Enterprise GIS Planning and Framework


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Getting It Done with limited staff, time and budget.
This slide show shares a process of developing a GIS plan and framework, shows tools to track and implement the plan, and shows examples of how the GIS plan is directly tied with City initiatives and budget.

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Enterprise GIS Planning and Framework

  1. 1. Enterprise GISPlanning andFrameworkJennifer ReekGIS CoordinatorCity of Brookfield, WI
  2. 2. Getting It Done with limitedstaff, time and budget Goal for this presentation is to:  Share my process of developing an Enterprise GIS Plan and Framework  Show tools to track and implement  Show examples how the GIS Plan is directly tied with City initiatives and budget
  3. 3. Enterprise GIS An Enterprise GIS leverages the full value of investment in GIS resources and yield cost savings. A new phase in GIS results in less redundant data and work, greater efficiency, faster delivery of services, more integrated approach to decision making, and improved communication between departments.
  4. 4. ESRI White Paper, July 2003, EnterpriseGIS for Municipal Government “An enterprise approach to GIS will provide a framework for the departments of the municipal government to collect data, share information, collaborate, and conduct cross departmental analysis in order to become more efficient and informed about the population, resources, infrastructure, and the activities that are affecting them. The concept of enterprise GIS does not stop with just the geospatial information resources of any one municipality but extends vertically to other levels of government (federal, state, international) and horizontally to other municipal governments and private sector organizations in the same region. The better the information the municipality has about the publics diverse needs, the better it can manage and direct its own resources to provide value to its customers and be accountable to its citizens. In effect, the implementation of an enterprise GIS will provide the framework for the municipality to meet its diverse, yet critical, mission in a modern and integrated manner“.
  5. 5. Start with GIS Business Needs Identify needs using Departmental Interviews  Department mission and goals  Responsibilities  Maps to support responsibilities – workflows  Other tabular data used  Use and frequency of Web mapping site  How can the department be better served by the GIS resources? Future Plans –  Department future projects within 2 – 5 years  Potential GIS applications needed  Potential integration of department applications with GIS
  6. 6. Highway DivisionHighway Interviewed staff – Highway Superintendent, Assistant Superintendents, and Administrative AssistantDivision The Highway Department business needs utilizing GIS and associated applications is to route trucks for snow and ice control, assist with storm drainage, maintain street lights, and maintain traffic signs and signals. GIS has an association with the asset managementInterview software (CarteGraph) to record the location of signs, signals and lights inventory and their assets information. Maps and data: Signs, signals and lights inventories – data stewards Tax parcels Plat maps Street maps Paving 5 year plan Water improvement 5 year plan Aldermanic district map Topography Snow plow route maps Turf mowing map Storm sewer inventory maps Other data: CarteGraph sign and work director database Street light map from WE energies WISLER data – street sweeping and crack sealing information Future Needs: ArcGIS and ArcIMS training Build upon the current Highway ArcReader project Map requests and/or complaints for snow routes Mobile technology application for signs using replication from ESRI and CarteGraph
  7. 7. Organize Future GISTasks and Applications byImportance, Time-frame and StaffInvolvement
  8. 8. Now What? 10 Departmental Interviews 43 Identified Task and Applications Five Year Time-frame Staff is limited Budgets are limited “Get It Done”, but how?
  9. 9. Support Current and Future GIS Tasks andApplications with a GIS Plan and Framework Four Essential Components to Support Enterprise GIS Business Needs are  A – Spatial Data  B – Organization and Support B  C – Application and Tools Organization and  D – Systems and Architecture Support D A Enterprise GIS Systems and Spatial Data Business Needs Architecture C Application and Tools
  10. 10. A – Spatial DataSpatial data is the key component to provide for GIS business needs and the foundation of GISdevelopment. Data management is critical to maintaining that foundation over the years. GISmanagement and support keeps the system solid. The GIS program requires a long-terminvestment with proper staffing and management to ensure sustainability of the system. GIS Foundation for Success Spatial Data Data And Data Entry and Data Acquisition Data Storage Information Maintenance RetrievalCreation and maintenance of spatial data represents the most effort and challenges.
  11. 11. Spatial Data Key Elements Spatial Data Goals Spatial Data Projects Strategies to Accomplish Goals and Projects Spatial Data Gaps
  12. 12. High Priority Data Projects – The Future Tasks and Applications table (See Appendix B) list several spatial data development tasks identified (shown in light blue) through the departmental interviews. Projects foreseen by staff are: 2035 Comprehensive Plan data Revised dispatch and reporting zone data for new fire station locations US Census 2010 data 2010 Redistricting data Redevelopment project information Incorporating the new Flood Insurance Rate Maps (FIRM) into existing data layers Transferring manhole inspection information to the sanitary sewer inventory Develop preplan GIS database for Fire response.Strategies to Accomplish Goals and Projects o Project management - Project managers should be knowledgeable in the technical GIS aspects, data dependencies, and relationships to other business systems. o Deploying internally - Project duties must be integrated with the daily operations of project staff if the project is deployed internally. o Outsourcing - Consider outsourcing projects to external experts because of the projects complexity and time requirements.Spatial Data Gaps o Staffing – The GIS Coordinators time is limited making it difficult to perform necessary support, training and documentation duties. The use of staff time assigned to GIS editing and maintenance is difficult because of the demand of daily operations and duties. o Cost and time – Improved data accuracy is costly if external support is used and time consuming for the in-house experts to perform essential duties.Training and support – The introduction of new technologies within the GIS software suiteprovides opportunities to develop essential tools to update and maintain spatial data; howeverusing the new technology requires training and support. The GIS Coordinator receives trainingand gives support within time availability which is limited.
  13. 13. Data MatrixSpatial Data is the Cornerstone to your GISProgram - Identify existing spatial data – Utilize a Data Matrix as a Tool  Data layers  Owners  Editors  Key Business Processes by Department Identify Gaps – missing, incomplete and inaccurate layers The Matrix defines the importance of the layers within the overall business processes of your organization. By Department, include Business Areas, Systems, or Key Business Processes
  14. 14. My GIS Data MatrixGIS Data Matrix Business Areas, Systems, or Key CommunityGIS Data Data Owner Editor Notes Administration Assessors City Clerk DevelopmentFoundation Data LayersCadastral - Tax Parcels Waukesha County Waukesha County Complete land information systemCadastral - Platmaps City of Brookfield Engineering Technician Official City MapCertified Survey Map Waukesha County Waukesha CountyCivil Division City of Brookfield GIS Coordinator Associated annotationCondos Waukesha County Waukesha CountyOrtho-photography - aerial images City of Brookfield GIS Coordinator 2000, 2005 and 2007Photos Waukesha County Assessors Links to photosPlanimetrics City of Brookfield GIS Coordinator Several data layers build datasetQuarter-sections - PLSS Waukesha County Waukesha CountySections - Public Land Survey System (PLSS) Waukesha County Waukesha CountyStreet - Road Rights-of-way City of Brookfield GIS CoordinatorStreet Label (100) City of Brookfield GIS Coordinator TextStreet Label (1000) City of Brookfield GIS Coordinator TextStreet Label (200) City of Brookfield GIS Coordinator TextStreet Label (400) City of Brookfield GIS Coordinator TextStreets City of Brookfield GIS CoordinatorStreets - Freeway City of Brookfield GIS CoordinatorStreets - Major Roads City of Brookfield GIS Coordinator Associated textStreets - Private Street (pavement edge) City of Brookfield GIS CoordinatorSubdivisions Waukesha County Waukesha CountySurface Water City of Brookfield GIS CoordinatorTopography - 2 and 10 Contours Waukesha County Waukesha County Associated textIntra-Department Data Layers2000 Environmental Corridor SEWRPC SEWRPCAldermanic Districts City of Brookfield GIS CoordinatorAttractions City of Brookfield GIS CoordinatorBase Zoning City of Brookfield PlannerBicycle and Walking Routes City of Brookfield GIS CoordinatorChurches City of Brookfield GIS CoordinatorCity Service Locations City of Brookfield GIS CoordinatorCurb Stop City of Brookfield Engineering TechnicianEasements City of Brookfield GIS CoordinatorFire Station Locations City of Brookfield GIS CoordinatorFlood Hazard - SEWRPC SEWRPC SEWRPCFlood Overlay City of Brookfield PlannerGarbage Routes City of Brookfield Engineering TechnicianGreenway Trail System City of Brookfield GIS CoordinatorLand Use Overlay City of Brookfield PlannerModified Suburban Overlay City of Brookfield PlannerOpen Space Lands City of Brookfield City of BrookfieldOrdinances City of Brookfield Planner
  15. 15. B – Organization and Support Governance Communication Organization and Support Goals Organization and Support Projects Strategies to Accomplish Goals and Projects Organization and Support Gaps
  16. 16. Governanceand CommunicationGovernance – To ensure GIS development meets the needs of the City, the GIS program hasbeen structured with guidance from an IT Steering Committee and GIS Steering Committee.The IT Director addresses major GIS projects at the IT Steering Committee, represented bydepartment heads. This committee reviews major projects through concept plans to address Citytechnological needs and provides funding recommendations.The GIS Coordinator leads the GIS Steering Committee that represents departmental interests.The members are at a department head or manager level which allows for communication andneeds at a management level.Communication – Communication between the GIS Coordinator and the organization happensat both the management level (up the organization) and technical level (down the organization).This provides for active communication which impacts every aspect of the management andsupport of the GIS program.The governance committees provides the ability to communicate with City managementconcerning the benefits of the GIS investment ensuring budget support and long termimplementation planning strategies. This is also a vehicle to report on the status and success ofGIS.To communicate at the technical level, the GIS Coordinator meets with spatial data users throughthe GIS Users Group. This group meets to understand what GIS is, how it works, and what itcan do for them.
  17. 17. Identify the Roles and Responsibilities Resources and Expertise City Business Needs Executive Leadership Defines Business IT Sub-committee Needs GIS Steering CommitteeRoles and Key Staff GIS Management GIS Coordinator GIS Project Plans IT DirectorResponsibilities GIS Coordination GIS Steering Committee Policies, Standards, Procedures IT Steering Committee Spatial Data GIS Coordinator Management Engineering Technicians Design Neighborhood Planner Documentation Highway CarteGraph User Maintenance Water CarteGraph User Metadata Fire Department Outside Data Sources External Agencies Non-Spatial Data Information Technology Management Assessor’s Office Design Fire Department Documentation Public Works Maintenance Accounting Other City Departments Outside Data Sources External Agencies Application and Tools GIS Coordinator Design External Consultants Development External Agencies System Integration Consultant Management Support GIS Coordinator Services Engineering Technicians Project Design Neighborhood Planner Project Management GIS User Group Training Systems and Architecture GIS Coordinator Core GIS Software IT Network Administrator Architecture IT Director Technology Standards System Integration
  18. 18. Organization and Support Goals o Continue support for strong leadership to guide GIS development. o Maintain a strong organizational approach to govern GIS. o Provide staff resources to support GIS users with user-friendly tools and applications to consume GIS data. o Further build the GIS with a systematic approach to short and long term needs. o Build toward an enterprise GIS with sufficient staff resources.Organization and Support Projects Training – For a successful GIS program, it is essential for the GIS Coordinator and power users to receive training to keep up with the ever advancing software and technology. These advances provide more robust, user-friendly applications that allow casual users to consume the information with limited user training. Support – The following are three areas of support provided by staff to internal departments who consume GIS data. Services – The GIS Coordinator provides support services for all departments. These services include assistance to users, map production, analysis, tabular summaries and applications. Project Design – The GIS Coordinator and IT staff assist with the design of technology related projects. Project Management – The GIS Coordinator provides project management support for GIS projectsStrategies to Accomplish Goals and Projects o Recognize training – Departments with foundational and intra-departmental spatial data responsibilities need to recognize training as part of the cost of ownership. At times, depending on the in-house trainer work load and expertise, training classes are most effective and efficient taken off-site at an ESRI training center. Training costs need to be within departmental budgets and time constraints. o Leadership and Communication – Continue building on leadership and communication skills to enhance the success of the GIS program. In order to sufficiently support services, project design and project management, the IT Director and GIS Coordinator need to take leadership roles and communicate with City staff to manage an integrated system. Project management tools will be used to assist with communication on projects. o Align and add resources – Align resource planning with the GIS vision and its development. Add resources as needed at the technical and system administration level to lighten the load on the GIS Coordinator to assert adequate management of the GIS program. If required, add additional resources and expertise by outsourcing projects, but manage them from within the City. Resource planning should also be addressed on an annual basis depending on GIS management and development. The IT Director, along with the GIS Steering Committee, will assist in aligning resources.
  19. 19. C – Applications and Tools Application and Tools Goals Application and Tools Projects Strategies to Accomplish Goals and Projects Application and Tools Gaps
  20. 20. Applications and Tools Goals o Integrate business systems to provide staff the ability to access operational data by database query or a mapped feature through a user-friendly application. Daily operations include assessor, permitting, utility maintenance, zoning, service requests, planning, citizen complaints and billing information. o Develop departmental GIS server applications to address specific staff needs. o Develop interactive web mapping applications for public information. o Extend GIS usage to mobile operations and data collection. Strategies to Accomplish Goals and Projects o Maintain the existing City’s intranet ArcIMS application mapping site using ESRI ArcMap Server. o Maintain and expand the publication of maps to the ArcReader viewer using the ESRI ArcPublisher application. This provides map projects the ability to view and retrieve GIS information through a viewer application. The ArcReader program extends GIS use in the field without a wireless connection. o Develop ArcServer applications. ArcServer is the latest server-based ESRI technology used for developing end user applications and services for spatial data management, visualization, and spatial analysis. The applications are browser-based and integrate with other enterprise systems. o Test servers will be used to address quality assurance and integration issues. o Maintenance – Retain annual software maintenance on ESRI and Autodesk software licenses. Applications and Tools Gaps o Training and Knowledge – Expert knowledge to develop the applications and training for the end-users is needed. o Time – Lack of staff availability is an issue for development. o Feasibility – Potential hardware issues for mobility applications and additional cost if outside experts are used.
  21. 21. D – System and Architecture System and Architecture Goals o Plan updates in accordance with the hardware replacement cycle o Define requirements through an analysis of system upgrades and integration o Continue to test and evaluate upgrades and new technology o Provide system administration with continued training and research opportunities o Ensure successful integration with implementing best practices for performance tuning and optimization System and Architecture Tools and Projects o Update SQL Server – SQL Server requires an upgrade to version 2005 to keep current with supported versions. SQL Server 2005 does not support dts package which provides communication services between databases. Currently the Assessor’s data is replicated nightly from AS400 to SQL Server with the dts package. o Type of work stations for power users – Maintain the current work station replacement cycle. Review work station needs for power users in GIS and CAD to continue supporting the applications. o Server replacement and operating system – Recommend maintaining the current server replacement and operating system cycle to assure GIS and CAD applications are compatible and process information efficiently. System and Architecture Strategies o Continue to monitor and upgrade the infrastructure to assure that it continues to meet current as well as future GIS needs. o Maintain a secure computing environment to help ensure the integrity of the GIS data and associated systems. o Maintain the current server and work station replacement cycle to ensure that GIS applications run efficiently. o Continue to research emerging GIS trends and technologies and implement solutions that provide benefits to the City of Brookfield. System and Architecture Gaps o Feasibility – Identify infrastructure and GIS program gaps that could impact the ability to deliver GIS information. Develop solutions to resolve these gaps. o Training – Continue providing training to the GIS staff and end users to ensure they can support and enhance GIS applications.
  22. 22. Now Associate GIS to YourOrganizations Budget throughPrinciples and Initiatives Principle: Community Value – Continue to provide exceptional services at reasonable costs, provide a competitive cost of living, and an attractive business environment  Initiative#2 - Maintain Brookfield as a customer service leader and work to manage or reduce costs through the use of appropriate technology.  Information Technology staff will be upgrading the city’s GIS and upgrade all City computer networking equipment to support department technology
  23. 23. City Budget Initiatives and GIS Annual Budget Information Technology section of the budget states –  Upgrade current version of ESRI GIS to version 10. The upgrade provides numerous enhancements in the area of application development tools which will be used for developing robust GIS based applications (Community Value Initiative #2)  Staff will research and evaluate GIS technologies and land data resources, to create a methodology and process for providing marketing and promotional maps and images for economic development initiatives (Community Value Initiative #2)
  24. 24. One more tool – ImplementGIS or IT Concept Plans Require any GIS (IT) project over $10,000 or staff intensive projects be documented with a project description and cost/benefit analysis by the requesting department. Concept Plans are reviewed by key staff on the IT Steering Committee for support or denial If supported, the project goes on through the budget process to the Finance Committee with that department budget Note: This was successful in funding both ArcGIS Server Standard through a Water Utility Project to integrate Cartegraph with the GIS. No more locking Access Files , moved to SQL Server
  25. 25. Summary Utilize tools to plan and implement your GIS such as the data matrix, timelines for implementing major projects and use diagrams to visualize your resource needs Insert your major GIS projects into your annual budget and associate them with your organizations goals Any project over $10,000 or staff intensive, use Concept Plans to be reviewed by Staff prior to the budget process
  26. 26. Questions JenniferReek, City of Brookfield GIS Coordinator reek@ci.brookfield.wi.us 262-796-6709