Departmental Collaboration

Chris Cappelli and Harry Moore demonstrate how the State of New Jersey uses ArcGIS 10.1 for address management.

Oct 9th, 2012

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00:01One of those patterns that we've helped you learn over the past couple years, is you would use a custom Flex viewer…

00:06…or Silverlight viewer to create your own application.

00:10The idea now is that you would configure a web map and then any web map you choose, you can use one of these…

00:16…template web apps.

00:19So you don't need to be a coder in order to create a rich, web-based editing experience.

00:25That's the idea behind it.

00:27So it's sort of like a wizard-driven approach to creating web apps or mobile apps, or actually apps that you can use…

00:34…on any device.

00:37Just leave it at that, simply.

00:39The other thing is, Harry moved from the desktop to the server.

00:42In this case, he highlighted a server that was on premise.

00:45Not all your data - and as a matter of fact, none of your data - actually needs to use the cloud.

00:49In this case, no data was in the cloud.

00:52The data was always on his local server.

00:55The only thing that was out in the cloud was the application.

00:59And that application was just helping you consume information through your login, just the same way as if it had been…

01:05…back on your own servers.

01:08So you're using that hybrid approach I talked to you before.

01:11On-premise servers, cloud-enabled application, together, created a configured environment you didn't have to code.

01:19That's a key message.

01:21Now let's actually see how the state of New Jersey is undertaking a statewide addressing project using this kind of…

01:28…patterned approach.

01:45One of the things that's unique about GIS, or different anyway, is that collaboration and sharing has always…

01:51…been a big part of the way that GIS practitioners operate.

01:55And I think that sets it apart from the way that government agencies, in particular, use a lot of other technologies.

02:02But the way that we do that collaboration and sharing has been changing.

02:06It used to be that we had GIS specialists sitting at their desktops, doing their thing, and then…

02:13…sending data back and forth to each other.

02:16Now, what we're able to do, using online systems and by linking those online systems with the desktop systems…

02:23…we have a much more intimate level of collaboration.

02:27ArcGIS Online has provided another tool in the toolbox for us here.

02:31It allows us to leverage the investment that we've got, both in data and map services, with ease of use.

02:41It allows, it enables other people to get their message across and that's one of the biggest strengths, is that…

02:53…it allows them to do it.

02:54Our work with addresses is one example of that.

02:57We have, at the state level, the ability to do a lot of sophisticated processing to bring together things like property…

03:04…tax records, voter registration, and other good sources of address data.

03:11And we can do that processing statewide all at once and create a single dataset from that.

03:18The difficulty we have at the state level is that we don't have people out on the ground.

03:22We don't have local knowledge.

03:25New Jersey's not a large state, but it's still not possible for us to cover the entire area from the capital.

03:33The state asked us about address points as a pilot, and used Monmouth County since we were already developed…

03:39…with GIS in place and have a good relationship with our municipalities.

03:44So with one county you can communicate with 53 municipalities and get them to submit address changes.

03:52They'd know if a business has opened or closed or if there is a development that not only has been approved, but they…

03:59…have a certificate of occupancy and have new addresses and new names and locations.

04:04Those municipalities could enter that information, then at the county we can pull that out, know which municipality…

04:10…and which person at the municipality has edited that.

04:13The value is really having control over the address points and adding fields, adding information, linking it to other…

04:19…datasets, and having complete control over that data.

04:23So we have local law enforcement personnel using the address data in their local-based dispatch systems, and then…

04:32…we have the same data that we'll be providing to the state police dispatch center.

04:37And then any corrections that either of those groups can contribute to us would go back out to all the users.

04:43And that address data is also used in other non-law enforcement, non-public safety applications - business locations…

04:51…or simple geocoding tasks.

04:53And we're able to build all of those off of one common enterprise dataset.

04:58There's no doubt that the use of maps as a medium is going to continue to increase.

05:02And my main goal is, as that transformation continues, I want to make sure that we continue to have…

05:08…the same level of quality that we've always had.

05:11And so our focus is going to continue to be on the underlying data.

05:17And I think that the ability to put that out in different combinations is going to open up a lot of new possibilities.

05:24And we just need to make sure that those messages are including the right information.

05:35So it's a fairly ambitious project, the notion of actually collaborating with multiple scales of government to create…

05:41…a statewide location file.

05:44A location file that indicates every known point address.

05:48I'd think five years ago that was something that we would dream about, would look about as impossible.

05:54I was going to suggest going forward that's something that's something that's not only possible, it's becoming…

05:58…more practical.

06:00Because as more municipalities start to use GIS or start to use applications sponsored by the county, and the…

06:07…counties collaborate with state agencies, now all of a sudden you're starting to make what was once…

06:11…impossible, practical.

06:14So it doesn't require lots of expertise, it also doesn't require lots of horsepower or capital investment.

06:22It's something that could be approached both as a project-level thing, but also as something that's an ongoing project.

06:27Something that gets updated once a month or as new addresses are created.

06:32So it just starts to create a new pattern of being able to do kind of community basemapping using authoritative people…

06:39…and authoritative sources to create what is ultimately the best locator file.

06:46That's what I appreciated so much about this particular story.

06:51So the next thing we wanted to show you was an example of departmental collaboration.

06:56So it's one thing for agencies to share outside of their agencies and then collaborate; it's another thing to enable…

07:03…people within an organization to actually collaborate across that organization's internal boundaries.

07:10Or even just within its one department.

07:13So we continue to find example use cases of people who are trying to enable individuals who, they're colleagues…

07:20…and workers, but have no experience with GIS but also have experience using an iPhone or an Android…

07:29…or a WinPhone in their own personal life.

07:32How can we mix those two things together to make their job easier but also provide more insight for the organization…

07:38…or, in this case, the department?

07:40So one of our early adopters happened to be a very small city in the United States, you may have heard about it…

07:47…New York City.

07:48That was a joke, that's okay.

07:51Small city, so it's about the size of Redlands, I think.

07:55Yeah, okay, it's not a sexy topic.

07:58But it is a practical example of somebody really trying to solve a real problem using a map and connecting that map…

08:06…and the notion that the people in the field understand that the people back in the office care.

08:11And the people in the office understand that the people in the field really care about the information that they're using…

08:16…day to day.

08:18In Harry's example, you're going to see a practical use of the collaboration.

08:24He's going to actually explain how to create it.

08:26And then you're going to hear from New York City how they actually do it, and how it's changing the way they approach…

08:33…their business.

08:34So Harry, go ahead.

08:35Alright, thank you.

08:37So here's the deal.

08:39We wanted to be able to create an application that can be used out in the field by the field crews to help manage…

08:45…the thousands and thousands of assets that the Public Works Department will have.

08:51So what I've done here is, I've already logged into the iPad.

08:54But this time, I've logged in as Cecil Bruce, who is part of the Public Works Department.

09:00And he's part of a group that goes out and manages the furniture assets within the city.

09:07Because I've logged in with his account, notice when I click on the My Groups, I actually have a selection of different…

09:21…groups that I've had before.

09:23That's because Cecil is not a part of all the groups that you saw earlier.

09:27The group we want to look at is Public Works group.

09:30There's three maps that are available to him - one about the street furniture asset, and two about current…

09:36…improvement projects.

09:38When I click on the street furniture asset, we're going to open up the web map that we've created.

09:43This web map was created just like the other web maps that we'd created time and time again, and I've enabled editing…

09:52…so that we can do field editing.

09:55With the iPad, all I have to do is click on this button in the upper left-hand corner, which will give me a drop-down…

10:00…menu of things I can add to my database.

10:05Cecil and his crew just got done installing a bus shelter, so I'll go ahead and click that and drop that on the map…

10:12…right where it was installed.

10:14Also, the install date was today.

10:18The condition is automatically excellent, because it was just put in, and it's owned by the city.

10:25Now you'll notice with those three dialogs that I just went through that I had a pick list.

10:30For those of you who have ever used domains, that's where all this information is coming from.

10:35Inside the geodatabase there's domain set up, and they're honored in the editing environment within the iPad.

10:44So we'll go ahead and actually add an attachment to this as well.

10:48So there's many times when having a picture is literally worth a thousand words and could help us understand…

10:53…more about our assets.

10:55So I'll go ahead and add a picture directly to this feature.

11:00I've already downloaded some photos, so I'll go ahead and add my bus stop photo to that and finish it.

11:07And now you can see that my symbol is also updated.

11:11While out in the field, though, Cecil and his group notice that there is a missing trash can that was not on the map.

11:17And this is important.

11:19Having missing assets can mean some problems.

11:22That trash can may not be cleaned or emptied on time.

11:26Also, if we're managing other agencies' assets, that means that there is a reduction in the amount of time we can…

11:32…spend in managing our own.

11:34So Cecil being the most responsible Public Works worker that he is, goes ahead and grabs a trash can, places it on the map…

11:42…where he sees it, knows that the condition is good, but not sure who it's owned by.

11:50So we're going to switch it to Unknown and then, of course, we'll go ahead and add a photo like we did before of that…

11:57…particular trash can, and finish that.

12:01So now that information has been put back into the geodatabase.

12:07So, one of his coworkers directly inside the office is viewing that exact same web map.

12:18And as soon as an update is made to this map, the points appear.

12:25Now these points have all the information that we just saw, including the linked images.

12:29So when I click on that, you can see the larger image of the actual bus shelter.

12:37So that's the exact same data symbolized the same.

12:40What I want to do now is pose a question to you.

12:43What if we can symbolize this data differently for a different person or someone whose responsibilities…

12:49…are different?

12:51I know you guys have done this many times in ArcMap.

12:53You've brought the same layer in twice and you just symbolize it differently.

12:56Well, I've done the same already.

12:59So here I have an application that we created, just like I created the one previously for you.

13:04It's called Questionable Asset Reports.

13:06Imagine the director or the manager of this field crew in Public Works having an application like this.

13:13It's the exact same data, except it's now symbolized based upon the ownership, right, because it's the field crew's…

13:20…responsibility to find this stuff, and it's usually somebody else's responsibility to determine who the ownership is…

13:26…and who manages and maintains this.

13:28So within this application we have exactly the same information.

13:31Here's that street furniture with the trash can, it was unknown, we don't know who it's managed by.

13:37We can see the photo that was attached and, after doing more research and contacting more people within the city…

13:47…the manager can come in here, click the Editing button, and change this from Unknown to City-Owned…

13:53…because, in fact, it was just a missing asset.

13:56And when that happens, notice that the symbology has been updated as well.

14:02So that's how we can use one piece of information in two different ways to answer two different questions.

14:12So let's see how I made this.

14:14And where do you think I'm going to start?

14:20Okay, what'd you say?

14:22Logging in.

14:23Logging in? Oh, that's close, but I'm going to actually start somewhere else.

14:27Where'd I start my last demo at?


14:33Alright, someone deserves a water bottle, whoever would've said ArcMap, I don't know.

14:37Oh, thanks a lot. Who was that?

14:38So what did you say to me, I couldn't hear it?


14:41There you go! See, look at that!

14:44Nice try.

14:47I think you just wanted me to walk around, thank you.

14:52So generally, this is how we start in ArcMap.

14:54We have a map book, and many of you probably purchased one like this.

14:58One of the issues with printing a map book is that as soon as you print it, any updates you do are now out of date.

15:05Also, I used to work for a city and created many map books.

15:10And I hoped that the field crews would write legibly so that I could understand what the heck they put on this map.

15:16So instead of using this workflow, I'm actually going to propose something different.

15:22Harry, did you make that map?

15:23That map book?

15:24Yeah. That's really nice.

15:26Yes. Don't you like that?


15:28Well, when you need the white background.

15:31Harry, I was kidding.

15:33Oh, okay.

15:37What I want to do is actually symbolize that data a little differently.

15:42And one of the other benefits of a geodatabase is that I can add attachments to any feature class.

15:49And an attachment is stored in a relationship class.

15:52So let me show you how I've done that.

15:54Here's my street furniture.

15:56Right-click, go to the New at 10.1 Manage dialog box, and I can just go ahead and create attachments.

16:04Now, that happened really quickly, so I'll review what it did.

16:08It made a table inside my geodatabase called streetfurniture_attach.

16:13This table is going to maintain the pictures.

16:16It also made a relationship class.

16:19And that relationship class maintains the relationship between the feature and all those images, and it connects them…

16:25…so that they're always related together.

16:28And this is much better than a URL, because if I just reference pictures by URL and I change the location of those photos…

16:36…or those pictures, or something in that URL changes, I now have a broken link; and I don't want that, because…

16:41…I want to maintain connectivity with these photos.

16:46So now that I've enabled these attachments, the next thing I have to do is share this information.

16:52And I'm going to share it in the same way we saw before - share as a service, publish a service.

16:59But instead of doing it to my on-premise server, I'm doing my hosted services.

17:06So I'm going to store this service inside of ArcGIS Online.

17:11I'll call this Street Furniture Management, and now I'm brought to that same style dialog as before.

17:22Because I'm going to want to enable editing, I'll check to do feature access, and I will not make a tiled service.

17:31Once again, the content from my map was populated directly into the item description.

17:36No need to duplicate your work.

17:38But here's the tip that I'm going to show you in a shortcut.

17:41Underneath this Sharing dialog, I can choose to share this information with the certain groups within my organization.

17:49So I'll go ahead and share this with the Public Works group.

17:54Now I'm hitting the P button, which will scroll me through all of those groups.

18:01Now, by doing it this way, I don't have to copy and paste that long service URL and go and register it with ArcGIS Online.

18:08It's going to be done automatically.

18:10So that's the tip in the shortcut.

18:11If you do it in this dialog box, you don't have to copy and paste that URL.

18:16Once again, we'll go ahead and analyze this, and we'll remove our basemap.

18:27And then we'll go ahead and just publish this directly to ArcGIS Online as a hosted feature service.

18:34So did the workflow look pretty much the same as when I did it to on-premise?

18:40Yeah? Well, the same dialog boxes, the only difference was that drop-down.

18:44I chose instead of on-premise, I wanted to do a hosted feature service.

18:49So it doesn't matter how, or it doesn't matter where your service is going to live; the process of creating it is…

18:55…going to be the same.

18:57And, one of the other great things is the work that you've already put into documenting your MXDs is going to…

19:03…be brought into your item descriptions.

19:06So we'll go ahead and let this finish publishing here in a moment, and then we'll be able to use this.

19:11There we go.

19:13So now, when I go back to My Content, you will see that new item is right here in Street Furniture Management…

19:30…service, right there.

19:31So we'll go ahead and click on this, and instead of using the standard thumbnail, I'll go ahead and enhance…

19:36…this a bit.

19:40Go ahead and add a new picture.

19:43And, check this out.

19:46Down here at the bottom, I actually have some more options for how I want to maintain and allow editing.

19:52I'm going to go ahead and track edits on this, but I'm also going to check that editors can only update and delete…

19:59…the features they add.

20:01What that means is, I can only delete and edit my content that I created, Chris can only delete and edit his content.

20:08I can't delete or edit his.

20:11So it really allows us to maintain that integrity.

20:16Go ahead and save this.

20:23And then we'll begin to build our map.

20:29So one of the first things I want to do is actually change the name of this map in the Contents.

20:33So I'll go ahead and rename this to just Street Furniture.

20:39And here's what's also pretty impressive.

20:42When I go ahead and configure the pop-ups, I have a brand new check box that says, Show Feature Attachments as Links.

20:50The web map automatically knows that there's attachments associated with this feature class.

20:55It just knows.

20:56And because of that, it checks this box on.

20:59And that enables the picture to appear directly inside the pop-up.

21:04You don't have to code anything, you don't have to build it; it's automatically built for you.

21:09So now we can go ahead and save this as our Furniture Editing Application, add some tags, and here I can choose…

21:22…from any one of my pick list down here.

21:25I'll choose my furniture.

21:27I like this as a shortcut, so I don't have to type it or misspell things like editing.

21:32And put in a summary.

21:38So are you starting to see the repetition here?

21:40Everything's based around the notion of a web map, a web map you…

21:43…author once, and you can find ways to use it multiple different ways - in this case, another editing app.

21:50But you're not actually writing an app, you're just creating a map, and enable editing.

21:55It's a complete paradigm change in how you would have approached this challenge from even ArcGIS 10.

22:04And then finally, the last thing I want to do is to share this information with the members of the Public Works group.

22:15And there you have it.

22:17We've now created a web map that allows for editing of this information.

22:22And remember in the previous demo, I created an application that was used for editing.

22:25I didn't even go that far.

22:26I didn't even want to take that extra step.

22:28I'm just going to use the web map to do our editing.

22:31So that's how we can take our information directly from our desktop, publish it directly to ArcGIS Online, and create…

22:36…a web map, that quickly.

22:39Thank you.

22:40That's really good, Harry.

22:41So in this case we used the ArcGIS Online cloud.

22:46That's not an amorphous cloud somewhere out in the unsecured wild, wild west; that's actually a multitenant server…

22:54…array that Esri manages and maintains 24/7, 365 days a year, which is in a secure environment, and allows you to…

23:04…have your part of that server, or your part of the server infrastructure.

23:09So it's a secure server infrastructure just like if it were on your premises.

23:14Except it's hosted by us.

23:16So let me show you an example of how New York City is actually using this pattern.

23:37The function of the cleaning office is to keep the streets of New York City clean.

23:42By doing this, we deal with cleaning 6,000 miles of - curb miles of the city streets using mechanical sweepers.

23:52We use regular collection trucks to service litter baskets.

23:56We're involved in lot cleaning, keeping the vacant lots clean.

24:00We deal with keeping abandoned vehicles off the streets and cleaning up special events.

24:07We have about - approximately 25,000 litter baskets out on the street, most of them being in Manhattan.

24:13Those are basically the baskets that are the corners, on every street corner or most street corners, mostly in…

24:20…commercial areas.

24:22When I saw how our basket maps, our litter baskets maps, were maintained, I realized that it was a very tedious…

24:32…and burdensome process, and that - it wouldn't take a genius to figure that out.

24:37I mean, you could just see the amount of time it took to maintain essentially point data.

24:42So when I learned about this new web-based platform, immediately this was one of the first uses that jumped out at me.

24:51I decided to just create a sample basket map, and I presented to our chief of cleaning, and he immediately saw…

24:59…the utility in it, within, you know, 30 seconds.

25:02And that was the Aha! moment that this could really work, that it was an immediate recognition, a light bulb went on.

25:09In prior years, the section supervisors or field supervisors would go out, and they would manually take a map, and…

25:16…they would put the specific character, as there are different kinds of litter baskets.

25:20You have the traditional wire basket, you have high-end baskets and BID baskets.

25:25BID basket meaning business improvement district.

25:29And they would actually physically make updates on the map with pen, and that paper would then have to be…

25:35…physically transported to another area and maybe to another area before all that paper was received by the central…

25:42…office, by our headquarters, by our chief of cleaning.

25:45And it was very, very timely.

25:47It could take months to have the whole city done.

25:50By the time you get finished with the process, you were starting again.

25:54Using the system now, the maps are more up-to-date in a more timely fashion.

25:59Eventually, we would like to have it where the districts themselves could make changes on the map, and this way…

26:06…it would be an instantaneous change and the maps would be constantly updated.

26:11It cut our time down by about 80 percent in our office, so it was a really major time savings for us.

26:17It's helpful to me, because I could look at a map and see what's going on at that time instead of having to worry, is…

26:24…the map up-to-date or current.

26:27So I can make any decisions I have to make based on something that I'm looking at that I know is accurate.

26:32What this platform does is that it allows the everyday person who might not understand how to use GIS, might not…

26:38…really care about GIS, to be able to use those functions that are most critical to their needs, to their mapping needs.

26:46And that's why I think, you know, this seemed to be such a good option for us.

26:52Again, very simple but very useful.

26:54And that's why I'd like to start looking at the most basic uses of input, but the most basic uses also…

27:00…happen to be, the way I see it, the most powerful uses.

27:07So you can see the parallels between what Harry showed you how to do and what New York City has actually done.

27:13I think the interesting thing for me was the notion of it, was 80 percent faster than in the previous way.

27:21That's not a hard thing to measure, actually.

27:24Comparing automated maps to paper maps, you've done it before.

27:28So there are other parts of your organization that are still very manual, where something as simple as what Harry…

27:36…demonstrated earlier can fundamentally change the way they think about their work.

27:41And fundamentally change the way the bottom line of the organization.

27:46And that’s a lesson that we keep seeing over and over and over again.

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