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ILGISA REGIONAL MEETING
MAY 28, 2014
AGENDA
GIS: THE BENEFITS, THE SAVINGS, AND HOW TO GET IT DONE
9:30 – 10:00 AM
Registration/Check-in and Networking
10:00 – 10:30 AM
What is ILGISA?
Mike Rudibaugh, Ph.D. (Economic Geography), Co-PI Geospatial Technology Advantage (National
Science Foundation), Lake Land College
10:30 – 10:45 AM
Break
10:45 AM – 12:15 PM
How to Build a GIS Platform in Your Organization
Kelly Lockhart, Executive Director, Coles County Regional Planning Commission
Bill Teichmiller, CEO, EJ Water Cooperative, Inc.
Mark Toalson, IT Director, City of Champaign
Thomas Tym, Principal/Senior Project Manager, Ruekert-Mielke
12:15 – 1:15 PM
Networking Lunch
1:15 – 2:15 PM
Q & A Session
Kelly Lockhart, Executive Director, Coles County Regional Planning Commission
Bill Teichmiller, CEO, EJ Water Cooperative, Inc.
Mark Toalson, IT Director, City of Champaign
Thomas Tym, Principal/Senior Project Manager, Ruekert-Mielke
2:15 – 2:30 PM
Break
2:30 – 3:00 PM
GIS and What Datasets are Publicly Available
Mike Rudibaugh, Ph.D. (Economic Geography), Co-PI Geospatial Technology Advantage (National
Science Foundation), Lake Land College
ilgisa.org
g
g
has 625 members
Working at:
• Colleges & Universities
• City & County Governments
• Geospatial companies &
consultants
• Illinois State Government
• Companies and
organizations
i i
using
i GIS
• Federal Government
ILGISA Annual Conference
October 27–
27–29, 2014 in Lisle, IL
Why join the
?
• Access our Network of 625 GIS professionals
working in Illinois
• Opportunities to learn & present your work
• Discount on Annual conference registration
– Training workshops and technical sessions
– Webinars and regional workshops
• Apply for Student/Service Awards
• Search our Job & Internship postings
•
group
gro
p
What are Geospatial Technologies:
GIS, GPS, Remote Sensing
• Geomatics (also known as geospatial technology
or geomatics engineering, or geomatic
engineering, géomatique in French) is the
discipline of gathering, storing, processing, and
delivering geographic information, or spatially
referenced information.
information
–
–
–
–
GPS
Remote Sensing
GIS
Source: http://en.wikipedia.org/wiki/Geomatics
Agents of Change
Agents of Change
National and Regional Perspectives
Geospatial Technology
Penn State Geospatial Revolution
Vid Series
Video
S i
Regional Video Series
LLC GIS Intern SitesSites
What is GPS?
•
The Global
Positioning System
(GPS) is a U.S.owned utility that
provides users with
p
positioning,
g,
navigation, and
timing (PNT)
services.
•
•
Data collectors
Coordinates and
spatial accuracy
–
–
–
•
Latitude and
Longitude
State Plane
UTM
Source:
http://www.gps.gov
What is Remote Sensing
•
Remote sensing is the science of
obtaining information
f
about
objects or areas from a distance,
typically from aircraft or
satellites.
– Two Types
– Active (LIDAR, Radar)
– Passive (Using the sun’s
natural interactions with the
earth’s surface and how
surfaces absorb or reflect light).
– Source:
h
http://oceanservice.noaa.gov/fa
//
i
/f
cts/remotesensing.html
Passive Remote Sensing
True Color
False Color
Resolution
Source: http://www.aerialarchives.com/hiressamples.htm
• http://www
http://www.aerialarchives.com/hiressamples.ht
aerialarchives com/hiressamples ht
m
What is GIS
•
•
A geographic
information
system (GIS)
integrates
hardware,
software and
software,
data for
capturing,
managing,
analyzing and
analyzing,
displaying all
forms of
geographically
referenced
information.
Source:
esri.com
Types of Data: Raster and Vector
• Mike parcel map
Vector
Raster
Top Five Benefits of GIS
• GIS benefits organizations
g
of all sizes and in almost
every industry. There is a growing awareness of the
economic and strategic value of GIS. The benefits of
GIS generally fall into five basic categories:
• Cost Savings and Increased Efficiency
• Better Decision Making
• Improved Communication
• Better Recordkeeping
p g
• Managing Geographically
Source: Esri.com
How do you get it done?
• Challenges
• 1. How do you build and budget for the GIS?
• 2.
2 How will the technology impact services to
customers or citizens?
• 3. How do we p
prepare
p
the current staff for
the new technology and do I potentially need
new staff to support the technology?
• 4. How do I budget and quantify the potential
benefits to the organization?
COLES COUNTY GIS
ILGISA REGIONAL MEETING
5/28/2014
Coles County Regional
g & Development
p
Planning
Commission
Coles County GIS History/Timeline
•
•
•
•
•
1967 – Coles County Regional Planning (CCRPDC)
was formed.
1967 – 1995 – CCRPDC used Mylar to create
maps. Maps such as the Ashmore,
Ashmore, Oakland, and
Mattoon zoning maps were created and updated.
updated
1996 – Regional Planning began using InfoCAD to
develop maps for grants and municipalities.
1999 – Coles County approves a $3.00 Recorders
Fee for the development and maintenance of a
GIS
GIS.
2000 – Coles County approves a $991,000
contract with Sidwell to develop a county
county--wide
GIS.
Coles County GIS History/Timeline
•
•
•
•
•
2001 – The aerial photography and mapping was
completed by the end of 2001 and CCRPDC took
over maintenance of the GIS.
August 12, 2003 – The Coles County Board voted
to raise the Recorders Fee to $10.00
$10 00 based upon
a study completed by CCRPDC.
February 8, 2005 – The Coles County Board voted
to raise the Recorders Fee to $15.00 based upon
a study completed by CCRPDC.
March 2005 – The Coles County GIS hired a full
time person to handle splits, discrepancies, and
the increasing number of walk in clients.
2005 – 2006 – Bulletin 810
Coles County GIS History/Timeline
•
•
•
•
•
•
January 5, 2006 – The Coles County GIS hired a
replacement GIS person.
January 2007 – The Assessment Office began
using GIS to complete splits within the office.
2007 – Begin using Pictometry aerial
photography.
2009 – Census LUCA
2012 – CCRPDC started using ESRI’s Server
software to host the Coles County GIS website as
well
ll as other
th community
it websites.
b it
2014 – CCRPDC completes a cost study to once
again raise the Recorders Fee to $20.00.
Coles County GIS Staffing
•
•
•
•
CCRPDC manages and houses the GIS and IT for
Coles County.
CCRPDC currently has three full time GIS/IT staff
members and one “part time” GIS staff member.
CCRPDC has a total of six staff members with GIS
backgrounds.
Since CCRPDC manages
g the GIS and IT for the
County, approximately 30% of staff time is spent
on IT related calls and duties.
Coles County GIS Challenges
•
•
•
One of the largest challenges for our GIS/IT staff
is time management. It is hard to anticipate
issues that may arise on the IT front, so getting
the GIS work done in a timely manner is
important.
Budgeting is always a challenge. One of the
largest issues in our environment is trying to
d t
determine
i
if we can pay ESRI maintenance
i t
in
i any
given year, especially with downdown-turns in the
economy.
y
Another issue, although not as big, is ESRI
licensing and software crashes.
Coles County GIS Cost Benefit
•
•
•
•
•
•
From the beginning, the Coles County GIS has
paid for itself time and time again.
The Assessment Office has been able to reduce
it’s staff levels by two employees since 2005.
CCRPDC has been able to maintain it’s GIS staff
through contracts in Coles County and Regionally.
One GIS employee is paid directly out of the
Recorders Fee.
Since 2001, the Coles County General Fund has
not spent money on the GIS.
GIS
Staff of Coles County has saved time on
numerous occasions with a GIS at their fingertips.
CCRPDC has been saving municipalities money
since it’s inception in 1967.
CCRPDC Current Projects
•
•
•
We are completing a large project for Shelby
County.
This project consisted of a conversion from
RR/Box numbers to a 911 addressing system.
Project Highlights Include:
•
•
•
•
•
Conversion of nearly 5400 addresses.
Working directly with the Post Office Address
Management Office and local branches to ensure
correctness.
Continuous correspondence with Shelby County’s EMA
Coordinator.
Work with Assessor and Clerk to ensure correct
address conversions in their systems.
Web mapping used by EMA Coordinator, dispatch,
fire, ambulance, and police.
CCRPDC Current Projects
•
•
We are completing Comprehensive plans for
Cumberland County, Arcola, Oakland, and
Martinsville.
Project Highlights Include:
•
•
Development of narrative,
narrative graphs,
graphs and maps to tell a
story about each community, as well as help tell the
future of the community.
The maps are very detailed and include current and
future land use, housing, transportation, and many
others.
CCRPDC Current Projects
•
•
•
•
City of Mattoon and Village of Arthur Utilities
Mapping.
CCRPDC is in the process of mapping all utilities
including manholes, storm sewer inlets, water
valves hydrants,
valves,
hydrants meters,
meters and lines.
lines
We are mapping the features with our Leica GS
14 survey grade GPS unit.
We have completed mapping of the sewer system
and approximately ½ of the water system in
Mattoon We are approximately ½ done with the
Mattoon.
entire system in Arthur.
Conclusion
Contact
Kelly Lockhart
651 Jackson, Room 309
Charleston, IL 61920
217217-348
348--0521
kl kh t@
klockhart@co.coles.il.us
l il
On the web at www
www.co.coles.il.us
co coles il us
How GIS has impacted our business
EJ WATER COOPERATIVE, INC
BACKGROUND
EJ Water is a non
for profit Regional Rural Water
non-for-profit
Cooperative, formed in 1989
 We provide service to 10,200 meter connections
having a service area over 3,000 square miles.
 Full/Part
Full/Part-time
time staff – 30
 Utility Plant/Distribution Assets (Gross) – $98M
 2013 – 2,005
2 005 Service Orders
 2013 – 6,000 JULIE requests

Blue – EJ Water
Other Colors –
Contracted Rural
Water Companies
Total service area is
over 3,000 square
miles!
This is the size of
Rhode Island and
Delaware combined!
SERVICE AREA
OUR FIRST GIS MAP - 2000
Our first maps distributed to
Billing/Customer Service, ROW
Agents, and Field Service Staff
were scanned plat pages using
PaperPort software to Draw
lines.
•
•
•
•
•
Line colors – different sized
mains
i
Red squares – fire hydrants
Lightly shaded red parcels –
refused easements
M allowed
Map
ll
d for
f quick
i k
reference for easements,
directions to service
addresses, and general
y
overview
system
Downside: Very time
consuming to maintain
2ND MAPPING GENERATION 2000
2000-2013
2013
/
p
Looked at Esri – couldn’t afford server/desktop
edition.
 Looked for low cost solution.
 AutoCad – static map - no database and not
g
geo-referenced.
 GPS – meter locations.
 Microsoft Streets – imported meter locations
from billing software and used for finding
service locations

2013 – LOOKING AHEAD







During a review process within our staff, it became clear we
needed
d d to
t upgrade
g d to
t an enterprise
t
i level,
l l fully
f ll integrated
i t g t d
geo-referenced mapping software system.
Over 3-years, we looked at numerous options:
Contractors: We looked at several firms to help us migrate to
a GIS package.
GIS Department:
p
We also looked at outsourcingg versus doingg
in-house.
Several firms wanted big-dollars to help us migrate to an Esri
level GIS package.
p
g
Scared about up-front price and on-going maintenance fees.
Never spoke to anyone that knew how to integrate to billing
and Laserfiche (electronic imaging software) system.
system
2013 – THE DECISION
Summer Interns - Gather GPS locations and
develop map.
 Summer of 2013 - we interned 2 Lakeland College
students The first was like most students but the
students.
other intern wanted to work more, was pro-active,
and had ideas.
 Last fall we participated with Lakeland College in
an independent study program and found a
diamond in the ruff.
ruff We hired our intern full-time.
full-time
 Oct 2013 – Purchased Esri’s Small Utility
Enterprise License (ELA) and never looked back.

2014 - UPSIDE
We now know what we have! With GIS, we have
2,006 miles of watermain, 1,519 hydrants, and
2,804 valves.
 Integrated by Sql Server to communicate to our
billing software.
 We are not using
g ArcGIS online due to p
poor
performance in the trucks. Internally developed
Java-script API to establish a html viewer directly to
our server.
server
 Upgrading DSL internet to Ethernet directly to
phone companies switch.

2014 – UPSIDE (CONT.)
(CONT )
More efficient meetings - Board of Director
Committee Meetings:
 Unserved members found.
 Eliminating
Eli i ti service
i calls
ll tto verify
if water
t service.
i
 Eliminating field measurements for extensions.
 Resolve many customer related quested regarding
water service during initial phone call.
 Syste
System iss used ac
across
oss our
ou enterprise,
e te p se, billing,
b g,
customer service, ROW, engineering, field service,
and management.

OUR NEXT STEPS
Develop service order system/maintenance
records, based upon all assets, that pushes
and pulls info to billing system software.
 Attach all easements to GIS which pulls link
from Laserfiche software.
software
 Attach relevant field pictures to critical
i t
intersections.
ti

Presented by: Mark Toalson
GIS Manager of Sorts – since 1991
•
•
•
•
•
•
1987-1991 CAD Drafter / CAD Manager –
CADD Service Bureau
1991-1996 Computer Graphics Manager / GIS
Manager – JE & Associates
1996 2003 President
1996-2003
P id
– Map
M Research
R
h
Technologies, Inc.
2003 2007 GIS Manager
2003-2007
M
– Champaign
Ch
i County
C
t
Regional Planning Commission
2007 2012 Assistant IT Director for GIS – City
2007-2012
of Champaign
2012 ? IT Director – City of Champaign
2012-?
GIS Management from an IT Perspective - ILGISA Fall Conference 2012
•
Maps
Municipal GIS: Benefits, Challenges, etc. - ILGISA Regional conference Spring 2014
Maps
• Inventory
•
Municipal GIS: Benefits, Challenges, etc. - ILGISA Regional conference Spring 2014
Maps
• Inventory
• Info sharing
g
•
Municipal GIS: Benefits, Challenges, etc. - ILGISA Regional conference Spring 2014
•
•
•
What’s out there
https://data.illinois.gov/
p //
g /
http://www.census.gov/2010census/
data/
Municipal GIS: Benefits, Challenges, etc. - ILGISA Regional conference Spring 2014
•
If it’s not out there, and you
need it…… ?
Municipal GIS: Benefits, Challenges, etc. - ILGISA Regional conference Spring 2014
•
If it’s not out there, and you
need it…… ?
•
•
How much money
y do y
you
have…… ?
How much time do you
have
have……
?
Municipal GIS: Benefits, Challenges, etc. - ILGISA Regional conference Spring 2014
•
•
•
If it’s not out there, and you
need it…… ?
Is there a source?
• Is it digital (is it accurate,
accurate is it current)
• Is it paper (how much time do you have)
• Who owns it (will they share, will they sell)
• Who verifies it (Who determines if it correct)
No source? How much money do you have
have…. ? How
much time do you have?
• Staff collection (GPS, accuracy, imagery)
• Contracted collection
Municipal GIS: Benefits, Challenges, etc. - ILGISA Regional conference Spring 2014
•
How much does it cost…… ?
•
As much as y
you want it to.
Municipal GIS: Benefits, Challenges, etc. - ILGISA Regional conference Spring 2014
•
Staffing…… ?
•
•
•
Centralized –vs- deCentralized
Interns (local source)
outsource
Municipal GIS: Benefits, Challenges, etc. - ILGISA Regional conference Spring 2014
•
Challenges…… ?
•
•
•
•
•
•
Creating data sets
Educating users
Complex software environment(s)
Getting info out there
Verifying
y g the data
Maintaining the data!
Municipal GIS: Benefits, Challenges, etc. - ILGISA Regional conference Spring 2014
•
•
•
ROI…… ?
Very
y difficult to q
quantify
y
When there’s a demand, you know there is a value
• Public (#6 / hundreds)
• Firemen – preplanning
• NSD – active nuisance (open cases)
• NSD – interactive
i
i neighborhood
i hb h d maps
• Police – crime analysis
• Fire/Police – emergency response
• Legal – land ownership verification
• Planning – (all kinds of stuff)
• Finance – business tax mapping ($50,000+)
Municipal GIS: Benefits, Challenges, etc. - ILGISA Regional conference Spring 2014
•
What did I miss…… ?
Municipal GIS: Benefits, Challenges, etc. - ILGISA Regional conference Spring 2014
GIS
BENEFITS, SAVINGS,
BENEFITS
SAVINGS AND
HOW
O TO
O GET
G
IT DONE
O
C
Consultant
lt t P
Perspective
ti
Presented by: Thomas J. Tym
May 28,
28 2014
ILGISA Regional Meeting
Benefits







Broad Experience
Highly Skilled
Proven Approach
Task Oriented
Expanded Staff Resources
Dedicated Staff
Flexible
ILGISA Regional Meeting
Challenges
g
Staff Availability
 Cultural Change to
Doing Business
 Old vs. New
 Staff Buy-In
Buy In
 Understanding
Needs





Defining
Expectations
Access to Data &
Applications
Overcoming
Obstacles &
Unknowns
Integration
ILGISA Regional Meeting
A New Paradigm…
g
A regional approach to…
Date Distribution
Joint Resources
Application Development
Shared Services
Data Integration
ILGISA Regional Meeting
Collaboration

Can everyone:
y
Develop and Utilize a Single Application
Minimize
Total
Expenses
Agree on a Common Platform
Share Information
& Staff Resources
ILGISA Regional Meeting
Gain Political Support…

M ti
Meetings/Presentations
/P
t ti







Technology Committee
County Supervisors
Municipal Committees
Village Board
City Council
GIS Day
M di C
Media
Coverage



County website
Newsletter
Conference presentations
Provisions for the Journey
y

Obtain available datasets:








Countywide Parcel Mapping
O
Ownership
hi R
Records
d
Property Tax Assessment Information
Aerial Photography
Public Land Survey System
Land Use
FEMA Flood Plain
Wetlands
Time for a Closer Look
Return on Investment

Focused Approach
 Measurable Benefits
 Increased Efficiency &
 Fixed Project Cost vs.
Productivity
Ongoing Staff Expenses
 Faster Response Time
 Expanded
Opportunities
 Lower Cost/Level of
Service
 Larger Pool of Trained
Staff
 Positive Feedback
 Higher
g
Morale
ILGISA Regional Meeting
Thank You !
Questions?
Contact:
Thomas Tym
Th
T
Principal/Senior Project Manager
262 542 5733
262-542-5733
ILGISA Regional Meeting