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:
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:
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:
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:
Graphic Placement Guidelines The graphic placement guidelines include details indicating how the data should be positioned on the landbase. Examples of placement guidelines include:
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:
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:
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! | ||
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