GIS implementation at Provgas
Policy/procedures document - Documented how various processes were to be
performed before GIS, after GIS and in transition period
Legend - Explained all the symbols that appeared on the maps
How-to instructions - Simple instructions for users to perform specific functions
Customized training manuals - Various levels of software training manuals customized
with our data model & data
Process flow charts - Showed new process flows so users could see where they fit into
the picture. We livened up flow charts with clip art and identified specific individuals
and vendors and specified exact roles of each person. This provided everyone with a
clear picture of where they fit in and who was accountable for what.
Company newsletters - General company communication that would contain periodic
articles relating to things going on throughout the company. We made it a point to get
frequent project related articles in the newsletter.
Appreciation letters - Personalized letters of appreciation for individual's contribution
to the project
Weekly meetings - Meetings with project team, and key user groups to obtain status, get
feedback and make decisions. Informal conversations during break times or while people
are working also are extremely valuable and often less intimidating to people.
Issues database - An access database accessible to everyone for documenting issues that
they feel need to be addressed. It also showed priority and status information.
Signs, stickers, stamps - Provided employees with information on the status of the old
paper files.
Graphs - Spending vs. data delivered, cost per service converted each month, data
delivered vs. time, etc.
Meeting minutes - Documented meeting discussions, decisions made, etc.
Training room - Provided an area for formal training, informal practice, and
demonstrations.
Team survey - Allowed team members and non-team members to grade numerous
aspects of the project team performance.
E:mail - Day to day changes, notices, updates, tips, solutions to issues, data deliveries
Lunches - celebrations of milestones, team building
Data quality issues and how we dealt with them
If only it were as simple as handing a vendor your records, getting them converted and then
putting your new system into production. Nothing could be farther from reality. The simplest
things end up being not so simple. Every conversion project is different so you really have to
tailor the process to your particular needs. A lot of the general things to consider that are
mentioned here will probably apply to most project.
Our project involved the creation of our initial GIS from paper records, which dated back to the
1800's. We had a vector and orthophoto landbase developed from aerial photography. The
major steps of our process to keep it very simple were:
- Landbase creation
- Data compilation
- Data conversion
- "Final" quality assurance
- Data in "production"
