How to develop an Enterprise GIS Strategic Plan and move your organization\'s use of GIS technology forward.

1. Enterprise GIS: Strategy –
Developing an Effective
D l i Eff ti
GIS Technology Strategy
Scot McQueen
1

2. Presentation Outline
• Brief Enterprise GIS Overview
• GIS Tech Strategy Purpose
• The Discovery Process
•DDeveloping the Strategy
l i th St t
• Lessons Learned
•Q&A

3. Technology is Changing the Role of
Geographic Information
…has evolved towards infrastructure
consistent with other IT systems

4. What is the “Enterprise”?
Going far beyond mapping and visualization
g y pp g
• Consists of all functional departments, people, and
systems within an organization
• Successful enterprises have a “free flow” of
information between mission critical systems
y
• It is not a proxy for size
• GIS has enormous strategic, tactical and operational
advantages to public and private organizations
• Most benefits occur when GIS is integrated into
organizational business and technology strategies
. . . Ultimately becoming essential infrastructure

5. What is Enterprise GIS?
• Architectural: a workflow-based architecture where
Architectural: workflow-
geographic data and services are integrated and shared across
hi d t d i i t t d d h d
an organization
– Facilities management, land records
• Organizational: the enterprise-wide use of GIS (i.e., GIS for
Organizational: enterprise-
the Enterprise)
• Infrastructural: GIS infrastructure used to enable and extend
Infrastructural:
existing systems with geospatial data and services
– GIS is managed as a platform vs an application
vs.

6. Purpose of Enterprise GIS
• Broad access to geographic data and processing
• Common infrastructure to build and deploy GIS
• Gain economies of scale through organization-wide GIS
organization-
use
• Often the best technology to integrate disparate systems
Objective: address business needs collectively instead of
individually

7. Enterprise Implementation Patterns
Addressing common organizational and business needs and challenges
g g g
Data Planning & Workforce Operational Customer
Management Analysis Optimization Awareness Contact
A Complete Integrated System
Store, manage,
Store manage Support for Disseminate
Transform data Get information
& maintain decision knowledge &
into actionable Into and out of
accurate data makers & gain consensus
intelligence the field
records knowledge
workers
Desktop Server Mobile Online

8. Enterprise GIS Characteristics
• GIS technology regarded by users and IT as mission
critical to business operations
• Mainstream IT – deployed and managed like any other
IT system
• Customer & IT organizations engaged in selection and
system delivery processes
• Requires planning, integration, testing and support
greater than traditional GIS

9. Purpose of
GIS Technology Strategy

10. Gartners’ 2009 Top Ten Strategic Technologies
1. Virtualization
2. Cloud computing
p g
3. Computing fabrics
4. Web-oriented architecture
Web-
5. Enterprise mashups
6. Specialized systems
7. Social f
7 S i l software and social networking
d i l ki
8. Unified communications
9.
9 Business intelligence (dashboards)
10. Green IT

11. 2009 National Assoc. of State CIOs
Priority technologies, applications, and tools
y g , pp ,
1. Virtualization (storage, computing, data center)
2. Document/Content/E-mail management
Document/Content/E-
3. Legacy application upgrades
4.
4 Networking, voice/data communications, etc
Networking communications
5. Web 2.0 (services, collaboration technologies, social
computing)
p g)
6. Green IT technologies/solutions
7. Identity and access management
8. Geospatial analysis and Geographic Information
Systems (GIS)
9.
9 Business Intelligence (Dashboards)
10. Mobile workforce enablement

12. Strategy – A systematic plan of action
• Knowledge
• Tactics
• Creativity
• Planning
“Strategy without tactics is the slowest
route t victory. T ti without strategy is
t to i t Tactics ith t t t i
the noise before defeat.”
- Sun Tzu – The Art of War

13. Enterprise GIS Strategy
First steps
• Understand relevant mission/business strategies
organization-
organization-wide and how they will shape your GIS
and related IT strategies
• Assess how current infrastructure matches up
against mission/business strategies
• E t bli h governance structure and associated
Establish t t d i t d
processes
• Define IT operations application change, and
operations, change
sourcing/people strategies

14. Simply put…
• Understand where you are
y
• Understand where you’re going
• Identify the barriers
• Developing a strategy to get you around them
Quote: “They’re calling this an Enterprise GIS project but in
y g p p j
reality it’s forcing an Enterprise IT Systems approach that our
agency has never done before.”

15. Implementation Lifecycle

16. The Discovery Process

17. The Discovery Phase - Purpose
1.
1 Understand business goals and objectives
• Business Process Models – key business processes and
resources they consume
• Workflow Modeling – the people and work that they must
do
• Schedules Business cycles and events that impact the
S h d l –B i l d t th t i t th
org
• Business Plan – the business objective and strategy for
achieving it

18. Business Workflows
Excel Pipeline and Summary Reports Excel Reports
Evaluate Evaluate Evaluate Land Sales
Identify Negotiate Approve &
Property Asset Disposition Summary
Property Deal Finalize Deal
Estate
Profile Profile Options Reports
eal
on
Manual Collaboratio
Re
GIS Excel
Op Support
Timber NPV?
orestry &
Identify Harvest Schd?
Schd? Update
Property Environment System
Concern?
Manual Collaboration
ps
Map System Forestry
Fo
M
GIS, Excel
ENR & Other
Minerals Val?
Active Lease? Update
Hunt Club?
Leases
System
Manua Collaboration
Minerals
Access Improve
Current Owner? Draft
As Is
Contract Final Contract
oration
Acq’rd From? Transfer Estab. Escrow Update
anual
Encumbered? Earnest System
Ownership Money Record Deal
gal
al
Manage 1031
Manual Collabo
Ma
Leg
Legl desc, Paper Excel Lists Titles
Terms Sheet
Manual Collaboration
Tax Status? Update
BIG Impact? Tax Compliant?
System
Excel Lists Excel Lists
Finance Tax
Excel Lists
T
Ledger Trans. Update
Ledger Transactions
Financial Trans. System
Cost Accounting
??
Excel? Excel Templates

19. Business Workflows
Used to define solutions
On-line Pipeline and Summary Reports On-line Reports
Evaluate Evaluate Evaluate Land Sales
Identify Negotiate Approve &
Property Asset Disposition Summary
Property Deal Finalize Deal
ate
Profile Profile Options
p Reports
p
al
Esta
Rea
tegrated Database
GIS Excel AFD
Op Support
Timber NPV?
restry &
Identify Harvest Schd? Update
Property Environment System
Concern?
ps
For
Int
GIS
On-line Checklists
s
GIS
GIS
ENR & Other
Minerals Val?
Active Lease? Update
es
Hunt Club? System
Lease
Minerals?
Minerals, Access
Improve
On-line Notification
Draft
As Is
Acq’rd From? Contract Final Contract
Estab. Escrow Update
anual
Encumbered? Transfer Earnest
base
Ownership Record Deal System
Money
al
Lega
Ma
Manage 1031
Integrated Datab
e
??, Paper On-line Lists Terms Sheet
Integrat Database
Tax Status? Update
BIG Impact? Tax Compliant?
System
On-line Lists
On-line Lists
Finance Tax
On-line Lists
ted
T
Ledger Transactions Ledger Trans. Update
Cost Accounting Financial Trans. System
Lawson Financials On-line Templates

20. The Discovery Phase - Purpose
2.
2 Understand technology goals challenges and
goals, challenges,
constraints
• Technology Architecture – hardware, software, agency
gy , , g y
standards
• Distributed Systems Architecture – key business systems
and linkages
• Logical Data Model – key data entities and how they relate
(agency Entity Relationship Diagram)
• Funding and Resources – understand constraints and
opportunities

21. Operational Technology
Devices Networks Storage Support Recovery
Security
Architecture
A hit t
Performance Measurement
Good architecture design and informed infrastructure decisions are
critical to enterprise success

22. Strategic Technology
Require-
Require-
Applications Analytics Processes Customers
ments
Innovation
Architecture
Return on I
R t Investment
t t
How technology is leveraged determines
competitive advantage and overall success
of the organization

23. Data Architecture
Organizing & managing data
g g g g
Comprehensive Information Model
(Any Type of Data)
The information that supports
the organization
ArcGIS
Networks
• Any DBMS 3D Objects
j Attributes
• Files
Geodatabase Topology
Vectors
Cartography
Terrain
Schematics
Surveys
Annotation
Cadastral Dimensions
Scalable Storage Environments
g
Addresses
Images
…requires greatest design attention and often source of problems in large implementations

24. The Discovery Phase
Approach
pp
1.
1 The Stakeholder Workshop
– Key business and technology leads come together with an
impartial interviewer leading
– Synergy in “connecting” for the sole purpose of discussing
GIS/IT needs
– Can be structured as brainstorming or defined roles but
must be collaborative in nature
– Develop a common understanding of project
goals/requirements

25. The Discovery Phase
Approach
pp
The Stakeholder Workshop Goals
– Define the nature of the problem(s) to be solved
– Define the needs of those who’ll be using the IT products
– D fi the needs of the existing environment (hardware,
Define h d f h i i i (h d
organizational, business)
– Define the project timeline
p j
– Define and agree upon project end objectives
“Co-
“Co-Education - The project’s stakeholders understand
that each has much to learn from the others
others”
– Tom Demarco

26. ~Example~
Discovery Workshop
Meeting Agenda
9:30am Introductions
•Roles and Responsibilities of your GIS/IT key staff
9:45am Your GIS/IT Vision
10:15am Discussion of your Business Needs -- (Group)
• Interagency Relationships
• Mandated Responsibilities
• Largest challenges
11:15am Discussion of Current Environment -- (Group)
• System
• Infrastructure
• Applications
12:30pm Lunch
1:30pm Discussion of Data Models -- (Group)
2:15pm Potential Architecture Configurations -- (Group)
3:00pm Implementation Planning in Phases -- (Group)
4:15
4 15 pm P th F
Path Forwardd
4:45 pm Adjourn
Typically 1-3 Days in duration

27. The Discovery Phase - Approach
2. Individual Interviews
– Management, G S and IT staff, subject matter experts (SMEs)
GIS ff (S )
– Private interviews can really get to the “need behind the
need”
– Ideas and approaches are often uncovered
3. Online Surveys
y
– Great for gathering preliminary information before workshop
or interviews
– Lots of 3rd party websites – www.surveymonkey.com etc.
(Google “online surveys”)

28. The Discovery Phase - Approach
Data Matrix
– Explore data dependencies across the organization
– Can be compiled as a group or through individual interviews
– Graphic representation of key/crucial datasets and how they
are used
– Many in organization get to see the importance of their data
for the first time

29. Exploring Information Commonalities and Needs

30. Workshop Outcome – Example Action Items
Number Task Description Assigned Staff Deadline
1 Develop Timeline Group end of workshop
2 Staffing Plan refer outline refer outline
3 Stakeholder Stratification SM, MH, EC refer outline
4 Communication Plan SM, MH, EC End of workshop
5 Data Node Tech Specs by Tier KW, TK, JW First cut with Plan
6 Project Glossary SM, TK, DC First cut with Plan
7 Hardware Specs Finalized KW, TK By end of workshop
8 Training Plan JS First cut with Plan
9 Data Node Tech Support Plan SM, Jan First cut with Plan
10 Data Node MOU DC EC 30-Jun
11 Draft of Exec Deliverables DC First cut with Plan
14 Roles/Responsibilities Finalized SM, SF, JS,DC First cut with Plan
16 QA/QC Workflow Recommendations DC, JS First cut with Plan
17 Plan Outline SMc end of workshop

31. Developing the Strategy
p g gy

32. Considerations and Recommendations
• Risk analysis and mitigation
y g
– Business
– Design
– Technology
– Markets
– Organization
• Change management
– Staffing
– Skills/training
– Business processes
– Clients and partners (including other agencies)

33. Considerations and Recommendations
• Monitoring
g
– Schedules
– Deliverables
– Budget
– Reports
• Technology program plan
gy g
– Business alignment
– New technology (partner with key software vendors)
(partner
– Technology timeline
– Project reviews
– Integration

34. Considerations and Recommendations
• Leverage upcoming IT/GIS/Agency initiatives and
g p g g y
funding
– Applications or systems that may need a geographic
component t
– Help build Enterprise GIS infrastructure (ArcSDE, ArcGIS
(ArcSDE,
Server, Portals, etc.)
– Utilize the momentum of an already approved project
– Build synergy across departments and business areas

35. Stratify GIS Consumption
GIS Analysts vs GIS/IT “Technologists”
GIS Professionals
Desktop GIS ArcInfo
ArcEditor
.Net ArcReader
Java ArcView
GIS Web Clients Network ArcGIS
GIS TCP/IP, HTTP, XML
Engine
GIS Developers
Consumers Embedded GIS
ArcGIS
ArcIMS
Server
Mobile ArcSDE
Wireless GIS
LBS Servers
IT Professionals

36. Understand System/Data Needs

37. Deployment Options

38. Project Timeline vs Technology Timeline

39. Technology Timeline

40. Example Strategy Outline:
Basic
1.0 Introduction
2.0 Current Assessment
2.1 Existing Infrastructure
2.2 Software and Li
2 2 S ft d Licensing
i
2.3 Staff
2.4 Data and Custom Applications
30
3.0 Findings a d Recommendations
d gs and eco e dat o s
3.1 General Recommendations
3.2 Infrastructure Recommendations
3.3 Software and Licensing Recommendations
3.4
3 4 Staff and Training Recommendations
3.5 Data and Applications Recommendations
4.0 Suggested Approach
4.1 Phase I: Data Conversion and Data Access
4.2 Phase II: GIS Functionality Access
4.3 Phase III: Custom Application
Redesign/Development
5.0
5 0 Summary
Appendix I: Resources
Appendix II: Technology Timeline

41. Example Strategy Outline
Customized

42. Example Recommendations
Organizational
• Combine or co-locate IT and GIS staff
co-
– Separate GIS End-users, GIS Analysts and “GIS
End-
Technologists”
–C
Cross pollination of ideas and skillsets
lli ti f id d kill t
• GIS/IT staff should analyze internal workflows
• Train IT staff in enterprise GIS technologies
• Train GIS staff in IT methodologies (project
management, etc.)
g , )
• Require GIS representation on IT Steering Committee
• Consider creation of a separate combined IT/GIS
p
department

43. Example Recommendations
Funding
• Consider IT/GIS as an Enterprise resource
p
• Fund activities through a “general fund” mindset
• Heavy GIS users (Public Works, Planning, etc.) should
provide appropriate share of funding
• IT/GIS should work together to gather funding for GIS
infrastructure components (centralized databases, web
databases
applications, etc.) through proposal process for capital
funding

44. Example Recommendations
GIS Software Licensing
• Survey existing software users for general/common
GIS needs
• Undertake Gap Analysis of custom GIS applications
• Utilize ArcGIS Server web-mapping software to meet
SS web- pp g
the common GIS needs of the City
• “Partner” with ESRI Account manager to leverage new
software
ft
• Utilize Regional Agency relationships to share similar
web-
web-mapping requirements

45. Example Recommendations
Data
• Identify core enterprise datasets and house them
y p
centrally
• Create a simple web based data browsing tool for easy
access t all datasets (Geoportal extension, etc.)
to ll d t t (G t l t i t )
• Formalize data sharing Memorandums of
Understandings (MOU) between departments and
partnering agencies
– MOUs contain update schedules, feedback loops, etc.

46. Approach: Strategic Joint GIS/IT Projects
• Parcel database design
– Establish departmental data design needs
– Incorporate spatial and tabular aspects
– Create an automated approach for refreshing the county
dataset to the City Parcel database design
y g
• Legacy GIS application common functionality
analysis
–E t
Extract common f
t functionality and serve through central web-
ti lit d th h t l web-
b
based application
– Jointly develop web based mapping application
Focus on smaller projects with tangible results…

47. Understand Needed Skills
Job Titles
Spatial Data administration:
administration: Database administration:
Department: client / GIS SQL Server (Windows)
Managers implementations: client / GIS
Manager
Central IT: Infrastructure Group Oracle Standard Edition One
Web server administration: (Linix) implementations
Department: client / GIS Manager Operating System administration:
Windows (SQL Server)
Central IT: Infrastructure Group implementations: client / GIS
ArcGIS Server: Manager
Department: client / GIS Manager Linux (Oracle) implementations:
implementations:
Central IT
Central IT: Infrastructure Group System Backups:
ArcGIS data file server: Departments
Department: client / GIS Manager Central IT
C l
Central IT: Infrastructure Group
Citrix Server/Terminal services
Central IT: Infrastructure Group

48. Understand Needed Skills
Training Plan
UC 2008 Tech Strategy Session 48

49. The Executive Presentation
Critical communication
• GIS technology strategies are driven by business strategies
• Interpret the strategy with reference to value to the organization
• Value is defined directly as “saving,” “making” or “obtaining”
money
• Technology (and GIS) is a partner to business areas not an
areas,
adversary or servant
• Identify steps in strategy to boost productivity through GIS
technology investments
• Be ready with “the ask”
• No less than 15 and no more than 30 minutes for top level
leadership
l d hi
• Choose the presenter carefully – it may not be you…

50. Conceptual Architectures

51. 51

52. Enterprise System(s) Starting Point
Real Estate Enter Long Property
Accounting Acquisitions Harvest Act Inventory REIT Tax
Activities Term Lease Taxes
Sell Property Mineral, Oil,
As Is Divestitures Silviculture
NG Leases
Develop Biology
Encumbrances
E b Other L
Oth Leases
Property Assessment
Sarbanes-Oxley
Land Minerals Property
Transaction
T ti Lawson Database IFMS Tax
T
System
Title Timber Excel
System

53. Forest and Land Management System
Holdings
Users
Dashboard
REIT AHA Hunting Timber Tax Records
Minerals Log Marketing
Compliance Leases Management Management
Land Land Conservation Endangered Other Business
EDMS Divestiture Easements Species Processes
Acquisition
Land Sales Land Mapp
and Forest Harvest
Real Estate Log Marketing Dissemination
Development Management Scheduling
Records Services
Services Oriented Architecture
Data
Warehouse
W h
Regional
Aerial Imagery
Databases
Documents

54. Four Basic GIS Business Functions
Vortex Diagram Business Model
g

55. Business Solutions

56. Technology Approach

57. Where are the Business Opportunities?

58. Lessons Learned

59. Enterprise GIS
Challenges
• Tearing down silos – must be willingness to share information
and services within organization
• Balance need for design and sustainable system with need to
show results quickly – utilize prototypes/proof-of-concepts
prototypes/proof-of-
• Foster effective communication among project team,
stakeholders and impacted groups
• Don’t lose sight of business strategies that are basis for project
• Avoid technology “religious wars”
• Create a visible “face” for your project

60. Put a face on the Project
Common Operating Picture
Common needs:
– Significant time spent gathering data for reporting up the chain
– Decision makers need access to timely information
– Lots of data but no information – ability to data mine extremely
limited and takes weeks/months
Recommendations:
– Implement key performance indicators (KPI) dashboard
framework
– U d hb
Use dashboard as project rallying point – why we’re doing the
d j t ll i i t h ’ d i th
work…

61. Enterprise Success Factors
Across many disciplines & organizations
y p g
• Solid workflow, architecture and application designs
, pp g
• Well defined infrastructure requirements
• Knowledgeable, highly-skilled team
Knowledgeable highly-
• Enterprise-wide standards and governance processes
Enterprise-
• Good tuning tools and methods
• Robust support environment
• …and the best GIS technology available
d th b t t h l il bl
Don’t forget – Enterprise GIS means Enterprise IT
Keep it in context!

62. Enterprise GIS – Understand Where You Are
Enterprise
Advantage Enterprise $5M
Program Level
Professional Department
p
Services Level $500K
Premium Project
Support Level $50K
Services
Standard Single
use software $5K
Tech
Support

63. Enterprise
SUPPORT http://support.esri.com
Technical Education Professional Business
Support
S t Services Partner Program
Helping Users Be More Productive
• Telephone • Instructor • Planning • Services
• Web • Web • Design
D i • Solutions
S l ti
• Resource • Podcasts • Development • Technology
Center • ESRI Press • Implementation • Data
Resource Center
Training & Education
Professional Services
http://resources.esri.com/enterprisegis

64. Questions?

65. ESRI Custom Icons

66. Mashups
p
ArcGIS Servers GIS Users Geodatabase Web Users Web GIS
ArcGIS S
A GIS Server ArcGIS O li
A GIS Online Open Standards
O St d d ArcGIS Desktop Web Bl
W b Blog Web Bl
W b Blog Mashups
M h Mashups
M h
Authors
Browser Browser Browser Browser Web Map Map Web Map Map
Web Map Map Raster Files Raster Files Web Map Map Web Map Map
Web Map Map Web Map Map Web Map Map Explorer Web Map

67. Globes Layers
Database Files
Files
Files CD/DVD Internet
Models Models

68. Data Server Mobile
Data Appliance Desktop
Designing & Planning Situational Awareness Professional Services Tech Support Satellite Satellite Windmill
Professional Services Education Business Partner
Mobile GIS User GIS User

69. ArcGIS ArcGIS ArcGIS ArcGIS ArcGIS ArcGIS ArcGIS
ArcGIS ArcGIS ArcGIS ArcGIS ArcGIS ArcGIS ArcGIS