LUPMIS

Annex 6: DBMS for Permits

A6.1) Application procedure

The current permit approval system applied by TCPD is hardcopy based and involves ample labour and archiving inputs. The system is to be computerized and integrated into LUPMIS, with interfaces to the GIS component of LUPMIS, and also – in a later stage – to the databases of the other LSAs.

The process of applying for a building permit is currently as follows:

• TCPD (Development Control Unit) receives application
• Planning / Schedule Officer undertakes requisite processing of application
• Technical Sub-Committee meets to consider merits of application and offers appropriate advice both to applicant and to Statutory Planning Committee
• Statutory Planning Committee meets to take final decision on applications
• Secretary of Planning Authority prepares approved / deferred / rejected plan for signature and information of chairman and applicant
• Works Department receives approved plans for processing of issuance of building permit
• Applicant collects approved plan

Documents required for this process:

• Printed Site Plans
• Building Fence And Block Plans
• Clearance Letter from Lands Commission or Land Title Registry
• Working drawings
• Building Permit Application Form
• TCPD Form 1
• Enquiry letter of TCPD to Lands Commission (for official search)
• Environmental Impact Assessment Report and / or Structural Report and / or Fire Service Report (for multi-storey structure)

This current process of application, or any modifications in future, will be enhanced by the Permit DB, with possible data entry screens as shown below.

A6.2) Development and deployment

The Consultant recommends to set up a server-based DBMS system, accessible initially through the LAN of the District office, in a later stage also accessible through a secured system on a VPN or web-based protocol. A backup or mirror system should reside on the TCPD-HQ server.

• Phase 1: Revision of permit application procedures
• Phase 2: Definition of processes
• Phase 3: Evaluation of existing systems
• Phase 4: Decision of outsourcing or in-house development
• Phase 5: Development and coding
• Phase 6: Testing at HQ
• Phase 7: Installation at beta site
• Phase 8: Installation at pilot communities (LAN based)
• Phase 9: Dissemination in additional TCPD offices (LAN based)
• Phase 10: Setup of backup or mirror site at HQ
• Phase 11: On-line interfacing between District, Region and HQ
• Phase 12: Linkage to LSAs

Figure A6.1: Technical development phases of DBMS

A6.3) Sample

Entry screens can look like this:

Figure A6.2: Entry screen into Building Permit Database


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