Heinrich Hellmann
Business Process Management, Business Analysis and Organizational Development
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- 30 years
Business Process Management
PROCESS DISPOSITION: TRANSFER OF OWNERSHIP
Contents
1.Document Introduction3
1.1Purpose3
1.2Business Ownership3
2.Process Description4
2.1Description of the process4
2.2 Key Role Players4
2.3Process Owner and Role players5
2.4 Service Level Agreement regarding time lines6
3.Process Flow and Process Characteristics7
4.Supporting Documentation62
5.Systems Used62
6.Implementation62
7.Sign-off64
1. Document Introduction
1.1Purpose
The purpose of this document is to streamline the processes involved in transfer of ownership and proposal of the implementation of an Archiving & Workflow System.
Five different business processes were identified involved with the transfer of ownership. These processes are:
Creation of new erf;
Consolidations/Sub-divisions;
Consolidations/Sub-divisions (10 meter portions only)
Existing erf; and
Creating farms/boundary extensions
Transfer of ownerships.
1.2Business Ownership
It is in the interest of both staff members and the City of Windhoek that the information and procedures described in this document are as up-to-date as possible, thus enabling all staff members to perform their tasks correctly, with the minimum delay. For this to be possible it is important that ALL PARTIES, who can make a contribution, are proactive.
Material contained in this document is of a specialized nature and therefore Business Ownership is vested with the SE: Housing, Property Management & Human Settlement, SE: Urban & Transport Planning and SE: Finance & Customer Services who will control the accuracy and relevancy of the contents.
Method for the advising of possible changes to this document:
Write a note and forward by means of an e-mail to the Executive: Strategy & Performance Management, explaining the error or change that you feel should be made.
Attach the respective pages of the document and where possible, indicate on the attachment what and where the change/s is required.
2. Process Description
2.1Description of the process
Transfer of property or ownership is when the ownership of a property is moved from one person to another. This happens when a property is sold or when the owner of the property dies and leaves the property to another person. Ownership is a right that cannot be seen, but the evidence of ownership can be found in a deed of transfer (“deed”) and it must be registered at the deeds office for it to be valid. The City of Windhoek (CoW) will then tax the owner of a property based on the municipal value of the property.
2.2 Key Role Players
Customers;
Deeds Office;
Surveyor-General;
Nampad;
Township Board;
Conveyancers;
Valuations;
Urban Planning;
Geomatics;
Finance & Customer Services – Revenue Management;
ICT;
Legal Services;
Property Management; and
Sustainable Development.
2.3 Process Owner and Role players
Process Owner: A process owner is a person who is given the responsibility and authority for managing a specific process. Such a person is responsible for the implementation, maintenance, performance, and improvement of the process and its interaction with other processes. A process owner may not truly “own” the process in that some of the people who are involved in carrying out the process may not report to them. Instead, the owner is responsible for the design of the process, in other words, how it is carried out, how it interacts with other processes and how it is monitored and measured. Process owners are usually responsible for most steps in the process and are able to influence other key areas outside their direct organizational control.
Three differed Departments and seven divisions are end-to-end responsible for the transfer of ownership and process ownership is difficult to identify, but as the bulk of the divisions involved with the process are within the Department of Housing, Property Management & Human Settlement, the Strategic Executive of that department should ideally be the Process Owner.
Manager: Valuations: Is responsible to calculate and capture values, calculate and inserting endowment figures on the E-Planner System.
Manager: Urban Planning: Is responsible to create a new erf on the E-Planner System by capturing the Township Board resolutions and approved diagrams.
Manager: Geomatics: Is responsible for the diagrams and updating of the Enlighten System.
Accountant: Rates & Sewerage, Refuse OSSC: Is responsible for the creation of a new erf (stand) and account on the E-Venus System and to transfer the account from the old owner to the new owner.
Legal Services: Is responsible to draft the deed of sale.
Manager: Property Management: Is responsible for the administrative process of transferring the ownership from one owner to another such as the structure of the deed of sale, signing of documentation and the handing over to a conveyancer to do the registration process.
Manager: Sustainable Development: Create codes, new locality, township application and locality extension on E-Planner and also to capture the sub-division application on the existing farm/portion.
2.4 Service Level Agreement regarding time lines
To determine the turnaround time for the transfer of ownership it will be necessary to do a proper time study, especially at the financial part of the process. This will be a very lengthy project and will be contra productive at this point of time. With the implementation of an Archiving & Workflow System, service level agreements will be determine between the different disciplines.
3. Process Flow and Process Characteristics
3.1 Transfer of Ownership: Existing Erf
Diagram 3.1.1
Diagram 3.1.2
Diagram 3.1.3
Table 3.1.1: Process Description
Role Player
Minimum Criteria
Input from Accountant to Section Head: Property Finance & Admin
The Accountant either receives a copy of the Deeds of Registration (DOR)/Title Deed from the Deeds Office or the Title Deed from the customer. It is then verified on the E-Venus & E-Planner System.
Input from Accountant to Section Head: Property Finance & Admin
If the Title Deed is on the E-Venus system and E-Planner, it is forwarded on the Archiving & Workflow System to Property Management.
If the Title Deed is not on E-Venus, the Accountant verifies if it is on the E-Planner System. If on E-Planner, it is ‘pulled’ in on E-Venus. If it is not on E-Planner, it is forwarded to Property Management via the Archiving & Workflow System.
Input from Section Head: Property Finance & Admin to Property Finance Officer and/or Clerk
The documents are received via the Archiving & Workflow System either:
Title Deeds from customers; or
Discrepancies from Finance.
The DOR is received from the Deeds Office via E-mail.
Input from Property Finance Officer and/or Clerk
The discrepancies are verified and if necessary a deeds search is done at the Deeds Office. If there are no further discrepancies, the ownership is captured on the E-Planner System.
Input from Assistant Accountant to Accountant
Receive file via the Archiving & Workflow System and the following transactions will be done on the E-Venus System:
Create account for new owner & update all info on E-Venus;
Transfer account from old owner to new owner;
Disconnect old owner;
Connect new owner;
Do the calculations from date of registration – debit new owner and credit old owner; and
Issue a journal entry.
Input from Accountant
Approve the journal entry.
Table 3.1.2
Responsible:
RESPONSIBLE - TRANSFER OF OWNERSHIP: EXISTING ERF
PROCESS STEPS
RESPONSIBLE
DOCUMENTATION/OUTPUT
MANUAL/ SYSTEM
WHERE
Receive copy of DOR from the Deed from Deeds Office
Accountant: Rates & Taxes, Sewerage, Waste Management and Refuse.
DOR/Title Deed.
Manual/email.
Finance.
Receive Title Deeds from customer and verify if ownership (on file &) is on E-Venus.
Accountant and Assistant Accountants: Rates & Taxes, Sewerage, Waste Management and Refuse.
Title Deed.
E-Venus.
Finance.
If: ownership (Title Deed) is not on E-Venus, verify if on E-Planner.
Accountant and Assistant Accountants: Rates & Taxes, Sewerage, Waste Management and Refuse.
Title Deed.
E-Venus, E-Planner.
Finance.
If ownership (Title Deed) is not on E-Planner, forward to Property Management- Distribute for capturing.
Section Head: Property Finance & Admin.
Title Deed.
Archiving & Workflow System.
Property Management.
If: ownership (Title Deed) is on E-Planner, pull file in E-Venus. (If Title Deed is not on E-Planner, forward to Property Management).
Accountant and Assistant Accountants: Rates & Taxes, Sewerage, Waste Management and Refuse.
DOR/Title Deed.
E-Planner, E-Venus/Archiving & Workflow System.
Finance.
Receive DOR from Deeds Office and distribute for capturing
Section Head: Property Finance & Admin.
DOR.
Archiving & Workflow System.
Property Management.
Receive Title Deeds from Customers and distribute for capturing.
Section Head: Property Finance & Admin.
Title Deed.
Archiving & Workflow System.
Property Management.
Property receives discrepancies from Finance.
Section Head: Property Finance & Admin.
Title Deed.
Archiving & Workflow System.
Property Management.
Verify for discrepancies before capturing the ownership.
Property Finance Officer/Clerk.
Title Deed.
Archiving & Workflow System.
Property Management.
If: there are any discrepancies a Deeds search is done at the Deeds Office.
Property Finance Officer/Clerk.
DOR/Title Deed.
Archiving & Workflow System.
Deeds Office.
If: there are no further discrepancies, the ownership is captured.
Property Finance Officer/Clerk.
DOR/Title Deed.
E-Planner.
Property Management.
Create account for new owner & update all info.
Assistant Accountant.
DOR/Title Deed.
E-Venus.
Finance.
Transfer account from old owner to new owner.
Assistant Accountant.
DOR/Title Deed.
E-Venus.
Finance.
Disconnect services on old owner.
Assistant Accountant.
DOR/Title Deed.
E-Venus.
Finance.
Connect services on new owner.
Assistant Accountant.
DOR/Title Deed.
E-Venus.
Finance.
Do calculations from date of registration - debit new owner and credit old owner.
Assistant Accountant.
DOR/Title Deed.
E-Venus.
Finance.
Issue journal.
Assistant Accountant.
DOR/Title Deed.
E-Venus.
Finance.
Approve journal.
Accountant: Rates & Taxes, Sewerage, Waste Management and Refuse.
Journal.
E-Venus.
Finance.
Table 3.1.3
Business Rules:
BUSINESS RULE: TRANSFER OF OWNERSHIP - EXISTING ERF
BUSINESS RULE
TYPE
INPUTS
OUTPUTS
Ownership (Title Deed) on E-Venus.
IF
Verify if the Ownership (Title Deed) is on E-Venus.
Yes: End. No: Verify if on E-Planner.
(Ownership)Title Deed on E-Planner.
IF
Verify if the (Ownership) Title Deed is on E-Planner.
Yes: Pull in E-Venus. No: Send to Properties for capturing.
Receive documents via Archiving & Workflow System.
OR
Files to receive: DOR/Title Deed/discrepancies.
Verify for discrepancies.
Discrepancies.
IF
Verify files for discrepancies.
Yes: Conduct a Deed search at the Deeds Office. No: Capture the ownership on E-Planner System.
Table 3.1.4
Risks:
RISKS: TRANSFER OF OWNERSHIP: EXISTING ERF
TASK
RISK NAME
RISK DESCRIPTION
CONTROL
Receive copy of DOR from the Deed from Deeds Office.
Omission. Wrong information captured.
Transaction omitted, keep charging old owner. Send wrong information, data mixed up.
No control measure from CoW.
Receive Title Deeds from customer and verify if on file & E-Venus.
No risk.
If: Title Deed is not on E-Venus, verify if on E-Planner.
No risk.
If: Title Deed is on E-Planner, pull file in E-Venus. If Title Deed is not on E-Planner, forward to Property Management.
No risk.
Receive DOR from Deeds Office and distribute for capturing
No risk.
Receive Title Deeds from Customers and distribute for capturing.
No risk.
Receive discrepancies from Finance.
No risk.
Verify for discrepancies before capturing the ownership.
No risk.
If: there are any discrepancies a Deeds search is done at the Deeds Office.
No risk.
If: there are no further discrepancies, the ownership is captured.
Omitted information. Wrong information sent and data mixed up.
Information is omitted when capturing. Wrong information captured.
Verify information that was captured. Verification captured information with DOR and documents received.
Create account for new owner & update all info.
Not on queue.
New account not or information wrong on queue.
Information correctness must be verified on E-Planner.
Transfer account from old owner to new owner.
Incorrect information.
Information on E-Planner not captured correctly.
Information correctness must be verified on E-Planner.
Disconnect old owner.
As above.
Connect new owner.
As above.
Do calculations from date of registration - debit new owner and credit old owner.
As above.
Issue journal.
No risk.
Approve journal.
No risk.
3.2 Transfer of Ownership – Creation of new erf
Diagram 3.2.1
Diagram 3.2.2
Diagram 3.2.3
Diagram 3.2.4
Diagram 3.2.5
Table 3.2.1
Process Description:
Role Player
Minimum Criteria
Input from Customer/Geomatics to Urban Policy.
Either the customer or Geomatics can bring the Township Board Resolution & Approved Diagrams to Urban Policy after which it is scanned in on the Archiving & Workflow System by Urban Planning.
The customer can request Valuations to calculate the endowment figure for them. Note: The entry point where documents are scanned into the Archiving & Workflow System can also be at Geomatics/receiving division but need to be determined by the system specifications.
Input from Urban Policy to Valuations.
Valuations are requested to calculate the endowment figure before transfer.
Input from Urban Policy to Geomatics
Geomatics will update the Enlighten System.
Input from Valuations to Urban Policy
Urban Planning will capture the Board Resolution & Approved Diagrams on the E-Planner system in order to create a new erf. A notification that the new erf is created will be send through the Archiving & Workflow system from Urban Policy to Valuations.
Input from Urban Policy to Valuations
Valuations will approve the endowment on the E-Planner System. The following steps will be done on the E-Planner System:
Insert endowment/ or endowment not applicable;
Insert the approval date which will make the status – Proclaimed;
The ownership will be captured and the status will be Registered;
The value is captured, making the status Current.
Input from Finance (Rates & Sewerage, Refuse OSSC) to ICT
In case that the queue is not correct on E-Venus, Finance will inform ICT that the queue is not correct on the system. The following steps are followed if the queue is correct to create a stand on the E-Venus System:
Insert ownership;
Insert zoning;
Insert usage;
Insert size;
Insert valuation; and
Insert street.
Input from Finance (Rates & Sewerage, Refuse OSSC) to ICT
When a new account is created, Finance verifies if the queue is on E-Venus. If not, ICT is notified to correct the queue. If the info is correct, Finance verifies if the ownership is correct. If not correct, Valuations is requested to rectify. If correct the account is created by inserting the ownership.
Input from the Assistant Accountant to the Accountant (Rates & Sewerage, Refuse OSSC)
The old owner is disconnected from the E-Venus system and the new owner is connected. Calculations from date of registration are done and the new owner is debited and the old owner credited after which a journal is passed on the E-Venus System.
Input from Accountant
The journal is approved on the E-Venus System.
Table 3.2.2
Responsible:
RESPONSIBLE - TRANSFER OF OWNERSHIP: CREATION OF NEW ERF
PROCESS STEPS
RESPONSIBLE
DOCUMENTATION/OUTPUT
MANUAL/SYSTEM
WHERE
Bring Township Board Resolution & Approved Diagrams.
Customer/Geomatics or Property Management.
Township Board Resolution Approved Diagrams.
Manual.
Geomatics or Property Management.
Scan all documentation on Archiving & Workflow System.
Geomatics or Property Management Note: Ideally there should be one input on the Archiving & Workflow System.
** See comment below.
Township Board Resolution Approved Diagrams.
Archiving & Workflow System.
Geomatics or Property Management.
Calculation of endowment before transfer.
Valuations Division.
Endowment.
E-Planner.
Valuations Division.
Update Enlighten System.
Geomatics.
Enlighten System updated.
Enlighten.
Geomatics.
Create new erf on E-Planner (Capture Board Resolution & Approved Diagrams).
Urban Policy Division.
Township Board Resolution Approved Diagrams.
E-Planner.
Urban Policy Division.
Notify Valuations of new erf via Archiving & Workflow System.
Urban Policy Division.
Online notification.
Archiving & Workflow System.
Urban Policy Division.
Approve endowment on E-Planner.
Valuations Division.
Approval.
E-Planner.
Valuations Division.
Insert endowment/ or endowment not applicable.
Valuations Division.
Endowment.
E-Planner.
Valuations Division.
Insert approval date - Status: Proclaimed.
Valuations Division.
Proclaimed.
E-Planner.
Valuations Division.
Capture ownership - Status: Registered.
Valuations Division.
Registered.
E-Planner.
Valuations Division.
Capture value- Status: Current.
Valuations Division.
Current.
E-Planner.
Valuations Division.
If queue on E-Venus: Create Stand: Insert Ownership.
Finance (Rates & Sewerage, Refuse OSSC).
Stand created.
E-Venus.
Finance (Rates & Sewerage, Refuse OSSC).
Create Stand: Insert Zoning.
Finance (Rates & Sewerage, Refuse OSSC).
Stand created.
E-Venus.
Finance (Rates & Sewerage, Refuse OSSC).
Create Stand: Insert Usage.
Finance (Rates & Sewerage, Refuse OSSC).
Stand created.
E-Venus.
Finance (Rates & Sewerage, Refuse OSSC).
Create Stand: Insert Size.
Finance (Rates & Sewerage, Refuse OSSC).
Stand created.
E-Venus.
Finance (Rates & Sewerage, Refuse OSSC).
Create Stand: Insert Valuation.
Finance (Rates & Sewerage, Refuse OSSC).
Stand created.
E-Venus.
Finance (Rates & Sewerage, Refuse OSSC).
Create Stand: Insert Street.
Finance (Rates & Sewerage, Refuse OSSC).
Stand created.
E-Venus.
Finance (Rates & Sewerage, Refuse OSSC).
If not on Queue: Inform ICT that queue is not correct on system.
Finance (Rates & Sewerage, Refuse OSSC).
ICT informed.
E-Venus.
Finance (Rates & Sewerage, Refuse OSSC).
Rectify queue.
ICT.
Rectified queue.
E-Venus.
ICT.
Verify if queue is on E-Venus.
Finance (Rates & Sewerage, Refuse OSSC).
Verified queue.
E-Venus.
Finance (Rates & Sewerage, Refuse OSSC).
If info is correct, verify ownership.
Finance (Rates & Sewerage, Refuse OSSC).
Information verified.
E-Venus.
Finance (Rates & Sewerage, Refuse OSSC).
If info is not correct, contact the Deeds Office for correct info.
Finance (Rates & Sewerage, Refuse OSSC).
Correct info.
E-Venus.
Finance (Rates & Sewerage, Refuse OSSC).
If ownership is correct, create account by inserting Ownership.
Finance (Rates & Sewerage, Refuse OSSC).
Verified ownership.
E-Venus.
Finance (Rates & Sewerage, Refuse OSSC).
If ownership is not correct request Properties to rectify.
Finance (Rates & Sewerage, Refuse OSSC).
Verified ownership.
E-Venus.
Finance (Rates & Sewerage, Refuse OSSC).
Rectify info on Queue.
ICT.
Rectified queue.
E-Venus.
ICT.
Rectify Ownership on E-Planer.
Valuations Division.
Rectified ownership.
E-Planner.
Valuations Division.
Disconnect old owner on E-Venus.
Assistant Accountant: Finance (Rates & Sewerage, Refuse OSSC).
Disconnected owner.
E-Venus.
Finance (Rates & Sewerage, Refuse OSSC).
Connect new owner on E-Venus.
Assistant Accountant: Finance (Rates & Sewerage, Refuse OSSC)
Connected owner.
E-Venus.
Finance (Rates & Sewerage, Refuse OSSC).
Do calculations from date of registration - Debit new owner and credit old owner.
Assistant Accountant: Finance (Rates & Sewerage, Refuse OSSC).
Disconnected owner & Connected owner.
E-Venus.
Finance (Rates & Sewerage, Refuse OSSC).
Pass journal.
Assistant Accountant: Finance (Rates & Sewerage, Refuse OSSC).
Journal entry.
E-Venus.
Finance (Rates & Sewerage, Refuse OSSC).
Approve journal.
Accountant: Finance (Rates & Sewerage, Refuse OSSC).
Journal approved.
E-Venus.
Finance (Rates & Sewerage, Refuse OSSC).
** Diagrams and Township Board Resolutions are not submitted timeously. In many cases the owners neglect to submit it. The proposed Archiving & Workflow system must make provision that the process can only continue after all the necessary documents are received/scanned in. There are many portions that has been subdivided, but not recorded as such on the E-Planner System although Geomatics already recorded it on the Enlighten system. Geomatics access or not needs to be further investigated in the systems analysis phase.
Table 3.2.3
Business Rules:
BUSINESS RULE: TRANSFER OF OWNERSHIP: CREATION OF NEW ERF
BUSINESS RULE
TYPE
INPUTS
OUTPUTS
CREATION OF NEW ERF ON E-VENUS: Is the queue on E-Venus.
IF
Verify if queue is on the E-Venus System.
Yes: Create a stand No: Inform ICT that queue is not correct on the E-Venus System.
CREATION OF ACCOUNT FOR NEW ERF: Is the queue on E-Venus.
IF
Verify if queue is on the E-Venus System.
Yes: Verify if info on queue is correct. No: Inform ICT that queue is not correct.
CREATION OF ACCOUNT FOR NEW ERF: Is the info correct on E-Venus.
IF
Verify if the info on the queue is correct.
Yes: Verify if the ownership is correct. No: Contact Deeds Office for correct info.
CREATION OF ACCOUNT FOR NEW ERF: Ownership correct.
IF
Verify if the ownership is correct.
Yes: Create a stand by inserting ownership on E-Venus. No: Request Valuations to rectify.
Table 3.2.4
Risks & Controls:
RISKS: TRANSFER OF OWNERSHIP: CREATION OF NEW ERF
TASK
RISK NAME
RISK DESCRIPTION
CONTROL
Bring Township Board Resolution & Approved Diagrams.
Documents outstanding
The client does not provide the documents timeously or neglect to provide it and therefor there are many unrecorded subdivisions on E-Planner
One entry point for all documentation. ICT to investigate the possibility of one entry point during the systems analysis phase
Scan all documentation on Archiving & Workflow System.
No Risk.
Calculation of endowment before transfer.
No Risk.
Update Enlighten System
No Risk.
Create new erf on E-Planner (Capture Board Resolution & Approved Diagrams).
Not on system
If new erf is not captured on E-Planner or wrong information captured, the result is revenue loss for CoW as an account cannot be created on E-Venus System.
Building Plan division must flag if an erf does not exist. A control measure must be investigated at the Registrar of Deeds and Surveyor General.
Notify Valuations of new erf via Archiving & Workflow System.
Same as above.
Approve endowment on E-Planner.
No Risk.
Insert endowment/ or endowment not applicable.
No Risk.
Insert approval date - Status: Proclaimed.
No Risk.
Capture ownership - Status: Registered.
No Risk.
Capture value- Status: Current.
No Risk.
If queue on E-Venus: Create Stand: Insert Ownership.
No Risk.
Create Stand: Insert Zoning.
No Risk.
Create Stand: Insert Usage.
No Risk.
Create Stand: Insert Size.
No Risk.
Create Stand: Insert Valuation.
No Risk.
Create Stand: Insert Street.
No Risk.
If not on Queue: Inform ICT that queue is not correct on system.
Revenue loss.
If no values on system, client will not be charged rates & taxes, resulting in a revenue loss.
ICT to investigate a system control measure.
Rectify queue.
No Risk.
Verify if queue is on E-Venus.
No Risk.
If info is correct, verify ownership.
No Risk.
If info is not correct, contact the Deeds Office for correct info.
No Risk.
If ownership is correct, create account by inserting Ownership.
No Risk.
If ownership is not correct request Properties to rectify.
Ownership not correct.
Request Property Management to rectify.
Already a risk mitigation measure.
Rectify info on Queue.
No Risk.
Rectify Ownership on E-Planer.
No Risk.
Disconnect old owner on E-Venus.
Wrong transaction.
Wrong transaction by Deeds Office or Property Management resulting in disconnecting the right owner and connect the wrong owner.
Verify hard copy of DOR.
Connect new owner on E-Venus.
Same as above.
Do calculations from date of registration - Debit new owner and credit old owner.
Same as above.
Pass journal.
Same as above.
Approve journal.
Same as above.
3.3 Transfer of Properties: Creating farms/boundary extension
Diagram 3.3.1
Table 3.3.1
Process Description:
Role Player
Minimum Criteria
Input from Geomatics to Sustainable Development
Geomatics scan the diagrams into the Archiving & Workflow System and forward it to Sustainable Development
Input from Sustainable Development to Valuations (New erf process)
Sustainable Development verifies if it is an existing or new farm.
If an existing farm, the sub-division application is captured on the E-Planner System.
If it is a new farm, the following the following entries are done on the E-Planner System:
Create Township codes;
Create locality and assign the code created;
Create township application;
Create locality extension, example Extension 1 or Extension 2;
Delete the application and the farm should appear in the list of suburbs;
Capture the sub-division application on existing farm/portion.
The new farm/portion with the correct size is then captured on E-Venus. This process is thus the same as the one for creation of a new erf.
Input from Sustainable Development to Finance
Finance will be notified through the Archiving & Workflow System to create an stand for the new farm/portion.
Table 3.3.2
Responsible:
RESPONSIBLE - TRANSFER OF OWNERSHIP: CREATION OF FARMS/BOUNDARY EXTENSION
PROCESS STEPS
RESPONSIBLE
DOCUMENTATION/OUTPUT
MANUAL/SYSTEM
WHERE
Forward diagrams via Archiving & Workflow System
Geomatics
Diagram
Archiving & Workflow System
Geomatics
If new farm: Create codes on E-Planner
Sustainable Development
Location codes
E-Planner &
Sustainable Development
If new farm: Create new locality on E-Planner
Sustainable Development
Locality created & codes assigned
E-Planner &
Sustainable Development
If new farm: Create township application on E-Planner
Sustainable Development
Township application
E-Planner &
Sustainable Development
If new farm: Create locality extension
Sustainable Development
Locality extension
E-Planner &
Sustainable Development
If new farm: Delete application (Farm should now appear in the list of suburbs)
Sustainable Development
Application deleted
E-Planner &
Sustainable Development
If Existing farm: Capture sub-division application on existing farm/portion
Sustainable Development
Sub-division application
E-Planner
Sustainable Development
Create new farm/portion with correct size on e-Planner (Same a New Erf Process)
New Erf Process
New Erf Process
New Erf Process
New Erf Process
Create an account for new erf process
Create an account for new erf process
Create an account for new erf process
Create an account for new erf process
Create an account for new erf process
Table 3.3.3
Business Rules:
BUSINESS RULE: TRANSFER OF OWNERSHIP: CREATION OF CREATING FARMS/BOUNDARY EXTENSION
BUSINESS RULE
TYPE
INPUTS
OUTPUTS
Existing or new farm/portion
IF
Determine if new or existing farm/portion
If new - create codes, new locality, create township application, create locality & delete application. If existing - Capture sub-division application on existing farm/portion
Table 3.3.4
Risks & Controls:
RISKS: TRANSFER OF OWNERSHIP: CREATION OF CREATING FARMS/BOUNDARY EXTENSION
TASK
RISK NAME
RISK DESCRIPTION
CONTROL
Forward diagrams via Archiving & Workflow System.
No risk.
If new farm: Create codes on E-Planner.
Duplication.
There could be a duplication on codes on the E-Venus System Zoning description can be duplicated and result in wrong billing Land use description duplicated.
System notification that code/s are already assigned.
If new farm: Create new locality on E-Planner.
Duplication.
Same as above.
System notification that code/s are already assigned.
If new farm: Create township application on E-Planner.
System errors.
The creation of township application does not go through the system because of system errors.
ICT to identify a control measure to prevent system errors.
If new farm: Create locality extension.
Duplication.
There could be duplication on codes on the E-Venus System.
System notification that code/s are already assigned.
If new farm: Delete application (Farm should now appear in the list of suburbs).
Duplication.
The numbers could be duplicated and in correct date could be captured.
Human factor. Not using temps to do the capturing.
If Existing farm: Capture sub-division application on existing farm/portion.
Duplication.
As above.
As above.
Create new farm/portion with correct size on e-Planner (Same a New Erf Process).
New erf process.
New erf process.
New erf process.
Create an account for new erf process.
Create an account for new erf process.
Create an account for new erf process.
Create an account for new erf process.
3.4 Transfer of Properties – Consolidations/Sub-Divisions
Diagram 3.4.1
Diagram 4.4.2 (The stand creation process as per 3.2.1 is applicable here as well)
Diagram 4.4.3
Diagram 4.4.4
Table 4.4.1
Process Description:
TRANSFER OF PROPERTIES: CONSOLIDATIONS/SUB-DIVISIONS
Role Player
Minimum Criteria
Input from Council to Township Board
Resolution on consolidation/sub-division is take by the Client to the Township Board
Input from Township Board to Client
The Township Board will follow its process to do the approval
Input from Client to ‘Creation of new erf (E-Planner) Process’
With the Township Board approval, the Client will appoint a surveyor to do the necessary diagrams
The client will bring the Township Board resolution and approved diagrams to the CoW – either for Geomatics or Property Management.
Input from new erf process (Urban Planning & Valuations to Property Management
After Valuations calculated the endowment figures, Urban Policy will create a new erf of the E-Planner System.
Valuations will then performs the following actions:
Insert endowment/or endowment not applicable
Insert approval date – system status - Proclaimed
Capture ownership – system status – Registered
Capture value – system status - Current
Input from Property Management to Corporate Legal
The client will bring Council Resolution, Township Board resolution and approved diagrams (inclusion in amendment schemes where applicable) to Property Management who will scan the document in the Archiving & Workflow System
Property Management will request Corporate Legal through the Archiving & Workflow System to draft a Deed of Sale
Input from Corporate Legal to Property Management
Corporate Legal will draft a Deed of Sale and forward it to Property Management via the Archiving & Workflow System
Input from Property Management to Valuations
The client will bring Council Resolution, Township Board resolution and approved diagrams (inclusion in amendment schemes where applicable) to Property Management who will scan the document in the Archiving & Workflow System.
The title deed is structured and forwarded to Valuations to capture the values.
CREATION OF STAND
Input from Finance (Rates & Sewerage, Refuse & OSSC) to ICT
If the queue is not on E-Venus or not correct, Finance informs ICT that the queue is not correct
Input from ICT to Finance (Rates & Sewerage, Refuse & OSSC)
Rectify queue
Input from Finance (Rates & Sewerage, Refuse & OSSC)
If the queue is on E-Venus System and correct the following actions will be inserted on the E-Venus System:
Ownership
Zoning
Usage
Size
Valuation and
Street.
OLD OWNER TO NEW OWNER
Input from Assistant Accountant to Accountant at Finance (Rates & Sewerage, Refuse & OSSC)
The new owner will be connected on the E-Venus System
A new consolidated erf is created on the E-Venus System
The calculations from date of registration is done and the new owner is debited and the old owner credited before a journal is passed on the E-Venus System
Input from Accountant
The journal is approved on the E-Venus System.
Table 4.4.2
Responsible:
RESPONSIBLE - TRANSFER OF OWNERSHIP: CONSOLIDATIONS/SUB-DIVISIONS
PROCESS STEPS
RESPONSIBLE
DOCUMENTATION/OUTPUT
MANUAL/SYSTEM
WHERE
Resolve consolidation/sub division.
Council or SE: UTP in cases where delegated authority is applicable.
Council Resolution or delegated authority letter.
Manual.
CoW.
Apply for consolidation/sub-division.
Customer/Geomatics/Properties.
Application for sub-division.
Manual.
Receive Application with Council approval.
Township Board.
Application for sub-division.
Manual.
Township Board.
Receive approval.
Customer/Geomatics/Properties.
Approved application.
Manual.
Appoint surveyor.
Customer/Geomatics/Properties.
Receive required diagrams.
Customer/Geomatics/Properties.
Diagrams.
Provide Township Board resolution and diagrams.
Customer/Geomatics/Properties.
Township Board resolution & diagrams.
Manual.
Receive Council Resolution, Township Board resolution, diagrams (inclusion in amendment schemes where applicable from client.
Property Management.
Council Resolution, Township Board resolution and diagrams (inclusion in amendment schemes where applicable).
Manual.
Property Management.
Scan all documentation in Archiving & Workflow System.
Property Management.
Council Resolution, Township Board resolution and diagrams (inclusion in amendment schemes where applicable).
Archiving & Workflow System.
Property Management.
Capture Values - System Status: Current.
Valuations.
Deed of Sale. Values captured.
E-Planner.
Valuations.
CREATE STAND
Queue on E-Venus: Insert Ownership.
Finance: Rates & Sewerage, Refuse & OSSC.
Ownership.
E-Venus.
Finance: Rates & Sewerage, Refuse & OSSC.
Queue on E-Venus: Insert Zoning.
Finance: Rates & Sewerage, Refuse & OSSC.
Zoning.
E-Venus.
Finance: Rates & Sewerage, Refuse & OSSC.
Queue on E-Venus: Insert Usage.
Finance: Rates & Sewerage, Refuse & OSSC.
Usage.
E-Venus.
Finance: Rates & Sewerage, Refuse & OSSC.
Queue on E-Venus: Insert Size.
Finance: Rates & Sewerage, Refuse & OSSC.
Size.
E-Venus.
Finance: Rates & Sewerage, Refuse & OSSC.
Queue on E-Venus: Insert Valuation.
Finance: Rates & Sewerage, Refuse & OSSC.
Valuation.
E-Venus.
Finance: Rates & Sewerage, Refuse & OSSC.
Queue on E-Venus: Insert Street.
Finance: Rates & Sewerage, Refuse & OSSC.
Street.
E-Venus.
Finance: Rates & Sewerage, Refuse & OSSC.
Queue not on E-Venus: Inform ICT that queue is not correct on system.
Finance: Rates & Sewerage, Refuse & OSSC.
Notification.
E-Venus.
Finance: Rates & Sewerage, Refuse & OSSC.
Rectify queue.
ICT.
Queue available.
E-Venus.
ICT.
OLD OWNER TO NEW OWNER
Connect: New Owner.
Assistant Accountant: Rates & Sewerage, Refuse & OSSC.
New owner connected.
E-Venus.
Finance: Rates & Sewerage, Refuse & OSSC.
Create new (Consolidated erf).
Assistant Accountant: Rates & Sewerage, Refuse & OSSC.
New consolidated erf.
E-Venus.
Finance: Rates & Sewerage, Refuse & OSSC.
Do calculations from date of registration - debit new owner and credit old owner.
Assistant Accountant: Rates & Sewerage, Refuse & OSSC.
Journal.
E-Venus.
Finance: Rates & Sewerage, Refuse & OSSC.
Pass Journal.
Assistant Accountant: Rates & Sewerage, Refuse & OSSC.
Journal passed.
E-Venus.
Finance: Rates & Sewerage, Refuse & OSSC.
Approve Journal.
Accountant: Rates & Sewerage, Refuse & OSSC.
Approved journal.
E-Venus.
Finance: Rates & Sewerage, Refuse & OSSC.
Table 4.4.3
Business Rules:
BUSINESS RULE: TRANSFER OF OWNERSHIP: CONSOLIDATIONS/SUB-DIVISIONS
BUSINESS RULE
TYPE
INPUTS
OUTPUTS
Queue on E-Venus.
IF
Determine if queue is on E-Venus and if it is correct.
If yes: Update E-Venus System. If no: inform ICT to rectify.
Table 4.4.4
Risks and Controls:
RISKS: TRANSFER OF OWNERSHIP: CONSOLIDATIONS/SUB-DIVISIONS
TASK
RISK NAME
RISK DESCRIPTION
CONTROL
Resolve consolidation/sub division.
No Risk.
Apply for consolidation/sub-division.
No Risk.
Receive Application with Council approval.
No Risk.
Receive approval.
No Risk.
Appoint surveyor.
No Risk.
Receive required diagrams.
No Risk.
Provide Township Board resolution and diagrams
No Risk.
Receive Council Resolution, Township Board resolution, diagrams (inclusion in amendment schemes where applicable from client.
Transfer delayed.
In not advertised for objections, client's transfer may be delayed or Council cannot proceed with the transaction.
Ensure that the process and procedures are followed strictly.
Scan all documentation in Archiving & Workflow System
No Risk
Capture Values - System Status: Current.
No Risk
CREATE STAND
Queue on E-Venus: Insert Ownership.
No Risk
Queue on E-Venus: Insert Zoning.
No Risk
Queue on E-Venus: Insert Usage.
No Risk
Queue on E-Venus: Insert Size.
No Risk
Queue on E-Venus: Insert Valuation.
No Risk
Queue on E-Venus: Insert Street.
No Risk
Queue not on E-Venus: Inform ICT that queue is not correct on system.
Revenue loss.
If no values on system, client will not be charged rates & taxes, resulting in a revenue loss.
ICT to investigate a system control measure.
Rectify queue.
No Risk
OLD OWNER TO NEW OWNER
Connect: New Owner.
Wrong transaction.
Wrong transaction by Deeds Office or Property Management resulting in disconnecting the right owner and connect the wrong owner.
Verify hard copy of DOR.
Create new (Consolidated erf).
Same as above.
Do calculations from date of registration - debit new owner and credit old owner.
Same as above.
Pass Journal.
No Risk.
Approve Journal.
No Risk.
3.5 Transfer of Properties – Consolidations/Sub-Divisions (10 m portions ONLY)
Diagram 3.5.1
Diagram 3.5.2
Diagram 3.5.3
Diagram 3.5.5
Table3. 5.1
Process Description:
Role Player
Minimum Criteria
Input from Council to Township Board
Resolution on consolidation/sub-division is take by the Client to the Township Board
Input from Township Board to Client
The Township Board will follow its process to do the approval
Input from Client to ‘Creation of new erf (E-Planner) Process’
With the Township Board approval, the Client will appoint a surveyor to do the necessary diagrams
The client will bring the Township Board resolution and approved diagrams to the CoW – either for Geomatics or Property Management.
Input from new erf process (Urban Planning & Valuations to Property Management
After Valuations calculated the endowment figures, Urban Policy will create a new erf of the E-Planner System.
Valuations will then performs the following actions:
Insert endowment/or endowment not applicable
Insert approval date – system status - Proclaimed
Capture ownership – system status – Registered
Capture value – system status - Current
Input from Property Management to Corporate Legal
The client will bring Council Resolution, Township Board resolution and approved diagrams (inclusion in amendment schemes where applicable) to Property Management who will scan the document in the Archiving & Workflow System
Property Management will request Corporate Legal through the Archiving & Workflow System to draft a Deed of Sale
Input from Corporate Legal to Property Management
Corporate Legal will draft a Deed of Sale and forward it to Property Management via the Archiving & Workflow System
Input from Property Management to Conveyancer
Property Management will structure the Deed of Sale to be signed by the Manager, Section Head and client
The signed Deed of Sale is then send to the Conveyancer for the registration of the property
Input from Conveyancer to Property Management
The Conveyancer will register the property in the client’s name
Input from Property Management to Valuations
Property Management create a temporary DOR on the E-Planner System and forward it to Valuations to capture the values via the Archiving and Workflow System
Input from Valuations
The values are captured on E-Planner System and the system status will be ‘Current’.
CREATION OF STAND
Input from Finance (Rates & Sewerage, Refuse & OSSC) to ICT
If the queue is not on E-Venus or not correct, Finance informs ICT that the queue is not correct
Input from ICT to Finance (Rates & Sewerage, Refuse & OSSC)
Rectify queue
Input from Finance (Rates & Sewerage, Refuse & OSSC)
If the queue is on E-Venus System and correct the following actions will be inserted on the E-Venus System:
Ownership
Zoning
Usage
Size
Valuation and
Street.
OLD OWNER TO NEW OWNER
Input from Assistant Accountant to Accountant at Finance (Rates & Sewerage, Refuse & OSSC)
The new owner will be connected on the E-Venus System
A new consolidated erf is created on the E-Venus System
The calculations from date of registration is done and the new owner is debited and the old owner credited before a journal is passed on the E-Venus System
Input from Accountant
The journal is approved on the E-Venus System.
Table 3.5.2
Responsible:
RESPONSIBLE - TRANSFER OF OWNERSHIP: CONSOLIDATIONS/SUB-DIVISIONS (10M PORTIONS ONLY)
PROCESS STEPS
RESPONSIBLE
DOCUMENTATION/OUTPUT
MANUAL/SYSTEM
WHERE
Resolve consolidation/sub division.
Council, SE: UTP .
Council Resolution/DA Letter.
Manual.
CoW.
Apply for consolidation/sub-division.
Customer/Geomatics /Properties.
Application for sub-division.
Manual.
Receive Application with Council approval.
Township Board.
Application for sub-division.
Manual.
Township Board.
Receive approval.
Customer/Geomatics/Properties.
Approved application.
Manual.
Appoint surveyor.
Customer/Geomatics/Properties.
Receive required diagrams.
Customer/Geomatics/Properties.
Diagrams.
Provide Township Board resolution and diagrams.
Customer/Geomatics/Properties.
Township Board resolution & diagrams.
Manual.
Receive Council Resolution, Township Board resolution, diagrams (inclusion in amendment schemes where applicable from client
Property Management.
Council Resolution, Township Board resolution and diagrams (inclusion in amendment schemes where applicable).
Manual.
Property Management.
Scan all documentation in Archiving & Workflow System.
Property Management.
Council Resolution, Township Board resolution and diagrams (inclusion in amendment schemes where applicable).
Archiving & Workflow System.
Property Management.
Request to draft Deed of Sale and forward to Corporate Legal.
Property Management.
Council Resolution, Township Board resolution and diagrams (inclusion in amendment schemes where applicable).
Archiving & Workflow System.
Property Management.
Draft Deed off Sale.
Corporate Legal.
Deed of Sale.
Archiving & Workflow System.
Corporate Legal.
Receive Deed of Sale.
Property Management.
Deed of Sale.
Archiving & Workflow System.
Property Management.
Structure Deed of Sale.
Property Management.
Deed of Sale.
Archiving & Workflow System.
Property Management.
Sign Deed of Sale with Client (Section Head & Manager).
Property Management & Client.
Deed of Sale.
Manual.
Property Management.
Hand over to Conveyancer to register.
Property Management.
Deed of Sale.
Manual.
Property Management.
Register property process at Conveyancer.
Conveyancer.
Deed of Sale.
Conveyancer's office.
Create temporary DOR on E-Planner.
Property Management.
Temporary DOR.
E-Planner & Archiving & Workflow System.
Property Management.
Capture values - System Status: Current.
Valuations.
Values captured.
E-Planner & Archiving & Workflow System.
Valuations.
CREATE STAND
Queue on E-Venus: Insert Ownership.
Finance: Rates & Sewerage, Refuse & OSSC.
Ownership.
E-Venus.
Finance: Rates & Sewerage, Refuse & OSSC.
Queue on E-Venus: Insert Zoning.
Finance: Rates & Sewerage, Refuse & OSSC.
Zoning.
E-Venus.
Finance: Rates & Sewerage, Refuse & OSSC.
Queue on E-Venus: Insert Usage.
Finance: Rates & Sewerage, Refuse & OSSC.
Usage.
E-Venus.
Finance: Rates & Sewerage, Refuse & OSSC.
Queue on E-Venus: Insert Size.
Finance: Rates & Sewerage, Refuse & OSSC.
Size.
E-Venus.
Finance: Rates & Sewerage, Refuse & OSSC.
Queue on E-Venus: Insert Valuation.
Finance: Rates & Sewerage, Refuse & OSSC.
Valuation.
E-Venus.
Finance: Rates & Sewerage, Refuse & OSSC.
Queue on E-Venus: Insert Street.
Finance: Rates & Sewerage, Refuse & OSSC.
Street.
E-Venus.
Finance: Rates & Sewerage, Refuse & OSSC.
Queue not on E-Venus: Inform ICT that queue is not correct on system.
Finance: Rates & Sewerage, Refuse & OSSC.
Notification.
E-Venus.
Finance: Rates & Sewerage, Refuse & OSSC.
Rectify queue.
ICT.
Queue available.
E-Venus.
ICT.
OLD OWNER TO NEW OWNER
Connect: New Owner.
New owner connected.
E-Venus.
Finance: Rates & Sewerage, Refuse & OSSC.
Create new (Consolidated erf).
Assistant Accountant: Rates & Sewerage, Refuse & OSSC.
New consolidated erf.
E-Venus.
Finance: Rates & Sewerage, Refuse & OSSC.
Do calculations from date of registration - debit new owner and credit old owner.
Assistant Accountant: Rates & Sewerage, Refuse & OSSC.
Journal.
E-Venus.
Finance: Rates & Sewerage, Refuse & OSSC.
Pass Journal.
Assistant Accountant: Rates & Sewerage, Refuse & OSSC.
Journal passed.
E-Venus.
Finance: Rates & Sewerage, Refuse & OSSC.
Approve Journal.
Accountant: Rates & Sewerage, Refuse & OSSC.
Approved journal.
E-Venus.
Finance: Rates & Sewerage, Refuse & OSSC.
Table 3.5.3
Business Rules:
BUSINESS RULE: TRANSFER OF OWNERSHIP: CONSOLIDATIONS/SUB-DIVISIONS (10 M PORTIONS ONLY)
BUSINESS RULE
TYPE
INPUTS
OUTPUTS
Queue on E-Venus.
IF
Determine if queue is on E-Venus and if it is correct.
If yes: Update E-Venus System If no: inform ICT to rectify.
Table 3.5.4
Risks and Controls:
RISKS: TRANSFER OF OWNERSHIP: CONSOLIDATIONS/SUB-DIVISIONS (10 M PORTIONS ONLY)
TASK
RISK NAME
RISK DESCRIPTION
CONTROL
Apply for consolidation/sub-division
No risk.
Resolve consolidation/sub division
No risk.
Receive Application with Council approval
No risk.
Receive approval
No risk.
Appoint surveyor
No risk.
Receive required diagrams
No risk.
Provide Township Board resolution and diagrams
No risk.
Receive Council Resolution, Township Board resolution, diagrams (inclusion in amendment schemes where applicable from client
Transfer delayed.
If not advertised for objections, client's transfer may be delayed or Council cannot proceed with the transaction.
Ensure that the process and procedures are followed strictly.
Scan all documentation in Archiving & Workflow System
No risk.
Request to draft Deed of Sale and forward to Corporate Legal
No risk.
Draft Deed off Sale
No risk.
Receive Deed of Sale
No risk.
Structure Deed of Sale
Charged double.
Client being charged double for services on existing erf as well as the portion that was consolidated.
Corporate Legal & Property Management must ensure that clause to charge basic services must be removed.
Sign Deed of Sale with Client (Section Head & Manager)
No risk.
Hand over to Conveyancer to register
Missed legal condition.
If special conditions are omitted, the objective will not be met and principles of fairness & transparency can be jeopardized.
Special conditions to Conveyancer must be specified.
Register property process at Conveyancer
No risk.
Create temporary DOR on E-Planner
Excel spreadsheet entries.
The temporary DOR is created on excel.
Creation of DOR should be on E-Planner.
Capture values - System Status: Current
CREATE STAND
Queue on E-Venus: Insert Ownership
No risk.
Queue on E-Venus: Insert Zoning
No risk.
Queue on E-Venus: Insert Usage
No risk.
Queue on E-Venus: Insert Size
No risk.
Queue on E-Venus: Insert Valuation
No risk.
Queue on E-Venus: Insert Street
No risk.
Queue not on E-Venus: Inform ICT that queue is not correct on system
Revenue loss.
If no values on system, client will not be charged rates & taxes, resulting in a revenue loss.
ICT to investigate a system control measure.
Rectify queue
No risk.
OLD OWNER TO NEW OWNER
Connect: New Owner
Wrong transaction.
Wrong transaction by Deeds Office or Property Management resulting in disconnecting the right owner and connect the wrong owner.
Verify hard copy of DOR.
Create new (Consolidated erf)
Same as above.
Do calculations from date of registration - debit new owner and credit old owner
Same as above.
Pass Journal
No risk.
Approve Journal
No risk.
4. Supporting Documentation
The following denotes the minimum supporting documentation in the Approval of Building Plan process:
Application from client
Approved Council Resolution
Township Board Resolution
Consolidation diagrams (Surveyor diagrams)
Closure Certificate
Deed of Sale;
DOR.
5. Systems Used
E-Venus
E-Planner
Enlighten.
6. Implementation
The implementation of above To-Be process model will be as follows:
STEP
ACTION
ACTION EXPLANATION
1
SE: Urban & Transport Planning
SE: Housing, Property Management & Human Settlement
SE: Finance & Customer Services Sign-off
The SE’s will sign-off the Process Disposition when the particular SE is satisfied that the proposed To-Be model will add value to the process.
NOTE: The SE: Urban & Transport Planning already signed-off the disposition document on 6 September 2020.
2
SE: ICT Sign-off
The SE: ICT will sign-off the Process Disposition if the proposed automation can be implemented. The document will be used for planning and budgeting purposes to enact the necessary system changes and or development. Planning in the Systems Development Life Cycle (SDLC) can be defined as “obtain approval for project, Initiate, Assess feasibility, plan and schedule”. The purpose of planning is thus to find out the scope of the problem and determine solutions. Resources, costs, time, benefits and other items should be considered.
3
System Analysis/User Requirements
The Manager Business Systems is responsible for the SDLC. In this second phase of the SDLC the functional requirements of the project or solution is considered. This is where the system analysis takes place – or analyzing the needs of the end users to ensure the new/change system can meet their expectations.
4
System Design
This phase describes, in detail, the necessary specifications, features and operations that will satisfy the functional requirements of the proposed system which will be in place.
5
System Development
The development phase signifies the start of production and it is characterized by instillation and change.
6
Integration & Testing
This phase of the SDLC involves systems integration and system testing in order to determine if the proposed design meets the initial set of business goals.
7
Implementation
This phase is when the majority of the code for the program is written, and when the project is put into production by moving the data and components form the old system and placing them in the new system.
8
Operations & Maintenance
The last phase is when end users can fine-tune the system, if they wish, to boost performance, add new capabilities or meet additional user requirements.
7. Sign-off
Designation
Name
Date
SE: Urban & Transport Planning
Mr. Van Rensburg
SE: Housing, Property Management & Human Settlement
SE: Finance & Customer Services
