ILGISA REGIONAL MEETING MAY 28, 2014 AGENDA

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1 ILGISA REGIONAL MEETING MAY 28, 2014 AGENDA GIS: THE BENEFITS, THE SAVINGS, AND HOW TO GET IT DONE 9:30 10:00 AM Registration/Check-in and Networking 10:00 10:30 AM What is ILGISA? Mike Rudibaugh, Ph.D. (Economic Geography), Co-PI Geospatial Technology Advantage (National Science Foundation), Lake Land College 10:30 10:45 AM Break 10:45 AM 12:15 PM How to Build a GIS Platform in Your Organization Kelly Lockhart, Executive Director, Coles County Regional Planning Commission Bill Teichmiller, CEO, EJ Water Cooperative, Inc. Mark Toalson, IT Director, City of Champaign Thomas Tym, Principal/Senior Project Manager, Ruekert-Mielke 12:15 1:15 PM Networking Lunch 1:15 2:15 PM Q & A Session Kelly Lockhart, Executive Director, Coles County Regional Planning Commission Bill Teichmiller, CEO, EJ Water Cooperative, Inc. Mark Toalson, IT Director, City of Champaign Thomas Tym, Principal/Senior Project Manager, Ruekert-Mielke 2:15 2:30 PM Break 2:30 3:00 PM GIS and What Datasets are Publicly Available Mike Rudibaugh, Ph.D. (Economic Geography), Co-PI Geospatial Technology Advantage (National Science Foundation), Lake Land College

27 ilgisa.org

28 has 625 members Working at: Colleges & Universities City & County Governments Geospatial companies & consultants Illinois State Government Companies and organizations i using GIS Federal Government

31 ILGISA Annual Conference October 27 29, 29, 2014 in Lisle, IL

32 Why join the? Access our Network of 625 GIS professionals working in Illinois Opportunities to learn & present your work Discount on Annual conference registration Training workshops and technical sessions Webinars and regional workshops Apply for Student/Service Awards Search our Job & Internship postings group

33 What are Geospatial Technologies: GIS, GPS, Remote Sensing Geomatics (also known as geospatial technology or geomatics engineering, or geomatic engineering, géomatique in French) is the discipline of gathering, storing, processing, and delivering geographic information, or spatially referenced information. GPS Remote Sensing GIS Source:

34 Agents of Change

35 Agents of Change

36 National and Regional Perspectives Geospatial Technology Penn State Geospatial Revolution Video Series Regional Video Series LLC GIS Intern Sites-

37 What is GPS? The Global Positioning System (GPS) is a U.S.- owned utility that provides users with positioning, navigation, and timing (PNT) services. Data collectors Coordinates and spatial accuracy Latitude and Longitude State Plane UTM Source:

38 What is Remote Sensing Remote sensing is the science of obtaining information about objects or areas from a distance, typically from aircraft or satellites. Two Types Active (LIDAR, Radar) Passive (Using the sun s natural interactions with the earth s surface and how surfaces absorb or reflect light). Source: /f cts/remotesensing.html

39 Passive Remote Sensing True Color False Color

40 Resolution Source: aerialarchives com/hiressamples m

41 What is GIS A geographic information system (GIS) integrates hardware, software, and data for capturing, managing, analyzing, and displaying all forms of geographically referenced information. Source: esri.com

42 Types of Data: Raster and Vector Mike parcel map Vector Raster

43 Top Five Benefits of GIS GIS benefits organizations of all sizes and in almost every industry. There is a growing awareness of the economic and strategic value of GIS. The benefits of GIS generally fall into five basic categories: Cost Savings and Increased Efficiency Better Decision Making Improved Communication Better Recordkeeping Managing Geographically Source: Esri.com

44 How do you get it done? Challenges 1. How do you build and budget for the GIS? 2. How will the technology impact services to customers or citizens? 3. How do we prepare p the current staff for the new technology and do I potentially need new staff to support the technology? 4. How do I budget and quantify the potential benefits to the organization?

45 COLESCOUNTYGIS COUNTY ILGISA REGIONAL MEETING 5/28/2014 Coles County Regional Planning & Development Commission

46 Coles County GIS History/Timeline 1967 Coles County Regional Planning (CCRPDC) was formed CCRPDC used Mylar to create maps. Maps such as the Ashmore, Oakland, and Mattoon zoning maps were created and updated Regional Planning began using InfoCAD to develop maps for grants and municipalities Coles County approves a $3.00 Recorders Fee for the development and maintenance of a GIS Coles County approves a $991,000 contract with Sidwell to develop a county-wide GIS.

47 Coles County GIS History/Timeline 2001 The aerial photography and mapping was completed by the end of 2001 and CCRPDC took over maintenance of the GIS. August 12, 2003 The Coles County Board voted to raise the Recorders Fee to $ based upon a study completed by CCRPDC. February 8, 2005 The Coles County Board voted to raise the Recorders Fee to $15.00 based upon a study completed by CCRPDC. March 2005 The Coles County GIS hired a full time person to handle splits, discrepancies, and the increasing number of walk in clients Bulletin 810

48 Coles County GIS History/Timeline January 5, 2006 The Coles County GIS hired a replacement GIS person. January 2007 The Assessment Office began using GIS to complete splits within the office Begin using Pictometry aerial photography Census LUCA 2012 CCRPDC started using ESRI s Server software to host the Coles County GIS website as well as other community websites CCRPDC completes a cost study to once again raise the Recorders Fee to $20.00.

49 Coles County GIS Staffing CCRPDC manages and houses the GIS and IT for Coles County. CCRPDC currently has three full time GIS/IT staff members and one part time GIS staff member. CCRPDC has a total of six staff members with GIS backgrounds. Since CCRPDC manages the GIS and IT for the County, approximately 30% of staff time is spent on IT related calls and duties.

50 Coles County GIS Challenges One of the largest challenges for our GIS/IT staff is time management. It is hard to anticipate issues that may arise on the IT front, so getting the GIS work done in a timely manner is important. Budgeting is always a challenge. One of the largest issues in our environment is trying to determine if we can pay ESRI maintenance in any given year, especially with down-turns in the economy. Another issue, although not as big, is ESRI licensing and software crashes.

51 Coles County GIS Cost Benefit From the beginning, the Coles County GIS has paid for itself time and time again. The Assessment Office has been able to reduce it s staff levels by two employees since CCRPDC has been able to maintain it s GIS staff through contracts in Coles County and Regionally. One GIS employee is paid directly out of the Recorders Fee. Since 2001, the Coles County General Fund has not spent money on the GIS. Staff of Coles County has saved time on numerous occasions with a GIS at their fingertips. CCRPDC has been saving municipalities money since it s inception in 1967.

52 CCRPDC Current Projects We are completing a large project for Shelby County. This project consisted of a conversion from RR/Box numbers to a 911 addressing system. Project Highlights Include: Conversion of nearly 5400 addresses. Working directly with the Post Office Address Management Office and local branches to ensure correctness. Continuous correspondence with Shelby County s EMA Coordinator. Work with Assessor and Clerk to ensure correct address conversions in their systems. Web mapping used by EMA Coordinator, dispatch, fire, ambulance, and police.

55 CCRPDC Current Projects We are completing Comprehensive plans for Cumberland County, Arcola, Oakland, and Martinsville. Project Highlights Include: Development of narrative, graphs, and maps to tell a story about each community, as well as help tell the future of the community. The maps are very detailed and include current and future land use, housing, transportation, and many others.

61 CCRPDC Current Projects City of Mattoon and Village of Arthur Utilities Mapping. CCRPDC is in the process of mapping all utilities including manholes, storm sewer inlets, water valves, hydrants, meters, and lines. We are mapping the features with our Leica GS 14 survey grade GPS unit. We have completed mapping of the sewer system and approximately ½ of the water system in Mattoon. We are approximately ½ done with the entire system in Arthur.

65 Conclusion Contact Kelly Lockhart 651 Jackson, Room 309 Charleston, IL kh l On the web at coles

66 How GIS has impacted our business EJ WATER COOPERATIVE, INC

67 BACKGROUND EJ Water is a non-for-profit Regional Rural Water Cooperative, formed in 1989 We provide service to 10,200 meter connections having a service area over 3,000 square miles. Full/Part-time time staff 30 Utility Plant/Distribution Assets (Gross) $98M ,005 Service Orders ,000 JULIE requests

68 Blue EJ Water Other Colors Contracted Rural Water Companies Total service area is over 3,000 square miles! This is the size of Rhode Island and Delaware combined! SERVICE AREA

ROW Agents, and Field Service Staff were

squares fire hydrants Lightly shaded red

quick reference for easements, directions

69 OUR FIRST GIS MAP Our first maps distributed to Billing/Customer Service, ROW Agents, and Field Service Staff were scanned plat pages using PaperPort software to Draw lines. Line colors different sized mains Red squares fire hydrants Lightly shaded red parcels refused easements Map allowed for quick reference for easements, directions to service addresses, and general system overview Downside: Very time consuming to maintain

70 2 ND MAPPING GENERATION Looked at Esri couldn t afford server/desktop edition. Looked for low cost solution. AutoCad static map - no database and not geo-referenced. GPS meter locations. Microsoft Streets imported meter locations from billing software and used for finding service locations

71 2013 LOOKING AHEAD During a review process within our staff, it became clear we needed d to upgrade to an enterprise level, l fully integrated t geo-referenced mapping software system. Over 3-years, we looked at numerous options: Contractors: We looked at several firms to help us migrate to a GIS package. GIS Department: We also looked at outsourcing versus doing in-house. Several firms wanted big-dollars to help us migrate to an Esri level GIS package. Scared about up-front price and on-going maintenance fees. Never spoke to anyone that knew how to integrate to billing and Laserfiche (electronic imaging software) system.

72 2013 THE DECISION Summer Interns - Gather GPS locations and develop map. Summer of we interned 2 Lakeland College students. The first was like most students but the other intern wanted to work more, was pro-active, and had ideas. Last fall we participated with Lakeland College in an independent study program and found a diamond in the ruff. We hired our intern full-time. Oct 2013 Purchased Esri s Small Utility Enterprise License (ELA) and never looked back.

73 UPSIDE We now know what we have! With GIS, we have 2,006 miles of watermain, 1,519 hydrants, and 2,804 valves. Integrated by Sql Server to communicate to our billing software. We are not using ArcGIS online due to poor performance in the trucks. Internally developed Java-script API to establish a html viewer directly to our server. Upgrading DSL internet to Ethernet directly to phone companies switch.

74 2014 UPSIDE (CONT.) More efficient meetings - Board of Director Committee Meetings: Unserved members found. Eliminating i service calls to verify water service. Eliminating field measurements for extensions. Resolve many customer related quested regarding water service during initial phone call. System is used across our enterprise, billing, customer service, ROW, engineering, field service, and management.

75 OUR NEXT STEPS Develop service order system/maintenance records, based upon all assets, that pushes and pulls info to billing system software. Attach all easements to GIS which pulls link from Laserfiche software. Attach relevant field pictures to critical intersections. ti

76 Presented by: Mark Toalson GIS Manager of Sorts since 1991

77 CAD Drafter / CAD Manager CADD Service Bureau Computer Graphics Manager / GIS Manager JE & Associates President Map Research Technologies, Inc GIS Manager Champaign County Regional Planning Commission Assistant IT Director for GIS City of Champaign 2012-? IT Director City of Champaign GIS Management from an IT Perspective - ILGISA Fall Conference 2012

78 Maps Municipal GIS: Benefits, Challenges, etc. - ILGISA Regional conference Spring 2014

79 Maps Inventory Municipal GIS: Benefits, Challenges, etc. - ILGISA Regional conference Spring 2014

80 Maps Inventory Info sharing Municipal GIS: Benefits, Challenges, etc. - ILGISA Regional conference Spring 2014

81 What s out there / data/ Municipal GIS: Benefits, Challenges, etc. - ILGISA Regional conference Spring 2014

82 If it s not out there, and you need it? Municipal GIS: Benefits, Challenges, etc. - ILGISA Regional conference Spring 2014

83 If it s not out there, and you need it? How much money do you have? How much time do you have? Municipal GIS: Benefits, Challenges, etc. - ILGISA Regional conference Spring 2014

84 If it s not out there, and you need it? Is there a source? Is it digital (is it accurate, is it current) Is it paper (how much time do you have) Who owns it (will they share, will they sell) Who verifies it (Who determines if it correct) No source? How much money do you have.? How much time do you have? Staff collection (GPS, accuracy, imagery) Contracted collection Municipal GIS: Benefits, Challenges, etc. - ILGISA Regional conference Spring 2014

85 How much does it cost? As much as you want it to. Municipal GIS: Benefits, Challenges, etc. - ILGISA Regional conference Spring 2014

86 Staffing? Centralized vs- decentralized Interns (local source) outsource Municipal GIS: Benefits, Challenges, etc. - ILGISA Regional conference Spring 2014

87 Challenges? Creating data sets Educating users Complex software environment(s) Getting info out there Verifying the data Maintaining the data! Municipal GIS: Benefits, Challenges, etc. - ILGISA Regional conference Spring 2014

88 ROI? Very difficult to quantify When there s a demand, you know there is a value Public (#6 / hundreds) Firemen preplanning NSD active nuisance (open cases) NSD interactive i neighborhood h maps Police crime analysis Fire/Police emergency response Legal land ownership verification Planning (all kinds of stuff) Finance business tax mapping ($50,000+) Municipal GIS: Benefits, Challenges, etc. - ILGISA Regional conference Spring 2014

89 What did I miss? Municipal GIS: Benefits, Challenges, etc. - ILGISA Regional conference Spring 2014

90 GIS BENEFITS, SAVINGS, AND HOW TO GET IT DONE Consultant t Perspective Presented by: Thomas J. Tym May 28, 2014 ILGISA Regional Meeting

91 Benefits Broad Experience Highly Skilled Proven Approach Task Oriented Expanded Staff Resources Dedicated Staff Flexible ILGISA Regional Meeting

92 Challenges Staff Availability Cultural Change to Doing Business Old vs. New Staff Buy-In Understanding Needs Defining Expectations Access to Data & Applications Overcoming Obstacles & Unknowns Integration ILGISA Regional Meeting

93 A New Paradigm A regional approach to Date Distribution Application Development Shared Services Joint Resources Data Integration ILGISA Regional Meeting

94 Collaboration Can everyone: Develop and Utilize a Single Application Share Information & Staff Resources Minimize Total Expenses Agree on a Common Platform ILGISA Regional Meeting

95 Gain Political Support Meetings/Presentations t Technology Committee County Supervisors Municipal Committees Village Board City Council GIS Day Media Coverage County website Newsletter Conference presentations

96 Provisions for the Journey Obtain available datasets: Countywide Parcel Mapping Ownership Records Property Tax Assessment Information Aerial Photography Public Land Survey System Land Use FEMA Flood Plain Wetlands

97 Time for a Closer Look

98 Return on Investment Focused Approach Measurable Benefits Fixed Project Cost vs. Increased Efficiency & Ongoing Staff Expenses Productivity Faster Response Time Expanded Opportunities Lower Cost/Level of Service Larger Pool of Trained Staff Positive Feedback Higher Morale ILGISA Regional Meeting

99 Thank You! Questions? Contact: Thomas Tym Principal/Senior Project Manager ILGISA Regional Meeting

Rural GIS Applications Geospatial Technology Awareness

Rural GIS Applications Geospatial Technology Awareness Mike Rudibaugh, Ph.D. Co-PI NSF GeoTech Center Geography/GIS Instructor Lake Land College mrudibau@lakeland.cc.il.us 217-234-5244 What is the GeoTech