Managing GIS Longley Ch. 17

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)

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

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

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

Conceptual Design

Software Selections

Building/Room level management

Power, facilities etc.

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

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

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

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

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

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

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

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

Gantt Chart

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

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

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.

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.

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

System Development Team Medium or small sites Business Expertise

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

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

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

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

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

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)

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

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

FGDC Metadata standard

Example FGDC Reference Section

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

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

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.

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

GIS Development Guides State of New York, Local Government Technology Services (1997) http://www.sara.nysed.gov/pubs/gis/gisindex.htm 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

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

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

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