Is GIS Technology (Geographic Information System)

An Expensive Luxury or

A Way To Reduce The Cost Of Doing Business?

What is GIS ?

• Remember the old advice? “ The three most important factors to consider in business?”

“LOCATION-LOCATION-LOCATION”

• GIS is the tool for knowing LOCATION.

What is Location ?

What is it ?

- facilities (hydrants)

- property (ownership)

- assets (house)

Where is it?

- property in the county

- property in city

- house on property

How near/far is it?

- house near school

- hydrant is close

- house/road setback

GIS Is A Tool That Can Help

• Law Enforcement– Is a drug sale within 1000’ of a school?

• Planning– Can I build here? (zoning, floodplains, soils, others)

• Emergency Management – Where is the 911 call coming from?

• Policy – What is the impact of an annexation? – Where is vacant land that can be purchased for a facility?

• Public Works – Where are the roads that must be blade patched?

– Water is in the road; where is the nearest pipe and valve? • Assessment & Taxation

– What is the value of taxes in this district? • Elections

• What precinct is the voter applicant in?

GIS Is A Tool That... • Costs Money

– Equipment costs money. – Data must be collected and maintained. – Staff is expensive.

• Does Not Typically Generate Money – Selling data does not make money. – Selling information services is typically

not a public sector goal.

• Can Save Money (Hopefully)

GIS Is A Luxury When Staff…

(Does not reduce cost) • Do not have the tool. • Do not know how to use tool.• Have the tool but poor data. • Need lots of specialized training. • Need specialized procedures to get

answers.• Have to ask specially trained folks to

use the tool for them.

Three Examples of Cost Reductions at Polk

County

• Planning • Surveying • Taxlot Mapping

• (Many other examples exist)

Example 1: Planning

• In the past….– We had 3 planners and 1 support position.– It took an uncertain (but long) time to

process a plan review.

• Now…. – We have 2 planners and 1 support

position.– 80% - 100% of Admin Land Use reviews

are processed in under 25 days. – More complex planning rules.

Planning Example

What Changed?

• 1. Many preliminary reviews are done at the counter by support staff.

• 2. Planning staff have active tracking of all land-use review actions.

• 3. Complex analysis is now done by planning and support staff.

Example 2: Surveying

• In the past….– We “microfiched” all surveys. – Used $20k machines to look at surveys. – Had an “Out-of-date” printed index.– Surveyors would visit and “pull surveys”.

• Now…. – Machines are gone. – Surveyors do not visit. – One less survey staff (did not fill a

position).

Surveying Example

What Changed?

• 1. All surveys are “digital”. • 2. Surveys (plats) are reviewed

digitally and status is posted on the WEB.

• 3. The survey index is maintained as part of doing business.

• 4. All surveys are accessible on the WEB for free.

Example 3: Taxlot Maps

• In the past….– Various versions updated “10” times. – Several annual mapping projects done

to support appraisal. – Maps continued to get “less accurate”.

• Now…. – Maps updated twice. – Updates are part of business process. – Maps continue to get “more accurate”.

Taxlot Example

What Changed?

• 1. Maps are digital. • 2. Assessor and surveyor share

data. • 3. Everyone has access to maps

integrated with A&T data. • 4. Maps get better when updated as

part of the business process. • 5. Maps are posted on internet.

Example Summary

Old Way Cost Reducer LuxuryDuplicate Entry Single Entry Duplicate EntrySpecial Processes Business Flow Special

Processes Specialized Staff Less Staff Specialized StaffPaper Digital DigitalNo Access Great Access Poor AccessLess Service Better Service Better Service

Less Quality Better Quality Better Quality

GIS IS JUST A TOOL

Your organization makes it:

An expensive luxury or

A way to reduce the cost of doing business.

How to make GIS a useful tool..

• Solve known problems (do not invent them).

• Remember your goals (cheaper, faster, provide better service).

• Information is an important asset that needs to be maintained.

• Data should be entered once as part of a business process.

• Recognize that GIS is multi-departmental.