Last Friday (Jan 15th) I sent an email to our Supervisors in hopes to further educate and/or inform them of the GIS division’s major tasks. My real goal is to begin pushing ways to improve efficiency with many of our internal processes dealing with land management.
I have developed a growing concern that internal decisions are being considered without a full understanding of how offices work and depend upon one another. There are 4 offices in Linn County that work & depend upon one another at least several times each week. These offices (plus a potential 5th) primarily deal with Land and how it is divided, recorded, mapped, regulated, valued and tax collection. There are many possible methods to improve process efficiency, however being a GISer, I am going to promote system integration. The offices speak of all work together very well and we have always talked a good talk, but no one really has taken that first big step until recently.
I’m appending an excerpt of my email attachment where I have listed the GIS services daily business and the outlook of projects being planned and work on in 2010. Several of these, however will likely take a little more time than I would like, but we all have to have something to strive for these days.
By the way, I am still waiting for a Supervisor to call or at least respond to my email…who knows blogging may be a better way to communicate?
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2010 GIS Services Outlook
The Typical Daily Property Management Workflow
The daily workflow for property management heavily relies upon the Recorders office providing the Auditor’s office with all the recorded documents to map. The average daily document count ranges from 25 to over 100 documents on any given day with an average daily count of 45 to process and maintain current real estate records. Each document is reviewed, processed in COLECT (most require varying levels of research), processed in the GIS (where GPN’s are created or mapping is necessary), and all are run through a Quality control process to verify accuracy both with the document and with our stored data.
Daily contact with the Recorder and both the City and County Assessor are a critical part of our operation in order to maintain current up-to-date property records. Many automated procedures have been put into place over the years, however until the property management system (COLECT ) is replaced and the Assessors are fully integrated daily contact will remain highly important.
Linn County GIS expanded Support
The GIS portion of the property management system is considered to be a matured product, meaning it is currently in a maintenance state. GIS has and continues to expand its services to many County departments as well as the general public. Management of the property system continues to absorb over 60% of our resources, allowing development of new technologies, projects, services and general administration only to be fit in as time permits. We have extended a medium level of services to Planning and Development, Sheriff’s office and recently with the County Assessor over the years and many smaller projects & services to Secondary Roads, Health, Conservation and the Supervisors.
Several of our larger projects not directly tied to our daily work:
1) Sheriff’s Office – Web enabled mapping product to assist with managing Sex Offender residence. Primarily used internally by the Sheriff’s office to inform their staff where sex offender can or cannot live at the time the sex offender registers their new address.
2) Planning & Development – Assisted with completing and now managing tool used by Planning to determine development scoring. Tool is called LESA and is scheduled for total rewrite as time permits due to changes in our technology.
3) Co. Assessor – Land Exemption layer created to enable the Assessor to track and analyze Forest Reserve and Slough Bill areas for the first time. Major benefit is that it accurately illustrates the validity of each area. In some cases we have found areas that do not qualify or have had overlapping exemptions.
4) Conservation – Building a land maintenance tool to track land owned, maintained and managed by Linn County Conservation.
5) EMA – Support EOC operations during any activation as well as during drills. The GIS abilities during the Flood of 2008 supported pre-flood predictions, evacuations, reentry safety, affected properties (Commercial, industrial & residential) and assisted with many after event analysis projects
Current Major Projects
Several major projects are beginning to demand more and more time from the GIS group. It is viewed that with each of the listed projects below will greatly improve County business making our processing more efficient, reliable and useful to all County departments, local business and the general public. It is not believed that workload will be reduced largely due to the ongoing maintenance and support that will be required as well as the many new products that will come about due to data accessibility and analysis. This list has been narrowed to 3 high priority projects:
1) Replacement of COLET (mainframe) – Data behind the map shape is what makes GIS a powerful tool. The weakest point of Linn County’s GIS is the reliance upon COLECT (mainframe) largely due to the inability to make system changes and add important Geospatial attributes that was not important 30 years ago. The MS Govern project or the tool chosen to replace the mainframe is the next major benchmark for GIS in Linn County being able to support many more needs.
2) Integration with Assessor’s appraisal system (Vanguard or VCS) – this will provide the Assessor’s office to compare neighborhood sales data and produce study areas with a map. Over the next several years during their re-evaluation process, this integration will tightly support and illustrate changes needed or validate no change. Ongoing analysis will support new development and allow for areas to be tweaked based upon data.
3) Revamp Web GIS – Current tool is a powerful economic development tool used by nearly 120 unique visitors per day. Future changes include a much more simplified end-user interface as well as being connected to much more data and display designs as it becomes available.
Future
1) Constantly research, discover & implement efficiency improvements for internal work as well as for any County department.
a. Geospatial permit tracking system (Planning, Health, Engineering)
b. Snow removal analysis & routing
c. County projects status reporting
2) Heavy focus on Economic Development, continue to push accurate data out to the masses. Data availability is very important and it needs to become public domain data (free to use).
3) Expand and support mobile business practices for those departments with a mobile staff
a. Blackberry mobile GIS availability and data collection
b. GPS support
c. Non-Blackberry mobile support