Effectiveness of E-development Permit System in the Management of Development Applications and Approvals in Nairobi City County

Abstract

Digitization and automation have emerged as preferred solutions to challenges affecting city development management and application processes. Nairobi City County Government is a pioneer in automating development application processes in Kenya. The County has used digital e-Permit Systems in managing development application and permits. The System has experienced changes, suspension, modification and redeveloped severally over the years. Despite the widespread adoption of the e-Permit System as the ideal platform for digitizing development permits, its effectiveness is unknown. Its impact on timelines, cost, legality, ethics, and adequacy is yet to be established. The lack of empirical evidence about the effectiveness of the e-Permit Systems in Kenya and various challenges facing the existing EPermit Systems implies that their continued implementation is not based on contextualized evidence and the actors might be implementing defective systems. The recent changes in development laws, singularity and exclusivity nature of the System, observed challenges and risks, popularity implementation trends and lack of comprehensive studies necessitated the study. This study investigated the effectiveness of the utilization of Electronic Permit System in the management of developments applications and approvals within Nairobi City County. The research employed a single case study research design. Data was collected from 42 Architects, 17 Physical Planners, and 2 Structural Engineers using the NPDMS for development applications. Five reviewers from NCCG also gave their views about the system’s effectiveness. Qualitative and quantitative data was collected using questionnaires and interviewing methods. The data was then analysed using qualitative and statistical approaches. The study established safety, convenience, interactiveness, adaptability, trackability, progressiveness, adequacy and scalability as the primary characteristic of an effective e-permit system. About half of NPDMS users had a positive user experience with the system. Significant gaps were identified in operationalisation and adherence of the Physical and Land use Planning Act,2019 and provisions of allied regulations in the System. The study established that there is lack of specific and adequate regulations governing procurement, development, operations and maintenance of the e-Permit System. Other challenges established by the study includes: lack of documented up to date approving standards, limited and ineffective communication channels, opaque circulation processes, inadequate interface functions, ineffective subsystems and linkages and lack of adequate qualified County professionals in the System. Proposals for regulation framework were developed in recommendations section. Other mitigation measures to make the system more effective includes: preparation of System Timelines Charter, increased trackability, AI integration, increased system interface adequacy, increase system interactiveness and stability, periodical reviews, training and capacity building, creation of effective subsystems and linkages, proper data management, accessible back up and hosting of the System in government data centres. The study findings did not support the study proposition that, the Nairobi e-Permit System has increased effectiveness in development application and management. This implies that the Nairobi City County and its partners need to implement the proposed intervention measures to optimize the positive gains made by the e-Permit System and mitigate the inefficiencies.