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HomeMy WebLinkAbout01/05/1999, 3 - REVIEW OF THE GEOGRAPHIC INFORMATION SYSTEM (GIS) PROGRAM AND ADOPTION OF THE GIS PROGRAM IMPLEMENTATION PLAN2X .eu council acEnaa nEpolzt CITY OF SAN LUIS OBISPO Mike McCluskey, Public Works Director A Prepared By: Allen Hopkins, GIS Manager Madw D� I -5 -`19 i SUBJECT: REVIEW OF THE GEOGRAPHIC INFORMATION SYSTEM (GIS) PROGRAM AND ADOPTION OF THE GIS PROGRAM IMPLEMENTATION PLAN CAO RECOMMENDATION Approve the GIS Program Implementation Plan DISCUSSION The Information Technology Master Plan, adopted in June, 1995, identified the need for a comprehensive GIS program, and served as the basis for recommendations included in the 1995- 97 Financial Plan which created the GIS program in the Public Works department. During 1995 -97 the foundation of a good GIS program was established by providing for initial staffing, selection of GIS software and hardware, creation of base map layers in GIS format, and the development of trial applications involving open space and natural resources to test the viability of this technology. During 1997 -98 the GIS program has flourished; the land use database became the InfoSLO GIS Access application capable of locating property information by entering an address, parcel number, owner or business name, or just by pointing at the map. It also includes modules for automatically producing public notices, creating vicinity maps, and producing statistical reports using the land use database. Several Citywide applications have now been implemented by the Public Works GeoData Services division and two major specialized applications (Fire Department Response Map Book System and Community Development Zone Map System) are nearing completion. Specialized applications for pavement management, streetlights and handicap ramps have been installed in the Public Works department. Over 80 layers of base map data have been created for the 28 users of our GIS analytical software. The infrastructure to distribute that data to the users is in place or has been identified. The demand for GIS applications is increasing as more people become aware of the benefits of GIS technology. In order to meet that demand and successfully continue to expand the GIS program, a strategic plan is necessary. Staff has prepared for Council approval a comprehensive GIS Program Implementation Plan that serves as a review of the current status of the City's GIS program and outlines eight strategies for expanding and supporting the ongoing GIS program into the future: 3 -i Council Agenda Report—GIS Program Implementation Plan Page 2 A. Expand the GIS program to include additional "Analysts" B. Create new specialized and Citywide GIS applications C. Train and support an increasing number of GIS users D. Provide for additional public access to GIS information E. Maintain an acceptable level of system performance F. Provide adequate resources to support the GIS program as it expands G. Develop long -term funding strategies for the GIS program H. Provide periodic evaluation and reporting on the progress of the GIS program This document supplements the adopted Information Systems Technology Master Plan which addressed the general objectives for a GIS program but lacked specific details about how it should be implemented Each of the eight areas provides needed clarification to discern roles and responsibili ties that would allow expansion of the system. Key areas within the plan which affect users, the City Council and the public are as follows: ♦ How to create and maintain specialized and Citywide GIS applications. This section is the heart of the plan because it provides for the orderly growth of the GIS program by establishing a tiered process for developing new or expanded GIS applications. ♦ Providing staff with an awropriate level of access to GIS tools and resources. Some frequent users will have the software, training and support to perform their own independent GIS analysis, query and display. Other staff, with an occasional need for GIS products and services, will have access to in -house resources provided by GeoData Services. ♦ Providing for both centralized and independent GIS resources. The GIS Implementation Plan addresses the diverse needs of the users by providing other departments or programs with options for both independent GIS operation or centralized support. To support any expansion of the GIS program, including the tasks mentioned above, additional staff resources will be required as staff is currently just holding even with current workload. However, adoption of this plan will not authorize new staff, but will guide expansion when new resources are added. Decisions about adding staff will be considered along with other resource issues and priorities through the City's budget process. CONCURRENCES The GIS Program Implementation Plan was endorsed by the City's internal MIS Steering Committee on October 22, 1998, and recommended to the CAO for submittal to the City Council for approval. FISCAL BIPACT The adoption of the GIS Program Implementation Plan is likely to result in the proposal of GIS applications, projects, and/or support resources for the 1999 -2001 Financial Plan. Such proposals will be subject to the usual budget and CIP review procedures, which includes CAO review prior to recommendation to the City Council. 3-z Council Agenda Report —GIS Program Implementation Plan Page 3 ALTERNATIVES ♦ The Council may elect to modify or eliminate components of the GIS Program Implementation Plan. ♦ The Council could decide to defer adoption of the GIS Program Implementation Plan. ♦ The Council could decline to adopt the GIS Program Implementation PIan. ATTACHMENTS Executive Summary Note: The complete GIS Program Implementation Plan has been provided to all City Council members and is available for public review in the City Clerk's office. Imcagenaa rqwrWps proem 5-5 dgRllll'a!!!;i city of San WI S OBISPO . GIS PROGRAM IMPLEMENTATION PLAN EXECUTIVE SUMMARY December, 1998 -a. Introduction and Overview The City's GIS has become an important tool to provide faster, more accurate information to staff, decision - makers and the public. Most City information is related to a geographical location and, by applying a locational reference to this data, it can be accessible through the GIS. We use GIS software and applications to view, organize, analyze and present this information in a spatial context. The GIS should work seamlessly and transparently in conjunction with all of the City's major databases and, where appropriate, with specialized local or imported databases. In this manner, GIS adds value to the City's investment in data. The GeoData Services division of the Public Works Department has been assigned the overall responsibility for assuring that GIS is available and properly administered and supported throughout the organization. GeoData Services is responsible for setting the standards, policies and procedures that guide the effective Citywide use of this technology. By standardizing GIS hardware and software, the most productive and cost- effective system is available to the users. While maps are the most visual element of a GIS, databases drive the software. As such, they need to be carefully designed and administered to meet appropriate standards of functionality, accuracy, precision and accessibility. Although the City's GIS is administered centrally, the operation of the GIS is accomplished in a decentralized manner. The goal is to have GIS available at the desktop of every employee who needs it. GeoData Services also provides a complete range of professional GIS support needed by every user to make the most effective use of his or her time and skills. December 22, 1998 Page 1 3 5 Executive Summary This report was prepared as a review of the current status of the City's geographic information system (GIS) program and to make recommendations for the implementation of GIS technology throughout city governmental operations. It serves as a supplement to the adopted Information Systems Technology Master Plan which addresses the general objectives for a GIS system but lacked specific details about how the program would be implemented. History of Start-Up The City's GIS program started unofficially in 1994 with two pilot projects developed by students in the Cal Poly Landscape Architecture Department. It was immediately apparent that GIS technology could provide a valuable tool for City staff, decision - makers and the public. In June 1995, GIS was identified as a strategic initiative in the City's Information Technology Master Plan. The City's GIS program became "official" by its inclusion in the 1995 -97 Financial Plan. As a result, GeoData Services was established as a division of the Public Works Department with a staff of two. From this beginning, GeoData Services has provided centralized management, administration and support of the City's GIS program and users, with decentralized operation left in the hands of the individual departments. Common base map and tabular data is created and maintained by GeoData Services. Citywide GIS applications are also created and maintained by GeoData Services. Individual departments and programs are responsible for the operation of their own specialized GIS applications and data. GeoData Services will provide GIS products and services to internal "clients" on an as- needed basis. GIS ACTIVITIES 1994 TO PRESENT December 22, 1998 Page 2 s_/ TASK ACTION / RESULTS April 1994 Examine GIS technology as a potential Two pilot projects developed by Cal Poly students successfully, tool for CRY staff demonstrate GIS technology December Design preliminary application to further City contracts with Cal Poly and the Land Conservancy to 1994 test GIS capabilities develop GIS data to be used for the implementation of the open space acquisition program March Determine potential GIS applications Consultant services used to identify 48 potential applications 1995 June 1995 Examine GIS as a strategic initiative in the Information Technology Master Plan identifies GIS as a key City's technology plan initiative; City Council Action, June 1995, creates GeoData Services division in Public Works July 1995 Determine software, hardware, operating Software: ESRI products (Arcdlnfo, ArcVew and, later, system and network needs MapObjects and ArcExplorer) Hardware: High -end PC's for GeoData staff and GIS users; City standard PC's for GIS viewers Network: GIS data on dedicated GIS file server, high -speed Novell wide area network is required to distribute GIS data December 22, 1998 Page 2 s_/ GIS Implementation Plan Executive Summary July 1995 Identify GIS base map requirements Converted AutoCAD base maps at the parcel level into GIS to present format; correction, revision and refinement becomes an ongoing process; compiled 50 additional layers of base map data July 1995 Provide selected users with GIS capability Acquired and installed 14 licenses for ArcYew GIS software to June over the year, provided training and support for initial users 1996 July 1996 Design first comprehensive City -wide GIS Development of Land Use Inventory using staff and consultant application; identify tentative future GIS services; fire response map and planning zoning map systems applications are selected for application development by consultant; 500 pages of hand -drawn maps are converted into GIS computer format January Provide for limited public access to GIS Public walk -up computer was installed in City Hall with Land 1996 data Use Inventory access and planning permit query capability June 1997 Develop strategy for maintaining GIS High -speed digital phone link established with Cal Poly to base maps and acquire necessary exchange data; one license of Arcnnfo GIS software was software purchased for the creation and maintenance of GIS data sets; internal procedures for map maintenance were prepared Where We Are Now The GIS program has taken several years to get up to speed, and we are now at a position to put those efforts to work. Several Citywide applications have now been implemented by GeoData Services and two major specialized applications (Fire Department Response Map Book System and Community Development Zone Map System) are nearing completion. Over 80 layers of base map data have been created for our GIS users. The infrastructure to distribute that data to the users is in place or has been identified. Where We Are Going As with any major program, goals give a sense of direction and purpose. In planning for future GIS development, strategies will need to be prepared to address the following goals. A. Expand the GIS program to include additional "Analysts" B. Create new specialized and Citywide GIS applications C. Train and support an increasing number of GIS users D. Provide for additional public access to GIS information E. Maintain an acceptable level of system performance F. Provide adequate resources to support the GIS program as it expands G. Develop long -term funding strategies for the GIS program H. Provide periodic evaluation and reporting on the progress of the GIS program December 22, 1998 Page 3 'K -7 GIS Implementation Plan Executive Summary How to Get There Strategies to achieve these goals were developed as follows: A.. Expand the GIS Program to Include Additional "Analysts" The term "Analyst" refers to a person who uses GIS software, usually ArcView, interactively for complex query, analysis and display functions. A proposal for providing a new or existing staff member with GIS software for this purpose is submitted to the GtS Manager, who prepares an analysis identifying the impacts and potential problems of the installation (hardware /software requirements, staffing, data availability, priorities, support, etc.). After the critical issues are addressed, a strategy and work program is prepared for the installation. If the addition is minor (limited to a few staff members with no complications) and funding is available, the installation would occur quickly. Larger, complex installations may require additional review and /or budget approval. The requesting department provides funding for program expansion. B. Create New Specialized and Citywide GIS Applications A proposal for developing a GIS application is submitted to the GIS Manager, who prepares an analysis identifying the impacts and potential problems of the installation (hardware /software requirements, staffing, priorities, timing, and particularly data requirements). After the critical issues are addressed, an application development strategy and work program is prepared. Small, minor applications would be developed in -house by GeoData Services if funding and staff resources were available. Large, complex applications would be developed using outside services on contract. Working with the project manager of the requesting department, GeoData Services will provide centralized supervision and management for the development of all GIS applications. After the application has been installed and tested, the requesting department will assume day - to-day operational responsibilities for the application. Because of the cost and impacts, large applications will likely require additional review by the MIS Steering Committee, CAO or budget review team. C. Train and Support an Increasing Number of GIS Users As the GIS program expands, so will the demand for support and training. GeoData Services will provide for the following support services: December 22, 1998 Page 4 s _e GIS Implementation Plan Executive Summary • Individual user support for the functions of the core GIS software and data • Management support for application development and GIS implementation • Ongoing support of Citywide applications and the data • Initial and ongoing user training • Providing GIS products and services to internal "clients" • Care.and feeding of the overall GIS program D. Provide for Additional Public Access to GIS Information As developments in technology allow, it may be possible to provide expanded public access to GIS data on -line through the Internet. This may take place as interactive programs to query City data or provide the ability to download data files. This will occur if staff resources are available and appropriate need can be demonstrated. E. Maintain an Acceptable Level of System Performance Standards are presented for GIS hardware, software and peripheral equipment for various levels of use. Communication requirements are also addressed for local- and wide -area network systems and the Internet. A key element to providing an acceptable level of performance with a larger, more complex GIS is the installation of a GIS file server. This equipment is already addressed in the 1997 -99 Financial Plan. F. Provide Adequate Resources to Support the GIS Program as it Expands In order to carry out the strategies recommended in this implementation plan, adequate resources will need to be provided. GeoData Services staffing and /or funding for contract services will need to increase to provide adequate support for a larger number of users and applications. As creators and custodians of an increasing number of base map layers, it will be important to have hardware, software and peripheral equipment equal to the demand. And as GIS technology changes, GeoData Services staff will need the resources for their own education and training — training the trainers. G. Develop Long -Term Funding Strategies for the GIS Program So far, the General Fund has paid for the development of the GIS program. While this may be appropriate and expedient to jump -start the program in its initial stages, a comprehensive funding strategy will need to be developed that addresses its ongoing operation and maintenance. December 22, 1998 Page 5 Z-9 GIS Implementation Plan Executive Summary Some sections of this implementation plan outline how funding for new specialized GIS applications is the responsibility of the individual department or program. However, funding for ongoing operation and support of the Citywide GIS program (the shared base map layers and databases, user support, and administration) is less apparent. A thorough analysis and recommendations for an overall funding strategy will be developed as part of the GeoData Services work program during the 1999 -2001 Financial Plan. H. Provide Periodic Evaluation and Reporting As the GIS program expands it will be beneficial to periodically evaluate its progress and provide a follow -up report to interested and affected individuals. This will serve as the basis to document the benefits realized from the implementation of the GIS program. The adoption of this implementation plan will serve as the road map to a successful GIS by providing guidelines and standards for the installation, expansion and operation of a GIS for the entire organization. Since this is a new technology which is changing constantly, the information in this plan will be kept somewhat general in nature to avoid constant revision. December 22, 1998 Page 6 z - rn