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TABLE OF CONTENTS

OVERVIEW AND SUMMARY 3

PROJECT DESCRIPTION 3

PLA MOBILE REQUIREMENTS ELICITATION, INITIAL VERSION, 7

TRAINING, FIELD-TESTING, AND ROLL-OUT

A. First Round of Training and Field Testing 7

B. Second Round of Training and Field Testing 10

C. Roll-out Initiatives 11

CONCLUSION AND RECOMMENDATION 13

ANNEXES

A. Overview of LAMS 15

B. PLA Desktop Screens 16

C. PLA Mobile Screens 31

This report was produced under the Technology for Property Rights, a partnership of Omidyar Network, The Asia Foundation, and the Foundation for Economic Freedom. The contents of this report do not necessarily reflect the views of the Omidyar Network, The Asia Foundation or the Foundation for Economic Freedom.

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I. OVERVIEW AND SUMMARY

This report provides an update on the Omidyar Network (ON) and The Asia Foundation (TAF)

partnership to introduce a tablet- and desktop-based software applications (Apps)—the Public Land

Application Mobile (PLA Mobile) and the Public Land Application Desktop (PLA Desktop). The apps simplify

and speed up the land titling process by helping users gather, print and store data and supporting

documents for land title applications.

The other partners for this project are: the Foundation for Economic Freedom (FEF), Rush Hour

Creative Solutions (Rush Hour), Land Management Bureau (LMB) of the Department of Environment and

Natural Resources (DENR), DENR Region VII, the Municipal governments of Cordova and Carmen, Cebu.

The first part of the report describes the context in which PLA Mobile is used and explains how it

addresses a significant need. The second part describes findings after field testing the Apps twice. The third

part describes the succeeding roll-out initiatives in Cebu and Bohol.

In summary, PLA Mobile and PLA Desktop have proven to be most useful in the “pre-application

processes” of the Adjudication stage, when applicants and Deputized Public Land Inspectors (DPLIs), also

known as local inspectors, assist applicants in producing required supporting papers. Normally they use

typewriters, pen, paper, printers, and envelopes to manage supporting documents. The difficulties of

complying with requirements - and keeping track of them - can result in many lot occupants discontinuing

their applications.

In average, the local inspectors of Cordova receive an average of 116 applications annually. With

apps, the Cordova DPLIs were able to manage 73 free patent applications in four months between

November 2016 to February 2017. Of which, 16 applicants completed their requirements that were

submitted to the Community Environment and Natural Resources Office (CENRO). From March 2017 to

May 2017, another 99 applications were managed by the Apps. Similarly, the DPLIs from the Provincial

office of Cebu conducted systematic adjudication in the municipality of Carmen where they were able to

manage 36 applications and 15 more from walk-in clients. All in all, the Apps were able to gather 270

applications from November 2016-July 2017.

II. PROJECT DESCRIPTION

There are five macro processes in public land titling, particularly for application for Residential Free

Patent:

1. Adjudication, which can be either Sporadic or Systematic

2. Subdivision Survey

3. CENRO Processing

4. Provincial Environment and Natural Resource Office (PENRO) Processing

5. Registry of Deeds (ROD) Registration and Title Issuance

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Figure 1. Sporadic Adjudication

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Figure 2. Systematic Adjudication

Figure 1 shows the typical titling process, the issues encountered in each process, where and how

the PLA Mobile can help, and the possible future use and improvements of the said technology. Figure 2

shows how systematic adjudication differs from sporadic adjudication. Nevertheless, the PLA Mobile can

be use in either adjudication method.

Relevant Problems with the Titling Process

The problems that are relevant to PLA Mobile are in the Adjudication Stage, in the CENRO

Processing Stage, and in the PENRO Processing Stage (see Figure 1).

In the Adjudication Stage, the LMB now requires geotagged photos of the applicant and her lot.

Manual management of files is prone to loss of documents, which increases cost and adds to delay.

For the average applicant, the completion of required documents can be a complex, expensive and

time-consuming process. This provides an opening for “Package Deal” offers, where a facilitator assists with

gathering of required supporting documents for a fee. This increases the cost of surveying (the information

that has reached FEF from field contacts and Focus Group Discussions is that the cost ranges from Php

2,000.00 to 15,000.00).

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Finally, access to an applicant’s records in the Adjudication Stage is limited to the Adjudicator alone.

Thus there is little accountability on his part to his managers in the CENRO for appropriate and speedy

action on these documents1.

In the CENRO Processing and PENRO Processing Stages, the problem that PLA Mobile could help

with is that applicants have no way of knowing the status of their applications unless they visit the CENRO

and the PENRO offices.

Components of the Project

1. PLA Mobile. This is a tablet-based application developed by Rush Hour to capture data in the field.

Normally, the DPLIs would bring paper application forms that are prone to getting lost or damaged. With

PLA Mobile, all the forms are in the tablet. The DPLI interviews the applicant and inputs the data in the

tablet. Lastly, this can be used to take geotagged photos.

2. PLA Desktop. The PLA Mobile synchronizes with a corresponding desktop application either in the

desktop or laptop. PLA Mobile has the same fields as the PLA Desktop so whatever is entered in the

former will also appear in the latter. PLA Desktop provides easy access to standard forms and templates,

which can be printed and filled out.

3. Tablets. The team preferred to use the Lenovo Tab 3 Essential 7 which cost PHP 5,000 (US$ 100) per unit.

The device has GPS, which is important for getting the coordinates of the geo-tagged photos. It is also

WiFi-ready and has a 3G SIM card slot. The screen is 7” wide with 1024 x 600 resolution. Separate

keyboard cases were also purchased.

4. Laptops/desktops. Provided by the participating DPLIs.

5. Portable printers. The printer used in the second training was the HP OfficeJet 250 Mobile All-in-one

printer (Image 1). The battery-operated printer weighs 2.06 kg and does scanning and copying. It costs

PhP 22,550 (US$ 451). The team also got another kind of printer, Canon IP 110, (see Image 2), that is

smaller and light enough for fieldwork. It only does printing and costs PhP 12,695 (US$ 254). The goal is

to print applications and supporting documents in the field so applicants could sign them right away.

Image 1. HP OfficeJet 250 Mobile All-in-one Image 2. Canon IP 110

1 FEF’s documentation of the titling process revealed that the “pre-application stage” is where many applications are abandoned.

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How the Current Version of PLA Mobile Addresses Adjudication Stage Issues

The current version of PLA Mobile addresses problems in the Adjudication Stage (see Figure 1). It

can be used to take geotagged photos of applicant and lot. It provides a checklist of required documents,

which helps the DPLIs keep track of what has been submitted and what else has to be submitted.

Using the tablet’s camera, PLA Mobile can store scanned copies of submitted documents. These

copies serve as proof that documents have been submitted. In case printed copies are lost, the scanned

files can also be used as back-up.

The Tablet can be connected to a Laptop. Using the accompanying PLA Desktop facility, and with a

portable printer, PLA Mobile maximizes the number of submitted documents during first contact. This is

because PLA Mobile can be used to print documents right away. The documents can be signed immediately,

then scanned.

III. PLA MOBILE REQUIREMENTS ELICITATION, INITIAL VERSION, TRAINING, FIELD-TESTING, and INITIAL

ROLL-OUT

Between January 2016 and August 2016, Rush Hour and the

FEF Team conducted a series of consultations with LMB, the DENR

Region VII office, and the Land Information Office of the Municipality

of Cordova, Cebu. These consultations elicited functional and non-

functional requirements for PLA Mobile (for the Tablet) and PLA

Desktop (a facility to store data from PLA Mobile to a desktop or

laptop, and to print supporting documents using this data). Using

specifications provided by LMB, Rush Hour was able to design

database fields for both Apps consistent with LMB’s own PLA LAMS

software.

By October 2016, Rush Hour had developed the first working

version of PLA Mobile and PLA Desktop. The project team conducted two rounds of field tests and trainings

of both Applications to determine its suitability and utility for DPLIs in field adjudication.

A. First Round of Training and Field Testing

A1. Training of DPLIs

In November 2016 the project team trained 10 DPLIs and Geodetic Engineers from the DENR

Region VII office, CENRO Cebu City, PENRO Cebu, and Cordova.

PLA Mobile Logo

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DPLIs learned to create user profiles, input sample data into the Tablet, and transfer these data to

PLA Desktop. They learned to install ES File Explorer File Manager and WPS Office2 first. Then they installed

PLA Mobile in Tablets and PLA Desktop in laptops and desktops.

A2. Field Testing of the Tablet Application

Participating DPLIs were grouped into four two-member teams. Each team was given one Tablet

with PLA Mobile). The teams interviewed actual free patent applicants in six lots in Brgy. Buagsong, and

three lots in Brgy. Cogon, both in Cordova.

Team members took turns in using PLA Mobile. While one member used the App, the other

member would take notes with pen and paper. Then they would switch tools on the next applicant, and so

on. Thus all DPLIs learned to use PLA Mobile.

A3. Data import and printing

The DPLIs then returned to the training venue. There they learned to transfer data from the tablet

to the desktop using PLA Desktop. They also learned to print common supporting documents using PLA

Desktop.

A4. Review and Discussion

After these activities the DPLIs reviewed their experience with PLA Mobile and PLA Desktop. Their

comments and suggestions included:

2 ES File Explorer File Manager is used to locate the PLA Mobile app installation file. WPS Office is a document reader used to view and print documents.

DPLI takes a photo with an applicant Barangay Certification, one of the requirements in land title application

House and lot of a title applicant

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PLA Mobile data fields:

1. The address field needs to be broken down to separate data fields for Region, Province,

City/Municipality, and Barangay. Ideally, there would be context-sensitive drop-down menus for

each of these fields;

2. It is necessary to add CONTACT NUMBER and EMAIL ADDRESS fields in the PLA Mobile application

form, even if these will not be printed on any supporting document (while these are not required

by the PLA LAMS, they would make it easier for DPLIs to contact the applicant).

3. It is also necessary to add DATE of INSPECTION and DATE of POSTING (for barangay posting) in the

Lot Information section, for reference by both DPLI and applicant;

4. Change GENDER to SEX; and most important

5. There is a need to add separate data-entry screens for each of the common supporting documents.

Participants floated other ideas for further improvements.

1. Use a stylus pen for the e-signature;

2. Use a wireless keyboard (third-party hardware) to speed up data entry;

3. Bold fonts and darker screens were requested to improve visibility and readability under

particularly in bright conditions;

4. Add a photo of the lot claimant inside his/her house to confirm that the claimant lives on the

property.

PLA Desktop

The participants noted misplaced information the printed documents. For example, the gender

would appear next to “Date of Birth”, and the birth date appeared next to “Age.”

At the end of the first field testing activity, tablets with PLA Mobile were left with DENR and LGU

DPLIs. They were encouraged to explore the use of PLA Mobile and PLA Desktop in their work. It was also

agreed that Rush Hour would be given time to make the necessary revisions to PLA Mobile, and to field-

test the revised Apps that Rush Hour would produce.

Improvement of the Apps

Over the next six (6) weeks, Rush Hour modified PLA Mobile and PLA Desktop. The key

improvements that they made were:

1. Addition of new data fields which had been requested by the DPLIs (e.g., Inspection Date, Barangay

Posting Date, Birthplace, Contact Number, email address, Remarks);

2. Additional Document Builders to generate more supporting documents, including those for

Agricultural Free Patents;

3. A new App, WPS Office, which is used to save the forms in a Word document (.doc) or other file

types that can be printed;

4. Improved usability under daytime light environment, through contrasting colors;

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5. Various bug fixes.

For the PLA Desktop, Rush Hour added new document builder forms for Agricultural Free Patent.

Rush Hour claims that these fixes improved overall performance. The new version reportedly runs

250% faster, has improved ability to store data. Finally, database encryption was added.

The FEF team used this time to look for additional devices that could help the DPLIs use PLA Mobile

in the field. Apart from procuring four (4) more Lenovo Tablets, the team also purchased a mobile printer,

The team also bought Bluetooth keyboard cases because some DPLIs preferred to use a keyboard

rather than keyboard on the tablet’s screen.

By early December 2016 Rush Hour informed FEF that they had completed their refinements and

were ready for the second round of field testing. Conflicting schedules on the part of FEF, LMB, Cordova

and DENR VII pushed back this activity until March 2017.

B. Second Round of Training and Field Testing

B.1. Training of DPLIs

The second training and field testing was conducted

last March 2-3, 2017 in Mandaue, City. The participants,

who were also in the first activity, did not need step-by-step

instructions on setting up and using the PLA Mobile and PLA

Desktop. Instead, they focused on the new features and

functionalities. A new participant joined who is the

Development Management Officer in PENRO Bohol.

Since there is a new version of the app, the old app

needed to be uninstalled first before the new one could be

installed. This required first backing up existing data on the

Tablet, uninstalling the old App version, then installing the

new one.

B.2 Field Testing

On the day of field testing, the newly bought devices were used except for the printer which had

connectivity issues. Furthermore, some DPLIs used the stylus pen for the e-signatures. Others also used the

keyboard attached to the case while others opted to use the tablet directly because they got used to it. As

for the geo-tagging of photos, the DPLI had to stay put for a while before taking the photo, to get a

73 applications using PLA Mobile

16 have already been endorsed to CENRO

In 4 months, Cordova DPLIs were able to

accomplish:

HIGHLIGHT

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reasonably accurate reading. There were some dead spots, so DPLIs had to move to another location to get

location data.

B.3 Data Importing and Printing

The printer was eventually connected to PLA Mobile and PLA Desktop, back in the training venue.

Participants had to learn the best way to connect the tablets to the printer using Bluetooth. The users did

not have any problems importing data to the printer.

B.4 Review and Discussion

An open forum was held after the field activity to discuss experiences and issues in using the Apps.

One of the main issues raised was the cost of printer. DPLIs said that they cannot afford the suggested unit.

There are other small printers which cost around PHP 4,000 (US$ 80).

Regarding geotagged photos, DENR DPLIs revealed they have downloaded another App that

measures the accuracy of GPS readings. This tells them when there’s a good enough signal to take a

geotagged photo.

Some fields relevant to the Agricultural Free Patent appear on the Residential Free Patent screens.

These files are also in the LAMS database. The participants agreed these fields should grayed out and made

unclickable on the next update of PLA Mobile.

No other major issues have surfaced for the PLA Desktop software. Since the PLA Desktop software

was updated, data transfer from the previous version to the new one took some time but was eventually

solved.

Furthermore, Ms. Glicerita Racho, the Development Management Officer from PENRO, Bohol,

thought that the tablet can be helpful in their province. Because of her work with the PENRO and the PLIO,

she is an important key in having the apps adopted in the Bohol. Along with the support team in DENR VII,

she has expressed interest in rolling out the tablet in new areas. This is a significant achievement for the

apps’ use.

C. Roll-out Initiatives

C.1 Taguig City, Philippines

In our earlier consultation meetings with LMB, Assistant Director Henry Pacis, expressed interest

in having the app use in Taguig City. Under Proclamation No. 2476 as Amended by Proclamation No. 172,

a certain portion of Fort Bonifacio Military Reservation, composed of eight barangays, is declared open for

disposition to actual occupants/residents and LMB is in-charge of the applications. The application is called

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the Insular Government Property Sales Application (IGPSA) that is different from Residential and

Agricultural Free Patent Applications.

On July 14, the team trained the DPLIs in-charge of Taguig City. While the basic requirements are

the same, there are still quite a few data fields in the application and new templates that are not found in

the Apps. If ever team pursues to roll-out the apps in Taguig City, it may have to modify the data fields in

the Apps. Nevertheless, the team gave LMB three units of Lenovo tablet for them to use and explore in

other applications.

C.2 Carmen, Cebu, Philippines

The team had field tested the Apps in Carmen, Cebu. The municipality has approved 150 lots that

can be titled. While the DPLIs in Cordova, Cebu used the PLA Mobile and went to the houses of the potential

applicants to gather data, the DPLIs in Carmen, Bohol asked the potential applicants to gather in a barangay

hall and used the PLA Desktop to capture data.

In May 10, the DPLIs were able to gather 51 complete applications; 36 of which were from the

invited applicants and 15 were by walk-in clients. These applications were forwarded to the DENR CENRO

Satellite Office in Carmen on the same day. In July 12-13, 47 applications were received by the DPLIs but

not yet forwarded to the CENRO.

C.3 Cordova, Cebu, Philippines

In addition to the 73 applications as mentioned before, 99 more applications were received by the

DPLIs in Cordova from March-May 2017. Also, as of writing, there is an upcoming adjudication with 233

potential lot applicants.

C.4 Bohol, Philippines

The team met with the DENR Provincial staff of Bohol. Ms. Racho, who was part of the previous

training on the use of the PLA mobile, informed the team that the province of Bohol will be allocating PhP

3,500,000.00 in its land titling activities. Part of the budget, though small, is the procurement of 20 tablets

in which the PLA Mobile software will be installed and used by the DPLIs. Apart from this development,

Bohol province is planning to conduct a training on the use of the apps among the municipal assessors of the

various municipalities in September 2017.

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IV. CONCLUSION AND RECOMMENDATIONS

PLA Mobile and PLA Desktop have been demonstrated to be useful in addressing issues in the

Adjudication Stage. DPLIs, LGU and DENR officials brainstormed on the potential of this App to address

issues and needs in the titling process. Below are their ideas:

1. PLA Mobile needs to be integrated with the larger LAMS information system of DENR, specially PLA LAMS

(see Box 1). There has to be a commitment from LMB management to explore how this can be done, to

formulate a road map that will eventually lead to the mass deployment of the App. To achieve this, the

PLA Mobile should cater to the type of applications managed in Taguig City.

Moreover, the Apps can also add fields to cater to other types of land titling such as Homestead,

Miscellaneous Lease, Foreshore Lease, etc.

2. Additional functionalities can be explored to increase the efficiency and accuracy of PLA Mobile and

these are:

a. to be able to capture and use digital signatures and biometrics;

b. to print directly from the Tablet (without going through a laptop);

c. to export data from PLA Desktop to PLA Mobile so that prior to field work, the DPLIs already

have initial data;

d. to separate the data fields of the residential and agricultural applications;

e. to add a “Documents Builder” feature in the PLA Mobile so that the data in the applications

forms can be easily edited without the need of importing them to the PLA Desktop; and

f. to attach an external GPS to improve location accuracy of the geo-tagged photos.

The use of geo-tagged photos is to show the location of the subject lot and its existing improvements

together with the actual occupant or his/her representative as stated in DENR Administrative Order No.

2016-22. Currently, the DPLIs the team dealt with had installed GPS apps in their smartphones that they

use in adjudication. However, during the field activities, there were dead spots. Hence, the coordinates

were not easily recorded. To improve the accuracy, the team looked for GPS devices that are locally

available. These were Garmin Oregon 600t at Php 24,000 or $ 480 and Garmin Montana 680t at Php

30,000 or $ 600. However, the devices were not compatible with the Android operating system of the

tablet.

3. The greatest potential of the Apps lies with the possibility of uploading data to a website, so that it can

be viewed by the applicant and by the Adjudicator’s supervisors. Knowing the status of the "pre-

application" allows the applicant and supervisors to hold the Adjudicators more accountable for the

speedy completion of the application.

Posting the status of applications at the CENRO Processing and PENRO Processing Stages would help

applicants trace the progress of their applications. And if an applicant can learn from a website that her

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application has been endorsed by the PENRO to ROD, she might be able to comply with that office’s

requirements early.

In addition to technology intervention (PLA Mobile), other reforms could increase the number of

completed applications that are received by the CENROs.

1. Policy. A policy amending the DENR Records Management Manual to require DPLIs to record and

report on the status of “pre-applications” (applications with incomplete supporting documents).

This will provide baseline data for monitoring by DENR managers.

2. Capacitation. Increasing DPLIs and applicants’ knowledge about required supporting documents.

Many new DPLIs come from the Forestry Sector and are not very well-versed in adjudication. DPLIs

may tend to take extra caution and require more supporting documents than necessary.

Supplemental education about what supporting documents are needed in which conditions would

be helpful to these DPLIs and to applicants.

3. Institutional. Mobilize local governments, in partnership with DENR, to serve as the liaison between

the DPLI and the applicant. Local government officials live closer to applicants, and have the means

to travel to CENROs where the DPLIs are based. In some cases, CENROs could be as far as seven to

nine towns away.

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ANNEX A

Overview of LAMS

PLA Integration with PLA LAMS. Last December 15, 2016, the project team met with LMB Assistant Director Henry Pacis to discuss the next steps towards integration. He clarified his vision for the PLA Mobile (see Figure 1). First, he agrees that PLA Mobile’s niche is in the “Pre-application” stage, when the DPLI and the applicant are working to complete all required supporting papers. He would like to see PLA Mobile used in the field, and further improved using the feedback from the DPLIs. He also suggested for PLA Mobile to be able to download Consolidated Cadastral Maps (CCM) and Initial Rapid Land Tenure Appraisal (RLTA) Forms from PLA LAMS. Lastly, PLA Mobile should be able to upload data to PLA LAMS once all supporting documents are completed and the CENRO can officially accept the application. This component requires the availability of encoded DENR records. At this point, only a few Regional and PENROs have sufficient digital data to create reliable CCMs and Initial RLTA tables. However, DENR has recently completed outsourcing database buildup nationwide. AD Pacis is confident that the database buildup will be completed for priority Provinces within 2017, and the rest of the country within two to three years. What could be done next is to build this component using data from Bohol PENRO, the most reliable data set currently available. It can be built by LMB’s own ICT Staff, headed by Engr. Warlito Quirimit. In the same meeting with AD Pacis on December 15, Engr. Quirimit said he has three Programmers but would appreciate external help. With these in place, AD Pacis believes it will be worthwhile for LMB to fund the roll-out of PLA Mobile nationwide.