The Journey to 100% Electronic Survey and 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 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 provides authoritative search products
Survey System LINZ: examines and approves survey plans is responsible for the cadastral and geodetic survey network provides authoritative survey data
Landonline Vision Develop an integrated electronic record of cadastral survey data and interests in land Reduce numbers of offices and staff by integrating g and automating approval and record updating processes Provide remote access for land professionals to search cadastral survey records and titles register Enable remote lodgement of all: survey yplans titles transactions Enable automated processing of routine title Enable automated processing of routine title transactions
Benefits - Stages 1 and 2 Quantified benefits Unquantified Benefits internal savings $8 million pa external savings $26 million pa economic NPV (15 years) $23.1 million 200 staff released 7 office locations closed rework largely eliminated compliance costs reduced 24-hour turnaround for 70% of transactions faster response to Government initiatives 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 3 rd 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 register enabled all transactions to be processed electronically 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 database enabled remote lodgement and automated processing of approximately 60% by volume of titles transactions
Landonline Stage 3 Stage 3 (2006 2009) Business case approved by Government in February 2006 Included: enhancement of application allow 100% e- lodgement reduction from 5 to 2 processing centres and 150 staff by 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 firms Infrastructure upgrade to increase performance, stability, capacity Management of change process for staff Structured training programme for new recruits in 2 sites Strategy for Core Paper records, covering accessibility and 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 channels removed Active marketing and training programmes Focus on demonstrating customer benefits faster processing times, lower fees, less risk
Successes Immediate uptake of remote searching (e-search) Subsequent 100% lodgement of Title dealings and survey plans 12 offices and 500 processing staff reduced to 5 offices and 350 staff 2 offices and 150 staff by 2011 Fees for remote searching and e-lodgement approximately half of manual equivalents Integrated electronic database able to be used for government policy initiatives 83% of Title instruments auto registered National processing work queues and workflow management, reporting Reduced re-work Faster turnaround No paper records growth