GIS Helps position west OHIO company for success
Identifying Objcetives
During the interviews with eight senior executives and numerous potential users from seven
departments, no fewer than 17 objectives for the GIS were uncovered, including serving
customer needs through quicker, more accurate information; improving labor productivity,
419?morale and efficiency; improving analytical and decision-making capabilities; and improving
access, accuracy, currency and availability of information to all user departments.
The feasibility study revealed that developing a GIS capable of meeting these objectives would
result in a better than 35 percent internal rate of return based on a three year, multi-million dollar
budget and an 18-month payback following the conversion of paper mail line cards and service
cards to digital format. Initiated in January 1994, a pilot GIS project was completed within six
months. The second stage, fill implementation of the GIS project, was completed in January,
nearly eight months ahead of its three-year schedule and 10 percent under budget. During the
implementation cycle, 15 workstation-networked via Ethernet using a client server configuration
were brought on line serving all 16 business groups.
As part of the strategic implementation plan associated with the feasibility study, project leaders
decided to leverage and enhance a previous GIS investment of another CNG system company,
Peoples Natural Gas, Pittsburgh, Pennsylvania, by upgrading the application environment from
user command files (UCMS) and some FORTRAN language programs to MDL (Micro Station
Development Language) and C+ programs. In addition to added I%nctionality, the GIS
implemented at West Ohio Gas is now better positioned for ongoing applications development
and fhture applications maintenance.
The Consultant’s software engineers worked closely with Reveille Systems of Austin, Texas to
implement a state-of-the-art MDL environment for West Ohio Gas’ project. Core elements of
the existing GIS system were then rewritten from UCM format to MDL format. Windows
interfaces provide consistent look and feel on all hardware platforms. The result is a seamless
integration between the various applications through user-friendly, icon-driven interfaces with
pull-down custom menus.
The GIS implementation at West Ohio Gas dovetailed with a parallel corporate reorganization
initiated because GIS made all relevant information readily and easily accessible by users all
across the organization. This feature of GIS let the company not worry about information needs,
but focus on organizing most efficiently.
Meeting Department Needs
West Ohio’s consultant customized many of the software applications needed to meet the
utility’s specific requirements. These included applications enhancements for custom map
production, job tracking, work order generation and posting, maintenance history, reporting and
analysis, cathodic protection support, network analysis and regulation station information
management.
New applications developed include maintenance scheduling, complaint tracking, crew
dispatching, state regulatory reporting, easementhight-of-way tracking, marketing, and
emergency response. Interfaces were also developed to the customer information revenue
system, property accounting, and pressure control analysis systems.
In addition to mapping and facilities network management functions, the GIS is linked to
accounting to assist with property records management. It also integrates with customer
420?information services to help personnel answering service calls provide quick answers to customer
queries. Engineering and construction and maintenance functions are able to integrate the GIS
with their work. In this way, as new facilities are designed these areas can immediately identifi
and order needed materials.
This GIS will be used by virtually every function in the company. For example, the New
Customer Group will make heavy use of the GIS. When a new customer calls for service, New
Customer Group personnel will be able to instantly tell customers whether or not a gas main is in
the vicinity and estimate the cost to extend a service line. Future applications envision the utility
taking existing customer data, loading it into a database and using the system to market more
effectively. In this way, data on customer buying habits may help the utility target prospects
who, for example, have gas heat but electric water heaters.
End user acceptance will be a key measure of the success of this GIS. The project team focused
on developing applications that are user friendly and customizing the system for various end
users to increase functionality.
A Tool for Improved Decision Making
West Ohio Gas’ corporate intent was to put an information system in place that enables better
decision making rather than one that focuses merely on increasing the efficiency of existing
operations.
As such, West Ohio Gas executives view the GIS not only as a strategic requirement but as an
investment that is helping re-engineer a number of processes. As a key information system asset,
the GIS is playing a pivotal role in enabling West Ohio Gas to change and improve processes,
including decisions regarding how new customers are added, how facility information is
recorded and how property accounting information is managed.
We have to reduce costs to become more efficient, while simultaneously offering new services
and improving customer service. GIS is helping us do this.
Lessons Learned
A detailed project approach and scope of work was developed. This scope included an accurate
description of all applications, data conversion requirements, and hardware specifications. It is
essential to avoid the temptation of expanding the scope of work through the project
implementation without a thorough analysis of its impact on the project schedule and budget.
This can be accomplished by significant input from end users during the initial applications
development. A list of all GIS project enhancements, outside of the original scope, must be
created and a priority established. All enhancements can then be subjected to a cost benefit
analysis.
Effective project management is crucial to a successfid GIS implementation. Essential
methodology includes orientation sessions for project team member; establishing individual
assignments and project control documentation requirement; developing an applications transfer
documentation; detailed weekly and monthly status reports.
