Enterprise GIS Implementation in Utilities – Management Challenges

Consulting | Program Management | System Integration | Application DevelopmentConsulting | Program Management | System Integration | Application Development

Enterprise GIS Implementation in Utilities – Management Challenges

Presented byRaghu Ganeshan

Avineon IndiaMap World Forum 2011 – January 19, 2011

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EGIS - Management Expectations• Better service to customers

– Ability to locate/inform impacted customers– Improvement in trouble call resolution through network analysis– Etc…

• Improve efficiency of operations– Ability to get accurate network asset information– Avoid duplication of effort– Informed decision making– Etc…

• Reduce costs– Better network planning/design– Reduce manpower through automation– Contribute to reducing T&D losses– Etc..

• Overall improved reputation & safety of operations

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GIS – Users• Type A (Skeptical):

– Another tool to deal with– Not going to solve any problems– More burden on me

• Type B (Over expectation):– Can I do everything what I am doing today in GIS and only in GIS– Can I get all information out of GIS and only from GIS

• Type C (open-minded, wanting to learn)– Want to learn how GIS works– Willing to take responsibility– Has domain knowledge

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Ideal Scenario

System PlanningSystem Planning

EnvironmentalEnvironmentalAnalysisAnalysis Engineering DesignEngineering Design

Facilities ManagementFacilities Management

AccountingAccounting

Customer InformationCustomer Information

PermitsPermits

IntegratedIntegratedEnterpriseEnterprise

GISGIS

ConstructionConstruction

Outage ManagementOutage Management

Distribution Control / Distribution Control / SCADASCADA

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Typical progress towards EGIS Vision• GIS

– Mapping– Decentralized databases– Some data still in paper– No Workflow automation– Moderate Quality Data

• Enterprise GIS– Centralized & Comprehensive

Database– Some workflow automation– High Quality Data– Productivity Improvements

• Integrated Enterprise GIS– Engineering Design using GIS– All operations using GIS– Interface with other enterprise systems

Automated Mapping

1% - 2% of Employees

60% - 70% of 60% - 70% of EmployeesEmployees

Facilities Management

Engineering Design

Outage Management

Asset Management

““Taking a Taking a comprehensive comprehensive approach is approach is important for important for success…..”success…..”

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Typical Challenges - Data• Identifying data needs for all stake holders– Every piece of data is important, but the trick is in

identifying data that adds value to business and retiring or not spending on data that does not add much value• User A: If I find diameter/material of the cable it would be

sufficient.• User B: I need to know resistance/reactance/voltage drop… for the

cable in GIS. Otherwise I will not use GIS

• Positional accuracy requirement– Centimeter level accuracies – is it required, is it practical,

what’s the cost, what’s the return ?• User A: If I know which side of the street is the cable I am happy• User B: I would like to know how many millimeters away and at

what depth is the cable. Otherwise I will not use GIS6


Typical Challenges - Data• Defining ownership for data maintenance. – GIS data gets outdated very quickly

• User A: GIS data is out of date. I could not find cable that was installed this morning. I can’t rely on GIS anymore

• Data owner A: Contractor did not submit Asbuilt, so I can’t update GIS.

• Data owner B: I don’t have resources to update GIS

• Creating data sharing culture across departments– People like to hold onto their information or do everything

themselves• Planning: I have asked for GIS data and could not get it . So I will

maintain my own network data for planning• Design: I could not get latest land base from Land department, I

have asked contractor to submit one copy for my use

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Recommendations - Data• Identifying and limiting the data required by all stake holders. Keeping GIS

database simple but effective.

• Setup positional accuracy expectations clearly up front. Do not overdo, also do not underdo positional accuracy. Relative accuracy also matters.

• Avoid redundant data maintenance/ data management by user departments.

• Centralized or distributed GIS data maintenance can be adopted as per organization’s skill sets. Both options have advantages and disadvantages.

• Defining data ownership and data update process is the key for the long term success of your Enterprise GIS.

• Data acceptance/Quality procedures for internal users and suppliers data.

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Typical Challenges - Technology• Getting buy-in from users who are used to the existing

systems / tools / technology– User A: I expect GIS to work similar to my current CAD system:

Drafting, Printing…– User B: I need all tools that I use currently in the GIS also.

Otherwise GIS will not be useful to me

• Choosing the right technology– Leveraging on investments already made – retain or dump ?– A technology that can provide required tools and information to

all stake holders(Planners, Designers, Maintenance..)– Managing constant upgrades– Integration challenges

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Typical Challenges - Technology

• User perception challenges:– Complex and difficult to use.– Needs lot of training and makes some users feel

inferior.– Without productivity tools the user will still

complain. Prefer to do things the old way.

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Technology - Recommendations• Choosing right technology partner/consultant who has:

– Domain knowledge and GIS expertise– Successful Implementations– References

• Providing focused training & user friendly productivity tools is key for users buy-in to the technology

• Good database design catering to all users needs– User groups participation/approvals upfront

• Defining cohesive data sharing tools/methods

• Hire or develop in-house resources to manage technology11


Typical Challenges - Process• Enforcing data submission processes on

vendors/contractors– Timely submission of As-builts– Defining and getting required attribute data

• Making users use GIS where applicable to perform their day to day operations– Planning to Design to Construction – all use GIS– NOC processes– Data maintenance

• Retiring/Integrating the legacy systems and processes

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Process Management- Recommendation

• Forming change management team (GIS Committee) comprising of heads of user groups to drive the implementation/ maintenance of EGIS.

• Clear communication to users, what they can expect out of GIS

• Making users to participate at various stages of implementation

• Deciding/Defining processes to be integrated with GIS along with realistic time lines

• Legacy systems retirement

• Business process automation

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Critical Business Decisions Summary• Data

– Providing spatial/aspatial data required by all stake holders– Ownership – Distributed Maintenance– Data update

• Software Selection– Best of the Breed – Integrated Scalable Solutions– Configuration Vs. Customization– Productivity tools

• Process & Systems Integration Methodology– Defining vendor data submission processes– Identifying and retiring legacy systems/process– Work Flow Based Automation– BPM Based Automation

• Corporate IT Strategy Vs. GIS Strategy

• Actionable Strategy: Quick Wins, Mid term goals, Long term goals

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Enterprise GIS Implementation in Utilities – Management Challenges