The document proposes computerizing the Ministry of Land, Housing and Urban Development in Ekiti State. It discusses the current manual paper-based system's inefficiencies and proposes developing an Electronic Document Management System (eDMS) to digitize records, allow online searching and payments, and automate processes like generating Certificates of Occupancy. The solution aims to improve service delivery, boost revenue collection, facilitate land transactions, and support decision making through access to digital records and analytics. It provides cost estimates and an implementation plan involving procuring hardware, developing customized software, scanning documents, training staff, and providing post-implementation support.

1. COMPUTERISATION OF MINISTRY OF LAND,
HOUSING AND URBAN DEVELOPMENT
Ebunsoft Technologies is a registered Company which specializes in the
development and designing of software.
We are committed to the design of different software and other
Information Technology (I.T) for effective and smooth running of offices in
line with International standards to achieve corporate goals.
Our company is a world class I.T company, made up of experienced I.T
Managers that have exceled in different fields.
As the above captioned refers, we hereby submit proposal on the
Computerization of Ministry of Land, Housing, and Urban Development,
Ekiti State and to seek your audience for our new product presentation;
Electronic Document Management System, Digitalization of Certificate of
Occupancy (C of O) software and Automated new ‘C of O’ software, which
can be used to generate ‘ Certificate of Occupancy’ at ease, for proper
documentation, Automated searching, Fund generation (IGR), Enforce
land use act, better allocation and proper monitoring through due process.
We particularly believe that there is no better time to set this initiative on
motion other than now. We guarantee that the successful deployment of
this initiative will not only boost the internally generated revenue of the
State but will also enhance effective operational performance of the
ministry in generating needed information on land and its attributes which
are basic requirement for both urban and rural land development.
We are excited at this opportunity to work with your Ministry on this
strategic initiative and assure you of our commitment to the successful
execution of this project. Please do not hesitate to call Kehinde on
08063028894 for further discussion.
Thanks in anticipation as we look forward to a good working relationship
with you sir.

2. Yours Faithfully,
Kehinde Olayiwola
For: Ebunsoft Technologies .
Mail: ebunsoft@outlook.com, ebunsoft@hotmail.com, ebunsoft@yahoo.com
Present situation of Ekiti State Ministry of Land,
Housing and Urban Development.
1. Huge piles of forms/applications/documents and other title deeds and
land transaction are submitted to the Ministry of Lands everyday.
2. Requests and opening of file go through long bureaucratic processes.
3. Paper files and documents are physical moved from desk to desk and
from one of file to another and is prone to misplacement, damage
and loss.
4. File searches are manual and cumbersome.
5. File searches requires huge manpower.
6. Plot holders need to make several visits to the Ministry to ascertain
status of their application

3. 7. Log and other records are kept in exercise book and are prone to
damage, loss or malicious activity
8. C of O is manually prepared and pro to forgery
9. The status of an application is difficult to determine
Property card, Name cards and other index cards are stashed away
on shelves are prone to damage and loss
10. Poor administrative capacity to assess the revenue base
11. Confirmation of payment is not instant and depends on daily, weekly
or monthly payment schedule from the bank
12. Request for deeds (e.g certificate of occupancy) may take several
weeks and sometimes much longer to be processed
13. Land searches are manual and cumbersome.
14. Absence of Local Area Network
15. No disaster recovery System
The benefit of the new System will solve the above problem and also
with Electronic Management System, Ministry can manage and track
revenue generation avenue and minimize the revenue leakages.
Other benefits include the following:-
Improve Revenue Collection
Payment Monitoring
Improve Title Deed Issuance
Our solution is to develop and deploy a robust and highly customized
Electronic Document Management System (eDMS) and network all the
department/unit in the Ministry of Land, Housing and Urban
development for effective service delivery. This solution will provide an

4. all in one browser based document management system that enables
scanning of all document PDF (portable document format) files for
ultimate flexibility.
Each PDF document will be stored on one central location on the
network and provide one point of retrieval by providing the ability to
connect from any workstation on the network.
This solution will provide a user friendly search interface that deliver
documents at a click of a button. Upon viewing search results, users
may open, print the file, C of O and document etc.
This platform supports various file types including Microsoft Excel, Text
files, PDF, JPEG etc.
Common index fields include Owner’s Name, File Number, Location, etc.
The rich search feature enables sear using contents of the document.
Backup and Disaster Recovery System
This device has an in-built backup system that automatically backup
data to specified location. It has the capacity to restore and correct
corrupt data and as well give room for quick recovery for business
continuity. The backup system allows for multiple backup point and
adopt the IT infrastructure library.
To realize the above objectives, the project will include
the following major activities:
 Deployment of relevant handware – Computer Systems, Printers,
Scanner, Networking Materials etc.

5.  Develop and deploy relevant Software for customized
Computerization of Ministry of Land, Housing and Urban
Development.
Electronic Document Management System (eDMS)
 Automated file System
 Establish electronic database management System (eDMS)
 Scan and Store electronic copy of files
 Train all levels of Users
 Identify all user categories
 Conduct Specific training for relevant users.
The solution will achieve the following:
Issue new High Security Certificates of Occupancy
The C of O is the single most prize title deed in Nigeria. It offers confidence
to property owners as well as buyers, it provides a basis for property
owners to access bank facilities, it secures ownership and expresses
government’s approval for the land use as well as create a contract
between land owner and government.
Revalidate old Certificates of Occupancy
The revalidation of old C of O and re-issuance of new C of O in
replacement of the old ones, assist to end the use of the old certificates,
Stop C of O forgery, and build a database of all land owners with up to
date information across the State.
Revalidation of Other Title Deeds
This solution will enable the ministry to identify and effectively manage all
transactions.
TRAINING REQUIREMENTS

6. Detailed training program on the functionalities of the Software is very
critical for the success of the project, it is also imperative that Staff of the
Ministry be trained on basic Computer appreciation – including basic
training on Microsoft Windows and Microsoft Office Suite – including
internet explorer.
We have existing relationship with industry leaders in ICT training, to
provide comprehensive IT training for relevant staff of the Ministry during
this period.
Our training programme will be divided into the following
modules
(a) Train – the- Trainer Module: this involves training key
“responsive and competent staff “ of the Ministry.
The Training on the Electronic Document Management System
Software will cover:
i. System setup
ii. User setup
iii. Data entry interfaces
iv. Security and access control
v. Management information System(MIS)- reporting
vi. Other
(B) Basic Computer appreciation training for relevant staff
I. Introduction to Computer operation
II. Introduction to basic Microsoft Office tool e.g Ms word, Ms
power point, Excel etc
III. File management
IV. Data storage and retrieval
V. Other

7. IMPLEMENTATION
Implementation phase involves deploying the solution on the client’s
testing environment. The solution also ensures a complete skills transfer to
the client’s in house technology support team.
SUPPORT
This is the phase where the project support team fixes any problem or
manes changes identified by the user acceptance test team on site. The
project support team works together with the client’s team to ensure a
smooth live roll-out and provides onsite support until the client becomes
fully self-sufficient in managing and running the system.
We look forward to a successful implementation of this project.
FINACIAL IMPLICATION FOR COMPUTERIZATION
S/N Description of the Items Units Price
1 License Electronic Document
Management System Software
Multiple
users
4,600,000.00
2 Training of Staff lot 1,000,000.00
3 Networking and installation of
the software
lot 6,000,000.00
4 HP Desktop ( 500GB, 2GB
HDD with window 10 os) with
Printers
4 1,400,000.00
5 APC-UPS(650KVA) 4 80,000.00
6 Windows Server 2012 1 450,000.00

8. 7 Kodak i2600 Scanner 1 1,200,000.00
8 Scanning and data entry of
30,000 Records and Files with
300 naira per record
30,000 9,000,000.00
Sub Total 23,730,000
11% VAT & TAX 2,610,300.00
TOTAL 26,340,300.00