Blueprint For Mobile Mapping: A Case Study

Blueprint For Mobile Mapping: A Case Study

J. P. Lemieux
Union Gas Ltd. 50 Keil Drive N Chatham, Ontario N7M 5M1 Canada

Joseph A. Giuliano
Byers Engineering Company 6285 Barfield Road Atlanta, Georgia 30328

Abstract
In an era of increasing competition and deregulation of the gas industry, Union Gas Limited (Union) is responding by bolstering its information technology (IT) infrastructure and automating its field force. With the knowledge that competitive pricing, responsiveness, and quality service are the key factors to growth, it is necessary to provide front-line employees the information needed to make good business decisions. Specifically, Union is replacing an obsolete microfilm map distribution system for its field workers. The Microfilm Replacement Project is an extension of Union’s implementation of an automated mapping/facilities managementigeographic information system (AM/FM/GIS) system which will totally automate map and record functionality. This project is an initial step toward a paperless environment, which ties office functions to the field, and will culminate in an integrated work management and records distribution system.

This paper is a case study and provides a blueprint for other companies planning a digital map distribution system. The presenters will cover the hardware/software evaluation process, user acceptance criteria, and developing a workable roll-out strategy. There is an emphasis on real-world experience and lessons learned.

Company Overview
Union Gas Limited is an integrated natural gas storage, transmission, and distribution utility serving about 712,000 residential, commercial, and industrial customers in southwestern Ontario, Canada. The company’s distribution system serves an area extending from Windsor, Ontario (Detroit, Michigan) to Toronto, Ontario. Union also provides storage and transportation services for other companies and natural gas utilities in Ontario, Quebec, and the United States (U.S.). Union’s system forms an important part of the North American delivery system bringing natural gas to Eastern markets from Western Canadian and U.S. supply basins. Total throughput for fiscal 1995 was almost 25 billion cubic metres (82 billion cubic feet).

The company employs approximately 2,600 men and women. The head office is located in Chatham, Ontario with four regional offices in Windsor, London, Waterloo, and Hamilton. The company’s utility operations are regulated under the Ontario Energy Board Act and the Energy Act (Ontario). Union is a wholly-owned subsidiary of Westcoast Energy Inc., a leader in the North American natural gas industry. Headquartered in Vancouver, Westcoast’s interests include gas pipelines, processing, storage, distribution, power generation, and gas services businesses. In 1994, Westcoast had assets of more than $7 billion and employed about 6,000 people.

Project Background

AM/FM/GIS System
In 1989, Union initiated a project known as Union’s Networked Information Verification and Integrated Resource System (UNIVIRS). UNIVIRS is a complete mapping and facilities inventory system. It is the core system upon which all future facilities management projects will be built.

There are two major office components to the AM/FM/GIS system. The first consists of workstations that are provided to the drafting personnel to update the facility model. This system is a distributed client/server application using the NT operating system. The workstations interact with the database using Intergraph’s FRAMME application. The workstations provide full edit and view capabilities to the facility database for desktop users. The second component is a read-only application that allows office personnel the ability to view the maps and associated database information. This application is a Windows client accessing an NT server running Oracle. The Map Viewer software is provided by Byers Engineering Company.

Extending AM/FM to the Field
After the office applications were in place, the next step was to extend data access to the front line construction and maintenance employees. The objective of the microfilm replacement project is to equip field crews with as much information as the person in the office. Union embraces the concept of empowering the field workers by providing them the information needed to make informed business decisions.

Microfilm readers were being used in more than 200 service trucks for field crews to view maps. However, this system only provided a geographic representation of the facilities, and did not provide details on structures. To retrieve the necessary information, field crews were required to call into the office. This created disruptions in the flow of office work and decreased efficiency in the field.

A portable computer was envisioned that would provide for improved information access, reduce inquiries to the office, and eliminate the microfilm media which was cumbersome.

Proiect Approach
A team approach was employed to evaluate the technology and processes involved in bringing data to the field. The team was composed of field construction and maintenance representatives, field supervisors, transportation personnel, and information technology coordinators. An outside consultant and software vendor also contributed to the team. The team had full support from senior management. The project phases conducted included a prototype evaluation, a pilot evaluation, approval, then the fill implementation roll-out.

Technology Protopype Evaluation
Several considerations should be addressed in a prototype. It is worthwhile to evaluate various technology features at this stage, such as computer hardware, CD-ROM, printers, and application software.

Assumptions
In the Spring of 1995, Union conducted its prototype phase of the microfilm replacement project. It was helpful to form some assumptions before entering into the prototype. This provided a basis for testing different configurations. These assumptions included the following:

The in-office viewing application needs would be interchangeable between the desktop PC and a mobile computer.
The field units would be pen-based tablets and a pen would be more accepted as a pointing device.
On occasion the field units would be used outside of the vehicles.
The docking station in the vehicle would require a customized design to integrate the printer and CD-ROM within one unit.
Printing in the field would be a valuable asset.
For our application, colour screens would be better than a monochrome display, but outside of the vehicle, viewing may be difficult.
The operating environment would be hard on the field units.
A briefcase type solution providing total portability would be better than a fixed pedestal mount solution.
Battery life would be a concern if used outside of the vehicle for long periods of time.

Prototype Design
The objective of the prototype was to test the hardware, software, and ergonomics, and to get a sense of user acceptance with this proposed system. To test the assumptions, Union used the following configurations:

Three field representatives from different areas with different j ob functions (line locates, field inspections, maintenance)
Three different field computers in different configurations
- two different pen computers, one convertible pen/laptop computer
- three external PCMCIA CD-ROMs
- three parallel connected mobile printers
Different mounting configurations
- one with briefcase option (field computer, CD-ROM and printer integrated)
- one with vehicle pedestals to transmission hump
- one with mount on an existing desk within a van
Same map viewing application on all three units

Each of three prototype users tested a configuration for a two-week period. They then switched configurations with a different user and evaluated it. The total length of field time testing for all configurations was six weeks.

Technology Findings
The following were findings after this six week period:

Laptops were preferred over the pen tablets. Users liked to use the trackpoint better than the pen as a pointing device. By using the wrist rest on the laptop as opposed to extending their arms to draw with the pen the users felt more at ease. Their hands holding the pen obstructed the view of the screen. Also there was a desire to mount the unit in the truck. This is more difficult with a pen unit than a laptop.

“ It was not necessary to remove the unit from the vehicle. With the map viewing application the users did not require using the unit outside of their vehicles.
The briefcase option (where the PC, CD-ROM and printer are integrated) was felt to be too big, heavy, and cumbersome. It was very awkward using the briefcase in the vehicle.
An off-the-shelf docking station was more appropriate than the larger custom-built type. For a laptop implementation these are more readily available and suitable for use.
Printers in the truck were thought to be needed. However, the printer tested did not output the drawing fast enough. This was thought to be a “nice to have” as opposed to an immediate requirement.
Colour screens are preferable for this application. Users much preferred colour, both for clarity and contrast of image.
Colour is a great asset in distinguishing the various map features, e.g., pipe pressures. Although the colour display tends to “wash-out” in direct sunlight the benefits of the colour offset this problem, especially since most of the time the unit is in the truck.
Environmental issues (e. g., durability, ruggedness, vibration, moisture, temperature, sunlight) were not as much a concern as originally anticipated.
The battery life of the laptop is not a problem as it is powered from the vehicles charging system.
The weight of the computer is not an issue as it will mostly remain in the vehicle.
The field application map viewer software worked well and required very few modifications.

Recommendations
The prototype was successful and provided the information needed about the hardware and software configuration to move to the next step. User acceptance was high at the conclusion of the prototype, and they embraced the proposed system with open arms.

The final recommendation was to proceed with a pilot with the following components:

A generic off-the-shelf docking station.
A laptop computer with an integrated CD-ROM, a track pointer pointing device, minimum of a 486/66 and 16 megabytes of RAM.
Modifications to the software were needed.
Printers needed to be looked at further.
A briefcase option could be used if smaller and more usable.

Pilot Evaluation
In the Fall of 1995, the pilot phase of the project was conducted. The objective of the pilot phase was to install the technology, verify the anticipated business benefits, and develop a final recommendation to present to Union’s management.

Pilot Design
The focus of the pilot was expanded from the prototype to more fully test and evaluate the complete solution (hardware, software, mounting, environmentals) and to update the project economics which would be included in a proposed project implementation plan. The pilot consisted of the following:

Six field reps from five different areas with different j ob functions (line locates, field inspections, maintenance)
Two different models of laptop computers
Two different mounting configurations
- with vehicle pedestal on transmission hump
- with mount on an existing desk within a van
Updated map viewing application on all six units

Each field representative used the system for four months and communicated comments back to the coordinating committee.

Findinm
The following were our findings after the four month period:

Two different laptop computers were used. One was a faster and more high-end computer. The other was a mid-line computer. Two users received the low-end and the other four received the high-end computers. The high-end computers performed better with the mapping application because of the faster processors and larger screens.
The integrated CD-ROM players had no failures and worked very well.
The software performed well, without any major problems. A few more enhancements were found to be needed for full implementation of the system.
It was found that frequent updates of data CDs would be needed. (The recommended frequency for now will remain every other month).
The docking station proved to be mostly acceptable with a few minor modifications.
Environmental - A primary concern of the team was that the harsh operating environment in the vehicle and throughout the franchise would make it difficult to operate electronic equipment. Some of the environmental factors considered were:
- Temperature - During the pilot, when temperatures dropped quite low for this part of the country, all units remained in the vehicles and continued to perform without any apparent trouble.
- Vibration - Rubber isolation mounts on the top plate of the pedestal docking station proved to be sufficient during the pilot with no apparent problems.
- Moisture - Excess moisture can be quite prevalent during the winter months, particularly in the back of the line locate (non insulated) vans. The units, however, are sealed and did not present a problem to the unit.
- Sunlight - The units are almost always used inside the vehicle and on a swivel base which can be turned away from direct sunlight. This was deemed to be acceptable.
- Dust - Although some of the vehicles are very dusty, being used in construction sites, it did not cause any problems.
- Security - By selecting a generic off-the-shelf mounting bracket we somewhat open ourselves to a more easily removed PC which could result in theft. Locking the vehicles would be very important.

Recommendations
The pilot project was completed after four months. It was very successful and provided the coordinating committee the information needed to recommend full implementation. Upon completion of the pilot project, the committee presented their recommendations to management. The hardware and software performed satisfactorily, and the benefits delivered to the users were confirmed. In February 1996, the recommendation for full implementation was approved.

Rollout and Implementation

Final Ecmipment Specifications
The recommended approach was to purchase generic, “off-the-shelf” laptop PCs, which come at a lower cost and with a longer warranty period, but with the realization that they are not the most ruggedized. As a rule of thumb, it is recommended that the manufacturer’s operating conditions be followed at all times. By following the manufacturer’s operating conditions, we are ensured that the PCs will be 100 percent warranted for full parts and labour for three years. Thus, it is advocated that all PC units be brought inside after normal working hours during the cold winter months. The storage temperature range for the PC units is between -20C and 60C (-4F and 140F). The ideal operating temperature range is between 5C and 35C (4 lF and 95 F). Based on the pilot results, specific equipment was deployed as follows:

Toshiba colour laptop PC with internal CD-ROM (Model: Satellite Pro 4 10CDT) running Windows 95 (Specific models being implemented may change from one Division to another, as newer models become available with improved price/performance and/or requirements change.)
UNIVIRS data on CD-ROM
Pedestal mounting units “ Laptop hard-cover bag (optional)
Software - Byers Map Viewer software, providing for the following functionality (note: this is the same viewing software as used in the office):
- seamless graphical map viewing
- viewing of descriptive attributes for a selected facility
- viewing of station schematics
- zoom irdout, panning
- measuring tool
- access by address,street intersection, valve #, station #, map grid #

Roll-Out Strategy
As with any system, there is always room for new enhancements and features. Union anticipated this and decided to stage the introduction of new soilware features, many of which are already developed. User acceptance is key to project success and a “keep it simple” approach for initial roll-out was adopted. Union was concerned that if all the functionality was implemented at once, “technology overload” would set in and user acceptance would be weak. As the system is embraced by the field and their comfort level increases, the additional functionality will be delivered and training provided.

Future Plans
The following additional project features will be finalized and implemented in the months ahead:

Printing
Printing remains a high priority. Although not requested by everyone, it is beneficial for applications such as line locates.

Redlining
This should prove to be an effective tool to facilitate data corrections. This is existing functionality in the software, and thus can be implemented at minimal cost. It permits the field representative to sketch and annotate (with text and/or pre-defined symbols) any drawing/correction without changing the original record.

Construction and Maintenance Procedures
Union is currently working on re-writing their construction and maintenance procedure manual. It is being incorporated into a new electronic environment, to facilitate hypertext linking of related sections, enhanced graphics, and use of multimedia technology. When ready, it will be made available to the field representatives on CD-ROM, for use with this system. Trace

This software fi.mction can assist with locating valves and isolating an area for shutdownh-elight. Service address listings can be generated for the identified area. This is existing functionality in the viewing software, and thus can be implemented at minimal cost.

Spatial Query
This feature will allow users to perform “ad hoc” queries of the AM/FM system. A user could show, for example, the total amount of pipe for taxing purposes and the number of valves needing inspection for a certain area.

Database Updates
A future release of the software will enable field workers to place attribution and symbology representing AM/FM features. The data will be uploaded to the UNIVIRS system, thus speeding the approval process for new and changing facilities.

Software releases
Ease of distribution of future releases, or updates of the Map Viewer software will be provided by having the application software reside directly on the data CD. In this way, updates to the data and the application can be more easily distributed to the users.

Implementation Status
Six divisions are now filly implemented with a total of161 Toshiba laptop computers deployed to the field. The remainder is being implemented in conjunction with the UNIVIRS implementation schedule over the next year. A training program has been developed and is being provided internally by project personnel.

There is a two-level training course, one for field workers that are familiar with Windows, another for those without PC experience. The training sessions cover both the care and use of the equipment and the functioning of the application.

Project Results
The primary goal of the Microfilm Replacement Project is to provide field workers with the same GIS information that is available in the office, so that the field worker has all of the information necessary to make informed decisions in a more responsive manner. By having a highly informed work force armed with the appropriate technology, Union’s business goals can be met. The following are some comments made by those that participated in our prototype and pilot testing:

“There is no reason to call in. I have not called in since I got the system installed.”
“This gives me much more information on a job site. The microfiche does not have the measurements or the services. I don’t have to call for this information anymore.”
“I would like to see the work orders and new business on this system as well.”
“The system is definitely faster than the microfiche system.”
“It makes the maps easier to read.”