gis utility kick off meeting pres v1

Oregon GIS Utility Project Kick-off PresentationOregon Geospatial Enterprise Office

Requirements Analysis and Business Case for the Oregon GIS Utility

PlanGraphics, Inc.

January 21, 2004

Project Kick-off Meeting Presentation


Purpose of Meeting

a)Introduce project consultants and the Oregon project management team

b) Build full understanding of project goals, approach, and roles

c) Get initial ideas for GIS Utility business case and design


Presentation Agenda

• Introductions

• Project Mission and Goals

• Project Scope, Deliverables, Schedule

• Project Personnel and Roles

• Current Project Status

• Summary/Discussion of GIS Utility Survey

• Discussion-GIS Utility Business Case and Design

• Closing


Need for a GIS Utility

• Most agencies need more data than they can afford.

• Agencies often need data outside their jurisdictions or operational areas.

• Data collected by different organizations are often incompatible.

• Information needed to solve cross-jurisdictional problems is often unavailable.

Oregon spends at least $160 million dollars each year creating and using geographic data, yet:


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July 23, 2002

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Sheldon FireWasco County/ODF GISJuly 27, 2002 1500hrs

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July 23July 24

July 29

Sheldon Fire Progression

CUMULATIVE ACRES

July 23 129 acres

July 24 178 acres

July 25 5,906 acres

July 26 9,006 acres

July 27 12,112 acres



Sheldon Ridge Fire ProgressionJuly 23 - July 31, 2002

Wasco County/ODF GISJuly 31, 2002 0500 hrs

1:24,000


Underlying Assumptions

• No new money– $30M State funds over 6 years– $170M leveraged from Feds, locals, private– State spends $160M/yr now on geospatial data

collection, management, use

• GIS Utility is a partnership whereby business plans for all government agencies in Oregon are aligned for mutual benefit


Project Mission and Goals

This requirements and business case project will establish the long-term technical and institutional foundation for Oregon's statewide GIS Utility.


Project Mission and Goals

The main project goals include:• Comprehensive assessment of GIS technology and data use and

needs of the public and private user community in Oregon

• Preparation of business case and accompanying organizational and financial support for GIS Utility development and operation

• Completion of a conceptual design defining the technical and organizational structure for the GIS Utility

• Preparation of a practical implementation plan to guide GIS Utility development and deployment

• Outreach to the GIS community in Oregon and on-going understanding of, participation in, and support for the GIS Utility.


What is the Oregon GIS Utility? System and program to support consistent, efficient statewide geographic information sharing, maintenance, and GIS services supporting the business needs of the government and non-governmental community in Oregon. The GIS Utility includes:

a) Robust computing infrastructure and network for statewide access

b) Up-to-date, multi-theme geographic data,

c) GIS applications enabling access and use of the geographic database, and

d) An organizational structure supporting statewide coordination and long-term enhancement of GIS resources.


GIS Utility Principles

The GIS Utility is based on several important principles:

• Participation by a wide community of users-the "extended enterprise" (state, federal, tribal and local governments; regional agencies; private business; academia; not-for-profit sector, general public)

• Service-Oriented

• Requires investment with expectation of long-term benefits

• Stable infrastructure with commitment to ongoing operations and maintenance

• Sustainable-financially, politically, operationally.


GIS Utility Development and Operation Phases

(as now envisioned in draft business case)

Phase 1 (current Phase): Project Initiation

Phase 2: High Priority Data Development

Phase 3: Final Data Development and Pilot/Prototype

Phase 4: Move From Project to Program Mode (operational system)


Main Project TasksStart End

TS1: PROJECT INITIATION AND ADMINISTRATION 12/10/04 7/19/05

TS2: INVENTORY AND ASSESSMENT-TECHNOLOGY 1/7/05 4/6/05

TS3: INVENTORY AND ASSESSMENT-DATA 1/7/05 4/27/05

TS4: CONCEPTUAL DESIGN 1/14/05 5/3/05

TS5: RISK ASSESSMENT AND MITIGATION PLAN 12/10/04 2/28/05

TS6: C/B ANALYSIS AND UPDATED BUSINESS CASE 12/29/04 7/7/05

TS7: PROJECT PLAN 5/6/05 7/5/05

TS8: SURVEY AND ASSESS. OF NEEDS AND PARTICIPATION OF NON-PUBLIC ORGANIZATIONS

1/12/05 6/29/05

TS9: PROJECT CLOSE-OUT 6/9/05 7/13/05

Planned Dates

Project Deliverables


Project Consultant Team • PlanGraphics, Inc: Project Management,

Coordination,Team leader for all Task, and subject matter experts for inventory, assessment, conceptual design, business case development and planning

• Booz Allen Hamilton: Provide expertise and staff resource for Benefit Cost Analysis and Business Case preparations

• Oregon State University-Geosciences Program: Provide staff to assist in inventory survey including follow-up to ensure

• Subject Matter Experts-Sanborn Map Company, Space Imaging, and others as needed: Provide expertise and input on specific project areas including data collection and maintenance techniques, database development costs


Main Project Consultants • Peter Croswell, PlanGraphics, Project Manager

• Annie Metcalf, PlanGraphics, Asst PM

• Ed Arabas, PlanGraphics Associate, On-site support

• Andrew Mitchell, Booz Allen Hamilton

• Hugh Archer, PlanGraphics


Oregon Project Team and Roles • Cy Smith – Project Manager

• Additional Sector – County, Regional, Utility, Tribal, Private User, Non-Profit

• Steering Committee Members

• Bob Bailey – State

• Duane Dippon – Federal

• Jimmy Kagan – Academic

• Ilima Kennedy – City

• Andy Sloop – Private (Provider)


Project Management Manual• **see handout and project Web site

Project Web Site

www.plangraphics.com/projects/Oregon_GIS_Utility/gisutility.htm


Project Management Tools and Procedures

• MicroSoft Project file (with custom views/reports)

• Project management manual

• Regular monitoring and formal status reports

• Project Management Web Site

• Internal Quality Control (technical peer review and document proof)

• Project meetings and local project support

• Use of all available communication modes (email, Web collaboration session, phone)


Project Status (as of 1/20/2005) • Contract signed

• Project work plan and management procedures pinned down

• GIS Utility Survey complete and Hazards Survey Tool under review and ready to launch week of 1/24/05

• Edited version of contact database

• Creation of Steering Committee and most sector filled

• Overall Benefit-Cost approach defined

• Some progress on Legislative Document

• Initial draft of non-Public organization survey tool


Task Series 2 and 3: Inventory and Assessment—Technology Infrastructure and

Data HoldingsPurpose:Gather information and compile results on geospatial technology infrastructure, data, and use from the statewide user community

• Survey broad user community in Oregon (state, federal regional, tribal, local government)

• Collect information on technology use, data holdings, applications, resources, funding sources, collaborative agreements

• Web-based tool as primary format-direct data entry with database population with supplemental survey formats as needed

• Tight monitoring, support, and follow-up with respondents

• Provide information to support business case and conceptual design

GIS Utility Survey http://confdemo.plangraphics.com:8080/survey5/src/surveyform.html

*http://confdemo.plangraphics.com:8080/hazard5/src/hazardsurveyform.htm

• Web-based form hosted at PGI• Login and password• Access Database back-end• Geared to public agencies• Coordinated with Hazards Survey*• Separate form in development for non-public

organizations• Launch by January 24


GIS Utility Survey Roll-Out and Execution

• Launch by January 24 with email to Respondents

• Initial telephone calls to all respondents (by 4/4)

• Interactive Web instruction session(s), week of 1/24

• Other promotion (links on other Web sites, mentions at meetings, word-of-mouth, OR URISA meeting in Feb.?)

• 800 number and email contact for assistance

• Response tracking and follow-up calls

• Completion by end of February


Discussion


Brainstorm Questions

• What are the key “hot buttons” and important statewide programs in Oregon that may support a GIS Utility Business Case?

• What points should be raised in preparation of the April recommendation to the Legislature?

• What opportunities are available for re-direction of state agency funds for GIS Utility support?

• What are the opportunities for fund leveraging (outside funding and joint projects) for GIS Utility development?

• What are the main State-Regional-Local coordination issues that provide opportunities for or present obstacles to the GIS Utility?

• What are the key GIS Utility design issues (technical or organizational) that should be taken into account? (see following slides)

“A description of the technical components and structure of the GIS Utility to serve as a foundation for detailed design, planning and budgeting, and phased deployment.”

GIS Utility Conceptual Design

Physical Infrastructure – Computer Hardware and Networks

Geospatial Data – GIS, Tabular databases, Documents, etc.

Software

Applications2223 24 25 26 27 28

42 4441

2223 24 25 26 27 28

42 4441

Technical Committee maycreate subcommittees orWorking Groups to deal withspecific technical developmentor standards issues

Governing Person orBody (e.g. Mayor)

GIS PolicyCommittee

Central InformationTechnologyDepartment

GISManagement

Office

External (Non-City)

Organizations

GIS User GroupGIS Technical

Committee

C I T Y D E P A R T M E N T S

External Organization could participate on PolicyCommittee if allowed by City

Organization Structure and Relationships


CentralGIS Data Repository

22 23 24 25 26 27 28

42 4441 GIS

Metadata

22 23 24 25 26 27 28

42 4441 22 23 24 25 26 27 28

42 4441

22 23 24 25 26 27 28

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Integration withNon GIS Databases

ETL or VirtualLink

GIS Data Sub-Repositories

State Government/otherorganizations on High-Speed

LAN or VPN(Intranet)

Internet

High-speed Network Connection

Users of GIS UtilityData and Services

ETL or Virtual Link

TransmittingData Updates

Data Custodians and Providers:- Federal Agencies

- State Government

-Tribal

- Regional Agencies

- Local Government

- Private Sources

GIS Utility Network

Centralized and distributed data components

Standards based-using proven commercial software

Supports data access and maintenance

Provides Web-based GIS services

Robust security and system administration

Data Flow Concept for GIS Utility


Examine Funding Approaches and Mechanisms

With sound business case and research, identify funding approaches—nontraditional—avoiding major general fund allocations:

• Diverted funds

• Use fees (user-oriented, benefit-focus)

• Program-related fees (filing fees, permit fees)

• Grants, gifts, endowments

• Leverage capital funds

• Bonds and loans

• Sharing costs with other IT initiatives (e.g. network, portal development)

• Revenue generation with GIS

• Sponsorship/Advertising

• Joint funding agreements (public-public, public-private)

gis utility kick off meeting pres v1

Technology

gis utility development

business case project

gis utility preparation

gis utility principles

gis community

project deliverables

oregon project team

gis services