Alberta Land Titles SPIN 2/3 ALTA 2 Project Overview

Transcription

1 Alberta Land Titles SPIN 2/3 ALTA 2 Project Overview August, Alberta Land Titles - Alberta Land Titles

2 Land Titles Stakeholder Community 1 Financial Sector Land Titles Data Documents 1 Infrastructure & Transportation Land Titles / Plan Data Survey Plan Registration Mapping/GIS Data Utility Sector Land Titles/Bulk Data Document Search/Reg. Mapping / GIS Data Survey Plan Registration Resource Sector Land Titles/Bulk Data Document Search/Reg. Mapping/GIS Data Plan Registration Land Data Ind. Land Title/Bulk Data Sales Document Search/Sales Mapping/GIS Data/Sales ALTA/ SPIN SYSTEM 1 Municipal Affairs ASSET System Dedicated Land Titles Data Access Land Titles Data 1 1 SRD Land Titles / Plan Data Mapping/GIS Data Document Search Environmental Protection & EUB Land Titles / Plan Data Plan Registration Mapping/GIS Data Document Search If we are out many sectors of the Alberta Economy suffers. Real time access is the norm today. 1 Municipalities Land Titles/Surveys Data Document Search/Reg. Mapping/GIS Data Survey Plan Registration 1 Other GoA Departments Land Titles / Plan Data Document Search Mapping/GIS Data 1 SDW / AltaLIS, Edmonton, Calgary Survey Plan Data Title Data Documents 1 General Public Land Titles Data DocumentSearch/Reg. Survey Plan Registration 1 Law Society (e.g. 1 Legal Firms) 10 1 Registry Agents Land Title Sales Document Alberta Land Titles

3 GoA Land Use Framework Model Air Photo Data Public Lands Data Land Use / Thematic Data Data/GIS/Imagery Layers Compiled Against a Common Provincial Base Terrain Data Spatial /GIS Data Resource Data Surveys Patent (Private) Registered Instruments / Lands Alberta Land Titles

4 Overall ALTA 2 / SPIN 3 Lifecycle Land Titles Online Services SPIN SPIN Initiation of ALTA 2 with Limited Funding (RRI / RRI Best) ALTA Funding Cut 2010 & 2011 Digital Submissions of Survey Plans CAD File Transfer to Mapping Authorities Online Access to Survey Plans & Other Land Related Data Legal identifier & Spatial Search Land Titles & Registered Documents Electronic DRR Registration Queue Title Mapping / eb Services Imaging SPIN 3 SDW / AltaLIS Calgary - Edmonton Cadastral Mapping Updates Map Updates to SPIN Note: Land Titles is the only agency in the provincial government that has access to Edmonton and Calgary Cadastral mapping representing over a third of the land parcels in the Alberta Land Titles

5 SPIN 2 System Profile 1 st ALTA 2 Project SPIN 2 Online Data Delivery Services: * Real Time Access to 6 terabytes of land related data products and services meeting 85% of all data requests with a 92% Satisfaction Rating from clients 2.15 million current titles 4.67 million cancelled titles Over 31.3 million instrument records on current titles (e.g. easements, rights-of-way, caveats, transfers, mortgages) 3.67 million (oldest) document records (hard copy) 395,000 Registered Survey Plans (Up to 80 feet long) 44,000 Township Plans & Associated Field Notes (SRD) 20,000 Alberta Survey Control Monument Cards (SRD) Provincial CLI Soils Ratings (Agriculture) Volume Data Services (thousands of records) Standards based web services for seamless data access by other GoA applications (e.g. SRD, Energy, Environment, Infrastructure) Other data and/or location services (e.g. Cemetery Information) Note: The original SPIN System remains today the most awarded system the GoA has ever had on a national / international Alberta Land Titles

6 Plan Registration & Cadastral Mapping Update Process: Digital Plan / Document Submission By ALS Hardcopy Documents via Courier Land Surveyor File Directory LTO Examination / ALTA Registration / Title & TIFF Creation SAN Registered Plan TIFF Archive SPIN2 Searches WayTo Integration Custom Application Components TIFF Group 4 Secure FTP File Transfer of CAD File And Webdips New Service- Plan pre-processing to verify CAD file compliance and geo-referencing Plan Pre-Processing CAD File Transfer Map Updates to SPIN SPOC System SDW / AltaLIS SDW / AltaLIS Map Updates Note: Land Titles is the only agency in the provincial government that has access to Edmonton and Calgary Cadastral mapping representing over a third of the land parcels in the Alberta Land Titles

7 SPIN 2 / 3 Releases SPIN 2 October, 2013: - Spatial Data Control Upgrade - Spatial Geometry Upgrade - Greater Browser Support - Disaster Recovery Support - Enhance Printable List - Street Address Search Link - Increased Site Time-out - Flood Plain Boundaries (Tentative) SPIN 3 (Next 3 Years): - ALTA 2 Interfaces Online LT Registrations Submissions / Digital Signatures / Automated Validation of Transaction Data - 24/7 Up-time - Mobile App / Tablets / Alberta Land Titles

8 SPIN 2 Services Search Services..

9 SPIN 2 Main Search Screen

10 SPIN 2 Example Title Search

11 SPIN 2 Example Title Search Response (by Plan)

12 SPIN 2 Immediate Title Delivery

13 SPIN 2 Example Document Search Results

14 SPIN 2 PDF Land Title

15 SPIN 2 Back of Title PDF

16 SPIN 2 Registered Document Example

17 SPIN 2 Registered Survey Plan Example

18 SPIN 2 CLI Soils Rating

19 SPIN 2 Alberta Survey Control Monuments

20 SPIN 2 Township Plans & Field Notes

21 SPIN 2 Volume Data Search (Thousands of Records)

22 SPIN 2 Volume / Web Service ASCII Data Example Volume Data Search ASCII Title (Partial) Format Response: "HIS"," :51:35","",,"JSPN001"," ",1," "," " "MEX"," :51:35","",,"JSPN001"," "," ",1,"EXCEPTING THEREOUT ALL MINES AND MINERALS" "LEG"," :51:35","",,"JSPN001"," "," ",1,"FIRST: LOT FIFTEEN-A (15-A) CONTAINING 10.6 HECTARES (26.30 ACRES) MORE" "LEG"," :51:35","",,"JSPN001"," "," ",2,"OR LESS, IN THE ST. ALBERT SETTLEMENT AS SHOWN ON A PLAN OF SURVEY OF" "LEG"," :51:35","",,"JSPN001"," "," ",3,"EXTENSION OF THE SAID SETTLEMENT SINGED AT OTTAWA ON THE 14TH DAY OF" "LEG"," :51:35","",,"JSPN001"," "," ",4,"AUGUST A.D. 1913" "LEG"," :51:35","",,"JSPN001"," "," ",5,"EXCEPTING THEREOUT ALL MINES AND MINERALS" "LEG"," :51:35","",,"JSPN001"," "," ",6,"SECONDLY: RIVER LOT FIFTEEN (15) AS SHOWN ON A PLAN OF SURVEY OF THE SAID" "LEG"," :51:35","",,"JSPN001"," "," ",7,"SETTLEMENT SIGNED AT OTTAWA ON THE 30TH DAY OF AUGUST A.D. 1913," "LEG"," :51:35","",,"JSPN001"," "," ",8,"CONTAINING 53.8 HECTARES (133 ACRES) MORE OR LESS" "LEG"," :51:35","",,"JSPN001"," "," ",9,"EXCEPTING THEREOUT: HECTARES (ACRES) MORE OR LESS" "LEG"," :51:35","",,"JSPN001"," "," ",10,"A) PLAN 6054AO - RAILWAY (R.L.15)" Web Services Example Submission File - See Attachment # 5 for Submission Standards Web Services Example Test - Title Search by Parcel Geometry (Polygon, Line & Buffer, Radius & Point, Spatial ATS)

23 SPIN 2 Web Services Search by Polygon

24 SPIN 2 ASCM Search

25 SPIN 2 Township Plans Search

26 SPIN 2 Spatial Drill Down Search

27 SPIN 2 Spatial Drill Down Search - Region

28 SPIN 2 Spatial Drill Down Search - Themes

29 SPIN 2 Spatial Search By Identifier

30 SPIN 2 Polygon Search

31 SPIN 2 Buffered Line Search

32 SPIN 2 Radius Search

33 SPIN 2 Polygon Search Results

34 EDRR & Pending Registration Request Queue

35 ALTA System Renewal Background ALTA System - The ALTA Torrens Land Titles System was implemented in 1988 to support the title, document and survey plan registration processes and search requests. ALTA is Registries most complex mainframe system that analyses and applies extensive business rules to each registration and maintains a historic view for all titles. The system effectively supports 150 +/- document registration types using a 100+ associated mainframe screens. However, systems design and development methodologies have advanced over time and the old design of the legacy system is reaching its life expectancy. Current issues include: Costly - Enhancements to the ALTA legacy system are complex, time-consuming and costly. Dated ALTA is a single threaded system locked to a number generator and optimized to work on one registration at a time. The underlying IDMS / Cobal technologies are late 70 s design and no longer mainstream. The business has stopped further investment in this technology since 2002 except in exceptional circumstances such as a legislative change. Lack of Trained Resources - Educational institutions no longer teach the currently used technologies; therefore finding trained resources to support this system is increasingly difficult and costly. Constrained - The emergence of new business practices enabled by emerging technologies presents many attractive opportunities for improved service delivery and efficiency for Land Titles services. Imaging Requirements for real time access to documents to enable electronic registration processing. Complex Transactions - Tie up the system resources and force the use of overtime to process these registrations. The system also has 20% dead code that encumbers process analysis. Client Demands - There is an increasing demand from external agencies for access to the land data that cannot be met in an efficient and cost effective Alberta Land Titles

36 Example Key Registration Elements / Factors ALTA Factors: ALTA was designed to handle: 1,300,000 Titles Current: 2,080, ,000 Registrations Annually Current: 1,000,000 3,400,000 Title Searches Current: 4,000,000 ALTA is a single threaded system locked to a number generator and optimized to work on one registration at a time. A growing number of more complex registrations (e.g. remortgaging multiple properties) cannot be run in real time or in parallel. One Walton quarter section is divided into over a 940 fractional titles to foreign investors. The ALTA system was not designed to process this type of registration. ALTA s I/O intensive non-relational (flat) database design creates 40,000,000 plus logical database calls on the mainframe to process a 282 unit condominium registration with a caveat equalling just 564 new registrations. 2 recent large registrations have failed outright illustrating the inability of the ALTA system to meet today s requirements. Growing size causes incremental performance degradation / mainframe Alberta Land Titles

37 ALTA 2 Key System Re-Development Drivers \ Tangible Returns Key Drivers / Returns: Total System Re-development Addressing Fundamental ALTA System Design Constraints Incremental Digital Submissions Efficiencies Automated Registration Lessen Exposure to Lengthy Turn Around Times Fraud Detection & Prevention Pandemic and/or Work at Home Alternatives Capture of Land Titles Knowledge Base Business Centric Development Addressing the 20% (plus) Rejection Rate Lower Total Cost of Development and Long Term Maintenance Client side real time Access to Data and Services Inter-Provincial Development Opportunities / Partnering Alberta Land Titles

38 ALTA2 / SPIN3 Detailed Timeline SPIN Registered Survey Plans Township Plans, Survey Control Markers Current & Cancelled Title Data Instrument Records and related Images CLI Soils, Cemetary info... Online Submission of Survey Plans Online Title, Plan, and document search and access Volume Data products & services Web Services Data Search and Access Web Map Server Spatial Search Pending Registration Queue ALTA Renewal Timeline As of June 2013 SPIN GoA Integration Title Mapping updates Near Real time Imaging Scanning of 3 million documents Electronic DRR Intelligent DRR ALTA Renewal DRR Viewer Prototype Lights on funding eforms Prototype Barcode Scanning Prototype Document Scanning Prototype Work Management Portal Prototype Examiners Desktop prototype Title Database Rls 1.Net 3.5 upgrade Title Database Rls 2 Fillable Forms Title Generation from SPIN link eforms with edrr eforms Transfer of Land Up Front Scanning Work Management Portal Work in SPIN when ALTA is unavailable SPIN Geometry (Map display) upgrades 2010/ / /2013 Shutdown Restart Digital signatures - Transfer of Land Greater Browser Support Today Electronic Examination - Transfer of Land Spatial Data Control upgrade Registration/ Rejection - Transfer of Land Electronic Examination Rls 2 Digital Signatures Rls 2 eforms - Rls 2 esubmission esubmission - Rls 2 BI Transfer of Land prototype Electronic Examination - Rls 2 Mgmt dashboard prototype Electronic Examination Rls 3 Digital Signatures Rls 3 BI Reporting Rls 2 Mgmt Dashboard Rls 2 eforms - Rls 3 esubmission - Rls 3 Registration/ Rejection Rls Alberta Land Titles

39 Land Titles Current State Registration Process Represents both current manual and automated processes Completion of Registration Rejected submissions are returned to law office for correction. Note: Land Titles currently rejects a costly 18-20% of all submissions. 9. Documents are sent to CCS for scanning then stored online for access through the SPIN 2 System Scanning 1. Albertans purchase a home and engage a lawyer 2. Paralegals prepare electronic Document Registration Request, (DRR) dumb electronic registration forms and hardcopy documents using title and instrument data from SPIN 2 and other sources. Note: Many law offices use legal software (screen scraping) to help process their registrations. 3. The lawyer reviews prepared package then has clients sign hardcopy documents. 4. The registration package is then forwarded to Land Titles by courier or other means. 5. Hardcopy pending registration packages stored in file shelves in order of receipt to maintain priority Land Titles staff examine each registration package supported by the ALTA Registration & SPIN 2 data systems and either registers or rejects. 7. Registration process updates ALTA system, does financials and reporting 8. SPIN 2 updated with new registration data, titles, registered plans and imaged documents (comprising 6 terabytes) for online access by the public ALTA Mainframe System SPIN 2 System Internet access to SPIN 2 for online data (e.g. titles, documents, Alberta Land Titles

40 Land Titles Registration Process - ALTA 2 Future State Represents fully automated or assisted registration processes. 3. Staff submit digital documents for online precheck against Land Titles business rules and registry records (e.g. legal description, owner name, title number) Validation record for pre-check Internet access to SPIN 2 online data 5. Documents are then forwarded to Land Titles electronically under the lawyer s Digital Signature Electronic Work Queue (24hr Hold) SPIN 2: Online access to 6 terabytes of title, document and plan search services using legal identifiers or the mapping/spatial interface SPIN 2 System 8. Registration process updates ALTA 2 & SPIN 2 systems, does financials and reporting. Automatic Registrations (e.g. Discharges) 1. Albertans purchase 2. Law office staff a home and engage a lawyer prepare smart DRR and electronic transfer / registration forms using data from SPIN 2. Note: Legal software will use direct web services data feeds from SPIN 2. Note: The red text highlight s major process and technology changes using a Business Rules / Business Process application development approach. 4. Once any corrections from the pre-check are made the lawyer reviews documents and then has them signed. Note: The lawyer would be responsible for holding the hardcopy signed documents for a period of 7 to 10 years. 6. Registration packages are screened again and electronic signatures validated by Juricert. If acceptable, the package goes into the ALTA 2 Electronic Work Queue in order of receipt. Rejected submissions are returned to lawyer for correction. Note: Target 3-4% of all submissions. ALTA 2 System 7. Land Titles experts examine each registration package assigned by the Work Queue and the Business Rules analysis of the documents the system has performed (supported by the ALTA 2 Registration & SPIN 2 Data systems) and either registers or Alberta Land Titles

41 ALTA 2 - Business Centric Approach Why not an IT led project? The project is about business change including: business process, legislation, business rules, staff and stakeholder change management, policy and procedures, communications. IT is a key enabler for the business changes but not the primary driver. Risk that business priorities will not be followed as closely IT driven projects have not had a successful history in Registries (e.g. RRI) IT do not have development or support resources to complete the project Project is following IT standards DCIO is represented on the project at working and steering levels Industry standards being followed, market leading products being used, best practices Alberta Land Titles

42 Note: The ALTA2 program has extended the typical architecture domains due to the importance of business process management, business rules management, decision management, service oriented architecture, business activity monitoring / event management, and business intelligence in the ALTA 2 solution ALTA 2 Business Centric Architecture Domains Business Context (Target Groups, Need, Business Programs / Services, Outcomes) Business Architecture Business Environment Current Business Model Business Use Cases (and Business Use Case Model) Other Possible Business Model(s) Business Organization Business Performance Measures Process Architecture Service Architecture Rules Architecture Business Intelligence Architecture Information Architecture Security / Privacy Architecture Application Architecture Technology Architecture ALTA2 Overall Solution Architecture ALTA 2 Solution Architecture (Software Architecture Documents ALTA2, plus one for each main solution sub-system) Registration Request (IDRR) Solution Architecture Submission Solution Architecture Work Management Portal Solution Architecture Examination, Registration / Rejection Solution Architecture Registration Engine Solution Architecture Registry Outputs & Product Generation Solution Architecture Administration Solution Architecture Service Request Solution Architecture E-Forms / E- Validation Solution Architecture E-Submission Solution Architecture Automated Registration (E-Registration) Solution Architecture Collaborative Registration Environment Solution Architecture Registry / Title Database Solution Architecture Bus. Activity Monitoring / Financial Bus. Intelligence Solution Solution Architecture Alberta Land Titles

43 Business Process Management Alberta Land Titles

44 Corticon Business Rules Alberta Land Titles

45 Leading /Best Practices Deployed By ALTA 2 Prepared for KPMG by Bill Craig Lead Technical Architect for the ALTA 2 Alberta Land Titles

46 KPMG Real Estate (Land Titles) Leading Practices Some specific innovations emerge when comparing the leading practices. These innovations include: Manage Requests nd Register/File Instruments and Supporting Documents Online search and access of registry information to support completion of instruments; Online submission of all instruments and supporting documents (legal documents, survey plans, agreements, consent documents, attestations ); All instruments (plans, transfer, mortgage, caveats, easements, lease, liens, releases/discharges ) and supporting document types (attestation, consent, approvals ) supported in a similar way; Simple e-forms or application user interface optimized to support multiple instrument types and single instrument variations; Dynamic e-form or application user interface that changes content of form based on how form fields are answered; Online Collaborative / Meets / e-dealing registration environment to allow both parties/party representatives and property registry organization to contribute and approve content; Maintain record of all activities related to collaboration or meet or deal ; If still required to accept paper instruments and supporting documents,perform up-front scanning and viewing prior to registration; Apply virtual registration number on images after registration. Pre-Population of existing registry data on instruments (e.g. current owner, current interests) Validation of instrument and supporting document content (single instrument content, instrument to instrument, and instrument to registry); Only allow off-plan sales instrument and supporting documents to be submitted by those with an active off-plan sales license; Standardize property registry requests for all service types registration requests, service requests, information requests through all required channels (in-person, mail, telephone, online - web application, e-form, , web Alberta Land Titles

47 KPMG Real Estate (Land Titles) Leading Practices Some specific innovations emerge when comparing the leading practices. These innovations include..: 1.2 Register Survey Plans Online submission of digital survey plans CAD/GIS files and survey plan images; Phase plans - allows for initial survey plan (e.g. subdivision plan) and development phase plans all on the original survey plan number; and Extraction of existing plan into CAD format with all appropriate plan components that can be edited (e.g. new subdivision or next phase of development) and then submitted back to be registered. 1.3 Register Transfer of Ownership Rule based semi-automated or automated examination of instruments, supporting documents and registry data; Automated instantaneous registration (based on automated examination); and Use of caveats (e.g. Off plan sale caveat ) to support long running (off-plan sales will not result in new ownership information until completion of work and fulfillment of all financial obligations). Use of caveats (e.g. Pending Property Sale caveat ) or other mechanisms to support recording of pending transfer of ownership; 1.4 Register Interest in Land Rule based semi-automated or automated examination of instruments, supporting documents and registry data; Introduce the use of caveat interest (e.g. Off plan sale caveat ) to support long running (off-plan sales will not result in new ownership information until completion of work and fulfillment of all financial obligations). Introduce use of caveat interest (e.g. Pending Property Sale caveat ) or other mechanisms to support recording of pending transfer of Alberta Land Titles

48 KPMG Real Estate (Land Titles) Leading Practices Some specific innovations emerge when comparing the leading practices. These innovations include: 1.5 General Digital signature, e-identifier or other mechanism that support two or multi-factor authentication for all online submission of content; Multi-factor authentication requires the presentation of two or more of the three authentication factors: a knowledge factor ("something the user knows"), a possession factor ("something the user has e.g. any token generator capable mechanism), and an inherence factor ("something the user is e.g. biometrics). Enhanced statutory bodies and roles for submitting instruments and supporting documents with strong authentication (e.g. Notary, Surveyors, Lawyers, key organization or government roles); Automated checks that those with digital signature, e-identifier, or other mechanism s to verify if they are in good standing within their association or role governing body; Multi-purpose cadastre using GIS technology to support internal real estate and cross ECA department generation products and externally marketable products; Collect fees for assurance fund to support any registration errors (caused by registry activities that resulted in registrant financial losses); Registration fees, Rejection Fees, Information access and structuring/packaging fees, and registry product fees to generate revenue; Introduce the concept of a public registry where information in the registry is searchable and viewable (transparency); Institute some constraints to protect privacy or where the information could be used for fraudulent purposes (e.g. can t search for properties based on individual or organization owner name); Institute a regular survey grid in Real Estate GIS for city to support ease of locating other spatial features when you don t have precise identifiers to find locations (e.g. don t have plot/parcel id; Registry should maintain priority of registration based on submission order; and Business activity monitoring and fraudulent activity pattern matching and Alberta Land Titles

49 Land Titles Current Challenges Other In-Direct Challenges: Strong suggestions have been made for Land Titles to become the repository for all types of land related information and/or services (e.g. flood plain designation, buried facilities, capped wells, grow ops, fraud detection, open data, emergency response) that are not germane to ownership and/or not an interest in land. The GoA requires a notification system such as a Land Gazette, potentially support by Land Titles SPIN 2 technology, data and services to record various types of information to meet Environmental, Society and Economic needs of Alberta Land Titles