1. Managing GIS
Longley Ch. 17

2. Information Sources
Tomlinson, Roger Thinking about GIS: GIS Planning for Managers ESRI Press, 2003
Zeiler, M. Modeling our World: The ESRI Guide to Geodatabase Design ESRI Press, 1999
Huxhold, William E. and Levinsohn, Allan G. Managing Geographic Information System Projects New York: Oxford, 1995
Harmon and Anderson The Design and implementation of Geographic Information Systems Wiley, 2003
Obermeyer, Nancy J. and Pinto, Jeffrey K. Managing Geographic Information Systems New York: The Guilford Press, 1994 (dated and very academic)
von Meyer, Nancy and R. Scott Oppman Enterprise GIS. URISA, 1999, 98 pp. (set of case studies)
Derek Reeve, GIS, Organizations and People London: Taylor & Francis, 2000 (UK case studies)

3. The problem
Graduate student wants to use spatial analysis on field data for health study
Small consulting company with massive collection of site plans wants to automate delivery of plans to developers to save money
Government of country wants to support 2010 census with automated mapping, analysis and Internet-based publishing/searching of new data

4. Which level of GIS? Project
Single department application (Departmental GIS)
Multi departmental application
Enterprise system (Enterprise GIS)
Multi Organizational endeavor (Community GIS)

5. Example: Enterprise
Debra Gondeck-Becker, Assoc. AIA Jordani Consulting Group
Implementing an Enterprise-Wide Space Management System - A Case Study at the University of Minnesota
1999 Study with Test Implementation

6. Conceptual Design

7. Software Selections

8. Building/Room level management

9. Power, facilities etc.

10. Level I: Project Organizational Environment
Expected result is a product, e.g a map or report
Project has an end date an finite project
No long-term support expected & no commitment to ongoing GIS
Little organizational impact
GIS Implementation Approach
One-time effort
Need best tool for the job
Consultant or contractor may do entire thing

11. Level II: Single Department
Organizational Environment
Small Organization or Single Department
Well-defined, existing business function to be supported
Ongoing support is required but no commitment to GIS
Little or no reorganization e.g. manual drafters shift to GIS workstation
Managed by departmental responsible for business activity
GIS Implementation Approach
PC or standalone workstation
maybe CAD focused
Little or no integration with attribute databases
Little sharing of information within or beyond department

12. Level III: Multi-Department
Organizational Environment
Mid-size to large organization, more than one department
More significant commitment of staff and budget to GIS
Ongoing support and update strategies
Some organizational implications (“Champion”)
Managed by cooperating departments
GIS Implementation
Multiple, networked PCs/workstations
Topological GIS
Object/Relational database
Some information sharing between departments

13. Level IV: Enterprise System
Organizational Environment
Usually medium to large organization, multiple departments
High level long-term commitment to GIS
Organization-level strategic planning, distributed implementation and maintenance
Incorporation of GIS as part of organizational infrastructure
Corporate management support and involvement is essential
GIS Implementation
Distributed client-server network(s)
Integration of multiple GIS, database, and related technologies
Multi-department data sharing, standards and metadata

14. Level V: Multi-Organizational
Organizational Environment
Public organizations or industry alliance (See Ch. 20 on Partnerships)
Multi-participant organizational structure for planning and policy
Distributed maintenance responsibilities across organizations
Long-term, high level commitments among participating organizations
Significant reorganization of functions across organizations
GIS Implementation
Distributed maintenance of shared elements
Data exchange facility and standards and metadata, Internet or other WAN
Data integration from multiple technologies

15. Management Responsibilities
Planning
Choice
Design
Strategy
Staffing
Standardize
Interoperability
Reuse
Document
Assume personnel loss and turnover
Write formal documents

16. Ten step GIS Planning Methodology Tomlinson, Thinking About GIS
Consider the strategic purpose
Plan for the planning
Conduct a technology seminar
Describe the information products
Define the system scope
Create a data design
Choose a logical model
Determine system requirements
Benefit-cost, migration and risk analysis
Make an implementation plan
Needs Assessment
Concept. Design
Physical Design
Implementation

17. Implementation Process!
Analysis of
Requirements
Specification of
Requirements
Evaluation of
Alternatives
Implementation
of System
1.Definition of
Objectives
2. User
Requirements
3. Preliminary
Design
4. Cost-Benefit
Analysis 5.
Pilot Study 6.
Final Design 8.
Shortlisting
9. Benchmark
Testing
10. Cost-
Effectiveness
Evaluation
11.
Implementation
Plan
12.
Contract
13. Acceptance
Testing
7. Request for
Proposal (RFP)
14.
Implementation
A Fourteen Step
Implementation Process!
(assumes external acquisition)
Source: Longley, et. al. p. 391

18. Gantt Chart

19. GIS Implementation issues
GIS Paradigm
Use of spatial location as integrating framework for information
Power of spatial analysis
Geographic Data Management Principles
Extend data management principles to include geography
Builds on standard IT practice
Technology
Select appropriate GIS-enabling technology and plan to evolve
Follow and exploit new technologies
Organizational Setting
Organizational setting a crucial ingredient to success/failure
Level and nature of enterprise

20. Pilot Projects
As a demonstration, to show potential users the possible utility of GIS
As an experiment to test a particular technical aspect of implementation
As a temporary operation or production environment to assess operational feasibility or to determine organizational impact
As a trail run to test adequacy of project planing and design
As a benchmark test to compare hardware, software, network configurations being considered

21. Resources for Developing a GIS
Developing a GIS involves investment in five areas: computer hardware, computer software, geographic data, procedures and trained staff.
Developing the geographic database (which includes some of the procedure and staff costs) can account for 60% to 80% of the GIS development cost.

22. Staffing Requirements for a GIS
Three areas where expertise is needed includes management of the GIS project (GIS project manager), GIS database skill (database administrator), and application development for database and users (GIS software analyst).
In the case that the three experts are hired, a full-time GIS manager is available on staff.
Alternatives to staff expansion are consultants and data conversion firms.

23. System development team
Seconded from
line business unit?
Seconded from
or hired by IT?
Full time!
Technical staff: IS & GIS programmers, database, computer operators,
cartographers, data entry
Support Staff: administrative, secretarial

24. System Development Team Medium or small sites
Business
Expertise

25. GIS Development Cycle
First decides what the GIS should do, second decide how the GIS will accomplish each task.
Needs
Assessment
Conceptual
Design
Database
Planning
and Design
Database
Construction
Available
Data Survey
GIS Use and
Database
Maintenance
GIS
System
Integration
Application
Development
Pilot /
Benchmark
Acquisition of
GIS HW and SW
HW and
SW Survey

26. Process Flow Needs assessment System conceptual design
Survey existing data
Select and implement hardware and software
Implement
Evaluate and improve

27. Needs Assessment
Data/map inventory is not always a wise approach (legacy approach)
Interviews, focus groups can capture the needs of a dept (managers, users, customers)
Compiling the results of the needs assessment
Master data list
Master function list
Budget constraints
Assess available systems
Create matrix
Score systems (yes, no or ratings)
Select system with highest score

28. Example: Paper walkthrough
GIS Application Description Form
(New York State Archives)
Application Identification
Description
Functions
Plateau or
Terrace
Entities Attributes
Lower
Slope
Rise

29. Conceptual Design Data needs identification from the needs assessment
Selection and creation of the data model (including metadata)
Workflow plan for entering data into the database
Updating and maintenance

30. Conceptual Design Shelf Lower Slope
Life Cycle of a GIS Database: Source Documents
Source Documents: Maps, Images, Air Photos, etc.
Data Objects Identified During Needs Assessment
Preparation of Data Model
Match Needed Data to Available Data and Sources
Survey and Evaluation of Available Data
Prepared Detailed Database Plan
Map and Tabular Data Conversion
Create Initial Metadata
Add Record Retention Schedules to Metadata
Database QA/QC Editing
Shelf
GIS Database
Continuing GIS
Database Maintenance
Lower
Slope
Database Backups
Archives
(courtesy of New York State Archives)

31. Describe Formal Design
Simple Entity - Relationship (E-R) Diagram
Entities represented as rectangles, relationship as diamonds and attributes as ellipses.
Building Located on Parcel
Resides Owned by
Occupant John Smith Owner Acme Corp.
Shelf
Upper
Slope
Plateau or
Terrace
Lower
Slope
Deep
Ocean
Rise

32. Need for Metadata Information about data
describe the characteristics of the data (entity and attributes)
provide information on accuracy and source
Functions of metadata
a basic data description of a data set
information for data transfer/sharing
information for entries into clearinghouses to catalog availability

33. FGDC Metadata standard

34. Example FGDC Reference Section

35. Survey of Available Data
Inventory maps, tables, digital or analog
Consider all useful (air photos, remote sensing, DEMs, vector maps, CAD files, scanned images, survey data, field data, statistical data
Document availability: Source, costs, redistribution rights, licenses, etc.
Document accuracy, precision, date, consistency
Identify, acquire, reformat, transform
Ingest

36. GIS Hardware and Software Selection
Status of the current hardware and software market
What are other people (consulting firms, universities, governments) using?
Note hardware and software combinations
Local data formats and data conversion capabilities

37. Survey of GIS Hardware and Software
Select Software first
Evaluate software functionality and performance
Conduct tests and benchmarks
Test systems integration: Use real data
Select hardware to suit software, plan on 2-3 year HW cycle other than special devices
Memory and disk are cheap
Make choice and purchase
Consider licensing, maintenance, training etc.

38. Large Scale: Hardware and Software Procurement
Identify an Evaluation Team
Research purchasing rules & processes
Obtain samples of RFPs
Define evaluation criteria & include in RFP
Prepare Request for Proposal (RFP)
Distribute RFP to potential vendors
Hold Bidders Meeting
Evaluate Proposals
Select Winner and Write Contract

39. GIS Development Guides State of New York, Local Government Technology Services (1997)
Needs
Assessment
Conceptual
Design
Available
Data Survey
H/W & S/W
Survey
Pilot/
Benchmark
Database
Planning
and Design
Construction
Acquisition of
GIS Hardware
and Software
GIS System
Integration
Application
Development
GIS Use and
Maintenance 1 2 5 6 3 9 9 11 7 8 4

40. Issues During Implementation Campbell, (1992)
Technological, associated with system compatibility
Data-related, associated with lack of consistency between data sets
Organizational, associated with data ownership and control
Institutional, associated with how to use data in the policy-making process
Time

41. Institutional Factors Campbell, 1992
Organizations, and units in them, jealously guard their scope of activity and treat with suspicion proposals that may change this
Applications that give cost savings are more readily accepted than decision-making applications
Local communities very suspicious of developments that suggest centralization of information and therefore power
GIS techies often uncomfortable with social and political aspects of system implementation and utilization, thus need to involve politically-adept users/line managers/policy makers

42. …and the process is endless source: Longley, et. al. p. 390
Business Planning
Operation and
Maintenance
System Design
and Acquisition
System Implementation