Department of Transportation

Fiscal Year 1998-1999 GIS Implementation Plan

Prepared July 2000 by:

Ronald Platt

Christopher Wolff

Introduction

This plan has been formulated to address the strategic requirements for implementation of a Geographic Information System (GIS) for the Department of Transportation. Issues addressed are; where each Division or Section exists with regards to current practice of GIS philosophies, what needs to happen within each Division or Section to reach the Department's GIS goals, and how much it will cost to get there?

The term "GIS" nominally refers to a geographic application, but it realistically includes numerous other aspects of technology and management beyond the basic concept of simply viewing information by looking at maps. A successful GIS must include: technological applications for all business procedures; education of the users, including the general public, as to the benefits and uses of a GIS; and, reorganization of staff to accommodate new procedures for maintaining the GIS.

A Departmental "User's Group" was established. This group was selected based upon the user's current interest in a GIS, the user's current data contributions to a GIS, and/or the user's current or future needs for GIS information. The term "user" actually refers to the person selected to represent a Division or Section within the Department. The users are key players, and as such derive the responsibility associated with being representatives of their respective Divisions or Sections.

The users themselves and/or representatives of their respective Division or Section were interviewed. The interviews were a fact-finding effort to answer the questions raised above and to pioneer directions for developing the Departmental GIS. Results of the interviews drove the structure of this plan.

In addition to specific recommendations for each Division or Section, general directives must be implemented. Standardized data formats, standardized tool kits for drafting, common databases, document management, and application of Global Positioning System (GPS) based referencing for data acquisition are required. Further blending of the GIS goals will require revised standards for project submittals, contract revisions for construction projects, and Departmental policies to assure the GIS goals are pursued. These issues are discussed in the "General Recommendations" section of this plan.

GIS Conceptual Model and General Observations

Four principals will guide the development of GIS in the Department of Transportation:

1. All assets will be located with geodetic precision.
2. Map graphics will be generated dynamically from databases.
3. Existing manual business systems will be converted to a centralized database system.
4. GIS data must be accessible through a simple Internet interface.

All assets will be located with geodetic precision.

The Department of Transportation has been in the 'map making' and computer aided drafting (CAD) business for several years. The product of these ventures has been a series of asset maps that depict approximate representations of the location of transportation assets (i.e., light poles, street signs, and drainage structures). Unfortunately, the assets illustrated in these maps have little or no connection to the real-world location, which makes it difficult for the users to navigate to that location and determine its relationship to other assets in the right-of-way.

This practice creates a substantial liability risk when our customers attempt to locate assets for construction or engineering purposes. For example, if a blue stake request came in to locate water lines in an area, we could illustrate the types of lines under the roadway, but we would not be able to accurately represent their position.

The Department has made a substantial investment in Global Positioning System (GPS) hardware, which will allow us to locate assets with sub-centimeter accuracy. This investment must be utilized to accurately locate those assets.

Map graphics will be generated dynamically from databases.

As the pictorial representations of asset locations were generated, CAD operators used non-standard symbology to represent assets, as well as added text information, such as plan numbers and asset identification codes. This practice requires extra labor to maintain, as the map must be physically modified to accommodate any change in asset location.

GIS development products, such as ArcView and GeoMedia, dynamically generate map symbology and annotation based on the geodetic coordinates and other information stored in the asset database. In other words, if there is a change in the asset database, the GIS automatically generates a new map graphic with standard symbology from that information.

The end result will be that the CAD operators in the Department will need to be retrained to become data managers rather than map makers. As long as the source data is maintained, the GIS imagery will never be obsolete.

Existing manual business systems will be converted to a centralized database system.

The Department performs many of its business processes through the transaction of paper. The problem here is that multiple versions of hardcopy contain conflicting information, hardcopy is often misplaced, and critical meta-data that needs to be shared is tucked securely away in a desk drawer.

Furthermore, business operations contain many steps of data entry and processing. For example, a field crew generates information on paper and submits it to the clerical staff. The clerical staff then inputs the information into WORD or EXCEL, which is fine for word processing or calculations, but inappropriate for data management. Any time a report containing this information is required, additional staff time is expended generating a third copy of this dataset, which is then custom formatted to meet that particular need. If additional reports are required in a different format, the process starts over again.

At the same time, data that is stored in WORD or EXCEL is not GIS-compatible in that it contributes nothing to the diversity of information contained in our centralized databases, nor does it automatically refresh the GIS graphic for our customers.

The solution is to thoroughly reevaluate the way that the Department does business, ranging from customer service to field data management operations. These business functions must be streamlined to facilitate Point-of-Origin data entry. Point of Origin data entry means that the information is generated once, whether it be in the field or office, and stored in a centralized database system. Once the information is in the database, tools such as Crystal Reports, Access Report writer, and Internet reporting tools will automatically generate fresh reports as required.

GIS data must be accessible through a simple Internet interface.

Other regional GIS projects have failed or become a major public relations fiasco due to the "black-box" nature of their GIS application interface. This means that the interface was so cumbersome that it required highly trained staff to make the data usable. Modern GIS products reduce some of the complexity associated with retrieving GIS data; however, it takes staff members at least two months of regular use to become comfortable with the product. Furthermore, GIS data retrieval products are still so costly that it would be difficult to fund enterprise deployment.

Fortunately, products such as Map Objects and GeoMedia Web Map make GIS deployment over the Internet simple and cost effective. The user interface is a standard web browser, which has become ubiquitous due to the increasing popularity of the Internet. Perhaps the most compelling aspect of GIS Internet applications is the fact that the client interface is free.

As the Department deploys GIS Internet applications, the user interface can be modified to suit individual skill levels and information preferences. Most importantly, the information that the Department provides through this interface is available to both Department staff and any members of our community that have an Internet connection through a dial-up provider. This aspect alone should greatly reduce the Department's customer service requirements.

Current Status and Specific Recommendations

Planning Division - Stormwater Section

Existing Hardware/Software: Workstations currently support basic Microsoft applications, AutoCAD, and specialized hydraulic software. The integration of the ITX Stanley Maintenance Management Program in mid FY 1998-1999 will require memory upgrades to at least 64 mb RAM for all computers in the Section. TheHowever, section is encouraged to upgrade to a minimum of 128 mb to support GIS applications. In the event the cost difference between the required 128 mb and the section's previously anticipated needs of 64 mb cannot be covered by the Planning Division's budget, the GIS budget should invest in the additional memory in FY 1998-1999. The cost for this difference would be $ .

Use of the ITX Stanley Maintenance Management Program will ideally allow the section to utilize the "Service Request" module to manage public complaints received from the public or other City staff. After the service request is investigated it can then be automatically transferred to the appropriate staff at the Street's and Traffic Maintenance Division.

The section currently utilizes two versions of Autocad. 3 work stations use release 14 and 2 use release 11. Upgrades to Autocad Map 3.0 are required. recommended at a cost of $3,125.00 .

The wash inventory is an ongoing function of the section and is a large investment in staff time. Automation of the data collection procedures is a high priority. Purchase of three sub-meter GPS units with data collectors, and a voice activated data collection system will virtually eliminate the need to perform manual data entry of the inventory data. Further documentation of the wash conditions should include purchase of three digital cameras. The total cost for this priority is $ 2,700. It is recommended that the GPS units with data collectors be purchased by January 1999 (prior to beginning a new round of wash inventory). at a cost of $12,000. The One voice activated data collection system should be purchased in FY 1999-2000 with 2 additional units purchased in FY 1999-2000. at a cost of $ .

The section currently maintains 5 stormwater sampling stations. Real time evaluation of the flow data would be beneficial to staff. Providing a radio link to transmit the collected field data of the stations would cost $15,000 for five stations. This upgrade is recommended for FY 1999-2000.

The section will require earthwork software for evaluation of data contained in the Digital Terrain Models (DTM's) that are a part of the regional digital ortho photography (ortho) project. The cost for this software is $5000 andIt is recommended for the earthwork software be purchased in FY 1999-2000.

Conversion of the section's "progress" database that contains wash characteristics used for HEC analysis needs to be converted to an Access database because it is not "Y2K" compliant.

Watershed delineation related to the orthos can be accomplished by use of ????? a Coprs of Engineers' software package. The cost of this software is $ and should be purchased in FY 1999-2000. It is recommended this software be purchased in FY 1999-2000.

The section would like graphic layers for specific industry locations, construction sites, and inspection sites. The industries can be referenced by address and related to the parcel base map. The construction sites and inspection sites can be referenced by address, thereby related to the parcel base maps, or they can be located by GPS and referenced to the digital ortho photography.

Educational needs range from basic computer classes to basic programming classes. Microsoft classes will cover the basic needs for the inspection staff. GPS and data collection training will be required for the Inspectors, earthwork software training will be required for at least two office people, and multi-spectral analysis software training will be required for two office staff. The cost for this training is $12,000. Basic Microsoft classes and one office person to attend Visual Basic training can be attended in FY 1998-1999 at a cost of $3500. The remaining $8500 in training is recommended for FY 1999-2000.

Soil Conservation Service (SCS) maps are used by the section for analyzing watershed runoff. Although reference to these maps may be occasional, it is recommended an electronic copy of these maps be obtained and be available internally as a layer in the GIS. The cost for acquiring these maps is $ and is recommended for purchase in FY 1998-1999

Requirements:

• 5 Computer memory upgrades to 128 mb $1000 (FY 98-99)
• 5 Upgrades to Autocad Map 3.0 $3125 (FY 99-00)
• 3 Digital cameras $1500 (FY 98-99)
• 3 Sub-meter GPS units $12,000 (FY 98-99)
• 1 Voice activated data logging system $32,000 (FY 98-99)
• with training and vocabulary
• 2 Voice activated data logging systems $32,000 (FY 99-00)
• 5 Stormwater sampling station radio links $15,000 (FY 99-00)
• 1 Earthwork software package with training $4000 (FY 99-00)
• Additional training for GPS, $3500 (FY 98-99)
• GPS/GIS Integration and basic computer
• Additional training for Visual Basic $5000 (FY 99-00)
• And basic computer

Real Estate Division

The Real Estate Division has automated a number of business systems with database technology. Real Estate currently maintains three database systems:

• The City Property database (RP file) database tracks city-owned parcels referenced by tax code.
• The RES database tracks customer service requests, such as right-of-way vacations and easements.
• The City court database tracks court appointments, such as acquisitions and condemnations, referenced by owner name.

The databases are easily represented on a GIS since they reference back to parcel code, address, or owner name; However, the 3 databases should be converted into a single relational database to promote normalization of data and eliminate redundancy. This could be completed 'in-house' within 60 hours.

Real Estate has generated a GIS layer that illustrates city-owned parcels on the parcel base map. It is recommended that Real Estate continue to utilize the parcel base map until a suitable replacement is available since their information is parcel code and address based.

Engineering Division - Design Section

The Design Section is a substantial contributor of data since the project engineers are the point source for receiving design submittals. A high priority is to revise the design guidelines requiring all consultants to submit plans in electronic format and referenced to the geodetic layer.

Actual design of projects in house has been limited in the past few years. However, the designs that are prepared in house also need to be in electronic format and referenced to the geodetic network. Although Engineering has purchased design software in the past, the attempt to implement design software has been unsuccessful, due to the lack of design guidelines that promote the transfer of information in digital format. The City Engineer must establish guidelines that require use of this technology.

With the phasing out of PMATS, and no replacement system on the horizon, it is recommended that the project engineers begin utilizing the "tracker" portion of the Transview site. This site will provide the basic data for project management and eliminate the need to maintain the design project list. The project engineers are the responsible parties for maintaining the data for their projects. The section must commit to using this system.

Over ten thousand dollars have been expended on software training for the project engineers to learn Eagle Point software. It is not recommended that any additional training be provided to learn software that is not used. However, in order to comply with the Department's GIS goals, in house designs must utilize civil design software. Serious thought must be given to how this section wishes to pursue design projects.

Engineering Division - Design/Drafting

The Design Drafting section generates As-Built drawings, location maps, and plan profiles. Currently, Design Drafting uses AutoCAD versions 12 and 13 to fulfill this task. Although Design Drafting is involved with Computer Aided Design (CAD) operations, they do not generate any geo-referenced vector map layers that could be used to locate assets.

Design Drafting also produces photo-realistic renderings of upcoming roadway projects with Adobe Photoshop for public meetings and other transportation events. The renderings are not derived from any vector mapping information; instead, the renderings are generated from digital photographs and stylized 'tourist' maps.

Plan sets that are generated or revised by the Design Drafting section are circulated to other workgroups for review. The plan review and update process is still entirely manual; in other words, hardcopy plan sheets are passed between project management staff and other technical personnel for review. This has lead to problems including lost plan sets and duplicate plan revisions containing conflicting information.

Design Drafting could dramatically improve workflow by consolidating its drafting information on one CAD platform as well as implementing civil design software available to automate the profile process. Currently, each drafting tech spends at least 25% of their time each week generating profile sheets from raw data supplied by the Survey section. The resulting improvement in productivity through software is equivalent to hiring an additional full-time drafting tech!

The profile generation process could be easily automated with engineering software and training. After a lengthy evaluation, Design Drafting and Survey recommend the InRoads suite of software to accommodate this need. InRoads integrates tightly with AutoCAD, which means that we do not need to retrain our staff to use a different CAD package.

However, Design Drafting currently uses two different versions of AutoCAD. To ensure that all staff are producing compatible data, our existing installed base of AutoCAD software needs to be upgraded to the latest version; Map 3.0.

The issue of electronic plan review and redlining functions will be resolved through the enterprise document management system.

Requirements:

• 5 Upgrades from AutoCAD 13 and below to Map 3.0 $3,125.00
• 1 New License of AutoCAD Map 3.0 $2,635.00
• 3 Licenses of Civil Office for AutoCAD $10,500
• Civil Office training for survey and drafting $7,500

Engineering Division - Survey Unit

The Survey Unit is a critical part of the GIS development and maintenance. The basis for GIS accuracy is a sound geodetic control system. The Survey Unit has successfully completed a major survey control network throughout the City as a part of the digital ortho photography project. The release of the data for public use is forthcoming in mid FY 1998-1999.

Survey control is essential to the development of a GIS, so it stands to reason that survey control is critical to maintenance of the GIS. Ongoing survey control projects and infrastructure inventory surveys are a large component of maintaining a successful GIS. The City Surveyor has agreed to assist with the infrastructure inventory and maintenance of certain data layers as follows:

1. Geodetic locations of all storm sewer facilities within the City limits will be located using GPS. It will take 6-8 months to complete this project using one survey crew. Data collection will utilize modern data collection techniques whereby the storm sewer layer will virtually be completed as it is surveyed using the "field to finish" methodology.
2. Maintenance of the storm sewer layer will be accomplished by the City survey crews as new storm sewers are constructed. A capital fund "annual GIS survey contract" should be established to assist with ongoing infrastructure inventory needs. A contract of this nature would be recommended in lieu of additional staff for this required part of GIS maintenance and should be cost $60,000 per fiscal year, beginning in FY 1999-2000.
3. Post processing of GPS data acquired by the Stormwater Section, Traffic Engineering and the MMP Section.
4. Ongoing horizontal and vertical geodetic control surveys.

To further assure maintenance of the GIS it is imperative that all existing survey control points as well as new survey control points are readily available to the private consultants that will assist with maintenance of the GIS data through submittals, etc. The first priority for our GIS development hinges on successfully publicizing survey reference data. The data is contained in "corner control sheets (session sheets) and in hardbound "field books" accumulated over a 60 year period. The field books have been aggressively referenced in an Access database titled "Survlog" and is the metadata for the survey field books. Scanning of the field books onto CD's has been active for two years. Approximately three hundred of two thousand field books have been scanned. It is recommended that the remaining field books be scanned by a private firm selected by the bid process in FY 1998-1999. We believe this to be a high priority. The cost to scan the remaining field books is $18,000.

The Survey Unit has historically maintained a structure with insight to accommodating a GIS. In addition to the "Survlog" database, a database containing reference to all recorded surveys in Pima County is maintained. This file is currently published on the Internet. Both of the databases reference on the Public Land Survey System keys (section-township-range).

Currently, Survey provides point data to Design Drafting as a raw drawing file. Design Drafting then has the laborious task of converting the raw file to a profile diagram. (See Design Drafting section.) Workflow could be dramatically improved here through the integration of InRoads survey software into the survey process, which automatically generates profile drawings.

Computer and survey equipment has been state of the art for several years. The only software that is required are two copies of AutoCad Map 3.0. The cost for this software is $ and is recommended for purchase in FY 1998-1999.

Training requirements are: 6 people to attend a GIS/GPS Integration class at cost of $2000 and 2 people to attend Autocad Map 3.0 training at a cost of $2000. 3 people to attend InRoads Draft and Survey training (Cost included in Design Drafting Section)

Requirements:

• GIS survey support contract $60,000 (every year)
• Field book scanning contract $18,000 (FY 98-99)
• GIS/GPS Integration training for 6 people $2000 (FY 99-00)
• Autocad Map 3.0 training for 2 people $2000 (FY 99-00)
• 2 copies of Autocad Map 3.0 $5350 (FY 99-00)
• 3 people to attend InRoads training - cost in Design Drafting Section

Engineering Division - Development Section

The Development Section functions primarily as a review agency for the Development Services Center (DSC). As such, DSC is the source point for all development-related information that comes into the City for review. All databases related to development projects are maintained by DSC and are not subject to control through the Department of Transportation's GIS. We do need to commit to working with DSC toward a combined GIS effort. Eventually, changes in City development standards need to be made to require all plan submittals to use the geodetic control network established and all plans to be in an electronic format. This effort will also require cooperation from the Planning Department.

The floodplain management staff currently generates flood certifications prepared by registered land surveyors. There are approximately 2000 of these certificates filed by the section. It would be helpful to have these certificates scanned and referenced in a database by address so they can be displayed on the parcel base map. Eventually, these certificates can be related to the geodetic layer by digitizing the locations on the digital ortho photos and creating metadata. Maintaining a system of scanned certificates would require the City Engineer to establish and enforce a requirement that all certifications be submitted with a scanned copy. The cost to scan the existing certifications and develop the metadata is $5000. This project is not a high priority and is recommended after FY 1999-2000.

There are an extensive amount of files that have been created by the section for each development project. These files contain notes, comments and other documents relating to the Development Section only. Ideally these documents should be scanned and incorporated into a document management system for easy geo referencing.

Requirements:

• Flood certificate document scanning and metadata development (recommended for FY 00-01)

Engineering Division - Management Systems

The Management Systems section maintains asset inventory for the Pavement Management System and Bridge Management System, which includes all Major Streets and Routes (MS&R) roadways as well as bridges that are not inspected by Arizona DOT. All MS&R roadways and nearly 75% of the bridge structures have been inventoried and cataloged in the database.

Management Systems has the appropriate database structure in place to integrate with the Department of Transportation's GIS project. Currently, asset information is geo-referenced with a unique ID that is hard-coded to the Pima County centerline base map. However, Management Systems has acquired a data acquisition vehicle that will use GPS to generate a 'sub-centimeter' centerline base map. This base map could be used to locate other linear assets. Furthermore, the vehicle will facilitate the location of point assets from video and GPS information.

Management Systems currently provides public transportation information through the Transview.org web site. Transview is currently increasing storage capacity to facilitate storage of Maps and Records digitized plan sheets and aerial photos as well as provide capacity for regional information storage.

Requirements:

• 1 Upgrade from Autocad Map 2.0 to Map 3.0 $556.00
• 1 Standalone Map 3.0 $2635.00

Engineering Division - Maps and Records

The Maps and Records (M&R) section's goal is to provide record archiving and retrieval services to the Department of Transportation and the general public as required by law.

The majority of M&R's daily business involves disseminating hardcopy "As-Built" plans and asset location maps to Transportation staff and the general public. At this time the dissemination process is entirely manual, in that it requires a M&R staff member to service each request personally.

M&R has generated several information layers based upon the Pima County base maps, such as paving and drainage. It appears that the layers have not been updated for at least 12 months due to inadequate staffing. Overall, M&R's GIS development has been limited to hard-coding paving and drainage plans to the parcel layer through ArcView. M&R discovered, after completing four sections, that this process would not work as it took over 20 minutes to retrieve a data layer.

M&R can not continue to provide quality service to their customers without eliminating the 30+-year-old manual retrieval process. Any document that M&R is responsible for maintaining must be digitized and network accessible, which should virtually eliminate the customer service burden that is consuming all available staff resources.

The Plan Library project will digitize and provide web-browser access to most of M&R's plan sheets; however, Maps and Records needs to become the focal point for a comprehensive document storage and retrieval system that incorporates all of the Department of Transportation's hardcopy documents. With the reduced workload, existing M&R staff should be available to service this system.

As mentioned above, M&R was generating maps from the county parcel base to help locate paving and drainage assets. Continued maintenance of these layers will result in massive waste of resources as the GIS project ramps up to accurately GPS locate these assets.

A major issue that needs attention in this section is the backlog of preparing as-builts of capital projects. There are projects that date back to 1986 that have not been completed. Approximately 37 capital projects need attention It is recommended that M&R staff be redirected to pursue this goal due to the complexity of preparing record drawings.

Requirements:

• Document Management System and Training: FY99-00 $300,000

Traffic Engineering

The Drafting Technician in Traffic Engineering has been active in keeping up with technology and applications closely related to our Departmental GIS goals. The infrastructure inventory layers maintained by the Division are the street lights, traffic signals, residential parking, signs, parking meters and striping.

The layers currently are based on as-built information as opposed to geodetic referencing. Through the use of interns, the MMP Section will be gathering the geodetic locations of most of the above features by the use of GPS and digitizing the digital ortho photography. The layers maintained by Traffic Engineering will need drafting rectification to adjust the symbology of the features to graphically fit the correct geodetic location shown on the digital ortho photos.

It is recommended that the Drafting Technician in Traffic Engineering be reassigned to the MMP Section as the inventory and layer maintenance is so closely linked, and critical to the development of the MMP process. Whether the Drafting Technician position is reassigned to the MMP Section or not, GPS should be utilized to locate new infrastructure.

Scanning of approximately 1500 plan sheets needs to be assimilated into the process of correcting the inventory layers. The cost for completing this effort would be approximately $3000 to complete. It is recommended that this be accomplished in FY 1999-2000. Future scanning of the plans can be accomplished on the scanner available in the Maps and Records Section of the Engineering Division.

Software upgrades to Autocad Map 3.0 is recommended for FY 1999-2000 at a cost of $ .

Whether the Drafting Technician position is reassigned to the MMP Section or not, GPS should be utilized to locate new infrastructure. It is recommended that one survey accuracy GPS unit be purchased in FY 1999-2000 to accommodate inventory updates. Additional sub-meter accuracy units are recommended for future fiscal years to be used for sign survey updates. A voice

Design submittals for Traffic Signals and Lighting projects are handled by the Engineering Division, Design Section. Submittals should be delivered to the City in electronic format as discussed in that section of this plan.

Lane closure permit data is kept in an Access file by permit number. When the digital ortho photography becomes available, it is recommended the permit add a field for geodetic reference. This data can be filled in by the person entering the permit into the database through an interface between the digital ortho photography and the database. The data entry person would need to digitize the lane closure limits on the photographs. Ideally, an Internet available permit linking the digital ortho photography is recommended.

The Traffic Division currently has the responsibility to conduct the City's sign inventory.

It is recommended that one survey accuracy GPS unit be purchased in FY 1999-2000 to accommodate inventory updates. Additional sub-meter accuracy units are recommended for future fiscal years to be used for sign survey updates. Voice data logging systems are recommended for the sign survey process.

Requirements:

• Scanning of 1500 plan sheets with metadata $3,000 (FY 99-00)
• 1 survey accuracy GPS unit $10,000 (FY 99-00)
• 1 submeter accuracy GPS unit $4,000 (FY 99-00)
• 1 voice data logging system $16,000 (FY 99-00)

DOT Administration - MMP Section

The ITX Stanley MMP is currently being implemented in the Street's and Traffic Maintenance Division and the Traffic Engineering Division. The Stormwater Section and Engineering Division are scheduled for implementation in mid to late FY 1998-1999.

The critical part of the MMP is to have a solid inventory of the City's infrastructure. As discussed in the Survey Unit's plan, the storm sewer layer will be responsibility of the Survey Unit. Other inventory items such as; street lights, traffic signals, curbs, sidewalks, alleys, drainage ways, etc. will be initially collected by GPS and digitizing the digital ortho photography. Interns will be the primary source of labor for collecting these features. However, a critical part of the GIS goals need to address ongoing maintenance and updates of the infrastructure layers. Until such time this burden can be shifted, at least in part, to the private sector through development submittal requirement changes, the task will fall on City staff. It is recommended a GIS Survey Support contract be established on an annual basis as discussed in the Survey Unit's plan.

It is recommended that a Data Control Clerk position be permanently established to help maintain the inventory structure.

Streets and Traffic Maintenance Division

The Street's and Traffic Maintenance Division will primarily be a user entity. The main contribution to data layers is through the use of the MMP system. However, the Division can contribute data layers for Operation Splash, the programmed chip sealing, and the contract slurry seal. Maintenance of these layers would require the Street Inspectors to become proficient with Autocad Map 3.0. One copy could be purchased and the three Inspectors would be trained.

The Division could benefit from having an Internet access to the complaint forms used through the MMP to establish a Service Request. Consideration should also be given to establishing a phone logging system for the public to register complaints. These tasks should be examined and evaluated at a later date.

The Inspectors routinely photograph areas for other divisions. Accident sites and problem areas are examples. Digital cameras should be utilized with electronic forms. This data could be placed on the website and made available via the Internet for the interested parties.

The Division will benefit from introductory classes to the philosophy of GIS. It is recommended $2000 be budgeted for fiscal year 1999-2000 for general GIS training.

Requirements:

• 1 Autocad Map 3.0 (after FY 99-00)
• Training for 3 on Autocad Map 3.0 (after FY 99-00)
• 3 digital cameras (FY 98-99)

General Recommendations

After reviewing the Department's business processes in light of the GIS Conceptual Model and General Observations, it is recommended that the Department initiate the following projects through the GIS program.

Integration of GPS with all field data collection operations.

Many field operations in the Department have little or no location information tied to them. It is imperative that these operations include GPS so that the activities can be accurately located in the GIS system. To fulfill this goal, the department should fund additional GPS equipment and training to outfit all field crews.

Incorporation of database management systems with all business operations.

As mentioned above, most of the Department's business systems are paper based. The result is that each business area maintains islands of data that would be of value to other areas if it were easily shared.

Field crews should be outfitted with wireless networking technology to facilitate real time, point of origin data entry.

Modification of Contract Specifications to require electronic plan submittals.

Occasionally, design consultants will make their plan submittals available to the Design Drafting sSection in electronic format. Unfortunately, most do not, which adds to the Drafting workload, as many modifications have to be made manually. Similarly, this adds to the What????

The contract specifications should be modified to allow electronic storage through the document management system. DSC would play a key role in this process, as they would become responsible for entering these documents into the system and routing them to the appropriate parties for review.

Centralized electronic document management through the Maps and Records section.

Traditionally, the Maps and Records section has been the repository for the Department's hardcopy plan data. The Maps and Records section should become the central repository for all hardcopy information generated by the Department. This includes, but is not limited to, plans, specifications, memoranda, and general correspondence.

The tool that will facilitate this goal is called a document management system. A document management system, in its simplest form, is a centralized database system that archives hardcopy information indexed by meta-data, such as subject, author, project name, and so on. This will eliminate redundancy in the department by allowing authorized users to maintain and retrieve one version of the information. Any editions to the original document can be automatically routed to the original author or their supervisor for authorization.

Furthermore, a document management system allows for electronic review and redlines of engineering documents without sharing the hardcopy version. This should resolve the issue of lost plan sets and survey field books.

Staff and fiscal resources must be allocated to transform our substantial hardcopy database into an electronic format. As mentioned earlier, there are several thousand survey field books, over 1500 traffic plan sheets, 2000 floodplain certificates, and countless hardcopy files in existence in the department. Scanners should be standard issue.

Education and the end user

As the GIS is developed it becomes imperative that it be used. The structures discussed in this plan are relatively easy to secure from an equipment perspective. The difficult part is changing the mind set of people to do business differently. In order to get people to use the GIS as a way of doing business we must first show them that the end result will actually make their business easier to manage. Once that is accomplished, they will be more receptive to helping implement the changes proposed. Education is a key to making this happen. We need to pursue an aggressive education program to show the Department staff what is in a GIS, how to get at the information, and how to use it.

As managers for the GIS in our Department, we are committed developing applications of the data. For those individuals that do not know what they need, we will find ways to present the data for their use. For those individuals that do not know what the system contains, we will show them. For those individuals that wish to actively participate, we will enlist them. And, for those individuals that wish to deny modernization, management will need to promote a firm hand to encourage otherwise. With these commitments by us, and management, we will have a successful Geographic Information System.