1. 1 University Mapping Initiative Results June 10, 2009 Garth Anderson, Facilities Management (FM) Nicholas Bartley, Space and Real Estate Management (SREM) Todd Campbell, Medical Center Scott Martin, Team Lead, Facilities Management Julia Monteith, Office of the Architect Bill Palmer, Office of the Architect

2. UMI Goals and Objectives 2 Create a unified look and feel to all University maps Produce more consistent and accurate maps Reduce duplication of efforts producing maps Pool mapping/geographic information systems resources including staff and equipment Raise awareness within the University community on where or how to access, create, or request maps

3. UMI Approach 3 Perform external benchmarking of peer institutions Conduct an internal survey of University departments working with maps Evaluate/ create a mapping request form (“work book”) to streamline map production Develop communication recommendations to educate the University community on where and how to obtain mapping information and data

4. UMI Existing Conditions - Definitions 4 Maps and mapping practices Geographic Information Systems (GIS)

5. UMI Existing Conditions – Map Creators 5 Facilities Management Space & Real Estate Management Parking & Transit University Police Office of Major Events Health System (Marketing & Capital Development) Housing ITC (Voice Communications, Web Communications)

6. UMI Standard Map Example 6

7. UMI GIS Map Example 7

8. Evaluation/Assessment: External Benchmarking 8 24 institutions targeted – peers/subject experts Survey and interview of 20 institutions Uva practices/competency/organizations similar to peers CADD and GIS main systems used in mapping Education/outreach managed in similar ad hoc manner

9. 9 Brigham Young University Clemson University Georgia Institute of Technology Lewis & Clark College Princeton University Smith College Southern Utah University Stanford University State University of NY, Stony Brook University of Florida University of Iowa University of Maryland College Park University of Massachusetts (Amherst) University of Michigan University of Nebraska-Lincoln University of North Carolina at Chapel Hill Vanderbilt University, Virginia Tech Yale University UMI External Benchmarking

10. UMI Internal Benchmarking 10 Survey developed – distributed to170 staff members 75 responses – 44 % rate with additional interviews Results: No clear picture of where to obtain mapping Maps and related information are inconsistent, inaccurate, and not current Staff producing maps do not have formal training or mapping responsibilities Maps are created with very little consulting prior to their production Maps are created without the benefit of mapping software Significant time is spent producing maps (7-9% of employee’s time)

11. UMI Workbook Concept 11 Create a standardized approach to order maps Establish standard maps to be used as basemaps Establish list of menu items that can be added to maps for specific purposes / uses Establish system for ordering maps online

12. UMI Communications Plan 12 Promote and maintain an awareness of mapping and GIS resources at the University Provide a web-based mapping portal to educate the University community on available resources Provide information on maps at orientation or through wallet size promotional materials Encourage academic collaboration with the use of maps

13. UMI Updated WebMap Capabilities 13 Current University WebMap Future University WebMap

14. UMI Recommendations - Mapping Office 14 Create a new University Mapping Office within FM Consolidate existing mapping/ GIS staff (4 FTE’s) New office focused on surface & utility features SREM & HS offices continue space management Further study is required

15. UMI Recommendations – Centralize Resources 15 Centralize base mapping resources (surface & utilities) Capitalize on other initiatives Create highly interactive mapping/ GIS site Benefits Facilitate creation of a UVA mapping “identity” with standard look and feel Reduce labor demand on offices currently producing maps Establish better map feature and data consistency Create UVA-wide feedback loop for base map information Create best possible mapping resources for students, faculty, staff, and visitors Help minimize growing replication of mapping and GIS hardware and software

16. UMI Recommendations – Self-Service Maps 16 Create a user self-service for maps Also create a user request form/ “Work Book” Benefits Authorized University staff can self-serve maps Routinely requested maps can be preconfigured Data is more accurate

17. UMI Recommendations – Communications 17 Promote the availability of mapping & GIS resources Including: Providing web-based Mapping Portal identifying mapping/GIS resources Creating Print/web-based advertising (Cavalier Daily, the LINK, etc.) Providing periodic announcements to user groups Holding promotional events such as GIS Day, soliciting media coverage Holding workshops educating users on how to create maps Creating wallet-sized or postcard-sized card with mapping and GIS information Providing mapping and GIS information at new employee orientation Publicizing success stories Exploring and encouraging Academic Collaboration

18. UMI Recommendations – Aerial Flyovers 18 Make new Mapping Office responsible for aerial flyovers 5-year minimum cycle recommended Benefits Improves data consistency at a fundamental level Minimizes or eliminates coordination issues

19. UMI Recommendations – Further Study 19 Space Information Regular meetings between new Mapping Office, SREM, and HS Evaluate specific space management software Other Technologies Pictometry - 3D imaging of surface features Building Information Modeling (BIM) - 3D modeling of systems and related data Light and Detection And Ranging (LIDAR) - Elevation, vegetation, and canopy information

20. UMI LIDAR Example 20

21. UMI BIM Example 21

22. UMI Online GIS Tool Demonstration 22

23. UMI Institutional Example Demonstration 23