Water resources information systems for regional planning. Johannes Ph. Van Der linden Delft Hydraulics P.O. Box 177, 2600 MH Delft, The Netherlands

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1 Closing the Gap Between Theory andftactice (Proceedings of the Baltimore Symposium, May 1989) IAHS Publ. no. 180, Water resources information systems for regional planning Abstract Johannes Ph. Van Der linden Delft Hydraulics P.O. Box 177, 2600 MH Delft, The Netherlands Rob Koudstaal Delft Hydraulics Present Position: Resource Analyais Rivierenlaan 102, 2641 VX Pijnacker, The Netherlands Lawrence M. Nyongesa Lake Basin Development Authority P.O. Box 1516, Kisumu, Kenya A water resources information system is an important tool for regional planning of natural resources and, more specifically, for the identification, selection, implementation and evaluation of projects. It should include data on the availability and accessibility of water, on its utilization by human beings and economic activities, and on the organization of water resources management. Main components of such an information system refer to hydrometeorologic, environmental, socioeconomic, geographic and institutional data. In Kenya, such an information system is being created for the Lake Basin Development Authority (LBDA), a regional authority involved in the management of natural resources in the Kenyan catchment area of Lake Victoria. For the hydro-meteorologic data, a time series data base has been created through a special computer package: HYMOS (HYdrological Modelling System), while for the remaining data a set up has been made based on a Geographical Information System (GIS). The two data systems are able to deal with the two major components of any information: its spatial and time components. Special emphasis is paid to the set up of the so-called ELBIS (Environs of Lake Basin Information System) data management structure of the computerized data base. This paper describes in general terms the role of water resources information systems in regional planning, illustrated by the activities for the LBDA Data Centre Project. Introduction Due to the rapid increase of population and of agricultural and industrial activities, careful planning and management of water and land resources becomes an important condition for social and economic development. An obvious and often laborious first step in the analysis, to support such planning and management, is the collection and processing of available data on the physical properties of the system, the relevant processes governing the behaviour of the system and the distribution of hydrologie and météorologie events that provide the system boundary conditions. Optimal use of (scarce) water and land resources and proper planning require the availability of reliable data. Given the generally large amount of data, 85

2 86 Johannes Ph. Van Der Linden, Rob Koudstaal and Lawrence M. Nyongesa efficiency demands that all phases of data processing and analysis are well tuned to each other. In this paper it will be explained and emphasized why and how data should be stored and operated in an organized way. A water resources information system is a tool for organized operation of data and therefore of great importance for (regional) planning of natural resources and, more specifically, for the identification, selection, implementation and evaluation of projects (Koudstaal, 1987). For illustrative purposes, a Data Centre Project will be used, as is actually being established with the Lake Basin Development Authority (LBDA) in Kenya (Kisumu). The LBDA, as a regional organization, has an important task in planning, realization and coordination of development projects, related to the utilization of water and land resources, in the area of Kenya which drains into Lake Victoria, covering a considerable portion of Western Kenya (see Fig. 1). The LBDA is engaged in a large program aimed at speeding up the development of its area in an integrated approach. To support this program, a Regional Master Plan will be developed focussing on the planning and utilization of the water, socioeconomic and other natural resources. To achieve this goal, the Authority has embarked on the LBDA Data Centre Project with the installation of computer hardware and software for a water resources information system and corresponding training of LBDA professionals (LBDA, 1986, 1987, 1988). The general aim of the Data Centre Project is to increase LBDA's planning capacity to support their tasks and responsibility for economic and social development of the Lake Victoria Basin in Kenya. Donor support for the establishment of the Data Centre has been received from the Dutch Technical Development Program while the project is executed in close cooperation with consultants, viz. Delft Hydraulics of the Netherlands. The Role of a Water Resources Information System in Planning Processes DefMtion of information system. An information system generally consist of a combination of three major components or activities which can be described as: Tools and procedures. This refers to a system for the collection of information. This might be the physical network and equipment for data collection as well as the procedures to collect the information itself. For example: transfer of data to the office, photo interpretation, the sensing network, installed hard- and software, etc. Operation. This refers to storage and processing of the formalized data systems, consisting of three main categories: (b) (c) reference materials, including such items as books, maps, records of field measurements, photographs, etc.; database of processed and screened data, preferably computerized; processing techniques to organize, edit and plot data and to perform statistical analysis.

3 Water resources information systems for regional planning 87 Fig. 1. Location of the lake basin area. Analysis. A computational framework, defined as a whole of mathematical models, analytical techniques and computational procedures that yields the quantitative information as it is required in the analysis underlying, for example, a planning process. The term framework implies that mostly various models and procedures do not stand by themselves, but form a structure in which the output of one model or computation is the input for another (Koudstaal and Kerssens, 1984; United Nations, 1985). Information as a key element. Information is a key element in any planning process. Planning refers to defining goals and objectives for future developments and formulating specific actions to reach such goals. Planning is done on several levels. The regional level, e.g. a river basin level, is in between a national level, which often sticks to general considerations, and a local level, which often is detailed and practical, but has a limited scope. On the regional level the difficult task exists to provide operational tools to connect both extremes.

4 88 Johannes Ph. Van Der Linden, Rob Koudstaal and Lawrence M. Nyongesa The task of any analysis should be: to provide quantitative information to enable decision makers to make better decisions. The collection of data, their storage and processing and the subsequent analysis in support of planning, should be driven by the problems to be solved and the questions to be answered in the decision-making process. Though such questions never are known in full detail when an information system is established, it is strongly recommended to define the function of any data base in relation to the planning processes as specifically as possible. These definitions should include the kind of data which are needed, their level of detail and required accuracy. Collection and interpretation of information is laborious because many agencies on different governmental levels are involved in obtaining, screening and disseminating specific data. The effort involved mostly is underestimated and as a consequence not given proper attention. It often appears that more time, budget and human resources are required than was accounted for. Subjects of a water resources information system. A water resources information system for planning purposes should at least cover the following subjects: Water availability: precipitation, river flows, groundwater levels, stored volumes in lakes and reservoirs, water quality, suspended sediment in rivers, etc. (b) Water utilization: households, industries, agriculture, nagivation, hydropower, fisheries, etc. Important data include: the volume of used water, the residuals generated, and the characteristics of corresponding activities (for example, data on public health, industrial production, and cropping patterns and yields). (c) Physiographic characteristics which relate both to water availability and water utilization. Examples include soil data, slopes, forest cover, erosion, ecology, reservoir and canal dimensions, etc. (d) Institutional and administrative structure and regulations: permits, responsible agencies (who does what?), decision-making procedures, credit systems, etc. (e) Projects: overview of ongoing and planned projects, with corresponding characteristics, including costs. Critical issues in the operation of an information system. The operation of an Information System would adequately deal with the following issues, which are most critical for effective planning and management: Quality: the reliability of data should be guaranteed in the sense that they are the best available and essentially free of sampling and processing errors. Data should be consistent with other data from the information system (internal consistency) and with information provided by others (external consistency). (b) Continuity: the value of data depends greatly on the existence of a series of observations. What normally is involved in planning are time-related developments and projections, for which the use of time series of observations are indispensable.

5 Water resources information systems for regional planning 89 (c) Availability: information should be readily available, i.e. easily accessible at low cost, and with little delay. Moreover, the issuing of data should be flexible with respect to the form and formats in which the data is provided (e.g. on floppy disk or hard copy, various formats and aggregation levels, etc.). (d) Acceptance: a proper integration of the most relevant sources should ensure a general acceptance of the Water Resources Information System as the appropriate source for information related to natural resources planning and management. The LBDA Data Centre Project Background of the Data Centre Project In 1986, LBDA started the establishment of a Data Centre to provide LBDA technical officers, as well as other potential users in the region, with high quality information for planning purposes. At present a second phase of the project has been completed which includes the completion of the hydro-meteorological data base and the set up of a comprehensive data base for planning including, for example, socioeconomic, natural resources and geographical data. During this second phase of the project a market survey has been carried out to identify the potential users of the information system and to further specify the goods and services to be provided by the Data Centre. Also a workpian for the next phase has been drafted as well as a long-term development plan, both describing the further structuring and establishment of the Data Centre. Overview implemented information system. During the first two phases of the project, a set up was made of a water resources information system containing reference materials and physical archives as well as a computerized data base and application models. During these phases the following hardware has been installed: (b) (c) (d) (e) two Olivetti M24-systems with 8087 math co-processors one 150 Mb PC-STOR hard disk with a 17.7 Mb Tape Cartridge Back Up two plotters three printers one voltage regulator. Below, attention is paid to the computerized data base and application models only. The data management structure of the computerized data base, ELBIS (Environs of Lake Basin Information System), is formed by a series of dbase III+ and C programs and system routines. These programs and routines make up the protective shell of the data base. Inside, and protected by the dbase program shell, a number of reference data base files are stored. These define, reference and organize the "hard" facts and figures that make up the core or "Kernel" of the whole system. The main data base system consists of one Olivetti M24-system connected with the 150 Mb PC-STOR. The 10 Mb hard disk of the Olivetti M24 contains all the system software. Within the hard disk, each of the system software packages have been organized in separate directories. The system software files are made read-only, i.e., they cannot be accidentally changed or overwritten. The HYMOS data bases, organized by catchment, together with

6 90 Johannes Ph. Van Der Linden, Rob Koudstaal and Lawrence M. Nyongesa the reference files, are stored on a part of the (partitioned) 150 Mb PC-STOR. The actual data sets as part of the Kernel are stored on the other part of the 150 Mb PC-STOR. In combination with the dbase shell, the reference files form the links or relations between the data base files that make up the total data system. Presently, there are reference files providing an overview of: gauging station information; rainfall station information; administrative structure of the Lake Basin; coding system as used by the Kenyan Meteorological Department; and relations between catchment boundaries and administrative boundaries. Hydro-meteorological data base. Collection. Major effort has been put in the creation of a hydro-meteorological data base. Since LBDA is not a data collecting agency in itself, the first step consisted of the collection of reference material and raw data at two governmental agencies: the Kenyan Meteorological Department (KMD) and the Ministry of Water Development (MOWD). The following types of data were collected: (b) Non-time series data, like basin characteristics, station particulars, etc.; Time series data, divided into: (i) series with regular time intervals, like rainfall and water level series, and (ii) series with irregular time intervals, like discharge rating data, sediment rating data and current metering data. Especially the time series of both water levels (MOWD) and rainfall (KMD) were made available on computer tape or disks. Software. To enable storage and processing of data the software package HYMOS (HYdrological MOdel System) has been installed (Ogink, 1981; Delft Hydraulics, 1988). HYMOS is a data base management and processing system for hydro-meteorological data which arranges a convenient structuring of data and provides a large number of tools for processing of data meeting the international standards (WMO, 1985). HYMOS can handle the following types of data: (b) (c) station histories and particulars; regular time series; irregular time series of the following types: current metering data, discharge rating data and sediment rating data. HYMOS integrates the distinctive phases in the processing of hydrologie data. The activities are carried out by the HYMOS components (HYMOS.A, HYMOS.B, HYMOS.C), consisting of a number of programs each enclosing a specific compilation. All programs are linked to the HYMOS data base, which is structured through CONFIG, the HYMOS system configuration routine. The entry of data and the transport of data between data base and programs is controlled by a data management system called HYMOS.DMS. The system has been set up in a flexible way. User programs can easily communicate with the HYMOS data base by making use of the FORTRAN subroutine library HYSUB. Securities have been built in and various levels of users can be specified to control the admissible activities. In summary, HYMOS comprises the following systems:

7 CONFIG HYMOS.DMS HYMOS.A HYMOS.B HYMOS.C The structure is shown schematically in Fig. 2. Water resources information systems for regional planning 91 set-up of the system configuration data base management data validation and completion data compilation and analysis rainfall-runoff simulation data»mjm«mm»»»»»»», a^d validation T completion data compilation and analysis Fig. 2. Structure of HYMOS. Resulting data base. As a result of the first two phases of the project, the hydrometeorological data base has been completed, updated and screened. These activities were executed in close cooperation with MOWD and KMD. Results have been sent to those agencies for final approval. The resulting hydro-meteorological data base has been updated to 1985 and contains: rainfall, water level and discharge data on a daily basis; (b) current metering, discharge rating, suspended sediment and water quality data with an irregular time interval; and (c) station particulars and basin characteristics. Plans for Future Developments General. So far, limited attention has been paid to the application of the data base in LBDA planning processes since the main emphasis has been on the collection and processing of (mainly) hydro-meteorological data. Activities in the coming years will focus on two issues: the utilization of the data bases by planners and other technical officers of

8 92 Johannes Ph. Van Der Linden, Rob Koudstaal and Lawrence M. Nyongesa LBDA or other agencies within the region; and the gradual updating and extension of the data bases. The utilization of the data bases will be a major issue during the coming years. As a first step, the planners should be made familiar with the utilization of computers in general and with the Data Centre facilities in particular. The execution of a pilot planning project can be a following step. It seems practical and realistic to aim at the creation of instruments (data and analyzing capacity) to deal with specific planning problems. For the updating and extension of the data bases it is the idea to stick mainly to the existing data bases. The strongly time-series-oriented hydro-meteorological data base will be extended with climatological information and groundwater levels. Bi-yearly updates will take place. The further extension and updating of the socioeconomic information will be done in close cooperation with potential users and concentrate mainly on demographic data and data on economic activities in relation to water and land resources. With respect to the physiographic data base, activities will concentrate on the digitization of the available maps and atlasses. Special attention will be given to the development of an interface with the Integrated Land Use Survey (ILUS) system. ILUS is a data base system containing land use and land cover data (Ecosystems, 1985). Geographical Information System (GIS). In (LBDA, 1987), the need to use a GIS by LBDA is discussed. A GIS is a powerful tool for planning purposes and presentation of spatial information. It is normally considered to involve a spatially referenced data base and appropriate applications software. With a GIS, socioeconomic, land use and land resources data, which are specific to a certain region, can be handled. Recommendations have been made for installation of a GIS at LBDA, and as a consequence planners should be made familiar with the advantage and operation of such a system. The land cover and land use data, which are presently stored in the ILUS-system, will be screened, corrected and updated where required and incorporated in the new GIS. Also, the digitized physiographic information as well as some (spatial) hydrologie information will be incorporated in the GIS. A GIS can be applied as follows. A series of maps (with various attributes) are overlayed with each other. The outcome is a map with a number of attributes consolidated together. A schematic representation of the process of digitization of basic material, storage in data bases and production of thematic maps using a GIS, is presented in Fig. 3. It will be emphasized that the set up of a time-series-oriented hydro-meteorological data base with supporting software (HYMOS) and a spatial-oriented data base supported by a GIS, together with a more general data base software package (dbase III + ) can deal with almost any type of information and corresponding procedures of storage and processing. In this respect a rather coherent set up has been achieved for the Information System of the LBDA Data Centre. Closing the Gap Between Theory and Practice Although the Data Centre with its information system is not yet fully established in the sense of available data, management and personnel involved, it has already proven its value in the development and planning of the region. Especially the hydro-meteorological data base has been used frequently. The key to this success is the easy access to this data base and, due to the screening, the quality of the data. For further improvement of the Data

9 Water resources information systems for regional planning 93 GEOPHYSICAL ADMINISTRATIVE UTILITY CADASTRAL LAND USE VEGETATION SOIL MAP HYDROLOGICAL GEOMORPHOLOGICAL GEOLOGICAL MAP TOPOGRAPHICAL MAP BASE MAP AERIAL PHOTO MOSAIC SATELLITE REMOTE SENSING IMAGERY AERIAL PHOTOGRAPHY FOR GENERATION AND UP-DATE REPORTS FIELD MEASUREMENTS DIGITISATION MULTILEVEL GEOCODED FILES DATA BASE GRAPHIC, COMPUTER BASED, DIGITAL USER SPECIFIC DATA EXTRACTION AND RECONSTRUCTION OF GRAPHIC IMAGE THEMATIC MAPS BASIS OF SOUND DEVELOPMENTAL PLANNING Fig. 3. Production of thematic maps using a GIS. Centre the involvement of planners and the use of the Data Centre in planning processes is essential. Two reasons can be mentioned for this involvement: to stimulate the utilization of the data base information; and to get insight from the planners in what kind of socioeconomic data should be included in the data bases. The theory of a water resources information system has been fully adapted by LBDA and first steps have been taken in the institutionalization of the Data Centre. It is recognized however that the overall organization and the proper management of the Data Centre itself

10 94 Johannes Ph. Van Der Linden, Rob Koudstaal and Lawrence M. Nyongesa is still a point of major concern. A better incorporation of the Data Centre in the overall LBDA organization and the appointment of a Data Centre Manager can be of great help. For a complete and successful closure of the gap between theory and practice, proper management, dedicated personnel, high quality and easy accessible data and involvement of planners are key factors. References Delft Hydraulics (1988). HYMOS Version 2.1: System for storage and processing of hydrologie data. Delft Hydraulics, The Netherlands. Ecosystems Ltd. (1985). Integrated Land Use Survey. Final report, Ecosystems, Nairobi, Kenya. Koudstaal, R. and P.J.M. Kerssens (1984). Water Resources Management: Framework for Analysis. Proceedings, Fourth Congress of the Asian Pacific Regional Div., International Association for Hydraulic Research, Chiang Mai, Thailand. Koudstaal, R. (1987). Position paper on a river basin information system. Delft Hydraulics, Delft, The Netherlands. Lake Basin Development Authority (1986). Water Resources Database: Phase one report. 2 Vols. LBDA, Kisumu, Kenya. Lake Basin Development Authority (1987). Data Centre Project: Terms of reference for the completion of phase two. LBDA, Kisumu, Kenya. Lake Basin Development Authority (1987). A Geographic Information System at LBDA. LBDA, Kisumu, Kenya. Lake Basin Development Authority (1988). Data Centre Project: Completion of phase two. In draft, LBDA, Kisumu, Kenya. Lake Basin Development Authority (1988). Data Centre Project: Tentative workplan phase three. LBDA, Kisumu, Kenya. Ogink, H.J.M. (1981). HYMOS: a data processing system for hydrological time series. Proceedings, International Conference on Numerical Modelling of River, Channel, and Overland Flow for Water Resources and Environmental Application, Bratislava, Czechoslovakia. United Nations (1985). Proceedings of the regional seminar on systems analysis for water resources development. Water Resour. Series No. 61, United Nations, New York, NY. World Meteorological Organization (1985). Guidelines for computerized data processing in operational hydrology and land and water management. Joint FAO/WMO publication, WMO No. 634, Geneva, Switzerland.