Indiana Department of Homeland Security ’07 WebGIS Grants Roger Koelpin GIS/CI Planner Indiana Department of Homeland Security (317) Updated 12/3/08

’07 WebGIS Grants Topics –Mission –Interagency Cooperation\Coordination –Subgrants Look Into iGMS (we changed some things for you) –What’s next

’07 WebGIS Grants Mission – Support the “cycle” of communication needed during an event – Leave behind web and GIS infrastructure to be used by county/local for “other” lines of business

’07 WebGIS Grants Cooperation/Coordination between agencies –July ’08 letter to County Commissioners (Jim Sparks, State Geographic Information Officer) requesting data –Help build IndianaMap; begin leveraging other data requests to put efforts on the map –Counties fulfill request if they participate in ’07 IDHS WebGIS Grant opportunity

GIS Overview Subgrants –Asking for Parcel boundaries with county & state IDs Jurisdiction boundaries, tax districts, departments, schools etc; as available Address points (address matching) Road centerlines with names (intersections)

GIS Overview Subgrants –$14,894 per county in ’07 Initial notification went to districts to meet US DHS 60 day obligation deadline – but are now to individual counties Can spend balance on GIS related equipment - GPS, hardware, software, etc. Can spend on GIS services –Data development/maintenance –Counties can host for each other, –Contract with vendors to host (Schneider and WTH worked in ’06) Bottom line, IDHS needs the data for core mission

GIS Overview Subgrants –Management EMA Director runs this grant like any other IDHS grant through IGMS Reimbursement based (must pay in arrears) –Can do incremental reimbursements –Most counties reimbursed with invoice from vendor –Electronic transfer of funds (~2 week turnaround)

GIS Overview Subgrants –Successful hosting as a deliverable Can only pay after the period of service is completed –You will want to break the fees for hosting into acceptable intervals of time –IDHS recommends 6 month intervals for billing cycles during ongoing services –Reimbursement happens at the end of each interval

GIS Overview Subgrants –Management Acceptance test is –Successful consumption of data from site –Complete, accurate geometry and attribution –Successful updates

GIS Overview Subgrants (Clarification added 12/03/08) –Process Steps Budgets to be entered by counties into iGMS –Depending on whether county will ask IDHS to reimburse hosting costs, or not, EMA must pick one of two pre-populated budget items for hosting. »If electing reimbursement for hosting of services, must edit the “charges for hosting” budget item IDHS crafts subgrants based on the budgets entered, then sends to counties for signature kicking off the signature process IDHS will notify county EMA when signatures are completed Billable work and purchases can begin after the subgrant is fully signed.

Go Into iGMS and open the 2007 LETPP WebGIS project Look Into iGMS This is where your 2007 WebGIS Project is located.

Look Into iGMS Must personalize three fields for the general project information. Applicant Info Primary Point of Contact Management Team This is standard stuff for your EMAs.

Look Into iGMS Each 2007 LETPP WebGIS county project already has one fund. This is what you have been seeing since earlier this fall. This is the new stuff that has just been added.

Look Into iGMS Each 2007 LETPP WebGIS county project now has two budget items. No Charge Item for Hosting Charges for Hosting Item

Look Into iGMS If you will NOT be seeking reimbursement for hosting fees you MUST include the “No Charge” item in your budget. No Charge Item Then you will need to delete the “Charge for Hosting” budget item.

Look Into iGMS If you WILL be seeking reimbursement for hosting fees you MUST include the “Charge for Hosting” item in your budget. Then you will need to delete the “No Charge” budget item Charge for Hosting Item

Look Into iGMS If you WILL be seeking reimbursement for hosting fees you must EDIT the “Charge for Hosting” item in your budget. First - Change the Quantity and Unit Price To reflect the number of times you will request reimbursement for hosting and the cost for each cycle

Look Into iGMS If you WILL be seeking reimbursement for hosting fees you must EDIT the “Charge for Hosting” item in your budget. Second - Change the length of each billing cycle and the total cost for hosting in the Narrative Indicate the number of number of months between reimbursement requests and total cost for hosting.

Look Into iGMS Read this section very carefully regardless of whether you will ask for reimbursement for hosting the web feature service or not! This is a restatement of the guidance. This obligates your county to provide ALL the requested datasets for the price you entered. If you need to change anything else in here, call Roger FIRST!

Look Into iGMS Why these hoops? –So we capture the proper language to automatically populate the subgrant. –So we minimize the time spent on crafting subgrant language and review.

Look Into iGMS What about the other GIS items we will purchase? –Create regular budget items, like for most other iGMS cases. –Be sure each item is linked to the correct fund and that all the awarded money is spoken for (budgeted).

Look Into iGMS You are done with iGMS when –The budget is completed, including either one of the hosting budget items the rest of your “GIS stuff” –You have hit the “Submit” button I always miss this step!

GIS Overview What happens next –Framework data becomes part of the IndianaMap Everyone gets district and statewide addresses, centerlines, etc so they can support each other on runs Version 3 of viewer coming next spring – free, with process to keep addresses etc current; that data will be provided at no cost –IDHS and others working with feds and other state agencies to continue funding

Wrap Up ’07 WebGIS Grants –Serves multi-agency, multi-jurisdictional needs –Better field and EOC tools coming –Counties can work together or individually, or with current vendors to host data; balance can be spent on GIS equipment/software/services Road shows are out in the Districts Working several options for continued funding – no promises yet.

Questions? Roger Koelpin GIS/CI Planner Indiana Department of Homeland Security (317)