1. Data Collaboration Guide Esri User Conference October 16, 2013 Debra Kelloway, York Region Steve Grise, Vertex 3 Inc.

2.  YorkInfo Partnership  A Guide for Data Collaboration  Q&A Overview

3.  Pooling resources to reduce costs  Decision-making on common source of information  Working together to build GIS capacity  Enabling access through technology Valued relationships support broad information access 3

4. 4 2014

5. Data sharing Framework 5 ChallengeSolution Cumbersome agreements No self-serve environment Non-standardized business data Duplication Enhancing a culture of collaboration Draft

6.  All Pipes  single, integrated and shared water and wastewater GIS database  faster, better, more consistent decisions and reporting  less expensive service delivery Shared business data for joint service delivery 6

7.  A draft guidebook for sustainable data sharing  Simple process  Deliverables at each step  7 checkpoints  Looking for feedback and advice! A Guide for Data Collaboration 7

8. Successful GIS Data Sharing 8 Operating ModelExampleIncentives By-product of existing business processes Region of Waterloo Roads and Addresses Make it easy for partners to share data Tool or application- driven Arc Hydro Tools and data model Meet business needs with tools and applications Legal or Policy enforcement US Critical Infrastructure Locations coordinated by US States Legal compliance Data Aggregation Business Ontario Road Network and National Road Network Provincial contract, Federal coordination

9.  An increasing need for consistent, authoritative data from multiple partners  Regional data sharing  Open Data programs  Shared web applications We are at a Turning Point 9 Link: G8 2013 Official Documents

10.  You are already good at sharing data  Maps/Location bring data together in new ways  Tools, culture, partnerships exist Theory: GIS Professionals will lead the way 10 FieldsDescriptionTypeRequiredValues RoadIDRoad IdentifierIntegerYes Unique by agency NameRoad NameStringYes Concatenated name, type, direction RoadTypeType of RoadStringYes RoadType domain of values LeftFromLeft From AddressIntegerNo Not always present LeftToLeft To AddressIntegerNo Not always present RightFrom Right From Address IntegerNo Not always present RightToRight To AddressIntegerNo Not always present ……………

11. Starting a Data Sharing Project 11

12.  Leadership Motivation  Reducing data duplication and costs  Providing relevant data from authoritative sources  Moving towards Open Data  Improving transparency  Making fact-based decisions  Avoiding embarrassment from conflicting decisions based on different data  Building applications that use common data models to reduce costs expand the usefulness of applications  Mandate or mission for change Motivations 12

13.  Staff Motivation  Pain relief and/or improved satisfaction in daily work  Applications and tools that will make tasks easier and more efficient every day  A clear indication of additional workload and a personal understanding of costs and benefits  Recognition and workload balancing from managers when additional work is required  Is this a by-product of existing work or is it new work?  Understanding how work contributes to strategic goals of the organization(s)  Learning opportunities and personal growth Motivations 13

14.  Operational Manager Motivation  Finding a practical balance  Implementation  Navigation Motivations 14

15.  Draft in 1 month  Partner projects 6 months  Final Model 1 year Process 15 Draft Model Projects Final Model

16.  Project Leader/Coordinator  Project Manager  Project Sponsor  Subject Matter Expert(s)  Technical Lead(s)  External Facilitator  Project Teams/Partners  Review Team  Authors, Support Team 16 Producers Consumers GAP Solutions

17.  Define the Purpose – Initial Meetings  Develop the Draft Design  Conduct Your First Group Review  Publish Draft Design  Review Period  Final Publication Design Steps 17

18.  Meets the essential information needs of stakeholders  Supports current and future needs  Performs well  Is simple to understand and easy to manage A Good Shared Design 18

19. Draft Design Process 19 Information Products Information Needs Data Sharing Model Maps Basemaps Operational Layers Reports Required Advanced/Novel Tools Applications Functions Services Layers Fields Tables Feature Classes Fields Rules

20.  A Guide for Data Collaboration available in draft form  Request from Deb ( debra.kelloway@york.ca ) debra.kelloway@york.ca  Commit to provide feedback in October  Documentation includes several project examples/templates  Small/internal to one organization  Medium scope, multi participants  Larger scope, many stakeholders Approach 20

21. Q&A 21

22. Data Collaboration Guide Debra Kelloway Manager, GIS Partnerships York Region debra.kelloway@york.ca Steve Grisé Solution Architect, President Vertex3 Inc. steve@vertex3.com