Implementing Automated Processes to Improve Workflow May 19, 2011 Mark Zito, GISP, CFM GIS Specialist CDM

What is workflow? A workflow consists of a sequence of connected steps WORKFLOW

What are processes? A series of operations performed in the making or treatment of a product – thefreedictionary.com A process is a more specific notion than workflow Processes used in floodplain mapping – Hydrology – Delineating a floodplain – Plotting Base Flood Elevations (BFE)

What is Automation? The technique of making an apparatus, a process, or a system operate automatically The state of being operated automatically Automation simplifies processes and improves efficiency Code Config Data

Improving Processes Project Goals Reduce Costs Reduce Error Automating processes can Standardize, streamline and simplify procedures Decrease the potential for error Provide Quality Control Allow junior level staff to perform more complicated processes Standardize data formatting and storage

Automate Workflow Develop Test Workflow Develop Test Processes Develop Test Implement Automate

Develop Workflow and Processes Create a workflow for the entire project – Define the major tasks – Standardize procedures Provides a diagram for teaching others Useful for dividing up workload amongst multiple people Helps manage and track progress Test the workflow and procedures – Complete each task manually and record how long it takes Helps streamline the process Important for calculating cost/benefit analysis Identify repetitive and/or time consuming tasks

Is it worth Automating? Estimate time required to develop the tool – Can take a considerable amount of time – Not all processes require automation Estimate the time required to setup and use the tool Compare estimate to manual approach – Manually completing the process vs. – Time to complete using the tool + time required to create the tool

Is it worth Automating? Tool Estimate < = time to complete manually? Other considerations: – Can the tool be used on other projects? Customizable as needs change – Does the tool provide increased visibility in the field?

Development Considerations – Macros – Model Builder – Scripting – Platform – Full fledged application – Requirements – Licensing

CASE STUDY Coastal Workflow

Step 1 – Design Workflow Workflow Diagram Procedure Guidance Docs Step 2 – Detailed Procedures Step 3 – Identify automation Step 4 – Analyze cost/benefit Step 5 – Develop Tool(s) Step 6 – Redesign Workflow Step 7 – Update Procedures

Benefits 11 of 30 Processes Automated Reasons – Improved efficiency – est. 20% – Simplify processes – reduce training – Reduce Error Coastal Workflow

DEMO Coastal Tools

Collecting Elevation Data Elevation data needed along transect for model Elevation data provided in tiles Model is 1-Dimensional Examples

Ramer-Douglas-Peucker Algorithem Used to reduce number of points along a curve Same algorithm used in Simplify Line Tool Examples

Reduced 96% of points Raw = 2,236 points Thin = 89 points

Examples

Automated Map Generation Esri’s Data Driven Pages and Map Automation – One MXD for all maps – Generate thematic maps on-the-fly – Dynamic text – Update layers or text on the fly Examples

Questions Mark Zito, GISP, CFM