GIS Steering Committee

“Where People Count” MANAGEMENT INFORMATION SYSTEMS 1000 Civic Center Drive, Niles, Illinois 60714 Telephone (847) 588-8000 Fax (847) 588-8050 GIS Steering Committee Meeting April 14, 2011 Co-Chairs: Andrew Przybylo – Trustee George Van Geem – Village Manager Persons in attendance: Steve Cusick MIS Mousa Nazzal Engineering Bob Pilat Public Services Bill Shaw MIS George Van Geem Village Manager Andrew Vitale MIS Rich Wlodarski Community Development The meeting was called to order at 8:05 a.m. Agenda Item #1 – Approval of Minutes The minutes of the March 10, 2011 meeting were approved. Agenda Item #2 – Old Business – Project Updates Atlas Training A.Vitale reported that he and Tim Spadoni held a total of six Atlas training sessions over two days – April 4 and April 7 - at the Police station, with approximately 65 employees in attendance. Atlas was well-received; several good ideas came from the meeting. MIS is looking into which of those ideas can be implemented. B.Pilat noted that Atlas training for Public Works will be coming soon, and asked if everyone will have a login for MMS. B. Shaw said it is up to B. Pilat to determine who is to have access to MMS. S. Cusick added that everyone who gets a login to MMS has to have a login to the network, and will therefore automatically have access to Atlas. B. Pilat would like everyone who has an MMS login to be trained in Atlas. He will expand the list of employees to be trained. A.Vitale stated that training for Public Works and Fire will take place at their respective facilities. Tim Spadoni has already contacted Public Works and Fire to begin scheduling. Atlas People Security A.Vitale said that at our last meeting we discussed the fact that some employees, after receiving Atlas training, were concerned about the security and privacy of the “people” section of the Property Detail page. MIS was asked to look into options about how to best share and/or limit this information. When he went back to the people who originally expressed concern, he found that their concerns had lessened once they understood that this information is only available to Village employees who have logins. He added that as long as the training sessions stress the fact that this information is only available to employees with Village logins and not to the public, there should be no problem. Therefore, because those who initially expressed concern have reconsidered, MIS is recommending that we do not change how the information on the “people” section is shared. B.Shaw added that Police personnel were actually excited to see the information contained in the “people” section on Atlas because it could be extremely helpful. And as we demonstrate this to more departments, they seem to be encouraged by the amount of information available. So, while he and S.Cusick did come up with options as to how this information could be shared differently or limited, it is already well-secured. He therefore recommended that we do not make any changes and asked this committee for advice. G. VanGeem stated that he approves leaving the “people” section as it is. Maintenance Management System (MMS) A.Vitale reported that the Board of Trustees approved the purchase of our Maintenance Management System at the March 22 meeting. On March 28, we had a kick-off meeting with Ruekert-Mielke and the Public Services and MIS staffs. Since then, it has been installed and is running on the servers. We are underway with all the configuration issues between MIS and Public Services regarding users, the data linkages, etc. B. Shaw noted that we are on target for implementing it sometime in May. IMS Mapping Software Replacement A.Vitale stated that MIS had a conference call with ESRI on April 9 to demonstrate the capabilities of the new mapping software and some of the possibilities of the mapping component that we see on Atlas. We are still in the beginning phase of gathering information from ESRI, and are excited by what we’ve seen so far. Hopefully, we will have more to share with this committee at the next meeting. S. Cusick added that the MMS software sits on top of the new mapping software. We have a copy of it installed and have been testing it. We now have a good foundation for integrating it into Atlas. B.Shaw clarified that the map engine behind Atlas is discontinued. The new engine for Atlas – the IMS mapping software replacement - is required for the mapping for MMS. So this new mapping software is not only an Atlas project, but an MMS project as well. Things are going well and we should be able to do some amazing things with the product. We will be able to deliver more from MMS, and improve the speed, reliability and capabilities of Atlas. 2 Agenda Item #3 – New Business GIS Steering Committee Minutes Distribution It was decided that the approved minutes of the GIS Steering Committee meetings will be sent to Marlene Victorine for inclusion in the mail packets that are sent to each member of the Board of Trustees. Digital Data Submission Policy / As-Built Submission A.Vitale stated that the digital data and as-built submission policy relates to water and sewer improvement projects and planimetric information. He has shared the submission policy with C. Ostman and M. Nazzal who will ask developers or contractors with whom we have a good relationship to submit their data digitally to us for testing purposes. He is hoping to get submitted data in a format that is easy to implement. He will keep the policy project moving forward. Agenda Item #4 – Departmental Projects Sign Inventory B.Shaw reported that before we brought the MMS project to the Board, we were about to overhaul the Access database to begin a sign inventory. We are now in a position where we might be able to put the sign inventory right into MMS. He asked this committee if we should wait another few weeks to put the sign inventory directly into MMS or if we should resume work on the Access database. B. Pilat responded, “MMS.” All concurred. In the meantime, Lynn Ball and his crew should continue to use the existing method. Agenda Item #5 – Schedule Next Meeting (recommended date: May 12, 2011) The next meeting will be Thursday, May 12, 2011 at 8:00 a.m. in the 2nd floor main conference room 218. The meeting was adjourned at 8:28 a.m. Steering Committee Members Andrew Przybylo Trustee atp@vniles.com George Van Geem Administration gvg@vniles.com 847-588-8002 Bill Shaw MIS wfs@vniles.com 847-588-8015 Andrew Vitale MIS ajv@vniles.com 847-588-8022 Steve Cusick MIS src@vniles.com 847-588-8018 Moses Nazzal Engineering mhn@vniles.com 847-588-7924 Scott Jochim Public Services snj@vniles.com 847-588-7901 Bob Pilat Public Services rmp@vniles.com 847-588-7926 Chuck Ostman Community Development cfo@vniles.com 847-588-8041 Rich Wlordarski Community Development rjw@vniles.com 847-588-8085 3