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Standard Data Management Project USDA-Forest Service Geospatial 09, April 28th, 2009 Jim Keys, WO-EMC, Pete Kilbourne Manti-La Sal NF, Aaron Burk, Wayne.

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Presentation on theme: "Standard Data Management Project USDA-Forest Service Geospatial 09, April 28th, 2009 Jim Keys, WO-EMC, Pete Kilbourne Manti-La Sal NF, Aaron Burk, Wayne."— Presentation transcript:

1 Standard Data Management Project USDA-Forest Service Geospatial 09, April 28th, 2009 Jim Keys, WO-EMC, Pete Kilbourne Manti-La Sal NF, Aaron Burk, Wayne NF

2 Topics Overview of the Standard Data Management Project – Jim Keys Demo of project tools being pilot tested – Aaron Burk Audience discussion/interaction on some issues related to work flows coming out of the interview process – Pete Kilbourne

3 Standard Data Management Project Overview Jim Keys, WO-EMC/Resource Information Group SDM Project Business Lead and Current Project Manager

4 Project History Chartered as 2006 IT effort Business Lead and Project Manager: Jim Keys Co-Sponsorship –Director of EMC – Greg Smith (Acting) –CIO - Vaughn Stokes Core team with proposed additions across deputy area programs

5 Overall project scope Develop implementation policy and guidance to implement policies in FSM 1940 Inventory, Monitoring, and Assessment Activities and provide the field with relevant tools.

6 Agency Business Objectives The objectives for managing inventory, monitoring, and assessment activities are: Provide the information necessary for achieving the agencys mission, goals, objectives, and business needs that fulfill information quality guidelines for objectivity, utility, and integrity; Support an adaptive land management process that includes social, economic, and ecological evaluations; and Obtain order, consistency, and efficiency across the agency.

7 SDM Project Focus The SDM Project focuses on the following three policies for resource inventory, monitoring and assessment activities: –Be coordinated through a national integrated program planning process that addresses information needs related to all agency business requirements; –Use a standards-based approach and framework for information management and related business operations; and –Foster and realize opportunities for collaboration, cooperation, and coordination across Forest Service deputy area programs and with agency partners, including the public; local, state, and other federal agencies; and non-governmental organizations.

8 A work in progress Published FSM 1940 for resource inventories, monitoring and assessment (IM&A) activities. Completed a line of business study (LOB) – highlighted specific areas where the prioritization, efficiency, and effectiveness of IM&A tasks might be improved through better technology, standards, and business practices Currently involved in a process called solution design where we are interviewing stakeholders across the agency for further study those capability areas identified in the line of business study

9 LOB Capability Areas Inventory, monitoring and assessment cataloging and tracking; Task cost estimation tools; Standard data access/integration methods; Assessment tools to help ensure alignment of plans with information and inventory, monitoring, and assessment tasks; National inventory and monitoring guidance; Information quality standards; and Processes that enable creation of inventory, monitoring, and assessment metrics, targets, and appraisals.

10 What we are doing Address each of the seven IM&A Line of Business capability areas with focus on significant aspects and opportunities to improve work flow (processes). Examine the degree to which current agency business can be served by tools that replace the capabilities of four previous tools: Protocol Database, Standard Data Evaluation Tool (SDET), Inventory and Monitoring Program Planning (IMPP), and the Resource Mapping Evaluation Tool (RMET). Integrate existing and new processes and systems to minimize duplication of effort and broaden collaboration and ownership across staff and deputy areas.

11 What we are doing Provide guidance and tools that facilitate efficient flow of work. The primary activities within this workflow include identifying information needs, choosing or developing standards applied to information, acquiring information (e.g. work planning and budgeting), managing information, evaluating information, and monitoring how well information meets agency business needs. Author inventory, monitoring, and assessment directives (handbook and guidance) that apply to all administrative levels and have the support of all deputy areas.

12 Operating Principles Use a phased approach to: (1) identify requirements, (2) propose and pilot test solutions, (3) evaluate impact to the field, (4) obtain approval to proceed with each deliverable, and (5) complete approved implementation plans.

13 Emphasize integration and communication of agency business needs and requirements over new IT development. Operating Principles

14 Emphasize integration and communication of agency business needs and requirements over new IT development. Operating Principles (If you didnt get it)

15 Project Deliverables Recommendations for guidance to implement agency resource information policy; Analysis of requirements for tools and processes to improve effectiveness and efficiency of resource information to support the work of the Forest Service; Pilot tests of tools, documented user feedback and recommendations for refinements; and Completed guidance and tools with implementation plans as approved by executive sponsors.

16 Project Schedule Numerous decision points for Executive Sponsors FOR MORE INFO... Project management plan documents available on FS Teamroom (Jim Keys - Project Manager at or

17 Project Outcomes

18 Demo: Current SDM Project Tools Aaron Burk - SDM Project Core Team Wayne National Forest –Resource Information Manager

19 Current SDM Project Tools Pilot Testing –Data QE (Quality Evaluation) –IQT (Information Quality Tool)

20 DataQE (Quality Evaluation) DataQE Background –GIS data quality evaluation tool for ArcMap –Provides users with simple interface for defining and managing rule set data. –Provides GIS professionals with quick & easy way to perform customizable QA checks on attribute tables Coverage, Shapefile, Geodatabase layers

21 Information Quality Tool Information Quality Tool (IQT) Background –is an application that generates an evaluation of the data quality of certain aspects of standard GIS layers –Evaluation results will generate performance measure statistics to the Performance Accountability System (PAS) Makes upward reporting more transparent, less burdensome

22 IQT Data QE Demo Check Data Dictionary compliance Create Rule sets for local data, in the future. Run your own IQT report

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25 Data QE Rule Sets

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29 IQT Report Tool

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32 Exploring Workflows for Inventory, Monitoring, and Assessment Activities During the SDM Project Solution Definition Process Geospatial 09 Snowbird, UT April 2009 Pete Kilbourne, Resource Information Mgr. Manti-La Sal NF

33 Purpose of this presentation SDM team is looking at workflows for inventory, monitoring and assessment activities. –to help identify requirements for the 7 Capability Areas from LOB Study –Subsequently conducting interviews To identify requirements at different organizational levels throughout the FS And will be asking for your input on issues surrounding workflows and LOB requirements –Better job of developing user requirements.

34 HELP!!! WE NEED YOUR INPUT INTO THE REQUIREMENTS FOR STANDARD DATA MANAGEMENT YOU CAN GIVE US INPUT BY: –Participating in the interview process –Becoming part of a user group for standard data management –Piloting processes and tools –Reviewing and commenting on FSH direction and guidance

35 Topics What is a workflow for inventory, monitoring and assessment activities? –Why are we looking at workflows? –How will they be used? Introduce a workflow at the field level for basic inventory data –highlight some issues we might encounter that require (field) feedback relating to that workflow. –Help us identify the requirements related to the 7 capability areas (LOB Study) Get your ideas about other workflows that are important to your business.

36 What do we mean by workflow for an activity? A workflow describes a sequence of logical steps needed to accomplish some activity. More specifically it includes: –Tasks –procedural steps –organization or people involved –inputs and outputs Workflows can be described for field, region and national activities.

37 WHY and How we use Workflows Why –To explain capability areas in a way that is familiar to you Models the way we work. –And grounds requirements for capability areas to the way we work in the real world. How –Build requirements around workflows that model important aspects of our work.

38 Possible workflow(s) we might encounter Planning, preparing and scheduling an inventory –Data collection or acquiring the data –Selection and use of Protocols (data standards and methods) –Quality assurance and control –Publication of data Project analysis and classifications Monitoring (guides, plans, schedules, procedures, reporting) Developing protocols Linking the costs of basic inventory with funding, accomplishment, and performance accountability reporting systems

39 The purpose and scope will guide a specific workflow and resulting products If the purpose is to collect or acquire data for a specific business need? –the product is data to meet that business need If the purpose is to integrate existing data sets, budget, and performance and accountability systems? – the product or output may be a set of integrated processes, and applications or tools

40 Explore as an example work flow for Basic Field Level Inventory Example, Issues, Discussion, Feedback

41 Review of SDM Topics As we go, look for the underlined SDM topics in workflow Inventory, monitoring and assessment cataloging and tracking; Task cost estimation tools; Standard data access/integration methods; Assessment tools to help ensure alignment of plans with IM&A tasks; National inventory and monitoring guidance; Information quality standards; and Processes that enable creation of IM&A metrics, targets, and appraisals.

42 Example workflow Base inventory (transportation, wildlife, recreation, vegetation, etc. PLAN BASE INVENTORY What, why, how, when, where Revise Identify continuing needs Whats left to do What processes should be changed Create, publish, document and maintain base Use and check (useful, effective, and efficient) Plan Do Check Update/Revise Cycle back through the example workflow Focus issues

43 ISSUES Information Needs of Assessments Measuring status, progress with focus on spatial completeness Linking Data needs to the budget

44 PLAN BASE INVENTORY Data Requirements (Protocols & Data Stds. Data Status & Evaluation Extent and Quality Identify Data GAPS Extent and quality List of feasible data Projects (budget and personnel) Enter into out-year budget Process (may just be total costs by BLI like NFIM Annual budget Process Select and fund Projects Enter into Annual Workplan Refined costs and methods of acquisition Pick performance measures INV-DAT_ACQ set targets acres Starting with Needs Identify Information Needs Catalog and tracking Alignment with Plans Information quality

45 INA For Data Needs – Base Inventory This example is limited to –Data needs for developing a base of GIS and related inventory data Primary assumption - build once, use many With that in mind, the questions are –Which data to meet business needs? –What data requirements?

46 INA – INFORMATION NEEDS ASSESSMENT Depth and detail of INA –Depends on where we are in the game Early days, starting from scratch –Analyzed business functions (planning, project implementation and NEPA) –Identified resource questions that support those functions. –Still doing some of this Change management

47 The agency decided what data a while ago in one form or another –Reflected in DD and Nat. App. data structures Subject to change management –Can step back to what is the resource question and data requirements Subject to unique regional or local data needs Ex. wetlands

48 Seems like we are mostly picking our data needs from a list? –Not every forest is going to need everything in the Data Dictionary and Nat. Applications. –Nor can they afford it –Must prioritize considering available funds most important resource issues

49 Not every forest has a range program

50 Purpose of INA in Base Inventory Workflow – At this Stage Identify data needs on a particular unit leading toward –identification of data gaps that need to be filled –Prioritization applicability to the unit Management priorities Cost and Available funds –Funding –Accomplishment

51 Discussion Thoughts, comments? What do you do? –Detailed INA process –Or simply pick DD layers ? What are your requirements for an INA? Would any INA tools be helpful?

52 Measuring status, progress with focus on spatial completeness

53 Identify Information Needs PLAN BASE INVENTORY Data Requirements (Protocols & Data Stds. List of feasible data Projects (budget and personnel) Enter into out-year budget Process (may just be total costs by BLI like NFIM Annual budget Process Select and fund Projects Enter into Annual Workplan Refined costs and methods of acquisition Pick performance measures INV-DAT_ACQ set targets acres Data status, Evaluation, and Gaps Data Status & Evaluation Extent and Quality Catalog and tracking Information quality Identify Data GAPS Extent and quality Catalog and tracking Information quality metrics

54 Data status, Evaluation, and Gaps Concepts (some unofficial terms) Status - How do we know how much data we have? Completeness - How do we know when we have the data we need? –at the quality we need –At the geographic extent we need. Data Gaps- How do we know what to do next? –What data we need develop next? –what data needs to be fixed or updated? Progress – How do we measure how far along we are? –Meeting our goals

55 Data status Two components of status –Quality? Has it been collected to the needed currency,accuracy, precision? Is it consistent with FS standards –Data QE and IQT Does it meet protocol requirements? –Completeness? Does the data cover the area where we need data? –Geographic extent Does it contain the attributes and values needed?

56 Data Gaps, Progress, Spatial Completeness How do we calculate it? Do we care? How do we establish the total area where we need data? How do we measure the data we have? How do we identify the data gaps? What units of measure should we use? Acres, number of features, miles? Total Area where we need data Data Gap (area where data needs to be acquired) -= Current area inventoried Total Area where we need data = PROGRESS as a percentage ISSUES

57 Status Graphic Approach No mapping – needed by priority In ProgressCompleted

58 How do we measure completeness for point data? Example - Features do not cover entire inventory area. Inventory not complete What is the numerator? SITES (points) – what we found? number of sites (487)? or area represented by sites Acre conversion (487x 5 acres = 2435 acres) Or AREA INVENTORIED SO FAR where we looked (pink area)? 42,337 acres What is the denominator? SITES we should find? Unknown upfront number of sites? Or area represented by sites Or AREA WHERE WE NEED DATA (beige) Can establish this up-front 122,878 acres Current inventory Total inventory needed = PROGRESS as a percentage (X 100)

59 Discussion Thoughts, comments? How do you measure progress? Do you plan to inventory an area, distance or a certain number of features? What are your requirements for measuring status and progress? Would tools assist in measuring status and progress be needed?

60 Linking Data needs to the budget How do we make the information needs known on the budget side?

61 Identify Information Needs PLAN BASE INVENTORY Data Requirements (Protocols & Data Stds. Data Status & Evaluation Extent and Quality Identify Data GAPS Extent and quality List of feasible data Projects (budget and personnel) Enter into out-year budget Process (may just be total costs by BLI like NFIM cost estimation Metrics, targets Alignment with plans Annual budget Process Select and approve Projects cost estimation Metrics Alignment with plans Enter into Annual Workplan Refined costs and methods of acquisition Pick performance measures INV-DAT-ACQ set targets acres cost estimation Metrics, targets

62 Out- Year budget Example Performance Measure INV-DAT-ACQ - Inventory Data Acquired Very general numbers –Summary for all inventories planned – total acres and $ –Often not tied to specific data needs –Often based on what we did in previous years Will this lead to the appropriate level of funding? Could the SDM project help make a better connection between needs and budget? Total acres

63 Annual Work-plan Target and accomplishment (same area of inventory vrs area of features problem) Establishes funding annual funding of IM&A projects If individual work-plans done for specific inventories, –Can be tied directly to meeting specific data needs Manual process If single work-plans done for all inventories –No identifiable tie to specific data needs. Potential area of integration for the SDM project to link needs to budget?

64 Discussion Thoughts, comments? How do you calculate out-year acres of inventory and $? –Area to be inventoried or area of features you might find? –Do you consider specific inventory needs to make out year estimates? Do you make individual and general workplans? –Advantages? –Disadvantages? What are your requirements for linking information needs to budget? Would tools help ? –to feed or at least inform the budget about specific data needs?

65 WorkflowsWorkflows PLAN Revise Identify continuing needs Whats left to do What processes should be changed Create, publish, document and maintain Use and check (useful, effective, and efficient) Plan Do Check Update/Revise Information quality data access/integration Metrics, targets Catalog and track Alignment with Plans Catalog and tracking Information quality cost estimation Metrics, targets Information quality alignment of plans with IM&A tasks metrics, targets, and appraisals Information quality alignment of plans with IM&A tasks Catalog and track Requirements for capability areas Issues (INA, completeness,budget) Closeout - Review

66 HELP!!! WE NEED YOUR INPUT INTO THE REQUIREMENTS FOR STANDARD DATA MANAGEMENT YOU CAN GIVE US INPUT BY: –Participating in the interview process –Becoming part of a user group for standard data management –Piloting processes and tools –Reviewing and commenting on FSH direction and guidance –Identifying workflows that are important for your business. Questions or comments Get with Aaron, Jim, or Pete afterward

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