Best Practices for the Governance of ArcGIS Online Mitigating Chaos. Presented by: Laura Kingston, Land Information Coordinator, MTO October 18, 2017

Transcription

1 Best Practices for the Governance of ArcGIS Online Mitigating Chaos Presented by: Laura Kingston, Land Information Coordinator, MTO October 18, 2017

2 Organization Overview Ministry of Transportation Ontario Industry: Government Location: Ontario - St. Catharines (HO) - London (WR) - Toronto (CR) - Kingston (ER) - North Bay (NER) - Thunder Bay (NWR) Esri user since the beginning Eddie Christmas Vacation Yes officer, it seems my husband has been abducted. The man was wearing a blue leisure suit.... He was a huge, beastly, bulging man..."

3 Ministry of Transportation Ontario Infrastructure replacement value $82 billion - 16,900 km Provincial highways Bridges, 2000 large Culverts, 4 Tunnels - 29 Remote Northern Airports - Owns or operates 9 ferry services 400,500 vehicles use Hwy 401 near Hwy 400 on a typical day 12.3 million registered vehicles million commercial vehicles 9.8 million licensed drivers GO Transit: 65 million passengers annually

4 What does MTO do? Build and maintain bridges and the highways that connect them - Pavement replaced every 15 years - Bridges re-habed every years; replaced at 75 years Keep the roads open Rules of the road - Drivers and vehicles - Road Safety Inform public - Road condition, closures, construction, traffic - Where s my Plow? For 15 years in a row, Ontario has ranked first or second in North America as the jurisdiction with the lowest number of road fatalities per 10,000 licensed drivers.

5 GIS in MTO Led by Geomatics function, Provincial Highways Management - Geomatics Office in St. Catharines - Geomatics Sections in 5 Regions IT Support through Labour Transportation Cluster (LTC) Provide GIS Support for all of MTO Common policy, standards, tools Distributed, local support - Instance of web mapping administered by each Region - and key business areas

6 Why do we need governance for ArcGIS Online? ArcGIS Online/Portal available as part of Esri Enterprise License Agreement (ELA) ArcGIS Online/Portal is starting to be used in Ontario Government - Potential solution to compliment MTO Maps, support GIS users and for field data collection Esri NT CoP active - Technical knowledge and best practices in Ontario Ministries is expanding need to expand further Use of Software as a Service (SaaS) in Ministries is not well established Obligation to be responsible - Need change management (mitigate chaos); Manage Users; Understand Cost; Security; etc. Enabling the creation of web mapping / apps by end users

7 The Need to Mitigate Chaos One subscription Multiple administrators Many producing content Large number of users

8 Einstein s desk the day he died. Ralph Morse / Time Out of chaos comes creativity When asked about his messy desk, Einstein remarked If a cluttered desk is a sign of a cluttered mind, then what are we to think of an empty desk?

9 Shared environment? Discoverable content? Steve Job s home office

10 Approach General principles: Build on existing efforts within Ontario government (and other similar organizations) Expect results to continue to evolve and expand Use MTO for context but seek value for all Ministries Share through OPS Esri NT CoP Use previous year s (EAP) credits from Esri

11 Esri Task Order - deliverables a) Workshops i. Identify governance requirements and objectives (2 days) ii. Identify gaps in best practices (1 day) b) Best Practices Governance document - Federated/coordinated management and oversight - Coordinated management of ArcGIS Online content changes managed - Content properly described - Users, groups, roles and privileges are monitored and managed - Named user accounts and credit consumption monitored and managed - Describe user support and describe end user responsibilities c) Knowledge transfer through OPS Esri NT CoP Cost: ~ $28.5 K

12 Project Timelines Date Activity October 20, 2016 Task order signed January 17, 2017 Presentation to MTO Geomatics Committee January 26&27, day workshop held in Downsview with broader OPS group April 20, 2017 Draft (v1.0) delivered April 27, day workshop held in St. Catharines for MTO May 29, 2017 Revised draft (v1.2) received shared with broader OPS group June 29, 2017 July 28, 2017 August 23, 2017 September 15, 2017 ESRI presented best practices to broader OPS group, feedback and next steps discussed Revision (v1.3) shared with broader OPS group Final revisions sent to ESRI Task order complete

13 Project Participants Task order development: - MTO: Geomatics Office (GO), Regional GIS Coordinators, LTC - HCSSO (IT) - MNRF, LIO, LRC - OMAFRA and MOECC Workshop Participants: ( optional) - MTO: GO, Reg. GIS Coord, End Users, HCSSO (IT) - MNRF, LIO, LRC - OMAFRA and MOECC - CSC (invited) - MEDG/MRIS ESRI Presentation: - Esri NT COP

14 Challenges Getting the right balance & level of detail Provide structure for ArcGIS Online use, but not constrict the easy to use nature of ArcGIS Online. Develop Best practices at useful guidance level - Not too high level - Not a how to level Different GIS structures at different Ministries

15 Best Practice: Governance Framework Committees and working groups needed to: - Make decisions that impact entire subscription - Costs, Credit allocations, content curation, data sharing policies, - Handle on-going decisions and changes in governance approach - Share knowledge and coordinate management and oversight

16 ArcGIS Online Governance MTO Roles & Responsibilities who does what - Standing item on monthly GIS Coordinating Team Meeting - ArcGIS Online Subscription Administrator - Money, policy, standards, communication, roles, - MTO ArcGIS Online Administrator - Manage local users and groups, provide support, publish authoritative content,. - MTO Data Publisher/Custodian - Publish and update content they own for others to use - Editors - Users (Create content for their own use) - Viewers (Look - don t touch) - External editors and viewers

17 General ArcGIS Online Best Practices Items Users Users Items Sharing Change Training Change Training Sharing

18 User User Naming Convention - Which user belongs to which administrator? Identity and authentication User Profiles User Management - Addition / removal process User roles Item Photo Bio Standard Users are expected to provide a profile picture or at minimum a thumbnail representing their region/department. User is expected to fill in the following details, at a minimum: Organization and/or Department Head Office or Regional Office Title Contact Info Area of expertise

19 ArcGIS Online User Roles and Privileges in MTO

20 Items Item naming conventions and organization Item Details - Metadata - Tags - Thumbnails Managing items - Cost - Keep Up-to-date - Changes Backup, archiving and data management

21 Authoritative content = more rigour Authoritative content should adhere to all best practice guidelines, be well-described, etc. Working content - No need to sweat all the details for content that is - Short-term - Project-focussed - Not broadly shared

22 Sharing Groups - Naming convention - Management - Description Publishing to Public

23 Training More training required as users take on roles with more accountabilities Training Resources Terms of Use

24 Lesson Learned Value in discussing the best practices.

25 Lesson Learned Should follow the best practices, not just write about them.

26 Future Plans Transition document into OPS Best Practices Guideline - LIO to own document on behalf of OPS GIS community going forward - Reformat document as OPS Best Practices Guidelines that can be shared externally Continue to enhance and improve - Provide forum for other Ministries to contribute information relating to their own implementation of the ArcGIS Online best practices

27 Thanks Raj Sing, GIS Lead (IT) Geoff Morton (Esri Canada) Regional GIS Coordinators, GIS Coordinating Team (GCT) Workshop participants - MOECC, OMAFRA, MNRF, LRC, LIO OPS GIS CoP Questions? Process is not the opposite of creativity. Process is the opposite of chaos.