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Table of Contents OVERVIEW OF REPORT ........................................................................................................................................1 INTRODUCTION - NEEDS ASSESSMENT ...........................................................................................................2 METHODOLOGY ......................................................................................................................................................3

APPLICATION DETAILS ..............................................................................................................................................5 POTENTIAL GIS APPLICATIONS.........................................................................................................................6

BOARD OF ELECTIONS ...............................................................................................................................................6 BUILDINGS AND GROUNDS ........................................................................................................................................9 COUNTY CLERK.......................................................................................................................................................11 E911........................................................................................................................................................................13 EMERGENCY MANAGEMENT OFFICE .......................................................................................................................15 PLANNING................................................................................................................................................................18 PUBLIC WORKS .......................................................................................................................................................21 REAL PROPERTY TAX SERVICE................................................................................................................................25 SHERIFF ...................................................................................................................................................................28 SOCIAL SERVICES ....................................................................................................................................................30 CORNELL COOPERATIVE EXTENSION OF STEUBEN COUNTY....................................................................................34 INDUSTRIAL DEVELOPMENT AGENCY .....................................................................................................................37 SOIL AND WATER CONSERVATION DISTRICT...........................................................................................................39 SOUTHERN TIER CENTRAL REGIONAL PLANNING....................................................................................................42

OTHER FINDINGS ..................................................................................................................................................44 COMPUTING RESOURCES .........................................................................................................................................44 STEUBEN COUNTY MUNICIPAL GOVERNMENTS ......................................................................................................46 NEW YORK STATE DATA SHARING COOPERATIVE/NYS GIS CLEARINGHOUSE......................................................46

SUMMARY OF NEEDS ASSESSMENT FINDINGS ...........................................................................................47 CURRENT USE OF GIS TECHNOLOGY ......................................................................................................................47 EXISTING RESOURCES .............................................................................................................................................47 POTENTIAL GIS APPLICATIONS ...............................................................................................................................49 PRIORITY INITIATIVES .............................................................................................................................................50

INTRODUCTION - CONCEPTUAL SYSTEM DESIGN.....................................................................................53 DESIGN CONSIDERATIONS.................................................................................................................................53 GIS COMPONENT OPTIONS AND RECOMMENDATIONS...........................................................................54

HARDWARE .............................................................................................................................................................54 SOFTWARE...............................................................................................................................................................54

ESRI Software Options.......................................................................................................................................55 DATA.......................................................................................................................................................................59

ESRI’s Geodatabase ..........................................................................................................................................60 PERSONNEL .............................................................................................................................................................62

RECOMMENDED SYSTEM DESIGN...................................................................................................................63 SYSTEM OVERVIEW.................................................................................................................................................64 DETAILS OF SYSTEM COMPONENTS.........................................................................................................................65

Desktop GIS .......................................................................................................................................................65 Web-Based GIS ..................................................................................................................................................65 “GIS Unit”.........................................................................................................................................................68

CONCEPTUAL DATABASE DESIGN ...........................................................................................................................69 Master Data Repository .....................................................................................................................................70 User Group Access.............................................................................................................................................70


Guidelines for Data Management and Storage..................................................................................................71 INTRODUCTION – IMPLEMENTATION PLAN ...............................................................................................72 PHASE 1 – PROJECT INITIATION ACTIVITIES.................................................................................................72

PHASE 1: PROJECT INITIATION ACTIVITIES .............................................................................................................74 P-1a: Establish the Project Implementation Team ............................................................................................74 P-1b: Review and Adopt Work Plan and Establish Priority Initiatives .............................................................74 P-1c: Develop a Plan for Ongoing Funding ......................................................................................................74 P-1d: Issue a Request for Quotations/Proposals for Services ...........................................................................75 P-1e: Apply for Another LGRMIF Grant ...........................................................................................................75

PHASE 2: IMPLEMENT PRIORITY INITIATIVES..........................................................................................................75 P-2a: Establish a GIS Unit ................................................................................................................................75 P-2b: Expand the Master GIS Data Repository .................................................................................................75 P-2c: Contract for Professional Services...........................................................................................................75 P-2d: Procure Web Server and Related Components ........................................................................................76 P-2e: Setup and Configure the Web Server........................................................................................................76 P-2f: Develop Custom Web-Based GIS Applications.........................................................................................76 P-2g: ArcGIS Server System Administrator Training .......................................................................................77 P-2h: End-User Training for Web-Based GIS Applications .............................................................................77

PHASE 3: OPERATIONAL USE ..................................................................................................................................78 P-3a: Regular Meeting of the GIS Committee ...................................................................................................78 P-3b: Review of Feedback on Web-Based GIS Applications .............................................................................78 P-3c: Data Updates ...........................................................................................................................................78 P-3d: Software Updates .....................................................................................................................................79 P-3e: Seek Professional Support Opportunities for Desktop GIS Users............................................................79

PHASE 4: CONTINUED SYSTEM EXPANSION ............................................................................................................79 P-4a: New GIS Data Layer Development ..........................................................................................................79 P-4b: New GIS Data Layer Acquisition .............................................................................................................79 P-4c: System Enhancements .............................................................................................................................80

IMPLEMENTATION SCHEDULE ........................................................................................................................80 BUDGET ESTIMATES ............................................................................................................................................81

YEAR 1 COSTS .........................................................................................................................................................81 COSTS FOR YEARS 2 – 5...........................................................................................................................................81

SUMMARY................................................................................................................................................................82 Appendix A:

Steuben County GIS Needs Assessment Survey Form Appendix B:

List of Participating Municipal Governments Appendix C:

Municipal Government GIS Needs Assessment Survey Form Appendix D:

Summary of Applications by Department, Required Functionality, and Support Data Layers

Copyright © 2008 by fountains spatial inc. All rights reserved.

fountains spatial, inc. 1

OVERVIEW OF REPORT This document contains the results of the GIS Needs Assessment, Conceptual System Design, and Implementation Plan Project conducted by fountains spatial inc, for Steuben County, New York. The report is divided into the following 3 primary sections.

GIS Needs Assessment – The objectives of the Needs Assessment were to determine how Steuben County can use Geographic Information System (GIS) technology, and what resources exist to support these applications in terms of hardware, software, data and personnel. The Needs Assessment provides the basis on which the Conceptual System Design is structured. Conceptual System Design – Conceptual System Design defines a technical framework upon which the County can implement an initial set of high priority GIS applications, and support the future expansion of this system. The system design is based on the information compiled in the needs assessment phase of this project and addresses the hardware, software, data, and personnel components of a GIS. Implementation Plan –The Implementation Plan contains a series of logically structured tasks describing the methodology for implementing the recommended system. It also includes the related project schedule and budget.

This project was funded through a grant from the New York State Archives and Records Administration.

Steuben County Needs Assessment


INTRODUCTION - NEEDS ASSESSMENT This section contains the results of the Needs Assessment component of the project. The primary objectives of the Needs Assessment are to determine how Steuben County can use GIS, and what resources exist to support its applications. The information compiled in the Needs Assessment provides the basis from which the Conceptual System Design will be structured. The Needs Assessment is intended to provide an understanding of the type and range of potential GIS applications that can be implemented to benefit Steuben County. Potential applications include current activities that may be improved through the use of GIS technology by increasing efficiency, level of service, or accuracy, or by reducing cost or completion time. In other cases, GIS can be used as a means of completing new activities that were considered impractical to pursue with existing technology. In addition to identifying potential applications, the Needs Assessment also focuses on determining the resources needed to support these activities. The data sets and types of GIS functionality required by each of the identified applications are the most important resources documented. The following subsection of this report contains a review of the general methodology used to compile the Needs Assessment information. A detailed description of each department interviewed is then provided, noting the applications identified, as well as the required data resources and level of GIS functionality. The subsection entitled, “Other Findings” contains additional information related to the Needs Assessment. This includes a discussion of the County’s existing computing and GIS resources and a discussion of relevant activities of the NYS Office of Cyber Security and Critical Infrastructure Coordination (OCSCIC). There is also a summary of the findings from a municipal government survey performed. The next subsection, "Summary of Findings" provides a synthesis of findings and observations regarding the commonalty of GIS needs and technical issues among the departments. The section also includes a master list of applications. The appendices contain forms that were used in the preparation of this report and a list of the municipal governments that participated in the survey. Also included are summaries of a large volume of information collected during the Needs Assessment, including a master lists of all potential applications, as well as data requirements for the applications.



METHODOLOGY The following tasks were used to complete the Needs Assessment phase of this project:

1. Identification of Participating Departments - The Steuben County GIS coordinator and fountains spatial project manager identified the following county departments to be included in the Needs Assessment:

• Board of Elections • Buildings and Grounds • County Clerk • E911 • Emergency Management Office • Planning • Public Works • Real Property Tax Services • Sheriff • Social Services

It was also decided to include the following agencies in the Needs Assessment since they work closely with the County:

• Cornell Cooperative Extension • Industrial Development Agency • Soil and Water Conservation District • Southern Tier Central Regional Planning and

Development Board 2. Delivery of Educational Seminar – The fountains spatial project manager

conducted an Educational Seminar and kick-off meeting at the Steuben County office building on October 16, 2007. The Educational Seminar was designed to acquaint potential users with the functions and benefits of GIS by providing an introduction to GIS technology, key concepts and terminology, the nature of geographic data, types of GIS, and descriptions of GIS capabilities. The seminar included a demonstration of a GIS and examples of its use in local government. It also provided an overview of the GIS Needs Assessment process.

3. Distribution of Survey Forms - Needs Assessment Survey Forms were

distributed to each department head as a means of compiling relevant information prior to the actual interviews. The project team used the information collected on these forms as a reference point from which to structure the Needs Assessment interviews. Appendix A contains a copy of a



blank survey form.

4. Receipt of Completed Survey Forms - Completed Needs Assessment Survey Forms were submitted to fountains spatial, inc. prior to and during the interviews.

5. Needs Assessment Interviews - Interviews were held with representatives

from each of the participating departments. The interviews lasted between a half hour and two hours each, and included between one and six representatives from each department. During the interviews, information was compiled on:

Department Profiles - An overview of the department’s personnel, and software and hardware resources. Data Sources - Any data set that is currently used or known to exist that could be used within a GIS, to support the identified applications and products (e.g., databases, spreadsheets, lists, maps, hardcopy reports, pictures/images, drawings, diagrams). Potential GIS Applications - Any application that is currently completed using other methods, or not currently implemented, but could be addressed using a GIS. GIS Functionality - levels of complexity, access, and deployment for each high priority application.

6. Post Interview Follow Up - The project manager synthesized the information

compiled in the interviews and, when necessary, contacted appropriate staff with follow-up questions.

7. Distribution of Municipal Government Survey Forms – A simplified version of the Needs Assessment Survey Form was distributed to each municipal government in the county. This survey was used to compile relevant information from the towns and villages in the county. The project team used the information collected on these forms to gain a better understanding of the needs of Steuben’s municipal government regarding GIS and related technologies. Appendix B contains a list of the municipal government that responded to the survey, and Appendix C contains a copy of a blank survey form.

8. Development of Needs Assessment Report - The project manager used the information compiled from the interviews and survey forms to develop this comprehensive Needs Assessment Report.



Application Details This section contains a description of each of the applications identified in the Needs Assessment. The applications are organized by department. A profile of each department is provided including a listing of existing resources. Details are then provided for each of the departments’ applications including a unique identifier and description. A list of required data sets is included for the high priority applications. The levels of complexity, access, and deployment for each high priority application are also noted, using the following categories:

Application Complexity

An indication of the level of complexity of the application (Low, Moderate, or High).

User Access An indication of the number of users that require access to the application (Individual, Departmental, or Multiple Departments).

Data Access User’s data access needs for the application (Read-Only, or Read-Write).

Potential Deployment

Potential deployment of the application (Desktop, Web-Based, Either Desktop or Web-Based, or Mobile).

Many of the applications documented in this report require a standard set of layers to be used as a visual reference, to orient the user. These data sets are referred to as “General Reference Layers,” and include roads, water features, and the municipal boundaries.



POTENTIAL GIS APPLICATIONS This section contains a description of the potential application identified within each of the participating departments.

Board of Elections PRIMARY CONTACT: Sharlene Thompson and Allan Johnson TELEPHONE: (607) 664-2260 EMAIL: [email protected],

[email protected] INTERVIEWEES: Sharlene Thompson, Republican Commissioner

Allan Johnson, Democrat Commissioner NUMBER OF STAFF: 4 full-time, 2 part-time Department Overview The Steuben County Board of Elections is a bipartisan office with two appointed commissioners that represent the State’s two major political parties. Their duties include the registration of voters, maintaining the active voter registration database, conducting fair and open elections, administering absentee ballots and enforcing the election laws of New York State. EXISTING RESOURCES: Software

Product Type Version Copies NTS Team-2000 Database 5.2.4 7 NYS voter registration data management system

Database - 1

Map Data Frequently Used

Description Digital Hardcopy Election District Boundary Maps

Non-Map Geographically Referenced Data Frequently Used

Description Digital Hardcopy Voter registration database Written description of Election District boundaries



Application BOE-1 – Refine and Validate Election District Boundaries The election district maps possessed by the BOE have been digitized by the County’s GIS coordinator but are in need of fine-tuning. These districts could be validated using currently available data. The voters’ addresses and their corresponding election district can be extracted from the voter registration file and geocoded together with an E911 point file which exists for all the residential homes in Steuben County. These geocoded points could then be color-coded by election district and overlayed on the current election district boundaries. All points of the same color (i.e., same district) should fall within the corresponding district’s polygon. Where there is a discrepancy, i.e., where a point falls into a different polygon, either the voter’s election district should be modified, or the election district’s line adjusted accordingly. Defining county-wide election district boundaries would have many benefits for both the BOE staff and the public. These include, but are not limited to: the ability to determine the district in which any voter resides; and the creation of election district maps that could be distributed, either electronically or by hardcopy, to candidates and their constituents, and to election inspectors. Required GIS Data Layers or Digital Data

Data Layer/Data Readily Available

Requires Development

General Reference Layers

911 Address Database

Voter addresses and election districts

Election Districts

Required Functionality

Application Complexity: Moderate User Access: Departmental Data Access: Read-Write Potential Deployment Desktop Application BOE-2 – BOE Search Tool The BOE staff regularly receives calls and walk-ins from citizens who want to know information about the election district in which they live. A public access BOE search tool could be set up to answer many of these questions. This application would allow the public to enter an address into a form, and it would return the election district in which they reside, where they can go to vote, and who their elected representatives are. Other information (such as photos of the polling place entrance to determine handicap access) could also be included in this information system. Many routine inquiries could be steered towards this application, which would significantly reduce staff time spent on such requests. Additionally, this information would be available 24 hours a day, and would not be constrained to the times when the BOE office is staffed. Required GIS Data Layers or Digital Data





Polling place database

Election Districts Required Functionality

Application Complexity: Moderate User Access: Multi-Departmental

Data Access: Read-Only Potential Deployment: Web-Based Application BOE-3 – Voter Names, Addresses and Associated Districts Registered voters must vote at the assigned polling place in the election district in which they reside. Election Inspectors have the responsibility of overseeing the Election Day operations at polling places. Currently, on Election Day, if there is an issue concerning the voter’s district, election inspectors phone the BOE for the information. It would aid the election inspectors to have a print out of addresses and their corresponding election districts. This print out could take the form of a large map with address labels and election district lines. It could also simply be a listing of streets with address ranges and corresponding election districts. Or it could be an atlas with all districts and corresponding address. Easily directing voters to the correct elections district or polling place would help ensure fair and open elections, and reduce BOE staff time spent on such requests on Election Day. Required GIS Data Layers or Digital Data



Polling place database

Election Districts Required Functionality

Application Complexity: Low User Access: Departmental Data Access: Read-Only Potential Deployment: Desktop/Web-Based



Buildings and Grounds PRIMARY CONTACT: Bill Partridge TELEPHONE: (607) 664-2384 EMAIL: [email protected] INTERVIEWEES: Bill Partridge NUMBER OF STAFF: 16 Department Overview The Steuben County Buildings and Grounds Department is responsible for providing the County with clean and safe buildings and grounds; services performed include maintenance, repair, and janitorial. Staff members have technical expertise in operating and maintaining heating, air-conditioning, plumbing, and electrical work. The Department is also responsible for keeping records and allocating all county office space. The Department is responsible for approximately 21 buildings in Bath, Corning, and Hornell. EXISTING RESOURCES: Map Data Frequently Used

Description Digital Hardcopy Building permits (construction of county office)

Blueprints of buildings Land survey maps


Description Digital Hardcopy Fire alarm monitoring, test, inspections Security alarm monitoring, test, inspections Test and inspections of elevators, generators, sprinkler systems and fire extinguishers

Application BG-1 – Site Mapping Currently, the County has a combination of hardcopy drawings for most of its buildings. However, much site information, such as locations of underground wires, drainage, and septic locations is not mapped. Having this information mapped, as well as having access to a variety of existing GIS layers such as topography and aerial photography, would be very beneficial for the Buildings and Grounds Department in both performing regular maintenance tasks and in planning improvements to sites and structures. Required GIS Data Layers or Digital Data




High-Resolution Digital Orthoimagery



Sanitary Sewer Infrastructure

Storm Sewer Infrastructure

Topography

Underground wires


Application Complexity: Moderate, but time consuming User Access: Departmental Data Access: Read-Write Potential Deployment: Desktop Application BG-2 – Digitize Building Footprints The building footprint construction drawings contain the planned locations for the utilities, but were not updated with the as-built facilities. Over time the Department has updated these paper hardcopy maps by hand with the actual placement of facilities. These paper blueprints are the only copies, and are getting old. In addition to improving work flow for the Building Department, digitizing the building footprints with associated square footage, number of floors and where each department resides, can be used by other agencies in the County, such as E911 and Emergency Management. Required GIS Data Layers or Digital Data




Building Footprints


Application Complexity: Moderate, but time consuming User Access: Multi-Departmental Data Access: Read-Write Potential Deployment: Desktop/Web-Based



County Clerk PRIMARY CONTACT: Judy Hunter TELEPHONE: (607) 664-2217 EMAIL: [email protected] INTERVIEWEES: Judy Hunter, County Clerk Sandy Fink, Title Searcher NUMBER OF STAFF: 2 Department Overview The County Clerk is responsible for the official filing of documents in Steuben County. In the area of Real Estate, the County Clerk maintains a record of real estate transactions; it records deeds, mortgages, abstracts of title, and liens, and makes them available to the public and to the title abstract industry. In the Legal area, the Clerk serves as the Clerk of the Supreme and County Courts; it indexes and maintains all court documents and case files. The Clerk also accepts for filing several federal, state and county licenses such as incorporated businesses, Notary Publics, naturalization records and pistol permits. EXISTING RESOURCES: Software

Product Type Version Copies Cott System Database 2001 20

GIS Related hardware

Product Type Survey Map Printer Printer


Description Digital Hardcopy Survey maps Tax maps


Description Digital Hardcopy Assessment and Tax database Deed Books

Application CC-1 – Access to Parcel and RPS Data The County Clerk’s office regularly uses parcel data for a variety of functions, which include providing the public with assessment information and property locations. Currently, the County Clerk relies on the Real Property Tax Services department to perform these routine inquires. If parcel level GIS data were available to the County Clerk staff, the workload of both departments would be reduced.



Required GIS Data Layers or Digital Data Data Layer/Data Readily

Available Requires Development


Parcel boundaries with Attributes Required Functionality

Application Complexity: Low User Access: Departmental Data Access: Read-Only Potential Deployment: Web-based Application CC-2 – Digitize Deed Books and Parcel History Currently the RPS system lists up to three owners of a parcel, and thus has the deed, book, and page for the latest three owners. But the Clerk needs all owners (and deed information) for title searches. The Clerk also needs to know the history of all parcels, e.g., when a parcel is split or is merged. The lineage of parcel numbers is crucial for this department. If these two pieces of information were made available to the County Clerk and tied together, work flow in the Clerk’s office would be greatly decreased. The Real Property Tax Services department would need to record the parcel history, and make the information available to the Clerk. This information would also be useful for local governments, to aid with permitting. All deed books would need to be scanned and indexed. Required Functionality

Application Complexity: Low but time consuming User Access: Departmental Data Access: Read-Only Potential Deployment: Desktop/Web-based



E911 PRIMARY CONTACT: Dan Kababka TELEPHONE: (607) 664-2992 EMAIL: [email protected] INTERVIEWEES: Timothy Wixom, Director

Dan Kababka, GIS Technician NUMBER OF STAFF: 16 Department Overview The E911 Department serves as a vital link between the citizens and the public safety agencies. Through the actions of the 911 department lives are saved, property is protected and the public is assisted in their time of need. The Department strives to collect and disseminate all requests for service in a prompt and efficient manner. Currently the E911 Department utilizes GIS when dispatching calls. Each 911 operator sits at a workstation with two monitors displaying GIS information; one monitor contains the Positron PowerMap module (ESRI-based software), another monitor has the Pictometry software. Other monitors run non-map software. When a call comes in, the operator gets the address from a phone company database; maps are oriented to the 911 point. If the 911 point does not exist, the address is geocoded to the road centerline file. EXISTING RESOURCES: Software

Product Type Version CopiesArcEditor GIS 9.2 1 ArcView GIS 8.3 1 Positron PowerMap GIS 2.6 24 Pictometry 2004 & 2006 GIS - MS Access Database 97 6


Product Type HP DesignJet 1050c Plotter


Description Digital Hardcopy Highway maps 911 Address Database

Road Centerline

Fire & Ambulance Service Area

Common Place Point File

Streams & Ponds




Non-Map Geographically Referenced Data Frequently Used Description Digital Hardcopy MSAG Address changes database New addresses database

Address Nonconformity database

File of Life forms

List of Daycare



Emergency Management Office PRIMARY CONTACT: Mike Sprague TELEPHONE: (607) 664-2700 EMAIL: [email protected] INTERVIEWEES: Mike Sprague, Director

Tim Marshall, Deputy Director Mike Gilman, Head of Fire Investigation Team

NUMBER OF STAFF: 5 Department Overview The mission of the Office of Emergency Services is to effectively plan and prepare for the harmful effects of natural and manmade disasters. The Department guides and coordinates all emergency response agencies. A goal is to significantly reduce the amount of losses to the individuals, businesses and governments and alleviate the suffering associated with the disruption of daily routines due to disasters. The Department operates four emergency response vehicles with computer capabilities (including Pictometry and XM weather), GPS and communications equipment. EXISTING RESOURCES: Software

Product Type Version CopiesArcView GIS 3.1 1 Pictometry GIS 5 Access Database 2000 5


Product Type Four Emergency response vehicles with computers and GPS Vehicles Handheld Garmin GPS units GPS


Description Digital Hardcopy CAMEO LandView

County Map

Flood Inundation maps

Flood Plain maps

Topo maps

Aerial maps


Description Digital Hardcopy Fire department inventories

Special Needs database (names, address, phone)

Hazardous Material database (LEPC Tier II reports)



Application EMO-1 – Mobile Search and Rescue When an incident occurs requiring a search and rescue component, a mobile application (a system allowing data to be accessed from the field) could be extremely valuable. The system should allow the creation of reference maps. Maps make complex information instantly comprehensible in a way not possible with text or tables. The generation of a base map of the area containing general reference data including topography is crucial for search and rescue workers. The system could also be used to generate search grids for assignment and tracking purposes. GIS software can be used to delineate a search grid over an area. Assignments of grids to search parties can be tracked and the system could also be used to accept information from returning search parties. Required GIS Data Layers or Digital Data




Topography

Road Centerline Data

911 Address Database

High-resolution Digital Orthoimages


Application Complexity: Moderate User Access: Departmental

Data Access: Read-Write Potential Deployment: Mobile Application EMO-2 – Flood Prediction According to the Emergency Services Office, the biggest hazard in the County is flooding. There is a federally declared flood approximately every 18 months; anything they can do to be prepared for that is essential. Emergency Services would like to be able to predict which areas of the County will be flooded. These predictions can be based on real-time weather data, real-time river levels, and historical observations of past floods. Along with the monitoring devices (real time full climate stations) the County has, the Office has kept notebooks over many years. These contain gauge locations on rivers, along with historical observations at specified water levels, and the travel time between gauges. If these gauge locations, travel times, and historical observations were digitized, they could be overlaid with E911 point data, the special needs database, and the Road Centerline to help predict a flood and its impact.





911 Address Database Parcel boundaries General Reference Layers Gauge Locations with Attributes


Application Complexity: High User Access: Departmental Data Access: Read-Write Potential Deployment: Desktop Application EMO-3 – Emergency Planning, Response and Mitigation GIS could play a part as an effective emergency response tool in Steuben County. Producing maps on-the-fly could prove to be invaluable in documenting road closures and identifying property and populations at risk. GIS should continue to be used and expanded in future emergency events. A dedicated GIS work station should be placed at the Emergency Services Office, so that paper maps can be produced as an emergency event unfolds. This workstation should be stand alone and not dependent on the Steuben County computer network, in the event of a worst case scenario disaster where computer systems go down. This workstation would be used in all phases of an event. A standard map template and base map should be created for potential emergency event situations. Required GIS Data Layers or Digital Data



General reference layers Road Centerline Hydrography Dams Culverts Bridges Emergency Shelters Emergency operations centers

Emergency Service District Boundaries

Hospitals

Special District Boundaries Required Functionality

Application Complexity: Moderate User Access: Multi-Departmental Data Access: Read-Write Potential Deployment: Desktop



Planning PRIMARY CONTACT: Tom Sears TELEPHONE: (607) 664-2268 EMAIL: [email protected] INTERVIEWEES: Tom Sears, GIS Coordinator NUMBER OF STAFF: 3 Department Overview The County Planning Department provides planning and land use assistance to local municipalities and the public, and also provides project management for special projects. The Planning Department also serves as an informal GIS service bureau for the County. EXISTING RESOURCES: Software

Product Type Version Copies Access Database ArcInfo GIS 9.2 1 ArcView GIS 3.2 1


Description Digital Hardcopy Parcel boundaries Road Centerline Zoning

Election Districts

Othoimagery

Scanned Topos

Flood plane data Wetlands (DEC and NWI)


Description Digital Hardcopy RPS V4 extract 911 Address Database

Application PL-1 – Custom Mapping Currently, there is no standard format for maps that are prepared for interested parties, and maps are custom made by the Planning Department on a case-by-case basis. A standard template could be used to unify the look and feel of maps produced by the Department. One set of templates could exist for county maps, one for local municipal maps and yet another set for the public.





General reference layers(roads, railroads, general hydrography, town boundaries, county boundary)

Parcel Boundaries with Attributes Hydrography Road Centerlines with Address Ranges Wetlands (DEC and NWI)

2000 Census Tracts

2000 Census Block Groups

Aerial Photography

Digital Elevation Models

Detailed Hydrography

Floodplains

Zoning

Election District Boundaries

Soils

ZIP Code boundaries

Drainage Features

Bridges

Schools

School Districts

Slopes

Land Use


Special District Boundaries


Application Complexity: Low User Access: Departmental Data Access: Read-Only Potential Deployment: Desktop Application PL-2 – Refine and Validate Zoning District Boundaries Zoning district maps are created per town. Some of the town zoning maps have been digitized by the County’s GIS coordinator, and some have been created by the local regional planning board. Regardless of the dataset creator, all are in need of fine-tuning, maintenance and edge-matching. Required GIS Data Layers or Digital Data



General reference layers

Parcel Boundaries Zoning Layer



Required Functionality Application Complexity: Low

User Access: Departmental Data Access: Read-Write Potential Deployment: Desktop Application PL-3 – Property Evaluation The Planning Department could benefit from an internal application to support property evaluation. Where there is a potential problem parcel, or a parcel which the County potentially may purchase, an application which can give custom maps and reports of acreage, utilities present, distance to interstate, length of frontage, etc., may be useful. Required GIS Data Layers or Digital Data




Parcel Boundaries Hydrography Road Centerline Zoning Layer


Application Complexity: Medium User Access: Departmental Data Access: Read-Only Potential Deployment: Desktop



Public Works PRIMARY CONTACT: Vince Spagnoletti TELEPHONE: (607) 664-2460 EMAIL: [email protected] INTERVIEWEES: Vince Spagnoletti, Commissioner Bryce Foster, Deputy Commissioner Steven Orcutt, Assistant Commissioner Landfill Steve Catherman, Bridge Engineer Peter Messmer, Highway Engineer NUMBER OF STAFF: 18 office staff Department Overview The Department of Public Works and Engineering designs, builds, inspects and maintains the infrastructure of Steuben County including roads, bridges, landfills and parks. EXISTING RESOURCES: Software

Product Type Version CopiesAccess Database AutoCAD Computer Aided Drafting 2007 5


Product Type Two Handheld Garmin GPS units GPS


Description Digital Hardcopy Parcel Boundaries

USGS topographic maps NYSDEC Protected Streams Wetlands (DEC and NWI)

Floodplain maps


Description Digital Hardcopy Bridge inventory database RSMS Pavement Management database

Application DPW-1 – Integration of CAD and GIS Currently, the Department creates and maintains a large number (potentially in the thousands) of drawings in AutoCAD. These are most often site-specific drawings for construction projects. It would be helpful for the engineering staff to view project locations along with other GIS layers, such as the digital orthoimagery or tax parcel boundaries. Currently, accessing this information is possible, but time consuming.



Many times, the engineering technicians create a drawing from scratch using map coordinates. This results in a situation in which drawings of objects that may be in close proximity in the real world have no spatial relationship to each other in the digital world. By utilizing real world coordinates in AutoCAD, the resulting CAD drawings could be used in other GIS software and by other departments. The existing CAD drawings in page coordinates could either be converted over time to real world coordinates, or tied to a point layer in the GIS so that staff could easily locate them when relevant. Required GIS Data Layers or Digital Databases



CAD construction drawing locations


Road Centerline

Parcel Boundaries with Attributes



Application Complexity: Low User Access: Departmental Data Access: Read-Write Potential Deployment: Desktop

Application DPW-2 – Inventory Management The Department is responsible for maintaining a large amount of infrastructure, including county and town roads, bridges, culverts, signs, and transfer stations. Currently, information is maintained in a variety of locations in a variety of formats, including CAD drawings, hardcopy drawings, spreadsheets, hardcopy logs, and databases. Information about traffic counts, road striping, and pavement scores is maintained in spreadsheets or hardcopy logs with locations based on road mileage. Some bridge information is stored in a Microsoft Access database. Culverts are stored in a Microsoft Access database, with location listed as distance from an intersection. Having all of this information in one easy-to-access location would be extremely beneficial to the Department. When planning a project, staff would be able to view the area in question and get a full picture of the County’s infrastructure. Some of the information, such as traffic counts and pavement scoring, can be tied to existing features in the GIS (Road Centerline). Other information (such as CAD drawings, digital photos, and information in spreadsheets and databases) will need to be tied to locations collected with a GPS receiver. Having the information in a GIS-based digital format will serve not only as a comprehensive inventory management system, but will also provide a basis for thematic



mapping. For example, dynamic segmentation can be used to thematically map portions of county roads by pavement score. Signs can be thematically mapped by type or condition. Culverts can be thematically mapped by material or size. This mapping can be used for illustrative purposes in presentations to legislators as well as for internal planning purposes. Required GIS Data Layers or Digital Databases




Road Centerline

Bridges

Pavement Scores

Signs

Guide rails

Surveying

Striping

Culverts

Digital Photos


Application Complexity: Moderate User Access: Departmental Data Access: Read-Write Potential Deployment: Desktop

Application DPW-3 – Asset Tracking and Work History Steuben County has vehicles in the field snowplowing and mowing (herbicide spraying). In the summer, the County mows the sides of the roads and sprays herbicides near guide rails. When the snow falls, the County sends snowplows out to clear the roads of snow. The DPW department has expressed interest in being able to locate those vehicles in real-time, to track the work being completed. Required GIS Data Layers or Digital Databases




Road Centerline

Plowed Roads

Mowed Shoulders

Guide rails sprayed with Herbicide


Application Complexity: High User Access: Departmental Data Access: Read-Write Potential Deployment: Desktop



Application DPW -4 – General Access to GIS Currently, department staff members use a combination of hardcopy maps, CAD drawings and other source data to research sites. Having access to a variety of general reference layers in a GIS, with the ability to locate a street address, would allow the staff to locate addresses on a map, view aerial photography and, if desired, print a map. Required GIS Data Layers or Digital Databases





Road Centerline with address ranges

Parcel Boundaries


Application Complexity: Low User Access: Multi-Departmental Data Access: Read-Only Potential Deployment: Web-based



Real Property Tax Service PRIMARY CONTACT: Roland Storms TELEPHONE: (607) 776-9631 EMAIL: [email protected] INTERVIEWEES: Donna Hatch, Director Roland Storms, Tax Map Supervisor NUMBER OF STAFF: 10 Department Overview The Real Property Tax Service department is responsible for maintaining the County’s tax maps, and is charged with coordinating assessment and tax related activities. It also provides technical assistance to the local governments, assessing officials, and the general public with assessment or mapping issues. EXISTING RESOURCES: Software

Product Type Version Copies Access Database 2007 4 ArcEditor GIS 9.2 4 ArcView GIS 3.2 1 ArcCAD CAD/GIS 14 1 AutoCAD Computer Aided Drafting 14 1 AutoDesk Map CAD/GIS 5 2 AutoCAD LT Computer Aided Drafting 2000 1 Pictometry 2004 & 2006 GIS - RPS Database V4


Product Type Xerox 8825 with Large Format Scanner Scanner HP 1050c Color Plotter Plotter


Description Digital Hardcopy Enterprise Geodatabase Tax Parcels USGS 7.5 minute Topographic Maps Survey maps - scanned Aerial Photos 1968 1”=1000’ High-resolution Digital Orthoimages


Description Digital Hardcopy RPS Data Assessment and Tax Rolls GIS Inquiry Access database



Application RPS -1 – Public Website with General Access to GIS Currently, department staff members are requested by Assessors and others to create custom maps. Many of these requests are simple abutters’ lists or location maps. If the requestors had access to a variety of general reference layers in an easy-to-use application such as a web-browser application, this would alleviate some of the work load of the Department. Required GIS Data Layers or Digital Databases









Application RPS-2 – Custom Mapping Currently, the Real Property department has the responsibility for providing custom maps to the general public, other departments, and the town supervisors. The maps are created from scratch every time, even though many of the maps are similar in format. In addition, due to lack of staff time and expertise, many of the GIS layers that are available from State and Federal agencies have not been incorporated into the Department’s GIS. Migrating the Department’s mapping capabilities to ArcGIS, downloading and organizing relevant data available from state and town agencies, and providing some custom templates and search tools (such as the ability to quickly search for a parcel by tax map number, owner’s name, or address) would increase both the efficiency and the competence of the Department’s custom mapping services.

Required GIS Data Layers or Digital Databases



General Reference Layers (roads, railroads, general hydrography, town boundaries, county boundary)


Street Centerlines with Address Ranges

Wetlands (DEC and NWI)

2000 Census Tracts

2000 Census Block Groups

Aerial Photography



Digital Elevation Models

Detailed Hydrography

Floodplains

Zoning

Election District Boundaries

Soils

ZIP Code boundaries

Drainage Features

Bridges

Schools

School Districts

Slopes

Land Use


Special District Boundaries


Application Complexity: Moderate User Access: Departmental Data Access: Read-Only Potential Deployment: Desktop

Application RPS-3 – Abutter’s Notification The Real Property department often assists towns and other county departments with preparing lists for abutter’s notifications. Having a GIS-based, automated method for selecting a parcel, entering a buffer distance, and automatically creating mailing labels or a list of abutters would be a great timesaver for the Department. Required GIS Data Layers or Digital Data



Parcel Boundaries with attributes Required Functionality




Sheriff PRIMARY CONTACT: Dave Cole TELEPHONE: (607) 776-7009 EMAIL: [email protected] INTERVIEWEES: Dave Cole, Under Sheriff NUMBER OF STAFF: 150 Department Overview The Steuben County Sheriff's Office provides police services to the County of Steuben in Law Enforcement, Corrections, Civil, Court Security, and Road Patrol. EXISTING RESOURCES: Software

Product Type Version Copies Pictometry GIS 18 cars &

desktops Map Data Frequently Used

Description Digital Hardcopy CIRT – Perimeters, Parking Lot, School Footprints

CIU – County Road Map

Sex Offenders


Description Digital Hardcopy Inmate Database Crime Reports

Application SH-1 – Mapping Outside County According to the Sheriff’s office, they are in need of Pictometry imagery and other general data layers of neighboring counties. This is due to the fact that crime knows no borders; whether a prisoner is being transported or a high speed car chase is underway, the data they currently have ends at or near the county line. The neighboring counties in New York are Allegany, Livingston, Ontario, Yates, Schuyler, and Chemung. The neighboring counties in Pennsylvania are Potter, Tioga and Bradford. Required GIS Data Layers or Digital Data




Pictometry imagery ?



Required Functionality Application Complexity: Moderate, but could be expensive

User Access: Multi-Departmental Data Access: Read-Only Potential Deployment: Desktop Application SH-2 – Incident Mapping The Sheriff’s Department currently maintains databases of incidents including but not limited to burglaries, traffic tickets, accidents, DWI’s, and marijuana fields. The incidents are associated with an address or other location identifier. Being able to map the locations, and classified by type, would serve a variety of purposes. In the case of crime sprees such as burglaries, being able to see the locations on a map could help investigators identify patterns or trends. In the case of traffic tickets, being able to visualize traffic ticket locations (classified by type of ticket, such as speeding, or running a stop sign) could assist the Department with determining where to focus enforcement efforts. Required GIS Data Layers or Digital Databases




Incident Locations

Civil Activity

Crime Photos


Application Complexity: Low User Access: Departmental Data Access: Read-Only Potential Deployment: Desktop/Web-Based

Application SH-3 – Day Care Centers The Sheriff’s Department could benefit from geocoding the daycare center list that the E911 department has in their possession. Required GIS Data Layers or Digital Databases




Day Care Centers


Application Complexity: Low User Access: Multi-Departmental Data Access: Read-Write Potential Deployment: Desktop/Web-Based



Social Services PRIMARY CONTACT: Katherine Biehl TELEPHONE: (607) 664-2000 EMAIL: [email protected] INTERVIEWEES: Katherine Biehl, Commissioner Lisa Baker, Director of Disability Assistance NUMBER OF STAFF: 230 Department Overview The Steuben County Department of Social Services strives to help people help themselves with a goal of becoming self-sufficient. They help those incapable of acting on their own behalf, and ensure that everyone has, at least, a minimum standard of living. They do so by providing services including protective, preventive, social and financial programs. EXISTING RESOURCES: Software

Product Type Version Copies Access Database 2003 150 Custom Built Visual FoxPro applications Database 9 20 Child Services Application Database Daycare Application Database HEAP Application Database WMS (NYS Welfare Management System)

Database


Description Digital Hardcopy County Map Map Quest


Description Digital Hardcopy Client databases

Application DSS-1 – Transportation Mapping The Department could benefit from a Transportation Unit which would be responsible for managing a substantial amount of transportation services for the Department’s clients. Often times a client needs transportation for different reasons (Medicaid, employment and Adult services), thus the responsibility falls to different Social Service employees to determine the transporter and the available time for transport. Currently, the Department contracts with cab companies and other transporters. The main responsibilities of the transportation unit would be: coordinating transportation with available resources; making sure that the correct mileage reimbursement is



provided to the contracted companies; and providing maps, driving directions and routing for the transporters. Having access to the County’s road centerline file with address ranges would provide accurate mapping. The GIS could also be used to map multiple addresses at a time, as well as to determine the quickest route when multiple pickups are required. Required GIS Data Layers or Digital Databases





Hospitals

Bus Routes

Client Residences

Day Care Centers


Application Complexity: High User Access: Departmental Data Access: Read-Only Potential Deployment: Web-Based

Application DSS-2 – Mapping and Analysis for Comprehensive Plan The Department prepares a three year comprehensive plan, focusing on ten different program areas including alcohol/substance abuse, mental health, employment, and leisure activities. Currently, information is gathered from a variety of sources. The information is analyzed and presented in a report along with graphs and charts, and is used to help determine which program areas should receive the greatest effort and funding. Being able to map information (such as census demographics) by school district, ZIP Code, or town boundary would add a geographic element to the reports and would help the Department decide not only which programs to focus on but also where those programs would be the most beneficially located throughout the County. Required GIS Data Layers or Digital Databases




ZIP Code Boundaries

Census Boundaries with Demographics

School District Boundaries


Application Complexity: Moderate User Access: Departmental Data Access: Read-Write Potential Deployment: Desktop



Application DSS-3 – Address Verification When a person requests services from the Department, the Department does not have any way of verifying (other than local knowledge) that the person lives within the County. Because much of the County is rural, some mailing addresses have a ZIP Code in the County but are actually located in neighboring counties. Being able to type in an address and verify its location would allow the Department to ensure that the person requesting services does actually live within the County. Required GIS Data Layers or Digital Databases



Parcel Boundaries with attributes

Road Centerline with Address Ranges


Application Complexity: Low User Access: Departmental Data Access: Read-Only Potential Deployment: Web-Based

DSS-4 – General Access to GIS Department staff members regularly visit their clients at home. Having access to general reference layers in a GIS, with the ability to locate a street address, would allow staff to locate clients on a map and, if desired, print the map out to take with them in the field. When visits to various locations are planned for the same day, the GIS could be used to map the addresses and determine the most efficient travel route. Required GIS Data Layers or Digital Databases









DSS-5 – Client Mapping Currently, the Department of Social Services has a variety of tables of client information including addresses. Having the client address information mapped, as well as having access to a variety of existing GIS layers (such as roads, school districts, and aerial photography) would be very beneficial for the Department of Social Services in



performing regular tasks to help clients, in planning work load for staff, and for recognizing trends in type of service needed. Required GIS Data Layers or Digital Databases




Client Database


Application Complexity: Low User Access: Departmental Data Access: Read-Write Potential Deployment: Desktop

DSS-6 – Facility Mapping The Department of Social Services could benefit from the creation of other layers to facilitate in aiding clients. Layers such as school locations, daycare centers, service providers (adult care, boarding homes), bus routes, and sex offender addresses would all be beneficial in providing their clients with the best and most efficient care. Required GIS Data Layers or Digital Databases




Day Care Centers

Adult care, boarding homes

Bus Routes

Sex Offender Residences

Schools


Application Complexity: Low User Access: Multi-Departmental Data Access: Read/Write Potential Deployment: Desktop



Cornell Cooperative Extension of Steuben County PRIMARY CONTACT: Thomas Tomsa TELEPHONE: (607) 664-2301 EMAIL: [email protected] INTERVIEWEES: Thomas Tomsa, Executive Director NUMBER OF STAFF: 18 Department Overview According to the Cornell Cooperative Extension, their educational system enables people to improve their lives and communities through partnerships that put experience and research knowledge to work. The department’s mission is to apply local knowledge and land-grant university research to problems in agriculture, health, and natural resources. EXISTING RESOURCES: Map Data Frequently Used

Description Digital Hardcopy Soil Survey Topo Maps Google Maps


Description Digital Hardcopy Farm Products Guide

Application CCE-1 – General Access to GIS Currently, department staff members use a combination of hardcopy maps and aerials from Google maps to find out about properties. Having access to a variety of general reference layers in a GIS, with the ability to locate a street address, would allow the staff to locate addresses on a map, view aerial photography and, if desired, print a map. Required GIS Data Layers or Digital Databases






Parcel Boundaries





Application CCE-2 – Inventory Grassland According to the CCE, pelletized grass biofuel has the potential to become a major affordable, unsubsidized fuel source capable of meeting home heating requirements, while having rural economic development potential. Unutilized grasslands, used for perennial grass, have the potential to be an ideal energy source. Grass pellet energy is a promising alternative for rural communities. It is a cost-effective renewable energy supply with an efficient conversion process. It is environmentally friendly and has a positive impact on greenhouse gas production A first step is to inventory and map grasslands in the County, both maintained and abandoned, using a combination of aerial maps, land use maps, and GPS. This layer could then be overlaid onto parcels layers to obtain ownership and other pertinent information. Then reports can be produced which would analyze the existing conditions (numbers of acres, geographic clusters, abandoned versus maintained, distance to roads, etc.) Required GIS Data Layers or Digital Data




Parcel Boundaries Land Use


Application Complexity: High User Access: Departmental Data Access: Read-Write Potential Deployment: Desktop Application CCE-3 – Map Farm Product Outlet Locations The Steuben County Farm Product Guide has a list and map of the various farm outlet locations in the County. If this information were converted to a GIS layer, other departments would also utilize it. Having access to general reference layers in a GIS, with the ability to locate a street address, would allow staff and the public to locate outlet locations on a map, and if desired, determine directions and the most efficient travel route. Required GIS Data Layers or Digital Databases





Parcel Boundaries

Farm Product Outlets



Required Functionality Application Complexity: Low User Access: Multi-Departmental Data Access: Read-Write Potential Deployment: Desktop

CCE-4 – Forest Type Mapping The Cornell Cooperative Extension of Steuben County could benefit from the creation of a layer of detailed forest information for habitat management. The delineation of forest stands would aid in knowing which species existed or thrived there; this information could then be cross-referenced with land ownership. Required GIS Data Layers or Digital Databases





Parcel Boundaries

Forest Stands


Application Complexity: High User Access: Departmental Data Access: Read-Write Potential Deployment: Desktop or Web-based



Industrial Development Agency PRIMARY CONTACT: James Sherron TELEPHONE: 607-776-3316 EMAIL: [email protected] INTERVIEWEES: James Sherron Kathy Warren, Assistant NUMBER OF STAFF: 2 Department Overview The mission of the Steuben County Industrial Development Agency is to advance the job opportunities, general prosperity and economic welfare of the people of the County of Steuben, and to improve their standard of living. This involves attracting new business and assisting current employers in their efforts to expand in order to increase the tax base in the County. For custom maps, the IDA utilizes the Southern Tier Central Regional Planning agency as a service bureau. EXISTING RESOURCES: Software

Product Type Version Copies LandData Internet Database


Description Digital Hardcopy Railroad Valuation Maps


Description Digital Hardcopy Property Ownership and assessment information

Application IDA-1 – General Access to GIS Currently, department staff members use a combination of hardcopy maps, an internet database application, and telephone listings to find out about properties. Having access to a variety of general reference layers in a GIS, with the ability to locate a street address, would allow the staff to locate addresses on a map, view aerial photography, and obtain ownership and assessment information. Required GIS Data Layers or Digital Databases









Required Functionality Application Complexity: Low User Access: Multi-Departmental Data Access: Read-Only Potential Deployment: Web-based



Soil and Water Conservation District PRIMARY CONTACT: Velynda Risley TELEPHONE: (607) 776-7398 EMAIL: [email protected] INTERVIEWEES: Jeff Parker, Velynda Risley NUMBER OF STAFF: 7 Department Overview The Soil and Water Conservation District (SWCD) is an agency that offers assistance, education, and services for the protection of the County’s natural resources to municipalities, land owners, and farmers in Steuben County. The SWCD shares offices and resources with the Natural Resources Conservation Service (NRCS), a federal agency that has an overlapping mission. Among the services the SWCD offers are agricultural land conservation, erosion control assistance, fish stocking, stream bank stabilization, and tree and shrub seedling programs. EXISTING RESOURCES: Software

Product Type Version CopiesArcView GIS 9.2 1 Pictometry GIS - NRCS Tool Kit GIS/Database - 1 Eagle Point – Total Station CAD - 1 NRCS TR-20 Watershed Hydrologic Analyses

CAD - 1

Hardware

Product Type GPS backpack unit GPS Total Station transit Surveying Handheld GPS unit GPS


Description Digital Hardcopy Watershed maps Soil maps

Parcel Boundaries

USGS topographic maps

County highway maps Aerial photography, historic (1942) to current

Wetland maps

Flood plain maps


Description Digital Hardcopy



Tree and shrub customer database Fish stocking customer database

Newsletter mailing list

Stream bank stabilization program

Application SWCD- 1 – Scan and Georeference Historic Aerial Imagery The SWCD possesses a hard copy version of the NRCS soil survey maps. The NRCS is currently digitizing all county soil surveys, but Steuben County has not been completed as of this report. These hardcopy soils maps are regularly referenced to obtain information about project sites. Even though these hardcopy soils maps are not orthorectified, the entire collection could be scanned and georeferenced and therefore easily overlayed with other project layers in the SWCD’s GIS. This would significantly reduce the level of effort in site research. However, once the NRCS makes the digital version of the soil survey maps available, this interim non-orthorectified version should be retired. Required GIS Data Layers or Digital Data



Soil Surveys Required Functionality

Application Complexity: Low User Access: Departmental Data Access: Read-Write Potential Deployment: Desktop or web based Application SWCD-2 – Digitize Stream Projects / Permits The SWCD manages and tracks projects related to streambank stabilization. These water quality improvement projects help reduce polluted runoff, improve water quality, and restore habitat. In particular, they serve to reduce sedimentation and erosion and to improve fish habitat. Currently these projects, which require DEC permits, location maps, and cost and time estimates, are tracked and managed manually. A layer could easily be created of the project locations. Required GIS Data Layers or Digital Data



Stream bank stabilization program Required Functionality

Application Complexity: Low User Access: Departmental Data Access: Read-Write Potential Deployment: Desktop or web based



Application SWCD-3 – GIS Viewer Currently, staff members use a combination of hardcopy maps and various software applications to find out about sites. Having access to a variety of general reference layers in a GIS, with the ability to locate a street address, would allow the staff to locate addresses on a map, view aerial photography, obtain ownership information, and produce a map. Required GIS Data Layers or Digital Data



Parcel Boundaries USGS topographic maps Road Centerline Hydrography Aerial photography, historic (1942) to current Watershed maps





Southern Tier Central Regional Planning PRIMARY CONTACT: Stephen Polzella TELEPHONE: (607) 962-5092 EMAIL: [email protected] INTERVIEWEES: Stephen Polzella, GIS Specialist Thomas Dobrydney, GIS Technician NUMBER OF STAFF: 2 GIS, 9 Total Department Overview The agency provides GIS support and technical assistance to GIS and non-GIS users throughout the County’s surrounding region. Internally they provide maps and GIS services to the Planner and Economic Developer. Externally they provide maps and GIS services to the local municipalities and other organizations (e.g., the IDA) for a nominal hourly rate. If the agency needs a GIS layer that does not exist, they create it either by digitizing or using a GPS unit. EXISTING RESOURCES: Software

Product Type Version CopiesArcView GIS 9.2 2 ArcIMS GIS 9.0 1 MS Access Database 2003 5 Pictometry

GIS-Related Hardware

Product Type Thaler Mobile Mapper GPS Digitizing Tablet GIS peripheral


Description Digital Hardcopy Parcel Boundaries General Reference Layers


Description Digital Hardcopy Deeds Surveys



Application STCRP-1 – Correct Parcel Data In some portions of the County electronic parcel boundaries do not line up with the aerial photos. The aerial photography is probably the most accurate data layer. The Real Property department is aware of some of the discrepancies between the tax maps and the photography, and could work to correct them. Required GIS Data Layers or Digital Data



Parcel Boundaries High-Resolution Digital Orthoimagery


Application Complexity: High User Access: Departmental Data Access: Read-Write Potential Deployment: Desktop



OTHER FINDINGS

Computing Resources The County's computing network and computer resources are managed by the Information Technology Department, which operates out of the main County Building in Bath. The County has a wide area network (WAN) that includes the Public Safety Building, 911 Center, Mental Health, Civil Defense, Health Care, Veterans, Children’s Building and the County Office Building. These buildings are connected by a dark fiber optic cable that has a 1 GBPS connection. And within these exists a 100Mbps local area network (LAN).The County Historian, across the street from the County Office Building is connected to the internet through a cable provider and accesses the County’s network through a VPN connection. The two Mental Health buildings and the County Court House in the City of Corning are also connected to the internet through a cable provider, and access the County’s network through a VPN connection. In the City of Hornell, the two Mental Health buildings and the County Court House are also connected to the internet through a cable provider and access the County’s network through a VPN connection. The County maintains 25 servers. None of the servers are being used as internet servers, and all of the County’s external web sites are hosted by an outside ISP. The external website content is managed by the IT Department, but each department has its own web page. Currently, the County has no plans to host its own external websites. Approximately 60% of the desktop computers in the County have internet access, and those are running Windows Internet Explorer version 6 as a browser. The County has no wireless network, nor does it have any plans for a wireless network. The County’s intranet is running applications based on IIS 5.0 for financial reporting (for the County Clerk and Historian), and a records management application. The IT staff consists of 25 professionals, a combination of Systems Analysts, Web Developers, PC Coordinators, Network Administrators and Help Desk staff. The four agencies included in this needs assessment process that are not county departments are not connected to the County’s network. They are responsible for their own networks, internet connections, computers, etc. These are:

• Cornell Cooperative Extension • Industrial Development Agency • Soil and Water Conservation District • Southern Tier Central Regional Planning and

Development Board



File Server

Plotter

Geodatabase GIS Data Repository

LAN/WAN

Internet

Planning Other County Departments

No Desktop GIS Resources (Software or technical expertise)

`

ArcInfo

Real Property

`

ArcEditor

`

ArcEditor

County Complex

1. Municipal Governments 2. Cornell Cooperative Extension

3. Industrial Development Agency4. Soil and Water Conservation District

5. Southern Tier Central Regional Planning

General Public

`

ArcEditor

`

ArcEditor

E911

`

ArcEditor

Plotter

DPW EMO

Emergency Response Vehicles

GPS

GPS

GPS Plotter

Scanner

GIS Server with SQL Server and ArcSDE

Pictometry &High-Res Orthos

Pictometry



Steuben County Municipal Governments Results from the survey that was distributed to the municipal governments in the county illustrates the desire for more GIS around the County. Of the cities, towns and villages that were sent a survey, there were 21 responses. Of these twenty one responses, 17 reported to have high-speed internet access. Eight municipalities currently use GIS software to some degree (some use the GIS module available in RPS V4, some use Pictometry, and there were a few other applications used). Of particular interest is the desire by 17 municipalities for a web-based GIS application, while 3 municipalities thought they may be interested in such a system, only one municipality was against the idea. New York State Data Sharing Cooperative/NYS GIS Clearinghouse Steuben County is a member of the NYS GIS Data Sharing Cooperative, which was developed to encourage public agencies and nonprofit organizations in New York to share in the creation, use, and maintenance of GIS data sets at the least possible cost. The Cooperative and associated programs (NYS GIS Clearinghouse) operate under the auspices of the NYS Office of Cyber Security and Critical Infrastructure Coordination (OCSCIC). Currently there are over 250 organizations participating in the Cooperative. Members have agreed to share their GIS data layers within the Cooperative for free or for the cost of copying the data. Although any member of the Cooperative can access and download data layers, the original creator remains the primary owner and the data may not be distributed to individuals or organizations outside of the Cooperative. Data and information about the cooperative is available from the NYS GIS Clearinghouse web site http://www.nysgis.state.ny.us/. The Clearinghouse is also a valuable resource for digital aerial photography. The digital imagery for Steuben County was captured in 2002 at a 1-foot resolution in natural color and 2-foot resolution in panchromatic (black and white). The imagery is prepared in two different formats (State Plane NAD83 and UTM Zone 18 NAD 83) to overlay with vector data commonly used by local, county, and state government organizations. In the spring of 2008, the Clearinghouse will make available orthoimagery from 2007: 1-foot resolution in natural color of urban areas, and 2-foot in natural color of the rest of the County. Another resource from OCSCIC is the GIS Help Desk. The GIS Help Desk provides customized responses to users with questions on GIS software product methods and procedures via a web-based interface. Responses are prepared as web pages with text and images. Each response is stored in an expanding knowledge base. The knowledge base is searchable by subject key words. The GIS Help Desk is available from a link off the NYS GIS Clearinghouse website (or directly at http://www.gishost.com/gishelpdesk).



SUMMARY OF NEEDS ASSESSMENT FINDINGS A great deal of information has been compiled as part of the Needs Assessment. The project team conducted interviews with staff from 10 county departments and four agencies closely associated with the County. As a result of this effort, 38 potential GIS applications were identified, and information was compiled on the GIS functionality and data required by each application. Interpreting such a large quantity of data can be a difficult task. This section is intended to make this information more meaningful by summarizing the results of the Needs Assessment and highlighting those key findings deemed to be most relevant as the County plans for the future use of this technology.

Current Use of GIS Technology Steuben County is an established user of GIS, and has integrated this technology into the operations of a number of departments. The County has recently migrated from a variety of file formats (shapefiles, CAD files, personal geodatabases) to a multi-user enterprise geodatabase environment. The Information Technology Department has installed the ArcSDE portion of ArcGIS Server, which is used to create and maintain geodatabases that store GIS datasets in a relational database. They have also created an SQL Server 2005 instance for GIS data, and three geodatabases: one for parcel data, in which the Real Property Tax Department has write privileges; one for the datasets the Planning department maintains (e.g., Road Centerlines); and another for the E911 maintained GIS data. The IT Department has not installed the other portions of ArcGIS Server as of yet, but is willing to when the need arises. Desktop GIS is used primarily within the Planning, Real Property Tax Services, and E911 departments. The County’s GIS Coordinator, located in the Planning Department, uses ArcInfo 9.x for data development and maintenance, and to provide services to Planning and other departments. ArcView 3.x is also used within Planning to support various projects. Staff in Real Property use ArcEditor 9.x for tax map maintenance. The E911 GIS Technician uses ArcEditor 9.x for data development and maintenance, while the IT Department has access to an ArcEditor 9.x license and uses it when needed. The Southern Tier Central Regional Planning agency uses ArcView 9.x for data development and maintenance, and to provide GIS services to local municipalities and other organizations. Since this agency is not a county department, they do not have access to the County’s network, intranet, or enterprise geodatabases.

Existing Resources Steuben County possesses a full range of resources that form the basis of the organization’s existing GIS configuration, and will serve as a platform for its continued expansion. These include:



GIS Software – The County uses GIS software from ESRI, and owns ArcGIS Server 9.x and several ArcGIS desktop licenses; one for ArcInfo 9.x, multiple licenses for ArcEditor 9.x, and an ArcView 3.x license. (Note: the Southern Tier Central Regional Planning and Development Board also owns two ArcView 9.x licenses.) GIS Data – A large number of GIS data sets are available for the County. These include data sets developed and maintained in-house (e.g., tax parcels), as well as those acquired from other sources such as the NYS GIS Clearinghouse. The enterprise geodatabase data sets are centrally stored on a server located in the IT Department. Access to this GIS data repository is available to the Planning, Real Property, and Emergency Services departments. The County’s GIS Coordinator and the E911 GIS technician still have GIS data that have not yet been converted into the enterprise geodatabase format. (Note: The Southern Tier Central Regional Planning and Development Board maintains all GIS data in shapefiles.) The NYS orthoimagery is not stored in ArcSDE, but is available on a networked server and also on the GIS Coordinator’s hard drive. IT staff have indicated a desire to put the orthoimagery in ArcSDE. Technical Expertise – There are a number of individuals within the County with varying levels for GIS expertise. Four individuals in the Real Property department are proficient in the use of ArcEditor 9.x for tax parcel maintenance. A couple individuals with a higher degree of technical expertise are found within the Planning and E911 departments. These two individuals are proficient in the use of ArcInfo/ArcEditor 9.x. (Note: the Southern Tier Central Regional Planning and Development Board have a couple of individuals who are highly proficient in the use of ArcView 9.x.) Specialized Applications – In addition to server and desktop GIS software, the County has several specialized applications. The most significant of these are Pictometry, an information system containing oblique aerial imaging; and Positron’s PowerMap, an E911 emergency response application with an integrated ESRI-based map viewer. IT Infrastructure – The County has a strong backbone of supporting information technology infrastructure. This includes high speed local area networks within buildings, and wide area networks between buildings. Broad Internet connectivity is available to almost every department, with most county staff using relatively high performance PCs. GIS-specific hardware in the County includes several large format plotters and a few GPS units. All of these IT resources are supported by the County’s Information Technology Department. (Note: the Soil and Water Conservation District has a couple of GPS units: one backpack unit and one handheld unit).



Potential GIS Applications During the course of this needs assessment, many potential applications of GIS technology have been identified. These potential applications require varying level of functionality. Many only need basic view and query capabilities. Some require initial data creation as a prerequisite. Few require ongoing editing or advanced analysis. The following table contains a master list of these applications, sorted by department. A series of tables in the Appendix D further summarize these applications based on the number per department, required functionality, and supporting data layers.

Master List of Potential GIS Applications

Board of Elections (3) BOE-1 Refine and Validate Election District Boundaries BOE-2 BOE Search Tool BOE-3 Voter Names, Addresses and Associated Districts

Buildings and Grounds (2)

BG-1 Site Mapping BG-2 Digitize Building Footprints

County Clerk (2)

CC-1 Access to Parcel and RPS Data CC-2 Digitize Deed Books and Parcel history

Emergency Management Office (3)

EMO-1 Mobile Search and Rescue EMO-2 Flood Protection EMO-3 Emergency Planning, Response and Mitigation

Planning (3)

PL-1 Custom Mapping PL-2 Refine and Validate Zoning District Boundaries PL-3 Property Evaluation

Public Works (3)

DPW-1 Integration of CAD and GIS DPW-2 Inventory Management DPW-3 Asset Tracking DPW-4 General Access to GIS

Real Property Tax Services (3)

RPS-1 Public Website with General Access to GIS RPS-2 Custom Mapping RPS-3 Abutter’s Notification

Sheriff (3)

SH-1 Mapping Outside County



SH-2 Incident Mapping SH-3 Day Care Centers

Social Services (6)

DSS-1 Transportation Mapping DSS-2 Mapping and Analysis for Comprehensive Plan DSS-3 Address Verification DSS-4 General Access to GIS DSS-5 Client Mapping DSS-6 Facility Mapping

Cornell Cooperative Extension (4)

CCE-1 General Access to GIS CCE-2 Inventory Grassland CCE-3 Map Farm Product Outlet Locations CCD-4 Forest Type Map

Industrial Development Agency (1)

IDA-1 General Access to GIS

Soil and Water Conservation District (3) SWCD-1 Scan and Georeference Historic Aerial Imagery SWCD-2 Digitize Stream Projects / Permits SWCD-3 GIS Viewer

Southern Tier Central Regional Planning (1)

STCRP-1 Correct Parcel Data

Priority Initiatives Many potential enhancements to the County’s use of GIS technology were identified during the Needs Assessment phase of this project. However, in consultation with the County the following set of priority initiatives were established.

Access to GIS – There is a common need among departments for an "all purpose" GIS that would allow users to visualize a set of commonly required GIS data layers, perform simple searches, and generate maps. Specifically, there was a request among five departments for access to basic GIS data and functionality (BOE-2, CC-1, DPW-4, RPS-1, DSS-4, CCE-1, IDA-1, SWCD-3). The most relevant data layers to a GIS used among Steuben County departments are: tax parcel boundaries, road centerlines, zoning, wetlands, floodplains, contours, and general reference layers including hydrography, aerial photos, and municipal boundaries.



The most commonly required functionality is viewing and querying, with a limited amount of thematic mapping and map output (printing) features. Most interviewees who requested GIS in any capacity expect this basic level of GIS functionality. All parties involved, including the County Administrator, see value in offering a web-based GIS application which can be used by the municipal governments, outside agencies, private businesses, and the general public. A similar web-based application could also be made available internally, for use by County staff only.

Establish a GIS Service Bureau – Create a legitimate county agency that would provide technical assistance to county departments and local municipalities, as well as allow these entities to share GIS data, hardware and software. As GIS use increases in the County, in both functionality and number of departments who utilize the technology, the need for a unified county-wide GIS “department” increases. While some departments will require short-term support, such as having layers or applications developed, others will require more consistent help. The current GIS Coordinator would seem to be the best suited to head this new agency. It is recommended that the County create a GIS service bureau, as opposed to scattering GIS personnel throughout the various departments, for three main reasons. The first reason is that employees will feel more comfortable working with others who are doing compatible work. A second reason is that the GIS resources can be shared among departments. A third reason is that it would facilitate having a career path for the GIS professional, where an entry level GIS Technician would have the opportunity to be promoted to a GIS Specialist; this would help to retain the best employees. An exception to this is the Real Property Tax Services department, where tax mapping is the main objective of the persons utilizing GIS software. Expand GIS Data Repository – Expand the centralized GIS data repository (based on ESRI’s geodatabase) to contain the GIS data of more county departments, as well the data for municipalities in the County. For example, the high-resolution orthoimagery could be put into ArcSDE, which would make departmental access quicker and easier. The E911 Department may have created layers, such as hospitals, that other departments could utilize. Training – Ensure an adequate level of training with all of these priority initiatives. Training is often overlooked or undervalued. With this new technology being utilized throughout the County, training is essential to its success. The GIS personnel currently employed by the County could facilitate the introductory training for those that need it.



Improved Data Sharing – GIS has been identified as a means of sharing data between departments. Data sharing can reduce the time spent on information gathering (e.g., BG-3, DPW-2, PL-3). Specifically, GIS can simplify routine information queries between departments. For example, the many departments need to know where county residents live. Some are looking for the school district, some an election district, and others a fire district. Because all of this information has a spatial component, it could be easily combined in a GIS and obtained immediately. Data sharing through a GIS has another significant benefit, which is the ability to improve decision making. The display of features and the status of operations in a graphic (map) format can identify relationships between activities that could not be otherwise perceived, providing managers with new insights and options. By aggregating information thematically, a GIS can help managers prioritize and pinpoint areas of interest more quickly than using tabular data. A GIS can also summarize values based on location. It must be noted that a GIS is only as good as its design and the data input. Maintenance of spatial and attribute data is critical if the system is to support real-time decision-making. Procedures must be in place for on-going maintenance of data. Functionality versus Ease of Use – Some applications (DSS-1, DPW-3, EMO-2) call for extensive functionality. These more complex applications will require either that a custom application be developed to help simplify the tasks, or that they be performed by a GIS analyst with a high level of technical skills.

The subsequent conceptual system design and implementation plan will focus on addressing these priorities.

Steuben County Conceptual System Design


INTRODUCTION - CONCEPTUAL SYSTEM DESIGN The proposed conceptual system design is based on, and consistent with, the findings from the Needs Assessment. It describes the framework on which Steuben County can continue to expand its GIS implementation. The goal of this system design is to address the priority initiatives identified during the Needs Assessment by implementing the following recommendations:

Develop web-based GIS applications as a means of providing access to general-purpose GIS functionality to county departments, municipal governments, and others.

Establish a “GIS Unit’ to consolidate resources and improve efficiency. Expand upon the existing geodatabase architecture to create a Master GIS

Data Repository. The conceptual system design addresses all four components of a GIS: hardware, software, data, and personnel. Considering the extensive range of options available for each of these components, many different configurations can be used to structure a GIS; the challenge is designing a system that will meet current needs, as well as allow for future growth without demanding excessive financial or staff resources. By using different combinations of these components, systems can be designed that vary widely in terms of complexity, capability, administration requirements, and cost. This section begins with a description of the criteria used to guide the design process. Options and general recommendations are then given for the four primary components of a GIS (i.e., hardware, software, data, and personal). This section concludes with a detailed description of the recommended system and database design.

DESIGN CONSIDERATIONS Given the number of options for configuring a GIS, guidelines need to be established to evaluate these different approaches and determine a design well suited to meet Steuben County’s requirements. Taking into consideration the key findings of the Needs Assessment, the following criteria have been used to develop the recommended conceptual system design:

Organizational Fit – One of the keys to successful GIS implementation is to design a system well suited to the organizational environment in which it will be used. This includes compatibility with existing computer infrastructure, staff resources, and organizational structure and priorities. Application Support – The system design must be capable of supporting the GIS applications identified in the Needs Assessment in terms of functional capability of the software, user access, and system administration. Cost – System costs must be within a reasonable range based on potential funding sources, both within Steuben County and through grants. Initial startup



costs as well as ongoing maintenance, support, and expansion costs should be considered. Expansion – The system should allow for future expansion in terms of increased system capabilities, addition of new GIS applications, and an increase in the number of users.

A system design based on these guidelines will provide Steuben County with a realistic approach to implementing GIS technology in a timely manner, and within the anticipated budget. The proposed system is also intended to provide tangible short-term benefits, while supporting continued expansion in the future.

GIS COMPONENT OPTIONS AND RECOMMENDATIONS When developing a conceptual system design, it is helpful to consider the primary components that comprise a GIS. This section contains an overview of options available for each of these components. Some general recommendations are also included that are expanded upon in detail in the “Recommended System Design” section.

Hardware Many options exist for the hardware component of a GIS in terms of the computing platform, peripheral devices, operating system, and network environment. GIS software is available to run on any of the standard computing platforms (e.g., desktop PCs, servers, laptops, PDAs, field-based computers, etc.); operating systems (e.g., “flavors” of Microsoft Windows, Linux, Unix, etc.); and networks (e.g., Windows-based, Novell, etc.) It is recommended that Steuben County pursue a system designed to be fully compatible with the existing computer resources.

Software Several companies provide GIS software products appropriate for county government applications. Market leaders include the Environmental Systems Research Institute (ESRI), PB MapInfo Corporation, Intergraph, and Autodesk. As the County looks to provide broad and multi-departmental access to GIS technology, a decision must be made regarding which product line should be used as the basis for the conceptual system design. In the development of the system design, the following criteria were taken into consideration:

Product Line – This refers to the type and extent of software products available from each vendor, and how well these meet Steuben County’s requirements.

Costs – This refers to the initial purchase prices and any ongoing costs such

as software upgrades and maintenance.

Market Share – The extent to which the GIS software manufacturer's products are used. Market share is an indicator of a product's success in satisfying



user requirements. A large market share is also an indicator of product longevity and manufacturer support.

Support Services – The availability of support services related to the use and maintenance of the product. Typical support services include: technical support, training, upgrades, custom application development, and established user forums.

Data Compatibility – The compatibility of the spatial data format(s) of the selected software with that used by other organizations. The important consideration is that data sharing and exchange are possible.

It is recommended that Steuben County continue to use ESRI software products. Primary considerations for this recommendation are the use of ESRI products by the Planning, Real Property Tax Services, and IT departments, and the benefits offered by ESRI technology. Other factors that contributed to this selection include:

ESRI is the clear market leader of GIS technology. ESRI provides a broad range of products capable of meeting the County’s

current and anticipated needs. The use of ESRI software provides consistency with other state, county, and

local agencies. Many commonly available GIS data sets are provided in ESRI software

formats. Technical support services are available from a number of companies located

in New York State. Support for ESRI technology is available through the NYS GIS Help Desk.

ESRI Software Options With the tremendous developments in both computers and the GIS software industry over the last five years, a variety of methods for deploying GIS technology now exist. The following is an overview of the primary options for providing access to GIS technology, with a focus on the corresponding ESRI software product that would be used to implement each method.

Basic Desktop Mapping Using ArcExplorer ArcExplorer is a lightweight GIS data viewer that offers a basic type of functionality provided to the end user. In this scenario, the user is provided with ArcExplorer, which is a free standalone software product that allows the user to view, identify, locate and query geographic layers in a very basic manner. ArcExplorer is installed locally on the end-user PC, and has the ability to access any standard ESRI data set on local disks, across a network, or across the Internet.



The advantages of this type of deployment are that ArcExplorer is free, easy to use, provides excellent performance and has very low system requirements. It is an ideal way to introduce a user to basic GIS technology. The disadvantages are that it is quite limited in available functionality and it is “read-only” (i.e., data cannot be entered or edited in any way). ArcExplorer cannot be customized. Basic to Mid-Level Desktop Mapping Using ArcReader ArcReader is a free desktop GIS that displays high-quality, interactive, published map files (PMF) authored using the ArcPublisher extension to ArcGIS. With ArcPublisher, an experienced GIS user can compile PMF documents linked to GIS data for distribution throughout an organization. A PMF may contain symbolized GIS data layers, scale dependant layers, images, spatial bookmarks, and joins to attribute data for use by novice GIS users. ArcReader is a deployment approach whereby both trained and inexperienced users are presented with a GIS preset for their immediate use to view, query, and print the content of a pre-formatted map document. There are several advantages to ArcReader as a basic desktop GIS. First, PMF documents can be published to read data from a CD-ROM or a network drive. Second, a wide range of data formats (vector data, orthoimagery and other raster data) can be combined and symbolized in a manner that is consistent and intuitive for the organization. Additionally, PMFs can be customized to present only selected tools and functions to reduce the learning curve for inexperienced users of a GIS. The main disadvantages to ArcReader are that PMF documents require time and resources to compile in ArcPublisher by an experienced GIS user, and they cannot be modified by the end-user. ArcPublisher is an extension to ArcGIS (see description below) and is an additional software purchase. Finally, ArcReader will require training for users completely inexperienced with GIS desktop applications, and tends to be a more appropriate solution for organizations with a small number of users already acquainted with GIS (especially ArcGIS products.) Fully-Functional Desktop GIS Using (ArcGIS) ArcView This mode of deployment uses ArcView, a full-scale desktop geographic information system. ArcView allows the user to perform the full suite of operations required in a desktop GIS environment, including data entry and editing, a significant number of spatial query and analysis functions, geocoding, and advanced display. ArcView (version 9.x) is part of the ArcGIS suite of products, which uses object-oriented system architecture. The primary ArcGIS products are ArcView, ArcEditor, and ArcInfo. There is a high degree of compatibility and similarity between these three products, with ArcView providing a base level of functionality followed by ArcEditor, and ArcInfo. Customization of ArcView is accomplished using Visual Basic for Applications programming language or other common object-oriented programming languages, such as Visual Basic and C++.



This type of deployment is most appropriate when there are a small number of end users for a particular application (<12) and the users need access to a significant number of GIS functions. The disadvantages of this type of deployment are the relatively high per seat cost (~$1,200+), the higher degree of technical expertise required by the end user, and the need for programming skills for software customization. High-End Desktop GIS Using (ArcGIS) ArcEditor ArcEditor is similar to ArcView with the addition of advanced data creation and editing tools, including topology, subtypes, and domains. ArcEditor provides an experienced and trained GIS professional with a set of tools to construct GIS features based on sophisticated data models that express topological relationships (e.g., zoning features coincident with parcel boundaries) and attribute relationships (e.g., updates to tax parcel attributes automatically update records in the related zoning table). ArcEditor is the required desktop GIS for developing and maintaining GIS data that requires a sophisticated data model (such as tax parcels). ArcEditor also allows creation and editing of an enterprise geodatabase. In an enterprise geodatabase, GIS data is stored in a relational database management system (RDBMS) that is spatially enabled using ESRI's ArcSDE technology. ArcEditor is also used to administer tasks in ArcGIS Server. High-End Desktop GIS Using (ArcGIS) ArcInfo ArcInfo is among the most robust GIS software packages in the world, designed specifically for the sophisticated GIS professional. It provides the user with nearly 3,000 GIS functions and operations, many of which are not available in any other ESRI software product. ArcInfo desktop is particularly powerful in advanced data creation and editing, sophisticated geographic analysis, and in representing complex features. ArcInfo is also used to administer ArcGIS Server applications. This software is typically required only by dedicated GIS professionals with a strong background in GIS technology. Of the products listed here, ArcInfo is the most expensive per seat, and is therefore only appropriate if there is a clear need and a skilled user able to exercise the full power of the software. ArcInfo (or ArcEditor) is required when using an enterprise geodatabase within the organization. Component-Based GIS using ArcObjects This method of deployment involves leveraging existing GIS functionality embedded within the ESRI ArcGIS Desktop products (e.g., the ArcGIS suite of applications) through the development of custom-programmed interfaces. ArcObjects is a set of programming components that allow application developers to “embed” GIS functionality and operations (geographic data management, spatial editing, spatial analysis, and cartographic display) in custom programs.



ArcObjects is built in accordance with Microsoft’s Component Object Model (COM) specifications. Being COM compliant, these objects can be programmed using any COM compliant development language that, in turn, can be used to program any number of other COM compliant objects provided by various software vendors. ArcObjects solutions are developed in two ways. A developer can use the embedded Visual Basic for Applications (VBA) utilities to develop custom functions, forms, and interfaces. Alternatively, a developer may choose to reference registered COM objects to develop a complete, streamlined, tuned, and compiled custom GIS application. ArcObjects offers customization of GIS at a low per user cost, but requires high-level programming skills for customized application development.

Component-Based GIS Using ArcEngine ArcEngine is a deployment method for ArcObjects. ArcEngine can be used to develop a custom desktop application that is either standalone or imbedded in another application. It does not require a license for an ArcGIS desktop product. The cost per seat is based on the level of functionality, starting at about $500. ArcEngine is a good solution for an organization that requires a sophisticated, highly customized GIS application that will be used by a fairly large number of users. ArcServer ArcServer uses ArcObjects to provide server-based advanced data editing and analysis capabilities. An ArcServer application can provide desktop-level GIS functionality over an organization’s intranet or across the internet. ArcServer is designed for centrally-managed organizations with a wide variety of needs and a large number of users. Previously, ArcServer required advanced database management skills, high-level programming skills, and a significant financial investment. However, with the release of ArcGIS 9.2, ArcGIS server has become more user friendly, with more out-of-the-box functionality. Additionally, there are now three levels of functionality, making it more affordable and accessible to many organizations. Internet/Intranet Deployment Using ArcIMS ArcIMS allows GIS functionality to be deployed via common Internet browser software such as Internet Explorer or Netscape. This product allows a GIS application to be developed that resides on a shared server (map server). The GIS application simply provides the “engine” to perform spatial display, query and analysis; however, the graphics and interaction with the end user is done via HTML or Java documents served through a standard browser. The user points and clicks within an HTML or Java document in their browser, which sends a specified request to the map server (engine). The map server then performs the required operation (e.g., zoom in) and sends the result back to the user in the form of a new HTML or Java document (e.g., with a JPEG image of the newly



zoomed in map). This method can be used seamlessly in an Internet or Intranet environment. This type of deployment is rapidly gaining popularity in many organizations due to several distinct advantages. These advantages include the ability to deploy a custom application to an extremely large number of end users (unlimited) without using any software other than a standard browser on the end user machine. This method of deployment represents an extremely low cost per seat, since the ESRI software license is priced on a per map server CPU basis. Therefore, a very large number of end users can be provided access to an application at a fixed price. This option also results in significantly less network traffic than other methods. Additionally, it provides a central point of administration via the map server. More specifically, the system administrator can provide an update to the application by simply posting a new version of the application on the map server (similar to a mainframe environment). However, this mode of deployment also offers significantly slower performance than any other options discussed due to the lack of local resources (all computations are performed on the map server, along with the requests from all other users). For example, a simple zoom-in operation on a map display, which any typical GIS software package described above will perform with sub-second response, can take up to ten seconds using this method depending on server or network traffic. Another disadvantage of ArcIMS is the current set of limitations with functionality such as data editing, map output, and advanced analysis. However, it is expected that as this technology continues to mature, these limitations will be addressed. Field Access to GIS Using ArcPad Access to GIS technology from mobile, handheld computers (e.g., Personal Digital Assistants or PDAs) can be accomplished using ArcPad software. This is a lightweight product designed to provide basic display and query access to GIS data from a handheld computer. Simple editing is supported along with options for GPS data collection. ArcPad also supports wireless communication and connectivity with GIS deployed through ArcIMS. This approach is intended to address requirements for low cost access to GIS technology in the field for siple display and query, and data collection. Therefore, it will only support a limited set of applications where more advanced functionality is not required.

Data A number of options should be considered regarding the data component of a GIS. Options range from the selection of data layers to be included, to how these data are stored, accessed, managed, and maintained. Options and issues to be resolved include:



Application Requirements – What data layers are needed to support the County’s applications, and how are these prioritized based on importance?

Use of Existing Data – What data layers already exist that can be used?

Development of New Data – What data layers do not currently exist and therefore must be developed to support the County’s high priority applications? What is the level of effort needed to create and maintain these new data layers?

Format – Commercial GIS software packages use different physical formats for storing data layers. For some products, more than one data storage format can be used (e.g., shapefiles or geodatabases in ArcView).

Storage – GIS data layers can be stored as individual computer files or can be included in a relational database management system, or RDBMS (e.g., MS SQL Server). Using a RDBMS for data storage has benefits in terms of system performance and access control, but requires a greater level of system administration expertise and is more expensive to implement and maintain.

Access – Different levels of access to GIS data layers can be put in place. These range from: read-only access where the user has no ability to edit the data; to read-write access where the user can edit selected data layers; to administrative access allowing for file management activities such as renaming, moving, deleting, backup, and archiving.

ESRI’s Geodatabase The geodatabase is the native data structure for ArcGIS and is becoming the industry standard for storing geographic data. The geodatabase offers several advantages over shapefiles, which include the ability to maintain multiple feature types and raster data in one database, and the ability to store complex feature types (routes, annotation) and relationships.

There are now five different versions of a geodatabase, each with varying levels of functionality.

Personal Geodatabases The personal geodatabase has been available since ArcGIS version 8.0, and will continue to be available in 9.2. It is contained in a Microsoft Access database and is limited to 2 gigabytes in total



size. It is appropriate for organizations with only a few GIS users and small datasets. Performance degrades with multiple data readers and when database files reach between 250-500 megabytes in size.

File Based Geodatabases The file based geodatabase is a new storage option that uses binary files to store geographic data. It is not tied to a DBMS, and exists in a folder on a file system. Each data set is a separate file on disk, and storage is virtually unlimited, with up to 1 terrabyte per feature class. It is appropriate for single users or small workgroups, and allows one data writer per dataset and multiple data readers. It is supported on both Windows and Linux systems.

Geodatabases Based on ArcSDE Technology There are three different geodatabases that store GIS datasets in a relational database. Depending on license level, ArcSDE geodatabases scale from personal, single-user geodatabases, though workgroup geodatabases, and on up to large multi-user enterprise geodatabases. Personal and workgroup databases are new with the release of ArcGIS 9.2. The advantage of using ArcSDE geodatabase technology is that it allows users to take advantage of powerful functionality like versioning, database replication and database archiving. The following outlines the specifications of the three types of ArcSDE geodatabases.

Personal ArcSDE Personal ArcSDE is included with the ArcEditor and ArcInfo licenses, and is an inexpensive solution for small organizations that want to store their geographic data in a DBMS. It uses Microsoft SQL Server express, with a limit of 4 gigabytes of storage. Personal geodatabases are set up within ArcCatalog, and allow for up to three simultaneous connections, one of which can have editing capabilities. Personal ArcSDE geodatabases are relatively easy to deploy and maintain.

Workgroup ArcSDE Workgroup ArcSDE is included with the ArcGIS Server for Workgroups software bundle, and also uses SQL Server Express as a DBMS. However, with the Workgroup level of ArcSDE there is a 10 user limit. Database sizes are limited to a maximum of 4 gigabytes. Like Personal ArcSDE, no additional database expertise is required.

Enterprise ArcSDE This is the traditional ArcSDE technology that runs on Oracle, SQL Server, IBM DB2 or IBM Informix. Databases can be unlimited in



size and have any number of users. Administration of enterprise geodatabases is more sophisticated than the Personal or Workgroup options and is typically managed by a database administrator.

It is recommended that preference be given to those options that can be implemented and sustained in a straight-forward and cost-effective manner, while still contributing to an effective and beneficial GIS.

Personnel Personnel issues are often overlooked when designing a GIS. However, a system cannot be successfully implemented without addressing this basic component. The following is a list of the functional roles that are needed to fully support a typical county-wide GIS implementation.

GIS Coordinator System Administration GIS Analyst Technical Support and User Training Data Development Application Development

While these roles are meant to identify areas of responsibility that must be accounted for, they do not correspond to the number of staff needed. It is common for individuals to be assigned responsibility for more than one of these functional roles. In many cases, certain specialized or labor-intensive tasks are contracted out to qualified consultants.



RECOMMENDED SYSTEM DESIGN The following diagram illustrates the recommended system design. A general description of this design can be found on the next page.

Illustration of Recommended System Design



System Overview The County’s existing IT framework (e.g., network, servers, etc.) and GIS resources can be used as the basis from which to build this proposed system. No significant changes are required regarding the current configuration of GIS software. However, additional software and hardware is recommended to support the deployment of web-based GIS applications. This system design also calls for a restructuring of staff resources into a “GIS Unit”. A general overview of the components of this system is described below, using the reference numbers indicated in the illustration.

Master Data Repository – The County’s existing enterprise geodatabase would be used as the centralized repository for all GIS data layers requiring shared access. These data layers would be organized to allow for an appropriate level of access and performance. The Conceptual Database Design, described later in this section, includes more details on the specific configuration.

Web Server With Web-Based GIS Applications – This server would be used to host two custom GIS applications. One of these applications would be available to county staff via the LAN. The second application would have unrestricted access via the Internet, and would be available to municipal governments, other agencies, and the general public.

Desktop GIS Users – This group would include those individuals currently using GIS software in the Planning, Real Property Tax Services, and E911 departments. The Department of Public Works would also become a desktop GIS user, if a decision is made to acquire software in that department. Desktop GIS users would store and access GIS data in the Master Data Repository. These users would also have access to the County’s web-based GIS applications.

Web-Based GIS for Other County Departments – This group would use a custom web-based GIS application, accessed over the County’s LAN. This application would be designed to provide general purpose, high priority functionality through an intuitive and easy-to-learn user interface.

“GIS Unit” – This group would be comprised of technical GIS staff currently located in several county departments (e.g., Planning and E911). This unit would serve a valuable and needed function as a GIS service bureau for the rest of the county departments, and possibly other organizations such as the municipal governments, private businesses, etc.

Internet GIS Users – Unrestricted access to a custom GIS application would



be available via the Internet to municipal governments, the private sector, outside agencies, and others. This application would have similar functionality as described in above, but would not include certain data layers and/or data fields.

Details of System Components This section contains a more detailed discussion of the various elements of the recommended system design.

Desktop GIS No significant changes are recommended to the County’s existing desktop GIS software. The ArcGIS product line should continue to be used in the Planning, Real Property Tax Services, and E911 departments. The current licensing configuration (e.g., ArcView, ArcEditor, ArcInfo, etc.) appears to be appropriate to meet present and future requirements. If a decision is made to implement desktop GIS in the Department of Public Works, one or more licenses of ArcView or ArcEditor will need to be acquired.

Web-Based GIS The recommended system design calls for two custom, web-based GIS applications. These applications should be developed using the County’s existing license of ArcGIS Server software, running on a dedicated web server. The following is a description of each of these applications and the specifications of the web server.

Limited Access Application – As previously stated, this application would be used by county staff requiring general purpose, high priority functionality through an intuitive and easy-to-learn user interface. This application would be read-only and not support any data editing capabilities. It would include a set of standard and readily available data layers including tax parcels, digital orthoimagery, road centerlines, municipal boundaries, and hydrography. The following is a list of functionality for this application. Function Description Table of Contents/Layer List

The table of contents will list all layers in the application, grouped by category (categories can be expanded/collapsed), with checkboxes for visibility control. The table of contents will also display the symbology for each layer (symbology display will also be collapsible).

Interactive Map

A series of navigation tools will be available allowing the user to Zoom In, Zoom Out, Pan, Zoom to County (Full



Navigation extent), and Zoom to Previous Extent. “Game-style” Navigation

A compass-like control will be available which will allow the user to pan the map display “real-time” in a desired direction.

Identify Feature

This tool will allow users to click on any of the many features and display the associated attribute records. Attributes will be displayed in a tree-view control within a floating panel window.

Measurement Tools

This tool will allow the user to measure the location of a point, the length of a line, or the area of a polygon.

Overview Map A dynamic overview map will be displayed that indicates the current geographic extent of the main map display with a rectangle. The overview map will allow user interaction, such that the extent rectangle can be dragged by the user to adjust the extent of the main map display.

Print Map The print map function will allow the user to define the following characteristics of the printed map in a basic form:

• Scale • Page size (letter, legal, tabloid) • Title (text input box)

Once the user has defined the above parameters, the current map display (including graphics) will be embedded into a predefined cartographic layout and exported to a PDF file. The PDF file will be displayed in Adobe Reader (therefore, the user will require Adobe Reader to use the print map function).

Mark-Up Tools The user will have the ability to create simple mark ups on the map display. The following graphic drawing tools will be available:

• Point • Line • Polygon • Text

Select Parcel Tool

This tool will allow the user to select the desired tax parcel by clicking on a single feature or dragging a rectangle to select multiple features.

Clear Selection This button will clear the currently selected tax parcels. Buffer Features

This tool will prompt the user for a distance, buffer the selected features (from the selection layer) by the specified distance, and select the features that fall within the buffer polygon. The map will highlight the selected features and display the buffer polygon used for the selection.

Zoom to This function will zoom the map to the selected



Selected features. Zoom to Feature

When features are selected, their basic attributes will be displayed in a tabular pane at the bottom of the application. A button will be available allowing the user to zoom to a specific feature.

Highlight Feature

Users will be able to highlight any selected feature by checking a box next to the selected attribute record.

Feature Report An “Info” button will be displayed with the attributes of each selected feature. This button will display a single page report including all attributes for the selected feature.

Parcel Search This will allow the user to search/select parcels based on Parcel ID (SBL), property address, or owner name.

Download Parcels

When parcels are selected, the user can download the parcel attributes as a CSV file.

Pictometry Link

This tool will allow the user to click anywhere on the map and have the Pictometry imagery for that area displayed in a separate window. Within this window the user would be able to pan and zoom around the image and change the view direction (e.g., north, south, east, and west).

Magnify Tool The magnify tool will allow the user to drag a magnifier floating panel over the map display to magnify a section of the map.

On-line Help An on-line help system will be available with instructions for using the application. The Help documentation will cover all the features and functions of the application, and include graphic representations (screen-shots) of each operation.

Metadata Reference

This feature will allow the user to display a set of metadata describing important characteristics of each data layer. This feature may be contained within the on-line help system.

User Feedback Button

This function will provide a means for the user to easily submit feedback to a designated email address.

Unrestricted Access Application – This application is intended for use by municipal governments, private business, and the general public. It will contain identical functionality to the first application, but will allow for unrestricted access via the Internet. It will not include certain data layers and/or fields deemed inappropriate for public distribution. If desired, certain functionality can also be removed (e.g., mark-up tools).

Web Server Specifications – The web server should have the following minimum specifications:



Operating System: Windows 2003 Server CPU Speed: 1.6 GHz recommended or higher Processor: Intel Dual-Core Processor Memory/RAM: 1 GB minimum, 2 GB recommended or higher Hard Drive: 200 GB recommended or higher Additional Requirements:

24-bit capable graphics accelerator DVD-ROM drive An OpenGL 1.2 or higher compliant video card, 32 MB

minimum, 64 MB recommended.

“GIS Unit” As noted in the Needs Assessment section of this report, the County has GIS expertise scattered throughout several departments. The GIS Coordinator is located in the Planning Department, while there are other GIS technical staff members in the E911, IT, and Real Property Tax Services departments. In preparation for a significant expansion of the County’s GIS implementation, it is advisable that these staff resources be consolidated to achieve a greater level of efficiency and service. This will also likely improve the overall coordination of GIS activities and avoid potential duplications of effort. Specific duties and responsibilities of this group would include, but not be limited to:

GIS Service Bureau – providing support to other county departments, municipal governments, etc. for tasks that cannot be accomplished using the available web-based applications. This will include custom mapping, geocoding, geospatial analysis, and data development. Potential applications identified in the Needs Assessment for OEM, Social Services, and other departments could be prioritized for initial support. Data Development – proactively developing new data layers, and maintaining existing data layers. Technical Support – assisting users of the County’s web-based GIS applications. User Training – training staff from Steuben County and municipal governments on the use of the web-based GIS applications. Administration of Web-Applications – providing ongoing administration of these applications. This will include updates to data layers, troubleshooting, etc. GIS Promotion – educating county staff, elected officials, and other targeted audiences on the benefits of using GIS technology.



It is understood that it may be unrealistic to structure this “GIS Unit” as a separate department. Therefore, it is recommended that a virtual GIS department be established, drawing from existing staff resources. Initially, this “GIS Unit” would be lead by the current GIS Coordinator, and would include GIS staff from the E911 department. Over time, and as needed, additional staff would be hired or reassigned to the “GIS Unit”.

Conceptual Database Design The configuration of the GIS data is a critical component of the overall system. Below is an illustration of the database component of the recommended system, followed by a description of each of its key elements.

Illustration of Conceptual Database Design



Master Data Repository The Master Data Repository would be located on a network server. This would build off of the County’s existing Enterprise ArcSDE Geodatabase configuration (described in the Needs Assessment section of this report). The County’s GIS data layers would be stored and organized as follows:

Tax Parcel Geodatabase – The existing geodatabase, used to store and maintain tax parcel data, will remain as-is. Planning Department Geodatabase* – This geodatabase already exists and will be used to store and maintain GIS data developed, used, or maintained by the Planning Department. E911 Department Geodatabase* – This geodatabase already exists and will be used to store and maintain GIS data developed, used, or maintained by the E911 Department.

* If the County opts to establish a “GIS Unit”, as recommended, these two geodatabases can be consolidated into a single geodatabase.

Raster Data – The County’s digital orthoimagery can be stored in its native format (i.e., MrSID) on the network sever, and managed using a Raster Catalog. Optionally, these data can also be loaded into an enterprise geodatabase. Published Geodatabase – This geodatabase will be used to store all of the County’s vector GIS data layers that require shared access by multiple user groups. These data layers will be available with read-only access. Updates made to the “master version” of data layers maintained in the Tax Parcel, Planning, and E911 geodatabases will be used to periodically refresh any corresponding data layers stored in the Published Geodatabase. Local Data – Miscellaneous data layers used by the GIS Unit or Real Property Tax Services Department, but not requiring shared access by other groups, can be stored locally (e.g., on a PC hard drive).

User Group Access Access requirements will vary by user group as noted below.

Desktop Users in Real Property Tax Services Department – This user group will have full read/write access to the GIS data layers stored in the Tax Parcel geodatabase. They will have read-only access to the Published Data geodatabase, either using desktop GIS software or one of the County’s web applications.



Desktop Users in the “GIS Unit” – This user group will have full read/write access to the GIS data layers stored in the Planning and E911 geodatabases. They will have read-only access to the Published Data geodatabase, either using desktop GIS software or one of the County’s web applications. Web GIS Users in County Departments – This user group will have read-only access to the Published Data geodatabase, via either of the web applications.

Web GIS Users Outside of the County - This user group will have read-only access to the Published Data geodatabase, via the Internet-based web applications.

Guidelines for Data Management and Storage The following are general recommendations regarding the storage and management of these GIS data layers.

Data Layer Naming - A standard scheme for naming GIS data sets should be established. This file naming convention can be used to provide insight into the content of a GIS layer. The convention should also ensure that each data layer is assigned a unique name, while complying with any operating system or software limitations such as the maximum allowable length of the name, or restrictions on special characters.

Metadata - An approach for storing metadata should be established including a physical mechanism for storing and accessing metadata, as well as standardization of the metadata items to be documented. The actual metadata content should include, at a minimum, information on the data layer name, geographic extent, data source, scale of source material, geographic feature type, coordinate system, update history, and attribute descriptions. The County may also opt to adopt an existing metadata standard, such as that promoted by the New York State GIS Coordination Program.

Backup - A backup procedure should be initiated to protect against data loss. All GIS data layers should be backed up on a basis consistent with the rate at which the data are changed. Backups should be stored on-site and at another off-site location, in case of on-site loss by fire or other type of damage.

The following section contains detailed instructions for the implementing the recommended system design.

Steuben County GIS Implementation Plan


INTRODUCTION – IMPLEMENTATION PLAN The Implementation Plan contains the recommended methodology to develop a GIS within Steuben County. This plan is based on findings identified in the Needs Assessment component of the project, and is consistent with the deployment model and other recommendations described in the Conceptual System Design. The plan for implementing this system is comprised of the following phases:

Phase 1 – Project Initiation Activities Phase 2 – Implement Priority Initiatives Phase 3 – Operational Use Phase 4 – Continued System Expansion

The schematic following this page illustrates the steps in each phase of the County’s implementation plan. Each step of the implementation process has been identified with a unique ID (e.g., P-1a) and is described in detail in the following narrative. This section concludes with a schedule for implementation and an estimated budget.



Implementation Methodology This section includes a description of the methodology to be used for expanding the County’s existing implementation of GIS technology. The methodology is structured into a series of phases to be completed in sequence.

Phase 1: Project Initiation Activities This first phase of implementation includes activities relating to the initial preparation, planning, and organization of the project. These activities are presented as a series of tasks, which should be addressed early in the implementation process to act as a foundation for the remaining phases.

P-1a: Establish the Project Implementation Team The Project Implementation Team should be selected and assigned responsibility for managing the project and ensuring that work is completed to the satisfaction of the County. This team should include the representatives from those departments most involved with this effort including the following departments: Planning, Real Property Tax Services, E911, and IT. The County’s GIS Coordinator should be designated to lead the Implementation Team. This individual will serve as the primary project coordinator and point of contact, working closely with the GIS consultant contracted to lead the implementation component of the project. Once selected, the GIS consultant should be considered part of the overall project team.

P-1b: Review and Adopt Work Plan and Establish Priority Initiatives Before beginning the implementation process, the project team should review the current work plan (as described in this document) and priority initiatives. As of December 2007, the following priority initiatives were recommended:

Establish a GIS Unit Expand the existing GIS data repository Develop and deploy two web-based GIS applications

These are consistent with the Conceptual System Design and based on feedback provided by the County.

P-1c: Develop a Plan for Ongoing Funding In order to ensure adequate funding support on a continual basis, a long-term GIS funding plan should be developed. As an example, it may be less of a financial burden to share GIS-related expenses across county departments, when applicable. Potential funding is also available through various grant programs such as the NYS Archives and Records Administration Local Government Records Management Improvement Fund (LGRMIF) and the Shared Municipal Services Incentive Program (SMSI).



P-1d: Issue a Request for Quotations/Proposals for Services Some of the high priority initiatives identified in P-1b, are likely to require the services of a qualified consultant. An RFQ or RFP should be issued to solicit for these professional services (including all or some of those described in tasks P-2b, P-2e, P-2f, P-2g, and P-2h below.)

P-1e: Apply for Another LGRMIF Grant The County should apply for a LGRMIF grant to assist with financing some of the costs for this next phase of GIS implementation. These grant applications are due February 1, 2008 with awards announced in June of 2008.

Phase 2: Implement Priority Initiatives In this phase of the project, the County will implement those high-priority initiatives identified in P-1b.

P-2a: Establish a GIS Unit As noted in the Conceptual System Design, the County’s GIS staff should be consolidated into a GIS Unit. Initially, this functional group would be lead by the County’s existing GIS Coordinator and include one individual from the E911 Department with GIS expertise.

P-2b: Expand the Master GIS Data Repository The County’s existing enterprise geodatabase should be expanded as indicated in the Conceptual Database Design, described in detail earlier in this report. Specific tasks will include:

1. Continue to populate the “Planning Data” and “E911 Data” geodatabases with existing GIS data layers.

2. Design and create the “Published Data” geodatabase. 3. Populate the “Published Data” geodatabase with those data layers

requiring read-only access by users of desktop GIS and/or the web GIS applications.

4. Implement a procedure for refreshing the contents of the “Published Data” geodatabase with updated or new data layers in the Tax Parcel, Planning, or E911 geodatabases. This procedure can be automated to the extent possible and practical.

5. Develop raster catalogs for the digital orthoimagery. 6. Ensure that adequate backup measures are in place.

The County may benefit from the use of a GIS consultant to assist with some or all of these tasks.

P-2c: Contract for Professional Services Based on responses to the RFQ/RFP issued in P-1d, a qualified GIS consultant should be contracted to perform the specified series of professional services.



Recommended selection criteria should include qualifications, experience, understanding of the County’s requirements, and cost.

P-2d: Procure Web Server and Related Components A dedicated server should be purchased to host and deploy the two web-based GIS applications. Specifications for this computer are included in the Conceptual System Design. The County should purchase a domain name to use for the GIS application, which will be accessible via the Internet. Some type of firewall should also be acquired to protect the web server from intrusion and viruses. It is recommended that the County’s IT Department take responsibility for this task.

P-2e: Setup and Configure the Web Server The consultant should install ArcGIS Server on the web server and configure this system to allow for access via either the LAN/WAN or the Internet. At this time, the firewall should also be installed and configured. This task can be performed entirely by the County’s IT Department, or with the assistance of a GIS consultant.

P-2f: Develop Custom Web-Based GIS Applications A consultant should be contracted to develop the two web-based GIS applications, described in detail in the Conceptual System Design. When developing these applications, the GIS consultant should institute an application development cycle, where the needs of the users are translated into a full-functioning GIS application over several iterations of testing. The components of the application cycle may vary from consultant to consultant. However, it is recommended that the County request, at a minimum, the following application development cycle components from the GIS consultant:

Functional Requirements Review - Review of the required features, functions, and capabilities of the Internet GIS application as presented in this report. The analysis should also recognize the targeted users of the application and the type of browser software to be used.

Alpha Release - The initial working version of the application. It

should demonstrate the look and feel and basic features of the application as documented in the Requirements Analysis. The Implementation Team should use the Alpha Release as the opportunity for feedback and comments.



Beta Release - The Beta releases are a chance to refine the application and to add and test all required features thoroughly, through at least two (2), but not more than three (3) iterations. The Implementation Team should be allowed to review each of the iterations to ensure that requested changes have been made, and that milestones towards full functionality have been completed.

Final Release Candidate - This is the final version of the

application. This version should be free of bugs, and meet the objectives of the functional requirements analysis.

As part of this process, the consultant will be responsible for installing and testing the various releases (i.e., alpha, beta, and final) of each application on the County’s web server.

P-2g: ArcGIS Server System Administrator Training The individual selected for the functional role of System Administrator will require training in the administration of the ArcGIS Server software and general maintenance of the two custom applications. This training should be provided on-site in a one-on-one setting by the GIS contractor once the applications are fully installed. The objectives of the training should include the following:

Overview and understanding of ArcGIS Server; Overview and understanding of the architecture of the two web-based

GIS applications; Procedures for posting new data layers and for updating existing layers

used by the applications on the web server; Procedures for updating data layers and the symbology of each layer,

by modifying the MXD files (i.e., map documents); and Understanding how to troubleshoot ArcGIS Server applications.

P-2h: End-User Training for Web-Based GIS Applications Once the applications are fully installed and operational, training should be provided on their use. The training should occur on-site with instruction provided by the GIS consultant. The objectives of the training should include the following:

Overview of application features and terminology; Demonstration of each function and capability; and Opportunities for attendees to work with the application and receive

feedback from the instructor.

The training may be conducted in a seminar format with small groups of attendees. Computers should be available for attendees to explore the functionality of the application; however it is not necessary for each attendee to have his or her own terminal for this purpose. The web-enabled application is



intended for use by non-GIS literate staff and as such, it should be easy to learn and operate without intensive one-on-one instruction. While a GIS consultant can be contracted to conduct the initial training session, all additional training sessions could then be provided by staff from the GIS Unit.

Phase 3: Operational Use At this stage in the Implementation Plan, the County will have two fully functional web-based GIS applications, a master GIS data repository, and consolidated staff resources in the newly established GIS Unit. To make the most out of these powerful resources, the following ongoing tasks are recommended:

P-3a: Regular Meeting of the GIS Committee The County has already established a GIS Committee that meets to discuss various issues related to the use of this technology within the organization. These meetings should continue at regular intervals (e.g., quarterly), and be lead by the GIS Coordinator.

P-3b: Review of Feedback on Web-Based GIS Applications Users of the County’s web-enabled GIS applications are likely to identify areas of the application that can be improved, such as:

• data limitations or errors; • additional data needs; and • functionality and/or user interface improvements.

The GIS Coordinator should be responsible for establishing a formal procedure to review user feedback and determine the appropriate type of action. In some cases (e.g., identification of data errors), immediate action may be required, while in other circumstances (e.g., proposed software improvements), the user input can be addressed as part of a future system update. A feedback mechanism should also be established to proactively alert users to changes in the web-applications, such as data and metadata updates, or scheduled or unscheduled down time.

P-3c: Data Updates Much of the data used by both the desktop and web-based GIS applications will require ongoing revision to keep it current. Among the most important and dynamic of these data layers is the tax parcel information maintained by Real Property Tax Services. All of these data sets should be updated by designated staff, and should be put through a quality assurance and quality control process. An appropriate level of metadata should also be maintained.



Each of these data layers should be stored in the appropriate geodatabase as indicated in the Conceptual Database Design. The web-based GIS applications should be updated as new versions of data layers become available. The final step in the data update process is to announce the availability of new versions of the GIS data layers.

P-3d: Software Updates As with most computer technology, enhancements to GIS software are released on a regular basis. The GIS Coordinator should plan on acquiring and installing new versions of ArcGIS Desktop and Server software as they become available.

P-3e: Seek Professional Support Opportunities for Desktop GIS Users Given the complex nature of GIS technology, the County will benefit from ongoing access to educational and training opportunities for desktop GIS users. Exposure to new techniques, procedures, and software will help staff engage in and improve upon a number of actions. There are a number of activities that would support professional development including:

Regular attendance at state or regional GIS conferences; Participation in GIS User Groups; and Attendance at workshops or seminars related to new software

releases, or industry-specific GIS applications hosted by GIS software vendors.

Phase 4: Continued System Expansion After the first three phases described in this section have been successfully implemented, continued expansion of the system should be considered. Attempting to make specific expansion recommendations is unrealistic given the potential changes that may occur within the next 1-2 years. Not only are the County’s priorities likely to change as users work with this technology, but the nature of GIS and computing technology is continuing to evolve rapidly. It is possible, however, to make general observations about the future expansion options for the County’s GIS.

P-4a: New GIS Data Layer Development Additional data layers should be developed as needed to support the County’s needs. Hardcopy materials (e.g., forms, maps, etc.) or digital files (e.g., AutoCAD drawings and GPS-derived data) can be used as the primary source of information for creating these layers. In some cases, it may be appropriate to capture data in the field using GPS technology.

P-4b: New GIS Data Layer Acquisition New data layers of value to the County may become available in the future. The most likely sources of this information will be various local, state, and federal



agencies. The County should stay apprised of the availability of new GIS data sets and request those of interest.

P-4c: System Enhancements As the County continues to gain experience through the use of its desktop and web-based resources, a list of potential enhancements should be developed. These are likely to fall into categories such as changes to web-based GIS applications, new desktop GIS utilities, new data layers, and updates to existing data layers. These enhancements should be evaluated and prioritized. High priority enhancements should then be implemented as feasible given budgetary and other constraints.

IMPLEMENTATION SCHEDULE The phases of this Implementation Plan are intended for sequential completion, although some phases may also be completed simultaneously. Each phase requires a minimum amount of time to be completed; the duration of each, and the time between phases, depends on factors such as:

• the availability of support funding; • the speed at which the County chooses to implement the plan; • the degree of participation by county staff; and • the selected GIS consultant’s ability to complete work on schedule.

The following table illustrates the estimated duration of each phase, assuming that timing is not impeded by any of the above factors.

Implementation Schedule Month

1 Month 2

Month 3

Month 4

Month 5

Month 6

Phase 1: Project Initiation

Phase 2: Implement Priority Initiatives

Phase 3: Operational Use

Ongoing

Phase 4: System Expansion

Ongoing



BUDGET ESTIMATES The GIS system design and implementation plan developed for the County contains realistic, attainable goals. The proposed implementation will involve investments for computer hardware, application development, and training. The figures in this section are estimated expenditures associated with these items, and do not include costs associated with existing GIS resources (e.g., annual maintenance for GIS software, staff salaries, etc.) This information is intended to support the budget planning process by providing the County with a general sense of the costs associated with the implementation and expansion of a GIS.

Year 1 Costs During the first year, the County will incur a number of one-time costs associated with the initial setup and implementation of the system. These costs will be primarily related to the purchase of software and technical services. Hardware (Estimates) Item Subtotal GIS Web Server $5,000Subtotal for Software $5,000

Technical Services (Estimates) Item Subtotal Support for Expansion of Master GIS Database Repository $5,000 - $10,000

Setup and Configure the Web Server $1,000 - $2,000Develop Custom Web-Based GIS Applications $25,000 - $35,000ArcGIS Server System Administrator Training $1,000 - $2,000End-User Training for Web-Based GIS Applications $1,000 - $2,000Subtotal for Technical Services $33,000 - $51,000

Grand Total for Hardware and Technical Services $38,000 - $56,000

Costs for Years 2 – 5 Within twelve months, the County will have completed the “one-time” purchases associated with the various tasks in Phase 2 of the implementation plan (as described in the previous table). From this point forward, the costs of the GIS will be related to ongoing operations and system expansion or modification. In addition to the annual maintenance fee charged for ESRI’s GIS software, which the County is already aware of, the County may want to budget for the following annual expenses:



Item Estimated Cost GIS Technical Support Services – professional services to use primarily for the web-based GIS applications. $2,000 – 4,000

Training – to send 1 to 2 members of the GIS Unit to a technical training course on GIS. $4,000 - $8,000

Conference Attendance – to cover the cost of sending 2 people to the annual NYS GIS Conference or an equivalent.

$750 - $1,500

Application Development – professional services to enhance the existing web applications and/or developed desktop tools/utilities or applications.

$5,000 - $10,000

Subtotal $11,750 - $23,500

SUMMARY Steuben County should be commended for its willingness to invest in a thorough needs assessment and conceptual system design before attempting to expand its current implementation. The phases outlined in this report provide a sound, sequential methodology for making significant enhancements to the County’s current system. In addition, the plan provides guidelines for managing the operation of the system and considerations for future expansion. While this plan describes how to implement GIS, the ultimate success of this effort will depend on the County’s commitment to supporting the system in terms of long-term funding, staffing, and training.


Appendix A Steuben County GIS Needs Assessment Survey Form

This survey is designed to help identify existing and potential uses of geographic information system (GIS) technology within Steuben County. The information gathered will be used as background to assist in the upcoming Needs Assessment interviews. If you have any questions pertaining to this survey, contact Austin Fisher of fountains spatial by phone (518-346-0942 x201) or email ([email protected]). To allow time for the project team to review your response,

PLEASE FAX THE COMPLETED SURVEY FORMS TO AUSTIN FISHER AT 518-346-5322 NO LATER THAN 5 PM, OCTOBER 26, 2007.

The following questions relate to the everyday work tasks of your office. Please fill in as much information as possible and use additional sheets of paper, if needed. It is not critical that all questions be answered completely. Thank you in advance for your assistance. PROFILE Department _________________________________________________________ Primary Contact (include title and phone #) _______________________________ Number of Staff ______________________________________________________ Summary of Primary Responsibilities or Mission of the Department:


DATA Please list any maps commonly used by your department and indicate if they are in digital/electronic or hardcopy format.

Description Digital Hardcopye.g., ArcView shapefile of tax parcels e.g., USGS 7.5 minute topographic maps

Please indicate any non-map information commonly used in your department that includes a reference to a geographic location (e.g., street address, ZIP Code, tax parcel id, etc).

Description Digital Hardcopye.g., MS Access database of E911 addresses e.g., Building inspection list with address, owner, and date of last visit


RESOURCES Software Please indicate which, if any, of the following type of software, if any, are currently used in your department.

GIS

e.g.: Name: ArcView Version# 3.2 Number of Copies ____3___ Name:________________ Version#___________ Number of Copies ________ Name:________________ Version#___________ Number of Copies ________

CAD

e.g.: Name: AutoCad Version# 2005 Number of Copies 4 Name:_______________ Version#___________ Number of Copies ________ Name:_______________ Version#___________ Number of Copies ________

Database Management System (DBMS) e.g.: Name: MS Access Version# 2000 Number of Copies ___8____

Name:_______________ Version#___________ Number of Copies ________ Name:_______________ Version#___________ Number of Copies ________

Other Please list any other hardware or software that you feel may be relevant such as GPS receivers, digitizing tablets, etc.:


Geographically Significant Tasks Please list tasks performed by your department that are geographic in nature. That is, the task involves some sort of geographic consideration/analysis, utilizes maps or other geographically referenced data, or results in a map (e.g., parcel abutter notification, economic development, site selection, wellhead protection, social service referrals, etc.).

Thank you once again for your participation.

Please fax this completed survey form to 518-346-5322 no later than 5PM, October 26


Appendix B List of Participating Municipal Governments

The following is a list of municipalities that responded to the Steuben County Municipal Government GIS Needs Assessment Survey:

City of Corning City of Hornell Town of Bath Town of Caton Town of Cohocton Town of Corning Town of Hornby Town of Howard Town of Pulteney Town of Tuscarora Town of Woodhull Urbana & Pulteney Village of Addison Village of Avoca Village of Bath Village of Canisteo Village of Cohocton Village of Riverside Village of Savona Village of South Corning Village of Wayland


Appendix C Steuben County Municipal Government

GIS Needs Assessment Survey Form Steuben County is conducting a GIS (geographic information system) Needs Assessment Project and has contracted a consultant, Fountains Spatial, Inc., to perform this work. One of the goals of the project is to identify how Steuben County can benefit from the expanded use of GIS technology. In performing this analysis, the county would like to consider opportunities for offering GIS capabilities to Steuben’s municipal governments. Please provide assistance in this effort by completing the following survey form. This will provide the project team with general information on your organization’s GIS and information technology resources.

PLEASE FAX THE COMPLETED SURVEY FORMS TO THOMAS SEARS (STEUBEN COUNTY GIS COORDINATOR) AT 607-776-6926

NO LATER THAN 5 PM, NOVEMBER 21, 2007.

Any questions should also be directed to Thomas Sears by calling (607) 664-2268.

Thank you in advance for your assistance.

Name of Municipal Government: __________________________________________

Is GIS software (e.g., ArcView, MapInfo, etc.) used within your organizations?

Yes / No

If so, please answer the following questions:

What software product is used?

______________________________________________________________

Which departments use GIS software?

______________________________________________________________________________________________________________________________________


What GIS data is used?

________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Is high-speed Internet access (e.g., cable) available in all or most departments?

Yes / No

Does your organization have a local area network (LAN)?

Yes / No

Does your organization have any dedicated IT (information technology) staff?

Yes / No

Does your organization have a web site?

Yes / No

A number of counties in New York State have web-based GIS applications. For example:

Saratoga County: http://www.maphost.com/saratoga

Onondaga County: http://www.maphost.com/syracuse-onondaga/main.asp

Greene County: http://gis.greenegovernment.com/giswebmap

Warren County: http://gis.co.warren.ny.us

Would your municipal government benefit if Steuben County were to offer a similar application?

Yes / No

Thank you once again for your participation.


Appendix D Summary of Applications by Department, Required

Functionality, and Supporting Data Layers

Number of Applications by Department The number of applications identified within each department range from two to six (see table below). This does not mean, however, that the number of potential applications identified within each department corresponds to the relative importance or value of GIS within that department.

Department Number of Applications

Board of Elections 3 Buildings and Grounds 2 County Clerk 2 E911 0 Emergency Management Office 3 Planning 4 Public Works 4 Real Property Service 3 Sheriff 3 Social Services 6 Cornell Cooperative Extension 4 Industrial Development Agency 1 Soil and Water Conservation District 3 Southern Tier Central Regional Planning 1

The objectives of these applications vary widely. Most of the applications involve using GIS as a tool to improve or expand upon an existing process. For example, if the staff in the County Clerk’s Office had access to tax parcel data they would not have to request that data from Real Property Tax Services. This would, therefore, significantly improve the efficiency of the current process. Many applications within and in between departments have common characteristics. The following are examples of logical groupings of similar types of applications.

Data Inventory/ Development • BG-1 Site Mapping • DPW-2 Inventory Management • CCE-2 Inventory Grassland • CCE-3 Forest Type Mapping • STCRP-1 Correct Parcel Boundaries


Reference Mapping • BOE-1 Digitize Election District boundaries • BG-2 Digitize Building Footprints • CC-2 Digitize Deed Books and Parcel History • PL-2 Refine and Validate Zoning District Boundaries • DPW-1 Integration of CAD and GIS • DPW-3 Asset Tracking • SH-2 Incident Mapping • SH-3 Day Care Centers • DSS-5 Client Mapping • DSS-6 Facility Mapping • CCE-3 Map Farm Product Outlet Locations • SWCD-1 Scan and Georeference Historic Aerial Images • SWCD-2 Digitize Stream Projects / Permits

Support for Analysis

• BOE-3 Voter Names, Addresses and Associated Districts • EMO-1 Mobile Search and Rescue • EMO-2 Flood Prediction • EMO-3 Emergency Planning, Response and Mitigation • PL-1 Custom Mapping • PL-3 Property Evaluation • RPS-2 Custom Mapping • RPS-3 Abutter’s Notification • SH-1 Mapping Outside County • DSS-1 Transportation Mapping • DSS-2 Mapping and Analysis for Comprehensive Plan • DSS-3 Address Verification

Tax Parcel Query / General Access to GIS

• BOE-2 BOE Search Tool • CC-1 Access to Parcel and RPS Data • DPW-4 General Access to GIS • RPS-1 Public Website with General Access to GIS • DSS-4 Public Website with General Access to GIS • CCE-1 General Access to GIS • IDA-1 General Access to GIS • SWCD-3 GIS Viewer

Required GIS Functionality The level of GIS functionality required for each of the applications is needed to determine the specifications of GIS software. The table below lists the functionality requirements for the County’s GIS applications.


ID Application View

Que

ry

Them

atic

Map

ping

Spat

ial A

naly

sis

Edits

Geo

codi

ng

Rep

orts

Map

Out

puts

Web

Pre

senc

e

BOE-1 Refine and Validate Election District Boundaries

BOE-2 BOE Search Tool BOE-2 Voter Names, Addresses and Associated

Districts

BG-1 Site Mapping BG-2 Digitize Building Footprints CC-1 Access to Parcel and RPS Data CC-2 Digitize Deed Books and Parcel History EMO-1 Mobile Search and Rescue EMO-2 Flood Predictions EMO-3 Emergency Planning, Response and

Mitigation

PL-1 Custom Mapping PL-2 Refine and Validate Zoning District

Boundaries

PL-3 Property Evaluation DPW-1 Integration of CAD and GIS DPW-2 Inventory Management DPW-3 Asset Tracking and Work History DPW-4 General Access to GIS RPS-1 Public Website with General Access to

GIS

RPS-2 Custom Mapping RPS-3 Abutter’s Notification SH-1 Mapping Outside County SH-2 Incident Mapping SH-3 Map Day Care Centers DSS-1 Transportation Mapping DSS-2 Mapping and Analysis for Comprehensive

Plan

DSS-3 Address Verification DSS-4 General Access to GIS DSS-5 Client Mapping DSS-6 Facility Mapping CCE-1 General Access to GIS CCE-2 Inventory Grassland CCE-3 Map Farm Product Outlet Locations CCE-4 Forest Type Mapping IDA-1 General Access to GIS SWCD-1 Scan and Georeference Historic Aerial


Imagery SWCD-2 Digitize Stream Projects / Permits SWCD-3 GIS Viewer STCRP-1 Correct Parcel Data The following table lists the number of applications requiring each level of functionality.

Functionality Number of Applications

View 40 Query 29 Thematic Mapping 15 Spatial Analysis 22 Edits 18 Geocoding 18 Reports 16 Map Output 37 Web Presence 16

Logical groupings of applications can now be more easily established. As would be expected, almost all of the applications require the basic levels of GIS functionality (i.e., View and Query) needed to display and analyze map data, as well as create maps. Additionally, many of the applications require more advanced capabilities to perform thematic mapping, spatial analysis, geocoding and the editing of GIS data. Data Requirements A critical component of any GIS application is the supporting data. Data often presents one of the greatest challenges to GIS implementation, given the potentially high costs commonly associated with data development. It is therefore essential that Steuben County have a clear understanding of the data sets required to support the applications within each department. The following table lists each of these data sets along with the number of applications and departments that they support. Data Set Number of

Applications

2000 Census Tracts 2 2000 Census Block Groups 1 911 Address Database 5 Bridges 3 Building Footprint Blueprints 1 Bus Routes 2 CAD construction drawings 1 Client Residences (DSS) 1 Civil Activity (Sheriff) 1


Crime Photo Locations 1 Culverts 2 Dams 1 Day Care Centers 3 Digital Photos (DPW) 1 Election Districts 3 Emergency Shelters 1 Emergency Service District Boundaries

2

Emergency Operations Centers 1 Floodplains 1 General Reference Layers 25 Gauge Locations with Attributes 1 Guiderails 1 Guiderails Sprayed with Herbicide 1 High-Resolution Digital Orthoimagery

7

Hospitals 2 Hydrography 6 Incident Locations (Sheriff) 1 Land Use 2 Mowed Shoulders 1 Parcel Boundaries 20 Pavement Scores 1 Plowed Roads 1 Polling Place Database 2 Road Centerline 19 Sanitary Sewer Infrastructure 1 Schools 3 School District Boundaries 1 Service Providers (Social Services) 1 Sex Offender Residences 1 Signs 1 Slopes 1 Soils 2 Special District Boundaries 2 Surveying 1 Storm Sewer Infrastructure 1 Striping 1 Topography 2 Underground wires 1 Voter Database 1 Wetlands (DEC and NWI) 4 Zoning 5

gis needs assessment, conceptual system design, and implementation … · 2011-11-01 · fountains...

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