GeoMAPP Business Planning: Developing Materials to Get Stakeholder Buy-in

Alec Bethune, North Carolina’s Center for Geographic Information and Analysis Matt Peters, Utah’s Automated Geographic Reference Center Glen McAninch, Kentucky Department for Libraries and Archives

NDIIPP Partners Meeting| Washington, DC| June 25, 2009|

What is GeoMAPP? Preservation of “at risk” superseded

geospatial content Building the relationship between State GIS

and Archives staff Interstate partnerships Exploration of business case drivers Data replication among several states Implementation of a geographically

disperse content-exchange network Local, state and national outreach

Who is GeoMAPP?

Kentucky Department of Libraries and Archives (KDLA) Kentucky Division of Geographic Information (DGI)

NC Center for Geographic Information and Analysis (CGIA)

North Carolina State Archives NC State University Libraries

Utah Automated Geographic Reference Center (AGRC) Utah State Archives

Business Case Building 101:National Survey Work

Alec Bethune

NC Center for Geographic Information and Analysis

Survey Background Survey

Deployment Audiences Response

Survey Findings CoSA/ NAGARA (Interesting findings)

States archiving GIS records Drivers for archiving Other interesting findings

NSGIC (Interesting findings) States archiving GIS records Drivers for archiving Other interesting findings

Business Case Building 101:Outreach and Engagement

Matt Peters

Utah Automated Geographic Information Reference Center

Outreach And Engagement It takes on many forms.

Interactions with: The Department of

Technology Services / State CIO

Utah GIS Advisory Committee

Interaction with Archives Leadership (MOU)

Intrastate user group meetings

Visiting Local Governments and Agencies

Establishing a presence Finding Funding Sources

The Legislative Body

Getting Started with Business Planning: A Step-wise Approach

Glen McAninch

Kentucky Department for Libraries and Archives

Establish Scope and Duration of Effort Document existing business

requirements/processes for geospatial data archiving (Utah business drivers)

Define “at-risk” issues for digital geospatial information

Identify complementary business uses and business cases

Document geospatial retention policies as well as existing archival appraisal/audit/accessioning/disposition requirements

Step 1: Identify Program Goals:

Business Drivers for the Preservation of Geospatial Resources:

Legal Evidence (eDiscovery) Provide Historical Cultural

Heritage evidence Maximize investment Generate Revenue Save Money & Avoid Costs Document Business Processes for

Improved Decision-making Improve Information Sharing and

Government Access Spur Information System Modernization

Step 2: Identify Customers and Stakeholders:

Data Creators State government Local government Federal government

Data Users: State Agencies Universities Public

Data Curators Archives Universities GIS community

Step 3: Link to Each Agency’s Mission:

State Archivist’s responsibilities

Geospatial technology community responsibilities

Step 4: Explore the Value and Benefits of Investment:

Direct user value Social value Governmental/

Operational value Strategic/political

value Government

financial value Historical and

research Value Legal value

Step 5: Identify the Risks to Investment in Geospatial Information:

Unique geospatial data formats Spatial database complexity Fragility and uncertainty

surrounding digital cartographic representation

Approaches to dataset and attribute naming, and attribute classification schemes

Issues related to time-versioned content Metadata unavailability or inconsistency No generally supported content

packaging design for complex geospatial data

Step 6: Identify Costs:

Maximize the value of the initial costs of data collection

Focus on cost avoidance and opportunity cost issues

Leverage existing spatial data infrastructure and statewide coordination

State vs locals views of costs

Step 7: Planning document

Write the plan with Strategic Objectives

Present the plan Core group of geospatial data creators and

managers, archivists, records management Resource allocators within your institution

and parent executive branch institutions Legislative funding

The GeoMAPP Approach:The Utah Geoarchives Business Plan

Matt Peters

Utah Automated Geographic Resource Center

Background Information It contains the

following subheadings:

Executive Summary General Introduction Program Goals and

Objectives Customers and

Stakeholders Links to Agency

Mission

Review of Utah Generic Business Plan It contains the

following subheadings:

Value Analysis/Benefits of Investment

Risk Analysis/Risk of Investment

Cost Analysis/Costs of Investment

Strategy and Implementation It contains the

following subheadings:

Implementation and Management Strategy

Technical Description and Plans: Data and Technology and Implementation Plan

Review of Utah Generic Business Plan It contains the following

appendices:

Appendix A: Budget Document Appendix B: Project Workplan Appendix C: Project Timeline Appendix D: Economic Justification:

Measuring Return on Investment (ROI) and Cost Benefit Analysis (CBA Template

Appendix E: Technology Inventory Template

Appendix F: Measurement Scorecard Appendix G: Risk Analysis/Risk of

Investment

Suggestions from the Archives and Geopatial Community

The following suggestions were given:

Hire someone to do it!! Make a toolbox of tools folks could

use to write a plan Develop a consortium of data

producers and data consumers Develop Instruction Manual Can folks cooperate with

Universities for storage issues etc?

Look at a Federated approach to storage

Find Stories – build relationships

Next Steps/Building a Business Planning Toolbox The Plan To Create The

Following:

Create an Instruction Manual Create a Template Create a Listing of Online

resources (NSGIC Strategic Planning documents, etc.)

Re-write the generic Business Plan

Start to look for added support from the larger community and develop a legislative champion(s) in Utah