city management

Grand Rapids GIS An Organic Deployment

West Michigan City Management

Additional Information

http://www.ci.grand-rapids.mi.us

GIS CooperationREGIS

Grand Rapids

Public

What is GIS?

• A means to integrate and visualize your jurisdiction and operations to the point of performing ‘what-if’ analysis. – Starts as a map,

– Becomes a window into operations and performance management,

– Grows into a virtual model

Why do it?

• Equitable (and defendable) delivery of service to neighborhoods

• Proactive asset management and rehabilitation

• A means for Organizational reform

• A means to Standardize operations and procedures• Is recognized as an industry best management practice

and supported by national, state, and organizational initiatives (FGDC- Executive Order 12906, www.geodata.gov, Michigan CGI Standards, Government Accounting Office (GAO), APWA, AWWA)

In 24 Months (the technical stuff)

• GIS Development of an internal 8.3 SDE Geodatabase

• Staffed and Training program in place

• Over 70 installations of ArcMAP

• CMMS Deployment Citywide

• Citywide Address Standardization• Intranet IMS (w/ 110+ secured logins)

• Public Inquiry - Central Customer Service

• IMS Internet - Oracle/SDE connectivity : G.NET

• Crime Analysis and other GIS Solution

• Document - Workflow Management Solution

IT-GIS Council (organic)

• Flexibility in design and deployment• No Door Stops (things change too rapidly)

• Over planning kills IT projects• Expectation management is critical• Champion (singular, not a consensus)

• Program (immediate benefits and awareness)

3 Tenets: GIS-IT Program (The Right Tools)

• The development of GIS and supporting technologies into a comprehensive strategic management tool to assist in work-culture transformation, strengthen the decision-making processes, reduce operational costs, and provide a return through operational efficiencies.

• Interactive Internet tools that assist in supporting the partnership of Community Oriented Government (COG) initiatives thereby aligning citizens, citizen groups, and neighborhood associations, with City operations.

• Enhance regional intergovernmental partnerships and technology progression by setting the ‘yardstick’ for progressive government.

VISION and PLANIT Plan for System Interaction

validati on

ORACLEGIS-SDEDatabase

City of Grand Rapids

Customer Service and Management Support Systems

Non Emergency Cal ls

Int ernet Ent ryKiosk Entry

3 11Pu blic I nq u ir y

In tern etPu blic I nq u ir y

IMS-GISApplicatio ns

City 31 1 a nd Cu stome r Su pport Op erato rs Only

Pe rforms validation using City Standa rd Ma sterAddress and supp ortin g d ata referenc es, alsoallows for moderate data entry andmodification.Uses Antfarm-IMS full-da ta view capab ilities.Citizen Entry

Pe rforms no validation.Uses limited GIS data layer viewing .

Data Input

Email Data Di stributi on

Distribut ed Spat iall y

Dis trib uted ByCategory- Type

COG, Customer Community

Direc tly to City In dividual,Group, and/or Manag ement

Email distribution interactive with City’s Outlooksolution. E-mail references un iq ue ticke t numb er, andallows for hype rlink to re view ticket info rma tion an dmap reference.

Alrea dy Ex isting

Ma nagement Proce ssing

DataMaxVisiFlow

Wo rk flow Man ag em en t Solu tion

Depen ding on request ty pe, if approv al proce sses an dworkflow o peratio ns a re de sired , an operationa l workflowcan be established allowin g city-wide pape rless trac kingand ap proval processing.

Alrea dy deploy ed in Assessor’s Office

CMMS

Aztec aCi tyWorks

Co mp u ter Ma in te na nc e Man a ge me nt Sy stem

Department use of CallCenter for service requ est dataentry.Depen ding on request ty pe, cu sto mer sup port tickets arecon flated, and proce ssed th ro ugh dep artmen ta l workflowsinteractiv e with CMMS solution .

In th e p rocess of d eploymen t, EPSD, Water Servies, an dStreets and San itation

Man a ge me ntVie we r

IMS-GISApplicatio ns

Pa ckage allows review and repo rting of all Tick ets,resultin g wo rk flow sta tu s from VisiFlow, an d se rv ic ereque st/work order in formation from CMMS.This would be ava ilable service-area wid e b y d epartment.Also av ailab le to Cu sto mer Commun ities (v ia extrane t orVPN) sec ured by commun ity bo undary.Initial written fo r Tic kets.

Event Triggers

(i.e. )• Approval(s)• Scheduled• C omplete d-Closed

Ac tivityVie we r

IMS-GISApplicatio ns

Email /Mail ing Status Di stributi on

Distribut ed Spat iall yCOG, Customer Community

GIS Analysis

E SRIArcGI S

Geographi c Infor mationSys tem

Tick ets an d work activities may be ana ly zed spatially andwith de nsity con to ur map ping assisting in resourceallocation and future operational planning .

Alrea dy deploy ed City-wid e

Int ernet Review

Depen ding on the ty pe of requ est, intern et viewing andtrack by citizen s (by ticket number only).

Inf ormati onalDis trib ution

Citizen follow up (email or po sta l mailing )

Ac tivityVie we r

Support Solutions Events Data Sharing/Analysis Processes

Rules of Engagem ent:

1. Any appli cat ion made avail abl e t hrough the Int ernet must be madeavail abl e through Ci ty-owned kiosk and/or front-desk for publi c use.

2 . Information and t ools made a vai lable for City-supervisi on will be madeavail abl e through secure d mea ns t o c ustomer communi tie s.

3 . All informat ion wil l be mainta ine d i n a sha re d C ity-GIS archi tecture.All support ing solutions in teract ive wi th GIS, IMS, CMMS, Docume ntMa nagement, Workflow Mana gement, and custome r service tool sets areOra cle c ompliant.

4 . All IMS solut ions wi ll be custom developed with softwarecode owned by t he City of Grand Rapids. This al lows for continua lcustomizati on and enhanc ement of our support proce ss.

IMS G IS

CM MSDo c um e nt

Ma nag em e nt

Sy ste m&

Data Administration

Sy ste m&

Data Administration

The Plan

Internet- IMS GIS Data

CMMSDocument

Management

DatabaseDatabase

Cornerstones of Development

Technology

Solutions

Which was Really...

CustomerSupport

E-Government

OperationsExpert System

Integration

Data

Warehouse

Data

Warehouse

Cornerstones of Development

Development

Integration

The Plan

CustomerSupport

E-Government

OperationsExpert System

Integration

Data

Warehouse

Data

Warehouse

Cornerstones of Development

Engineering

Document Scanning

Engineering

Document Scanning

GISGIS

Object-Relational

Behavior

Object-Relational

Behavior

Address ManagementAddress Management

Asset ManagementAsset Management

Distributed

Relational

Database

Distributed

Relational

Database

VisiFlow

Document-Workflow

Management

VisiFlow

Document-Workflow

Management

Metadata ServicesMetadata Services

The Plan

CustomerSupport

E-Government

OperationsExpert System

Integration

Data

Warehouse

Cornerstones of Development

Portal

Antfarm

Portal

Antfarm

IMSIMS

Public InquiryPublic Inquiry

Internet - LAN

Data Access

Internet - LAN

Data Access

Customer Service

Tools

Customer Service

Tools

Web-Page

Departmental

Management

Web-Page

Departmental

Management

Geography

Network

Geography

Network

The Plan

CustomerSupport

E-Government

OperationsExpert System

Integration

Data

Warehouse

Cornerstones of Development

OCYF

Programs

OCYF

Programs

Courts Record

Lookup

Courts Record

Lookup

Maps-AntfarmMaps-Antfarm

Assessor-Tax-PaymentAssessor-Tax-Payment

Public

Policing

Public

Policing

Road Closure &Capitol Improvement

Road Closure &Capitol Improvement

Internet MappingInternet Mapping

The Plan

CustomerSupport

E-Government

OperationsExpert System

Integration

Data

Warehouse

Cornerstones of Development

CMMSCMMS

PermitsPlusPermitsPlus

Project ManagementProject Management

PerformanceManagement

PerformanceManagement

CADDCADD

The Plan

CustomerSupport

E-Government

OperationsExpert System

Integration

Data

Warehouse

Cornerstones of Development

MicroPaverMicroPaver

Crime AnalysisCrime AnalysisWaterCADWaterCAD

XP-SWMMXP-SWMM

http://ims.ci.grand-rapids.mi.us

http://maps.ci.grand-rapids.mi.us

Internet Inquiry Solution

Intranet Inquiry Solution

Customer Service - 311

Workload Review

CMMS

Asset Management

Inventory Of Assets(Spatially located within GIS with supporting attribution and meta data.ESRI GIS Suite chosen for compatibility with REGIS)

Asset Maintenance(Shared Computer Maintenance Management System (CMMS) architecture. Benefit: Transfer and coordination of Work Order activities. Cityworks chosen for Open-Flexibility of deployment/data model and Integration with GIS)

Condition of Asset : Operational Modeling(Specific to Operation: Interacts with CMMS and GIS data.MicroPaver: Integrated M&R and Cost referencing with Azteca Cityworks)

Project Management(Citywide deployment of Microsoft Project - Project Central.Ability to pull Oracle data from CMMS Project references into .mpp file for conflict viewing)

Accounting: Asset Depreciation and Operational Cost-Controls(Accounting currently using straight-line depreciation methods. Integration with CMMS offers ability to perform modified methods.Use of Azteca GASB module- Integrated solution.)

10-14-03

Streets PCI

Engineering Drawing

Being Deployed

• Permit Processing and Neighborhood Improvement Integration

• Citywide Project Management Tools

• YouthNet: Programs Lookup

• ProjectNet: Capitol Improvement Projects Online

• Mobile Fire and Rescue GIS

• Road Closure Management to Internet

Grand RapidsGIS and Associated Tools

Operational Management

Data Warehousing

Document Management/Workflow Tools

Data Dissemination & Customer Service

Active GIS ArcView/ArcInfo User

Keys to Success

• Strategic to all City operations (support)

• Communication, Feedback, and Flexibility

• Change Management Processes (‘Organic’)

• Evolves with City IT Strategic Direction

Questions

• Building it was easy….• Next…. Cultural Issues

– Organizational Change

– Technology Use and Engagement

• Next Solutions….– Public Policing

– e-Commerce

REGIS TodayCooperative

CentralizedArchitecture

Agency

REGIS TomorrowFederatedREGIS TomorrowFederated Paradigm

Hybrid - DistributedArchitecture

Normal Phased Progression

1 GIS is a Map: Users view GIS as a disjointed system for mapping

2 Analysis Begins: Data quality is a priority and attribute extensions

are requested (spatial analysis begins, still not a part of daily operations)

3 Legacy Integration: Existing operational tools are integrated and

legacy data integration is requested (users now see the potential of GIS

supporting their operational needs)

4 Solutions Development: New solutions are developed, purchased,

and integrated (users now support GIS as an underlying core technology

supporting their operational needs)

5 Strategic Expansion: Organization strategies are devised expanding

GIS technologies integrated with supporting technologies building a

framework for eGovernment (GIS becomes a permanent functional part

of the organizational culture)

Already in place… already works.

• Industry Best Management Practice• Federal and State Direction• Proven technology… already working