Chippewa County GIS Assessment - eup-planning.org€¦ · ESRI ArcGIS Desktop ArcGIS Desktop is used for visualizing, managing, creating, and analyzing geographic data. There are

2010

Assessment done by:

Eastern Upper Peninsula Regional

Planning & Development Commission

Chippewa County GIS Assessment

Table of Contents

Executive Summary ....................................................................................................................................... 1

Conclusion ................................................................................................................................................. 1

Project Purpose ............................................................................................................................................. 2

Introduction .................................................................................................................................................. 3

Methodology ............................................................................................................................................. 3

Agencies/Departments ............................................................................................................................. 4

GIS Software .............................................................................................................................................. 5

Detailed Department/Organization Summaries ........................................................................................... 6

Office of Emergency Services/911 Central Dispatch ................................................................................ 6

County Road Commission ......................................................................................................................... 8

Equalization Department .......................................................................................................................... 9

City of Sault Ste. Marie – Engineering Department ................................................................................ 10

Lake Superior State University ................................................................................................................ 11

General Department/Organization Summaries .......................................................................................... 12

Chippewa County Health Department .................................................................................................... 12

Sault Tribe of Chippewa Indians ............................................................................................................. 12

DTE Energy .............................................................................................................................................. 12

Cloverland Electric Cooperative, INC ...................................................................................................... 13

City of SSM – Fire Department................................................................................................................ 13

EUP Intermediate School District ............................................................................................................ 13

Natural Resources Conservation Service ................................................................................................ 13

Chippewa/East Mackinac Conservation District ..................................................................................... 13

USDA Forest Service ................................................................................................................................ 13

Bay Mills Health Center........................................................................................................................... 14

EUP Transportation Authority................................................................................................................. 14

Inter-Tribal Council of Michigan ............................................................................................................. 14

Department of Natural Resources & Environment ................................................................................. 14

Department of Transportation ............................................................................................................... 14

Overall Chippewa County GIS Conclusion ................................................................................................... 15

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Executive Summary This needs assessment was performed in response to a request from the Chippewa County GIS User

Group to determine the County’s needs and provide guidance for them in delivering value to the County

through GIS technology. This assessment is the first step in developing a long-term plan for delivering

GIS services to the County, its citizens, and other partners located within the County.

The purpose of the needs assessment is as follows:

Document the needs of current and potential GIS users

o Through surveys and discussions with Chippewa County departments, agencies, and utilities, investigate Chippewa County’s need for GIS applications and current capabilities to develop and support such applications.

Study Data Security and Data Issues

o Assess how GIS data is stored and who has access to the data, the potential for a central housing location for GIS data county-wide, the quality and methods in developing data.

Study Training Issues related to GIS Implementation

o Assess the knowledge and skills of current GIS users and the capacity at which these users wish to achieve within their GIS system and the available training methods to get them there.

Conclusion County departments agree that more training and cooperation county-wide could greatly benefit each

department. Using GIS on an enterprise level - connecting all departments together - would provide a

more mainstream and efficient use of staff time and funding. Because many departments and staff only

need to view data, the development of a web-based GIS data viewer could satisfy the vast majority of

these needs.

As a next step in the County’s GIS integration, a County GIS Strategic and Implementation Plan should be

developed. This plan would determine opportunities that may exist for GIS collaboration, recommend

organizational structure(s) that could be used to integrate various GIS efforts, identify types of

integrated cost recovery models and other revenue sources that could be instituted for common

development and maintenance and explore how Chippewa County agencies and departments can be

more efficient in the use of GIS. This plan will also offer approximated cost estimates for all required

hardware, software, application development, data development and training needs.

Overall, Chippewa County needs to focus on establishing a County-wide, enterprise GIS that will benefit

all County departments and agencies and help streamline work flow. The County also needs to invest in

developing and updating data for those future GIS users.

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Project Purpose Geography is the study of the earth and its features. A Geographic Information System (GIS) is a technology that manages, analyzes, and distributes geographic knowledge. It links physical to informational (such as people to addresses or buildings to parcels) and it layers that information to give you a better understanding of how it all correlates. Typical data layers in a GIS include roads, rivers, addresses, parcels, land use, soils, and so on. A GIS is used in a variety of applications: Utility Management, Emergency Services, Health and Human Services, Land Use Planning, Transportation, Disaster Planning, Forestry Management, Retail and Marketing, Real Estate, and many more.

In recent years, several Chippewa County departments and agencies have used GIS applications. However, these applications have developed as the needs arose, and the responsibility for performing them has been assumed by the affected County department or agency within Chippewa County. Although this approach has produced some very useful datasets, it has not helped Chippewa County to systematically assess its GIS needs or to formulate a coordinated effort to address them.

No strategic direction exists for the development and deployment of GIS technology, including standards that would assist in the development and sharing of information among county departments and units of government. Likewise, there exist no defined means to identify and resolve technical barriers to successful GIS deployment and to plan for technical, staffing, and organizational development necessary to support GIS effectively.

At this stage in Chippewa County’s GIS development, it is necessary to investigate, in detail, the existing state of affairs among the many County agencies and local governments and determine the possibilities for a more coordinated, efficient application of GIS county-wide.

It is a goal to have Chippewa County departments, agencies, utilities, and private entities effectively working in cooperation to develop, maintain, and share geographic data and information, to more efficiently analyze situations and make decisions that will benefit each resident, unit of government, and the County in the future.

The purpose of the needs assessment is as follows:

Document the needs of current and potential GIS users

o Through surveys and discussions with Chippewa County departments, agencies, and utilities, investigate Chippewa County’s need for GIS applications and current capabilities to develop and support such applications.

Study Data Security and Data Issues

o Assess how GIS data is stored and who has access to the data, the potential for a central housing location for GIS data county-wide, the quality and methods in developing data.

Study Training Issues related to GIS Implementation

o Assess the knowledge and skills of current GIS users and the capacity at which these users wish to achieve within their GIS system and the available training methods to get them there.

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Introduction This needs assessment was performed in response to a request from the Chippewa County GIS User

Group to determine the County’s needs and provide guidance for them in delivering value to the County

through GIS technology. This assessment is the first step in developing a long-term plan for delivering

GIS services to the County, its citizens, and other partners located within the County.

This GIS Needs Assessment takes a look at the particular needs of each County Department as they

relate to Geographic Information Systems. This assessment will attempt to inventory current hardware

& software, look at personnel/staff issues, and data issues, as well as provide recommendations for

department within Chippewa County. In addition to County Departments, this assessment will also look

at other key agencies and organizations throughout Chippewa County that may provide crucial data or

services to the County as a whole.

Methodology This Needs Assessment was done by Nathan Fazer, GIS Coordinator for the Eastern Upper Peninsula

Regional Planning & Development Commission.

To kickoff this assessment, EUPRPDC developed a survey to determine needs from Departments that

work with geospatial data (or would like to). The survey focused on obtaining a basic understanding of

daily processes that could be streamlined or aided by GIS. A summary report of the survey is included as

Appendix A, Summary Survey Results.

Subsequent to compiling survey results, follow-up interviews and site visits were done with several

departments to clarify and elaborate on survey results. These visits helped develop recommendations

as what software might be needed and/or what data could be developed to help streamline daily

activities.

Descriptions in this assessment vary: detailed descriptions come from survey results, interviews, and site

visits; generalized descriptions come from those that only returned the survey and no site visit took

place; for departments/agencies that did not return surveys, no descriptions are given. Descriptions are

based on what involvement departments and agencies had in this process.

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Agencies/Departments The following Agencies and County Departments returned the survey and were involved in helping

develop this assessment.

Chippewa County Central Dispatch

Chippewa County Equalization Department

Chippewa County Road Commission

DTE Energy City of SSM Engineering

Department City of SSM Assessors Office

City of SSM Fire Department Sault Tribe of Chippewa Indians Bay Mills Health Center

Inter-Tribal Council of MI EUP Transportation Authority EUP Intermediate School District

Natural Resources Conservation Service

Chippewa/East Mackinac Conservation District

Michigan Department of Natural Resources

Michigan Department of Transportation

US Forest Service Lake Superior State University

Sault Tribe Health Center Kinross Charter Township Cloverland Electric Cooperative,

Inc. Chippewa County Health

Department

Special Thanks goes to the following:

Chippewa County Central Dispatch – Tim McKee, Dispatch Director

County Equalization Department – Sharon Kennedy, Director

County Road Commission – David Deatrick, Engineering Assistant & Rob Laitinen, Superintendent

SSM Engineering Department – Terry Collins, Engineering Technician

Lake Superior State University – David Szlag & Pariwate “Perry” Varnakovida, Assistant Professors

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GIS Software The following are descriptions for the common GIS software applications being used in Chippewa County. Department specific software will be described in each Department’s section.

ESRI ArcGIS Desktop

ArcGIS Desktop is used for visualizing, managing, creating, and analyzing geographic data. There are 3 versions of ArcGIS: ArcView, ArcEditor, and ArcInfo. ArcView is the base package, with ArcEditor and ArcInfo providing additional functionality. In addition to the base software, ESRI provides “extensions” to each, which allows users to perform more advanced analyses. ArcView is the most common application in Chippewa County.

Google Earth

Google Earth is internet-streaming software that allows users to view satellite imagery, maps, terrain, and 3D features of the Earth.

ESRI ArcGIS Explorer

ArcGIS Explorer is a free GIS viewer that allows users an easy way to explore, visualize, and share GIS information. ArcGIS Explorer is similar to Google Earth in that it accesses online basemap layers (internet-streaming). However, unlike Google Earth, ArcGIS Explorer allows users to add local shapefiles and other local GIS data to create custom maps, and perform basic GIS analysis. This software is less common than Google Earth in Chippewa County, but several users are utilizing it.

Autodesk AutoCAD

AutoCAD is Computer-Aided Design software designed mainly for engineers and architects. AutoCAD Map 3D is software designed to bridge the gap between CAD and GIS. AutoCAD Map enables engineers, surveyors, and GIS professionals to directly access, edit, visualize, and analyze a broad variety of CAD and spatial data. Several users in Chippewa County use AutoCAD.

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Detailed Department/Organization Summaries

These summaries are taken from the distributed surveys, as well as site visits and interviews. This section summarizes, in detail, primary GIS applications and GIS needs, as well as some recommendations. No preference or priority is intended or implied from the order of the Departmental descriptions.

Office of Emergency Services/911 Central Dispatch Central Dispatch is charged with the following primary tasks:

Answer all 911 and non-emergency calls within Chippewa, Luce, and Mackinac Counties and provide direction or instruction to those callers

Dispatch police, fire and ambulance services

Provide an after-hours answering point for the Human Services and all county Department of Public works

The center also houses the Emergency Operations Center (EOC), used in the event of a large casualty or extended duration event; the EOC is also used by various agencies and groups for meetings and training.1 Current Hardware and Software

The CCCD has a vast array of equipment housed in the equipment room; 6 servers, the phone system, routers, recording devices, 911 Lifeline, and radio systems. The emergency broadcast station houses several desktops, which are used to monitor and send out emergency broadcast signals in case of emergency. The dispatch room has several workstations with multiple-monitor setups. All the desktops use the Windows XP operating system, and have internet access. CCCD uses the following software applications: ESRI’s ArcInfo 9.x, Google Earth, and Positron Power MAP, Power 911, and Power CAD.

Power 911 provides call takers with on-screen control of both landline and wireless calls in a wide variety of telephony environments. Through an intelligent approach to information display and management, Power 911 enhances emergency call handling efficiency and consistency. Power CAD is a configurable Computer Aided Dispatch system providing complete resource and incident management for single and multi-agency environments. Power CAD provides dispatchers with both graphical drag-and-drop and command-line control that increases dispatcher efficiency and accuracy. Power MAP is a dedicated public safety map viewer providing automatic display and management of calls, incidents, responses and resources. Power MAP allows agency personnel to locate callers and direct emergency responses quickly and accurately.

1 Department description taken from the Chippewa County website.

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GIS, Data & Staff Issues

Staff Issues: Currently, 14 people are employed within the Chippewa County Central Dispatch office (CCCD); 10 dispatchers, 3 Senior Dispatchers and a Director. Dispatch staff use GIS on a daily basis as data viewers. Since the majority of data is created off-site, staff do not need an advanced understanding of data creation in GIS.

Central Dispatch needs accurate, useful, updated data. Current data is useful to a certain extent. However, lack of updates hinders Dispatch accuracy. Central Dispatch is currently updating its road centerline data, which as of the writing of this assessment, is close to completion. New address information is available through the County Equalization office, but current address information is minimally updated (owner information, etc.)

Central Dispatch could benefit greatly by working with other departments to develop and maintain data. The following datasets would be useful in the daily operation of the dispatch center:

o Common Places: This data layer would include common businesses and landmarks (such as gas stations, restaurants, churches, etc.) to help identify caller locations.

o I-75 Mile Markers: Dispatch occasionally receives calls from travelers on the I-75 freeway, identifying a mile marker. Dispatch should work with a third-party to GPS all mile markers on I-75.

o Campgrounds: Oftentimes, calls will come from campgrounds in the EUP. Dispatch then has to identify which emergency vehicles to send. Without knowing exactly which campgrounds are where, dispatch is often left to send multiple teams of emergency responders. (This issue is currently being looked at between Dispatch and EUP Regional Planning.)

o Transportation Features: Road data (seasonal, paved, gravel, etc.) would be a great help to dispatch in knowing what road conditions crews may encounter, as well as finding alternative routes. Another addition to road information would be locations and weight restrictions of all bridges in the region as well. Central Dispatch should work with the Chippewa County Road Commission to develop this data.

o Buoy Information: Occasionally, dispatch receives calls from boaters, identifying buoy markers (i.e. “we’re by buoy 15 in Munuscong Bay”). Locations of buoys and other marine information could assist Dispatch in sending the appropriate emergency crews to the exact location on the water. (This issue is also being looked at between Dispatch and EUP Regional Planning.)

o Parcel/Owner Information: This information would be useful in determining ownership of land as opposed to house ownership. Many calls are not placed at a residence, so specific address information is not available. Parcel and address information needs to be created and updated at the County Equalization office.

Department Conclusion

The Central Dispatch office has one major issue; the lack of updated and accurate GIS data. Current GIS data is sufficient enough to get the job done, but more and better data could tremendously help dispatchers respond to calls more quickly and accurately. With improved data, emergency response time and potential issues could be drastically reduced. It is highly recommended that Central Dispatch works with the Road Commission, Equalization office, and EUPRPDC to develop accurate and useful data. In terms of emergency preparedness, staff should be trained on modeling, predicting, and handling emergencies (such as toxic spills, critical infrastructure location, road/traffic conditions, etc.)

Department Goals: To have accurate street and address data, improved road ranges, and parcel ownership data available for emergency services. Using this data to improve emergency services is a long term goal.

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County Road Commission The Chippewa County Road Commission (CCRC) is responsible for the construction and maintenance of County roads, as well as bridges, culverts, guardrails, signs and other associated structures along those roads. The CCRC is also in charge of snow removal on county roads and streets. Current Hardware and Software

The CCRC has 2 desktop computers and 5 laptops (1 used in the maintenance garage). Another desktop is used as a file-sharing server. All computers use the Windows XP operating system. Other equipment includes a 24” plotter and several LaserJet and Inkjet printers. The office also has surveying equipment. The CCRC uses RoadSoft GIS software and AutoCAD.

RoadSoft is a graphically designed, integrated roadway management system developed for counties, cities and villages. It provides tools for the analysis and reporting of roadway inventory, condition and safety data.

GIS, Data, & Staff Issues

Staff Issues: The CCRC employs over 100 people county-wide. However, only 2 people in the office use GIS; the engineering assistant and the office superintendent. Both use RoadSoft GIS and AutoCAD when needed. The biggest issue with staff is time – GIS is a tertiary task at the Road Commission and staff time is almost impossible to dedicate to any GIS work. The CCRC should consider training all office staff on GIS use, and consider training or hiring a person to dedicate time to establishing and maintaining a GIS.

The CCRC has a very basic GIS system in place. Between RoadSoft GIS and AutoCAD, the CCRC is able to view GIS and GPS data. The CCRC should consider a more streamlined GIS system that works with all their data (shapefiles, database files, CAD files, etc.) and allows all staff to view that data.

The CCRC should have a more efficient means of data sharing and data access. Currently, data is stored on individual workstations, which then “share” data over the office network. The current file-sharing system may not be efficient enough for future GIS use. The CCRC should look at purchasing a Windows Server or Network Attached Storage (NAS) device to share documents and files, and eventually GIS data. Currently, RoadSoft and the CCRC’s accounting software rely on Microsoft SQL Server for its database access. This should be a consideration when looking at a storage solution.

More sufficient data should be produced and shared with other County Departments. Currently, only federal-aid paved road information is available in digital format. The CCRC has a hard-copy map of seasonal and gravel roads; the issue is not the data itself, but digitizing and transferring that data to a GIS system. Also, recent Federal guidelines specify that all road agencies with sign maintenance responsibilities shall have a sign management system in place by January 22, 2012. All regulatory signs have to meet federal reflectivity guidelines by 2015. Because of these federal regulations, the CCRC has begun to inventory signs in RoadSoft GIS.

The CCRC would benefit from working with other County Departments to develop and maintain data. The CCRC would like to have the following data available for a GIS: accurate soils data, parcel/owner information, Right of Way (ROW) boundaries, well logs and well information, and leaf-off aerial imagery.

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The County Road Commission has two major issues; the lack of GIS data and lack of available staff time. GIS could potentially streamline operations in the Road Commission office – submitting project applications, looking up sign information, relaying information to truck drivers, performing route analysis to optimize snow plowing routes, finding and notifying landowners of potential road projects– could all be done from within the office( and relatively fast), with a well-established GIS system.

Once a GIS is established, someone needs to be able to maintain and update that system. Current staff is pressed for time already. If the Road Commission wishes to establish a GIS, staff needs to be trained to use GIS, and either a current employee or a new employee needs to dedicate time to working with that GIS.

Equalization Department The Equalization Department advises and assists the Board of Commissioners in equalizing property tax assessments on a county-wide basis. In conformance with state directives, the Department conducts annual sales and appraisal studies. These studies are used to equalize assessed values for each class of property in each of the seventeen local units of government within Chippewa County. The Department assists local assessing officers in the discovery, listing and valuation of properties for tax purposes, and in the development and use of valuation standards and techniques for the assessment of property. Additionally, the Department performs all data maintenance for the assessment/tax rolls for the out-county area. This includes processing transfer documents received from the Register of Deeds office on a daily basis in order to maintain the names, addresses, and legal descriptions for the production of annual assessment and tax rolls for all townships and DeTour Village. The Equalization Department also assigns and maintains all 911-addresses in the out-county area (except those in Detour Village and the "downtown" area of Pickford).2 Current Hardware and Software

The CCED has 4 desktop computers used by staff, and 1 public desktop computer. All computers use the Windows XP operating system, and have internet access. Other equipment includes a 42” plotter (located in the IT Department) and several laser printers. The CCED uses both ArcInfo and Google Earth. Current desktops share a floating site license of ArcInfo, and data is stored on the County’s server. GIS Data, & Staff Issues

Staff Issues: The Chippewa County Equalization Department (CCED) employs 4 people. Assessors use GIS (ArcInfo) typically on a daily basis, managing address and parcel data. Others in the office use GIS as data viewers. Staff are knowledgeable enough with basic GIS skills to get tasks done, but more specific training on updating address attributes and cadastral mapping could have a big impact on day-to-day production.

Data Issues. Address data is kept current to a certain extent – only newly created addresses are updated with current owner information. Existing address data does not have updated owner information. Digital parcel information was created around 10 years ago, and has since become inaccurate and out of date. In order to make this information current, it would have to be produced from scratch. This is a huge undertaking, but is essential. If Chippewa County wishes to establish any kind of GIS, address and parcel information has to be updated and kept current.

Digital information should integrate with a GIS. The Register of Deeds office is currently converting information into digital format, typically built around scanned (TIFF) images of deeds and associated with keywords for indexing and searching. This is done using a vendor service, Manatron. However, this information is not currently tied

2 Department description taken from the Chippewa County website.

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to a GIS and not spatially enabled, but the need and want is there. According to the Manatron website, GIS integration is possible. Repeated calls and emails to Manatron representatives were left unanswered, so as of the writing of this assessment, specifics on GIS integration are not available.


The Equalization Department has a good start on establishing a GIS. GIS software has been purchased and staff are familiar with basic functions. However, more advanced GIS training is needed to educate staff on using GIS for address updating and updating/creating parcel information. The Department has a great deal of information that could be useful in a GIS – scanned deed information, historical maps and plats, remonumentation corners, as well as future addressing and parcel information. All this data could be tied together in a GIS, streamlining tasks in both the Equalization and Register of Deeds departments. With several software packages currently needed, looking up information requires multiple programs. It is a recommendation that the Equalization Department work with Manatron and other software partners to integrate tax and address information with its current GIS.

Department Goals: To produce parcel mapping for all Townships. A long term goal is to integrate parcel mapping with addressing data base and ownership files.

City of Sault Ste. Marie – Engineering Department 3The City Engineering Department provides the public with information and services on the following topics:

Water main, sanitary sewer and storm sewer locations Rights-of-way & existing plats Develop, maintain, and manage city maps. Historical data, aerial photos, and topographic maps Utility and other right-of-way related permit applications and requirements Permit applications for various Federal and State construction permits Design, estimating, contract preparation, surveying, construction engineering, inspection

services & contract administration on City projects. Site plan reviews related to engineering department concerns. Assist Planning & Development Department with zoning issues, grant applications, and other

issues. Assist Building Department with zoning issues, setback information, and other issues. Provide Assessor's Office with special assessment information and documentation. Traffic count collection/administration. Assist Street, Water and Sewer, and Parks and Recreation Departments with various projects. City address assignments. Traffic engineering services, including traffic sign inventory management. Tree removal policy administration. Development of City GIS System

Current Hardware and Software

The SSMED has 4 personal desktop computers. All computers use the Windows XP operating system, and have internet access. Other equipment includes a 42” plotter, 2 Trimble GPS units, and several printers. The SSMED uses AutoCAD for the majority of its work, and seldom use ArcGIS. Staff also uses RoadSoft GIS for its road data.

3 Department description taken from the City of Sault Ste. Marie website.

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GIS, Data, & Staff Issues

Staff Issues: The Sault Ste. Marie Engineering Department (SSMED) employs 4 people (3 engineers and 1 secretary). Staff are very knowledgeable with AutoCAD software, but have very basic ESRI GIS knowledge and skills.

The SSMED has a basic GIS system in place. Current desktops have a floating ArcInfo license, but it is not often used. Data is stored both on individual workstations, and a “shared desktop”.

Data is being produced, just need the GIS: The City has been very proactive in collecting data and inventory assets – the next major hurdle is integrating this data into an efficient GIS. The city has been collecting water and sewer mains, signs, sidewalks, manhole covers, catch basins, water valves/outlets, water shutoffs, and fire hydrants. The collection and updating process is continual. However, staff need to be trained on the advanced uses of GIS to efficiently utilize this data.


The Sault Ste. Marie Engineering Department has a great start on collecting and developing data for a GIS. The issue comes down to staff time, and how dedicated the City wishes to be in using GIS daily. During the assessment, it was noted that most City Departments contact the Engineering Department with any map/spatial requests. Once the Engineering Department collects all the data and establishes a GIS, all city departments could benefit. The city is also looking at integrating the City Assessor’s information into a GIS once established.

Department Goals: To inventory all parcel (tax) data, utilities, addresses, etc. and include in database to allow for quicker access. A long term goal is to have the ability for all City departments and public to access certain data.

Lake Superior State University In 2009, LSSU began to offer a GIS Degree; Applied Geographic Information Science. Only a few Michigan Universities currently offer a bachelor's degree in geography or GIS and those that do offer it have planning-oriented or geography-focused programs, or computer-science oriented programs. The LSSU program is unique in requiring an internship, a capstone thesis and 36 hours in geography and GIS. With the emergence of LSSU’s GIS program, the computer lab now has 16 workstations, all with ESRI’s ArcEditor software. LSSU also has 10 USB-keyed licenses of ArcInfo available. Other hardware at the college includes two (2) 44” plotters, 10 Trimble GeoXM GPS units and 10 Garmin GPSMAP76Cx units. At the time of this assessment, LSSU was considering purchasing two or three Magellan Mobile Mappers as well. Students enrolled in the GIS program receive a 1-year timeout license of ArcEditor, and are sometimes given ESRI’s Virtual Classroom classes as assignments. Courses in the core GIS program expose students to map interpretation, GPS use, and intermediate/advanced GIS analysis using the many functions of ESRI’s software. Several of LSSU’s GIS classes will be available online in the summer of 2010, including Spatial Statistics. LSSU also hopes to eventually roll out GIS classes to other programs, such as health, criminal justice, and fire science.

LSSU Goals: To promote the use of GIS across many industries so that people can do their jobs better, safer, and cheaper.

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General Department/Organization Summaries

These summaries are taken from the distributed surveys only. While many organizations responded to the survey, time and funding did not allow site visits to each one. Some organizations were contacted through phone or email to get additional information. This section summarizes, in general, primary GIS applications and GIS needs, as well as some recommendations based on survey responses. No preference or priority is intended or implied from the order of the Departmental/Agency descriptions.

Chippewa County Health Department The Chippewa County Health Department (CCHD) currently uses GIS on an as-needed basis to collect environmental health data (surface water assessments, wells, etc.). For staff that use GIS, ArcView 3.x is used, and data is stored on individual workstations. The health department has various documents in both hard-copy and digital format that may be useful in future applications. The CCHD does have a great interest in developing GIS to help streamline operations and gather useful information, but lack of funding and trained staff has delayed such deployment. The CCHD would use GIS to collect surface water data, lagoon maintenance identification, sewage system identification, radon identification, and other environmental/health uses. The CCHD would like to see soils and infrastructure data developed and improved.

Sault Tribe of Chippewa Indians The Sault Tribe currently has ESRI software and a 42” plotter, but does not have the trained staff to use a full GIS. The Tribe’s Planning and Transportation Departments would like to see GIS developed, but staff time and training is an issue.

DTE Energy DTE Energy, out of Detroit, MI, is currently using GIS for Gas Utility Mapping (distribution, transmission,

customer locations). DTE currently has digital databases, spreadsheets, maps, and GPS data. All GIS

work is done in-house, and GIS is used on a daily basis. All 4 ESRI software products are used, and data

is stored on a server. All staff has access to GIS data, but only select staff and supervisors have editing

capabilities. DTE is currently working on:

Automated mapping of custom work orders

Developing field mapping from mobile applications

Web server access for internal customers

Workload planning data, facility owned locations/property, and other data to support business

units

Because of the sensitivity of the data created by DTE, sharing with other agencies or County

Departments is not possible. DTE would like to see the following data developed: updated addressing,

parcel information, updated land use/land cover. Some of the GIS goals DTE has include: using spatial

technology to do more than just produce maps, ability to submit/upload data from the field, and to use

GIS as an automation tool for updates.

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Cloverland Electric Cooperative, INC Cloverland is currently in the process of establishing a GIS. Once established, Cloverland plans to use

GIS for inventorying and mapping customer information, facilities management, marketing, and

easement and property descriptions. Cloverland has a great deal of hard-copy and digital maps,

blueprints, and database materials. Cloverland does have a large-format scanner and plotter available

onsite that they would be willing to share/allow others to use. In addition to its own utility mapping,

Cloverland would like to see the following data developed: addressing, parcels, land use, soils, elevation,

infrastructure, and staking jobs for electrical utility installations.

City of SSM – Fire Department The SSM Fire Department does not currently use any form of GIS in its daily tasks. Because any

emergency calls are routed to the Chippewa County Dispatch Center, the Fire Department does not get

involved with mapping calls. However, there is an interest to develop a GIS system and to train staff and

personnel at the Fire Department to use it. The two main issues preventing the SSMFD from developing

a GIS are funding and training staff.

EUP Intermediate School District The EUP ISD currently uses GIS in-house for mapping school district lines, bus routing, student

homes/locations and data network planning. The ISD uses ESRI’s ArcView and Google Earth on an as-

needed basis, and data is stored on individual workstations. A combination of supervisors and select

staff has access to and editing capabilities of GIS data. The ISD has a server, desktop workstations, a

plotter, GPS unit, and a Palm device (and is willing to share server space and access to their plotter). The

ISD would like to see the following data developed: addressing and broadband availability.

Natural Resources Conservation Service The NRCS uses GIS on a daily basis to create land use/landowner maps. The NRCS uses the ESRI GIS

software as well as AutoCAD, and data is stored on a server. All staff has access to data, but only select

staff has editing capabilities. Staff that use GIS are very knowledge with the programs used. The NRCS

has a great deal of both digital and hard-copy information. The NRCS would like to see infrastructure

data developed.

Chippewa/East Mackinac Conservation District The CEMCD currently uses GIS in-house, as needed, for land use planning and environmental projects.

The CEMCD has spreadsheets, maps, plans, and GPS data, both hard-copy and digitally, that may be

useful in future GIS applications. The CEMCD uses ESRI’s ArcView and Google Earth, and data is stored

on a server. Only select staff and personnel have access to and editing capabilities of GIS data. The

CEMCD has an interest to train its staff to use GIS on a more advanced level.

USDA Forest Service The Forest Service is currently using GIS in-house on vegetation/ecosystem management, transportation

management, land acquisition planning, and environmental issues. The USDAFS has hard-copy

spreadsheets, maps and plans, and digital spreadsheets, databases, maps, and GPS data. GIS is used

daily, using ESRI’s ArcInfo & ArcView 3.x, as well as Google Earth and AutoCAD. Data is stored on a

server, where all staff has access to but only select staff has editing capabilities of. The Forest Service

does create metadata with its GIS data, and is willing to share certain information with other agencies

14 | P a g e

and County Departments. Two main goals of the Forest Service in regards to GIS are to streamline

business processes of the forest and provide efficient, effective & equitable access to forest data. The

Forest Service would like to see the following data developed: parcels, transportation, soils, elevation,

and utilities.

Bay Mills Health Center The Bay Mills Health Center is not currently using GIS. The main reasons include lack of trained

staff/understanding and unsure of the methods/best practices of GIS. The BMHC could benefit greatly

from using GIS – tracking illnesses, raising health awareness, preventing outbreaks, etc.

EUP Transportation Authority EUPTA is not currently using GIS. The main reason is the lack of funding. EUPTA could benefit from

establishing a basic GIS to plan routes and track buses. In times of funding concerns, effectively

planning bus routes could help save money and help EUPTA become more efficient. EUPTA would like

to establish a GIS if funding was available. A GIS goal of EUPTA is to provide information accessibility for

planning capital transportation projects and for developing future public transit services.

Inter-Tribal Council of Michigan The ITC currently uses GIS daily in-house for cartography, spatial database, and planning and analysis (air

emission inventory and source water protection). The ITC has hard-copy plans available, and has digital

spreadsheets, databases, and maps. ESRI’s ArcInfo is used and data is stored on individual workstations.

Only select staff has access to and editing capabilities of GIS data. ITC has a plotter and digitizer, and is

willing to share that hardware. In the past, the ITC has created inventories, environmental

susceptibility, atlas, and numerous site specific products. The ITC would like to see the following data

developed: addressing, parcels, land use, elevation, and human health.

Department of Natural Resources & Environment The DNRE works in many different fields daily, including land use planning, environmental planning,

emergency services, transportation, surveying, and fire protection. The DNRE uses GIS on a daily basis

statewide. Several software suites are used in the DNRE’s GIS, including ESRI’s ArcInfo & ArcView,

ArcView 3.x, ArcGIS Explorer, Google Earth, Solo Forest, Ozi Explorer, and Delorme. Data is stored both

on servers and individual workstations. All staff has access to data, and all DNRE staff involved in GIS

operations has editing capabilities. The DNRE would like to see transportation and soils data developed

and updated.

Department of Transportation The Michigan Department of Transportation is currently deploying GIS to its Transportation Service

Centers statewide. MDOT is currently working on land use planning, emergency services,

transportation, surveying, and asset management and inventory. MDOT has a great deal of information

available as both hard-copy and digital data sets, including maps, spreadsheets, blueprints, plans, and

GPS data. MDOT is currently using ESRI’s ArcView and TransCAD. TransCAD is a GIS designed specifically

for use by transportation professionals, providing mapping and visual tools for routing, travel demand

forecasting, public transit, logistics, site locations, and territory management. Data is stored on a

combination of workstations and servers, and both supervisors and staff have access to and editing

capabilities of GIS data. MDOT would like to see the following data developed: addressing, parcels,

transportation, land use, soils, elevation, utilities, and infrastructure.

15 | P a g e

Overall Chippewa County GIS Conclusion County departments agree that more training and county-wide cooperation could greatly benefit each

department. Using GIS on an enterprise level - connecting all departments together - would provide a

more mainstream and efficient use of staff time and funding. Because many departments and staff only

need to view data, the development of a web-based GIS data viewer could satisfy the vast majority of

these needs. A web application would allow County workers, City staff, and the public to view and print

maps, and perform basic analytical functions. This type of application could also be operated using only

a web browser, and would not require any expensive proprietary software or specialized training for

users to access the system.

Using a web-based GIS, Chippewa County could deliver a great deal of the essential GIS functionality and

data to a large number of people without requiring the purchase of individual desktop software licenses

or significant training efforts. Providing public access to the application via the Internet could also

significantly reduce the amount of time spent by County staff addressing citizens’ requests for

information. For certain departments however, upgrades to desktop GIS software, add-ons, and

extensions may be implemented for designated users involved in editing and managing data or

performing more advanced GIS functions.

The greatest challenge and biggest needs in Chippewa County is establishing parcel data, updating

addressing information, and obtaining aerial imagery. Parcel data is a critical component of nearly all

GIS applications and a required base layer for any of the key data layers, such as zoning, land use, and

district boundaries. Updated address information would provide the County 911 dispatch with accurate

information in emergency situations, as well as provide an up-to-date basis for many other departments

and agencies in day-to-day work and analysis. Updated imagery would provide departments and

agencies a background for data verification and analysis. It is strongly recommended that Chippewa

County focus on developing this data as a top priority.

As a next step in the County’s GIS integration, a County GIS Strategic and Implementation Plan should be

developed. This plan would determine opportunities that may exist for GIS collaboration, recommend

organizational structure(s) that could be used to integrate various GIS efforts, identify types of

integrated cost recovery models and other revenue sources that could be instituted for common

development and maintenance and explore how Chippewa County agencies and departments can be

more efficient in the use of GIS. This plan would also offer approximated cost estimates for all required

hardware, software, application development, data development and training needs.

As Chippewa County’s GIS expands, the demands of supporting its applications, users, and data will also

grow. Therefore, the County should strongly consider establishing a full-time GIS Coordinator position to

help address the needs of overseeing projects, or contract this service to an outside consultant on a

project by project basis.

Overall, Chippewa County needs to focus on establishing: a full-time GIS Coordinator, a County-wide

enterprise GIS that will benefit all County departments and agencies and help streamline work flow, and

developing and updating data for those future GIS users.

Appendix A – GIS Goals and Projects

Chippewa County & Eastern U.P. GIS Future Vision and Goals – 2010

For the past 3 years, several department directors and GIS users from various departments and agencies

in Chippewa County have been meeting periodically to discuss GIS issues within the County and Eastern

U.P. These discussions and meetings have opened the lines of communication and have helped pave

the way for data sharing and cooperation in GIS related activities. This group now wishes to pursue

bigger projects, establish partnerships, and create real-world GIS applications in the County. These

activities will support the establishment of a functional and efficient GIS in the County.

Listed below are several projects and ideas this group has developed for both Chippewa County and the

Eastern U.P. It is a major goal of this group to not only have a County-wide enterprise GIS system, but

eventually have an enterprise GIS system for all 3 counties in the Eastern U.P.

Goals

To establish an enterprise GIS for all County departments

To create partnerships that will create/maintain GIS data and allow for data sharing

To work cooperatively with State, Federal, Tribal, County, and Local agencies and governments

to establish a region-wide GIS system and to simplify workflows for all those involved

Short-term Projects

Working with Lake Superior State University, hold several trainings to get current and future

users familiar with both basic and intermediate GIS techniques using ESRI software

Hold several workshops in the EUP to establish data standards and metadata creation

Develop a GIS Strategic Plan for Chippewa County to determine how a county-wide GIS will be

useful and how much it will cost to establish

Work cooperatively with Counties, Federal agencies, Tribal and local governments to obtain

high-resolution imagery for the entire Eastern U.P.

Long-term Projects

Establish a full-time GIS position or a position to review all GIS projects

Establish an enterprise GIS in Chippewa County

Establish a Partnership with LSSU to create/maintain parcel data for Chippewa County. This

would give LSSU GIS students real-world application experience, and help Chippewa County

maintain its parcel data.

Expand the Chippewa County GIS system into the other two Eastern U.P. Counties to establish a

region-wide enterprise GIS

Continue to work with State and Federal agencies for data sharing, idea sharing, and project

cooperation

Appendix B – Summary Survey Results

1 of 18

Chippewa County GIS Needs Assessment

1. Please enter the following information:

Response

Percent

Response

Count

Name: 100.0% 22

Company: 100.0% 22

Address: 100.0% 22

Address 2: 9.1% 2

City/Town: 100.0% 22

State: 100.0% 22

ZIP/Postal Code: 100.0% 22

Email Address: 95.5% 21

Phone Number: 95.5% 21

answered question 22

skipped question 1

2 of 18

2. Please indicate the type of work you do: (Please select the option most relevant to you)

Response

Percent

Response

Count

Student 0.0% 0

University Staff 0.0% 0

Political Representative 5.0% 1

Administration/Clerical 10.0% 2

Manager/Supervisor 40.0% 8

Professional (engineer, law

enforcement, surveyor, etc)15.0% 3

Researcher 5.0% 1

Technician 30.0% 6

Other (please specify) 2


skipped question 3

3 of 18

3. What type of organization/agency do you currently work for?

Response

Percent

Response

Count

Government 23.8% 5

Municipal (city, county, etc) 28.6% 6

Self-employed 0.0% 0

Private Sector 0.0% 0

Non-profit 4.8% 1

College/University 4.8% 1

Utility Company 9.5% 2

Tribal 14.3% 3

State Agency 4.8% 1

Education (non-college level) 4.8% 1

Federal Agency 4.8% 1



skipped question 2

4. How many people are employed in your department? (enter numerical estimate or N/A if this does not apply to

you)

Response

Count

21


skipped question 2

4 of 18

5. How many people are employed at your organization/agency? (enter numerical estimate or N/A if this does not

apply to you)

Response

Count

20


skipped question 3

6. What issues or projects is your organization currently working on? (Please check ALL that apply)

Response

Percent

Response

Count

Land Use Planning 38.1% 8

Environmental (land and water

quality issues)47.6% 10

Emergency Services 33.3% 7

Public Protection (police, etc) 23.8% 5

Consultation 4.8% 1

Transportation 42.9% 9

Public Works 23.8% 5

Housing 4.8% 1

Assessing 19.0% 4

Surveying 28.6% 6

Other (please specify) 28.6% 6


skipped question 2

5 of 18

7. What paper or hard-copy data sets does your organization currently have? (Check ALL that apply)

Response

Percent

Response

Count

Spreadsheets 68.4% 13

Maps 89.5% 17

Blueprints 52.6% 10

Plans 63.2% 12



skipped question 4

8. What electronic data sets does your organization currently have? (Check ALL that apply)

Response

Percent

Response

Count

Spreadsheets (Excel) 76.2% 16

Databases (Access) 71.4% 15

Word processing (Word) 76.2% 16

PDF Documents 85.7% 18

Maps 90.5% 19

GPS Data 52.4% 11



skipped question 2

6 of 18

9. Does your agency/organization currently use GIS in any aspects of its work?

Response

Percent

Response

Count

Yes 77.3% 17

No 18.2% 4

Not Sure 4.5% 1


skipped question 1

10. If yes, how are you currently using GIS?

Response

Count

15


skipped question 8

11. If yes, does your organization currently contract with outside sources for your GIS work, or is it done in-

house?

Response

Percent

Response

Count

Contract with outside source 33.3% 6

In-house 66.7% 12


skipped question 5

7 of 18

12. If you are currently using GIS, how often do you use it?

Response

Percent

Response

Count

On a daily basis 50.0% 9

Only when needed 33.3% 6

Rarely 16.7% 3


skipped question 5

13. If you currently have GIS, what software are you currently using? (Check ALL that apply)

Response

Percent

Response

Count

Not Applicable 0.0% 0

AutoCAD (Map 3D, MapGuide,

Raster Design, GIS Design Server,

etc)

20.0% 3

ESRI ArcGIS (ArcInfo) 8.x or 9.x 53.3% 8

ESRI ArcGIS (ArcEditor) 8.x or 9.x 26.7% 4

ESRI ArcGIS (ArcView) 8.x or 9.x 66.7% 10

ESRI ArcView 3.x 26.7% 4

ESRI AcGIS Explorer 13.3% 2

Google Earth 60.0% 9

Intergraph (GeoMedia, GeoMedia

Web Map, etc) 0.0% 0

MapInfo 0.0% 0

MapWindow (open source) 0.0% 0



skipped question 8

8 of 18

14. If you use GIS, where is your data stored?

Response

Percent

Response

Count

Server 60.0% 9

Individual Workstations 46.7% 7

Scattered among different sources 20.0% 3

Not Sure 13.3% 2



skipped question 8

15. Who has access to your GIS data?

Response

Percent

Response

Count

Supervisor/Manager Only 0.0% 0

Select Staff and Personnel 31.3% 5

All Staff and Personnel 25.0% 4

Combination of above 31.3% 5

Not Sure 12.5% 2



skipped question 7

9 of 18

16. Of those who have access to your stored data, who has the ability to edit and add data?

Response

Percent

Response

Count

Supervisor/Manager Only 5.9% 1

Select Staff and Personnel 52.9% 9

All Staff and Personnel 5.9% 1

Combination of above 23.5% 4

Not Sure 11.8% 2



skipped question 6

17. When you or your staff create GIS data, do you have a standard for creating metadata as well?

Response

Percent

Response

Count

Yes 23.5% 4

No 29.4% 5

Not Sure 29.4% 5

What is metadata? 17.6% 3


skipped question 6

10 of 18

18. Would your organization be willing to share GIS data only with other Chippewa County

departments/agencies?

Response

Percent

Response

Count

Yes 63.2% 12

No 0.0% 0

Not Sure 36.8% 7


skipped question 4

19. Would your organization be willing to share GIS data with other departments/agencies Region-wide?

(Chippewa, Luce, Mackinac Counties)

Response

Percent

Response

Count

Yes 63.2% 12

No 0.0% 0

Not Sure 36.8% 7


skipped question 4

20. Would your organization be willing to share certain GIS data with the public via online mapping or through a

web-mapping interface?

Response

Percent

Response

Count

Yes 36.8% 7

No 5.3% 1

Not Sure 57.9% 11


skipped question 4

11 of 18

21. If you have used GIS in the past, what projects or data was produced?

Response

Count

12


skipped question 11

22. If you are currently using GIS, what projects or data are you currently working on?

Response

Count

11


skipped question 12

23. Does your organization have any of the following hardware? (Check ALL that apply)

Response

Percent

Response

Count

Server 85.7% 18

Desktop(s) 100.0% 21

Laptop(s) 95.2% 20

Plotter 57.1% 12

Printer(s) 90.5% 19

GPS Unit(s) 61.9% 13

Palm-type computer device(s) 23.8% 5

Large Format Scanner (standalone

or plotter-attached)19.0% 4



skipped question 2

12 of 18

24. Would you be willing to enter into an agreement to allow other departments/agencies to use certain hardware?

For example, allowing others to scan or print documents on the large scale hardware, or allow others to borrow a

GPS unit, etc?

Response

Percent

Response

Count

Yes 27.3% 6

No 18.2% 4

Not Sure 54.5% 12


skipped question 1

25. If yes, which hardware would you be willing/able to share?

Response

Percent

Response

Count

Server (hosting others data) 50.0% 3

Laptop(s) 16.7% 1

Plotter 100.0% 6

Printer(s) 16.7% 1

GPS Unit(s) 33.3% 2

Palm-type computer device(s) 16.7% 1

Large Format Scanner (standalone

or plotter-attached)16.7% 1


answered question 6

skipped question 17

13 of 18

26. If your organization currently does NOT HAVE an existing GIS, what things may be preventing you from doing

so? (Check ALL that apply)

Response

Percent

Response

Count

Lack of understanding 45.5% 5

Lack of trained people 72.7% 8

Hard to attract and retain personnel 9.1% 1

Not sure of methods and/or best

practices for using GIS81.8% 9

Cost of software and hardware 36.4% 4

Hard to obtain technical support 0.0% 0

Lack of general funding 45.5% 5

Not enough work to support use of

GIS27.3% 3

Outside sources currently provide

GIS services9.1% 1

Not a priority 18.2% 2

No reason 0.0% 0



skipped question 12

14 of 18

27. Is there an interest within your organization to build or enhance its GIS capacity?

Response

Percent

Response

Count

Yes 59.1% 13

No 4.5% 1

Not Sure 36.4% 8


skipped question 1

28. Do you think GIS could positively contribute to the work of your organization?

Response

Percent

Response

Count

Yes 86.4% 19

No 0.0% 0

Not Sure 13.6% 3


skipped question 1

29. If multiple trainings were available locally throughout the year, at a reasonable cost, would your organization

be interested in sending staff or personnel?

Response

Percent

Response

Count

Yes 54.5% 12

No 4.5% 1

Not Sure 18.2% 4

Depends at what cost 22.7% 5


skipped question 1

15 of 18

30. If your organization currently uses GIS, how knowledgeable of GIS are users?

Response

Percent

Response

Count

Very 17.6% 3

In the middle 11.8% 2

Enough to get the job done 23.5% 4

Not Very 35.3% 6

Not Sure 11.8% 2



skipped question 6

31. If your organization currently does not have GIS and wants to use it in the future, how would you like to use

it?

Response

Count

6

answered question 6

skipped question 17

16 of 18

32. What data would you like to see your organization or another organization develop or improve/update?

(Check ALL that apply)

Response

Percent

Response

Count

Addressing 61.9% 13

Parcels 47.6% 10

Transportation 52.4% 11

Land Use 47.6% 10

Soils 42.9% 9

Elevation 33.3% 7

Utilities (power lines, etc) 42.9% 9

Infrastructure (water mains, sewer

mains, manhole covers, etc)57.1% 12

Economic Development 23.8% 5

Human Health 28.6% 6

Others (please specify) 2


skipped question 2

33. Would your organization be interested in a County-wide or Regional GIS? This would involve developing and

sharing data with other organizations on a county-wide or EUP Region-wide basis.

Response

Percent

Response

Count

Yes 47.6% 10

No 0.0% 0

Not Sure 52.4% 11


skipped question 2

17 of 18

34. Would your organization support a Regional Clearinghouse for GIS data? This would be a neutral agency that

would house GIS data on a Regional level. Data creation would come from other agencies, but the Clearinghouse

would host/backup and maintain that data.

Response

Percent

Response

Count

Yes 40.9% 9

No 9.1% 2

Not Sure 50.0% 11


skipped question 1

35. Web-based mapping is becoming more and more popular. Web-based mapping allows anyone in the public to

view and access certain GIS data through the internet. To view a Regional Web Mapper at work, you can visit

WUPPDR's web mapper at www.wuppdr.org -> programs and services -> GIS Services -> Western U.P. Map Viewer.

Would your organization be interested in using and contributing to a County or Region-Wide web-based

mapping service?

Response

Percent

Response

Count

Yes 40.9% 9

No 4.5% 1

Not Sure 13.6% 3

Would need more information 40.9% 9



skipped question 1

18 of 18

36. Currently, a core GIS user group from Chippewa County meets several times a year. This group discusses

current projects, grant opportunities for GIS, the potential for GIS throughout the county, and keeps each other

informed on other relevant GIS issues. Would you or someone from your organization be interested in being a

part of this user group?

Response

Percent

Response

Count

Yes 55.0% 11

No 0.0% 0

Not Sure 45.0% 9

If so, please include your Name, Organization, and Email/Contact Info 4


skipped question 3

37. As a generalized question, whether your organization has GIS or not, what would you ultimately want to

achieve with a GIS system? What would be some short-term and long-term goals you would wish to achieve with

GIS?

Response

Count

10


skipped question 13

38. Thank You for taking the time to complete this survey. The information you have provided will be a valuable

piece in developing GIS for Chippewa County. If you have any additional comments about this survey, GIS in

general, or anything else you wish to share, please do so in the box below. Or you can email Nathan Fazer at

[email protected].

Response

Count

3

answered question 3

skipped question 20

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