analyzing gis staff usage and allocation for improved gis operations

www.metrokc.gov/gis

Greg Babinski, GISPFinance & Marketing ManagerKing County GIS Center“Putting GIS to Work in King County”

It’s 9:00 A.M.: Do you know what your GIS staff are doing?

Improving Enterprise GIS Operationsvia Staff Usage Analysis & Surveys

42nd Annual URISA Conference

Reno, NevadaNovember 9, 2004

King County, Washington

www.metrokc.gov/gis

Microsoft Boeing Paccar Nordstrom's Amazon.Com Starbucks Port of Seattle Weyerhaeuser Washington Mutual Univ. of Washington

Population (2000): 1,737,000 (12th most populous US county)Area: 2130 square miles (sea level to 8,000’)39 incorporated citiesViable agricultural and private forestry areasRemote wilderness & watershed lands

King County GIS The King County Geographic Information System (KCGIS) is

a consolidated and coordinated regional geographic information resource, organized to meet the business needs of King County, local agencies, and the general public.

KCGIS is comprised of both the King County GIS Center (an internal service fund, responsible for core GIS resources and enterprise GIS services for the entire County) and business specific activity in various GIS programs distributed across other County agencies.

KCGIS is managed by the Director of DNRP, supported by a management level GIS Oversight Committee and an operational level GIS Technical Committee.

www.metrokc.gov/gis

KCGIS OrganizationDNRP Director(P. Bissonnette)

DNRP

KCGIS Center

SWD WLRD

DNRP TU(G. Hocking)

Parks

DNRPGIS Unit

EnterpriseOperations

GISClient

Services

Transit DDES KCA EMDRoads

DOT DDES KCA DES KCSO

RELSD KCSO

BudgetOffice

BudgetOffice

DPH Council

DPH Council

KCGISOversightCommittee

KCGISTechnical

Committee

TransitGIS Unit

RoadsGIS

ProgramDDES

IS SectionKCAGIS

Program

EMD-E911 GISProgram

ElectionsGIS

Section1 GIS Mgr

3 GIS FTEs2 GIS TLTs(5.45 net)

1 GIS Lead

(1.00 net)

DPH

3 GIS PowerUsers9 CasualGIS UsersGIS Clients

KCSO

4 GIS PowerUsers(0.6 net)

GIS Clients

1 GIS Lead

5 GIS FTEs1 GIS TLT(3.01 net)

1 GIS Mgr

5 GIS FTEs(6.15 net)

Council

1 GISPower User(0.15 net)

GIS Clients

BudgetOffice

2 GIS PowerUsers(0.60 net)

GIS Clients

1 GIS Lead

3 GIS FTEs(4.33 net)

1 GIS Lead

1 MappingSpvr7 Mappers(8.40 net)

Business Reporting Relationship

GIS Oversight Committee Membership (lines depict businessunits with 2004 membership) DNRP Technology Unit Manager(Gary Hocking) is permanent Chair

GIS Technical Committee Membership (lines depict wheremember is drawn from each agency)

GIS Service Delivery - via KCGIS Center Enterprise Operationsand/ or Client Services

Direct GIS Service Delivery - via KCGIS Center Matrixed Staff

GIS Service Delivery - via Dedicated Department GIS Unit

King County Consolidated GIS Organization2004

DES:RELSD

GIS UsersGIS Clients

KCA


DDES


DES:EMD-E911


DOT:Transit


DOT:Roads


WTD FMD

DES:FMD

GIS Clients

KCIA

DOT:KCIA

GIS Clients

Outside Regional PublicAgencies and Public Usersof KCGIS Data & Services(Parcel Viewer, iMap, VMC,CDs, Client Services, etc.)

GB: November 17, 2003

10.5 GISFTEs

9.0 GISFTEs

7.5 GISFTEs

1 GIS Center Mgr2 GIS Function Mgrs1 Office Mgr

DNRP:WTD

GIS Clients

DNRP:Parks

GIS Clients

DNRP:SWD

GIS Clients

DNRP:WLRD

GIS Clients

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KCGIS Center Management RepresentsDNRP Parks & SWD on KCGIS Technical Committee

Agencies that Fund KCGIS Center O&M (entitled to a seaton the KCGIS Technical Committee). These agenciesprovide business direction to GIS service providers.

Typical KCGIS Service Provider Organization (FTE countindicates both positions assigned GIS tasks and net FTEsassigned to GIS, based on 2004 KCGIS O&M Plan)

KCGIS Center

GIS Unit

GIS MgrGIS FTEs

How is GIS Used for King County Business?How is GIS used for County Business? Mapping Public information delivery Growth management & planning Property assessment Land development permitting Site selection Simulating environmental conditions Emergency response planning Crime analysis Transportation planning Bus & van routing Road maintenance management Public health service delivery E911 operations Airport sound abatement Boundary management (legislative

districts, voter precincts, tax unit boundaries, etc.)

And the list goes on…..www.metrokc.gov/gis

A GIS Management Challenge Enterprise GIS operation is complex (Geospatial

Technology Competency Model identifies 12 distinct ‘roles’ required for enterprise GIS operations) - - But what is the ideal mix of GIS roles and competencies?

Each GIS ‘role’ requires mastery of a set of knowledge, skills, and abilities (KSA’s) - - But what KSA’s are actually used and to what degree?

Each GIS ‘role’ delivers ‘outputs’ to customers or co-workers - - But how effectively do GIS staff members apply KSA’s to deliver the outputs demanded?

The KCGIS Center Approach

Develop and implement a time recording system (TRS) that meets GIS management reporting and analysis needs

Analyze KCGIS Center time activity data and trends against expectations

Compare KCGIS Center data against peer agencies

Geospatial Technology Competency ModelThe 12 Roles: Applications Development Coordination Data Acquisition Data Analysis Data Management ManagementEach ‘Role’ requires a set of competencies comprised of KSA’s

Each ‘Role’ delivers GIS outputs to customers or co-workers

Marketing Project Management Systems Analysis Systems Management Training Visualization

Why Track GIS Staff Activity?

Analyze actual level of effort for each GIS staff person

Analyze level of effort by GIS ‘role’ for enterprise GIS Analyze level of effort to deliver ‘outputs’ Aid work load balancing Improve hiring decisions Facilitate development of backup capability and

succession planning Support individual staff career development

Why Track GIS Staff Activity?

Management ‘due-diligence’ Customer billing Setting costs or rates for services Grant requirement Auditable Comparison with other agencies Comparison with previous years Supports ‘activity-based cost

analysis’

What are Time Tracking System Requirements?

Web based Support activity

recording Support project reporting Flexible to use Easy to administer Support invoicing Cheap to acquire & use

What Options Did KCGIS Consider?

Adapt the Countywide time reporting system

Custom application (Time Card) Replicon Web TimeSheet

(www.replicon.com) ClickTime (www.clicktime.com) King County DDES TRS

King County TRS

Developed by KC DDES for Permit Technician Use

Adapted for use by GIS and Parks Division Web based & very robust Customizable

King County TRS

King County TRS:Start-up Lessons Learned

Normalize entries during implementation Think about expected entries for each

employee Work with ‘foot-draggers’ First and last activity each day

King County TRS:Preliminary Lessons Learned

Actual management = 220% Actual application development = 46% Actual mapping & analysis = 78% Actual system management = 114% Actual training & end user support =

45% Actual program management = 427%

Regional GIS Staff Analysis Survey

13 question survey sent to 96 GIS managers in PNW

45 agencies responded: 19 cities 14 counties 5 utilities 3 tribes Federal, state, provincial, regional agencies


All Agencies Raw Average vs. FTE-Weighted Average Total staff/GIS FTE’s: 11.76 7.64 Application Development: 7.9% 10.8% Data Acquisition: 5.3% 5.4% Data Development: 11.3% 10.4% Data Maintenance: 17.0% 14.8% Data Management: 5.6% 5.8% Systems Management: 4.1% 4.5% Systems Analysis: 3.8% 3.7% Data Analysis: 8.5% 10.7% GIS Mapping: 17.5% 15.2% Management & Administration: 8.6% 7.5% Project Management: 5.4% 5.3% Training & User Support: 4.3% 4.8% Other: 0.8% 1.2%


All Agencies FTE-Weighted Average vs. KCGIS Total Total GIS FTE’s: 7.64 29.0 Application Development: 10.8% 10.0% Data Acquisition: 5.4% 2.5% Data Development: 10.4% 5.0% Data Maintenance: 14.8% 15.0% Data Management: 5.8% 7.5% Systems Management: 4.5% 5.0% Systems Analysis: 3.7% 2.5% Data Analysis: 10.7% 20.0% GIS Mapping: 15.2% 7.5% Management & Administration: 7.5% 12.5% Project Management: 5.3% 7.5% Training & User Support: 4.8% 5.0% Other: 1.2% 0.0%


All Counties FTE-Weighted Average vs. KCGIS Total Total GIS FTE’s: 10.34 29.0 Application Development: 8.9% 10.0% Data Acquisition: 3.5% 2.5% Data Development: 11.8% 5.0% Data Maintenance: 16.3% 15.0% Data Management: 4.8% 7.5% Systems Management: 3.7% 5.0% Systems Analysis: 2.3% 2.5% Data Analysis: 11.2% 20.0% GIS Mapping: 20.1% 7.5% Management & Administration: 8.1% 12.5% Project Management: 4.3% 7.5% Training & User Support: 5.1% 5.0% Other: 0.0% 0.0%

Conclusions & Questions

www.metrokc.gov/gis

Staff activity tracking & analysis results in more effective GIS operation

KCGIS is committed to continued TRS use Comparison with other agency data aids GIS

operational analysis

How does your agency compare? Questions?

ReferenceGaudet, C., Annulis, H., and Carr, J., 2001. Workforce Development Models for Geospatial Technology, Hattiesburg, MS: The University of Southern Mississippi.(http://www.geowdc.usm.edu/research/research.htm)