Carver County xRM CRM/GIS Integration Land and Water Permitting System April 25, 2013

@CRMUG Outline  Carver County Demographics  Purpose of Project  Project Overview – Project Needs/Requirements – Vendor search – Dynamics Selection – Project Team  Results – Description of GIS functionality and integrations  Best Practices  Demonstration

@CRMUG Carver County, Minnesota  Rural County located SW of Minneapolis and a part of the Metro Area  Population – ~95,000  Parcels – ~40,000  Land Permitting by Dynamics CRM  Geographic Information System (GIS) by ESRI

@CRMUG Purpose of Project  Replace the Legacy permitting system – SQL Server 2000 – Development Platform Active Server Pages (ASP)  Upgrade not available  Failure danger HIGH  Scope limited to replacing original functionality for 14 distinct business processes

@CRMUG Project Overview  Upgrade old system ( )  Wanted GIS integration (ability to map permits)  Started by mapping all the existing business processes  Reviewed software solutions – Expensive with GIS integration – Designed for large cities/counties – Had more functionality/tools then we required  Decision to go with custom solution – Microsoft Dynamics CRM Good at managing workflow, reports, data forms Cost was reasonable with customization Could be designed to meet business needs – GIS County owned ESRI software Manage the location of the permits Maintain permits spatial relationships with parcels & address data Manage parcel zoning, floodplain, shoreland & bluff data

@CRMUG Project Team  Vendor Partner – Power Objects – Gary Nelson, Consultant  Carver County – GIS, Pete Henschel – IT Business Analyst and Project Manager, Celia Gust – Departmental staff acting as SME’s, testers, process experts

@CRMUG Add New Permit in CRM CRM Form CRM Map – Add Point

@CRMUG CRM Populates GIS Database  GIS map viewer – Application Programming Interface (API) – Imbedded inside CRM – Captures CRM permit ID – Accesses GIS published web service – Adds point and permitID to GIS data table  Everything captured through one form – CRM creates permitID in both GIS & CRM CRM Database CRM Application GIS Web Service ArcServer GIS Database

@CRMUG CRM/GIS Data Sharing  Then the magic happens each night  CRM data pushed to GIS – Information about each permit Permit Status, Application Date, Permit Type, Description  GIS data pushed to CRM – Permit-Parcel spatial relationship – Address-Parcel spatial relationship – Parcel-Floodplain/Bluff/Shoreland/Zoning spatial relationship

@CRMUG Property Boundary Roofing Permit Septic Permit Shed Permit Parcel ID – Roofing Permit Septic Permit Shed Permit Parcel ID – Parcel ID – PermitIDParcelIDPermit Type B Roofing Permit B Shed Permit S Septic Permit PermitIDParcelIDPermit Type B Roofing Permit B Shed Permit S Septic Permit PermitID/ParcelID Table (GIS) GIS Parcel Split Example

@CRMUG CRM/GIS Data Sharing Process CRM Database SqlServer Integration Services (SSIS) Intergration Database (SqlServer) GIS Database GRM Database SqlServer Integration Services (SSIS) SqlServer Integration Services (SSIS)

@CRMUG Permit Photos  Needed to be accessible in GIS and CRM  Decision was to track in GIS – Stores location of photo – Stores permitID, description and date of photo  Collected through iPad in the field – Easy to use data collection form – utilizing ArcGIS App (GIS) – GPS location available through iPad – iPad camera to take photo – Data saved directly within the GIS database through Verizon Data Plan  Viewable from CRM via an iFrame

@CRMUG GIS iPad Application Collecting Photo Information (Date) Creating Photo Point Attaching Photo to Photo Point

@CRMUG Best Practices  Use the best parts of each system to do the job  Define business rules for what to put where before starting  Start on the simple side and add functionality over time, when you have a chance to truly understand the new system  Stick with original scope  Get the right team members on board  Understand your data – historical and on-going  Allow adequate time and budget for all phases, including data migration and reporting

@CRMUG xRM is our world