ADM Geographic Information System
GIS Shared Services
Review and Recap of Phase 3– GIS SSC Committee
Eastern Cape
12 September 2014
Chris Carter
carterc@mhpgeospace.co.za
MHP GeoSpace (Eastern Cape)
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.
Service Level Agreement
Proposed GIS SSC Service Level
Agreement
GIS
SSC SERVICE
PRODUCT
DELIVERY PERIOD
1 Map Production
Standard Maps
Customised Maps
2 Data Distribution
GIS Data
GIS Data Analysis
3 Online Information Access GIS Website
4 Adv isory Support
Tender Specifications
Data Validation
7 Training
Basic GIS Software and Data training
8 Data Maintenance
Land Audit Data
Social Facility Data
Water Infrastructure Data
Settlements / Communities
Projects - ADM and LM
9 GIS Projects
Backdrop Data eg imagery
Scope and implement GIS Projects
on behalf of LMs
24 hrs
3 days
24 hrs
3 days
Instantaneous anytime/anywhere
3 days
3 days
14 days
Quarterly updates
Ongoing - LM input required
Ongoing
Annually
Annually with IDP rev iew, ongoing
updates - LM input required
Ongoing- as av ailable
Negotiated per project
ADM GIS SECTION
• Currently there are 5 permanent staff
members.
• 2 GIS operators which support the 2 GIS
technicians and one GIS specialist.
NXUBA, GREAT KEI, MNQUMA AND MBASHE MUNICIPALITIES
ADM GIS INFRASTRUCTURE
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.
User Requirement Analysis in 2010 : Priorities
Capture Form
Schedule of Quantities Captured per facility type
Total Facilities = 6754
Facilities Capture-Emergency Service
LAND AUDIT
Cadastral Data Acquisition & Capture
ADM Cadastral Land Audit
• Full cadastral audit of all registered and SGapproved 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
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
Land Audit
Deeds Office Ownership Information Linkage
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
LAND USE
Original formats of the land use plans-PDF
Original formats of the land use plans-Excell
Original formats of the land use plans-TIFF
Incorporation of data from various formats to
GIS and published on the website
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.
LM
Amahalthi
Town
Cathcart
Stutterheim
Keiskammahoek
Kei Road
Land use
old scheme
old scheme
old scheme
old scheme
Zoning
none
none
none
none
Great Kei
Cintsa
Glen Eden
Glen Gariff
Haga Haga
Kei Mouth
Komga
Morgans Bay
received
received
received
received
received
received
received
received
received
received
received
received
received
received
Nxuba
Bedford
Adelaide
old scheme
old scheme
none
none
Mnquma
Nqamakwe
Butterworth
Centane
not received
not received
not received
not received
not received
not received
Nkonkobe
Alice
Middledrift
Seymour
Fort Beaufort
received
received
received
received
received
received
received
received
Ngqushwa
Hamburg
Peddie
received
received
received
received
Mbashe
Elliotdale
Idutywa
Willowvale
received
received
received
received
received
received
Current LUMS Status
• All data supplied has been consolidated into the Audited
Approved Layer.
• Amahlathi landuse 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
Land use info across LMs
Zone info across LMs
Data from planning consultant
Audited approved
cadastral Mar 2014
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.
Data Source
• Various sources of information resulted in : (Desktop exercise)
LM
Amahlathi
Great Kei
Mbashe
Mnquma
Ngqushwa
Nkonkobe
Nxuba
No.Parcels
10044
7165
3165
8920
4971
16040
6919
• 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.
Study Area
Example of the Road Stick Map in Alice (Nkonkobe LM)
Examples of Street Addressing-Alice
Problems with the Addressing
Result of work done
Nkonkobe : Adelaide
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
• ADM study area is indicated in Red
Spatial relationship: Land parcel (erf 32) related to Municipal Valuation
Roll
Various input data used for the analysis
Layer Name
Source
Total Land Parcels Format
Registered
Cadastral
ADM
68 255 GIS shapefile
Venus-Active
Debtors
ADM
75 743 Excel
Venus-Meter
Billing
ADM
28 352 Excel
General
Valuations
LM'S
74 093 Excel
Water Flat Rate
BTO
1442 Excel
Water Basic
service
BTO
34865 Excel
Rates
LM'S
75611 Excel
Number of land parcels per layer type
80000
70000
60000
50000
40000
30000
20000
10000
0
Cadastral linkage to various spread sheets
(mismatch report)
80000
70000
land parcels
60000
50000
40000
30000
20000
10000
0
Total land parcels
% mismatch to cad
Registered
Cadastral(exclu
ding farms and
state land)
68255
Venus Active
Debtors
General
Valuations
Rates
Venus Meter
Billing
75743
26%
74093
11%
58834
30%
28352
37%
Number of land parcels with percentages of meters not being read.
land parcels with no meter readings
Total land parcels
%age
68255
25506
13482
37%
20%
reg cad
no meter reading
found
occupied with no
meter readings
GIS Desktop Capture –Property Status
Sample financial data-Venus Active Debtors
Sample financial data-LM Valuations
Sample financial data-Meter Billing
Sample financial data-Consumptions
Conclusion: Estimated water revenue loss per month per Local Municipality
The residential registered properties account for majority of the revenue loss amounting to R 2 517 525.40over its 6493
registered properties. 2nd are vacant properties, which according to the tariffs should be billed for.
Potential revenue loss by land use type recorded in Venus
Land Use
Type
Residential
Vacant
Unknown
Government
Business
Commercial
Institution
Government(
Residential)
Industrial
Total
Occupied sites
with no meter or
reading taken
Monthly
Potential
Revenue Lost
6493 R 2 517 525.40
4633
R 339 832.56
2895
R 222 683.40
116
R 218 061.60
131
49
R 205 878.82
R 83 294.46
289
R 76 523.20
17
R 36 214.08
14623 R 3 700 013.52
Reasons for Underbilling for Water in ADM
• Registered and occupied properties not included in the
financial system for a variety of reasons
• Registered and occupied properties supplied with water but
not having meters or meters not being read
• Properties being recorded in the financial system with
incorrect land use types or the land use types are captured as
“unknown”
• Properties being recorded in the financial system with
incorrect ownership type (eg private instead of commercial)
• Bills not being issued for vacant privately owned properties
over which services exist for these
Recommendations
•
Major cleansing of data must commence immediately:
1) correct data errors,
2) resolve land use anomalies,
3) include missing properties,
4) investigate on ground where no meters and non-billing is
apparent,
5) issue bills for vacant privately owned properties over which
services exist (requires quick audit of service infrastructure i
ADM GIS and service areas to be captured in GIS)
•
21 digit codes must be retained and updated in eVenus in order
to facilitate analysis quarterly and check how we’re doing
•
•
Land Use residing in both the District and Local Municipality
information systems must be exactly the same and a work flow
must be implemented to have this done and updated quarterly
between LMs and ADM.
The meter service coverage data set must be captured and an
implementation plan enforced to maintain this data.
ADM METER SURVEY SCOPE OF WORK :
• Visit each water meter/s serving each registered Erf
• Using a sub-meter accurate GPS, record the position of the
meter
• Record whether the erf is vacant or occupied.
• Record type of meter.
• Record the status of the water connection.
• Record the meter serial number/s of the meter/s supplying
that Erf
• Record the actual meter reading of the meter/s
• Record date and time of the reading.
• Take a photo of the meter/s number/s.
• Record the type of Sanitation connected to each registered erf
and indicate where there is no service.
• Record the street address of the property.
Making the information available to
all:
ADM’s GIS Website:
www.amatholegis.gov.za
•
•
•
Available 24/7
Allows everyone to query, view and print maps in a simple to use
environment
TABLET VERSION: http://gis6.mhpgeospace.co.za/AmatholeJS/
Thank You