1. DWR GIS Data Steward Training Crash Course Version March 13, 2014

3. Overall Course Schedule - Overview of Enterprise GIS - Data Promotion Workflow Initial Stewardship Plan Complying with DWR GIS Data Standard Final Production Packet - Publication - GeoPortal - Long-Term Stewarding Issues - Workflow Focus: Developing Metadata - Workflow Focus: Calculating Positional Accuracy

5. What is “The Enterprise”???

6. 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, EGC, end users

7. Why a Stewarded Enterprise? - 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 & 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.

8. Demo DWR GIS Atlas

9. 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.

10. 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

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

12. DWR Governance Board Enterprise GIS Planning Committee (EGC) Division of Technology Services Danny Luong & Nicholas Perez EGC Sub- committees Steward 1 Sub- Steward Steward 3 Steward 2 Sub- Steward Misc DTS Entities Outside DWR Providing Data to DWR DOE Photogrammetry DWR GIS Atlas geoDB Administration

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

14. The Overall Stewardship Process - Become a steward - Develop ISP (Initial Stewardship Plan) - Get approvals from DWR Enterprise GIS Committee (EGC) for ISP - Post data to development environment, with help from DOE - Bring data up to DWR GIS Data Standard - Conduct QA/QC - Submit final dataset promotion packet to EGC - Once EGC approves, work with DOE to get development copy of data posted to production environment of DWR GIS Atlas - Post data to GeoPortal - Once published, maintain/update data as necessary

15. Enterprise Data Promotion Workflow

16. 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.

17. Promotion Workflow Checklist Steps 7. Submit candidate dataset. 8. Finalize draft data model and description documents (next slides will illustrate). 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.

18. ISP Forms

19. Data Model Example 1

20. Data Model Example 2

21. Data Model Example 3

22. 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.

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

24. Enterprise Data Promotion Workflow

25. 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.Work with DOE to get identified candidate dataset copied into the development geodatabase environment. 19.Develop and/or edit dataset to comply with current version of DWR GIS Data Standards.

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

27. 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.

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

29. Demo Development Environment & Transactional/Multiuser Editing Guidelines Document

30. Final Dataset Production Forms

31. DWR Spatial Data Standard

32. It is all about QUALITY

33. Enterprise Data Promotion Workflow

34. 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. Work with DOE to migrate data from development environment into DWR GIS Atlas production environment.

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

36. Promotion!

37. Promotion Workflow Checklist FINAL Steps 31. Update DWR DataSpace default template. 32. Maintain dataset on ongoing basis.

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

39. 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

40. Back to the Committee?

41. Enterprise Data Promotion Resources - Enterprise GIS Committee (EGC) and sub-committees - Dwrgis.water.ca.gov Existing enterprise data documents…can be used as models to follow Meeting notes Key documents - Specific documents, including: ISP and Final Dataset Production packets Enterprise Data Promotion Workflow DWR Spatial Data Standards Calculating Positional Accuracy - Software resources ArcGIS Diagrammer GeoPortal Positional Accuracy Assessment Tool extension - Your colleagues

42. Questions? Discussion?

43. GeoPortal

44. Metadata

45. Positional Accuracy & PAAT