How to proceed

-or -

A proposed project flow

Experiences from Sweden

Concluding disussion

© M S GIS & Mapping, 2000

GIS Basics 4

Four phases in the continued process-The convincing phase

-The inventory phase

-The design phase

-The implementing phase

Project flow

Not this!

Probably this!

”The Convincing Phase”

ObjectiveTo understand the importance of adopting GIS for development of work flow and business

- or -

”Either do we take action concerning this issue as long as we are in posession of it ourselves, or we will be forced to a GIS implementation whether we want it or not, due to impact from the surrounding world”

- could be expressed as – Let’s go ahead!

Initial seminar (1)Objective: Decision about a pre study GIS

Action plan Draft GIS Metadata one-three year strategy base

Database Surr. world record inventory

Initial seminar (2)

The local governmentHeads of departments

Briefings

Demonstrations

Affect attitudes to GIS

Initial seminar (3)Raise the questions: Where are we today?

What do we want to obtain?How do we get along with the process?What is done elsewehere?Who are we supposed to cooperate with?Costs and benefits?!

Political intention to utilise GISPre study action alternativeFunding for ’year 1’

Initial seminar (4)

External or internal seminar leader??

Some arguments for an external seminar leader:

Good knowledge about what’s on

Don’t argue for his own sake

Has executed the entire process

The vital internal conversations

Your own head of department

The internal GIS-enthusiasts

Between yourselves – to strengthe the arguments

Your politicians

Remaining heads of departments

Important to Read

12 queries about GIS

Periodicals about GIS

Websites with GIS information

Funding

Pre study

Reservation for FY 1’

Budget information for ’FY 2’ and ’FY 3’

Some cruical questions – or how did you succeed with this phase?

Is there a local GIS human network? established?

Is there any general planning for GIS activities? In case what and how?

Are GIS issues dealt with in the next budget planning?

Which are the desires for support from a central GIS resource?

When are there prerequisites for a continued GIS effort?

”The Inventory Phase”

The pre study – an initial inventory (1)Define where we are today!Identify what we want to obtainDiscuss how do we get along with the

processFind out what is done elsewehereIdentify who we are supposed to cooperate with Calculate costs and benefits Objectives:

Action plan for one – three yearsDraft GIS strategyData base recordProposed metadata

Pre study – an initial inventory(2)

What is going on within the organisation (’State of the art’)

Interviews with selected staff membersExplore the information managementExplore present use of GIS Are there any strategies Today’s IT structure

Monitoring the world

City 2?

City 1?

Organisation 4?

City 3?

City 5?

City 6?

City 8?

Organisation 7?

City 9? City 10?

?

Internal inventory (1)

Data already in use?

GIS enthusiasts?

Business systems?

Valid agreements?

Applications in use?

Lack of data? Where is the great potential?

Who is dealing with GIS today?

?

Internal inventory (2)

Enthusiasts?

Development skills?

Doer skills?

Good informer?

Purchasing skills?

Geo data skills? Good trainers?

Project manager skills?

?

”The Design Phase”

Focus on the end user

Doctrine Organisation Information

Applications Functionality

The End UserData Hardware

Training Software Information management Ethics

The GIS Human network

Identify

Deploy

Gather

Organise

’Basic data sets’ – the first step – most important to commence with (the ’kernel’)

Backdrop Citizensmap data

ID

Estate AddressesdataPrepare for additional data sets!!

Agreement and entitlement to use issues

• Entitlement to use – not posession

• First time acquisition – updating

• Number of installations – network installation – number of users

• Purpose for use

Corporate architecture

Database

DBMS

Operative system

Office Branch syst GIS Comm.

Activity specific applications

Corporate interface

To make data accessible Geographic data - inhouse produced - purchased - acquired

Branch data - technical depts - ’soft’ depts

Commercial data

Metadata base

The End User

Web shop for data

1

2

3

A Geo Data Provision Concept

Plan carefully!

All activities

Funding - working time - calender time

>One working week

Budget planning tool

Monitoring and report tool

”The Implementation Phase”

To be in charge of an implementation project (1)

Applications Computers Data Netowrk Storing media

Work flow Information Manuals

Management Implementing GIS Attitudes

User supportMasters

Skills

Organisation

To be in charge of an implementation project (2)

Review to Analysis of the task Dialogue with ’the strategy/policy customer’

Information Needs for Implementation management information idea

Planning Implementing GIS Implementation plan

Delimitations

Project management

The project organisation

All necessary skills

Representativity

Mandate

Somebody to discuss with - externally

Time enough for the job

Management principlesDesign of the project organisationSteering committee, reference group, user groups

Management method

DemocraticAuthoritarianConcensusMajority decisionsCost by resultResult by cost ActReact

Success factors and pitfallsLeadership

Foreseeing

To be careful

To reflect

To consider in advance

To learn lessons

Provide something simple at first”Browser GIS for everybody”

Basic data (The ’kernel’)

Own thematic layers

Web-based

(ArcExplorer, MapX,)

Implementation TrainingEnd user training

Training the IT department

Informing managers and team leaders

Training the help desk personnel

Note! The need for temporal connection between training and implementation

Implementation principles’The Big Bang’

Implement the new and run parallel with the old system for a time

Sequential implementation in the departments

Implementation through a pilot project

And then (1)?

Data provision

Every day data provision – organisation, routines, updating, the role of the IT dept, design, report routines

New data sets – keep record on new demands, acquire from vendors, initiate new data sets, update metadata

And then (2) ?

To finish a project and proceed into a maintenance phase

When and how to finish the project?Who takes responsibility for running and maintaining what is developed and implemented? User support/helpdesk? What is a siutable poject size? Widened project or some new projects?

And then (3) ?

Needs for training and user support

Increased number of users?Additional training for already trained users?User support/training?

Subject to funding?The role of the IT dept? The role of the GIO and the GIS network?

And then (4) ?

To make data known, searchable, accessible and quality declared

Explore all informationPut all information into categoriesEstablish search keys for all informationCreate a digital metadatabase (a search register)

A shared and corporate asset!

To store data – many simultaneous users

Geographic data – a corporate and high performance GIS server – powerful gateway

Branch data – attributes and activity specific data

Business data

Metadata base

The end user

Web shop for data

1

2

3

Common for all the phases

To remember throughout the entire process (1)

Information Training

Manuals Ethics

Data flow

Organisation and work flow

Feed back – Did we really get what we wanted?

To remember throughout the entire process (2)

Remember the involvement of the end user throughout the entie process

He/She is the specifier of the user demandsHe/She is the author of the rules for the gameHe/She is the referee during the matchHe/She is the author of the match report

They are the real key persons in the project!