Oakland County Parks and Recreation GIS Implementation Plan

Oakland County Parks and Recreation GIS Implementation Plan

TABLE OF CONTENTS 1.0 Introduction... 3 1.1 What is GIS? 1.2 Purpose 1.3 Background 2.0 Software... 4 2.1 ArcGIS Desktop 2.2 ArcGIS Explorer 2.3 ArcReader 3.0 User Roles... 5 3.1 GIS Expert 3.2 GIS Specialist 3.3 GIS User 4.0 GIS Applications... 7 4.1 Collaborative Asset Management System (CAMS) 4.2 Park Master Plans 4.3 Park Business Plans 4.4 Grant Application Support 4.5 Market Research 4.6 Natural Resource Planning 4.7 Customer Focused Cartographic Products 5.0 Staffing... 8 5.1 User Support Specialist (GIS Expert) 5.2 GIS/CAD Technician (GIS Expert) 5.3 Parks Helper (GIS Specialist) 5.4 Student (GIS Specialist) 5.5 Planning Supervisor (GIS Specialist) 5.6 Natural Resource Planner (GIS Specialist) 5.7 Business Development Representative (GIS User) 5.8 Marketing Supervisor (GIS User) 5.9 Park Supervisor (GIS User) 6.0 Implementation... 10 6.1 Phase 1 Begins in April 2010 6.2 Phase 2 Begins in September 2010 6.3 Phase 3 Begins in January 2011 Page 2 of 11 2010 OCPR GIS Implementation Plan March 2010

1.0 INTRODUCTION 1.1 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. GIS allows a user to view, understand, question, interpret, and visualize data in many ways that reveal relationships, patterns, and trends in the form of maps, globes, reports, and charts. A GIS helps answer questions and solve problems by looking at data in a way that is quickly understood and easily shared. GIS technology can be integrated into any enterprise information system framework. (GIS.com. What is GIS? 2010. ESRI. 26 Feb. 2010. http://www.gis.com/content/what gis) 1.2 Purpose This GIS Implementation Plan will ensure that the full benefits of an enterprise GIS are realized by Oakland County Parks and Recreation (OCPR). The aim is to centralize primary GIS responsibilities within a core GIS group while expanding access to simple GIS based applications to a broader group across the organization. By centralizing core GIS functions, OCPR will be able to produce higher quality cartographic products, increase operational efficiency, and better utilize spatial analysis to support objective decision making. Finally, the value of GIS will be further recognized as it is integrated into additional business functions through greater access to GIS based applications by non technical GIS users. This document is expected to be a living document which will be revised, updated, and added to as the needs and applications for GIS evolve within OCPR. 1.3 Background Oakland County Parks and Recreation currently utilizes GIS to generate cartographic products which support the park master plan process, grant applications, customer focused park maps, and natural resource stewardship. In addition, it minimally employs spatial analysis to support objective decision making. Official park maps and trail maps are currently not created using GIS, but through graphic design software. Since 2006, OCPR has increased from zero to five GIS users. At this time, each person utilizes GIS only to the extent necessary to support their own primary job responsibilities. No current OCPR staff supports GIS as their primary job function. For this reason, there is lack of a central GIS coordination and leadership within OCPR. The consequences of this include the lack of consistent cartographic style, unorganized data modeling, inefficient data development efforts, and the underutilization of GIS analysis. Additionally, there has become an increasing need for a central GIS coordination and leadership effort due to the development, of a Collaborative Asset Management System Page 3 of 11 2010 OCPR GIS Implementation Plan March 2010

(CAMS), in partnership with Oakland County Information Technology. It is projected that this system will increase operational efficiency and facilitate the detailed tracking of costs. Because CAMS is an asset based system that heavily relies on GIS, it is necessary that OCPR commits to developing and maintaining comprehensive, accurate, and current GIS data for this reason as well. There are several other business areas that have identified a need for GIS based analysis, however lack the skills and resources to integrate GIS into their processes. These include planning and documenting recreation programs and mobile recreation unit locations to ensure equitable distribution to all regions of the County. OCPR has recently recognized the need for marketing and has brought on a Marketing Supervisor. Spatial analysis of customer and demographic data will enable OCPR to target marketing programs to specific areas and demographic groups. Business plans will now be developed for each park. GIS analysis has been identified as critical component for understanding locations of competitors and partners. Finally, GIS will be used to support a Comprehensive Recreation Inventory that will identify areas with recreational needs. 2.0 SOFTWARE Oakland County Information Technology (OCIT) has deployed Environmental Systems Research Institute s (ESRI) suite of GIS products as the standard GIS software for Oakland County. In addition to the primary application, ArcGIS Desktop, ESRI offers two simple GIS applications at no cost that allow users limited access to GIS data and analysis. 2.1 ArcGIS Desktop 2.1.1 Summary ArcGIS Desktop is considered the complete GIS application that will be deployed within OCPR. It provides users the most flexibility and power for cartographic output and spatial analysis. It is the required application to edit GIS data, develop custom cartographic products, and perform complex spatial analysis. Further, it is also required to support no cost GIS applications that will be deployed to GIS users throughout the organization. 2.1.2 Cost OCIT currently charges a quarterly maintenance rate of $2,724.00 to Oakland County departments for each license of ArcGIS Desktop. With this in mind, it is the goal of OCPR to minimize the number of ArcGIS Desktop licenses and to ensure that that the use of each license is maximized by users who will use the software to its fullest potential. 2.2 ArcGIS Explorer 2.2.1 Summary Page 4 of 11 2010 OCPR GIS Implementation Plan March 2010

ArcGIS Explorer is a no cost GIS application that provides users simple access to GIS data and analysis. Similar to Google Earth, it provides users a base map to which they can overlay local GIS data and enterprise GIS data on OCITs data servers. Users can also create their own simple GIS data in the form of points, lines, or polygons and apply custom symbology. Finally, users can export a map for use with other applications such as Microsoft PowerPoint or Word. ArcGIS Explorer can be customized for an organization providing end users with consistent data, symbology, and tools. While ArcGIS Explorer allows users a more interactive and dynamic GIS experience, it is limited in terms of cartographic output as custom map templates cannot be created. ArcGIS Explorer requires minimal training to perform simple tasks; however, depending upon the level of each user s responsibilities, training may be necessary for a user to be able to perform more advanced processes. 2.2.2 Cost ArcGIS Explorer is provided by ESRI at no cost; however, there are indirect costs for development, training, and support. 2.3 ArcReader 2.1.1 Summary ArcReader allows end users to customize pre created map templates published within ArcGIS Desktop for their specific needs. Specifically, users can modify the geographic extent (pan and zoom), turn on or off layers with predefined symbology, and change a map title. Users cannot modify layer symbology, add additional GIS data, or perform spatial analysis. While ArcReader requires minimal training, it does require careful planning and highquality cartographic set up by trained cartographer within ArcGIS Desktop for end users to achieve acceptable results when creating maps to support their diverse needs. 2.3.2 Cost ArcGIS Explorer is provided by ESRI at no cost; however, there are indirect costs for development, training, and support. 3.0 USER ROLES OCPR is proposing a three level hierarchy of GIS users to ensure GIS is utilized in the most efficient and comprehensive manner within the organization. Each role will support a distinct GIS function with various levels of GIS responsibilities being performed by the most appropriately trained GIS user. Additionally, by clearly defining user roles, OCPR will be able to effectively plan the software, hardware and training needs of the organization as it relates to GIS. Users will be supplied with the resources to perform their GIS responsibilities while minimizing cost. 3.1 GIS Expert Page 5 of 11 2010 OCPR GIS Implementation Plan March 2010

3.1.1 General Responsibilities The GIS Expert will provide the primary GIS coordination, support, and leadership for OCPR. Major responsibilities include creating high quality cartographic products, developing and maintaining organizational spatial data, performing spatial analysis to support decision making, and supporting and training other GIS users within the organization. 3.1.2 Software The responsibilities of a GIS Expert require direct access to ESRIs suite of ArcGIS Desktop products on their primary workstation. Specifically, a GIS Expert will need an ArcInfo license and related extensions such as 3D Analyst, Spatial Analyst, and Network Analyst to successfully perform required job tasks. 3.1.3 Hardware The performance needs of a GIS Expert require a PC workstation or laptop that meets the specifications defined by OCIT. 3.1.4 Training It is expected that a GIS Expert will have extensive training in ESRIs line up of GIS products; however, major software upgrades may require additional training for staff to be most efficient using current software versions. OCIT generally offers and coordinates training for County staff when major software upgrades dictate such. 3.2 GIS Specialist 3.2.1 General Responsibilities The GIS Specialist will generally perform GIS tasks as a secondary responsibility that supports their primary job function. OCPR may identify several GIS Specialists who perform GIS as their primary job responsibility, however this will only include part time staff who support specific GIS projects under the direction of a GIS Expert. 3.2.2 Software The responsibilities of the GIS Specialist require indirect access to ESRIs suite of ArcGIS Desktop products on a shared GIS workstation in addition to direct access to ArcReader and ArcGIS Explorer on their primary workstation. 3.2.3 Hardware A GIS Specialist requires access to a shared PC workstation or laptop that meets the specifications defined by OCIT. Additionally, their primary PC must meet the hardware requirements defined by ESRI for ArcReader and ArcGIS Explorer. 3.2.4 Training A GIS Specialist will receive necessary training in house from a GIS Expert. 3.3 GIS User 3.3.1 General Responsibilities There are many staff within OCPR who lack hands on experience using GIS, but will benefit from GIS being integrated into their work. With the support of a core GIS team Page 6 of 11 2010 OCPR GIS Implementation Plan March 2010

and the availability of no cost GIS software, GIS Users will be provided immediate access to GIS resources. GIS Users will not be expected to manipulate or manage GIS. Rather, they will be provided the option to have a hands on GIS experience through no cost software. Enabling typical non GIS users to access GIS resources will prove to be a more efficient method for providing immediate access to GIS information and will allow trained GIS Specialists and GIS Experts to focus on their core GIS responsibilities. A GIS User s experience will be limited to customizing pre defined cartographic products for their needs and performing simple spatial analysis to support their decision making. 3.3.2 Software GIS Users will have access to GIS information using two free applications developed by ESRI ArcReader and ArcGIS Explorer. These applications require set up and support by a GIS Expert using ArcGIS Desktop 3.3.3 Hardware A GIS User s primary PC must meet the hardware requirements defined by ESRI for ArcReader and ArcGIS Explorer. 3.3.4 Training GIS Users will receive in house training on ArcReader and ArcGIS Explorer by a GIS Expert. Their training will likely be customized for each user based on their existing skill level and specific GIS needs. 4.0 GIS APPLICATIONS There are many diverse functions for GIS within any organization. Specifically, a land focused organization such as a parks and recreation department will find many applications that relate to the management and stewardship of constructed and natural resources. Additionally, GIS will become instrumental in supporting market research efforts for business development and strategy as well as assist with marketing and advertising campaigns. As this is a living document, each of the items below will be described following discussions with appropriate staff. 4.1 Collaborative Asset Management System (CAMS) 4.2 Park Master Plans 4.3 Park Business Plans 4.4 Grant Application Support 4.5 Market Research 4.6 Natural Resource Planning 4.7 Recreation Program Planning 4.8 Customer Focused Cartographic Products 4.9 Interactive On line Maps Page 7 of 11 2010 OCPR GIS Implementation Plan March 2010

4.10 GPS Data Collection 5.0 STAFFING The success of GIS implementation within OCPR relies upon attracting and developing talented staff that support and recognize the value of GIS. The primary responsibilities of each position that will support and utilize GIS within OCPR are summarized below. 5.1 User Support Specialist (GIS Expert) The User Support Specialist will provide the primary GIS leadership and direction as a GIS Expert. Performing GIS tasks may not be a part of the User Support Specialist s daily responsibilities; however it is the User Support Specialist s responsibility to ensure successful implementation of this plan. Spatial data and cartographic product maintenance plans will be developed by the User Support Specialist. Additionally, the User Support Specialist will research, develop, and support applications for GIS Users. 5.2 GIS/CAD Technician (GIS Expert) The primary responsibility of the GIS/CAD Technician is to support the data development, maintenance, and cartographic needs of OCPR. The GIS/CAD Technician will develop a system where OCPR staff can request maps and spatial analysis. The GIS/CAD Technician is primarily responsible for the maintenance of GIS asset theme data that supports CAMS. Finally, this position will ensure that all existing cartographic products are redesigned and maintained using GIS software. 5.3 Parks Helper (GIS Specialist) The part time Parks Helper is an entry level GIS position to primarily support simple cartographic product requests from internal staff. With proper training and experience, the Parks Helper may perform simple data maintenance under the direction of the GIS/CAD Technician. 5.4 Student (GIS Specialist) Depending on GIS workload and the availability of trained staff, students may be utilized to perform certain GIS tasks. A student will primarily perform simple data editing and create basic cartographic products to support the GIS/CAD Technician. Additionally, students may be utilized to perform collect spatial data in the field using a Global Position System (GPS) device. 5.5 Planning Supervisor (GIS Specialist) The Planning Supervisor will predominately use GIS to support park master planning. This includes creating conceptual park maps that help staff and the public to visualize spatial Page 8 of 11 2010 OCPR GIS Implementation Plan March 2010

relationships. With support from a GIS Expert, the Planning Supervisor will also require a model to objectively prioritize land acquisition opportunities. 5.6 Natural Resource Planner (GIS Specialist) The Natural Resource Planner utilizes GIS to plan and track natural area stewardship practices within parks. Further, the Natural Resource Planner develops data and maps to support park natural area management plans. 5.7 Business Development Representative (GIS User) Business Development Representatives will have unique GIS needs based on their area of focus. The Business Development Representative for Internal Services will primarily use GIS to plan Information Technology projects including wireless networking and surveillance. There are incredible opportunities for the Business Development Representative for Business Development to utilize to GIS. This position is responsible for writing business plans for each park which can be strengthened by including objective spatial analysis and visual analysis of market research. 5.8 Marketing Supervisor (GIS User) The Marketing Supervisor will primarily use GIS to visualize spatial customer theme data collected through the OCPR point of sale system. Additionally, the Marketing Supervisor will also need access to visualize demographic data for the County to properly identify target markets. 5.9 Park Supervisor (GIS User) Park Supervisors will utilize GIS to view organizational GIS data within their respective parks and print custom maps. GIS will also support operational decisions by allowing Park Supervisors to quickly visualize spatial relationships. 5.9 Recreation and Trail Planner (GIS User) The Recreation and Trail Planner will utilize GIS to create and print custom maps to support park, recreation, and trail planning. 6.0 IMPLEMENTATION The GIS Implementation Plan proposes three implementation phases. Success of Phase 2 depends on the successful implementation of Phase 1. Page 9 of 11 2010 OCPR GIS Implementation Plan March 2010

6.1 Phase 1 Begins in April 2010 Transfer the ArcGIS Desktop license that is currently allocated to the existing GIS/CAD Technician to a dedicated GIS workstation in the Internal Services unit as this staff person currently focuses on CAD to support the implementation of CIP and Major Maintenance Projects o The GIS/CAD Technician will have access to the dedicated GIS workstation when needed and can make GIS requests to existing Student or future Parks Helper Begin hiring process for a Parks Helper with GIS training and experience Develop cartographic product request form and process Develop map template and cartographic style guide Inventory all existing maps and cartographic products Perform needs assessment for future maps and cartographic products Interview staff to determine potential GIS projects Inventory all existing GPS data collection projects 6.2 Phase 2 Begins in September 2010 Develop ArcReader and ArcGIS Explore templates and deploy to selected GIS Users Establish GIS data maintenance procedures Transfer existing GIS/CAD Technician position from Facilities Maintenance to Internal Services and post and fill open position o Facilities Maintenance will still have a need for GIS services. These will be provided through map requests to the transferred GIS/CAD Technician position and direct access to no cost GIS software Transfer ArcGIS Desktop license from Natural Resource Planner to GIS/CAD Technician workstation o The natural resource planner will still have a need for GIS services. These will be provided through map requests to the transferred GIS/CAD Technician position and direct access to no cost GIS software OCPR will continue to utilize four ArcGIS Desktop licenses assigned as follows: o User Support Specialist o GIS/CAD Technician o Dedicated Internal Services GIS Workstation o Dedicated Plannning GIS Workstation Develop map conversion plan for all cartographic products to be created within ArcGIS Desktop Develop policy to ensure integration of all new CAD files with GIS Begin routine maintenance of asset theme data which supports CAMS Page 10 of 11 2010 OCPR GIS Implementation Plan March 2010

Implement map conversion plan. OCPR Communications will no longer be responsible for creating maps and cartographic products Develop plan to ensure efficient GPS data collections processes Page 11 of 11 2010 OCPR GIS Implementation Plan March 2010