Lams Manual

Land Administration and Management System (LAMS)

LAND ADMINISTRATION &MANAGEMENT SYSTEM

Draft 1.2

SEPTEMBER 2009

Report F46

LAND EQUITY INTERNATIONAL PTY LTD


TABLE OF CONTENTS

PAGE

1. INTRODUCTION...............................................................................................31.1 Copyright Notice...........................................................................................................31.2 Land Administration and Management Systems Overview...........................................31.3 Objective of LAMS:.......................................................................................................41.4 Functions of LAMS:......................................................................................................41.5 LAMS Phases...............................................................................................................4

2. LAMS OVERVIEW............................................................................................72.1 Titles............................................................................................................................. 72.2 Work in Progress..........................................................................................................72.3 Approved Survey..........................................................................................................72.4 Public Land Applications...............................................................................................8

3. GETTING STARTED.........................................................................................93.1 Starting LAMS..............................................................................................................93.2 Logging In...................................................................................................................103.3 Getting In.................................................................................................................... 113.4 The Transaction Tracking System Console................................................................123.5 The LAMS Desktop.....................................................................................................133.6 Desktop Customization...............................................................................................173.7 The Shortcut Buttons..................................................................................................183.8 Logging Out................................................................................................................223.9 Shutting Down/Exiting LAMS......................................................................................22

4. THE FORMS....................................................................................................235. FORMS: THE LAMS MODULE.......................................................................24

5.1 Tittles Form.................................................................................................................245.2 Title / Many Parcels....................................................................................................275.3 The Survey Plan.........................................................................................................325.4 The Names Entry........................................................................................................355.5 Public Land The Application.......................................................................................355.6 The Parcel.................................................................................................................. 365.7 Payment Entry............................................................................................................375.8 Batch Control Button...................................................................................................385.9 Check Batch Button....................................................................................................425.10 Transactions Menu.....................................................................................................445.11 Job Definition..............................................................................................................455.12 Transaction Tracking Field.........................................................................................485.13 Transaction Type Definition........................................................................................505.14 Inquiry Definition.........................................................................................................525.15 End Transaction Reasons..........................................................................................545.16 Title Batch Assignment...............................................................................................555.17 Title Validation............................................................................................................585.18 Parcel Validation.........................................................................................................63

6. FORMS: DATABASE MODULE.....................................................................686.1 Acquisition Types........................................................................................................696.2 Annotation Type Definition..........................................................................................706.3 Barangay Definition....................................................................................................726.4 PLA Type definition.....................................................................................................746.5 Registration Fees........................................................................................................756.6 Fee Type Definition.....................................................................................................766.7 Fee Set Definition.......................................................................................................776.8 Fee Maintenance........................................................................................................786.9 Database Setup..........................................................................................................81

Land Equity International LAMP2 Page 1


7. FORMS: THE SECURITY MODULE...............................................................837.1 The User Profile Form................................................................................................847.2 The Workgroup Definition Form..................................................................................887.3 Form Definition...........................................................................................................927.4 Station Entry...............................................................................................................947.5 Printer Definition.........................................................................................................967.6 Service Department Definition....................................................................................997.7 Workgroup Users Inquiry..........................................................................................1007.8 User Session Inquiry.................................................................................................1017.9 Workgroup Restriction..............................................................................................1037.10 Extended Workgroup Restrictions............................................................................1047.11 Workgroup Form Assignment...................................................................................1077.12 Workgroup Module Assignment................................................................................1097.13 Workgroup Printer Assignment.................................................................................1117.14 Workgroup Station Assignment................................................................................113

8. DATA RETRIEVAL........................................................................................1158.1 The Reports Destination...........................................................................................1178.2 Cash Receipts Reports and Daily Revenue Reports................................................120

9. THE MODULES.............................................................................................1249.1 Overview for Modules...............................................................................................124

10. LAMS MODULE:...........................................................................................12510.1 Console Button.........................................................................................................12510.2 The Title Button........................................................................................................12610.3 Public Land Application Button.................................................................................12810.4 Survey Button...........................................................................................................12910.5 Parcel Button............................................................................................................13010.6 Names Button...........................................................................................................13110.7 Payment Button........................................................................................................13210.8 Batch Control Button.................................................................................................13310.9 Check Batch Button..................................................................................................135

11. DATABASE MODULE:.................................................................................13511.1 Setup Button.............................................................................................................13611.2 Check Database.......................................................................................................13711.3 Fees.......................................................................................................................... 13811.4 Barangay Definition..................................................................................................139

12. SECURITY MODULE:...................................................................................14012.1 User Profile Button....................................................................................................14012.2 Station Button...........................................................................................................14112.3 Printer Button............................................................................................................14212.4 Workgroup Button.....................................................................................................143

13. GLOSSARY:..................................................................................................14613.1 Basic Acronyms........................................................................................................14613.2 Titles......................................................................................................................... 14613.3 Titles / Many Parcels................................................................................................14613.4 Survey Plan..............................................................................................................14713.5 Names Entry.............................................................................................................14713.6 Application................................................................................................................14713.7 Parcel....................................................................................................................... 14713.8 Transactions.............................................................................................................14813.9 The Electronic Mouse...............................................................................................14813.10 The Function Keys [F1 – F12]..................................................................................14913.11 The Alt Key..............................................................................................................150



1. INTRODUCTION

1.1 Copyright Notice

This publication pertains to LAMS (Land Administration and Management System) version 3.0 and to any prior or subsequent release until otherwise indicated in new editions or technical notes. Information in this document is subject to change without notice.

No part of this publication may be reproduced, transmitted, transcribed, stored in a retrieval system or translated into any language, in any form or by any means, without the express written permission of Land Equity International.

The software described herein is furnished under a license agreement, and it may be used or copied only in accordance with the terms of agreement.

LAMS is an abbreviation and name used by Land Equity International for the system developed to support the operation of the One Stop Shop. Symphony logo is trademark of Crevel International, Inc.

Windows, Windows 95, Windows 98, Windows XP, Windows Vista and Windows NT are registered trademarks of Microsoft Corporation.

1.2 Land Administration and Management Systems Overview

We must address (as soon as possible) many land administration and management issues that include:

Inconsistent and outdated land-related laws Overlapping tenurial instruments in public lands Disjointed policies, rules and regulations Cumbersome procedures and dysfunctional structures Inappropriate land classification for planning and development Bureaucratic land administration systems and procedures

On land tenure security and land registration, more issues include

- Inefficient land records management systems- Proliferation of fake, duplicate and spurious titles- Erosion of public confidence in the system



The issues mentioned above have been identified by the Land Administration and Management Project - an inter agency project of the DENR, LRA and the Department of Finance with donor assistance from the World Bank and the Australian Government. And these issues are addressed and are aimed to be resolved by the Land Administration and Management System Software.

1.3 Objective of LAMS:

- Enhance land record integrity within and between land agencies- Utilize ICT to provide better land management services- Support the Government’s One Stop Shop Approach to improve

service delivery (EO 467)- Provide an information system framework for the continual

integration of the whole of government land information.

1.4 Functions of LAMS:

- Computerize land records- Enforce data integrity and facility to identify conflicting land data- Efficient OSS transactions of core agencies, ROD and DENR- Provide land information exchange with external offices:

- Field Offices of LAMP land titling teams- LGUs (Provincial and Municipal Assessors Office)- Regional Offices of DENR, PENROs and CENROs- Other Govt agencies (BIR, DAR, NAMRIA, etc)- Other Stakeholders

- Management reporting and service delivery standards.

1.5 LAMS Phases

LAMS is being developed by Phases – right now this program is at its third latest and most updated phase. This means that the program has addressed most of the land record issues and incorporated the solution in an easy-to-use program for both administrator and user.

Right now, it is being tested in Leyte.

Leyte One Stop Shop is both the development and testing site as well as the first site for the operation of LAMS system. Unlike other systems in



use in DENR and LRA, the LAMS adopts a common database for the land and transaction information of both the DENR and ROD.

Common land parcel identifiers have been standardized so that all land records for each land parcel may be brought together. There are 4 primary data sets in the OSS managed through the LAMS software.

NO

CORE DATA SETS OF OSS

SYSTEM CUSTODIAN

REMARKS

1 Land Titles LAMS ROD Important information is captured into the database

2 Approved Surveys LAMS DENR Key information is captured

3 Transactions in Progress LAMS OSS, DENR, ROD

Continual update of all land transactions. Clients can know at what stage of processing their document is at, managers can control operations and measure performance against service delivery standards set in the OSS Management Plan.

4 Public Land Applications LAMS DENR Status of processing of various PLAs maintained, originating from CENRO offices of DENR and from LAMP field offices.

Future plans for LAMS include the following:

- Document imaging of DENR Regional office maps, plans and papers

- Linking LAMS with the RESAS property sales database and real property taxation systems

- Interfacing through freeware to internet users

LAMS commenced with a conceptual design in late 2004 and a prototype I 2005 which demonstrated applications such as OSS front desk transaction tracking and management reporting, as well as free patent application processing and information on approved survey



plans. In late 2006 the design of the production system commenced. The phases of the production versions of LAMS so far are:

Phase 1 – Building the LAMS DatabaseThis phase was rolled out mid-September 2007, for actual use at the Leyte OSS. Encoding of the actual or ‘live’ title records ensued from thereon. By March 2009 some 95% of the title records were already captured. Some 90% of the approved survey lots have also been captured. Minor modifications and enhancements are brought up occasionally for the developers’ attention.

Phase 2 – Database SynchronizationThis phase started as soon as enough titles were in the master storage for simulation and load testing. Design drafts started to come out in mid-December 2007. The final version was submitted for site testing in late February 2008. Testing has identified further developments needed.

Phase 3 – Transaction Tracking SystemThe preliminary set of specifications of Phase 3 came out in mid-December 2007. This initial set steadily evolved in the subsequent months, culminating in the ‘production-ready’ specifications done in April 2008 and issued the first week of May 2008. Software development of Phase 3 programs was completed September 2008. Testing in OSS Leyte of the Phase 3 LAMS system started October 2008.

Roll out of LAMS Phase 3 to other OSS sites could begin December 2008 if the suitable platforms and OSS offices are established.



2. LAMS OVERVIEW

The Four Basic Components of LAMS

When you begin using LAMS – successful authorization and log in will enable you to encode and retrieve data regarding land titling and applications. LAMS will give you access to forms and databases that are stepping stones to complete an application for a parcel or a transaction on an existing surveyed parcel or on an existing titled parcel.

Upon using LAMS the data is processed through one or more of the following four areas of the LAMS database:

- Titles- Work in Progress- Approved Survey- Public Land Application

All information that undergoes these stages will pass through an information gateway and store them in a secure database. The database can be accessed by a specified group of people and organizations so that application for land can easily be tracked down and processed with minimum amount of waiting time.

2.1 Titles

All past titles are stored in the database and linked to existing active titles so that the history of mutation of land titles is maintained. The titles database provides easy and fast access to all title information.

2.2 Work in Progress

This stage is the inter-system ‘journey’ that an application goes through, given that the applicant is seriously pursuing its completion by supplying the right documents and paying the appropriate fees. As a result of this data storage, the status of any application/transaction can be determined at any time.

2.3 Approved Survey



This is the data which allows authenticating the existence of a parcel and its location. Since patents and titles can only be issued on parcels covered by an approved survey, this data is an essential precursor to the application for patent/title. This data is kept up to date as sub-divisions are approved in the concerned jurisdiction. Note, that the actual spatial data is managed by a proprietary GIS system.

2.4 Public Land Applications

Under the Public Land Act (CA 141 as amended) and the CARL the DENR and DAR may process applications for title on public land which is already subject to an approved survey. Once processed and approved, the patent is registered by the ROD and enters the official Register of Titles.



3. GETTING STARTED

Welcome to Land Administration and Management System v.3 a simple-to-use Windows application for property management in the land application and titling system. Its set of features provides the ease, power and flexibility to make you efficient and effective in your daily use of the program. This chapter will tackle the basic things that you need to know and do in order to get inside the LAMS program. After that this chapter will also help you orient yourself with the various things that you will see once inside the program. It will help you get used to the look and feel of the system.

3.1 Starting LAMS

You start LAMS by double-clicking the mouse or by pressing enter after highlighting the Symphony icon (Figure 1) on the Windows desktop.

Figure 1. The LAMS icon

There are instances though when new Windows users, prefer to right-click on the icon and then clicking on the Open function of the shortcut menu (Figure 2) that appears to start the LAMS program.

Figure 2. Shortcut menu



Once you run the system, it will prompt you to a splash page. That splash screen (Figure 3) will include the LAMS logo, the log in form and a label at the top of the page indicating the version of LAMS that you are running.

Figure 3. The LAMS Splash Screen.

If you are having difficulty starting LAMS, make sure you are properly connected to the network before trying again. Consult your system administrator for details on how to check your connection.

3.2 Logging In

After LAMS has started, the Login form is displayed (Figure 4). Before you can begin using LAMS, you need to supply the form with your assigned user ID and password. Your system administrator usually assigns a unique set of these access keys for each user.

You should always note or memorize your ID and password. Keep it confidential or secret. It is not advisable to write down or place it on your workstation for everyone to see.



You certainly would not want anybody messing around with the system with your ID and password. Once honored with ID and password the system becomes partly your responsibility.

The built-in security of LAMS tracks changes to sensitive records and stamps each operation with the user ID of whoever is currently logged in.



Figure 4. The Log In form

You may normally log in to the system from any workstation. However, your system administrator may opt to enforce a stricter security scheme for your property and restrict your access to certain workstations.

3.3 Getting In

At the User ID box, key in your user ID and press the [Enter] key.

Figure 5. Login form with information

At the Password box, enter your assigned password. Note that you get to see only an ‘at sign’ (@) for each key you press (when typing in the pass word field), hiding your ID against casual observers. At this point, you may click the OK button or simply press the [Enter] key or click on the ‘submit’ button in order to submit your entries to LAMS. Once you are inside LAMS, you can call all the functions you have access to as a user. Your user ID and password are in effect during your entire session and are deemed ‘trusted’ by the LAMS program. You will not be interrupted by further logins to complete a task.



3.4 The User Profile Form

The User Profile Form is the default form (Figure 6) that you will see on the LAMS desktop once you have successfully logged in. Accomplishing this form will be shown in Chapter III but for now, it is illustrated here so you will not be confused as to why it is open - once you get inside LAMS. You can close the form by clicking on the “X” box at the upper-right hand corner of the form.

Figure 6. The User Profile Form



3.5 The LAMS Desktop

The desktop (Figure 7) is your work area while in an LAMS session, the space you will see after closing the default form.

Figure 7. The LAMS Desktop

Now that we are inside the Desktop area it is beneficial to know what makes up or comprises this space. LAMS was designed in such a way where there is easy access and use for its users. The desktop has a number of shortcut buttons so you do not have to go through a number of lists under the main menu.

Below the menu of the LAMS Desktop are the keys that are actually the forms found under the File menu. They are placed there for easy access to the forms used by the system.

Figure 7A. The buttons blow the Main Function Keys.

On the topmost part of your desktop is the Title Bar, which shows the LAMS task and LAMS version. You use this information when calling



customer support for assistance, so they can easily pinpoint where you are in the system. Below the Title Bar are the Menus (left part of the screen) of the active forms and records available to the user of the LAMS. The application menu lists the available options related to the active application. You open a menu by clicking on its heading or by calling its shortcut.

Figure 8. The Application Menu

You may also activate a menu by holding the [Alt] key and pressing the uncensored letter of the heading text. The application menu (Figure 8) is usually active at all times, allowing you to call other forms while working on another.

Figure 9 illustrates more functions that you can find on the left side of your desktop. All present to make working within the system easier. These are actually the shortcut buttons to most-accessed forms in the system. So you will not have to go through list upon list.



Figure 9. The System Functions

On the right side of your desktop you will see the user maintenance buttons (Figure 10). Whether it’s for the Module or LAMS desktop – accessing them is easy just by clicking on the buttons. This new version of LAMS features a User Icon just beside the Log Off button. The icon helps identify who is logged on to the system – this is because each user can upload his or her desired photo in the Security-Profile area.

Figure 10. The user maintenance buttons

The IT Tech button (Figure 11) shown here with a customized name ‘Mike Mejillano’ (who is the current user of the system) features a dropdown menu that is similar to right-clicking a mouse. It will call upon a list of things that you can do to either customize or make the use of LAMS easier and more appealing to you as a user. You can change



the themes and also the fonts which is vital when trying to read and accomplish forms.

Figure 11. The drop down menu for customization button.

Still on the right side of your screen -- There is also a clickable calendar (Figure 12) that one can use as reference. The Calendar does not affect any function nor can change the actual date which the LAMS system follows.

Figure 12. The desktop calendar



3.6 Desktop Customization

Desktop customization (Figure 13) is another feature from LAMS that enables the user to choose the design and font-style while he or she is working on forms or records. It is still part of our Desktop discussion because it is an added detail just for the user. These customizations can be made by either right-clicking on the mouse or pressing the F12 button. Both actions call on a sub-menu. The font-style menu features a number of commonly-used and easy to read fonts – upon choosing a font, the effects are immediate and all the answered fields will reflect the chosen style. There are currently 8 font-types to choose from in LAMS.

Figure 13. Customization sub-menu.

The desktop design (Figure 14) just allows the user to choose a background image and system-skin that he or she likes. There are currently six themes to choose from in this current version of LAMS.



Figure 14. The Themes sub-menu



3.7 The Shortcut Buttons

The Shortcut buttons are keys that call out different shortcuts from within the system. These can also be called function keys [F2] to [F12], starting from the left. The summary of these function keys are in Table 1.

Key Label Purpose/System Response

F2 System Navigator Launch another form by calling its shortcut

F3 --- ---F4 Look up by record For easy file/record search

F5 --- ---F6 Change Module Call the LAMS Module Page

F10 Save file changes Calls out a positive function in effect to the LAMS file or record a user is working on.

F12 Calling on a sub-menu This is a function similar to right-clicking a mouse. And it emphasizes LAMS user-friendly design.

Table 1. The LAMS Shortcut Buttons/Function Keys

The system’s response to the function keys remains consistent wherever you are in LAMS. You only need to learn the global function key assignments once. Mapping the functions with the corresponding keys is an exclusive LAMS feature designed for users who are more at ease with the keyboard than using a mouse. LAMS is one Windows application you can do without the mouse, it is one of its user-friendly feature.

The System Navigator [F2]As you become used to LAMS, calling forms via the menu system is easy, so easy that it becomes second nature. However, if you find yourself often switching between applications/menu systems to call forms, the System Navigator is the function for you. The System Navigator allows you to directly launch a form just by pressing a function key and typing in the form name in the required field. All you need to know to launch a specific form quickly is its shortcut ID. Calling out a new form does not interrupt your current task (the already opened form you were working on before) it allows you to pick up where you left off.



Figure 15. The LAMS System Navigator Form

When you click on the magnifying glass icon, you will call on the “find form” window, this is a system feature which helps the user pinpoint a specific form just by supplying certain information like description, ID or type.

Figure 15A. The LAMS Find Form Window

The Find (Lookup by record) Function [F4]

To ensure consistency in user entries, a number of LAMS fields require codes to represent the items to key in. This helps the system work faster and present lists to help your task become easier. A sea of information is hard to sort out on its own but presenting ready choices for the user to pick from is a great help. By pressing the F4 key you are able to call out this particular function (Figure 16) and you will be able to find information you are looking for – depending on category; whether it is title, municipality, Barangay number, lot number, survey plan or owner. This all depends on the information you have on hand that’s stored in the database. The purpose of this function and of categorizing the information is really to avoid ambiguity when it comes to the data within the system. (How to accomplish forms will be detailed in Chapter III, fyi).



Figure 16. The Lookup Form (called by pressing F4)

After you accomplish the ‘Find Title’ form the system will then give you a list. There are three ways you can choose an item from the list (Figure 17). First you can use the arrow keys to move and highlight the selections – then you can press the [Enter] key. Second, you can click on the item to highlight it and click the OK button. Lastly, you can simply double-click on the item.

Figure 17. A Sample List generated by LAMS based on a search by supplying the surname ( refer to Figure 16).



The LAMS Modules [F6]Figure 18 shows the standard LAMS Module page. It is activated whenever you press the [F6] key. You use this menu to transfer from one module to another. To transfer to another module, you may click on its corresponding button. You may also use the keyboard arrow keys to highlight a module and press the [Enter] key to transfer to the destination module.

Figure 18. The Modules Page

Saving File Changes [F10]Pressing the F10 button calls on a positive function that will affect a record or form that you are working on; the result is that the changes you’ve made in a record will be filed and saved by the system immediately. For example; working on your User Profile – if you change your email address and then press F10 – the next time you open that form, the changes will be immediately reflected.

Calling on Sub-Menus [F12]When the user presses the F12 button it is the same as right-clicking on a mouse. This is really to aid people who are not used to using a mouse – to navigate and perform tasks within the system – with ease. LAMS is a user-friendly system that caters to computer savvy and non-computer savvy users.

Figure 19. The Customization Menu (after pressing F12)



3.8 Logging OutLogging out of LAMS is quick and straightforward. All you need to do is to close all active forms and exit your current application by selecting the Exit and Logoff option of the File menu (Figure 20). Once you see the Login form, you can be sure that you have safely exited the LAMS system.

Figure 24. Sample File Menu

3.9 Shutting Down/Exiting LAMS

There will be times when you will be instructed to shutdown or exit LAMS. Logging out of LAMS is one thing; exiting or shutting it down is another. A shutdown means logging out of LAMS and closing the Login form to end your session. A normal LAMS shutdown returns you to the Windows desktop and unless instructed to do so, you need not shut Windows down.

Warning: All open files and changes made to said files may not be saved when the system undergoes a sudden or immediate shutdown.



4. THE FORMSLAMS is comprised of many forms designed for data collection and encoding. In this chapter the details on how to accomplish the various forms in LAMS will be discussed and illustrated, with the LAMS module, database module and security module.

Please note that further explanations and details for the functions of the Modules can be found in Chapter V.



5. FORMS: THE LAMS MODULE

To access the LAMS Module, all you have to do is refer to the LAMS desktop and look to the right side of the screen – press on the “LAMS” button which will then prompt you to the module selection.

Figure 1. How to select your module.

After you do that you will see that your desktop will change slightly. On the left side of your screen you will see that the File Menus and the Utility Buttons will change. The Utility Buttons to the right side of your screen will now have the LAMS label. This is how you can be sure that you are in the right module.

5.1 ROD – Titles / Many Parcels Form

The LAMS software is intended to aid in making, keeping and maintaining records that include land titles and registry. The ROD – Titles / Many Parcels Form is one of the forms readily available for fill-out by the user. This form is intended for a singular person claiming a parcel of land. Filling out this form activates a record that can be used for quick reference when the applicant follows up with his or her application. This form enables one claimant to register for more than one parcel under one record. This means that for one piece of land there’s more than one owner with equal right or proof of ownership for the property. This form allows the official/government employee to file these names under one claim. Normally, people who are heirs or those who fall under the old practice are the ones who end up being multiple



claimants for a single parcel. The same search function is present in this form when looking for an existing record.

Figure 2. The ROD – Titles/Many Parcels Form

Figure 3. The FIND TITLE Table



Figure 3.1 The List of Titles generated by the system

Figure 3.2 The accomplished form (ROD Titles/Many Parcels)



Figure 3.3 Changing information in the form can be done by clicking on the [+]/[-] buttons, the dropdown menus and fields for free text.

Figure 3.4 A new Barangay is needed to add a parcel (the first step to enable other fields)



Figure 3.5 The possible ways to change your data within the system: Dropdown menus (green), Add/Delete buttons (red) and Free text boxes (orange).

Figure 3.6 Saving your changes.



In order to accomplish or make changes in this form you have to have a Title ID. If this is not available to you in hard copy, press on the search button on the upper-left side of your Titles window in order to generate a Find Title Table. The Titles Form can be called on by either using your system navigator by pressing [F2] or just pointing the cursor to the file menu and clicking.

A feature of this form is a document search by title, barangay name, municipality, survey plan, lot number and owner. Also there is an immediate activation of the record once the form’s been filled out with vital information in reference to a parcel.

After the second version of LAMS an improvement was introduced to the system, it is a feature than that enables LAMS to create an ID with every new entry. As opposed to the older version where the system only matched record numbers with the names.

After clicking on your information of choice – the data filed under THAT category will immediately load on to the ROD – Title/Many Parcels. From there on you can make can make changes or amend the information within.

5.2 ROD - Titles

ROD - Titles is another form in LAMS that features almost the same fields as that of the ROD – Titles/Many Parcels Form. Only this form allows only one user to claim a parcel in a singular record.



Figure 5. Form for ROD - Title. This is a blank form.

In order to use this form:

- The user must first supply the Title ID - If the user does not have one – he/she can do a search by clicking

on the Search Button (the magnifying glass icon) and it will immediately present a search form.

- The search form has fields and you can conduct a search using the name of the owner or Barangay name.

- After that you will be presented a list generated by the system – based - on your search parameters (name, Barangay)

- To select an item simply double click on it with your mouse or select and press the enter key on your keyboard.

- This will load information filed under that ID onto the form.- After your changes are set be sure to save your work by pressing

on the SAVE button.- The next time that you load this particular form – the changes you

made will be reflected.

Figure 5.A The ROD – Title Search Form.



5.3 Pending Titles Entry

This is a form found under the Application Menu. This form is basically to log and keep track of the parcels which have yet to be approved and registered by local authority. There could be a number of reasons that the Titles are pending – but mostly because before a land is approved there is a process and an expert is to examine the actual parcel to make sure that the technical description and measurements are accurate.

Figure 6. The Pending Titles Entry Form

5.4 The CIM Survey Plan

The Survey Plan form defines and describes the parcel that an individual or group is applying for. The Survey Plan documents when the land was surveyed and what details are included in order to build its record in the database – for quick and easy reference. There are drop-down menus that are pre-loaded with specific province IDs, municipalities and survey plan type – which the user can choose from. These are preloaded to specify and narrow down searches. Calling out this form follows the same steps as that of the Titles Form – you simply go to the File Menu and click and then pick out the category and a form will immediately appear.



Figure 7. The CIM Survey Plan (blank)

Search by Survey ID. The Survey Plan also has a search function. By clicking on the magnifying glass icon on the upper-left corner of the form, you will be able to call out a Survey list. You can choose a record from the list and read the details by double-clicking on the chosen item. When a record is called on after a search, the user can now edit the information within the CIM-Survey form.

Figure 7.1 The CIM Survey Plan Search



5.5 The Names Entry

The Names Entry is the form filled out to build a record for an applicant. The system generates a unique number that will be the individual’s ID whenever there’s a need to look-up his or her record.

Figure 8. The Names Entry form (accomplished)



The Names Entry supports the database that establishes the identity of a person that is claiming / applying for a parcel of land. The components that make up this database are supposed to help single out a person even if he or she shares the same name or initials with a multitude of others. This form can be accomplished even without the personal appearance of the claimant. A representative of the claimant is enough.

Figure 8.1 The Name List search (accomplished with surname ‘Ang’)

The Names Entry form has a search function that you can access by clicking the magnifying glass icon. This will call on a small form where you can fill up with a surname that you are looking for.

Figure 8.2 A Name List sample (after filling out the search form)



The Names Entry form can search names in different ranges or modes depending on the information you have with you. If you have a surname or just a name that is either a first or last name – all you have to do is type it in the name search field and a list will come up. A wider search method can be used as well – this is by supplying an exclamation point ‘!’ before the name. This search will call up every name of applicant or owner on record that possesses the name you typed after the exclamation point.

5.6 CENRO - Application

The Public Land Application is a form that is to be accomplished by an employee of the appropriate office. It enables an individual to qualify for the government. It’s more or less an overview of what the parcel looks like and what it is used for. This is needed to fully validate the existence of that piece of land. This form unifies information about the land and the applicant – a compact reference in the system.

Figure 9. The Application (not accomplished)

The Application form will also allow a person to apply for a title certificate, a step closer for him or her to own the land he or she has been applying for. It has a search function. By clicking on the



magnifying glass icon on the upper-left corner of the form – you will be able to call out a form.

You can fill out the form based on the information you have in custody, and you will be presented a list. Choosing from the list is easy, highlight and double-click on it. The Application is used by the CENRO employees in order to activate and document the history of land that a claimant is applying for – this is to certify the existence of a parcel – and once established the title of the land will be on record forever. This means that the land title could be passed down from owner to owner – but the first person, the original applicant’s name will forever be on the first and original title stored inside CENRO’s vaults.

5.7 Parcel Masterfile

The Parcel Masterfile is a form is to be accomplished by the surveyor. It’s a more in-depth description of the land being applied for. This is needed to fully validate the existence of that piece of land and what it technically looks like. There are fields in the form that requires exact information, like measurements for the longitude and latitude of a parcel. These are things that only an official surveyor can accomplish.

Figure 10. The Parcel form (accomplished)



The form also has particular sections that display vital information of a parcel (Parcel Relationships). This, of course, promotes accuracy and a more efficient way to establish a parcel’s existence and integrity.

Figure 10.1 Parcel Relationships (sample)

Note: The buttons located above the drawing are the tools that the surveyor will use to map out the parcel – this will help him or her prove the parcel’s integrity and existence.

*The forms available in the LAMS are all designed to edit and not delete any information that is inputted in the system. LAM is also designed to log all the changes made in all the forms – in order to create a proper history of data entry and changes.

5.8 BLM Tie Points

First of all – BLM stands for Bureau of Land Management. The BLM Tie Point Form is necessary for recording and documenting the exact measurements of a parcel to determine the ‘point’ of closure in a survey. This is to be ensure the exact coordinates and boundaries of a parcel – that tells it apart from other parcels located beside/surrounding it.



Figure 11. The BLM Tie Points accomplished form.

To accomplish the BLM Tie Point the user must know the Tie Point ID – in order to find it (if the user does not know it) click on the search icon in order to call out the search agent – the search agent basically asks you for your name, receipt number and date you paid the fees.

Figure 11.1 BLM Tie Points (Search)

5.9 The Console Button (Transaction Tracking System)

The Console Button can be found in the LAMS Module desktop. It is actually the first utility button under the main menu. This button calls on a very important form in LAMS, the Transaction Tracking System Console. This is a form that, ideally, is intended to map out and help



keep tabs on the movement of a parcel application – via the Routing Info and History features. Remember that LAMS involves quite a number of processes and transactions. An application can easily get lost with all the records that go through that system on a daily basis. The Transaction Tracking System Console is a window that displays just when and where an application is. This helps the Front desk locate the said application when needed.

Further discussion on the Transaction Tracking System will be discussed in a separate chapter.

Figure 11.2 The Transaction Tracking System Console

5.10 Batch Control Button

A big number of applications and records pass through the system daily. Batch Control is used to regulate the flow of information in the system so everything remains organized and easy to locate. More importantly it is easier to locate a file in carefully segregated clusters than a pile of unsorted information.



Figure 12. The Batch Control Button.

To be able to use this form the user should know the batch ID. The batch ID is assigned by the System Administrator. And in case this information is not available to the user – one can always use the ‘search icon’. The search icon will then call on a search agent that will in turn generate a Batch List (generated by the system).

Figure 12.1 This is the search agent to help you find the batch that you are looking for.



Figure 12.2 The Batch Control List

A user should then select an entry from the batch control list so the information will load onto the Batch Control Form. Once the information is there you can increase or decrease the number of entries on the form. Decreasing and/or increasing the number of entries and rows on the form can be done by clicking on the PLUS or MINUS buttons on the form.

Figure 12.3 Batch Control after clicking on [+] button.

There will automatically be an additional row that you can use after clicking the PLUS button and then you are ready to add a name and document count. You can click on the search icon to accurately pinpoint a name. After doing so you can specify the Document count and then hit SAVE. The next time that you load the Batch Control Form the changes will be viewable.



Figure 12.4 Find User to add to your encoders list

Figure 12.5 The User List - when you are adding to the encoders.



Figure 12.6 Batch Control form with the saved information from an earlier session.

5.11 Check Batch Button

The Check Batch Button enables the system manager to approve or validate batches of information inputted in the system. The form that the Check Batch button calls upon is the Validate Batch Form, this is used by the system administrator to approve information and deems them fit to be stored in the database. It documents who approved the information as well as assigns a batch number for easy retrieval.



Figure 13. The Check Batch Button (and the form that it calls on).

In order to accomplish the Validate Batch form, the user must click on the Batch ID search form and select one. Same goes for the Encoder ID.

Figure 13.1 The Find Batch Agent

Figure 13.2 The list generated when you click on Find Batch Control



Figure 13.3 The Encoder List

Figure 13.4 Validate batch with completed information.

When the information needed by the form is completed the user can click on start and wait for the progress bar to load.



Figure 13.5 The Progress Bar.

5.12 Transactions Menu

The Transactions Menu houses a number of functions that LAMS can offer its users. This allows them to easily select a particular category or function and adjust the data or information about the said item. The Transactions Menu deals with a lot of changing information depending on what kind of Transaction is done and when it’s done. All changes affects the application for a parcel.

Figure 14. The Transaction Drop down Menu

The Console button in this menu refers to the transaction tracking system that the software uses in order to map out the specific location of a said transaction. The Payment Entry is a form that helps the administrator track down the transactions/payments made in order for a



particular application to be accomplished. This is a form that makes it both official and enables the system to track down the particulars about a payment (when, where, why).

5.13 Payment Entry

The Payment Entry is the form that this particular button calls on. Payment Entry is the form that documents the transactions/payments that an applicant completes in order for his or her application to be activated. Paying creates a record that can be used to track or as proof that such a transaction took place.

Figure 15. Payment Button (and the form it calls on).

To accomplish the Payment Entry the user must know the Cash Track ID – in order to find it (if the user does not know it) click on the search icon in order to call out the search agent – the search agent basically asks you for your name, receipt number and date you paid the fees.



Figure 16. Find Payment form (search agent)

5.15 Job Definition

This is basically the form that the administrator will use in order to define functions, tasks and capabilities to certain workstations. It helps in keeping track of the tasks assigned to LAMS users and also limits those who can access specific parts, forms in the system.

Figure 17. Job Definition Form



Figure 17.1 When the user clicks on the search agent it will call on a search form, from which you can select job IDs. It is a system-defined list.

Figure 17.2 The system generated list (Job List) select the job category that you desire by highlighting and double-clicking on the item.



Figure 17.3 The Job Definition form (accomplished) wherein the user can feel free to change the job definitions and save the changes – it will reflect the next time the same record is loaded.



5.16 Transaction Tracking Field

This form introduces and selects parameters for functions available in the system; this gives order and categorizes the information going inside LAMS. If the parameters are set it is easy to look up information encoded in the system.

Figure 18. Transaction Tracking Field Definition form (empty) – loading the needed information here can be done by clicking on the search icon under the JOB ID field.

Figure 18.1 The Job List related to the Transaction Tracking Field Definition. This appears after the search agent is clicked and a predefined system list is called out. Simply click on a particular item from that list.



Figure 18.2 After selecting a workgroup from the list, the form is loaded – then the user can feel free to change the information within. Changing information is basically done by pressing the [+] or [-] buttons on the fields. This means that you are adding another row/item (another field inside an existing form). After that, the new row will contain a search agent – clicking on that will call on a list of possible FIELDS that you can add.

Figure 18.3 The form after the changes are added. These can be preserved by clicking on the SAVE button.



5.17 Transaction Category Definition

The Transaction Category Definition -- specifies the database where the information will be classified under. These will be the standard location where data will be stored in. It is easy to look into one particular database for an item than rummage through information found in several databases.

Figure 19. Transaction Category Definition

Changing information for this window can be done by :

- Clicking on the [+] or [-] buttons- Performing this action will create another row in the window

where the user can specify a particular fee- Then the user can now choose from the drop down menu and

designate which batch the transaction shall be filed under.- Hit ‘save’ button in order to preserve the changes made to this

screen. The next time you load this window, you can be sure that the changes will be reflected on the screen.



Figure 19.1 This is an accomplished screen for Transaction Category Definition. The area marked in RED are the utility buttons that you use to add or delete rows. The area marked in YELLOW is the added information to the screen, while the area marked in BLUE is the dropdown menu that you can use for categorizing the information you have just added to the window.



5.18 Transaction Type Definition

The Transaction Type Definition Form is found under the Transactions Menu. This particular form segregates the records and shows what kind of transaction each of them falls into. This will help the user categorize the records. Managing this particular form requires “Type ID” and the manipulation or adjustment of data can be done via the [+]/[-] buttons.

Figure 20. The Transaction

5.19 Inquiry Definition

The Inquiry Definition form enables the user to locate and find information about forms and data stored in the system. The data in the system is categorized and some categories are included in an Inquiry List. When you use the Inquiry Definition form – you are then allowed to choose from different categories and from there you can inquire or research more about an application or parcel. Data is limited though as dictated by the parameters available in the form.



Figure 21. Inquiry Definition Form

You can simply click on the search agent represented by the ‘magnifying glass icon’ to call on an inquiry list. The inquiry list will then serve as your guide in determining which category you want to know more about.

Figure 21.1 Inquiry List



Figure 21.2 This is what an accomplished form looks like. The area in ORANGE is the description of the category you are researching. The area in GREEN is the information and details pertaining to the category. The area in RED is the drop down menu where you can file the changes you made.



5.20 End Transaction Reasons

Sometimes an applicant is unable to pursue an application due to various hindrances; this transaction form supplies the standard/common reason why people abandon their applications. This will be on record so as to protect both claimant and government agency and keep everything official.

To make changes in this window you can simply:- Press the + or – buttons to add or delete rows- If you added a row, you can type in a description- And categorize it using the drop down menu - Then you hit SAVE to preserve your changes.

Figure 22. End Transaction Reasons window.



5.21 Title Validation Assignment

This window is to detail the number of volumes assigned to one ID code (one user). The window shows the details about the volumes, like

- when it was encoded- who encoded it and - the number of documents in that volume

Figure 23. The Title Validation Assignment Form (not accomplished)

You can change the information on this form by inputting a batch ID, if the batch ID is not available to you then you can simply use the search to call out a list generated by the system where you can choose an ID number that you have access to. When you are done choosing an ID from the list, just double-click on it and the information filed under it will immediately load onto the form. Then you can commence with the changes. When the changes are done, simply hit the SAVE button to preserve the new data. The next time you load this form, your changes will be reflected.



5.22 Title Validation

This particular function checks the accuracy of the filed information under a batch volume. The function can be initiated using the default form and from that form a system generated list will become available – and based on that list you can individually check a file.

Figure 24. The Title Validation from the drop down menu



Figure 24.1 The Title Validation Function

When you click on an item/item number the information will automatically load onto a form. The form is readily available for changes with regards to the data placed in the system.

This form will display all the data batches inputted within one defined period enabling the administrator to validate and determine which batches are erroneous. An error is symbolized by a number “1” that appears under the “Err” column.



Figure 24.2 Using the drop down menu to call on a Batch Volume.



Figure 24.3 The Batch Volume

Figure 24.4. An item from the list – the details are loaded onto the form.



If there are no changes needed then simply skip that part and click on the VALIDATE button, the function will run through every item in the batch. If an error occurs then it will tally a number under the ERROR COLUMN.

- Pick a batch number from the dropdown menu- Click on validate in order to check if there are errors in file- If there are, then you can simply click on that item and correct it- Hit SAVE and refresh your validation- You can repeat the validation process or save your corrections.

Figure 24.5 The form while undergoing the validation process.



5.23 Parcel Validation

This particular form is to verify the existence of a piece of land based on the information stored in the system. The function also helps create a case number for every parcel and/or record. This form can be found under the Transactions Menu.

Figure 25. The Location of Parcel Validation

Using this form is easy and pretty much self-explanatory, but to illustrate the steps first we call on the form by clicking on the label found in the drop down menu. Then a window for the Parcel Validation will appear.

Figure 25.1 The Parcel Validation Window.



After calling out the form you can fill it out by clicking on the search agent found on the upper left hand corner of the window – this will call out a window labelled as 'Parcel Validation' and you can click on the SEARCH button to call out a list from the system. The list then contains land records that have been encoded – click on one to validate.

Figure 25.2 The Search Agent for parcel records batches.

Figure 25.3 The System Generated List

After clicking – the information will load on the main window and the system administrator or user can change the data posted.



Figure 25.4 The window after all data has loaded.

You can change data and/or validate by using the 'click boxes' located at the right of the window (marked with yellow) by doing this – the user/or administrator is validating a record and certifying its existence in the system. Another function of this window is that – it is enabled with a button – which you can use to add a record or parcel to a batch. Simply click on the 'Add' button located at the right hand corner of the window to call on the Survey List window. After it appears you can pick out a record to add it to the batch you are validating.

Figure 25.5 The survey list after clicking on the Add Button



Figure 25.6 The Record selected from the list. Note that the information (marked by red).

You can finalize adding a record by clicking on the APPLY button at the bottom of the Parcel Selection Window. The action will also prompt a message from the system – making sure that this is the action you wish to take.

Figure 25.7 The Message from the system after adding a record.



You are now ready to save the changes . When you click on the SAVE button at the lower-right corner of the window and the system will prompt another message, choose 'YES' and consider the system updated.

Figure 25.8 Saving the changes for Parcel Validation.



6. FORMS: DATABASE MODULE

To access the Database Module, all you have to do is refer to the LAMS desktop and look to the right side of the screen – press on the “LAMS” button which will then prompt you to the module selection.


After you do that you will see that your desktop will change slightly. On the left side of your screen you will see that the File Menus and the Utility Buttons will change. On the right side you will see that “LAMS” has now changed to “DATABASE”. This is how you can be sure that you are in the right module.

Figure 2. Checking your module.



Figure 2.1 Sample Application Menu

6.1 Acquisition Types

This form simply defines the class that an applicant for a parcel can be categorized in. The form can be accomplished in a singular manner – where in the user can add or delete a row/entry. If you added a row you can type in the number and then the descriptions you need before hitting SAVE. After doing so you can be sure that the changes will reflect the next time you load this window.

Figure 3. The Acquisition Types Form

To input data in this form all you have to do is to click on the free space on the left and type-in a number and on the column next to it (to the right ) you are able to type in a description.



6.2 Annotation Type Definition

This is a basic form for describing, putting more details regarding a specific form to be attached to the application for a parcel. Accomplishing this form require just a few steps.

- After calling on the form, click on the search button- Pick from the system list (Annotation Type List)- Proceed with detailing after the data has loaded onto the form- Hit SAVE. The next time you call on this form, the changes will

appear.

Figure 4. Annotation Type Definition Form



Figure 5. Annotation Type List

Figure 6. The form (accomplished) the user can type the descriptions on the blank space called – Template.

6.3 Barangay Definition

This is a form that groups and lists down the barangays that the system will recognize. This form is often used given that there will be



applicants who will come to the government offices from unknown barangays. This form enables those unlisted places to be recognized by the system.

Figure 7. The Barangay Definition Form

Accomplishing this form is done by clicking on the search button and calling on a system generated list. And the user simply has to choose from the list or – (look at the lower portion of the form) define the barangay and then hit SAVE in order to encode your changes to the system.

Figure 8. The Barangay List



Figure 9. What the accomplished form looks like.

Figure 10. Picking out the municipality

6.4 PLA Type definition

The acronym means Public Land Act. And this is a basic form used to define the type of land applications recognized by the system. This form can be accomplished simply by clicking on the [+] or [-] button. The action will enable the user to add a PLA Type of delete one.



Figure 11. The PLA Type Definition Form

6.5 Registration Fees

This form is simply a listing of all the Fees accepted and recognized in the system. The user can accomplish this form by going to the Transaction Menu and calling on the form, and then presented with a hefty list of fees – all of which the user can change by using the [+] or [-] button. The user can change the: Range ID of the fee and the price values connected to that ID. Hit SAVE and the changes should still be there when you call on the form again or when you refresh it.



Figure 12. The Schedule of Registration Fees List

6.6 Fee Type Definition

This form is another defining tool for the database to recognize the type of transactions regarding land. There are many aspects to land and this only helps in segregating them for tracking purposes. Using this form is very easy and can be accomplished using the [+] or [-] button found on the form. Pressing the [+] button will add another row where you can define another Fee-type that LAMS will recognize. Pressing [-] will have adverse effects. Hit SAVE and the next time you load this list you will be able to see the changes that you made.



Figure 13. The Fee Type Definition Form

Figure 14. Added information (press [+])

6.7 Fee Set Definition

There are certain fees that fall under the same category and/or set and they are sometimes clustered together in order to make tracking easier. This is where the Fee Set Definition comes in; this form will call on all the fees categorized under one Fee Set ID. With this form you can only add items that could fall under a Fee Set – the description and set price are all predefined by the system administrator. In using this form you can only utilize the [+] or [-] buttons as well as the search icon in order to add or take out an item under one category.



Figure 15. The Fee Set Definition Form (blank)

Figure 16. The Fee Set List (in order to pick out a category)

Figure 17. Loading information under a Fee Set ID (shown is CERT)



Figure 18. Adding a Fee under a specific category.

Figure 19. The accomplished form.

6.8 Fee Maintenance

This is a filing method used by LAMS in order to properly store the fees and define which workgroups and offices will have access to these records. In order to use this form a user must have the FEE ID – this will enable him or her to designate which workgroups will be able to access this particular fee. In order to designate/add or disallow a workgroup all the user has to do is click on the [+] or [-] buttons.



Figure 20. Fee maintenance Form

Figure 21. Picking out a “FEE ID” (this you can do by clicking on the search icon on the FEE ID field).



Figure 22. Adding a workgroup by clicking on the [+] button and then the search icon…

Figure 23. Selecting from the Workgroup List

Figure 24. The accomplished form for Fee Maintenance



6.9 Database Setup

This is the form that the system administrator uses to define the FORMS and FEES to be used in the system at any given time. This window can either sustain or change the forms accessible to the custodians.

Figure 25. The Database Setup (accomplished and set up with various specifications for the system – in order to make it efficient and user friendly.

There are a few ways you can change information in this form:- using the search agent- filling out the fields manually- checking the ticky boxes (under the encoding set up)

When you click on the search agent – this will call on a system generated list that enables you to choose an item in order to specify certain categories in the database.



Figure 26. An example of a list that is predefined and can be changed by clicking on the ‘search icon’ and from there a system-generated list is called on.

Figure 26.1 The are in RED are actually the search agents that call on the lists generated by the system. The area in ORANGE are the ticky boxes that you can check to specify encoding details. The area in YELLOW are the fields that you can change by typing in data manually.

*A user can access this form by either using the shortcut button or selecting from the File Menu.



7. FORMS: THE SECURITY MODULE

To access the Security Module, all you have to do is refer to the LAMS desktop and look to the right side of the screen – press on the “LAMS” button which will then prompt you to the module selection.


After you do that you will see that your desktop will change slightly. On the left side of your screen you will see that the File Menus and the Utility Buttons will change. On the right side you will see that “LAMS” has now changed to “Security”. This is how you can be sure that you are in the right module.

Figure 2. Checking your module.

Figure 2.1 The left side of your screen – the labels on the utility buttons in the Security Module.



7.1 The User Profile Form

The first form that you will see in this module is the “User Profile” form. You can access this form in two ways:

Figure 3 -- you can click on the File Menu and select the form from a list

Figure 4 -- or you can simply click on the shortcut button under the menu bar – this is on the right side of your screen.

After you do that the User Profile screen will appear and the next thing to do will be to supply a User ID number in order to accomplish the form.



Figure 5. The User Profile form (without information)

The User ID consists of 4 numbers and is pre-defined in the system. This means that you have been given access and authority to make changes in this module.

Figure 6. The User ID field.

If you do not know, cannot remember or the number has been entrusted to you by another custodian then you can use the search option. This you can do by clicking on that ‘magnifying glass’ icon.

Figure 7. The Search Option (represented by the magnifying glass)

Now upon clicking that magnifying glass icon you will be shown a small form which will ask for the Name or Workgroup that you will be using. Supply the following and then click on the ‘Search’ button.

Figure 8. The Find User form – appears after clicking the magnifying glass.



Figure 9. Simply click on this ‘Search’ button to find the User ID

The ‘Search’ button will then call on a window which lists down all the Users and Custodians that are defined in the system. Choosing from that list is easy, simply put the pointer on the chosen name and press enter on your keyboard or double-click on it using the mouse.

Figure 10. The User List

Figure 11. Choosing a name from the list.



Once you have chosen a name from the list and after you click on it – the information will immediately load on your User Profile form. The fields will no longer be blank and you can either add or change information.

Figure 12. The accomplished form

Figure 13. The changes in the form.

Note that in Figure 13 – the change that was made was in the ‘Phone’ field. As an example the number 7415822 was added – and you can save that change by clicking on the button that says ‘Save’ (also in Figure 13). After doing so, a confirmation badge will appear on the right side of your screen – it is colored green and written on it are the words ‘Document saved’



Figure 14. The Document Saved badge.Note: The next time you load your User Profile form, the changes will be present as it was already encoded and defined in the system.

7.2 The Workgroup Definition Form

The next form that you are going to see in the Security Module is the ‘Workgroup Definition Form’ this form is necessary so you can allow or disallow certain groups to access the system, since the LAMS is readily available to various agencies and offices. To use the Workgroup Definition Form simply choose the form from the File Menu or from the shortcut buttons under the Menu bar.

Figure 15. Selecting Workgroup Definition from a list



Figure 16. Selecting Workgroup Definition from the shortcut buttons

After you select the specified form a window will come out with the label ‘Workgroup Definition’ this form will then be accessible and open to any changes you desire to make. Note that the components form are separated by tabs. Inside each tab are check boxes that designate the functions and capabilities and even the forms that a specific workgroup can access. But first you need to have a User ID and much like the User Profile you can click on the magnifying glass icon to call on a Workgroup List.

Figure 17. This is the Workgroup Definition window.



Figure 18. This is the Workgroup List that pops up after clicking the ‘magnifying glass icon’ as an example I selected the ‘System Administrator’ so the information filed under this user will load onto the Workgroup Definition window.

Figure 19. This is what the accomplished form looks like. Pre-set data are loaded and is available to you as the user.



Figure 20. This are the components filed in tab form and is neatly organized in such a way that the you can easily move from one category to the other.



Figure 21. Filed under the tabs are lists concerning data within the system that’s free for viewing/or not – depending on the capability you grant the custodians.

Figure 22. All the changes that you make in the Workgroup Definition Form will be encoded in the system once you click on the ‘Save’ button. And like all other forms there will be a confirmation badge (right side of your screen) that is going to appear indicating that your change has been made and saved.



7.3 Form Definition

There are lots of forms incorporated and available inside LAMS, the Form Definition function basically defines and delegates which forms are available to which module. The purpose of this action is to easily track – who are responsible for what form. You can access this form by clicking on the File Menu (list will drop down) located at the upper-left corner of your screen.

Figure 23. The Form Definition window, this will appear after you click on the Form Definition selection under the File Menu.

Figure 24. Form List. This is the list that you call on AFTER you click on the ‘magnifying glass’ icon on the form. This will initiate a search and you can select the type of form you want to change. As an example we clicked on ‘Application Form’



Figure 25. This is what the accomplished form looks like and here the Module assignment is what’s being altered/changed.

Figure 26. After all the changes you can either save or ignore the alteration you made using the session buttons located at the bottom of the window.



7.4 Station Entry

The Station Entry form can be accessed in two ways – (1) by clicking on the File Menu and picking out the Station Entry selection or (2) by clicking on the button saying Station Entry under the Menu Bar. The purpose of the Station Entry form is simply to define the workstations that can access the system. Any machine will be able to as long as the ID and all the details about that station be defined in the system.

Figure 27. Choose from a list (File Menu)

Figure 28. Choose from the Shortcut bar.

Using the form is just as easy as the other forms in LAMS; upon seeing the form, please supply a valid Station ID. If you do not have it on hand, you can simply click on the magnifying glass icon so you can choose from a system generated list.

Figure 29. The Station Entry Form



Figure 30. The ‘magnifying glass’ icon.

Once you choose an ID – the information filed under that ID will load automatically onto the form. From hereon, you can easily change and save the details for that particular ID.

Figure 31. The System Generated List (Station List)

Figure 32. The accomplished Station Entry form.



You can select an ID from the list by placing the pointer over the preferred name and double-clicking on the selection. This is usually done when a user changed workstations, unit or even location and the unit needs to be moved. This is a great way for the system to track just who is logged on to the system.

7.5 Printer Definition

This form is necessary in encoding the details of a printer that’s connected to THE system. LAMS holds important information and it is necessary to know the location and limit the access of an apparatus in creating hard copies of the information within the system. Accessing this form can be done in two ways – through the File Menu or the Shortcut Bar.

Figure 33. Select printer from a list.

Figure 34. Select printer from the Shortcut Bar.



After you select the Printer Definition form you can start using it by selecting a printer from the Printer List (you can access the Printer List by clicking on the Search icon). If you know the name of the computer simply type it there, if you do not the system will generate a list for you.

Figure 35. The Printer Definition Form



Select from that list and after doing so – the information within the system will load onto the form. The accomplished form is then ready to be used.

Figure 36. Find Printer Form

Figure 37. The Printer List (generated after a search off Figure 4)

Figure 38. An accomplished form (Printer Definition)

Remember that in saving changes made to the form you must click on the Save button. A confirmation badge will appear indicating that your changes have been saved.



7.6 Service Department Definition

The form is generally a changeable list that the user can add to or take away from. This list consists of the description and ID of possible custodians that one can go to in case they encounter a system problem or a general problem with an application (for a parcel). These IDs are also necessary for logs and tracking activity within LAMS. Using the form is easy. Simply select SDD form from the File Menu dropdown.

Figure 39. Select Service Department Definition

After the form appears you will see a “+” or “-“ button. Use those buttons to either add or take out an existing ID. Press SAVE to record your changes in the system.

Figure 40. The Service Department Definition



Figure 41. Making changes in the list.

7.7 Workgroup Users Inquiry

This is actually a list of all the users that can access LAMS for security and for tracking purposes. This window also enables the user to limit or expand the access of a person. It also gives information about a user with regards to his ID, Workgroup and the validity of his authority to access the system.

Figure 42. The Workgroup Users Inquiry Window



Accessing this window is easy, you simply go to the Menu Bar and click on VIEW, a drop down selection will appear and simply click on the label.

Figure 43. Accessing the Window

If there are any changes made with regards to the list featured in the window, it will reflect the next time that you ‘REFRESH’ it.

7.8 User Session Inquiry

Everyone who logs on to the system and works inside LAMS will automatically have that session recorded on this list, it details location, user, workstation, etc. in the system which makes it easy for tracking purposes.

Figure 44. Accessing User Session Inquiry

Accessing this particular list is easy, you simply have to choose the VIEW menu and pick out the label listed under it. This window is for viewing only.



Figure 45. The User Session Inquiry window

7.9 Workgroup Restriction

This is the first form under this menu. It is simply a security feature of the system wherein the administrator can ban or expand the access of the users to LAMS. The System Administrator can define passwords for the users. This records the change and is applicable the next time the form is applied.

Figure 46. Selecting the form

Using the form is easy just choose Workgroup Restriction under Tools and then click on it. The form appears on the screen and all you have to do is click on the magnifying glass icon to choose from a system generated list of custodians using LAMS.



Figure 47. The Workgroup Restriction Window

Figure 48. The System Generated list.

Pick a custodian, double click on the name or description. The information files under that ID will load on the form, thus it is now ready to be used, simply type the new password on the field and press SAVE.



Figure 49. An accomplished form (workgroup restrictions)

7.10 Extended Workgroup Restrictions

This form includes the details that was not mentioned in Workgroup Restrictions – it does not deal with users or passwords, rather it concentrates on the forms made available for the users.

Figure 50. Selecting the form



Figure 51. The Form (Extended Workgroup Restrictions)

Accomplishing the form is easy; just click on the magnifying button to look for a FORM that you want to alter. The list is system generated and all you have to do is select and click on a form-type so the information can load onto the form – ready for the administrator to change.

Figure 52. Main Workgroup List



Figure 53. The Form List to complete the information on the Extended Workgroup Restrictions window.

Figure 54. The accomplished form, note the answers on the fields.



7.11 Workgroup Form Assignment

This is how you define and ‘make available’ the forms connected to the system. Of course this is depending on the Custodian or the user that wants to make use of the form.

Figure 55. Workgroup Form Assignment

To access this form simply go to the Tools Menu and click on the selection – a form will appear on your window or you can go to the Shortcut Bar under the Menu Bar and click on the Workgroups drop down menu. To load the information that is filed under this category all you have to do is click on the ‘search icon’ and a system generated list appears. Select the form type from that list and – in no time the form will load up with all the necessary information, and your are free to change the information within.



Figure 56. Workgroup Form Assignment search tool.

Information filed under this form can actually be changed by clicking the boxes to the left – this is whether you want forms to be available (or not) for a certain work ID.

Figure 57. The Computer generated list for the Workgroup Form Assignment.



7.12 Workgroup Module Assignment

This window approves and gives proper authority to certain groups when it comes to accessing the certain forms, modules of the system.

Figure 58. Workgroup Module Assignment

To access this form simply go to the Tools Menu and click on the selection – a form will appear on your window or you can go to the Shortcut Bar under the Menu Bar and click on the Workgroups drop down menu. To load the information that is filed under this category all you have to do is click on the ‘search icon’ and a system generated list appears. Select the form type from that list and – in no time the form will load up with all the necessary information, and your are free to change the information within.



Figure 59. The Search Tool for the Workgroup Module Assignment.

Information filed under this form can actually be changed by clicking the boxes to the left – this is whether you want certain workgroups to access certain parts of the system depending on one’s work ID.





7.13 Workgroup Printer Assignment

In order to print out various reports – the administrator must define the printers (and the workstations where the printers are connected) attached to the system and are authorized. This is why the Workgroup Printer Assignment is necessary in the system.

Figure 60. The Form (Workgroup Printer Assignment)

To access this form simply go to the Tools Menu and click on the selection – a form will appear on your window or you can go to the Shortcut Bar under the Menu Bar and click on the Workgroups drop down menu. To load the information that is filed under this category all you have to do is click on the ‘search icon’ and a system generated list appears. Select the form type from that list and – in no time the form will load up with all the necessary information, and you are free to change the information within.



Figure 61. The Search Tool (Workgroup Printer Assignment)

Information filed under this form can actually be changed by clicking the boxes to the left – this is whether you want certain printers to produce hard copies of information in the system, depending on one’s work ID.

Figure 62. The Printer List – from the system, listing down all the available printers connected to the system, belonging to different Workgroups.



7.14 Workgroup Station Assignment

In order for the system to fluidly transmit information from one workgroup to another the administrator must define the workstations accessing the system.

To access this form simply go to the Tools Menu and click on the selection – a form will appear on your window or you can go to the Shortcut Bar under the Menu Bar and click on the Workgroups drop down menu. To load the information that is filed under this category all you have to do is click on the ‘search icon’ and a system generated list appears. Select the form type from that list and – in no time the form will load up with all the necessary information, and you are free to change the information within.

Figure 63. The Workgroup Station Assignment.

The check-boxes before each Workgroup category IS the primary indicator if a specific group is authorized to access the different forms and modules of the system (LAMS). Simply use the mouse to guide the pointer – in order to CHECK the box of your preferred workgroup.



Figure 64. The Station List (Workgroup Station Assignment)

Information filed under this form can actually be changed by clicking the boxes to the left – this is whether you want certain work stations to access certain parts of the system depending on one’s work ID.



8. FORM: SURVEY PLAN MANAGEMENT MODULE

To access the Survey Plan Module, all one has to do is press the F6 button and then a selection window will immediately appear on screen. Click on the “Survey Plan Management” icon and there you have it, access to the desired module.

Figure 1. Selecting your modules

After you do that you will see that your desktop will change slightly. On the left side of your screen you will see that the File Menus and the Utility Buttons will change. The Utility Buttons to the right side of your screen will now have the “Survey Plan Management” label. This is how you can be sure that you are in the right module.

8.1 Virtual Plan Explorer

The “Virtual Plan Explorer” is a record filed inside the system that enables a user, surveyor to examine a piece of land via scanned images, descriptions, measurements. It’s like what the name suggests – a virtual exploration. Upon clicking from the menu, it calls on a form named “Survey Plan Virtual Envelope Explorer” it’s like a folder that displays a variety of land information by connecting to other forms. You start out by doing a search – Click on the “SEARCH” button and the bottom of the form. After doing so, a search dialogue will appear. Click on the “Search" button to be prompted to a system generated list.



Figure 1. Start using the Survey Plan Virtual Envelope Explorer

Figure 1.1 The Search Dialog in Survey Plan Virtual Envelope Explorer

Figure 1.2 The Survey Plan Search (system generated list)

After selecting a survey plan number from the list, the user will see a folder appear on the Survey Form. Now, the folder represents the location of all the land information of a particular person – this folder uses the CIM SURVEY PLAN as its primary data source. So when you click on the folder icon – the CIM SURVEY PLAN will then appear. Also, there will be scanned information - maps, tie points to help hasten the process of approving this parcel for titling.



Figure 1.3 The Survey Plan Folder

Figure 1.4 The information on the parcel as displayed in the CIM-Survey Plan



9. DATA RETRIEVAL

The LAMS system offers three (3) major destinations for information:

- Print out- Screen Viewing- Exporting as an Excel File

In this chapter we will discuss the steps in order to view the stored information. This discussion comes as a whole for all three modules (Database, LAMS and Security) because the design of their Reports form are almost basically the same.

This chapter will teach you the basics in filling out the form and where to get the information you need to fill out the form. But first we must identify the lists and areas that enable us to view information. Basically, viewing information stored in LAMS is categorized as reports. Thus, the options for all this (by category) are filed under “Reports” (this goes for all modules).

Figure 1. A sample of a Reports Menu (this is under the LAMS module)

When wanting to view data all you have to do is click on any selection under the Reports Menu and immediately a form will appear. As an example let us proceed with “List of Claimants” found in the LAMS module:

- Click on the List of Claimants- A form will appear and then the user is free to sort out the data

needed to produce a Report or print out a report.- A form will generally ask you what TYPE of report you need

whether its screen, printer or file. It will also ask how many copies



and from what page to begin and end showing/printing. All these you can find at the upper portion of the form.

- The information on the lower portion of the form is what changes depending on the type and nature of report you are looking for. Granted that you are given access to print out a report, the information needed should be familiar to you as the user.

- Fill out the particulars – these are usually pre-defined and in drop-down menu form.

- After filling that out you can press submit in order for the system to generate a report.

Figure 1. This is a filled out Reports Form

Figure 2. Reports Destination section of the form, this is a constant for



all data retrieval forms in LAMS.

Figure 3. The section of the form that is not constant.

9.1 The Reports Destination

It’s already mentioned at the beginning of this chapter that there are 3 types of destinations or ways that you can view your report: Screen, Printer and File.

- Choosing Screen will enable you to read a report without the information leaving your workstation and the LAMS. The program is very much capable to produce a report readable to the user.

- If you choose Printer then you want a hard copy of the report. This option will allow the information to leave the workstation and system.

- And when File is chosen, this means that you will export information from LAMS to your workstation or someone else’s.



Figure 4. This is a sample report viewed from the system (when you choose Screen) the report is complete with clickable pages and a logo to prove its authenticity.

Figure 5. When you choose printer you will prompted to select which machine to print from that’s connected to LAMS.



Figure 6. After selecting which printer, the information (how many copies and what pages to print) on the form changes and the name of printer is displayed. When you click on ‘submit’ this will immediately create a printout.

Figure 7. When you choose File the system will as you where you want to SAVE the archived report. You can save the file on any computer/workstation connected to the network.



9.2 Cash Receipts Reports and Daily Revenue Reports

These two types of reports are highlighted because they are special features in LAMS wherein the system can summarize and produce a listing of just how much money the office made in a day. These two special reports are HIGHLIGHTED over at the LAMS Module under the Reports Menu. They are given special icons so you can identify them easily from the drop down list.

Figure 8. The location of the special reports.

Figure 9. The blank form for Cash Receipts report



Figure 10. The system-generated list (based on user search)

Figure 11. The built-in calendar.

The built-in calendar for this form serves the purpose of specifying what summary (based on date) to view.

Figure 12. The Accomplished form, wherein the information is ready to be viewed – by screen, printer or file.



Figure 13. The blank form for the Daily Revenue Report

Figure 14. Altering information in the Daily Revenue Report



Figure 15. Determining the Receipt Date.

*Why are these reports separate from the rest? It is because at the end of the day – each office would like to know how much money they made and this is most likely for auditing purposes.



10. THE MODULES

A module is a self-contained component of system or software, which gateways wherein information can travel and be passed on from one part of the system to the other. Within a module, information can be manipulated, limited and parameters defined to enable users (of the product) to segregate data.

LAMS has 4 basic modules:- LAMS- Database- Security- Survey Plan Management

These can be accessed by the user and system administrator. These modules are the mechanisms that define the forms and functions that are made available to the users. Each module houses various functions and forms that help house information and help in the step-by-step process in completing the application for a parcel.

The LAMS program is easy to use software that makes navigating a piece of cake even for non-computer savvy users. Upon starting this program you will see a row of utility buttons that will serve as shortcuts to the most used/in demand forms and functions. This will enable the user to save time and effort in locating the said items.

10.1 Overview for Modules

Differentiating the three basic modules in the LAMS is easy and can clearly be seen through the purpose why the modules exist in the system (to begin with):

[1] LAMS Module: This is the part of the system where the purpose of the forms and windows is to cater to transactions and record building.

[2] Database Module: The part of the system wherein you can control which forms can be made available to the user or custodian. This is also the place where you can cluster information by how they are filed; for easy tracking purposes, of course.

[3] Security Module: This is where you define WHO gets to access LAMS, WHAT forms they can access, WHAT parts of LAMS they can access and what workgroups/workstations/printers can access the system. This is also where you can define User IDs.



[4] Survey Plan Management: This is an easier way to zero in on a particular record, focusing on the technical aspects of the parcel.



10.2 LAMS MODULE:

One of LAMS most distinct functions is the continual update of all land transactions. Clients can know or inquire at what stage of processing their document is at.

Figure 1. The Utility Buttons

10.3 Console Button

The Console Button is the one located to the farthest left of the row, right under the File Menu option. The Console Button calls out a window that displays Active Transactions in the System. The window also displays two other utility buttons: History and Routing Information.

Figure 2. The Active Transactions Form (called on by the Console Button)



History – displays the latest transaction done and accomplished using the Active Transactions window. This will make it easier for the user to backtrack and search for recent files that he/she has been working on. It will be convenient because it requires just a click to pick up where you left off in working with the files.

Routing Info – The LAMS is a system that incorporates a number of processes that goes through a number of databases. The Routing Info button maps out the actual steps and processes where the transaction or form is located/currently at. It is a great means to inform an applicant of the status of his or her application.

Figure 3. The Routing Info and History Buttons

10.4 The Title Button

The Title Button calls on the Titles Form. This is probably the most used form since it is the first step in building a record to acquire a land title. Having a shortcut button for it is logical. The user does not have to go through menu upon menu thus saving more time and effort.



Figure 4: The Title Button (and the form that it calls on)



10.5 Public Land Application Button

The Application Button calls on the Application Form. The form directly involves a government agency (DENR) wherein the information inputted is stored in their database.

Figure 5. The Application Button (and the form it calls on).



10.6 Survey Button

The Survey Button will call out the Survey Plan. This Survey Plan requires the expertise of someone from the DENR, someone who will actually travel to the location of the parcel and take the most accurate measurements possible, and give his or her evaluation and approval that the land does exist.

Figure 6. The Survey Button (and the form it calls on)



10.7 Parcel Button

The Parcel Button calls on the Parcel Form. It is a document that supports the Survey Plan, and details a number of items that are not mentioned in the said document. The Parcel form is further proof that a piece of land exists and adds more detail to the information stored in the database.

Figure 7. The Parcel Button (and the form it calls upon)



10.8 Names Button

The Names Button calls on a form that can retrieve records (Names Entry) and lists of people who have applied for parcels or transacted on the Register or on the Parcel. These records detail the number of transactions and status of their application within the system. Each applicant is assigned an ID number upon application and is the identifying element when inquiring for parcel-status.

Figure 8. Names Button (and the form it calls on)



10.9 Payment Button

The Payment Entry is the form that this particular button calls on. Payment Entry is the form that documents the transactions/payments that an applicant completes in order for his or her application to be activated. Paying creates a record that can be used to track or as proof that such a transaction took place.

Figure 9. Payment Button (and the form it calls on).



10.10 Batch Control Button

A large number of applications and records pass through the system daily. Batch Control is used to regulate the flow of information in the system so everything remains organized and easy to locate. More importantly it is easier to locate a file in carefully segregated clusters than a pile of unsorted information.

Figure 10. The Batch Control Button (and the form that goes with it).



10.11 Check Batch Button

The Check Batch Button enables the system manager to approve or validate batches of information inputted in the system. The form that the Check Batch button calls upon is the Validate Batch Form, this is used by the system administrator to approve information and deems them fit to be stored in the database. It documents who approved the information as well as assigns a batch number for easy retrieval.

Figure 11. The Check Batch Button (and the form that it calls on).



11. DATABASE MODULE:

The Utility Buttons for the Database Module helps in building up information and setting up parameters for the forms available in LAMS. It is within the responsibility of the system administrator. Access to the database is a responsibility not to be taken lightly for it holds vital amount of information that users have helped build over time.

Figure 1. The Utility Buttons (in the Database Module)



11.1 Setup Button

The Setup Button in the database module (in LAMS) calls on a form that is used to build up, fill in the values and categories needed for the different forms inside the system. The administrator can either delete or add to it depending on what is needed. The setup form consists of multiple columns and rows all linked t the existing parameters. The Database Setup form is used to define amounts and prices in connection to fees and services needed to complete one’s application.

Figure 2. The Database Setup Button.



11.2 Check Database

The Check Database button calls on the Validate Database window. This enables the administrator to keep count and take read the summary/total number of files, users and types of information stored in the database.

Figure 3. The Check Database button



11.3 Fees

The Fees Button calls out a Fee Maintenance window that enables the administrator to view summaries of the various fees paid when applying for a parcel. The fees are then identified and categorized as well as stored in the database; its inclusion in the database therefore makes it a valid and official transaction.

Figure 4. Fee Maintenance Window



11.4 Barangay Definition

When clicking on the Barangay button it will call on a small form called Barangay Definition. This in turn is a means for the administrator to specify the area where in the data will go – all applicants with the same demographics will easily be clustered which makes record retrieval easier in the end.

Figure 5. Barangay Definition Window



12. SECURITY MODULE:

This Module basically involves the safe-keeping of the information stored in the system. This includes defining who the users are, which workstations, workgroup and even printers are connected and have access to the system.

12.1 User Profile Button

The User Profile Button calls on the User Profile window; this is to define/identify who is using the system using what workstation. By doing so, it limits accessibility and helps keep track of the people who have logged on and used the system. The fields included in this window (as you can see) are designed to secure information by asking for a number of restricted information like User ID, Password and Module ID.

Figure 1. The User Button.


12.2 Station Button

The Station Button calls on a small window called Station Entry. It basically defines what workstations are connected LAMS including some of the particulars about the machines. This is for easy identification with regards to the number and identity of the users currently logged on to the network.

Figure 2. The Station Entry Window



12.3 Printer Button

The Printer Button is the same as the Station Entry Button. This window is necessary to define the printers that have access to the system – being that most information and reports that can be printed out are considered confidential.

Figure 3. The Printer Button



12.4 Workgroup Button

Clicking on the Workgroup Button will prompt you to a dropdown menu which includes: One summary window that includes four categories (forms, modules, printers and stations). The Workgroup Definition Window displays the details with regards to the four categories and can be accessed through tabs. Whoever is using and has access to this window will be able to define who gets to use the system and who does not.

Figure 4. Workgroup Button.



Workgroup Form Assignment – This particular window enables the Administrator to define which forms will be available to workstations and users. It is in a way designation tasks to a particular group that has access to all the hardware connected to the system.

Figure 4.1. Workgroup Form Assignment

Workgroup Module Assignment – This enables the administrator to define which areas (forms, printers, workstations) that a person logged on a specific module (LAMS, Security, Database) can access and alter.

Figure 4.2 Workgroup Module Assignment



Workgroup Printer Assignment – Regulates or defines the printers that have access to which module. This allows certain printers to produce hard copies of records or forms or transaction sheets depending on its definition in the network.

Figure 4.3 Workgroup Printer Assignment

Workgroup Station Assignment – This is the same as that of the Printer Assignment only applied on workstations that have access to LAMS. These workstations will have access to some and not all areas inside the system.



Figure 4.4 Workgroup Station Assignment



13. THE TRANSACTION TRACKING SYSTEM

The Transaction Tracking System was mentioned briefly in an earlier chapter (refer to Chapter 5, page 39). It was noted that this is a feature in the software that allows the Frontdesk to view and track the location of a parcel application.

This feature can also be accessed by some other users, mainly:

Entry clerk Cashier Survey Records

This all depends on the access granted to these departments in updating stored records inside LAMS. By applying the TTS, the user (depending on what department he/she belongs to whether this person is from Survey or Records) can accurately determine what department the application is at and when it was forwarded there.

This saves time, promotes efficiency when it comes to parcel applications. It is intended to reduce a three day process to three hours.

Figure 1. The Transaction Tracking System Console.

13.1 What can the TTS Do?



The main window of the TTS can be broken down to a few key parts – if you are logged in as an ordinary user and not one of the departments mentioned above.

First, the Routing Info which is the feature that displays the location of the application and the ‘journey’ that the application goes through in the system – given that each application is passed on to different government departments.

Figure 2. The Routing Info button.

Then we have the History button which can tell the user from the Frontdesk if the application is still active or not.

13.2 USING THE TRANSACTION TRACKING SYSTEM

Using the TTS can be described from 2 points of view:

- The User at the Front desk- The Users from the different departments in the Municipality.

1) The User at the Front desk can access the TTS Console, he or she can only view the records that are being processed.



Figure 3. Logged in at the Frontdesk, this is how the TTS Console will look like.

By starting an active search using the “Routing Info” button, the user can soundly pin-point the record, what office it is being processed in and for how long it has been there. From this point of view – the user can also advise an applicant what other requirements they need to accomplish to complete the application process.

Figure 4. The Routing Info window.

To start an active search, the Frontdesk personnel must simply highlight the Transaction ID of the applicant before clicking on

“Routing Info” button.

This button can be found on the upper-right corner of the window, just beside the “History” button.



When a user at the Front desk utilizes the “History” button, he/she is able to see whether a particular record is active or abandoned by an applicant. This feature will allow a person to close or reconstitute a record with ease.

Figure 5. The Routing History window. The user at the Frontdesk can also “Recall” records. This is a

helpful tool so the applicants can easily amend possible mistakes in an application, making the process less troublesome and more efficient.

Figure 6. The Recall Button (used for TTS)

When an application is recalled then it will be reprocessed/reopened in order for the departments involved, including Frontdesk to change the information in the application. After changing or editing, simply click on the

“Submit” button to preserve changes.



Figure 7. The Open Transaction Window appears when editing an application.

2) The Users from the different departments in the Municipality are the ones who can accomplish the many forms that make up the process of Land Titling. There you have applications, surveys, payments, etc. – all of which are tracked by using a barcode in order to avoid confusion and minimize error in the process-flow.

The basic thing to remember when using the Transaction Tracking System is that every transaction done inside the TTS starts and ends using the two most important windows:

a. Open Transaction



Figure 8. Open Transaction – the screen the user will see when he/she starts a transaction.

b. Close Transaction

Figure 9. The screen you will see each time you end a job. The last screen

for every transaction that you make.

The transactions that go between these two are varied and

diverse, depending on what else needs to be done to complete the application.



The Console window from this point of View is slightly different. Since the users here can input data, the basic window has a button labeled as “New” which enables the user to make a new record or adjust any form involving a record.

Figure 10. The Button to start a new process.

Clicking on the “New” button will call on a “Registry of Deeds” listing which displays categories of Titles and the types of Transactions that an applicant will have to accomplish in order to obtain the desired Title.

Figure 11. New Transactions window

Creating a new transaction is simple. Just highlight the

desired transaction and click on the “Create” button.

The processes that go in between the “Open” and “Close” Transaction are executed by the different people from different departments of the municipality including the survey and cashier.



A helpful feature of the TTS is the fact that receiving and forwarding is done in a one-way method to avoid confusion and so that the application will be able to follow the process flow and move forward.

* The TTS was built to ensure the fast and efficient completion of these steps in order to give a person his land title.

For example the personnel handling records can adjust or update the Annotation in an Adverse Claim transaction. The personnel will only have two options given to him which is to pass on the application to the next stage or have it remain with him or her.

Figure 12. One of many forms that can be adjusted in the TTS.

Figure 13. Another sample form (Judicial Form Number Assignment)



Evaluating documents is another function that a user can utilize when using the TTS. This allows personnel in specific departments to confirm and assure the Frontdesk that the application/documents have been verified. This is for security and insuring credibility of documents. It will also determine if an application is active (being pursued or not0 or dormant.

Figure 14. Evaluating the status of the Document.

Fees and payments are transactions involved with the Cashier. And form and shape of payment made by an applicant in order to obtain a title is the responsibility of the Cashier.



Figure 15. The Cashier’s window (Collect Entry Fee)

It is not uncommon for applicants to stop pursuing an application. This is due to a number of uncontrollable situations or causes. Whatever those causes are – the Transaction Tracking System is equipped with forms that

Enables the Frontdesk to cancel the application

Figure 16. Some cases show that people do not pursue applying for a title for their land – this form can easily end the transaction.

Reconstitute the application



Figure 17. If some cases abruptly close, some are re-opened and this form

enables that (Reconstitute Title).

If an application is “Reconstituted” it means that an applicant wants to reopen his or her application. It could be for a umber of reasons, but the fact remains that LAMS has the record stored and reopening cases is easy as calling up a screen.

The screens used to adjust records in the TTS will always depend on how you are logged on to the LAMS system. This is delegated by the System Admin. For each department there is a different username and password. Most of the examples placed here are from the Frontdesk perspective.

*It should be noted that with every transaction done in the Front desk a barcode is assigned to that record. This is to ensure that the record will follow process-flow and reduce errors in forwarding and assessing records.



14. GLOSSARY:

14.1 Basic Acronyms

ROD – Registry Of DeedsCENRO – Community Environment and Natural Resources OfficePLA – Public Land ApplicationCIM – Cadastral Index MapLAMS – Land Administration and Management SystemBLM – Bureau of Land ManagementTTS – Transaction Tracking System

14.2 Titles

a) Active – this is a status of a record that’s stored in the system that shows that it is still in use and probably updated regularly by the user.

b) Cancelled – a status of a record in the system which is used when a record’s no longer updated and stored away for good.

c) Partially-cancelled – its difference from the ‘cancelled’ status is that it is temporarily put on hold and may be activated once again by the user, depending on the desire of an applicant to obtain ownership of a parcel.

d) Decree Number – this is the authorized numeric sequence given to an applicant who has completed his/her requirements in acquiring land.

e) Patent Number – this is the document that is issued by a government office conveying special right or privilege to an applicant/individual.

f) Annotation text – a comment or instruction at the end of a particular appended at the end of a particular article.

14.3 Titles / Many Parcels

a) Paraphernal – This refers to the personal articles, apart from dower, reserved by law to a married woman.



b) Conjugal – Of relating and typical of marriage. In this case it means that ownership was acquired through marriage or a mutual contract.

c) Capital – Wealth in the form of money, property or personal articles – reserved by law, belonging to a man.

d) Co-owner – Means that the parcel was acquired through equal contribution (financial) from two separate parties, giving them equal right over the land.

e) Unknown – This is a case wherein the applicant probably does not know how ownership came about and needs further investigation.

f) Heirs – The parcel was acquired through a written contract designating the applicant as the official owner of a parcel. Usually parents do this to equally/justly distribute properties among children or surviving relatives.

14.4 Survey Plan

a) Land description -- These are technical representations of a piece of land/parcel on a map. Topographic descriptions are needed for quick reference by surveyors and LAMS users in order to process applications for land ownership. Having this particular document will establish the existence of a parcel.

14.5 Names Entry

a) Single – This refers to civil status wherein an individual is not married.

b) Married – Civil status where two people are bound by a contract and everything they own is conjugal unless otherwise stated.

c) Separated – This is a civil status of a person who is physically apart from his or her spouse. This status is usually accompanied by a lawful document indicating the current situation plus other stipulations.

d) Widow – Civil status wherein a husband dies and is survived by spouse.

e) Widower – Civil statues where a wife dies and is survived by spouse.



14.6 Application

a) Individual – Refers to a single person.b) Heirs – Refers to more than one person, holding a written will as

formal owners of a parcel. Claimant can be more than one person.c) Company – Refers to three or more people sharing ownership of a

parcel.d) Conjugal – Ownership of a parcel was acquired through marriage.

14.7 Parcel Masterlist

a) Latitude – Refers to position in geographic co-ordinatesb) Longitude – Refers to position in geographic co-ordinatesc) Claimant – a person applying for a parceld) Surveyor – an official assigned to examine and verify the existence

of a parcel.e) Spatial – in layman’s terms it simply means having the character of

space. In software development and IT terms it is a software used to model or map coordinates of something that occupies space.

14.8 Transactions

a) Free Patent – a right granted to an individual or group (such as a corporation) which permits the grantee the ability to prevent others from making, using, or selling the invention described in the patent. A patent can be sold, or the grantee may give others permission to use the invention (generally in exchange for royalty payments).

b) Homestead – a type of public land application. The dwelling house and its adjoining land where a family resides. Technically, and pursuant to the modern homestead exemption laws, an artificial estate in land, created to protect the possession and enjoyment of the owner against the claims of creditors by preventing the sale of the property for payment of the owner's debts so long as the land is occupied as a home.

c) Foreshore Lease – This is an applicant’s claim to a parcel that refers to a strip or a region that is utilized or occupied located nearby the shoreline.



14.9 The Transaction Tracking System

The Transaction Tracking System is a module in LAMS that deals mainly with the organized and efficient process-flow of information in the system.

1) Entry Clerk - This is a person that’s part of the process-flow. An entry clerk is the one manning the frontdesk where the initial information will be encoded, making the foundation of a record/application.2) Cashier - A person in charge of receiving cash payments when applying for a title. 3) Barcode - Series of vertical bars of varying widths, in which each of the digits zero through nine are represented by a different pattern of bars that can be read by a laser scanner. The bars are commonly found on consumer products and are used especially for inventory control.4) Annotation – A critical explanation or commentary that one makes over an existing situation or object. In this case, annotation is left in the hands of those assessing the land and application of a parcel.5) Adverse Claim Transaction - Unrestricted access without payment, permission or any adverse claim. An example of this is squatting.



14.10 The Electronic Mouse

The electronic mouse is the navigating device that is attached to your computer. It oddly resembles a real mouse because of its shape. When using LAMS you have a choice whether you want to use an electronic mouse or just the keyboard. The system is capable of catering to both. To further explain what a mouse is, here is an illustration:

Figure 1. An Electronic Mouse

The area shaded in gray is the mouse’s command-capable section. When you are asked to “right-click” on something – all you must do is use your fingers and lightly press on the side with the gray circle. To approve a command – the side to click is the one with the red circle.

* When using sensitive equipment like the electronic mouse and a keyboard it is advisable that we not hit the keys, rather we should lightly tap on them. As for the mouse, lightly clicking will do the trick. If we do this we are more or less prolonging their lifespan and can use them for a good number of years.



14.11 The Function Keys [F1 – F12]

In the LAMS Desktop discussion the Function Keys were mentioned. These are actually part of the keyboard assigned special capabilities when used in LAMS. Lightly tapping one of the available function keys will enable a LAMS user to navigate or perform tasks in the system without hassle. In a traditional computer keyboard the Function Keys are the keys located at the topmost row. They are aptly labelled as F1 to F12.

Figure 2. The Function Keys.



14.12 The Alt Key

The Alt Key is part of a keyboard usually located beside the space bar. When used in LAMS – lightly pressing on an Alt key means that you want to go back to the main menu without using the electronic mouse.

Figure 3. The Alt Key.


Documents

Lams Manual