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2005 Indiana GIS Conference March 9 -10 - Indianapolis, Indiana City of Columbus, Ohio 2005 Indiana GIS Conference March 9 -10 - Indianapolis, Indiana City of Columbus, Ohio CMOM and Sewer System Digital Mapping Presented by: Derek Mair, GIS Section Manager Date/Time: March 10, 2005 – 10: 15 AM

Introduction CMOM – Capacity Maintenance Operations and Management – Program administered by EPA to Introduction CMOM – Capacity Maintenance Operations and Management – Program administered by EPA to ensure that Utilities are eliminating known Sanitary Sewer Overflows (SSO) and properly maintaining their systems Consent Order (July 2002) – Legal agreement between City of Columbus and Ohio EPA to outline CMOM program implementation. Includes points and deadlines.

Introduction Project Team Selected – EMH&T is part of a team led by Brown Introduction Project Team Selected – EMH&T is part of a team led by Brown and Caldwell, LLC EMH&T Tasks – System Evaluation and Capacity Assurance Plan (SECAP) (paragraph 13) • Stop and mitigate impact of SSO’s – Mapping (paragraph 8) • 8. f – Maintain a map • 8. g – Proper Management of Information

Introduction Comprehensive Mapping Project – Scope Definition – Project Management Plan – Schedule and Introduction Comprehensive Mapping Project – Scope Definition – Project Management Plan – Schedule and Prioritization – Application Definition and Development – Data Development Approach – Quality Control Standards and Procedures – Deliverable Format Results and Findings

Scope Definition Digital Mapping – Digital Atlas Creation Some things to consider in scoping Scope Definition Digital Mapping – Digital Atlas Creation Some things to consider in scoping – Platform for access (Meta. MAP) – Format of data (Meta. MAP) – Study Area (Entire collection system) – Data Development Approach (Heads-up) – Source Material (Engineering drawings) – Level of Detail

Scope Definition Three options for level of detail – Level 1. Atlas Attributes – Scope Definition Three options for level of detail – Level 1. Atlas Attributes – Level 2. Core Attributes – Level 3. Extended Attributes Selected a combination of 1 and 3 – Level 3 for 6 specific SECAP Study Areas – Level 1 for everything else Would have liked level 3 for everything, but budget would not allow – CMOM is a big initiative and many $$ already obligated

Scope Definition Examples of Detail Levels for Mains Level 1 “Atlas Attributes” Identifier Map Scope Definition Examples of Detail Levels for Mains Level 1 “Atlas Attributes” Identifier Map reference Shape Diameter Level 2 “Core Attributes” [Level 1, plus] Material Year Built Given Slope Level 3 “Extended Attributes” [Level 2, plus] Invert Elevations Datum Plan Length

Scope Definition PROS – Graphical quality is equivalent between all three options – Less Scope Definition PROS – Graphical quality is equivalent between all three options – Less time and less money – As-builts already scanned, so research of detail information is simplified CONS – Sometimes working with profiles can show additional nodes such as change in material or change in slope – Lose some information useful in advanced applications – Deal with mix and match data Everyone is informed and OK – Move Forward

Scope Definition Tasks Organization Task 1 – Project Setup Task 2 – Data Import Scope Definition Tasks Organization Task 1 – Project Setup Task 2 – Data Import Task 3 – Sewer Atlas Update and Numbering Task 4 – Digital Sewer Atlas Creation Task 5 – Delivery Task 6 – Configuration Management Task 7 – SECAP Model Data Support Task 8 – Project Management and Administration

Project Management Plan Guiding principle – Accept the present situation and plan for the Project Management Plan Guiding principle – Accept the present situation and plan for the future Accept Present = Focus on deliverables – Atlas Maps – Meta. Map – Model

Project Management Plan Project Team – Columbus Division of Sewerage and Drainage (DOSD) – Project Management Plan Project Team – Columbus Division of Sewerage and Drainage (DOSD) – Brown and Caldwell, LLC – Prime Engineering & Architecture, Inc. Plan for the Future Coordinating meeting ESRI Columbus Office – Geodatabase – Reporting Tool – Existing Data

Project Management Plan Task 1 – Project Setup 1. 1 Document Project Specifications • Project Management Plan Task 1 – Project Setup 1. 1 Document Project Specifications • SECAP Model • Meta. MAP graphics/attributes • Atlas Layout 1. 4 Develop Work Plan

Schedule and Prioritization Work Plan Development – Only 18 months of data development – Schedule and Prioritization Work Plan Development – Only 18 months of data development – 543 Atlases to complete • Some had work done previously – “Reformats” • Others had nothing – “New” – Target • Model = Detailed attributes • Others = Simple attributes

Schedule and Prioritization 17 Submittals were arranged One submittal per month – Months 2 Schedule and Prioritization 17 Submittals were arranged One submittal per month – Months 2 through 18 – March 2003 through August 2004 – Average of 32 Atlases per month – Actually higher (61 max) because we wanted to start slowly and confirm quality and procedure Submittal #1 – Total of 6 atlases

Schedule and Prioritization Submittal #1 – “Unofficial” Prototype What were we trying to learn/confirm? Schedule and Prioritization Submittal #1 – “Unofficial” Prototype What were we trying to learn/confirm? – Format suitable for modeling – Quality assurance procedure and levels – Production capacity for City and EMH&T – Deliverable format: Digital – Deliverable format: Hardcopy

Schedule and Prioritization First priority was the SECAP data – 92 Atlases were required Schedule and Prioritization First priority was the SECAP data – 92 Atlases were required – 32 “New” and 60 “Reformats” – Accomplished in first 6 submittals – “Reformats” were in 4 of those submittals Next three (3) submittals designed to finish off core area of city and remaining detailed reformats

Schedule and Prioritization Schedule and Prioritization

Schedule and Prioritization Schedule and Prioritization

Project Management Plan Project Management Plan

Project Management Plan Highlights Tasks 1, 4, 5, 7 and 8 went very well Project Management Plan Highlights Tasks 1, 4, 5, 7 and 8 went very well – Cooperation from City – Latitude from Brown & Caldwell – Experience of EMH&T Challenges Task 2 – Data Import – Allowed plenty of time to request and receive, but apparently not enough

Project Management Plan Challenges (Continued) Task 3 – Sewer Atlas Update and Numbering – Project Management Plan Challenges (Continued) Task 3 – Sewer Atlas Update and Numbering – Designed to be turned over to City upon completion, but did not happen that way Task 6 – Configuration Management – Quarterly updates ended up being monthly due to volume/quantity To be determined Task 6 – Transfer/Training beginning now

Application Definition and Development Two relevant application categories – Production Support – End-user Applications Application Definition and Development Two relevant application categories – Production Support – End-user Applications Production Support – Atlas Tracking – SQL Server/Access front-end – Node Numbering – Web-based SQL Server – Task Management – Microsoft Outlook®

Application Definition and Development Atlas Tracking – SQL Server/Access front-end Application Definition and Development Atlas Tracking – SQL Server/Access front-end

Application Definition and Development Node Numbering – Web-based SQL Server Application Definition and Development Node Numbering – Web-based SQL Server

Application Definition and Development Task Management – Microsoft Outlook® Application Definition and Development Task Management – Microsoft Outlook®

Application Definition and Development End-User Applications – Meta. MAP® - just wanted more information Application Definition and Development End-User Applications – Meta. MAP® - just wanted more information – CMOM GIS Application - SSO Reporting – “Live” now on Internet – (http: //www. gis. columbus. gov /sso/) – (http: //gis. emht. com) – Developed by EMH&T using ORACLE®, Arc. IMS®, Arc. SDE®

Data Development Approach Source Material – – – Base Map (various GIS) [Task 1] Data Development Approach Source Material – – – Base Map (various GIS) [Task 1] Orthophotos (image files) [Task 1] Imported Data (ESRI) [Task 2] Atlas Maps (scan) [Task 3] Structure Number Atlas (scan) [Task 3] As-built drawings (scan) Preparatory Tasks Task 1 - Project Setup Task 2 - Data Import Task 3 - Sewer Atlas Update and Numbering

Data Development Approach Task 1 - Project Setup 1. 2 Prepare Source Material • Data Development Approach Task 1 - Project Setup 1. 2 Prepare Source Material • Base Map – Collect and import to Meta. MAP® • Orthophotography – 2000, 6 inch pixel TIFF = 60 GB JPEG = 7 GB • As-Built drawings copied 1. 3 Setup Customized Production Environment • Auto. CAD® in multi-user environment – Wide Area Network (WAN) connection

Data Development Approach Task 2 - Data Import – Information available from various projects Data Development Approach Task 2 - Data Import – Information available from various projects • Special engineering studies • Previous mapping projects – City provided information – EMH&T assessed for import – If suitable, then data was imported – Data attribute (SOURCE) tagged

Data Development Approach Task 3 - Sewer Atlas Update and Numbering – Sewer Map Data Development Approach Task 3 - Sewer Atlas Update and Numbering – Sewer Map Room had the up-to-date atlas without structure numbers – EMH&T had an atlas set with structure numbers – Maintenance Section had other information they wanted reflected Update and improve structure number atlases and provide to City

Data Development Approach Task 4 - Digital Sewer Atlas Creation Steps #1 Markup Review Data Development Approach Task 4 - Digital Sewer Atlas Creation Steps #1 Markup Review #2 Digitizing #3 Entry QA/QC #4 Atlas Preparation Final Checks

Data Development Approach Step #1: Markup EMH&T uses redline notes to record calculations and Data Development Approach Step #1: Markup EMH&T uses redline notes to record calculations and assumptions that are performed as part of the attribute extraction process These digital redline files are a valuable record of decisions made during data conversion that will be available for future reference in cases of discrepancy

Data Development Approach Data Development Approach

Data Development Approach Step #2: Digitizing Scanned image registered to base features Orthophotos used, Data Development Approach Step #2: Digitizing Scanned image registered to base features Orthophotos used, when possible, to assist in determining the proper placement of visible sewer features Each feature is captured as a CAD graphic element with a linkage to an associated record in the database Unique database identifier and the construction drawing reference are tagged to each graphical feature to assist in overall production checking and final quality control

Data Development Approach Data Development Approach

Data Development Approach Step #3: Entry EMH&T enters attribute information for each utility feature Data Development Approach Step #3: Entry EMH&T enters attribute information for each utility feature into the production database Data entry forms will be used to standardize data entry Drop down lists are used to restrict entry to predefined values Attributes are taken from the construction drawings When information is not available from construction drawings, appropriate placeholder values will be used

Data Development Approach Step #4: Atlas Preparation Sewer main and node features are annotated Data Development Approach Step #4: Atlas Preparation Sewer main and node features are annotated to support operations in Meta. Map® and the production of the standard 200 -scale atlas product Pipes includes diameter, flow direction and construction drawing reference Node features includes a nine-digit identifier Prepare a consistent cartographic product across the DOSD service area

Quality Control – Standards and Process Everybody was checking this data – EMH&T checked Quality Control – Standards and Process Everybody was checking this data – EMH&T checked at three different times – DOSD checked it – B&C checked it Two different types of checking – Production Testing – Acceptance Testing

Quality Control – Standards and Process Acceptance Testing – No contracted specification for error Quality Control – Standards and Process Acceptance Testing – No contracted specification for error % rate – That was not a priority – City had 20 working days – Visual checks primarily – Completeness and correctness of the atlas product – EMH&T had 20 days to correct

Quality Control – Standards and Process Independent check by Brown & Caldwell – Concurrent Quality Control – Standards and Process Independent check by Brown & Caldwell – Concurrent checks of first six submittals • SECAP Study area – 25 Atlas Sheets (5% of overall) • Visual comparison – complete – 10% random sample • Spatial positioning • Attribute completeness Confidence building and procedure development

Quality Control – Standards and Process Production Testing – No contract specification for % Quality Control – Standards and Process Production Testing – No contract specification for % error rate – EMH&T committed to fix every error found while continuing to move forward – no rejection – The detailed checking of the first six submittals was the compromise to build confidence in the deliverable BUT – EMH&T had the BEST incentive to find and fix every error as soon as we could possibly detect and repair them

Quality Control – Standards and Process Per item (Atlas) fee structure Cascading errors – Quality Control – Standards and Process Per item (Atlas) fee structure Cascading errors – The more you find and the later you find them, the more time is required to fix them – the more $$ you chew up – We certainly did not want them to get through to the client and have us fix them in numerous places and products City liked it – Invoices are simple – City only pays for what they receive and accept

Quality Control – Standards and Process What we did to avoid and remove errors Quality Control – Standards and Process What we did to avoid and remove errors Step QC Solution #1 – Markup Full review - Manual #2 – Digitizing Entry constraints: Menus Automated Checks - Self #3 – Data Entry constraints: Forms, fields Automated checks – vs. Graphics #4 – Atlas Prep Automatically generated Check plots - Manual

Quality Control – Standards and Process Quality Control – Standards and Process

Quality Control – Standards and Process Results of QA/QC program – The product is Quality Control – Standards and Process Results of QA/QC program – The product is exceptional – only 400 total errors in more than 300, 000 features converted – Brown & Caldwell indicated that this is the best data they have seen. They said they expected many more errors given the detailed nature of the work – Client has confidence in the data

Deliverable Format Tasks 5 and 6 Scope calls for following: – Digital Product • Deliverable Format Tasks 5 and 6 Scope calls for following: – Digital Product • Meta. MAP • Digital Atlas (PDF) – Hardcopy Product – Routine Updates – Maintenance Tools – Maintenance Training – Support of System

Deliverable Format However… The “future” is here… Project team is weighing our options… Deliverable Format However… The “future” is here… Project team is weighing our options…

Results and Findings Don’t be afraid to start simple – you can always enhance Results and Findings Don’t be afraid to start simple – you can always enhance it later – City has elected to prepare Level 3 attributes for all features Consider early priorities and work them in appropriately Communicate openly and frequently – Be up-front about problems and search for solutions – Resolution is more “painful” the longer you wait Develop a system of penalties and incentives to guide progress Get “expert” input and opinions whenever possible – Even if you are doing the work in-house, there are simple opportunities to get help

Results and Findings Outline expectations and obligations of all parties and stick to them Results and Findings Outline expectations and obligations of all parties and stick to them Interim deliverables for checking only, not for interim release Focus on confirming quality at every step Independent quality checks are beneficial Always perform some level of prototype or pilot project – Even if it’s and “unofficial” one Document specifications and get them accepted/approved by all parties Consider limitations of scope decisions and make all parties aware of them

Summary of Project Considerations Comprehensive Mapping Project – Scope Definition – Project Management Plan Summary of Project Considerations Comprehensive Mapping Project – Scope Definition – Project Management Plan – Schedule and Prioritization – Application Definition and Development – Data Development Approach – Quality Control Standards and Procedures – Deliverable Format

Summary of Tasks Organization Task 1 – Project Setup Task 2 – Data Import Summary of Tasks Organization Task 1 – Project Setup Task 2 – Data Import Task 3 – Sewer Atlas Update and Numbering Task 4 – Digital Sewer Atlas Creation Task 5 – Delivery Task 6 – Configuration Management Task 7 – SECAP Model Data Support Task 8 – Project Management and Administration

Questions Derek Mair EMH&T, Inc. 614 470 -9470 dmair@emht. com www. emht. com Questions Derek Mair EMH&T, Inc. 614 470 -9470 [email protected] com www. emht. com