DWR GIS Data Steward Training November 28-30, 2012

Overall Course Schedule - Day 1 (Wednesday, DWR Training Center): What is a Steward and What Do Stewards Do? The Framework - Enterprise Architecture, Roles & Responsibilities The Process – Initiating Stewardship, Data Promotion Workflow, Promoting Final Data The Goal - DWR Data Standard - Day 2 (Thursday, ESRI Sacramento Campus): Metadata Metadata Standards Using ArcGIS 10.1 metadata editor to create Standard-compliant metadata - Day 3 (Friday, ESRI Sacramento Campus): Data Reviewer & Positional Accuracy Workshop Data Reviewer extension Positional Accuracy Assessment Tool

Day 1 Modules Module 1: Overview of Stewardship & “the Enterprise” Module 2: The Stewardship Process Module 3: DWR Spatial Data Standard Overview Module 4: DWR Spatial Data Standard Details Module 5: QA/QC & Long-Term Maintenance

Module 1 Goals - Understand why we are doing this - Understand what is meant by “Enterprise” - Define data types as they relate to the Enterprise - What is the overall stewardship process (high-level for now) - What are the various roles & responsibilities - What is the EGC and it's sub-committees, and how to interact with them in stewarding data

Why Enterprise Steward? - minimize duplication of effort, use of incorrect choice of dataset - facilitate easier location of best, current authoritative data - facilitate everyone working off “same sheet of music” - reduce storage space requirements - ability to leverage providing data as service to improve performance and reduce network demand - assign responsibility for improvements to be made in an organized manner - promote and provide documentation - clarify distribution/access policy - decisions about dataset edits are made more consistent Ultimately, enterprise deployment of stewarded data is chosen to save time, save money, and promote use of consistent, documented data to improve the quality of everyone's work. It requires up-front investment, but should yield back-end savings.

What is “The Enterprise”???

The Enterprise - Architecture Servers, software, the network, databases - Data Storage, classification, geodatabase, origin (current/new, legacy, ex-DWR) - The DWR GIS Data Standard - Roles & Responsibilities Stewards, Sub-stewards, Geodatabase Managers, Oracle instance managers, other IT support, QA/QC, Governance, end users

The Enterprise “Enterprise” is not synonymous with “centralized”. While enterprise systems may or may not be centralized, our chosen approach for DWR Enterprise GIS is federated.

Data Types Project Data vs. Program Data vs. Enterprise Data (as used in this training class) Data TypeProjectProgramEnterprise Data stored on your workstationYesNo Data stored on the enterprise architecture, but not “enterprise data” NoYesNo Data stored on the enterprise architecture, but is “enterprise data”, and stored in Program- specific geodatabases NoDependsYes Data stored on the enterprise architecture, but is “enterprise data”, and stored in DWR GIS Atlas No Yes

Development vs. Production Environments The “Green Cans of Tuna” Notice: this is how it can be seen as “federated”

Stewarded Data Origin - Legacy Data, DWR-sourced - Current/New Data, DWR-sourced - Data originating from outside DWR

The Overall Stewardship Process - Become a steward - Get approvals from DWR Enterprise GIS Committee (EGC) for initial data stewardship plan - Bring data up to DWR GIS Data Standard - Conduct QA/QC - Submit final dataset for promotion to DWR GIS Atlas - Once published, maintain/update data as necessary

Enterprise Data Promotion Workflow

Roles & Responsibilities - DBA - Geodatabase Manager - DBMS/SDE Instance Manager - Data Steward - Data Sub-steward(s) (if applicable) - QA/QC Reviewer - EGC & IT support - End users

DWR Governance Board Enterprise GIS Planning Committee (EGC) Division of Technology Services Danny Luong Enterprise Architecture & Applications (EA&A) Subcommittee Emergency Response Subcommittee Training & Outreach Subcommittee Data Standards Subcommittee Remote Sensing Subcommittee NHD Subcommittee

Module 2 Goals - Understand specific stewardship types, responsibilities, and coordination options - Understand how to work with the EGC and EGC sub-committees - Identify considerations in choosing the correct candidate dataset - Know what dataset characteristics are subject to the DWR GIS Data Standard - Learn how to develop a data model

Enterprise Data Promotion Workflow

Becoming a Steward - Volunteer, because you know you're the expert - Accept a request from the EGC, because the EGC knows you are the expert - Identify other data subject matter experts who can participate in stewardship - Identify outside agencies/entities who could be involved in dataset - With data workteam, research for the candidate version of the dataset - With data workteam, develop an initial likely work plan - Develop and submit an Initial Data Stewardship Plan to EGC

Initial Checklist Steps 1.Decide to become a data steward or accept a request to become one. 2.Identify appropriate relationships and explore capacity for staff to fill various roles. Should there be sub-stewards? Who? Who will be the ArcGIS server/geodatabase administrator? 3.Identify the correct candidate dataset for eventual promotion to DWR GIS Atlas. Compare various datasets. What are strengths and weaknesses of each? Discuss options with sub-stewards and select best candidate dataset. Begin developing draft data model. Identify final products (feature data service, map service, etc.). 4.Initiate formal indication to DWR Enterprise GIS Committee (hereafter EGC) of intention to steward dataset. 5.Develop Initial Stewardship Plan. 6. Secure stewardship roles and obtain signoffs.

Promotion Workflow Checklist Steps 7. Submit candidate dataset. 8. Finalize draft data model and description documents. 9. Develop Geodatabase Management Plan. 10. Develop Archive & Maintenance Plan. 11. Submit Initial Stewardship Plan to EGC. 12. EGC’s Enterprise Architecture & Applications sub-committee (EA&A) will review and approve Geodatabase Management Plan and Archive & Maintenance Plan. Revise these if necessary. 13. EGC’s Data Standards sub-committee (Data Standards) will review and approve candidate dataset selection and approve Data Model. Revise these if necessary. 14. EGC signs off on Initial Stewardship Plan.

Data Model Development - Decide to become a data steward or accept a request to become one. - Identify appropriate relationships and explore capacity for staff to fill various roles. Should there be sub-stewards? Who? Who will be the ArcGIS server/geodatabase administrator? - Identify the correct candidate dataset for eventual promotion to DWR GIS Atlas. Compare various datasets. What are strengths and weaknesses of each? Discuss options with sub-stewards and select best candidate dataset. - Begin developing draft data model. Identify final products (feature data service, map service, etc.). - Initiate formal indication to DWR Enterprise GIS Committee (hereafter EGC) of intention to steward dataset. - Develop Initial Stewardship Plan. - Secure stewardship roles and obtain signoffs.

Data Model Example 1

Data Model Example 2

Data Model Example 3

Promotion Workflow Checklist Steps 7. Submit candidate dataset. 8. Finalize draft data model and description documents. 9. Develop Geodatabase Management Plan. 10. Develop Archive & Maintenance Plan. 11. Submit Initial Stewardship Plan to EGC. 12. EGC’s Enterprise Architecture & Applications sub-committee (EA&A) will review and approve Geodatabase Management Plan and Archive & Maintenance Plan. Revise these if necessary. 13. EGC’s Data Standards sub-committee (Data Standards) will review and approve candidate dataset selection and approve Data Model. Revise these if necessary. 14. EGC signs off on Initial Stewardship Plan.

EGC Signoff? Congratulations, you are now a steward!!!

Promotion Workflow Checklist Steps 15.Ensure everyone involved in stewardship of dataset has appropriate accounts/permissions. 16.Ensure everyone involved in stewardship of dataset has necessary training. 17.Coordinate with any outside agencies, as necessary. 18. Determine permissions, data security policy, and security management approach. 19.Develop and/or edit dataset to comply with current version of DWR GIS Data Standards.

Data Model Group Exercise

Module 3 Goals - What information is needed when using or documenting a spatial dataset - What subjects do the DWR Spatial Data Standards cover - What is the DWR Metadata Standard and other metadata standards - Which data & metadata standards apply to my dataset

Enterprise Data Promotion Workflow

- Background information on candidate dataset - Do other datasets already available as enterprise data exist? - Distribution/security policy - DWR Spatial Data Standard - DWR Metadata Standard - Which standards apply to what Module 3 Subjects

Module 4 Goals - Learn Details of DWR Spatial Data Standards - Be able to complete a Standards Checklist

Enterprise Data Promotion Workflow

Module 4 Subjects - Review of DWR Spatial Data Standards - Using the Standards Checklist - Individual exercise

Module 5 Goals - Learn how the QA/QC process works. - Learn to how to finalize data to be ready for publication. - Learn how to obtain approval of EGC for publication. - Understand ongoing maintenance and archiving considerations. - Learn about when/if issues need to go back to the EGC in future after publication.

Enterprise Data Promotion Workflow

Promotion Workflow Checklist Steps 20. Complete all metadata for dataset. 21. Have independent QA/QC conducted. Obtained signoff of independent QA/QC certification. 22. Develop any end user or data sharing agreements, if necessary. 23. Complete Standards checklist. 24. Update DWR GeoPortal. 25. Publish dataset to Development DWR GIS Atlas geodatabase. 26. Submit Final Dataset Production Document to EGC.

It is all about QUALITY

Don't know if data can be shared? Government Code Section 6254, part of what is known as the “Public Records Act” tells you what is exempt from the public domain. Or ask Sonny Fong. Or a DWR attorney. But don't just guess.

Module 5 Subjects - Develop any end-user or data-sharing agreements. Ensure access/security policy for dataset is clear. - Submit Final Dataset Production Document packet to EGC.

Enterprise Data Promotion Workflow

Promotion Workflow Checklist Steps 27. EGC reviews document and submittal. If EGC indicates changes, revisions, or additional work, complete those changes and re-submit to EGC. 28. EGC approves dataset for publication. 29. Dataset is migrated to publication environment.

Promotion!

Promotion Workflow Checklist FINAL Steps 30. Update DWR DataSpace default template. 31. Maintain dataset on ongoing basis.

When it comes to GIS, incorporating change benefits from a clear line of communication. Ongoing Changes to the Data

Maintenance and Archiving Issues - Incorporating improvements and/or directing the process - Staying abreast of data updates from outside DWR - When to update metadata, QA/QC, positional/attribute accuracy - Are the data dynamic or static? - Versioning - Legal considerations

Back to the Committee?

Questions? Discussion?