GIS STRATEGY - Hambletonhambleton.gov.uk/download/downloads/id/1658/gis_strategy_april... · Why does Hambleton need a GIS strategy? In December 2006 a National GIS supplier, ESRi

GIS STRATEGYApril 2016

The application of GIS is limited only by the imagination of those who use it

ContentsIntroduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1

What is Geographic Information? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2Why does Hambleton need a GIS Strategy? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

Context . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4I N S P I R E . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4UK Location Strategy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4Open Data and the Local Government Transparency Code . . . . . . . . . . . . . . . . . . . . . . . . . . 4Ordnance Survey Public Sector Mapping Agreement . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5Value of GIS in Local Government . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

How GIS can help Hambleton deliver local priorities . . . . . . . . . . . . . . . . . . . . . . . . . . . 6Supporting delivery of the Council Plan . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6Supporting the Corporate Addressing Policy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6Links to the Spatial Data Capture Strategy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7Major Development Projects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7Waste Strategy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7Hambleton Local Plan . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8Efficient Working Practices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

Existing GIS customer experiences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9 - 10

Technology . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11GIS Software . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11Integration with other software . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11Web Mapping . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12Metadata . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12Functionality . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13

Priorities for 2016 - 2021 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

Delivery . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15Investment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15Staffing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15Partners . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15Monitoring and Implementation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

Glossary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16

Appendix 1 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

Appendix 2 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18 - 21

IntroductionWe may not realise it, but geographical information is at the heart of what Hambleton District Council (HDC) does.

In recent years there have been significant changes and initiatives for geographical information that affect councils, including the European INSPIRE directive and the publication of the UK Location Strategy. The freeing up of Ordnance Survey data and the introduction of the Local Government Transparency code, set the back drop for a fresh look at Geographic Information System (GIS). The common themes that emerge are those of efficiency savings, data sharing, changes in ways of dealing with customers and compliance with regulation.

GIS at Hambleton is in a healthy state. A number of significant milestones in service delivery have been reached. However, technology is ever changing and we cannot afford to stand still. We need to put a strategy in place to enable us to plan, and resource GIS in the future, optimising its use across the council and allowing for improvement in our working procedures and services.

This Strategy sets the priorities for the development and resourcing of GIS at HDC for the next five years (2016-2021). The overarching aims are to ensure the council gets value for money from the investment it has made in the current GIS infrastructure, and to support the Council Plan.

But why not just use Google Maps? Google Maps are a mapping information system not a Geographical Information System. Yes it displays a map, yes you can get directions and yes you can add your own data (be it point by point), but it does not have the functionality of a GIS. It may be okay for displaying the location of the council offices in relation to the whole world, but it cannot tell you who your local councillor is or where your local play park is. And it certainly doesn’t have the 2.5cm accuracy that Ordnance Survey data has when it comes to boundary representations. For an organisation of our size, using numerous large data sets, Google Maps is not an option.

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Geographic Information is any information that contains a reference to a location, also known as ‘spatial data’. This location can be defined in a number of ways such as with map coordinates, by reference to a physical area such as a parish or ward, or by address. It is frequently stated that 80% of local government data has a geographical component.

A GIS describes a large array of technology that is used to visualise, analyse and present geographic information. A GIS is used to overlay any number of data layers enabling the user to explore, determine and define relationships between these data layers.

For example, address data can be overlaid with ward boundaries to distinguish which properties fall within a particular ward.

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What is Geographic Information?

Why does Hambleton need a GIS strategy?

In December 2006 a National GIS supplier, ESRi UK, carried out a GIS audit for the council which recommended moving towards a corporate solution with a corporate SDE (a corporate database of Geographic Information) giving access to all staff.

A corporate GIS system has now been in operation for nearly ten years, which itself has developed over that time with the introduction of web mapping.

There have also been significant changes in the political environment nationally and locally, as well as many other external drivers that highlight this as the right time to implement a GIS Strategy for Hambleton.

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The Tour de France has been a game changer for Calderdale and the wider region. Accurate geographic information played a pivotal part in this planning, and we have learnt from this in future planning of major events.

Robin Tuddenham – Director, Communities and Business Change

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In October 2013 Calderdale Metropolitan Borough Council was faced with the enviable challenge of how to support the biggest cycle race in the world – stage two of the 2014 Tour de France. Using several datasets from Ordnance Survey, from early planning through to completion, the event was carried out safely, successfully and profitably.

ContextThere are both national and international drivers that support the development of a GIS Strategy:

INSPIRE Infrastructure for Spatial Information in Europe is an European Directive (2007/2/EC) that aims to make available consistent spatial data sets about the environment, and create services for accessing these datasets, so that they can be more easily shared or combined across the European Community.

INSPIRE regulations were transposed into UK law in December 2009 with full compliance required by 2019.

UK Location Strategy Published in November 2008 the UK Location Strategy seeks to make better use of spatial information held by public authorities and other sectors across the UK. As well as showing the value of location-related information it also highlighted the huge amounts of such information that are currently being collected across authorities - then rarely used again.

The strategy also recognised that location information is integral to all areas of government decision-making.

Open Data and the Local Government Transparency Code On 1 April 2010, as part of the government’s ‘Making Public Data Public’ initiative, Ordnance Survey launched OS Open Data, an online portal, providing free and unrestricted access to a large range of national mapping and geographic information data sets. This supports the Government’s greater aim of transparency and accountability in Government, improvement of public services and the creation of new economic and social value of data.

In May 2014 the Local Government Transparency Code was first published to meet the government’s desire to place more power into citizen’s hands through increased democratic accountability. It makes it easier for local people to contribute to the local decision making process and help shape public services. The Code ensures local people can view and access data relating to: how money is spent, use of assets, decision making and key local issues.

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Ordnance Survey Public Sector Mapping Agreement On 1 April 2011 the Public Sector Mapping Agreement (PSMA) came into effect, replacing a number of separate contracts governing the supply and exchange of mapping and data within the public sector. The key features are:

a centrally funded agreement between government and OS membership available to nearly all public sector bodies in England and Wales free access to core datasets at the point of use entitlement to Great Britain coverage

This single agreement, simplifying previous licensing issues, allows local authorities, park authorities, emergency services, health and central government bodies to easily exchange information with one another.

What added value does GIS bring to Councils? A study commissioned by the Local Government Association found that local government output for England and Wales increased by over £230million per annum for 2008-09 through the productivity benefits using geospatial information.

Case studies have identified key areas where GIS is a force for transformation:

Channel shift – through deployment of transactional web mapping systems. Improved transport efficiency – wide application of route optimisation and street

works management. Better decision making – using geographic enabled local information systems

and shared intelligence networks provides easy access to quality information and reduces time to find it.

Reduced data duplication – using master datasets such as the NLPG (National Land and Property Gazetteer).

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Gateshead Council had to look at ways to make their Waste Management Services more efficient. Using PSMA (Public Sector Mapping Agreement) data from OS, the council introduced route optimisation, and as a result has seen significant savings in time, money and resources.

OS MasterMap ITN layer’s Road Routing Information in conjunction with Routesmart software have made it possible for us to optimise our waste collection services and allow us the flexibility to make ongoing changes when the need arises -

Colin Huntington, Service Director, Gateshead Council

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How GIS can help Hambleton deliver local priorities?A GIS strategy will underpin the Council Plan, Corporate Addressing Policy and Spatial Data Capture Strategy. It can also assist in the delivery of key projects.

The Council PlanIn line with the Community Plan for North Yorkshire as a whole, the council publishes a Council Plan setting out its own vision for the Hambleton District community, the services it intends to provide and how they will be achieved. The Council Plan details the council’s specific aims for the current term, predicated on working collaboratively with partners on a district, county and regional basis and strives for Hambleton to be one of the highest performing councils providing services at the best value. Both of these ambitions can be supported by the use of GIS.

GIS can support delivery against the following council priorities;

Driving Economic Vitality.

Enhancing Health and Wellbeing.

Caring for the Environment.

A Special Place to Live.

Appendix 1 sets out the GIS tasks that could assist in the Council Plan priorities.

GIS can assist in the delivery of strategies, policies and key projects which are council priorities.

Corporate Addressing PolicyHambleton’s Corporate Addressing Policy seeks to utilise the corporate address database as the core reference point for all council services, thereby facilitating seamless transfer of information between services and encouraging closer working partnerships between teams, which should ultimately provide a better service to our residents.

The GIS supports the maintenance of the corporate address database and assists in cleansing existing data. Using a unique reference across the council for all our information allows for efficient data analysis by GIS.

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Spatial Data Capture StrategyHambleton’s Spatial Data Capture Strategy was adopted in 2010 and sets out the correct procedures for accurate data capture within a GIS system. It explains the importance of correctly plotted information and the legal implications if this is not followed. The strategy ensures a reliable data resource from which analysis can then be carried out.

Major Development ProjectsThe Council Plan identifies five major developments among its key projects, in the delivery of the plan; North Northallerton Development (including Sports Village), Central Northallerton Redevelopment, Dalton Bridge Improvements, Sowerby Gateway Development (including Sports Village) and the Bedale cycle ways and Gateway Car Park.

All these projects will impact on the lives of the surrounding residents and businesses with whom the council will be seeking to create an open dialogue. The GIS resource could provide a publicly accessible information portal. This would utilise the ArcGIS Online applications, primarily the ‘Storybook’ application that allows articles to be documented along a timeline that can be visually displayed on a map for ease of understanding.

GIS will also provide data support to assist affected services within the council, itself, to manage, for example, increased number of council tax and business rate demands, large additions of properties to the waste collection routes, increased contact with the council for queries and larger demand for leisure services.

Waste StrategyThe council has developed a new Waste Strategy encompassing implementation of a new recycling service and a review of the kerbside recycling service and waste collection rounds. The GIS is a major part of route organisation which, together with Hambleton DC’s Addressing system, will provide the necessary data for an external software provider to develop a GI solution for any re-routing. Data monitoring the impact, of a new service and any re-routing will be expected, and results will be published on the in-house solution.

The change in waste routes will also require an open relationship with the public to allow for a smooth transition between services and the extensive catalogue of ArcGIS Online applications will be used to assist in this situation.

Hambleton Local PlanThroughout the preparation of the new Local Plan there will be a requirement to gather, and often map, information from a variety of sources in different formats in order to develop a robust evidence base. GI will be relied upon to bring all of this data together from the ‘Call For Sites’ through to plan adoption.

Keeping residents and stakeholders informed of progress on the plan and producing site specific documentation will also be key features of work on the local plan. ArcGIS Online could play an important role in communicating this information to residents and stakeholders in a simple format.

Efficient Working PracticesIn conjunction with the national Open Data incentive and the council’s own transparency aim, by publicising all possible data sets as open data allows for public access therefore reducing the requirement for a Freedom of Information request. In the year 2014/15 Hambleton received 691 requests, resulting in officer time spent away from their normal roles.

Home working and in the field working is becoming a greater requirement for staff, which raises issues of accessibility to data and information. ArcGIS Online can be utilised to provide solutions for department specific mapping and access to up to date maps using any ‘smart’ phone. The Collector application, specifically allows for staff to collect geographic referenced data whilst out in the field that can be then updated to the GIS system.

The action plan, attached at Appendix 2, sets out how GIS can be utilised to assist in the delivery of the above.

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“It was very useful to work with the GIS team to develop maps to show the location and types of recent rural affordable housing development right across North Yorkshire that had been supported by our team of Rural Housing Enablers. This was used to help the team visualise our geographic coverage and any gaps. It was also useful in discussions with funding partners, to illustrate the impact of their investment.

North Yorkshire Strategic Housing Manager

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Existing GIS customer experiencesAlthough GIS is not currently being used to its full potential it is currently successfully supporting a number of services to reach goals and gain efficiencies in their areas.

Below are a couple of examples of where GIS is currently benefiting.

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The GIS service is currently assisting in the compilation of character assessments which will inform the emerging Local Plan. The annotated maps are great at displaying various elements of a village which helps to build an impression of a settlements character and will be used to inform future planning decisions.

Planning Policy and Conservation Team

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“The support of GIS in the route optimisation project has proved vital and enabled the Waste and Street Scene Service to ensure uninterrupted service delivery and implementation of the new recycling service. Without this added capacity and confidence in the accuracy of data, progress within the service would not be possible. There is little doubt GIS support is critical to be able to effectively manage the operational delivery of the Waste and Street Scene Service.

Waste and Street Scene Team

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Technology

For a relatively small district council we have a GIS infrastructure that many of the larger councils look to achieve. Our GIS software is already integrated with other software packages providing a platform to maximise its application.

GIS SoftwareOur current desktop GIS application is ‘ArcMap’ provided by ESRI.

Internet and intranet mapping are currently delivered by ESRI UK’s Local View Fusion, working with map services published from the desktop application through ArcServer.

Integration with Other SoftwareHambleton’s GIS is also integrated with the corporate Uniform system. This provides planning and environmental health officers access to many more data sets allowing individual, specific, analysis of a site.

Some of the corporate data sets are also utilised in Mayrise, the public lighting management system.

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The Future

Internet

GIS Server

Desktop PC

‘SDE’ Server

GIS LICENCEMANAGER

EXTERNAL GIShambleton.gov.uk

ARC SERVER

ARC MAP

GIS SDE UNIFORMSDE

UNIFORMARC CATALOGINTERNALGIS

LOCAL VIEW FUSION

Web MappingThe GIS system currently provides interactive internet and intranet mapping systems using ESRI UK’s Local View Fusion application.

Local View Fusion gives the non-GIS user a friendlier environment in which to work and manipulate the GIS data. ESRI UK have announced that Local View Fusion will be de-supported as of July 2016 and it is assumed that existing customers will migrate to ArcGIS Online, a product with greater functionality for the non-GIS user.

MetadataMetadata is data that describes other data. For example, author, date created and date modified and file size are very basic document metadata. This provides effective data management, eliminates data duplication, and enables easy access to resources for staff as well as satisfying external legislative requirements, such as INSPIRE, and facilitating better data sharing with partners.

Hambleton’s metadata is compliant to the UK Gemini 2.2 metadata standard, published by the Association for Geographic Information in 2012. This is compliant with ISO 19115, INSPIRE and e-Government Metadata standard.

Initially the originating departments of the data were held responsible for keeping the relevant metadata and datasets up to date However, little updating has been done and responsibility for maintenance has now been taken on by the GIS Officer.

The metadata is currently stored in an access/e-forms database which is outdated. We have begun migrating our metadata across to the ArcGIS desktop application, a newer system to allow easier maintenance by the GIS Officer.

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Stratford-on-Avon District Council’s fraud investigation team is analysing Public Sector Mapping Agreement (PSMA) data from Ordnance Survey, in order to reduce or avoid costly and time-consuming site visits

We find the desktop mapping tool an invaluable aid in the continuing fight against fraud.

Neil Shadbolt, Counter Fraud Officer, Stratford-on-Avon Council

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FunctionalityOur current GIS infrastructure, delivers the following key corporate functions:

Internet mapping.

Location–driven internet information delivery (My Hambleton).

Intranet mapping.

Standard desktop software.

Dedicated GIS SDE.

OS Master Map for large scale work where detailed mapping is required.

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Priorities for 2016 - 2021Whilst the current GIS infrastructure meets the council’s current needs, it is capable of doing much more. It is important that we continue to invest in it and encourage staff, stakeholders and customers to use it as much as possible.

Over the next five years our priorities will be to:

seek to maintain and wherever possible enhance Hambleton’s GIS service

get the best value out of the GIS we already have by expanding and promoting the use of GI across the council to improve working procedures

ensure that we use the most appropriate technology to deliver current and future needs

enhance the customer experience of spatial data

remain a forward thinking authority in our use of GIS

to provide an easy, efficient, essential and well used tool and handle spatial data in accordance with good practice

We foresee the key areas of work for the future as being:

establishment of a metadata discovery service enabling customers to search HDC data holding

development of processes for the efficient flow of information across the council, with the Local Land and Property Gazetteer (LLPG) as the core repository

enhancement of online mapping services in conjunction with the development of the new web site

embedding the use of GIS across services to assist with progression of key strategic projects such as the Local Plan review, the NNDA project

fostering of good communication channels with core GIS users, both within and outside HDC, to facilitate information flow, data sharing and partnership working.

creation of a programme of staff training at induction and throughout staff employment

Together, these will allow GIS to continue to support council business needs and corporate objectives into the future.

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DeliveryInvestmentCurrent maintenance agreements cover the supply of system upgrades to the main GIS desktop solution. In migrating from Local View Fusion to ArcGIS Online additional one-off setup costs will need to be budgeted for.

To support the delivery of this strategy’s priorities investment is needed in staff training, additional partner support and additional GIS solutions.

Central Government encourages local authorities to participate in national resource-intensive schemes by way of a financial incentive or grant. Hambleton has already taken advantage of two such schemes and in 2014/15 saw the introduction of £14,000 into the council’s finances. Using our GIS setup Hambleton has the advantage of participating in such schemes with minimal effect on resources, ensuring any finances gained can then be utilised in support of this strategy’s priorities.

StaffingThe GIS resource at Hambleton has a current staffing level of 0.8FTE with a basic level of support from the Addressing Officer as needed.

This is the minimum level of staffing required to deliver the current level of service. To achieve the priorities of this strategy it may be progressive to consider additional resourcing.

PartnersTo stay at the forefront of the technology we depend on our formal partners ie software providers, Ordnance Survey and BIS (Department for Business, Innovation and Skills), and our informal partners, neighbouring authorities, for support, guidance and advice. Moving forward we will need to work closely with all these partners if we are to realise the ambitions of this strategy.

Monitoring and ImplementationA number of tasks have been identified in the Action Plan, at Appendix 1, that will need to be completed in order to deliver the above priorities.

The Action Plan will be a tool for monitoring progress against key milestones and targets. It will be monitored and reviewed by the service annually.

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Glossary BIS – The Government Department for Business, Innovation and Skills. The department for economic growth. The department invests in skills and education to promote trade, boost innovation and help people to start and grow business.

GI – Geographic Information. Information about places on the Earth’s surface.

GIS – Geographic Information System. A computer system for capturing, storing, checking, integrating, manipulating, analysing and displaying data related to positions on the Earth’s surface.

SDE – Spatial Database Engine. SDE’s help manage spatial data to provide a quicker retrieval of that data from database engines such as Oracle, SQLServer and Informix.

OS – Ordnance Survey – Britain’s national mapping agency, providing information that is ‘vital to the nations wellbeing’.

Metadata – is data that describes other data, summarising basic information about the data. Having the ability to search and filter metadata enables a user to locate specific information quickly.

LLPG – Local Land and Property Gazetteer – An address database maintained by local authorities in the UK and the means by which the council formally records all land and property addresses within the district.

Online (web) mapping – is the process of using maps delivered by GIS. It is both served and consumed so is more than a map on the web. It is both a service activity and consumer activity.

OS(Ordnance Survey) Open Data – A range of quality assured data sets provided by the national mapping agency for free. The range of products includes backdrop maps, boundaries and postcodes.

PSMA – Public Sector Mapping Agreement – an agreement between central Government and Ordnance Survey to provide Public Sector organisations access to high quality mapping services.

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COUNCIL PLAN PRIORITY

PURPOSE DESKTOP MAPPING

DESKTOP ANALYSIS

INTRANET MAPPING

INTERNET MAPPING

OPEN DATA PORTAL

DR

IVIN

G E

CO

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MIC

VIT

ALI

TY

Promote growth of local economy

Support the planning department, with provision of supporting evidence for application permissions.

Investigate the existence of ‘business data’ to provide supporting information for business growth and development.

Publish supporting information on internal maps for ease of access and use by officers.

Develop the online map for workspace vacancies, to promote and encourage occupation.

Make as many data sets as possible ‘Open Data’ to allow locals access to data to make their own decisions.

Support economic growth through planning

Provide supporting information for officer decisions in support of new policies and guidance.

Monitor application sizes and locations across the district to support the sustainable development of the district.


Provide an interactive form for land owners to put forward land for development.

Provide a favourable sites dataset for developer access

ENH

AN

CIN

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AN

D W

ELLB

EIN

G

Improve the health and wellbeing of our people by providing and supporting community inclusive facilities, activities, events and interventions.

Provide mapping support to community group events.

Analyse gaps in provision across the district to highlight areas that funds should be focussed.


Provide an online map allowing members of the public t locate their nearest sport/activity/arts group

Make as many data set as possible ‘Open Data’ to allow local s access to data to make their own decisions.

CA

RIN

G F

OR

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E EN

VIR

ON

MEN

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Improve efficiency of waste collections and recycling

Use WSS data to pin point areas of low recycling to focus efforts.


Use web maps to advertise location of Recycling Banks across the district.

Improve customer satisfaction


Provide ability to customer to report online using an accurate location. Feed information to admin team through internal maps and supervisors using in the field mapping.

PR

OV

IDIN

G &

SP

ECIA

L P

LAC

E TO

LI

VE

Provide an adequate amount of housing to meet the housing needs of all the local community

Provide supporting information for officer decisions in support of new policies and guidance.

Monitor application sizes and locations across the district to support the sustainable development of the district.


Provide an interactive form for land owners to put forward land for development.

Provide a favourable sites dataset for developer access.

Appendix 1

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Task No

Task Lead Performance Indicator

Risk Resources Required

Council Plan Link

Cost Target Date

Strategic Priority 1 - Seek to maintain and wherever possible enhance Hamleton’s GIS resource

1

Establishment of a metadata discovery service enabling customers to search HDC data holdings

GIS Officer - Laura Malkin

Internal and external customers able to search data resouce independently.

As requests for geographic data increase, increase in officer time answering queries and requests.

Officer time and may require partner support at a cost.

Dec-16

1a.

Carry out a successful migration of the current metadata from in-house solution to the ArcGIS Desktop solution.


Accurate metadata for all possible datasets on the GIS SDE

Metadata becomes unmaintainable, leading to data becoming un-trustworthy.

GIS and Business Analyst Officer time. May require partner support at a cost.

£1000 for a day of consultancy

Apr-16

1b.

Create and manage metadata for Uniform datasets


Metadata established for the main datasets of the working modules.

Due to lack of trust in data accuracy, data may be under utilised or there may be a duplication of data

GIS Officer time Dec-16

1c.

Investigate and implement a data catalogue application and embedd in website


Internal and external customers able to search data resouce independently.

No access to full metadata records for all the councils geographic data

GIS and Business Analyst Officer time. Web Master Officer support.

Value: Open Dec-16

2

Maintain regular updates to the system as and when they are released. This includes ArcGIS for Desktop, ArcGIS for Server, Productivity Suite and ArcGIS Online.

ICT Business Analyst - Nick Rorke

Partner support not hindered by version of software

Systems become out of data causing issues for maintenance support, resulting in costly support being unusable.

Business Analyst Officer time.

Ongoing priority

3

Implement ArcGIS Online for internal and external mapping


Successful migration from Local View Fusion to ArcGIS Online

Web maps are run by an out of date unmaintained system. Unable to provide innovative systems to staff and public.

GIS and Business Analyst Officer time. May require partner support and additional capital cost.

Value: Customer Focused

Solution may include capital cost of approx. £5000 for internal system.

Jul-16

Strategic Priority 2 - Get the best value out of the GI systems (GIS) we already have by expanding and promoting the use of GI across the council to improve working procedures

1

Development of processes for the efficient flow of information across the council, with the Local Land and Property Gazetteer (LLPG) as the core repository


LLPG being widely used as the core repository. Easier efficient data analysis based on the UPRN.

Data analysis remains time consuming. Working relationships between services aren’t improved. No efficiency savings.

Officer time across the council

Ongoing priority

1a.

Attend annual meetings with line managers to discuss current work flows and potential projects.


Annual calendar dates in place with all line managers.

Missed opportunities for use of GIS in service’s work can lead to increased man hours in that area.

Officer time in both services

Dec-16

1b.

Request for GIS to appear as an agenda item on Team Meetings, and attend when necessary.

Line Managers

GIS an agenda item at all team meetings.

Staff not aware and therefore not gaining any benefits from a corporate resource.

Officer time in both service

Apr-16

1c.

Support the implementation of the Corporate Addressing Policy by the utilisation of the UPRN across all service to ease data analysis.


Increased appearance of the UPRN throughout council datasets.

Missed oppertunities for use of a corporate resource. Data analysis remains time consuming.

GIS and Addressing Officer time.


Ongoing priority

2

Create a quarterly GIS feature/top tip for Insight


Article appearance every quarter

GIS profile is not maintained creating a lack of use, minimising the effect of any investment in the system.

GIS Officer time 15th of Feb/May/Aug/Nov

Appendix 2

19

Task No



Council Plan Link

Cost Target Date

Strategic Priority 3 - ensure we use the most appropriate technology to deliver current and future needs

1

Enhancement of online mapping services in conjunction with the development of the new web site.


Successful implementation of all ArcGIS Online applications.

Missed oppertunities for communicating with staff and memebers of the public. Lack of efficiency saving.

Officer time and possible investment in training and resource.

Jul-16

1a.

Utilise ArcGIS Online to provide geographic references for reporting online


Successful use of report a fault by main services eg WSS, public lighting.

Increased officer time searching for locations that could have been pin pointed on a map.

GIS and Business Analyst Officer time. Web Master Officer support.


Dec-17

1b.

Utilise ArcGIS online to provide in-the-field mapping on standard mobile devices.


Successful use of in the field mapping producing a reduction of man hours on specific tasks.

No efficiencies in officer working practices.

GIS, Business Analyst and Technical Analyst Officer time.

Jul-17

1c.

Disseminate information to the public regarding the Council's major development projects, utilising ArcGIS Online Storyboards and other applications.

Project Leader

ArcGIS Online applications in place and available to the public on the website.

Data being shared with the public through standard process of documents. Public less likely to read and or understand fully, leading to a lack of empathy for both projects.


Value: Customer Focused Priority: Driving Economic Vitality

£1000 for one day of consultancy

Jul-16

2

Assist in the formation and implementation of a new Local Plan

Project Leader - Andrew McCormack

Planning Policy able to successfully implement an accurate Local Plan

Other unreliable data sources could be called upon affecting the accuracy of the Local Plan

GIS Officer time Priority: Driving Economic Vitality

2018

3

Assist in the formation and implementation of a new Waste Strategy

Project Leader - Gary Brown

WSS able to successfully implement new waste and recycling routes

Other unreliable data sources could be called upon affecting the accuracy and quality of the routes.

GIS Officer time Addressing Officer Time

Prioirty: Caring for the Environment

Sep-16

4

Consider and explore GIS in all major project briefs

GIS Officer - Laura Malkin Procurement Officer - Helen Allan

GIS a consideration on all major project briefs.

Missed opportunities possibly resulting in increase man hours and costs.

GIS and Business Analyst Officer time. Project Manager time.

Ongoing priority

20

Strategic Priority 5 - Remain a forward thinking authority in our use of GIS

1

Fostering of good communication channels with core GIS users, both within and outside HDC, to facilitate information flow, data sharing and partnership working.

GIS Officer -Laura Malkin, Service Managers

Services are aware and have the ability to exchange data to assist in day to day processes.

Double handling and creation of data. Delays in reaching decisions. Targets not met.


Ongoing priority

1a.

Attend partner events to learn of future innovations

GIS Officer - Laura Malkin ICT Business Analyst - Nick Rorke

Attendance to main events of the year; ESRI UK Annual Conference, PSMA Annual Conference, PSMA Regional Meeting, PSMA County Meeting

Not kept up to date with innovations. May miss out on opportunities. Council does not move forward in its GIS provision.

GIS Officer time out of the office. Travel and accommodation expenses.

Ongoing priority

1b.

Develop better working relationships with partners to gain access to affective support


HDC’s GIS system running smoothly and effectively. Regular ‘catch-up’ meetings in place.

Risk to the councils relationship with partners leading in delayed support for issues.

GIS and Business Analyst Officer time and partner time.

Value: Respectful

Ongoing priority

1c.

Set up a North Yorkshire GI group


Diarised date for future meetings.

Missed opportunities. GIS Officer time out of the office.

Instigated Oct 2015 - organisation ongoing.

1d.

Look to informal partner and other local authorities for working ideas


Increased visits to and from neighbouring authorities.

Missed opportunities. GIS Officer time out of the office.

Value: Respectful

Ongoing priority

Task No



Council Plan Link

Cost Target Date

Strategic Priority 4 - Enhance the customer experience of spatial data

1

Enhancement of online mapping services in conjunction with the development of the new web site.


Successful implementation of all ArcGIS Online applications.

Missed oppertunities for communicating with staff and members of the public. Lack of efficiency saving.

Officer time and possible investment in training and resource.

Jul-16

1a.

Improve external web page maps and capabilities, giving greater access to information


Increase website hits on web maps.

Customer experience reduced and an increased reliance on customer service and back office staff.

GIS Officer time Value: Customer Focused

Ongoing priority

1b.

Give customers access to council geographic data - internal data catalogue search capability


Availability of a data catalogue.

Missed opportunities for staff to be using GIS in their work leading to increased man hours.



£1000 for one day of consultancy

Jul-16

1c.

Provide an Open Data portal giving the public access to the Council's GI data, making the council more transparent


Operational data portal being accessed from the councils website and being utilised by outside partners and public. Reduction in FOI requests.

Affects the councils reputation regarding transparency and openness. Increase in officer time dealing with queries and requests.

GIS and Business Analyst Officer time. Informal partner support.

Value: Open, Responsible and Customer Focused

Jun-16

21

Task No



Council Plan Link

Cost Target Date

Strategic Priority 6 - Provide an easy, efficient, essential and well used tool and handle spatial data in accordance with good practice.

1

Creating a programme of staff training at induction and throughout staff employment.


Increased staff awarenes with compatible skills to utilise the resource fully.


GIS Officer and HR Officer time

May-17

1a.

Create GIS introduction/training for new staff induction


GIS successfully embedded into induction training


GIS Officer and HR Officer time

Value: Fair and Respectful

May-17

1b.

Set up annual training programme for GIS software users


Staff competent and confident users of GIS.

Incorrect use of systems, production of data etc. leading to mis-information and increased officer time.



Sep-16

2

Create, an annually maintained matrix of software reliabilities, to allow us to accurately plan for system updates.


Programme in place for regular updates to the GIS. Updates implemented without delay.

Systems become out of date causing issues for maintenance support, resulting in costly support being unusable.

GIS and Business Analyst Officer time and partner support.

Ongoing priority

3

Gain ICT buy-in and dedicated support to allow for efficient support provision.

ICT Manager - Jenny Pan

Efficient and effective support of the GIS Officer. Reducing delays in GIS work.

ICT unable to support the GIS service resulting in delays in GIS results creating a lack of trust from other services.

Additional Business Analyst time and/or resource.

Ongoing priority

4

To apply the principles of the Spatial Data Capture Strategy (2010) to ensure spatial datasets can be relied upon as an accurate depiction of data.


All data at HDC being collected accurately ultimately making it reliable for decision making.

Time wasted collecting information which can not be used else where

GIS Officer and Services’ time


Ongoing priority

© Communications Unit HDC 2015

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Documents

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