PAI and Data Management

1. PAI and Data Management Mike Atkinson Pre and Post Sales Support 14/04/04

2. PAI and Data Management • Is it really that difficult? • Getting started…. • One destination but several routes to consider… • Turning a problem into an opportunity…..

3. Is it really that difficult? The necessity to manage data in two map environments – Pre and Post PAI Resulting in the need to manage your own data through the process of realignment between the two environments.. ……in live systems that are in continual use…. …...that maybe business critical…. …..having to involve people throughout the organisation and assigning roles and responsibilities which might not have existed or been acknowledged before…

4. Dealing with the legacy… • The perceived volume of data that has to be dealt with • The characteristics of the organisations’ data may not be well known or understood • No system in place to deal with real world change that can be adapted to this new situation • Do we have a data management strategy….

5. Setting out, immediate first steps …. • Find out when your area is going to be affected • If you are on Land-Line – sort out your PAI and PAI Update disks from your normal update disks • Create your own progress map • Review your current data management procedures – can they be adapted to the PAI challenge ? • Keep your GI users informed –who else needs to be informed? • Roles and responsibilities – who is going to undertake the work and be responsible for it? Who actually owns the data and can say that it is “right”?

6. Understanding the task ahead • Data Audit • Update metadata • Timing of implementation • System and software evaluation • Develop your strategy for dealing with real world change if you do not already have one.

7. Best Practice : Preparation • Data Audit – have a good clean up, learn more about your data, reduce the size of the task. • Metadata – use it to help manage the process, especially tracking features through the realignment process – make it available to users in appropriate ways

8. A few ideas for the re-alignment process…. • Approach 1 : One big bang • Process at the end • Frozen base mapping • Approach 2 : Steady as she comes • Process on supply • Dual base mapping

9. Approach 1 : One Big Bang • Retain a frozen set…i.e. waiting until all PAI has been received before realigning data. • This means no updates to your existing Land-Line or OSMM holdings in the live system for the duration of PAI • Most users continue to see, use and capture against the frozen set for the duration of the programme – this is the live set • Once everything has been received, all data capture except the most business critical or essential is stopped

10. Approach 1 • The base mapping is updated with all post PAI data from OS • All data is realigned in one go, in bulk, whether that be by manual or software methods • QA takes place – metadata updated, real world change taken into account • The realigned data and post PAI map base is switched on as the live system

11. Approach 1 • Old base mapping archived or deleted. • Old data archived or deleted • All data capture now switches to Post PAI layer • Automated processes switch to Post PAI layer • Any essential data captured against pre PAI mapping during the realignment process is now realigned and QA’d and imported on to the new base mapping

12. Approach 1 : Implications • The live map base is increasingly out of date (up to 5 years in worst case) • All ongoing data capture has to be migrated increasing your workload • Data captured in the absence of Ordnance Survey line work e.g. new estates will have more inconsistencies within it • Migration is a highly visible and intensive task

13. Approach 1 : Benefits • Small area and a limited timescale for supply • Legal requirements to treat all clients the same • Budget bid already made for a specific year or new staff allotted or existing staff available to re-deploy from other tasks

14. Approach 2 – Steady as she comes • Retain two parallel map bases • A frozen Pre PAI base and a maintained Post PAI base map layer • Both are available to users at all times but data capture is exclusively on the Post PAI base • PAI status of each area is maintained on a separate tile based layer • Automated systems also use the Post PAI data as soon as it is available • Involves many of the steps we’ve just looked at but in a cyclical process……..

15. Approach 2 Every time updates are received; • Halt as much non essential data capture as possible • Extract and Re-align all the data within the new PAI blocks you can • QA and update metadata at feature level, and evaluate impacts of real world change • Repeat for any new essential data captured against the Pre layer whilst you were realigning the rest… • QA, update metadata, look at real world change • Inform users of new update to Post PAI holding to allow additional data capture …repeat on next delivery…….

16. Approach 2 : Implications • Migration is an ongoing demand rather than a specific project • Establishes a culture of change management within the organisation • Allows ongoing capture of historic records to follow the PAI process • Requires an ongoing corporate commitment to process • Requires additional coordination with external organisations

17. Best Practice : making the GIS work for you • Use/explore GIS functionality • A GIS is designed to manage information in layers and that essentially is the tool/approach you need to take • Thematic mapping – for tracking maps, health warnings, monitoring • Attribution – use this to store your metadata ! • Controlled views – use workspaces, project files, saved views etc to manage what your users see.

18. Turning a problem into an opportunity …. • Knowledge of data holdings • “Cleaner” data – more value to your organisation • Introducing a culture of change management • Raised your and GIS’ profile within your organisation • Knowledge of GIS functionality • Ownership, Roles and Responsibilities

19. Knowledge of your data holdings • What have you got? • What are the critical data sets? • Who uses the data? • What is it used for – have you found ways to add value? • Up to date metadata – and a method/incentive to maintain it?

20. “Cleaner” data • Correct past data capture errors • Implement data capture standards • Introduce topological structuring • Start to exploit the structure of OS MasterMap to aid data capture, cleaning of data

21. Introducing a culture of change management • Evaluate the impact of real world change on your data • Use techniques or methods developed for PAI to manage change in the future • Data Audits • Layers • Metadata • Quality standards

22. A raised corporate profile • Demonstrate the value GIS (and you!) have to your organisation • More ways to communicate with your user community • Raised awareness of GI and GI concepts, such as the importance of keeping metadata • Legal issues

23. Knowledge of GIS functionality • Extended the “20%” • Increased your own knowledge, skills and understanding • Influenced functionality of the GIS? • Reusable knowledge – to plan and implement your own projects in the future

24. Ownership, Roles and Responsibilities • Opportunity to define or clarify these…for the first time? • Establishing the corporate nature and identify for GI • Importance of “owners” for data – who judges whether it is right or not? • Implications for the organisation • Others more aware of the tasks you perform – demonstrate your value to the organisation.

25. Contact for further information Customer Contact CentreOrdnance SurveyRomsey RoadSOUTHAMPTONUnited KingdomSO16 4GU Phone: 08456 05 05 05 Fax: 023 8079 2615 Email: customerservices@ordnancesurvey.co.uk Web site: www.ordnancesurvey.co.uk