Improving Public Agency Effectiveness Using Esri GIS and SAP

by Jonathan Levy

ABSTRACT

In recent years an increasing number of public agencies have begun using Enterprise Resource Planning Systems such as SAP to improve their operations. Many already have been managing assets using Esri’s tools in geographic information systems. An ever-increasing number of agencies have combined the functionality of these two solutions to create effective management systems. Initial results have been very positive, and the future potential seems boundless. This paper will explore the experience to date, and will suggest possible areas for future uses of the combined systems, both in internal agency applications, and through Public portals.

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Introduction

In recent years an increasing number of public agencies have begun using business systems such as the mySAP.com suite of solutions to improve their operations. Many already have been managing assets using Esri’s Geographic Information Systems (GIS). An ever-increasing number of agencies have combined the functionality of these two solutions to create effective management systems. Initial results have been very positive, and the future potential seems boundless. This paper will explore how the combined systems enhance functionality for users, and what is possible in the future.

mySAP.com and GIS both have strengths and weaknesses in handling an analyzing certain type of data. mySAP.com generally uses two types of data, master data and transactions. Master data describes any number of different "stable" items, such as; assets, customers, employees, budgets, account structure, vendors, locations, equipment, or products. Transaction data usually describes a relatively short-term event that often references one or more types of master data. Transactional data basically describes the "actions" of master data. For example, a permit issued to a specified customer to do work at a location, as issued by a particular employee. GIS excels in providing spatial analysis (analysis based on location), but is not normally the best system to handle extremely high volumes of transactions and all of the necessary workflow, and rule based decision making needed. mySAP.com is excellent at handling high transactional volumes, to properly process those transactions based on best business practices, and able to efficiently store extremely large amounts of both master and transactional data. What mySAP.com lacks is the ability to effectively analyze location data. By joining the two systems, businesses and governments alike are able to both manage and analyze the necessary data to effectively reach and exceed their goals.

Both private enterprise and public entities can make effective use of the combined power of the mySAP.com solutions and GIS together. The basic nature of government makes the use of GIS more important. Government is the mechanism that the public uses to manage localities. The different functions of government are managed based on defined boundary areas, with different functions and levels of government having responsibility for specific areas. Within these areas different rules apply to different portions of the locale. This makes the ability to determine location based on set boundaries, and distances between specific types of land use critical. This GIS functionality allows rapid and accurate processing of complex government rules. Another major differentiator between public and private service agencies is that most private businesses track the items they service by customer. Thus many commercial service provision systems are limited when used in public agencies because the maintained assets are publicly owned, thus complicating the specification and differentiation of different maintained assets. Major government functions such as transportation, flood control, water service, parks, land use control and planning, etc. are all location based. GIS often is by far the best way to effectively list, maintain and track these multitudes of assets.

In exploring how business and government solutions can be enhanced by the use of GIS and to help clarify the possible future directions for these combined systems, it was desirable to define general categories of functionality. Specific tools have been developed and utilized by the organizations that have been the first to benefit from the joint functionality. The systems can touch all parts of the organization, both inside and out. In general there are five general functions that these solutions affect. They are; Data Analysis, Data Preparation and Updating, Presentation of Information, Operations, and Cost Determination.

Data Analysis

Data analysis in this case is taking information from SAP and combining it with GIS data for analysis. This can be used during processing transactions to confirm the acceptability of the proposed action, or it can be used to find selected customers, vendors, or assets that should be utilized in the transaction. Geographical references allow analysis that is not available through other means. Any data such as physical assets, real estate, customer addresses, zoning areas, response zones, and others that have spatial characteristics can be compared using GIS. Examples of uses include:

> Finding work requests near Critical Areas, such as a list of all traffic safety requests that are within 1000’ of a school, and then increasing the priority of those requests.
> Finding equipment stored near corrosives, so that the inspection or replacement schedule times can be decreased.
> Finding emphysema patients that live near mapped carbon monoxide "hot spots", so that routine follow-up appointments can be made on a more frequent basis, or so that special testing can be scheduled.
> Determining how many alcohol sales permits have been issued within 1000' of schools, and how many alcohol related accidents involving minors were linked to those locations, as new legislation is considered.

Data Preparation / Updating

Taking raw data and either attaching it to the proper location element, or adding characteristics or other defining information based on it’s spatial location. This can be done in a batch entry or update mode, or in processing, where the location of an object is compared against maps every time the asset is accessed to update the information. This provides a significant reduction in the time spent and cost to maintain location data in SAP. This also leads to improved accuracy and reliability of the data.

Information on service areas, political subdivisions, coverage zones, zoning regulations, and similar areas can be updated with just the change of a map rather than having to individually update all of the affected master data records. Also for many government agencies and utilities, GIS systems are already in place. This data can be imported into SAP and easily maintained simultaneously maintained in both systems using Esri tools. For example if an extra service crew is added, and the response areas changed, just the map where this information is obtained by the SAP system needs to be updated. If the changes need to be readjusted a few weeks later, their is little impediment to making the change, and thus best business operations determine how the system should be structured, not the system determining how the operation should be run.

> Adding Characteristics – Information such as census track, flood potential area, city zoning, zip code, etc. can be added by reference to easily updated shape files.
> Response/Coverage Areas – Assigned personnel areas can be quickly and easily updated using shape files, with the information then used to assign assignments properly.
> Existing GIS data can be structured hierarchically for entry into SAP by tying single items to the appropriate higher-level asset using standard Esri analysis tools. For example, streetlights can be tied to the adjacent street section.

Presentation

Taking information from SAP and combining it with other information to create maps and similar visuals to make the information easier to use and understand. Geographical information can also be used as a filter or to classify information into groups to make more typical presentation materials such as tables or graphs. This functionality has been significantly simplified due to the inclusion of Esri tools into the mySAP Business Information Warehouse. This allows direct production of maps from SAP and other systems data. The ability to export the business information directly into Esri systems also allows further analysis or presentation options when needed.

> Maps of Incidents/ Business/ Requests - Produce online or printed maps. These results can be easily be published to internet portals, allowing the public, political leaders, employees, and other jurisdictions to easily access current information
> Create Statistical reports – Using information derived from the analysis of SAP and GIS information, create tables or graphs presenting the information. This information can also be combined with map elements.
> Displaying where service calls were made and where projects are planned. For example a map showing a community where potholes were filled on local streets and where resurfacing is planned.

Operations

Using both GIS and SAP resources together to handle information in real time for customers and employees. By having GIS data available when processing transactions in SAP, needed information is available, leading to better decisions, saved time, and more efficient operation.

> Call Center/ Internet Service Portal – Provides ability to locate objects for requests, to identify previous or existing requests, and to find conflicting and complementary work in area for planning and information accuracy. This allows the proper resources, equipment, personnel and materials being dispatched, and less misinterpretation of requests.
> Routing / Scheduling – Automated setting of routes for travel to multiple service, inspection or delivery sites reduces travel time, increases productivity and increases predictability of when services will be provided.
> Information Provision - Using both portals and through telephone and in-person requests, information can be made easily available. For example requests on closest local library or park location, street sweeping or trash collection days, or free clinic availability can be provided.
> Tracking – Using GPS or triangulation to detect and present the current position of equipment. This information can then be used for real-time routing, scheduling and dispatching of resources. Recording of this information can also provide better information to customers, and assure that work is accomplished as planned. This is especially applicable to route based services such as trash collection, street sweeping or mail delivery.
> Request Management – Assignment and coordination of requests based on location, and identification of conflicting and complementary work plans. Supervisors or work planners can visualize where requests are, their type, status and priority, and physical or jurisdictional constraints, and make appropriate decisions when planning work.
> Project Creation and Planning - Work can be grouped together by location to reduce transportation costs, or work can be spread to avoid conflicting work happening in one area. When necessary to spread work to multiple districts to garner the support of elected officials for planned projects, it is easy to both visualize how the work is spread between districts, and to obtain definitive cost statistics by area.
> Inventory – Tracks the assets and the location of fixed assets. Being able to produce maps of asset locations can be used as a tool to easily verify asset information on a continuous basis.

Cost Determination

Often special charges,taxes or fees are made based on services provided. These special benefits are normally determined by location. Some are also based on other physical information that can be determined using GIS, such as curb frontage, land area, or area of non-porous surface.

> Assessment Calculation – Using geographic information such as curb frontage or area of parcel can be used in formulas to determine assessments. This allows maintenance of a single map of parcels without having to constantly refigure assessments.
> Shipping / Travel Cost Calculation – Using distances, zones, or travel time to calculate shipping costs, travel time and related costs automatically.

CONCLUSION

The progress made in tying the two systems together has accelerated recently with first installations beginning in 1998. More and more systems are either in operation or being implemented. The functionality at existing installations continues to grow. New uses are constantly being found, for example direct Internet request entry. In addition to the users who have connected the systems for operational uses, all users of the mySAP Business Information Warehouse have access to Esri mapping functionality using SAP and any other systems data.

Esri, SAP and joint partners are working towards further developments in functionality and simplifying the combined of use of systems. The continued acceptance and development of the joint solution is in recognition of the ever-increasing benefits that end users find while using both systems. This is clearly a case of the benefits of the combined system being more than the sum of the two individual systems alone.

Jonathan Levy
Solutions Architect
SAP Public Services jonathan.levy@sap.com