Land registry file tracking tool: a case for Ministry of Lands, Housing and Urban Development.

Abstract

The Mailo Land registry at the Ministry of Lands Housing and Urban Development offers services concerning Mailo land including transfer of land titles, change of addresses and processing of leases. Clients submit in their requests at the reception to a Receiving Officer, and then they are informed on when to check or collect their results from the Dispatch office. The process of tracking the progress of a client’s request at the Mailo land registry is manual, lengthy and time consuming. This is because as a file moves from one office to another, there is no tracking mechanism to give a correct response of the request regarding its status and location at any given time. The main aim of this study was to develop a computerized tool that will help in tracking clients’ files efficiently as they move through various offices during the processing of their requests. The Land Registry File Tracking tool seeks to address the need to track individual transactions as they move through the processing stages unlike the existing Tracking systems. Tracking systems have been used to improve efficiency by providing ways to automate track processes in their areas of application, those systems that implement Tracking in the land registry sector only provide features that automate the process involved in land registration. However, they do not provide a mechanism for reporting the status of clients’ requests as they go through various stages. This project implements a tool that will help tracking clients’ files as they move through various offices at Mailo Land registry at Ministry of Lands, Housing and Urban Development. Data used in this study was collected using observation, reviewing of existing documents and interview methods. Interviews were conducted using interview guides. The tool was implemented using MySQL database software and the PHP programming language. The tool was tested and validated using sample data got from the Ministry of Lands, Housing and Urban Development. This tool can be useful at the Ministry of Lands, Housing and Urban Development in speeding up the process of determining the status of individual requests submitted.