ArcGIS Service Grant App
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MEMORANDUM
October 31,2006
TO:
The Honorable Mayor and City Council Members
FROM:
Michael Van Milligen, City Manager
SUBJECT: ArcGIS Server Grant Application
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Discussion
The City of Dubuque has submitted the attached application for the ESRI and Stratus Technologies
ArcGIS Server Demonstration Project Grant Program. The application was prepared by GIS
Coordinator/Analyst Nikki Breitsprecker, Information Services Manager Chris Kohlmann, and Public
Information Officer Randy GehL
The ESRI and Stratus Technologies software, hardware, and training grants totaling $814,000 will be
awarded to 10 state, regional, or local governments within the United States.
The program is designed to support and highlight applications and processes identified by
government leading thinkers in GIS who want to implement GIS via the latest trend in delivering GIS
technology" ArcGIS Server is an innovative approach to delivering GIS across an organization"
Moreover, ArcGIS Server is used for many kinds of centrally hosted GIS computing" ArcGIS Server
can be used for
. Managing large GIS databases
. Internet delivery of geographic information
. Hosting central GIS Web portals for information discovery and use
. Centrally hosting GIS functions that are accessed by many users in an organization
. Back-office processing of enterprise GIS databases
. Distributed GIS computing (such as distributed GIS data management and analysis)
. Internet delivery of comprehensive GIS functionality
Recommendation
I respectfully recommend Mayor and City Council approval of this grant submittaL
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City Manager
Cc: Nikki Breitsprecker, GIS Coordinator/Analyst
Chris Kohlmann, Information Services Manager
Attachment
THE CITY OF
City Manager's Office
City Hall
50 West 13th Street
Dubuque, Iowa 52001-4864
(563) 589-4110 office
(563) 589-4149 fax
(563) 690-6678 TDD
ctymgr@dtyofdubuque.org
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October 24, 2006
Attn.: Industry Grant Coordinator
Government Industry Marketing Coordinator
ESRI and Stratus Technologies ArcGIS Server Project Grant Program
380 New York Street
Redlands, CA 92373-8100
To Whom It May Concern,
Please accept this letter in support of the City of Dubuque's application for the ESRI and Stratus
Technologies ArcGIS Server Project Grant Program.
As City Manager for the City of Dubuque, I realize that GIS has revolutionized the way
municipalities approach operations and management. It is an invaluable tool for gathering and
analyzing data and making informed decisions.
The City of Dubuque has made a substantial investment in its GIS and the City organization is
cornmitted to utilizing this resource to its full potential. Since its inception in 1996, the City has
invested over $2 million in its GIS. In early 2006, we created the GIS Coordinator/Analyst
position to: assist other City departments realize the benefits of using GIS in their daily activities,
to create and ensure standardization and uniformity of data in the GIS, to identify all sources of
data and make that data widely available to different City departments, and to facilitate
community growth and prosperity through economic development applications of GIS. Nikki
Breitsprecker began in the position in February 2006. She holds a bachelor of arts degree in
environmental geography and a cartography certificate from the University of Northern Iowa and
has more than six years of GIS experience. We are prepared to take our GIS to the next level.
If given the opportunity to participate in the ArcGIS Server Demonstration Project Grant
Program, the City of Dubuque could greatly enhance its existing GIS program, improve a
number of our govemment processes, and serve as a model for similar-sized communities across
the country. We appreciate your consideration of our request and would welcome the
opportunity to partner with you on this important program.
Sincerely,
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Michael C. Van Milligen
City Manager
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Service
People
Integrity
Responsibility
Innovation
Teamwork
B. Organizational Profile
Organization Name: City of Dubuque, Iowa
Organization Agency or Department Responsibilities: The City of Dubuque Geographic Information
System (GIS) Coordinator/Analyst is responsible for the supervision, development, use, and maintenance
of the city's geographic information system.
Organization Mailing Address & Physical Site Address:
City of Dubuque
City Hall
50 West 13th Street
Dubuque, Iowa 52001
Estimated Population within Jurisdiction: The estimated current population for the city of Dubuque is
60,000.
Estimated Number of Employees within Organization: The City of Dubuque employs 630 (full-time
equivalency) including 516 full-time, 67 part-time, and 47 seasonal employees.
Primary Contact: Nicole Breitsprecker, City of Dubuque GIS Coordinator/Analyst,
phone 563-589-4174, fax 563-589-4149, e-mail nbreitsp@cityofdubuque.org.
Secondary Contact: Chris Kohlmann, City of Dubuque Information Services Manager,
phone 563-589-4280, fax 563-589-4299, e-mail ckohlman@cityofdubuque.org.
C. Proposed Program Name: City of Dubuque, IA Enterprise GIS Application Distribution
Proposed Program Description: The City of Dubuque implemented a GIS system in 1996. Since then,
several City departments have made GIS an integral part of their daily operations. In 2006, the City of
Dubuque hired a GIS Coordinator to manage the enterprise GIS system in place, as well as eliminate data
duplication, foster an on-going relationship with Dubuque County GIS, who provides the City with base
data such as parcels and road centerlines, and to educate other departments within the City on how GIS
can help them be more efficient. Through meetings and GIS-related information sessions with many City
departments, a lot of interest has been generated in what a GIS can do.
The City's more than 30 departments and divisions are housed among the City's 25 different
facilities. GIS has been made available to many ofthese sites, but some are not directly connected to the
City's main servers, and have to maintain their own data, or retrieve updates on a regular basis from the
City's data. Having GIS users at these remote locations creates a challenge for maintaining data integrity
and eliminating duplication of data sets. The City, in cooperation with its cable/internetltelephone
provider (Mediacom), has successfully designed and begun to construct a fiber-optic institutional network
(I-Net) which upon completion in 2007, will connect over 70 different public, non-profit, and educational
facilities throughout the city. The purpose of this dark fiber network is to allow for faster and real-time
transmission of data, video and voice among the various organizations that provide important community
services. This connection will allow not only City sites and departments, including City Hall, Fire, and
Law Enforcement, to share data quickly, but will also foster a speedy connection between the City of
Dubuque and Dubuque County, which currently exchange GIS data on a quarterly basis. The I-Net
connection will allow the City and County to share data instantaneously.
Finally, many of the City staff interested in GIS have not been formally trained in any sort of GIS
application. This makes using GIS as a part of their daily routine difficult, despite the fact that ArcInfo or
Arc View licenses have been made available for their use. Conversely, those employees who have been
trained do not regularly have time in their schedules to complete projects or analyses for those other
departments in need of data or a map. In the past, we have attempted to deploy ArcReader to those casual
users, but we have found employees are looking for a more dynamic application than ArcReader that can
provide them with more analysis and querying options.
The simple solution to this problem is the implementation of ArcGIS Server. Web-based
applications would allow non-GIS users from Housing to Law Enforcement, for example, to not only
perform analyses on data, but also create maps to their specifications -- all from their own desktop and
without the assistance of other department's GIS staff. It would also free up those full-blown licenses of
ArcView and ArcInfo for the desktop developers we have on staff.
Proposed Program Goals and Objectives:
We have developed the following goals for the ArcGIS Server project:
1. ArcGIS Server would leverage our existing data and resources. The City of Dubuque has a vast
amount of GIS data that is maintained and utilized by not only employees of the City, but also partners to
the City and Dubuque County. The City has made an enormous financial commitment to its GIS system,
and ArcGIS Server will allow more staff and partners, including the casual or non-GIS user, to have
access to its capabilities.
2. Arc GIS Server will ease the licensing availability issue. The City shares a number of licenses
throughout all City departments. ArcGIS Server will free up some of those licenses for use by full-blown
GIS developers, and enable the casual map maker to still access the City's GIS data through web-based
applications. ArcGIS Server will also extend GIS applications to those departments who may have not
considered GIS to be a necessary function of their daily activities, and will allow them to use simple
applications with little formal training.
3. ArcGIS Server will streamline GIS use and conversion for remotely-located users. ArcGIS
Server will allow the City of Dubuque to share data not only with remotely-located City employees, but
also partner agencies, including Dubuque County, the Dubuque Community School District, and the
Greater Dubuque Development Corporation (GDDC). It will allow users in those locations to have a GIS
application that is easy to use and easy to deploy. The implementation of the City's I-Net application and
ArcGIS Server will foster a relationship between partners that have data they are willing to share, and will
allow for this to happen real-time with high-speed connections between each facility.
The following are two projects related to Economic Development and Law Enforcement projects we
anticipate being able to complete as part of the grant program, and that will serve as an example for how
ArcGIS Server will enhance the GIS productivity in the City of Dubuque.
Economic Development
The City of Dubuque is in the midst of an economic boom. Since January 2003, over a half billion
dollars has been spent on new construction in Dubuque and the surrounding County, with nearly half of
that being commercial development. Along with that, data released in October 2006 indicates the City of
Dubuque continues to rank #1 in the State ofIowa for job creation amongst major metro areas, having
added 2,700 during the past year and 4,900 over the past three years. This means Dubuque alone has
created 7% of all new jobs in the state of Iowa.
The City of Dubuque's Economic Development Department has developed a strong relationship
with a private, non-profit group called the Greater Dubuque Development Corporation (GDDC). This
partnership allows both the Economic Development Department and GDDC to not only develop
relationships with and supply demographic data to new businesses interested in Dubuque, but also to
foster relationships with and support existing businesses hoping to expand. We have only begun to
scratch the surface of the potential GIS can offer to economic development efforts. Currently, only
members of the Economic Development Department and the City Manager's Office are able to help the
GDDC with mapping and data requests. Both the City and GDDC maintain separate databases and
information related to economic development in the city and surrounding area, but must go back and forth
to generate maps and conduct data analyses for each other. For example, the City and GDDC have
compiled a listing of all businesses located not only within the city limits, but the entire county. By
geocoding these businesses, GIS users for the City have been able to effectively show the distribution of a
wide variety of businesses throughout the city, and identify which parts of the city may be in "overserved"
by certain types, or not effectively served by another. We have also been able to quickly identify
businesses within a specific distance of a landmark or major road, showing potential and existing
businesses the benefits of heavy traffic areas or strategic placement of businesses in relation to other
businesses.
Existing and potential businesses often contact the GDDC looking for information on existing
businesses and their locations, as well as vacant parcels or locations available to locate a store or business.
Currently, the GDDC is using Adobe Illustrator software to show businesses vacant locations throughout
the city and surrounding area, while the same map could be produced in half the time with GIS, if they
had the capability.
ArcGIS Server would allow the City to grant GIS access to GDDC staff and allow them to create
their own GIS queries and maps based on data shared between the City and GDDC. It would also
eliminate the duplication of maps created and data generated, cut down on time spent on the phone
explaining what one or the other needs, as well as reviewing maps via e-mail. It would also eliminate the
extra step of accessing the Dubuque County Assessor's web site for parcel and building information, as
that data is already housed in the parcel database the City receives from the County.
Law Enforcement
The City of Dubuque Law Enforcement Center (DLEC) has been interested in GIS since its
implementation city-wide in 1996. However, due to promotions and a general shift of duties amongst
staff in the department, the DLEC has been unable to sustain GIS production as a full-time position for
key individuals. A recent program implemented by the department involved an analysis of the benefits of
GIS and how it can assist staff in tracking crime.
Police department staff recently redrew and reorganized several police districts in the City, adding
several to have concentrated efforts in specific areas of town. It has been requested that the crimes or
incidents that are investigated by the DLEC not only be plotted on a map to show a trend in where
incidents are occurring and what types of incidents they are, but also to identify each set of incidents by
district, providing the head of each district's patrol a more accurate view of what his or her district is
dealing with, and help that person decide a better way of controlling or eliminating a specific problem.
Currently the DLEC is working with the GIS Coordinator to work on a process of geocoding
incidents as they occur throughout the City. The DLEC is in the process of implementing a SQL Server
to house their incident data. As of now, the department works closely with the GIS Coordinator in order
to perform these mapping and analyses, but the implementation of ArcGIS Server would allow a secure,
web-based interface to be set up, allowing common users to access the data and perform their own
queries. It would also eliminate the step of removing data from their database for map creation; due to
security issues, their SQL database is housed and accessed only within the DLEC.
Proposed Project Timeline: See Appendix A
Proposed Systems Architecture: See Appendix B
Diagram Representing Workflow: See Appendix C
D. Description of Key Personnel
Nicole Breitsprecker was named GIS Coordinator/Analyst for the City of Dubuque in February
2006. She holds a bachelor of arts degree in environmental geography and a cartography certificate from
the University of Northern Iowa. She worked from 2001-2006 as a GIS technician for MSA Professional
Services, Inc. where the majority of her clients were municipalities. Before joining MSA Professional
Services, Breitsprecker completed a GIS internship with IIW Engineers and Surveyors, PC in Dubuque
where she created telephone utility GIS and assisted engineers and planners. Nicole would serve as the
manager of the GIS program within the City of Dubuque. Contact information: telephone: 563-589-4174;
e-mail nbreitsp@cityofdubuque.org.
Chris Kohlmann has served the City as Information Services Manager since 1984. She holds a
Bachelor of Arts degree in Mathematics and Computer Science from Clarke College in Dubuque, Iowa.
She is responsible for leading a staff of six individuals. This operation provides support to approximately
four hundred computer users including Police and Fire. Applications are supported over Gigabit fiber
backbone to most of the City sites utilizing a variety of network operating systems including Novell, Unix
(AIX) and Windows servers. Chris led the initial design, conversion and implementation ofthe City's
GIS. Contact information: telephone 563-589-4281; e-mail ckohlman@cityofdubuque.org.
Joe Pregler has served the City as Information Technology Specialist since 2001. Joe holds a
Bachelor of Science degree in Computer Information Sciences from Clarke College in Dubuque, IA.
Prior to employment with the City, Joe was the Office Automation Technician at Flexsteel Industries, in
Dubuque where he was responsible for administering a network with over 300 personal computers. He
has experience in trouble-shooting PC and network problems as well as providing software assistance and
custom programming. Joe is very proficient in the creation of custom VB scripts. Joe has been
responsible for creating several scripts for the Water GIS application to automatically link to several
sources of data using a very easy to use front-end application. Contact information: telephone: 563-589-
4287; email:jpregler@cityofdubuque.org.
E. Provide a response to the statement, why my agency should be considered for the ArcGIS
Server Demonstration Project Grant Program.
The City of Dubuque has made a significant investment in GIS technologies since 1996. Our goals
have been to:
. Create an enterprise GIS that makes geospatial information readily available to all city
departments, partner agencies and citizens.
· To provide integration to legacy software such as utility billing or public safety applications.
· To create GIS applications that are easy to use and readily available to all levels of staff in the
organization.
· To create an enterprise GIS that leverages the resources that the City have already invested in
desktop computing, high speed local and wide area networks and software.
Challenges to accomplishing these goals have been providing a solution that are both an easy to
use and economical. In municipal government our users have varied application needs with a variety of
technical skill levels and little time and budgets to train on sophisticated mapping software. Repeatedly
we receive feedback from end-users that new technologies should easily "marry" into existing business
processes without causing more work or stress for those needing to use it.
Using currently available technology infrastructure and data resources, the City of Dubuque in
partnership with other county and regional governmental agencies could create applications using the
software and hardware outlined in ArcGIS Server Demonstration Project Grant Program. The software
provides a way to develop applications using a "dashboard" approach. The City in partnership with the
local cable provider, Mediacom have installed an institutional network (I-Net) which connects over 77
government, public safety, educational and non-profit sites via a high speed fiber optic backbone which in
addition to the City's significant investment in high speed networking could deliver GIS server
applications and provide for data sharing among sites. The investment already made in existing software
and hardware could be integrated into applications needing a geospatial interface. Since applications
could be built using common web-based interfaces, training time for end users could be lessened.
F. Description of the use of GIS and/or computer-aided drafting (CAD) software currently used (if
any) by your organization.
The City of Dubuque currently uses ArcMap 9.1, Arcview 9.1, ArcReader, Arc View 3.3, Autocad
2006, Autocad Map 3D 2006. Users of the software are in the Planning, Engineering, Water, Fire, Police,
GIS and Information Services Departments. A majority of data was originally converted by a third party
conversion company with updates currently happening in-house and from Dubuque County. The City
utilizes a base map covering roughly 40 square miles which includes the Dubuque city limits and a I - 3
mile fringe area surrounding the City. An aerial re-flight will be done in the spring of2007 providing
updated orthophotography, building outlines and topography. The GIS is used primarily for map creation,
infrastructure design and maintenance and to respond to citizen or developer inquiries. Integration to
public safety applications from Emergitech Corp. and to 3'd party inventory and infrastructure
management software from Carte graph are utilized.
G. Description of hardware to be used: Information on computer(s) and printer/plotting equipment
to be used
Computers used throughout the City of Dubuque are replaced every 3 years. A typical desktop
computer that would be utilized for this application would be Microsoft@ Windows@ XP Professional
Edition (SP2); : Intel@ Pentium@ D Processor 840 featuring two processing cores (3.20GHz, 800MHz
FSB, 2xlMB L2 cache) with 400-watt power supply; 2GB DDR2 Dual Channel 533MHz SDRAM (2-
DIMMs); 160GB Serial ATA IV300 nOOrpm hard drive w/ 8MB cache; FPD2185W 21" Black
Widescreen High-Definition LCD Performance Flat Panel Display. Printers are generally high-end
multifunction or color printers from Hewlett Packard. The current plotter utilized by a majority of users is
HP DesignJet 4500 HPGL2/RTL.
H. Description of plans to distribute GIS data and applications throughout your organization.
The pilot project and subsequent applications will be created using a web-based interface. Most end-users
have some experience with using a web browser so this approach is deemed the most usable by both
technical and non-technical users. The web interface will have a "non-threatening" look and feel for those
not readily familiar with GIS software. A task of the user group working with the developers on this
project will be frequent review of applications to insure usability and straightforwardness. The web
interface will allow for easily deploying both internet and intranet applications. New shortcuts (as well as
any applications) are easily distributed across the network to end users using tools such as Novell
Zenworks. Applications would pull data from a GIS Server housing GIS data. Intranet users would
access data via the fiber optic backbone described in the "Systems Architecture" portion of this proposal.
If necessary, training sessions hosted by the City of Dubuque will be done for small user groups to orient
them with the new applications.
I. Description of anticipated additional or follow-on uses of GIS software and hardware provided
after initial project has been completed.
Upon completion of the initial ArcGIS Server project, the City of Dubuque intends to embark on
numerous projects to enhance the daily workflow of many different departments in the City of Dubuque.
Appendix D is a detailed list of various City departments, and projects that have been requested from each
department, but have not been feasible thus far due to lack of GIS personnel in those specific departments
to provide the mapping. Web-based interfaces for the majority of those departments would allow non-
GIS users to quickly and accurately create their own maps and analyses, saving the City time and effort.
J. Description of perceived benefits or return of investment.
The perceived benefits and return of investment for this system in the City of Dubuque are nearly
indescribable. The most immediate return will be a time-savings in citizen response. Having a web-based
application customized for each department's use will cut down on time spent on e-mails, phone calls, and
meetings to create and recreate maps and data analyses. It will also allow for a quick and easy GIS
application to field citizen requests for data, freeing up time for GIS developers and allowing non-
technical staff in each department to field more questions from the public. Maps that may have taken two
weeks before through collaboration efforts of two departments will be created within hours. Data will be
made available for field crews to take into their daily field activities, and will be able to update data as
necessary to accurately reflect what really exists. Data will also be available remotely, so water officials
can make a decision about a water main break at 2 a.m. from their home through a secure web-based
portal, as opposed to having to drive into the office to see which citizens are affected by the water main, if
any, and if repair mayor may not be able to wait until morning. It may also allow City officials to access
GIS data from their web-enabled cell phones to quickly check on data they may need.
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ArcGIS Server - Enterprise-wide applications
Appendix D
Building Services
o Building permits
o Addressing of new parcels
Economic Develooment/Greater Dubuaue Development Corooration
. Economic Gardening initiatives
o Real estate availability within City for businesses
o TIF District mapping and incentives
Emdneerim!
. Field verification of utilities including sanitary and storm water collection
. Street sign inventory
o Street light and traffic light inventory and maintenance
o As-built and shop drawings as linked to parcels and/or subdivisions
. Land lease information
Finance
o Utility billing information as mapped by utility ID and address
Health Services
o Incident tracking - animal bites/animal control
. Food establishment locations and schedule of inspection
o Lead poisoning tracking for children within City of Dubuque
. Deer herd management
Housing
o Rehabilitation applicants
o Neighborhood revitalization projects
. Urban renewal areas and projects
. Lead and asbestos inspection and remediation projects
Leisure Services
o Trees located within right of way - maintenance and planting schedule
. Park maintenance scheduling
o Areas being served by neighborhood parks/areas in deficit of neighborhood parks
Parkin2
. Locations of meters, time period, handicap-accessible locations
. Meter maintenance
o Location of public parking ramps and parking lots
o Locations of restricted parking zones throughout the City of Dubuque
Police Deoartment
o Incident mapping by district, month, time
. Analyses of crime rates and types by district
Public Works
o Solid Waste route planning
o Solid Waste incident tracking (illegal waste, furniture pickup, citations)
Water Distribution
. Field collection of water distribution system
. Secure access to water distribution system maps off site in case of a water main break