Cadastre and Portal Application Combination Desktop License Portal Analysis Online License Portal Immediate Text Message Notification Immediate Application Receipt Letter License Captured on Application Immediate License Portal Update
45 License Mapping Portal Tanzania Portal Demonstration Facts Updated daily More than 60,000 licenses displayed Inclusion of oil and gas licenses in the future Used to distribute data as well as allowing for external data verification
46 Online Mining Cadastre Implementation Online License Application Portal
47 Online Application Portal Introduction Simple to use with a user friendly interface Different user registration / access configuration Accommodate all business processes i.e. new applications, renewals, transfers, extensions, cancelations, suspensions, etc Ability to locate free areas Ability to upload required documents Ability to pay required fees Relevant cadastre system business processes (new applications, renewals, transfers, extensions, cancelations, suspensions, etc) are triggered on saving the online application Cadastre staff are notified of online transaction and process accordingly User receives / text message notification
48 Online Application Portal User Access Anonymous Users Browse maps Browse licenses Register as user Anonymous Public User Registered & Authenticated Users Apply for new licenses Pay license fees Manage account details View own licenses View available work details Submit work reports Submit licenses renewals, transfers, etc Receive reports Public Portal Registered Public Users
49 Online Application Portal System Login
50 Online Application Portal User Interface
51 Online Application Portal License Details
52 Online Application Portal Payment Process
53 Online Application Portal License Coordinate Capture Accommodate regular / irregular shapes as well as grid / non-grid based jurisdictions
54 Online Application Portal Application Capture Process Online Mining License Renewal System Triggers FlexiCadastre Workflows Online Prospecting License Application Online Application System Cadastre Officer Processes application Cadastre Officer Processes renewal
55 Online Application Portal Poor Infrastructure Solution Poor access to the internet and computers in Africa Solution Generally impacts small-scale miners Zambia will be providing an Application Reception Area at the Cadastre Office The Application Reception Area will include computer terminals with internet access
56 Online Application Portal Payments Solution Very low credit card base in Africa Solution Need to include various online payment options Credit card payments Mobile payments Debit card payments (Africard) Bank payments (setup a branch at the Cadastre Office) Ensure that local banks make use of an online payment gateway
57 Online Application Portal Rollout
58 Questions Charles Young Senior Consultant Spatial Dimension Tel: Mobile: Web:
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