Conformance test report: South African Post Office rural addressing |
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1 Introduction |
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The South African government gave the South African Postal Services (SAPO) the mandate to capture physical addresses for rural and informal areas across the country. Since 2003, more than 70% of the rural and informal settlement addresses were assigned and will continue to be maintained. This mandate is embedded within the National Integrated Information and Communication Technology (ICT) Policy; (White Paper: September 2016), which through it, makes SAPO responsible for the National Address Database (NAD). South Africa makes use of address types described in SANS1883-1. South African has metropolitan areas with formal addressing types assigned by municipalities, while rural areas have different addressing requirements. The South African Government, through the Postal Services Act No.124 of 1998, is mandated to ensure greater access to basic services through the achievement of universal postal service, by providing an acceptable level of effective and regular postal services to all areas. These areas include rural areas and small towns where post offices are not sustainable. Therefore, the South African Post Office assigns addresses in rural areas such as farms and villages. |
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2 Conformance test class: Good practice for assigning and maintaining addresses |
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2.1 Conformance test subclass: General |
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| Test case identifier: | Requirement 1. /conf/goodPractice/general/objectives |
| Test method: | Check that the good practice specifies a set of objectives. |
| Test result: | Addresses are assigned in rural areas to ensure service delivery such as postal services, delivery services and emergency services. This is done in terms of the Postal Services Act, No. 124 of 1998 and Electronic Communications Act (ECA) Independent Communications Authority of South Africa (ICASA) has to licence and monitor the South African Post Office (SAPO) in relation to customer-care standards and universal service obligations. |
| Outcome: | Pass |
| Test case identifier: | Recommendation 1. /conf/goodPractice/general/objectivesForPublicGood |
| Test method: | Check that each objective specifies that the assignment and maintenance of addresses is done with the purpose of benefitting governance and society thereby achieving public good. |
| Test result: | SAPO assigns addresses to ensure that rural communities are able to be provided with basic service delivery and also access other services such as those provided by the Post Office, or just visiting family and friends. SExamples of srvices are utility services; billing; disaster relief; emergency response; Financial Intelligence Centre Act (FICA)/Regulation of Interception of Communications and Provision of Communication-Related Information Act (RICA). |
| Outcome: | Pass |
| Test case identifier: | Requirement 2. /conf/goodPractice/general/context |
| Test method: | Check that a context is specified to guide the good practice. |
| Test result: | SAPO complies with the Postal Services Act, SANS 1883-1:2009 , ICASA and ECA. |
| Outcome: | Pass |
| Test case identifier: | Requirement 3. /conf/goodPractice/general/conceptualModel |
| Test method: | Check that the good practice specifies a conceptual model that describes the classes (types) of addresses assigned and maintained by the good practice, and that addresses assigned and maintained by the good practice conform to this conceptual model. |
| Test result: | SAPO complies with the SANS 1883-1 and SANS 1883-2 conceptual models for addresses. The assigned addresses undergo quality assurance and control (QA/QC stages) and are tested if the suites specified Core, Lifecycle, Provenance and locale conformance classes. |
| Outcome: | Pass |
| Test case identifier: | Recommendation 2. /conf/goodPractice/general/ISO19160-1Profile |
| Test method: | Check that the conceptual model conforms to ISO 19160-1. |
| Test result: | SAPO addresses conform to the SANS 1883-2, which is a profile of ISO 19160-1 |
| Outcome: | n/a |
| Test case identifier: | Recommendation 3. /conf/goodPractice/general/intellectualPropertyRights |
| Test method: | Check that the good practice specifies to whom the intellectual property right of the address data belongs, and under which terms and conditions the data can be used. Check that government organizations have free access to the address data for essential services, such as emergency response and disaster management. |
| Test result: | SAPO is responsible for the NAD, whereas the intellectual property right of any data produced by an organ of State belongs to the State. |
| Outcome: | Pass |
| Test case identifier: | Requirement 4. /conf/goodPractice/general/license |
| Test method: | Check that the good practice specifies the copyright licence(s) under which the address data can be made available. |
| Test result: | The Amended Reserved Postal Services Licence for the South African Post Office Limited (issued by ICASA), in accordance with the Postal Services act 1998 (Act no 124 of 1998), grants SAPO the right to use its database of addresses for commercial gain, provided that it does not breach the terms and conditions of the above mentioned License. There is no information about how address data is licensed to the general public, but this usually falls with the Promotion of Access to Information Act 2 of 2000. |
| Outcome: | Partial Pass |
| Test case identifier: | Recommendation 4. /conf/goodPractice/general/facilitateAssignment |
| Test method: | Check that the good practice specifies a method for assigning values to address components that could be automated to speed up or facilitate address assignment and maintenance. |
| Test result: | The current process of field assignment uses both manual and digital processes. Digital - the information is captured near real-time then synchronised to the office server. Manual - uses D11 address capture form and orthophoto map, then geocode in the office. |
| Outcome: | Partial Pass |
| Test case identifier: | Requirement 5. /conf/goodPractice/general/communicationThroughPhysicalIdentifiers |
| Test method: | Check that the good practice specifies how addresses are communicated through physical identifiers. |
| Test result: | The SAPO Standard Operating Procedure for the proess to capture the new delivery points villages update specifies that a house number shall be affixed to each house in the village. |
| Outcome: | Pass |
| Test case identifier: | Recommendation 5. /conf/goodPractice/general/keepingAddressDataInSynch |
| Test method: | Check that the good practice specifies a method for keeping addresses in the physical world in synch with address data. |
| Test result: | The addresses have spatial coordinates generated during geocoding, and it can be used on a navigation or routing system. |
| Outcome: | Pass |
2.2 Conformance test subclass: Addressing principles |
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| Test case identifier: | Recommendation 6. /conf/goodPractice/principles/addressing/unambiguity |
| Test method: | Check that addresses assigned according to the good practice make it possibly to unambiguously determine an object for purposes of identification and location. |
| Test result: | SANS 1883-1 defines an address as an unambiguous point of delivery, to which SAPO complies. |
| Outcome: | Pass |
| Test case identifier: | Requirement 6. /conf/goodPractice/principles/addressing/sustainableAssignmentMethod |
| Test method: | Check that when addresses are assigned, additional addresses can be assigned without breaking the consistency of the address assignment method of existing addresses. |
| Test result: | SAPO service provision officers are appointed to update the address database as and when is needed. Manual and digital methods are used as described in Recommendation 3. |
| Outcome: | Pass |
| Test case identifier: | Requirement 7. /conf/goodPractice/principles/addressing/pilotingAssignmentMethod |
| Test method: | Check that the assignment method was piloted or tested before rolling it out on a larger scale. |
| Test result: | The SAPO method of assigning addresses has been in use for many years, therefore a pilot is not required anymore. |
| Outcome: | Pass |
| Test case identifier: | Requirement 8. /conf/goodPractice/principles/addressing/deviceIndependence |
| Test method: | Check that addresses assigned according to the good practice makes it possible to unambiguously determine an object without requiring the use of a digital device. |
| Test result: | 6 unique digits are assigned to each dwelling unit, and the number is affixed to a dwelling. There is no need for any device to find a specific number. |
| Outcome: | Pass |
| Test case identifier: | Requirement 9. /conf/goodPractice/principles/addressing/noPersonalInformation |
| Test method: | Check that addresses assigned according to the good practice do not include information about an individual or organization associated with the object. |
| Test result: | The address data that SAPO makes available to the general public has no reference to individuals’ personal data. |
| Outcome: | Pass |
| Test case identifier: | Requirement 10. /conf/goodPractice/principles/addressing/dimensionsCongruentWithObjectives |
| Test method: | Check that the dimensions of addresses assigned according to the good practice are congruent with the context in which they are assigned and maintained, and with the objectives for which they are assigned and maintained. |
| Test result: | SAPO specifies four address types for postal mail delivery: the P.O. Box address, street address, poste restante address, and the SAPO-type rural village address. These address types are also recognized by the Postal Address Management Service Suppliers (PAMSS), who are accredited by SAPO to certify addresses for bulk mailing. These address types are congruent with postal requirements. |
| Outcome: | Pass |
| Test case identifier: | Requirement 11. /conf/goodPractice/principles/addressing/suitableComponents |
| Test method: | Check that the address components of an address class are suitable for meeting the objectices for which the class was designed. |
| Test result: | The address types listed in Requirement 9 have components that are suitable for postal requirements. |
| Outcome: | Pass |
| Test case identifier: | Recommendation 7. /conf/goodPractice/principles/addressing/equivalentDigitalRecord |
| Test method: | Check that the authoritative address dataset contains a digital equivalent address record for each address assigned to an object in the physical world. |
| Test result: | SAPO address data is available in digital format on the NAD system. |
| Outcome: | Pass |
| Test case identifier: | Recommendation 8. /conf/goodPractice/principles/addressing/updateAddressData |
| Test method: | Check that the address data is updated whenever an address is assigned or changed due to maintenance. |
| Test result: | SAPO updates its address data whenever an address is assigned or changed due to maintenance. The updating process is described in compliance with SANS 1883-3 SAPO conducts updates whenever an address is assigned or changed due to maintenance. |
| Outcome: | Pass |
2.3 Conformance test subclass: Address data principles |
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| Test case identifier: | Requirement 12. /conf/goodPractice/principles/addressData/representsAddressInPhysicalWorld |
| Test method: | Check that each address data record maintained according to the good practice represents an address assigned to an object in the physical world. |
| Test result: | The address data records represent the addresses assigned through fieldwork. |
| Outcome: | Pass |
| Test case identifier: | Requirement 13. /conf/goodPractice/principles/addressData/interoperability |
| Test method: | Check that each address data record maintained according to the good practice is interoperable with relevant public administration systems. |
| Test result: | It is partially interoperable; however, work needs to be done for the data to be fully interoperable with the rest of the systems. |
| Outcome: | Partial Pass |
| Test case identifier: | Requirement 14. /conf/goodPractice/principles/addressData/dataMaintenance |
| Test method: | Check that address data is maintained according to general purpose data management principles, considering specific requirements due to the geospatial nature of address data. |
| Test result: | No information available |
| Outcome: | n/a |
| Test case identifier: | Requirement 15. /conf/goodPractice/principles/addressData/digitalMaintenance |
| Test method: | Check that digital address data is maintained in an address data management system with appropriate software solutions, such as spatial database management systems and/or geographic information systems. |
| Test result: | No information available |
| Outcome: | n/a |
| Test case identifier: | Recommendation 9. /conf/goodPractice/principles/addressData/conformsToISO19160-1 |
| Test method: | Check that the address data conforms to ISO 19160-1:2015, or a profile thereof. |
| Test result: | Not applicable |
| Outcome: | n/a |
| Test case identifier: | Recommendation 10. /conf/goodPractice/principles/addressData/conformsToISO19160-4 |
| Test method: | Check that the address data conforms to ISO 19160-4:2017 or a profile thereof if the addreses are assigned for postal purposes. |
| Test result: | SAPO complies with the Universal postal Union (UPU) S42 international address standard to ensure good practice for assigning and maintaining addresses. The S42 international addressing standard comprises of a generic list of address elements (used in all UPU member countries) and country-specific templates that inform users how to transform address elements into an accurately formatted address. In other words, a country defining its S42 template provides precise information about its address elements and formats. This can be incorporated into software programs to manage addresses. |
| Outcome: | Pass |
| Test case identifier: | Recommendation 11. /conf/goodPractice/principles/addressData/conformsToISO19160-3 |
| Test method: | Check that the quality of address data is described conformant to ISO 19160-3:2020, or a profile thereof. |
| Test result: | Not applicable |
| Outcome: | n/a |
| Test case identifier: | Recommendation 12. /conf/goodPractice/principles/addressData/sharing |
| Test method: | Check that address data is shared in a way that preservs and maintains data integrity. |
| Test result: | The data is shared as prescribed in South Africa’s SDI Act No. 54 of 2003. |
| Outcome: | Pass |
3 Conformance test class: Governance framework for assigning and maintaining addresses |
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3.1 Conformance test subclass: General |
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| Test case identifier: | Requirement 16. /conf/governanceFramework/general/strategy |
| Test method: | Check that the governance framework specifies a strategy based on policies and guidelines, and that the framework is aligned to this strategy. |
| Test result: | There is no specific strategy for address assignment, however, address assignment conforms to the organization-wide strategy and ICASA guidelines and mandate as well as the UPU obligation requirement for address assignment. SAPO also has a SOP that outlines the entire process for address assignment and management. |
| Outcome: | Partial Pass |
| Test case identifier: | Requirement 17. /conf/governanceFramework/general/policies |
| Test method: | Check that the governance framework specifies policies that specify decision-making structures and procedures, and that the governance framework exercises authority and control over address assignment and maintenance accordingly. |
| Test result: | SAPO is establishing all the address assignments guidelines and frameworks based on the Postal Services Act of 1998. SAPO does not have a specific address assignment policy, however, the SOP and the organization’s strategy are all compliant to this Postal Services Act, 1998. |
| Outcome: | Partial Pass |
| Test case identifier: | Recommendation 13. /conf/governanceFramework/general/policiesSupportObjectivesAndContext |
| Test method: | Check that the policies support the objectives and context of the good practice. |
| Test result: | |
| Outcome: | |
| Test case identifier: | Requirement 18. /conf/governanceFramework/general/goodPractice |
| Test method: | Check that the governance framework specifies a good practice and that it is followed. |
| Test result: | |
| Outcome: | |
3.2 Conformance test subclass: Addressing stakeholders |
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| Test case identifier: | Requirement 19. /conf/governanceFramework/addresingStakeholders/identification |
| Test method: | Check that stakeholders are identified. |
| Test result: | SAPO engages with traditional authorities, Stats SA, Eskom, IEC, other community leaders, municipalities as stipulated in the SOP. |
| Outcome: | Pass |
| Test case identifier: | Requirement 20. /conf/governanceFramework/addresingStakeholders/responsibilities |
| Test method: | Check that each stakeholder is assigned at least one responsibility, and that they are held accountable for their responsibilities. |
| Test result: | Service level agreement between SAPO and main stakeholders defines the responsibilities assigned to each stakeholder as defined in the SOP. |
| Outcome: | Pass |
| Test case identifier: | Requirement 21. /conf/governanceFramework/addresingStakeholders/mandates |
| Test method: | Check that the responsibilities assigned to addressing stakeholders consider legal and other mandates. |
| Test result: | SAPO gets the mandate from Independent Communications Authority of South Africa (ICASA) and Department of Communication and Digital Technologies (DCDT) to assign addresses in rural and informal areas. |
| Outcome: | Pass |
| Test case identifier: | Requirement 22. /conf/governanceFramework/addresingStakeholders/resourcing |
| Test method: | Check that the governance framework specifies how stakeholders are funded and resourced to fulfil their responsibilities. |
| Test result: | SAPO mainly receives the address assignment budget from the Universal Postal Union (UPU) and in some instances, if there is a special address assignment project, it will receive such a budget normally from Department of Communication and Digital Technologies. |
| Outcome: | Pass |
| Test case identifier: | Requirement 23. /conf/governanceFramework/addresingStakeholders/sustainability |
| Test method: | Check that funding and resourcing of stakeholders in the governance framework is sustainable in the long run. |
| Test result: | Funding is provided per project. See Requirement 21. |
| Outcome: | Fail |
3.3 Conformance test subclass: Processes |
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| Test case identifier: | Requirement 24. /conf/governanceFramework/processes/specification |
| Test method: | Check that required processes for address assignment and maintenance are specified in the governance framework. |
| Test result: | The governance ICT policy that gives SAPO the custodianship of addresses specifies some requirements for addressing. The SAPO Address assignment SOP does specify the processes for address creation and maintenance. |
| Outcome: | Pass |
| Test case identifier: | Requirement 25. /conf/governanceFramework/processes/tasks |
| Test method: | Check that the responsibility for each task in a process has been assigned to a stakeholder, and that the stakeholders complete the tasks. |
| Test result: | The SOP outlines the tasks, responsibilities and processes for address assignment. SAPO also has a standing service level agreement with StatsSA, which is also outlined in the government ICT policy. |
| Outcome: | Pass |
3.4 Conformance test subclass: Addressing processes |
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| Test case identifier: | Requirement 26. /conf/governanceFramework/processes/addressing/initiationProcess |
| Test method: | Check that the governance framework specifies a process for initiating the assignment or maintenance of an address. |
| Test result: | The initial process comes different organs such as STATSSA, tribal authorities |
| Outcome: | |
| Test case identifier: | Recommendation 14. /conf/ governanceFramework/processes/addressing/consultationProcess |
| Test method: | Check that the governance framework specifies a process of consultation process for assigning new address component values or changing them due to maintenance. |
| Test result: | No information available |
| Outcome: | |
| Test case identifier: | Requirement 27. /conf/governanceFramework/processes/addressing/proposeValuesProcess |
| Test method: | Check that the governance framework specifies a process for proposing new values for address components or for changing them. |
| Test result: | SANS 1883 specifies the processes to change |
| Outcome: | Pass |
| Test case identifier: | Requirement 28. /conf/governanceFramework/processes/addressing/approvalProcess |
| Test method: | Check that the governance framework specifies a process for approving or rejecting proposed new address assignments or changes to an address due to maintenance. |
| Test result: | SAPO complies with UPU change process S42 certification that specifies that standardised address format description (SAFD) |
| Outcome: | Pass |
| Test case identifier: | Requirement 29. /conf/governanceFramework/processes/addressing/announcementProcess |
| Test method: | Check that the governance framework specifies a process for the announcement of a newly assigned address or changes to an address due to maintenance. |
| Test result: | ICASA has an oversight role over addresses assigned by SAPO and all new address are gazetted by ICASA |
| Outcome: | Pass |
| Test case identifier: | Requirement 30. /conf/governanceFramework/processes/addressing/communicationProcess |
| Test method: | Check that the governance framework specifies a process for communicating addresses in the physical world, following approval of assignment or maintenance of an address. |
| Test result: | SAPO has an agreement with the recipients of addresses that the ALL assigned addresses must be visible. The community has a duty to place a sticker/plate displaying the address somewhere on the visible wall or window of their houses. |
| Outcome: | Pass |
3.5 Conformance test subclass: Address data processes |
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| Test case identifier: | Requirement 31. /conf/governanceFramework/processes/addressData/updateProcess |
| Test method: | Check that the governance framework specifies a process for updating the authoritative dataset after assignment or maintenance of an address. |
| Test result: | SANS 1883-3 specifies how to update an address. |
| Outcome: | Pass |
| Test case identifier: | Requirement 32. /conf/governanceFramework/processes/addressData/distributionProcess |
| Test method: | Check that the governance framework specifies a process for distributing address data after an update to the authoritative dataset. |
| Test result: | SAPO has published a list of ALL postal codes and their respective areas on the SAPO website, this accessible by the general public. The SAPO address exchange (work in progress) policy specifies restrictions on the distribution and use of exchanged addresses, e.g., addresses not to be passed on to third party or used for commercial purposes. |
| Outcome: | Partial Pass |