Project Closure Report - The University of Iowa · 2013-11-23 · Project Closure Report...

Confidential Project Closure Report Last printed on 6/29/2012 4:16:00 PM

Project Closure Report

Project Name: Boundary Correction Project

Department: Geographic Information

Focus Area: Digital School District Boundaries

Product/Process: Digital Shape Files

Prepared By

Document Owner(s) Project/Organization Role

Geoffrey Smith Research Assistant

University of Iowa

Project Closure Report Version Control

Version Date Author Change Description

Note For standard sections of the Project Closure Report template that have been excluded from the present document, the section headings have been moved to the Project Closure Report Sections Omitted list at the end.

Confidential Page 2 6/29/2012

TABLE OF CONTENTS

1 PROJECT CLOSURE REPORT PURPOSE........................................................................... 3

2 PROJECT CLOSURE REPORT GOALS................................................................................ 3

3 PROJECT CLOSURE REPORT SUMMARY .......................................................................... 3

3.1 Project Background Overview......................................................................................... 3

3.2 Project Goals................................................................................................................... 4

3.3 Project Highlights and Best Practices ............................................................................. 5

3.4 Project Closure Synopsis ................................................................................................ 5

4 PROJECT METRICS PERFORMANCE.................................................................................. 6

4.1 Goals and Objectives Performance ................................................................................ 6

4.2 Success Criteria Performance ........................................................................................ 6

4.3 Milestone and Deliverables Performance ....................................................................... 6

4.4 Schedule Performance.................................................................................................... 6

4.5 Budget Performance ....................................................................................................... 7

5 PROJECT CLOSURE REPORT APPROVALS ...................................................................... 8

6 APPENDICES .......................................................................................................................... 9

6.1 Project Closure Report Sections Omitted ....................................................................... 9

FIGURE 1: CENSUS BOUNDARY CORRECTIONS, 2011-12 .............................................................................. 10 FIGURE 2: FISCAL YEAR 2012-13 AEA AND LOCAL EDUCATION AGENCY (SCHOOL DISTRICT) BOUNDARIES,

.............................................................................................................................................................. 12 FIGURE 3: EXAMPLE OF A COUNTY MAP, POLK COUNTY, THAT SHOWS THE TWO STATEWIDE SHAPE FILES. 13 FIGURE 4: EXAMPLE OF SLIVERS IN THE 2010-11 IOWA DEPT. OF EDUCATION SHAPE FILE AND GENERAL

MIS-ALIGNMENTS BETWEEN THE IDE SHAPE FILE AND A COUNTY IT SHAPE FILE THAT CAN BE SEEN AT

1:86.000................................................................................................................................................ 14

1 PROJECT CLOSURE REPORT PURPOSE

Project Closure Report Purpose

The Project Closure Report is the final document produced for the project and is used by the Iowa Department of Education, Bureau of Information and Analysis to assess the success of the project, identify best practices for future projects, resolve all open issues, and formally close the project.

2 PROJECT CLOSURE REPORT GOALS

Project Closure Report Goals

This Project Closure Report is created to accomplish the following goals:

• Review and validate the milestones and success of the project.

• Confirm outstanding issues, risks, and recommendations.

• Outline tasks and activities required to close the project.

• Identify project highlights and best practices for future projects.

3 PROJECT CLOSURE REPORT SUMMARY

3.1 Project Background Overview

The Boundary Correction Project consists of two components. The first component is to

evaluate and improve the spatial accuracy of the digital school district boundaries for the

state of Iowa. The second component is to communicate these improvements to the U.S.

Census as a part of its 2011-12 School District Review Program.

The scope of the 2011-2012 School District Review Program (SDRP) is for state officials to

review the Census Bureau's 2009-2010 school district information and to provide the Census

Bureau with updates and corrections to the school district names and Federal Local Education

Agency (LEA) identification numbers, school district boundaries, and the grade ranges for which a

school district is financially responsible

(http://www.census.gov/geo/www/schdist/sch_dist_overview.html).

The U.S. Census Bureau creates special tabulations of decennial census data by school district

geography. These tabulations provide detailed demographic characteristics of the nation's public

school systems and offer one of the largest single sources of children's demographic characteristics

currently available. Information is distributed through the National Center for Education Statistics

(NCES).

The School District Review Program (SDRP), conducted by the U.S. Census Bureau every two

years, is of vital importance for each state's allocation under Title I of the Elementary and

Secondary Education Act as amended by the No Child Left Behind Act of 2001, Public Law (P.L.)

107-110. The school district information obtained through this program, along with the 2010

Census population data, survey data, current population estimates, federal tax information, and

tabulations of administrative records data, are used in forming the Census Bureau's estimates of

the number of children aged 5 through 17 in low-income families for each school district. These

estimates of the number of children in low-income families residing within each school district are

the basis of the Title I allocation for each school district.

(http://www.census.gov/geo/www/schdist/sch_dist_info.html)

3.2 Project Goals

Project Goals

• The original goals, objectives, and success criteria were threefold:

1. To update the school district boundaries for all public school districts in the state of Iowa

2. To compare these boundaries with the 2009-10 boundaries of the U.S. Census.

3. To create a single shape file to be used by Iowa School Districts, the County Assessors and Auditors, the Iowa Department of Education, the Iowa Department of Natural Resources, the Iowa Legislative Services Bureau, and other stakeholders

3.3 Project Highlights and Best Practices

Project Highlights and Best Practices

Project Highlights:

• Updated and revised school district boundaries were obtained for 35 of 99 Iowa Counties (Table 2). These counties were either contacted by Geoffrey Smith, shared their shape files on the Iowa Counties Information Technology Association web site.<https://www.iowagisdata.org/>, or responded to the March 30 survey.

• In ten counties, all school district boundaries have been revised and submitted to the US Census using materials provided by their County GIS coordinators. (see Figure 1)

• 18 school districts consolidating into 9 were reported to the US Census (see Table 1), and an entity in the Census files called “School District Not Defined” was reported to the Census as part of the Wapello CSD.

• Three cases of Iowa School districts that ceased to exist and their populations assigned to several surrounding school districts, known to the Census as “complex dissolutions,” were successfully submitted using census software (see Figure 1.)

• Before the final US Census deadline of March 8, 2012, ten additional school district boundaries were corrected in the Census data files, including AHST Community School District (CSD), Waverly-Shell Rock CSD. Perry CSD and Adel-DeSoto-Minburn CSD, and 5 school districts in Sioux County (see Figure 1)

Best Practices:

• County Information Officials are assumed to maintain the best school district boundaries because they collect taxes by units of property and school districts are based on taxable units of real property. These taxes are used to fund a proportion of school district finances. These units of real property are the most granular levels at which school districts are bounded.

• School district boundaries from multiple counties can be integrated in a single shape file using such ArcMap tools as Merge, Append, Erase, Union, and Dissolve.

3.4 Project Closure Synopsis

Project Closure Synopsis

• The project is being closed because of loss of funding.

4 PROJECT METRICS PERFORMANCE

4.1 Goals and Objectives Performance

Goals and Objectives Performance

The goal was to update school district boundaries for all 348 school districts that will exist on January 1, 2013. This goal was not met. Geoffrey Smith updated boundaries for at most 250 school districts, 125 of which were communicated to the U.S. Census Bureau.

4.2 Success Criteria Performance

Success Criteria Performance

Of Iowa’s 99 counties, 52 responded to the March 30 survey, and 35 of these were incorporated into the statewide shape file (Table 2).

• Not all criteria were achieved. 17 counties that responded to the survey did not have county shape files that could be included in the statewide shape file.

• Although I corrected 2 school district boundaries in Cass County, I neglected to include Cass County in the final statewide shape file.

• The Iowa Department of Education’s Bureau of Information and Analysis is responsible for measuring continued progress.

4.3 Milestone and Deliverables Performance

Milestones and Deliverables Performance

The project milestones are listed in section 4.4, as are the corresponding deliverables.

• All deliverables were achieved with customer acceptance except for Cass County.

• Cass County’s updates were mistakenly left out of the statewide shape file.

• The statewide shape file might still have topological problems.

• Achievement is not anticipated at a later date.

4.4 Schedule Performance

Schedule Performance

Project Schedule Overview: August 11

th Meeting with Jay Pennington, Gerard Rushton, and Geoffrey Smith

December 30th Deadline for submitting changes to the US Census during the

Annotation Phase March 8

th Final Census Deadline

March 30th Survey sent to 99 county auditors

April 13th Deadline for survey

May 31st Project extended

June 30th Project ended

November 2012 – US Census Release of preliminary estimates based on the updated school district geographic framework.

4.5 Budget Performance

Budget Performance

The budget supported the salary of one University of Iowa graduate student in geography from August 1, 2011 to June 30, 2012 for 20 hours per week at the University of Iowa standard rate. The budget also supported one undergraduate research assistant student at an hourly rate of $12 per hour part time for two months.

5 PROJECT CLOSURE REPORT APPROVALS

Prepared By __________________________________ Geoffrey Smith, Research Assistant

Approved By __________________________________ Gerard Rushton, Professor

__________________________________ Jay Pennington, Chief, Bureau of Information & Analysis

__________________________________ ([Job Title])

Approval Date _________June 30, 2012_________________________

6 APPENDICES

6.1 Project Closure Report Sections Omitted

5.1 Resource Management......................................................................................... 3

5.2 Issue Management ............................................................................................... 3

5.3 Risk Management ................................................................................................ 3

5.4 Quality Management............................................................................................ 3

5.5 Communication Management.............................................................................. 3

5.6 Customer Expectation Management .................................................................... 3

5.7 Asset Management............................................................................................... 3

5.8 Lessons Learned................................................................................................... 3

5.9 Postproject Tasks ................................................................................................. 3

5.10 Project Closure Recommendations ...................................................................... 3

Figure 1: Census Boundary Corrections, 2011-12

Table 1: Simple Consolidations and Dissolutions Submitted to Census on November 7, 2011

TYPE OF C

ELETED L

E/DESC

SIMPLE CONSOLIDATION 161 EAST SAC COUNTY PK 12 U 25140 29580 29580

Sac (25140) merged with Wall

Lake View Auburn (29580) to

form East Sac County (29580)

SIMPLE CONSOLIDATION 33, 67, 131, 195 CENTRAL SPRINGS PK 12 U 20730 20760 20760

Nora Springs-Rock Falls (20730)

merged with North Central

(20760) to form Central Springs

SIMPLE CONSOLIDATION 129, 137 EAST MILLS PK 12 U 20670 18240 18240

Nishna Valley (20670) merged

with Malvern (18240) to form

East Mills (18240)

SIMPLE CONSOLIDATION 67, 23 NORTH BUTLER PK 12 U 13080 03450 03450

Greene (13080) merged with

Aliston-Bristow (03450) to form

North Butler (03450)

SIMPLE CONSOLIDATION 33, 69, 81, 197 WEST FORK PK 12 U 25920 24750 25920

SCMT (25920) merged with

Rockwell-Swaledale (24750) to

form West Fork (25920)

SIMPLE CONSOLIDATION 9, 27, 47, 65 IKM-MANNING PK 12 U 14880 18300 14880

IKM (14880) merged with

Manning (18300) to form IKM-

Manning (14880)

SIMPLE CONSOLIDATION 1, 3, 9, 29 CAM PK 12 U 03660 05940 05940

Anita (03660) merged with C & M

(05940) to form CAM (05940)

SIMPLE DISSOLUTION 53,185 30560 LINEVILLE-CLEO WAYNE 30560 30560 03030

Lineville-Cleo (03030) dissolved

into Wayne (30560)

SIMPLE CONSOLIDATION 41, 47, 59, 63 GREAETTINGER-TERRIL PK 12 U 12810 27810 12810

Graettinger (12810) merged with

Terril (27810) to form

Greaettinger-Terril (12810)

SIMPLE DISSOLUTION 115 29730 SCHOOL DISTRICT NOT DEFINEDWAPELLO 29730 29730 99997

School District not defined

(99997) dissolved into Wapello

(29730)

Figure 2: Fiscal Year 2012-13 AEA and Local Education Agency (School District) Boundaries,

Map delivered to Bureau of Information and Analysis, Iowa Department of Education on June 20, 2012

Figure 3: Example of a County Map, Polk County, that shows the two statewide shape

files. Colors show 2010 population densities by Census block. DE refers to Iowa Department of Education. Similar maps for 51 counties will be shown on http://www.uiowa.edu/~geog/districts/ at a later date.

Figure 4: Example of Slivers in the 2010-11 Iowa Dept. of Education shape file and General mis-alignments between the IDE shape file and a county IT shape file that can be seen at 1:86.000. This is the same area shown in the August 1

st, 2011 Contract. The width of a typical sliver shown

on this map is 192 feet.

Table 2: List of 51 Counties that Responded to the March 30 Survey

NAME Pop2010 Survey Local_Title Local_Name e-mail Reason_not_used

Adams 4029 Responded Auditor Nancy Carmichael acaudit@frontier.com no GIS person

Benton 26076 Responded Deputy Auditor Hayley Rippel hrippel@co.benton.ia.us identical to Census

Black Hawk 131090 Used IT Director Kim M Veeder kveeder@co.black-hawk.ia.us

Butler 14867 Responded Deputy Auditor Dan Clark dclark@butlercoiowa.org null shape file

Calhoun 9670 Responded GIS Coordinator Kristy Anderson kanderson@calhouncountyiowa.com parcels not school districts

Carroll 20816 Used GIS Coordinator Carl Wilburn cwilburn@carrollcountyiowa.org

Cass 13956 Responded Auditor Dale Sunderman dsunderman@casscoia.us G. Smith error

Cedar 18499 Used GIS Department Joshua Sales gis@cedarcounty.org

Cerro Gordo 44151 Used Deputy Auditor Sandy Shonka SSHONKA@co.cerro-gordo.ia.us

Cherokee 12072 Responded GIS Coordinator Lindsay Bressler lbressler@co.cherokee.ia.us same as State

Chickasaw 12439 Used Assesor Doug Welton assessor@iowatelecom.net

Clay 16667 Used GIS Coordinator James Worm jworm@co.clay.ia.us

Delaware 17764 Used Deputy Assesor Andrea Schmidt aschmidt@co.delaware.ia.us

Des Moines 40325 Used GIS Coordinator AUSTIN ROELFS ROELFSA@co.des-moines.ia.us

Dickinson 16667 Used GIS Coordinator Schmeling, Amy ASCHMELING@co.dickinson.ia.us

Dubuque 93653 Used Deputy Auditor Mark Castenson maps@dbqco.org

Emmet 10302 Responded unknown Alex Ewen ewen32@yourstarnet.net no shape files

Floyd 16303 Responded Assesor Bruce Hovden bhovden@floydcoia.org parcels not school districts

Franklin 10680 Used GIS Coordinator Micah E. Cutler MCutler@hardincountyia.gov

Greene 9336 Used IT/Drainage Michelle Fields mfields@co.greene.ia.us

Grundy 12453 Responded IT Jesse Huisman jesseh@gccourthouse.org

Hamilton 15673 Used GIS Adam Martin-Schwarze adamms@hamiltoncounty.org

Hancock 11341 Responded Auditor Deb Bellinghausen hanauddb@hancockcountyia.org same as State

Hardin 17534 Used Same as Franklin Micah E. Cutler MCutler@hardincountyia.gov

Harrison 14928 Used GIS Coordinator Jeremy Butrick jbutrick@harrisoncountyia.org

Howard 9566 Responded Auditor Julie Chapman jchapman@co.howard.ia.us

Ida 7089 Responded Auditor Lorna Steenbock idacoaud@longlines.com

Iowa 16355 Used 3rd Party Vendor Russ Wetzel rwetzel@midlandgis.com

Johnson 130882 Used GIS Coordinator Rick Havel rhavel@co.johnson.ia.us

Keokuk 10511 Used 3rd Party Vendor Ron Richmond assessor@keokukcountyia.com

Linn 211226 Used GIS Coordinator Jason Siebrecht Jason.Siebrecht@linncounty.org

Lucas 8898 Used Auditor Julie Masters mastersj@lucasco.org

Mahaska 22381 Used GIS Coordinator Brian Knudtson knudtson@mahaskacounty.org

Marshall 40648 Used GIS Director Wayne Chizek wchizek@co.marshall.ia.us

Mills 15059 Used IT Director Patrick Binns pbinns@millscoia.us

Muscatine 42745 Used Utilities GISP Mark Warren mwarren@mpw.org

Palo Alto 9421 Responded Deputy Auditor Robin Jamison rjamison@co.palo-alto.ia.us

Plymouth Responded Auditor Stacey Feldman SFeldman@co.plymouth.ia.us missed June 29 deadline

Polk 430640 Used GIS Coordinator Ray Willis willis@assess.co.polk.ia.us

Pottawattamie 93158 Used GIS Supervisor Reid Matthies reid.matthies@pottcounty.com

Poweshiek 18914 Used GIS Coordinator Amy Vermillion gis@poweshiekcounty.org

Scott 165224 Used GIS Technician Peter Kurlyo PKurylo@SCOTTCOUNTYIOWA.com

Shelby 12167 Used 3rd Party Vendor Jeffrey T. Lewis JLewis@schneidercorp.com

Sioux 33704 Used IT Director Micah Van Maanen micahvm@siouxcounty.org

Story 89542 Used GIS Coordinator Matt Boeck mboeck@storycounty.com

Tama 17767 Responded Assistant Auditor Maureen Kratoska mkratoska@tamacounty.org

Van Buren 7570 Responded Deputy Auditor Lisa Plecker lplecker@vbcoia.org same as State

Warren 46225 Used GIS Coordinator Ryan Lafrenz rlafrenz@co.warren.ia.us

Washington 21704 Used GIS Coordinator Duane Royer droyer@co.washington.ia.us

Winnebago 10866 Responded Auditor Karla Niederkofler winnaud@wctatel.net

Winneshiek 21056 Used GIS Coordinator Jon Lubke jlubke@co.winneshiek.ia.us

Woodbury 102172 Used Systems Analyst Bob Hein bheien@sioux-city.org

Project Closure Report - The University of Iowa · 2013-11-23 · Project Closure Report...

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