© M S GIS & Mapping, 2000 Costs for and benefits with GIS How to improve the democratic process by using GIS? GIS Basics 3

Costs and Benefits (1) Economic benefit Information availability (structure, quality, known, searchable) Work flow (staff work, remittances, decision source material, informing, information flow, staff processes) Truly corporate information (shared, metadata) Quicker access to data – time saving

Costs and Benefits (2) Qualitative benefit Better decisions – fewer appeals Insight for the citizens - relevant conditions – impact in due time More types of relevant information – select the adequate data Review of the entire information management

Costs and Benefits (3) Costs Data management (Data capture, storing, conversion) Training and education – new skills, improved skills Technical solution (computers, network, communication functionality, entitlement to data and applications) Software

Source: Eken & Arken, 2000 Costs and Benefits (4) -Balanced Scorecard

Costs and Benefits (5) Cost-/benefit analysis 15 organisations in Sweden (governmental, municipal, private) Comprehensive analysis repeatedly 1:2 – 1:4 – within a department 1:20 – 1:40 - enterprisewide Costs and benefits when?

Case – Uddevalla - Proposals Immediate action Funding for the FY 2001 Find a GIO Interim GIS project manager GIS human network = project organisation Reinforce the IT department

Case - Uddevalla - Objectives (1) Objectives for 2001 The GIS organisation A GIS-strategy The basic data sets for the future GIS database available for all users Browser GIS for everybody A separate GIS server operational A metadata base operational with all digital data recorded Ideas for activity specific and departement specific GIS applications recorded

Case - Uddevalla ( inhabitants) Conclusions of a basic inventory Enterprisewide and corporate inplementation  great potential More than 300 users - probably approx 100 simultanous users - very important ’daily staff device’ Information management today - major shortcomings Limited GIS-use today – ’GIS islands and GIS secterism  stove pipe systems Lack of skills on all staff levels Lack of funding for the fiscal year 2001

Case - Uddevalla - Proposals (2) Objectives for 2002 Activity specific systems versus the GIS server Analysis operations, predictions, data production in the GIS environment Metadata also covering analogue information Objectives for 2003 Activity specific data i the GIS server Strategic decision about future GIS software Detailed proposals are recorded covering the topics ’Technology’, ’Data’, Organisation and skills’, ’Information’ and ’Montoring the development outside the city’

Case - Uddevalla - Costs Funding – need for additional funding 3245’ SEK for FY ’ SEK for FY ’ SEK for FY 2003Totalt 7455’ SEK Staff hours – need for additional staff hours 1235 working days for 2001The total IT costs exceed 650 working days for ’ SEK for FY working days for 2003

Pay-off For the Investment (Uddevalla) Comparison between costs and calculated benefits Year Accum costs5855’ 9826’ 13255’ 15518’ 17781’ = Expenditures + staff hours (1600 h = 400’ SEK) Accum benefit ’ 6000’ 14000’ 24000’ = Reduced expenditures and staff hours (1600 h = 400’ SEK)

How to Improve the Democratic Process by Using GIS? (1) More understandable – maps instead of text, visualisation Interactive – alternatives can be presented by pressing one key on the keyboard Interactive – public comments can be given directly through link to the responsible office Browser GIS available to the public through Internet – Urban planning alternatives remittances, urban planning in progress Availability through Internet – access at home, easy-to-use software

How to Improve the Democratic Process by Using GIS? (2) Get in touch with new groups of citizens through Internet – specifically the young population Better internal proceses – GIS encourages transparency within the organisation Better source material for staff work  better external remittances to the public and to authorities concerned