In Conversation with Charles Young Bringing Government

Cadastres Online

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

FlexiCadastre Corporate Clients

FlexiCadastre Government Clients

FlexiCadastre Footprint Corporate and Government User Base

600+ users in 90+ locations1 million lines of code

> 8 million km2 of land managed

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

Online Mining Cadastre ImplementationMining Cadastre Systems

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

Mining Cadastre SystemsCurrent Situation

Please note that this graph is for illustration purposes only and has no scientific backing

Paper Based ‘System’

GIS Based ‘System’

Mining Cadastre System

Tenement Mapping Portal

Tenement Online Transactions

0

5

10

15

20

25

African Cadastre Systems

Mining Cadastre Systems Data Access Corruption vs. Transparency

Please note that this graph is for illustration purposes only and has no scientific backing

Paper Based ‘System’

GIS Based ‘System’

Mining Cadastre System

Tenement Mapping Portal

Online Tenement Transactions

0

10

20

30

40

50

60

70

80

90

100

Corruption Transparency

Mining Cadastre Systems Paper Based Cadastre ‘System’

Mining Cadastre SystemsGIS Based Cadastre ‘System’

ArcGIS – Only records the spatial information

MS Excel – Only records the tabular information

Mining Cadastre SystemsPaper / 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

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

Mining Cadastre Systems Implementation - Institutional Setup

Mining Cadastre Systems Implementation - Business Process Modeling

Application for an Exploration license

License documents are: License letter (agreement) Maps and coordinates Work Program Memo to minister

Application rejected

· Shape Validation is always closed successfully.

· Result shape is determined by Validation

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

Applicant: Submit application

LT = Licensing TeamIT= Inspection Team

Immediately

Spatial validation

Immediately

15 days

Not receivable

7 days

Partial overlap or over max area

Schedule annual report 30 days after expiry

Schedule Expiry 3 years after granting (date of

minister signing)

Complete overlap or max area exceeded

Application not received

Determine area free of overlap and/or adjust size

Immediately

No overlap and not exceeding max area

Immediately

Within 120 days

Application rejected

Public: Objection

Within 30 days

No response or unsatisfactory

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

Unspecified

HOD: Authorisation

Unspecified

Unspecified

UnspecifiedUnspecified

LT: Notify applicant

Unspecified

Applicant: Pay license fee

Unspecified

Licensee: Collect license

UnspecifiedLicense status: ACTIVE

(schedule on previous action)Schedule granting and close on

date of Minister signs. Set license status to Active

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.

Application rejectedLicense status:

REJECTED

Maximum size allowed is 2000 km2

if in area Category 1, or 3500 km2 if in area Category 2. Maximum total area allowed for one license holder is 5000 km2 for all resources except construction materials, 20 km2, Gemstones, 200 km2 and Industrial minerals, 500 km2

Annual land rate is 60 Birr per km2 .

These rates may vary from region to

region

Copies of approved application/license to Regional Mines office, MOD, offices of Minister and state minister.

7 copies for signature

License fee is calculated based on 3 items

10 birr per page10 birr certificate fee200 birr per license (20 km2)

LT: Notify applicant and give reasons for rejection

Unspecified

Head of MOD: Sign rejection of application

Unspecified

License status: REJECTED

Lic overlap and max area check

C

License fee: 200 Birr

Print letter of modified area to applicant

Immediately

Receive response from applicant

15 days

No response or negative response

LT: Generate Flexicadastre confirmation letter and notification for national

newspaper, send to applicant via archive

· Confirmation of application letter

Immediately

LT: Register application in Archive

Archive: Send letter of modified area to the

applicant

Immediately

Head of LT: Check receivability

Immediately

LT: Capture application

License status: APPLICATION

15 days

Applicant: Collect notification letter from archive and publish

LT: Register publication date

LT:Evaluate objection

No objection

LT: EvaluationTechnical program

Environmental statement

LT: Print letter to request outstanding information

from applicant (via archive)

Immediately

LT: Scan and upload documents

LT: Prepare license documents

HOD: Send documents to minister/regional bureau

head for signature

Receive copy of signed documents from archive. Prepare license fee paper

and certificate

Minister/Regional Bureau head: Sign and send back

to HOD

Schedule submission of annual (2nd and 3rd) work

program 11 months and 23 month after granting

Unspecified

LT: Capture Work Program commitments

Mining Cadastre Systems Implementation - Historical Data Verification

Mining Cadastre Systems Implementation – Standard Procedures

Mining Cadastre Systems Implementation - Spatial Validation

Mining Cadastre Systems Implementation - Lifetime Obligations

Mining Cadastre Systems Implementation - Renewal Verification

Mining Cadastre Systems Implementation - Integrated GIS Map

Online Mining Cadastre ImplementationLicense Mapping Portal

License Mapping PortalImplementation Effort Split

• Technology (software) – 10% effort • Infrastructure (hardware, bandwidth, etc) – 20% effort• Data (licenses) – 30% effort• Culture (political) – 40% effort

License Mapping PortalTechnical 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

License Mapping PortalData 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

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

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

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 Minister of MinesPermanent Secretary

– 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

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

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)

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)

License Mapping Portal User Friendly Interface

Google Earth type zooming

Simple identify

Layer control Searching

Contact

License Mapping PortalData Update Date Stamp

License Mapping Portal Integration with Bing Maps

License Mapping Portal

Integration with OneGeology

OneGeology geology data for Kenya

License Mapping Portal

Integration with Militarised Mining Areas

License Mapping Portal

Updating Routines

License Mapping Portal

DRC Usage Statistics

License Mapping PortalFuture 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

License Mapping PortalFuture 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

License Mapping PortalIncluding 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

License Mapping PortalSystem Rollout

License Mapping Portal Cadastre and Portal Application Combination

Desktop LicensePortal Analysis

License Captured on Application

Immediate Text Message Notification

Immediate ApplicationReceipt Letter

Immediate License Portal Update

Online License Portal

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

Online Mining Cadastre ImplementationOnline License Application Portal

Online Application PortalIntroduction

• 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 email / text message notification

Online Application Portal User Access

Public Portal

• 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

• Anonymous Users– Browse maps– Browse licenses– Register as user

Anonymous Public User

Registered Public Users

Online Application Portal System Login

Online Application Portal User Interface

Online Application Portal License Details

Online Application Portal Payment Process

Online Application Portal License Coordinate Capture

Accommodate regular / irregular shapes as well as grid / non-grid based jurisdictions

Online Application Portal Application Capture Process

Online Prospecting License Application

Cadastre Officer Processes application

Online MiningLicense Renewal

Cadastre Officer Processes renewal

System Triggers FlexiCadastre Workflows

Online Application System

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

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

Online Application PortalRollout

Questions

Charles YoungSenior ConsultantSpatial Dimension

Tel: +27 21 531 3132Mobile: +27 83 679 1789Email: charles.young@spatialdimension.comWeb: www.spatialdimension.com