LANDS INFORMATION MANAGEMENT SYSTEM (LIMS ... Audit...LANDS INFORMATION MANAGEMENT SYSTEM (LIMS) Upgrade System Design Document Submitted to The Ministry of Lands and Rural Resettlement

LANDS INFORMATION MANAGEMENT SYSTEM

(LIMS) Upgrade

System Design Document

Submitted to

The Ministry of Lands and Rural Resettlement

Cnr Herbert Chitepo/Harare Street

P. Bag 7779 Causeway

Tel: 797325 - 30

Fax: 797335

by

Rueben Chinyakata

Date: 12 Jan 2010

Table of Contents

1 INTRODUCTION ........................................................................................................................ 3

2 SYSTEM FUNCTIONAL REQUIREMENTS ........................................................................... 3

3 SYSTEM DESIGN ....................................................................................................................... 9

4 SYSTEM ARCHITECTURE ..................................................................................................... 44

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1 Introduction This document describes the Lands Information Management System (LIMS)

functional requirements, presents the system design, process model, and data model

that will enable the Ministry of Lands and Rural resettlement (MLRR) to integrate all

lands data that is currently scattered across stakeholders in the country. The

envisaged system will be used by all departments and sections in their day to day land

administration as well as being a decision support tool.

1.1 System Scope

The Lands Information Management System will have 6 main modules namely; Farms

Inventory, Farm Acquisition, Land Use Planning, Resettlement, Valuation, Estate

Management, Billing and the User and Security Management

2 System Functional Requirements This section presents the Land Information System data and process functional

requirements. The data requirements describe the business data needed by the

applications. Processes requirements describe what the application must do. Process

requirements relate the entities and attributes from the data requirements to the users’

needs.

2.1 Farms Inventory

2.1.1 Data Requirements

a. The Land Information Management System shall maintain a complete register of all

land that falls under the jurisdiction of the MLRR namely:

- Large Scale Commercial farms

- Small Scale Commercial Farms

- Commercial farm Settlement Schemes

- Old Resettlement Schemes

- Statelands

- Crownlands

- Commercial Agricultural Plots

- Trading Sites

- BIPA Farms

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- The system shall maintain ownership details of these properties as at 2000 (at

the inception of the “Fast Track” Land Reform Programme)

- The system shall maintain records of GPS positions of all pegs that form farm

boundaries of each farm, subdivisions or trading sites

- The system shall maintain valuation reports of all farms acquired by

government for resettlement purposes. The reports shall indicate all

improvements (infrastructure) on the farms and their values. This will be used

to pay compensation to previous farm owners. The system shall keep track of

all such compensation payments

- The system shall maintain all Suitability/Viability/Sustainability reports for all

acquired commercial farms. These reports prescribe the recommended land

use (s) for each farm.

- The system shall also maintain subdivision prospectuses for all A2 subdivisions

- The System shall maintain annual inspection reports conducted by the MLRR.

The reports provide details of production and all farming activities on each farm

or trading site

- The System shall create unique code for each farm, subdivision or trading

stand/site under land categories listed above

- The system shall maintain records of all servitudes, caveats and real rights

holders

- The system shall categorise all acquired farms under A1, A2, Peri-Urban,

wildlife or 3-Tier

- The System shall list all properties under each old resettlement scheme

- The system shall categorise all farms according to the race of the owner

- The system shall produce the following reports:

- Nominal Rolls according to farm category, farm size, land use,

resettlement model, production, agro ecological region or location

- Statistical reports as per farm category, farm size, land use, resettlement

model, production, agro ecological region or location

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2.2 Farm Acquisition for resettlement


i. The system shall maintain historical records of all farms acquired for the

purpose of resettlement. These shall include Gazette No. General Notice No,

Schedule No, Gazette Date, etc.

ii. The System shall maintain a record of all farms offered by previous farm

owners to government

iii. The system shall maintain records of all Certificates of No Present Interest

issued by the MLRR

iv. The system shall maintain records of all litigation cases including all court

sittings and verdicts/rulings

v. The system shall maintain records of all De-Listed farms and the reasons for

such de-listing

vi. The system shall maintain records of all farms that fall under Bilateral

Investments Protection Agreements (BIPAs).

vii. The system shall produce the following reports:

a. Nominal Rolls of acquired farms according to farm category, farm size,

land use, agro ecological region, BIPAs, race or location

b. Statistical reports of acquired farms as per farm category, farm size, land

use, agro ecological region, race or location

2.2.2 Process Requirements

i. The system shall have controls to ensure that the land acquisition process as

stipulated in the Act were and will be adhered to. According to the

Constitutional Amendment No 17, once a farm has been gazetted it becomes

state land. The farmer is given 3 months to wind up business and vacate the

farm before planning and demarcation can be done.

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2.3 Planning for resettlement


i. The system shall maintain records of all farm subdivisions under the A1, A2,

Peri-Urban or other schemes

ii. The system shall maintain records of GPS Pegs forming boundaries of all

subdivisions and trading stands/sites

iii. Farms acquired and allocated as a whole shall be treated as one subdivision

iv. All subdivisions must belong to one farm and shall have a unique subdivision

code

v. The system shall upload all layouts including those of farms planned more than

once

vi. The system shall maintain records of all suitability/sustainability/viability reports

of all subdivision. The reports must specify the recommended land use for

each subdivision

viii. The system shall produce the following reports:

a. Nominal Rolls of planned farms according to farm category, land use,

agro ecological region, race, or location

b. Statistical reports of planned farms as per farm category, land use, agro

ecological region, race or location


i. The system shall have controls to ensure that a farm cannot be planned before

the acquisition process is completed.

ii. The system shall ensure that the sum total area of all subdivisions tallies with

the total farm size. Otherwise reports of such discrepancies must be produced

iii. The process of registering a subdivision shall be implemented. The subdivision

shall be transferred from the Subdivisions register into a lands inventory

register?

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2.4 Resettlement on acquired farms


i. The system shall maintain records of all A1, A2, and Peri Urban subdivision

allocations

ii. The system shall keep records of all 3-tier beneficiaries according to their wards

iii. The system shall maintain records of farms donated to other government

departments or other organisations

iv. The system shall maintain records of all provincial allocation schedules showing

successful applicants and those with outstanding offer letters as well as those

rejected by the Minister of Lands and Rural Resettlement

v. The system shall maintain records of all offer letter withdrawals

vi. The system shall maintain records of all boundary and other disputes

vii. The system shall eliminate double allocation and multiple farm allocations. To

avoid double allocations, the system shall not produce two offer letters for one

piece of land. Reallocations shall only be possible after the withdrawal of the

current owner. To avoid multiple farm ownership, the system shall not produce

an offer letter for an A1 or A2 beneficiary who has another piece of land

elsewhere. The system shall however, produce reports of current double

allocations and multiple farm ownership to enable the MLRR to resolve the

issues

viii. The system shall produce the following reports:

a. Nominal Rolls of resettled farms and subdivisions according to farm

category, land use, agro ecological region, race, or location

b. List of all vacant plots per farm and per district

c. Statistical reports of resettled farms as per farm category, land use, agro

ecological region, race, district of origin, gender, social groups, age, etc.

d. Records of double allocations and multiple farm ownership


i. The system shall ensure that allocations are done on planned subdivisions only

ii. The system shall generate status reports for all applicants on the provincial

allocation schedule

iii. The system shall ensure that dispute resolution is done at district, provincial

and national level using set criteria

iv. Offer letter and A1 permits will be serialised. All reprints will be audited

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2.5 Valuation of acquired farms


i. Whole Farm Valuation: The system shall maintain records of whole farm

valuation reports. These are valuation reports done for the purposes of

compensating farmers whose land was compulsorily acquired by the

Government of Zimbabwe for the purposes of resettling landless people. The

reports assess the original farm just after it is gazetted. The owner is allowed to

contest in court if he/she is not happy with the valuation report.

ii. Subdivision Valuation: The system shall also keep valuation reports done on

individual farm subdivisions. The reports are done for the purpose of

determining annual rentals for new beneficiaries

iii. Trading Sites Valuation: The system shall lastly keep records of valuation of

trading sites for the purposes of determining annual rentals

iv. The System shall keep records of all compensation payments to all former

farms acquired owners under the land reform programme

v. The system shall maintain records of ground rentals for all farms and trading

sites

vi. The system shall produce the following reports:

a. Compensation payments per farmer

b. List of all infrastructure developments on each farm

c. Annual rentals per farm/plot per district

2.6 Estate Management


i. The System shall maintain records of all forms of security of tenure namely,

Leases, Title Deeds, A2 Offer letters and A1 Permits

ii. The system shall capture details of Directors of companies that own farms

together with their percentage shares

iii. The system shall maintain records of all Cessions

iv. The system shall maintain records of all Deed of Grants awaiting title deeds

v. The system shall generate invoices to all farmers and traders

vi. The system shall maintain records of all Applications for 99 year leases

vii. The system shall maintain records of all trading permits issued by the MLRR

viii. The system shall maintain records of all trading permits and lease renewals

ix. The system shall maintain records of all caveats placed on deeds

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x. The system shall produce the following reports:

a. Nominal Rolls of security of tenure per scheme, district, etc

b. List of owners of companies that own farms

c. Trading permits and leases due to expire and not renewed

d. 99-Year lease application outcomes

e. Trading permits issued including Temporary trading permits

f. Farms owned by government departments, churches, companies and

cooperatives

g. Annual rentals per farm per


The system shall implement the following processes:

i. Lease rentals with option to purchase

ii. 99 year leases graduating from A2 Offer letters

iii. Cession and transfer of lease

iv. Temporary trading permits to a trading permit

v. Lease renewals

2.7 Billing

i. The System shall generate annual rental invoices once every year. All

payments will be handled in pastel

ii. The invoices shall have line items for all billable assets including ground rentals

for farmers and traders

3 System Design

This section presents the design specification for the system. More specifically, the

System Design phase is focused on the data requirements (what information will be

processed in the system?), the software construction (how will the application be

constructed?), and the interface construction (what will the system look like). The

system design outlines the processes and data models. The design employs the use

of Entity-Relationship Diagrams (ERD) and Data Dictionary with detailed description.

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3.1 System Data Model Figure 1 below presents the LIMS Data model. At the lowest layer the system shall have three databases namely; the Remote Sensing Database,

the Geo-Database and the LIMS Database. The databases will store satellite imagery, spatial data and attribute data respectively.

Figure 1: LIMS Data Model

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As shown on Figure 1 above, the GIS system that shall be linked to a remote sensing

system. The GIS system requires a digital map database to be developed and

interlinked to the LIMS database (the attribute database). The Ministry of Lands and

Rural Resettlement shall have several applications that will be developed and

connected to one centralised database to be housed at Head Office in Harare. The

following are applications to be developed:

APPLICATIONS DESCRIPTION

LIMS Application The main land administration system responsible for the

maintenance of farms inventory, gazette details, land use

planning, demarcation, land allocations, valuation and real

estate management

Billing & Payments

System

For the production of annual rentals bills and tracking of

payments

Human Resources For staff recruitment, appointments and promotions,

Postings, discipline, attendance and leave management

Administration Asset management, performance appraisals

Training System For tracking employee qualifications, and training course

management

Fleet Management For vehicle tracking and fuel usage

Library Information

System

For tracking library books and other publications

The applications will capture inputs covering many thematic areas as shown in Fig 1.

The system query engine will produce a wide variety of reports also as shown on the

diagram. Reports that will be generated include; nominal rolls, ad-hoc reports,

statistical and analytical reports, period reports and audit trails.

3.2 System Process Modelling

The System Process Model shows how the system will support each of the business

processes identified during the Requirements Definition process and allows the

management and users to visualize how each process will be executed with the

assistance of the new system.

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The System Process Model is comprised of a set of process flow diagrams, each of

which shows the process performed in response to a business event. The model also

shows the type of interface for each process step that requires user interaction and the

mechanisms by which process flows are propagated.

3.2.1 Farm Acquisition

Figure 2 below shows the new land acquisition process after the enactment of the

Constitutional Amendment No. 17 which shorten the land acquisition process by

removing all litigation cases. As shown on Figure 2 below, once a farm has been

gazetted it automatically becomes state land. The owner cannot challenge the

acquisition order in court.

Land Identification

Do Not

Gazette

Valuation /

Subdivision /

Allocation

End

Y

Y

N

N

Start

Land Meet Criteria

Deeds Search

Details

Found

Gazette Farm

Farmer given 3 months

notice to vacate

Figure 2: Land Acquisition through constitutional amendment no 17

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3.2.2 De-Listing of Gazetted farms

The process of de-listing an acquired farm shall first make sure that any offer letters

issued on the farm are withdrawn and subdivisions decommissioned before the farm is

withdrawn. As shown on Fig 3 below, this will ensure that records are not left

“dangling” in the system.

End

Y

Y

N

N

Start

Was farm gazetted

Get Gazette Details

Was Farm

Subdivided

Get Subdivision Details

Withdraw all offer letters

on the farm

Get Farm Details

NWas Farm

Resettled

De-List farm from the

Gazetted Farms Register

Decommission all

subdivisions

Y

Figure 3: Farm De-Listing Process

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3.2.3 A2 Land Application Process

To apply for an A2 plot, prospective farmers fill in an application form. The

Resettlement Section then adjudicates the applications against set criteria. All

successful applications are the entered into a waiting list. Any vacant plots are

allocated to applicants high on the waiting list. The allocations are then recommended

to the District Lands Committee (DLC) and the Provincial Land Committee (PLC) for

approval before being submitted to the MLRR Head Office. The final schedule of

successful applicants in then submitted to the MLRR Head Office for the Minister’s

approval. Figure 4 below shows the schematic diagram for the A1 Application

process:

Get District and Provincial Land Allocation Schedule

No

END

Place Name on Allocation Schedule for the Minister’s

Approval

Application Approved?

Check for Vacant A2 Subdivision

Reject Allocation

SubdivisionExist?

Yes

Get Land Application

Application meets criteria?

Yes

No

START

Place Name on Waiting list

No

Yes

Figure 4: A2 Land Application Process

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3.2.4 Offer Letter Production Process

Once a provincial schedule has been received at Head Office the allocations are

verified against the national allocation register to ensure that there is no double

allocation or whether the applicant already owns land in Zimbabwe. Offer letters are

then printed for all successful applications and submitted to the Minister of Lands Land

Reform and Resettlement for approval. Rejected applications are referred back to the

province. Fig 5 below shows the offer letter production process flow:

START

END

Get Provincial Scedule

Verify each applicant

Application

Successful

Refer Application back to Province

Print Offer Letter

Submit Offer Letter to the Minister for

his signature

Application

Signed

Produce copies of offer letter and submit original

to province

N

Y

N

Y

Figure 5: Offer Letter production process

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3.2.5 A2 Offer Letter Withdrawal

The A2 Offer Letter withdrawal process as shown on Fig 6 will ensure that only valid offer letters can

be withdrawn.

End

Y

Y

N

N

Start

Plot exists and is taken up

Get Beneficiary Details

Is beneficiary

on plot

Withdrawall offer letter

/Permit

Reject withdrawal

Mark subdivision vacant

Get Farm/Plot Details

Figure 6: A2 Offer letter withdrawal Process

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3.2.6 Subdivision Consolidation

For viability reasons, farmers are allowed to apply for consolidation with VACANT

neighbouring plots. As shown on Fig 7, only vacant adjacent plots can be

consolidated provided these are on the same farm.

End

Y

Y

N

N

Start

Plot exists on same farm

Get Beneficiary Details

Is second plot

vacant

Computer total size

Reject

consolidation

Consolidate 2nd plot into

the first

Get details of plots

Total size

exceed max

farm size

Y

N

Warn user for exceeding

maximum farm size

Figure 7; Subdivision Consolidation Process

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3.2.7 99-Year Lease

Figure 8 below shows the process for applying for 99-year leases. The 99-year leases

are only issued to A2 beneficiaries after farming for 5 or more years. The farmers are

assessed by the Land Board before being recommended to the MLRR.

End

Y

Y

N

N

Start

Is farmer 5 yrs on farm

Get Assessment Details

Farmer

Passed

evaluation

Generate 99-Year LeaseReject

application

Get details of A2

plot/farm and allocation

Figure 8: 99-Year lease application process

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3.2.8 Deeds Application

To qualify for title deeds lease holders who have an option to purchase the farm apply

for title deeds through the Ministry of Lands and Rural Resettlement. As shown on Fig

9 the farmers should first pay the full value of the farm before being assessed to

ensure compliance with the regulations.

End

Y

Y

N

N

Start

Lease has purchase

option

Compute Total amt paid

Is farm value

paid up

Get Farm Assessment

Reports

Reject application

Generate Deed of Grant

Get farm/plot lease

details

Farmer

recommended

N

Y

Figure 9: Title Deed Application Process

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3.2.9 Invoicing

Fig 10 below shows the process of generating farmers/trading permit bills. The

process applies to all farmers with leases as well as those with trading permits.

End

Y

N

Start

Security of tenure = Title

Get ground rentals &

other billable assets

Get any arrears &

computer total bill

Print Bill

Get security of tenure

details

Figure 10: Invoicing Process

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3.3 LIMS Entity Relationship Diagram

Figure 11 below shows the high level Entity Relationship diagram of the Land Information Management System (LIMS) showing all

the entities and their relationship.

LAND

LAND USE

ANNUAL INSPECTION

SUITABILITY/ VIABILITY/

SUSTAINABILITY REPORT

BOUNDARIES

SECURITY OF TENURE

A2 OFFERLETTER

LEASE

PERSONORGANISATION

COMPANY

CONPI

LEASERENEWALS

SHARE HOLDERS

SUBDIVISIONS

GAZETTE

has

hashas

has

has

has A

issued to

is A

listed in

VALUATION

has has

TITLE DEED

A1 PERMIT

has

CaveatshasINVOICE LINE

ITEMS

has Sevitudes

INVOICE

has

hasCESSION

TRADING PERMIT

BIPACOURT

SITTINGS

has

has

is AN

3-TIER PERMIT

has

REAL RIGHTS HOLDERS

has

TRADING PERMIT

RENEWALS

has

Figure 11: LIMS ER-Diagram

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3.4 Detailed Entity relationship Diagram Figure 12 below shows the detailed Entity Relationship diagram showing all attributes and their relationship

GAZETTE DETAILSGazette IDLand IDGeneral Notice No.Gazette NoSchedule NumberGazette DateSection 5 DateSection 8 DateSection 7 DateSection 5 Exp DateSection 8 Exp DateSection 7 Exp DateDelisted

COURT SITTINGSCase NumberLand IDCase CategoryComplainantRespondent

DELISTED FARMSGazette IDDelist ReasonRemarks

CONPILand IDIssue DateExpiry DateRemarks

COMPENSATIONInspection IDBalanceInterestAmount PaidDate PaidPayeeBank Deposit Receipt NoDeposit DateCheque Number

IMMOVABLE INSTRASTRUCTUREInspection IDInfrastructure IDQtyReduce Plinth AreaCRCNRCDepreciationDRCCondition

CROP INSPECTIONInspection IDCrop IDHectarageTotal ProductionTotal Sales

LIVESTOCK INSPECTED Inspection IDLivestock IDTotal Count

INFRASTRUCTURE INSPECTED Inspection IDInfrastructure IDTotal Count

ANNUAL INSPECTIONInspection IDLand IDInspection DateInspection PeriodDescription of DevelopmentsIrrigationRainfallFencingElectricity

LAND USELand Use IDLand IDLand UseRemarks

TRADING STANDSLand IDSite CodeStand NoRemarks

VALUATION REPORTSInspection IDFarm IDDate of InspectionDate GazettedPurpose of InspectionProperty HistoryEncumbrancesWater RightsMortgage BondsPresent Land UseNatural RegionTotal Farm/plot Value

SERVITUDESServitude NoLand IDTotal AreaDate IssuedInfrastructure CodeDate TerminatedRemarks

TRADING SITESSite CodeName of Trading CentreScheme nameRemarks

SUITABILITY REPORTSProvinceDistrictSubdIV IDICAName of ApplicantLocationUnit SizesAgro-ecological ZoneDescription of DevelopmentsCrop / livestock productionGeneral description of soilsWater SuppliesLand ClassRemarksIrrigationRainfallTemperatureAltitudeVegetationProduction SystemFencingHousingElectricityTelephoneWater AvailabilityCrop ProductionAnnual SalesCrop Rotation PlanCattle Handling FacilitiesResource AllocationModel

SUBDIVISIONSLand IDSubdiv IDSubdiv Planned

BOUNDARIESLand IDPegX-CoordinateY-CoordinateImageRemarks

OLD RESETTLEMENTScheme IDScheme NamePlanned Carrying CapacityCurrent CapacityLand IDRemarks

LANDLand IDCurrent DistrictPrevious DistrictDiagram NoDeed NoFarm/Plot NameExtentUnit of measureNatural RegionScaleCategoryResettlement ModelRemarks

BIPAFARMSLand IDCountryDate RatifiedDuration

REAL RIGHTS HOLDERSFarm IDDeeds No.Holder’s NameClassBond AmountAddress

DEED OF GRANTDeed of Grant IDRegistered ID NumberApproved byApproval DateRemarks

TRADING PERMIT RENEWALSPermit NoReference NoRenewal DatePermit Expires onApproved byApproval Date

TRADING PERMITSRegistered NoPermit NoType of BusinessRentals per annumPerson IDPermit Expires onAnnual Ground rentalsOther Annual ChargesApproved byApproval DateRemarks

3-TIER FARMSPerson IDRegistered NoWardDate PrintedCopies PrintedNo of Cattle Allowed

A1 PERMITPermit ID Registered NoDate PrintedCopies PrintedA1 Model

OFFER LETTER WITHDRAWALWithdrawal IDOffer Letter IDReason IDWithdrawal Date

OFFER LETTEROffer Letter IDRegistered NoSchedule NoDate PrintedCopies PrintedWithdrawn

PERSONRegistered NoPerson IDNational ID#SurnameFirst NameSexAddressTel NoEmailDOBMarital StatusSocial GroupRaceNationalityCitizenshipRemarks

SHARE HOLDERSCompany IDPerson IDDesignationPercentage ShareRemarks

COMPANYOrganisation IDCompany ID

ORGANISATIONOrganisation IDRegistered NoName AddressTel NoContact PersonEmailWebsiteOrganisation Type

INVOICE ITEMSInvoice NoItem CodeAmtRemarks

INVOICERegistered NoInvoice NoInvoice DateTotal AmtRemarks

CESSIONRegistered NoCession DateSurnameFirst nameSexDOBRelationship to OwnerRemarks

TITLE DEEDSRegistered NoRegistration DateDeed Image

LEASE RENEWALRenewal IDRegistered NoNew Expiry DateApproved byApproval DateRemarks

LEASERegistered NoLease TypeLease Expiry DateGround Rentals per annumInfrastructure rentalsTotal Rentals per annumOption to purchaseRentals Payable ByApproved byApproval DateRemarks

SECURITY OF TENURERegistered NumberSchemeLand IDTenure TypeIssued toStart DateApproved byApproval DateRemarks

CAVEATSCaveat NoDeed NoIssued in favour ofDate IssuedDate TerminatedRemarks

COURT SITTINGScase number Sitting DateVenueOutcomeRemarks

1

1

1

m

1

1

1

1

1

m

m

1 1

m

m

1

1

1

1

m

m

m

m

m

m

m

m

m

m

m m

m

m

m

m

m

m

11

11

1

1

1

1

1

1

1

1

1

1

1

1

1

1

1

1

1

1

1

1

1

1

1

1

1

1

1

1

1

11 1

1

1

1

1

m

mm

m

Figure 12: Detailed Entity Relationship Diagram

23 | P a g e

As shown on the ER diagram above, the two main entities are Land and Security of

tenure. The entity land defines all LAND parcels administered by the MLRR and the

latter defines authority documents and instruments to occupy each piece of land.

The entity SUBDIVISIONS represents all subdivided plots that are not yet been

surveyed and registered with the Deeds Office. Until then, these plots will be

identified with the original farms. After the survey, they become separate entities in

their own right.

The BOUNDARIES entity represents all GPS points of all pegs around farms and

subdivisions.

All valuations are represented by the VALUATIONS Entity. These are either farm,

subdivision or trading site valuations.

The SUITABILITY/VIABILITY/SUSTAINABILITY entity represents all such technical

evaluations of all farms.

The Land Use entity defines the prescribed land uses for each farm. Land Use

examples are: Beef, Timber, Sugar, plantations, cropping, wildlife, etc.

The ANNUAL INSPECTIONS entity represent annual land use inspections or

monitoring and evaluation done on all farms and trading sites

The GAZETTE entity represents farms listed in the Government Gazette for

compulsory acquisition

The SERVITUDES entity represents all pieces of land sliced off farms for public

access: e.g road, ZESA cables, network base stations, etc.

The SECURITY OF TENURE entity represents all forms of Tenure documents which

can be one of the following:

i. TITLE DEED

ii. LEASE

iii. A2 OFFER LETTER

iv. TRADING PERMIT

v. A1 OFFER LETTER

Each of these documents is an entity in its own right.

24 | P a g e

Security of Tenure documents are issued either to PERSONS or ORGANISATIONS.

An organisation is; a COMPANY, GOVERNMENT DEPARTMENT, CHURCH or

COOPERATIVE. Each of these shall be considered an entity in the system. The

SHARE HOLDERS entity represents all shareholders of a company that owns a

farm or a trading site.

The CESSION entity represents all security of tenure documents that are willingly

ceded to chosen successors after the Lessee/Title holder resigns from farming or

using a piece of land.

The CAVEAT entity represents a moratorium placed on a Title Deed awaiting a

certain outcome.

An INVOICE entity represents all invoices generated by the system and sent to

farmers and traders

Each invoice has INVOICE LINE ITEMS which represents all billable items

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3.5 Data Dictionary

This section presents normalised attributes of all entities in the LIMS ER Diagram:

3.5.1 Gazette

Item Data Type Description

Gazette ID Number Serial number

Land ID Varchar(12) Unique Code for all land

General Notice No. Varchar(12)

Gazette No Number

Schedule Number Number

Gazette Date Date

Section 5 Date Date

Section 8 Date Date

Section 7 Date Date

Section 5 Exp Date Date



Delisted Boolean Y/N

3.5.2 Court Sittings


Case Number Varchar(25)

Land ID Varchar(12) Unique Code for all land

Case Category Varchar(12) The category of the case as per codes file

Complainant Varchar(100) Name of complainant

Respondent Varchar(100) Name of the respndent

Legal Practitioners Varchar(100)

Sitting Date Date

Venue Varchar(25)

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Outcome Varchar(200)

3.5.3 De-Listed farms


Gazette ID Number Serial number

Delist Reason Varchar(12) Unique Code for delisting

Remarks Varchar(100)

-

3.5.4 Certificate of No Present Interest (CONPI)


Land ID Varchar(12)

Issue Date Date

Expiry Date Date


3.5.5 BIPA Farms


Land ID Varchar(12)

Country Varchar(12) As per codes file

Date Ratified Date

Duration Number


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3.5.6 Land


Land ID Varchar(12)

Current District Varchar(12) Current district where the land is located. As per Codes File

Previous District Varchar(12) Previous district where the land was located. As per Codes

File

Diagram No Varchar(12) Diagram number as registered at the Surveyor General’s

Office

Deed No Varchar(12) Title deed Number

Farm/Plot Name Varchar(100) Official name of the farm/plot

Extent Number Size of the farm/plot

Unit of measure Varchar(12) Hectares, Areas, Morgans, Squaroids, etc

Natural Region Varchar(12) I, 2A, 2B, III, IV, V;

Scale Varchar(25) Large Scale, Small Scale, Commercial Agric Plot, Residential

Category Varchar(12) Old resettlement, Crownland, State Farm, Protected Forest,

River, Buffer, Quarantine land, Trading Stand, A2

Subdivision, Remaining extent, A1 Subdivision, 3-Tier Farm,

communal grazing, A1 Homestead, etc. As per Codes file

Resettlement Model Varchar(12) A1, A2, Peri-Urban, Wildlife, Mixed A1/A2, etc. As per codes

file


3.5.7 Old Resettlement Schemes


Scheme ID Varchar2(12)

Scheme Name Varchar(100)

Planned Carrying

Capacity

Number

Current Capacity Number

Land ID Varchar(12)

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3.5.8 Boundaries


Land ID Varchar2(12)

Peg Varchar(12)

X-Coordinate Number

Y-Coordinate Number

Layout Image


3.5.9 Subdivision Register


Land ID Varchar2(12)

Subdiv ID Varchar2(12)

Subdiv Planned Boolean Y/N

Layout Image Scanned image of the subdivision


3.5.10 Suitability/Viability/Sustainability Reports

ITEM Data type DESCRIPTION

Subdivision ID Varchar2(12) The subdivision allocated to member

ICA Varchar2(12) An attribute that identifies a Subdivision

Name of Applicant Varchar2(25) The name of the new farmer

Location Varchar2(25) Where the subdivision is located

Unit Sizes Number(12) Size of the subdivision

Agro-ecological Zone Varchar2(12) Agro-ecological Zone

Description of

Developments

Varchar2(100) Developments made

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Crop / livestock

production

Varchar2(100) Crops and any livestock being produced

General description of

soils

Varchar2(100) Types of soils

Water Supplies Varchar2(100) Any water supplies available

Land Class Varchar2(12) Classification of the Land

Remarks Varchar2(100) Any other comments

Irrigation Varchar2(100) Installation of irrigation equipment

Rainfall Varchar2(20) Maximum rainfall received in that area

Temperature Number(12) Maximum temperature in that area

Altitude Number(12) Height above sea level

Vegetation Varchar2(25) Vegetation cover on that subdivision

Production System Varchar2(50) Production system in place

Fencing Varchar2(12) Any fence erected on subdivision

Housing Varchar2(12) Type of house(s) built on the farm

Electricity Boolean Availability of electricity in the subdivision

Telephone Varchar2(12) Availability of telephone services

Water Availability Varchar2(12) Is there any water source on the subdivision

Crop Production Varchar2(12) Production system available

Annual Sales Varchar2(12) Sales for the year

Crop Rotation Plan Varchar2(12) Available plans for crop rotation

Cattle Handling

Facilities

Varchar2(25) Any facilities for handling cattle

Resource Allocation Varchar2(12) Distribution of resources

Model Varchar2(12) Model of farming on the subdivision

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3.5.11 Trading Sites

ITEM Data type DESCRIPTION

Site Code Site as per Codes File

Name of Trading

Centre

Name of Trading Site

Scheme name Area where the trading site is located. As per Codes file

Remarks Any Special Remarks

3.5.12 Trading Stands

ITEM Data Type DESCRIPTION

Stand ID

Site Code Site as per Codes File

Stand No Stand Number


3.5.13 Land Use


Land Use ID

Land ID

Land Use As per Codes File


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3.5.14 Annual Inspection


Inspection ID

Land ID The Unique farm ID of the farm

Inspection Date

Inspection Period As per the codes file

Description of

Developments

Developments made

Irrigation Irrigation equipment present

Rainfall Maximum rainfall received in that area

Fencing Any fence erected

Electricity Availability of electricity in the subdivision

3.5.15 Annual Equipment and Infrastructure


Inspection ID

Infrastructure ID As per the codes file

Total Count

Condition

3.5.16 Annual Livestock


Inspection ID

Livestock ID As per the codes file

Total Count

Total Sales

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3.5.17 Annual Crops


Inspection ID

Crop ID As per the codes file

Hectarage

Total Production

Total Sales

3.5.18 Farm Valuation Reports


Valuation ID

Farm ID An attribute that identifies a Farm

Date of Inspection Date when inspection was carried out

Date Gazetted Date when property was gazetted

Purpose of

Inspection

The reason for the inspection

Property History Details of previous owners

Encumbrances Structures made by ZESA, PTC, etc

Water Rights Auth to use any water resource

Mortgage Bonds Loans taken from Banks

Present Land Use What the land is being used for

Natural Region Determines soil, rainfall pattern

Total Farm/plot

Value

The total value of the farm to be paid as compensation to

the previous farmer

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3.5.19 Immovable Infrastructure


Inspection ID

Infrastructure ID As per the codes file

Qty

Reduce Plinth Area M2

CRC

NRC

Depreciation

DRC

Condition

3.5.20 Compensation Payment Details


Inspection ID

Balance The amount Outstanding

Interest Interest Paid

Amount Paid The percentage for the payment

Date Paid Date when payment was paid

Payee Recipient of the payment

Bank Deposit Receipt

No

Deposit Date

Cheque Number The unique number that identifies a cheque

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3.5.21 Servitudes


Servitude No Land ID Total Area Date Issued Infrastructure Code

As per codes file

Date Terminated Remarks

3.5.22 Caveats


Caveat No Deed No Issued in favour of Date Issued Date Terminated Remarks

3.5.23 Security of Tenure


Registered Number Unique Permit Number

Scheme Name of Scheme (e.g. Mushagashe)

Land ID The Unique farm ID of the farm

Tenure Type Title Deed, A2 Offer Letter, Lease, Trading Permit,

Temporary Trading Permit, A1 Permit

Issued to Individual (s), Organisation

Start Date Date of commencement

Approved by Office who approved the Lease

Approval Date Date the application was approved


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3.5.24 Lease


Registered No Unique Permit Number

Lease Type Type of lease as per codes file

Lease Expiry Date Expiry date

Ground Rentals per

annum

Infrastructure

rentals

Total Rentals per

annum

Annual rental (in US$)

Option to purchase Y/N

Rentals Payable By Last date of payment




3.5.25 Lease Renewal


Renewal ID

Registered No Unique Permit Number

New Expiry Date Expiry date




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3.5.26 Title Deed


Registered No Unique Number

Registration Date

Deed Image

3.5.27 Cession



Cession Date

Surname

First name

Sex

DOB

Relationship to

Owner

Remarks

3.5.28 Invoice



Invoice No

Invoice Date

Total Amt

Remarks

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3.5.29 Invoice Line Items


Invoice No

Item Code

Amt

Remarks

3.5.30 Organisation


Organisation ID


Name

Address

Tel No

Contact Person

Email

Website

Organisation Type

Remarks

3.5.31 Company


Organisation ID

Company ID Unique Number

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3.5.32 Share Holders


Company ID

Person ID

Designation

Percentage Share

Remarks

3.5.33 Person


Registered No

Person ID

National ID#

Surname

First Name

Sex

Address

Tel No

Email

DOB

Marital Status

Social Group

Race

Nationality

Citizenship

Remarks

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3.5.34 A2 Offer Letter


Offer Letter ID

Registered No

Schedule No

Date Printed

Copies Printed

Withdrawn Y/N

3.5.35 A2 Offer Letter Withdrawal


Withdrawal ID

Offer Letter ID

Reason ID As per codes file

Withdrawal Date

3.5.36 A1 Permit


Permit ID

Date Printed

Copies Printed

A1 Model Villagised/Self Contained

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3.5.37 3-Tier Offer


Person ID

Registered No

Ward

Date Printed

Copies Printed

No of Cattle

Allowed

3.5.38 Trading permits

ITEM DESCRIPTION

Registered No

Permit No File Reference Number

Type of Business Nature of business

Rentals per annum Annual rental (in US$)

Person ID

Permit Expires on Expiry date

Annual Ground

rentals

Other Annual

Charges

Approved by Office who approved the application



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3.5.39 Trading permits renewal


Permit No Unique Lease Number

Reference No File Reference Number

Renewal Date Date of renewal commencement

Permit Expires on Expiry date

Approved by Office who approved the permit



3.5.40 Deed of Grant


Deed of Grant ID File Reference Number

Registered

Number

Unique registration Number

Approved by Office who approved the deed of grant



3.5.41 Real Rights Holders


Farm ID Unique Farm Number

Deeds No. The unique title deed number as given by Deeds Office

Holder’s Name The Name of the real rights holder

Class Bond holder, Share holder

Bond Amount The amount of bond/loan

Address The postal/physical address of the bond holder

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3.5.42 Unit Tax rates


Natural Region

Annual Unit Tax

per Ha (US$)

3.6 System Codes File

The Codes file shall store various codes used by the system for example: Provincial

and District Code, Land Uses, farm Infrastructure, Government Departments,

Churches in Zimbabwe, relationships, etc. The Codes file will be comprised of two

table as shown below:

3.6.1 Code Groups


Group Code Varchar(12)

Description Varchar(100)

3.6.2 Code Items


Group Code Varchar(12)

Item Code Varchar(12)

Description Varchar(100)

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4 System Architecture

4.1 Login Screen

4.2 Farms Register

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4.3 Farm Acquisition

4.4 Personal Details Form

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4.5 Codes File

4.6 Bilateral Investment Protection Agreement (BIPA)

4.7 Old Resettlement Schemes

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4.8 Old Resettlement Schemes Farms

4.9 Farm Boundaries

4.10 Layouts

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4.11 Subdivision Register

4.12 Suitability Reports

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4.13 Trading Sites & Stands

4.14 Land Use Codes

4.15 Annual Inspection Report

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4.16 Infrastructure Inspection

4.17 Livestock Inspection

4.18 Crop Inspection

4.19 Valuation Report

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4.20 Compensation

4.21 Servitudes

4.22 Caveats

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4.23 Security of Tenure

4.24 Lease Details

4.25 Title Deed Details

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4.26 Cession Details

4.27 Farm Invoice

4.28 Organisation Ownership

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4.29 Company Ownership

4.30 Offer Letter

4.31 A1 Permit

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4.32 3-Tier Permits

4.33 Trading Permits

4.34 Deed of Grants

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4.35 Real Rights Holders

4.36 Unit Tax rates

Documents

LANDS INFORMATION MANAGEMENT SYSTEM (LIMS ... Audit...LANDS INFORMATION MANAGEMENT SYSTEM (LIMS) Upgrade System Design Document Submitted to The Ministry of Lands and Rural Resettlement