Enterprise GIS Planning and Framework Jennifer Reek GIS Coordinator City of Brookfield, WI

Getting It Done with limited staff, time and budget  Goal for this presentation is to:  Share my process of developing an Enterprise GIS Plan and Framework  Show tools to track and implement  Show examples how the GIS Plan is directly tied with City initiatives and budget

Enterprise GIS  An Enterprise GIS leverages the full value of investment in GIS resources and yield cost savings. A new phase in GIS results in less redundant data and work, greater efficiency, faster delivery of services, more integrated approach to decision making, and improved communication between departments.

ESRI White Paper, July 2003, Enterprise GIS for Municipal Government  “An enterprise approach to GIS will provide a framework for the departments of the municipal government to collect data, share information, collaborate, and conduct cross departmental analysis in order to become more efficient and informed about the population, resources, infrastructure, and the activities that are affecting them. The concept of enterprise GIS does not stop with just the geospatial information resources of any one municipality but extends vertically to other levels of government (federal, state, international) and horizontally to other municipal governments and private sector organizations in the same region. The better the information the municipality has about the public's diverse needs, the better it can manage and direct its own resources to provide value to its customers and be accountable to its citizens. In effect, the implementation of an enterprise GIS will provide the framework for the municipality to meet its diverse, yet critical, mission in a modern and integrated manner“.

Start with GIS Business Needs  Identify needs using Departmental Interviews  Department mission and goals  Responsibilities  Maps to support responsibilities – workflows  Other tabular data used  Use and frequency of Web mapping site  How can the department be better served by the GIS resources?  Future Plans –  Department future projects within 2 – 5 years  Potential GIS applications needed  Potential integration of department applications with GIS

Highway Division Interview

Organize Future GIS Tasks and Applications by Importance, Time-frame and Staff Involvement

Now What?  10 Departmental Interviews  43 Identified Task and Applications  Five Year Time-frame  Staff is limited  Budgets are limited  “Get It Done”, but how?

Support Current and Future GIS Tasks and Applications with a GIS Plan and Framework  Four Essential Components to Support Enterprise GIS Business Needs are  A – Spatial Data  B – Organization and Support  C – Application and Tools  D – Systems and Architecture

A – Spatial Data

Spatial Data Key Elements  Spatial Data Goals  Spatial Data Projects  Strategies to Accomplish Goals and Projects  Spatial Data Gaps

Data Matrix Spatial Data is the Cornerstone to your GIS Program -  Identify existing spatial data – Utilize a Data Matrix as a Tool  Data layers  Owners  Editors  Key Business Processes by Department  Identify Gaps – missing, incomplete and inaccurate layers  The Matrix defines the importance of the layers within the overall business processes of your organization. By Department, include Business Areas, Systems, or Key Business Processes

My GIS Data Matrix

B – Organization and Support  Governance  Communication  Organization and Support Goals  Organization and Support Projects  Strategies to Accomplish Goals and Projects  Organization and Support Gaps

Governance and Communication

Identify the Roles and Responsibilities

C – Applications and Tools  Application and Tools Goals  Application and Tools Projects  Strategies to Accomplish Goals and Projects  Application and Tools Gaps

D – System and Architecture

Now Associate GIS to Your Organizations Budget through Principles and Initiatives  Principle: Community Value – Continue to provide exceptional services at reasonable costs, provide a competitive cost of living, and an attractive business environment  Initiative #2 - Maintain Brookfield as a customer service leader and work to manage or reduce costs through the use of appropriate technology.  Information Technology staff will be upgrading the city’s GIS and upgrade all City computer networking equipment to support department technology

City Budget Initiatives and GIS  Annual Budget Information Technology section of the budget states –  Upgrade current version of ESRI GIS to version 10. The upgrade provides numerous enhancements in the area of application development tools which will be used for developing robust GIS based applications (Community Value Initiative #2)  Staff will research and evaluate GIS technologies and land data resources, to create a methodology and process for providing marketing and promotional maps and images for economic development initiatives (Community Value Initiative #2)

One more tool – Implement GIS or IT Concept Plans  Require any GIS (IT) project over $10,000 or staff intensive projects be documented with a project description and cost/benefit analysis by the requesting department.  Concept Plans are reviewed by key staff on the IT Steering Committee for support or denial  If supported, the project goes on through the budget process to the Finance Committee with that department budget  Note: This was successful in funding both ArcGIS Server Standard through a Water Utility Project to integrate Cartegraph with the GIS. No more locking Access Files, moved to SQL Server

Summary  Utilize tools to plan and implement your GIS such as the data matrix, timelines for implementing major projects and use diagrams to visualize your resource needs  Insert your major GIS projects into your annual budget and associate them with your organizations goals  Any project over $10,000 or staff intensive, use Concept Plans to be reviewed by Staff prior to the budget process

Questions  Jennifer Reek, City of Brookfield GIS Coordinator  