Kirsty Burt, Vicki Evans

CITY OF SEATTLE CGDB USER SUPPORT PACKAGE ABSTRACT

The CGDB (Central Geographic Data Base) User Support Package is being created to provide an information source about the CGDB elements for use by the technical GIS users in the City of Seattle and to create a sharing mechanism for GIS data, tools and applications. As the project development of the CGDB in the City of Seattle's Engineering Department concludes, the CGDB is becoming the base data the City is using in most applications and map products. Technical GIS users have had problems in using the CGDB, including difficulty in finding the information they need, knowing the appropriate uses for certain data elements, and in duplicating efforts with data and programs.

The CGDB User Support Package will support technical GIS users with four key elements.

  1. An on-line data dictionary that includes metadata.
  2. A menu with a series of useful tools.
  3. Bulletin board.
  4. General information about the CGDB.

    This paper and application spotlight demonstration of the package will describe the requirements, design, and technical components of the CGDB User Support Package, as well as the development and maintenance processes, and ideas for future enhancements.

    	  

  


    BACKGROUND
      


The City of Seattle Engineering Dept. has responsibility for stewardship   

of City's Central Geographic Database (CGDB). The CGDB consists   

of 5 primary layers, each containing multiple coverages and associated   

files.  The CGDB provides the spatial foundation for the various   

thematic GIS layers which are maintained by City departments.    

    


    • The Common Land Data Base is the City's 1/4 section base map which   

includes detailed survey data and the underlying legal divisions of land.  

  


    • The Parcel Layer delineates ownership boundaries and is linked to the   

King County Department of Assessments property records.  

  


    • The Street Network Database contains street centerlines which are   

linked to potential address ranges.  

  


    • The newly created Topography layer delineates elevation at 2 foot   

intervals.  

  


    • Digital orthophotos were taken for the entire City in 1993.  The image   

library will be complete by mid 1995.

      

  

At least 12 City departments rely on GIS mapping and analysis capabilities   

in the course of carrying out their daily business functions. The concept of   

a User Support Package was developed in response to the challenges of   

supporting over 75 City GIS employees whose daily tasks are based on   

widely different job priorities, needs, and skill levels.   

  

An on-going challenge for Seattle Engineering's CGDB Maintenance and   

Operations group has been to provide adequate technical support and   

documentation for City GIS users.  The enormous volume and complexity   

of the data makes it necessary for users to have ready access to current,   

complete and detailed technical documentation, especially when performing   

complex analysis using multiple layers.  Additionally, users have long   

pushed for efficient ways to share tools, techniques, and ideas in an effort   

to minimize duplication of effort and increase productivity.  

  

The layers of the CGDB were individually documented during the design   

and conversion stages, then updated as necessary during implementation   

phases. The result has been a frustrating array of paper documents, mostly   

inconsistent with respect to design, content and format.  They were often   

outdated, despite the best efforts of project managers who found   

themselves fielding multiple phone calls a day to answer the same question   

many times over.  Users have become frustrated when the appropriate   

person was not available or when it was unclear who could provide the   

needed information.  

  

The CGDB User Support Package will provide a central source for   

information about the City's Central Geographic Data Base and selected   

thematic GIS data which are commonly used by all City departments. It   

will enhance the Engineering Department's ability to efficiently respond to   

users requests for information and/or technical support.  It will also   

streamline the Engineering Department's GIS data distribution function,   

both internally and externally, by providing quick and current   

documentation to accompany data transmittals.  It will also enhance user   

ability to get at information quickly by reducing the need to talk with   

CGDB analysts or project managers directly.  

  

  


    REQUIREMENTS
      


The name "User Support Package" provides an overview of its main   

purpose: to support the users of the CGDB.  In the requirements phase of   

the design, it was our task to define the details of user needs and   

expectations for the package.  In the beginning, it appeared that   

expectations were varied and difficult to quantify.  After a series of user   

interviews, common definitions, expectations and needs began to emerge   

and the User Support Package began to take shape.  We created a listing of   

the purpose and definition of the package in order to obtain concensus on   

why the package was being created, who it would serve, when it would be   

used, and what it would contain.  

  


    Why
      


    • Technical GIS users had problems with the CGDB, including difficulty   

in finding the information they needed, knowing the appropriate uses   

for certain data elements, and in duplicating efforts with data and   

programs.  

  


    • The CGDB User Support Package was created to provide an   

information source about the CGDB elements for use by the technical   

GIS users in the City of Seattle and to create a sharing mechanism for   

data, tools and applications.   

  


    • The CGDB User support package was designed to act as a prototype   

and design framework a for a future support package that could include   

all City GIS elements.  Long term development by department would   

be incremental.  

   


    • It provides a base to develop future user support for novice GIS users   

in the City.  

  


    • A side benefit of this project is the opportunity it created to organize   

existing data and programs and to standardize future development by   
technical GIS users in a shared system environment.

       

   


    Who
      


    • The technical users of the GIS are the direct day-to-day users of the   

GIS system and its data layers.  These are people from any department   

that create map products, develop applications, conduct analysis of the   

data.    

  


    • The technical users are similar in their level of expertise in GIS, but   

their knowledge of the different components of the CGDB will vary   

widely.   

  


    • The technical user is an informed user looking for detailed information   

about the CGDB, such as the overall history and content of data layers,   

where they are located, and key data values associated with data   

(coverages and files, listing of key items and values, libraries, relates).  

  


    • It is important that the CGDB User Support Package focus on the   

technical users and the functions they require.

      

  


    When
      

The CGDB User Support Package will be used 
    

    • When a new application is being developed.  

  


    • When new map products are being created.  

  


    • When ad hoc analysis is being conducted.  

  


    • As a training tool for new users on the system.  

  


    • As a guideline and standard for storage and documentation when new   

layers are being created.

      

  


    What
      

The CGDB User Support Package contains documentation of the   

CGDB.  This includes:  

  


    • A data dictionary: information about the coverages, attributes, expansion   

tables, lookup tables, symbol and line tables, relate environments, libraries,   

standard tools etc. that make up the CGDB.  



    • Metadata: information about data history and sources, contact person,   

suggested uses, etc.  



    • General descriptions of the CGDB for new users of the system.  

  


    • A series of existing tools and shell AML's that will useful to all   

technical users.  Some of these might include address matching,   

standard City-wide maps, or mailing label generation.  

  Standard reports, such as data transmittals, coverage lists, data by   

departments etc.  

  


    • A fully maintained bulletin board that provides information on recent   

changes to the database, technical tips, meeting schedules, maintenance   

update information.

      

  


    DESIGN
      


Once the requirements for the User Support Package had been agreed   

upon, a technical design was drafted.  There were several technical design   

criteria that arose in the interviews.  First, the package needed to be as   

simple as possible, both in content and useability.  Second, it had to be   

accessible from every user workstation in the City and not require any new   

software purchases.  With these requirements, it was clear that the package   

would need to be programmed directly in ArcInfo, using INFO as the   

database.  The design was created in a  simple format that could easily be   

migrated to another database in the future.  Access to the package is via   

Arcplot menus.  Figure One shows the first menu of the system, with each   

of the required elements.  

  


    Data Dictionary
      

The foundation of the User Support Package is the data dictionary.  With   

the importance of relationships among the data elements, a relational   

database structure was used, with cross reference tables among the   

elements.  A table was created for coverages, files, items, and annotation.    

The layout of these tables and their relationships is seen in Figure Two.    

The majority of required items were easy to define.  Meta-data items were   

added using the Federal Spatial Data Transfer Standard as a guideline.  

  

Finally, the data dictionary access menu was designed.  The flow was as   

simple as possible, beginning with a choice of each of four main elements:   

coverage, file, item, and feature.  Features were created to accommodate   

those elements that were not truly a coverage but were commonly   

referenced, such as blocks or streets.  Annotation is accessible via the   

coverage menu.  Figure Three shows the design of the data dictionary   

access menu.  While the flow is concentrated in the direction of the four   

main elements, it is also easy to move among those elements in the menu.    

For example, details about items or files can be reached from the coverage   

menu track.  The description field in the data dictionary files allows the   

user to find items, coverages, files or features using key words when the   

true name is not known.    

  


    Tools
      

The front end for the tools menu has been created.  A scrolling list format   

is used so that tools can be added as required.  

  


    Standard Reports
      

This was also designed so that reports can be added as necessary.  The first   

set of reports is a series of transmittal reports to accompany data requests.  

  


    Bulletin Board
      

The bulletin board is currently just a front end.  It is going to be added in   

1995. 

 

Main Menu Figure
    

Data Dictionary Layout Figure 
    

Data Dictionary Menu Figure
     

 

  


    IMPLEMENTATION
      


Once priorities and a schedule were agreed to, it was decided that a small   

team (2-3 people) would be put in charge of implementing the User   

Support Package.  Ultimately it will be the responsibility of a "User   

Support Package Steward" to maintain the data and ensure its integrity   

over the long term.    

  

A primary goal of the implementation process is to ensure consistency and   

accuracy within all components of the User Support Package. In part, this   

would be acheived through well thought-out standards and conventions.    

Additionally, automated methods to populate the data dictionary and other   

components of the documentation would be used as much as possible to   

minimize data entry errors.  

  

The implemenation process has been incremental, beginning with the   

CGDB Data Dictionary.  Each component of the Package will be   

developed separately and added in as it becomes functional.  This approach   

allowed us to begin with the fun part first - a menu-driven user interface.    

The Arcplot-based menu interface, was written and shown to existing and   

potential users of CGDB user documentation.  With a few minor   

enhancements, it has been accepted as the template to which each   

component will be attached.   

  


    Data Dictionary
      

Since the Data Dictionary is the primary component, emphasis was   

immediately placed on finalizing its design and getting the data entry   

underway.  Several steps were undertaken:  

  

Several meetings were held with project managers to look closely at the   

documentation and meta-data requirements of the users.  The CGDB   

Maintenance and Operations Group had several years of  front-line  user   

support experience to draw on in the process of finalizing the contents of   

the data dictionary.  Although the Federal Standards for metadata were   

used as a guideline, it became clear that the City had specific needs not   

easily accomodated through that design and that several additions to the   

initial design would be required.  

   


    • A data entry interface was designed and written using AML.  The   

interface was intended to support a non-technical ArcInfo user whose   

primary task would be compiling the source data and getting it into   

INFO.   It also included automated routines to perform standard   

entries.  

  


    • An intern was hired to test the interface and data dictionary design with   

a small subset of data.  This proved to be a valuable step, as we were   

able to pinpoint and deal with  a number of exceptions and data   

anomalies which had not been previously thoought of.  The process   

also gave the User Support Package team an opportunity to refine a list   

of standard definitions and dictionary entries.  

  


    • Data compilation and data entry began with the CGDB Parcel Layer.   

Data is initially written to a temporary file before a series of automated   

and manual quality checks are performed. Error files are created to   

assist the data entry technician in making corrections.  After corrections   

are verified, the final contents are copied to the master data dictionary   

files and made available across the network to City users.    

   


    • The data entry interface has been modified to create a maintenance   

interface.  Maintenance will be performed on a regular schedule
      
beginning immediately when a layer is written to the master files.

    

  

  


    Next Steps
      

The completion and enhancement of the User Support Package will be an   

on-going respsonsibility of the Engineering Department's CGDB   

Maintenance and Operations group.  

  


    • Establish mechanisms to trigger updates when necessary. A short-term   

task will be to modify existing CGDB maintenance and library check-in   

routines to automatically update the User Support Package files. (ex:    

date of last update written out each time a coverage is updated)  

   


    • Design and implement standard reports  (ex:  standard transmittals for   

data transfer,  data layer descriptions, list of contacts by Department)    

This work is already underway but will be on-going as new needs are   

identified.  

  


    • Provide access via User Support Package functionality to existing and   

planned automated tools. This will include data translation routines,   

standard query applications, and a standard map-maker tool known as   

"map-o-matic".
    Kirsty Burt
    KBGIS
    9950 Lake Washington Blvd. NE, Suite #3
    Bellevue, WA 98004
    Telephone: (206)454-6756
    Fax: (206)454-6287
    E-mail: kirstyb@netcom.com

    Vicki Evans
    Project Manager
    City of Seattle
    400 6th Ave., Rm. 510
    Seattle, WA 98104
    Telephone: (206)684-8857
    Fax: (206)684-8914