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Enterprise GIS Planning and Framework Jennifer Reek GIS Coordinator City of Brookfield, WI

Enterprise GIS Planning and Framework

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Getting It Done with limited staff, time and budget. This slide show shares a process of developing a GIS plan and framework, shows tools to track and implement the plan, and shows examples of how the GIS plan is directly tied with City initiatives and budget.

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Page 1: Enterprise GIS Planning and Framework

Enterprise GIS Planning and FrameworkJennifer ReekGIS CoordinatorCity of Brookfield, WI

Page 2: Enterprise GIS Planning and Framework

Getting It Done with limited staff, time and budget Goal for this presentation is to:

Share my process of developing an Enterprise GIS Plan and Framework

Show tools to track and implement Show examples how the GIS Plan is

directly tied with City initiatives and budget

Page 3: Enterprise GIS Planning and Framework

Enterprise GIS An Enterprise GIS leverages the full

value of investment in GIS resources and yield cost savings. A new phase in GIS results in less redundant data and work, greater efficiency, faster delivery of services, more integrated approach to decision making, and improved communication between departments.

Page 4: Enterprise GIS Planning and Framework

ESRI White Paper, July 2003, Enterprise GIS for Municipal Government “An enterprise approach to GIS will provide a framework for

the departments of the municipal government to collect data, share information, collaborate, and conduct cross departmental analysis in order to become more efficient and informed about the population, resources, infrastructure, and the activities that are affecting them. The concept of enterprise GIS does not stop with just the geospatial information resources of any one municipality but extends vertically to other levels of government (federal, state, international) and horizontally to other municipal governments and private sector organizations in the same region. The better the information the municipality has about the public's diverse needs, the better it can manage and direct its own resources to provide value to its customers and be accountable to its citizens. In effect, the implementation of an enterprise GIS will provide the framework for the municipality to meet its diverse, yet critical, mission in a modern and integrated manner“.

Page 5: Enterprise GIS Planning and Framework

Start with GIS Business Needs Identify needs using Departmental Interviews

Department mission and goals Responsibilities Maps to support responsibilities – workflows Other tabular data used Use and frequency of Web mapping site How can the department be better served by

the GIS resources? Future Plans –

Department future projects within 2 – 5 years Potential GIS applications needed Potential integration of department

applications with GIS

Page 6: Enterprise GIS Planning and Framework

HighwayDivisionInterview

Highway Division Interviewed staff – Highway Superintendent, Assistant Superintendents, and Administrative Assistant The Highway Department business needs utilizing GIS and associated applications is to route trucks for snow and ice control, assist with storm drainage, maintain street lights, and maintain traffic signs and signals. GIS has an association with the asset management software (CarteGraph) to record the location of signs, signals and lights inventory and their assets information. Maps and data:

Signs, signals and lights inventories – data stewards Tax parcels Plat maps Street maps Paving 5 year plan Water improvement 5 year plan Aldermanic district map Topography Snow plow route maps Turf mowing map Storm sewer inventory maps

Other data:

CarteGraph sign and work director database Street light map from WE energies WISLER data – street sweeping and crack sealing information

Future Needs:

ArcGIS and ArcIMS training Build upon the current Highway ArcReader project Map requests and/or complaints for snow routes Mobile technology application for signs using replication from ESRI and

CarteGraph

Page 7: Enterprise GIS Planning and Framework

Organize Future GISTasks and Applications by Importance, Time-frame and Staff Involvement

Page 8: Enterprise GIS Planning and Framework

Now What?

10 Departmental Interviews 43 Identified Task and Applications Five Year Time-frame Staff is limited Budgets are limited “Get It Done”, but how?

Page 9: Enterprise GIS Planning and Framework

Support Current and Future GIS Tasks and Applications with a GIS Plan and Framework

Four Essential Components to Support Enterprise GIS Business Needs are A – Spatial Data B – Organization and Support C – Application and Tools D – Systems and Architecture

A

Spatial Data

C

Application and Tools

D

Systems and Architecture

B

Organization and Support

Enterprise GIS

Business Needs

Page 10: Enterprise GIS Planning and Framework

A – Spatial DataSpatial data is the key component to provide for GIS business needs and the foundation of GIS development. Data management is critical to maintaining that foundation over the years. GIS management and support keeps the system solid. The GIS program requires a long-term investment with proper staffing and management to ensure sustainability of the system.

Creation and maintenance of spatial data represents the most effort and challenges.

Spatial Data

Data Acquisition

Data Entry and Maintenance

Data Storage

Data And

Information Retrieval

GIS Foundation for Success

Page 11: Enterprise GIS Planning and Framework

Spatial Data Key Elements Spatial Data Goals Spatial Data Projects Strategies to Accomplish Goals and

Projects Spatial Data Gaps

Page 12: Enterprise GIS Planning and Framework

High Priority Data Projects – The Future Tasks and Applications table (See Appendix B) list several spatial data development tasks identified (shown in light blue) through the departmental interviews. Projects foreseen by staff are:

2035 Comprehensive Plan data Revised dispatch and reporting zone data for new fire station locations US Census 2010 data 2010 Redistricting data Redevelopment project information Incorporating the new Flood Insurance Rate Maps (FIRM) into existing data layers Transferring manhole inspection information to the sanitary sewer inventory Develop preplan GIS database for Fire response.

Strategies to Accomplish Goals and Projects

o Project management - Project managers should be knowledgeable in the technical GIS aspects, data dependencies, and relationships to other business systems.

o Deploying internally - Project duties must be integrated with the daily operations of project staff if the project is deployed internally.

o Outsourcing - Consider outsourcing projects to external experts because of the projects complexity and time requirements.

Spatial Data Gaps

o Staffing – The GIS Coordinators time is limited making it difficult to perform necessary support, training and documentation duties. The use of staff time assigned to GIS editing and maintenance is difficult because of the demand of daily operations and duties.

o Cost and time – Improved data accuracy is costly if external support is used and time consuming for the in-house experts to perform essential duties.

Training and support – The introduction of new technologies within the GIS software suite provides opportunities to develop essential tools to update and maintain spatial data; however using the new technology requires training and support. The GIS Coordinator receives training and gives support within time availability which is limited.

Page 13: Enterprise GIS Planning and Framework

Data MatrixSpatial Data is the Cornerstone to your GIS Program - Identify existing spatial data – Utilize a Data

Matrix as a Tool Data layers Owners Editors Key Business Processes by Department

Identify Gaps – missing, incomplete and inaccurate layers

The Matrix defines the importance of the layers within the overall business processes of your organization. By Department, include Business Areas, Systems, or Key Business Processes

Page 14: Enterprise GIS Planning and Framework

My GIS Data Matrix GIS Data Matrix

GIS Data Data Owner Editor Notes Administration Assessors City ClerkCommunity

Development

Foundation Data Layers

Cadastral - Tax Parcels Waukesha County Waukesha County Complete land information system

Cadastral - Platmaps City of Brookfield Engineering Technician Official City Map

Certified Survey Map Waukesha County Waukesha County

Civil Division City of Brookfield GIS Coordinator Associated annotation

Condos Waukesha County Waukesha County

Ortho-photography - aerial images City of Brookfield GIS Coordinator 2000, 2005 and 2007

Photos Waukesha County Assessors Links to photos

Planimetrics City of Brookfield GIS Coordinator Several data layers build dataset

Quarter-sections - PLSS Waukesha County Waukesha County

Sections - Public Land Survey System (PLSS) Waukesha County Waukesha County

Street - Road Rights-of-way City of Brookfield GIS Coordinator

Street Label (100) City of Brookfield GIS Coordinator Text

Street Label (1000) City of Brookfield GIS Coordinator Text

Street Label (200) City of Brookfield GIS Coordinator Text

Street Label (400) City of Brookfield GIS Coordinator Text

Streets City of Brookfield GIS Coordinator

Streets - Freeway City of Brookfield GIS Coordinator

Streets - Major Roads City of Brookfield GIS Coordinator Associated text

Streets - Private Street (pavement edge) City of Brookfield GIS Coordinator

Subdivisions Waukesha County Waukesha County

Surface Water City of Brookfield GIS Coordinator

Topography - 2' and 10' Contours Waukesha County Waukesha County Associated text

Intra-Department Data Layers

2000 Environmental Corridor SEWRPC SEWRPC

Aldermanic Districts City of Brookfield GIS Coordinator

Attractions City of Brookfield GIS Coordinator

Base Zoning City of Brookfield Planner

Bicycle and Walking Routes City of Brookfield GIS Coordinator

Churches City of Brookfield GIS Coordinator

City Service Locations City of Brookfield GIS Coordinator

Curb Stop City of Brookfield Engineering Technician

Easements City of Brookfield GIS Coordinator

Fire Station Locations City of Brookfield GIS Coordinator

Flood Hazard - SEWRPC SEWRPC SEWRPC

Flood Overlay City of Brookfield Planner

Garbage Routes City of Brookfield Engineering Technician

Greenway Trail System City of Brookfield GIS Coordinator

Land Use Overlay City of Brookfield Planner

Modified Suburban Overlay City of Brookfield Planner

Open Space Lands City of Brookfield City of Brookfield

Ordinances City of Brookfield Planner

Business Areas, Systems, or Key Business Processes

Page 15: Enterprise GIS Planning and Framework

B – Organization and Support Governance Communication Organization and Support Goals Organization and Support Projects Strategies to Accomplish Goals and

Projects Organization and Support Gaps

Page 16: Enterprise GIS Planning and Framework

Governanceand CommunicationGovernance – To ensure GIS development meets the needs of the City, the GIS program has been structured with guidance from an IT Steering Committee and GIS Steering Committee.

The IT Director addresses major GIS projects at the IT Steering Committee, represented by department heads. This committee reviews major projects through concept plans to address City technological needs and provides funding recommendations.

The GIS Coordinator leads the GIS Steering Committee that represents departmental interests. The members are at a department head or manager level which allows for communication and needs at a management level.

Communication – Communication between the GIS Coordinator and the organization happens at both the management level (up the organization) and technical level (down the organization). This provides for active communication which impacts every aspect of the management and support of the GIS program.

The governance committees provides the ability to communicate with City management concerning the benefits of the GIS investment ensuring budget support and long term implementation planning strategies. This is also a vehicle to report on the status and success of GIS. To communicate at the technical level, the GIS Coordinator meets with spatial data users through the GIS Users Group. This group meets to understand what GIS is, how it works, and what it can do for them.

Page 17: Enterprise GIS Planning and Framework

Roles and Responsibilities Resources and Expertise

City Business Needs Executive Leadership Defines Business IT Sub-committee Needs GIS Steering Committee Key Staff

GIS Management GIS Coordinator GIS Project Plans IT Director GIS Coordination GIS Steering Committee Policies, Standards, Procedures IT Steering Committee

Spatial Data GIS Coordinator Management Engineering Technicians Design Neighborhood Planner Documentation Highway CarteGraph User Maintenance Water CarteGraph User Metadata Fire Department Outside Data Sources External Agencies

Application and Tools GIS Coordinator Design External Consultants Development External Agencies System Integration Consultant Management

Systems and Architecture GIS Coordinator Core GIS Software IT Network Administrator Architecture IT Director Technology Standards System Integration

Support GIS Coordinator Services Engineering Technicians Project Design Neighborhood Planner Project Management GIS User Group Training

Non-Spatial Data Information Technology Management Assessor’s Office Design Fire Department Documentation Public Works Maintenance Accounting Other City Departments Outside Data Sources External Agencies

Identify the Roles and Responsibilities

Page 18: Enterprise GIS Planning and Framework

Organization and Support Goals o Continue support for strong leadership to guide GIS development. o Maintain a strong organizational approach to govern GIS. o Provide staff resources to support GIS users with user-friendly tools and applications to

consume GIS data. o Further build the GIS with a systematic approach to short and long term needs. o Build toward an enterprise GIS with sufficient staff resources.

Organization and Support Projects

Training – For a successful GIS program, it is essential for the GIS Coordinator and power users to receive training to keep up with the ever advancing software and technology. These advances provide more robust, user-friendly applications that allow casual users to consume the information with limited user training. Support – The following are three areas of support provided by staff to internal departments who consume GIS data. Services – The GIS Coordinator provides support services for all departments. These

services include assistance to users, map production, analysis, tabular summaries and applications.

Project Design – The GIS Coordinator and IT staff assist with the design of technology related projects.

Project Management – The GIS Coordinator provides project management support for GIS projects

Strategies to Accomplish Goals and Projects

o Recognize training – Departments with foundational and intra-departmental spatial data responsibilities need to recognize training as part of the cost of ownership. At times, depending on the in-house trainer work load and expertise, training classes are most effective and efficient taken off-site at an ESRI training center. Training costs need to be within departmental budgets and time constraints.

o Leadership and Communication – Continue building on leadership and communication skills to enhance the success of the GIS program. In order to sufficiently support services, project design and project management, the IT Director and GIS Coordinator need to take leadership roles and communicate with City staff to manage an integrated system. Project management tools will be used to assist with communication on projects.

o Align and add resources – Align resource planning with the GIS vision and its development. Add resources as needed at the technical and system administration level to lighten the load on the GIS Coordinator to assert adequate management of the GIS program. If required, add additional resources and expertise by outsourcing projects, but manage them from within the City. Resource planning should also be addressed on an annual basis depending on GIS management and development. The IT Director, along with the GIS Steering Committee, will assist in aligning resources.

Page 19: Enterprise GIS Planning and Framework

C – Applications and Tools Application and Tools Goals Application and Tools Projects Strategies to Accomplish Goals and

Projects Application and Tools Gaps

Page 20: Enterprise GIS Planning and Framework

Strategies to Accomplish Goals and Projects o Maintain the existing City’s intranet ArcIMS application mapping site using ESRI

ArcMap Server. o Maintain and expand the publication of maps to the ArcReader viewer using the ESRI

ArcPublisher application. This provides map projects the ability to view and retrieve GIS information through a viewer application. The ArcReader program extends GIS use in the field without a wireless connection.

o Develop ArcServer applications. ArcServer is the latest server-based ESRI technology used for developing end user applications and services for spatial data management, visualization, and spatial analysis. The applications are browser-based and integrate with other enterprise systems.

o Test servers will be used to address quality assurance and integration issues. o Maintenance – Retain annual software maintenance on ESRI and Autodesk software

licenses. Applications and Tools Gaps

o Training and Knowledge – Expert knowledge to develop the applications and training for the end-users is needed.

o Time – Lack of staff availability is an issue for development. o Feasibility – Potential hardware issues for mobility applications and additional cost if

outside experts are used.

Applications and Tools Goals o Integrate business systems to provide staff the ability to access operational data by

database query or a mapped feature through a user-friendly application. Daily operations include assessor, permitting, utility maintenance, zoning, service requests, planning, citizen complaints and billing information.

o Develop departmental GIS server applications to address specific staff needs. o Develop interactive web mapping applications for public information. o Extend GIS usage to mobile operations and data collection.

Page 21: Enterprise GIS Planning and Framework

D – System and ArchitectureSystem and Architecture Goals

o Plan updates in accordance with the hardware replacement cycle o Define requirements through an analysis of system upgrades and integration o Continue to test and evaluate upgrades and new technology o Provide system administration with continued training and research opportunities o Ensure successful integration with implementing best practices for performance tuning

and optimization System and Architecture Tools and Projects

o Update SQL Server – SQL Server requires an upgrade to version 2005 to keep current

with supported versions. SQL Server 2005 does not support dts package which provides communication services between databases. Currently the Assessor’s data is replicated nightly from AS400 to SQL Server with the dts package.

o Type of work stations for power users – Maintain the current work station replacement cycle. Review work station needs for power users in GIS and CAD to continue supporting the applications.

o Server replacement and operating system – Recommend maintaining the current server replacement and operating system cycle to assure GIS and CAD applications are compatible and process information efficiently.

System and Architecture Strategies

o Continue to monitor and upgrade the infrastructure to assure that it continues to meet current as well as future GIS needs.

o Maintain a secure computing environment to help ensure the integrity of the GIS data and associated systems.

o Maintain the current server and work station replacement cycle to ensure that GIS applications run efficiently.

o Continue to research emerging GIS trends and technologies and implement solutions that provide benefits to the City of Brookfield.

System and Architecture Gaps

o Feasibility – Identify infrastructure and GIS program gaps that could impact the ability to deliver GIS information. Develop solutions to resolve these gaps.

o Training – Continue providing training to the GIS staff and end users to ensure they can support and enhance GIS applications.

Page 22: Enterprise GIS Planning and Framework

Now Associate GIS to Your Organizations Budget through Principles and Initiatives

Principle: Community Value – Continue to provide exceptional services at reasonable costs, provide a competitive cost of living, and an attractive business environment Initiative #2 - Maintain Brookfield as a customer

service leader and work to manage or reduce costs through the use of appropriate technology.

Information Technology staff will be upgrading the city’s GIS and upgrade all City computer networking equipment to support department technology

Page 23: Enterprise GIS Planning and Framework

City Budget Initiatives and GIS Annual Budget Information Technology

section of the budget states – Upgrade current version of ESRI GIS to version

10. The upgrade provides numerous enhancements in the area of application development tools which will be used for developing robust GIS based applications (Community Value Initiative #2)

Staff will research and evaluate GIS technologies and land data resources, to create a methodology and process for providing marketing and promotional maps and images for economic development initiatives (Community Value Initiative #2)

Page 24: Enterprise GIS Planning and Framework

One more tool – Implement GIS or IT Concept Plans Require any GIS (IT) project over $10,000 or staff

intensive projects be documented with a project description and cost/benefit analysis by the requesting department.

Concept Plans are reviewed by key staff on the IT Steering Committee for support or denial

If supported, the project goes on through the budget process to the Finance Committee with that department budget

Note: This was successful in funding both ArcGIS Server Standard through a Water Utility Project to integrate Cartegraph with the GIS. No more locking Access Files , moved to SQL Server

Page 25: Enterprise GIS Planning and Framework

Summary Utilize tools to plan and implement your GIS

such as the data matrix, timelines for implementing major projects and use diagrams to visualize your resource needs

Insert your major GIS projects into your annual budget and associate them with your organizations goals

Any project over $10,000 or staff intensive, use Concept Plans to be reviewed by Staff prior to the budget process

Page 26: Enterprise GIS Planning and Framework

Questions Jennifer Reek, City of Brookfield GIS

Coordinator [email protected] 262-796-6709