Implementing GIS in Your Organization

1. Implementing GISin Your Organization Sam Wear GIS Manager Westchester County GIS 13th Annual New York State GIS Conference Syracuse, New York September 2000

2. Intended Audience • Focus on government organizations • Many concepts similar for business • Agencies/programs just getting started • Established programs having trouble “getting going” • GIS managers and administrators

3. Topics for Discussion • Getting started • Initial implementation issues • Basic components of an agency GIS • Data, Applications, HD/SW, & organization issues • Identify and discuss other key issues • Review case studies/examples • Questions and Answers

4. Westchester County GIS • Established 1987 • Utilize ESRI GIS software • ARC/INFO, ArcView, Internet Map Server (IMS) software, Oracle, many other desktop programs • Six full-time staff (also contractors and interns) • Data development, programmers, GPS, certified ArcView instructors, Oracle DBA • Extensive work with local governments • Contribute to state and national GIS initiatives • Extending government GIS to include business and utilities • Integrating GIS into legacy systems

5. Westchester County GIS Applications • Internet Mapping • Land Base Data Capture (including infrastructure) • Emergency Services & Dispatching (911) • Environmental Planning & Land Use • Transportation and Traffic Engineering • Health & Human Services • Pavement & Bridge Management Systems • Economic Development & Analysis

6. Many GIS Projects: “Are started with little planning, little design, and great expectations”

7. GISIntegratesData Video GPS Satellite Photos GIS Aerial Photos Multi- Media Geographic Data RDBMS Business Data Cable

8. Evolution of GIS (1960s – 2000) • Remote sensing & environmental applications (early 80s) • Mini-computers & the release of the PC • Digitizers, pcARC/INFO & others • 1990 Census & TIGER • Intel & pentium chips; faster/more powerful pcs • Business GIS; commercially available data • Spatially enabling the enterprise/legacy systems/Y2K • The Internet (early 2000)

9. Closely Related Terms • Automated Mapping (AM) • Computer-Assisted or Computer-Aided Mapping (CAM) • Computer Aided Drafting (CAD) • Computer Aided Drafting & Design (CADD) • Computer Aided Dispatching (CAD) • Automated Mapping/Facilities Management (AM/FM) • Land Information Systems (LIS)

10. Relevant & Related Disciplines • Computer Science • Information Management • Cartography/Map Making • Computer Aided Design (CAD)/Engineering • Data Communications/Networking • Photogrammetry (Remote Sensing), Surveying, Gobal Positioning Systems (GPS)

11. Early Issues & Concepts

12. Major Components of a GIS • Hardware • Software • Data • Applications & Routines • People & the Organization

13. 3 Types of GIS Users • Power Users • Programmers • System Administrators • Advanced End-Users • Data Creators • Maintenance Users • Application Users • Basic Query/Browser Users (75-80%) • Desktop “point and click” • Internet users

14. Why Implement a GIS? (Textbook Justification) • Secure and Organized Map Data • Multiple Map Set Problems Eliminated • Simplified Map Revisions • Simplified Data Analysis and Presentation • Increased Productivity • Integrated Map Data

15. Why Implement a GIS? (the “other” reasons) • MUCH greater political/management awareness • It’s not “if” anymore, it’s “when” • Agency finally realizing it is losing money by not doing so • Most new software systems integrate a spatial data component, including business transactions • Protect and leverage agency investment in spatial data • Powerful manager of different forms of digital data – all built around spatial data model • New employee recruitment/retainment • Create competitive business advantage (I.e., economic development) • Came into work & found out you were in-charge!

16. Define the GIS Landscape • Define the scope • Why are we doing this? Who needs it? • Know what GIS does & doesn’t do • CAD vs. GIS • Other automated & legacy systems • Investments & consultants? • Technical support • Funding & political landscape for next 18-36 months? • Needs Assessment & Inventory • Accuracy vs. Completeness

17. Major GIS Implementation Costs • Data development, conversion & maintenance • 75%-80% of overall cost • Staffing (full-time GIS/technical support) • Consulting • Application Development/Programming • General; all areas of GIS • Hardware & Software (w/maintenance) • Operations/Materials & misc. support

18. Benefits of a GIS • Improved information management • Data centrally located and avoids duplication • Extensive cost efficiencies – once systems are built • Increased data access for decision making • Increased information analysis potential • Provide public access to government information

19. Spatial and attribute data can be analyzed simultaneously • Leveraging legacy & spatial data investments • It’s a good time to start – much has been learned! • GIS is now key component of government IT environments

20. Types of GIS Products • Make information available for the internet • Export files for electronic distribution • On-line data access and analysis • Tabular reports & print outs • Presentation & draft quality maps; slide shows

23. GIS Selection Criteria • Functional Requirements • Data input • Data manipulation • Data Analysis • Vendor Support • Software Support • Release Schedule/Options • User Environment • Cost Korte (1997)

24. User Needs Assessment • Defines GIS needs of the organization • Comprehensive review of existing systems • Specifies departmental GIS applications • Recommends HD/SW; system architecture • Prepares cost estimates in most areas • Survey of data & discusses database design issues • Identifies implementation phases & options • Staffing and required resources • Can include pilot project (proof of concept) • Organizational “blueprint” for growth • Critical for selling GIS to elected officials/administrators

25. The GIS Budget • Less of an emphasis on “cost/benefit justification” vs. documenting and making the costs fit within a budget • GIS is an accepted government technology/IS strategy • Start-up costs always the most significant • Consider/propose capital funding for initial investment • Spatial data is a valuable corporate investment/asset • Other agency solutions can be tricky, however are extremely helpful • Grant and seed money is useful; however, difficult to maintain projects over time funded in this manner

26. More Specific Issues

27. Data Development Issues • #1 corporate GIS asset • Lots available and easier to obtain/integrate (plug & play) • Extremely hard component to manage over time • Large data development efforts should/can be contracted out • Contract maintenance (i.e., tax mapping) should be considered

28. Public domain data (i.e., census) can be very powerful • Biggest challenge is to leverage legacy databases • Generic databases support range of applications • METADATA • Accuracy vs. Completeness

29. GIS Data Sources • Large public domain databases available • Internet, data warehouses, clearinghouses • www.nysl.nysed.gov/gis/repository • Local government data often most accurate • Engineering & CAD data important • Develop data in-house

30. Application Development Issues • Take advantage of “starter-kit” applications • Applications built around common data model • Applications designed to support specific functions carried out by agency • Critically review/justify customized applications (acceptance standards, benchmarking, functional requirements, etc) • Do your homework – you know what software applications should do! • Who owns the code? Generic solutions; NO BLACK BOXES

31. Should be accessible & useable by non-technical users • Identify visible applications and visible constituents • Access/integrate other corporate databases • Requires on-site programmers or contractors to build sophisticated applications

32. GIS Staff Positions • GIS Manager • Programmers (Java, C++, UNIX, Avenue, AML) • System Administrator • Database Manager • Data Automation/data entry support & staff • Cartographer (remember these types?)

33. GIS Staff Issues #2 most important asset • Staff continuity key • Must continue to train & educate existing staff • 2000 GIS staff needs dominated by programmers, IT, web integrators, technical staff, etc. • Nearly impossible to retain/keep top staff • Motivation/incentives for lower-level positions important (data entry, digitizing) • Temp agencys now have access to GIS personnel though not a good long term solution

34. Hardware & Software Issues • Easiest and cheapest component of GIS • MUCH easier to procure/purchase • Level playing field has been established for most components (hardware and software) • Web technology (HD/SW) pieces offer new challenges • GPS, palm pilots, and navigational products broaden range of hardware/software components to monitor

35. Quality Control

36. Data Quality ControlisProcess Control

37. Definition of Terms: • Quality Assurance (QA):Pertaining to a comprehensive approach or system for ensuring product quality. • Quality Control (QC):Pertaining to a specific action or step designed to test product quality for any number of properties.

38. Independent vs. In-process Inspections • Independent inspection will always find errors that elude the data processor • In-process inspection is useful for controlling simple data processing actions

39. Plot Formats • Good plot formats will facilitate QC process • Optimize plots in terms of : • Content • Symbology • Feature Density • Comparison to original manuscripts

40. Guidelines for Error Checking • Rework always cost more than doing it right the first time • Check everything once, and then concentrate on maintaining data integrity through the remaining process • Minimize the amount of materials that have to be handled • 10% of the overall database development effort is commonly dedicated to a QA/QC “cost/budget” • Most GIS software packages have error checking routines built-in

41. Automation process will become much more efficient and easier to manage • Overall data quality will be more consistent and reliable • Processes are germane to both spatial and attribute data • Nature/size, etc. of database dictates QA/AC protocols

42. Everything Else

43. Broad Issues Affecting GIS Growth & Implementation • Political/administrative support & stability • Economic conditions/forecast • Existing and legacy systems (often a litmus test) • Available staff • Interest by multiple departments/users • Access to digital tax parcel & planimetric basemap • Support/involvement from other levels of government • Managing & monitoring the organization change • Creating Systems Synthesis

44. Financial justification models are available – proceed with caution • Integrate and piggyback costs on other spatially dependent (often more visible and mandated/funded) programs such as assessment, emergency dispatching, infrastructure mgt. • Magnitude of the costs are directly related to size of program/project • Traditional budget costs well documented/established; integration into legacy systems a challenge to emerging GIS/GIT projects • physical components vs. information systems • Timing is everything (and so is a little luck….)

45. Using GIS Consultants • Necessary at most levels of government • Practical experience #1 criteria • Require references and document credibility • Often more cost effective than in-house resources • Typically most useful up-front during initial planning • Caution: Analysis paralysis • Recognize pros & cons of using different consultants • Administrators like outsiders to make recommendations • Don’t forget state contract pricing Korte (1997)

46. Pitfalls of a GIS • Overstating benefits • Failure to define goals • No long-term & strategic plan • Lack of management or technical support • Lack of user involvement/user training • Budget overrun (budget underestimation) • Hard to expand or modify existing/legacy systems

47. GIS Myths • GIS turns bad data into good data • GIS can map all data all the time (what’s the problem?) • GIS software has a “Just Do It” command • “You can save that in WORD format, right?” • GIS is a desktop publishing program • GIS can present everything on 8x11 paper in B/W • GIS staff don’t require training & education • We’re going to make a lot of money selling this data! • Data conversion is cheap and uncomplicated • Buy just one copy & put it on every machine • Why are we replacing GIS with GPS? • “I can do this with MapQuest & MapBlaster, so…..”

48. Influencing Technology & Legislation • 2000 Census/redistricting • GPS continues to mature (SA turned off) • Next generation E911 (includes x,y mandate) • FOIL legislation • OpenGIS & interoperability • Web GIS • Handhelds & wireless technology • Asset Management Legislation ( GASB #34)

49. Where do we go from here? • Internet has completely redefined how public & decision makers visualize GIS (anybody say MapQuest or MapBlaster?!) • 1990: 9:1 ratio GIS/IT 2000: 9:1 ratio IT/GIS • GIS professionals in demand: Oracle, Java, C++, Visual Basic, etc. programmers. What’s going on in the 4-year academic programs? Does ANYBODY know AML? • Who says “geography matters”?

50. Emergency Services, public infrastructure/utilities, and public health current (and future) visible areas • Long term staffing will be EXTREMELY difficult • Which means more consultant support(a good consultant is hard to find…..) • Focus will be on developing big generic databases(which can be stuffed into a browser…..) • Regional & consortium approaches make more sense and benefit more organizations(bigger is better) • Be careful what you wish for