EXECUtiVE Summary. the next stage where more projects are implemented. The following points highlight these activities:

Transcription

1 EXECUtiVE Summary City of Wixom Geographic Information SystEm Master Plan The City of Wixom has made great strides towards the development and application of a Geographic Information System (GIS). Oakland County has also made considerable investment in developing GIS databases and standards that are available to the City of Wixom. The objective of this Master Plan is to provide a framework for describing the scope, approach and intended activities to move GIS deployment to the next stage where more projects are implemented. The following points highlight these activities: Continue to centralize the storage of GIS information, continue to follow standards and develop a GIS Committee to guide future development efforts. Implement the initial 13 projects and software applications identified within this plan that support key departmental business processes. Update and develop the 32 GIS coverages that support the identified projects and applications and will become the City's official and standard geo-basemap. Collect and maintain the data attributes that populate the databases of the GIS layers and coverages through field-work and inter-agency coordination. Incorporate the support, update and maintenance of the applications, coverages and databases into the daily business processes of the departments. This "living" document is expected to evolve and expand as projects are implemented and solutions and issues arise.

2 1.1 GEographic Information SystEm DEfinition City of Wixom GEographic Information SystEm Mast r Plan A Geographic Information System (GIS) may be defined as.a computer based information system which attempts to capture, store, manipulate, analyze and display spatial and tabular attribute data, for solving research, planning and management problems." A GIS is a special case of information systems where the database consists of observations in space as points, lines or areas. \IVithin a GIS distinct point, line and polygon layers are displayed together much like overhead transparencies on a projector to create maps. 11,,,. '2Jto ers pdll' ¼ S 4? MW 1Afl p

3 GEographic Informatn SystEm DEfinition (ContinuEd) City of Wixom G ographic Information SystEm MastEr Plan A Geographic Information System (GIS) centrally stores information about the world in a collection of digital map layers. Rather than having information in many formats stored in multiple places like filing cabinets, different computer systems, large binders or static paper maps, a GIS pulls together very different pieces of information into one system. These map layers may be over-laid and linked together to create maps, integrate information, visualize and compare scenarios, solve problems, and more effectively manage resources. IIVH '! I LiL) JG41 I!

4 GEographic lnformaln SystEm DEfinition (ContinuEd) City of Wixom G ographic Information SystEm MastEr Plan GIS systems have been expanding across the Country and becoming integral parts of municipal information systems. Several reasons for this are presented below: Most municipal and county information relates back to parcevproperty lds. This information can be associated with map locations which can be efficiently and easily accessed by staff or the public using graphics-based computer programs rather than traditional paper filing systems. A GIS allows a community to produce custom map representations upon demand. The capabilities of which are limited only by the content of the database. These capabilities are simply not feasible with manual mapping techniques. One geo-base and set of maps are shared by all department. Updates are therefore universally available to everyone. This also translates to the ability to divide up responsibilities for system support among various departments. Geographic Information Systems (GIS) at the City of Wixom may be used to: Respond to public inquires and provide demographic information Display and analysis of parcel information, such as assessed values. Show infrastructure layouts and conditions in a clear and understandable manner Analyze patterns such as traffic patterns and crime incidents Perform routine operations such as application reviews and permit approvals Provide timely information and analysis on larger policy issues requiring action

5 h.. GEographic Informatn SystEm DEfinition (ContinuEd) An example of a GIS project would be to store road condition information on a road coverage. Color maps of condition ratings and projects may be displayed along with other pertinent information such as traffic volume forecasts and planned water and sewer projects. Statistics such as the percent of system above an unacceptable level of service may also be generated from the GIS system. Such an application helps assess an individual projects impact on the entire system and community. V

6 GEographic Informatn SystEm DEfinition (ContinuEd) In another recently developed example, zoning boundaries combined with property lines (parcels) produced a comprehensive view of the City for use in planning or policy analysis. I VI// 4 In' n SJJt \ I - J r'.. Zosin8 District Lcgrud LI T r- - ZONING DISTRICT MAP CITY OF WIXOM, MICHIGAN

7 h.. GEographic Informatn SystEm DEfinition (ContinuEd) There are two types of GIS data: spatial data and non-spatial data. Spatial data is data that generally describes a feature on the earth, such as roads. Non-spatial data is usually tabular data taken from tables, lists and field work, such as traffic counts or pavement condition ratings. The joining of non-spatial data to its spatial component creates a GIS, providing new analysis and efficiencies that did not exist before. The storing and managing of City critical data using a GIS may prove more efficient than traditional paper methods, while allowing a greater number of departments and the public greater access to information. 4I\ t i! For example, consider this neighborhood in the City of Wixom that has many departments and agencies tracking and storing information in a variety of formats and standards. Currently, it may take weeks to gather information regarding the property values, water and sewer capacity, roadway conditions and traffic volumes, pictures of the surrounding land use, the sign inventory and environmental considerations. The information would probably be stored in multiple formats, spreadsheets, binders and employee memory. A GIS helps bring this information together by storing it geographically. An effective GIS pulls all this information together for quick and consistent retrieval and analysis, but only with the initial effort to build the system and a commitment to maintain such a system.

8 U GEnEral OvErVIEW of IS TEchnology at the Cij of Wixom Wixom is a high-growth Detroit-based suburb situated in southwestern Oakland County, with regional forecasts showing a doubling of population over the next 25 years. Today, Wixom has become a major suburban area as a well as a premier site for light industrial and major manufacturing. Faced with the challenge of managing a fast-paced developing infrastructure, as well as growth in industry and neighborhoods, the City of Wixom is using GIS as a tool that provides quick access and powerful analysis necessary to effectively manage local government information. The City of Wixom is also looking to take advantage of GIS development efforts in Oakland County, which may provide many substantial cost savings. Oakland County's $7 million dollar GIS effort produced a highly spatially accurate County base map that the City may use as a foundation. If a local government develops all of the data from maps or manual data collection, the cost could be as much as 70 80% higher for the total system cost. Thus, by acquiring digital data from other entities, specifically the County, GIS can be much more cost effective. While many of the GIS efforts already underway at the City are somewhat departmentalized, there has been significant progress towards developing a City-wide GIS. Over the last 5 years, numerous infrastructure databases have been developed by the City as part of engineering studies, as well as the development of a water &- sewer database. Recently, Oakland County supplied parcel, road and aerial photography databases, as well as software to the City. The timeline below depicts City efforts to date, as well as projections as the City moves into additional data collection and application development: pet

9 GEnEral OvErviEw of I5 TEchnology at the Cj of Wixom (ContinuEd) 1996 HRC develops several CAD maps for the Storm Water Master Plan 1997 Hardware &- Software Acquisition. City network installed C paisu; poiau Xi 1999 The City develops a GIS Master Plan to guide and coordinate City-wide GIS efforts. GIS databases stored centrally on server, accessed over network using ArcExplorer The Master Plan is fully implemented. GIS updates are now part of daily depart-mental business processes V 1995 ETOS develops a water and sewer coverage 1998 Oakland County develops and delivers parcel (property), hydrological, street, and aerial photography G IS coverages. These become the City's official base map from which applications are built from Spring of 2000 City launches several pilot applications and data collection efforts to supplement the City Base Map p

10 GEnEral OVErViEW of.115 TEchnology at the Cj of Wixom (ContinuEd) I, Recently, the City organized all internal and external GIS resources on a central file-server. These datasets were then made available to all departments through ArcExplorer, a view-only GIS application, thereby allowing all City employees access. The graphics below demonstrate the file server folder structure that organizes the databases by function or department, as well as the GIS interface: I f I El. - Ii. '1.Ol.. Ii ilit I I J 'Wn'JIS F S 42e,4m.r4 fr4,rn jj L - Information : ç, Sh S&ed HRJ_0oç 5.-, OId1945 ij vssis P S0 J s cc4eisei. - l -- J1S0750 brc._j C4oC4 J JL JEe,e jfene Fee JL45 Se J Poke PcSe.oceo ,45 ['Oa 4 I 'I 2.1 r I - I- f 4 -r r.r [:r I, w.dcz IL Mo F Ti-I L Pk MyC+.pl.e / t F ct q 1-fl I I all ii FjAijl Jw5jø -

11 2 GEnEral OVErViEW of ls TEchnology at the Cj of Wixom (ContinuEd) The City plans to acquire, enhance and build upon several base GIS layers from the County including Digital Orthophotography, a Parcel Base Map, an Enhanced Street Centerline to support business processes and software applications. In addition to utilizing GIS to benefit internal department users, the City intends to make GIS technology accessible and useful to residents and businesses by supporting the following County projects: Mortgage Application Acceleration Program (MAAP)- targeted at lending institutions and realtors, this application provides property information and comparable analysis. Residential Property Analyzer- targeted at the public and realtors, this applications provides access to 900 land record's data elements on user demand over the Internet. Residential Property Profile- targeted at realtors and the public, users can access property information through transaction or subscription. One Stop Shop- This application provides on-demand reports and information on areas within Oakland County. GIS is being added to support the Enhanced Access Program. Internet Access- They County has provided Internet access for municipalities to Residential Property Analyzer and Profiler at no cost.

12 GEnEral OVErViEW of us TEchnology at the CIL!,J of Wixom (ContinuEd) LI U, Because of the complexity and level of coordination related to GIS implementation, the overall City-wide purpose of this implementation planning process is to: 1) translate the needs into a system design; 2) assist in the acquisition of the identified resources to support the design; and 3) lead to the successful deployment of an enterprise-wide GIS system. This document is intended to report on the results of a GIS Implementation Planning Process for the City of Wixom. Information obtained from this assessment can be used to deploy specific action plans for implementing GIS. The observations and recommendations developed in this report are based, in part, on information obtained from the City through numerous department interviews. 'I

13

14 1.3 Summary of GIS ProjEcts and DatabasEs City of Wixom GEographic Information SystEm Mast r Plan This section summarizes the departmental and City-wide GIS projects and GIS Coverages and databases that are identified for initial deployment. Longer-term projects are noted within the individual department sections of this report. Other business processes and tasks that may benefit from digital mapping are not listed here. Many of these projects are dependent on the update of existing GIS databases and may require new GIS coverages to be developed. More detail on each project is provided in Section 5 of this report. A detailed table of the required GIS coverages, as well as their status and utilization by various departments, is listed in Appendix B of this report. Detailed database table descriptions of these coverages are listed in Appendix C. The initial projects are as follows: Mapping Application for City-wide Access Sign Inventory: Cartegraph System Fire Incident Mapping &- Query Tool Master Plan Analysis and Maps ParceVProperty Query Information System Road Management Information System Crime Mapping and Analysis Address Database Issues Voter and Precinct Analysis Resident Notification System (DONE) GIS Viewer to Building Design Drawings Library Mapping Center Water &- Sewer Management System

15 U Summary of GIS Procts and DatabasEs (ContinuEd) This section summarizes the Coverages (GIS Databases) that will become the City Basemap. These Coverages and the databases they link to will become a resource for many City functions and applications. Road Centerline Parcels/Property Hydrology Aerial Photography Water Lines Sewer Lines Manholes Water Hydrants Wells Valves Census &- Demographics Zoning Land-use Permits Voters Municipal Facilities Precinct Boundaries Railways Contours Right-of-Way Parking Lots Regional Boundaries Business Locations Crime Types Accidents Fire Incidents Road Conditions/Projects Sign Inventory Building Layouts/Footprints Hazardous Materials Landmarks/Places Police Beats Sidewalks

16 Summary of GIS Prccts and DatabasEs (ContinuEd) - I These projects and coverages may facilitate the flow of information into and out from the City of Wixom, as well as between different departments. As shown in the high-level data and process diagram below, GIS applications and coverages may serve as a resource and tool to store, analyze and process the volumes of information entering the City. Building/Site Plan Digital Submission E!2KI a1;s/ui UO!SS!U Approvals Maintenance Management SJtAOJ( - aou'euai uawai uuaau'u Iisviu I ii!ding :Ierk wip narice ibrary )plicat ounda Trian Federal 4, Michigan 7' t, SEMCOG )0W t4 4N Oakland ( SUO! - UO!T I tn I Parcel Base lase Maps: Prop. Address Land d File Public Inquiry r'iquiry 'I D!J11 Citizen Protection uazui

17 h. 4 ProjEct Approach an... Major ObsErvations añ REcommEndations Our initial stage considered the functional context, staffing levels, and City expectations while further clarifying the needs for a City-wide and departmental GIS. This process produced a refined and prioritized matrix of GIS applications and projects (traffic analysis, crime statistics, etc.) as well as a master plan matrix of geographic and tabular data (roads, parcels, descriptions etc.) necessary to support the identified applications, as well as database descriptions. Our objectives were achieved by continuing investigation into GIS efforts outside the City of Wixom that may play a vital role in defining GIS at the City. GIS efforts at the State of Michigan, Oakland County, SEMCOG and neighboring City's are defined in terms of "how" they relate to the City of Wixom. A detailed implementation planning process through staff interviews was conducted. During the course of our interviews, a matrix of core GIS coverages and tabular attribute data, secondary data sets, and departmental applications were compiled. These interviews also served as GlS awareness and training sessions where GIS functionality and data sets were demonstrated. While the inventory of required GIS layers and applications that is produced through this assessment is important, it is also necessary to look further at the department functions and City priorities. The need for a City-wide GIS may then be further evaluated in terms of how GIS can be used to enhance the inter-relationships of each department and the City as a whole.

18 b. 4 ProjEct Approach an.. Major ObsErvations an REcommEndations (ContinuEd) By considering the departmental interviews that articulated current and desired applications at the City of \'Vixom, and through investigation into other municipal GIS efforts, as well as Oakland County policies and projects regarding GIS, a number of findings and recommendations were identified and are summarized below: GIS projects and databases should be designed with an "enterprise" or team approach. Geographic data should be stored centrally allowing departments to access all City-wide data sets over the network. To date, all GIS databases have been centrallized on the City's server in an organized folder structure by type and department. The City's current Local Area Network that connects most departments will greatly enhance data sharing among departments and fosters efficient, "central" storage and retrieval. They City has obtained parcel, orthophoto, water and street-centerline base maps from Oakland County and has adopted these as the official City base map in terms of accuracy, precision and projection. All subsequent databases and applications should continue to adopt County standards and require all vendors to do so as well. In addition to utilizing County datasets, the City should further assess geographic data available from Federal, State and Regional sources. HRC has developed several "mapping layers" during past studies, however, these are Computer Aided Design (CAD) drawings and are not based in the County standard coordinate system. In the future, all CAD drawings developed by any company working with the City should be designed in a format compatible with the City's GIS Base Maps.

19 4 ProjEct Approach an.. Major ObsErvations an REcommEndations (ContinuEd) Many paper-maps used by the City departments are not as current as desired (e.g. zoning and landuse maps). Converting these paper maps into a digital GIS will help insure timely updates, encourage data sharing and insure direct compatibility with other City maps. Most departments had some knowledge of GIS and a high percent of employees have received introductory GIS training. Training should continue and be ongoing as the GIS is implemented and maintained through GIS awareness sessions and additional technical training. See Appendix A for additional training information. The Police Department currently relies on the City of Novi for dispatching, and does not have map-based computer aided-dispatch on-site. Independent of this CLEMIS, there are immediate opportunities for the Police Department to utilize the City Base Map for viewing City property owner information and for general query and mapping. The Fire Department utilizes a graphic design package to manually map monthly calls for service. This process may be replaced by an automated records mapping application that would create this map by using the City Base Map. The City spends considerable time processing resident notifications and mailings manually for zoning changes and variances. Off-the-self applications such as LabelEase by 3Dl may be used to significantly streamline this process and automatically generate notifications and print mailing address labels directly from GIS. The Assessor's office contains significant amounts of property information and the data is electronically linked to a GIS for these requests. Live linking this data to a GIS allows on-line query and mapping of assessing information by this Department.

20 1.4 ProjEct Approach anl Major ObsErvations an REcommEndations (ContinuEd) City of Wixom Geographic Information System Master Plan The City is undergoing a digital photography project that will photograph every parcel in the City over the next few years. It is our understanding that access to these property pictures will be linked to the GIS basemap. The Road Commission for Oakland County plans on collecting a sign inventory on County funded roads within a GIS. The City of Wixom could interface with the Road Commission to transfer this sign data into it's own sign inventory system, Cartegraph. The City has collected a significant amount of roadway condition data as part of the 1995 Wixom 5 Year Road Program Report. This information is currently in tabular format and a database application. Once linked to the City Basemap, this information could be updated and displayed with map-based graphics. The City is meeting with a company that can do a drive through to collect street conditions. Under the pending annual financial reporting changes to be implemented in 2004, the City of Wixom has to report on the condition of the infrastructure as well as estimate original cost and record depreciation. This data can also be linked to GIS providing visual reporting of the condition and value of the City's infrastructure. The Library maintains a significant amount of demographic and census data in paper form. Such data is available digitally for a low cost, thereby increasing public access to such data while saving shelf space used for Census information. The City may need to add to its enhanced access policy to include specific GIS items. On February the City passed a resolution supporting "Enhanced Access". This should be expanded to allow additional fees to be generated to fulfill some Freedom of Information Act (FOIA) requests from a GIS. Please see Appendix D for the Oakland County Enhanced Access to Public Records Policy.

21 L ProjEct Approach anl Major ObsErvations an REcommEndations (ContinuEd) City of Wixom GEographic Information SystEm Mast r Plan The Building Department stores numerous paper-based building layouts. Scanning and storing these digitally through imaging technology would increase access to this important historical information. The City of \'Vixom is currently working in conjunction with Triangle Computers to scan old drawings for record keeping and documentation. Establishing a digital submission policy would enable new development plans and building layouts to be captured directly into GIS. Earth Tech (ETOS) has developed several infrastructure related layers that will overlay the County framework, however, these may require updates and additional data collection to insure they align properly with the very spatially accurate County data sets. Responsibility and roles for updating and maintaining geographic information should be clearly defined and integrated into the day-to-day work flow of City departments, further ensuring that information is current and reliable. Please see Appendix B for a listing of GIS coverages, their status and which department they are assigned to. Internet mapping applications should be used to enhance public access to some GlS datasets. For example, interactive maps of facilities and parks on-line or access to key demographic attributes could help attract businesses and residents to the City of VVixom. Over-the-counter requests for assessing information could be reduced through a web-based query application. The Oakland County portion of this plan documents several Internet-based County initiatives that provide access on-line. Organize a GIS Committee consisting of representatives from several City departments to help guide the direction and development of GIS. This Committee should meet on a periodic basis to review and discuss the status of each department and share ideas and information. Consider ad-hoc members such as the County, GIS Consultants, SEMCOG, etc.

22 4 ProjEct Approach anl Major ObsErvations an REcommEndations (ContinuEd) The City's current hardware goals fulfill most of the required workstation needs to support a GIS. Additional CD writing devices for remote sites and a Global Positioning System (GPS) device for field work data collection are a few items that are necessary for full scale GIS implementation. As GIS deployment progresses, additional dedicated server storage space may be required. Connection to the Oakland County Wide-Area-Network (VVAN) will provide the necessary connectivity to transfer data to and from County applications. Adopting this City of Wixom GIS Master Plan will help the City and its departments identify and implement specialized GIS software applications.