GIS PROJECT PROFILE  

Union College Multi-Phase GIS-Based Facilities Management Implementation

Many structural and utility changes have occurred over time at historical Union College in Schenectady, New York. Finding a map with current data involved physically searching through drawers to locate the hard copy map, finding someone to verify that the hard copy was the most current version, locating maps of adjoining features for spatial continuity, verifying that these were the correct versions, and finally comparing these across scales and map orientation. All of this was an inefficient use of time. 

C.T. Male sought a solution that allowed them to:

• Minimize time spent searching for the most current information
• Keep all facilities information organized on a single “page”
• See all related underground utilities in relation to aboveground features, on the same single “page”
• Avoid duplication of work that was done in the past and is still timely
• Correct geographic errors resulting from changes in scale or coordinate systems for mapping work
• Prevent catastrophes that occur when staff can’t immediately locate shut-off valves, junction boxes, sewer pumps or similar utility / facility features in an emergency situation

To solve the problem using GIS-based facilities management, C.T. Male determined various phases of implementation with priorities based on ease of use, lowest cost and greatest need.  In any type of GIS implementation, the most expensive part is the data acquisition, and we determined what we call a “multi-pronged” data collection approach for Union College, shown as Figure 1 below.

Figure 1: Union College GIS Data sources. (The terms are explained at the appropriate implementation phase, detailed later in this document.)

The eventual aim of this project is that all surface and subsurface features be in GIS format, with appropriate attribution data. 

Phase 1. Set up GIS, Build Momentum

1.1 In this phase, we prepared a GIS project in ArcPublisher format. Project data included:

• Data already available from the NYS GIS Clearinghouse – 2004 aerial photography and USGS topo maps. The aerial photography was used as the base map for the GIS through the first three phases.
• Data available to Union College through the New York State GIS Data Sharing Cooperative – including street centerlines and tax parcels. 
• Data created from the downloaded files, such as USGS-based contour data.
   

1.2 Several recent CAD files from C.T. Male were converted to GIS format, adding attributes by means of the CAD annotation. A detail is shown as Figure 2.

Figure 2: CAD layers on top of aerial photography, Union College Campus. The thin lines show the CAD (vector) lines – these can be converted to GIS format without digitizing.

1.3 Building data digitized from the aerial photography was added in Phase 1. 
1.4 Hard copy maps showing historic and recent engineering projects were scanned to TIF format and prepared for addition to the GIS project. A few of these scans were georeferenced to be used as background maps, as shown in Figure 3 below. This layer can then be made partially transparent (as shown here), and can be seen on the same “page” as other GIS data.

Figure 3: The scanned raster (TIF) file was georeferenced to fit the Union College aerial photo base map.

In most cases, we performed “heads-up” digitizing from the georeferenced map, to create GIS vector layers that include feature-based attributes such as pipeline type and dimension, man-hole type and elevation, and tree specie and approximate age. A detailed example of the scanned TIF file that would be screen digitized is shown as Figure 4.

 

Figure 4: Scanned TIF image (white background has been made transparent) as basis for on-screen or "heads-up" digitizing.

At the end of Phase 1, Union College has a GIS project that includes geographic data from nearby surroundings, detailed data on its recent C.T. Male engineering projects, footprints, numbers and names of the campus buildings, stormwater lines and features, water lines and water features, sanitary sewer lines and features, fiberoptic lines and features, and gas lines and gas features.  They can print out maps from this ArcReader project as well as view the geographic and attribute data on several computer screens.  An output example is shown as Figure 5.

 
Figure 5: Example of output from ArcReader Facilities Management Project, Phase 1.

Phase 2. GIS Maintenance

Phase 2 will feature the collection of coincidental data. This means that the information gathered or accessed during current campus facilities work involving surveying, digging, construction and/or measurement will be added to the GIS project. 

Data gathered by Union student intern(s) should be added to the project in Phase 2. 
At least one license of ArcGIS 9.x will be purchased, and GIS training will follow. 

 

Phase 3. Data Verification, Continued Data Gathering, Data Analysis and Presentation

More scanned maps may need to be digitized.

Coincidental data will continue to be collected.  All contractor drawings will be requested in digital GIS-compatible format.

The validity of some spatial data will be field verified using professional grade GPS. 

GIS customizations may be required at this point, such as templates for printing / plotting. Forms and other database applications may be customized for ease of the data edits and additions. 

Conclusion

Already in Phase 1, many of the facilities management problems have been solved using GIS. As staff members become more accustomed to asking the program for answers to spatial questions, momentum builds and subsequent implementation phases will further streamline the information management process.

Contact:
Frederick F. Puliafico
Assistant Director Utilities Management
Facilities Services
Union College
Schenectady, NY 12308
Phone: (518) 388-6396
e-mail: puliafif@union.edu