Chapter3-GIS Management Policy

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GEOGRAPHIC INFORMATION SYSTEM IIGEOGRAPHIC INFORMATION SYSTEM II

(SUG554)(SUG554)

Assoc. Prof. Sr. Zamani Bin IsmailAssoc. Prof. Sr. Zamani Bin Ismail

Room B501Room B501

Contact: 03Contact: 03--55444528 or 01955444528 or 019--36052183605218

Selamat menyambut

Ramadan Al-Mubarak dan

Selamat berpuasa

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Quote of the dayQuote of the day

Success seems to be largely a matter of hanging onSuccess seems to be largely a matter of hanging on

after others have let goafter others have let goWilliam Feather


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Part 2Part 2

GIS DevelopmentGIS Development

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InformationInformation

& Data& Data

HardwareHardware

MethodsMethods

& Business Rules& Business Rules

GISGIS

SoftwareSoftware

PeoplePeople

GIS has Five Key Elements:GIS has Five Key Elements:

GISGISs Componentss Components

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Main PointsMain Points

Human factors rather nonHuman factors rather non--human factorshuman factors

are the major cause for the failure of GISare the major cause for the failure of GIS

Awareness of the weakness in the presentAwareness of the weakness in the present

system & the availability of computersystem & the availability of computer

technology can improve the present workingtechnology can improve the present working

systemsystem

Understand the role of GIS in anUnderstand the role of GIS in an

organization to benefit from itorganization to benefit from it


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How to avoid failure in GIS?How to avoid failure in GIS?

Conducting a systematic planning andConducting a systematic planning and

design process prior to GIS acquisitiondesign process prior to GIS acquisitionNeeds to know the anatomy of GIS i.e. itsNeeds to know the anatomy of GIS i.e. its

components and assess their needs (needscomponents and assess their needs (needs

assessment)assessment)

More critical when developing enterpriseMore critical when developing enterprise

GISGIS

Realizes that GIS hasRealizes that GIS has life cyclelife cycle

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GIS system developmentGIS system development

Somers (1990) developed the GIS Lifecycleconsisting of a data core and four cyclical phasesof GIS adoption

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GIS Life CycleGIS Life Cycle

At the center of the Lifecycle are the spatial datathat are to be managed and analyzed by the GISuser. In this framework data appropriate to thedesired analyses are the core of the GIS effort.

The four cyclical phases of the GIS Lifecycle arecommon-sense steps in project design andanalysis that are often overlooked in the

technical arena of GIS.


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GIS Life Cycle (Planning)GIS Life Cycle (Planning)

Phase 1planningbegins with the crucialquestion why consider a GIS?

The idea to has GIS when someone in theorganization realized that the current methods of storing, retrieving and using

information are creating problems and GIS technology is able to offer a better way to the

current operation .

GIS managers need to be aware of what a GIS isand is not designed to accomplish.

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Problem recognitionProblem recognition Aronoff (1989) suggests six problems that prompt GIS interest .

Aronoff, S., 1989. Geographic Information Systems: A Management Perspective. WDL,Ottawa.

1. Spatial information is out of date or of poor quality e.g. often land information documents (maps and lists) are seriously

outdated and questions regarding the current situation cannot beanswered without digging through a stack of "updates" since the lastmajor revisions

2. Spatial data is not stored in standard formats

e.g. a city's parcel maps will often vary in quality from one area toanother one area may have been "flown" and mapped using aerial

photography at 1:1000 scale some years ago, but updated byhand drafting

other areas may have been mapped by photographically enlarging1:24,000 topographic maps, or city street maps of unknownquality, and hand drafting parcel boundaries

maps may have been reproduced by methods which introducesignificant errors, e.g. photocopy

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Problem recognitionProblem recognition

3. Several departments collect and manage similar spatialdata this may result in different forms of representation, redundancies

and related inefficiencies in the collection and management of thedata

4. Data is not shared due to confidentiality and legalconcerns

5. Analysis and output capabilities are inadequate

6. New demands are made on the organization that cannotbe met within the data and technological systems

currently available.


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Success in GISSuccess in GIS

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Success in GIS requiresSuccess in GIS requires

Emphasize advantages of GIS to individual usersEmphasize advantages of GIS to individual users

and entire organizationand entire organization

Require high level of competency by all participantsRequire high level of competency by all participants

Ensure high level of management commitment fromEnsure high level of management commitment fromall management levels in the organizationall management levels in the organization

Require participation in team building and teamRequire participation in team building and team

participation within & between departmentsparticipation within & between departments

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Ensure minimum data quality and access for allEnsure minimum data quality and access for all

usersusers

Require development team to set realisticRequire development team to set realistic

expectationsexpectations

Minimize time between user needs assessmentMinimize time between user needs assessment

and availability of useful products.and availability of useful products.


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Develop positive attitude toward change withinDevelop positive attitude toward change within

organizationorganization

Ensure level of technology is appropriate forEnsure level of technology is appropriate for

intended usesintended uses

HighlyHighly visible Pilot Project that is successfulvisible Pilot Project that is successful

Management issuesManagement issues

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Managing GISManaging GIS Getting supportGetting supportfrom top managementfrom top management

GIS manager must aware that it is difficultGIS manager must aware that it is difficult

to accurately estimate theto accurately estimate the timetime taken totaken to

developmentdevelopment enterpriseenterprise GIS and hence theGIS and hence the

uncertainty inuncertainty in costcost associated with it as GISassociated with it as GIS

development is a process of technologicaldevelopment is a process of technological

innovation.innovation.


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Thus, it is important that top managementattention and support be obtained.

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What are top management concernsWhat are top management concerns

Large upLarge up--front costfront cost

Long time before break evenLong time before break even

Uncertainties of high riskUncertainties of high risk

Cultural changeCultural changeDocumentation of benefitsDocumentation of benefits

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Key GIS Benefit AreasKey GIS Benefit Areas

Labor savingsLabor savings

Ensured assetsEnsured assets

Competitive advantageCompetitive advantage

Quantitative and graphic analysisQuantitative and graphic analysis

Faster response to regulatory pressuresFaster response to regulatory pressures


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Justification PackageJustification Package

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Justification PackageJustification Package

Prepare executive summaryPrepare executive summary

Prepare a clear report on performance andPrepare a clear report on performance and

business casebusiness case

Use professional graphicsUse professional graphics

Provide easy reference to all tables and supportProvide easy reference to all tables and support

materialsmaterials

Short agenda for presentationShort agenda for presentation Take backup materials & source documentsTake backup materials & source documents

Know exactly what decisions you want from yourKnow exactly what decisions you want from your

funding groupfunding group

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Managing GISManaging GIS Getting supportGetting supportfrom the usersfrom the users

GIS manager must realize thatGIS manager must realize that

management, users, GIS staff may havemanagement, users, GIS staff may have

veryvery different expectationsdifferent expectations for the project.for the project.

It is critically important for all expectedIt is critically important for all expected

participantsparticipants fully understand thefully understand the

development processdevelopment process andand they mustthey must activelyactively

participateparticipate in the planning and developmentin the planning and development

efforteffort in order to reap the benefits of thein order to reap the benefits of the

systemsystem..


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Project OrientationProject Orientation

(What is GIS and how will it benefit my(What is GIS and how will it benefit my

department or organization?)department or organization?)

seminars and discussions

Products:

Seminar booklet Introduction to GIS

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Managing GISManaging GIS -- Resources forDeveloping a GIS

Developing a GIS involves investment in five

areas: computer hardware, computer

software, geographic data, procedures and

trained staff.

Developing the geographic database (whichincludes some of the procedure and staff

costs) can account for 60% to 80% of the

GIS development cost.

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Data Input is a Major Bottleneck in theData Input is a Major Bottleneck in theApplication of GIS TechnologyApplication of GIS Technology

Costs of input and conversion oftenconsume 80% or more of project costs

Data input is labor intensive, tedious, anderror-prone

High danger that the construction of thedatabase may become the end in-and-ofitself

Essential to find way to reduce costs BUTmaximize accuracy


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Corporate database

Sharing of data isSharing of data is

one way aroundone way around

the inputthe input

bottleneck.bottleneck.

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Policy on Data SharingPolicy on Data Sharing

The corporate database is a singleThe corporate database is a single

organizationorganization--wide data resource.wide data resource.

Establishing the corporate database is muchEstablishing the corporate database is much

more a question of policy, managementmore a question of policy, management

cooperation and coordination.cooperation and coordination.Sharing of data among governmentSharing of data among government

agencies is a virtual necessity.agencies is a virtual necessity.

Data SharingData Sharing


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Several Issues on Data SharingSeveral Issues on Data Sharing

Who and how will the data be collected?Who and how will the data be collected?

How will the data sharing be arranged?How will the data sharing be arranged? purchased?purchased? licensed?licensed? other agreement?other agreement?

Who will own the data?Who will own the data?

How will the new GIS data be integrated to the existing dataHow will the new GIS data be integrated to the existing data

files?files?

Who will be responsible in updating the data?Who will be responsible in updating the data?

Who will provide the budget for data creation and maintenance?Who will provide the budget for data creation and maintenance?

Who will provide public access to the data?Who will provide public access to the data?

Who will be responsible for data archiving and retention?Who will be responsible for data archiving and retention? ofof

the original?the original? the copies?the copies?

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Issues when Integrating DifferentIssues when Integrating Different

Data SourcesData Sources

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Managing the DatabaseManaging the Database

To be functional, a project database should containcoverages that have the following characteristics:

The accuracy of feature locations has been verifiedAttribute tables are present The accuracy of attribute values has been verifiedA system of ground control points existAll geographic features are recorded using real-world

coordinatesAll related databases are in one common coordinate

system and datum The features of each coverage are spatially referenced

against features in associated coverages Each coverage contains clean topology


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Planning phase (continue)Planning phase (continue)

The substance of phase 1 is a systematic assessment of1. who the GIS users are,

2. what their goals are,3. what the anticipated products are,4. what data and analyses are needed to provide these products,5. how decision-makers will use this information.

Also during this phase it is critical that all users assesstheir roles and responsibilities in GIS adoption becausemost users will not be GIS technicians trained to usethe software. Rather, they will provide data to beentered into the GIS, will use the products created bythe GIS, or will work with a GIS technician to posequestions during what-if scenarios.

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Design phaseDesign phase

Phase 2designmatches user needs andexpectations to the appropriate GIS functions.

Included in this phase are tasks of

software selection,

allocation of resources to training and education, and

staging or scheduling tasks and outcomes so thatprogress toward planning goals can be measured.

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ImplementationImplementation Phase 3implementationis where many users assume

that GIS projects actually begin. During phase 3, data are compiled,

maps digitized,

metadata records compiled,

analyses conducted, and

output products (for example, maps, tables, charts) are generated.

Phase 3 is the realization of the planning and design goals.The structured planning process should carefully considerthe design and adoption of GIS, with the setting of clear,reasonable design goals that can be used to measure thereturn on a GIS investment. In many instances, users maydecide that pilot or prototype projects are useful for testing

the feasibility and costs of a GIS solution.


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MaintenanceMaintenance

Finally, in phase 4maintenancedata must be

kept current and up to date. Users may requireadditional training in use of software, systemupgrades may be needed, and the overall effortmay be expanded from a pilot to a fullimplementation.

These maintenance tasks clearly are necessary tosupport ongoing GIS use but may also be requiredeven if the project has no longer termprogrammatic use.

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MaintenanceMaintenance

Maintenance of data and expertise developedearlier in the GIS Lifecycle guards that investmentand provides the opportunity for a longer termreturn on the original investment.

Users need to be aware of the limitations andadded costs of selecting GIS-based datamanagement and analysis. The success of a GISproject will ultimately be measured against theabilities of the system to meet and respond touser needs and expectations

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Ten step GIS Planning MethodologyTomlinson, Thinking About GIS

Consider the strategic purpose

Plan for the planning

Conduct a technology seminar

Describe the information products

Define the system scope

Create a data design

Choose a logical model

Determine system requirements

Benefit-cost, migration and risk analysis

Make an implementation plan

Needs Assessment

Concept. Design

Physical Design

Implementation


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17 steps GIS implementation17 steps GIS implementation

ProcessProcess

40The GIS Book, Korte 2001

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Implementing GISImplementing GIS

Clarke has proposed a general model ofClarke has proposed a general model of

how to specify, evaluate and choose GIShow to specify, evaluate and choose GIS

that is based on 14 steps grouped into 4that is based on 14 steps grouped into 4

stages, i.e.;stages, i.e.;

Analysis of requirement,Analysis of requirement,

Specification of requirements,Specification of requirements,

Evaluation of alternativesEvaluation of alternatives

Implementation of systemImplementation of system

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14 Steps in GIS acquisition14 Steps in GIS acquisition

Source: Longley, et. al. p. 391


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Chapter3-GIS Management Policy

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