Oregon GIS Utility Project Kick-off Presentation Oregon Geospatial Enterprise Office Requirements Analysis and Business Case for the Oregon GIS Utility PlanGraphics, Inc. January 21, 2004 Project Kick-off Meeting Presentation

Oregon GIS Utility Project Kick-off Presentation Oregon Geospatial Enterprise Office Purpose of Meeting a)Introduce project consultants and the Oregon project management team b) Build full understanding of project goals, approach, and roles c) Get initial ideas for GIS Utility business case and design

Oregon GIS Utility Project Kick-off Presentation Oregon Geospatial Enterprise Office Presentation Agenda Introductions Project Mission and Goals Project Scope, Deliverables, Schedule Project Personnel and Roles Current Project Status Summary/Discussion of GIS Utility Survey Discussion-GIS Utility Business Case and Design Closing

Oregon GIS Utility Project Kick-off Presentation Oregon Geospatial Enterprise Office Need for a GIS Utility Most agencies need more data than they can afford. Agencies often need data outside their jurisdictions or operational areas. Data collected by different organizations are often incompatible. Information needed to solve cross-jurisdictional problems is often unavailable. Oregon spends at least $160 million dollars each year creating and using geographic data, yet:

Oregon GIS Utility Project Kick-off Presentation Oregon Geospatial Enterprise Office Sheldon Ridge Fire Tuesday, July 23, 2002

Oregon GIS Utility Project Kick-off Presentation Oregon Geospatial Enterprise Office

Oregon GIS Utility Project Kick-off Presentation Oregon Geospatial Enterprise Office

Oregon GIS Utility Project Kick-off Presentation Oregon Geospatial Enterprise Office July 25 July 26 July 27 July 28 KETCHUM RD UPPER MILL CREEK RD CHENOWITH CREEK RD BROWNS CREEK RD CHERRY HEIGHTS RD WELLS RD GODBERSON RD VENSEL RD SANDLIN RD MILL CREEK RD MOSIER CR RD July 23 July 24 July 29 Sheldon Fire Progression CUMULATIVE ACRES July acres July acres July 25 5,906 acres July 26 9,006 acres July 27 12,112 acres July 28 12,464 acres July 29 12,657 acres Sheldon Ridge Fire Progression July 23 - July 31, 2002 Wasco County/ODF GIS July 31, hrs 1:24,000

Oregon GIS Utility Project Kick-off Presentation Oregon Geospatial Enterprise Office Underlying Assumptions No new money –$30M State funds over 6 years –$170M leveraged from Feds, locals, private –State spends $160M/yr now on geospatial data collection, management, use GIS Utility is a partnership whereby business plans for all government agencies in Oregon are aligned for mutual benefit

Oregon GIS Utility Project Kick-off Presentation Oregon Geospatial Enterprise Office Project Mission and Goals This requirements and business case project will establish the long-term technical and institutional foundation for Oregon's statewide GIS Utility.

Oregon GIS Utility Project Kick-off Presentation Oregon Geospatial Enterprise Office Project Mission and Goals The main project goals include: Comprehensive assessment of GIS technology and data use and needs of the public and private user community in Oregon Preparation of business case and accompanying organizational and financial support for GIS Utility development and operation Completion of a conceptual design defining the technical and organizational structure for the GIS Utility Preparation of a practical implementation plan to guide GIS Utility development and deployment Outreach to the GIS community in Oregon and on-going understanding of, participation in, and support for the GIS Utility.

Oregon GIS Utility Project Kick-off Presentation Oregon Geospatial Enterprise Office What is the Oregon GIS Utility? System and program to support consistent, efficient statewide geographic information sharing, maintenance, and GIS services supporting the business needs of the government and non- governmental community in Oregon. The GIS Utility includes: a) Robust computing infrastructure and network for statewide access b) Up-to-date, multi-theme geographic data, c) GIS applications enabling access and use of the geographic database, and d) An organizational structure supporting statewide coordination and long-term enhancement of GIS resources.

Oregon GIS Utility Project Kick-off Presentation Oregon Geospatial Enterprise Office GIS Utility Principles The GIS Utility is based on several important principles: Participation by a wide community of users-the "extended enterprise" (state, federal, tribal and local governments; regional agencies; private business; academia; not-for-profit sector, general public) Service-Oriented Requires investment with expectation of long-term benefits Stable infrastructure with commitment to ongoing operations and maintenance Sustainable-financially, politically, operationally.

Oregon GIS Utility Project Kick-off Presentation Oregon Geospatial Enterprise Office GIS Utility Development and Operation Phases (as now envisioned in draft business case)  Phase 1 (current Phase): Project Initiation  Phase 2: High Priority Data Development  Phase 3: Final Data Development and Pilot/Prototype  Phase 4: Move From Project to Program Mode ( operational system )

Oregon GIS Utility Project Kick-off Presentation Oregon Geospatial Enterprise Office Main Project Tasks

Project Deliverables

Oregon GIS Utility Project Kick-off Presentation Oregon Geospatial Enterprise Office Project Consultant Team PlanGraphics, Inc: Project Management, Coordination,Team leader for all Task, and subject matter experts for inventory, assessment, conceptual design, business case development and planning Booz Allen Hamilton: Provide expertise and staff resource for Benefit Cost Analysis and Business Case preparations Oregon State University-Geosciences Program: Provide staff to assist in inventory survey including follow-up to ensure Subject Matter Experts-Sanborn Map Company, Space Imaging, and others as needed: Provide expertise and input on specific project areas including data collection and maintenance techniques, database development costs

Oregon GIS Utility Project Kick-off Presentation Oregon Geospatial Enterprise Office Main Project Consultants Peter Croswell, PlanGraphics, Project Manager Annie Metcalf, PlanGraphics, Asst PM Ed Arabas, PlanGraphics Associate, On-site support Andrew Mitchell, Booz Allen Hamilton Hugh Archer, PlanGraphics

Oregon GIS Utility Project Kick-off Presentation Oregon Geospatial Enterprise Office Oregon Project Team and Roles Cy Smith – Project Manager Additional Sector – County, Regional, Utility, Tribal, Private User, Non-Profit Steering Committee Members Bob Bailey – State Duane Dippon – Federal Jimmy Kagan – Academic Ilima Kennedy – City Andy Sloop – Private (Provider)

Oregon GIS Utility Project Kick-off Presentation Oregon Geospatial Enterprise Office Project Management Manual **see handout and project Web site

Project Web Site

Oregon GIS Utility Project Kick-off Presentation Oregon Geospatial Enterprise Office Project Management Tools and Procedures MicroSoft Project file (with custom views/reports) Project management manual Regular monitoring and formal status reports Project Management Web Site Internal Quality Control (technical peer review and document proof) Project meetings and local project support Use of all available communication modes ( , Web collaboration session, phone)

Oregon GIS Utility Project Kick-off Presentation Oregon Geospatial Enterprise Office Project Status (as of 1/20/2005) Contract signed Project work plan and management procedures pinned down GIS Utility Survey complete and Hazards Survey Tool under review and ready to launch week of 1/24/05 Edited version of contact database Creation of Steering Committee and most sector filled Overall Benefit-Cost approach defined Some progress on Legislative Document Initial draft of non-Public organization survey tool

Oregon GIS Utility Project Kick-off Presentation Oregon Geospatial Enterprise Office Task Series 2 and 3: Inventory and Assessment—Technology Infrastructure and Data Holdings Purpose : Gather information and compile results on geospatial technology infrastructure, data, and use from the statewide user community Survey broad user community in Oregon (state, federal regional, tribal, local government) Collect information on technology use, data holdings, applications, resources, funding sources, collaborative agreements Web-based tool as primary format-direct data entry with database population with supplemental survey formats as needed Tight monitoring, support, and follow-up with respondents Provide information to support business case and conceptual design

GIS Utility Survey * Web-based form hosted at PGI Login and password Access Database back-end Geared to public agencies Coordinated with Hazards Survey* Separate form in development for non-public organizations Launch by January 24

Oregon GIS Utility Project Kick-off Presentation Oregon Geospatial Enterprise Office GIS Utility Survey Roll-Out and Execution Launch by January 24 with to Respondents Initial telephone calls to all respondents (by 4/4) Interactive Web instruction session(s), week of 1/24 Other promotion (links on other Web sites, mentions at meetings, word-of-mouth, OR URISA meeting in Feb.?) 800 number and contact for assistance Response tracking and follow-up calls Completion by end of February

Oregon GIS Utility Project Kick-off Presentation Oregon Geospatial Enterprise Office Discussion

Oregon GIS Utility Project Kick-off Presentation Oregon Geospatial Enterprise Office Brainstorm Questions What are the key “hot buttons” and important statewide programs in Oregon that may support a GIS Utility Business Case? What points should be raised in preparation of the April recommendation to the Legislature? What opportunities are available for re-direction of state agency funds for GIS Utility support? What are the opportunities for fund leveraging (outside funding and joint projects) for GIS Utility development? What are the main State-Regional-Local coordination issues that provide opportunities for or present obstacles to the GIS Utility? What are the key GIS Utility design issues (technical or organizational) that should be taken into account? (see following slides)

“A description of the technical components and structure of the GIS Utility to serve as a foundation for detailed design, planning and budgeting, and phased deployment.” GIS Utility Conceptual Design Physical Infrastructure – Computer Hardware and Networks Geospatial Data – GIS, Tabular databases, Documents, etc. Software Applications Organization Structure and Relationships

Oregon GIS Utility Project Kick-off Presentation Oregon Geospatial Enterprise Office Central GIS Data Repository GIS Metadata Integration with Non GIS Databases ETL or Virtual Link GIS Data Sub- Repositories State Government/other organizations on High-Speed LAN or VPN (Intranet) Internet High-speed Network Connection Users of GIS Utility Data and Services ETL or Virtual Link Transmitting Data Updates Data Custodians and Providers: - Federal Agencies - State Government -Tribal - Regional Agencies - Local Government - Private Sources GIS Utility Network  Centralized and distributed data components  Standards based-using proven commercial software  Supports data access and maintenance  Provides Web-based GIS services  Robust security and system administration Data Flow Concept for GIS Utility

Oregon GIS Utility Project Kick-off Presentation Oregon Geospatial Enterprise Office Examine Funding Approaches and Mechanisms With sound business case and research, identify funding approaches—nontraditional—avoiding major general fund allocations: Diverted funds Use fees (user-oriented, benefit-focus) Program-related fees (filing fees, permit fees) Grants, gifts, endowments Leverage capital funds Bonds and loans Sharing costs with other IT initiatives (e.g. network, portal development) Revenue generation with GIS Sponsorship/Advertising Joint funding agreements (public-public, public-private)