Definitions

Project Idea

• someone recognizes that their current system of dealing with information storage, retrieval, and use is inadequate
• sometimes the amount of information reaches a "critical mass" at which point updating records becomes ponderous and locating up-to-date records is nearly impossible
• individuals or groups often begin to think about implementing a GIS after being exposed to the technology at trade shows or professional meetings and seeing that other organizations have found a "better way"

Project Formation and Plan

• assesses current (pre-GIS) status
• determines the direction of development
• identifies potential applications

Set goal and estimate cost for next step

Present system and functional requirements study

• there must be a clear definition of the functions provided by the manual system (or DP system) already in place
  • inventories maps and reports used
  • inventories maps and reports produced
  • inventories procedures used for flow of work
  • notes frequency of procedures and operations
• user needs analysis
  • what do users think of existing system?
  • what would they like to improve?
  • what new products or procedures would they add?
• the resulting list of functions, along with any new requirements, will define the project scope

It is pointless to implement a GIS that is not capable of handling all the functions an organization needs. The Functional Requirements Study should describe in detail the products required from the system, the data available for the system, and the functions required to generate the products from the data. It is important that the functional requirements of a project are well understood, so that both management and vendors can assess the suitability of a given product or system to the project.

The Texas Water Commission undertook a Functional Requirements Study for its Geographic Information System which resulted in the generation of a Requirements Definition Report. This document, close to 200 pages long, outlines the current functions of the TWC and defines its GIS relationships with other State agencies.

Financial Feasibility Analysis

• weighs costs of current system against costs of GIS implemetation, including pilot studies, hardware and software acquisition, system development, data acquisition, training

Set goal and estimate cost for next step

Request for Proposal

• The RFP should clearly outline the functional requirements of a system. It should specify:
  • the type of database
  • the sourse of database information
  • database functions and procedures
  • needed output

It allows vendors to identify which of their systems best suits the needs of a given project. The RFP should allow the vendors to tailor technical solutions to meet a project's functional requirements.

The RFP should not impose technical solutions on a vendor, even if the user has specific technical solutions in mind. The vendors are generally the experts at developing system configurations which satisfy a user's requirements, and the configurations suggested by various vendors will help the user predict the feasibility of successfully implementing a project. Vendors will suggest the size of the CPU, number of input and output devices, and software configurations.

The vendors' responses should include a detailed list of technical solutions, timetables for system implementation, and costs.

System Selection and Benchmarking

Benchmarking is a process which minimizes the risks associated with system selection by testing each system's exact capabilities. A test dataset is run on each system under consideration to determine how well it handles the functional requirements of the project.

The same series of tests should be run on each system and should be designed to test specific capabilities along with general user-friendliness and ease-or-use.

Benchmarking is the time to determine the flexibility of each system. For example:

• can changes be made to the database structure after the initial setup and, if so, how difficult are such changes?
• Can user-defined functions be added to the system?
• Can custom applications be created?
• Is there a programmer's interface for the development of such applications?
• Does the system have adequate security feature built-in?
• What are the networking options?
• Are response times significantly different during periods of high and low-loading?

Risk Analysis

• possible risks:
  • hardware or software may not live up to expectations
  • cost of implementing GIS may be higher than current system

Set goal and estimate cost for next step

Detail design

• database specifications
• graphics specifications
• report specifications
• interfaces
• calculations
• specialized applications

Development

Prototype

Conversion

Pilot Project

• There are two possible formats: demonstration and prototype
• last step before full implementation of the system

• demonstrate capabilities
• verify estimates of costs and benefits
• test alternatives
• provide a means of communicating project potential to users and management
• test procedures for training, production, management, and maintenance
• evaluate hardware and software

Set goal and estimate cost for next step

Full implementation