The operations -based GIS implementation

The operations -based GIS implementation

Jay A. Johnson
Enbridge U.S.
21 West Superior Street
Duluth, MN 55802

1. Abstract
The Lakehead Geographic Information System (GIS) Project began in early 2000 and Phase I was completed in January 2001. Phase I provides a comprehensive GIS system, delivered to remote Operations personnel via a browser-based application. It provides a broad spectrum of pipeline information to the field that was often inaccessible to them prior to implementation of this system. The system delivers alignment sheet data, environmental data, landowner information, pipeline integrity information, and mapping data, all in an easy-to-use application. This application has received the enthusiastic support of the Project sponsors as well as the Operations personnel who have been using it.

Although other departments of Lakehead were included in the planning and implementation of Phase I of the system, the GIS browser application was developed primarily to provide functionality and benefit to Operations. During all facets of the planning and development a Team of Operations personnel was involved. To the extent feasible, needs of the other departments were addressed and included within the GIS System, including Environment and Right-of-Way, Pipeline Integrity, Engineering and Risk Management. In particular, where meeting other departments needs would also provide a benefit to Operations, we tried to include the necessary functionality.

It is also important to note, however, that the GIS System, as now implemented, provides a platform on which to build. All departments, including Operations, will undoubtedly find applications which can be added to or integrated into the GIS System, or which may simply rely on access to data and mapping housed within the System. This includes functionality which may be added to the GIS browser application, or which may access the GIS system in some other method.

2. GIS capabilities

2.1 Easily display map-based information graphically on a computer.
Pipeline facilities, land features, and geopolitical boundaries are represented by an accurate, digital “intelligent” model in an easy to use, map-based application. These items are organized by separate groups, or “layers”, which allows the user to view only those items desired for a specific task.

This application combines two attributes of information technology that are rarely compatible, power and ease of use. It is web-based, though currently available only over the Enbridge Wide Area Network, and is accessed through a standard web browser (Microsoft Internet Explorer). This allows use of the system by Operations personnel at remote locations while minimizing the need for expensive communications bandwidth.

2.2 View / analyze data geographically.
The GIS System displays pipeline facilities graphically via an accurate, map-based application. The System also contains descriptive information tied to these facilities within a database.

This means the user can display, for example, all sleeves on the pipeline in a given area of interest, and then look at descriptive information tied to those specific sleeves. This supporting data can then be used for any purpose desired, including extraction for other programs, such as Risk Management. Conversely, this supporting data can be queried or filtered based on any attribute and then displayed graphically for review or analysis.

2.3 View facilities with geographic relationships.
Any given feature in the GIS System “knows” its location. This allows users to query facilities and their spatial relationship to other facilities. For example, a given feature, such as a pipe segment, knows what facilities are adjacent to it, what properties it crosses, or what county or tax district it is within.

2.4 Continuous, logical model.
The GIS provides a continuous land/facility model. Although the data may be stored in many files, the user can work with a seamless view of the entire pipeline system.

2.5 Alignment Sheet generation from GIS data.
The traditional use of AutoCAD for generation of alignment sheets places all of the facility data and other information into AutoCAD files that are not directly accessible for any other uses.

The GIS System allows for the separation of data from AutoCAD files into databases. This allows for use of the data for ad hoc querying, for specialized mapping projects such as those done routinely in the Environment Department, and for extraction for any other use, such as Risk Management.

The GIS System also includes all of the information necessary to produce alignment sheets. The alignment sheets are now a report generated by a program that accesses the data, aerial photography and vector land base included in the GIS.

2.5 Data / Mapping maintenance.
In addition to providing broad access to data and mapping information, maintenance of this information is much easier and more manageable with software designed to automate much of the work. Further, the PLM Activity Reports in Lotus Notes have been integrated with this data maintenance software to further reduce data entry effort. With this integration, data recorded by the PLM crews can be automatically loaded into the GIS System when the report is approved. This results in maintenance to pipeline facilities, such as sleeving or new crossings, being reflected on “web-accessible” alignment sheets within days of completed PLM Reports. Previously this was done within approximately 2-4 years.

2.6 Data integration.

The GIS System was designed to integrate with existing data and systems. Examples are the aforementioned PLM Activity Reporting System, the Landowners database and the Release (Leak History) database. This takes advantage of previous investments in development and data maintenance, while allowing for easier access to this information in the GIS System. The GIS System generally provides easier access and querying capabilities than were available in the native (source) systems and is available in field locations.

3. Specific benefits

3.1 Intelligent Pipeline Model
The GIS System provides an accurate “intelligent” digital pipeline model because the pipe centerline is routed based upon highly accurate (+/- 3 feet) GPS (Global Positioning System) survey information at PI’s (points of intersection), deflection angles, bearings and survey ties to physical features. This is a much more accurate model than drafting in CADD format.

The GIS model also provides for tying the accurately positioned pipe centerline and facilities to their descriptive information. This allows the system to easily display the information as well as providing complete query capabilities based on this information.

3.2 Improved access to information
Prior to implementation of the GIS System, access to pipeline, pipeline facility, environment and landowner information has been restricted mainly to hardcopy alignment sheets for Operations personnel. There has not been a systematic process for updating these sheets with reported PLM activity information. They generally have been updated on a minimum cycle of 2-4 years for the PLM activity information. The map base information has generally not been updated at all unless new construction within the same right-of-way has provided this information. Some of this map base information is 30 to 40 years old.

The GIS System provides Operations personnel with access to multiple new, accurate land bases information and accurate, up-to-date pipeline information quickly and easily. In addition, the processes are in place to maintain the pipeline information within a maximum of 1 month after PLM reports are completed.

The GIS System also provides Operations with environmental mapping and information, such as environmental avoidance areas and wetland areas, on the same map base used to display the pipeline information. Environmental avoidance areas are areas in which the Company is obligated to abide by specific rules for access or avoidance by agreement or by government regulation. Access to this information provides for greatly improved communication between Operations and the Environment and Right-of-Way department on such issues as protection of habitat of endangered species, avoidance of archeological sites, and obtaining required permits for entrance to wetlands.

The GIS System also provides greatly improved data access in Emergency Response situations. Flow directions, identified boom deployment sites, and directions for accessing these sites (which are generally off the alignment sheets / right-of-way) are readily available from the system. The system provides the ability for all employees to view the same map of an area in an Emergency Response rather than relying on various hard-copy maps developed at different times for different purposes.

3.3 Mapping / Records management
The GIS System provides an integrated framework for the continued maintenance and use of pipeline data, as described under data and mapping maintenance above. This framework will provide consistency, integrity and extensibility of data across multiple organizations and applications. This will help to reduce or eliminate various data management inefficiencies related to inaccurate, inadequate, outdated, unsecured, or lost maps, documents and data in multiple locations.

The GIS System greatly improves accessibility to a broad range of pipeline information by the ability to link documents to geographic features. This may include right-of-way documents, photographs or engineering drawings and maps, including CADD drawings. One example implemented is Emergency Response documents (in Microsoft Word format) which contain such information as how to access designated boom sites, phone numbers for local officials, etc. These documents are linked to icons displayed at the Emergency Response sites and accessed by simply double-clicking on the icon.
Engineering, Right-of-Way and Safety, and Operations all have needs for copies of the USGS quad maps across the entire LPL system. This represents an estimated periodic cost of $18,000 that could be largely eliminated. We estimate $5,000 of these expenditures could be saved annually. The GIS System provides this mapping and can be kept in a more current and consistent state. The routing of the pipelines is also be current, complete and accurate. Currently the pipe centerlines are hand-drawn on these maps by personnel in these departments or as located by USGS.
The current time lapse between when facility repairs, change-outs, additions and new line crossings occur and when they are as-built onto production drawings and alignment sheets creates much undocumented inefficiency. This time lapse can range up to 5 years. When an engineer or a PLM crew makes use of an alignment sheet, they can easily make false assumptions regarding the actual state of the facilities.
The data maintenance software automatically dates facility maintenance records. This further enhances querying abilities when it is necessary to identify facilities, such as sleeves, which were installed within a specific time frame.

3.4 Reporting / Regulatory compliance
The GIS System will facilitate more complete and efficient report generation for either internal planning or regulatory compliance purposes than was previously possible. Some examples are encroachment permits, foreign crossing reports, permanent repair reports, and DOT incident and annual reports.

One recent event provides a clear example of the cost savings to be achieved. A survey of all stopple tees on the Lakehead system was required recently by the DOT as a result of a release. All of the lines in the system were analyzed and records were searched. The time required for this investigation was 150 hours for an Engineer and 350 hours for Engineering Services personnel over a span of 3 weeks. The time needed to complete the search on the GIS portion was 2 hours.

One of the difficulties of this situation is that it was initially impossible to even estimate for Management or the DOT the number of stopple tees that were in question by the DOT. Until 2 weeks effort was expended, it was not known if there were 100 or 1000 fittings involved. Searching for this information involved going back to purchasing records, among all of the other information gathered. The number of fittings involved turned out to be 250.

The cost for this investigation was approximately $20,000. With the GIS System in place, it is estimated the cost would be cut by at least 2/3 and preliminary estimates would be available within 1 day. The savings attributable to this investigation would be approximately $13,000 if the GIS System were operational for all of the Lakehead system.

The resulting data from this type of investigation will be lost if it is not incorporated into the GIS System, as there is no process in place to store or maintain it. With the increasing reliance on contract workers, the data that is gathered by this type of investigation is no longer valid within a short period of time after the project is completed. With contract staff performing the data gathering each time it’s needed, there is little hope of retaining knowledge regarding the data from a previous investigation that was done perhaps 3-5 years previously. Data investigations of this type are done at a rate of 3 each year.
Another example is a second investigation this year requiring information on sleeves. This involved a total effort of approximately 520 hours over a 4-week period, amounting to $18,000 in cost for internal labor. The information for Lines 6A and Line 14 was produced by the GIS System within 3 hours. The GIS System, if implemented for the entire Lakehead system, would easily have saved $16,000 in internal labor costs. Assuming 3 investigations per year at estimated savings of $15,000 each, the total annual savings would be $45,000.
The National Pipeline Mapping System is based on the submission of location information by pipeline operators. The information for the Lakehead system was produced last year by a drafter at a cost of approximately $33,000 for 960 hours of work over a period of 8 months. This information could be provided more accurately by the GIS system at a cost under $3,000 and within 2 weeks. The lost opportunity cost for this work was $30,000
In response to various proposed rulemakings and information requests, Lakehead Pipe Line provides information to the API and regulators to assist in determining the impact and risk of proposed regulations. The use of the GIS System would greatly assist in and reduce the effort expended in responding to these requests. This is done on a yearly basis and generally requires several weeks of work. It is estimated the GIS System would save half of the cost of these investigations.

3.5 Environment / Safety

Environmental Sensitivity Mapping for Lakehead was completed in 1990 at a cost of $60,000, including third-party consulting, Lakehead manpower and color duplication. Many copies of these maps have been made and distributed for emergency planning and response. There are many cut-and-paste versions of the maps prepared to develop more detailed site specific response plans. Two sets of these maps have been submitted to DOT / RSPA as required by regulations. They have also been submitted upon request to state emergency and environmental agencies. These maps have not been updated with any pipeline or environmental delineation changes that have occurred since 1990. The choice of information to be detailed on the GIS-generated maps could also be easily adapted to each requestor’s needs. The GIS provides a much more efficient method for updating, printing and distributing this information.
The existing maps did not contain the National Wetlands Inventory (NWI) mapping of wetlands on them. This information is included in the GIS System for next to no cost via the Internet.
In emergency response situations, Lakehead personnel currently use a number of different maps to aid in planning their response, such as for access to the site, pipeline information, likely drainage direction, proximity of waterways, investigation by the Office of Pipeline Safety (OPS), etc. In planning and directing the emergency response, field personnel may have different maps or do not have ready access to all maps or information needed. The GIS System provides the same, consistent mapping and information to everyone involved in the same format including the ability to make custom maps that can be read from any location with GIS immediately.

3.6 Alignment / Route sheet generation and maintenance
Alignment sheets are generated from the GIS System by alignment sheet generation software. This process eliminates the need for manual updating or complete re-drafting of the sheets since they are now just a report from the GIS System.

Lakehead currently spends an average of 6 months of labor each year updating a portion of the alignment sheets. The sheets are updated on average every 3-5 years for facility data, and generally not updated for land base information. It is estimated to take 1 FTE (Full Time Equivalent) to keep all facility information maintained continually for all lines.

With the GIS in place, all facility information for the entire system would be maintained continually up-to-date with approximately 2/3 of an FTE. Much of the maintenance of the data is automated or “assisted” by use of the GIS maintenance software and the integration of the PLM Reporting System with the GIS. The difference in cost for data maintenance for pipeline facilities is 1/3 of an FTE, or $24,000 annually.

Included in the implementation costs for the GIS System is the updating of the alignment sheet data for all lines, producing completely up-to-date alignment sheets for each line as it is brought into the system. This is a direct saving which would be realized as the rest of the Lakehead system is brought into the GIS System.

The one-time effort of bringing all alignment sheets up to date as of the beginning of the GIS project is estimated at 18 months for 1 FTE. This represents $109,000 in savings when GIS is fully implemented.

3.7 Pipeline integrity

For Lakehead each year, approximately 5-6 pipe segments are targeted for inline inspection. The preparation for these runs averages 40 hours for each segment. This work is essentially redone every time the segment is inspected (approximately every 5 years). This work could be minimized if the information were available in the GIS and up to date. This would provide savings of approximately 240 hours or $10,000 annually.
Since the above work is redone for each inspection, the information prepared is not complete. It is estimated that at least 5 redundant excavations per year are made due to lack of information maintained on previous excavations of defects. As an example of this, it was found this year that one defect had been excavated and inspected 3 times over the last 10 years. The reason the defect couldn’t be found with normal measures was because it was external corrosion that didn’t require a sleeve; just recoating that didn’t show up on later runs or on alignment sheets. The GIS system will have records of defect investigations based on stationing that wouldn’t normally be required for regulatory reasons. At $15,000 per defect, this represents savings of $75,000 per year.

3.8 Locating sites for PLM excavation

The use of inline inspections that provide GPS readings tied to the inspection data produced from the run is becoming more common. The GPS coordinates produced by the inspection run can be located accurately in the GIS system to provide detailed information regarding the site, such as what facilities are in the area, the environment and right-of-way attributes at the exact site as well as in the surrounding area, etc. All personnel involved can use a detailed map printed from the GIS system for the excavation site. It is expected that the expensive GPS option on inspection runs will be done only once. Thereafter, the GIS System can help to provide the GPS coordinates for an excavation location. It is also possible that the GIS System could make it unnecessary to collect the GPS coordinates from inline inspection since this information is available in the GIS. This application of GIS has not yet been utilized by Lakehead but a test of the system located a site within the Chicago area with sub-meter accuracy that did not have any new survey data just the smart centerline location by M.J. Harden.
It is estimated that 1 day was saved for each excavation during an investigation on Line 5 utilizing GPS location information. In this example alone, for 46 excavations, the savings would be $244,000. Lakehead does, on average, approximately 125 excavations per year. We estimate using the GIS System and GPS to locate these digs would conservatively save one half day per excavation. This amounts to a saving of $331,250 by using the GIS system to provide GPS coordinates and other information about the excavation site.

3.9 Third-party excavation – “One-call”
Lakehead has a One-Call system in place that helps to locate crossing sites and then tracks responses until the calls are completed and signed off. Since implementation of the GIS System, the Crossing Coordinators have used the GIS System to assist them in this process in a number of ways.

The GIS System often gives them general help in locating the site addressed in a One-Call. It can orient them as to where the property is in relation to the pipeline, how close the dig might be to the line, etc. Aerial photography can often provide more information than they have ever had available before. One Crossing Coordinator in Chicago estimates he uses the system approximately 4 hours per week in order to eliminate the need for personal inspection at least 12 times per week within the greater Chicago area. This translates to a net saving of approximately 14 hours per week [ (12 * 1.5 hours / site inspection) – 4 hours computer time ] eliminated for site inspections and joint meetings over crossings. In addition to this is the cost of the Company vehicle. A conservative extrapolation to the entire Lakehead system would bring this to 50 inspections saved each week. This would total to an average saving of $58 per inspection or $157,000 annually.

3.10 Right-of-way management
The GIS System provides an excellent toolset to help with the maintenance of information and to provide access to the Right-of-Way Department as well as to Operations. In this way, maintenance of the information can be done on a regular basis and managed so it is only done once. The GIS System ties directly to the Lakehead Landowners Lotus Notes database. The processes are in place for the tract information in the GIS System to be updated at the same time the landowner information is updated in the Landowners database.

One key area of concern for Operations and the Right-of-Way Department is the increasing reliance on a metes and bounds definition of the right-of-way. In the past, the right-of-way was often defined as, for example, from 20-feet east of the pipeline to 40-feet west of the pipeline. This made it easy to determine exactly where the right-of-way was by simply locating the line.

Under the metes and bounds method, the right-of-way is defined based on measurements from property lines, etc. The right-of-way must then be defined before construction by these measurements, which means that the right-of-way must be surveyed and marked and the construction of the line must stay within the those bounds. The potential problem lies in the fact that this initial construction survey is “lost” for practical purposes if it is not translated into a GIS System. If a landowner comes back 1 year after construction of the pipeline and asks where the right-of-way boundary is so he can construct a garage (or if he would just like to know), a survey crew should be hired. Crossing coordinators and PLM crews are generally unaware of where the right-of-way tracts are that are defined in this manner.

The construction survey that defines the right-of-way could be accurately placed into the GIS System so that a Crossing Coordinator or PLM personnel could provide this information easily to the landowner without the need to re-survey. If it is not, the tracts must be re-surveyed each time a boundary request is made. We are estimating on average that 25 landowners will be requesting right-of-way delineation by Lakehead for their property annually. A survey costs on average $1,000. This would provide cost savings to Lakehead of $25,000 annually.

4. Benefits Summary
With an increasing pressure on Operations to maximize efficiency, it seems essential for them to have increasingly more accurate information and support in order to accomplish the goals being set for them. The progress made within the GIS industry in general, the excellent results of Phase I of the Lakehead GIS Project, and the current status of the data contained on alignment sheets all seem to provide justification for proceeding with GIS implementation.

When considering the value of a GIS system, it should be kept in mind that the changes required and the benefits offered by a properly constructed GIS system are far reaching. The processes used by Engineering, Engineering Services (Drafting), Operations and Environment and Right-of-Way will all be changed in numerous ways as the GIS System is implemented throughout the system. The investment in technology and the changes in processes will, in all cases, lead to far better information being available much more quickly than ever before. Operations have recognized the need for this change and have endorsed the GIS System Phase I as the right product to deliver it.