EXPRESSIONS OF INTEREST

for a Business Process Review

for Surveys and Mapping Division

TERMS OF REFERENCE

Capacity Analysis and a Business Process Review of Plan/Cadastral Map Checking by the Surveys and
Mapping Division of the National Land Agency

1.0 OBJECTIVE
The primary objective of this consultancy is to undertake a comprehensive business process review and
capacity analysis for the Plans Checking Unit of the Surveys and Mapping Division of the NLA.

2.0 BACKGROUND
The Surveys and Mapping Division (SMD) of the National Land Agency has responsibility under the Land
Surveyors Act to check survey plans and cadastral maps used in the registration of titles system. The Division
therefore supports a core function of the National Land Agency in the land titling process. When a plot of land
is surveyed by a commissioned land surveyor for the purpose of registration, or transfer under the
Registration of Titles Act, the land surveyor prepares a diagram or plan and submits it for checking. The
Division checks the plan for adherence to the Land Surveyors Act and Regulations as well as the Registration
of Titles Act. This procedure is referred to as pre-checking as the same plan is checked again by the Division
again when it is submitted for titling.

It is generally accepted that a National Digital Cadastral Map serving not only as a platform for land use
management; physical planning and land valuation but as a land titling tool is essential to any successful land
titling effort. Increasing the number of land parcels on the National Digital Cadastral Map from the current
750,000 parcels is a priority. The Division’s role in establishing a national cadastre is therefore crucial.

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The Land Administration and Management Program (LAMP) presented the country’s first major initiative for
systematic adjudication, mapping and registration of privately-owned land rights. Its objective also entailed
the development of new technical and administrative processes required to advance the country’s land titling
capacity. The experience of LAMP has highlighted several hurdles to titling, which weighed heavily on the
limited outcome of the pilot project; one such hurdle being the lack of capacity in supporting institutions
including the Surveys and Mapping Division of the National Land Agency.

The turn around time for the checking and delivery of map sheets was slow and personnel intensive, this
resulted in fewer than anticipated titles being issued under the LAMP program. These circumstances also
impacted on those routine applications for registered title, not pursued under the LAMP program.

Capacity building the achievement of efficiency and expedience in the business process of the Surveys and
Mapping Division is the focus of this Consultancy.

3.0 SCOPE OF WORK

The Consultant is expected to review the existing plan checking and related process of the Surveys and
Mapping Division of the National Land Agency. Specifically, the Consultant will be required to perform the
following services:

A. Examine the existing business process to identify bottlenecks in the process flow.
1. Determine and recommend the appropriate business processes for improving the efficiency of the
Division in terms of improving turn-around-times; modernization; the infusion of appropriate and
adequate technologies, and computerized information systems including but not limited to:
(a) electronic filing and checking of plans and maps
(b) an efficient and ongoing data maintenance program for plans and maps and
(c) an electronic document management system for other documents utilised in the
business process.
2. Examine existing output with current capacities and identify resources needed to reduce the
turnaround time.
3. Review the existing processes of the Division to achieve synthesis with the existing automated
processes of the Land Titles Division.
4. Evaluate and recommend the critical human resources requirements to promote the most efficient
and effective business process.

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B. Conduct a review of the existing procedures and guidelines for cadastral mapping in Jamaica and advise on
any recommended changes taking into account the international best practices in mapping, cadastre and data
storage.

C.Develop a proposal for any legislative or regulatory amendments required to achieve any
recommendations.

D. Assess the cost implications and requirements for the implementation of the recommendations.

E. Prepare a plan inclusive of costs, terms of references where necessary to implement the recommendations.

The consultant is expected to engage in discussions with key stakeholders such as the Land Surveyors
Association.

4.0 DURATION OF CONTRACT

Sixty (60) Working Days within 4 month from commencement of contract

5.0 SPECIFIC OUTPUTS/DELIVERABLES AND TIME SCHEDULE

The consultant is expected to deliver within 30 working days from the date of commencement of this
consultancy, a preliminary document for submission to the Chief Executive Officer of the National Land
Agency and the Office of the Prime Minister specifying a project work plan or proposal for execution of the
consultancy, as well as initial findings on the existing output, capacities, business process and bottlenecks in
the process flow of the division.

The consultant is expected to deliver within 60 working days from the date of commencement of this
consultancy a comprehensive document for submission to the Chief Executive Officer of the National Land
Agency and the Office of the Prime Minister outlining:
(a) The most efficient process for improving the efficiency of the Division including a schematic
representation of the proposed revised business process.
(b) Recommendations for the infusion of new and adequate technologies into the business process at
the SMD and the sources of such new technologies, and to achieve synthesis with the existing
automated processes of the Land Titles Division. The new business process should identify the most
appropriate and cost-effective technology for operating in a modern network environment supported
by a sustainable data management system.

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 (c) Recommendations for the critical human resources requirements to promote the most efficient and
effective business process.
(d) Recommendations for improving existing procedures and guidelines for cadastral mapping in
Jamaica.
(e) Proposals for any legislative or regulatory change required to achieve the recommended business
technology processes.
(f) An assessment of the costs and resources requirements for the implementation of all
recommendations.
(g) An implementation plan inclusive of costs and Terms of References where necessary to execute the
recommendations

6.0 QUALIFICATION AND EXPERIENCE

Qualifications
The consultant shall be an individual with expertise in survey and mapping technology and business processes
and at a minimum the following qualifications; Masters in Business Administration, a relevant post graduate
degree or equivalent professional qualification, sound background in Information Technology (IT) or related
discipline and first degree or equivalent in Land Surveying with specialisation in cadastral mapping.

Experience
 Minimum five (5) years experience in business administration and management at the
managerial or supervisory level.
 Minimum five (5) years experience in Land Surveying, cadastral mapping and its related
technologies.
 Experience in the evaluation and re-engineering of business processes and organizational
audit and restructuring in a modern, customer driven service delivery entity.
 Strong research and analytical skills.
 Experience working across multiple government organisations and professions from various
disciplines.
 Excellent writing, interpersonal and communication skills
 Experience with the management and operation of digital cadastral plan checking systems an
asset.