Deed of Substitution of Diagrams

Service documentation · Republic of Zambia · GSB e-Services

Owner	Lands and Deeds Department
Service key	MLNR/deed-of-substitution-of-diagrams
Version	service v1, platform a0a302b8
Date	2026-10-21

Generated automatically by the service's end-to-end test run. Every screenshot shows synthetic test data on a local test installation, never real personal data.

This document describes the Deed of Substitution of Diagrams service of Lands and Deeds Department as the platform runs it today. It is generated by the service's end-to-end test: every step below was performed by the test, and every screenshot was taken during that run with synthetic data. Regenerate it with npm run docs:services in the e2e suite; do not edit it by hand.

1. Service summary

Item	Detail
Service	Deed of Substitution of Diagrams
Owner (MDA)	Lands and Deeds Department (MLNR)
Purpose	A Deed of Substitution is a legal document that substitutes the existing diagram on a certificate of title with another survey diagram in the event that there is a change of area size or shape of the parcel of land. The new diagram for the property must be previously approved by the Survey Department using e-service "Preparation of Supersede Diagrams" or "Issuance of Survey Diagrams for Already Surveyed Lands".
Who can apply	Individual; Organization
How to apply	Online on the national e-Services portal, signed in with ZamPass; pay with ZamPay.
Fees	Registration Fee: ZMW 111.20 Registration Fee of New Certificate of Title: ZMW 222.40
Turnaround	Within 30 days
Validity of the output	Infinite
Required documents	National Registration Card (NRC) (optional) Certificate of Incorporation / ZDA (if company, church, society) (required) Deed of Substitution of diagrams (required) Original Certificate of Title (Old type paper Certificate to be surrendered physically to selected Service Station after online Application is submitted) (required) New Survey Diagram (required)
Output documents	Notice of Action Application form Certificate of Title GF-1 Treasury Invoice GF-2 Treasury Receipt
Legal basis	Lands and Deeds Registry Act cap 186 (http://www.parliament.gov.zm/sites/default/files/documents/acts/Lands%20and%20Deeds%20Registry%20Act.pdf) SI No. 41 of 2015 - Registration and Lodgment Fees (https://www.enotices.co.zm/download/statutory-instrument-no-041-of-2015-the-fees-and-fines-fee-and-penalty-unit-value-amendment-regulations-pdf/)

2. Application process, step by step

The process as configured in the back office:

Step	Role	Task	Type
1	Applicant	Apply	form
2	Case Officer	Generate Payment	generate-payment
3	Applicant	Payment	payment
4	System	Generate Document	generate-document
5	Case Officer	Review	review
6	Executive	Decision	decision
7	System	Generate Document	generate-document
8	System	Notify Client	notify

Who takes part in this journey: Citizen, Case Officer, Executive, Anyone (public).

Step 1. Find the service

Citizen · National e-Services portal

On the national e-Services portal the citizen opens All Services and searches for the service by name ("Deed of Substitution of Diagrams"). Each result names the service and the ministry that provides it.

Step 2. Read the service page

Citizen · National e-Services portal

The service page sets out what the service is for, who provides it, the fee, how long it takes and the documents to have ready. "Start application" begins an application (the citizen is signed in with ZamPass).

Step 3. Confirm the applicant details

Citizen · National e-Services portal

The applicant details are filled in from the citizen's ZamPass account. The citizen says whom they are applying for (themself) and continues with "Proceed to Application".

Step 4. Fill in the application form

Citizen · National e-Services portal

The citizen answers the service's own application form, converted from the legacy system (26 answers in this run, all synthetic), for the type of application "New". Questions marked * must be answered; some appear only after an earlier answer. Answers are saved as the citizen types, so an unfinished application can be reopened from My Workplace.

Step 5. Upload the supporting documents

Citizen · National e-Services portal

Each document the service asks for has its own upload (5 in this run: National Registration Card (NRC), Certificate of Incorporation / ZDA (if company, church, society), Deed of Substitution of diagrams, Original Certificate of Title (Old type paper Certificate to be surrendered physically to selected Service Station after online Application is submitted), New Survey Diagram). The files are checked and stored with the application; the page confirms each upload.

Step 6. Check the answers and confirm the declaration

Citizen · National e-Services portal

Before sending, the citizen sees every answer and document on one page and can go back to change them. The declaration that the information is true and complete must be ticked.

Step 7. Application sent

Citizen · National e-Services portal

The portal confirms the application with the ministry's reference number (MLNR-DSD/00001/10-21-26 in this run). The application goes to the ministry's officers; the citizen follows it in My Workplace.

Step 8. Take the new application on

Case Officer · Back office

The application arrives in the case queue of the ministry that owns the service (Lands and Deeds Department); only its staff see it. The officer opens it by its reference number - answers, documents and process are on the case - assigns it to themself and takes it on.

Step 9. Fill in the certificate particulars

Case Officer · Back office

The issued document prints 5 fields that come from the office rather than from the application (Lot Id, Result co tnumber, Final tenancy method, Entry No of Certificate of Title, Vw mlnr lot memorials). The officer fills them in on the case's "Certificate particulars" tab before the document is issued (synthetic values in this run) and saves; once the document is issued they can no longer change.

Step 10. Work out the fee

Case Officer · Back office

The Case Officer works out the fee from the service's imported fee schedule ("Registration fee 111.20 ZMW Registration fee of New Certificate of Title 222.40 ZMW"). "Submit Fees and Advance" records it, raises a ZamPay invoice for the applicant and moves the case to payment.

Step 11. See that the fee is due

Citizen · National e-Services portal

The application shows "Waiting for your payment" in My Workplace with a Pay button (K111.20). The office priced the case; the invoice was raised on ZamPay.

Step 12. Pay with ZamPay

Citizen · National e-Services portal

Pay opens the invoice (K111.20, the amount set by the platform, never by the page) with its PDF preview; the citizen pays at ZamPay by mobile money or bank card.

Step 13. Payment received

Citizen · National e-Services portal

ZamPay reports the payment; the dialog says "Paid. Thank you" and the application moves on to the ministry's officers.

Step 14. Inspect the case by Case Officer

Case Officer · Back office

The Case Officer works on "Inspect the case by Case Officer" (review in the imported process), checks the application and its documents, and completes the step.

Step 15. Decide: Review, Inspect, e-Sign Executive

Executive · Back office

At "Review, Inspect, e-Sign Executive" the Executive records the decision: approve, with a comment kept in the case history. Approving moves the case on; the last decision completes it and issues the document.

Step 16. Issue the document

Case Officer · Back office

The service's validity ("Infinite") is not a fixed period, so completing the case does not issue the document by itself: the officer issues it from the completed case ("Issue / check permit"). It is generated from the service's output configuration and sealed.

Step 17. The document in My permits

Citizen · National e-Services portal

The issued document (MLNR-DSD-2026-00001 in this run: "Certificate of Title") is listed in "My permits and licences" with its validity and a download of the sealed PDF.

Step 18. Verify the document

Anyone (public) · Public verification page

The QR code on the document opens the public verification page: genuine and current, to whom it was issued, and whether the electronic seal is valid. No sign-in is needed.

3. Payment

Item	In the test run
Fee (as published)	Registration fee 111.20 ZMW Registration fee of New Certificate of Title 222.40 ZMW
Invoice 1	5738930187277948
Amount 1	ZMW 111.20
Paid at 1	after "Work out the fee"

On screen: step 10 (Work out the fee), step 11 (See that the fee is due), step 12 (Pay with ZamPay), step 13 (Payment received) in section 2.

4. Output documents

Certificate of Title (sealed PDF)

Issued when the case was approved, from the service's output configuration (service template MLNR_CertificateOfTitle.Certificate.docx), filled from the application and the decision, sealed with the platform's electronic seal and stored as the issued version. The holder downloads it from My permits; the verification page checks it.

The issued PDF has 2 pages; the image shows the first.

Fields

Field	Value in the test run
Document title	Certificate of Title
Permit / licence number	MLNR-DSD-2026-00001
Holder	Chanda Mwila
Valid from	2026-10-21
Valid until
Status	active
Verification code (printed with a QR code)	EHPU-GUFG-DP

Seal

Item	Detail
Seal status	sealed
Signature level	PAdES-B-T
Sealed by	the platform seal (development key in the test run)
Signed at	2026-10-21T07:52:18.794Z
Trusted time-stamp	2026-10-21T07:52:18.770Z (time-stamping authority)
Document fingerprint (SHA-256)	2847fb81fef5b64a...

Verification

Item	Detail
Where	The public verification page of the national portal, <portal>/verify/<verification code>, opened by scanning the QR code on the document.
What it shows	Whether the document is genuine and current, its holder and validity, and whether the electronic seal is valid and who sealed it.
Checking a copy	Anyone can upload a PDF they were given; the page says whether it is exactly the document that was issued. A changed copy is reported as not matching.

On screen: step 16 (Issue the document), step 17 (The document in My permits), step 18 (Verify the document) in section 2.

5. Notifications

When	Channel	To	Message	Delivery
Application received	in-app (portal bell)	the applicant	Application MLNR-DSD/00001/10-21-26 received - Your application MLNR-DSD/00001/10-21-26 for Deed of Substitution of Diagrams has been received by Lands and Deeds Department.	shown
Status changed	in-app (portal bell)	the applicant	Update on application MLNR-DSD/00001/10-21-26 - MLNR-DSD/00001/10-21-26 (Deed of Substitution of Diagrams) is now: With the office - fees being worked out.	shown
Payment due (invoice raised)	in-app (portal bell)	the applicant	Payment due for application MLNR-DSD/00001/10-21-26 - The fee of ZMW 111.20 for Deed of Substitution of Diagrams (MLNR-DSD/00001/10-21-26) is now due. Invoice 5738930187277948.	shown
Payment received	in-app (portal bell)	the applicant	Payment received for MLNR-DSD/00001/10-21-26 - Your payment of ZMW 111.20 for MLNR-DSD/00001/10-21-26 (Deed of Substitution of Diagrams) has been received. Receipt: <ZamPay>/pdf?documentType=receipt&invoiceNumber=5738930187277948	shown
Invitation to rate the service	in-app (portal bell)	the applicant	How was Deed of Substitution of Diagrams? - How was Deed of Substitution of Diagrams? Tell us in about a minute.	shown
Decision: approved	in-app (portal bell)	the applicant	Application MLNR-DSD/00001/10-21-26 completed - MLNR-DSD/00001/10-21-26 (Deed of Substitution of Diagrams) is complete. Your documents are ready.	shown
Licence / permit issued	in-app (portal bell)	the applicant	Your Deed of Substitution of Diagrams document has been issued - MLNR-DSD-2026-00001 has been issued for Deed of Substitution of Diagrams.	shown
Application received	email	e2e.c***@example.test	Application MLNR-DSD/00001/10-21-26 received	skipped
Application received	sms	+260 97* *** 567	Application MLNR-DSD/00001/10-21-26 for Deed of Substitution of Diagrams has been received. Track it: <portal>/my-workplace	delivered
Status changed	sms	+260 97* *** 567		delivered
Payment due (invoice raised)	email	e2e.c***@example.test	Payment due for application MLNR-DSD/00001/10-21-26	skipped
Payment due (invoice raised)	sms	+260 97* *** 567	Fee of ZMW 111.20 due for MLNR-DSD/00001/10-21-26. Invoice 5738930187277948. Pay: <ZamPay>/pay-for-service/get-invoice/5738930187277948	delivered
Payment received	sms	+260 97* *** 567		delivered
Invitation to rate the service	sms	+260 97* *** 567		skipped
Invitation to rate the service	email	e2e.c***@example.test	How was Deed of Substitution of Diagrams?	skipped
Decision: approved	email	e2e.c***@example.test	Application MLNR-DSD/00001/10-21-26 completed	skipped
Decision: approved	sms	+260 97* *** 567		delivered
Licence / permit issued	sms	+260 97* *** 567		delivered
Licence / permit issued	email	e2e.c***@example.test	Your Deed of Substitution of Diagrams document has been issued	skipped

Delivery: shown = in the portal's notification bell; delivered = the SMS gateway (a test double in this run) reported the text delivered; skipped = not sent on that channel (e-mail is not configured on the test installation, and some notices go out on one channel only); sent by the national portal = a ministry node handed the notice to the national portal, which texts and e-mails the citizen under its own name and the citizen's preferences. Addresses written <portal>, <ZamPay> stand for the national portal and ZamPay.

6. Legacy mapping

Item	Detail
Replaces	Deed of Substitution of Diagrams in the legacy ZIGS e-Services directory (ZIGS_Services)
Legacy service id	244
Legacy provider	Lands and Deeds Department (MLNR) under Ministry of Lands and Natural Resources
Legacy process	Standard.Review_2Step_CoExec (process 106)
Fee in the legacy system	Registration Fee: ZMW 111.2 (New) Registration Fee of New Certificate of Title: ZMW 222.4 (New)
Fee taken before submission	yes (as in ZIGS)
Time to issue (legacy)	New: 30 working days
Legacy output templates	Notice of Action: ZIGS_Forms_Notices / GS-2.NoticeOfAction Application form: ZIGS_Forms_MLNR / MLNR_DeedOfSubstitution.Application Certificate of Title: ZIGS_Forms_MLNR / MLNR_CertificateOfTitle.Certificate GF-1 Treasury Invoice: ZIGS_CustomForms / GF-1 Invoice GF-2 Treasury Receipt: ZIGS_CustomForms / GF-2 Receipt
Legacy address	none recorded
How it was brought over	Imported by the platform's legacy catalogue importer (zcm-backend scripts/zigs/importLegacy.js) from the ZIGS snapshot: form, case types, fees, documents, process and output templates, then served by the new platform.

7. Version and date

Item	Detail
Document version	service v1, platform a0a302b8
Generated	2026-10-21T07:52:29Z (by the end-to-end run, not edited by hand)
Service version	not versioned (configured directly)
Platform snapshot	backend a0a302b8 portal 72805f0 back office 58e5946
Test suite	e2e 5999d9b; one installation (combined); seed profile mihud
Journeys	30-catalogue-service.spec.js: citizen finds the service, answers its form, uploads its documents and sends the application - passed 30-catalogue-service.spec.js: the case goes through every step of its process: payments by the citizen, each officer step by its role - passed 30-catalogue-service.spec.js: the grant document is issued, sealed, filled in and verifiable; the citizen has it in My permits - passed
Result	3 of 3 journey tests passed
Data	Synthetic test data on a local test installation; provider test doubles for ZamPass, ZamPay, SMS and signing.