National Housing Needs Register & Allocation Guidelines DEPARTMENT OF HUMAN SETTLEMENTS DIRECTOR-GENERAL Confidential

Content Background – History & Current Approach – Development of NHNR Implementation NDHS Role & Responsibility NHNR Benefits NHNR Linkages with Human Settlements Delivery Processes NHNR Phase 1, 2 & 3 Allocation Guideline Overview Confidential

History - Background The previous Minister of Housing (Minister L Sisulu) requested for the development of an Allocation Strategy in 2008; To address allegations of mal-administration & fraud regarding the allocation of housing subsidy dwellings that surface during the N2 Gateway project & the media; To over come these challenges we have to ensure that the allocation of housing opportunities are done in a: Fair Transparent Auditable People have confidence in the process Confidential

History - Background The previous Minister of Human Settlements (Minister T Sexwale) requested for the development of register to enable citizens to register their need for adequate shelter; Register to be utilized for the allocations of housing opportunities based on the criteria as contained in the Allocation Guideline & provide for provincial specific criteria; The National Housing Needs Register (replaced the previous Demand Database) was launched during the Minster’s Budget Speech in 2010 ; Confidential

Background -Current Situation The current functionality has been enhanced to provide for the following: Interface that can be used on different devices e.g. smart phone, table, note book; SMS service to enable communication with citizens e.g. acknowledgement that the household has registered their need for adequate shelter, request to update their household information, that they have been selected to benefit on a housing project & need to complete a subsidy application forms; Confidential

Background - Current Situation Linkage with HSS that will update the associated records on the NHNR with the household’s status on HSS e.g. captured on HSS, approved to benefit from a housing subsidy Some minor enhancements have been completed as well and The Department will be conducting testing in the next three weeks to determine if the system function as expected based on the new functionality added. Confidential

Approach - NHNR User Requirements Specifications was obtained via workshops with various role players; Technical specifications was developed based on user requirements, questionnaire & allocation guideline; Development completed & tested; Records from the Demand Database was transferred to the (NHNR); Information session conducted with provincial & municipal role players and Training material & program was developed & deployed; Confidential

National Housing Needs Register – Existing Records – Waiting Lists Existing records can be imported if the records meet the minimum requirements (location information, physical address, dwelling type, access to water, gender, martial status, relationship of household members etc) : Provide National Department with records National Department conducted an analysis & provide a detail report Based on outcome of analysis data can be imported onto the National Housing Needs Register Records available on National Housing Needs Register Confidential

National Housing Needs Register – Implementation Business - Strategy that address the following Communication plan: Message: registration of need for adequate shelter NOT an application for a subsidy Update information to ensure relevance How will the message be communicated Implementation plan: How will the NHNR be implemented e.g. households to visit municipal offices / municipal staff to visits households to obtain the required information / mass registration Confidential

National Housing Needs Register – Implementation (continue) Implementation plan: Direct capture / physical questionnaire to be completed Business Champion Owner of the process, manage implementation & maintain Ensure that resources are available (budget & people) Provide reports to other business units & Allocation Promote the NHNR Data Capturers Staff to capture, update & assist with enquires from public Confidential

National Housing Needs Register – Implementation (continue) Link with the province & national: Training requirements Data quality Meetings Location information Provide information - municipality, town & area Request new areas to be added Link with IT Confidential

National Housing Needs Register – Implementation (continue) Role of IT Connectivity - workstation can connect to the internet Ensure that required infrastructure is in place Workstations is setup to minimum requirements Support NHNR Users with IT related issues IT Requirements is addressed later in the presentation Confidential

Implementation National Department provide assistance to provinces & municipalities to develop a strategy for the implementation of the NHNR & Allocation Guidelines: Communication (Questionnaire v Subsidy Application) Approach (Household based, mass registration, area based, etc) Resources (Staff & funding) Roles & Responsibilities (National, Provincial & Municipal) Champions (Provincial & Municipal) Development of provincial specific Allocation Policy Confidential

NDHS Role & Responsibility Maintain guideline, questionnaire & application; Support too provinces & municipalities; Overview & Information sessions – management; Training; Data analysis of records outside the NHNR; Data Import; Review & updating of location information and Infrastructure (Servers & Licensing); Confidential

National Housing Needs Register Confidential

NHNR- Overview Benefits (Medium – Long Term): Obtain a better understanding of the country’s housing need & backlog; Plan & budget better to enabling the delivery of housing based on identified need and Understand the dynamics & needs of the potential beneficiaries on a household level; Confidential

NHNR- Overview Benefits (Short Term): A single integrated database of potential beneficiaries; Captured data verified for accuracy; Integration with existing provincial data (depending on quality & usability); Comprehensive decision making capabilities and Aligned reports & statistics on housing needs information from all provinces; Confidential

National Housing Needs Register - Overview Benefits (Short Term): Allocation of housing opportunities in a manner that greatly reduces mal-practices & corruption; Transition to NHNR is seamless & requires : Internet connectivity User attending training session & pass Register on HSS Online & NHNR Complete User Access Requests form Access granted by National Department Confidential

Linkage with Human Settlements Delivery Processes Confidential

Delivery Business Model – First Level Planning and Budgeting Management Project Management Contract Management Beneficiary Management Financial Management Needs assessment Determine settlement development status Planning Project planning Project Progress monitoring Project closure Acquisition / SCM Contracting for Design Facilitation Phase Facilitate Contracting for Construction Housing Needs Registration Allocation Subsidy management Claims Payment Reconciliation Quality assurance Unit handover Budgeting Confidential

Determine settlement development status Planning & Budgeting – 2nd level Needs assessment Determine human settlement needs Link needs to Strategic Priorities Prioritise Housing Needs Determine settlement development status Survey Settlement Development Status Analyse feasibility of settlement GAP analysis Funding requirement Planning Define Programme / Projects Prepare Project Budget Annual business plan Budgeting Prepare Budget Approve New Housing Project Prepare Consolidated National Housing Plan Confidential

Housing Needs Registration Allocation of Housing Opportunities Beneficiary Management – 2nd level Housing Needs Registration Capture questionnaires Enquiries Records for Allocation Committee Allocation of Housing Opportunities Prioritise Households qualifying assistance Invite households qualifying for housing assistance to apply for housing subsidy. Obtain completed subsidy application forms Subsidy Management Process Housing Subsidy Application form Apply qualifying criteria (Searches) Investigate “failed” search result Apply 1st & 2nd level override Approve Applicants Unit Handover Site meeting Sign Tenure letter Hand over of tenure certificate Conveyancing Confidential

Functionality NHNR – PHASE 1 Capturing / Editing / Viewing Reporting Confidential

Home Page Confidential

View Questionnaire Confidential

Example of Reports (Questionnaires per Province, Municipality and Town) Confidential

Example of Reports (Dwelling Type) Confidential

Functionality NHNR – PHASE 2 Searches Create / Submit / View Confidential

Phase 2 – Search Service Results are available and can be sorted in the grid Confidential

Functionality NHNR – PHASE 3 Allocation Criteria / Select/ Review/ Commit Confidential

Phase 3 – Selection Criteria Allocations can be created based on selected criteria Confidential

Phase 3 – Selection Criteria Allocations can be viewed as reports Confidential

Allocation Guideline Confidential

Approach – Allocation Guideline The policy directorate at a national level assisted with the development of the guideline; Guideline was work shopped with provincial departments of human settlements; Presented to Portfolio Committee on Human Settlements; Finalized & circulated to relevant role players, indicating that provincial policies need to be developed based on the content of the guideline in conjunction with municipalities and Questionnaire that need to be completed by households registering their need for adequate shelter; Confidential

Salient features of the Strategy The allocation process has been depoliticized; A fair, transparent & auditable process for the selection of potential beneficiaries was introduced; Priority criteria have been introduced; Provides guidelines for each National Housing Programme; and It is directly linked to the National Housing Needs Register; Confidential

Salient features of the Strategy Qualification Criteria The entry level & general criteria of the subsidy scheme still apply; Programme specific criteria also still apply; Priority criteria were introduced: The Aged &disabled; Families and Women headed households with children; Confidential

Salient features of the Strategy Persons registered on the National Housing Needs Register do not automatically qualify for subsidies; Persons on the Register will be invited to complete application forms when housing opportunities become available; All applications so received will be subject to verification & a structured evaluation & approval process Confidential

Application of the Strategy It applies to housing opportunities created through: Integrated Residential Development Programme (IRDP) and The Upgrading of Informal Settlements programme Confidential

Application of the Strategy The guidelines do not apply to: The individual Subsidy programmes; Consolidation subsidies; PHP subsidies and Rental housing programmes (occupancy). Confidential

Institutional Architecture The guidelines suggest the following role players: The Allocation Committee (AC); The Provincial Departments of Human Settlements; The Municipality; The National Department (optional); The Project Manager & External auditors, where applicable. Confidential

Institutional Architecture The Allocation Committee must: As a minimum comprise of the following public sector officials: Two members - Office of the City Manager; Two members - Provincial Department of Human Settlements Chair is from the Office of the City Manager May not include any political office bearer. Confidential

Allocation process When houses/opportunities become available: The municipality will determine the selection criteria to apply for the specific project- region, priority status etc.; It will request the province to obtain a list of potential beneficiaries from the National Needs Register that meet the set criteria; Once received, the AC will verify the list & request the project manager to contact the persons on the list & invite them to apply for housing subsidies; Confidential

Allocation process The PM will liaise with each applicant in collecting all the documents and the selection of stands and houses; Application documents may not be older that six months; The applications received will be assessed by the AC against the list and The applications are then submitted to the MEC for approval. Confidential

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