Land Record System (LRS)

Land Record System (LRS) Funded by A collaboration between

Land Record System User Guide 2013 New Zealand Forest Research Institute Ltd. All Rights Reserved Except as expressly provided below no part of this manual may be reproduced, copied, transmitted, disseminated, downloaded or stored in any storage medium, for any purpose without the express prior written consent of New Zealand Forest Research Institute Ltd. New Zealand Forest Research Institute Ltd hereby grants permission to download a single copy of this manual and of any revision to this manual onto a hard drive or other electronic storage medium to be viewed and to print one copy of this manual or of any revision hereto, provided that such electronic or printed copy of this manual or revision must contain the complete text of this copyright notice and provided further that any unauthorised commercial distribution of this manual or any revision hereto is strictly prohibited. rmation in this document is subject to change without notice. New Zealand Forest Research Institute Ltd reserves the right to change or improve its products and to make changes in the content without obligation to notify any person or organisation of such changes or improvements. New Zealand Forest Research Institute Ltd Te Papa Tipu Innovation Park 49 Sala Street, Rotorua 3010 Private Bag 3020 Rotorua 3046 New Zealand Telephone: +64 7 343 5899 Facsimile: +64 7 348 0952 Email: enquiries@scionresearch.com Date: June 2013 Acknowledgements Our sincere thanks to Ministry of Primary Industries for providing funding for the development of the MyLand Land Record System (LRS). A special thanks to those who contributed to this project - their help and suggestions, and the considerable amount of time they willingly contributed are gratefully acknowledged. New Zealand Forest Research staff: Luke Bettis, Wayne Schou, Bryan Graham, Sarah Orton, Albert Jovner, Graham West. Client: Patrick Milne (Farm Forestry Association), Rhys Miller (Consultant). 2013 New Zealand Forest Research Institute Ltd i

Table of Contents 1 INTRODUCTION... 1 TERMINOLOGY... 1 SYSTEM REQUIREMENTS... 1 2 GETTING STARTED... 3 USER REGISTRATION... 3 EDIT USER ACCOUNT DETAILS... 4 PASSWORD RESET... 5 ACCESS MYLAND - LRS... 6 INSTALLING MICROSOFT SILVERLIGHT... 6 MAIN USER INTERFACE... 7 Map Layers... 8 Advanced Toolbar... 8 Navigation Tools... 9 I want to... 10 Other Buttons... 11 3 USING THE LAND RECORD SYSTEM... 12 PROPERTY... 12 Create a Property... 12 Edit a Property... 14 LAND UNIT... 16 Create a Land Unit... 16 Edit a Land Unit... 18 Select a Land Unit... 19 EVENT... 19 Create an Event... 20 Edit an Event... 22 Select an Event... 23 NOTES... 25 Add a Note... 25 View and Edit a Note... 26 Delete a Note... 27 DOCUMENTS... 28 Add a Document... 28 View a Document... 29 Delete a Document... 30 REPORTS... 30 View a Report... 30 ii 2013 New Zealand Forest Research Institute Ltd

1 Introduction MyLand Land Record System (LRS) is a web-based integrated land management tool developed by New Zealand Forest Research with input from Farm Forest Association. The Ministry of Primary Industry has provided funding for the development of the MyLand - LRS. MyLand LRS helps landowners to maintain a true and accurate record of how they managed their land. Users can easily locate properties, identify and digitise land units such as paddocks, stands, reserves and capture planned and actual events against these land units. Through the use of MyLand - LRS, landowners can provide records and evidence on how the land was utilised and what events has occurred on the land in time. Terminology Term Electronic Document Event GIS Land Unit Property Spatial Layers Stand Description Is any electronic media content other than computer system files that are to be imported and attached to a data object and will be used in either an electronic form or as printed output. A planned occurrence of a regime that has happened or took place that impacts the growth and quality of a crop and requires recording for referencing purpose. Geographic rmation System Area that define the actual productive (commercial) and non-productive (noncommercial) land of a property. An area of land and its building, used for growing crops and trees, and rearing animals. Cartographic representation of related data features such as paddock slopes, paddock soil types, etc. that can be visualised with GIS tools and technologies A stand is a special type of management unit wholly contained within a compartment. Its basic intention is "an area of land containing a Crop of trees that is to be managed in the same way and will produce a homogeneous yield". System Requirements The recommended system requirements for running the MyLand - LRS are: A duel core processor of higher; 4GB of RAM; A screen resolution of 1024 x 768 or greater. The system will run on lower computer specifications, but performance may not be optimal. 2013 New Zealand Forest Research Institute Ltd 1

In order to access the MyLand - LRS, you need to have a computer running a web browser that is currently connected to the internet. We recommend that you have a broadband internet connection for optimal performance. The MyLand - LRS has been tested using Internet Explorer version 8 (IE8). Use of other untested browsers may affect the usability and functionality of the MyLand - LRS. Depending on whether the computer used to access the MyLand - LRS has Windows Updates enabled, you may be prompted to install Microsoft Silverlight the first time the MyLand - LRS is accessed. 2 2013 New Zealand Forest Research Institute Ltd

2 Getting Started Getting started provides guidance on how to set your system up to make use of the MyLand LRS, how to become an authenticated user and how to manage your user account details. This chapter also provides an explanation of the user interface, available tools and the use thereof. User Registration You must create a user account to become authentic user of MyLand - LRS. 1. To register click on the Register hyperlink in Step 1. 2. Enter the required user account registration details and click on the Register button. 2013 New Zealand Forest Research Institute Ltd 3

Edit User Account Details You will be able to update your user account details to reflect the correct state. 1. To update the user account details click on the Manage Your Account hyperlink in Step 4. 2. Enter the required user name and password and click on the Log in button. 3. Edit and update the required user details and click on the Save button. 4 2013 New Zealand Forest Research Institute Ltd

Password Reset If your user password is forgotten you can reset your user password via e-mail. 1. To reset the user password click on the Manage Your Account hyperlink in Step 4. 2. Click on the Reset password hyperlink. 3. Enter the email as stored in the user account and click on the Send button. Warning To reset a password via e-mail, you must enter a valid e-mail address as contained in your user account. 2013 New Zealand Forest Research Institute Ltd 5

You will receive an email containing a hyperlink, clinking on this hyperlink will display the Password Reset web page. Enter a new password to gain access to MyLand LRS. Access MyLand - LRS Access to MyLand LRS is obtained through the MyLand LRS welcome page. 1. To access MyLand - LRS click on the Start Land Record System button in Step 2. If you are a first time user you will be prompted to install Microsoft Silverlight, if not already installed on you systems. (Refer Installing Microsoft Silverlight.) OR If you are a first time and existing user with installed Microsoft Silverlight you will be directed to the MyLand LRS web page. Installing Microsoft Silverlight MyLand - LRS has been designed using Microsoft Silverlight and if this has not been previously been installed on your system, you will be prompted to install Microsoft Silverlight. 1. Click on the Click now to install button. 6 2013 New Zealand Forest Research Institute Ltd

2. Click on the Save File button and browse to a suitable location on your system to save the installer. 3. After the success saving of the Silverlight.exe file browse to the saved location, and double click on the Silverlight.exe file. 4. Click on the Install now button. An Installation successful message will be displayed after the successful installation of Microsoft Silverlight. 5. Click on the Close button. You will be redirected to the MyLand LRS welcome page to access MyLand LRS. (Refer Access MyLand LRS) Main User Interface The user interface for the MyLand - LRS has five main components: Map Panel Enables you interacts with the map by zooming or panning and digitising, spatial objects. rmation Panel Lists different kinds of information when you interact with the map. For example, it displays Map Layers where you can select different layers to hide or show on the map or it displays a list of map features in the Results List when you perform a search or use the Identify tool or displays the information of the spatial objects captured within the 2013 New Zealand Forest Research Institute Ltd 7

rmation Panel Toolbar MyLand - LRS. Contains icons that you can use to control the information listed in the rmation Panel. Toolbar Icon Shows or hides the toolbar when clicked. Toolbar Contains numerous tools that are grouped into tabs by function. Search Box Provides you with the ability to search for features on the map. Toolbar Search Box Toolbar Icon Map Panel rmation Panel Map Layers rmation Panel Toolbar The map layers used in MyLand - LRS can be sorted into two categories - Operational Layers and Graphics Layers. Operational Layers: provided for the User Parcel Name NZ Street Address QEII Covenant BaseMap Simplified BaseMap Graphics Layers: created by the User Road Patch Property Boundary Advanced Toolbar The Advanced Toolbar can be found on the main screen by clicking on the Show the toolbar toggle button: For more information about the Advanced Toolbar and its five Tabs click on the Help Content pane select The Viewer Interface >>> The Toolbar. icon and in the 8 2013 New Zealand Forest Research Institute Ltd

Land Records Tab Contains the tools required to operate MyLand LRS. This tab is unique to MyLand LRS so there are no additional Help files. Getting Around Tab For more information about the features on the Getting Around Tab click on the Help icon and in the Content pane select The Viewer Interface >>> The Toolbar >>> Getting Around Tab. Maps and Data Sources Tab For more information about the features on the Maps and Data Sources Tab click on the Help icon and in the Content pane select The Viewer Interface >>> The Toolbar >>> Map & Sources Tab Tasks Tab For more information about the features on the Tasks Tab click on the Help icon and in the Content pane select The Viewer Interface >>> The Toolbar >>> Task Tab. Analysis Tab For more information about the features on the Analysis Tab click on the Help icon and in the Content pane select The Viewer Interface >>> The Toolbar >>> Analysis Tab. Navigation Tools Most of the Navigation Tools can be found in the Getting Around tab of the Advanced Toolbar (See Advanced Toolbar section for more information). There are 2 additional Navigation Tools available that could be found at the locations indicated by the red rectangles: 2013 New Zealand Forest Research Institute Ltd 9

Zoom Bar Scale Bar and Co-ordinates Zoom bar If you slide the scale towards the end with a plus, they will find themselves Zooming In closer to the Map. If you slide the scale towards the minus end, you will Zoom Out. Double left clicking on a point on the map will also enable the User to Zoom In. Scale Bar and Co-ordinates As you move your mouse over the map the co-ordinates constantly change to provide the correct co-ordinate values. The Scale Bar remains constant, providing you with a sense of distance on the map. The arrow (red box) to the side of the Scale Bar and Co-ordinates allows you to show or hide the X / Y values as you wish. I want to Most of the Navigation Tools can be found in the Getting Around tab of the Advanced Toolbar (See Advanced Toolbar section for more information). There are 2 other Navigation Tools that are available to you. They can be found at the following locations: You can use the I want to... button to select an option from the drop down list. Create a printable map Currently not available to Users Create a report Currently not available to Users 10 2013 New Zealand Forest Research Institute Ltd

Draw on the map This takes you to the Drawing Tools section on the Tasks tab of the main Tool Bar Measure Distance This takes you to the Measure Distance button on the Analysis tab of the main Tool Bar Share current map Currently not available to Users Return to initial map extent This button will, when clicked, return you to the initial extent of your map. Turn map data on / off This option will take the user to the Map Layers tab, where they can turn map layers on or off by checking or un-checking the tick-box next to the layer Add map layer Currently not available to Users Show / hide advanced toolbar This option will either expand or collapse the advanced toolbar View Results Currently not available to Users View Selected Currently not available to Users Open URL Currently not available to Users For more information about the "I want to..." menu click on the Help The Viewer Interface >>> I Want To Menu. icon and in the Content pane select Other Buttons There are a few other buttons on the Main User Interface that require an explanation: Use this tool for To Show help topics button - located in the top right hand corner of the screen. Clicking on this file enables you to access files that will aid you with getting an understanding about features found in the MyLand - LRS. Located at the bottom of the MyLand - LRS / Map Layers Frame these buttons allows you to easily switch between available map layers and MyLand - LRS content. 2013 New Zealand Forest Research Institute Ltd 11

3 Using the Land Record System MyLand - LRS allows you to locate and capture details on a property, land unit and events taking place against a land unit. The spatial interface of MyLand - LRS enables you to digitise a land unit and events and capture data associated with the land unit and events. The following pages will guide you through the process of creating and defining properties, land units and events. Note that reporting are limited to a summary report. Property Properties are defined by the legal Certificate of Titles (CT) that is a proof of ownership. This section will be dealing with the: Creating a Property Editing a Property Create a Property Creating First Property To create properties follow the instructions as displayed in the rmation Panel. 1. Click on the Create Property Boundary button. A Certificate of Title (CT) form will appear at the top of the Map Panel. 2. Click on a parcel displayed in the map that forms part your property. To add additional CT s to the list click on the Add CT for every CT to be added. 12 2013 New Zealand Forest Research Institute Ltd

The outer boundaries of the selected CT s are represented by yellow lines. 3. Click on the Create Property button to complete process. The Property form will appear in the rmation Panel. 4. Enter the required property details and information and click on the Save button. 2013 New Zealand Forest Research Institute Ltd 13

The outer boundary of the property is represented by a blue line. Creating Additional Properties To create a second property click on the Manage Properties icon. A list of your current properties will appear in the rmation Panel. 1. Click on the Add button. A set of instructions for creating a property will appear in the place of the list of your current properties. Follow these set of instructions and the process for Creating First Property. Edit a Property The boundary of your property can be edit by adding or removing the CT s that forms part of your legal property. 1. On the Property form click on the Certificate of Titles accordion. 14 2013 New Zealand Forest Research Institute Ltd

2. Click on the Edit button The Certificate of Title (CT) form will be displayed at the top of the Map Panel listing the current selected CT s. 3. Click on the Add CT or Remove button to add or remove CT s to or from the CT list. 4. Click on the Update Property button when adding and removing CT s is completed. 2013 New Zealand Forest Research Institute Ltd 15

The outer boundary of the property, represented as a blue line, is adjusted as per add and removed CT s to the CT list. Land Unit Land units define the areas for stands, paddocks and reserves, which are represented as polygons on the map. This section will be dealing with the: Creating a land unit. Editing a land unit. Selecting a land unit. Create a Land Unit Creating First Land Unit When saving a newly created property the Property form will be replaced by a set of instructions on how to create a land unit. 1. Select from the dropdown list the type of land unit that is to be created. 2. Digitise the land unit on the map within the boundaries of your selected property. 16 2013 New Zealand Forest Research Institute Ltd

To accurately digitise a land unit within the property boundary hold down the Ctrl key Tip to have a hallow displayed around the mouse pointer. While holding down the Ctrl key move the mouse pointer over the property boundary until a black plus sign boundary. appears and click to create a point for the land unit Continue the above process until the boundary of the land unit that forms part of the property boundary is completed. 3. Double click to complete the digitizing of the land unit. The Land Unit Details form will appear in the rmation Panel. 4. Enter the required land unit details and click on the Save button. 2013 New Zealand Forest Research Institute Ltd 17

Creating additional Land Units 1. To add additional land units click on the New Land Unit icon. A set of instructions for creating a land unit will appear in the rmation Panel. Follow these set of instructions and the process for Creating First Land Unit. Edit a Land Unit 1. To edit the boundary of a land unit click on the Edit icon and then click on the land unit to be edited. A set of instructions on how to edit the shape of the selected land unit will appear in the rmation Panel. 18 2013 New Zealand Forest Research Institute Ltd

The boundary of the selected land unit will be represented as a red line with the points as white squares. The shape of the selected land unit can be adjusted by: Moving an existing point on the land unit boundary line to a new location. Adding a new point to the land unit boundary line that is to be moved to a certain location. Removing an existing point from the land unit boundary line. Select a Land Unit 1. To view the details of a land unit click on the Select icon and then click on the land unit for, which you want to view the details. The background colour of the land unit will change in colour when selected. The Land Unit Details form for the selected land unit will appear in the rmation Panel. Event Events represent the actions that are to take place or have taken place on the land units such as stands, paddocks and reserves. This section will be dealing with the: Creating an event. Editing an event. Selecting an event. 2013 New Zealand Forest Research Institute Ltd 19

Create an Event Creating an Event on a Land Unit Before an event can be created against a land unit ensure that the land unit is selected, refer to Select a Land Unit. 1. After the land unit is selected click on the Create Event icon. The Create New Event form will be displayed in the Map Panel. 2. Select the required event type from the dropdown list and event status before clicking on the Create button. The Event form for the selected event type will be displayed in the rmation Panel. 3. Enter the required event details and click on the Save button. 20 2013 New Zealand Forest Research Institute Ltd

The boundary of planned events will be presented with an orange line. The boundary for actual events will be presented with a yellow line. To concert a planned event to an actual event click on the Convert to Actual button displayed next to the Planned tab in the Event Details form. Greeting and Event for an Area 1. Click on the Create Shape Event icon. A set of instructions on how to create a shape event will appear in the rmation Panel. 2. Select the required event type from the dropdown list and event status before starting to digitise the shape event on the map within the boundaries of your selected property. 3. Double click to complete digitising the event. 2013 New Zealand Forest Research Institute Ltd 21

The Event form for the selected event type will be displayed in the rmation Panel. 4. Enter the required event details and click on the Save button. The boundary of planned events will be presented with an orange line. The boundary for actual events will be presented with a yellow line. To concert a planned event to an actual event click on the Convert to Actual button displayed next to the Planned tab in the Event Details form. Edit an Event Before an event can be edited ensure the event is selected and the Event Details form is displayed in the rmation Panel, refer to Select an Event. 1. Click on the Edit icon before clicking on the shape of the selected event. 22 2013 New Zealand Forest Research Institute Ltd

The boundary of the selected event will be represented as a red line with the points as white squares. The shape of the selected event can be adjusted by: Moving an existing point on the event boundary line to a new location. Adding a new point to the event boundary line that is to be moved to a certain location. Removing an existing point from the event boundary line. Select an Event Events can be selected in two ways: Through the Land Unit form; or Through the Show Event icon. Selecting an Event through the Land Unit Form Before an event can be selected ensure that the land unit is selected, refer to Select a Land Unit. The Land Unit form for the selected land unit will be displayed in the rmation Panel. 1. On the Land Unit form click on the Events accordion. The list of events associated with the selected land unit will be displayed. 2013 New Zealand Forest Research Institute Ltd 23

2. To view the content of the event: Double click on the required event; or Click on the required event and then on the Open button. The Event form for the selected event will be displayed in the rmation Panel. Selecting an Event through the Show Event icon 1. To select an event click on the Show Event icon before clicking on the required land unit. A list of associated events for the selected land unit will be displayed in the rmation Panel. 2. To view the content of the event: 24 2013 New Zealand Forest Research Institute Ltd

Double click on the required event; or Click on the required event and then on the Open button. Notes Notes can be added to any object such as a property, land unit, event, etc. to provide additional information. This section will be dealing with the: Adding a note. Viewing and Editing a note. Deleting a note. Add a Note Before a note can be added ensure that the land unit is selected, refer to Select a Land Unit. The Land Unit form for the selected land unit will be displayed in the rmation Panel. 1. On the Land Unit form click on the Notes accordion. 2. Click on the Add button. The New Note form will be displayed in the Map Panel. 2013 New Zealand Forest Research Institute Ltd 25

3. Enter the required details and click on the OK button. The created note will be listed under the Notes accordion. View and Edit a Note Before a note can be viewed or edited ensure that the land unit is selected, refer to Select a Land Unit. The Land Unit form for the selected land unit will be displayed in the rmation Panel. 1. On the Land Unit form click on the Notes accordion. 2. Click on the required note in the list before click on the Open button. The details of the note will be displayed in the New Note form that will appear in the Map Panel. 26 2013 New Zealand Forest Research Institute Ltd

3. Edit the required details if required and clicking on the OK button. The edited details of the edited note will be displayed in the Notes accordion. Delete a Note Before a note can be deleted ensure that the land unit is selected, refer to Select a Land Unit. The Land Unit form for the selected land unit will be displayed in the rmation Panel. 1. On the Land Unit form click on the Notes accordion. 2. Click on the required note in the list before clicking on the Remove button. The deleted note will be removed from the Notes accordion. 2013 New Zealand Forest Research Institute Ltd 27

Documents Electronic documents can be added to any object such as a property, land unit, event, etc. for reference purposes This section will be dealing with the: Adding a document. Viewing a document. Deleting a document. Add a Document Before a document can be added ensure that the land unit is selected, refer to Select a Land Unit. The Land Unit form for the selected land unit will be displayed in the rmation Panel. 1. On the Land Unit form click on the Documents accordion. 2. Click on the Add button. The New Document form will be displayed in the Map Panel. 28 2013 New Zealand Forest Research Institute Ltd

3. In the Document field browse to the location of the document on your system and select the required document. Enter the title of the document in the Document Details field. 4. Enter the title of the document in the Document Details field and click on the OK button. The added document will be listed under the Documents accordion. View a Document Before a document can be viewed ensure that the land unit is selected, refer to Select a Land Unit. The Land Unit form for the selected land unit will be displayed in the rmation Panel. 1. On the Land Unit form click on the Documents accordion. 2. Click on the required document in the list before clicking on the View button. 2013 New Zealand Forest Research Institute Ltd 29

The content of the document will be displayed in a separate browser web page. Delete a Document Before a document can be deleted ensure that the land unit is selected, refer to Select a Land Unit. The Land Unit form for the selected land unit will be displayed in the rmation Panel. 3. On the Land Unit form click on the Documents accordion. 4. Click on the required document in the list before clicking on the Remove button. The deleted document will be removed from the Documents accordion. Reports MyLand - LRS provides a range of reports that provides the details and information of your properties in a table format. This section will be dealing with the: Viewing of reports View a Report 1. To view a report click on the Show Reports icon. 30 2013 New Zealand Forest Research Institute Ltd

The Reports message box will be displayed in the Map Panel. 5. Click on the required report. The content of the selected report is displayed in the Map Panel. 2013 New Zealand Forest Research Institute Ltd 31