HomeMy WebLinkAbout04-Pre Kick-off Meeting Info & QuestionTown of Southold and Village of Greenport
Cooperative Geographic Information System (GIS)
User Needs Assessment (UNA)
Pre Kick-off Meeting Review Information & Questions
What is GIS and How Does it Work?
A geographic information system is a collection of computer hardware, software and data for
capturing, managing, analyzing, and displaying all forms of geographically referenced (mapping)
information. A benefit of this technology is that it incorporates graphical mapping features
with tabular data in an integrated information system. GIS technology has the ability to link
information to location data, such as people to addresses, buildings to parcels, or streets within
a community. These data can then be layered to provide a better understanding of the
interrelationships between these diverse datasets. GIS users can choose what layers to overlay
based on the questions that need to be answered.
The use of GIS technology within government has evolved over time and has become integral to
the business functions and operations of many government departments and agencies. This
growth in the use of GIS technology has resulted in a distributed environment of computer
hardware, software and network components as well as robust data holdings, organizational
infrastructure, and skilled personnel within individual County departments and agencies. While
there has been effective use of GIS technology within individual departments, when viewed
with an enterprise focus, there are opportunities for the more effective use of GIS technology
within the Town. Work tasks and processes can be automated through the use of GIS
technology, allowing Town services to be provided more effectively and with less labor effort.
Enterprise GIS
An enterprise GIS is an integrated environment that provides users with ready access to spatial
data and technology. The enterprise approach is best suited for organizations in which
widespread data sharing is necessary and the costs of the data and system are relatively high.
Local governments, for instance, make big investments in spatial data and technology and need
to integrate spatial data and activities. The enterprise approach enables such entities to
optimize their data environment and leverage system and data development resources.
The typical municipal GIS vision is to promote the use of GIS and GIS-based technologies to
improve analysis and decision making, aimed at improving internal and public services and
products through the Town's Information Technology enterprise environment.
A typical municipal GIS mission is to provide proactive support and assistance, in terms of both
technology and staff, to acquire, convert, integrate, maintain, document, analyze~ coordinate,
and distribute geographic information for a variety of Town needs.
Bowne Management Systems, Inc. I J P a g e
Town of Southold and Village of Greenport
Cooperative Geographic Information System (GIS)
User Needs Assessment (UNA)
Pre Kick-off Meeting Review Information & Questions
Figure 1 - Components of an Enterprise GIS
Local Government GIS User Needs Assessments
A GIS User Needs Assessment will result in a clear understanding of what GIS needs exist and a
comprehensive plan for the implementation of GIS technology, principals, and practices within
the Town. Ultimately, GIS technology will help the Town do more with less and improve the
overall services to Town residents and professionals.
Bowne Management Systems, Inc. 2 I P a g e
Town of Southold and Village of Greenport ~
Cooperative Geographic Information System (GIS)
User Needs Assessment (UNA)
Pre Kick-off Meeting Review Information & Questions
Questions in Preparation of Kick-off MeetinF
1. How much data do you think the Town/Village maintains that has a relationship to a
location? Locations can include a tax map number, street address, intersection, etc...
Answer: On average approximately 80% of all data managed by a government has a
relationship to a location. An enterprise GIS can provide a central storage repository for
this data and provide the tools to support process automation, spatial analysis, and
enhanced reporting.
Have you ever used Google Earth, Google Maps, Google Street View, Bing Maps or
MapOuest to support a task at Work? All these systems are examples of GIS
applications. While these systems provide basic GIS functionality for free, an enterprise
GIS (that includes purchased GIS software) can provide additional storage, analysis, and
reporting functionality above and beyond these products and services.
3. Do you manage a spreadsheet or a paper form that includes addresses, tax map
numbers, or street names?
When reviewing a spreadsheet or paper form of addresses or locations, how do you
typically view the data? Do you sort by zip code? Or by hamlet? Or sort by street name?
While these can be effective ways of analyzing location based data, the best way is to
view it on a map. Only a map will show you a cluster of locations within a zip code or
along a street.
How many phone calls do you get where you are required to look at a map? For
example, what zone is this property? How long does it take you to do that? How many
times do you do that a week, a month, a year? GIS can make your jobs easier and
minimize the amount of time answering calls the interrupt your daily work tasks.
Do you have properties that have made renovations without filing for a permit? Do you
have properties that have put in a pool without a permit? You can use GIS technology to
identify these properties. This will ensure construction is done according to code and
increase the overall safety of Town and Village residents.
Bowne Management Systems, Inc. 3 I P a g e