Buganda Land Board is a body which was formed by the Kabaka of Buganda Ronald Muwenda Mutebi II in 1993. It is charged with the responsibility of managing all the Kabakaship Land (Kabaka’s Land). Buganda Land Board was faced with the problem of managing, securing, accessing and tracking its Land records until when this problem was identified hence the introduction of the Information Technology project.

Project Objectives

To study the current procedures and infrastructure of the Buganda Land Board in the documentation, archiving and retrieval of the Lease records and related documents and recommend, design and implement an Information Technology based system to provide efficient, transparent and secure information system.

Rationale/Justification

The ICT Policy is geared at not only providing BLB staff with the most trendy and effective ICT usage but with also creating and maintaining a close and longstanding business relationship with far reaching positive results.

This will be possible with the support of all the stake holders of Buganda Land Board; the Board, the staff, the clients and the entire Buganda Kingdom.

Tools Required

The term ‘Information and Communications Technology’ is applied to the various forms of technology and communications apparatus. With Document Management and Archiving System of BLB, the following tools of the Management Information System will be used;

• Computers
• Scanners
• Printers (Laser jet for Finance)
• Photocopiers
• Telephones (Each member of staff should be given a code)
• Uninterruptible Power Systems (UPS)
• Networking and Extension cables
• CD Writers
• Port switches & Routers
• Internet
• Back up Tapes

As ICT in general is part of everyday life we need to ensure that all staff acquires knowledge and understanding, combined with the ability to use various forms of ICT hence fulfilling the Board’s ICT objectives.

Aims and objectives of the BLB ICT Policy

The main objective of ICT within Buganda Land Board is to disseminate information, getting feedback from customers and recommend the necessary infrastructure.

• Create a climate within BLB in which staff become comfortable and confident  with ICT and its uses.
• Establish guidelines for each stage that will ensure a coherent progression to computerization.
• Ensure staff awareness of the availability of the hardware and software in BLB and organise these resources with a view to the differing requirements of each stage and the  unique requirements of staff with special training needs.
• Create opportunities for staff to acquire the necessary expertise in ICT, thus enhancing and assisting serving in all areas of the BLB.
•  Identify clear roles for ICT Officer.
• Establish effective liaison with the associated staff on the need of information technology by using the available channels of ICT.
• Ensure staff, Board and client awareness of copyright, data protection, equipment security and computerization acts.
• Data capture and retrieval
• Generate timely reports for the various departments
• Securing of Data (authentication)
• Confirm user requirements at all levels
•  Analyze the actual user needs
• Scanning each client’s file with all its contents which include; the client photo, the land/house photo, sketch map, sale agreement/letter confirming ownership, Blue print, etc.
• Accessibility of the financial status by each client through the Website using a password from BLB given to each client.
•  Accessibility of the entire BLB database by His Majesty the Kabaka at his Banda Palace
•  Proper LAN installation and management to streamline on the performance of BLB database.

Implementation of BLB ICT Policy

• This will be implemented by the users of the system who are staff at BLB through;
•  Training of staff on how to use ICT
• Capture of all the existing records
• Networking of all the staff to be able to access the system
• Acquisition of ICT Equipment

 Methodology

• To achieve the sought after objectives, the following methods are to be used;
• Staff reporting by filling a questionnaire
• Staff re-training and review every after 6 months was deemed necessary
• Open discussion about the system during the weekly meetings
• Oral Interviews

Data Back up

BLB Data to be backed up on a dairy basis at a particular time by a set up program, and later in the evening, the Back up tape to be inserted into the main server for the back up for that day. For security reasons, two copies of back up tapes are to be produced.  In general the use of most ICT equipment will be by the staff where computer skills are essential.

Security and maintenance

ICT equipment is usually expensive to buy and as such stringent measures and attention should be given to the security and maintenance of such equipment.

• The computer room is to be locked whenever the I.T Officer moves out or if it’s not in use and the keys should not be given to anyone who is a non-I.T person save for a copy kept with Secretary BLB in case one gets lost.
• Faulty equipment is to be reported to the I.T Officer and a form is issued to the custodian of that equipment which has to be filled. The equipment has to be serviced by the people recommended by the I.T Officer and approved by BLB Secretary (they have to sign after completion of servicing) and on return of the equipment after servicing, the I.T Officer has to test it to make sure that it has been serviced and both the custodian and the I.T Officer have to sign. People who are not recommended by the I.T Officer should never service the equipment.
•  For security reasons, each staff is supposed to sign for all the equipment within their offices for custodianship. A spread sheet containing all the details of the equipment in ones office has to be availed to each staff.
•  Non staff should not use BLB equipment or ICT services except with permission from the Executive Secretary.
•  Non BLB equipment should be declared to the I.T Officer so that she is aware. No one should remove internal drives of the computer to exchange them with a foreign machine.
• Staff is assigned with users names and they should be protective of their passwords, never to share them.
•  Staff should keep equipment in their offices clean, especially computers; they should be covered with computer covers to eliminate dust. They should be dusted every working day, external drives should be safely kept so that they are not exposed to dust.
•  Only the Registry Clerk is authorized to input data into the System, BLB Secretary and the I.T Officer are authorized to edit data.
•  Its only BLB Secretary who is responsible to authorize printed data to be accessed by non BLB staff like Police, Intending buyer, Compliant, Family member, Board member, etc)

 Monitoring and Review

The I.T Officer will monitor progress by:

• Reviewing forward plans
• Issuing a questionnaire to staff which has to be filled at every end of month.
• Monitoring displays of ICT work incorporated into BLB requirements.

This policy will be reviewed periodically as part of a rolling programme of policy review.