use of progressive elaboration in egis program planning

Use of Progressive Elaboration in EGIS Program Planning

Brandon Pfleckl GIS Program Manager PWCSA

Summary ó Enterprise-wide GIS (EGIS) Program Planning can be

a daunting task full of questions and fear of where and how to start. Then, once you start, how do you stay on track? ó Understanding the concepts of proper program

management can save significant time and energy over the life-cycle of building your EGIS program.

Summary ó We’ll explore three major processes involved in

program planning; ó Establishment of a program vision ó Development of a program of projects that seek to

achieve your vision ó Process of project planning and project execution on the

program scale

• A project represents a single level of effort and usually has a well-defined scope of work including detailed requirements, executables and schedule. With projects you generally know what needs to be accomplished and have a clear path forward. Programs tend to have a much greater level of uncertainty.

• Generally speaking, a program is a set of related projects organized to accomplish a common vision. Programs span much longer time-frames and represent numerous levels of efforts (numerous projects). Each project in a program should represent a building block used to construct your program vision.

Programs versus Projects

• Progressive elaboration allows projects in the short-term to be planned in detail, but mid to long-term projects will have only generally defined scopes. As short-term projects are completed more information will become available concerning available resources and organizational priorities.

• Detailed planning efforts will then “progress” to the next projects in line. • Regardless of path shifts, progressive elaboration allows you to keep your

direction heading towards your vision.

Progressive Elaboration

Progressive Elaboration in Program Planning – Conceptual Analogy:

• Let’s look a look at the process of planning a family vacation to the beach as a good analogy of the process involved within program planning and progressive elaboration.

• You will be able to apply the concepts directly to your EGIS program to help reach success.

Develop high-level vision • Development of a high-level vision should be done early in any process you

undertake so you have an understanding of what you are trying to achieve and all actions moving forward are aimed at achieving your vision.

FAMILY-FRIENDLY DININGHOTEL ON THE BEACH

FAMILY-FRIENDLY BEACH / ACTIVITIES

VACATION IN LATE SUMMER

Develop high-level vision • Use your very general understanding of what you want to accomplish as a

discussion framework moving forward and add a greater level of detail to your vision..

BEACH WITHIN DRIVING DISTANCE

FAMILY-FRIENDLY DINING

- WITHIN WALKING DISTANCE FROM HOTEL

HOTEL ON THE BEACH

-MUST HAVE A POOL

FAMILY-FRIENDLY BEACH / ACTIVITIES

- PARASAILING- SEA-KAYAKING

VACATION IN LATE SUMMER

- MID-LATE AUGUST

High-level Vision

Refine high-level vision to include specific details

• Defining your high-level vision is an enormously important step which lays the foundation for more detailed planning efforts moving forward.

• There is a lot to plan and coordinate. You want to execute your tasks in the most efficient way and with clear direction or you will waste time.

• Specific details must be added to your vision before you can begin.

· SPECIFIC BEACH DETERMINED· SPECIFIC HOTEL DETERMINED· LIST OF SPECIFIC RESTAURNATS

DETERMINED· ACTIVITY VENDORS DETERMINED

SPECIFIC VISION

DETERMINE BEACHES WITH PARASAILING AND SEA-KAYAKING

ACTIVITIES

DETERMINE HOTELS WITH AVAILABILITY IN

MID-LATE AUGUST

WORK WITH FAMILY (STAKEHOLDERS) TO MAKE SELECTIONS

DETERMINE ALL BEACHES WITHIN

DRIVING DISTANCE

DETERMINE FAMILY FRIENDLY BEACHES

DETERMINE HOTELS WITH A POOL

DETERMINE HOTELS WITH FAMILY-FRIENDLY DINING

WITHIN WALKING DISTANCE

Identify necessary projects to achieve your vision and their dependencies

• What will allow for you to accomplish your specific vision? • What decisions must be made? The answers to these questions will identify

the projects you need to execute to achieve your vision.

• Let’s look at one of those questions, travel. You’ve decided to drive to the

beach but there are several dependencies to making sure you get to where you want to go on-time, safely, and reliably. Your travel project is comprised of several tasks:

• Develop travel route • Prepare vehicle for travel • Travel to destination


DEVELOP TRAVEL ROUTE

TIME

PREPARE VEHICLE TRAVEL TO DESTINATIONTRAVEL PROJECT

START

REACH DESTINATION

INPU

T / C

HA

NG

E

INPU

T / C

HA

NG

E

INPU

T / C

HA

NG

E



TIME

PREPARE VEHICLE TRAVEL TO DESTINATIONSTART

TRAVEL PROJECT

REACH DESTINATION

INP

UT

/ CH

AN

GE

INP

UT

/ CH

AN

GE

INP

UT

/ CH

AN

GE

CHECK WEATHER FORCASTS

START PACKING PROJECT

LIST ITEM NEEDS RELATED TO ACTIVITES

LIST MEDICATIONS NEEDED

PACK

CHECK-IN TO HOTEL

START “GET SETTLED”

PROJECT

UNPACK

PICK RESTAURANT FOR DINNER

Perform short and long-term planning using progressive elaboration

• Detailed planning can only be done well in the short-term.

• While you need to have a good idea of the projects that are necessary to reach

your vision, you can only plan projects in detail where detailed information exists.

• Over time your priorities, resources and the environment in which you are working will change. This is where progressive elaboration becomes such a useful tool.

LONG TERMMEDIUM TERM


SHORT TERM

TRAVEL TO DESTINATION

TRAVEL PROJECT

START

REACH DESTINATION

INP

UT

/ C

HA

NG

E

INP

UT

/ C

HA

NG

E

Stop at Joe’s Quickie Mart for gas and

snacks

Take RT 87 to interstate 95

Start Disney movie for children

Take Rt 55 to 87

Check GPS unit for traffice and adjust

route

Talk to family about next

required rest-stop

Check GPS unit for traffice and adjust

route


required rest-stop

DECREASING LEVEL OF UNDERSTANDING / DECREASING LEVEL OF PLANNING DETAIL

Perform short and long-term planning using progressive elaboration

Perform short-term project execution

MEDIUM TERM


SHORT TERM

TRAVEL TO DESTINATION

TRAVEL PROJECT

START

REACH DESTINATION

INP

UT

/ CH

AN

GE

INP

UT

/ CH

AN

GE

Stop at Joe’s Quickie Mart for gas and

snacks

RT 87 to HWY 95

Start Disney movie for children

RT 55 to RT 87Check GPS unit for traffice and adjust

route


required rest-stop

DECREASING LEVEL OF UNDERSTANDING / DECREASING LEVEL OF PLANNING DETAIL

COMPLETED TASKS

HWY 95 to RT 1

Stop at State Rest-Stop

Stop for gas and food

Case Study Review of the Prince William County Service Authority’s EGIS Program Development Process:

Background: Prince William County Service Authority (PWCSA) – Enterprise GIS Transition Project

Had been using Autodesk CAD technology for last 10 years: •Basic mapping capabilities •Limited analytics •No system integration •Isolated (Silo) Departmental Processes and Analysis

The Prince William County Service Authority is a wastewater and water utility serving the second largest county in Virginia.

http://upload.wikimedia.org/wikipedia/commons/b/b1/Map_showing_Prince_William_County,_Virginia.png

GIS Vision - Become a GIS-Centric Organization § Reduce silos of information § Integrate GIS with other systems and enable advanced asset analysis § Visualize, access and analyze information from all departments in a spatial context

- Operations & Maintenance - Customer Service - SCADA - Finance - Laboratory

§ Utilize GIS to improve internal workflows across all departments § Provide faster, more accurate and efficient services to its external and internal customers

Develop high-level vision • “become nationally recognized as a steward of the environment and a premier

provider of clean water and superior service by achieving excellence in our partnerships, our work culture, and our business practices.”

• The GIS is envisioned as the cornerstone of the SA integrated information technology environment.

• By coupling GIS geospatial data along with non-spatial data of other SA systems, the SA will have the ability to provide faster, more accurate and efficient services to its external customers.

• This will change GIS from another SA system into an operational requirement and a key component in the way the SA conducts business.

Develop high-level vision

Refine vision to include specific details

The GIS-Centric organizational approach was further defined to accomplish the following (partial list):

• Optimize design engineer’s time • Provide access by all SA personnel to common data across IT

systems in a spatial context • Reduce clerical costs associated with maintaining current data in multiple systems • Increase O&M field crew efficiency due to integration of mobile, GIS, and

work management • Optimize scheduling of work • Provide ability to better recognize and set priorities • Identify critical assets • Reduce crew windshield time/travel distance minimized • Provide ability to provide customers information in seconds when they

call in and improve the customer’s experience


To properly determine the projects needed to reach the SA’s GIS vision, the SA had to: • (1) evaluate in detail its existing workflows and data quality across all

major IT systems

• (2) determine user needs related to the specific GIS vision items, and

• (3) determine improvements in the way data was collected, stored, and integrated with GIS


Let’s take a look at one of the specific vision items that contains a large number of project dependencies; provide access by all SA personnel to common data across IT systems in a spatial context. • Integrate GIS with customer service system • Integrate GIS with work order management system (CMMS) • Integrate GIS with SCADA system • Integrate GIS with financial system


Integrate GIS with the work order management system. In order for GIS to integrate with the work order management system the following tasks had to be accomplished: • Integrate GIS with work order management system • Identify, refine, document and implement updated workflows related to data

collection and storage • Identify data discrepancies between the two systems and make corrections • Determine database linking features between the two systems and make

adjustments to one or both database schemas


TIME

INTEGRATE GIS & WORK ORDER SYSTEM

UPDATE DATABASE SCHEMAS IMPLEMENT UPDATED WORKFLOWS

CORRECT DATA DISCREPANCIES

START INTEGRATION of GIS with CMMS


START

EGIS Dependency Diagram GIS Program Projects

Early Start Duration Early Finish

Late Start Slack Late Finish

Service Outage Tool



Key Asset Outage Identification



Missing Elements/Asset Review Tool

Utility Network Analysis Toolset



LIMS Related GIS Layer Development



LIMS Data Workshop Discussion



Determine LIMS Stakeholders



Integration of GIS with LIMS

LIMS System Development or App Purchase



LIMS Data Analysis/Reporting Tools Development

LIMS Integration with GIS and Data Analysis

EF = 10 / LF = 121 / Duration = 10



Integration of W/S Models with SCADA



Integrate GIS/SDE with SCADA System



Create and Populate GIS SCADA Layers



SCADA Integration WorkshopsCompletion of

SCADA Upgrade Project



Develop SCADA Data Analysis Toolset

Completed SCADA GIS Data Analysis Toolset



Finalize CAD Data Submittal Standards



Develop and Implement GIS Data Submittal Standards



Develop Data Loading Model



Auto GIS Data Population Tools:Auto-ID Tool

Auto TO/FROM ToolTopology Checks



Update GIS Production Workflows

GIS Production Improvements



GIS Production Tool Review and Evaluation

Customer Service Data Analysis Toolset

Customer Service Internet Web Portal

Customer Service Advanced GIS Web Portal

EF = 13 / LF = 121 / Duration = 13

EF = 8 / LF = 121 / Duration = 8

EF = 10 / LF = 121 / Duration = 10

Asset Management Data Analysis Toolset

Fully Integrated Advanced GIS Web Portal

Highly Configured GIS Production Tools & Workflow (Data Quality and Efficiency Focus)

PWCSA GIS Vision

High Quality Reliable GIS Database



Chlorine Data Tool Development



Link from Oracle to GIS



Transition of Data Application to Oracle Environment



ROI Analysis Chlorine Data Analysis and Mapping System



Integration of W/S Models with SDE



‘Smart’ Fire Flow Tool



Water Age Tracking/Visualization Tool



Water Usage Forecasting Tool (Per Home Detail)



GWP Model Visualization Tools

Water / Sewer Model GIS Analysis and Planning Toolset



Chlorine Data Analysis Tools



User Workshop Discussion



Re-engineering Select Queires



Transition Previously Developed Changes from DEV to PROD



Test Web Portal Updates

Portal User Tool Fine-Tuning and Database Optimization



Develop Updated Documentation



Perform Roll-out and Traning

EF = 15 / LF = 121 / Duration = 15

ES = 0 / LS = 106 / Slack = 107



Clone SA140 App Server to SA147



Clone SA141 Web Server to SA148



Connect SA147 to Oracle Environment

GIS Development Environment Finalization

EF = 15 / LF = 121 / Duration = 15

EF = 15 / LF = 121 / Duration = 15

ES = 0 / LS = 106 / Slack = 107



Uninstall ARcSDE from DEV ENV



Reinstall ArcSDE with 10.1 for Oracle 11G



Set-up GIS Group SDE Connections

ArcGIS 10.1 Upgrade



Perform Testing



Transition DEV to PROD



Perform all steps again for original PROD ENV



Point SDE to Oracle 11G and Test

Oracle 11G Upgrade



Reconfigure TEST portal with 11G Server environment



Develop SA140 with ArcSDE 10.1 and point to Oracle 11G



Test and Transition Web Portal to DEV



Test and Transition SA140 to SDE DEV



Perform Testing



User Workshop Discussion



Requirements Gathering and Reporting



I&I Web Portal DEV

Customized User Group GIS Web Portals



Develop Updated Documentation



Perform Roll-out and Traning



Engineering Planning GIS Web Portal DEV



Customer Service Web Portal DEV



Dispatch GIS Web Portal DEV



Field Services GIS Web Portal DEV



C&D GIS Web Portal DEV



GENERAL GIS Web Portal DEV



Test Geometric Network



Develop Geometric Network



Plan Geometric Network



Implement in PROD Environment



Train GIS Group on GeoNet use

Geometric Network



Run Topology Rules and Identify issues



Develop Topology Rules



Plan Topology Rules & Corrections



Train GIS Group Staff



Perform Corrections and Test

Topological Data Corrections



Plan Utility Network Tools



Utility Network Tools Workshops



Workshop Discussion of CL DB and App needs



Workshop Interviews: what EPA reporting reqs exist



Review of LIMS-style software options: should we develop or buy

DEPENDANCYPlanning and Execution of SCADA

Implementation Project



Program Workflow Development



Stakeholder Workshops



GPS Stakeholder Identification



GPS Application DevelopmentStakeholder Feedback

and Resource Allocation



User Training and Rollout

GPS Program Development



Pilot Project Planning (ENG)



Pilot Execution and Reporting

DEPENDANCYStakeholder Resources shall play a significant

role. Currently, additional GIS Group resources are not available for significant data

collection



Update Production Procedures



Place Holder for OTHER tools



Testing



Rollout and Training






GPS Application DevelopmentStakeholder Feedback and Resource

Allocation






Pilot Project Planning (CUSTOMER SERVICE



Pilot Execution and ReportingEarly Start Duration Early

Finish





GPS Application Development

Stakeholder Feedback and Resource

Allocation






Pilot Project Planning (OPERATIONS AND MAINT)



Pilot Execution and Reporting



HRMP Workshops



Map Corrections Task



C&D Task



CIP Task



Chris Brown’s Documents Task

Incorporation of Historical Records into GIS Database



O&M Locator Room



Mapping Boxes



Engineering Scanning



HRMP Planning

Early Start 120 HRS Early Finish


GIS Production work



GIS Production work



GIS Production work



GIS Production work



GIS Production work



GIS Production work



Transition of Existing Marker Documents to new System



Workflow Adjustment Planning and Execution for New Documents



Markers/Document Management Workshop Discussions and Planning

Advanced Document Access Capabilities

EF = 18 / LF = 121 / Duration = 18

ES = 0 / LS = 103 / Slack = 103

DEPENDANCYMoving forward would require an

organizational transition to an enterprise level document management system similar to

“Share Point,” which can tag documents with coordinates for spatial tracking. Otherwise, current system is as good as is reasonable



Identify Finance Stakeholders



Determine Finance-GIS Integration Requirements



Perform In-Depth Review of Finance System/DB



Create GIS/Finance GIS Layers

Finance GIS Analysis Toolset



Integrate Finance with GISEarly Start Duration Early

Finish


Finance Customer Connection Fee Calculator



Finance Depreciation Analysis Tool



‘Other’ Finance Tools

EF = 15 / LF = 121 / Duration = 15DEPENDANCYSelection of a new Finance system shall play a major role in the planning and execution of this

project



Develop Facility Analysis Tools



Perform GIS/Facility Integration



Create Additional Facility GIS Layers



Facility Information Workshops

Transition Facility Workflows and Data

into CMMS

Facility GIS Access and Analysis

EF = 7 / LF = 121 / Duration = 7DEPENDANCY

Choice of new CMMS will play a major role: City Works has built-in integrations, Maximo

and Hansen require much development on DB side



Scan Facility Manuals and add as Markers



CS Stakeholder and Requirements GatheringEarly Start Duration Early Finish


Review and Update of CS Database



ROI Analysis for CS Apps



CS Internet Portal Workshop Discussion and Planning



Customer. Call Mapping Integration with GIS



Meter Location Info in GIS Web Portal



Advanced CS attribute Viewing in GWP



Illegal Connection Tool/Study



CS Internet Portal for Customer Use



Create Dynamic Link Between GIS and CS Consumption Data



Missing Customer Tool/Study



Water Conservation Tool/Study



Commercial Mischarges Tool/Study



Potential Leaks Tool/Study



Engineering Development GIS Web Portal DEV



Conrad’s Notebooks



GIS Production work



Microfilm Appcards



GIS Production work



R&A SL1



R&A SL2



R&A SL3



R&A SL4



R&A SL5



R&A SL6



R&A SL7



R&A SL8



R&A SL9



R&A SL10



R&A SL11



R&A SL12



R&A SL13



R&A SL14



W/SMD SL1



W/SMD SL2



W/SMD SL4



W/SMD SL5



W/SMD SL6



W/SMD SL7



W/SMD SL8



W/SMD SL9



W/SMD SL10



W/SMD SL11



W/SMD SL12



W/SMD SL13



W/SMD SL14



W/SMD SL3



Workshop – Eng Model Planning



Expert Model Review/Planning

Completed GIS Data for Modeling

Completed County-Wide Water/Sewer Model

ES = 0 / LS = 0 / Slack = 0



R&A SL1



R&A SL2



R&A SL3



R&A SL4



R&A SL5



R&A SL6



R&A SL7



R&A SL8



R&A SL9



R&A SL10



R&A SL11



R&A SL12



R&A SL13



R&A SL14



W/SMD SL1



W/SMD SL2



W/SMD SL4



W/SMD SL5



W/SMD SL6



W/SMD SL7



W/SMD SL8



W/SMD SL9



W/SMD SL10



W/SMD SL11



W/SMD SL12



W/SMD SL13



W/SMD SL14



W/SMD SL3



R&A SL13



R&A SL14



W/SMD SL13



W/SMD SL14

1 YR 2 YR 3 YR 4 YR 5 YR

Perform short and long-term planning using progressive elaboration • Through use of progressive elaboration, only those projects needing completion in

the early phase of the EGIS program (the short-term) were planned in detail.

TIME

INTEGRATE GIS & WORK ORDER SYSTEM

UPDATE DATABASE SCHEMAS IMPLEMENT UPDATED WORKFLOWS

CORRECT DATA DISCREPANCIES

START INTEGRATION OF GIS WITH

CMMS

DOCUMENT SYSTEM

DISCREPANCIES

DOCUMENT UPDATED

WORKFLOWS

IMPLEMENT NEW WORKFLOWS

DEVELOP NEW WORKFLOW PROCEDURES

CORRECT DISCREPANCIES IN GIS

CORRECT DISCREPANCIES IN WORK ORDER SYSTEM

IDENTIFY DATABASE

LINKING FEATURES

UPDATE GIS DB SCHEMA

UPDATE WORK ORDER DB SCHEMA

Perform short-term project execution

Key Ideas to Consider • Program planning starts at the high-level and progressively adds detail (top-down

approach).

• Each project is like a brick used to construct your program. Like building a house, you must pay careful attention to where each brick is placed (when it is completed) to ensure you progress as efficiently as possible.

• The vision is the guiding light that must be continually kept in mind or you can easily get off track.

• While there should be only one complete vision for your EGIS program the path to get there should bend and shift to accommodate change.

• Be flexible in your approach and plan for change – build opportunities to plan for change into your EGIS program planning approach through use of progressive elaboration and steadily watch as your EGIS vision becomes a reality.

Questions

Contact Information:

Brandon Pfleckl

GIS Program Manager Prince William County Service Authority

703-335-8996 [email protected]

LinkedIn

mailto:[email protected]