Common Law Allocation - Ngwaketse Land Board

Processing of APPLICATION FOR COMMON LAW
LAND GRANT (NON-ADVERTISED) – (RE
ENGINEERED PROCESS )
START
Submission of
Application
And filing
2 mins
Registry
Management Team
(SLB)
1
Kgotla
Preparation for
23 Days 21 Days 2 hrs
Board Meeting
and invitation
Interviews
7
1 day (per
5 mins
Application)
Site
Site Visit
15 mins
2 days
Sub Land Board
Compilation of
Recommendation
Report to
Main Land Board (5 days)
Registry MLB
7 days
2
If approved
5 days
Lease Office
Preparation
of lease
5 mins
Appeals
1 min
Typing Pool
3
Typing of lease
2 mins
4 days
Signing of lease
Sorting of
Applications
5 mins
Board Secretary/Board Chairman
5 mins
2 hours
4 5
5 mins
MLB Chamber
Lease Office
Notification to collect
lease
5 mins 2 mins
Presentation of
recommendations to
Main Land Board
1 day
If rejected
1 month
6
Communicate
Board Resolution
5 mins
END
END

ISSUES
1. Preparations for Board meeting was 7 days because
it included all applications.
RECOMMENDATIONS
1. To take a day because it will be per application.
2. Time between sorting of applications and
preparation of leases was 14 days.
3. Typing of lease was 5 minutes.
4. Time between typing of lease and signing of lease
was 7 days because the Board Chairman came on
weekly basis.
5. Time between signing of lease and notification of
lease collection was 5 hours.
6. Time between Board resolution and communication
of rejected applications was 2 months.
2. Time reduced from 14 days to 5 days to speed up
process.
3. Time reduced from 5 minutes to 2 minutes to speed
up process.
4. Time reduced to 4 days because the Chairman and
Vice Chairperson will alternate to increase the
frequency to twice weekly.
5. Time reduced to 2 hours due to the frequency of the
signing of lease.
6. Time reduced to 1 month because Board Secretary
and Chairperson will confirm the resolution prior to
confirmation of minutes.

Processing of APPLICATION FOR COMMON LAW
LAND GRANT (NON-ADVERTISED) - RE
ENGINEERED PROCESS (AS-IS)
START
Submission of
Application
And filing
2 mins
Registry
23 Days
Management Team
(SLB)
Preparation for
Board Meeting
and invitation
7 days
Kgotla
21 Days 2 hrs
Interviews
7
5 mins
Site
Site Visit
15 mins
2 days
Board Clerk
Compilation of
Recommendation
Report to
Main Land Board (5 days)
Registry MLB
7 days
Lease Office
Preparation
Typing Pool
Sorting of
Applications
5 mins
Board Secretary/Board Chairman
5 mins
Board Clerk
Lease Office
Presentation of
recommendations to
Main Land Board
1 day
If approved
14 days
1
of lease
5 mins
Appeals
1 min
Typing of lease
5 mins
7 days
Signing of lease
5 mins
5 hours
Notification to collect
lease
5 mins 2 mins
If rejected
2 months
Communicate
Board Resolution
5 mins
END
END
Registry

MEASUREMENTS – PROCESSING OF APPLICATION FOR COMMON LAW (NON-ADVERTISED)
AS IS
Re engineered
Throughput Time: Approved:87 days 7 hours 52 mins
69 days 4 hours 50 mins
Rejected: 126 days 2 hrs 37 mins
90 days 2hours 37 mins
Value Adding Time: Approved: 13 days 47 mins
7 days 44 minutes
Rejected: 13 days 32 mins
7 days 32 minutes
Value Adding Ratio: Approved: 0.149 0.102
Rejected: 0.103 0.078
Productivity Rate: Approved: 14.9% 10.2%
Rejected: 10.3% 7.8%

Process Improvement Recommendations
Wasteful Activity
Location
Recommendation
How
When
1. Inconsistency and Opportunity lost: There are
three enquiry points – Registry Typing Pool and
Technical Officers. This does not assist customers in
any way but rather causes confusion as to which
advice to take.
Sub Land
Board Typing
Pool, Registry
and Technical
Office
Eliminate
inconsistencies
and opportunity
lost
The Sub Land Board to establish a Front Desk
Short term
1. Inconsistencies: Questions asked during interview
are not relevant to land allocation but more of personal
preferences by the interviewers. This causes delays
and makes the client uncomfortable.
Sub Land
Board
Eliminate
inconsistencies
Questions asked should be focused and
specific to the client’s request to speed up the
interview
Immediate
2. No Records: Applications are not recorded in a
register when received to show date of submission and
there is no proper filing of these. Forms get lost or
miss from files
Sub Land
Board
Build on Proper
records
A Manual register to be kept and all received
applications recorded
Immediate
3. Rework: applications are not given permanent
reference numbers when received but instead, they are
given same numbers in different volumes.. Later
applications are sorted and then given permanent
reference numbers, creating unnecessary rework.
Sub Land
Board
Eliminate rework
Applications to be given reference numbers on
receipt and referenced accordingly.
The customer should be informed of the
reference number when submitting the
application.
Immediate
3.Rework: The chairman is included in the sorting of
applications whilst there is a scheduled briefing for him
after completing all preparation for meeting
Sub Land
Board
Eliminate rework
The chairman should not be involved in the
sorting of applications but just briefed at the
scheduled meeting.
Immediate
4,Delay: Invitations for interviews are separated from
preparations for Board meeting.
Sub Land
Board
Eliminate Delay
Invitations for interviews should be done at the
same with Board meeting preparation.
Immediate
4.Delay: Applicants interviewed at site without public
participation and general advises from the Board.
Sub Land
Board
Reduce delay
Interviews should be done at the Kgotla for
public participation.
Immediate
4. Delay: Technical Officers accompany the board
committee on allocations visits to make sketch plans.
This causes delay as these would be made available
much later.
Sub Land
Board
Eliminate delay
Technical Officers to produce sketch plans
during in preparation for meetings to reduce
the delay and opportunity lost by the customer
who ends up not allocated if the affected piece
of land has not properly assessed.
Short term
/Immediate
4. Delay: Sub Land Board takes more than three
months to prepare recommendation report to Main
Land Board and this causes further delay in allocating
land to customers
Sub Land
Board
Reduce delay
Recommendation report to be prepared within
two weeks after allocation and submitted to
Main Land Board another two weeks before
the sitting so that it is read and understood
before the sitting.
Short Term