Utilities - Welcome to Spotsylvania County, VA2).pdf · Utilities Department ... Method’s WaterCAD and SewerCAD. Although the water dataset is maintained in GIS, it is too complex

GIS Strategic Plan Chapter 1 – Departmental GIS Needs Assessments

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Utilities Department

Department Overview The mission of the Utilities Department is to provide safe and affordable water and wastewater services to the citizens of Spotsylvania County. The Utilities Department is a self-supporting enterprise fund. The financial requirements of the department are met through user fees, connection fees, payments from outside entities and other self-generated revenues, rather than local tax revenue. The Department operates fourteen separate divisions to accommodate the water and sewer needs of the County. These divisions include:

• 1. Administration – The functions of this division include oversight of all departmental activities, capital projects management, environmental management, system implementation, a countywide Safety Program, regulatory compliance, records and reporting, engineering, clerical, and file storage.

• 2. Garage Operations - This division provides routine, preventative, and breakdown maintenance for department vehicles and equipment. Additionally, maintenance is provided to approximately 100 vehicles in the custody of other County departments.

• 3. Customer Service - This division is responsible for meter reading, placing meters for new connections, meter maintenance, handling customer questions and complaints, and account maintenance. There are currently 23,586 water customers and 22,564 sewer customers in the County. There are approximately 27,000 water meters and more are created at approximately 1000 per year.

• 4. Ni River Water Treatment Plant - This division performs the overall operation and maintenance of one of the County's water treatment plants. It is staffed 24 hours a day, 365 days a year. Maintenance of the County's seven water storage tanks and five booster stations is included in this division as well.

• 5. Motts Run Water Treatment Plant - The Motts Run Water Treatment Plant completed its first full year of operation in FY01. It is staffed 24 hours a day, 365 days a year.

• 6. Water Conservation - The Water Conservation Program was adopted by the Board of Supervisors to reduce water demand in order to extend the useful lives of existing and proposed water sources and to defer and minimize capital expenditures for water supply developments.

• 7. Massaponax Wastewater Treatment Plant - This division operates and maintains the County's expanded and upgraded 8MGD Wastewater Treatment Plant. The plant is staffed 24 hours a day, 365 days a year.

• 8. Wishner Wastewater Treatment Plant - This division operates and maintains a 225,000 GPD (Design) Wastewater Treatment Plant. The plant is staffed 8 hours per day, 7 days a week. This facility is scheduled for abandonment in FY04.

• 9. FMC Wastewater Treatment Plant - This division operates and maintains the County's 4 MGD Wastewater Treatment Plant. The plant is staffed 24 hours a day, 365 days a year. Of the 4 MGD capacity, the City of Fredericksburg has a 1.5 MGD reserve. Operations costs are allocated to the City based upon the City's proportion of sewage flow to the facility. The City also bears 37.5% of the


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capital costs for FMC. Engineering is underway for the expansion and upgrade of FMC to 5.4 MGD with biological nutrient removal.

• 10. Thornburg Wastewater Treatment Plant - This division operates and maintains a 345,000 GPD (Design) Wastewater Treatment Plant. The plant is staffed 16 hours a day. This division also operates and maintains three wastewater facilities for the Spotsylvania County School Board (John J. Wright Intermediate, Berkeley Elementary, and Spotsylvania High School).

• 11. Water and Sewer Transmissions - This division operates and maintains the County's water and sewage transmission system. The system consists of more than 490 miles of water and sewer mains, laterals, and appurtenance. Activities include: installing water and sewer connections, emergency and routine repairs to water/sewer pipes, mains, and manholes, setting of water meters, water valves, and fire hydrants, and maintenance of flow meters and control valves.

• 12. Line Locations - This division works directly with "Miss Utility", a single source notification agency operating under government sanctions. All owners of underground utilities (gas, water, sewer, electrical, phone, etc.) must respond when advised by Miss Utility and mark the exact location of their underground lines in the area requested. Upon notification, locators are given 48 hours to comply.

• 13. Pump Station Maintenance - This division maintains 64 sewage pump stations. Work includes preventative maintenance, station monitoring, and repairs. They are also responsible for monitoring and maintaining the Odor Control program for the department.

• 14. Infiltration and Inflow (I&I) - This division maintains the I&I Abatement Program. The staff identifies and corrects conditions within the sewerage infrastructure that allows flow of outside water into the system. Procedures include inspecting sewer lines via closed-circuit TV, cleaning lines, inspecting and repairing manholes, repairing cracked/broken lines, maintaining flow, responding to sewer blockages and sewage overflows and backups, and maintaining easements.


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Personnel The Utilities Department is comprised of approximately 100 full-time staff members, as follows:


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The Utilities Department views GIS as vital to their future operating procedures, and consider themselves in the “embryonic phase” of their GIS development. Other than the GIS Department, the Utilities Department is the only department in Spotsylvania County maintaining their own GIS data. The following key factors A-D illustrates the Utility Department’s existing software applications as it relates to GIS use and personnel:

A. Existing Custom GIS Application (2-3 Staff) Currently, Department staff (2-3) is using a custom GIS application called UtiliView. This application was developed by GeoDecisions and is based on MapObjects (Note: ESRI has discontinued technical support for MapObjects applications). In UtiliView, users view and query features based on attributes (material, pipe size, etc.). The system will display all of the attribute information for a selected set. Additionally, the user may view a scanned copy of the original as-built drawing or AutoCAD file. UtiliView is used in the office by engineers and in the field by work crews. Utilities Department is satisfied with this product as it is able to answer the majority of the questions being asked, i.e. “Is there existing water and sewer in my area?” This system is currently used as more of an as-built drawing storage system than a department wide decision support and analytical tool. B. Exiting GIS Data Layers (2-3 Staff) The Utility Department GIS data layers have grown to a county-wide schematic map or “stick diagram view” of the water and sewer system. Even though the process of building the GIS digital representations (using Asbuilt drawings) of the water and sewer system is inexact it is used very effectively as a management tool. It will also allow the overlay of other GIS data including but not limited to planimetric data. The GIS data is maintained by Department staff in ArcGIS 9 with attributes for each feature including:

• pipe size • length • materials • diameter • invert to • invert from

These data layers are updated using as-built drawings. C. Existing Modeling (1 Staff) Modeling is performed by the Utilities Department on a limited basis using Haestad Method’s WaterCAD and SewerCAD. Although the water dataset is maintained in GIS, it is too complex to use for modeling. Therefore the Utility Department decided to maintain two water network datasets, one for the GIS “schematic view” and one for modeling.

D. Work Orders (1-2 Staff) The Utilities Department’s Administration Division uses CarteGraph’s WORKdirector to direct their work order process. This is maintained for the water and sewer pipes, but it is not used for meter change outs, meter re-reads or customer service complaints. The work orders are generated by the maintenance supervisor and the field crew creates paper “follow up” reports. The county attempted to make this a paperless process but had difficulties with licensing issues. All the work orders are address based, so the potential to spatially enable this data exists.


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E. Billing (1-2 Staff) The Utilities Department’s Administration Division uses HTE software for customer accounts and billing. The Department needs to “GIS enable” this account data using the address database stored in H.T.E (note: this address data will need normalizing or “cleaned-up”)

Multiple Divisions within the Department use GIS-related data in their daily workflow. There is a real opportunity to expand GIS use to be included as a primary decision support and analytical tool within the Department. Given existing GIS resources within the Department and the need to incorporate mobile computing into the workflow, it is imperative that the Utilities Department personnel be among the first group of users to leverage the enterprise GIS. Additionally, the legacy GIS within the Department likely has valuable data that would need to be incorporated into the enterprise GIS. The following chart identifies current users, their current GIS usage, and the primary GIS software tools they use. Current GIS Staffing

Type Number of Users GIS Usage

Primary Tools

GIS Creators 2 Weekly –

updates using Asbuilts

AutoCad, ArcGIS Haestead - WaterCAD and SewerCAD

GIS Users 0 0

GIS Viewers

2-3 Daily UtiliView and Paper Maps

Current Hardware, Software, and Network Configuration At present, every office staff member has a Personal Computer (PC) and the field crew uses six laptops. This meets most of the needs of the Department; however efficiency and productivity would increase with additional mobile computing resources. The Utilities Departmental personnel have access to networked printers. All Personnel in the Department have access to the Microsoft Office Suite and use the County’s standard Windows XP operating system. The Utilities Department uses the following software applications:

• ArcGIS ArcInfo • AutoCAD • Haestad Method’s WaterCAD and SewerCAD • UtiliView (GeoDecisions) • CartêGraph’s WORKdirector • HTE


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ESRI’s ArcGIS 9 (ArcInfo) ArcGIS9 is used to view and map various GIS data layers. The Department uses ArcGIS9 to generate the water and sewer datasets as well as for cartographic products. ArcGIS9 is the primary GIS application in use by the Department.

ESRI’s ArcGIS 9

Autodesk’s AutoCAD AutoCAD is used to view, map, maintain, and modify facility/ infrastructure data. AutoCAD is also used for the conversion of planimetric and utilities information to GIS data.

Autodesk’s AutoCAD

Haestad Method’s WaterCAD and SewerCAD

WaterCAD features robust hydraulic analysis features, practical model management, result presentation tools, and unrivaled ease of use. SewerCAD allows Engineers to model both pressurized force mains and gravity hydraulics with ease, using steady-state analysis with various standard peaking factors, and extended period simulation.

Haestad Method’s WaterCAD and SewerCAD


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GeoDecisions UtiliView UtiliView, a MapObjects based application, was developed for the Utilities Department to act as a document management system. Users may query features based on attributes (material, size, etc.), address, and interactive querying. The system will display all of the attribute information for a selected set. Additionally, the user may view a scanned copy of the original as-built drawing or AutoCAD file. UtiliView is used in the office by engineers and in the field by work crews.

Cartegraph WORKdirector Cartegraph is a comprehensive infrastructure asset management system that can track the lifecycle of Utilities infrastructure from stop signs to water mains. CartêGraph’s WORKdirector application provides work order maintenance, including asset condition and scheduled versus completed maintenance activities.

Cartegraph’s WORKdirector Interface

HTE Customer Information System The Utilities Department uses HTE to input the convert the meter readings to customer accounts and generate bills. The application: • Provides immediate access to all customer account information. • Enables you to add services as needed to respond to customer and market requirements. • Allows users to electronically transfer information between hand-held meter reading units and the Customer Information System application.

HTE Customer Information System


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Current GIS Business Processes The Utilities Department relies on GIS for map creation, utility feature management and maintenance, decision support, and modeling. The Department’s GIS is used daily, however new data related to roads, subdivisions, and signage are not updated regularly. The Utilities Department addresses most of their GIS needs using data derived from the GIS Division, an outside consultant, and their own technician. The GIS is maintained in an isolated system. The Department’s GIS will need to be expanded in order to ensure that mapping, spatial analysis and modeling needs are accessible to all potential users.

Business Process #1 (Enterprise Architecture) The Utility Department is on an Isolated System with no enterprise architecture for “real-time’ GIS updates. The Department needs to use an enterprise architecture managed by the GIS division of IS

The Work Order documentation is recorded in Cartegraph, which has GIS components and functionality, but none of the Cartegraph data is integrated into the Department’s GIS.

Business Process #2 (Cartegraph) The Utility Department uses a Cartegraph Work Order system for a segment of the work order process. The Department needs to “GIS enable” this data using the address database, and potentially expand this Work Order capability.

At present, the Utilities Department collects meter readings using radio and touch wands reads, inputting the information into lap tops, and uploading the information to HTE. HTE Software then converts the information to customer accounts and generates bills. No GPS locations are recorded during this process, but addresses are included in the database. The address attributes provide a mechanism to spatially enable this customer account information. Also, currently the Department does not use GPS or field mapping technology.

Business Process #3 (H.T.E) The Utility Department uses HTE for customer accounts and billing. The Department needs to “GIS enable” this account data using the address database stored in H.T.E (note: this address data will need normalizing or “cleaned-up”)

The Utilities Department has its own GIS personnel and GIS applications managed independently of the GIS Division. However, some of the base data layers used to develop the Utilities GIS are maintained by the GIS Division, consequently the Utilities GIS is a derivative of the primary GIS maintained by the GIS Division. The GIS Technician in the Department interfaces with staff from the GIS Division—this interaction ensures some collaboration on data development efforts and processes, for example when the GIS Division gets or creates and updated base map layer they will provide the Utilities Department with a copy. This process creates data duplication.

Business Process #4 (Centralized Model and Dual Accountability) The Utility Department has limited involvement with the “core GIS expert group” within the IS Department. The Utility Department needs to work with the IS department to formalize an organizational model that embraces “dual accountability”. The Utility Department will interact and work closely with the GIS Division on all matters related to GIS data standards, design, development, maintenance, update, software architecture, and training


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The GIS data layers developed by the Utilities Department are mostly vector representations of the water and sewer infrastructure digitized from scanned as-built drawings. The basemap layers are primarily planimetric representations of boundaries, points, and lines. The data layers have limited attribution. Only two Utilities personnel have access to GIS data and/or applications.

Business Process #5 (Consider Options for building an Accurate Water and Sewer network) The Utility Department effectively uses schematic GIS data that represents the water and sewer system networks. The Utility Department needs to consider a comprehensive “geodatabase” model using at least three options for data improvement:

Option 1: Create a new water and sewer system using survey grade GPS equipment Option 2: Create a new water and sewer system using mapping grade GPS equipment Option 3: Adjust or “rubber sheet” all existing digital water and sewer system information using a combination of aerial photography and GPS equipment.

After successfully improving the water and sewer networks using option 1, 2, or 3 the process of maintaining and updating GIS will need to be documented. This will include the process of data updates from “office-to-field” and field-to-office”. As infrastructure is changed it will be important that this be reflected immediately in the GIS.

Data updates are completed on an irregular bases and no regularly scheduled update from the county GIS division exists. The Utility infrastructure updates are maintained on a network server located in the department. This method for data access prevents the Department personnel or other County personnel from dynamically accessing “real-time” GIS data. However, given the low rate of data processing, and the small GIS user base in the Department, maintaining isolated GIS data does not significantly impact operations. This process will likely continue until an enterprise GIS and relational geo-spatial data platform is established As the County’s GIS matures, it is expected that GIS use will increase significantly in this Department.

Gap Analysis The Utilities Department’s GIS is an isolated system. As part of this needs assessment, a Gap Analysis has been conducted to determine an optimal environment and set of processes for the use of the Department GIS and ultimately its incorporation into an enterprise GIS. This analysis provides a baseline level of understanding for the existing status and desired status of major GIS components for the Department. The matrix below details those relevant components that have been analyzed and assessed as part of the Gap Analysis.


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Gap Analysis Utilities Department

Component Existing Priority Notes

AVL No Medium

AVL would be used to track official vehicles and their relevant locations; should be used in conjunction with routing to determine route effectiveness for field crew.

Documentation No High

Some documentation on GIS data processing and workflow is maintained by the Utilities Department. Additional documentation for standards, metadata, workflows, and methodologies is needed

Enterprise Systems Integration No High

Integration with the County’s Enterprise GIS database is critical to enable the intelligence of the GIS for Utilities and allowing other personnel and Departments to have access to the Cartegraph data

Geocoding Limited High Comprehensive address geocoding will be required to enable the GIS capabilities of Cartegraph and customer information

GIS Data Access Limited High

The Utilities Department’s GIS data is not available to other departments. All dissemination is through hardcopy maps. Furthermore, the current GIS technology and network architecture precludes “real time” GIS data access across departments.

GIS Data Editing/Processing

Limited High Limited GIS data processing occurs within the Utilities Department. Two staff members have the ability to edit and process GIS data.

GIS Data Maintenance Limited High

The existing environment is not adequate for spatial database management. The current system is developing data fragmentation and independent data development.

GIS Personnel Limited High

The Utilities Department has two GIS personnel capable of developing GIS data and using GIS. As the enterprise GIS is developed more Utilities personnel will need additional or basic GIS training (see Training below)

Hardware Yes Medium

Adequate for current GIS usage. Will need to expand hardware capabilities in future as GIS usage grows. Field computing resources do not exist.

Mapping Limited High

Current GIS-based mapping capabilities in the Department are from a single source. Developing true thematic maps is difficult because of limited attribution of the GIS data and fragmented spatial datasets in legacy systems.

Metadata No High Formal, standardized metadata needs to be developed for all GIS data layers.

Mobile Computing Resources

No High

For Utilities to become a “paperless” environment, mobile computing, data entry, mapping, and querying will need to be put in place to manage the work orders and activities of field crews


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Gap Analysis Utilities Department

Component Existing Priority Notes

Modeling Limited High

Utilities is currently modeling on very limited basis. Data development and attribution, and well as temporal (change) data will be required to fully use GIS modeling capabilities

Network Yes High Connectivity is adequate. However, future GIS access and sharing will require increased Intranet and capabilities.

Routing No Medium GIS-based routing is currently not implemented. Field crews could benefit from routing, especially in emergency response situations

Software Limited High

The Cartegraph database has a large amount of data that would prove valuable to an enterprise GIS. Additionally, mobile GIS data browsers, Intranet based applications, and basic desktop GIS viewers not thoroughly used.

Spatial Analysis Limited High The Utilities GIS is used almost exclusively for mapping. Limited overlay spatial analysis is conducted on project locations.

Training/Education Limited High

Most of the Utilities Department will require basic GIS training, and specialized training specific to their job and GIS interface. Once implementation of the enterprise GIS begins, an audit will need to be conducted to determine what resources require new training, re-training, or additional training.

GIS Need vs. Use Rating

This section provides the Utilities Department with a “use percentage” based on GIS need as compared to the current systems capabilities. The matrix used to develop the current use percentage considers five primary functional areas of the GIS;

1. Field data collection, 2. Data development and management, 3. Spatial analysis and modeling, 4. Mapping and visualization, and 5. Spatial network development and tracking technology.

The percentage is simply a snapshot of the current use of GIS by Utilities, and should provide a relative benchmark compared to optimal GIS functionality and use for the Department. For example, a ratio of 100% would be considered optimal use of the functionality of a GIS based on the needs of the Department, any ratio greater than 100% indicates that the systems functionality is greater than the need. A ratio under 100% indicates that the need exceeds the current systems capabilities.


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Use

0 1 2 3 4 5

0

1

2

3

4

Need

5

The current GIS Use ratio for the Utilities Department is 25%. This implies that the Utilities Department’s GIS needs exceed the current capacity of the Department’s GIS. The most significant shortfall is in the spatial analysis and modeling and field data access which relates to data development and availability, as well as field hardware. Data limitations impact thematic mapping capability as well. At a macro level, the Utilities Department is leveraging their current independent GIS to generate mapping output and basic modeling to support some Departmental business processes. But the lack of system integration prevents the Department from leveraging a true enterprise GIS.

GIS Needs and Recommendations This chapter will discuss the GIS needs of the Utilities Department focusing on their current hardware, software, and network as well as the Department’s use of five primary functional areas of GIS mentioned above in the GIS Need vs. Use Rating section. The complexity and cost of managing the vast amounts of infrastructure within the rapidly growing County of Spotsylvania has greatly increased the demand for GIS and GPS technology. The Utilities Department is responsible for maintaining infrastructure that is best managed using a spatial framework. The Department’s contribution to the enterprise GIS is essential to have an up-to-date and accurate digital representation of the water and sewer infrastructure within the County The County is experiencing an unprecedented population growth and with it increased pressure for the efficient and effective management of its utilities. The Utilities Department must have a system that can provide the basis for decision making at all levels of county government pertaining to the condition of physical infrastructure that is indispensable to the growth of community, commerce and industry. Based on this needs assessment, the Utilities Department will require the following:

1. Additional GIS Software 2. Additional User Training 3. Changes or modifications to data workflow, data processing and data

maintenance 4. Additional Hardware

Data Development and Management

Field Data Collection

Mapping and Visualization

Spatial Analysis and Modeling

Spatial Network Development and Tracking Technology


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5. The creation of new and more accurate GIS Data 6. Organizational Changes

The recommended changes can be categorized by the following:

Hardware, Software and Network The Utilities Department has adequate desktop computer resources for current GIS personnel. The Department also has a few mobile computers used by personnel in the field. It is recommended that the current lap tops be evaluated for GIS software capabilities, and additional ruggedized laptop computers or hand-held mobile computers be procured for accessing and/or collecting data in the field.

In the short-term, the Department will need to implement an Intranet GIS data browser that would enable dynamic mapping accessible to all utilities personnel as an alternative to the hardcopy maps currently used. Even on a limited rollout basis, Intranet GIS data browser would save time. Additionally, the existing data in Cartegraph’s WORKdirector as well as the vital data collected by the Customer Service Division (water meters and customer data) should be spatially enabled so that it can be viewed in a spatial context and linked to the enterprise GIS. This would also enable additional attribution of the existing in-house data layers. Mobile GIS functionality will need to be implemented in a phased approach, with the Department first focusing on distributing GIS and enabling mapping and analysis on current field computers as a short term strategy and early success. The Utilities Department uses the county-wide networking solutions provided by the Information Services (IS) Department. Although network infrastructure/bandwidth may be adequate for the Office’s needs, additional evaluation of the current network and system permissions is needed in order to determine whether performance can be improved and/or enhanced. In the long term, the Utilities Department may require a wireless network that will enable field personnel to access GIS data. Another significant network addition will be the development of a county-wide Intranet that will serve as the primary data sharing and GIS user platform. Development of wireless access and Intranet capability will be largely the responsibility of IS. These recommendations are discussed in greater detail in Chapter 4: Short Term and Long Term Strategies. In the short term, it is recommended that the IS Department determine whether it is feasible

These mobile computers, such as notebook computers, tablet PC’s, and hand-held computers (shown at right) are a more advanced method for accessing and collecting spatial data in the field. Equipped with a GIS data browser, these mobile computers give users the same capabilities offered by map books, but also the ability to query attributes, such as parcels, facilities, assets, and streets and link to GPS receivers. They also allow users to update information while working in the field. See Chapter 4: Short / Long Term Strategies for more information on mobile computers. The Utilities Department currently relies on ESRI’s ArcGIS ArcInfo for GIS-specific data management and development, and a mapping application developed by an outside consultant for data querying and browsing. This desktop GIS software is adequate for the Department’s data development needs at this time. However, as the GIS matures additional spatial data management applications, mobile GIS, and Intranet/Internet-based technologies will be required.


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to modify or enhance the network connectivity from Utilities to the GIS Division primary GIS data file servers to facilitate data sharing.

Intranet GIS data Browser An Intranet GIS data browser has been recommended for use by Utilities Department personnel. This application will serve the entire County but will have a specific configuration for Utilities Department personnel. This application will allow a user to view and query any of the Utilities Department’s and the County’s data including utility data, work order request, utility customers, and general base map data. A full description of recommended GIS data browser solutions is provided in the Enterprise-wide Applications section of this chapter.

Field Data Collection The Utilities Department is currently using an application created by a consultant that allows staff to access GIS data while in the field. It is imperative that this application allow field personnel to annotate, collect, and edit data while in field data. The ability to view GIS data and query onsite will increase productivity and decrease processing time. By collecting an accurate depiction (location and status) of water and sewer lines after work order processing, the Utilities Department would be able to increase the accuracy of inspections and design review. Furthermore, a field mapping application that allows real time editing of GIS data would enable field personnel to identify and make changes to infrastructure status and location, which would eliminate the need to make manual changes to hardcopy maps (e.g. the colored pencil process). The Utilities Department should work with the consultant that implemented their GIS field application to ensure that filed personnel have the ability to view, annotate, store, and edit GIS data while in the field. A critical component of successful enterprise GIS implementation is accurate and complete data. Maintenance crews and other field personnel will go out into the field and make changes or additions to the infrastructure and not report these changes back to GIS staff. Even though annotation may be made on a map atlas, it is easy for manual annotation to never become digital. Very quickly GIS layers are missing pertinent data or contain erroneous data. Therefore, data sets can become suspect and staff may begin to doubt its usefulness and reliability.

Example of Intranet GIS Data Browser


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The complete collection and conversion of water and sewer data typically requires a large investment in time and money. However, that investment will quickly lose its value if newly created datasets are not maintained. All new features that are installed or constructed, as well as changes to existing infrastructure, must be reflected in the digital database through field data collection protocols that use GIS to capture location and attribute information. The computer-based solution utilizing mobile mapping, annotation, and editing capabilities on tablet PCs or handheld devices can streamline the updating process. Below is an example and description of the functions of a field editing tool accessed using a mobile data browser.

Field Editing Tool In addition to the query, lookup, and mapping capabilities of a mobile GIS data browser the ability to make annotations to correct inaccurate feature data is a cost and time saving function. As field personnel identify inaccurate information in the GIS they have the ability to identify the incorrect information and expedite the corrections process through a field editing tool. Additionally, mobile GIS data browsers linked to GPS receivers enable accurate location annotations and corrections. With a Field Data Editing function Utilities personnel can:

• View the attributes of a selected feature and view data from a geodatabase.

• View x y coordinates as the stylus or mouse is moved around the screen

• Read an ArcMap document file (.mxd) so the user does not have to know the correct symbology or connection information to the master data layers

• Redline and annotate map images and save them for reference to correct the original GIS data.

• Edit data directly or check out versions of data.

Example of a Redlining

function on a Mobile Browser

Example of a field data editing function on a Mobile Browser

An added benefit of such a system is continual fine-tuning and an improvement of mapped (GIS) data. If any errors exist on the GIS maps, then field crew will mark and correct the error. In turn, this information will be corrected in the GIS. Therefore, instead of GIS data degrading because of information not flowing back from the field, GIS data will continually improve because of corrections made in the field. Subsequently, GIS data will reflect a very accurate depiction of what is in the field. In addition, there are residual benefits of such a system. Implementing a GIS-based work order system will ensure that this data is accurate and will facilitate rapid determination of assets in the field.

It is recommended that the Utilities Department use its Cartegraph system to manage and track work orders in order to facilitate a workflow that enables field crews to engage


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in field data collection. A GIS-enabled work order management system would allow staff to quickly input specific information about a task and then print out a paper work order with an accompanying map. This map should show the infrastructure for the area of concern. This paper-based solution would enable field crews to mark any changes or additions to the system on the work order. Once a job is completed field crews would return the work order with changes back to support staff for input into the work order management system and for update of appropriate data layers. This can be accomplished in the first year of implementation, as preliminary step prior to moving towards a fully mobile, paperless solution.

The Utilities Department may wish to use survey-grade GPS for some data development. It is recommended that the Department conduct a cost/benefit analysis of internal vs. outsourcing GPS data collection. The primary advantage of internal data collection is the cost savings gained by not paying an outside contractor. Disadvantages include the cost of purchasing and maintaining GPS receivers and the extended period of time involved to complete a full collection. Outside GPS data collection contractors can conduct a County-wide data collection project in a much shorter amount of time. The proper use of GPS equipment can be complex in nature. Therefore, care should be taken before tasking untrained internal personnel with GPS data collection.

Data Development and Management Currently, the Utilities Department’s GIS is isolated, with some of their base data largely derived from the GIS Division’s database. Combining the planimetric, cadastral, and raster (e.g. DEM, air-photo) datasets from the enterprise GIS with the water and sewer infrastructure would produce a comprehensive and intelligent GIS. This will require an automated link between water and sewer geometry and the Cartegraph Database. This link is dependent on having a common attribute and requires accurate geometry. It is recommended that the Department improve the accuracy of its utilities infrastructure data layers. Three options exist for this procedure:

Option 1: Create a new water and sewer system using survey grade GPS equipment Option 2: Create a new water and sewer system using mapping grade GPS equipment Option 3: Adjust or “rubber sheet” all existing digital water and sewer system information using a combination of aerial photography and GPS equipment.

Because of the high cost of capturing a survey grade utilities data layers, it is recommended that the Department use a mapping grade GPS to progressively improve upon the existing data layers. The data should be stored in a geodatabase designed specifically for water and sewer systems. The Department’s infrastructure data layers will develop through more advanced field data collection (see Field Data Collection section above). There is a need for the creation of additional GIS data layers for use in mapping and spatial analysis in support of departmental objectives, see GIS Data Layer Inventory and Recommendations below for a list of existing and recommended GIS data layers.


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It is also recommended that the Utilities Department complete an audit of its current Cartegraph database and Customer Service Division data (water meter and customer service data) to determine and prioritize data elements that could be used as attribution for current and future GIS datasets. These data elements will serve as the foundation for future development of enterprise geodatabases (see Chapter 5: Database Design and Development for more detail). However, this recommendation is based on adoption of an enterprise relational database standard and determination of a spatial database capability that IS and the GIS Division will be able to support.

GIS Data Layer

Data Layer Creation Methodology Recommended

Update Division or Individual

Existing or Recommended?

Address Points

Create from existing database and datasets including parcels and streets, georeference based on aerial photography and GPS field work

GIS Division

Existing

Aerial Orthophotos (Mr. Sid)

From State for 2002. The next statewide Aerial dataset will be for 2006.

State of Virginia

Existing

Building Footprints Digitize from Aerial Photography

GIS Division Existing

City and County Limits

Legal descriptions and existing paper maps


County-owned Property

Queried from Parcels GIS Division Recommended

Commercial Addresses

Queried from County Address Point Database

GIS Division Recommended

Critical Facilities Queried from Building Polygons

GIS Division, Multiple departments

Recommended

Cross Pipes Digitize on screen; existing data; GPS field work

Utilities Department Recommended

Dams GPS data collection and integration with existing information


Development Districts

Digitize from hard copy maps Planning Department Existing

Easements Digitize from base map data; aggregate layers as needed


Fire Hydrants Digitize on screen; existing CAD data; GPS field work

Utilities Department Existing

Hazardous Materials

GPS data collection for location; extract from FireView or other database once data is entered


Impervious Surfaces

Digitize polygons from aerial photographs; derive polygons by raster analysis of remotely-sensed data


Land Use Digitize polygons from aerial photographs and existing maps; existing CAD data

GIS Division Planning Department Recommended


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Out of service hydrants

Digitize on screen; existing CAD data; GPS field work


Parcels & ROWs Digitize in GIS or export from CAD to GIS, link to LRIS property data information


(needs upgrade)

Road Casings Digitize from Aerial Photography


Road Centerlines Created for E911 GIS Division Existing

Sewer Base Map Digitize on screen; existing CAD data; GPS field work


Sewer Cleanouts Digitize on screen; existing data; GPS field work


Sewer Fees Base Map



Sewer Gravity and Force Mains

Digitize on screen; existing data; GPS field work


Sewer Lift Stations Digitize on screen; existing data; GPS field work


Sewer Lines Convert form CAD Utilities Department Existing

Sewer Manholes Digitize on screen; existing data; GPS field work


Sewer Meters Digitize on screen; existing data; GPS field work


Sewer Nodes Convert form CAD Utilities Department Existing

Soils USGS GIS Division

Planning Department Existing

Storm Base Map (simplified)



Storm Water Culverts



Storm Water Inlets Digitize on screen; existing data; GPS field work


Storm Water Mains Digitize on screen; existing data; GPS field work


Storm Water Manholes



Storm Drain Fee Map



Subdivision Boundaries

Extract from Parcel layer GIS Division Recommended

Utility Customers Extract, cleanse, geocode, and map from customer databases

Automated Recommended

Wastewater Treatment Plants



Water System Base Map (simplified)


GIS Division Utilities Department

Existing

Water Fittings (bends, tee, crosses, etc.)

Digitize on screen; existing CAD data; GPS field work Utilities Department Existing


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Water Lines Convert form CAD Utilities Department Existing

Water Mains and Laterals



Water Meters Digitize on screen; existing CAD data; GPS field work


Water Nodes Convert form CAD Utilities Department Existing

Water Pumps Digitize on screen; existing CAD data; GPS field work


Water Storage Towers/Tanks



Water Treatment Plant



Water Valves Digitize on screen; existing CAD data; GPS field work


Waterways Digitize polygons from aerial photographs and existing maps


Wells and Septic Extract from Utilities Database GPS for exact location

GIS Division, Utilities Department

Recommended

Zoning Based on existing maps; Comprehensive Plan

GIS Division, Planning Department

Existing

Spatial Analysis and Modeling The Utilities Department conducts a limited amount of spatial analysis. Two issues need to be addressed before spatial analysis can be fully enabled at the enterprise GIS level. First, data will need to be developed or spatially enabled from legacy systems (see Mapping below). Second, the resources and workflow to manage spatial analysis requests will need to be determined. As aforementioned, data to conduct spatial analysis is currently limited. As part of the Cartegraph data audit, recommended in the Data Development and Management section above, spatial analysis and subsequent output should be considered during the process. It is also important to determine the types of spatial analysis being conducted so that appropriate datasets are developed to support current and future spatial analysis needs.

Additionally, there are three resource approaches to fulfilling more advanced GIS requests (e.g. spatial analysis) from a staffing and workflow perspective. These types of requests can be managed through a centralized, decentralized, or hybrid approach. The GIS Division and IS, along with input from other departments will need to determine how more advanced GIS requests will be managed and fulfilled. For more details about this approach can be found in Chapter 2: Organizational Structure and Staffing.

Water and sewer flow modeling are examples of GIS modeling that the Utilities Department presently conducts on a limited basis. The Department has a need for more advanced and an easier means of spatial modeling. Currently the lack of consistent spatial datasets limits the Departments ability to conduct modeling. For example, the water system GIS dataset is too complex, and a “generalized” water dataset is used to run the model, resulting in duplicate data. In the short term, it is recommended that


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the Department use and automated process to extract the mains and other generalized features from the main dataset to use in the models.

Additionally, the Department’s modeling requirements should be addressed by the enterprise GIS, which should have the functionality to support the Department’s spatial modeling requirements. Determining the required enterprise GIS functions, extensions, and modules should be the responsibility of the GIS Division working with the Utilities Department to ensure that their needs are met by the new GIS.

Mass Notification System GIS has proven to be a valuable technology for alerting communities and public outreach, such as a Mass Notification System. The uses of GIS-based Mass Notification System applications include:

• Water system emergencies • Service notifications • Water quality alerts

Several effective GIS-based Mass Notification System applications are currently available on the market. Currently, the Sheriff’s Office has procured a copy of the Reverse 911 application. It is recommended that the Utilities Department integrate their customer database with this application to enable a GIS-based mass notification procedure that will call utility customers during a water/sewer related emergency.

Spatial Network Development and Tracking Technology The Utilities Department will likely use GIS-based routing in the future to increase operational efficiency within the department. In the long term, as the County’s telecommunications infrastructure expands and wireless connectivity is potentially established, routing may be used in conjunction with Automated Vehicle Location (AVL) (see AVL below) to dynamically route field vehicles. It is recommended that the Utilities Department, with guidance from the GIS Division, procure routing software that can be enabled on mobile data browser. There are several platform-specific routing solutions that can be integrated with the County’s existing platform.


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Mobile Data Browser A more advanced method for accessing spatial data in the field is through the use of mobile computers, including notebook computers, tablet PCs and hand-held computers. A Mobile GIS data browser is dynamic where a map atlas is static. A mobile browser offer the ability to query attributes, such as parcels, facilities, assets, and streets; and link to GPS receivers. With Mobile Data Browser the Utilities Department personnel can:

• Use existing data - the browser supports industry-standard vector and raster image display.

• Add data from the Internet - Data can be provided from the Internet via wireless technology.

• Move around the map - The browser includes a number of map navigation tools including zoom and pan, spatial bookmarks, and center on the current GPS position.

• Query data - Identify features, display hyperlinks, and locate features.

• Measure distance, area, and bearings on the map.

• Navigate with GPS - Connect a GPS with wireless modem.

• Edit data - Create and edit spatial data using input from the mouse pointer, pen, or GPS.

• Extract, convert, and project existing data compatible with ArcGIS Desktop

Example of a Mobile GIS Data Browser


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Automated Vehicle Location (AVL): AVL is a desktop application typically based on ESRI's MapObjects technology. It takes GPS data from vehicles and places a moving map symbol on the GIS map interface that corresponds to the vehicles location in the real world. This is a significant advantage for applications such as tracking work crew vehicles. The Utilities Department could use AVL to identify where work vehicles are located and clear work orders in the field.

AVL will allow the Utilities Department to track vehicles and progress on routes. It also enables the Department to react to emergency situations by rerouting the closest vehicles equipped to manage the situation. With AVL Utilities personnel can:

• Dispatch from any location • Tracks location and speed • Stores route data for review later if

needed • Dispatch to and from locations,

addresses, intersections, or landmarks • Search and Query on vehicles • Works with Mobile GIS data browsers • Create maps and reports

Example of an AVL Application

Routing Application: Routing offers GIS users the most efficient travel route, generating travel directions, finding the closest facility, or defining service areas based on travel time. Routing can add new network modeling and analysis capabilities to existing applications.

The Utilities Department can use routing to improve operational efficiency and reduce costs associated with fuel and travel time. With Routing Utilities personnel can:

• Determine the most direct path between two points

• Centralized routing technology can be a service that can be use by any mobile GIS data browser

• Find the nearest service point - Where is the nearest main or cutoff valve?

• Unit / Call interactive routing - Choose which unit to route to a selected work order and display the shortest path and produce detailed driving directions

Example of Routing on a Mobile Browser


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The Utilities Department has many options for pursuing GIS routing capability. The most feasible choices are as follows:

1. Implement routing on Desktop GIS or Intranet GIS (print routes) 2. Tablet PC with GPS Receiver (online routes)

1. Implement Routing on Intranet GIS As noted previously, it is recommended that the Department implement an Intranet GIS data browser. A routing extension may be used in conjunction with this software package which allows a field crew to produce a map and routing directions in the office before driving to a specific site.

2. Laptop with GPS Receiver Recent advancements in GPS technology have produced relatively low cost location solutions that can plug-and-play with a standard laptop. A GPS modem can be integrated with mobile GIS AVL solutions. County GIS data layers can be stored on the laptop and used in conjunction with the GPS receiver to show location while driving to a site or following a route. This type of solution would also require a mobile software package.

Mapping The Utilities Department uses maps on a daily basis. The majority of these are simple mapping requests and queries that do not involve spatial analysis or modeling. These are the types of maps that should be fulfilled through a self-service interface. The mapping interface should be simple with prioritized data layers for easy of use and query. This functionality should be enabled remotely so that field crews can produce maps or heads-up queries while at a project site. Utilities Department personnel could be provided with access to a pre-defined set of GIS data layers that could be overlaid, queried, and scaled using a GIS desktop viewer and/or Intranet GIS data browser (see above) installed on select PCs in the Department. In the future, mobile mapping applications on handheld devices and/or laptops are recommended. Also, by spatially enabling the data from the County’s over 27,000 water meters, as well as the data from the 45,000 utility customers, the County could potentially map and analyze this information, thereby improving the efficiency and effectiveness of the Customer Service Division and the entire Utilities Department. The Utilities Department can use this spatially enabled data to assist in several tasks, including:

• Meter mapping and analysis • Utility customer mapping and analysis • Inventory/asset mapping and analysis • Work order tracking, mapping, and analysis • Complaint tracking, mapping, and analysis • Statistical analysis for budgetary preparations • Optimize meter reading routes • Disconnected or overdue billings

It is recommended that the Utilities Department personnel use an Intranet GIS data browser to conduct basic map production. More information on the Intranet GIS data


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browser is provided in the Enterprise-Wide Applications section of this chapter. For more advanced mapping, the Utilities Department should work with the GIS Division to leverage more advanced applications for cartographic production.

Training The need for training will be dependent on the approach taken to fulfilling more advanced GIS requests. If each Department will be responsible for the development of spatial data and implementation of spatial analysis then advanced GIS training will be required for select members of each Department. If a more centralized approach is adopted, then advanced GIS training will be limited to fewer resources.

However, all GIS users will require introductory GIS training (e.g. GIS concepts, terminology, data types). Additionally, the GIS user community will require specific training tailored to the GIS interface that may support their workflow. Utilities should identify the personnel that will likely be the first users of the short-term solutions suggested in this needs assessment. These users will become the core of the Utilities GIS users group. These resources should receive introductory GIS (conceptual) training, and more specific training for the ESRI software as well as the WORKdirector interface to Cartegraph. See Chapter 8: GIS Training Needs and Education for more details on training recommendations.

Multi-Tier GIS Application Use within the Department The chart on the following page describes the recommended GIS application use by the Spotsylvania Utilities Department. A Tier 1 user is a power GIS user who should have access to a fully functioning GIS toolset. A Tier 2 users focus is data analysis and or limited attribute validation or editing using a field application. A Tier 3 user requires only general browsing GIS data functions. Utilities personnel should be a mix of Tier 1 through 3 GIS users as follows:


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Utilities Department Multi-Tier GIS Application Use

Tier 1: GIS Creators Tier 2: GIS Users Tier 3: GIS Viewers

Water Treatment Waterworks

Superintendent

Plant Operators

(22)

Director

Deputy Director

Water/Sewer Transmissions Maintenance

Superintendent

Customer Service

Manager Administration Wastewater

Treatment Superintendent

Treatment Plant

Operators (33)

Customer Service Staff (9FT)

Utilities Engineer

Utilities Inspector

ConstructionManager

Safety/Public Information

Officer

Office Manager

Secretary(1FT, 1PT)

Purchasing Manager

Pump Station Maintenance

Forman Infiltration/

Inflow Utility Crew

Forman (2FT) Line Location

Locator (2FT)

Water/Sewer Transmission Maintenance Utility Crew

Forman

Engineer Technician

Water Resources Engineer

Cross Connection Coordinator

MechanicUtility Crew (5FT)

Utility Crew (5FT)


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Conclusion The primary return on investment for the Utilities Department is increased productivity, data processing and analysis, data sharing and greater decision making through spatial analysis and modeling. An enterprise GIS will also provide an additional contact point for citizens to inquire and generate self-serve information. Making the GIS available through an Intranet browser will also decrease request times between and within departments and optimize decision-making processes. It is imperative that the Utilities Department have an accurate, up to date, digital infrastructure dataset that can be used for real time maintenance and modeling of the Counties water and sewer system. Critical datasets for the County’s Utilities infrastructure includes:

• Water meters • Water mains and laterals • Water Valves • Fire Hydrants • Water Fittings (bends, tees, crosses, etc.) • Water Storage Towers/Tanks • Water Pumps • Water Treatment Plants • Sanitary Sewer Manholes • Sanitary Sewer Clean-Outs • Sanitary Sewer Gravity and Force Mains • Sanitary Sewer Lift Stations • Sanitary Sewer Meters • Wastewater Treatment Plants • Storm Water Manholes, Mains, Culverts, and Inlets • Cross Pipes

These datasets are integral for the creation of a useful GIS model of the County’s utilities. However, without a basemap to spatially represent other critical location information, much or the utilities GIS functionality is lost. Key datasets for an accurate and representative basemap are detailed above in the GIS Layers table. However, unless these datasets are spatially accurate, many of the important functions a GIS can execute will be ineffective, including spatial analyses, modeling, and even mass notification. At present, the GIS data layers representing the utility system are “schematic” and digitized from georectified images of the water and sewer plats. Although, accurate enough to handle some GIS functions, the accuracy will need to be enhanced for increased functionality. This can be done through a couple methods.

1. The Water and Sewer infrastructure can be re-captured using a survey grade GPS and incorporated into a geodatabase.

2. Over time incorporate mapping or survey grade infrastructure information and incorporate into a geodatabase.

The Utilities Department is currently maintaining and isolated GIS system. This is primarily the responsibility of one staff member. This staff member (with supporting staff) will continue to be responsible for the creation, update, and maintenance of the Utilities Department’s GIS system. These datasets should be placed on the centralized GIS database so that other departments can have access to view them. The basemap


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datasets used by the Utilities Department will be create, updated, and maintained by the GIS Division and accessed by all departments through the County’s centralized GIS database. This will meet data standards by ensuring integrity and prevent data duplication. For a list of recommended GIS layers see GIS Data Layer Inventory and Recommendations above. The Utilities Department has adequate desktop computer resources for current GIS personnel. The Department also has a few mobile computers used by personnel in the field. It is recommended that the current lap tops be evaluated for GIS software capabilities, and additional ruggedized laptop computers or hand-held mobile computers be procured for accessing and/or collecting data in the field. Equipped with a GIS data browser, these mobile computers give users the same capabilities offered by map books, but also the ability to query attributes, such as parcels, facilities, assets, and streets and link to GPS receivers. They also allow users to update information while working in the field. Leveraging the Department’s Cartegraph software application for integration with the GIS will lead to improved efficiency and better decision-making, which would ultimately translate to a cost saving in terms of time and effort. A consistent county-wide point address database should be developed and used as a functional link to spatially enable the Customer Service Division data (water meter and customer data) with the current GIS data layers. These datasets can then be accessed and analyzed using both the mobile and intranet browser solutions Simple mapping services need to be enabled at the desktop for the Utilities’ personnel. The Department has the ability to quickly implement a desktop solution that may be able to temporarily bridge the gap between data and GIS and become a short term success. Furthermore, a mobile mapping solution for using GIS in the field is a real opportunity that will lead to first step field-level digital annotation. The solution should include identification and location mapping, as well as the ability to annotate erroneous or new information. Even if the annotation is in turn a manual process for updating both Cartegraph and the GIS data layer. The Utilities Department GIS staffing will consist of two Tier 1 GIS Creators who should have access to a fully functioning GIS toolset. Approximately 5 Tier 2 GIS Users should have either attribute validation or field editing tools. The remaining personnel will be Tier 3 GIS Users who require only general browsing GIS data functions. For a complete list view of GIS users within the Utilities Department see GIS Use chart above.

• Training will be an integral part of this GIS implementation strategy. Only two Utilities Department personnel will be considered Tier 1, GIS Creators. These staff members will need customized training on the functionality of the GIS application they use, from data management and querying to basic analysis and map production.

• Approximately 5 Tier 2 GIS Users (Crew Foreman) should have either attribute

validation or field editing tools. These individuals will specific training on the functionality of the GIS application they use to either update directly to the database or report data errors.


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• The remainder of the Utilities Department will be Tier 3 GIS Viewers mostly using the Intranet GIS Data Browser if in the office, or the Mobile GIS Data Browser if in the field. These staff members will receive training on the Utilities Department specific application that is developed. Further training technical support for all enterprise-wide GIS applications will be provided by the GIS Division.

The Utilities Department is the only department in the County using GIS for their daily operations other than the GIS Division. Therefore, they are a key stakeholder and should be a lead department in facilitating an enterprise GIS. The implementation will be a three year phased plan, and will require support from the Utilities Department. For a complete detail of the implementation plan please see Chapter 9 – Three-Year Phased Implementation Plan and Design and Development Strategy.

Documents

Utilities - Welcome to Spotsylvania County, VA2).pdf · Utilities Department ... Method’s WaterCAD and SewerCAD. Although the water dataset is maintained in GIS, it is too complex