Calgary Regional Partnership Regional GIS Initiative Exploration Phase: Building the Foundation

1. Calgary Regional Partnership Regional GIS Initiative Exploration Phase: Building the Foundation Orientation to the Project Presented to RGIS Steering Committee March 24th, 2006

2. The Project—Developing the Case for Regional GIS • Most members of the CRP have GIS applications….a “Regional” GIS provides a broader view across multiple municipalities. • It can be used to support: • Regional Planning (planning and development, regional pathways, etc.). • Regional Infrastructure Initiatives (Water, utility, roadway infrastructure). • Economic analysis. • Emergency Management (Emergency Response, Etc.).

3. The Project—Developing the Case for Regional GIS • RGIS has been discussed amongst the Partnership for several years. • This discussion has now been formalized into an initiative, culminating in an application to the AMA requesting funding to explore the concept amongst regional partners. • In order to explore the concept to it’s fullest extent, we believe that we need to do several things: • Create a business plan that reflects what the concept is and how it is going to be governed, managed and delivered for success. • Deliver the projects prioritized in the business plan, under a pilot phase, so the membership can test the actual concept and provide feedback. This will the actual application, “in action”, so members can see tangible results. • Provide a clear decision point where members will evaluate the plan and the pilot and determine whether or not to proceed to the Implementation Stage.

4. The Project—The Plan and Path Forward • An approach has been developed to move us to a decision-point at the end of the Exploration Stage. Exploration Phase Roadmap Exploration Phase Implementation Phase Go No-Go PreliminaryPlanning Launch Projects Pilot Phase Sign Off Pilot Other Opportunities RGIS Business Plan Sign Off ERM/ Watershed Sustainability Today June 06 Dec 06 March 07 Dec 07

5. The Project—The Plan and Path Forward • A series of deliverables will be prepared in each stage to advance the project. Exploration Phase Deliverables PreliminaryPlanning Launch Projects Pilot Phase Go No-Go Deliverables: Deliverables: Deliverables: • Project Charter. • Communication Plan. • RGIS Business Plan. • Needs/priorities. • Technical feasibility/ model. • Governance and operating models. • Implementation plan. (For Pilot) • Business case for EMS and Watershed. • Working governance and operating models. • Working pilot applications based on priorities agreed to in business plan. • Transition steps to support go/no-go recommendation. June 06 Dec 06 March 07 Dec 07 Today

6. The Project—Governance and the Steering Committee RGIS Steering Committee Role • Direct the project and set priorities (schedule, cost, quality). • Bring specific expertise to the project. • Work issues and challenges that cannot be resolved by the project – “barrier busters”. • Work with key stakeholders to build support for the project, and maintain momentum! • Sign off and approve deliverables produced at the end of each stage. • Take “go/no-go” decision for the purposes of the project. (May require a broader Council decision subsequent to this stage). RGIS Steering Committee • Chair (1 yr rotation) • Members • Elected official representation. • CRP representation. • RGIS/ GIS representation. • City of Calgary representation. • Intention is to have Steering Committee members stay through 2 year duration to ensure continuity. Project Manager Role • Manage expectations and schedule, time and cost • Manage/deliver activities defined in project workplan. • Manage budgeting and procure resources. • Resolve project issues and challenges. Manage risk. • Report to the RGIS Steering Committee. Project Manager & Team • Project Manager • Consultant. • Project Team Members • Consultants.

7. The Project—Governance and the Steering Committee Decision-Making • Consensus model. • Dispute resolution facilitated by chair if no consensus. • Decisions may include: • Deliverable sign-off. • Decide on governance and operating model options. • Decide on financial model (cost recovery, revenue generation, etc.). • Decide on data sharing principles. • Decide on priorities to be addressed in business plan over three year timeframe, including those to be piloted. • Decide if RGIS should move to the implementation stage. Communication & Meeting Schedule • Should be on a regular basis and aligned closely to the main stages of the project. • Formal communication protocol should be established in the Project Chartering stage (I.e. status report, distribution network, minutes, etc.). RGIS Steering Committee • Alderman Dale Hodges • Major Ron Casey • Councillor Ron Laycraft • Councillor Joe Patterson • Rick Butler • Sharon Wood • Rick Quail Are there changes to this model? Your notes:

8. The Project—Governance and the Steering Committee Preliminary Project Team • A preliminary project team had been established to crystallize the concept and work with the CRP, key municipal stakeholders and Alberta Municipal Affairs during the Grant Preparation Stage. • The preliminary team will continue until the preliminary planning stage is over and each of the roles on the RGIS Project Team are filled. • Members of the preliminary team may fill roles in the RGIS Project Team. • The Preliminary Team consists of: • Rick Butler, CRP Executive Director • Samantha Stuart, Pipestone Creek Consulting • Stephen Fediow, Manager Geomatics, City of Calgary • Sharon Wood, Intergovernmental Affairs Coordinator Project Manager & Team • Project Manager • Consultant. • Project Team Members • Consultants. Your notes:

9. Key Messages for Today • Start managing expectations early. • Let’s understand the process and the deliverables, and set boundaries early. Our end goal is a solid business plan and working pilot application. • Stick to the plan – and watch the scope! • A number of thoughts, concepts, ideas and projects are going to come our way. We need to follow the processes established to help us prioritize and stick to the original workplan. • We can’t meet everyone’s needs – that’s why we have a workplan. Support us when we need to say “no”. • Continue to champion the project. • We have a two year timeframe – it’s easy to lose interest. We need to make sure that we continue to gauge and address “project fatigue”. • Make the journey positive and exciting. • These projects are about good project management and communication. Let’s be clear about our roles, provide a positive and supportive environment, reward excellence and deliver a solid business plan and pilot application!

10. Next Steps • Early April receive funding. • Procure resources for RGIS Project Team. • Kick-off and complete Preliminary Planning Phase by June 30th. • Meet with RGIS Steering Committee to review and gain consensus for: • Project Charter. • Communication Plan. • Detailed Project Plan. • Project Team.