GIS Development: General Issues Step1 Needs Assessment Step2 Conceptual Design of GIS Step3 Survey o

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GIS Development General Issues Step1 -
Needs Assessment Step2 - Conceptual Design
of GIS Step3 - Survey of Available Data
Step4 - Evaluation of HW and SW (Source GIS
AsiaPacific, June/July August/September 1998
and New York State Archives GIS Development
Guides)

• Faculty of Computer Science
• University of Indonesia
• Dr. Aniati Murni

2
Managers Overview

• GIS development is a process of technological
  innovation and requires management attention
  appropriate to this type of activity.
• It is critically important for all expected
  participants in a cooperative GIS venture to
  fully understand the development process.
• If a smaller unit of government is to reap the
  benefits of a county-level GIS, they must
  actively participate in the planning and
  development effort.

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Why Planning Process Is Needed

• The use of a GIS requires that large spatial
  databases be created, appropriate hardware and
  software be purchased, applications be developed,
  and all components be installed, integrated and
  tested before users can begin to use the GIS.
• Several problems of a technology innovation
  requires training for staff, inaccurate
  development time estimates, greater uncertainty
  about costs.
• A local government should view the GIS projects
  an opportunity to introduce fundamental change
  into the way its business is conducted.

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Policy on GIS Project Management

• Emphasize advantages of GIS to individual users
  and entire organization.
• Require high level of competency by all
  participants.
• Ensure high level of management commitment from
  all management levels in the organization.
• Require participation in team building and team
  participation within and between departments.
• Minimize time between user needs assessment and
  availability of useful products.
• Develop positive attitude toward change within
  organization.
• Ensure level of technology is appropriate for
  intended uses.

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Policy on Data Sharing

• The corporate database is a single
  organization-wide data resource.
• Establishing the corporate database is much more
  a question of policy, management cooperation and
  coordination.
• Sharing of data among government agencies is a
  virtual necessity.
• The set of state laws and regulations applicable
  to GIS data are not adequate to resolve cost
  issues and to facilitate regional data sharing
  cooperatives.

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Several Issues on Data Sharing

• Who and how will the data be collected?
• How will the data sharing be arranged?
  purchased? licensed? other agreement?
• Who will own the data?
• How will the new GIS data be integrated to the
  existing data files?
• Who will be responsible in updating the data?
• Who will provide the budget for data creation and
  maintenance?
• Who will provide public access to the data?
• Who will be responsible for data archiving and
  retention? of the original? the copies?

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Benefits from the GIS(Efficiency versus
Effectiveness)

• The local government needs the GIS for
  maintaining public records, responding to public
  inquiries for information, conducting studies and
  making recommendations to elected officials
  (decision makers), and managing public facilities
  and services (utilities, garbage removal,
  transportation, etc.).
• Efficiency (savings) using the query function of
  a GIS can range from 2 person-years for a smaller
  town, to 5-8 person years for a large town, to 10
  or more person-years for a large county.
• Effectiveness is obtained by better planning and
  better or more effective decision-making.

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Resources for Developing a GIS

• Developing a GIS involves investment in five
  areas computer hardware, computer software,
  geographic data, procedures and trained staff.
• Developing the geographic database (which
  includes some of the procedure and staff costs)
  can account for 60 to 80 of the GIS development
  cost.

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Staffing Requirements for a GIS

• 3 areas where expertise is needed includes
  management of the GIS project (GIS project
  manager), GIS database skill (database
  administrator), and application development for
  database and users (GIS software analyst).
• In the case that the three experts are hired, a
  full-time GIS manager is available on staff.
• Alternatives to staff expansion are consultants
  and data conversion firms.

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Key points of managing GIS development

• Decision to investigate GIS for the organization
  identification of participants (departments
  within agencies and group agencies, most
  potential agency as a user or as a contributor
  most data).
• Decision to proceed with detailed planning and
  design of the database - applications, data
  required, and source of data.
• Decision to acquire the GIS hardware and software
  preparation of the detailed database plan, plan
  of benchmark test, schedule for data conversion.

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GIS Development Cycle
The GIS development cycle is based on the
philosophy that one first decides what the GIS
should do and then as a second activity decides
on how the GIS will accomplish each task.
Needs Assessment
Conceptual Design
Database Planning and Design
Database Construction
Available Data Survey
GIS Use and Database Maintenance
GIS System Integration
Application Development
Pilot / Benchmark
Acquisition of GIS HW and SW
HW and SW Survey
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GIS Development Step1 - Needs Assessment
(Source GIS AsiaPacific, June/July
August/September 1998 and New York State
Archives GIS Development Guides)

• Faculty of Computer Science
• University of Indonesia
• Dr. Aniati Murni

13
GIS Development Cycle
The GIS development cycle is based on the
philosophy that one first decides what the GIS
should do and then as a second activity decides
on how the GIS will accomplish each task.
Needs Assessment
Conceptual Design
Database Planning and Design
Database Construction
Available Data Survey
GIS Use and Database Maintenance
GIS System Integration
Application Development
Pilot / Benchmark
Acquisition of GIS HW and SW
HW and SW Survey
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Step 1 Needs Assessment (2)
General Objectives

• The need to understand the project / business.
• Identification the list of needed GIS functions
  and the master list of needed geographic data.
• Involvement of potential users in describing
  their needs to the GIS analyst, learning what the
  GIS capability to accomplish their business,
  understanding the nature of GIS life cycle, time
  (significant time lags between needs assessment
  and the GIS can actually be used, some unforeseen
  problems) and cost (data collection, maintenance
  and retention) required.

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Step 1 Needs Assessment (2)

• A needs assessment is required if the local
  government will be adopting a GIS throughout the
  organization.
• Without a complete needs assessment each
  department may proceed to adopt their own system
  and database which may not be compatible with
  those of another department.
• The largest benefit for a local government
  adopting a GIS is to realize efficiencies from
  common database and the sharing of data among
  departments.

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Step 1 Needs Assessment (3)

• Data/map inventory is not a wise approach
• It does not fully reflect the needs of the
  department.
• This approach tends to focus only on the internal
  data of the organization while the government
  emphasizes on data sharing.
• One-on-One interview would capture the needs of a
  dept.
• It needs more time for questionaire design
  (interview design).
• It needs time for interviewing process.
• Interviewing and documenting the needs of
  potential GIS users.
• Compiling the results of the needs assessment
  into the master data list (entity/parcel -
  attribute/owner - spatial object/polygon) and the
  list of GIS function.
• --gt GIS data model and the GIS specifications.

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Step 1 Needs Assessment (4)

• Main activities of conducting interview
• Conduct start-up seminar or workshop
• Interview each potential user
• Prepare documentation (forms) for each
  application (interview plan)
• Review each application description with the
  user
• Obtain user approval of and sign-off for each
  application description.

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Step 1 Needs Assessment (5)

• Start-up seminar
• Introduce definitions what is a GIS, how is a
  GIS needed by local government (typical
  application).
• Follow the interview procedure what the
  interviewee should do, what is expected from the
  interviewee, who should approve the application
  description, how the information from the
  application description will be used.
• Conduct a group discussion to have list of
  potential users, set of their typical
  applications, and their existing condition or
  system.

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Step 1 Needs Assessment (6)

• The objectives of GIS planning activities
• To ensure that the user requirements will be
  fully met
• To develop documentation, especially data
  documentation (metadata), needed to use and
  maintain the GIS
• To be in a position to participate in data
  sharing programs with other agencies as
  additional applications are developed
• To create a permanent record of the data and its
  use to document agency plans and decisions, and
  to meet data retention and archiving requirements
  (retention - archiving - back up)
• To use as a base for building a larger,
  multi-function at some later date.

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Step 1 Needs Assessment (7)

• Groups of information (output of needs assessment
  process) needed to plan the development of a GIS
  system includes
• Applications to be developed work flow within a
  department as the basis of GIS applications.
• GIS functions required query, display, spatial
  analysis functions such as overlay analysis.
• Data needed in the GIS database how to collect
  the data, who will collect the data, how the data
  will be used.
• Data maintenance procedures based on the work
  flow and process within and between departments,
  the responsibility for data creation, updating,
  and maintenance will become apparent.

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Step 1 Needs Assessment (8)

• Common use of the GIS by a local government
• Browse and simple display (automated mapping)
• Query and display
• Map analysis and spatial modeling.
• The GIS in a local government is used to
• Respond to public inquiries
• Perform routine operations such as application
  reviews and permit approvals and
• Provide information on the larger policy issues
  requiring action by the town board.

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Step 1 Needs Assessment (9)

• The information needed to plan the development of
  a GIS system for each departments is published in
  a report and shared among another departments and
  will be used by each department to
• Design the GIS database
• Identify GIS software that will meet the
  governments needs
• Prepare an implementation plan
• Start estimating the benefits and costs of a GIS.

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Step 1 Needs Assessment (10)

• Required standard forms
• GIS applications - task description preparing
  map and table, processing query, conducting
  particular spatial analysis - map display form,
  table display form, flow chart form, data flow
  diagram form, and entity-relationship diagram
  form.
• GIS activities - important information for the
  user issuing building permits, conducting public
  health insurance
• GIS data - important spatial data which is not
  appeared in any GIS application ground truth
  map, peta rupa bumi.

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Step 1 Needs Assessment (11)
GIS Application Description Form (courtesy of New
York State Archives)
Application Identification
Description
Functions
Plateau or Terrace
Entities Attributes
Lower Slope
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GIS Development Step2 - Conceptual Design of GIS
Step3 - Survey of Available Data(Source
GIS AsiaPacific, June/July August/September
1998 and New York State Archives GIS
Development Guides)

• Faculty of Computer Science
• University of Indonesia
• Dr. Aniati Murni

26
GIS Development Cycle
The GIS development cycle is based on the
philosophy that one first decides what the GIS
should do and then as a second activity decides
on how the GIS will accomplish each task.
Needs Assessment
Conceptual Design
Database Planning and Design
Database Construction
Available Data Survey
GIS Use and Database Maintenance
GIS System Integration
Application Development
Pilot / Benchmark
Acquisition of GIS HW and SW
HW and SW Survey
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Step 2 Conceptual Design of the GIS (1)

• Database planning and data life cycle is the
  single most important activity in GIS
  development.
• They include data identification in the needs
  assessment, inclusion of data in the data model,
  creation of the meta data, collection and entry
  of the data into the database, updating and
  maintenance, retention according to the
  appropriate record retention schedule.
• The product of the conceptual is a data model
  which defines the GIS database and supports the
  detailed database planning activity.

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Step 2 Conceptual Design of the GIS (2)
Life Cycle of a GIS Database Source Documents
Source Documents Maps, Images, Air Photos, etc.
Data Objects Identified During Needs Assessment
Preparation of Data Model
Match Needed Data to Available Data and Sources
Survey and Evaluation of Available Data
Prepared Detailed Database Plan
Map and Tabular Data Conversion
Create Initial Metadata
Add Record Retention Schedules to Metadata
Database QA/QC Editing
Shelf
GIS Database
Lower Slope
Continuing GIS Database Maintenance
Database Backups
Archives
(courtesy of New York State Archives)
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Step 2 Conceptual Design of the GIS (3)
Data Model

• A data model is a formal definition of the data
  required in a GIS, in the form of (i) a
  structured list or (ii) an entity-relationship
  diagram.
• A data model is a formal specification for the
  entities, their attributes and all relationships
  between the entities for the GIS.
• The purpose of a data model is to make it
  possible for both user and GIS analyst agree on
  the data definitions which is represented
  completely rigorous and unambiguous fashion.

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Step 2 Conceptual Design of the GIS (4)
Several terms for data description in GIS database

• Feature is a term derived from cartography while
  object and entity are terms derived from computer
  science.
• Object is a thing that can be seen or touched,
  material thing that occupies space.
• Entity is a thing that has definite, individual
  existence in reality.
• Feature is the shape, form, or appearance of a
  person or thing.
• Layer, coverage, and theme are terms that are
  used to describe the organization of entities and
  attributes in a GIS.

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Step 2 Conceptual Design of the GIS (5)
Simple Entity - Relationship (E-R)
Diagram Entities represented as rectangles,
relationship as diamonds and attributes as
ellipses.
Building Located on
Parcel Resides Owned
by Occupant Joe Jones Owner
Apex Co.
Shelf
Upper Slope
Plateau or Terrace
Deep Ocean
Lower Slope
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Step 2 Conceptual Design of the GIS (6)
E-R Model
1. Parts of E-R Model
3. Rules for identifying entities,
relationships, and attributes

• Entities
• Relationships between entities
• Attributes of entities or relationships.

• A common noun corresponds
• to an entity type
• A transitive verb corresponds
• to a relationship type
• An adjective corresponds to
• an attribute type.

2. Types of normal relationships

• Belonging to
• Set and subset relationships
• Parent-child relationships
• Component parts of an object.

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Step 2 Conceptual Design of the GIS (7)

• Each entity and its attribute map into one or
  more relational tables.
• Each relationship is a regular relationship
  executed by the relational database query system
  or a spatial relationship and if it is not a
  standard operation then the indicated operation
  which usually includes a complex coputation need
  to be written (using Avenue Script/Macro
  Language).

Area terbangun
Bangunan kantor Bangunan rumah sakit Bangunan
sekolah Bangunan pertokoan
Koordinat Letak Luas Milik
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Step 2 Conceptual Design of the GIS (8)
Spatial Data Standard and Metadata Requirements

• Metada is information about data (i) describe
  the characteristics of
• the data (entity and attributes) using its
  standard name, and (ii) provide
• information on its accuracy and its source and
  its archiving provision.
• Important functions of metadata provide (i) a
  basic data descrption of
• a data set (ii) information for data transfer
  / sharing (iii) information for
• entries into clearinghouses to catalogue the
  availability of data.
• Metadata should serve as (i) a documentation
  and data management
• tool (ii) data definition, source
  documentation, management and
• updating, data archiving and retention
  requirement (iii) information to
• support database description for spatial data
  clearinghouses.

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Step 2 Conceptual Design of the GIS (9)
An example of metadata tables
2. Reference Information Filename File
Format Availability Cost File Internet
Address Metadata Created By Date Metada
Created Metadata Updated By Date Metadata
Updated Metadata Standard Name Comments
5. Attribute Information Data Object Name Data
Attribute Name Attribute Description Attribute
Filename Code Set Name Code Set
Description Measurement units Accuracy
Description Comments
1. Organization Information Name of
Organization Department Room/Suite Number
Street Name City State Zip Code Phone Number Fax
Number Contact Person Extension Number E-mail
Address Internet Address Comments
Shelf
Upper Slope
Plateau or Terrace
Deep Ocean
Lower Slope
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Step 3 Survey of Available Data

• Inventory and document maps, tabulars, digital
  data within the local government as well as data
  available from other sources such as other local
  governments and private sector organizations.
• Source of data interpreted remote sensing data
  (raster-based), other digital data (such as
  elevation data), maps (vector-based or CAD
  files), scanned data (pictures/diagrams), survey
  data, field data, statistical data.
• Formats hardcopy/eye-readable format to be
  digitized into vector format, analog image format
  (aerial photos), fully digital format (scanned
  image, remote sensing image, digital elevation
  model).

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GIS Development Step4 - Evaluation of GIS HW and
SW(Source GIS AsiaPacific, June/July
August/September 1998 and New York State
Archives GIS Development Guides)

• Faculty of Computer Science
• University of Indonesia
• Dr. Aniati Murni

38
GIS Development Cycle
The GIS development cycle is based on the
philosophy that one first decides what the GIS
should do and then as a second activity decides
on how the GIS will accomplish each task.
Needs Assessment
Conceptual Design
Database Planning and Design
Database Construction
Available Data Survey
GIS Use and Database Maintenance
GIS System Integration
Application Development
Pilot / Benchmark
Acquisition of GIS HW and SW
HW and SW Survey
39
Step 4 Survey of GIS Hardware and Software (1)

• Get informed on local widely used system
• Status of the current hardware and software
  market
• What other local companies (consulting firms,
  universities, governments) are using
• Observe the existing hardware and software
  combinations
• Local data formats and data conversion facility.

Deep Ocean
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Step 4 Survey of GIS Hardware and Software (2)

• Get informed on publications
• Source Book GIS World Inc.
• GIS conference publishers
• Scholarly Journals American Cartographic
  Association
• Trade Magazines GIS World
• Books with vendor information ESRI Inc.
• Vendor Booth
• User Groups
• Current Users.

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Step 4 Survey of GIS Hardware and Software (3)

• Identify Specific Needs
• Selection between vector components or raster
  components
• Mainly handling data or data modeling or Web
  publishing or heavy on data analysis
• Find technical information from the local
  vendors
• Acquire practical insights from other users.

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Step 4 Survey of GIS Hardware and Software (4)

• Know the Products
• Software categories modular or core
• A fully integrated GIS core product may not be
  necessary
• A small module user-friendly GIS core product may
  easily suit our needs.

Shelf
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Step 4 Survey of GIS Hardware and Software (5)

• Selection Process (software)
• Evaluate software independently from hardware, it
  is evaluated on functionality and performance
• It should provide GUI (graphical user interface)
  so that it will be easy for the user to use the
  software
• It should provide a programming language that
  allow the user to develop specific application,
  to modify the software or to be customized
• It should have a standard to import and export
  data, standard guidelines for developing
  application (Open GIS Group)

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Step 4 Survey of GIS Hardware and Software (6)

• Selection Process (software)
• The performance factors (i) how the software is
  engineered (ii) how is the speed of the hardware
  where the software is implemented
• Make sure the hardware capacity support the
  software requirements
• Check the possible expandability (such as
  networking capability, sharing data with other
  applications, track record of the software
  developer
• Justify the one-time license fee with an on going
  maintenance fee and upgrade cost (to get the most
  current versions of the software, usually 15 to
  30 of the initial license fee).

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Step 4 Survey of GIS Hardware and Software (7)

• Selection Process (hardware)
• Operating System GIS will need to fit into the
  OS plan (type of supported computer network,
  in-house of contractor-based technical support
  skill).
• Processor need fast clock speed (MHz) 32-bit or
  64-bit processor are the best (can grab 32 bits
  of information during each cycle).
• Disk GIS needs a large amount of disk space (10
  20 gigabytes).
• Memory Random Access Memory (RAM), most
  applications run better as the amount of memory
  increases.
• Communications need to retain competent
  consultant who works with networks, LAN (Local
  Area Network) within unit (can share printers and
  database servers, e-mail, and disk sharing, WAN
  (Wide Area Network) provide entryway into larger
  networks (outside the unit) and Internet for
  sharing ideas in a GIS forum, data downloading,
  getting latest information on product/vendor.

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Step 4 Survey of GIS Hardware and Software (8)

• Ensure Vendor Support is Available
• Support and training should be a key factor in
  the decision
• Some form of supports include good manual,
  dedicated technical staff
• For outside vendor, there should be a support
  agreement with key local hardware vendors
• Asking their performance to the existing user.