Enterprise GIS Working Group (CAL FIRE)

1. Enterprise GIS Working Group(CAL FIRE) Kick off meeting 1/30/2013 Mark Rosenberg Fire and Resource Assessment Program (FRAP) CAL FIRE

2. Agenda • Review Enterprise GIS Workgroup (eGIS) Charter • Review Roles and Responsibilities • Review list of proposed eGIS sub-working groups • Discussion (charter, roles, sub-groups) • Develop Schedule of Work • Schedule next meeting

3. Background • Enterprise GIS (eGIS) provides a centralized approach to storingand accessing geospatial data for CAL FIRE • eGIS projects will fail without appropriate governance over products and services • Governance requires adoption of a common infrastructure and standards across program areas to support successful eGIS deployment

4. Background • Implementation comes with no funding and utilizes existing or redirected staff • Initial funding comes from a Federal grant, SRA Fees and existing program budgets • This Funding delivers hardware and software, ‘rented’ from the CA Natural Resources Agency • Lack of new staff means workload will need to be prioritized and supported by existing staff and funding from supporting programs (stakeholders)

5. Review (eGIS) Charter Purpose • Primary Decision Making Body for eGIS standards and deployments • Govern development and use of products and services • Provide standards for implementation and maintenance of eGIS infrastructure, data and services • Govern eGIS work plans for all program areas implementing projects in CAL FIRE’s eGIS

6. Review (eGIS) Charter Data • Ensure the completeness and accuracy of information describing the datasets. (metadata) • Develop / clarify data distribution policies. • Ensure public access to information and establish technical procedures for restricting distribution of sensitive data sets. • Negotiate the layers that each program will own and maintain and determine update cycles.

7. Workgroup Members Member Roles and Responsibilities • Establish governance rules for the development, access and use of eGIS resources by all programs • Understand GIS and the capabilities it can provide to their program areas • Articulate their Program/Region needs for eGIS tools and identify appropriate resources (staffing and funding) • Identify and set priorities for eGIS project implementation to support their Program/Region.

8. Charter Membership • Members must be authorized to make decisions and commitments on behalf of the program areas they represent. • The eGIS working group will establish sub-working groups as necessary to accomplish specific objectives. • The eGIS working group may include non-voting representation (specialists) as deemed necessary and appropriate by working group members.

9. Meetings • The frequency and locations of meetings shall be determined by the working group itself. • There shall be no budget established for travel to meetings. • Special meetings or project specific sub-working group meetings may be held. • The agenda will be created by the Chair and distributed to the working group members. • The chair shall assign a member of the eGIS working group to take meeting notes to document how decisions were reached.

10. Decision Making • The eGIS working group will strive to reach consensus • Majority vote • recording dissenting views in the meeting notes. • arbitration will be performed by Management Council. • Decisions regarding resource allocation outside of the eGIS working group’s auspices ultimately reside within specific programs. • The eGIS working group will take formal votes on all decisions to be escalated to Management Council. • Each member will have one vote to cast. • Voting activity will require a quorum of a simple majority of eGIS working group members. • Sub-working groups will present findings and provide recommendations to the eGIS working group for review and action.

11. E-GIS Sub-Work Groups(Proposed) • Hardware and Software Administration and Maintenance • Security, Access and User Roles • Project Initiation, Implementation and Maintenance (Business Process) • Data Management, Enterprise data standards • Data Services, GIS Applications and Distribution • Multi-User GDB Best Practices (including versioning, replication and reconcile/post)

12. Sub-Workgroup Hardware and Software Administration and Maintenance • Software updates • Hardware updates and replacement • System performance and diagnostic services • Cost estimates for necessary upgrades and maintenance

13. Sub-Workgroup Security, Access and User Roles • User Rolls, logins, and login management • Security protocols • Data and Application security standards and best practices

14. Sub-Workgroup Project Initiation Business Process • Project Initiation template/form • Project Design, implementation and management best practices • Project Staffing, schedules and other needed resources • Prioritized list of Projects and Project activities, including establishment of data library and governance structure

15. Sub-Workgroup Data Management, Enterprise data standards • Database Structure (Domains, Relationships, Attribution) • Name Conventions • Meta-data • Data Maintenance (stewards) • Library management • Data Steward Rolls, Responsibilities and Procedures • Data Access and Constraints • Data Review and Approval (Gate keeper role) • Best Practices Documentation • Folder Management

16. Sub-Workgroup Data Services, GIS Applications and Distribution • Web Services best practices development and documentation • Data cache, Projections, Mash-up guidelines and other performance guidelines • Folder management • Cartographic Standards and guidelines • Name conventions, tags and documentation • Maintenance Plans/business process • Review and Approval processes for project initiation, development and release • User access, role’s and management • User training and other documentation • Estimates of the number of users • Base Map management

17. Sub-Workgroup Multi-User GDB Best Practices • Versioning • Replication/synchronization • reconcile/post • User roles and access • Capacity(number of users) • other?

18. Identify sub-workgroup leader and members • Hardware and Software Administration and Maintenance • Security, Access and User Rolls • Project Initiation, Implementation and Maintenance (Business Process) • Data Management • Data Services, GIS Applications and Distribution • Multi-User GDB Best Practices (including versioning, replication and reconcile/post)

19. Schedule of Work • Prioritize list of work items • Assign work items to Sub-workgroup • Set schedule for completion of work items

20. Schedule next meeting • Time and location