2010 WEST VIRGINIA GIS CONFERENCE

Wednesday, June 9, 2010

Agenda

Project Mission Statement and Critical Success Factors

Overall Status of Project

Process Task and Funding Tools Update

Data Collection Task Update

GIS Task Update

Project Management Tools and Software Integration

Participation at Upcoming Conferences

Discussion and Wrap-up

Project Mission Statement

•Develop technology tools to help identify, prioritize, manage, track and

accelerate water, wastewater, and stormwater projects in a

cost-effective and efficient manner throughout West Virginia.

2. Identify appropriate data to be collected and from whom, and collect it in a timely manner.

3. Develop user-friendly technology tools that support the screening, evaluation, prioritization and tracking of projects.

1. Develop an efficient and effective process to track and manage projects

Critical Success Factors

Process and Funding Tools Task

Data Collection Task

GIS and Project Management and Tracking Tools Tasks

GIS Task

Stakeholder Outreach

4. Maintain, update and distribute data.

5. Communicate purpose and educate on results.

OVERALL PROJECT UPDATE

Overall progress to date— Scope flowchart

Summary of top challenges— Changing the existing process — Locating “Served” and “Service” for 660 utilities that

are not in one place

— Integrating multiple software packages for WDA/IJDC to seamlessly use

— Locating servers for most efficient system operation

Jul ‘09

PHASE I – Assessment

Aug ‘09 Sep ‘09 Oct ‘09 Nov ‘09 Dec ‘09 Jan ‘10 Feb ‘10 Mar ‘10 Apr ‘10 May ‘10 Jun ‘10 Jul ‘10 Aug ‘10 Sep ‘10 Oct‘10 Nov ‘10 Dec ‘10

Wor

ksho

p #2

Wor

ksho

p #1

Wor

ksho

p #3

Wor

ksho

p #4

Wor

ksho

p #5

Wor

ksho

p #6

Wor

ksho

p #7

Wor

ksho

p #8

Wor

ksho

p #9

Develop Project Management Tools

Workshop #1 – Kickoff Workshop #2 – Identify data needsWorkshop #3 – GIS implementation and interfacesWorkshop #4 – GIS database designWorkshop #5 – Review funding procedures, dev. criteria/metricsWorkshop #6 – Dev. format/capabilities/interface for project prior. toolsWorkshop #7 – Demo project prioritization toolsWorkshop #8 – Project management process reviewWorkshop #9 – Demo project management tools

CPS Report

WEST VIRGINIA COMPREHENSIVE PLANNING STUDY A SCOPE FLOW CHART

Data Collection

Plan

GIS Impl.Plan

PHASE II – Geographic Information Systems (GIS)

Comprehensive Planning Study (CPS) Stakeholders

Develop GIS

Evaluate Collected Data, Identify Data Gaps and Develop Additional Data

Collect Stakeholder Data

West Virginia Water Development Authority / Infrastructure and Jobs Development Council

Evaluate/Develop Funding Process

Develop Project Funding Tools

Task 2 – Project Mgmt and Communications• Task 2.1 – Project and Financial Management

– PQM Workshop– Monthly Progress Meetings and Reports (IN PROGRESS)– Action Item Lists (IN PROGRESS)– Workshops (IN PROGRESS)– Billing and Financial Status Reports (IN PROGRESS)– Project Schedule (IN PROGRESS)

• Task 2.2 – Project Communication Protocol (COMPLETE)– WDA/IJDC/Stakeholders to CDM– CDM to WDA/IJDC– CDM to/from Stakeholders– Participants and/or CDM with Media– Public

Overview of Project Scope, Schedule and Upcoming Workshops

Task 3 – Phase I Assessment• Task 3.1 – Data Collection Plan• Task 3.2 – Collect Stakeholder Data (IN PROGRESS)• Task 3.3 – Evaluate Collected Data, Identify Gaps, Develop

additional data

Task 4 – Phase II GIS• Task 4.1 – Develop GIS Implementation Plan• Task 4.2 – Develop GIS

Task 5 – Proj. Prioritization and Management Tools

• Task 5.1 – Rev./Eval. Funding Approval and Mgmt Process• Task 5.2 – Develop Project Funding Tools• Task 5.3 – Develop Project Management Tools

Task 6 – CPS Report

Overview of Project Scope, Schedule and Upcoming Workshops

PROCESS TASK AND FUNDING TOOLS UPDATE

Review of Existing Process Approach

– Workshop to assess current process

– Comparison with other states– Summit with key stakeholders

and establish “Process Task Force”

– Ongoing meetings with stakeholders to move process change forward

Evaluate Existing Funding Process– Available funds not utilized– Many projects not well defined

when application submitted– Many communities not able to

initiate a viable project without assistance.

SLIDE 10

Propose Changes to Funding Process– Split process to consider planning/ preliminary

design projects and construction projects separately.

– Support project initiation– Include regional review– Determine appropriate mix of funds

0.10%0.30%

0.50%0.70%

0.90%1.10%

1.30%1.50%

1.70%1.90%

2.10%2.30%

2.50%2.70%

2.90%More

0

5

10

15

20

25

30

35

Annual Water Rates as % of MHI

Bin

Freq

uenc

y

Next Steps– Finalize process and implement– Design simple funding tool

PROCESS TASK AND FUNDING TOOLS UPDATE

DATA COLLECTION TASK UPDATE

1. Completing data collection for pilot (Harrison, Jefferson, Mingo, McDowell, Wyoming Counties)

2. Reviewing collected data for accuracy

3. Formatting data for GIS

4. Data collection is proceeding in other counties (for example, Hampshire, Hardy, Marshall, Lewis)

DATA COLLECTION TASK UPDATE

GIS Task Goals– Custom GIS Environment– Extensive GIS Database– Decision Support System– Project Ranking Tools– Project Management Tools

GIS TASK UPDATE

GIS Task Update– GIS Data Being Acquired (Data Collection

Plan)– GIS Implementation Plan

Complete– GIS Databases

Designed– GIS Environment

Specifications Development

GIS TASK UPDATE

The Next Few Months…– GIS Databases Being Developed– GIS Environment Specified (HW, SW,

Management)– MOUs for Data Sharing Developed– Implementation

Strategy Finalized– HW and SW

Purchases

GIS TASK UPDATE

PROJECT MGMT TOOLS & SOFTWARE INTEGRATION

Project Management Tools – to begin soon Software Integration – New Partners

DreamCatcher – web access and applications

ImageServ – Data Imaging and Warehouse EnAble – Financial/Funding Software Financial Accounting/Bookkeeping

Software Servers – WV Office of Technology

EnAble Financial Software

Accounting SoftwareCash Management

Commitments

Investments

Loans/Grants

DSS

Draws

Repayments

Available Funds

Bonds

DreamCatcherData Warehouse

WDA/IJDCWebsite

(single login)

ImageServData Warehouse

Workflow

Tracks Life of Application

WDA/IJDC/DWTRF

Document Proj Completion

- Reporting

- Technical Review

- Correspondence

- Draws

Tracks Life of Project

Funding Tools

Project Mgmt/Tracking Tools

Reports when App is Proj

GIS Tools

Cost Estimating Tools

A GIS

PMAccess

PublicAccess

Applicant &

ReviewerAccess

eForms and Images

Application

User RolesPM (Internal)

ReviewersAdministrators

ApplicantsPublic (no login req’d)

PublicAccess

SecureAccess

Participation at Upcoming Conferences

WV GIS ConferenceJune 7-10, 2010

WV Rural Water Association Annual Conf.September 12-15, 2010

Discussion and Wrap-up

What to expect going forward Questions & Answers