Standard Operating Procedure for Helios Administrator
Creating and Archiving Deeds
Owner
EIS Business Systems
Version
1.0
Date
10 July 2018
Revision History (Document Control)
Version
Date
1982

Modified  Reviewed
Change Description/Summary
by
by
0.1
1/03/2017  KJ

Initial document
Act
0.2
26/03/2018  KJ

Updated to reflect new deed attribute for ‘Parcel ID’
0.3
09/07/2018  DAT

Updated with technical information and correct delegated authority
procedure

Glossary:
Deed: This term is not used in New Zealand. In K2 this refers to a parcel of land.
Tenure: This is ownership.
Deed Description: This term is not used in New Zealand. This is the appellation (the name of the parcel).
Information
Certificate of Title: The term ‘title’ refers to the CFR (Computer Freehold Register).
Parcel ID: This number is the parcels unique identifier that allows us to geo locate the parcel.
Parcel: Refers to a specific area of land defined by survey.
Land Registration Documentation: When an area of land is created as a parcel it is first defined by survey
and then receives an appellation and parcel ID, Collectively this is known as Land Registration
Documentation’.
Offical
LINZ: Land Information New Zealand are responsible for all land registration in New Zealand.
Gazette: When land is acquired or disposed of this is recorded in the New Zealand Gazette. We record this
by noting the year and page the legalisation was published on.

the
Purpose:
This process is for creating deeds. Only the Team Administrator, Infrastructure Delivery – Ownership and
Occupancy can enter new Deeds.

Scope:
under
Deeds can only be created by Team Administrator, Infrastructure Delivery – Ownership and Occupancy.
Deeds can only be added or archived if approved by the correct delegated authority. Deeds can only be
entered after the parcel has all relevant land registration documents assigned by LINZ (i.e. appellation,
survey and parcel ID identifiers).

Deeds should only be created or archived when:
1.  A new land parcel has been purchased by the Ministry (may require creation of a new dummy site)
2.  Ministry owned land has been sold (may require creation of a new dummy site)
Released
3.  The Ministry has leased land
4.  The Ministry cease’s to lease land

1

Standard Operating Procedure for Helios Administrator
Responsibilities and Accountabilities:
Who
Responsibility
User
Log a request for a new Deed to: [email address]
Team Administrator
Investigate and take action as appropriate

Frequency:
As required

1982
Prerequisites:

What to Check
Reason for Checking  / Risks Involved Act
1  The delegated authority for acquisition  Authority to approve the acquisition and disposal of land is
and disposal has approved the action
limited to only staff with delegated authority. Deeds can only
be created or archived if approved by the correct delegated
authority.

Delegated Authority Schedules can be found here:
http://intranet.moe.govt.nz/organisation/policies/delegations-
policy/

Information
•  The Ministry cannot acquire land unless signed by
Deputy Secretary EIS (Head of Education
Infrastructure) or higher (financial delegation).
•  The authority for a Board of Trustees to acquire land is
subject to clause 33 of schedule six of the Education
Act 1989 (statutory delegation).
Offical
•  The authority for a Board of Trustees or the Ministry
to ‘dispose’ of land is subject to section 71B of the
Education Act 1989 (statutory delegation).
the
2  Land Registration Documentation
Before a parcel can be added it must:
•  Be defined by survey
•  Have an appellation
under
•  Have a Parcel ID
•  Be held in a CFR (the CRF must be held by HMQ for an
education purpose for all acquisitions)
•  Be legalised as Education (be held in CFR or Legalised
as Education land for all disposals)

* Al  land added or archived in K2 for acquisition and disposal
of land must occur after sub-division if sub-division is
Released
planned.
3  The site has the correct area before the  K2 auto populates areas: so all sites areas must be correct
deeds are added
before deeds are entered.

2

Standard Operating Procedure for Helios Administrator
Process Steps:
Creating and Modifying Business Units
Step  Who
Action
1  Helios  Search for the business unit, and then navigate to site which needs a new deed to be
Admin  created.

Note: If new site with no existing deeds, check that site area is correct. If it is, then populate with
correct value before creating deeds. If new land being added to an existing site, site area needs to be
1982
increased before adding the new Deed.

To calculate the correct area for the site: add al  deed area’s together (including any new deeds). The
site area needs to be correct before the addition of any new deeds).
Act
2  Helios  Create the deed. In the Tasks panel, select New Deed,
Admin
Information
Offical

the
Fill in the required fields;
Field
Mandatory?
Input
Notes

Deed Number

This is automatic
Deed Description
Yes
Appel ation
Lot or Section as identified by survey

under
i.e. Lot 1 DP 7002 or Section 2 SO
458678
Tenure
Yes
Select from
It is important to ensure Tenure is
dropdown
recorded correctly
Plan Reference
No
N/A
N/A
Certificate of Title
Yes
CFR
Computer Freehold Register (CFR)
Identifier:

i.e. NAS54A/987 or 45698
Released Designation
No
N/A
RMA designations are not managed
by K2
Acquired Under
No
N/A
N/A
Declared Surplus
No
Check box
N/A
3

Standard Operating Procedure for Helios Administrator
Creating and Modifying Business Units
Step  Who
Action
Gazette Page
No
Numeric
Legalisation Reference
Gazette Year
No
Numeric
Limited Surplus
No
N/A
N/A
Parcel ID
No
Numeric
It is important to ensure the Parcel
ID is recorded correctly
Proprietor
No
Free text
Identifies owner where land is not  1982
Education land: i.e. if land is leased
by the Ministry the land owner is
recorded as ‘proprietor’.
Surplus Area
No
Decimal
N/A
Act
Save when done
3  Helios  Save the deed and fil  in the next window.
Admin  Identify Location
Information
Offical

the
4  Helios  For the Location –
Admin
1.  Select Business Unit, highlight the business unit from the list and double click
under
Released
4

Standard Operating Procedure for Helios Administrator
Creating and Modifying Business Units
Step  Who
Action
1982
Act


Information
2.  Select Site, highlight the site from the list and double click
Offical
the
under

3.  Press OK
Released
5

Standard Operating Procedure for Helios Administrator
Creating and Modifying Business Units
Step  Who
Action
5  Helios  If the site already exists ensure you have set the correct site area before populating the
Admin  deed entry, the allocated percentage and allocated area will auto-populate. If the area
doesn’t auto populate then correctly add the area as m² in ‘Allocated Area’.
Enter the parcel area in m² in ‘Allocated Area’.
1982
Act
Information

*Add documentation to site under Documents
Offical
*Add documentation to school summary under Documents
Documentation required (from Asset Register Acquisition Checklist):
the
•  New Parcel ID
•  Full Survey if Undertaken (i.e. al  pages)
•  Legalisation (i.e. copy of Gazettal declaring area surplus)
under
•  CFR (Computer Freehold Register)
•  Disposal/Acquisition Memo (signed)
•  Copy of Sale and Purchase Agreement (full)
Released
6

Document Outline