Consulting | Program Management | System Integration | Application Development Enterprise GIS Implementation in Utilities – Management Challenges Presented by Raghu Ganeshan Avineon India Map World Forum 2011 – January 19,

Consulting | Program Management | System Integration | Application Development EGIS - Management Expectations Better service to customers – Ability to locate/inform impacted customers – Improvement in trouble call resolution through network analysis – Etc… Improve efficiency of operations – Ability to get accurate network asset information – Avoid duplication of effort – Informed decision making – Etc… Reduce costs – Better network planning/design – Reduce manpower through automation – Contribute to reducing T&D losses – Etc.. Overall improved reputation & safety of operations 2

Consulting | Program Management | System Integration | Application Development GIS – Users Type A (Skeptical): – Another tool to deal with – Not going to solve any problems – More burden on me Type B (Over expectation): – Can I do everything what I am doing today in GIS and only in GIS – Can I get all information out of GIS and only from GIS Type C (open-minded, wanting to learn) – Want to learn how GIS works – Willing to take responsibility – Has domain knowledge 3

Consulting | Program Management | System Integration | Application Development Ideal Scenario System Planning Environmental Analysis Engineering Design Facilities Management Accounting Customer Information Permits IntegratedEnterpriseGIS Construction Outage Management Distribution Control / SCADA 4

Consulting | Program Management | System Integration | Application Development Typical progress towards EGIS Vision GIS – Mapping – Decentralized databases – Some data still in paper – No Workflow automation – Moderate Quality Data Enterprise GIS – Centralized & Comprehensive Database – Some workflow automation – High Quality Data – Productivity Improvements Integrated Enterprise GIS – Engineering Design using GIS – All operations using GIS – Interface with other enterprise systems Automated Mapping 1% - 2% of Employees 60% - 70% of Employees Facilities Management Engineering Design Outage Management Asset Management “Taking a comprehensive approach is important for success…..” 5

Consulting | Program Management | System Integration | Application Development Typical Challenges - Data Identifying data needs for all stake holders – Every piece of data is important, but the trick is in identifying data that adds value to business and retiring or not spending on data that does not add much value User A: If I find diameter/material of the cable it would be sufficient. User B: I need to know resistance/reactance/voltage drop… for the cable in GIS. Otherwise I will not use GIS Positional accuracy requirement – Centimeter level accuracies – is it required, is it practical, what’s the cost, what’s the return ? User A: If I know which side of the street is the cable I am happy User B: I would like to know how many millimeters away and at what depth is the cable. Otherwise I will not use GIS 6

Consulting | Program Management | System Integration | Application Development Typical Challenges - Data Defining ownership for data maintenance. – GIS data gets outdated very quickly User A: GIS data is out of date. I could not find cable that was installed this morning. I can’t rely on GIS anymore Data owner A: Contractor did not submit Asbuilt, so I can’t update GIS. Data owner B: I don’t have resources to update GIS Creating data sharing culture across departments – People like to hold onto their information or do everything themselves Planning: I have asked for GIS data and could not get it. So I will maintain my own network data for planning Design: I could not get latest land base from Land department, I have asked contractor to submit one copy for my use 7

Consulting | Program Management | System Integration | Application Development Recommendations - Data Identifying and limiting the data required by all stake holders. Keeping GIS database simple but effective. Setup positional accuracy expectations clearly up front. Do not overdo, also do not underdo positional accuracy. Relative accuracy also matters. Avoid redundant data maintenance/ data management by user departments. Centralized or distributed GIS data maintenance can be adopted as per organization’s skill sets. Both options have advantages and disadvantages. Defining data ownership and data update process is the key for the long term success of your Enterprise GIS. Data acceptance/Quality procedures for internal users and suppliers data. 8

Consulting | Program Management | System Integration | Application Development Typical Challenges - Technology Getting buy-in from users who are used to the existing systems / tools / technology – User A: I expect GIS to work similar to my current CAD system: Drafting, Printing… – User B: I need all tools that I use currently in the GIS also. Otherwise GIS will not be useful to me Choosing the right technology – Leveraging on investments already made – retain or dump ? – A technology that can provide required tools and information to all stake holders(Planners, Designers, Maintenance..) – Managing constant upgrades – Integration challenges 9

Consulting | Program Management | System Integration | Application Development Typical Challenges - Technology User perception challenges: – Complex and difficult to use. – Needs lot of training and makes some users feel inferior. – Without productivity tools the user will still complain. Prefer to do things the old way. 10

Consulting | Program Management | System Integration | Application Development Technology - Recommendations Choosing right technology partner/consultant who has: – Domain knowledge and GIS expertise – Successful Implementations – References Providing focused training & user friendly productivity tools is key for users buy-in to the technology Good database design catering to all users needs – User groups participation/approvals upfront Defining cohesive data sharing tools/methods Hire or develop in-house resources to manage technology 11

Consulting | Program Management | System Integration | Application Development Typical Challenges - Process Enforcing data submission processes on vendors/contractors – Timely submission of As-builts – Defining and getting required attribute data Making users use GIS where applicable to perform their day to day operations – Planning to Design to Construction – all use GIS – NOC processes – Data maintenance Retiring/Integrating the legacy systems and processes 12

Consulting | Program Management | System Integration | Application Development Process Management- Recommendation Forming change management team (GIS Committee) comprising of heads of user groups to drive the implementation/ maintenance of EGIS. Clear communication to users, what they can expect out of GIS Making users to participate at various stages of implementation Deciding/Defining processes to be integrated with GIS along with realistic time lines Legacy systems retirement Business process automation 13

Consulting | Program Management | System Integration | Application Development Critical Business Decisions Summary Data – Providing spatial/aspatial data required by all stake holders – Ownership – Distributed Maintenance – Data update Software Selection – Best of the Breed – Integrated Scalable Solutions – Configuration Vs. Customization – Productivity tools Process & Systems Integration Methodology – Defining vendor data submission processes – Identifying and retiring legacy systems/process – Work Flow Based Automation – BPM Based Automation Corporate IT Strategy Vs. GIS Strategy Actionable Strategy: Quick Wins, Mid term goals, Long term goals 14

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