Abstract
Implementing an Enterprise GIS is not an easy task, but once the hardware and software infrastructure are in place, another task exists. How does an organization keep the system from becoming fragmented? As the power of the GIS becomes available to the people in the organization, how are projects and data tracked? How do you maintain a learning environment and promote creativity in the Enterprise system, while still maintaining standards and accountability for the data and projects that are being created? This paper will examine GIS Policy and Procedures in a large organization and discuss the challenges faced by those charged with developing user guidelines.
Birth
Your Organization’s GIS may have started out as one or two individuals who acquired the software, data, and knowledge of GIS. They quickly learned of the benefits that GIS has to offer. As time goes on, those individuals communicate the possibilities of GIS and become the source of many assorted GIS products. No Policy exist, a new frontier is waiting to be explored.
Growth
After a short time, one or two users become a dozen users. A greater amount of money, time, and resources are being invested in the GIS. There is only informal coordination among the users. Depending on logistics, sometimes the wheel gets re-created. Users have no process for communicating needs or developments to each other. A need for coordination becomes apparent and a solution is sought.
The Nanny
At some point in time, management recognized the need for structure, with regard to GIS. Perhaps, there is a desire to promote the system and encourage others to utilize its functionality. For whatever reason, if the system continues to grow, a Coordinator or Manager will be assigned the task of overseeing the developing GIS. This person may be brought in specifically for this task, or it might be assigned to someone who already exists and will just take on the additional task of coordination. This person will nourish the system and see over it, as a nanny to a young child. Exploring new possibilities and introducing new users to the technology.
The Terrible 2's "A GIS Growth Explosion"
More time passes, more users, more data, better equipment. The organizational GIS is growing by leaps and bounds. Storage devices are purchased…additional software is purchased. Thoughts of putting maps on the Internet start to surface. The possibilities seem endless. Meanwhile, with no Procedures to follow, no Policy, things are going willy nilly! Everyone is doing his or her own thing. No one knows what the other guy is doing. Wonderful things are happening too. Great discoveries are being made. But, mistakes begin to surface.
Time Out
Now, that the system has grown with very little control. It is out of control. These are things that might have been seen in the beginning, but just were not addressed. Now, proper Procedures and Policy are a necessity. Rules are a part of our life that help us all work together more efficiently. GIS Policy and Procedures make it easier for the users to work together in harmony.
What Now? Who? What? How? And Why?
Once your organization decides the time is right for developing some user guidelines, you must identify several things. First, seek out assistance in developing this Policy from other organizations that have been through the process. Borrow ideas from other types of Policy, for example, a computer user Policy. A team is helpful in determining, just what needs to be included in your Policy. You must decide how to introduce your Policy without causing a mutiny in your organization.
Most importantly, you must know why you are implementing Policy. What are the problems currently threatening the success of your GIS? You must have administrative support to help enforce the Policy. Some issues that might prompt the need for Policy are the need for metadata standards, the need for controlling software distribution, and software standards. Are users aware of licensing restrictions? Is your data being collecting and distributed in a responsible manner? Are your users accountable for the reliability of their data? Are users informed enough to make decisions regarding GIS? Do you share your data with other organizations? Does data redundancy occur in your organization? Are resources being used wisely, or being wasted?
Conclusion
To cover all situations in a Policy and Procedure document would be impossible.
Create a document that is comprehensive, but one that covers general situations.
Include provisions to alter or add new guidelines, as they become necessary.
Lastly, be patient…change doesn’t occur overnight, but in time, the Policy will
be accepted and will make life easier with respect to your Enterprise GIS.
Final Comments from the Author
I found resources for writing this type of Policy very limited.
I would be happy to share a copy of the Policy and Procedure document upon request.
Although, the document is far from being perfect or complete, it is a beginning and has
dramatically improved the efficiency of our GIS.
Also, I applaud Esri for listening to their users. The Enterprise solutions that are being developed and that are currently available are of tremendous value to those responsible for overseeing Agency wide GIS programs.!!
About the Author
Tracy Jenee' Ford
Agency GIS Coordinator
Arkansas Game & Fish Commission
2 Natural Resources Dr.
Little Rock, AR 72205
USA
Tel (501) 223-6338
Fax (501) 223-6455
tford@agfc.state.ar.us