alberta land titles spin 2/3 alta 2 project overview · pdf file@ alberta land titles - 2007...

@ Alberta Land Titles - 2007

Alberta Land Titles SPIN 2/3 ALTA 2

Project Overview

August, 2013



Land Titles Stakeholder Community

1

• Land Title Sales

• Document Search/Sales

10

Registry Agents

1

1 Law Society

(e.g. Legal Firms)

1

• Land Titles Data

• DocumentSearch/Reg.

• Survey Plan Registration

General Public

1

• Land Titles / Plan Data

• Document Search

• Mapping/GIS Data

Other GoA

Departments

1


• Plan Registration


• Document Search

Environmental

Protection & EUB

1



• Document Search

SRD

1

• ASSET System –

Dedicated Land Titles

Data Access


Municipal Affairs

1




Infrastructure

& Transportation

1


• Documents

Financial Sector

1

• Land Titles/Bulk Data

• Document Search/Reg.

• Mapping / GIS Data


Utility Sector

1

• Land Title/Bulk Data Sales

• Document Search/Sales

• Mapping/GIS Data/Sales

Land Data Ind.

1

• Land Titles/Surveys Data




Municipalities

1

• Survey Plan Data

• Title Data

• Documents

SDW / AltaLIS,

Edmonton, Calgary

1

• Land Titles/Bulk Data



• Plan Registration

Resource Sector

ALTA/

SPIN

SYSTEM

• If we are “out”

many sectors of

the Alberta

Economy

suffers.

• Real time

access is the

norm today.


GoA Land Use Framework Model

Surveys

Data/GIS/Imagery

Layers Compiled

Against a Common

Provincial Base

Resource

Data

Land Use / Thematic

Data

Terrain

Data

Spatial /GIS

Data

Public Lands

Data

Patent (Private) Registered Instruments / Lands Data

Air Photo

Data

C:/WME/Data/elliob$/PDF/Ft Sask demo.pdf


Overall ALTA 2 / SPIN 3 Lifecycle

SPIN 2 2004-2006

SDW / AltaLIS – Calgary - Edmonton

Cadastral Mapping Updates

Map Updates

to SPIN

• Digital Submissions of

Survey Plans

• CAD File Transfer to

Mapping Authorities

• Online Access to

Survey Plans & Other

Land Related Data

• Legal identifier &

Spatial Search

Initiation of ALTA 2

with Limited Funding

(RRI / RRI Best) 2006 - 2009

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 province.

SPIN 1999-2003

ALTA 2

2012 - 2016

SPIN 3

• Land Titles &

Registered

Documents

• Electronic DRR

• Registration Queue

• Title Mapping / eb

Services

• Imaging

Funding

Cut 2010

& 2011

Land Titles Online Services

C:/WME/Data/elliob$/PDF/Ft Sask demo.pdf


SPIN 2 System Profile – 1st 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 basis


Plan Registration & Cadastral Mapping Update

SPIN2 Searches

WayTo Integration

Custom Application

Components

Process:

Land Surveyor

File Directory LTO

Digital Plan / Document

Submission By ALS

Hardcopy Documents

via Courier

SAN Registered Plan

TIFF Archive

Examination / ALTA

Registration / Title & TIFF

Creation

SDW / AltaLIS

Map Updates

Map Updates

to SPIN

CAD File Transfer

TIFF Group 4

Plan Pre-Processing

Secure FTP File

Transfer of CAD File

And Webdips

New Service- Plan pre-processing

to verify CAD file compliance and

geo-referencing

SPOC System

SDW / AltaLIS

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 province.


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 / IPAD

SPIN 2 / 3 Releases

@ Alberta Land Titles - 2007 @ Alberta Land Titles - 2008

SPIN 2 – Services

Search Services………………..


SPIN 2 – Main Search Screen


SPIN 2 – Example Title Search


SPIN 2 – Example Title Search Response (by Plan)


SPIN 2 – Immediate Title Delivery


SPIN 2 – Example Document Search Results


SPIN 2 – PDF Land Title


SPIN 2 “Back of Title” PDF


SPIN 2 – Registered Document Example


SPIN 2 – Registered Survey Plan Example


SPIN 2 – CLI Soils Rating


SPIN 2 – Alberta Survey Control Monuments


SPIN 2 – Township Plans & Field Notes


SPIN 2 – Volume Data Search (Thousands of Records)


SPIN 2 – Volume / Web Service ASCII Data

Example Volume Data Search ASCII Title (Partial) Format Response:

"HIS","2004-05-10 15:51:35","",,"JSPN001","992367020010",1,"962251019","962 251 019"

"MEX","2004-05-10 15:51:35","",,"JSPN001","992367020010","0028222511",1,"EXCEPTING THEREOUT ALL MINES

AND MINERALS"

"LEG","2004-05-10 15:51:35","",,"JSPN001","992367020010","0028222511",1,"FIRST: LOT FIFTEEN-A (15-A)

CONTAINING 10.6 HECTARES (26.30 ACRES) MORE"

"LEG","2004-05-10 15:51:35","",,"JSPN001","992367020010","0028222511",2,"OR LESS, IN THE ST. ALBERT

SETTLEMENT AS SHOWN ON A PLAN OF SURVEY OF"

"LEG","2004-05-10 15:51:35","",,"JSPN001","992367020010","0028222511",3,"EXTENSION OF THE SAID

SETTLEMENT SINGED AT OTTAWA ON THE 14TH DAY OF"

"LEG","2004-05-10 15:51:35","",,"JSPN001","992367020010","0028222511",4,"AUGUST A.D. 1913"

"LEG","2004-05-10 15:51:35","",,"JSPN001","992367020010","0028222511",5,"EXCEPTING THEREOUT ALL MINES

AND MINERALS"

"LEG","2004-05-10 15:51:35","",,"JSPN001","992367020010","0028222511",6,"SECONDLY: RIVER LOT FIFTEEN (15)

AS SHOWN ON A PLAN OF SURVEY OF THE SAID"

"LEG","2004-05-10 15:51:35","",,"JSPN001","992367020010","0028222511",7,"SETTLEMENT SIGNED AT OTTAWA

ON THE 30TH DAY OF AUGUST A.D. 1913,"

"LEG","2004-05-10 15:51:35","",,"JSPN001","992367020010","0028222511",8,"CONTAINING 53.8 HECTARES (133

ACRES) MORE OR LESS"

"LEG","2004-05-10 15:51:35","",,"JSPN001","992367020010","0028222511",9,"EXCEPTING THEREOUT:

HECTARES (ACRES) MORE OR LESS"

"LEG","2004-05-10 15:51:35","",,"JSPN001","992367020010","0028222511",10,"A) PLAN 6054AO - RAILWAY

1.08 2.66(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)


SPIN 2 – Web Services Search by Polygon


SPIN 2 – ASCM Search


SPIN 2 – Township Plans Search


SPIN 2 – Spatial Drill Down Search


SPIN 2 – Spatial Drill Down Search - Region


SPIN 2 – Spatial Drill Down Search - Themes


SPIN 2 – Spatial Search By Identifier


SPIN 2 – Polygon Search


SPIN 2 – Buffered Line Search


SPIN 2 – Radius Search


SPIN 2 – Polygon Search Results


EDRR & Pending Registration Request Queue


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 way.


Example Key Registration Elements / Factors

ALTA Factors:

•ALTA was designed to handle: 1,300,000 Titles Current: 2,080,000

500,000 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. re-

mortgaging 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 impact.

.


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 Explored


Current & Cancelled Title

Data

Instrument Records and

related Images

Registered Survey Plans

Township Plans, Survey

Control Markers

CLI Soils, Cemetary info...

Online Title, Plan, and document search and

access

Online Submission of Survey Plans

Volume Data products &

services

Web Services Data Search and Access

Web Map Server

Spatial Search

Pending Registration

Queue

GoA Integration

Title Mapping updates

Near Real time Imaging

Scanning of 3 million

documents

Electronic DRR

Intelligent DRR

eForms Prototype

DRR Viewer Prototype

Document Scanning Prototype

Barcode Scanning Prototype

Work Management

Portal Prototype

Examiners Desktop

prototype

Title Database

Rls 1

Fillable Forms

Title Database

Rls 2

Title Generation

from SPIN

.Net 3.5 upgrade

Spatial Data Control upgrade

Greater Browser Support SPIN

Geometry (Map

display) upgrades

Work in SPIN when ALTA is unavailable

eForms – Transfer of Land

link eForms with eDRR

Up Front Scanning

Work Management

Portal

Electronic Examination -

Transfer of Land

Registration/ Rejection -

Transfer of Land

Mgmt dashboard prototype

BI prototype

eForms - Rls 2

eSubmission - Transfer of Land Electronic

Examination - Rls 2

Digital signatures -

Transfer of Land

eSubmission Rls 2

Electronic Examination

Rls 2

Registration/ Rejection

Rls 2

Digital Signatures

Rls 2

eSubmission - Rls 3

eForms -

Rls 3

Electronic Examination

Rls 3

Mgmt Dashboard

Rls 2

BI Reporting

Rls 2

Digital Signatures

Rls 3

SPIN

2000-2002

SPIN2

2004-2006

ALTA Renewal

2007-2009

ALTA2 / SPIN3 Detailed Timeline 2012-2017

Lights on

funding

Shutdown Restart

2010/2011

2011/2012 2012/2013

Today

ALTA Renewal Timeline As of June 2013


Land Titles “Current State” Registration Process

1. Albertans

purchase

a home and

engage a lawyer

5. Hardcopy

pending

registration

packages stored

in file shelves in

order of receipt to

maintain priority.

Represents both current manual and automated processes

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.

6. 110 + Land

Titles staff

“examine” each

registration

package

supported by the

ALTA

Registration &

SPIN 2 data

systems and

either registers

or rejects.

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

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

Completion of Registration

Internet access to SPIN 2 for online data (e.g. titles, documents, plans)

ALTA

Mainframe

System

SPIN 2

System

Scanning

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1. Albertans

purchase

a home and

engage a lawyer

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.

Land Titles Registration Process - ALTA 2 “Future State”

2. Law office staff

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.

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 rejects.

Rejected submissions are returned to lawyer for correction.

Note: Target 3-4% of all submissions.

8. Registration

process

updates ALTA 2

& SPIN 2

systems, does

financials and

reporting.

Internet access to SPIN 2 online data

3. Staff submit

digital documents

for online pre-

check against Land

Titles business

rules and registry

records (e.g. legal

description, owner

name, title number)

SPIN 2

System

ALTA 2

System

5. Documents are

then forwarded to

Land Titles

electronically under

the lawyer’s “Digital

Signature”

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.

Automatic Registrations

(e.g. Discharges)

Electronic Work

Queue (24hr Hold)

Validation record for pre-check

SPIN 2: Online access to 6

terabytes of title, document and

plan search services using legal

identifiers or the mapping/spatial

interface

Note: The red text highlight’s major

process and technology changes

using a Business Rules / Business

Process application development

approach.

Represents fully automated or assisted registration processes.


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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

employed


Business Architecture

Current Business Model Other Possible Business

Model(s) Business Organization

Process Architecture Service Architecture Rules Architecture

Information

Architecture

Security / Privacy

Architecture

Technology

Architecture

Business Environment

Business Performance

Measures

Application

Architecture

ALTA 2 – Business Centric Architecture Domains

Business Intelligence

Architecture

No

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Th

e A

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A2 p

rogra

m h

as e

xte

nd

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e ty

pic

al a

rchit

ectu

re d

om

ains

due

to t

he

import

ance

of

bu

sin

ess

pro

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man

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ent,

bu

sin

ess

rule

s m

anag

emen

t , dec

isio

n m

anag

emen

t, s

ervic

e ori

ente

d

arch

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, busi

nes

s ac

tivit

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on

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rin

g / e

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t m

anag

emen

t, a

nd b

usi

nes

s in

tell

igen

ce i

n t

he

AL

TA

2

solu

tio

n

Business Use Cases (and Business Use Case Model)

Business Context (Target Groups, Need, Business

Programs / Services, Outcomes)

Submission

Solution

Architecture

Work

Management

Portal

Solution

Architecture

Financial

Solution

Architecture

ALTA 2 Solution Architecture (Software Architecture Documents – ALTA2, plus one for each main solution sub-system)

Registry Outputs

& Product

Generation

Solution

Architecture

Examination,

Registration /

Rejection

Solution

Architecture

Registration

Engine

Solution

Architecture

Administration

Solution

Architecture

Registration

Request (IDRR)

Solution

Architecture

Service Request

Solution

Architecture

ALTA2 Overall

Solution

Architecture

E-Forms / E-

Validation

Solution

Architecture

Automated

Registration

(E-Registration)

Solution

Architecture

Registry / Title

Database

Solution

Architecture

Collaborative

Registration

Environment

Solution

Architecture

E-Submission

Solution

Architecture

Bus. Activity

Monitoring /

Bus. Intelligence

Solution

Architecture


Business Process Management Application


Corticon Business Rules Application


Leading /Best Practices Deployed By ALTA 2

Prepared for KPMG by Bill Craig – Lead Technical Architect for the ALTA 2 Project


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, e-mail, web service;



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 ownership;



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 notification.


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 Albertans.