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Managing GIS

Managing GIS. Longley Ch. 17. Information Sources . Tomlinson, Roger Thinking about GIS: GIS Planning for Managers ESRI Press, 2003 Zeiler, M. Modeling our World: The ESRI Guide to Geodatabase Design ESRI Press, 1999

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Managing GIS

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  1. Managing GIS Longley Ch. 17

  2. Information Sources Tomlinson, Roger Thinking about GIS: GIS Planning for Managers ESRI Press, 2003 Zeiler, M. Modeling our World: The ESRI Guide to Geodatabase Design ESRI Press, 1999 Huxhold, William E. and Levinsohn, Allan G. Managing Geographic Information System Projects New York: Oxford, 1995 Harmon and Anderson The Design and implementation of Geographic Information Systems Wiley, 2003 Obermeyer, Nancy J. and Pinto, Jeffrey K. Managing Geographic Information Systems New York: The Guilford Press, 1994 (dated and very academic) von Meyer, Nancy and R. Scott Oppman Enterprise GIS.URISA, 1999, 98 pp. (set of case studies) Derek Reeve, GIS, Organizations and People London: Taylor & Francis, 2000 (UK case studies)

  3. The problem • Graduate student wants to use spatial analysis on field data for health study • Small consulting company with massive collection of site plans wants to automate delivery of plans to developers to save money • Government of country wants to support 2010 census with automated mapping, analysis and Internet-based publishing/searching of new data

  4. Which level of GIS? Project Single department application (Departmental GIS) Multi departmental application Enterprise system (Enterprise GIS) Multi Organizational endeavor (Community GIS)

  5. Example: Enterprise • Debra Gondeck-Becker, Assoc. AIA Jordani Consulting Group • Implementing an Enterprise-Wide Space Management System - A Case Study at the University of Minnesota • 1999 Study with Test Implementation

  6. Conceptual Design

  7. Software Selections

  8. Building/Room level management

  9. Power, facilities etc.

  10. Level I: Project • Organizational Environment • Expected result is a product, e.g a map or report • Project has an end date an finite project • No long-term support expected & no commitment to ongoing GIS • Little organizational impact • GIS Implementation Approach • One-time effort • Need best tool for the job • Consultant or contractor may do entire thing

  11. Level II: Single Department • Organizational Environment • Small Organization or Single Department • Well-defined, existing business function to be supported • Ongoing support is required but no commitment to GIS • Little or no reorganization e.g. manual drafters shift to GIS workstation • Managed by departmental responsible for business activity • GIS Implementation Approach • PC or standalone workstation • maybe CAD focused • Little or no integration with attribute databases • Little sharing of information within or beyond department

  12. Level III: Multi-Department • Organizational Environment • Mid-size to large organization, more than one department • More significant commitment of staff and budget to GIS • Ongoing support and update strategies • Some organizational implications (“Champion”) • Managed by cooperating departments • GIS Implementation • Multiple, networked PCs/workstations • Topological GIS • Object/Relational database • Some information sharing between departments

  13. Level IV: Enterprise System • Organizational Environment • Usually medium to large organization, multiple departments • High level long-term commitment to GIS • Organization-level strategic planning, distributed implementation and maintenance • Incorporation of GIS as part of organizational infrastructure • Corporate management support and involvement is essential • GIS Implementation • Distributed client-server network(s) • Integration of multiple GIS, database, and related technologies • Multi-department data sharing, standards and metadata

  14. Level V: Multi-Organizational • Organizational Environment • Public organizations or industry alliance (See Ch. 20 on Partnerships) • Multi-participant organizational structure for planning and policy • Distributed maintenance responsibilities across organizations • Long-term, high level commitments among participating organizations • Significant reorganization of functions across organizations • GIS Implementation • Distributed maintenance of shared elements • Data exchange facility and standards and metadata, Internet or other WAN • Data integration from multiple technologies

  15. Management Responsibilities • Planning • Choice • Design • Strategy • Staffing • Standardize • Interoperability • Reuse • Document • Assume personnel loss and turnover • Write formal documents

  16. Needs Assessment Concept. Design Physical Design Implementation Ten step GIS Planning MethodologyTomlinson, Thinking About GIS • Consider the strategic purpose • Plan for the planning • Conduct a technology seminar • Describe the information products • Define the system scope • Create a data design • Choose a logical model • Determine system requirements • Benefit-cost, migration and risk analysis • Make an implementation plan

  17. 4. Cost-Benefit Analysis 11. Implementation Plan 1.Definition of Objectives 8. Shortlisting 5. Pilot Study 12. Contract 2. User Requirements 9. Benchmark Testing 3. Preliminary Design 10. Cost- Effectiveness Evaluation 13. Acceptance Testing Analysis of Requirements Evaluation of Alternatives Specification of Requirements Implementation of System 6. Final Design 7. Request for Proposal (RFP) 14. Implementation A Fourteen Step Implementation Process! (assumes external acquisition) Source: Longley, et. al. p. 391

  18. Gantt Chart

  19. GIS Implementation issues • GIS Paradigm • Use of spatial location as integrating framework for information • Power of spatial analysis • Geographic Data Management Principles • Extend data management principles to include geography • Builds on standard IT practice • Technology • Select appropriate GIS-enabling technology and plan to evolve • Follow and exploit new technologies • Organizational Setting • Organizational setting a crucial ingredient to success/failure • Level and nature of enterprise

  20. Pilot Projects • As a demonstration, to show potential users the possible utility of GIS • As an experiment to test a particular technical aspect of implementation • As a temporary operation or production environment to assess operational feasibility or to determine organizational impact • As a trail run to test adequacy of project planing and design • As a benchmark test to compare hardware, software, network configurations being considered

  21. Resources for Developing a GIS • Developing a GIS involves investment in five areas: computer hardware, computer software, geographic data, procedures and trained staff. • Developing the geographic database (which includes some of the procedure and staff costs) can account for 60% to 80% of the GIS development cost.

  22. Staffing Requirements for a GIS • Three areas where expertise is needed includes management of the GIS project (GIS project manager), GIS database skill (database administrator), and application development for database and users (GIS software analyst). • In the case that the three experts are hired, a full-time GIS manager is available on staff. • Alternatives to staff expansion are consultants and data conversion firms.

  23. System development team Seconded from line business unit? Seconded from or hired by IT? Full time! Technical staff: IS & GIS programmers, database, computer operators, cartographers, data entry Support Staff: administrative, secretarial

  24. System Development TeamMedium or small sites Business Expertise

  25. GIS Development Cycle First decides what the GIS should do, second decide how the GIS will accomplish each task. Needs Assessment Conceptual Design Database Planning and Design Database Construction Available Data Survey GIS Use and Database Maintenance GIS System Integration Application Development Pilot / Benchmark Acquisition of GIS HW and SW HW and SW Survey

  26. Process Flow • Needs assessment • System conceptual design • Survey existing data • Select and implement hardware and software • Implement • Evaluate and improve

  27. Needs Assessment • Data/map inventory is not always a wise approach (legacy approach) • Interviews, focus groups can capture the needs of a dept (managers, users, customers) • Compiling the results of the needs assessment • Master data list • Master function list • Budget constraints • Assess available systems • Create matrix • Score systems (yes, no or ratings) • Select system with highest score

  28. Example: Paper walkthrough GIS Application Description Form (New York State Archives) Application Identification Description Functions Plateau or Terrace Entities Attributes Lower Slope Rise

  29. Conceptual Design • Data needs identification from the needs assessment • Selection and creation of the data model (including metadata) • Workflow plan for entering data into the database • Updating and maintenance

  30. Conceptual Design Life Cycle of a GIS Database: Source Documents Source Documents: Maps, Images, Air Photos, etc. Data Objects Identified During Needs Assessment Preparation of Data Model Match Needed Data to Available Data and Sources Survey and Evaluation of Available Data Prepared Detailed Database Plan Map and Tabular Data Conversion Create Initial Metadata Add Record Retention Schedules to Metadata Database QA/QC Editing Shelf GIS Database Continuing GIS Database Maintenance Lower Slope Database Backups Archives (courtesy of New York State Archives)

  31. Describe Formal Design Simple Entity - Relationship (E-R) Diagram Entities represented as rectangles, relationshipas diamonds and attributes as ellipses. Building Located on Parcel Resides Owned by Occupant John Smith Owner Acme Corp. Shelf Upper Slope Plateau or Terrace Lower Slope Deep Ocean Rise

  32. Need for Metadata • Information about data • describe the characteristics of the data (entity and attributes) • provide information on accuracy and source • Functions of metadata • a basic data description of a data set • information for data transfer/sharing • information for entries into clearinghouses to catalog availability

  33. FGDC Metadata standard

  34. Example FGDC Reference Section

  35. Survey of Available Data • Inventory maps, tables, digital or analog • Consider all useful (air photos, remote sensing, DEMs, vector maps, CAD files, scanned images, survey data, field data, statistical data • Document availability: Source, costs, redistribution rights, licenses, etc. • Document accuracy, precision, date, consistency • Identify, acquire, reformat, transform • Ingest

  36. GIS Hardware and Software Selection • Status of the current hardware and software market • What are other people (consulting firms, universities, governments) using? • Note hardware and software combinations • Local data formats and data conversion capabilities

  37. Survey of GIS Hardware and Software • Select Software first • Evaluate software functionality and performance • Conduct tests and benchmarks • Test systems integration: Use real data • Select hardware to suit software, plan on 2-3 year HW cycle other than special devices • Memory and disk are cheap • Make choice and purchase • Consider licensing, maintenance, training etc.

  38. Identify an Evaluation Team Research purchasing rules & processes Obtain samples of RFPs Define evaluation criteria & include in RFP Prepare Request for Proposal (RFP) Distribute RFP to potential vendors Hold Bidders Meeting Evaluate Proposals Select Winner and Write Contract Large Scale: Hardware and Software Procurement

  39. Needs Assessment Conceptual Design Database Database Planning Construction and Design GIS Use and Available Data Survey GIS System Application Database Integration Development Maintenance Acquisition of Pilot/ GIS Hardware Benchmark and Software H/W & S/W Survey GIS Development GuidesState of New York, Local Government Technology Services (1997) http://www.sara.nysed.gov/pubs/gis/gisindex.htm 1 2 6 5 3 11 9 9 8 7 4

  40. Issues During ImplementationCampbell, (1992) • Technological, associated with system compatibility • Data-related, associated with lack of consistency between data sets • Organizational, associated with data ownership and control • Institutional, associated with how to use data in the policy-making process Time

  41. Institutional FactorsCampbell, 1992 • Organizations, and units in them, jealously guard their scope of activity and treat with suspicion proposals that may change this • Applications that give cost savings are more readily accepted than decision-making applications • Local communities very suspicious of developments that suggest centralization of information and therefore power • GIS techies often uncomfortable with social and political aspects of system implementation and utilization, thus need to involve politically-adept users/line managers/policy makers

  42. Business Planning System Design and Acquisition Operation and Maintenance System Implementation …and the process is endlesssource: Longley, et. al. p. 390

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