Cost Effective GIS Implementation for Municipalities “Wisconsin Land Information Association Annual Conference – Applications Track” February 13, 2003

Presentation Outline w Discussion –Typical GIS Uses for Municipalities –Implementation Strategies –Challenges –Software/Innovations –Cost Saving Measures w Implementation Examples –City of Chetek –Village of Albany –City of Barron

Typical GIS Uses w Mapping –Parcel –Utilities (water, sanitary, storm, electric) –Buildings –Facilities –Environmental Areas –Assets (vehicular, personnel, aerial,etc.) w Facilities management –All mapping elements –Inventory control –Asset management

Typical GIS Uses w Environmental/Safety –Management/monitoring –Modeling –Spill/Hazardous Materials Incidents –Emergency Response w Map production w Applications

Process for GIS Implementation w Needs assessment w Implementation plan w Acquire technology w Pilot project w Mapping w Final GIS system w Documentation – user and system manuals w Continually maintaining, updating, and adding

Implementation Questions? How much budget do you have? What tasks can you complete? What data exists? Who owns the data? ?? How do I acquire it? What software is needed? Can your system handle it? Data accuracy and coordinate system?

Implementation Strategies  Phased  Complete  Internal  External  Integrated – Multiple Departments  Cooperative – Multiple Agencies

Implementation Strategies  Needs drive projects  Zoning Map  Utility Needs  Infill/Infiltration Issues  GASB34  State reporting  HazMat Response

Challenges of Implementation

Other Typical Challenges... w Identification of barriers – technical and institutional w An implementation plan should be a living document w Funding w Systems administration, IT systems, training and data architecture

Cooperation is KEY

Software/Applications Bring It All Together Soils Parks/Historical Zoning Watersheds Utilities D O Q / Photo School Districts Village Boundary Land Use Wetlands/NWI Roads Base Map Geodetic Reference

Several Options Exists For GIS Software and Use  ArcExplorer  DataView  ArcView  Arc Editor  ArcInfo  Other GIS Software Packages  Internet/Intranet Applications

Future of GIS w Simple/easy to access information w Palm computers w Cellular w Handheld GPS w Geodatabases w SDE

Internet/Intranet GIS

Case Studies City of Chetek Village of Albany City of Barron

Case Studies City of Chetek

Chetek Project Objective w Develop a GIS (Geographic Information System) for managing the City of Chetek w Introduce the City of Chetek to software that links information so individuals can: –Locate parcels for notification –Locate utility items easily –Map additional items –Easily incorporate information from other studies –Buffer Hazardous Spills –Emergency Management w Budget Constraints - $5,000.00

Project Development Steps in Completing Project w Planning/Needs Analysis Meeting w Review of existing data w Acquisition of data layers from other entities w Convert system layers to Baron County Coordinate System. w Create Other Layers w Develop a database (attribute tables) pertinent to the system’s characteristics in Microsoft Access w Convert utility cad information to shapefile format

Existing Data w CAD Data –Water Distribution System –Sanitary Sewer System –Storm Sewer System w GIS Layers –Parcel information from Barron County –Zoning information from Regional Planning Commission –Orthophotography from Barron County

Nomenclature w The City of Chetek had no systematic numbering system for features within their water distribution system or sanitary sewer system. w The city divided their boundaries into quarters for numbering and locational purposes. w City staff redlined large plots with numbering/naming schemes for each data layer.

Data Layers w Parcels w Lots w Subdivisions (boundaries and text) w Right-of-Ways w Hydrologic Features w Water Distribution System w Sanitary Sewer System w Storm Sewer System w Zoning

Water Data Layer Attributes

Storm and Sanitary Sewer Data Layer Attributes

Parcel Data Layer Attributes

Locating New Features w The city plans to purchase the ESRI/Trimble GeoXT/ArcPad bundle for locating new features and creating new data layers w City staff want to do a large part of the work for new data layer creation

Software Database SoftwareGIS Software  Microsoft Access  Ease of use  Easy to learn  Compatibility with ESRI products  Interface with water billing software  Allows for custom reporting  DataView ®  Easy to Implement  Easy to learn/No Formal Training Needs  ESRI product (Map Objects)  Connectivity to Microsoft Access

Software DataView ®

Attribute Tables w Each layer contains an attribute table (dbf file associated with shapefiles) w Each layer also contains a table in Microsoft Access for storing additional information

Future Plans w Chetek completed a Downtown Transportation Study –Sidewalk Locations –Parking Locations –Accidents –Traffic w Water system flow information w Additional Layer Creation

Continuing The Implementation w The Needs Assessment identified more data layers w The City has performed a prioritization and budgeting schedule for a multi-year implementation w The City intends to purchase ArcView to expand their GIS capabilities. w The City staff have already been working within the application daily in the Public Works, Building Inspection, City Clerk, Police and Fire Departments, with the intent on increasing this until staff are using the system several times daily.

Case Studies Village of Albany

Albany Project Objective w Initial need was a paper zoning map w Develop a simple GIS (Geographic Information System) – The Village previously aquired AutoCad Map, which they found too complicated for their purposes. w Integrate existing cad files that were scanned and converted to vectors from hard copy mapping w The Village wanted a software that links information so individuals can: –Locate parcels for notification –Locate utility items easily –Map/integrate police call information w Budget Constraints - $3,000.00

Project Development Steps in Completing Project w Review of existing data w Acquisition of data layers from other entities w Convert system layers to Green County Coordinate System w Link county assessment data to the parcel map w Develop a database in Microsoft Access for attribute information w Allow for editing/input of zoning codes into the database easily w Convert utility cad information to shapefile format

Existing Data w GIS Layers –Green County Parcel Information –Green County Orthophotography w CAD Data –Water Distribution System –Sanitary Sewer System

Nomenclature w The Village had a systematic numbering system for features within their water distribution system and sanitary sewer system. w The Village had divided their boundary in half (based on the river location that splits the village) for numbering and locational purposes previously.

Data Layers w Parcels w Hydrologic Features w Water System w Sanitary Sewer System w Zoning

Water Data Layer Attributes

Sanitary Sewer Data Layer Attributes

Parcel Data Layer Attributes

Locating New Features w The Village does not have capabilities of locating new or additional features accurately with gps or surveying technology. w The Village will use a consultant to update the mapping from asbuilt construction plans.

Software Database SoftwareGIS Software  Microsoft Access  Ease of use  Easy to learn  Compatibility with ESRI products  Interface with County tax assessment listing  Allows for custom reporting  DataView ®  Easy to Implement  Easy to learn/No Formal Training Needs  Uses ESRI shape file format  Connectivity to Microsoft Access

Software DataView ®

Attribute Tables w Each layer contained an attribute table (dbf file associated with shapefiles) w Each layer also contains a table in Microsoft Access for storing additional information

Future Plans w DataView is meeting the Village’s needs. w The Village is planning to add an updated zoning layer.

Case Studies City of Barron

Barron Project Objective w Locate and view utility information readily w Develop a GIS (Geographic Information System) for managing the City of Barron w Introduce the City of Barron to software that links information so individuals can: –Locate parcels for notification –Locate utility items easily –Map additional items –Easily incorporate information from other studies –Complete locates in the field easily w Budget Constraints - $25,000.00

Project Development Steps in Completing Project w Planning/Needs Analysis Meeting - Informal w Review of existing data w Acquisition of data layers from other entities w Locate manholes, hydrants and valves using GPS w Convert system layers to Baron County Coordinate System w Develop a database (attribute tables) in Microsoft Access w Convert utility information from wall maps to digital format

Existing Data w No CAD Data w GIS Layers –Parcel information from Baron County –Zoning information from Regional Planning Commission –Orthophotography from Baron County w Stick-pin maps on wall at the electrical utility building

Nomenclature w The City of Barron had a systematic numbering system for features within their water distribution, sanitary sewer and electrical distribution systems. w City staff redlined large plots with numbering/naming schemes for each data layer where new/unnamed items were located.

Data Layers w Parcels w Hydrologic Features w Water System w Sanitary Sewer System w Electrical Distribution System w Zoning

Locating New Features w The City doesn’t have the capability of locating new or additional features with gps or survey. w The City will use a consultant to update the mapping using construction asbuilts.

Software Database SoftwareGIS Software  Microsoft Access  Ease of use  Easy to learn  Compatibility with ESRI products  Interface with water billing software  Allows for custom reporting  DataView ®  Easy to Implement  Easy to learn/No Formal Training Needs  Uses ESRI shapefile format  Connectivity to Microsoft Access

Attribute Tables w Each layer contained an attribute table (dbf file associated with shapefiles) w Each layer also contains a table in Microsoft Access for storing additional information

Future Plans w This technology is new to Barron and they will require time to get it integrated into their day to day use.

Summary w A GIS implementation is more than a software purchase w A GIS should be designed to fit your needs w You don’t need to do it all at once w An effective approach to GIS implementation will reduce the project’s cost w You can implement a GIS on your budget

Cost Effective GIS Implementation for Municipalities For more information contact: Jon Schwichtenberg or Glen Ausse or or