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”

Objective To 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 GISMetadata one-three year strategybase DatabaseSurr. world recordinventory

Initial seminar (2) The local government Heads 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 GIS Pre study  action alternative Funding 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 obtain Discuss how do we get along with the process Find out what is done elsewehere Identify who we are supposed to cooperate with Calculate costs and benefits Objectives: Action plan for one – three years Draft GIS strategy Data base record Proposed metadata

Pre study – an initial inventory(2) What is going on within the organisation (’Stateof the art’) Interviews with selected staff members Explore the information management Explore 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 ApplicationsFunctionality The End User Data Hardware Training Software Information managementEthics

The GIS Human network Identify Deploy Gather Organise

’Basic data sets’ – the first step – most important to commence with (the ’kernel’) BackdropCitizens mapdata ID EstateAddresses data Prepare for additional data sets!!

Data transfer according to an agreed and standardised model System A System B System D System F System C System E Transfer model Source: Consultant group Sjöstrand & Risby, 1999

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) ApplicationsComputers 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 managementinformation 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 principles Design of the project organisation Steering committee, reference group, user groups Management method Democratic Authoritarian Concensus Majority decisions Cost by result Result by cost Act React

Success factors and pitfalls Leadership 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  Training End 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 information Put all information into categories Establish search keys for all information Create 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) InformationTraining ManualsEthics 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 demands He/She is the author of the rules for the game He/She is the referee during the match He/She is the author of the match report They are the real key persons in the project!