Utility companies - Be prepared for your GIS!
Pamela Vincent
QC Data Inc.,777 Grant Street, Suite #500
Denver, CO 80203
Abstract
In order to maintain competitiveness in the utility provider marketplace, and to more efficiently
react to consumer outage complaints, many companies are considering implementing an
AM/FM/GIS. If your utility plans to implement source record data conversion, there many
tasks and processes that must be performed in preparation for this transformation. This
presentation will cover a number of preparatory tasks that a utility company must understand
before letting out an RFP for data conversion services. These tasks include: applications
planning, selection of a hardware/software provider, analysis of staff requirements, QA/QC
development, source preparation, and others. Additionally, important information must be
developed for inclusion in the RFP, including a database design and graphic placement
guidelines. Determining how to select the most qualified vendor to perform the data conversion,
or deciding whether to do the work in-house, are other options that must be considered. Utility
companies can also choose to work with one of the many consulting firms that specialize in
assisting with data conversion. A well-informed GIS Manager can save his/her company
money and better control the data conversion project. Being prepared is half the battle!
Introduction
In 19 years in the AM/FM/GIS industry, with a background in performing, managing, and
implementing data conversion projects, I spent a great deal of time interfacing with utility and
telco companies as they began to implement their AM/FM/GIS. My current position as
Proposal Manager, responding to Requests for Proposals, has alerted me to the fact that a
number of companies are really not prepared for their GIS - they may not have considered
enough aspects of the program to ensure its success. This presentation is intended to provide
information to help you understand the important background processes necessary for
implementation of the data conversion component of a GIS, to alert you to the possible pitfalls
that may await you as you begin setting up your AM/ FM/GIS system, and to prepare you for
issuing an RFP for data conversion services.
A well-informed GIS Manager can save his/her company money and better control the data
conversion project. Being prepared is half the battle!
This presentation covers:
- Preparing for issuing an RFP for a data conversion services vendor.
- The options available for pre-conversion and pre-RFP assistance.
Preparing for the RFP
The goal of the RFP is to provide clear and comprehensive information to potential data
conversion services providers so that providers are bidding on the same product, and have a
full understanding of the product deliverable. A clear and concise RFP will result in receiving
realistic and accurate bids. Preparing for the RFP includes the processes of planning
applications, selecting a software and applications provider, developing a database design,
designing graphic guidelines, performing a source analysis, and establishing a quality control
program.
Applications Planning
The very first process and most important task to ensure a successful data conversion project is
to determine the applications for which you will use the converted data. The applications you
require will drive the entire data conversion system. At a minimum, you should consider these
basic questions:
- Who will be the users at your company - who will be using the converted data?
- Do you plan to use the data in a Trouble Call Management System?
- Will the data tie into a SCADA system?
- Do you want to use GPS coordinates as part of the system?
- Will you be tying in the data to the customer meter and billing systems?
- Do you want to create new work orders on your system?
- Will the system allow for designing new facilities?
- How will a landbase be utilized or incorporated into the system?
It is important to design the system around the planned applications. If you do not consider
the applications at this stage, there maybe trouble ahead. If you do not involve the users of the
system, after the system is designed there maybe changes required, and changes mean extra
costs. The costs of adding additional intelligence to a system after data conversion has started
can be prohibitive.
Selection of a Software Provider
There are many software packages available with which to capture and store data. I’m sure
that software vendors have been pounding on your door in an effort to convince you that their
product is the best. Some examples of what you need to consider are the following:
- Which departments at your company will be using the converted data?
- Are they involved in selecting the hardware and software?
- Who are the users at your company?
- What sort of networking will be expected for the users?
- What sort of work will the users be doing?
- Do you plan to tie into a Trouble Call Management System?
- Does the software allow zeroing in on an address when a customer has called
in with no service?
- Can the facilities database be linked to the landbase?
- Are GPS coordinates part of the system so that you can direct the nearest repair truck
to the location?
- Do you want the system to allow for designing and engineering?
- Can work order information be readily added to the system?
- Does the system provide a clear and easy to use GUI (graphical user interface)?
Although this is not by any means a complete list of considerations, answering these questions
will help you better determine your software requirements. A word of warning: the system
must be user-friendly in order to obtain acceptance by engineers who may never have used a
computer before, If the users of the system do not like the system or its abilities, your project is
doomed to fail. With many data conversion programs, one of the ultimate goals is to have the
engineer design or update the system with field or work order data at a terminal of his/her
own.
One major reason for selecting the software platform prior to issuing the RFP is to ensure that
the data conversion vendors are providing pricing for the same product. It is impossible for a
conversion vendor to provide a firm fixed price if the ultimate product design is not clearly
spelled out. The conversion vendor in turn must plan a design at their facility that will result in
data being delivered in the appropriate format. This design, and associated costs, will vary
depending upon the specific platform requirements.
It is best to ensure that the software you select will meet your needs and has been proven at
other companies, I suggest you contact utility and telco companies who have already
implemented their own AM/FM/GIS system using the software you plan to use. Viewing a
similar system in action will help you feel confident in your selection.
Detailed Database Design
A database design includes details regarding all of the features that will be included in the data
conversion system. Some examples of items that should be present include:
- A list of all features and associated attributes
- Whether the attributes are character or numeric fields, and the allowable field length
- A description of the physical symbol as it will appear in the new system: line color,
line weight, line type, size of the symbol, and its display at zero degrees rotation
- Relationships between the features: parent/child, many-to-one, linking to structures
- Connectivity of the conductor, mains, or cable lines
The database design is of paramount importance in ensuring that the data conversion vendors
understand the full scope of the project on which they are bidding. Providing a complete list of
details about each feature protects both you and the vendor from misunderstandings about
exactly what is included in the data conversion. Additionally, this will allow the conversion
vendors to provide a more accurate and lower-cost conversion bid, because the risk factor is
lower.
