Land Information System (LIS)

Table of Contents

	Introduction
	Concepts
	Key Benefits
	Functional Features
		Legal Fiscal System
	Work Flow Systems
	Interfaces To Other Systems
	Security Features
	Technical Platform
	Phased Implementation
	Further Information
	CILIS An Implementation Of Yl@tis LIS
	Technical Platform

	INTRODUCTION
	Problems concerning the optimal use of land resources and improved land management are important all over the world. Since automation has greatly increased the ability to handle masses of data the challenge is to develop a good and comprehensive computerised Land Information System (LIS). Information related specified land units is the cornerstone of LIS, since data concerning ownership and other property rights, boundaries, areas, land uses, market and assessed values, building, habitations, etc. are all interrelated. Yl@tis-LIS is devoted to the problem of developing efficient information systems based on such land units and have proven knowledge of establishing LIS mainly based on experiences gained from integrating existing Cadastres, Land Register and Valuation Systems. No countries are alike. Yl@tis-LIS should be understood as a framework of detail knowledge of the interrelations between areas related information. Our international experience has toughs us that traditional package solution seldom work since each country has its own infrastructure and administrative procedures. The Yl@tis-LIS design has been developed in a modular fashion for LIS applications, and it has proven through the development of an integrated LIS for the Cyprus Government that Yl@tis-LIS can form a natural basis for comprehensive, multipurpose land information systems of great importance for improved planning management and control. Furthermore, this modularity allows for a phased implementation plan, installing the individual modules only when legislation, organisation and work procedures are in place. Yl@tis-LIS can be implemented by Yl@tisor by a locally selected software house backed by Yl@tis. In addition to the implementation of the system Yl@tis offers a number of consultancy services that can support the transition in the technical and administrative areas. The Cyprus Land Information is a user-defined implementation of the Yl@tis LIS designed to fit Cyprus administration procedures and legislation. The system is at present running and can be demonstrated as the only computerised land Information System operating all basic interrelations on land units in one integrated system.

	CONCEPTS
	Several formal definitions of LIS have been proposed. Best known is one adopted by FIG (Federation International des Geometres)A land Information System is a tool for legal, administrative and economic decision-making and an aid for planning and development which consists one the one hand of a database containing spatially referenced land-related data for a defined area, and on the other hand of procedures and techniques for the systematic collection, updating, processing and distribution of the data. The base of a land information system is a uniform spatial referencing system for the data in the system, which also facilitates the linking of data within the system with other land related data. A computerised Land Information System groups area related information and includes: Tools for legal, administrative and economic decisions Tools for physical planning and development The cornerstone of Yl@tis-LIS is its modularity and data integrity, which is reflected, in well-defined modules providing the following major functions: Legal/Fiscal System GIS System The legal/fiscal system can comprise of all area-related information but the core modules are: Cadastral Register Land Register of Declaration Property Valuation System The links between these registers are unique keys such as property number, parcel number, person identifier, address code and company number. Those unique keys make it possible to collect necessary information across the different registers. In order to support the administrative procedures involved with the case handling of land units a workflow system keeping track of all main transactions in the system is implemented as a shell enclosing the functional sub-systems. The present rules for the administrative procedures are laid down in the system.
	KEY BENEFITS
	The key benefits of Yl@tis-LIS are that the system provides: Secure management of public administration by transversely used analyses on the basis of information stored; High quality in public administration and reduction in public costs if data is reused; Better service to the public.
	FUNCTIONAL FEATURES
	*Legal Fiscal System* 1. Data Capture Models The purpose of this module is to act as a tool for a fast conversion of the immense amount of land information data, which is stored in several manually kept registers. The module structure reflects the processes that are used by clerical staff when handling sales, transfer of owners, consolidations, acquisitions, valuation etc. As the property entity is the basic entity in LIS, the most urgent task to deal with is the conversion of plots. Converting the plots also means an automatically generated property number. When the conversion has been completed these modules will be unnecessary. 2. Register Core Systems Cadastral Register Core System The Cadastre is one of the basic registers in a Land Information System. Here new parcels of land are born and given identification, used by other registers of real properties. The cadastre consists of four elements: The parcel register The Cadastral maps Measurements related to parcel framework (BTP) The register of Permanent Survey Marks (PSM) The cadastral maps and the survey registers are described in the GIS section. Alterations of properties are entered in the Cadastre based on measurements and documents worked out. The Cadastral parcel number provides the link to other LIS sub-systems e.g. the Land Register and the Valuation of Property Register. The core modules of the system consists of a complex of sub-module handling Cadastral alterations submitted by surveyors; valid checks of the alteration according to rules laid down in Cadastral regulations, update routines to other registers and temporary accumulation of data for statistical purposes. Land Register of Declarations The Land Register of Declarations mirrors the content of the current Land Register Pages, contain all the necessary information required to issue a legal Title Certificate for an Ownership, and reflect information on potential impediments. The Land Register of Declarations forms the legislation of a property and keeps information about the following: Owner Address Area Tenure Declarations of transfer Mortgages Easements Declarations includes: Mortgages and Bond. Forced Sales and Attachments Tenure Lease/License Notation Powers of Attorney Land Register forms the basis on which all other satellite systems, like valuation and GIS, build additional data. It controls all actions that are executed in relation to the properties as these are controlled by the law and are requested by the citizens. The applications lodged by an owner or interested party for a particular property, is accepted and directed by the Legal department and is ending to it in order to finalize a specific transaction. It is interrelated with the law of each country but the basic principles are common, like a division of a parcel, the sale of a property etc. It controls the processing of the following transaction and not only: Maintain Contract of sale Maintain determination of boundary dispute Maintain Demarcation of Boundaries / Application for Replacing of Boundaries Maintain Compulsory Acquisition of Access Maintain partition Maintain amalgamation of titles Maintain Personal prohibitions Encumbrances Maintain Forced Sales Maintain Fixing/Varying Position of Access MAINTAIN GRANT OF LEASES Maintain Allocation of State Land Maintain Local enquiry MAINT LOCAL ENQ EXAM OF AN OBJ Maintain Mortgage Original Registration Readjustment of boundaries Maintain Registration by Inheritance Horizontal division Division of Units Maintain readjustment of Interest Maintain Transfer of a mortgage (Mortgagee) Declarations for transfer (Sale) Declaration of transfer (Gift) Declaration of transfer (Exchange) Maintain encroachments on state land Maintain exchange of state land Maintain Grant of State Land Maintain Power of Attorney Maintain Registration of Leases and Subleases Division/Grant of State Land Maintain Consolidation projects Maintain Acquisition by Grant Registration of a road Vertical Division Create / Maintain a legal Body Division and Partition under sec.29(8) Cap.224 Maintain interests Maintain Division of Running Water Resurvey *Computer Aided Valuation* The fiscal info contains an informal part, as the government knows there is a house included in the property but it has not been informed by the citizen to the public administration. Fiscal has a property, ownership part that can be altered Yl@tis-LIS Computer Aided valuation system comprises the following sub-systems: Computer Assisted Special Valuation System Computer Assisted Mass Appraisal System Real Property Enquiry System *Computer Assisted Special Valuation System* The Computer Assisted Special Valuation System is a standard registration system, which may be used to generate reports, and statistics in connection with Acquisitions, Rent Control, Land consolidations, Declarations etc. *Computer Assisted Mass Appraisal System (CAMAS)* The basic functions in CAMAS are: The Monitoring Phase The Property Value Calculation Phase The Exception Reporting Phase The Monitoring Phase consists of a complex of modules, where the core is the calculation of the relation between: current capital value and analysed sale of property for sold properties. The module complex comprises: Variable delimitation of geographical area Variable delimitation of administrative area Variable delimitation of period Delimitation of property types (residential, agricultural, forestry etc., i.e. use codes. Definition of the sale types which are to be analysed (optional sales, compulsory sales etc.) Definition of property values Control of the utility in the analysis of the defined data Calculation of distance percentage Calculation of average values Additional statistical calculations in this phase can be performed ad hoc. The Value Calculation Phase. In this phase predicted value for different property functions, based on different models are computerised. On the basis of the data determined in the monitoring phase the module complex of prediction calculate prediction for different kind of properties. The exception Reporting Phase. Currently with monitoring phase and the predictive phase, these module sorts out properties to be handled manually according to rules laid down. *Valuation Parameters* The Valuation Parameters are an important LIS sub-system in relation to property valuation and physical planning. The core modules of the system consists of the following sub-modules: Valuation elements alteration Stock of Buildings Historic information of all alterations carried out. The valuation parameters are organised in different levels of registration: Property (comprising one or more buildings) Sub-property In general a sub-property is a building, which again can be divided in dwellings unit/Business premise so a building can comprise of one or more units. The following type of information will typically be registered on each level: Property: Type of ownership, water supply system, sewage disposal system, aggregated information on buildings. Building: Purpose(s) for which the building is used, accessibility from road, year of construction or extension, construction characteristics, roof, wall material, different floor areas, number of stories, number of dwellings, installations. Unit:Purpose for which the dwelling/business premise is used, type of dwelling, floor area, bathroom and kitchen facilities, tenure. Other property elements can be included according to the present legislation. 3.Update Modules This complex of modules is the tool, which facilitates the updating of the tables in the database. The number of tables involved in the updating will not cause any table trouble and consistent rules are the key to consistent tables. 4.Product System *Enquiry System Module* This complex of modules serves the purpose of acting as a decision-supporting tool. Daily routines where obtaining LIS information is crucial in several business matters, e.g. on citizen's or company's applications to local or central authorities about sales or valuation are supported by on-line functions. The modules are structured in such a way that any key known to applicants as - identification number, property number, parcel identifier, case file identifier, street code or address - is usable to access all legal/fiscal information about the property. *Property and Sales Statistics Module* The importance of this complex of modules should not be considered as indispensable. The modules handle all types of sales information, which makes up the basis of the valuation with land and building information. Reported sales prices, loans, interests, rate of interests, number of settling days etc. make several calculations possible, e.g. rates, internal rate return, dispersion in general etc. All modules involved contribute in producing output in the form of printed statistics. The statistics may be produced monthly and quarterly, half-year and yearly, currently accumulated. *Property Assessment Statistical Module* Property Assessment Statistical Module forms the basis apprehension of mass assessments within the public authorities and produces various types of statistics e.g. property type, geographic and administrative areas, totals and deviations in land values as well as property values. 5.Legal/fiscal integration with GIS. The legal/fiscal system is fully integrated with existing Geographic Information System. The database structure will enable review and presentation of legal/fiscal data in the geographic information system. The system design is very flexible in the way that the GIS part can be implemented in a later phase of the Land Information System by using linkages to unique keys in the administrative part of the LIS.
	WORK FLOW SYSTEMS
	From an application to acceptance rules are laid down in the system. The WFS tracks all transactions in the system. Upon the different subsystems a workflow system ensures the correct flow from data entry to acceptance or rejection of a case.
	INTERFACES TO OTHER SYSTEMS
	Yl@tis-LIS ensures the customer that LIS is implemented in such a manner that the communication to other systems will be possible. This implies of cause an accept from the other environments of the necessity of common application of unique keys within the following entities: Person Company Address Property Parcel This could be system like: Inland Revenue Department Electoral Roll system Population Register Interface Tax Collectors Book System LIS integration including GIS will rely heavily on the provision of the cadastral map system as the spatial underlay for the LIS. On long-term basis, LIS/GIS can be available to other organisations wanting to make use of the facility. For example utility organisations will use basemap/cadastral maps as underlay for all kinds of pipes and cables. The information about owner, land value etc. can be extracted covering the entire case handling.
	SECURITY FEATURES
	Application level: Access control Check out/in functionality Historic functionality Technical level: Back up procedure Disaster Recovery Plan
	TECHNICAL PLATFORM
	The system requires a relational database for data storage and retrieval and a standard Geographical Information System capable for integration to the relational database. The GIS and the relational database can support all hardware and operational software. The system can be implemented in both a central and decentralised environment.
	PHASED IMPLEMENTATION
	Yl@tis-LIS includes several modules. The modules comprise most ordinary legal, valuation and GIS functions as well as computer generated property numbers and other identification modules. The modules can be implemented stepwise. This allows for particular functions to be implemented up front. Especially concerning valuation, the benefits from this strategy are obvious. It also facilitates the matching of available budgets. Another good reason for recommending step-wise implementation is to give the organisation and staff sufficient time to adapt the modules. Every step must aim at the major goal for computer systems: to create integrated information that is easily accessed in different ways. The key to this requirement is integrated identification. Integrated identification of transactions, property, person, address and other entities involved in the transactions are supported by the core modules of Yl@tis-LIS.
	FURTHER INFORMATION
	Mr. Stelios Papageorgiou SSM Computer Systems Ltd Yl@tis Computer Services Tel. +357-22-44 82 44 Fax. +357-22-34 21 40 Email sp@ssm.com.cy mobile +357-99-63 15 15
	CILIS an implementation of Yl@tis LIS
	The Cyprus Land Information System is a Government System able to support all current operations in the Department of Land and Surveys as well as the increasing needs of the Department. The CILIS project was initiated in the end of 1995 and ended in spring 1999. The Department of Land and Survey has the responsibility of: Keeping records for immovable properties and related ownership's updated; Control legal rights of properties Performing valuation of properties to secure the correctness of taxes related to properties; Performing Survey and Cartography of land; Serving the public on matters related to properties. The Department of Land and Survey is organised in a central/decentralised structure. The central part of the department governs the technical instructions, the preparation of laws and the explanation of laws. The operations are carried out regionally in four districts. Each district is autonomous and is in a position to undertake all departmental functions. Every district maintains records for its own district only and is subdivided according to functions in three basic sub-departments each responsible for: Legal Fiscal Cartographic and Survey CILIS is currently running in production centrally in the department and in one district. In beginning of next year the system will be rolled out to the other districts. The CILIS includes all legal/fiscal; cartographic and surveys functions in one integrated system allowing access to aspatial and spatial data from all districts and can be used for online maintenance and retrieval of data as well current as history information.
	Technical Platform
	SUN Servers and Workstations running UNIX Solaris. Oracle Database. ARC Info GIS System. Running in a client server solution.

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