IMPLEMENTATION PLAN INTEGRATED GIS AND ASSET MANAGEMENT SYSTEM FOR THE CITY OF ROCHESTER HILLS

testyechinoidManagement

Nov 18, 2013 (3 years and 7 months ago)

172 views








IMPLEMENTATION PLAN


INTEGRATED GIS AND ASSET

MANAGEMENT SYSTEM FOR

THE CITY OF ROCHESTER HILLS


Draft 1.0








Submitted to:


Bill Sauer, GIS Manager

Management Information Systems Department

City of Rochester Hills

1000 Rochester Hills Drive

Rochester Hills, MI 48309

(248) 841
-
2483

sauerb@rochesterhills.org



Submitted by:


Peter Croswell

PlanGraphics, Inc.

112 East Main Street

Frankfort, KY 40601

(502) 223
-
1501


Charles Bristol

Bristol Technical Services, Inc.

1325 Balfour

Grosse Point Park,
MI 48230

(313) 282
-
6339


June 10, 2004


1309.4

PlanGraphics, Inc.

i

TABLE OF CONTENTS

Title

Page


Section 1:

Purpose and Format of Plan

................................
................................
...

1
-
1

1.1

Objectives and Use of the Plan

................................
....................

1
-
1

1.2

Plan Format and Content

................................
.............................

1
-
1

Sect
ion 2:

Strategic and Technical Foundation

................................
.......................

2
-
1

2.1

Vision Statement and Requirements for Integrated GIS
-
Asset Management System

................................
..........................

2
-
1

2.2

City Assets Included

................................
................................
....

2
-
1

2.3

Main Requirements for Integrated GIS
-
Asset Management

.......

2
-
2

2.4

High
-
Level Objectives for System Development

........................

2
-
3

2.5

Organizational Environment

................................
........................

2
-
3

2.6

Technical Overview of the GIS
-
Asset Management System

......

2
-
4

Section 3:

System Development Phases and Tracks

................................
...............

3
-
1

3.1

Description of Proposed Phases

................................
...................

3
-
1

Phase 1

Detailed Design, Technical Specifications, and
Procurement

................................
................................
.

3
-
1

Phase 2

Enterprise Database and High
-
priority
Applicatio
n Development

................................
............

3
-
1

Phase 3

Full System Development and Deployment

................

3
-
2

3.2

Development Tracks

................................
................................
....

3
-
2

3.3

Summ
ary of Phase Activities

................................
.......................

3
-
3

Section 4:

Development Tasks

................................
................................
................

4
-
1

4.1

Project Management and Tracking Steps

................................
....

4
-
1

4.2

Organizational Development
and Support Steps

.........................

4
-
2

4.3

System Configuration and Development Task Steps
...................

4
-
3

4.4

Database Development and Management Steps

..........................

4
-
5

4.5

Applicat
ion Development Steps

................................
..................

4
-
7

Section 5:

Responsibilities and Timing

................................
................................
...

5
-
1

5.1

Responsibilities

................................
................................
............

5
-
1

5.2

Implem
entation Schedule

................................
.............................

5
-
5

5.3

Implementation Costs

................................
................................
..

5
-
10


List of Tables


Table 2
-
1:

Role and Relationship

................................
................................
...........

2
-
4

Table 3
-
1:

Summary of Phase Activities

................................
................................

3
-
3

Table 5
-
1:

Summary of Roles and Responsibilities

................................
...............

5
-
1

Table 5
-
2:

Implementation Costs

................................
................................
...........

5
-
11

Implementation Plan

Rochest
er Hills GIS
-
Asset Management System
-
Draft 1.0

June 10, 2004

1309.4

PlanGraphics, Inc.

ii

TABLE OF CONTENTS

List of Figures

Page


Figure 2
-
1:

General Configuration of an Integrated Asset Management
System Environment

................................
................................
.............

2
-
6

Figure 5
-
1:

Implementation Schedule

................................
................................
......

5
-
6



1309.4

PlanGraphics, Inc.

1
-
1

SECTION 1

PURPOSE AND FORMAT O
F PLAN

1.1

OBJECTIVES AND USE O
F THE PLAN

This
Implementation Plan

has
been prepared as a final deliverable for the City’s needs
assessment and planning project for an integrated GIS and asset management system
design and of the GIS Market Analysis Project being conducted by PlanGraphics for the
iMap Management Board. The
Pla
n’s

purpose is to provide a clear path for design and
implementation of the system

using the technical and non
-
technical recommendations
provided in two previous deliverables:

Needs Assessment Report (May 2004)

AND

System Architecture Working Paper (June

2004)

For the purposes of this project, the term “asset management” has been interpreted
broadly. It encompasses all City programs, processes, and supporting systems that enable
City personnel to effectively identify, track, and maintain City infrastructu
re and physical
assets. This project has an underlying goal to improve the use of information
management systems to make these asset management functions easier and more
efficient. It means providing City personnel with better tools in their planning, deci
sion
-
making, and operation and maintenance of the City’s infrastructure.

The two previous deliverables referenced above have defined the business needs for an
integrated asset management and GIS environment, as well as the technical requirements
and archi
tecture, including system applications, data, and the hardware/software
configuration to support this integrated environment.

1.2

PLAN FORMAT AND CONT
ENT

This
Implementation Plan

consists of the following five sections:



Section 1

Purpose and Format of
Plan, explains the purpose of this plan and
explains the content and format.



Section 2

Strategic and Technical Foundation, includes a vision statement and
some background information about City requirements and objectives for the
asset management system, a
nd a technical overview of the system architecture.



Section 3

System Development Phases and Tracks, gives an overview of
development phases and categories of tasks for system development and
implementation.

Implementation Plan

Rochester Hills GIS
-
Asset Management System
-
Draft 1.0

June 10, 2004

1309.4

PlanGra
phics, Inc.

1
-
2



Section 4

Development Tasks, identifies and expla
ins the detailed
implementation tasks.



Section 5

Responsibilities and Timing, identifies the parties responsible for
each task and the project schedule.



1309.4

PlanGraphics, Inc.

2
-
1

SECTION 2

STRATEGIC AND TECHNI
CAL FOUNDATION

This section describes several foundational elements for the City’s implementation of an
integrated GIS and Asset Management system
. The elements include the following.

2.1

VISION STATEMENT AND

REQUIREMENTS FOR INT
EGRATED GIS
-
ASSET MANAGEMENT SYS
TEM

The following vision statement provides a concise picture of the overall goal for the
City’s integrated GIS and Asset Management System e
nvironment. This vision provides
a foundation for all specific objectives and implementation tasks.


VISION FOR THE CITY OF ROCHESTER HILLS’ INTEGRATED GIS AND ASSET
MANAGEMENT SYSTEM ENVIRONMENT

“An easy to use and maintain automated environment that all
ows the City to effectively
identify, track, and maintain City infrastructure and physical assets. The integrated
system will improve information access and management with an overall goal to support
efficient, long
-
term upkeep and operation of the City’s
infrastructure assets, protection of
the environment, and high
-
quality service to citizens, businesses, and visitors to
Rochester Hills.”


2.2

CITY ASSETS INCLUDED


What are City assets? This project has a focus on infrastructure managed and maintained
by the Department of Public Services (DPS), but it also includes other facilities that are
the main responsibility of other Departments. In this report, the term “infrastructure” is
often used and may be considered equivalent to “asset.”

*As explained in t
he
Needs Assessment

report, the following infrastructure
assets are in consideration for this project:

Primary Assets:


Other City Assets:



Streets



Traffic Control Devices



Signs



Sidewalks



Pathways



Bridges



Storm Sewer Facilities



Drainage Control Facilities



Sanitary Sewer Facilities



Water Distribution Facilities




City
-
owned Land



Parks/Recreation Facilities



Trailways



City Buildings and Grounds



City Trees



Vehicles/Equipment

Implementation Plan

Rochester Hills GIS
-
Asset Management System
-
Draft 1.0

June 10, 2004

1309.4

PlanGraphics, Inc.

2
-
2

2.3

MAIN REQUIREMENTS FO
R INTEGRATED GIS
-
ASSET
MANAGEMENT

Certain “mission
-
critical”
requirements are extremely important for short
-
term and long
-
term success and on which the system architecture and strategic plan must focus. These
critical asset management requirements are listed below:



Efficient tools for asset inventory and
ongoing upd
ate of the infrastructure
asset layers of the GIS

(roads, water, sewer, storm, etc.)



Flexible, GIS
-
based environment for
geographic navigation, query, and map
display

of asset features and core attribute data (asset physical attributes and
condition)



Prepa
ration of
preventive maintenance schedules

with tools (GIS
-
based) to
help assign work to field crews



Capture and update of repair and maintenance actions

on assets, as well as
other field
-
based actions (e.g., construction inspection, meter installation, me
ter
reading, Miss Dig marking, stake
-
out and construction contractor support,
plowing and ice removal response to customer complaints, etc.)



Capturing and tracking information on the
status and location of permits

(specifically right
-
of
-
way permits)



Query
and retrieval of documents

relating to assets or infrastructure
construction (engineering drawings, valve cards, tap cards, etc.)



Generation of
standard maps and reports

on assets, maintenance, and repair
activity



Capturing information and tracking the cha
in of response to
calls and
complaints

from the public (and associating these calls to specific assets and
field response when applicable)



Capture of costs (labor hours, materials, equipment) in work orders (Peoplesoft
on AS/400) and
association of specifi
c assets in GIS with work order records

on the AS/400.

Implementation Plan

Rochester Hills GIS
-
Asset Management System
-
Draft 1.0

June 10, 2004

1309.4

PlanGraphics, Inc.

2
-
3

2.4

HIGH
-
LEVEL OBJECTIVES FOR

SYSTEM DEVELOPMENT

Implementation and operation of the revenue generation program will be guided by the
following high
-
level goals:



Objective 1: Maintain an effective
organizational environment and adequate
staffing to support an enterprise GIS and Asset Management System.



Objective 2: Build an enterprise GIS environment using state
-
of
-
the art software
and a data architecture that promotes information integration.



Objec
tive 3: Put in place new software and custom applications that support
effective and access and use of asset information.



Objective 4: Maintain up
-
to
-
date and high quality GIS and asset data.



Objective 5: Establish technical and procedural integration amon
g infrastructure
asset data maintained on Windows
-
based systems and the City’s AS/400.



Objective 6: Encourage broader use of GIS and Asset Management applications
by City employees through improved outreach, training, and user support.



Objective 7: Provide

increased access to asset information by external users,
including other government agencies, citizens, and the business community.

2.5

ORGANIZATIONAL ENVIR
ONMENT

The City’s integrated GIS and Asset Management System operates in an organizational
environm
ent that includes not only City offices but many outside parties that will access
and use asset information, provide data of value to the City, provide technical support, or
which collaborate on infrastructure projects. System design and the development of

databases and applications must take into account the role and relationship of the groups
shown in Table 2
-
1.

Implementation Plan

Rochester Hills GIS
-
Asset Management System
-
Draft 1.0

June 10, 2004

1309.4

PlanGraphics, Inc.

2
-
4

Table 2
-
1: Role and Relationship


Type of Relationship


Use City Infrastructure

Provide IT/GIS Products
or Services

Use Asset Data from City

Provide Asset Data

Provide Technical
Support

Joint Infrastructure
Development Projects

Regulatory
Compliance/Reporting

Provide Engineering/
Construction
Products/Services

Other Public Agencies

Oakland County GIS Utility












Other County Agencies













Surrounding Townships











Surrounding Villages and Cities












Regional Agencies












State Agencies













Federal Agencies













Product/Service Providers

IT Product/Service Providers













Engineering/Construction Firms














Equipment/Material Suppliers











Utility Organizations

Oakland County Drain
Commission













Other Utilities











General Public

Citizens











Retail and Commercial Business











Not
-
for
-
Profit Groups











2.6

TECHNICAL OVERVIEW O
F THE GIS
-
ASSET MANAGEMENT
SYSTEM

The system architecture recommended to support the City’s asset management
requirements has the following major elements described below and illustrated in general

terms in Figure 2
-
1:



An enterprise GIS database (using ESRI ArcSDE and SQLServer) with up
-
to
-
date base map and infrastructure asset features with core physical attributes
about the assets



Tabular databases, integrated with the GIS, storing information on
asset
condition, maintenance, status, and other variables important for ongoing
tracking and management of assets

Implementation Plan

Rochester Hills GIS
-
Asset Management System
-
Draft 1.0

June 10, 2004

1309.4

PlanGraphics, Inc.

2
-
5



Links to digital documents (scanned forms, digital photographs, engineering
drawings) which contain detailed asset information



Links to
financial information on the City’s AS/400 that support financial
accounting and budgeting for asset maintenance and capital projects



Links with a citywide call/complaint management database allowing tracking of
complaints that relate to infrastructure ass
ets



Access to GIS and asset management applications from desktop computers,
field
-
based computers, and the Internet.

Recognizing that infrastructure asset management is fundamentally a geographic data
management problem, GIS technology will be the focus of

the integrated asset
management environment. Asset locations stored in the GIS and selected key fields (e.g.,
asset number, address, permit or project number) stored in the GIS attribute databases
and non
-
GIS databases will provide logical links for build
ing integrated applications.

This section provides technical recommendations and describes the system architecture
for an integrated GIS and asset management system.

Implementation Plan

Rochester Hills GIS
-
Asset Management System
-
Draft 1.0

June 10, 2004

1309.4

PlanGraphics, Inc.

2
-
6

Figure 2
-
1: General Configuration of an Integrated

Asset Management System Environment




1309.4

PlanGraphics, Inc.

3
-
1

SECTION 3

SYSTEM DEVELOPMENT P
HASES AND TRACKS

This section identifies

and describes the steps that need to be taken to put in place the
City’s GIS and Asset Management System.

3.1

DESCRIPTION OF PROPO
SED PHASES

The integrated GIS/Asset Management system will be developed in a staged manner
through three main phases. These p
hases lay out a general timing, which gives a context
for the strategic plan. Three phases are defined as follow.

Phase 1

Detailed Design, Technical Specifications, and Procurement



Explanation
: Includes preparation of detailed design and specifications fo
r the
databases, hardware, software, and custom application development, as well as
the selection and procurement of software and hardware and contracted labor
(as necessary). Ongoing GIS database development continues.



Projected Timing
: July 2004 to June
2005



End Result
: Stable technical design (database, hardware, applications) and
software procured for use in applications, enterprise GIS database, and initiation
of application development.

Phase 2

Enterprise Database and High
-
priority Application Develop
ment



Explanation
: A major goal of this phase is the establishment of the
ArcSDE/geodatabase for the GIS and migration of current GIS data into this
environment. Other database development and migration occurs, and high
-
priority applications (see
Needs Asse
ssment Report
) are developed and
deployed.



Projected Timing
: July 2005 to December 2006



End Result
: Stable, enterprise GIS and asset database, operational very high
-
priority applications, initiation of new database development initiatives.

Implementation Plan

Rochester Hills GIS
-
Asset Management System
-
Draft 1.0

June 10, 2004

1309.4

PlanGraphics, Inc.

3
-
2

Phase 3

Full
System Development and Deployment



Explanation
: Technical development will continue in this phase

concentrating
on additional application development (remaining high
-
priority applications not
completed in Phase 2 and additional moderate and low priority
applications). As
needed, software revisions and potentially new software packages will be
acquired, and hardware upgrades (server, desktop, hand
-
held computers) will be
made.



Projected Timing
: January 2007 to December 2008



End Result
: System upgrades, a m
ature GIS and asset database, and a full set of
operational asset management applications.

3.2

DEVELOPMENT TRACKS

The implementation tasks are organized into several tracks

major technical and non
-
technical categories that cover all implementation areas. T
he following tracks are
defined:



Project Management and Tracking (PM)
: Covers all tasks involved with project
management and administration, contract management, budgeting and financial
management, and project tracking/reporting.



Organizational Development

and Support (OD)
: Includes staff assignment and
management, training activities, user support, outreach activities, and
maintaining internal and external relationships



System Configuration and Development (SC)
: Includes all activities associated
with syst
em computer hardware, networks, and software specifications,
procurement, migration, and set
-
up.



Database Development and Management (DB)
: Encompasses all database
design, data migration, data collection, and database development and loading
tasks.



Applic
ation Development and Deployment (AP)
: Includes the design,
development, and deployment of special applications

specifically those
applications that will require certain custom development or set
-
up.

Implementation Plan

Rochester Hills GIS
-
Asset Management System
-
Draft 1.0

June 10, 2004

1309.4

PlanGraphics, Inc.

3
-
3

3.3

SUMMARY OF PHASE ACT
IVITIES

Table 3
-
1 gives a summa
ry of activities in each phase. This is an overview, which is
elaborated upon in Section 4.

Table 3
-
1: Summary of Phase Activities

Implementation
Tracks


Phase 1

Detailed Design

Specification, and Procurement



July 2004 to June 2005


Phase 2

Enterprise
Database and High
-
priority

Application Development


July 2005 to December 2006

Phase 3

Full System
Development and
Deployment


January 2007 to

December 2008

PM: Project
Management/

Organizational
Development



Approve project plan and budget



Set up procedures for project
monitoring and reporting.



Establish and manage contracts
for software licenses and
development services.



Track and report on project
status.



Ongoing project tracking
and reporting.



Management and
monitoring of contracts for

software and services.



Annual budget preparation
and approval.



Ongoing project tracking
and reporting.



Management and
monitoring of contracts
for software and
services.



Annual budget
preparation and
approval.

OD: Organizational
Development and
Support



Assign City staff and interns for
project support.



Technical training on new
software.



Conduct senior management
briefings



Organize GIS User Group.



Continue relationship with County
GIS Utility.



Continue training and
providing technical support
to users.



Conduct specific training
for custom applications



Continue training and
providing technical
support to users.



Conduct specific training
for custom applications

SC: System
Configuration



Upgrade all servers and
workstations.



Enhance the remote network link
to the DPS garage.



Make final decisions on GIS
software procurement/
replacement of licenses



Procure Asset Management
SW/Development services.



Install and test software.



Set up system a
dministration
environment.



Incremental HW/SW
upgrades as needed.



Test field
-
computing
solutions.



Make network and system
administration
improvements as needed.



Set up system integration
between Windows and
AS/400.



Incremental HW/SW
upgrades as needed.



Test

field
-
computing
solutions.



Make network and
system administration
improvements as
needed.


Implementation Plan

Rochester Hills GIS
-
Asset Management System
-
Draft 1.0

June 10, 2004

1309.4

PlanGraphics, Inc.

3
-
4

Table 3
-
1: Summary of Phase Activities (continued)

Implementation
Tracks


Phase 1

Detailed Design

Specification, and Procurement



July 2004 to June 2005


Phase
2

Enterprise
Database and High
-
priority

Application Development


July 2005 to December 2006

Phase 3

Full System
Development and
Deployment


January 2007 to

December 2008

DB: Database


Development



Design enterprise GIS database
and metadatabase.



Configure the enterprise GIS
database and import existing
data.



Design the asset database.



Continue with GIS database
compilation and enhancement
work already under way.



Evaluate and prepare
specifications for selected new
database development.



Complete al
l GIS database
enhancement work under
way in Phase 1.



Complete population of
asset databases and import
data.



Prepare specifications and
initiate work on new
database development.



Ongoing database
maintenance.



Complete work on new
database development



Ong
oing database
maintenance

AD: Application
Development



Make a final decision on
application priority.



Reach a consensus on
application development options.



Design very high
-
priority
applications and begin
development.



Design high
-
priority applications.



Complete development
and deploy very high
-
priority applications.



Complete design and
develop high
-
priority
applications.



Design selected moderate
-
priority applications.



Complete development
and deploy moderate
-
priority applications.



Monitor application
use
and make adjustments
and enhancements.



1309.4

PlanGraphics,
Inc.

4
-
1

SECTION 4

DEVELOPMENT TASKS

This sub
-
section identifies and describes each task (organized under the five development

tracks). A Microsoft Project file is provided as a tool to help in implementation
management accompanies this.

4.1

PROJECT MANAGEMENT A
ND TRACKING STEPS

Steps

Description

PM1: Approve Technical
Design and Plan

Includes management approval of the consulta
nt design and plan and official support to
move ahead with design and development of the integrated GIS and asset management
system.

PM2: Approve FY2005
Budget

Final approval of FY 2005 budget, including expenditures for hardware, software, and
services
to support Phase 1 and part of Phase 2 development.

PM3: Prepare Detailed
Plan/Reporting
Procedures

The City project manager will set up a detailed plan and monitoring and reporting
procedures using this plan (and the accompanying Microsoft Project file)
as the foundation.

PM4: Monitor and Report
on Progress

Includes the regular tracking of progress and reporting on status to City management.

PM5: Adjust Plan As
Needed

Formal changes to the plan as conditions require revision, addition, and deletion of
tasks.
Changes are formally reported to management and to individuals involved in system design
and development.

PM6: Contract for GIS
Software Licenses

Includes the signing of purchase and maintenance contracts for GIS software licenses or for
the re
-
lic
ensing of current ArcGIS 8.x licenses to ArcGIS Version 9.

PM7: Contract for Other
Software

Includes the signing of purchase and maintenance contracts for all other commercial
software required for the GIS and asset management applications.

PM8: Manage
Software
Contracts

Routine management of licenses and compliance with contract terms for software use.

PM9: Contract for Initial
Support Services

Preparation and signing of contract for consultant services to provide support in technical
design and develo
pment.

PM10: Prepare FY 2006
Budget

Includes all work in evaluating budget requirements, submittal of budget requests, and all
other work leading to final submittal and approval for the 2006 budget.

PM11: Approve FY 2006
Budget

Management review and appr
oval of the annual budget for FY 2006.

PM12: Prepare FY 2007
Budget

Includes all work in evaluating budget requirements, submittal of budget requests, and all
other work leading to final submittal and approval for the 2007 budget.

PM13: Approve FY 2007
Budget

Management review and approval of the annual budget for FY 2007.

PM14: Prepare FY 2008
Budget

Includes all work in evaluating budget requirements, submittal of budget requests, and all
other work leading to final submittal and approval for the 2008

budget.

PM15: Approve FY 2008
Budget

Management review and approval of the annual budget for FY 2008.

PM16: Contract for
Additional Products/
Services

Includes any other contract preparation for information technology products and services
needed for th
e integrated GIS and Asset Management System.

PM17: Manage IT
Service Contracts

Ongoing monitoring of consultant performance and financial management of service
contracts.

PM18: Track and Report
on Expenditures

Overall management of budgets and tracking,

reporting on finances for the project.


Implementation Plan

Rochester Hills GIS
-
Asset Management System
-
Draft 1.0

June 10, 2004

1309.4

PlanGraphics, Inc.

4
-
2

4.2

ORGANIZATIONAL DEVEL
OPMENT AND SUPPORT S
TEPS

Steps

Description

OD1: Senior
Management
Communication/Briefing

City project management should hold a briefing session (perhaps with participation from
Consultants) to review the project and recommendations for moving forward with
development. This will serve as an information meeting, as well as an opportunity to discuss
short and long
-
term impacts on operations, finances, and City resources.

OD2: Assig
n Initial City
Staff Roles

Certain tasks will require allocation of time from City staff

primarily in MIS and DPS. City
staff roles should be assigned for implementation project management and certain technical
oversight activities.

OD3: Hold Staff
Briefings

Since the system implementation will affect operations and will require input and
participation from multiple staff, City project management should hold one or more staff
briefings at the project initiation stage and at points during implementati
on. The purpose is
to garner support and also to allow certain staff people to plan when their participation will
be needed.

OD4: Hire and Assign
Intern Staff for 2004
-
2005

Intern staff, already selected, will play important support roles in GIS and asset

management data collection and application development early in the project and in future
years. Interns hired through DPS and MIS will be assigned specific duties to support system
development.
*

OD5: Select and Assign
Interns for Future Years

This task

includes selection and task assignment of interns for project support in future
years, after the current interns complete their assignments.

OD6: Form City GIS
User Group

As early as possible, MIS should form a GIS Users Group for the City. This can be a

fairly
informal group of City GIS users that meets and communicates via email about GIS
activities. The purpose is to generate interest in GIS, to have a forum to inform users of GIS
news and status, to share ideas about use of the technology, and to enco
urage expansion
of GIS use. MIS can coordinate the group, but it is recommended that a representative from
a user department be designated as the Chair and play a main role in organizing and
arranging User Group activities.

OD7: Hold Regular User
Group
Meetings and
Events

Meetings and other special events (demonstrations, guest speakers, tours) are held on a
regular basis

at least once per month. Involvement in the County GIS User Group and
their activities should also be encouraged.

OD8: Initiate and
D
istribute an Electronic
"Newsletter" for Users

MIS and User Group participants will use electronic means to communicate. This task
includes the design and development and ongoing use of email news and Web
-
based
resources to provide information about GIS de
velopment status in the City, GIS industry
trends, etc.

OD9: Review/Revise the
Data Sharing Agreement
with the County

The changes in the technical environment for development of enterprise GIS architecture
may require certain changes in the approach and t
iming for GIS data sharing and transfer
with the County GIS Utility. This will be explored and changes will be made and formally
approved by the City and County.

OD10: Continue
Participation in County
GIS User Group

This is a continuation of involvement
by the City’s GIS Manager in County User Group
activities. Other City staff should be encouraged to participate.

OD11: Identify Formal
Training Options and
Staff for Training

This task includes some investigation of training options focused on the use of
SDE and
ArcGIS technology and management and asset management applications. Options to be
explored include technical training classes offered by ESRI, other certified trainers, and
potentially workshops at professional conferences. Computer
-
based training
options should
be explored. The end result of this task is to designate specific training opportunities for
specific technical staff and users for 2004
-
2005.

OD12: Conduct Initial
ArcGIS Technical
Training

Based on the identification of training options
identified in OD11, initial technical training will
occur for GIS management and technical support staff in 2004.

OD13: Conduct Initial
ArcGIS User Training

Based on the identification of training options identified in OD11, initial technical training wil
l
occur for selected GIS users in 2004
-
2005.

OD14: Design and
Execute an Ongoing GIS
Training Program

The GIS unit, with support from the User Group, will design an ongoing training program that
provides internal, computer
-
based, and vendor
-
sponsored trai
ning opportunities for new
technical staff and users and for existing staff needing additional training and refresher
courses.

Implementation Plan

Rochester Hills GIS
-
Asset Management System
-
Draft 1.0

June 10, 2004

1309.4

PlanGraphics, Inc.

4
-
3

Steps

Description

OD15: Conduct Training
for Custom Applications

Includes specific training for custom asset management
applications developed for City
users (see Track AD). This training is very focused and supported by user manuals
developed for the custom applications. This training occurs at the point of operational
application deployment.

OD16: Define Basic
Policies f
or GIS/Asset
Information Access

Policies for GIS and asset information access should be formally documented. These
policies should be consistent with general policies impacting City information in general that
may be distributed internally to City staff to

external users (citizens, business, non
-
profit
groups) based on specific requests via the Web. These policies should take into account the
requirements for the information, as well as legal and policy issues that might result in some
distribution restrict
ions (e.g., contractual agreements, public information access law, security
concerns, regulatory requirements, City policies on release of personal or business
information).

OD17: Select and Hire
New Technical GIS Staff
Person in MIS

Recommendations in th
is plan call for the hiring of an additional GIS staff person in

FY 2006. This person would have technical expertise with SQL Server, ArcSDE, and ArcGIS
software and would provide technical design, system administration, and user support.

OD18: Ongoing
Monitoring and
Allocation of Staff
Resources

General monitoring of staff performance and normal allocation and assignment of staff to
support GIS and an asset management system.


4.3

SYSTEM CONFIGURATION

AND DEVELOPMENT TASK

STEPS

Steps

Description

SC1: Complete

2004 PC Upgrades

Completion of desktop PC upgrades which are not in progress to provide all users with
adequate hardware resources and an XP or Windows 2000 operating system.

SC2: Complete

2004 Server Upgrades

Completion of selected Windows server upgrades and possible replacement/consolidation
of selected servers. NOTE: For development and operation of the integrated GIS and asset
management system through 2005, the current Dual P3 Server will be minimally adeq
uate
to support anticipated users, but there will need to be a mass storage upgrade (additional
50
-
75 GB). Before the end of 2005, it is likely that response time delays will warrant a
server replacement (dual or quad server with faster processors and grea
ter memory). This
current server will NOT support public Web access to GIS or asset information, and security
concerns dictate the need for a separate server

one that may house other City Web
applications.
**IS MIS PLANNING FOR ANY UPGRADES OF THE GIS SERV
ER?

The City
GIS Manager will need to determine whether the County will be hosting any Web GIS
services for the City.

SC3: Make Final
Decision on

GIS Software

Recommendations have been provided in the
System Architecture

report for GIS software
use and s
ome decisions for software migration have already been made. This task confirms
those decisions and makes final consensus on specific licenses that will be purchased or
re
-
licensed (from current software).

SC4: Procure/Relicense
Current GIS Software
Licen
ses

Following decisions reached in SC3, GIS software will be purchased and relicensed.

SC5: Review Asset
Management Software
Packages

As part of the investigation on options for developing asset management applications called
for by the system design,
commercial asset management software packages will be
investigated

including demonstrations of selected packages by vendors and contact with
current users of the software.

SC6: Make Decision on
Asset Management SW
Procurement

In this task, a decision will

be made on whether or not to purchase a commercial asset
management software package, and, if so, which package to purchase. If the decision is to
go with this option (as a result of investigations in SC5), this step may include a formal
competitive softw
are procurement process (RFP or RFQ and formal selection steps).


Steps

Description

Implementation Plan

Rochester Hills GIS
-
Asset Management System
-
Draft 1.0

June 10, 2004

1309.4

PlanGraphics, Inc.

4
-
4

SC7: Allocate Server for
Enterprise GIS/Asset
Management

MIS will designate the server for system development and deployment. As noted in SC2,
the current server used for

GIS will support system development, but this task provides an
opportunity to re
-
allocate server resources based on overall server configuration decisions
in MIS.

SC8: Document
GIS/Asset Management
HW/SW Standards

Based on decisions about software and
hardware made previously, MIS will prepare a short
but formal document that identifies specific hardware specifications and software packages
that are the standards for use with for the GIS
-
Asset Management system.

SC9: Procure Asset
Management Software

I
f a decision was made (in SC6) to purchase a commercial asset management software
package, the purchase occurs in this task. A license agreement is signed and an agreement
for software maintenance and potentially support for implementation is signed.

SC10
: Install/Configure/
Test New Software

New GIS and asset management software is loaded to the designated server (and
workstations where necessary), set and configured according to technical document, and
tested. Consultants or vendor representatives should

be available to provide support.

SC11: Design and Set
up System
Administration Practices

System administration controls and tools should be set up to manage the software and data
of the GIS and Asset Management System. Using operating system resources an
d City
designated support software and making changes to the current environment where
needed, MIS will set up system monitoring procedures, user accounts and access controls,
data backup, license management, and other system administration.

SC12: Set up
Procedures for Data
Import/Export with the
County

Based on agreements with the County, this task involves the set
-
up of easy
-
to
-
use
procedures for import of data from the County (mainly GIS base map layers) and export
from the County. This includes the dev
elopment of applications that will automate the import
of County data directly into layers and tables of the City’s system (with little human
intervention). The end result of this task is a documented set of procedures and any
technical tools and applicati
ons needed to support the data import and export.

SC13: Research and
Upgrade Remote
Communications Line to
Garage

Following initial work already done by MIS, this task includes additional research and actual
upgrade of the remote data communications line from the City Hall building to the

DPS garage (to replace the current T
-
1 link) to a line supporting multi
-
megabit

speeds.
Various fixed wireless technologies are candidates for this link.

SC14: Clarify/Document
GIS Web Hosting
Strategy

MIS will investigate and make decisions about public Web
-
based GIS applications. This
includes the specific server for hosting Web access and the accompanying factors of
software, technical support, and information access policies (impacting all City infor
mation
distribution). Web hosting for GIS access could be done by the City itself (MIS), by the
County GIS Utility, or by a private company. The end result of this task is a final decision on
the host environment, documentation on cost, and an agreement wi
th a hosting partner or
designation of internal server resources.

SC15: Set up Public

GIS Web Hosting
Environment

Based on the decision reached in SC14, the public GIS Web site will be set up and
deployed for access.

SC16: Define Technical
Platform for

Field
Computing

A number of applications defined in the system design call for the deployment of field
computing. To support consistency and proper performance, the City will designate specific
hardware, operating system, and software platforms on which f
ield applications will be
based.

SC17: Test Wireless
Communications for
Field Applications

Some applications can make use of wireless applications for access and/or transmitting
data to and from the field. This task includes the testing of different wirel
ess options and the
determination of which wireless solution (particular technology, service provider) is
appropriate for the City.

SC18: Procure
Additional GIS/Asset
Management Software
Licenses

As needed in Phases 2 and 3, additional software licenses
and upgrades (beyond those
acquired in Phase 1).

SC19: Monitor System
Performance and Use

Ongoing system administration practices for system monitoring, tuning, etc.

SC20: Perform Ongoing
Hardware Upgrades

After the upgrades completed in 2004 (see SC1 an
d SC2), this task includes additional
upgrades needed as a matter of course in future years.

SC21: Perform Ongoing
Software Upgrades

As new commercial software versions are released or as new users require the addition of
licenses, versions will be upgrad
ed, and new GIS, RDBMS, or asset management software
will be purchased.

Implementation Plan

Rochester Hills GIS
-
Asset Management System
-
Draft 1.0

June 10, 2004

1309.4

PlanGraphics, Inc.

4
-
5

4.4

DATABASE DEVELOPMENT

AND MANAGEMENT STEPS

Steps

Description

DB1: Document Strategy
for Utility GIS Data
Enhancement

This task is meant to document and organize current activities

under way to enhance the
existing utility GIS data sets. This provides information necessary to more accurately plan
and allocate resources for continuing and completing the work with related GIS and asset
management system activities. This strategy would

identify individual work elements,
resources needed for completion, timing and approach.

DB2: Continue/Complete
Initial GIS Utility
Database
Enhancements

Continuing and completing the current work for enhancement of the water/sewer utility data
sets with

adjustments made based on the strategy developed in DB1.

DB3: Define Workflows
for Future GIS Data
Updates

With the move to an enterprise GIS database, the current approach for GIS updates will be
revised. The purpose of this task is to document workflow
s associated with the update of
each GIS layer, to define the technical tools needed, and the individuals or organizations
needed for update operations. This does not imply major changes to the current workflow
but there will be impacts on how data changes

are submitted and posted to the ArcSDE
environment.

DB4: Review GIS Design
from County and Other
Sources

The
System Architecture

report provided initial recommendations on the use of the
enterprise GIS design from the County. While this provides a found
ation useful by the City,
it is necessary to examine this, and possible design templates from other sites, and make a
decision on their use as a basis for the City’s design in DB5. This includes the evaluation of
feature content, consistency in feature and

attribute naming, and how well the attribute
fields and their format matches City requirements.

DB5: Design Future
Enterprise Database
Structure (ArcSDE)

Based on the review in DB4 and input from consultants, the City will carry out and
complete a comprehensive physical design for the ArcSDE Geodatabase that includes all
GIS base map and thematic layers. This step will include a physical data model ready fo
r
implementation.

DB6: Design GIS
Metadatabase

Accompanying the GIS data will be metadata that provides “identification” and “catalog”
information on GIS data sets. The metadatabase content and format will follow federal
FGDC standards to a high degree a
nd will be designed in a way that allows the use of
ArcCatalog tools to support metadatabase population access and management.

DB7: Configure/Set up
ArcSDE Geodatabase
and Metadatabase

Using the designs completed in DB6, ArcSDE will be physically
implemented on the server,
and all ArcSDE tables and controls will be set up and tested ready for database population
and access by users and applications.

DB8: Migrate GIS Data
and Populate ArcSDE
Geodatabase

Existing GIS data stored as personal Geodatab
ases or Shapefiles will be migrated into
ArcSDE. This will require the definition of a clear workflow and the use of automated import
tools. The import will be followed by quality assurance testing before the new database
goes into operation.

DB9: Complet
e GIS
Street Centerline
Revisions

Current enhancement/correction work being done on the City street centerline file will be
completed and forwarded to the County.

DB10: Complete Master
Street and Address
Database Development

Work recently initiated to cor
rect and reconcile inconsistencies in the City’s street name
and address range files

between the GIS and AS/400 (used by Equalizer and potentially
other software)

will be resolved, and changes will be made as necessary. In addition,
workflows and checks w
ill be set up to ensure that changes in the future (new or changed
streets and addresses) will be consistent.

DB11: Design Enterprise
Asset Management
Databases

After decisions have been reached on the software/development option for asset
management
applications, an SQL Server database will be designed to hold information
about infrastructure assets and operational information for work management. As called for
by the design, these SQL Server tables will be maintained outside of the ArcSDE
database, b
ut table joins to support asset management and GIS applications will be
enabled. If the City chooses to use a commercial asset management software package
(see SC6), much of the design will be in a template provided by the vendor, and design
work will invo
lve some customization of the template.

DB12: Initiate and
Conduct Sign Inventory
Project

Using the ArcPAD application developed by MIS, the field
-
based inventory of signs will be
carried out. The work will culminate in the capture of sign locations and a
ttributes and
loading into the GIS database.

Implementation Plan

Rochester Hills GIS
-
Asset Management System
-
Draft 1.0

June 10, 2004

1309.4

PlanGraphics, Inc.

4
-
6

Steps

Description

DB13: Populate/Migrate
Asset Management Data

Certain infrastructure asset data (e.g., work history data, ROW permit data) now
maintained in multiple hard copy and automated databases will be
imported or converted
into the enterprise asset databases (i.e., the SQL Server design developed in DB11). The
timing of conversion and import of specific data will depend on the content and the priority
of applications that will use it.

DB14: Prepare
Pla
n/Specifications for
Building/Structure
Conversion

This task is based on the interest in new mapping of building and strcuture outlines for the
GIS and the decision to re
-
fly and develop high
-
resolution orthoimage coverage for the City
(and multi
-
County ar
ea). The project would call for the delineation of building and strcuture
outlines for a new GIS data layer. The work could be done with high positional accuracy
through photogrammetric stereo compilation using more simple heads
-
up digital capture
while vi
ewing the orthoimage. This latter approach has some reductions in accuracy,
particularly in the case of tall buildings where the image parallax causes optical
displacement of the top vs bottom of the building (NOTE: The heads
-
up digitizing approach
is stil
l an option). In this task, specifications and a cost estimate would be prepared and
used in a final decision on the project.

DB15: Make Decision on
Building/Structure
Conversion

Based on the results of DB14, management will make a decision on whether to
initiate the
conversion project.

DB16: Set up and Initiate
Building/ Structure
Conversion Project

If the decision in DB15 is positive, this task includes all administrative and technical steps
to organize and set up the project. It may include the
investigation and selection of a
private data conversion company (perhaps through a formal RFQ process) or the
assignment of in
-
house or intern resources. The project steps should be described in
detail, and necessary software and tools should be provided
and tested. A pilot project
should be included in this set
-
up work.

DB17: Conduct
Building/Structure
Conversion

After the set
-
up in DB17, the work will be initiated and carried out. Data will be converted
and subjected to quality control and quality assur
ance steps prior to final approval and
posting to the GIS database.

DB18: Prepare Strategy
for Hard Copy Document
Conversion

The project design calls for the inclusion of certain hard copy documents to be scanned
and indexed for access by asset management

applications. In this task, these hard copy
sources will be examined in more detail, and priorities will be set for scanning and indexing
work. The result of this task will be a document that identifies the candidate records, their
number, scrubbing prep
requirements, cost for scanning and indexing, and
recommendations on priority, approach, and cost for completion.

DB19: Make Decision on
Document Conversion

Based on the strategy and recommendations in DB18, a management decision will be
made for initiati
on of the conversion for specific types of documents.

DB20: Set up and Initiate
Document Conversion

If the decision in DB18 is positive, this task includes all administrative and technical steps
to organize and set up the project. It may include the inves
tigation and selection of private
scanning/indexing services or the assignment of in
-
house or intern resources. The project
steps should be described in detail, and necessary software and tools should be provided
and tested. A pilot project should be inclu
ded in this set
-
up work.

DB21: Carry out
Document Conversion

After the set
-
up in DB20, scanning and indexing work will be initiated and carried out for
selected records. Documents will be scanned and indexed and subjected to quality control
and quality as
surance steps prior to loading for access.

DB22: Examine Revised
Wetlands Mapping Effort

Work currently being done by a contractor hired by the City to inventory wetlands will be
examined and revised, if necessary, to deliver data in a format compatible with the GIS and
consistent with the needs of DPS and other City Departments.
**WHAT IS THE

STATUS
OF THIS?

DB23: Conduct
Wetlands Mapping and
Loading to the

GIS Database

The data being captured in the wetlands inventory project will be checked and loaded into
the GIS database

DB24: Evaluate and
Prepare Specs for
Water/Sewer Service
Line
Conversion

There is interest in capturing water and sewer service line data into the GIS to augment the
existing data on the utility networks. This task includes the evaluation of data sources and
approaches for conducting this conversion work and the deve
lopment of an approach and
cost estimates for completion. The result is a report that describes the sources, technical
approach, and estimated cost for the project.

DB25: Make Decision on
Water/Sewer Service
Line Conversion

Based on the strategy and recom
mendations in DB24, a management decision will be
made for initiation of the utility service line conversion work. This will include a decision on
whether to conduct the work in
-
house or to use a private company.

Implementation Plan

Rochester Hills GIS
-
Asset Management System
-
Draft 1.0

June 10, 2004

1309.4

PlanGraphics, Inc.

4
-
7

Steps

Description

DB26: Set up and
Initiate
Service Line Conversion

If the decision in DB25 is positive, this task includes all administrative and technical steps
to organize and set up the project. It may include the investigation and selection of a
private data conversion company (perhaps

through an RFQ process) or the assignment of
in
-
house or intern resources. The project steps should be described in detail, and
necessary software and tools should be provided and tested. A pilot project should be
included in this set
-
up work.

DB27:
Conduct Service
Line Conversion

The water/sewer service line conversion work and associated quality control and posting to
the GIS database will be conducted (by in
-
house staff or contracted services).

DB28: Evaluate Project
for Easement Capture in
GIS

Th
ere is some interest in GIS capture of utility easements (City and non
-
City utilities),
which will be evaluated in this task with a focus on examination of sources and a technical
approach for GIS capture. Cost estimates will be prepared.

DB29: Make Decision on
Easement Capture

The information generated in DB27 will be used to reach a decision about initiation of the
easement capture project, including a consensus on use of in
-
house staff or contracted
services.

DB30: Conduct
Easement Con
version

If it is a decided to proceed with the easement capture work, this task is a multi
-
year effort
for digital capture, quality control, and data loading to the GIS.

DB31: Ongoing GIS and
Asset Database Update
and Quality Assurance

After the database
and applications have been set up, this task includes the ongoing
update supported by special applications (see Track AD).


4.5

APPLICATION DEVELOPM
ENT STEPS

Steps

Description

AD1: Make Final
Decision on Work
Tracking Application
Option

Section 4 of the
System Architecture Working Paper

describes and provides
recommendations on several technical options for implementing Work Tracking
applications (including use of a commercial package and in
-
house custom application
development). Based on this report and
the City’s assessment, a decision will be made on
the option to pursue. This decision will drive subsequent database and application design
tasks.

AD2: Make Final
Decision on Permit
Tracking Application
Option

Section 4 of the
System Architecture Working
Paper

describes and provides
recommendations on several technical options for implementing Permit Tracking
applications (primarily ROW permits). Based on this report and the City’s assessment, a
decision will be made on the option to pursue. The recommenda
tion is to migrate this
application from an Access to SQL Server environment and keep the basic query and
reporting features. This decision will drive subsequent database and application design
tasks.

AD3: Make Final
Decision on Call/
Complaint
Application
Option

Section 4 of the
System Architecture Working Paper

describes and provides
recommendations on several technical options for implementing a comprehensive
call/complaint logging, management, and reporting application

to address all types of

outside calls and complaints, including, but not limited to, those related to infrastructure
assets. The recommendation is to do an overhaul of the current Constituent Tracking
application on the AS/400. Based on this report and the City’s assessment, a d
ecision will
be made on the option to pursue. This decision will drive subsequent database and
application design tasks.

AD4: Make Final
Decision on Financial
Management Application
Option

Section 4 of the
System Architecture Working Paper

describes and p
rovides
recommendations on several technical options for addressing financial management
requirements relating to infrastructure assets. The recommendation calls for continued use
of the Peoplesoft modules on the AS/400 for development of a loosely coupled

data
transfer process with SQL Server to support certain work order and financial assessment
applications. Based on this report and the City’s assessment, a decision will be made on
the option to pursue.

AD5: Revise/Finalize
Application Priorities

The City will review and make any changes to application priorities provided in the
Needs
Assessment Report

(final in April 2004). This re
-
prioritization will have an impact on the
timing of application development work.

Implementation Plan

Rochester Hills GIS
-
Asset Management System
-
Draft 1.0

June 10, 2004

1309.4

PlanGraphics, Inc.

4
-
8

Steps

Description

AD6: Define
Technical
Standards for Application
Development

MIS will prepare a document that states accepted technical standards for application
development. This is done to ensure uniformity and consistency in development. It will
include acceptable Web and non
-
Web s
oftware tools, any important design or “look
-
and
-
feel” standards, methodology and workflow standards, and requirements for application
documentation and user support.

AD7: Design Work
Tracking Applications

Work tracking applications will be designed consi
stent with the option decided in AD1 and
decisions on asset management software in SC6. If a commercial software package is
used, the design work will involve configuration and customization of existing templates for
data query, access, and reporting. If t
he custom application development option is
selected, design work will be more involved requiring the “ground
-
up” design of all screens,
custom reports, etc.

AD8: Configure/Develop
Work Tracking
Environment

This task follows the design and includes the ac
tual set
-
up, configuration, and customized
development work leading to application deployment. The configuration/development
process is an iterative one with active participation of uses to comment and suggest
changes leading to deployment.

AD9: Design
Very High
-
priority Applications

Other applications (falling outside of those in the “Work Tracking” group) that are identified
in the “Very High Priority” category will be designed. This includes most of the GIS
-
based
asset update applications and GIS appl
ications for standard map production. Many of
these applications are already in operational use, but it will be necessary to redesign for
the ArcSDE environment.

AD10: Develop and
Deploy Very High
-
priority
Applications

Using the designs carried out in AD9
, this task includes all steps in application
development, testing, and full deployment. This development work will be carried out in an
iterative manner with active user participation in which users will review and comment on
prototypes, and revisions wil
l be made leading to full deployment. This task includes
technical and user documentation and user support.

AD11: Design Permit
Tracking Applications

Work tracking applications will be designed consistent with the option decided in AD2 and
decisions on as
set management software in SC6. The recommendation calls for a
migration from Access to SQL Server. New data tables, query screens, and report formats
will need to be designed that match and enhance the features that now exist.

AD12: Develop Permit
Tracki
ng Environment

This task follows the design and includes the actual set
-
up, configuration, and customized
development work leading to application deployment. The development process is an
iterative one with active participation of users to comment and sugg
est changes leading to
deployment.

AD13: Design Enhanced
Call/Complaint
Management Application

MIS will take the lead on the design work for this application, which will be an
overhaul/enhancement of the current AS/400 application. It will involve the des
ign of entry
and query screens for a Web
-
based environment, event logging and tracking features, and
tools for analysis and query of the call/complaint database. This task will also include a
decision on whether to use in
-
house or contracted resources and
the preparation of a
budget.

AD14: Develop and
Deploy Call/Complaint
Management Application

Based on the design and decisions reached in AD13, the application will be developed and
deployed. The development process is an iterative one with active partici
pation of users to
comment and suggest changes leading to deployment.

AD15: Design
Integration
-
Data Transfer
with AS/400

To support work order and financial management applications described in the
System
Architecture Working Paper
, this task involves the

design of batch data transfer procedures
to support the applications. The process can be described as an extract
-
transform
-
load
process in which selected data elements are extracted, re
-
formatted as necessary, and
imported between DB2 tables on the AS/400

and SQL Server tables from the Windows
environment.

AD16: Develop
Integration
-
Data Transfer
with AS/400

This task includes the development of technical tools to support the batch transfer between
the AS/400 and the Windows
-
based GIS and asset management
databases.

AD17: Design High
-
priority Applications

Applications that are identified in the “High
-
priority” category (those not encompassed by
previously defined development tasks) will be designed. This includes certain custom
query and reporting applicat
ions, some special map display applications, field
-
based GIS
access, and special analysis applications.



Implementation Plan

Rochester Hills GIS
-
Asset Management System
-
Draft 1.0

June 10, 2004

1309.4

PlanGraphics, Inc.

4
-
9

Steps

Description

AD18: Develop and
Deploy High
-
priority
Applications

Using the designs carried out in AD17, this task includes all steps in
application
development, testing, and full deployment. This development work will be carried out in an
iterative manner with active user participation in which users will review and comment on
prototypes, and revisions will be made leading to full deployme
nt. This task includes
technical and user documentation and user support.

AD19: Design Moderate
-
priority Applications

Applications that are identified in the “High
-
priority” category (those not encompassed by
previously defined development tasks) will be designed. This includes certain custom
query and reporting applications, some special map display applications, field
-
b
ased GIS
access, and special analysis applications.

AD20: Develop and
Deploy Moderate
-
priority
Applications

Using the designs carried out in AD19, this task includes all steps in application
development, testing, and full deployment. This development wor
k will be carried out in an
iterative manner with active user participation in which users will review and comment on
prototypes, and revisions will be made leading to full deployment. This task includes
technical and user documentation and user support.

AD21: Monitor
Application Use and
Provide Support and
Enhancements

Ongoing monitoring of application use and problems, application support to users, and
enhancements to existing applications.



1309.4

PlanGraphics, Inc.

5
-
1

SECTION 5

RESPONSIBILITIES AND

TIMING

5.1

RESPONSIBILITIES

A number of parties (County agencies and external organizations) will play important
roles in developing and implementing the GIS revenue generation program and in

ongoing operations. Table 5
-
1 summarizes the role for the main parties, including the
iMap Management Board and the iMap Management Division in the Department of
Planning Services. Other Departments in the County will provide some input for the
program, a
s well as external user organizations. GIS consultants and hardware/software
vendors will provide important products and services in support of the program.

Table 5
-
1 defines the roles of these parties for each step of the
Plan
. Roles are coded as
follows:

L
= Lead role with ultimate responsibility for defining the work, providing task
leadership, delegating activities, participating in the work, and ensuring that the
task is completed

A
= Formal approval for a required action or decision

P
= Active partici
pation and support in carrying out the task work

R
= Review and comment on interim or draft work products.

Table 5
-
1: Summary of Roles and Responsibilities


Participants

Steps

Mayor’s Office/

Council

MIS Dept. and
GIS Unit

Dept. of Public
Services

Other
City
Departments

Oakland County*

HW/SW Vendors

Consultant and IT
Service Firms

GIS User Group


Project Management and Tracking (PM)

PM1: Approve Design and Plan

A

P

L, A




P



PM2: Approve FY2005 Budget

A

L

L







PM3: Prepare Detailed Plan/Reporting


L

P




P



PM4: Monitor and Report on Progress


L

R

R






PM5: Adjust Plan As Needed


L

R







PM6: Contract for GIS Software Licenses

A

L

R

R


P




PM7: Contract for Other Software

A

L

R



P




PM8: Manage
Software Contracts


L

R



P




PM9: Contract for Initial Support Services

A

L

P




P



PM10: Prepare FY 2006 Budget

R

L

L

P






PM11: Approve FY 2006 Budget

A

P

P







Implementation Plan

Rochester Hills GIS
-
Asset Management System
-
Draft 1.0

June 10, 2004

June 10, 2004

1309.4

PlanGraphics, Inc.

5
-
2

Table 5
-
1: Summary of Roles and Responsibilities (continued)


Participants

Steps

Mayor’s Office/

Council

MIS Dept. and
GIS Unit

Dept. of Public
Services

Other City
Departments

Oakland County*

HW/SW Vendors

Consultant and IT
Service Firms

GIS User Group


Project Management and Tracking (PM) (continued)

PM12: Prepare FY 2007 Budget

R

L

L

P






PM13: Approve FY 2007 Budget

A

P

P







PM14: Prepare FY 2008 Budget

R

L

L

P






PM15: Approve FY 2008 Budget

A

P

P







PM16: Contract for Additional Products/Services

A

L

P



P

P



PM17: Manage IT Service Contracts

R

L

P



P

P



PM18:
Track and Report on Expenditures

R

L

L







Organizational Development and Support (OD)

OD1: Senior Management Communication/
Briefing

P

L

L

P



P



OD2: Assign Initial City Staff Roles


L

L

P






OD3: Hold Staff Briefings


L

L

P






OD4:
Hire/Assign Intern Staff for 2004
-
2005


L

L







OD5: Select/Assign Interns for Future Years


L

L







OD6: Form City GIS User Group

R

L

P

P






OD7: Regular User Group Meetings/Events


P

P

P



L



OD8: Electronic "Newsletter" for GIS Users


P

P

P



L



OD9: Review/Revise Agreement with County

R

L



P





OD10: Participation in County GIS User Group


L

P


P


P



OD11: Identify Formal Training and Staff


L

P




P



OD12: Conduct Initial ArcGIS Technical Training


L




P

P



OD13: Conduct
Initial ArcGIS User Training


L

P

P


P

P



OD14: Design/Execute Ongoing GIS Training


L




P

P



OD15: Conduct Training for Custom Applications


L

P

P



P



OD16: Define Policies for Information Access

R

L








OD17: Select/Hire New Technical GIS Staff

A

L








OD18: Monitor/Allocate Staff

R

L

P







System Configuration and Development (SC)

SC1: Complete 2004 PC Upgrades

A

L




P




SC2: Complete 2004 Server Upgrades

A

L




P




SC3: Make Final
Decision on GIS Software


L

P



P

P



SC4: Procure/Relicense Current GIS Software
Licenses


L




P




SC5: Review Asset Management SW Packages


P

L



P

P



SC6: Make Decision on Asset Management SW

R

L

L



P

P



SC7: Allocate Server for GIS/Asset
Management


L








SC8: GIS/Asset Management HW/SW Standards


L

R







SC9: Procure Asset Management Software

A

L

P



P




SC10: Install/Configure/Test New Software


L

P



P




SC11: Design/Set up Sysystem Admin. Practices


L




P

P



Implementation Plan

Rochester Hills GIS
-
Asset Management System
-
Draft 1.0

June 10, 2004

June 10, 2004

1309.4

PlanGraphics, Inc.

5
-
3

Table 5
-
1:
Summary of Roles and Responsibilities (continued)


Participants

Steps

Mayor’s Office/

Council

MIS Dept. and
GIS Unit

Dept. of Public
Services

Other City
Departments

Oakland County*

HW/SW Vendors

Consultant and IT
Service Firms

GIS User Group


System
Configuration and Development (SC) (continued)

SC12: Set up Data Import/Export with County


L



P





SC13: Remote Communications Line to Garage

A

L

P







SC14: Clarify/Document GIS Web Hosting

R

L

R

R






SC15: Set up Public GIS Web Hosting


L



P





SC16: Define Tech. Platform for Field Computing


L

R







SC17: Test Wireless Comm. for Field


P

L



P

P



SC18: Procure Additional GIS/Asset Mgmt. SW

A

L

P



P




SC19: Monitor System Performance and Use


L








SC20: Perform Ongoing
Hardware Upgrades


L

P



P




SC21: Perform Ongoing Software Upgrades


L

P



P




Database Development and Management (DB)

DB1: Strategy for Utility GIS Data Enhancement


P

L







DB2: GIS Utility Database Enhancements


L

L







DB3: Define
Workflows for GIS Data Updates


L

P







DB4: Review GIS Design from County


L

P


P

P

P



DB5: Design ArcSDE Enterprise Database


L

P

P

P

P

P



DB6: Design GIS Metadatabase


L

P

P

P

P

P



DB7: Configure/Set up ArcSDE Geodatabase


L

R




P



DB8: Migrate GIS Data to ArcSDE


L

P




P



DB9: Complete GIS Street Centerline Revisions


L

R

R






DB10: Master Street/Address Database


L

R

R






DB11: Design Asset Management Databases


L

P



P

P



DB12: Initiate and Conduct Sign Inventory
Project


P

L







DB13: Populate/Migrate Asset Management Data


L

L




P



DB14: Plan/Specs for Building/Structure
Conversion


P

L

R






DB15: Decision on Building/Structure Conversion

A

P

L

R






DB16: Set up/Initiate Building/Structure
Conversion
Project


P

L




P



DB17: Conduct Building/Structure Conversion


P

L




P



DB18: Strategy for Document Conversion


P

L

R






DB19: Make Decision on Document Conversion

A

P

L

R






DB20: Set up and Initiate Document Conversion


P

L




P



DB21:
Carry out Document Conversion


P

L




P



DB22: Examine Revised Wetlands Mapping


L

L







DB23: Conduct Wetlands Mapping and Loading
to GIS Database


L

P







DB24: Evaluate and Prepare Specs for
Water/Sewer Service Line Conversion


P

L

R






DB25: Make Decision on Water/Sewer Service
Line Conversion

A

P

L

R






Implementation Plan

Rochester Hills GIS
-
Asset Management System
-
Draft 1.0

June 10, 2004

June 10, 2004

1309.4

PlanGraphics, Inc.

5
-
4

Table 5
-
1: Summary of Roles and Responsibilities (continued)


Participants

Steps

Mayor’s Office/

Council

MIS Dept. and
GIS Unit

Dept. of Public
Services

Other City
Departments

Oakland County*

HW/SW Vendors

Consultant and IT
Service Firms

GIS User Group


Database Development and Management (DB) (continued)

DB26: Set up/Initiate Service Line Conversion


P

L




P



DB27: Conduct Service Line Conversion


P

L




P



DB28: Evaluate Project for Easement Capture


P

L

R






DB29: Make Decision on Easement Capture

A

P

L

R






DB30: Conduct Easement Conversion


P

L




P



DB31: Ongoing GIS and Asset Database Update
and Quality Assurance


P

L




P



Application
Development (AP)

AD1: Make Final Decision on Work Tracking
Application Option

R

P

L




P



AD2: Make Final Decision on Permit Tracking
Application Option

R

P

L




P



AD3: Make Final Decision on Call/Complaint
Application Option

P

L

P

P






AD4: Make
Final Decision on Financial
Management Application Option

R

L

P

P






AD5: Revise/Finalize Application Priorities


P

L

R



P



AD6: Define Technical Standards for Application
Development


L

R

R






AD7: Design Work Tracking Applications


P

L



P

P



AD8: Configure/Develop Work Tracking
Environment


L

P




P



AD9: Design Very High
-
priority Applications


L

P

R


P

P



AD10: Develop and Deploy Very High priority
Applications


L

R

R



P



AD11: Design Permit Tracking Applications


P

L







AD12:
Develop Permit Tracking Environment


L

P




P



AD13: Design Enhanced Call/Complaint
Management Application

R

L

R

R






AD14: Develop and Deploy Call/Complaint
Management Application

R

L

R

R



P



AD15: Design Integration
-
Data Transfer with
AS/400


L

P







AD16: Develop Integration
-
Data Transfer with
AS/400


L

P







AD17: Design High
-
priority Applications


L

P







AD18: Develop and Deploy High
-
priority
Applications


L

P




P



AD19: Design Moderate
-
priority Applications


L

P







AD20:
Develop and Deploy Moderate
-
priority
Applications


L

P




P



AD21: Monitor Application Use and Provide
Support and Enhancements


L

P

P






*Includes the County GIS Utility and Drain Commission.

Implementation Plan

Rochester Hills GIS
-
Asset Management System
-
Draft 1.0

June 10, 2004

June 10, 2004

1309.4

PlanGraphics, Inc.

5
-
5

5.2

IMPLEMENTATION SCHED
ULE

The implementation schedule
covers a period of 4
-
½ years from July 2004 through 2008.
The Gantt chart shown in Figure 5
-
1 shows the project dates for each task. These are
planned dates, subject to change, but it provides a good starting point for managing the
implementation process.

Implementation Plan

Rochester Hills GIS
-
Asset Management System
-
Draft 1.0

June 10, 2004

1309.4

PlanGraphics, Inc.

5
-
6

Figure 5
-
1: Implementation Schedule


Implementation Plan

Rochester Hills GIS
-
Asset Management System
-
Draft 1.0


June 10, 2004

1309.4

PlanGraphics, Inc.

5
-
7

Figure 5
-
1:
Implementation Schedule (continued)


Implementation Plan

Rochester Hills GIS
-
Asset Management System
-
Draft 1.0


June 10, 2004

1309.4

PlanGraphics, Inc.

5
-
8

Figure 5
-
1: Implementation Schedule (continued)


Implementation Plan

Rochester Hills GIS
-
Asset Management System
-
Draft 1.0


June 10, 2004

1309.4

PlanGraphics, Inc.

5
-
9

Figure 5
-
1: Implementation Schedule (continued)


Implementation Plan

Rochester Hills GIS
-
Asset Management System
-
Draft 1.0

June 10, 2004

1309.4

PlanGraphics, Inc.

5
-
10

5.3

IMPLEMENTATION COSTS

**Bill: before I go further with cost estimation, I’d like to discuss it

with you.

Implementation Plan

Rochester Hills GIS
-
Asset Management System
-
Draft 1.0

June 10, 2004

1309.4

PlanGraphics, Inc.

5
-
11

Table 5
-
2: Implementation Costs

Cost Item

Explanation

FY 2005

FY 2006

FY 2007

FY 2008

Total

Software

and Application Development

GIS Software


$0

$20,000

$20,000



Asset Management Software/App.
Development

This covers the development and deployment of the Work
Management environment and basic applications as described in
the System Architecture
report. This cost is sufficient to cover
either Option 2 or Option 3 (commercial software or custom
development). Basic development in 2005 with enhancements in
2006 and 2007.

$90,000

$30,000

$25,000



General Application Development

Design and
development of GIS and asset management
applications as defined in the Needs Assessment report. Assumes
contracted development.

$25,000

$55,000

$50,000

$65,000


Call/Complaint Management
Application Development

Contracted design and development for the AS
/400 Call/Complaint
Management Application. NOTE: No cost estimate is provided.
MIS Department is responsible for the design, development, and
cost estimation. This application has impact beyond the GIS and
asset management applications.

Not
estimated

Not
estimated

Not
estimated

Not
estimated


ROW Permit Application
Development

Migration of existing application from Access to SQL Server.
Recommend using in
-
house staff or intern.

N/A

N/A

N/A

N/A


AS/400 Data Transfer
Development







Software Maintenance

This only includes software support and maintenance fees for
commercial software purchased to support asset management
applications (not fees for other software packages, e.g. GIS,
RDBMS)


$18,000

$18,000

$18,000


Database Design and Development

Consulting Assistance
-
GIS Design
and Data Migration

Contracted support for ArcSDE design and migration of existing
GIS data.

$35,000





Building/Structure GIS Capture







Asset Data Capture







Document Automation







Easement Capture







Sign Inventory







Wetlands Mapping







Implementation Plan

Rochester Hills GIS
-
Asset Management System
-
Draft 1.0


June 10, 2004

1309.4

PlanGraphics, Inc.

5
-
12

Table 5
-
2: Implementation Costs (continued)

Cost Item

Explanation

FY 2005

FY 2006

FY 2007

FY 2008

Total

Database Design and Development (continued)

Water/Sewer Service Line Capture







Staff and Training

New City Technical Staff

New GIS technical support staff person in 2006






Student Interns







GIS and Asset Management
Training

Vendor sponsored training classes for technical staff and users.
Includes participation at conferences and workshops.

$16,000

$12,000

$12,000