GIS Strategic Plan Summary

Stages I and II
February 7, 2011

Appendix 5
Addressing Workflows

5a Addressing Data Maintenance Workflows, April 12, 2010

5b Addressing Data Maintenance Workflow, Current and Proposed

 Montgomery County, Maryland
GIS Strategic Plan Update—Phase II
Addressing Data Maintenance Workflows
Task 1: Data Maintenance Workflows
Task 2: Database Enhancements
FINAL
Prepared by KCI Technologies, Inc.
For
Maryland-National Capital Park and Planning Commission, Planning
Department, Research and Technology Center
Vs. 4, April 12, 2010
NOTE:
This document describes the goals of the GIS Strategic Plan Phase II tasks and
summarizes the Task 1 and Task 2 results and recommendations. The current and
proposed addressing workflows are described and the related technology
requirements presented.

The workflow diagrams are provided in a separate document entitled

“Addressing_Workflows_04122010.PDF”.

This document contains hyperlinks in the Table of Contents and throughout the
document to facilitate navigating the document.
 GIS Strategic Plan Phase II
Task 1 Data Maintenance Workflows
Task 2 Database Enhancements
Task 3 Design/Implement New Data Model
Task 4 Specifications/Budget for Planimetric/Ortho Data Update
Task 5 Technical Assistance—Governance

NEXT STEPS
 GIS Strategic Plan Phase II: Task 1
Task 1 Data Maintenance Workflows—part 1
• Goals of Task
• Lead Agency Responsibilities
• Users of Key Data Layers
• Maintainers of Key Data Layers
• Current Activities—High Level
• Current Activities—Duplicate Maintenance Areas
Task 1 Data Maintenance Workflows—part 2
Task 2 Database Enhancements
Task 3 Design/Implement New Data Model
Task 4 Specifications/Budget for Planimetric/Ortho Data Update
Task 5 Technical Assistance--Governance
TOC
Task 1 Data Maintenance Workflows
GOALS

• Improve quality and timeliness of key data resources: addresses,

centerlines, buildings, parcels
• Eliminate duplicate efforts
• Improve communications
• Establish roles and responsibilities
• Ensure that corrections, reviews, and QA/QC results are efficiently
incorporated
TOC

Lead Agency Responsibilities

County/DTS Planning
• Centerlines • Address Points
• PLOI • Parcels
• E911/CAD Provisioning • Buildings/Planimetrics

Update: Buildings Assist/Input/Review:

Review: Address Points Centerlines
TOC

Users of Key Data Layers

Vector Data Raster Data

Roads and Pavement Edges

Utilities (WSSC, Others)

Impervious Surface
Building Footprints
Street Centerline
User Requirements for

Orthoimagery
Addresses **

Hydrography

Topography
Key Data Layers

Vegetation

Pictomery
Property

Zoning
by Department/Agency

LiDAR
M-NCPPC, Montgomery County
Planning Department - Research and Technology

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Planning Department - Planning, Environmental, Dev Rev
Parks Department
Montgomery County Government
Department of Technology Services - GIS

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Department of Environmental Protection (DEP)
Department of Permit Services (DPS)
Departments of Transportation and Public Works

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Police Department (MCPD)
Department of Fire & Rescue (DFRS)

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Department of Finance (DOF)

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Department Health and Human Services (DHHS)

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County Council/County Executive Office
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Other Agencies
Montgomery County Public Schools
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City of Gaithersburg
City of Rockville
WSSC
** Note: Addresses are mainly accessed from the building attributes, not from the MAR Address Points. Many users need
addresses but do not know that they exist or where to obtain them.
TOC

Maintainers of Key Data Layers

Vector Data Raster Data

Roads and Pavement Edges

Utilities (WSSC, Others)

Impervious Surface
Building Footprints
Street Centerline
Departments/Agencies that

Orthoimagery
Addresses **

Hydrography

Topography
Maintain, Update, or Acquire

Vegetation

Pictomery
Property

Zoning
Key Data Layers

LiDAR
M-NCPPC, Montgomery County
Planning Department - Research and Technology

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Planning Department - Planning, Environmental, Dev Rev
Parks Department

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Montgomery County Government
Department of Technology Services - GIS

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Department of Environmental Protection (DEP)

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Department of Permit Services (DPS)

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Departments of Transportation and Public Works

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Police Department (MCPD)
Department of Fire & Rescue (DFRS)
Department of Finance (DOF)
Department Health and Human Services (DHHS)
County Council/County Executive Office
Other Agencies
Montgomery County Public Schools
Montgomery College
City of Gaithersburg
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City of Rockville
WSSC

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** Note: Addresses are maintained in different formats by each Agency noted. In addition, other agencies have
developed key datasets that are customer/client based and therefore dependent on addresses.
TOC
High Level Data Maintenance Workflows
Current Activities
** See Workflow Diagram (AS-IS) **

Department of Planning Executive Branch/DTS

E911-CAD
Parcel Data Maintenance
Data Provisioning

Street Name Approval

Development
Review Centerline Maintenance
Process
Address Assignment

Address Points Maintenance

Building Updates
Building Address Entry
Planimetric Data
Building Development
Updates

Orthophoto Fire and Rescue

Acquisition Building Pre-Plans
TOC
High Level Data Maintenance Workflows
Duplicate Maintenance Activities
Department of Planning Executive Branch

E911-CAD
Parcel Data Maintenance
Data Provisioning

Street Name Approval

Development
Review Centerline Maintenance
Process
Address Assignment

Duplicate Data Maintenance

Address Points Maintenance

Building Updates
Building Address Entry
Planimetric Data
Building Development
Updates

Orthophoto Fire and Rescue

Acquisition Building Pre-Plans
 GIS Strategic Plan Phase II: Task 1—part 2

Task 1 Data Maintenance Workflows--part 1

Task 1 Data Maintenance Workflows--part 2
• Workflow Problems
– Communication
– Duplicate Efforts
– Technology/Methods
– Applications/Data Access
• Workflow Improvements
• Interagency Coordination
• Implementation Requirements
Task 2 Database Enhancements
TOC
Workflow Problems
Communication

• Many sources of validation requests, questions, error reports,

conflicts that are not tracked or directed to one location
• Many requirements for field verification that are requested and
performed by multiple staff
• Primary contacts regarding address errors made by telephone: not
documented, not tracked
• Audit trail of address changes not available
• Users not aware of data availability and location
TOC
Workflow Problems
Duplicate Efforts

• Separate address data maintained as attributes of DTS buildings

• Parallel building layers with different attributes, characteristics,
timeliness
• Corrections and updates to addresses not shared efficiently
between all staff
• Permits addresses not synchronized
• Cities maintaining separate datasets
• Many field verification activities
TOC
Workflow Problems
Technology/Methods

• Versioned SDE database not used consistently

• CAD system not GIS based
• Centerlines maintained in Coverage format
• Buildings maintained as shapefiles
• QA/QC and data provisioning not streamlined
• Data publishing not centralized or documented
• Procedures not standardized
• GIS Portal not implemented
TOC
Workflow Problems
Applications/Data Access

• County users not generally aware of the availability of Address

Points layer (MAR)
• Address validation application not in place
• Public facing web applications not using Address Points or parcel
addresses
• Users not informed of data timeliness, location, or format
• Firewall between County/Planning hinders data access—no central
Publication Server
TOC
Workflow Improvements
** See Workflow Diagram (TO-BE) **

1. Update one building layer

2. Maintain Address Points only
3. Centralize address problem investigation
4. Track address issue reporting and resolution
5. Develop formal Developer Address Plan and review process (DRC)
6. Centralize/coordinate field investigation
7. Integrate addressing for Permits Processing
TOC
Workflow Improvement #1:
Update one building layer

• The County building layer will be maintained as part of the MAR

data model.
• Buildings will be linked to addresses and parcels.
• There are several sources of updates to buildings:
– Planimetric features compiled photogrammetrically
– Developer proposed site plans
– Building permit application site plans
– Digitizing from orthophotography
• Building source will be tracked and precedence of sources
determined
• Building status will be tracked: preliminary, approved, permitted,
constructed/occupancy
• Buildings will be updated by multiple organizations in the SDE
versioned environment using replication
TOC
Workflow Improvement #2:
Maintain Address Points only

• County addresses will be maintained as point features in the MAR

data model
• A comprehensive Address Point clean-up and enhancement
process will be undertaken
• Existing sources of address data will be referenced as appropriate
as part of the address clean-up process:
– MVA, Voter Registration, Schools, PLOI, etc.
• Multiple address points may exist for some buildings with a
primary point identified for labeling of address ranges
• Address label polygons will be generated to support the current
Public Safety data provisioning requirements
• The Address Points will support CAD, Public Safety, 311, and all
agencies and departments
TOC
Workflow Improvement #3:
Centralize address problem investigation

• Address problem investigation and resolution will be centralized at

the Planning Department
• Address problems will be reviewed by an addressing work group
• Address change decisions will be documented and published to
necessary parties
• Addressing QA/QC procedures will be established with multi-
agency participation
TOC
Workflow Improvement #4:
Track address issue reporting and resolution

• Implement an online application that supports address problem

reporting, review, resolution, tracking, and notification
• All parties potentially generating requests or error reports should
have access
• All addressing staff and review and QA/QC staff should have
access and be part of the workflow
• Address validation for individual addresses as well as batch file
processing should be implemented as online tools
TOC
Workflow Improvement #5:
Implement Developer Addressing Plan

• Develop a standard for Developer Addressing Plans to be

submitted as part of the development review process
• Incorporate the Addressing Plan review into the development
review process and workflow
• Require digital submittal of the Address Plan and Site Plans and
develop standards for the submittal
• Geo-reference site plans and publish in a GIS layer
• Utilize the preliminary structure location for the initial building
footprints in the building layer
TOC
Workflow Improvement #6:
Centralize/Coordinate Field Investigations

• Track field investigations as part of the address tracking tool

• Allow entities to request a field verification of an address or issue
• Assign or allow designated staff to check out a request for
investigation
• Support entry of results for both assigned checks and results
incidental to other duties (fire department staff, other field
workers)
TOC
Workflow Improvement #7:
Integrate Addressing for Permits Processing

• It is essential to County agencies, including Fire and Rescue, that

permits are linked to an accurate address and tax account
• Populate Hansen address/parcel tables with valid MAR address
and parcel records
• Enforce use of valid addresses only for all applications
• Request applicants to provide tax account ID
• Require digital submissions of building and site plans in a standard
format
– Update building layer and building status based on
submissions
TOC

Interagency Coordination

• Cities (Rockville, Gaithersburg) –update MAR in versioned database

instead of separate data models: parcels and addresses
• Develop agreements (SLA’s, MOU’s) between County, Planning
Department, Cities
• Develop procedures for reporting addressing problems
• Formalize address plan submission and review
 Implementation Requirements

• Modify data model

• Perform data conflation and clean up
• Adjust staff assignments/responsibilities
• Migrate all data resources to SDE versioned databases
• Develop tools: address validation, address error reporting/tracking,
data maintenance
• Staff Training
• Implement publication server(s), replication, GIS portal
 GIS Strategic Plan Phase II: Task 2

Task 1 Data Maintenance Workflows

Task 2 Database Enhancements
• Data Model Enhancements
• Data Structure Comparison—Key Entities
• Data Modifications—Primary Changes
• Data Development Process
• Data Management
TOC

Data Model Enhancements

• Merge building layers and attributes

• Centralize address data in Address Points
• Multiple address points per building (generate labels)
• Develop complete unit numbers (apts)
• Implement links: buildings—parcels—address points, Condo points
• Link address points to centerlines
• Track update history: date, source, reason, user
• Track feature status uniformly: preliminary, approved, permitted,
UC, active, retired
TOC

Data Structure Comparison

DTS Planning
DTS Building
MAR Address Pt
Attributes: Planning Building
Multiple per bldg
Address range Attributes:
Have units
One per building Elevation
Have suffix
No units/suffix Height
Link to parcels
Pre-Plan Number

Attribs: 28 30 32 34
(of polygon)
Attribs: 28 30 32 34
(of points)

Attribs: 28-34 (range) Labels are generated from attributes in all cases.
TOC

Data Modifications

Planning Building
Attributes:
Elevation
DTS Building Height
Attributes:
Address range
No unit numbers
LINK
No suffix numbers
One per building
Pre-Plan Number
MAR Address Pt
Have units
Have suffix
Link to Centerlines Multiple per bldg
Link to parcels
TOC
Data Development Process
(documented in Data Development Plan)

• Compare address points to building addresses and ranges

– Correct zip codes and street names in buildings
– Perform matches, correct non-matching
– Identify missing addresses, add to points
• Validate addresses against other sources (MVA, VR, Permits, Solid Wastes,
WSSC, PLOI)
• Validate against centerlines/link points to CL (geo-code)
• Merge building layers with attributes
– Compare footprints, select best, add firewalls
– Include pre-plan link, building height and elevation
• Develop complete unit numbers
• Link condo points to parent parcel, addresses, and buildings
• Determine multiple points vs. address ranges
• Flag primary address point where needed
TOC

Data Management
• Maintain all data in SDE versioned databases
• Separate maintenance and production environments
• Replicate published data if necessary across firewall
• Update published data daily/weekly minimum
• Implement GIS portal to provide data access
• DTS update buildings in version from MAR database
• Migrate DTS data maintenance environment to SDE
• Review centerline and related layers requirements
• Update centerline data structure, migrate to SDE
• Develop data maintenance and QA/QC tools
• Revise PSDP process to generate required Coverages from SDE environment
TOC

Next Steps

Task 2: Finalize Data Development Plan

Task 3: Design Revised Data Model
Begin Data Migration and Enhancements
Task 4: Develop Data Acquisition Budget
Task 5: Establish Governance Working Group
Implement Governance Structure
Develop Interagency Agreements