krumm04 introduction to earth science

Background Info.• Illinois Survey – about 200 people • 20 years as a GIS user site Arc license #27 • More staff using technology – GIS, database, graphics, web to accomplish project goal

Addressing Agency Database

Needs:

A Recent Experience From

Illinois

Donald McKay, Damon Garner, Deborah Griest,

Stephen Gustison, Donald Keefer, Robert Krumm, Alison Lecouris, Brent Lemke,

Daniel Nelson and Barbara Stiff Illinois State Geological Survey

Background Info.

• Illinois Survey – about 200 people

• 20 years as a GIS user site (Arc license #27)

• More staff using technology – GIS, database, graphics, web to accomplish project goals

• Oracle, Access, ArcGIS, Rockworks & more

• Many concerns about database issues – access, archival of data, conversion from paper to

Background Info.

• Support staff stretched thin

• Annual project planning cycle indicates key

staff members are in very high demand

• Oracle, ArcGIS, ArcIMS, SDE, application

development, web

• Many demands, expectations and desires

• A recipe for disaster….?

• To address concerns, a consultant to perform a review of database operations, assess needs, and make recommendations…?

• Show me the (no) money

• Decision was made to form an internal team to conduct the review

The Process

• Form an internal team – Sept 2003

• Database Management Coordinating Comm.

• Chaired by Don McKay, Principal Geologist &

Chief Scientist, an Experienced GIS User

• Nine team members from many program areas

• Scientists from Oil & Gas, Quaternary Geology, Groundwater, Environmental Studies and

Data Management Coordinating

Comm.

• Initial Meetings - Sept 2003

• Identified issues including the need for easy

desktop access to database holdings,

consideration of data

at all levels – digital and paper, level of staff

support, training needs, application development needs, providing web access to data, and more

ISGS Chief Mission

3-D Geologic Mapping

Carbon Management Centers

Thrusts

Applied &

Basic Research

Education, Tech Asst &

Outreach

Operations

& Support

Sections Programs

Data &

Information

Assets Products

Data Management Coordinating

Comm.

• Talk with staff – provide an opportunity to

gather

input from all staff

• ‘Interviews’ with Managers and Program

Directors of all Centers, Sections and Units – provide an opportunity to meet with staff

members,

listen to their comments and key concerns

• Before the interviews, committee prepared a page

3-list of bullet points on various DB topics The list of topics and questions served as a

guideline

for the interview sessions with

Managers/Program Directors.

Discussion Topics -General

• Imagine 5 years from now What would you

like to

be able to do with your projects and your data?

• What are the principal barriers to capturing,

automating or using the data needed or

generated by your section?

• What are your most important data mgt

Discussion Topics – Data & Information

• What do you consider to be data?

• What mission-critical data does your program require?

• What type of data does your program generate?

• How much of the data that your program

generates

can be described as:

- map/spatial data; tables of data;

digital documents?

- other digital images; hardcopy documents?

- physical collections; other?

• How much of your data use involves:

- mapped views of your data?

- tabular views or summaries of data?

Discussion Topics – Operations

What input does your section do to add to your data?

• key enter data; scan/collect digital images;

digitize vector maps; scan documents?

• create reports; generate analyses;

make interpretations?

• import datasets; other, please specify

What are the ultimate outputs of your work

flow?

• Images; maps; documents; reports;

• analyses; interpretations

• hard copy products; CD products

• web-based presentations; web-based data

delivery

Discussion Topics – Operations

What are the essential analytical or processing functions and "objects" that occur within your data

stream/work flow, between inputs & outputs?

• Tabulation/reporting; statistical analysis;

visualization; modeling; other?

• Who in your section is involved in DB mgt

with one or more of your staff:

• What barriers do you see to success?

• What advantages do you see?

What software are you using to:

• Input; store; analyze; publish; archive

• Software you would like to use for these

functions?

Discussion Topics – Users and Customers

Who are the known and potential users of your data in the following categories?

• Your section/unit; Survey; External

Please estimate the percentage of data access

needs related to your programs that service:

• Your section/unit; Survey; external

Of the consumers of your data/information:

• Who are the most important?

• Who are the most frequent?

Please characterize your staff’s database management experience by number of individuals operating at:

• beginning level; intermediate level; advanced level

Conducting the Needs Assessment

hrs.)

within the agency – scientific staff &

support staff

cross-section of

people, in terms of DB/IT experience

input – based on key issues (Data &

Information,

Operations, Users & Customers, Storage, Security)

• “I can’t get help to do what needs to be done.”

• “Our lab equipment is generating digital output, that is not being captured for lack of DB help.”

• “Our data are misplaced, discarded, and orphaned, daily.”

• “Our important applications are not maintained.”

• “I can’t access important data, maps & records easily.”

• “Huge amounts of our data on paper have no

prospect

of becoming digital.”

• “Much of our data is completely undocumented.”

Ugly

Needs Assessment - Results

report

was prepared

team – March ’04

We have:

environment

Findings cont.

We Need:

• A catalog of our data holdings

• Easy access to our existing digital data

• Help in automating our key data

• Applications to allow us to interact with our data

• A support infrastructure not understaffed and overwhelmed

• Better overall DBM to

• preserve our results

• improve our projects & products

• make our jobs easier

• An effective information management policy

• In short, we need “ HELP! ”

DBMCC’s Recommendations

1 Adopt a Bold Information Management Strategy

2 Assume New and Altered Roles and Responsibilities

3 Develop Needed Applications

4 Conduct More Frequent and Relevant Training

5 Increase DB Staffing and Change Hiring Practices

6 Increase Funding for Data Management

7 Maintain Adequate HW/SW Infrastructure

Adopt A Radically

New Strategy

Strategy (cont.)

DB Design

techniques

database management, including

• Individual Data

• Center, Section, & Project Data

• Shared Data Repository

Assume New & Altered Roles

Managers

• Support improved DBM for the long haul

• Provide appropriate staff & funding

• Represent all Survey sectors

• Recommend Survey priorities

• Provide DB design & coordination

• Provide guidelines & techniques

• Maintain shared data repository

Everyone

New & Altered Roles cont.

Adjust Hiring General Practices

candidates

Section Center

Liaison Liaison

Distributed Information Management, Liaison Role,

and Coordination Environment

DMOT

The database management oversight team provides a formal

mechanism for communication, input, and participation, and recommends policies and priorities to management.

Liaison Liaison

Liaison Liaison Liaison Liaison

Liaison Liaison

Core Staff

A database liaison represents and provides support for a given unit, project or service

Together, liaisons and core database staff cooperatively build the ISGS information system.

Project Section

Core DB

Unit- and specific databases are related yet distinct They are developed as needed and are integrated with core and other databases as appropriate.

• Various IMS Applications

• SDE Support and Expansion

• Web Development Applications

• Share Applications Across Survey

software interface and to the software and data manipulation functions to be performed.

Training Opportunities

Software)

Overall Funding Recommendation

The funding strategy should be

provided the basis for report to senior management

Critical issues:

acquisition of new data

database use

necessitate a solution that leverages existing resources

Proposed restructuring of Info Mgt approach –

(1) decentralize routine information management tasks, i.e allow/require units to directly manage their own data

(2) centralize the oversight for information management

by providing comprehensive plans, policies and guidelines

(3) link centralized & decentralized components with DB liaisons (experts in administrative units) who provide

communication for cooperative development, and who act collectively to execute agency policy

New hires were identified (DB Coord & DB

Designer/Programmer)

Also, exploring ways to alter job descriptions and project funding to reflect a greater emphasis on DB/IT skills