INTEGRATE. PROPEL. SUSTAIN
Technology and Knowledge Transfer
Technology and Knowledge Transfer
and Management - Philippines
Center for Land Administration
Land Management Bureau
LMB-CLAMP
© 2010 Land Management Bureau / Center for Land Administration and Management - Philippines
Learning Modules
MODULE TITLE: CONDUCTING SIMULTANEOUS SURVEY AND ADJUDICATION
MODULE DESCRIPTION:
This module contains the information necessary for the trainees to perform the various processes involved in conducting simultaneous survey and adjudication. The skills and the positive attitudes are likewise embedded in the various activities of this module. Specifically it contains the description of the simultaneous survey and adjudication processes, preparation of survey return and the boundary agreement process.
GOALS OF THE MODULE:
This is designed to provide experiences leading to the development of skills, knowledge and attitude in conducting simultaneous survey and adjudication.
LEARNING OBJECTIVES:
Upon completion of this module participants will be able to:
1)Describe Simultaneous Survey and Adjudication;
2)State the guiding principles in the conduct of SSA;
3)Enumerate the steps in conducting simultaneous survey and Validation
4)Describe a survey return
5)Explain the boundary agreement process
LEARNING CONTENTS:
A. Guiding Principle in the conduct of simultaneous survey and adjudication
1) The effective boundary agreement process and management of the corresponding survey either by administration or by contract gets
maximum support from stakeholders;
2) Active participation from land owners leads to the issuance of a well-
documented title in a very efficient manner.
3) The coordination with the local government units and lot owners
is critical in this undertaking to better understand the objective and
scope of survey activities in the municipalities coupled with lot
adjudication.
B. Objectives of Simultaneous Survey and Adjudication (SSA)
This module aims to provide project implementers with the following:
1)A clear understanding and familiarity of the processes involved in the conduct of the SSA.
2)A sound guide in the effective implementation of the different activities under this approach underpinning critical stages, coordination and planning strategies and resource requirements.
3)A detailed procedure (tables and matrices) for key activities and innovations.
C. EXPECTED OUTPUTS
This process is
(1) to provide documents of accurate survey in support of land titling and registration;
(2) to produce Cadastral records focused on the usefulness and requirements of users/ stakeholders;
(3) to produce simplified and limited records and duplication required for cadastral survey projects.
D. Practical Tips and Reminders (Points to Consider) in conducting SSA
1)Review Project Management Plan (PMP) as the basis in monitoring the progress of survey activities
2)Activity planning should be facilitated to level off on field activities.
3)Ensure availability of reference data and maps prior to commencement of any survey related activities.
4)Coordination with the Local Government Unit (LGU) based on the community mobilization standards is a must to ensure presence and support of barangay representative in any field activity.
5)Awareness and observance of the related social and environmental safeguard provisions.
6)Survey staff should possess the right appreciation, work attitude and people skills to deal effectively with the people in the community.
7)Observe occupational health and safety in all cases.
E. Steps in Conducting SSA
1. Execute Municipal Entry Activities
a)Conduct of exploratory meeting with MLGU
b)Establish partnerships with MLGU
c)Develop operations plan the MLGU with
2: Conduct Community Mobilization activities
a)Conduct exploratory Meeting with Barangay Chairperson
b)Facilitate Barangay Council Meeting and make project presentation
c)Develop operations plan with the Barangay Council
d)Facilitate Barangay Assembly
3: Sketching, Monumenting and Adjudication
The role and functions of the various players in this activities are:
a)Land claimant - identify the corner boundaries and places the boundary marker
b)Adjoining owner/ claimant - confirm/agree on the placement of boundary marker
c)Barangay representative - identifies the land claimant and adjoining land claimants and as witness to the agreement
d)Sketching team - attend council meeting, operations planning and barangay assemblies; prepare and post public notices for SSA; do the boundary agreement process - assist in placing corner markers, prepare and ensure the completeness of PIS; submit bi-weekly progress report. This shall be composed of administration staff and LGU representatives supervised and managed by the SAFO/PPIO.
e)Adjudicator/DPLI - conduct field interview and ocular inspection, generate public land applications, require evidences/supporting documents, post notices and prepare investigation report
f)Survey verifier - ensure completeness of the PIS and conduct field verifications. The survey verifier could be part of the sketching team.
3.1: Conduct Reconnaissance, Identification of Land Claimants and Preliminary Sketching
Prior to the sketching, monumenting and adjudication a reconnaissance for the identification of the land claimants, extent of the barangay for the SSA and forest boundary lines is necessary.
Obtain references for this activity from the municipal assessor’s office the record on tax mapping, policy on the creation of barangays, land classification maps and record of previously approved and titled lots. All information generated from this activity shall be an input to the preparation of an initial sketch of the entire barangay.
3.2: Establishing Barangay Boundary
After the reconnaissance activity, the identified barangay boundaries has to be confirmed by the adjacent barangays. A joint council meeting to secure a joint resolution confirming the barangay boundaries. The joint resolution for the barangay boundary establishment shall be approved by the Sangguniang Bayan and endorsed to the Sanguniang Panlalawigan for recording purposes.
Establishment of the Barangay Boundary Monuments (BBMs) shall be in accordance with the specifications of the Revised Manual on Land Surveying Regulations of the Philippines (RMLSRP), DAO 2007-29. The construction of the boundary monuments shall be borne by the LGU while the survey shall be conducted by the DENR/PPIO.
3.3: Monumenting/Marking of Lot Corners
a) Manufacturing of concrete monuments
The manufacturing of the concrete monuments for the lot corner boundaries shall be in accordance with the specifications of the Revised Manual on Land Surveying Regulations of the Philippines (RMLSRP), DAO 2007-29.
b) Monumenting of lot corners
All corner boundaries shall be marked on the ground either by concrete monuments or any other standard monuments as specified in the RMLSRP.
Lot corner boundaries shall be agreed by both the land claimants and the adjacent land claimants. In cases, where there is no common agreement of the identified lot corner boundary, an effort to settle the conflict between the parties shall be made. If there will be no settlement made between the parties, the area in conflict shall be sketched as separate lot and marked as contested.
Prior to the sketching and upon the availability of concrete monuments, the land claimants are required to place concrete monuments on lot corners not defined by other acceptable markers. If however, they were not able to place the boundary marks, the parcel will not be sketched unless all corners are properly monumented.
Step 4. Mobilize Claimants for SSA
a) Organize Field Interview and Ocular Inspection
b) Conduct of Field Interview and Ocular Inspection
c) Implement Boundary Agreement Process
The key activities in the boundary agreement process are as follows:
1)Setting-up or marking of corner boundaries
2)Sketching, preparing and signing of Parcel Information Sheet
3)Conducting Interview and ocular inspection
4)Completing public land application
5)Requisitioning /Collecting supporting evidence
6)Posting of the notices of application at the location of the property, municipal hall, and at the Barangay Hall.
7)Preparing final inspection report
8)Submission of completed application to the CENRO/SAFO
C.1 Sketching and Preparation of PIS
Sketching is an activity where the boundary of the individual parcel is being defined based on the actual pointing of the boundaries on the ground by the land claimant with the confirmation of the adjoining land claimants.
In an unsurveyed or unapproved barangay, the systematic adjudication procedures vary as this is now conducted simultaneously with the actual measurement of the boundaries of the parcel being applied. The adjudicator will join the sketching team composed of one (1) sketch person/survey verifier , two (2) survey assistants and BLGU representative and shall undertake interviews and complete the Parcel Information Sheet (PIS) as part of the boundary agreement process and the interview will be conducted on the land itself together with the adjacent land claimants.
The following are key steps in the boundary agreement process:
a)Identify land parcel by placement of corner markers
b)Confirmation of corner markers pointed to in the ground by the adjoining owners
c)Measurement of land parcel from corner to corner recording the corner boundary descriptions and the preparation of sketch with the approximate measurements in PIS (or marked on othophoto if available)
d)The PIS shall be complete with the signatures of the land claimants, adjoining land owners/ claimants, sketch person and Brgy. representative
e)Interview and generate the free patent application (FPA).
Parcel Information Sheet (PIS)
The PIS is used to obtain the following:
a)Graphical indication of the parcel to be surveyed
b)Document the agreement of parcel boundaries by the adjoining land owners/ claimants.
Consolidating Parcel Information Sheet
Prior to start of the sketching activity, an initial map of the barangay is prepared using existing information such as forest boundary line, record of previously surveyed and titled properties, roads, canals, rivers, reservations and others.
The initial PIS shall be updated based on the daily progress of the sketching team until its completion.
The consolidated PIS shall be re-produced for posting and reference for the conduct of the lots surveys. The original copy shall be kept on file.
Posting of Consolidated PIS and lists of survey claimants
Upon completion of the sketching in the barangay, a copy of the consolidated PIS shall be posted together with the generated list of survey claimants and the notice of public land application for review by the community, request for corrections and possible filing of adverse claims.
Step 5: Conducting Lot Surveys and Preparation of Survey Returns
Lot Survey and preparation of survey returns may be conducted by administration staff or by survey contract. If conducted by administration, the activity shall be supervised by the Survey Supervisor and the TSU Chief. If the lot surveys is conducted by contract, a comprehensive work plan for lot surveys prepared by the Contractor/Chief of Party detailing specific survey tasks scheduled in different barangays with defined periods for start and finishing of activity shall be strongly coordinated with the SAFO Leader or the TSU Chief who shall provide the corresponding component on CDA, adjudication and Field verification. Execution of lot surveys is coordinated strongly with the support operations from SAFO.
For the purpose of planning and monitoring, the following are the suggested and expected daily productivity of the cadastral project staff:
a)Sketching - an average of 5 lots in agricultural area and 10 lots in residential area per day
b)Lot surveys - average of 10 lots or 4 hectares per day with the assumption that the minimum required equipments is provided
c)Lot data computation - at least 20-30 lots per day for a minimum of 4 corners per lot and using programmable calculator. For computerized preparation and computation of individual lots, one barangay per day.
Guidelines/Procedure
1.Traversing
Traversing shall be conducted in accordance with the RMLSRP (DAO 2007-29)
2.Adjustment of Old Surveys
Old survey adjustment is the computation and transformation of a previously approved survey (titled or untitled) into the coordinate system of the new cadastre, which is referenced to the PRS-92 system. Include the data in accordance with the procedure under DAO 2007-29
3.Lot Data Computation
Lot data preparation/ computation is the preparation/ computation of the lots within the barangay/ case that results to a technical description to be used in the preparation of plans and securing of titles. Prepare the computation in accordance with DAO 2007-29
4.List of Survey Claimants (Alphabetical and Numerical)
Prepare the alphabetical/ and numerical list of survey claimants on prescribed form in accordance with DAO 2007-29. In addition, include information on:
-Gender of the land claimant
-Sex disaggregated data
5.Preparation of Lot Description
The lot descriptions provide the technical information of the parcel and shall be prepared in accordance with the RMLSRP (DAO 2007-29).
6.Barangays/Case Boundary Description
The barangay or case boundary description is a summary of the technical information of the external boundaries of the barangay/case.
7.Preparing Cadastral Survey Map
The procedure in preparing the output maps of a cadastral survey project must be in accordance with the standard set forth in the Revised Manual on Land Survey Regulations (DAO 2007-29)
a.Preparing Progress map
The progress map shall be prepared prior to the start of the activity in order to monitor the progress of the lot survey.. The daily progress of field and office activities must be indicated in the progress map for monitoring purposes. Both the graphical and the numerical information shall be placed in one page map for immediate tracking of the field activities.
b.Preparing Cadastral Map (Refer to Appendix 2)
c.Preparing Barangay and Municipal Boundary Index Map (refer to Appendices 3 & 4)
d.Preparing Cadastral Index Map (refer to CIM Manual of the OSS)
Step 6: Conduct Office and Field Verification
The lot survey process is basically a field activity of taking measurements of boundary line directions and distances. Field data are processed into cadastral graphics/maps and computations resulting into technical descriptions and area of any particular parcel. Errors in field operations if hidden or are made to compensate are not detected in the office computations and verifications. Wrong procedures in field activity coupled with incompetent surveying teams/workers and defective instruments contribute to erroneous data and defective surveys. Quality Assurance demands for a field check or verification of surveys.
The verification of the result of lot surveys consists of field and office verification. The former requires a more rigid field investigation on the progress as well as the result of cadastral or PLS surveys while the later is more concern on the output or survey return.
Step 6.1: Office-based Verification
In conducting office- based verification the verifier must take Note the location of the office: the number and name of street and accessibility to the general public i.e easily reached by the people;
the kind of structure of the building: the floor area: general - appearance: space and other amenities and facilities like comfort room, electricity, water supply, communication/telephone and rental of building and other costs, light, water and telephone; office requirements in project, their condition, descriptions and quantity or number.
a)Sign board of office and dimension: check if there is a Philippine Flag.
b)Description and number of furniture such as tables, chairs, cabinets used;
c)Office equipment such as typewriter, calculators, drafting machines, etc.
d)Field equipment such as EDM, Theodolite, GPS, transits and tapes: their number: name of owner and date of registration/ calibration as the case maybe: motor vehicle, etc.
e)Supplies and materials for field and office operations.
1. Personnel
List the names of personnel actually found in the office and their working titles.
a)Check/verify names of personnel doing field work
b)Check who are the Geodetic Engineers hired and listed
2. Identify weaknesses in the implementation mechanism
Review the project management plan (refer to guidelines in preparing and evaluating project management plan) together with the project supervisor. Assess the following
a)Completeness and appropriateness of the activity plans relative to achievable targets in relation to the equipments and personnel (as planned and as fielded)
b)Check the presence of Project Chief, Geodetic Engineers and Key Personnel who were pledged in the pre-qualification for bidding
c)Check on the presence and quality of the critical instruments being used such as total stations, EDMS, etc. as pledged during the bidding
d)Check on the appropriateness of the activity unit compositions in order to assess the achievement of activity targets
3. Assess the viability of the office and its organization
4. Make a report of all your findings and recommendations to the
Management
5. Assess their coordination activities with the local government, the
stakeholders/landowners and PPIO-1 personnel.
6. Assess weaknesses in unit and personnel performance and the
financial capacity of the project.
Step 6.2: Field-based Verification
Field verification links with the PIS and other surveying activities. As such it adapts to the schedules of the surveying activities while it does not become a part of the surveying teams specifically in the conduct of the lot surveys as the administration team already conducts the simultaneous sketching and interview. The field verifier follows the teams and phase in to check sporadically the activity procedures as well as outcomes.
Field verification needs a strong linkage to the PIS, political boundary, and lot surveying activities.
The Objectives of field verification are grouped into three:
1.To identify weaknesses in the implementation of the cadastral contractor.
2.To check on the correctness of the surveying procedures and the requirements of good procedures.
3.To check the correctness and completeness of data gathered and their proper documentation or recording.
The field verifier needs to be knowledgeable of the surveying processes and the nuances of the execution of activities. Before proceeding to the field, the verifier has a compilation of information such as:
1.Latest land classification boundary map covering the project area.
2.Old approved cadastral project boundaries (include lots along boundary).
3.Data on civil/military reservations, old surveys/titled properties.
4.Approximate political boundary on municipal base maps or other reference documents if any.
Survey Traverses
1)Check the reliability of the starting and closing control reference marks of the loop traverses.
2)lot surveys (no surveys are allowed without the proper corner monument markings).
3)Check if landowners are present during surveys.
4)Check if field notes data are not being altered. (Get copy of field notes before they are computed and before closing the traverse. Have complete copy after traverse is closed.)
5)Verify if disputed boundaries are properly marked and surveyed.
6)Check if lot surveys are properly reflecting the extent of lots along rivers/creeks, lakes, forestlands, reservations and seas.
7)Check if surveys properly reflect the existence of roads, rivers, creeks, public lands, etc.
8)Check if old surveys and titled properties are properly surveyed.
9)Check if measurements to actual marks such as “x” - on trees and permanent posts are done correctly.
10)Check if lot surveys extend properly to the boundaries of adjoining projects.
11)Check if political boundary marks were also measured as part of the traverse loops.
Step 7: Approval of Survey Returns
The office verification and approval process is the responsibility both of the DENR, Survey Division, and the LAMP Survey Unit that involves checking and correcting of the returns in accordance with the Revised Manual on Land Survey Regulations (DAO 2007-29) and LAMP specifications. Through the streamlined verification process, one survey verifier preferably a competent regular employee will be assigned in the field office of the survey contractor to monitor, assist and verify the preparation of survey returns. (Note: A target of four (4) weeks from receipt of survey returns to survey approval has been established, subject to the implementation of a Streamlined Survey Approval Process during 2004.)
After verification, the approval of survey returns are conducted in accordance with the usual procedure provided under the Revised Manual on Land Survey Regulations (DAO 2007-29).
Approval shall be made on a per completed barangay or cases submitted by the contractor and as duly indicated in the contracts
Step 8. Processing of Free Patent Applications
After the approval of survey returns, the Free Patent Application may now be processed and the corresponding approved technical description of the lot must be finalized and inscribed in the title. The processing of application is provided under Module 10 on FPA Processing of Applications
Step 9: Approving Free Patent Application
After endorsement of the Free Patent Application by the SAFO or CENRO to the PENR Office, the Project Manager then approve the application and transmit the same to the One-Stop-Shop for registration and issuance of title.
Step 10: Register and Issue owners copy of the Land Title
The OSS Manager also registers and schedule for the distribution of title to the land owners
MODULE DESCRIPTION:
This module contains the information necessary for the trainees to perform the various processes involved in conducting simultaneous survey and adjudication. The skills and the positive attitudes are likewise embedded in the various activities of this module. Specifically it contains the description of the simultaneous survey and adjudication processes, preparation of survey return and the boundary agreement process.
GOALS OF THE MODULE:
This is designed to provide experiences leading to the development of skills, knowledge and attitude in conducting simultaneous survey and adjudication.
LEARNING OBJECTIVES:
Upon completion of this module participants will be able to:
1)Describe Simultaneous Survey and Adjudication;
2)State the guiding principles in the conduct of SSA;
3)Enumerate the steps in conducting simultaneous survey and Validation
4)Describe a survey return
5)Explain the boundary agreement process
LEARNING CONTENTS:
A. Guiding Principle in the conduct of simultaneous survey and adjudication
1) The effective boundary agreement process and management of the corresponding survey either by administration or by contract gets
maximum support from stakeholders;
2) Active participation from land owners leads to the issuance of a well-
documented title in a very efficient manner.
3) The coordination with the local government units and lot owners
is critical in this undertaking to better understand the objective and
scope of survey activities in the municipalities coupled with lot
adjudication.
B. Objectives of Simultaneous Survey and Adjudication (SSA)
This module aims to provide project implementers with the following:
1)A clear understanding and familiarity of the processes involved in the conduct of the SSA.
2)A sound guide in the effective implementation of the different activities under this approach underpinning critical stages, coordination and planning strategies and resource requirements.
3)A detailed procedure (tables and matrices) for key activities and innovations.
C. EXPECTED OUTPUTS
This process is
(1) to provide documents of accurate survey in support of land titling and registration;
(2) to produce Cadastral records focused on the usefulness and requirements of users/ stakeholders;
(3) to produce simplified and limited records and duplication required for cadastral survey projects.
D. Practical Tips and Reminders (Points to Consider) in conducting SSA
1)Review Project Management Plan (PMP) as the basis in monitoring the progress of survey activities
2)Activity planning should be facilitated to level off on field activities.
3)Ensure availability of reference data and maps prior to commencement of any survey related activities.
4)Coordination with the Local Government Unit (LGU) based on the community mobilization standards is a must to ensure presence and support of barangay representative in any field activity.
5)Awareness and observance of the related social and environmental safeguard provisions.
6)Survey staff should possess the right appreciation, work attitude and people skills to deal effectively with the people in the community.
7)Observe occupational health and safety in all cases.
E. Steps in Conducting SSA
1. Execute Municipal Entry Activities
a)Conduct of exploratory meeting with MLGU
b)Establish partnerships with MLGU
c)Develop operations plan the MLGU with
2: Conduct Community Mobilization activities
a)Conduct exploratory Meeting with Barangay Chairperson
b)Facilitate Barangay Council Meeting and make project presentation
c)Develop operations plan with the Barangay Council
d)Facilitate Barangay Assembly
3: Sketching, Monumenting and Adjudication
The role and functions of the various players in this activities are:
a)Land claimant - identify the corner boundaries and places the boundary marker
b)Adjoining owner/ claimant - confirm/agree on the placement of boundary marker
c)Barangay representative - identifies the land claimant and adjoining land claimants and as witness to the agreement
d)Sketching team - attend council meeting, operations planning and barangay assemblies; prepare and post public notices for SSA; do the boundary agreement process - assist in placing corner markers, prepare and ensure the completeness of PIS; submit bi-weekly progress report. This shall be composed of administration staff and LGU representatives supervised and managed by the SAFO/PPIO.
e)Adjudicator/DPLI - conduct field interview and ocular inspection, generate public land applications, require evidences/supporting documents, post notices and prepare investigation report
f)Survey verifier - ensure completeness of the PIS and conduct field verifications. The survey verifier could be part of the sketching team.
3.1: Conduct Reconnaissance, Identification of Land Claimants and Preliminary Sketching
Prior to the sketching, monumenting and adjudication a reconnaissance for the identification of the land claimants, extent of the barangay for the SSA and forest boundary lines is necessary.
Obtain references for this activity from the municipal assessor’s office the record on tax mapping, policy on the creation of barangays, land classification maps and record of previously approved and titled lots. All information generated from this activity shall be an input to the preparation of an initial sketch of the entire barangay.
3.2: Establishing Barangay Boundary
After the reconnaissance activity, the identified barangay boundaries has to be confirmed by the adjacent barangays. A joint council meeting to secure a joint resolution confirming the barangay boundaries. The joint resolution for the barangay boundary establishment shall be approved by the Sangguniang Bayan and endorsed to the Sanguniang Panlalawigan for recording purposes.
Establishment of the Barangay Boundary Monuments (BBMs) shall be in accordance with the specifications of the Revised Manual on Land Surveying Regulations of the Philippines (RMLSRP), DAO 2007-29. The construction of the boundary monuments shall be borne by the LGU while the survey shall be conducted by the DENR/PPIO.
3.3: Monumenting/Marking of Lot Corners
a) Manufacturing of concrete monuments
The manufacturing of the concrete monuments for the lot corner boundaries shall be in accordance with the specifications of the Revised Manual on Land Surveying Regulations of the Philippines (RMLSRP), DAO 2007-29.
b) Monumenting of lot corners
All corner boundaries shall be marked on the ground either by concrete monuments or any other standard monuments as specified in the RMLSRP.
Lot corner boundaries shall be agreed by both the land claimants and the adjacent land claimants. In cases, where there is no common agreement of the identified lot corner boundary, an effort to settle the conflict between the parties shall be made. If there will be no settlement made between the parties, the area in conflict shall be sketched as separate lot and marked as contested.
Prior to the sketching and upon the availability of concrete monuments, the land claimants are required to place concrete monuments on lot corners not defined by other acceptable markers. If however, they were not able to place the boundary marks, the parcel will not be sketched unless all corners are properly monumented.
Step 4. Mobilize Claimants for SSA
a) Organize Field Interview and Ocular Inspection
b) Conduct of Field Interview and Ocular Inspection
c) Implement Boundary Agreement Process
The key activities in the boundary agreement process are as follows:
1)Setting-up or marking of corner boundaries
2)Sketching, preparing and signing of Parcel Information Sheet
3)Conducting Interview and ocular inspection
4)Completing public land application
5)Requisitioning /Collecting supporting evidence
6)Posting of the notices of application at the location of the property, municipal hall, and at the Barangay Hall.
7)Preparing final inspection report
8)Submission of completed application to the CENRO/SAFO
C.1 Sketching and Preparation of PIS
Sketching is an activity where the boundary of the individual parcel is being defined based on the actual pointing of the boundaries on the ground by the land claimant with the confirmation of the adjoining land claimants.
In an unsurveyed or unapproved barangay, the systematic adjudication procedures vary as this is now conducted simultaneously with the actual measurement of the boundaries of the parcel being applied. The adjudicator will join the sketching team composed of one (1) sketch person/survey verifier , two (2) survey assistants and BLGU representative and shall undertake interviews and complete the Parcel Information Sheet (PIS) as part of the boundary agreement process and the interview will be conducted on the land itself together with the adjacent land claimants.
The following are key steps in the boundary agreement process:
a)Identify land parcel by placement of corner markers
b)Confirmation of corner markers pointed to in the ground by the adjoining owners
c)Measurement of land parcel from corner to corner recording the corner boundary descriptions and the preparation of sketch with the approximate measurements in PIS (or marked on othophoto if available)
d)The PIS shall be complete with the signatures of the land claimants, adjoining land owners/ claimants, sketch person and Brgy. representative
e)Interview and generate the free patent application (FPA).
Parcel Information Sheet (PIS)
The PIS is used to obtain the following:
a)Graphical indication of the parcel to be surveyed
b)Document the agreement of parcel boundaries by the adjoining land owners/ claimants.
Consolidating Parcel Information Sheet
Prior to start of the sketching activity, an initial map of the barangay is prepared using existing information such as forest boundary line, record of previously surveyed and titled properties, roads, canals, rivers, reservations and others.
The initial PIS shall be updated based on the daily progress of the sketching team until its completion.
The consolidated PIS shall be re-produced for posting and reference for the conduct of the lots surveys. The original copy shall be kept on file.
Posting of Consolidated PIS and lists of survey claimants
Upon completion of the sketching in the barangay, a copy of the consolidated PIS shall be posted together with the generated list of survey claimants and the notice of public land application for review by the community, request for corrections and possible filing of adverse claims.
Step 5: Conducting Lot Surveys and Preparation of Survey Returns
Lot Survey and preparation of survey returns may be conducted by administration staff or by survey contract. If conducted by administration, the activity shall be supervised by the Survey Supervisor and the TSU Chief. If the lot surveys is conducted by contract, a comprehensive work plan for lot surveys prepared by the Contractor/Chief of Party detailing specific survey tasks scheduled in different barangays with defined periods for start and finishing of activity shall be strongly coordinated with the SAFO Leader or the TSU Chief who shall provide the corresponding component on CDA, adjudication and Field verification. Execution of lot surveys is coordinated strongly with the support operations from SAFO.
For the purpose of planning and monitoring, the following are the suggested and expected daily productivity of the cadastral project staff:
a)Sketching - an average of 5 lots in agricultural area and 10 lots in residential area per day
b)Lot surveys - average of 10 lots or 4 hectares per day with the assumption that the minimum required equipments is provided
c)Lot data computation - at least 20-30 lots per day for a minimum of 4 corners per lot and using programmable calculator. For computerized preparation and computation of individual lots, one barangay per day.
Guidelines/Procedure
1.Traversing
Traversing shall be conducted in accordance with the RMLSRP (DAO 2007-29)
2.Adjustment of Old Surveys
Old survey adjustment is the computation and transformation of a previously approved survey (titled or untitled) into the coordinate system of the new cadastre, which is referenced to the PRS-92 system. Include the data in accordance with the procedure under DAO 2007-29
3.Lot Data Computation
Lot data preparation/ computation is the preparation/ computation of the lots within the barangay/ case that results to a technical description to be used in the preparation of plans and securing of titles. Prepare the computation in accordance with DAO 2007-29
4.List of Survey Claimants (Alphabetical and Numerical)
Prepare the alphabetical/ and numerical list of survey claimants on prescribed form in accordance with DAO 2007-29. In addition, include information on:
-Gender of the land claimant
-Sex disaggregated data
5.Preparation of Lot Description
The lot descriptions provide the technical information of the parcel and shall be prepared in accordance with the RMLSRP (DAO 2007-29).
6.Barangays/Case Boundary Description
The barangay or case boundary description is a summary of the technical information of the external boundaries of the barangay/case.
7.Preparing Cadastral Survey Map
The procedure in preparing the output maps of a cadastral survey project must be in accordance with the standard set forth in the Revised Manual on Land Survey Regulations (DAO 2007-29)
a.Preparing Progress map
The progress map shall be prepared prior to the start of the activity in order to monitor the progress of the lot survey.. The daily progress of field and office activities must be indicated in the progress map for monitoring purposes. Both the graphical and the numerical information shall be placed in one page map for immediate tracking of the field activities.
b.Preparing Cadastral Map (Refer to Appendix 2)
c.Preparing Barangay and Municipal Boundary Index Map (refer to Appendices 3 & 4)
d.Preparing Cadastral Index Map (refer to CIM Manual of the OSS)
Step 6: Conduct Office and Field Verification
The lot survey process is basically a field activity of taking measurements of boundary line directions and distances. Field data are processed into cadastral graphics/maps and computations resulting into technical descriptions and area of any particular parcel. Errors in field operations if hidden or are made to compensate are not detected in the office computations and verifications. Wrong procedures in field activity coupled with incompetent surveying teams/workers and defective instruments contribute to erroneous data and defective surveys. Quality Assurance demands for a field check or verification of surveys.
The verification of the result of lot surveys consists of field and office verification. The former requires a more rigid field investigation on the progress as well as the result of cadastral or PLS surveys while the later is more concern on the output or survey return.
Step 6.1: Office-based Verification
In conducting office- based verification the verifier must take Note the location of the office: the number and name of street and accessibility to the general public i.e easily reached by the people;
the kind of structure of the building: the floor area: general - appearance: space and other amenities and facilities like comfort room, electricity, water supply, communication/telephone and rental of building and other costs, light, water and telephone; office requirements in project, their condition, descriptions and quantity or number.
a)Sign board of office and dimension: check if there is a Philippine Flag.
b)Description and number of furniture such as tables, chairs, cabinets used;
c)Office equipment such as typewriter, calculators, drafting machines, etc.
d)Field equipment such as EDM, Theodolite, GPS, transits and tapes: their number: name of owner and date of registration/ calibration as the case maybe: motor vehicle, etc.
e)Supplies and materials for field and office operations.
1. Personnel
List the names of personnel actually found in the office and their working titles.
a)Check/verify names of personnel doing field work
b)Check who are the Geodetic Engineers hired and listed
2. Identify weaknesses in the implementation mechanism
Review the project management plan (refer to guidelines in preparing and evaluating project management plan) together with the project supervisor. Assess the following
a)Completeness and appropriateness of the activity plans relative to achievable targets in relation to the equipments and personnel (as planned and as fielded)
b)Check the presence of Project Chief, Geodetic Engineers and Key Personnel who were pledged in the pre-qualification for bidding
c)Check on the presence and quality of the critical instruments being used such as total stations, EDMS, etc. as pledged during the bidding
d)Check on the appropriateness of the activity unit compositions in order to assess the achievement of activity targets
3. Assess the viability of the office and its organization
4. Make a report of all your findings and recommendations to the
Management
5. Assess their coordination activities with the local government, the
stakeholders/landowners and PPIO-1 personnel.
6. Assess weaknesses in unit and personnel performance and the
financial capacity of the project.
Step 6.2: Field-based Verification
Field verification links with the PIS and other surveying activities. As such it adapts to the schedules of the surveying activities while it does not become a part of the surveying teams specifically in the conduct of the lot surveys as the administration team already conducts the simultaneous sketching and interview. The field verifier follows the teams and phase in to check sporadically the activity procedures as well as outcomes.
Field verification needs a strong linkage to the PIS, political boundary, and lot surveying activities.
The Objectives of field verification are grouped into three:
1.To identify weaknesses in the implementation of the cadastral contractor.
2.To check on the correctness of the surveying procedures and the requirements of good procedures.
3.To check the correctness and completeness of data gathered and their proper documentation or recording.
The field verifier needs to be knowledgeable of the surveying processes and the nuances of the execution of activities. Before proceeding to the field, the verifier has a compilation of information such as:
1.Latest land classification boundary map covering the project area.
2.Old approved cadastral project boundaries (include lots along boundary).
3.Data on civil/military reservations, old surveys/titled properties.
4.Approximate political boundary on municipal base maps or other reference documents if any.
Survey Traverses
1)Check the reliability of the starting and closing control reference marks of the loop traverses.
2)lot surveys (no surveys are allowed without the proper corner monument markings).
3)Check if landowners are present during surveys.
4)Check if field notes data are not being altered. (Get copy of field notes before they are computed and before closing the traverse. Have complete copy after traverse is closed.)
5)Verify if disputed boundaries are properly marked and surveyed.
6)Check if lot surveys are properly reflecting the extent of lots along rivers/creeks, lakes, forestlands, reservations and seas.
7)Check if surveys properly reflect the existence of roads, rivers, creeks, public lands, etc.
8)Check if old surveys and titled properties are properly surveyed.
9)Check if measurements to actual marks such as “x” - on trees and permanent posts are done correctly.
10)Check if lot surveys extend properly to the boundaries of adjoining projects.
11)Check if political boundary marks were also measured as part of the traverse loops.
Step 7: Approval of Survey Returns
The office verification and approval process is the responsibility both of the DENR, Survey Division, and the LAMP Survey Unit that involves checking and correcting of the returns in accordance with the Revised Manual on Land Survey Regulations (DAO 2007-29) and LAMP specifications. Through the streamlined verification process, one survey verifier preferably a competent regular employee will be assigned in the field office of the survey contractor to monitor, assist and verify the preparation of survey returns. (Note: A target of four (4) weeks from receipt of survey returns to survey approval has been established, subject to the implementation of a Streamlined Survey Approval Process during 2004.)
After verification, the approval of survey returns are conducted in accordance with the usual procedure provided under the Revised Manual on Land Survey Regulations (DAO 2007-29).
Approval shall be made on a per completed barangay or cases submitted by the contractor and as duly indicated in the contracts
Step 8. Processing of Free Patent Applications
After the approval of survey returns, the Free Patent Application may now be processed and the corresponding approved technical description of the lot must be finalized and inscribed in the title. The processing of application is provided under Module 10 on FPA Processing of Applications
Step 9: Approving Free Patent Application
After endorsement of the Free Patent Application by the SAFO or CENRO to the PENR Office, the Project Manager then approve the application and transmit the same to the One-Stop-Shop for registration and issuance of title.
Step 10: Register and Issue owners copy of the Land Title
The OSS Manager also registers and schedule for the distribution of title to the land owners
Monitoring of Correction Works
Prepare a daily journal of phase by phase inspection and verification.
The nature of defect must be specifically identified relative to the cadastral lot number. A weekly summary report of survey deficiencies (field and office) is given to SAT and PIO management.
The immediate supervisor of field verifiers prepares a weekly schedule of correction works in coordination with the responsible counterpart of the cadastral contractor. Actions must be immediate so that preparations of survey returns are not delayed.
Field verifier prepares a daily journal of correction works specifying the defect addressed and the corrections made. A weekly report to the supervisor is a must
All deficiencies that need the intervention of PIO Management or SAT leader must be reported very promptly.
All reports of defects and corrections must be addressed to both Management and the contractor for their information and forward action.
Survey Verification by Field Testing
a)Conduct of test traverse
b)Check the correctness of the lot surveying traverse loops with a test traverse conducted by contractor under supervision of SAT verifier.
c)Analyze the distribution and direction of the traverse loop from start and ending control connection. Then select two or more stations from the original traverse loop stations for the starting and end point of a cutting loop effectively cutting the original traverse into two or more loops. For convenience select those station points that provide the shortest distance for a cutting loop traverse.
d)Compute for closure / discrepancies of cutting loop traverse.
e)Compare station coordinates from original loop traverse with the derived cutting looptraverse coordinates.
f)Determine the acceptability of discrepancies with reference to Survey Manual on traverse closure standards and relative errors.
g)As position check for some lot corners, side shots will be taken from test traverse stations.
Conduct Independent position check by GPS
a)Select strategically located lot corner points or traverse stations in the barangay. Preferably secure an even distribution of observed points within the barangay as surveyed.
b)Select corner points for GPS observation that are properly monumented and were not disturbed during and after traverse lot surveying.
c)Conduct GPS differential code observations over the selected points to obtain relative accuracies of 0.5m or better.
d)Compare coordinates of corner points observed by GPS with the PRS-92 coordinates as derived from the total station traversing.
e)Report findings of conformities and or discrepancies after careful analysis of all results.
Submission of Survey Returns by Contractor
a)Check preparation of transmittal letter to include itemized survey returns being submitted. Make sure items of survey returns were previously checked and passed correct.
b)Secure print or photocopies of critical survey returns such as field notes and cadastral map sheets, lot data computations, for file in project office to assure office copy in case of loss of survey returns in transit and after submittal.
Preparation of the list of land claimants
a)Check the names and addresses of claimants in the list submitted from the field against the Survey Notification Sheet now Parcel Information Sheets (PIS) to check the correctness of their surnames and names. Check if the signatures of the claimants tally with the names on the PIS
b)Compare the names of claimants and their respective lot numbers in the list of lot description with the alphabetical list. Make necessary corrections if required.
G. Monitoring and Evaluation Arrangements
The survey verifier in connection to the field verification activity shall submit a weekly written report to the Management through the Systematic Adjudication Team Leader indicating therein all issues encountered in the field both resolved and unresolved. The report on resolved issues is necessary to provide guidance in the conduct of subsequent field survey verification activity in the other barangays and contributes to process improvement. Unresolved issues should be brought to the attention of the management for appropriate solution.
ASSESSMENT :
Upon the conclusion of training on this module the participants will be asked to:
1. Prepare a Sketch of a parcel of land in accordance with the
measured points.
2. Demonstrate the Establishment of Barangay Boundary
3. Facilitate the Boundary Agreement Process
4. Conduct Office and Field Verification of a completed survey.
5. Describe Quality Assurance Mechanism
Prepare a daily journal of phase by phase inspection and verification.
The nature of defect must be specifically identified relative to the cadastral lot number. A weekly summary report of survey deficiencies (field and office) is given to SAT and PIO management.
The immediate supervisor of field verifiers prepares a weekly schedule of correction works in coordination with the responsible counterpart of the cadastral contractor. Actions must be immediate so that preparations of survey returns are not delayed.
Field verifier prepares a daily journal of correction works specifying the defect addressed and the corrections made. A weekly report to the supervisor is a must
All deficiencies that need the intervention of PIO Management or SAT leader must be reported very promptly.
All reports of defects and corrections must be addressed to both Management and the contractor for their information and forward action.
Survey Verification by Field Testing
a)Conduct of test traverse
b)Check the correctness of the lot surveying traverse loops with a test traverse conducted by contractor under supervision of SAT verifier.
c)Analyze the distribution and direction of the traverse loop from start and ending control connection. Then select two or more stations from the original traverse loop stations for the starting and end point of a cutting loop effectively cutting the original traverse into two or more loops. For convenience select those station points that provide the shortest distance for a cutting loop traverse.
d)Compute for closure / discrepancies of cutting loop traverse.
e)Compare station coordinates from original loop traverse with the derived cutting looptraverse coordinates.
f)Determine the acceptability of discrepancies with reference to Survey Manual on traverse closure standards and relative errors.
g)As position check for some lot corners, side shots will be taken from test traverse stations.
Conduct Independent position check by GPS
a)Select strategically located lot corner points or traverse stations in the barangay. Preferably secure an even distribution of observed points within the barangay as surveyed.
b)Select corner points for GPS observation that are properly monumented and were not disturbed during and after traverse lot surveying.
c)Conduct GPS differential code observations over the selected points to obtain relative accuracies of 0.5m or better.
d)Compare coordinates of corner points observed by GPS with the PRS-92 coordinates as derived from the total station traversing.
e)Report findings of conformities and or discrepancies after careful analysis of all results.
Submission of Survey Returns by Contractor
a)Check preparation of transmittal letter to include itemized survey returns being submitted. Make sure items of survey returns were previously checked and passed correct.
b)Secure print or photocopies of critical survey returns such as field notes and cadastral map sheets, lot data computations, for file in project office to assure office copy in case of loss of survey returns in transit and after submittal.
Preparation of the list of land claimants
a)Check the names and addresses of claimants in the list submitted from the field against the Survey Notification Sheet now Parcel Information Sheets (PIS) to check the correctness of their surnames and names. Check if the signatures of the claimants tally with the names on the PIS
b)Compare the names of claimants and their respective lot numbers in the list of lot description with the alphabetical list. Make necessary corrections if required.
G. Monitoring and Evaluation Arrangements
The survey verifier in connection to the field verification activity shall submit a weekly written report to the Management through the Systematic Adjudication Team Leader indicating therein all issues encountered in the field both resolved and unresolved. The report on resolved issues is necessary to provide guidance in the conduct of subsequent field survey verification activity in the other barangays and contributes to process improvement. Unresolved issues should be brought to the attention of the management for appropriate solution.
ASSESSMENT :
Upon the conclusion of training on this module the participants will be asked to:
1. Prepare a Sketch of a parcel of land in accordance with the
measured points.
2. Demonstrate the Establishment of Barangay Boundary
3. Facilitate the Boundary Agreement Process
4. Conduct Office and Field Verification of a completed survey.
5. Describe Quality Assurance Mechanism