M O R R O W C O U N T Y

GEOGRAPHIC INFORMATION SYSTEM ENTRPRISE-WIDE IMPLEMENTATION PLAN

Final Report

Submitted by:

Richard J. Kotapish, President Geo-centric Consulting, Inc.

8970 Knotty Pine Lane Chardon OH 44024

August 16, 2014

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TABLE OF CONTENTS

Section Description Page Section 1: Introduction 4 Section 2: System Architecture / Technology Introduction 6 GIS Software Infrastructure: In-house or out-sourced? 6 Hardware Recommendations 7 Software Recommendations 8 Metadata 10 Section 3: Parcel Management Workflows Introduction 11 Parcel management workflows 13 Section 4: 2014 Tasks Introduction 14 Establish Governance and Organization Structure 14 Issue RFQ Evaluate and Award RFQ Contract 14 Acquire GIS hardware, software and licensing 14 Implementation QC Web Portal 15 Start County-wide Tax Map GIS Conversion Project 15 Section 5: 2015 Tasks Continue County-wide Tax Map Conversion 16 Establish GIS software maintenance 16 Establish a GIS Information Policy 16 Section 6: 2016 Tasks Complete County-wide Tax Map Conversion 17 Develop public access web portal 17 Integrate GIS with Real Estate/CAMA System 17 Evaluate system performance 17 Section 7: Potential Applications Auditor’s Office 18 Board of Elections 28 Emergency Management Agency 28 Engineer’s Office 29 Health District 30 Information Technology 31 Park District 31 Sheriff’s Office – E911 32

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Section 8: GIS Program Governance / Organization Structure Introduction 34 Organizational Structure 34 Program Governance 38 GIS Program Funding 38 GIS Program Management Model 38 GIS Staff Resource Model 39 GIS User Group 39 2012 GIS Survey 39 Position Descriptions 49

Professional Growth and Development 63 Advertising Venues 65

Appendix “A” - Morrow County GIS Program Timeline 67

List of Tables Table 1.1 ArcGIS Server Licensing 9 Table 8.1 Organizational Management Structure 35 Table 8-2 Governance and Funding Matrix 43 Table 8-3 Management and Staffing Models, GIS Staff and User Groups 44

List of Figures Figure 8-1 GIS Policy Committee Types 45 Figure 8-2 County Departments with Policy Input 45 Figure 8-3 County GIS Program Funding Characteristics 46 Figure 8-4 County Departments Funding GIS Programs 46 Figure 8-5 Total Number of Funding Departments by County 47 Figure 8-6 County GIS Program Management Totals 47 Figure 8-7 County GIS Staff Resource Models 48 Figure 8-8 GIS Staff in Managing Dept. by County 48 Figure 8-9 GIS Staff in Other Depts. by County 49

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SECTION 1 INTRODUCTION

INTRODUCTION Geocentric Consulting presents this Morrow County Enterprise GIS Implementation Plan for your use in introducing and establishing Morrow County Enterprise GIS. This plan puts forth recommendations regarding hardware and software specifications and implementation strategies along with outlining potentially important issues and opportunities. It also provides implementation alternatives and documents subsequent decisions the County may have to make during the process. Included are implementation tasks, GIS program governance options, organizational structure and human resources information, recommendations and potential GIS applications. This report follows several months of work between Morrow County and Geo-centric, working through the various areas below to guide the development of an Enterprise GIS. This foundation will support the business processes, both traditional and new, between various County departments. Redundant activities will be eliminated in the Tax Map Office and the Auditor’s Real Estate System and the Tax Maps will finally be in sync. There will be a one to one relationship between the parcels on the Tax Maps and the parcels in the Real Estate/CAMA system. Applications, some of which can begin before the completion of the Tax Map conversion, will allow workers to work smarter and more efficiently. Below is a summary of the sections of this report. This is a plan, and as such it needs to be recognized that some items will change. At the startup, the lion’s share of work will be to develop the cadastral databases and a few applications for internal purposes. In time, work may change to provide, for example, maps on demand, specific application development, and data analysis. Section 2 – System Architecture / Technology provides information and recommendations related to the necessary hardware, software and licensing in support of the Morrow County Enterprise GIS program. Section 3 – Parcel Management Workflows presents information about repeated patterns of business activity, enabled by the systematic organization of business tasks and resources. This will allow for the identification of duplicative and unnecessary work processes due to computerization of the land records. Section 4 – 2014 Tasks provides a specific listing of tasks to be completed by Morrow County. Although these are in a relatively progressive order of priority and, these tasks’ timeframes will overlap as the system develops. Section 5 – 2015 Tasks provides a subsequent citation of tasks to be completed by Morrow County. Although these are in a relatively progressive order of priority, these tasks’ timeframes will overlap as the system develops.

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Section 6 – 2016 Tasks provides a specific listing of tasks to be completed by Morrow County. Although these are in a relatively progressive order of priority, these tasks’ timeframes will overlap as the system develops. Section 7 – Potential Applications provides an extensive inventory of possible GIS applications. Applications are the specific tools needed to support business processes and decision-making. This was developed from the interviews, user surveys, the review of Morrow County map products and existing data, as well as Geo-centric’s experience with GIS best practices in local and county governments. Section 8 – GIS Program Governance / Organizational Structure provides options and recommendations about different strategies to establish and further develop governance and management policies and protocols. Human resources options and recommendations complement the six position descriptions. Well defined roles and responsibilities will enhance the further deployment of geospatial technology.

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SECTION 2 SYSTEM ARCHITECTURE / TECHNOLOGY

2.1 Introduction The configuration of the GIS infrastructure is outlined below. By accepting this report, Morrow County leadership has recognized the benefits and reduced financial costs associated with establishing a Cloud solution for portions of its GIS. Information technology hardware resources already exist on site, such as large format scanner, plotters, fiber, newer PCs, etc. As a result, minimal hardware purchases are required through 2015. No servers are needed, as Amazon’s EC2 Cloud service will cover this with all the inherent benefits. Regarding software, it will be phased in as the system matures and gains users and needs. Tax Map Office staff will need ArcGIS Desktop Standard for Tax Map maintenance purposes. ArcGIS Server is recommended for publishing web services. This is especially important for quick screen refresh times for the large orthophoto imagery from Pictometry, OSIP aerial imagery, all the historical aerials, etc. The county-wide Tax Map conversion project quality assurance/quality control will be supported by the conversion vendor-developed QC web portal. This QC web portal shall be integrated into the Morrow County Cloud repository. No networking upgrades are needed given the high-speed fiber optic networking connecting the County Courthouse and other buildings. 2.2 GIS Software Infrastructure: In-house or out-sourced? The advent of the “Cloud” has ushered in a new era of handling your mission critical software, applications and data. Traditionally, a server was purchased, and then decisions and purchases were needed for the operating system, firewall software/security appliances, database systems, application software and other components. All of these components need maintenance, upgrades, tuning, threat protection, electricity, space, disaster recovery, etc. And staff to run it all. The overall advantage of the cloud is clearly recognized, with cost efficiency, self-service, and IT standardization topping the list of key benefits. Morrow County can leapfrog traditional expensive IT architecture investments and move straight into the cloud. Expensive investments in equipment, software, personnel, and data center facilities can be avoided. Recommendation: Implement Morrow County Enterprise GIS using Amazon's Elastic Compute Cloud (EC2). At a minimum, the hosted services will include ArcGIS Services, ArcGIS for Server Enterprise - Standard and SQL Server in the Cloud. Tax Map maintenance will be done using local PCs to access the Amazon EC2 Cloud to edit parcels and administer services for web applications.

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Pricing for cloud services typically includes initial, upfront costs, maintenance fees, renewal costs, and volume commitments. 2.3 Hardware recommendations There are not many issues related to the implementation of hardware for the Enterprise GIS. The existing environment has hardware comprised of suitable workstations and PC’s, large format plotter and scanner capabilities, all networked through a high-speed network infrastructure. No servers are being recommended as the Amazon EC2 solution will provide this resource. Thus, only select upgrades and some specific additions of hardware are recommended at this time. As the program matures, additional equipment undoubtedly will be needed. Two PCs are recommended as a sufficient, supportable initial expansion. (2) PCs for Tax Map Office staff for Tax Map maintenance and associated tasks. Below

are specifications for a sample PC from Dell. The final unit may reflect Morrow County IT advice or other standards.

Dell XPS 8700 (or similar) Windows 8.1 (64Bit) English Adobe® Acrobat® XI Standard, Digital Delivery (2) Dell UltraSharp 24 Monitors – U2412M Microsoft® Office Professional 2013 Memory - 12GB Dual Channel DDR3 1600MHz - 4 DIMMs Hard drive - 1TB 7200 RPM SATA Hard Drive 6.0 Gb/s Video card - NVIDIA® GeForce® GTX 745 4GB DDR3 Optical drive - 16X CD/DVD burner (DVD+/-RW), write to CD/DVD Wireless - Dell Wireless 1703 802.11a/b/g/n, Bluetooth v4.0 Sound Card - Integrated 7.1 with WAVE MAXXAudio 4 Minimum 4 DIMM memory slots Keyboard - Dell KB213 Wired Multimedia Keyboard, US-English Laser Mouse Media Card Reader 19-in-1 Card Reader (CF Type I, CF Type II, Micro drive, mini SD, MMC, MMC

mobile, MMC plus, MS, MS Pro, MS Pro Duo, MS Duo, MS Pro-HG, RS-MMC, SD, SDHC Class 2, SDHC Class 4, SDHC Class 6, SM, xD)

Bays Support for 4 HDD bays: including (3) 3.5” HDDs Capable of 1 SSD and 3 HDD configuration

Networking and Wireless Intel® Centrino® Advanced-N 6235 + Bluetooth 4.0 Dell Wireless-DW 1703 + Bluetooth 4.0

Approximate cost: $2,000.00

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▪ 11” x 17” capable printer

Approximate cost: $300 Server recommendations No server is needed as the Amazon EC2 Cloud solution can provide an excellent

environment for running your GIS and its applications. Amazon’s EC2 provides an off-site resource to house your GIS Server applications through ready to use ArcGIS Server application programming interface (API). The administration and management of this cloud API will be handled by either the GIS Coordinator or Morrow County GIS Consultant. It is recommended that the Morrow County IT be involved with all aspects of this as a backup resource.

Networking requirements No additional networking other than a high-speed connection to the internet is

needed.

2.4 Software Recommendations Desktop GIS software (1) ArcGIS Desktop Standard GIS software with one (1) concurrent license, meaning

only one person at a time can use the software. There could be a need for two, see how access vs. workload goes. ESRI can swap the licensing to two prorated single seat licenses.

(1) Deed Drafter runtime application – This software allows Tax Map staff enter metes-

and-bounds descriptions from deeds and other documents and check for closure errors per the Morrow County Conveyance Standards. Once complete, the parcel boundaries can be incorporated into the Parcel Editor workflows, including the Parcel Fabric. Deed Drafter is integrated with both the “Tax Parcel Editing” and the “ArcGIS Parcel Editor” toolset.

(1) Tax Parcel Editing template - Tax Parcel Editing is a specialized ArcMap editing map

authored for local government data model based parcel editing staff. It organizes the survey framework, subdivisions, lots, tax parcels and encumbrances in a fabric data model that can be used with the Parcel Editor toolbar.

(2) MS Office Professional - Microsoft Office is an office suite of desktop applications,

servers and services for the Microsoft Windows and OS X operating systems. (2) Adobe Acrobat Professional – The need to create or edit PDFs becomes routine.

A runtime program is a specific version of an application that is distributed for specific use. This runtime version of software has been made in order to facilitate free distribution.

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Internet Server software ArcGIS Server is recommended for publishing web services. This is especially important for quick screen refresh times for the large orthophoto imagery from Pictometry, OSIP aerial imagery, all the historical aerials, etc. The county-wide Tax Map conversion project quality assurance/quality control will be supported by the conversion vendor-developed QC web portal. This QC web portal shall be integrated into the Morrow County Cloud repository. Tax Map maintenance will be done using local PCs to access the Amazon EC2 Cloud where the editing of parcels will take place. An ArcGIS Server-based public access parcel viewing application shall be developed and stood up by the cadastral data conversion vendor once there is a parcel layer. So many critical applications rely on the parcel layer. In the meantime, benefits of using GIS can still be realized using various GIS software solutions. ArcMap Desktop GIS software can be used to create basic but useful and informative maps. Current aerial photography, LBRS centerlines and many publicly available datasets are to be delivered by the Tax Map conversion vendor. This will provide some GIS layers for County staff, the general public and others. These data can provide useful map products for the Engineer’s Office, Emergency Management Agency, Dispatch, Planning, and others. There are free GIS software solutions available, such as ArcGIS Explorer or low-cost ArcPublisher / ArcReader GIS software which provide solutions in the near term if there are any go-getters in the County chomping on the GIS bit. These interim period GIS activities will be dictated by the actual personnel and resource deployment decisions arrived at by the Morrow County GIS Board and others. When Morrow County purchases ArcGIS Server, the below specifications will ensure that growth will be possible without additional upgrades. ArcGIS for Server Enterprise - Standard

The ArcGIS for Server editions are available at two levels, scaled according to capacity: Workgroup and Enterprise with tiers of Basic, Standard and Advanced. ArcGIS for Server Enterprise - Standard should be used to access the GIS database. The 10GB and up to 10 connections are limitations that drive this recommendation. Capacity Level

Workgroup Enterprise Simultaneous connections to multiuser geodatabase 10 Unlimited Multiuser geodatabase storage capacity 10 GB* Unlimited Maximum number of l icensable cores 4 cores Unlimited

Table 1.1

ArcGIS Server Licensing * ArcGIS 10.2 fo r Se rver Workgroup sh ips wi th SQL Server Express 2008 R2, which i s l imi ted to da tabases of up to 10 GB. ** Workgroup- leve l components can be ins ta l led on only one machine . See a rcg i s- server - funct iona l i ty -mat r ix .pdf on the “Morrow County RFQ Mate r ia l s” DVD.

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▪ Database software The most current version requirement for SQL Server for Amazon’s EC2 Server will be provided as part of the Amazon’s EC2 Cloud service. 2.5 Metadata Metadata, or “data about data”, is important to the GIS program in order to provide information to users about the spatial data of your organization. This information is in regards to its content, quality, source and lineage or history of use and modifications. This will provide information to users about what is available and is it appropriate for an intended use. ERSI has provided the capability of creating your metadata within ArcGIS software - no additional software to purchase. Within ArcCatalog the tools are provided to create metadata, both automatically and manually. Automatic creation does not fill in many of the fields but is the best way to start because some basic information will be filled out for you. At a minimum, metadata should include the following information: ▪ Title ▪ Description of Data Layer ▪ Purpose of Data Layer ▪ Time Period of Content ▪ Maintenance and Update Frequency ▪ Source of Information/Data Collection Method ▪ Scale of Original Source/Data Collection ▪ Map Projection ▪ Positional Accuracy ▪ Attribute Accuracy ▪ Attribute Definitions ▪ Known Limitations ▪ Custodian/Point of Contact

The conversion contractor is tasked with creating metadata for the cadastral geodatabase and other GIS data.

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SECTION 3 PARCEL MANAGEMENT WORKFLOWS

INTRODUCTION Physically diagramming the cadastral maintenance workflows pre and post GIS is presented below to illustrate the efficiencies associated with handling parcel information digitally, aligning the maintenance and content of the Morrow County Tax Maps with the Morrow County Auditor’s Real Estate/CAMA System. A workflow can be defined as a repeated pattern of business activity facilitated by the methodical organization of functions and resources. This can be depicted as a series of operations in a workflow chart. It shows relationships and activities between entities within your County government. Diagramming a business process: - Helps you understand a particular work process thoroughly so that you can see how it can

be changed or improved when automated. - Creates a visual aid that associates can agree on.

- Helps you to prevent unnecessary changes down the road.

These questions were answered during requirements gathering: - What is the overall goal of the business process? - What is the trigger that starts of the process? - What signals the end?

We have focused on those activities that are related to the use of GIS in the Auditor’s and Engineer’s Offices as this all relates to the transfer of property in Morrow County. The below workflow chart covers those business functions that relate specifically to 1) Tax Map maintenance, tracking boundaries and ownership of legal parcels and plats and 2) the upkeep of the Real Estate/CAMA System information which involves valuation and assessment, property tax collection and other functions. The first workflow below depicts current parcel management conditions. Note that the many red colored workflow elements that are not needed anymore once GIS is implemented. The second workflow diagram shows the parcel management workflow, post GIS implementation, and can also be found within the Parcel Maintenance Procedures Manual.

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Morrow County Parcel Management Post GIS Implementation

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SECTION 4 2014 TASKS

Introduction This section lists various activities that need to be undertaken in order to implement Morrow County’s Enterprise GIS. A task listing format is chosen to provide workable project management elements in a logical order given the project at hand. TASK CLASSIFICATION 1 – Establish Governance and Organizational Structure Task 1.1 Approval of this plan

▪ Before anything can begin, all participants should review this document closely and adopt its stakeholder-approved recommendations.

Task 1.2 Establish the Morrow County GIS Board

▪ Adopt by-laws for the GIS Board Solicit input from the Prosecutor’s Office on language.

Task 1.3 Commitment to long term funding

▪ The GIS Board should prepare and adopt an annual budget and a five year budget plan for the GIS program.

Task 1.4 Develop organizational structures

▪ Establish the GIS Management Team. TASK CLASSIFICATION 2 – Issue RFQ, Evaluate and Award Contract Task 2.1 Issue and award the Cadastral Data Conversion Request for Qualifications

▪ Post advertisements.

▪ Mail Documents/DVDs.

▪ Receive and respond to written questions.

▪ Receive Proposals. Review the Proposal Submission Checklist on Pg 33 of the cadastral conversion RFQ.

▪ Recommend Conversion Vendor.

▪ Finalize contractual documents, execute contract. TASK CLASSIFICATION 3 – Acquire GIS hardware, software and licensing Task 3.1 Procure hardware and software and licensing

▪ Acquire (2) new PCs for Tax Map maintenance, see Section 2.3 - Hardware recommendations.

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▪ Get quotes from ESRI staff in Columbus for all ESRI software and licensing: - ArcGIS Desktop Standard – one (1) concurrent license. (Approximately $7,000).

- Amazon EC2 Cloud including 3 ArcGIS Services, 1 ArcGIS for Server Enterprise – Standard, v10.2 and SQL Server 2012. 3 year ___ Plan... (Approximately $____).

Task 3.2 Install and test hardware and software

Interface properly with IT Department and jointly install hardware, software, peripherals.

Task 3.3 Install and configure EC2 Cloud Instance ArcGIS Server Cloud Builder shall be used in conjunction with Amazon's Elastic

Compute Cloud (EC2). At a minimum, hosted services will include ArcGIS Services, ArcGIS Server and SQL Server in Cloud. Tax Map maintenance will be done using local PCs to access the Amazon EC2 Cloud to edit parcels and administer services for web applications. ArcGIS for Desktop on local machines will access data stored in the SQL Server database.

TASK CLASSIFICATION 4 - Implement QC Web Portal

• Implement the QC web portal using ArcGIS Server, a proprietary solution or another web-based solution. This is a conversion vendor responsibility.

TASK CLASSIFICATION 5 - Start County-wide Tax Map Conversion Project Formal kickoff of the County-wide Tax Map conversion project should occur prior to the

close of 2014.

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SECTION 5 2015 TASKS

TASK CLASSIFICATION 6– Continue County-wide Tax Map Conversion Task 6.1 GIS Parcel Maintenance Training ▪ The conversion contractor shall coordinate and provide for training of two Tax Map staff

to the level of expertise necessary to ensure that they can successfully maintain the Tax Maps within the Parcel Fabric. See:

- Cadastral Data Maintenance Procedures Manual

- Tax Map Maintenance Workflow

- Section 3.19 – “Implementation, Training and Support Services” in the Morrow County

Cadastral Data Conversion Request for Qualifications.

- Section 8.10 - Professional Growth and Development of this document. The actual start date for this training will be dependent upon the quantity of splits and combines in the first quarter 2015. A large number will be needed to ensure adequate practice.

Task 6.2 Establish Dual Maintenance procedures

▪ Continuing the tax map maintenance in both the GIS and on mylar is accomplished through tracking of the project’s progress.

Task 6.3 Continue Tax Map Conversion QA/QC

▪ Continue Tax Map Conversion QA/QC confirming accuracy of content and all other specifications.

TASK CLASSIFICATION 7 - Establish GIS software maintenance

▪ Maintenance and support is covered for the first year. Late in 2015, initial software maintenance will lapse and an annual contract will be needed.

TASK CLASSIFICATION 8 - Establish a GIS Information Policy

▪ This policy would define the terms and conditions of data sharing, information access, cost recovery and the terms upon which Morrow County would partner with other organizations and the private sector on data issues. This task would establish policy for all aspects of data sharing, public access, cost recovery, and strategic relationships.

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SECTION 6 2016 TASKS

TASK CLASSIFICATION 9 – Complete County-wide Tax Map Conversion Task 9.1 Continue tax map conversion QA/QC ▪ Continue Tax Map Conversion QA/QC until project completion.

Task 9.2 Close out conversion contract

▪ Arrange for formal acceptance of the deliverables when you are satisfied that all contractual obligations have been met.

TASK CLASSIFICATION 10 – Develop Public Access Web Portal Task 10.1 Develop public access web portal ▪ The conversion vendor is responsible for the development of a general use, public access

website for cadastral information and other enterprise applications. See Section 7 – Potential Applications. Hopefully, in-house talent will exist by 2016 to publish other GIS based web sites.

TASK CLASSIFICATION 11 - Integrate GIS with Real Estate/CAMA System ▪ Implement batch import routines for the Governmax nightly extract that will be used for

the public access website. TASK CLASSIFICATION 12 – Evaluate system performance ▪ Evaluate system performance.

▪ Evaluate maintenance procedures.

▪ Evaluate applications development.

▪ Prepare growth guidelines.

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SECTION 7 POTENTIAL APPLICATIONS

7.1 Introduction An extensive inventory of GIS applications has been developed as a result of the interview process, user surveys, and the review of Morrow County reports, map products, and existing GIS data, as well as Geo-centric’s experience with best practices. The enclosed inventory of existing applications is organized by agency, and serves to document and communicate to all stakeholders the huge potential of Morrow County’s Enterprise GIS. Morrow County stakeholders will need to determine exact priorities based upon issues such as cost, relative benefits, policy and maintenance needs. All of the Potential Applications are opportunities that certainly can be realized, in time. 7.2 Auditor’s Office The Auditor’s Office can use GIS in numerous aspects of mission critical tasks. Given the wide range of uses for an Auditor’s Office, it is understandable that this section is the largest of the report. Potential Applications

Access Real Estate and CAMA data

Board of revision support

Change Finder change detection service

Current Agricultural Use Valuation calculations and soils types

Data downloads - web access for Real Estate/CAMA data

Discovery of additions and amenities

Enhanced field data collection through aerial imagery

Identification of easements

Neighborhood mapping, delineation and analysis

Analyze appraised values

Appeals documentation Appeal volume thematically displayed by tax district or neighborhood Comparables

Foreclosure mapping and analysis

Identify area valuation adjustment factors

Price per square foot comparison and analysis

Property value anomalies (outliers)

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Sales Ratio analysis / mapping

Sales studies and analysis

Sketch Check change analysis service

Value Analysis Dashboard

Routing field appraisers

Smart phone parcel data access

Data visualization Access Real Estate and CAMA data This application is one of the most beneficial to users of the Auditor’s highly valued Real Estate/CAMA information. Enormous benefits accrue to the office through the ability to quickly retrieve all kinds of information with a few keystrokes. This includes not only the Real Estate/CAMA data but other sources of information supporting the analysis and development of these data and supporting various business processes. Often, these other sources of information are located in another office, with a separate indexing system, including Recorded Plats Recorded Instruments, e.g., deeds, liens Tax Maps Surveys Building Sketches Imagery (orthophotos, oblique and street level) The end result of providing universal access is greatly improved efficiencies for staff in finding, reconciling and analyzing information both for themselves and for the general public, private firms, and the academic and non-profit sectors of Morrow County. Observations: Large reductions in foot traffic through the office and less phone calls have been seen in the Auditor’s Office after providing Real Estate/CAMA data through the DDTI, Inc. the Auditor’s public access website. The Engineer’s Tax Map Office will also see this substantial Return on Investment, post conversion. Board of revision support As the permanent Secretary of the Board of Revision, the Auditor uses GIS applications to provide information to help reach a decision on property assessment prior to the issuance of the real estate tax list. Property valuation complaints are also supported using the information provided through the Thompson Reuters’ Real Estate/CAMA system modules and the DDTI web solution. Pictometry also provides a view of the property in question (and comps if so desired) so the Board and the appellant may look at it and discuss items of interest.

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Observations: Such an array of tools to provide information surely assists in proper decision making as well portraying a professional and cutting edge illustration of Auditor’s operations to these BOR attendees who by definition have “an axe to grind”. Change Finder Change Finder is a service from Pictometry International Corp. that identifies and inventories possible changes in building structures including additions to existing homes, new buildings and buildings that have been demolished. This is accomplished using two sets of orthoimagery from different years (and/or a building footprint layer). Once these changes have been identified, the Change Analysis application is used to visually inspect the change candidates and independently verify the results. This has provided for more accurate taxation; more uniformly applied, and thus fair, taxation; and increased revenues from previously unidentified improvements. Through the automated process, field time is vastly reduced from manually comparing tens of thousands of structures to imagery or in-the-field visits. Also, properties that are difficult or impossible to access can now be evaluated. Observations: This should be planned to coincide with the next sexennial appraisal in 2017. Using Change Finder (or similar service) during the year prior, then these corrections will migrate into the tax rolls in time. Other similar services are available. Current Agricultural Use Valuation (CAUV) calculations and soils types CAUV is an application that benefits enormously from GIS usage versus the manual methods of the past where the soils maps were inaccurate and incapable of overlay with the parcels and tilled areas. Using GIS technology, the soil areas can be exactly determined by overlaying the soils with the parcel boundary. Forested areas and tilled areas can then be calculated for these areas. Automatic calculations can provide the results of the particular soil type value reductions for a particular tax district’s rates. Observations: This will have to wait until the parcels are converted to GIS format. This is an example of an application that can begin with areas that are converted and accepted by Morrow County. Data downloads - web access for Real Estate/CAMA data A common method for data downloads is through an FTP site. This mechanism works well enough. However, this method does require constant maintenance of staff to answer data requests and periodically load or update the desired information onto the FTP site. Another option would be to develop a web-based access mechanism that is batch updated with the latest information and provides access to most data sets with no staff intervention. This would allow staff to concentrate on other tasks rather than cater to someone requesting information that could be automatically provided.

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Observations: This will need to wait for the completion of the parcel conversion project. Discovery of additions and amenities This application is a combination of comparing CAMA data to what is in the field and may include the use of oblique imagery. Separate years of aerial imagery are compared to identify modifications to structures and properties. Change Finder, from Pictometry is an excellent tool in this regard. Observations: There are vendors that will provide a similar service as Change Finder but apply the discovery process to comparing CAMA sketches to orthoimagery. In Change Finder, the most recent aerial photograph of an improvement is compared to a previous aerial photograph-derived dataset. Changes are detected from these photographs and thus existing sketch errors are not caught and corrected. Sketch Check change detection service uses sketch vectors currently in your CAMA system. These sketches are exported into a shapefile and overlaid on recent aerial photography. This enables correction of invalid sketches efficiently resulting in accurate sketches, values and appraisals. Enhanced field data collection through aerial imagery This entails the assistance of collecting information on the condition of structures, other changes to properties and factors that may affect value such as environmental nuisances and other conditions in the immediate vicinity of the property. Staff time savings are realized when doing this from a desk versus driving and walking all around the County. Observations: Distributing angled aerials throughout the County will allow other departments to more efficiently gather field information and better enforce other regulations. Identification of easements Easements are not currently tracked. Perhaps in the future, GIS will afford the tracking of them. Easements are best identified during the transfer process. The process of identifying all existing easements through deed research is too labor intensive for the benefit received. Observations: If there would be a way to data mine the Recorder’s Instruments for the word “easement” then perhaps the collection of existing easements might be do-able. Optical Character Recognition technology continues to improve so perhaps this will one day be possible. Neighborhood mapping, delineation and analysis Creating a neighborhood boundary layer is a straightforward process using the neighborhood code in the CAMA database. Classification of the parcels within each neighborhood allows for an inspection of the parcel characteristics using various visualizations methods, see data visualization below. Classification of parcel data using price/sq. foot, sale amounts or other characteristics can help determine if the neighborhood is homogenous and identify anomalies in values and characteristics.

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Observations: The use of this appraisal support applications is contingent upon completion of the parcel conversion project, development of robust internal GIS infrastructure resources. Analyze appraised values Classification of the values for parcel improvements and land using various visualizations methods can provide the appraisal staff with valuable information, see data visualization below. Observations: The use of this application will depend on the viewpoint and methods employed by your chief appraiser. Appeals documentation Maps, graphs, charts and images of Board of Revision appeal properties and supporting comparables’ information can be assembled. These materials along with the adjudicated results can then be filed for access if needed in the future. Observations: Such an array of tools to provide information surely assists in proper decision making as well portraying a professional and cutting edge illustration of Auditor’s operations to these BOR attendees who by definition have “an axe to grind”. Appeal volume thematically displayed by tax district or neighborhood Tagging of parcels involved in Board of Revision appeals can be thematically displayed on a map to discern any patterns or concentrations. This can be used during the revaluation process to target areas of special concern. Observations: Such an array of tools to provide information surely assists in proper decision making as well portraying a professional and cutting edge illustration of Auditor’s operations to these BOR attendees who by definition have “an axe to grind”. Comparables Using the GIS per se to determine comparable properties is quite difficult given the complex algorithms required. Reliance on your CAMA system to identify these will provide a more accurate and defensible “comp”. Observations: GIS software can provide a visual display of the locations of comparable properties for use in confirming the validity of their physical location in the field, to provide this mapping as part of the appeals process and assist in routing to them if field verification is necessary. Foreclosure mapping and analysis “Sheriff sale” data is available for download through the DDTI Auditor’s web page and can provide valuable information to map the properties that go to Sheriff sale auction. This can help

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targeting of Community Development Block Grant funds, targeting of building code enforcement for abandoned properties, and to give local authorities a heads up on where these properties are located so pro-active stabilization or remediation efforts can occur. Observations: This is currently available; a priority to do it is all that is required. Identify area valuation adjustment factors (e.g., adjacent junk yard) Buffer analysis or visual inspection can be employed to identify parcels that may be within a zone of influence from nearby land uses or activities. These can be both positive, e.g., parks, golf courses and other recreational amenities, etc. and negative, e.g., junk car lots, asphalt plants, water treatment facilities, transmission towers/lines, etc. Observations: The weight or inclusion of these factors will depend on the viewpoint and methods employed by your chief appraiser. Price per square foot comparison and analysis Value ranges of price per square foot can be thematically mapped to provide visual cues relative to confirming the validity of comparable properties, identifying outliers and confirming homogeneity of neighborhoods. Observations: The use of this application will depend on the viewpoint and methods employed by your chief appraiser. Produce thematic maps of appraisal data This is a generalized description of the ability of mapping any CAMA data or characteristics to support any particular analysis of these data. See data visualization below. Observations: The use of this application will depend on the viewpoint and methods employed by your chief appraiser. Property value anomalies (outliers) Classification of appraised value will help identify outliers or confirm proper valuation for similarly classified parcels. Observations: This is especially useful during the final stages of the triennial and sexennial revaluations. Sales Ratio analysis/mapping An Assessment-to-Sales Ratio study is a widely accepted standard to establish the reliability and accuracy of a mass appraisal. If this study identifies irregularities, these may be mapped for further investigation and possible adjustment.

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Observations: This is especially useful during the final stages of the triennial and sexennial revaluations. Sales studies and analysis This is much less technical than ratio studies and is meant to convey the use of thematic mapping to display sales patterns or geographic distribution, temporal (time-based) analysis and statistics generation. Observations: These more generalized maps are good for the public, press releases, annual reports, etc. to highlight trends or concerns. Sketch change detection As discussed above under Discovery of additions and amenities, Sketch Check change detection uses sketch vectors currently in your CAMA system and compares these to recent orthoimagery. Observations: Williamson Central Appraisal District in Georgetown, Texas reported the below Return on Investment for sketch change detection:

Estimated Cost of Manual Re-Measure = $644,740 Estimated Sketch Validation Cost = $58,050 Sketch Validation Results: 11% invalid findings Total value added to role: $88,530,128 Estimated Total Taxes in Year 1: $2,213,253 Return on Investment for Year 1 Taxes Gained = $2,213,253 Total Cost to District = $135,620 ROI = 1632%

Observations: This Return on Investment cannot be certain for Morrow County; also bear in mind that Williamson Central Appraisal District contains 1.6 million parcels. However, given the length of time that the sketches have been maintained and the possibility for transposition and other normal human error, I believe this very well could pay for itself, raise additional revenues into the future and result in more accurate information. Value Analysis Dashboard This buzzword has been co-opted by GIS and CAMA Consulting firms and ESRI. In the consulting businesses market, it has been used to describe a merging of several different applications, in different widows, all on your desktop. So you navigate

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through multiple screens to review and analyze the data. For example, as you move down the street in Pictometry, your Real Estate/CAMA system data screens would update to the new location in Pictometry, as well as a “Street view” pictures application. In the ESRI world, it is an ArcGIS Server / ArcGIS Viewer for Flex application that provides a view into changes in property assessments and tax revenues. In-house developed expertise, or a consultant, can develop the template to show the information your appraisers deem important. Observations: A web-based application could be developed here to combine many of the appraisal related applications discussed above into one interface, a customized version of the ESRI Value Analysis Dashboard. An internal discussion and decision should be made as to the value of this versus staff using the ArcGIS Server public access viewer. Routing field appraisers The development of routing maps for use in the sexennial revaluation project will enable travel efficiencies for field appraisal staff as well as provide a systematic and methodical process to help ensure all properties are visited and thus return trips to the field minimized. Observations: The existing routing maps need to be replaced with a maintainable, GIS map product. Smart phone parcel data access Smart phones have certainly become a popular avenue for data discovery. This platform presents several difficulties in meeting expectations. A lack of standards across mobile technology companies raises the specter of having to decide which vendor to develop an application for or the nearly impossible task of developing numerous applications that will work on all devices such as an iPhone or iPad, an Android- based device, a Blackberry, a Windows phone or a personal hand-held computer. Observations: There is most likely not a huge market in Morrow County for this. Data Visualization

The Auditor’s Office is an excellent candidate for data visualization. Data visualization is the graphical display of the Auditor’s data or the results of analysis’ of these data. Often the potential is not realized due to inaccessibility of various data, often residing in different systems with disparate and/or proprietary formats. However, in Morrow County, integration of many data sets into standardized formats helps to overcome this data fragmentation that is prevalent in many local governments. There are many kinds of visualization maps. A thematic map is a generalized term referring to maps that display themes of information. More specifically, there are: Graduated color maps – Graduated color maps have defined areas of shading in proportion to data values. When you draw GIS layers with graduated colors, the attribute values are grouped

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into classes and each class is identified by a particular color. Depending on what data variables are being displayed, normalization of the data may be necessary. For example, after classifying sales price values for a particular neighborhood, an unusually wide range of values may be discovered. This extensive range of values is indicative of possible outliers, or parcels over or under valued as compared to comparable parcels within the neighborhood. These renegade parcels will compress the remaining valid parcels into a smaller range, thus masking potentially useful information. After identifying and removing these suspect parcels and re-doing the classification, a different picture emerges thanks to the lack of a distorting influence from the outliers. However, these maps will not allow you to discern the value of individual features; you can only tell that the displayed data is within a certain range of values. In order to overcome this generalizing, a proportional symbol map can be used. Proportional symbols maps (bubble maps) – Proportional symbols maps will allow for the display of geographically referenced magnitudes of values. More intuitive maps can be made as the data is not constrained by the shape and/or sizes of the areas being used to create the data representation. Proportional symbols maps can be color-coded as well, providing a map displaying two variables – one driving the size of the symbol and the color coding of it displaying additional analysis for that particular symbol.

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Composite maps – Composite maps combine charts and graphs of the data being displayed thematically. An application can be developed to join the graph or chart to the geographic area selected on the map. Then, when an area is selected on the map, the graph or chart automatically changes to represent the selected area. Images that are pertinent to the map can also be added to the composite as well as hyperlinks for digital versions. Dot density maps - Dot density maps show density graphically. Using a dot density map is comparable to graduated color maps, but instead of the amount being displayed with color classifications, it is shown by the density of dots within an area. The dots are randomly dispersed within each area; they don't represent actual subject locations. The denser the dots are, the greater the density of features in the subject area.

You will need to assign how many values a dot represents and their size, color and symbol. You may need to try several combinations of dot value and dot size to see which one best shows the pattern. Typically you will select value and size combinations that ensure the dots are not so close as to form a solid mess that obscures the patterns. Conversely you won’t want them displayed so far apart as to make the areas of density hard to distinguish.

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3-D maps – Using 3-D Analyst, an extension to ArcMap, data can be extruded to highlight in 3-D any outliers or other anomalies or to display trends for particular subsets of data. I hope that all the above visualization comments will provide food for thought and further the use of GIS in property assessment and appraisal. Some of these techniques can be integrated into County-wide data sets and accessed repeatedly by staff through either desktop GIS products or woven into the fabric of web based applications. 7.3 Board of Elections The Board of Elections can be a user of GIS tools to develop products that assist with the electoral process. Products include high quality mapping of the County’s precincts with the accompanying polling locations. The development of polling and precinct mapping can provide an excellent foundation for the redistricting process. Redistricting in the past has been an incredibly tedious and painstaking manual process. However, with GIS, the redistricting process can be implemented using tools that significantly reduce the effort needed as well as speed up the process. The resulting GIS format precincts can easily be filed with the Secretary of State. Potential Applications:

Polling locations

Redistricting of voting precincts

Produce precinct, ward maps

Provide Internet access to polls, precincts

Voting precincts maintenance 7.4 Emergency Management Agency In recent years, GIS has progressed to become a must-have tool in the toolbox of emergency response. GIS software can be used for pre-planning, search and rescue support, damage assessment tracking and to plan for the sites that contain extremely hazardous substances, to name a few areas. Potential Applications:

Automated mass notification (Reverse 911) Critical Infrastructure mapping, facility contact information Care Center designation and mapping

Damage Assessment support

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Emergency response planning

Hazmat/LEPC support

Flood elevation inundation mapping

Flood Plain structures, CI structures

Hazardous plume modeling

Search and rescue support

Natural Hazard Mitigation Plan maintenance

Staging location determination

Tabletop / full scale exercise support 7.5 Engineer’s Office The Engineer’s Office will become a key user of GIS technology and applications. GIS is used for much more than just Tax Map maintenance. GIS supports preliminary design engineering, project management and mapping, presentation mapping, surveying related activities and asset monitoring and management. Potential Applications:

Asset inventory management - Guardrails

Asset inventory management - Signs

Capital improvements project mapping

County Engineer road map support / development

Generate maps, form letters and mailing lists for assessments

Inventory - Roadway hazards

Pavement condition tracking

Perform field surveys - Construction

Perform field surveys - GPS

Perform field surveys – ROW

Project specific site mapping (contours, right-of-ways, streams, etc.)

Query address and owner information

Support preliminary design engineering

Support public notification and meetings

Traffic accident inventory

Drainage review residential and commercial development

Access scanned survey books, filed survey plats

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Tax Map maintenance With the release of ArcGIS Version 10, a new Land Records solution embedded within ArcGIS (no purchase of a separate extension) is available. This solution has three parts. The first is a data model entitled the Parcel Fabric which manages the spatial and topological relationships of parcel data. The second is a parcel editor toolbar, geared for parcel maintenance. And the third part is a Tax Parcel Editing template which provides workflow assistance in working with all the associated layers such as survey control, subdivisions, lots, etc. These are all integrated with the fabric data model. An important benefit of this is the ability to track parcel maintenance through time, something that has not been available to date. This is significant as there are needs to reconstruct history for title searching, litigation needs and deeded legal description interpretation, to name a few. A pristine parcel layer devoid of slivers and small gaps is required (see graphic) providing for error checking, version management, and historic rollback. Observations: Morrow County is leapfrogging most other counties in the country as most have not yet transitioned to the parcel fabric given the large amount of work to re-format the parcel layer to the necessary specification. Historical tracking is valued by the County Engineer, Title companies, surveyors, Morrow County Tax Map staff, and others interested in determining prior ownership and prior property line configuration. The tracing of this lineage allows for improved legal description interpretation, title searches, litigation support, identification of survey references and even genealogy. Conveyance standards support The ability to use geospatial tools to review a deed’s legal description closure and other details is a standard use of GIS technology. The geodatabase should be used to monitor and track the number of times that a parcel has been reviewed in this context, flagging those parcels that are in line for a survey upon the next transfer. This flagging system can notify staff, and perhaps more importantly, sellers and prospective buyers, of the need for a survey upon the next transfer. This can avoid serious problems with last minute transfers. Observations: Tax Map staff currently use Simplicity Site Survey software to check closure of property transfers. The staff will need to begin using the Tax Parcel Editing template so the work that is done in checking closure, such as entering meets and bounds, distances, annotation, etc. will be directly input into the parcel fabric. No more re-drafting a parcel that was drawn in Simplicity Site Survey, just to be re-drawn on the Tax Map. 7.6 Health Department Mapping of clusters of nuisance complaints, pockets of low immunization and client locations assist staff. GIS provides for sewage site plan evaluation by overlaying items such as topography, soil types, adjacent streams and ponds, floodplains, etc.

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Optimal Points of Distribution (PODs) sites have been located for mass prophylaxis in accordance with the Centers for Disease Control Cities Readiness Initiative. Individual locations can have pre-planned site plans to assist site managers with logistics and citizen processing. Potential Applications:

Sewage site plan evaluation – topography, soil types, floodplains, etc

Access scanned site plans

Community assessments and analysis

Identify pockets of low immunization

Locate clusters of sewage nuisance complaints

Locations of clients

Map communicable disease outbreaks

Nuisance complaint owner identification

POD centers locating, logistics support – Cities Readiness Initiative

Query address and owner information

Targeted mailing

Query homes served by water wells near contamination

Access census data 7.7 Information Technology The Information Technology staff can provide critical support in areas including programming, network infrastructure trouble shooting and management, hardware acquisition and installation, etc. IT staff do not use GIS software applications per se, but provide indispensable technology support. 7.8 Park District The Park District has many, many uses for GIS; it is considered a best management practice for managing the natural, cultural and capital resources of park systems. Park staff continuously work with information about natural resources, threats to these and park district amenities. Through the use of Global Positioning System (GPS) handheld units, trail mapping can be developed. This can be used to accurately portray the trails for recreation and emergency response. The locations of rare flora and fauna and invasive species can be mapped to assist in the preservation or elimination of these important elements of stewardship. GIS can support park features’ density, proximity to other natural or manmade features or frequency of

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occurrence. Land cover classification can be mapped to assist in planning, design and management of natural areas and facilities. Property acquisition can be supported and park property inventories of holdings can be available to management and the public. GIS will support the entire lifecycle of stewardship including property acquisition analysis, preliminary design, detailed design and development, construction, maintenance, marketing and education, open space preservation, wildlife corridor identification and other activities related to a geographic location. Potential applications:

Capital project planning using historical data - last resurfaced, etc.

Develop and maintain Capital Asset inventory

E911/Computer Aided Dispatch integration – dispatcher assistance, nearest access points, premise information, routing.

Generate maps, form letters and mailing lists

Plot flood plains, soils, wetlands, protected lands, etc.

Historic aerials access

Inundation mapping

Old growth forest identification

Park access points for sheriff, fire, EMS

Parking lot maintenance management

Rare species management/protection - GPS points

Sign Inventory

Support preliminary design engineering

Trail maintenance management, footbridges, erosion

Trail planning and design

Trails onto Sheriff MDTs 7.9 Regional Planning Commission The Regional Planning Commission relies on GIS in support lays an active role in land use planning in the county, with involvement in zoning, with the development of the Morrow County Comprehensive Land Use Plan, and other business needs .These data are combined with the existing County spatial datasets to develop customized development marketing and site selection support information for commercial real estate developers and others interested in projects that result in economic development within Morrow County. GIS mapping and analysis is an indispensable tool to review and approve development plans and other Planning Commission tasks. Potential commercial site mapping including proposed use visualization, utilities availability, contour elevations, soils, transportation ingress/egress, property lines, etc.

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ESRI Business Analyst Online is suggested for demographic reports. Packaged reports can be developed for each village township as a whole, and then individual reports in 1-3-5 mile radii around key existing or developing retail corridors throughout the county. These reports also provide custom analyses when needed.

Access Scanned Plats/Tax Maps online Census data analysis Development support data - economic, demographic, business data (Esri Business Analyst On-line) Develop comprehensive plan Generate maps, form letters and mailing lists for public meetings Produce and maintain land use Produce and maintain zoning maps Query address and owner information Query orthophotos, parcels, soils, subdivisions, etc Query property ownership and characteristics Support development plan review Support development plan review

7.10 Sheriff’s Office - E911 Dispatching in response to Emergency 911 calls for assistance is highly dependent upon GIS mapping. GIS is the backbone of NextGen 911. Typically, when a 911 call is placed from a land line, the address that accompanies the call is automatically captured by the computer-aided dispatch system, geo-coded to an x, y location and displayed on a map for the dispatcher. Other GIS information is required such as the emergency fire or police response district that the call is located in and place name points such as a bank or restaurant name. Potential Applications:

Automated mass notification (Reverse 911)

Routing assistance

Common place names maintenance

Delineate neighborhood/response areas and boundaries

Dispatcher console GIS mapping

Pictometry imagery

Next gen 911

Fire, hazmat pre-plan access support

Query address and owner information

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SECTION 8 GIS PROGRAM GOVERNANCE / ORGANIZATIONAL STRUCTURE

8.1 Introduction Section eight explores the organizational structure and human resources issues related to the implementation of Enterprise GIS in Morrow County. Human capital is a very important aspect of GIS. A Geographic Information System is defined as a combination of hardware, software, networking, data and people who interact with it. Proper management and skilled use of the technology combine to create the best opportunity for successful development and return on investment. It is evident that GIS programs are like snowflakes – no two are identical. Many factors influence the characteristics of a County GIS program; financial resources, leadership personalities and style, human resource issues, politics, technology infrastructure and support capabilities, decision making processes and more. 8.2 Organizational Structure The organizational structure of a GIS program can be defined as a framework for the management and development of GIS including personnel roles and responsibilities, lines of authority and communications protocols. The recommended structure provides for a straightforward and efficient environment for conducting supervision, user feedback and day to day operations. The various organizational groups will need to review and develop recommendations, and be aware of their role in the process. Having a formalized governance structure is very important to success. Below are my recommendations regarding the roles and responsibilities of the various groupings of personnel involved in the development, management and operation of an Enterprise GIS for Morrow County. The GIS BOARD will deal with approval of broad goals and policies for overall system development. Below, I recommend a phased expansion of the Board. The GIS MANAGEMENT TEAM is the core group of GIS users that evaluates system development, makes recommendations and obtains informal feedback from the GIS User Community and external organizations. They will be managed by the Morrow County GIS Coordinator. The INFORMATION TECHNOLOGY STAFF can provide critical support in areas including programming, network infrastructure trouble shooting and management, hardware acquisition and installation, etc. IT staff do not use GIS software applications per se, but provide indispensable technology support. A GIS CONSULTANT may be used occasionally to obtain specialized geospatial services. Vendors will be needed for certain data conversion, training or application development services.

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The GIS USER COMMUNITY will include all users of Morrow County geospatial data resources, staff, business partners and the park-minded public. The following schematic, Table 8-1, illustrates the organizational structure of the Morrow County Enterprise GIS.

Table 8-1 Organizational Management Structure GIS BOARD The GIS Board will deal with approval of broad goals and policies for overall system development. These typically might include decisions on staffing, budgeting, system development, hardware/software, conversion services and procurement contract awards and oversight on maintaining schedules and project goals. During the period of the county-wide Tax Map conversion project, the Board should establish itself with two members, namely the Morrow County Auditor and the Morrow County Engineer. These two leaders are managing the conversion project, which is paramount to the success of Enterprise GIS in Morrow County. After the conversion project is well along, planning can be started on expanding the GIS user base into other departments, working towards the inclusion of other elected officials or senior level county managers to join the GIS Board.

Morrow County GIS Board

GIS Management Team

Evaluates GIS program Project management and coordination Solicit user community feedback Provide recommendations for improvements

GIS Consultant

Manages GIS program System administration Budget recommendations Project management and coordination

GIS User Community

Coun ty depa r tmen t s and employees O the r loca l governmen t s C i t i zens Bus iness Communi ty Academia Non-pro f i t

Morrow IT

N e tw o r k an d t e ch s u p p o r t

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The GIS program faces resource limitations. The GIS Board must, therefore, be able to set relevant, attainable priorities on a wide range of issues. The Board may also work with external agencies that may have an interest in Morrow County or towards cooperative ventures between new participants, and managing system expansion issues. Since the County department priorities are not entirely aligned, issue resolution will be a key function. This will involve policy setting, facilitation, and leadership. The GIS Board should also be a key unit for consensus building, communication, and setting priorities. This Board is reliant upon the GIS Coordinator or consultant and the GIS Management Team, for identification of issues and technical advice. Observations: Whatever form the GIS Board takes, it is critical to have this in place to manage the Enterprise GIS. Have scheduled meetings set for quarterly meetings acknowledging that there may be an occasional need for a meeting between quarterly meetings in order to act upon time sensitive issues such as personnel issues, or vendor payments, etc. The meeting schedule should be agreed upon with the specific dates set for the entire calendar year so everyone will have ample notice and have no excuse not to attend. Minutes shall be taken at each meeting and the prior meeting minutes reviewed and agreed to at the next meeting. This will ensure commitments and policy decisions are clearly defined, transparent and accountability to commitments will be documented. These minutes will be available for non-Policy Committee staff and others to be informed of program decisions and assist in the flow of communication regarding the Morrow County GIS. Decisions will be made through a process of consensus, rather than a formal vote. I perceive Robert’s Rules of Order as overly bureaucratic. The informal consensus oriented workflow is preferred to such a rigid formalized communication and decision making process. Suggestions for agenda items should be forwarded for inclusion on the agenda prior to the week of the meeting. I would suggest periodically re-visiting various recommendations from this report as agenda items to monitor their progress. GIS MANAGEMENT TEAM The GIS Management Team is a group of County Department GIS users led by the GIS Coordinator who evaluate the GIS program as it matures. They can obtain informal feedback from the GIS User Community and external organizations. This group will provide recommendations to the GIS Board in the areas of software needs, applications priorities, system usability or other issues needing attention. This team should share their experiences with the GIS program with each other as they strive to improve their work and the GIS program.

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The staff that will be performing GIS Tax Map maintenance will need to be brought up to par in terms of salary – once GIS Tax Map maintenance skill sets are developed, the middle of the GIS Mapping Technician salary ranges given in Section 8.9 is warranted. MORROW INFORMATION TECHNOLOGY STAFF The Information Technology staff can provide critical support in areas including programming, network infrastructure trouble shooting and management, hardware acquisition and installation, etc. IT staff do not use GIS software applications per se, but provide indispensable technology support. GIS CONSULTANT Agency participation across the County Departments will need a champion to build the effort from the ground up with all the current employees. At the County, there is a few staff members trained in basic GIS concepts and software usage. All existing employees are busy doing their part and while some will become GIS power users and many others will use the new GIS resource, they will be doing their tasks, such as Tax Map maintenance. Initially, the tax map conversion contractor will play this champion role. GIS system software and database administration duties managing web solutions such as ArcGIS Server, ArcGIS Online, ArcSDE as well as working with SQL Server will be handled by the tax map conversion vendor. This also includes performing system configuration, software upgrades and other software administration and maintenance. The advent of Cloud computing has created opportunities for cost effective remote execution of the above-mentioned tasks by a GIS consultant. It is recognized that a GIS Coordinator will be needed later, once the Tax Maps conversion is well underway. A GIS Coordinator could be hired by the Auditor to oversee and manage the GIS from within the Auditor’s Office. Potentially a GIS Office could be created within the Auditor’s Office or a separate County-wide GIS Department could be created. This individual would bring specific expertise to the project and provide the resources to initiate and manage the activities for the Enterprise GIS program This champion of the GIS will be tasked with making decisions on specific technical matters of the system. Definition of problems through working experience on the project will be his or her concern. Morrow County is opting for a more efficient Cloud platform which will reduce the need for in-house, GIS infrastructure maintenance resources. This does not eliminate the need for in-house GIS expertise, eventually in many departments. GIS USER COMMUNITY County departments and employees, other local governments, citizens and the Business Community plus academia, non-profit organizations and many others will reap the benefits of Morrow County Enterprise GIS.

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8.3 Program Governance GIS Program Governance organizational challenges can be even more challenging than technical ones. By definition, enterprise GIS has to meet the varying business needs of many agencies, many of which are involved in resource commitments – funding. This project follows a common model of Tax Map conversion - the result of a cooperative venture between the County Auditor and County Engineer. It logically follows, as the Ohio Revised Code mandates the business relationship between the two offices relative to the ownership and maintenance of the County Tax Maps. This cadastral data forms the backbone of the GIS due to the many applications and users of this information. Beyond the County Auditor and County Engineer, governance should involve other elected officials and appointing authorities. All should have a seat at the table that can bring resources to the project. Currently some may not appreciate the benefits that GIS can bring. Your GIS Champion will win them over. 8.4 GIS program funding Financing the GIS program in Morrow County will be a key determinant of the success. Tying the budgeting process into the County budget cycle will assist in the budgeting process. As Table 4-1 shows, many funding combinations are used. Initially funding is centralized, with the County Auditor funding a majority of expenses. I recommend the infusion of additional GIS Board members who bring financial resources to the GIS program. The success of Enterprise GIS in Morrow County is greatly enhanced when additional departmental stakeholders are added to the program. Currently, the budget process is somewhat ad-hoc and this has worked well for the most part. However, formalizing the budget process for the GIS program will provide for better communication and coordination of the various projects and system development activities. I recommend that the GIS program’s budget development be included on the agenda for the spring time quarterly meeting (April timeframe) and the fall quarterly meeting (September/October timeframe). This will coincide with the overall County budget process and provide continuity and inclusion with participant’s budget requests. Minutes from these meetings will ensure commitments are accountable and unambiguous and recommendations to the County Commissioners will be in sync with the county-wide process. 8.5 GIS program management model Morrow County uses the centralized GIS program management model. This term is meant to convey the departmental organization by which the day to day overall management of the GIS program is handled. Centralized has the large majority of management decisions residing within one to two department, such as the Morrow County Auditor and Engineer’s Offices. This is working quite well. Again, as the system matures, a multi-participant model may well emerge, which is a sign of a more mature and robust GIS program.

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8.6 GIS staff resource model Morrow County will employ the centralized GIS staff resource model initially. “centralized” is intended to capture the pattern of location of staff that uses GIS software as a part of their daily work routine. GIS staff includes all GIS desktop software users from “power users” to less skilled GIS technicians. Currently few other departments are using GIS on a regular basis. 8.7 GIS user group There is a regional user group, the Central Ohio User Group – chaired by Cheri Marsperger, GIS Data Manager at Mid-Ohio Regional Planning Commission 8.8 2012 GIS Survey Introduction The sections below detail an extensive survey I performed a couple of years ago regarding organizational structure and human resources issues related to the implementation of Enterprise GIS across the state of Ohio. It is offered for informational purposes, offering insight into the many ways GIS is managed at the County level. The information presented here is not meant to convey the concept that there is a right way and a wrong way to develop Enterprise GIS but that many, many solutions exist. Definitions Formal GIS Policy Committee: A formal GIS Policy Committee is meant to represent any formalized Board or governing body that has been officially designated, either through Resolution, enactment of By-laws or other formal means and would include set protocols and procedures to enable governance and establishment of policy for a County GIS program. Typically minutes are recorded; motions are made and accepted, etc. Conversely, an informal GIS Policy Committee would include generalized decision making through ad-hoc meetings, phone calls, correspondence, etc. GIS program governance: This describes a County’s formal or informal GIS Policy Committee characteristics. GIS program funding: This only includes financial support for a GIS program for expenses such as personnel and benefits, data, hardware, software and supplies, etc. In-kind expenses such as temporary or occasional staff time are not considered GIS program funding for the purposes of this study. Categories include centralized where a single department or agency provides financial backing; multi-participant where two or more departments or agencies provide financial support; and decentralized where funders are independent from one another. GIS program management model: This term is meant to convey the departmental organization by which the day to day overall management of the GIS program is handled. Categories include centralized where the large majority of management decisions reside within a single department or agency; multi-participant where two or more departments or agencies manage the GIS program; and decentralized where islands of authority exist.

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GIS staff resource model: This phrase is intended to capture the pattern of location of staff that uses GIS software as a part of their daily work routine. GIS staff includes all GIS desktop software users from “power users” to less skilled GIS technicians. This does not include casual users of GIS applications such as Internet web sites or simple viewers such as ArcReader or Arc Explorer. Categories include centralized where the overwhelming majority of skilled GIS personnel reside within a single department or agency; multi-participant where two or more departments or agencies house skilled GIS practitioners; decentralized where GIS personnel exist in disparate departments and no single department houses leadership staff; and finally, outsourced where consultants, contract hires or other non-County employees are made use of. Number of GIS staff in managing department: Simply put, the number of GIS personnel is listed here. FT stands for full-time and PT for part-time. This is a little inexact when a GIS program’s management model is multi-participant; then it may not be clear that there is only one department or agency making significant managerial decisions regarding the GIS program. I chose what appeared to be the primary department in these cases. Number of GIS staff in user departments: This lists the number of GIS staff in the organization external to the primary managing department. GIS user group: This encompasses any group of GIS users that meets on a regular or semi-regular basis to discuss GIS related issues. OHIO COUNTY PARTICIPANTS The process employed to develop this report included interviews and the investigation, compilation and analysis of existing information from twenty Ohio Counties, their websites and other sources. Counties that are reported on are detailed below:

OBSERVATIONS AND ANALYSIS Formal GIS Policy Committee / GIS program governance: I was surprised at the low number of formal GIS Policy Committees at four out of nineteen. Given the many issues challenging an

Allen County Mahoning County Ashtabula County Medina County Clark County Miami County Columbiana County Portage County Delaware County Richland County Fairfield County Trumbull County Geauga County Tuscarawas County Greene County Warren County Lake County Wayne County Licking County Wood County

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Enterprise GIS implementation, I strongly believe that a formal GIS Committee provides a forum for elected and appointed officials to come to agreement. Commitments and decisions are documented helping to ensure follow through on sometimes thorny issues. Defining clear lines of responsibility and accountability in the development and maintenance of the GIS program is achieved in a transparent manner. A notable number of respondents voiced an interest in having a more structured policy level management structure and increased departmental involvement at that level. GIS program funding: Financing the GIS program is obviously a key determinant of success. How it is funded is not nearly as important as the level of funding. Resolving funding disagreements is a critical aspect to the health of a program and a true indicator of excellence in leadership. GIS program management model: Fifteen of the counties surveyed use the centralized model. These structures of departmental organization are a function of the process by which the GIS program has developed and matured. Whether it is centralized or multi-participant may not impact the effectiveness of the GIS program; however, a centralized structure should result in faster decision making and less fragmentation from the plan. These models reflect on the amount of resources available, how widespread the GIS skill sets have migrated and to some extent how various elected officials and department heads have embraced GIS usage. Clearly, a decentralized situation results in the waste of tax dollars from duplication of work, software, hardware, training and economies of scale. GIS staff resource model: At little over half (10) use the multi-participant model where two or more departments or agencies house skilled GIS practitioners. Having resources in multiple departments is desirable as these departments will have staff at hand to work on their applications as opposed to waiting on the availability of the single department’s staff. The centralized model can be effective when numerous staff support the GIS program. Again, a decentralized situation results in the waste of tax dollars from duplication of work, software, hardware, training and economies of scale. The outsourced model is unusual here because currently this is the sole resource for the County with no staff internally. All counties use consultants and contractors periodically. Relying solely on consulting will result in a more costly approach in the long run as consultants are more expensive than County workers and non-county employees may not have the institutional knowledge or vested interest that County staff may have. Number of GIS staff in managing department: The number of staff here ranged from one to seven with an average of 2.9. This is obviously related to funding priorities and realities of County finances. Remember, the more GIS staff there are, the greater the benefits are that can be realized from the GIS program. Number of GIS staff in user departments: These numbers ranged from zero to nine, although most were at three to five people. This shows a moderately good infiltration of GIS into County government. Clermont County and Warren County have clearly institutionalized GIS well.

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GIS user group: Nine counties are using User Groups to improve communication and collaboration of their GIS programs. This is a very good method of keeping people informed of changes and providing momentum, excitement and direction to GIS staff. It is recognized that a five counties had three or less GIS staff reducing the need for this. The following pages include graphs and charts displaying trends and information regarding the survey results.

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Table 3-1 Governance and Funding Matrix

Tabl

e 8-

2 G

over

nanc

e an

d Fu

ndin

g M

atrix

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Table 8-3

Management and Staffing Models, GIS Staff and User Groups

County (GIS websites hyperlinked)

Program Management Staff Resources Staff Mngmt.

Dept

Staff Other Depts.

User Group

Allen County Centralized Multi-participant 2 1 no

Ashtabula County Centralized Outsourced 0 1 no

Clark County Centralized Multi-participant 1.5 3 yes

Morrow County Centralized Multi-participant 3 38 yes

Delaware County Centralized Centralized 5.5 4 yes

Fairfield County Centralized Multi-participant 3 2 yes

Geauga County Multi-participant Centralized 3.5 3 no

Greene County Centralized Centralized 5 0 no

Lake County Centralized Multi-participant 4 9 yes

Licking County Centralized Multi-participant 2 2 yes

Mahoning County Centralized Multi-participant 1 2 no

Medina County Multi-participant Decentralized 2 2 yes

Miami County Centralized Centralized 3 0 no

Portage County Centralized Multi-participant 1 4 yes

Richland County Multi-participant Multi-participant 1 3 yes

Trumbull County Centralized Multi-participant 5 3 no

Tuscarawas County Centralized Centralized 4 3 no

Warren County Centralized Centralized 7 25 no

Wayne County Centralized Centralized 1 0 no Wood County Eng GIS Decentralized Decentralized 3 3 no

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Figure 8-1

GIS Policy Committee Types

Figure 8-2

County Departments with Policy Input

0 2 4 6 8 10 12 14 16

Formal

Informal

0 5 10 15 20

County Health

County Parks

City/Vlg./Twp.

County EMA

County IT Dept.

County Utilities

Sheriff/E911

Soil & Water

County Commish.

County Planning

County Engineer

County Auditor

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Figure 8-3

County GIS Program Funding Characteristics

Figure 8-4

County Departments Funding GIS Programs

8

11

1

0 2 4 6 8 10 12

Centralized

Multi-participant

Decentralized

0 5 10 15 20

County IT Dept.

County Health

County Parks

City/Vlg./Twp.

County Planning

Soil & Water

County Commish.

County Utilities

County EMA

Sheriff/E911

County Engineer

County Auditor

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Figure 8-5 ‘

Total Number of Funding Departments by County

Figure 8-6

County GIS Program Management Totals

0 2 4 6 8 10

Allen CountyAshtabula County

Clark CountyClermont County

Columbiana CountyDelaware County

Fairfield CountyGeauga CountyGreene County

Lake CountyLicking County

Mahoning CountyMedina County

Miami CountyPortage County

Richland CountyTrumbull County

Tuscarawas CountyWarren CountyWayne CountyWood County

8

11

1

0 2 4 6 8 10 12

Centralized

Multi-participant

Decentralized

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Figure 8-7

County GIS Staff Resource Models

Figure 8-8

GIS Staff in Managing Dept. by County

0 2 4 6 8 10 12

Outsourced

Decentralized

Centralized

Multi-participant

0 1 2 3 4 5 6 7 8

Allen CountyAshtabula County

Clark CountyClermont CountyDelaware County

Fairfield CountyGeauga CountyGreene County

Lake CountyLicking County

Mahoning CountyMedina County

Miami CountyPortage County

Richland CountyTrumbull County

Tuscarawas CountyWarren County

Wayne CountyWood County

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Figure 8-9

GIS Staff in Other Depts. by County 8.9 Position Descriptions This section includes detailed position descriptions for a career progression in GIS, with estimated salary ranges for qualified candidates. Advertizing venues are also provided that reach a national and international audience as well as more local options that will target GIS professionals in Ohio. They are arranged in vertical hierarchy starting with the most advanced position to entry level. The number and type of position(s) are up to the departmental appointing authorities, as agreed upon during final planning and initial implementation. Clearly, some in-house staff training in the uses of GIS software is necessary in the Tax Map Office now that the program is underway.

0 5 10 15 20 25 30 35 40

Allen CountyAshtabula County

Clark CountyClermont CountyDelaware County

Fairfield CountyGeauga CountyGreene County

Lake CountyLicking County

Mahoning CountyMedina County

Miami CountyPortage County

Richland CountyTrumbull County

Tuscarawas CountyWarren County

Wayne CountyWood County

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GIS Coordinator or Manager Pay Range: $49,000 to $85,000 annually Job Responsibilities and Duties: This is a highly responsible position with work in planning, organizing, and directing GIS activities. Work involves responsibility for providing technical expertise and supervision for the day-to-day implementation and operation of the GIS within the context of programs and policy directives. Work includes coordinating GIS activities, managing GIS vendor contracts, planning and organizing system development activities, and other GIS project management activities. Supervision commonly is exercised over a staff of subordinate GIS staff positions. Specifically, the GIS Coordinator:

▪ Manages resources of GIS and confers and coordinates with user organizations and GIS personnel to determine user needs.

▪ Oversees all GIS operations and supervises directly, or through GIS staff, all

activity associated with implementation, operation, and enhancement of the GIS program.

▪ Coordinates and monitors contracts with GIS hardware, software, data

conversion, and other providers of GIS products and services.

▪ Establishes procedures to eliminate redundant processes, determines appropriate levels of accuracy, the vertical integration of data layers and the integration of more accurate data with existing databases.

▪ Analyzes proposed and existing GIS applications and databases to determine

equipment requirements, disk storage needs, physical location and structure of databases and applications, and develop recommendations regarding equipment data capacity and availability requirements.

▪ Organizes applications and other development activities.

▪ Provides oversight on activities associated with implementing, operating, and

enhancing the GIS databases. ▪ Prepares the annual budget for GIS operations, capital expenditures, and

professional services.

▪ Coordinates design and enforcement of GIS standards and operating procedures.

▪ Conducts research and development of new GIS related products and procedures.

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▪ Provides guidance to project staff, schedules tasks, and monitors workflow to ensure that established deadlines are met.

▪ Provides supervisory direction and support for daily operational activities of the

GIS program including operations, technical support, and database management.

▪ Develops GIS project schedules and work programs to support Enterprise-wide

GIS operations.

▪ Plans for in-house and contracted training programs on GIS operations and applications.

▪ Coordinates with groups involved in GIS data sharing.

Qualifications: The GIS Coordinator must have any combination of education and experience equivalent to graduation from an accredited four-year college or university with major course work in geography, computer science, planning, engineering, or related fields, and thorough experience with geographic information system design, implementation, and management, including considerable experience in both administrative and project supervision. Applicants for this position must demonstrate sound skills in administrative and technical management, budget responsibility, and technical writing. In addition, applicants must have excellent communication skills and the ability and interest to work directly with individuals and groups, and find innovative and efficient solutions to administrative and technical problems. Work experience in local government and familiarity with mapping and geo-processing operations of local governments are desired. More specifically, the GIS Coordinator must have the following knowledge, skills, and abilities:

▪ Thorough knowledge of automated mapping and spatial information processing methods and techniques.

▪ Thorough knowledge of the capabilities of automated mapping and geographic

information processing systems.

▪ Knowledge of program budgeting and contract management.

▪ Ability to plan, organize, and manage the programs and activities of a team of GIS personnel in GIS design, operation, and implementation.

▪ Ability to translate technical concepts and terminology in terms understandable

to elected officials and other department heads.

▪ Ability to make decisions based on factual data, and to evaluate progress or success of computerized projects and systems.

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Senior GIS Applications Specialist Pay Range: $45,000 to $70,000 annually Job Responsibilities and Duties: Work involves design, development, and management of GIS data resources and applications within the context of County programs and policy directives. Work includes the development and support of GIS applications and workflow enhancement within the web, mobile and desktop GIS environments; the administration and management of the ArcGIS Sever and ArcSDE environments; the establishment and enforcement of database standards; and participation in planning and organizing system development activities. Work is performed independently within established policies, procedures, and guidelines and is reviewed through annual performance reviews. Specifically, the Senior GIS Applications Specialist:

▪ Develops GIS applications which support the needs of users utilizing highly technical software development tools, database management systems and programming while applying development standards.

▪ Designs, develops and supports GIS applications for the web, mobile and desktop GIS

environment.

▪ Analyzes business problems, designs automated solutions, prepares formal proposals, develops plans for implementing solutions, manages projects and provides application support. Excellent interpersonal relations skills are needed in relation to contacts with both internal and external entities.

▪ Participates in revision, repair, or expansion of existing GIS applications to increase

operating efficiency or adapt to new requirements, to develop or enhance GIS applications that will improve business processes or improve their service.

▪ Is responsible for the administration and maintenance of ArcGIS Server and ArcSDE

installations, including geo-spatial data housed in these applications.

▪ Is responsible for development and enforcement of data standards impacting coding schemes, database designs, and data update procedures.

▪ Establishes and enforces procedures for data access security and access rights.

▪ Produces or reviews preliminary and detailed designs for new or modified database

elements.

▪ Performs related work as required.

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Qualifications: The Senior GIS Applications Specialist should have Bachelors Degree from an accredited four-year college or university with major course work in computer science, management information systems, information management; or a related field with software engineering, programming/scripting or similar areas of concentration. The ideal candidate should have a minimum of five years experience with geographic information system programming and website development. Work experience in local government and familiarity with the mapping and geo-processing operations of local governments are desirable. More specifically, the Senior GIS Applications Specialist should have the following knowledge, skills, and abilities:

▪ Thorough knowledge and use of programming and scripting languages such as Java/JavaScript, HTML 5, Python, SQL, Microsoft Silverlight, Adobe Flex or Flash builder, newer Microsoft.NET Framework technologies, ASP.NET, REST API, and XML.

▪ Detailed knowledge of ESRI ArcGIS Server 10 and ArcSDE 10, ArcMap and Model

Builder.

▪ Familiarity with ArcGIS Mobile and ArcPad.

▪ Development and deployment of spatial web services like ArcGIS Server SOAP/REST, OGC, WMS, WMTS, WCS, WFS

▪ Knowledge of ArcGIS Server features like dynamic and cached map services,

geoprocessing services, feature services, REST API, etc.

▪ Experience programming in Python for GIS analysis to create custom processes, modules/libraries

▪ Experience in cross-browser compliant user interface design

▪ Knowledge of desktop GIS environments and developing desktop applications,

geoprocessing tasks, bulk data loading/validation routines, etc.

▪ Experience in writing programming or scripting software that runs ESRI geodatabases against Oracle or Microsoft SQL Server.

▪ Knowledge of creating data standards, implementing geodatabase replication and

migrating data between software and geodatabase versions.

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▪ Ability to coordinate with GIS staff and users to develop and implement and administer standards for system access, security, and data integrity.

▪ Participate in researching available tools, technologies, and software products to

determine alternative technology solutions to meet customer expectations.

▪ Ability to translate technical concepts and terminology in terms understandable to management, department officials, and system users

▪ Ability to establish and maintain effective relationships with user departments,

administrative officials, employees and other users.

▪ Skilled in oral and written communication.

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GIS Database Administrator Pay Range: $40,000 to $60,000 annually

Job Responsibilities and Duties: This is a highly responsible administrative and technical position with work in managing, supervising, and assisting in GIS database creation and maintenance activities. Work involves design, development, and management of GIS data resources within the context programs and policy directives. Work includes coordination of GIS database activities, assistance in managing GIS data conversion contracts, establishment and enforcement of database standards, participation in planning and organizing system development activities, and other GIS database-related activities. Supervision is exercised over a staff of subordinate GIS staff positions. Work is performed independently within established policies, procedures, and guidelines and is reviewed through reports, conferences, and system performance. Specifically, the GIS Database Administrator:

▪ Manages database resources of the GIS; confers and coordinates with the GIS Coordinator, user organizations, and GIS personnel to determine user needs.

▪ Develop macro programs, menu interfaces, data entry screens, or other high

level programs, as directed, that may be needed for general use by GIS users or can serve as universal templates for departmental applications.

▪ Plans for in-house and contracted training programs on GIS operations and applications training for system users.

▪ Assists in coordinating contracts with GIS data conversion and related service

vendors.

▪ Responsible for development and enforcement of data standards impacting coding schemes, database designs, and data update procedures.

▪ Oversees data quality control procedures and loading of data to the system;

coordinates activities in data transfer and translation.

▪ Establishes and enforces procedures for data access security and access rights.

▪ Produces or reviews preliminary and detailed designs for new or modified database elements.

▪ Performs or assists in investigating and recommending sources and approaches

for automating GIS database elements.

▪ Provides documentation and training for system users.

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▪ Performs related work as required.

Qualifications: The GIS Database Administrator must have any combination of education and experience equivalent to graduation from an accredited four-year college or university with major course work in geography, computer science, planning, engineering, or a related field, and considerable experience with geographic information system design, implementation, and management, including experiences in GIS database-related activities. Work experience in local government and familiarity with mapping and geo-processing operations of local governments are desired. More specifically, the GIS Database Administrator must have the following knowledge, skills, and abilities:

▪ Thorough knowledge of automated and spatial information processing methods and techniques

▪ Thorough knowledge of the capabilities of automated mapping and geographic

information processing systems. Considerable knowledge of cartographic principles, automated mapping, GIS database design concepts, and database structure

▪ Considerable knowledge of data conversion, translation, and transfer methods

and techniques

▪ Ability to coordinate with GIS staff and users to develop standards for system access, security, and data integrity

▪ Ability to work with and oversee efforts of private database development

contractors

▪ Ability to translate technical concepts and terminology in terms understandable to management, department officials, and system users

▪ Ability to establish and maintain effective relationships with user departments,

administrative officials, and employees.

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GIS Specialist Pay Range: $35,000 to $50,000 annually

Job Responsibilities and Duties: This is a highly responsible administrative and technical position with work in operating and managing GIS hardware and software resources. Work involves design, operation, and management of GIS hardware and software resources within the context of programs and policy directives. Work includes coordination of GIS hardware and software activities; assistance in managing GIS hardware, software, and service vendor contracts; participation in planning and organizing system development activities; and other GIS hardware and software-related activities. Supervision is exercised over a staff of subordinate GIS staff positions. Work is performed independently within established policies, procedures, and guidelines and is reviewed through reports, conferences, and system performance. Specifically, the GIS Specialist: ▪

Manages hardware and software resources of GIS; confers and coordinates with GIS Director, user organizations, and GIS personnel to determine user needs.

▪ Oversees all GIS hardware and software operations; supervises directly or through

GIS staff and groups all activity associated with implementation, operation, and enhancement of GIS hardware and software.

▪ Assists in coordinating contracts with GIS hardware, software, and related service

vendors. ▪ Oversees installation, testing, and acceptance of hardware and software. ▪ Responsible for adherence to organization and applicable industry standards for

computer hardware, software, and communication networks. ▪ Coordinates maintenance and service contracts with hardware and software vendors. ▪ Develops procedures for system backup and oversees backup operations. ▪ Monitors performance and conducts system performance evaluations. ▪ Oversees and optimizes data communications and monitors network transaction flow. ▪ Responds to user questions and resolves system operation problems. ▪ Evaluates requirements for system upgrades and contributes to the selection and

procurement of hardware, software, and related services.

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▪ Prepare technical and user documentation on applications and procedures as directed, and develops application documentation standards to be followed by all system users.

▪ Performs and assists in application design and development.

Qualifications: The GIS Specialist must have any combination and experience equivalent to graduation from an accredited four-year college or university with major course work in geography, computer science, planning, engineering, or a related field, and considerable experience with geographic information system design, implementation, and management, including experience in GIS hardware and software-related activities. Work experience in local government and familiarity with mapping and geo-processing operations of local governments are desired. The GIS Specialist must have the following knowledge, skills, and abilities:

▪ Thorough knowledge of automated mapping and spatial information processing methods and techniques

▪ Thorough knowledge of the capabilities of automated mapping and geographic

information processing systems

▪ Considerable knowledge of cartographic principles, automated mapping, GIS database design and structure

▪ Considerable knowledge of GIS hardware and software components, data

communication, and network methods and techniques

▪ Ability to coordinate with GIS staff and users on system hardware and software

▪ Ability to translate technical concepts and terminology in terms understandable to management, department officials, and system users

▪ Ability to establish and maintain effective relationships with user departments,

administrative officials, and employees.

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GIS Analyst/Programmer Pay Range: $30,000 to $40,000 annually

Job Responsibilities and Duties: This is a highly responsible technical position with work in application design, programming, and providing user support. Work involves design and maintenance of data resources and operation of GIS hardware and software within the context of programs and policy directives. Work includes application development, user support, and other GIS-related activities. Work is performed with considerable independence and is reviewed through reports, conferences, and system effectiveness. Specifically, the GIS Analyst/Programmer will: ▪ Analyze user organization functional requirements and develop GIS application

designs. ▪ Write GIS application programs. ▪ Test GIS applications. ▪ Prepare documentation of GIS application programs. ▪ Prepare GIS application user manuals. ▪ Train user staff in the operation of GIS applications. ▪ Provide user support for GIS application programs. ▪ Perform GIS hardware and software operations; perform activity associated with

implementation, operation, and enhancement of the GIS hardware and software. ▪ Assist in evaluating requirements for database enhancement and system upgrades. ▪ Assist in designing and enforcing GIS database standards for content. ▪ Produce or review preliminary and detailed designs for new or modified database

elements. ▪ Investigate and recommend sources and approaches for automating GIS database

elements.

Qualifications: The GIS Analyst/Programmer must have any combination of education and experience equivalent to graduation from an accredited four-year college or university with major course work in geography, computer science, planning, engineering, or a related field, or considerable

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experience with geographic information system design and implementation, including experience in GIS hardware and software-related activities. Work experience in local government and familiarity with mapping and geo-processing operations of local governments are desired. The GIS Specialist must have the following knowledge, skills, and abilities:

▪ Extensive knowledge of GIS software used by the organization

▪ Considerable knowledge of automated mapping and spatial information processing methods and techniques

▪ Considerable knowledge of the capabilities of automated mapping and

geographic information processing systems

▪ Knowledge of cartographic design and drafting principles, automated mapping, and GIS database design

▪ Knowledge of GIS hardware and software components, data communication,

and network methods and techniques

▪ Considerable skill in the design and programming of GIS applications using the GIS software system selected by the organization

▪ Ability to think in logical terms and to communicate well with system users to

translate application concepts into system applications

▪ Ability to translate technical concepts and terminology in terms understandable to system users

▪ Ability to establish and maintain effective relationships with user departments,

administrative officials, and employees.

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GIS Mapping Technician Pay Range: $25,000 to $40,000 annually

Job Responsibilities and Duties: This is a highly technical position with work in performing GIS operations. Work involves operations, including database creation and maintenance, executing applications, and other high-level user functions. Work is performed with some independence and is supervised for efficiency and quality. Specifically, the GIS Technician will:

▪ Assist in design and implementation of applications; attend training and execute applications.

▪ Perform GIS hardware and software operations; perform data quality control;

produce plots and reports.

▪ Participate in installation, testing, and acceptance of hardware and software.

▪ Provide input in evaluating requirements for database enhancement and system upgrades.

▪ Assist in developing and following GIS database standards for content, format,

design, and maintenance procedures.

▪ Provide input in developing designs for new or modified database elements.

▪ Train user staff in the operation of GIS applications.

▪ Assist in investigating and recommend sources and approaches for automating GIS database elements.

▪ Perform related work as required.

Qualifications: The GIS Technician must have any combination of education and experience equivalent to an associate degree in cartography, geography, engineering drafting, or automated cartography and training in use of geographic information system technology. Work experience in local government and familiarity with mapping and geo-processing operations of local governments are desired. The GIS Technician must have the following knowledge, skills, and abilities:

▪ Knowledge of automated mapping and spatial processing methods and techniques

▪ Knowledge of the capabilities of automated mapping and geographic

information processing systems

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▪ Knowledge of cartographic drafting and design

▪ Ability to understand technical concepts and terminology, and ability to

effectively use automated information processing methods and techniques

▪ Ability to establish and maintain effective relationships with user departments, administrative officials, and employees.

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8. 10 Professional Growth and Development GIS technology is constantly evolving. This fact requires that personnel remain current on technical matters that impact GIS development and applications. Continuing professional development improves decision-making by personnel. These professional growth and development concerns can be addressed in various ways, such as: Software training—Technical skills are critical when using such a specialized software as GIS software. Among many things, professional growth and development comes from attaining higher levels of competency in one’s profession Associations and User Groups - GIS related Associations and User Groups exist within the State of Ohio, such as the GIS Users of Northern Ohio, chaired for 20 years by Mr. Kotapish. Another would be the Urban and Regional Information System (URISA), Ohio Chapter. By belonging to and participating in events sponsored by these associations and groups, Morrow County staff will have access to up-to-date information concerning the field of GIS. Conference Participation - Regional conferences and seminars, which are sponsored by these associations and other groups, are held throughout the year. Most notably the Ohio GIS User Conference, held in September in Columbus. Additionally, national conferences include URISA, the ESRI Annual User Conference, GITA (formerly AM/FM International), GIS/CAMA and numerous homeland security related events. Budgets should allow personnel to attend conferences. Active involvement through paper presentations and/or workshops should be encouraged Reading program - A library should be maintained which contains textbooks, technical manuals, conference proceedings, trade journals, and other periodicals pertinent to GIS and related fields. Regarding Tax Map maintenance, the successful conversion contractor shall coordinate and provide for training of two Tax Map staff to the level of expertise necessary to ensure that they can successfully maintain the Tax Maps within the Parcel Fabric. See the Morrow County and the Cadastral Data Maintenance Procedures Manual including the Tax Map Maintenance Workflow Below are appropriate training programs from ESRI © which may be utilized or the Conversion vendor may propose to train staff themselves. Introductory Training

Getting Started with GIS http://training.esri.com/gateway/index.cfm?fa=catalog.webCourseDetail&courseid=2500 If you are curious about what the acronym "GIS" stands for and what a GIS actually is, this course provides the answers. You will be introduced to the basic components of a GIS and some fundamental concepts that underlie the use of a GIS. As you practice working with GIS maps

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and geographic data, you will learn how a GIS helps people visualize and create information that can be used to make decisions and solve problems. Preparing to Implement ArcGIS Online http://training.esri.com/gateway/index.cfm?fa=catalog.webCourseDetail&courseid=2580 An ArcGIS Online organizational site facilitates collaboration and easy access to GIS data, maps, and apps across your organization and beyond. This course presents a three-step planning process to align your ArcGIS Online organizational site with your business needs and key workflows. Editing in ArcGIS Desktop http://training.esri.com/gateway/index.cfm?fa=catalog.webCourseDetail&courseid=1910 The improved editing environment in ArcGIS Desktop 10 features a reorganized editing interface that offers easier access to tools. This course introduces new streamlined editing workflows, which provide a more intuitive experience and allow for quicker completion of data editing tasks. Increase the Value of ArcGIS Services with ArcGIS Online http://training.esri.com/gateway/index.cfm?fa=catalog.webCourseDetail&courseid=2612 Sharing GIS resources over the web enables an organization to make better decisions—staff members can collaborate and work with the same geographic knowledge. This seminar describes how to use ArcGIS Online to maximize your ArcGIS for Server web services. The presenters demonstrate how to use ArcGIS Online to transform your ArcGIS Server services into information products that people can easily discover and use from web, mobile, and desktop clients. Prerequisites - Familiarity with ArcGIS for Server and publishing web services is recommended. Tax Map Maintenance

Introduction to Editing Parcels Using ArcGIS Desktop 10 (web-based - $32) http://training.esri.com/gateway/index.cfm?fa=catalog.webCourseDetail&courseid=2018 Parcel data is the foundation of a local government's land records database. ArcGIS 10 introduces a new data model, workflow, and tools to efficiently create and manage parcel data more accurately than ever before. This course explains the new concepts and gets you started working with the new tools right away.

Managing Parcel Data Using ArcGIS Desktop 10 (web-based - $32) http://training.esri.com/gateway/index.cfm?fa=catalog.webCourseDetail&courseid=2019 This will teach you about maintaining a record of historic boundaries and associated information. In this course, you will learn how to use the Parcel Editor tools to update the spatial and attribute information for existing parcels while ensuring the topological integrity of the parcel fabric. You

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will also learn how to import parcel lines and CAD data to create new parcels and construct multipart parcels to accurately represent real-world parcel features.

Editing and Maintaining Parcels Using ArcGIS (Instructor led, Webex-type - $1,010) http://training.esri.com/gateway/index.cfm?fa=catalog.courseDetail&CourseID=50128439_10.x This course teaches techniques to efficiently store, edit, and ensure the accuracy of land-records data. Using the ArcGIS parcel fabric and Local Government Information Model, you will learn recommended workflows to perform many common parcel-editing tasks. 8.11 Advertising Venues Below is a listing of the GIS job websites that I recommend for use in the event additional GIS staff resources are sought. These sites attract talent from across the country and indeed from other areas of the world. URISA Marketplace Sizes/Rates: 300 words limit $200 for URISA Member, $250 for Nonmember rate (text only) Featured Ad of the Month: additional $100 Copy/Art: Text for classified ads One page PDF File: $300 (847) 824-6300, info@urisa.org if you have any questions. http://www.urisa.org/MarketplaceJobs GeoSearch For more information call 866-962-7772 or e-mail at info@geosearch.com 1 month job posting - $225 http://jobs.geosearch.com/Employer/EmpHome.aspx?abbr=geosearch GISJOBS.com GISjobs.com classified ads still cost only $50 for a 30 day period. You can also post a 60 day ad for $80 PO Box 331, Appleton, WI 54912, USA Customer Service: 920-733-7164 Email: info@gisjobs.com http://www.gisjobs.com/ GISUSER.com Listing in the GISuser Today Newsletter Web2.0 positioning on LinkedIn, Twitter and Facebook Pages Rotation in Featured Job Box on ALL pages Only $29 for a 60 day listing http://www.gisuser.com/component/option,com_jobline/Itemid,132/ GIScareers.com Free http://giscareers.com/index.php 18

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GIS Jobs Clearinghouse $25 for 60 days http://www.gjc.org/ GIS Connection Job listings are based on length. They cost $30 for 30 days and $60 for 60 days. http://www.gisconnection.com/

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APPENDIX “A”

Morrow County GIS Program Timeline