IT Savings – Consolidation of Geographic Information Services

Author: Patricia Carlson

Studies indicate that roughly 80 percent of all government information has a geographic component.

Geo-spatial data identifies the geographic location and characteristics of natural or constructed features and boundaries on the Earth. Although a wealth of geo-spatial information exists, it is often difficult to locate, access, share, and integrate in a timely and efficient manner. A myriad of Wisconsin State agencies collects geo-spatial data in different formats and standards to serve specific missions. This results in wasteful spending on information assets, and impedes the ability of State government to perform critical intergovernmental operations, such as homeland security, economic development or disease management.

The consolidation of geographic information services within a State Agency or Entity will promote coordination and alignment of geo-spatial data collection and maintenance among all levels of government. By making it easier for State officials at all levels to share, coordinate the collection of and gain access to geo-spatial data, centralized geo-spatial entity will help to improve decision making and the delivery of government services. The centralized geo-spatial entity will also accelerate cost efficiencies while reducing duplication as State agencies and local units of government better allocate their data resources. Additionally, data consistency, compatibility, and easy access will hopefully stimulate vendor development of geo-spatial tools and reduce technology risk for geo-spatial data users.

In most States, legislation has been developed to designate a State Agency or Entity with the responsibility of providing geo-spatial data collection and services. Such legislation generally includes the following items to enable the centralize entity to achieve data sharing and cost reduction goals:

Requires all State Agencies to use the services of the centralized entity and creates a rate structure to support the centralized entity’s activities;

Centralizes all existing geo-spatial and ``geographic information system"1 technical support and application development staff in various State agencies into the new centralized entity;

Centralizes existing hardware, software and procurement contracts; and

Authorizes the central entity to develop and maintain:
Standards and models for geo-spatial data;
Standardized Data Center environments for test, development, production and training;
A web-based portal for seamless access to geo-spatial information;
An interactive index to geo-spatial data holdings at the state level that integrates with federal and non-federal levels geo-spatial data holdings;
Annually report to the legislature progress with respect to key initiatives; and
Coordination among federal and local units of government with respect to existing and planned geo-spatial data collections.

It should be noted that the majority of geo-spatial and geographic information system functions have Federal or Segregated Revenue as their funding source. Therefore the ability to lapse savings from these funds into the general fund would require further investigation with the State Budget Office.

The success of the proposed initiative would be dependent upon developing and implementing enabling legislation and/ or an Executive Order to designate as State agency or entity with the responsibilities and operations previously described. It is assumed that the legislative and /or Executive order required to support this initiative would be approved by the Business Leadership Council, Technology Leadership Council and the Technology Domain Managers2.

Costs, Cost Avoidance, Procurement Policy and Funding Strategy in Fiscal Year 2004:
Costs
Moving and centrally locating staff and updating staff position descriptions;
Moving existing geo-spatial servers to a central location;
Consolidation of existing geo-spatial data collections and applications into a standard configuration that supports different data center environments (e.g. test, development, production and training); and
Development of rate structure and service offering.

Cost Avoidance
Discourage agency acquisition of new geo-spatial hardware, software and/ or consulting services for FY04; and
Discourage the hiring of any new LTE or FTE positions.

Procurement Policy to Pursue in FY 04
Analyze the effects of consolidation on licensing requirements once the server consolidation has been completed. There will most likely be savings in this area due to consolidation, but these savings will be realized in FY05; and
Approach software vendors with respect to technology sharing and / or contract language modifications to include provision of additional technical support services.

Funding Strategy to Pursue in FY 04, aggressively pursue federal funding and University of Wisconsin partnerships.

Staffing Strategy to Pursue in FY 04, work with the University of Wisconsin Milwaukee to establish an Internship program with the University’s Graduate Schools of Geography and Urban Planning.

Total Savings Fiscal Year 2004: None, as investments will need to be made in the first year to realize moderate savings in FY05 and greater savings in FY06-07


Estimated Fiscal Year 2005 Savings:
Reduce the number of FTE positions within the central entity by 35-45%, Potential cost savings approximately $.5 to 1 million SEG and $.75 SEG-Fed.

Eliminate IT Contract Staff costs. Potential cost savings approximately $ 1 million SEG-Fed.

Reduce software licensing and server hardware costs Potential cost savings approximately $.4 million SEG-Fed;

Total Savings Fiscal Year 2005: $1 million SEG and $2.15 million SEG-Fed.

Author: Patricia Carlson

Studies indicate that roughly 80 percent of all government information has a geographic component.

Geo-spatial data identifies the geographic location and characteristics of natural or constructed features and boundaries on the Earth. Although a wealth of geo-spatial information exists, it is often difficult to locate, access, share, and integrate in a timely and efficient manner. A myriad of Wisconsin State agencies collects geo-spatial data in different formats and standards to serve specific missions. This results in wasteful spending on information assets, and impedes the ability of State government to perform critical intergovernmental operations, such as homeland security, economic development or disease management.

The consolidation of geographic information services within a State Agency or Entity will promote coordination and alignment of geo-spatial data collection and maintenance among all levels of government. By making it easier for State officials at all levels to share, coordinate the collection of and gain access to geo-spatial data, centralized geo-spatial entity will help to improve decision making and the delivery of government services. The centralized geo-spatial entity will also accelerate cost efficiencies while reducing duplication as State agencies and local units of government better allocate their data resources. Additionally, data consistency, compatibility, and easy access will hopefully stimulate vendor development of geo-spatial tools and reduce technology risk for geo-spatial data users.

In most States, legislation has been developed to designate a State Agency or Entity with the responsibility of providing geo-spatial data collection and services. Such legislation generally includes the following items to enable the centralize entity to achieve data sharing and cost reduction goals:

Requires all State Agencies to use the services of the centralized entity and creates a rate structure to support the centralized entity’s activities;

Centralizes all existing geo-spatial and ``geographic information system"1 technical support and application development staff in various State agencies into the new centralized entity;

Centralizes existing hardware, software and procurement contracts; and

Authorizes the central entity to develop and maintain:
Standards and models for geo-spatial data;
Standardized Data Center environments for test, development, production and training;
A web-based portal for seamless access to geo-spatial information;
An interactive index to geo-spatial data holdings at the state level that integrates with federal and non-federal levels geo-spatial data holdings;
Annually report to the legislature progress with respect to key initiatives; and
Coordination among federal and local units of government with respect to existing and planned geo-spatial data collections.

It should be noted that the majority of geo-spatial and geographic information system functions have Federal or Segregated Revenue as their funding source. Therefore the ability to lapse savings from these funds into the general fund would require further investigation with the State Budget Office.

The success of the proposed initiative would be dependent upon developing and implementing enabling legislation and/ or an Executive Order to designate as State agency or entity with the responsibilities and operations previously described. It is assumed that the legislative and /or Executive order required to support this initiative would be approved by the Business Leadership Council, Technology Leadership Council and the Technology Domain Managers2.

Costs, Cost Avoidance, Procurement Policy and Funding Strategy in Fiscal Year 2004:
Costs
Moving and centrally locating staff and updating staff position descriptions;
Moving existing geo-spatial servers to a central location;
Consolidation of existing geo-spatial data collections and applications into a standard configuration that supports different data center environments (e.g. test, development, production and training); and
Development of rate structure and service offering.

Cost Avoidance
Discourage agency acquisition of new geo-spatial hardware, software and/ or consulting services for FY04; and
Discourage the hiring of any new LTE or FTE positions.

Procurement Policy to Pursue in FY 04
Analyze the effects of consolidation on licensing requirements once the server consolidation has been completed. There will most likely be savings in this area due to consolidation, but these savings will be realized in FY05; and
Approach software vendors with respect to technology sharing and / or contract language modifications to include provision of additional technical support services.

Funding Strategy to Pursue in FY 04, aggressively pursue federal funding and University of Wisconsin partnerships.

Staffing Strategy to Pursue in FY 04, work with the University of Wisconsin Milwaukee to establish an Internship program with the University’s Graduate Schools of Geography and Urban Planning.

Total Savings Fiscal Year 2004: None, as investments will need to be made in the first year to realize moderate savings in FY05 and greater savings in FY06-07


Estimated Fiscal Year 2005 Savings:
Reduce the number of FTE positions within the central entity by 35-45%, Potential cost savings approximately $.5 to 1 million SEG and $.75 SEG-Fed.

Eliminate IT Contract Staff costs. Potential cost savings approximately $ 1 million SEG-Fed.

Reduce software licensing and server hardware costs Potential cost savings approximately $.4 million SEG-Fed;

Total Savings Fiscal Year 2005: $1 million SEG and $2.15 million SEG-Fed.