Geo MAPP Business Planning Developing Materials to Get

Geo. MAPP Business Planning: Developing Materials to Get Stakeholder Buy-in Alec Bethune, North Carolina’s Center for Geographic Information and Analysis Matt Peters, Utah’s Automated Geographic Reference Center Glen Mc. Aninch, Kentucky Department for Libraries and Archives NDIIPP Partners Meeting| Washington, DC| June 25, 2009|

What is Geo. MAPP? Preservation of “at risk” superseded geospatial content Building the relationship between State GIS and Archives staff Interstate partnerships Exploration of business case drivers Data replication among several states Implementation of a geographically disperse content-exchange network Local, state and national outreach

Who is Geo. MAPP? Kentucky Department of Libraries and Archives (KDLA) Kentucky Division of Geographic Information (DGI) NC Center for Geographic Information and Analysis (CGIA) North Carolina State Archives NC State University Libraries Utah Automated Geographic Reference Center (AGRC) Utah State Archives

Business Case Building 101: National Survey Work Alec Bethune NC Center for Geographic Information and Analysis

Survey Background Survey Deployment Audiences Response

Survey Findings Co. SA/ NAGARA (Interesting findings) States archiving GIS records Drivers for archiving Other interesting findings NSGIC (Interesting findings) States archiving GIS records Drivers for archiving Other interesting findings

Business Case Building 101: Outreach and Engagement Matt Peters Utah Automated Geographic Information Reference Center

Outreach And Engagement It takes on many forms. Interactions with: The Department of Technology Services / State CIO Utah GIS Advisory Committee Interaction with Archives Leadership (MOU) Intrastate user group meetings Visiting Local Governments and Agencies Establishing a presence Finding Funding Sources The Legislative Body

Getting Started with Business Planning: A Step-wise Approach Glen Mc. Aninch Kentucky Department for Libraries and Archives

Step 1: Identify Program Goals: Establish Scope and Duration of Effort Document existing business requirements/processes for geospatial data archiving (Utah business drivers) Define “at-risk” issues for digital geospatial information Identify complementary business uses and business cases Document geospatial retention policies as well as existing archival appraisal/audit/accessioning/disposition requirements

Business Drivers for the Preservation of Geospatial Resources: Legal Evidence (e. Discovery) Provide Historical Cultural Heritage evidence Maximize investment Generate Revenue Save Money & Avoid Costs Document Business Processes for Improved Decision-making Improve Information Sharing and Government Access Spur Information System Modernization

Step 2: Identify Customers and Stakeholders: Data Creators Data Users: State government Local government Federal government State Agencies Universities Public Data Curators Archives Universities GIS community

Step 3: Link to Each Agency’s Mission: State Archivist’s responsibilities Geospatial technology community responsibilities

Step 4: Explore the Value and Benefits of Investment: Direct user value Social value Governmental/ Operational value Strategic/political value Government financial value Historical and research Value Legal value

Step 5: Identify the Risks to Investment in Geospatial Information: Unique geospatial data formats Spatial database complexity Fragility and uncertainty surrounding digital cartographic representation Approaches to dataset and attribute naming, and attribute classification schemes Issues related to time-versioned content Metadata unavailability or inconsistency No generally supported content packaging design for complex geospatial data

Step 6: Identify Costs: Maximize the value of the initial costs of data collection Focus on cost avoidance and opportunity cost issues Leverage existing spatial data infrastructure and statewide coordination State vs locals views of costs

Step 7: Planning document Write the plan with Strategic Objectives Present the plan Core group of geospatial data creators and managers, archivists, records management Resource allocators within your institution and parent executive branch institutions Legislative funding

The Geo. MAPP Approach: The Utah Geoarchives Business Plan Matt Peters Utah Automated Geographic Resource Center

Background Information It contains the following subheadings: Executive Summary General Introduction Program Goals and Objectives Customers and Stakeholders Links to Agency Mission

Review of Utah Generic Business Plan It contains the following subheadings: Value Analysis/Benefits of Investment Risk Analysis/Risk of Investment Cost Analysis/Costs of Investment

Strategy and Implementation It contains the following subheadings: Implementation and Management Strategy Technical Description and Plans: Data and Technology and Implementation Plan

Review of Utah Generic Business Plan It contains the following appendices: Appendix A: Budget Document Appendix B: Project Workplan Appendix C: Project Timeline Appendix D: Economic Justification: Measuring Return on Investment (ROI) and Cost Benefit Analysis (CBA Template Appendix E: Technology Inventory Template Appendix F: Measurement Scorecard Appendix G: Risk Analysis/Risk of Investment

Suggestions from the Archives and Geopatial Community The following suggestions were given: Hire someone to do it!! Make a toolbox of tools folks could use to write a plan Develop a consortium of data producers and data consumers Develop Instruction Manual Can folks cooperate with Universities for storage issues etc? Look at a Federated approach to storage Find Stories – build relationships

Next Steps/Building a Business Planning Toolbox The Plan To Create The Following: Create an Instruction Manual Create a Template Create a Listing of Online resources (NSGIC Strategic Planning documents, etc. ) Re-write the generic Business Plan Start to look for added support from the larger community and develop a legislative champion(s) in Utah