Fort Walton Beach Council agenda — 09-11-2007 workshop agenda — reading text

THEIR IDEA OF THE FUTURE OF GIS IN THE CITY OF FORT WALTON BEACH. IN THESE INTERVIEWS, THE NEEDS ASSESSMENT QUESTIONNAIRE WILL BE DISCUSSED AND ANSWERS WILL BE CLARIFIED TO BEGIN THE PRIORITIZATION PROCESS. TASK 2. 1 EVALUATION OF EXISTING CONDITIONS TASK 2. 1. 1 PERSONNEL AND DUTIES GTG WILL EVALUATE AND DOCUMENT EXISTING PERSONNEL INVOLVED WITH THE CITY' S GIS PROGRAM AND THEIR RESPONSIBILITIES - AND BEGIN FORMULATING RECOMMENDATIONS FOR FUTURE STAFFING AND GIS RESPONSIBILITIES. L Geographic Technologies Group 1 Scope of Services  City of Fort Walton Beach GIS Needs Assessment and Implementation Plan Development WORKFLOWS AND ORGANIZATIONAL CHARTS WILL BE DEVELOPED TO PROVIDE A GRAPHICAL IDEA OF THE PERSONNEL REQUIREMENTS OF THE CITY' S GIS PROGRAM. TASK 2. 1. 2 HARDWARE AND SOFTWARE/ NETWORKING GTG WILL EVALUATE AND DOCUMENT THE EXISTING HARDWARE, SOFTWARE, AND NETWORK INFRASTRUCTURE AS IT RELATES TO THE EFFICIENT USE OF GIS TECHNOLOGY. GTG WILL EVALUATE THE OVERALL INFRASTRUCTURE TO SUPPORT THE GIS INITIATIVE - AND BEGIN DEVELOPING RECOMMENDATIONS AND RELATED COSTS TO PURCHASE ADDITIONAL GIS HARDWARE, SOFTWARE, AND NETWORKING INFRASTRUCTURE. THIS TASK WILL INCLUDE A DISCUSSION OF LICENSING, AVAILABLE SOFTWARE PACKAGES, AND OTHER PERTINENT SOLUTIONS TO POSSIBLY STREAMLINE THE CITY' S GIS PROGRAM. TASK 2. 1. 3 DATA AND DATABASES GTG WILL GATHER INFORMATION ON ALL AVAILABLE DIGITAL DATA AND DATABASES THAT COULD BE USED FOR THE GIS INITIATIVE. ALL DATA LAYERS, INCLUDING CAD, GIS, AND ANY OTHER FILE FORMATS WILL BE DOCUMENTED. TASK 2. 1 . 4 GIS NEEDS GTG WILL EVALUATE AND DOCUMENT ALL EXISTING AND FUTURE GIS NEEDS OF EACH DEPARTMENT, INCLUDING: DATA LAYERS ( CUSTODIANS AND GENERATORS) ApPLICATIONS AND ApPLICATION DEVELOPMENT GIS DUTIES AND GIS RESPONSIBILITIES GIS TRAINING INFRASTRUCTURE THE INFORMATION GATHERED FROM THE DEPARTMENT INTERVIEWS AND NEEDS AsSESSMENT QUESTIONNAIRES WILL BE COMPILED TO PRIORITIZE THE NEEDS OF EACH DEPARTMENT. AN OVERALL CITYWIDE PRIORITY LIST WILL ALSO BE DEVELOPED FROM THE GATHERED INFORMATION. TASK 2. 1 . 5 BUSINESS PROCESS AND WORKFLOW (GAP) ANALYSIS GTG WILL EVALUATE AND DOCUMENT ALL EXISTING AND FUTURE BUSINESS PROCESSES THAT INVOLVE ( OR COULD INVOLVE)GIS TECHNOLOGY. THE NEEDS ASSESSMENT WILL ADDRESS ALL: EXISTING (AS- IS) BUSINESS PROCESSES THAT REQUIRE GIS TECHNOLOGY FUTURE (TO-BE) PROCESSES THAT COULD BENEFIT FROM GIS TECHNOLOGY THE GAP ANALYSIS WILL COMPARE THE CITY' S EXISTING USE OF GIS WITH THE POTENTIAL BENEFITS OF AN ENTERPRISE GIS PROGRAM. L Geographic Technologies Group 2 Scope of Services  City of Fort Walton Beach GIS Needs Assessment and Implementation Plan Development PHASE I DELIVERABLES DURING PHASE I, GTG WILL BE RESPONSIBLE FOR PROVIDING THE FOLLOWING DELIVERABLES TO THE CITY: TASK I DELlVERABLES KICK-OFF PRESENTATION MATERIALS ( MICROSOFT POWERPOINT OR PDF FORMAT) 2. PROJECT GOALS AND OBJECTIVES 3. PROJECT SCHEDULE (MICROSOFT PROJECT FORMAT) 4. NEEDS ASSESSMENT QUESTIONNAIRE TASK 2 DELlVERABLES 1. NEEDS ASSESSMENT REPORT ( 5 COPIES) ( PDF FORMAT & HARD COpy) PHASE II: SYSTEM DESIGN TASK 3 VISION, GOALS AND OBJECTIVES TASK 3. 1 A VISION FOR THE CITY OF FORT WALTON BEACH GTG WILL DEVELOP A CITYWIDE VISION STATEMENT. THIS WILL BE CREATED BASED ON GTG' s EXPERIENCE, INTERVIEWS WITH DEPARTMENTAL STAFF, DIRECTORS, AND CITY LEADERS. TASK 3. 2 DEPARTMENTAL GOALS AND OBJECTIVES GTG WILL EVALUATE THE FINDINGS OF THE INTERVIEW PROCESS AND DEVELOP A VERY SPECIFIC PRIORITIZED LIST OF DEPARTMENTAL GOALS AND OBJECTIVES. THESE GOALS AND OBJECTIVES WILL BE USED TO GUIDE GIS DEVELOPMENT. TASK 4 GOVERNANCE MODEL TASK 4. 1 A MANAGEMENT STRATEGY ESSENTIAL TO THE SUCCESS OF GIS WITHIN THE CITY OF FORT WALTON BEACH WILL BE TO DOCUMENT HOW GIS FITS BEST WITHIN THE ORGANIZATION. GTG WILL DESIGN A " GOVERNANCE MODEL" OR MANAGEMENT STRATEGY FOR GIS. GTG WILL ASSIST THE CITY IN DETERMINING WHICH GIS MANAGEMENT STRATEGY FITS THE CITY' S GOALS AND OBJECTIVES. THE MANAGEMENT STRATEGY DISCUSSION SHALL INCLUDE THE BENEFITS AND CHALLENGES OF EACH TYPE OF GOVERNANCE MODEL: CENTRALIZED, DECENTRALIZED, AND HYBRID. A GIS GOVERNANCE MODEL IS AN ORGANIZATIONAL STRUCTURE AND PROCESS THAT FACILITATES THE MANAGEMENT, GROWTH, AND EFFECTIVE USE OF GIS TECHNOLOGY. GTG WILL LAYOUT AN ORGANIZATIONAL STRUCTURE FOR THE CITY OF FORT WALTON BEACH THAT PROVIDES A TECHNICAL FRAMEWORK FOR THE DAILY SUPPORT OF GIS SERVICES. THE GOVERNANCE MODEL SUPPLIES A STRATEGIC MECHANISM FOR POLICY AND INITIATIVE ACROSS THE ENTERPRISE. TASK 4.2 STAFFING AND GOVERNANCE RECOMMENDATIONS STAFFING ISSiUES WILL BE CRITICAL TO THE SUCCESS OF THE CITY OF FORT WALTON BEACH' S ENTERPRISE GIS EFFORT. UNFORTUNA'TELY. STAFFING CAN ALSO BE A L Geographic Technologies Group 3 Scope of Services  City of Fort Walton Beach GIS Needs Assessment and Implementation Plan Development COMPLEX AND FRUSTRATING ISSUE. BUDGETARY AND POLITICAL REALITIES MAY PLACE CONSTRAINTS ON WHAT CAN BE ACCOMPLISHED. GTG WILL DEVELOP AN OPTIMUM AND RECOMMENDED STAFFING STRUCTURE, ALONG WITH ANY COSTS INCURRED AND RECOMMENDED SALARIES FOR NEW POSITIONS. STAFFING WILL BE EVALUATED BASED ON EXISTING PERSONNEL AND THEIR CAPABILITIES AND THE POSSIBILITY OF HIRING NEW PERSONNEL DEDICATED TO GIS. TASK 4.2. 1 SKILLS AND QUALIFICATIONS THERE ARE SIX FUNCTIONAL AREAS IN WHICH MOST GIS POSITIONS CAN BE CLASSIFIED: COORDINATION, SYSTEM SUPPORT, APPLICATION DESIGN, DATABASE SUPPORT, USER SUPPORT, AND PRODUCTION/ DATA COLLECTION. NOT ALL ORGANIZATIONS WILL HAVE STAFF MEMBERS IN EVERY FUNCTIONAL AREA, AND OFTEN INDIVIDUAL STAFF MEMBERS WILL HAVE RESPONSIBILITIES IN MULTIPLE FUNCTIONAL AREAS. GTG WILL EVALUATE AND DOCUMENT A RECOMMENDED STAFFING SOLUTION BASED ON THESE SIX FUNCTIONAL AREAS. THE STAFFING SOLUTION WILL DISCUSS THE QUALIFICATION REQUIREMENTS OF EACH POSITION AND WILL ALSO RECOMMEND A SALARY RANGE BASED ON THE QUALIFICATIONS. TASK 4.2. 2 POLICIES AND PROCEDURES GTG WILL DEVELOP GIS DATA POLICIES AND GENERAL PROCEDURES FOR THE GIS INITIATIVE. THE GIS DATA POLICIES AND PROCEDURES WILL INCLUDE THE FOLLOWING: METADATA POLICY METADATA PROCEDURE QUALITY ASSURANCE/ QUALITY CONTROL (QA/ QC) POLICY TASK 5 SYSTEM ARCHITECTURAL DESIGN TASK 5. 1 EXISTING SYSTEM ARCHITECTURE GTG WILL EVALUATE THE EXISTING " SYSTEM ARCHITECTURE" THAT THE CITY CURRENTLY USES WITH GIS. THE EXISTING SYSTEM ARCHITECTURE WILL PROVIDE THE INFORMATION REQUIRED TO DESIGN THE OPTIMUM ENVIRONMENT FOR THE ENTERPRISE GIS. GTG WILL DEVELOP GENERALIZED SCHEMATIC FLOW DIAGRAMS DEPICTING THE EXISTING SYSTEM ARCHITECTURE FOR EACH DEPARTMENT. TASK 5. 2 RECOMMENDED SYSTEM ARCHITECTURE FOR ENTERPRISE GIS GTG WILL DEVELOP FOR THE CITY OF FORT WALTON BEACH A RECOMMENDED SYSTEM ARCHITECTURE" THAT WILL ADEQUATELY SUPPORT A PROPOSED ENTERPRISE SYSTEM. THE SYSTEM ARCHITECTURE DESIGN WILL PROVIDE THE FOUNDATION FOR BUILDING A PRODUCTIVE OPERATIONAL ENVIRONMENT FOR ENTERPRISE GIS. THE DESIGN WILL ADDRESS THE FOLLOWING ITEMS: ALTERNATIVES AND UPGRADES NETWORKING CAPACITY PLANNING PERFORMANCE PLANNING HARDWARE SOFTWARE L Geographic Technologies Group 4 Scope of Services  City of Fort Walton Beach GIS Needs Assessment and Implementation Plan Development TASK 5. 3 PROCUREMENT PLAN GTG WILL DEVELOP FOR THE CITY OF FORT WALTON BEACH A RECOMMENDED PROCUREMENT PLAN FOR THE PROPOSED " SYSTEM ARCHITECTURE". IT WILL INCLUDE TIMELINES, PROJECTED COSTS, AND A CRITICAL PATH FOR DEPLOYMENT. THE PROCUREMENT PLAN SHALL ADDRESS EACH DEPARTMENT INDIVIDUALLY AND THE CITY AS A WHOLE. THE TIMELlNE SHALL BE SETUP TO ADDRESS THOSE HIGHER PRIORITY DEPARTMENTS AS DEFINED BY THE INTERVIEW PROCESS. TASK 6 DATA AND DATABASE ASSESSMENT GTG WILL INVENTORY THE CURRENT DATA AND DATABASES - AS STATED IN TASK 2. 1 . 3. THIS INFORMATION WILL BE USED TO CREATE A " MASTER DATA LAYER DICTIONARY" DOCUMENT THAT WILL BE COMPARED TO THE NEEDS OF ALL THE DEPARTMENTS TO IDENTIFY DATA GAPS AND ISSUES. GTG WILL EVALUATE THE CONDITION OF EXISTING DATA AND DETERMINE THE APPROPRIATE STEPS TO BRING IT INTO THE PROPOSED GIS SOLUTION. GTG WILL REVIEW ALL EXISTING METADATA FILES AND DETERMINE FUTURE NEEDS. TASK 6. 1 EXISTING DATA ASSESSMENT GTG WILL DEVELOP A MASTER DATA LIST ( MDW TO INCLUDE A DATA PRIORITIZATION AND TECHNICAL RANKING MATRIX. THE MATRIX WILL DOCUMENT THE FOLLOWING: DATA SOURCE ApPLICATIONS THAT WOULD DEPEND ON THE DATA NUMBER OF INTERVIEWS IDENTIFYING DATA ITEMS AS KEY BUSINESS ISSUES ApPROXIMATE COST OF IMPLEMENTATION POTENTIAL FOR ENHANCEMENT OF MISSION, WORKFLOW, AND/ OR BUSINESS PROCESS IDENTIFIED MANAGEMENT PRIORITY FOR ENTERPRISE GIS COSTS & BENEFITS - ESPECIALLY LIFE SAFETY AND PROPERTY DAMAGE ISSUES TASK 6. 2 RECOMMENDED MASTER DATA LAYERS GTG WILL DEVELOP A CLASSIFICATION OF DATA LAYERS USED IN THE MDL.THE CLASSIFICATION WILL ADDRESS EACH DEPARTMENT INDIVIDUALLY AND WILL UTILIZE THE UNIFIED MODEL LANGUAGE (UMW TO DEVELOP A LOGICAL DATABASE DESIGN. EACH DEPARTMENT SHALL RECEIVE DOCUMENTATION OF ALL DATA LAYERS PERTAINING TO THAT DEPARTMENT' S OPERATIONS. GTG WILL INCLUDE IN THE DOCUMENT APPENDIX ALL RELEVANT DATABASE DESIGN TEMPLATES FROM PREVIOUS ORGANIZATIONS. TASK 6.3 DATA CONVERSION, DATA CREATION AND DATA GTG WILL DEVELOP A RECOMMENDED LIST OF DATA LAYERS THAT REQUIRES MIGRATION TO A GIS FORMAT. GTG WILL DEVELOP A PRIORITIZATION MATRIX FOR ALL DATA LAYERS FOR EACH DEPARTMENT. GTG SHALL ALSO RECOMMEND THE MOST EFFICIENT CONVERSION METHOD( S) FOR EACH DATA LAYER AND TYPE. TASK 6. 4 DATA LAYER MAINTENANCE GTG WILL DEVELOP A RECOMMENDED MANAGEMENT PLAN FOR DIGITAL DATA. IT WILL INCLUDE THE FOLLOWING TASKS: TASK 6.4. 1 DATA MANAGEMENT/ MAINTENANCE