PROJECT PLANNING-TEAM III

Definitions

1.Project Idea

someone recognizes that their current system of dealing with information storage, retrieval, and use is inadequate
sometimes the amount of information reaches a "critical mass" at which point updating records becomes ponderous and locating up-to-date records is nearly impossible
individuals or groups often begin to think about implementing a GIS after being exposed to the technology at trade shows or professional meetings and seeing that other organizations have found a "better way"

2.Project Formation and Plan

Defines the broad plan and sets goals
assesses current (pre-GIS) status
determines the direction of development
identifies potential applications
Set goal and estimate cost for next step

3.Present system and Functional requirements study

there must be a clear definition of the functions provided by the manual system (or DP system) already in place
inventories maps and reports used
inventories maps and reports produced
inventories procedures used for flow of work
notes frequency of procedures and operations
user needs analysis
what do users think of existing system?
what would they like to improve?
what new products or procedures would they add?
the resulting list of functions, along with any new requirements, will define the project scope
It is pointless to implement a GIS that is not capable of handling all the functions an organization needs. The Functional Requirements Study should describe in detail the products required from the system, the data available for the system, and the functions required to generate the products from the data. It is important that the functional requirements of a project are well understood, so that both management and vendors can assess the suitability of a given product or system to the project.
The Texas Water Commission undertook a Functional Requirements Study for its Geographic Information System which resulted in the generation of a Requirements Definition Report. This document, close to 200 pages long, outlines the current functions of the TWC and defines its GIS relationships with other State agencies.

4.Financial Feasibility Analysis

weighs costs of current system against costs of GIS implemetation, including pilot studies, hardware and software acquisition, system development, data acquisition, training
Set goal and estimate cost for next step

5.Request for Proposal

Request for Proposal is a pre-award contractual term requesting information from hardware and software vendors.
The RFP should clearly outline the functional requirements of a system. It should specify:
the type of database
the sourse of database information
database functions and procedures
needed output
It allows vendors to identify which of their systems best suits the needs of a given project. The RFP should allow the vendors to tailor technical solutions to meet a project's functional requirements.
The RFP should not impose technical solutions on a vendor, even if the user has specific technical solutions in mind. The vendors are generally the experts at developing system configurations which satisfy a user's requirements, and the configurations suggested by various vendors will help the user predict the feasibility of successfully implementing a project. Vendors will suggest the size of the CPU, number of input and output devices, and software configurations.
The vendors' responses should include a detailed list of technical solutions, timetables for system implementation, and costs.

6.System Selection and Benchmarking

Every system has plusses and minuses, and marketing literature generally plays up the plusses and plays down the minuses.
Benchmarking is a process which minimizes the risks associated with system selection by testing each system's exact capabilities. A test dataset is run on each system under consideration to determine how well it handles the functional requirements of the project.
The same series of tests should be run on each system and should be designed to test specific capabilities along with general user-friendliness and ease-or-use.
Benchmarking is the time to determine the flexibility of each system. For example:
can changes be made to the database structure after the initial setup and, if so, how difficult are such changes?
Can user-defined functions be added to the system?
Can custom applications be created?
Is there a programmer's interface for the development of such applications?
Does the system have adequate security feature built-in?
What are the networking options?
Are response times significantly different during periods of high and low-loading?

7.Risk Analysis

possible risks:
hardware or software may not live up to expectations
cost of implementing GIS may be higher than current system Set goal and estimate cost for next step
System Development and Detail designAfter a specific system has been chosen, each of the following are defined during system development:
database specifications
graphics specifications
report specifications
interfaces
calculations
specialized applications

8.prototype

A prototype is a working model of the planned system. It differs from a pilot project in that it may have the look or feel of the final system, but does not always incorporate all of its functional requirements.
Set goal and estimate cost for next step

9.Conversion

The process of converting existing information if the form of paper (or mylar, film) maps, tables, drawings, or other records into digital form for use in a computer database.

10.Pilot Project

There are two possible formats: demonstration and prototype
last step before full implementation of the system reasons for a pilot project:
demonstrate capabilities
verify estimates of costs and benefits
test alternatives
provide a means of communicating project potential to users and management
test procedures for training, production, management, and maintenance
evaluate hardware and software Set goal and estimate cost for next step
Full implementation