Utility companies - Be prepared for your GIS!
Graphic Placement Guidelines
The graphic placement guidelines include details indicating how the data should be positioned
on the landbase. Examples of placement guidelines include:
- Distance between conductors, gas mains, or cable lines
- Whether linear features are offset from their structures or go through them (providing
the structures are being captured)
- How to handle multiple symbols at one location
- Distance between lines and the right-of-way lines
- Whether structures will be placed touching the right-of-way or offset
- Positioning of the text
Graphic placement rules are frequently overlooked by a utility or telco company when they issue
their RFP. However, these details have great impact on the cost to convert the data and the
amount of time it will take to complete the project. Conversion vendors must develop detailed
methodologies that will account for graphics placement in the most efficient manner. Provision
of this information will ensure the vendors understand what is expected in the final deliverable
and will assist your personnel in what to expect when they receive the deliverable.
I strongly recommend that you make sure you have internal user approval for the database and
system design. I know of several projects in which a design was created and a vendor retained
to produce the pilot. However, upon reviewing the converted data and the system, the
engineers disliked the system so much it had to be redesigned. A lot of effort and money went
into setting up the data conversion system and to produce the pilot. It was, of course, money
well spent, but without user buy-in to the design, the money could well be wasted. I highly
recommend that you expect to perform a pilot with your selected conversion vendor, but make
sure that the changes resulting from the pilot are minimal and do not cause a complete overhaul.
Source Analysis
A review of the source documents that will be used for the data conversion is essential. This
analysis should include:
- What types of sources will be used to capture each feature in the data conversion
system?
- Are there digital data that can be incorporated into the system?
- How many of each source type are there - quantities of source documents?
- How dense (light, medium, heavy) are the source documents?
- Density information ratings are not scientific, but a guide might be to look at
which areas contain cities, which areas are rural, and which are suburban.
- How many customers are included in the data conversion?
- Include volumetric such as map counts, number of customer/service features.
- How many square miles of area are included in the conversion?
- Can some information be consolidated from multiple sources into one source?
- Is information on multiple sources consistent or are there conflicts?
- Which sources will take precedence for each feature if the feature is on multiple
sources?
All of this information is mandatory to obtain an understanding of the extent of the effort that
will be required to complete the data conversion program. When numerous source documents
must be compiled by the vendor, this will add to the data conversion costs. The quality and
integrity of the source documents will affect the amount of time it takes to capture the data
contained on them. The number of customers and the square miles being converted are the
greatest indicators of the project density, and area must for inclusion in the RFP. All of the
above information is invaluable in calculating how long it will take to complete a given area and
how much it will cost to produce.
QA/QC Program Development
As part of your data conversion project development, it is important that you institute controls
that ensure the converted data has been properly captured and meets your expectations.
Applications will not run as expected if the data is not accurate. Development of a QA/QC
program can occur only after the database design, graphic guidelines, and source analysis are
completed. Working with your selected software provider, consultant, or data conversion
services provider (or all three) in this area will help you better understand your options. Most
software providers have created programs that can be run on the data to ensure it meets
specifications. Generally there are also visual checks that need to be made on the data to
ensure it is correct. Acceptance criteria is part of the QA/QC program, and includes what
percentage of delivered data you will allow to be in error upon delivery. It is important to have
your quality control program defined before implementing the GIS or issuing an RFP, and to
include acceptance criteria,
In-house Staff Requirements
To implement and control the data conversion project, you will need to supply resource
personnel. Common staff requirements for companies working with a data conversion services
vendor include:
One Point of Contact
Establishing one point of contact for the conversion vendor is crucial to ensuring project success.
The point of contact should be a manager who understands all of the applications, database
design, QA/QC requirements, software capabilities, and can communicate clearly to data
conversion vendors. This manager should be dedicated 100% to the data conversion effort
throughout the life of the project.
Staff for Client Pre-Scrub
It is important that the source documents which serve as the basis for the data conversion are
clean a;d have been verified. A pre-scrub process involves reviewing each source document to
ensure it contains valid, accurate, legible, and current information. This also includes an
edgematching process during which each source document is matched to its adjacent source
document to ensure continuity between linear features and that attribute information agrees.
Critical information may need to be added from another source during this process, to
consolidate source materials.
Staff for Problem Resolution
When personnel are converting the source documents, they are going to be looking at them with
a fine-tooth comb. Any and all discrepancies are going to be noticed. A conversion vendor
normally faxes questions/ problems on a regular basis, and will expect a two-day turnaround in
order to prevent work hold-ups at their end. It is best if one or more persons are dedicated to
resolving source problems, which may involve researching work orders, old records, or even
overseeing or conducting field checks.
Staff to Provide Vendor Training
The data conversion vendor will need to meet with your technical and quality control personnel
to completely understand the project specifications: Source interpretation w-ill need to be
provided to ensure all features are captured properly. Database details and idiosyncrasies
must be reviewed. This sharing of information during project start-up meetings is crucial for
ensuring that all parties are on the same wavelength with regard to project requirements and
expectations. This assistance is particularly important at project start-up, but should be
maintained on an as-needed basis throughout the life of the project.
Staff to Perform QA/QC Checks
When the converted data is delivered, it is essential that staff be immediately available to verify
the accuracy of the data. Data conversion vendors commonly expect you to ‘notify them within
30 days whether or not their data is accepted or is being returned for corrections. You will need
to plan ahead and ensure your quality staff personnel are well-trained, not in manual drafting
standards, but in the database design and graphic guidelines under which the data is being
converted.
RFP Development
If you have selected the hardware and software, considered all of the applications, developed a
database design and graphic placement rules, and have your QA/QC plan developed, you are
ready to develop an RFP (Request for Proposal).
To ensure that your RFI? will reach the appropriate vendors, it is common practice to issue a
Request for Information (RFI) which will help you narrow down the many available conversion
vendors to those who have adequate qualifications. A sampling of areas in which to ask for
information about the vendor include:
- Experience with Similar Projects
- Experienced Personnel
- Financial Stability
- Company Locations
- Standard Methodologies Employed
- Company Background and their Commitment to AM/FM/GIS
Based upon my experiences, delays due to lack of front-end preparation are commonplace.
When design issues have not been resolved, expect the project to be delayed. My company was
awarded a data conversion project in early 1994, and now, three years later, the pilot is just
now starting. Please don’t issue your RFP if you are not really ready to proceed with the
project.
Submission of the actual RFP should include the source statistics, database design, graphic
guidelines, and an outline of the QA/QC program. Include representative source examples,
which will give an indication of source clarity and density. Providing this information will
ensure that each vendor can develop a comprehensive proposal, and that each vendor has
enough information to provide accurate, realistic pricing. If this information is not provided,
many bidders will not have a full understanding of the project. It is likely that the low bidder
has a much different understanding of the job than the high or average bidder, It is also nearly
impossible for a data conversion services provider to provide a firm, fixed price if any of these
items are unknown.
Implementation Assistance Options
The task of implementing a GIS system and associated data conversion is so extensive that
many utilities and telcos seek assistance with this process. Because data conversion is not the
primary business activity for these companies, it makes sense to benefit from the experiences of
others who have already been through this activity. Options for gaining knowledge in this area
include hiring a consulting firm or working closely with a selected data conversion services
provider.
Consulting Firms
There are a number of companies that offer data conversion consulting services - you can find
them by touring the exhibits floor. Consulting firms can help with a number of preparatory
issues, such as conducting preliminary studies regarding the cost-effectiveness of doing data
conversion and providing cost justification for your upper management. They can give you an
idea of costs, and in general can assist with most of the items covered in this presentation.
They can assist with RFP-preparation and selection of a data conversion vendor. A consulting
firm can also provide a reality check against unrealistic expectations of what a conversion
system can or can’t do, and whether or not a completion schedule is reasonable. You will need
to analyze your available internal resources to determine if you can accomplish the same
preconversion tasks on your own, considering time constraints and the effort involved.
Partnerships with Data Conversion Vendors
Another method for ensuring a successful data conversion project is to establish a partnership
with a known and trusted data conversion services provider. A data conversion services
provider should have a staff with years of experience in performing data conversion, and years
of working out design details, schedules, and other issues with their clients. Including the data
conversion vendor at the beginning of the project, during initial project development, will ensure
that both parties gain a clear understanding of the entire project. Additionally, any pitfalls that
the vendor may be aware of associated with the design or schedule can be uncovered and
resolved, before the project starts.
Combination of Consulting Firm and Data Conversion Vendor
The ultimate combination for ensuring that all aspects of preparing for data conversion are
covered is a team consisting of a consulting firm and a data conversion vendor. For example,
the consulting firm can do the cost justification and assist with the database design. The
conversion vendor can assist with source assessment, facility counts, provide feedback
regarding impacts on design and application, and help with graphic placement rules.
Both parties, working in conjunction with the utility provider, can ensure that the project design
is comprehensive and complete. Involving the data conversion vendor at preliminary stages will
ensure a more well-rounded planning process. This multiple party teamwork can ensure that all
aspects of the implementation are well-planned and prevent typical start-up problems.
Conclusion
Proper planning is essential to ensure a successful data conversion project. Development of a
comprehensive plan for your program includes a database design, selection of a software
provider, clearly-defined applications, and user participation. It includes creating graphic
guidelines, performing a source analysis, setting up a quality control program, and ensuring
adequate internal resources are available. Proper planning will also ensure that data
conversion vendors respond to your RFP with a price that encompasses the full extent of the
project, and with a realistic delivery schedule. It removes the possibility that vendors may not
be sure of the scope of the project. Any and all information about the project that you provide
to vendors will help clarify the project requirements. This clarification will reduce the risk
factors for conversion vendors and result in the provision of lower and more accurate pricing.
Additionally, there are many options for gaining assistance in understanding the impacts of the
project at your company. Involving users and engineers in all processes of the planning is
critical to avoid failure. Making sure that all facets of the project have been carefully designed
and are understood by involved personnel is mandatory to success. Obtaining appropriate
data conversion assistance and information through consulting firms, data conversion vendors,
or a partnership team, will ensure project success.
Be prepared for your GIS!
