The Province of Newfoundland and Labrador
The Province of Newfoundland and Labrador covers 405,212 square kilometers. It has approximately 513,000 residents. All lands in Newfoundland and Labrador that are not privately held are Crown Lands.
Newfoundland and Labrador used a computer system that had been developed in the early 1990s. It could not adequately manage the land and case management requirements of the Province.
The AMANDA Case Management Solution was implemented to satisfy 253 business rules and link to any records related to a piece of land in the Crown Lands Division. After the division’s success, the lotteries, motor vehicle registration, vital statistics and government service centers departments began using AMANDA.
Crown Lands account for 92% of the Province and cover a larger area than Japan. The land contains natural resources that private corporations are interested in logging and mining. Many residents have seasonal cottages or year-round homes, located on Crown Land. This need for development must be balanced with the responsibility of caring for natural resources. Newfoundland’s Crown Lands Division has been carrying out this mandate since 1840 by making land available for industry, settlement, recreation, and conservation needs.
The Crown Lands Division has a staff of about 70 professionals located at 6 offices throughout the province. They used a computer system developed in the early 1990’s. The system could not properly track applications.
In 2001, the division decided to replace their old system with AMANDA.
AMANDA was configured to meet the Province’s special needs, going live in April 2002. Other government departments such as Lotteries, Motor Vehicle Registration, Vital Statistics and Government Service Centers then started using AMANDA.
Approximately 3000 land tenure applications are processed annually. This secures and guarantees Crown Land Title and helps prevent unauthorized use through enforcement activities. The new system helps the Division review and inspect legal surveys, prepare legal documents of title for all dispositions of Crown Land, and maintains a land registry of Crown titles and records. Activities automated with AMANDA include Crown Land application processing for titles and deeds, scheduling of renewals, and rent reviews.
All records associated with a piece of land are linked in AMANDA. This makes it easy to find a specific record. Only one piece of information, such as the applicant’s name, parcel identification number, application number, or landing location is needed to retrieve a property title. AMANDA keeps track of all submission information and also records the time the staff has spent on the application process.
Sound land management is extremely important, as most land tenures are long-term. Crown Lands follows well-defined policies, procedures, and legislation.
AMANDA has been configured with business rules that assist staff in the governance in areas such as application submission, referral agencies monitoring, standardized approval process, document generation, and title issuance. Over 253 Crown Lands business rules have been implemented since the Province has started using AMANDA.
AMANDA’s to-do list is used for assigning each part of the application process to an individual. Due dates for all tasks are shown, enabling the staff to monitor and enforce appropriate timelines for completion of each process. The end result is a more timely issuance of a Crown title to a prospective applicant.
Before AMANDA, Regional Offices of the Division had difficulty in accessing information on every Crown Title in the province. Data entry by individual employees was not tracked by the legacy system. Determining who entered the information was difficult. With AMANDA, the Registry of Crown Titles is centralized throughout the Province. The four regional offices can access any record regardless of which office originally dealt with the case. As a result, the decision time of the Regional Offices has been reduced.
AMANDA makes for efficient IT administration. The Crown Lands program is centrally configured and administered. Regardless of which regional office processes the request, the same business rules are applied everywhere in the Province. Knowledge transfer from CSDC to the Division was a critical success factor in the project because it gave the Division the capability to modify and change the business rules according to their needs.
The Crown Lands Division is at the forefront of the land management process. Utilities and services provided by provincial and local agencies have a long-term impact on tenure applications, in conjunction with other government departments.
The Division uses AMANDA to process over 15,000 new and renewal land tenure applications. The Province’s disbursements have been increased to more than 89,725 active Crown land parcels. 150 years worth of historical land titles have been loaded into AMANDA. Thousands of legal and administrative notices have been sent to customers and various partner agencies, and more than $9,750,000 in revenue has been generated.
Newfoundland plans to build on their operational success with additional enterprise functionality by integrating with their corporate GIS and their financial system, as well as providing customers and partner agencies with web access to Crown Lands data. The system has proven its ability to help the division manage its land resources and will serve them in the future.