1. ADM Geographic Information System GIS Shared Services Review and Recap of Phase 3– GIS SSC Committee 12 September 2014 Eastern Cape Chris Carter carterc@mhpgeospace.co.za MHP GeoSpace (Eastern Cape)

2. Shared Service Centre • In 2013 a fully functional GIS shared services centre was established to service both the DM and all 7 LMs. • Since most LMs cannot afford GIS personnel, the DM increased its staff capacity to provided a full and equitable service to the LMs • The services on offer are: • Map Production (standard and customised maps) • Data Distribution (Analysis and data updates) • Online Information (GIS Website : www.amatholegis.gov.za) • Advisory Service (for spatial components of tenders and data validation) • Training (basic GIS training) • Data maintenance (cadastral and facilities data) • Scope and implement GIS projects on the behalf of lms.

3. Service Level Agreement Proposed GIS SSC Service Level Agreement

4. ADM GIS SECTION Currently there are 5 permanent staff members. 2 GIS operators which support the 2 GIS technicians and one GIS specialist.

5. NXUBA, GREAT KEI, MNQUMA AND MBASHE MUNICIPALITIES

6. ADM GIS INFRASTRUCTURE

8. COMMUNITY FACILITY DATA CAPTURE ADM initiated a project in June 2011 to capture facility information it thought to be important to address the business needs of the DM and it’s LM’s. A combined effort was undertaken by the DM together with it’s LM’s, the ward councillors, local community and a consultant to implement the project.

9. User Requirement Analysis in 2010 : Priorities

10. Capture Form

11. Schedule of Quantities Captured per facility type Total Facilities = 6754

12. Facilities Capture-Emergency Service

13. LAND AUDIT Cadastral Data Acquisition & Capture

14. ADM Cadastral Land Audit Full cadastral audit of all registered and SG-approved properties with SG 21 Digit Codes were created. Checking and correcting the SG information for spatial and attributes inaccuracies using small scale diagrams and general plans

15. Land Audit Data Maintained by ADM SG approved cadastral in GIS format Registered cadastral layer in GIS format Unregistered Cadastral layer in GIS format Quitrent cadastral layer in GIS format Deeds Office ownership datasets for properties in MS access format Deeds office ownership datasets for complex units/sectional titles in MS access format

16. Land AuditDeeds Office Ownership Information Linkage

20. Follow on work from the Cadastral Land Audit Data • Audit valuation roll against property register • Find properties missing in the valuation roll • Find ghost properties in the valuation roll • Use corrected valuation roll to correct financial and billing databases • Audit Land Use Management Plans against property Register • Quarterly maintenance system to keep data up-to date with the Deeds Registry and SG ‘s Office (January 2014) • Spatial linkage to the financial ADM system for water revenue enhancement. This resulted in a further exercise to update the land use management plans, due the findings between the local municipality valuation roll zoning information and that which existed on the DM Venus database

21. LAND USE Original formats of the land use plans-PDF

22. Original formats of the land use plans-Excell

23. Original formats of the land use plans-TIFF

24. Incorporation of data from various formats to GIS and published on the website

25. LUMS update • Initiated from the revenue enhance project • It was found that there were inconsistencies between the Venus billing zone information and that picked up from the LM valuation data sets. • Sessions were held between MSU planning manager and the GIS unit to find ways to resolve some of the issues faced at LM level • GIS unit assisted the MSU unit with adding a clause to all tender specifications that went out for town planning. MSU was also made aware that the ADM GIS unit had a more updated approved layer than what consultants acquire from the SG office.

27. Current LUMS Status • All data supplied has been consolidated into the Audited Approved Layer. • Amahlathilanduse is based on the draft 2012 plans and not zone information has been supplied • Data for Mnquma was received but was in a incomplete state and we had to bring this to the attention of the service provider • All other lm’s was matched best to what was supplied. • It has to be noted that the consultants responsible for the LUMS data are still using old layers and this has now resulted in queries which have to be addressed with either the planner or the lm itself. • What has also been noted is that across different muncipalities the landuse and zone information is referred to differently

28. Zone info across LMs Land use info across LMs

29. Audited approved cadastral Mar 2014 Data from planning consultant

30. ADM Street Capture • Using the most recent cadastral data- street addresses were assigned per property. • The street name and the most accurate numbers were used from the various sources of data.

31. Data Source

32. Various sources of information resulted in : (Desktop exercise) • Desktop exercise resulted in a 70% to 80% match • Most land parcels in the townships took on the erf numbers • The town centres were most complicated. The actual situation on the ground is not in line with the registered cadastral. • Many “own consolidations” have happened and have not be registered and owners have come up with there own house numbers. • Postal services occur to cluster boxes and not individual homes.

33. Study Area

34. Example of the Road Stick Map in Alice (Nkonkobe LM)

35. Examples of Street Addressing-Alice

36. Problems with the Addressing

37. Result of work doneNkonkobe : Adelaide

38. Financial Analysis of ADM Water Accounts using GIS Completion of the Land Audits instantly enabled detailed and accurate analysis to be done on ADM water account data The analysis required not only ADM water account data but also Local Municipal valuation roll (containing the property zonings) and rating databases in order to validate the zoning and property information recorded at LM level. Link between spatial (GIS) property data and financial system data necessitated creation of the SG 21-digit code in the financial data

39. ADM study area is indicated in Red

40. Spatial relationship: Land parcel (erf 32) related to Municipal Valuation Roll

41. Various input data used for the analysis

42. Number of land parcels per layer type

44. Number of land parcels with percentages of meters not being read.

45. GIS Desktop Capture –Property Status

46. Sample financial data-Venus Active Debtors

47. Sample financial data-LM Valuations

48. Sample financial data-Meter Billing

49. Sample financial data-Consumptions