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GIS Users Best Practices, Policies and Procedures City of Puyallup - GIS Users Committee Adopted March 19, 2009 Table of Contents I. ACCOUNTABILITY 3 A. Responsibility to adhere to City of Puyallup GIS and Pierce County GIS Best Practices, Polices and Procedures 3 II. GIS ACCESS 3 A. Process for Acquiring a GIS Seat 3 B. Application Access Security 3 C. Termination / Reassignment of an account 4 III. DATA 4 A. Pierce County Data 4 B. City of Puyallup Data Access 4 C. Digital Data and Secondary Dissemination 5 D. Pierce County Digital Data Requests 5 E. Pierce County Digital Data Requests by City Hired Consultants 5 F. City of Puyallup Digital Data Requests 6 G. Working Data –vs- Production or Finalized Data 6 IV. METADATA 7 A. Metadata Format 7 V. DATA MAINTENANCE 8 A. Data Maintenance in the CountyView Menu 8 B. Maintenance of City files on Pierce County Data Server 8 C. Local ArcGIS License/Data in EOC 8 VI. GIS DATA CREATED UNDER CONTRACT 8 A. Deliverables 8 VII. MAPPING 9 A. Hardcopy maps 9 VIII. GIS USERS COMMITTEE 9 ---PAGE BREAK--- GIS Users Best Practices, Policies and Procedures 2 11/12/2013 H:\GIS\Users\Users Committee\Documents_and_PDF's\BPPP\GIS Users Best Practices-2013.docx Our Mission Statement: The goal of the GIS User’s Committee is to assist our members in the application of GIS technology in the performance of their duties, by providing a forum for communication and education. May 19, 2005 A. Membership 9 B. Meetings 9 C. Meeting Attendance 9 D. Membership and the Emergency Operations Center (EOC) 10 IX. MISCELLANEOUS 10 A. Communication of GIS-Related Information and Events 10 B. Meetings of Interest to GIS Users 10 ---PAGE BREAK--- GIS Users Best Practices, Policies and Procedures 3 11/12/2013 H:\GIS\Users\Users Committee\Documents_and_PDF's\BPPP\GIS Users Best Practices-2013.docx Our Mission Statement: The goal of the GIS User’s Committee is to assist our members in the application of GIS technology in the performance of their duties, by providing a forum for communication and education. May 19, 2005 I. ACCOUNTABILITY A. Responsibility to adhere to City of Puyallup GIS and Pierce County GIS Best Practices, Polices and Procedures Each GIS user shall be responsible for following the adopted City of Puyallup GIS Best Practices, Polices and Procedures. Policies and procedures outlined in Pierce County GIS (PC-GIS) Subscription Services/Polices (August 2007) and Exhibit B documents shall also be adhered to. Supervisors of GIS Interns are responsible for assurance that the intern follows these practices, policies and procedures. II. GIS ACCESS A. Process for Acquiring a GIS Seat GIS is funded by the IT budget each fiscal year. Any department requesting GIS applications or access can request IT to budget for new seats for their department during the coming year’s budget cycle. The GIS Coordinator will assist departments to determine which application best meets the projected needs of the employee or department. The process for acquiring a GIS seat is dependent on whether the seat is for an existing employee or a newly hired employee. An existing employee must submit a GIS Application Request form signed by their supervisor. A Help Desk ticket is also required. The IT Manager and GIS Coordinator will discuss the application prior to a decision. If the application has been approved the GIS Coordinator will work with the applicant to gain access and schedule training. Forms required by PC GIS are completed once the GIS application has been approved. For a newly hired employee to get GIS their supervisor must complete a GIS Application Request form and New Employee Equipment Support form. The IT Manager and GIS Coordinator will discuss the application prior to a decision. If the application has been approved the GIS Coordinator will work with the applicant to gain access and schedule training. Forms required by PC GIS are completed once the GIS application has been approved. B. Application Access Security As defined in Pierce County’s GIS Subscription Services/Polices (August 2007) and Exhibit B documents and as signed by all City online GIS users; passwords and usernames are not to be shared with supervisors, other staff, or with any member of the public. If a staff member has a need for GIS information or product, the request should be made of an existing GIS user within their department. If the staff member has an extended need ---PAGE BREAK--- GIS Users Best Practices, Policies and Procedures 4 11/12/2013 H:\GIS\Users\Users Committee\Documents_and_PDF's\BPPP\GIS Users Best Practices-2013.docx Our Mission Statement: The goal of the GIS User’s Committee is to assist our members in the application of GIS technology in the performance of their duties, by providing a forum for communication and education. May 19, 2005 for GIS and needs access, they should go through the process outlined in the previous section. Ultimately access will depend primarily on need and secondarily on seat availability and/or budgetary constraints if a seat is unavailable at that time. C. Termination / Reassignment of an account In the event that a GIS user leaves their current position, it is the responsibility of the user to notify the GIS Coordinator in a timely manner. The GIS Coordinator will notify PC GIS to terminate access and request all associated charges be discontinued. If a position using a CountyView application is vacated and will not be back filled in a timely manner, that position’s supervisor should make every effort to develop a plan for the use of the seat within 30 days. If the supervisor does not create a plan within 30 days, the GIS Coordinator may reassign the seat. III. DATA A. Pierce County Data Access Pierce County online GIS clients have access to the CountyView application and regional datasets during normal business hours. Data includes County data and other agency data that have granted permission for the data to be viewed and used for analysis in the CountyView application. City GIS users utilizing the QV application have access to a limited predetermined set of Pierce County and City of Puyallup data during normal business hours. B. City of Puyallup Data Access City of Puyallup data is available within CountyView. The data is listed under data source/Puyallup and is available for general use by everyone having access to CountyView during normal business hours. Data sets developed for a project by a CVPro user are kept in that user’s personal directory on Pierce County’s server. Data sets developed for general use by a CVPro user may be kept in the cty_puy\data\generalinfo directory. These data sets must include metadata. Data sets that do not have metadata should not be stored in the generalinfo directory. CVWeb users keep created data and or maps on their individual desktop computer’s hard drive. General info data used by CVWeb users is kept on their individual desktop computer’s hard drive. ---PAGE BREAK--- GIS Users Best Practices, Policies and Procedures 5 11/12/2013 H:\GIS\Users\Users Committee\Documents_and_PDF's\BPPP\GIS Users Best Practices-2013.docx Our Mission Statement: The goal of the GIS User’s Committee is to assist our members in the application of GIS technology in the performance of their duties, by providing a forum for communication and education. May 19, 2005 C. Digital Data and Secondary Dissemination Extraction of digital data from the CountyView application and Pierce County servers is prohibited as per the Exhibit B (CVPro) and PC GIS Subscription Services/Policies (August 2007) (CVWeb and Quick View) that all online GIS users have signed. Data listed via the data download agreement, Memorandum of Understanding (MOU) #17729, is preapproved for download for those applications only. Secondary dissemination of digital data is not permissible except where pre-approved on a case-by-case basis by PC GIS as agreed to in MOU #16334. A record of the request and approval must be on file with the client contract at Pierce County. D. Pierce County Digital Data Requests City of Puyallup GIS users cannot disseminate PC GIS digital data to any requestor. Requests for Pierce County’s GIS data should be directed to PC GIS. Data that is under data agreements with other agencies will not be disseminated by the City. The source agency should be contacted for their digital data. Metadata will give data contacts for all datasets currently available in CountyView. Questions about data dissemination may be directed to the GIS Coordinator. E. Pierce County Digital Data Requests by City Hired Consultants Pierce County data requests by city hired consultants may be made directly of PC GIS. The GIS Coordinator will help with these requests if asked. The requests should follow procedures stated in ‘City of Puyallup Digital Data Requests’ below. The GIS Users Group can share up to the first 100 CountyView support hours to cover the cost of County data when requested by city hired consultants of Pierce County GIS. City staff acting as a project manager for the consultant must have on file a signed and dated contract prior to authorization of the use of CountyView support hours on a County data request. Eighty (80) CountyView support hours will be reserved solely for use by the City’s GIS users. ---PAGE BREAK--- GIS Users Best Practices, Policies and Procedures 6 11/12/2013 H:\GIS\Users\Users Committee\Documents_and_PDF's\BPPP\GIS Users Best Practices-2013.docx Our Mission Statement: The goal of the GIS User’s Committee is to assist our members in the application of GIS technology in the performance of their duties, by providing a forum for communication and education. May 19, 2005 The use of CountyView support hours in this manner does not alter the submittal and approval process currently used by Pierce County GIS and the City’s GIS Coordinator. City staff requesting CountyView support hours cover the cost of County data requests made by their hired consultants must have language within the contract requesting GIS data as a project deliverable prior to or at project completion. All GIS data deliverables will adhere to City GIS data standards. Using CountyView support hours in this manner will be reviewed yearly in case adjustments are needed. F. City of Puyallup Digital Data Requests City of Puyallup digital data requests are received by the Clerk’s office as a Public Records Request and processed by the GIS Coordinator. Departments that created the data or the designated data custodian(s) may be consulted during the request process. Procedures for dissemination of digital data shall be followed. These procedures include a signed and dated Public Records Request form and Digital Data Disclaimer that must be received by the GIS Coordinator prior to data release. The completed request should include metadata, .lyr file (if used), and all related files. The City Clerk’s office processes all Public Record Requests and is responsible for maintaining the ‘official’ Public Record Request record. A public records request log of all GIS data requests completed by the GIS Coordinator is optional. G. Working Data –vs- Production or Finalized Data Working data (data that is created, edited or copied for use by a user) should remain in the CVPro user’s directory. Production, or finalized, data is data that may or may not be deemed ready for the CountyView menu, but may be usable to other CVPro users. Each division has a sub-directory under the cty_puy\data directory, which is where the division should put production data. Keeping working data and their copies out of city_puy\data directory goes a long way to limit confusion. Work in an individual’s directory shall be considered as works in progress and not for production use by other CVPro users. All CVPro users must sign and agree to the terms/processes outlined within the Individual Directory and Data Protocol for using another CVPro user(s) production data and/or map. If a request is received by a user to change and/or edit data or a map that is not their own then the request should be redirected to the ---PAGE BREAK--- GIS Users Best Practices, Policies and Procedures 7 11/12/2013 H:\GIS\Users\Users Committee\Documents_and_PDF's\BPPP\GIS Users Best Practices-2013.docx Our Mission Statement: The goal of the GIS User’s Committee is to assist our members in the application of GIS technology in the performance of their duties, by providing a forum for communication and education. May 19, 2005 map or data custodian. It is acceptable to copy another CVPro user’s .mxd as long as the path name on the face of the map is changed. Data in the original .mxd must be sourced in the copied .mxd. If the original source data is to be edited, it must be first copied to another directory. All efforts will be made to notify the original data/map custodian. However, if there is data or a map a CVPro user wishes to utilize for other reasons the directory owner must first be notified and notification acknowledged prior to use. When production or finalized data is ready for upload to the CountyView data menu, the data developer should notify the GIS Coordinator. It is the GIS Coordinator’s responsibility to make sure that metadata meets a completion standard as outlined within this document. The GIS Coordinator will work with the data developer and the City’s PC contact to determine which application will benefit from the data. If the data is deemed beneficial to QV users, then the data developer and GIS Coordinator will determine which attribution will be included in each QV function. The GIS Coordinator will organize the upload with the PC GIS contact. This will be accomplished by emailing the location of the data and the name that should appear in the menu, and the menu category (from the existing available categories). The PC GIS contact will add the data to the designated menus. IV. METADATA A. Metadata Format ArcGIS metadata standard found in Arc Catalogue will be used. An ArcGIS metadata template is available for importation and can be found in the City’s home directory located at H:\data\metadata\metadata_shapefile.shp. All canned information is provided but should be reviewed prior to finalization. The maximum amount of information possible including but not limited to Summary, Description, Citation Contact, Citation Dates, Lineage (process step and process contact), Explanation of data within fields, and Metadata contact will be completed for each shapefile. Data to be added to the CountyView menu system must have metadata available for other GIS users to view. Production data kept in the cty_puy\data\generalinfo directory will have metadata stored in the same directory as the shapefile. Working data is not required to have metadata. The GIS Coordinator is available upon request to assist with the creation of metadata. ---PAGE BREAK--- GIS Users Best Practices, Policies and Procedures 8 11/12/2013 H:\GIS\Users\Users Committee\Documents_and_PDF's\BPPP\GIS Users Best Practices-2013.docx Our Mission Statement: The goal of the GIS User’s Committee is to assist our members in the application of GIS technology in the performance of their duties, by providing a forum for communication and education. May 19, 2005 V. DATA MAINTENANCE A. Data Maintenance in the CountyView Menu Maintenance of data that is put in the CountyView menu by a GIS user is the responsibility of the user, not PC GIS. The data custodian is usually the best judge of currency and if maintenance is needed. An annual review (at a minimum) of the data in the menu should be made to ensure currency. B. Maintenance of City files on Pierce County Data Server City GIS users currently have 17 GB of shared disk storage available on the County server. If GIS users exceed their shared disk space, errors will occur that will indicate to PC GIS that the disk is full. The PC GIS contact will notify the GIS Coordinator who will in turn notify users of the immediate need to organize and clean up files where possible. In order to best utilize this storage space and avoid confusion, it is recommended that all GIS users and data custodians review the data in their directories annually to remove duplicates, clean up temporary files, and organize the datasets. It is also recommended that users conduct a file review and cleanup all projects upon completion. C. Local ArcGIS License/Data in EOC There is one City owned license of ArcGIS in the EOC. The license is loaded on the ‘Planning Unit’ computer. This is for exclusive use in the EOC in the event of activation and or when communication with Pierce County’s GIS system has been cut off. A data CD has also been provided and the datasets are maintained by the GIS Coordinator. The ArcGIS and data CD should be kept in a secure location to prevent misuse of this license, but the location should be known to all GIS users and the EOC Response Team who may be called to serve the EOC in the event of activation. VI. GIS DATA CREATED UNDER CONTRACT A. Deliverables All GIS data created under a City of Puyallup contract for the City will be delivered on CD/DVD in an ArcGIS-compatible format, ie. shapefiles, layers, and file geodatabases. AutoCAD .dxf files may be submitted in lieu of a shapefile so long as all necessary documentation for metadata development is also submitted. Metadata should be included (in an .xml or ArcGIS 10 metadata format) using the ArcGIS standard, as well as an index to the data. All created data should be in NAD_1983_HARN_StatePlane_Washington_South_FIPS_4602_Feet, Lambert_Conformal_Conic projection to ensure compatibility with other City GIS data. The vertical datum North American Vertical Datum of 1988 ---PAGE BREAK--- GIS Users Best Practices, Policies and Procedures 9 11/12/2013 H:\GIS\Users\Users Committee\Documents_and_PDF's\BPPP\GIS Users Best Practices-2013.docx Our Mission Statement: The goal of the GIS User’s Committee is to assist our members in the application of GIS technology in the performance of their duties, by providing a forum for communication and education. May 19, 2005 (NAVD 88) should also be used. If data being created will be added to existing datasets, the city can assist with attribute development and information in advance for the contractor to follow during data creation. VII. MAPPING A. Hardcopy maps Hardcopy maps may be provided to the public as deemed appropriate by the GIS user. The cost of hardcopy maps will be determined by the current adopted fee schedule. It is not recommended that tax parcel boundaries be overlaid an orthophoto and printed for the public. VIII. GIS USERS COMMITTEE A. Membership Committee members include GIS users that use CountyView (CVPro and CVWeb). The PC GIS contact person is also a member of the committee. QuickView users are not committee members but have an open invitation to attend the meetings. The Committee Chair Person is the only elected committee position. The committee will elect a Chair Person at the last meeting of a given year to a one year term beginning January the following year. A person can be re-elected to a recurrent term. The Chair Person will act in an executive and administrative capacity on behalf of the committee. The Chair Person is responsible for facilitating the meetings and membership attendance. The minute taking will be rotated amongst all committee members on an ongoing basis. A standardized format will be used. Minutes will be posted to the GIS intranet webpage within one week of each meeting. The GIS Coordinator is responsible for the meeting agenda. B. Meetings Meeting dates and times for any given year, and the designation of meeting minute takers, will be take place during the last meeting of the year. These will be posted on the City’s GIS intranet page A quorum is not necessary for the valid transaction of GIS business. C. Meeting Attendance All CountyView (CVPro and CVWeb) users are strongly encouraged to attend meetings. While this may be impossible in some instances, it will be ---PAGE BREAK--- GIS Users Best Practices, Policies and Procedures 10 11/12/2013 H:\GIS\Users\Users Committee\Documents_and_PDF's\BPPP\GIS Users Best Practices-2013.docx Our Mission Statement: The goal of the GIS User’s Committee is to assist our members in the application of GIS technology in the performance of their duties, by providing a forum for communication and education. May 19, 2005 the user’s responsibility to notify the Committee Chair or GIS Coordinator of their absence. If the absentee member wishes they may send someone in their stead. D. Membership and the Emergency Operations Center (EOC) The GIS Coordinator and the Director of Emergency Management will work closely together to establish a list of experienced-based CVPro users who will be assigned to shifts during EOC activation. CVPro GIS users will be called to help in the EOC in the capacity of GIS support to the EOC staff. IX. MISCELLANEOUS A. Communication of GIS-Related Information and Events Communication of City of Puyallup GIS related information and events will be relayed on IT’s GIS intranet page, user group meetings or through email from the GIS Coordinator. B. Meetings of Interest to GIS Users Announcements and invitations to meetings within the PC-GIS community and GIS community at large will be sent via email from PC GIS staff or the GIS Coordinator.