Making a case for data maintenance outsourcing
Jason R. Scarlett
ASI Corporation, 11900 Crownpoint Drive, Suite 100
San Antonio, TX 78233, USA
Business Drivers
For utilities, the very nature, size and complexity of the physical networks they manage makes
data maintenance a difficult challenge. Countless changes occur as a result of everyday activities:
- Work orders must be posted.
- New installations must be added regularly.
- Records must reflect changes from periodic repairs and maintenance.
- Effects of emergencies, like ice storms, blizzards, and heavy rains, must be recorded.
All of these events create inconsistencies between the database and the real world. This constant
state of "data lag" creates problems for people relying on GIS data to do their jobs. Without
reliable data, users cannot filly exploit the system. Without user confidence, the new GIS
database is no better than the paper maps it replaced.
In addition to the challenge of maintaining the GIS database with the latest changes, the
organization must also control costs in order to be competitive in the new utility marketplace.
This situation is more aptly referred to as "doing more with less."
Developing a maintenance strategy
Utilities need to develop a strategy for assuring the accuracy and currency of their data. That
strategy must be based on three important criteria:
- Adopt a sustainable, consistent data maintenance solution.
Does the current maintenance processes keep information accurate and up-to-date? Utilities
need a long-term view of their data maintenance needs. They cannot afford to live with
outdated information.
- Assure timely updates.
How long is too long to get updates into the system? If crews find the information they get
from the GIS regularly does not match what they see in the field, confidence and credibility
quickly erode.
- Assure optimum accuracy.
How much error in the database can the company tolerate? How can it assure an acceptable
accuracy level? If inaccuracies in the system (or a particular region within the system) are too
high, the company loses the efficiencies of knowledge the system was designed to provide. If
these errors are compounded in the field, then resources are used less efficiently, and
productivity may actually decline.
Outsourcing Benefits
Most utilities try, at least at first, to maintain their data in-house. While some maybe reluctant to
relinquish control over a process that so directly affects their operations, many recognize that
data maintenance is not a core competency within their operations. Actually it is a distraction
that keeps qualified people away from mission critical jobs, and drains away resources. Data
maintenance is like housework: it is tedious, time consuming, and it is never finished. With that
recognition, many utilities are evaluating their outsourcing options based on a number of
quantifiable benefits:
Economy and Efficiency
Instead of paying a fixed cost for a dedicated maintenance staff, utilities that outsource pay only
for actual work accomplished. The service provider is dedicated to data conversion, whereas
utility data maintainers have a variety of functions, of which data maintenance is only one. In
addition, since the service provider has many years of data conversion experience working on a
variety of projects, they can offer a number of unique data processing techniques that lead to a
more efficient maintenance process.
Predictability
The contracted service offering includes all hardware, software, training, management, and
technical support required for the maintenance activities. Since the service provider is
responsible for these variable costs, the utility benefits from budgetary stability within the
maintenance process.
Currency and Quality
Knowing that data would be accurate and up-to-date would allow utilities to focus on value-
-added activities.
Flexibility
The service provider is able to support fluctuations in the maintenance work cycle, providing
quicker turnaround time, reducing rework for users, and relieving checkout pressures. The utility
can instantly re-engineer the maintenance cycle and keep pace with technological change.
Priority ReenEineering
Through the off-loading of non-core activities, the utility can refocus its resources to activities
that provide higher value and return on investment.
Leverage Technology
In order to remain competitive, the service provider must stay abreast of the latest technology
advances. The utility can be assured that they will be continually upgraded with the most modern
developments in the GIS software industry.
