GIS Standard Operating Guideline & Template Web viewGIS Standard Operating Guideline & Template. ......

GIS Standard Operating Guideline & Template

Version 4 - July 2016

Incident Management and Coordination

Table of ContentsI. Purpose................................................................................................................................................3

A. How to Use this Guideline...............................................................................................................3

II. Objectives............................................................................................................................................3

III. How to Make GIS Successful in Operations.....................................................................................3

IV. Management and Coordination Systems.........................................................................................4

A. Incident Command Systems............................................................................................................5

B. Center Management Systems..........................................................................................................5

C. ICS and CMS Interface.....................................................................................................................6

D. Multiagency Coordination Groups...................................................................................................6

E. Joint Information Systems...............................................................................................................6

F. Comparison Between ICS, CMS, and MAC Groups...........................................................................7

V. Standards and Guidelines....................................................................................................................8

A. Homeland Security Enterprise (HSE) Geospatial Concept of Operations (GeoCONOPS).................8

B. United States National Grid (USNG)................................................................................................8

C. NAPSG Incident Symbology Guideline and Symbol Set....................................................................9

D. GIS Standard Operating Procedures on Incidents (GSTOP)..............................................................9

E. Content Standard for Digital Geospatial Metadata.........................................................................9

VI. GIS Staffing....................................................................................................................................10

A. GIS Positions and Responsibilities..................................................................................................10

B. GIS Position Role Tables.................................................................................................................11

C. GIS Responder Expectations..........................................................................................................12

D. Team Transition.............................................................................................................................12

1. Start of Shift...............................................................................................................................12

2. End of Shift................................................................................................................................13

VII. GIS Hardware and Supplies............................................................................................................13

VIII. Map Products and Map Protocols.......................................................................................14

A. Map Elements...........................................................................................................................15

B. Product Format Conventions...............................................................................................15

C. Map Symbology Guidelines.................................................................................................15

D. Quality Assurance & Quality Control................................................................................16

E. Standard Map Products.........................................................................................................16

F. Web Maps and Applications..........................................................................................................17

IX. File Naming and Directory Structure.............................................................................................18

GIS Standard Operating Guideline & Template 1Version 4.0 – July 2016

A. File Naming....................................................................................................................................18

B. GIS File Directory Structure...........................................................................................................19

Organization......................................................................................................................................19

Example Directory Structure..............................................................................................................19

X. Data Protocols...................................................................................................................................20

A. Data Format Conventions..............................................................................................................20

B. Data Backup Policy........................................................................................................................21

C. Data Considerations and Verification............................................................................................21

D. National Data Sources...................................................................................................................22

NSGIC GIS Inventory..........................................................................................................................22

Homeland Infrastructure Foundation-Level Data (HIFD)...................................................................22

Geospatial Information Infrastructure (GII).......................................................................................22

Homeland Security Information Network (HSIN)...............................................................................23

Geospatial Platform...........................................................................................................................23

E. Local Incident Data........................................................................................................................23

F. Data Dissemination........................................................................................................................23

Data Dissemination Protocols............................................................................................................23

Information Dissemination Protocols................................................................................................24

Metadata Dissemination...................................................................................................................24

G. Data Sharing..................................................................................................................................24

Web Applications...............................................................................................................................24

GIS Press Package..............................................................................................................................24

Example GIS Press Package Policy.....................................................................................................25

APPENDIX A – GIS Role Tables...................................................................................................................26


I. PurposeThe Core GIS Standard Operating Guideline was developed to provide guidance and content that serves as a template for an agency-level GIS Standard Operating Procedures involving incident management and/or incident support. It helps to supports agency creation, preparation, coordination, and dissemination of GIS services and products, in the form of decision support tools, for use during emergency events.

A. How to Use this GuidelineThis document provides both guidance and guidelines for coordinating and delivering geospatial support for incident management and support. Use the guidance contained in this document to help your agency incorporate GIS into your existing operating plans. The majority of the document is designed as a template, agencies are encouraged to modify the content to accommodate local, state, and regional specific details. Areas where local information may need to be inserted are indicated in green text. Modifications may range from referencing local datasets and file locations to adjusting standard map products to better account for local hazards or values at risk. Be sure to work with your local emergency service coordinators to create an SOP or SOG that meets the unique needs of your agency and/or jurisdiction.

II. ObjectivesThe Objectives of this SOG is to:

1. Provide key background on incident management and coordination structures2. Facilitate adoption and implementation of existing public safety and homeland security

geospatial-related standards and guidelines 3. Achieve consistency in staffing of GIS positions supporting incident management and

coordination4. Provide consistent guidance on key GIS supplies and tools for incident management and

coordination5. Drive consistency in data and mapping protocols6. Determine and document protocols for data and map dissemination, and sharing via web

applications7. Provide guidance on data and map sharing practices with external contacts

III. How to Make GIS Successful in OperationsThe most effective way to make GIS successful during incident operations is to use it throughout your preparedness efforts. By using GIS every day in your preparedness and readiness efforts, your agency will be prepared to use it successfully in the high stress environment that characterizes emergency operations. Below are some of the ways that you should be using GIS each and every day.

1. Include GIS staff and use GIS analyses to inform the development of your Threat Hazard Identification and Risk Assessment (THIRA).

2. Use your local data, software, and tools to conduct analysis that supports your agencies planning process. Integrate the results from the analyses into building pre-plans, mitigation, emergency response, and catastrophic plans.

3. Share your plans that contain your GIS analyses with neighboring jurisdictions to enable effective mutual aid planning and regional catastrophic planning.


4. Use your agency’s data and GIS-based decision support tools to inform the locating, scenario development, and conduct of your exercises. Incorporate your agency’s GIS SOP or SOG into your exercise objectives.

5. Incorporate your GIS-based decision support tools intended for use in incident operations in all of your training so that emergency responders and decision managers are fresh and equipped with the skills to use them when it matters most.

6. Use GIS-based tools to support day-to-day functions such as station checks, fire hydrant status, resource inventorying, and other readiness activities.

The most important thing that GIS staff can do to make GIS successful in preparedness efforts and incident operations is to work closely with emergency responders and decision makers, and develop a solid understanding of their information needs. Bottom line – making GIS successful in operations is not about how many cartographically perfect maps can be made. Rather, it is about understanding decision maker information requirements at all levels and creating the actionable analysis and tools that best support decision making.

IV. Management and Coordination SystemsMost incidents start locally, and are managed locally. Management is typically handled by a combination of the jurisdiction’s communications systems, dispatch centers, and emergency management and operations personnel handle them. Larger and more complex incidents may begin with a single jurisdiction, but rapidly expand to multidisciplinary, multijurisdictional levels requiring outside resources and support. Standardized incident management and coordination systems allow for the seamless integration of these outside resources, and they enable assisting personnel from outside the local area to understand where they fit within the overall incident management structure. It should be noted that much of the content from this section is adapted from the working draft of the National Incident Management System (NIMS) Refresh that was released in April, 2016. Users of this document should always refer to the most recent version of the NIMS doctrine provided by FEMA.1

Regardless of the size, complexity, or scope of the incident, effective management and coordination are critical to saving lives, sustaining life, protecting property and the environment, and stabilizing the situation. Incident management and coordination occur across the whole community and consist of four areas of responsibility:

1. Direct tactical operations response to stabilize the incident, save lives, and protect property and the environment

2. Incident logistical support through strategic coordination, resource acquisition, consequence analysis, and information gathering

3. Policy guidance and senior level decision making to plan appropriate actions 4. Public information, outreach, and communication with the media and public to keep them

informed about the incident

This work is accomplished through the use of the Incident Command System (ICS), Center Management Systems (CMS), Multiagency Coordination (MAC) Groups, and Joint Information Systems (JIS), respectively.

1 Federal Emergency Management Agency (April 2016) National Incident Management System (NIMS) Refresh. https://www.fema.gov/national-incident-management-system/national-engagement GIS Standard Operating Guideline & Template 4Version 4.0 – July 2016

https://www.fema.gov/national-incident-management-system/national-engagement

A. Incident Command SystemsICS specifies an organizational structure for incident management that integrates and coordinates a combination of personnel, equipment, facilities, procedures, and communications. Using ICS for every incident or event helps hone and maintain the skills needed to coordinate efforts effectively. ICS is applicable across disciplines, and it enables incident managers from different organizations to work together seamlessly. This system includes six major functional areas, staffed as needed, for a given incident: Command, Operations, Intelligence/Investigation, Planning, Logistics, and Finance/Administration.

B. Center Management SystemsOperations and coordination centers exist across the Nation at all levels of government, and within jurisdictions and organization of all sizes (including nongovernmental and private sector entities). Operations and coordination centers are predesignated, fixed facilities from which staff provide centralized and coordinated support to Incident Command, on-scene personnel, and/or other operations and coordination centers beyond what can be provided at the scene. In many cases, these centers also provide coordination and/or policy direction. Primary functions of staff in operations and coordination centers include (1) sharing, collecting, and disseminating information; (2) supporting resource needs and requests, including allocation and tracking; and (3) coordinating plans and determining the current and future needs of affected or responding jurisdictions and organizations involved in an incident.

Staff in operations and coordination centers, regardless of their location, the type of incident they are supporting, or their specific mission, share information and resources through interoperable, standard procedures and processes.


All types of organizations use operation and coordination centers. Below is a list of common operation and coordination centers:

Emergency Operation Centers Business Emergency Operation Centers Departmental Operations Centers Regional Communications/Dispatch Centers Regional Response Coordination Centers National Resource Coordination Centers Crisis Management Centers

C. ICS and CMS InterfaceICS is used to manage on-scene/tactical efforts aimed at stabilizing the situation. If necessary, an operations and coordination center is activated to provide an increased level of support, and facilitate coordination across organizations, senior leaders, elected officials, and jurisdictions.

The CMS structure is compatible with the positions and titles defined in the ICS structure. The sections and positions outlined in ICS and CMS are carefully designed to enable personnel working within both structures to perform their duties in coordination with one another. However, the Sections and positions are different in order to reflect the different roles and responsibilities of tactical vs. coordination and prevent redundancies and confusion. ICS and CMS personnel coordinate with one another to meet the needs of the incident and fulfill resource and information requests.

D. Multiagency Coordination GroupsMAC Groups typically consist of agency administrators, executives, or their designees. A MAC group acts as a policy-level body during incidents, supporting resource prioritization and allocation, and enabling decision making among elected and appointed officials and those responsible for managing the incident.

A MAC group may need a support organization or team. In some instances, separate organizations are established to support the MAC Group by meeting its logistics and documentation needs; producing incident-related decision support information, situational awareness information, intelligence or investigative information, and providing public information to the news media and public.

E. Joint Information SystemsJISs consist of the processes, procedures, and systems that enable unified communication with the public, responders, media, and other stakeholders. Dissemination of timely, accurate, and actionable


information to the public is important throughout the incident. Developing and sharing public information is a responsibility of many agencies and organizations at all levels of government. Public information processes are coordinated before an incident, and they include the plans, protocols, procedures, and structures used to provide public information. Local, regional, state, territorial, tribal, or federal Public Information Officers (PIO)s and JICs are important supporting elements of the JIS.

F. Comparison Between ICS, CMS, and MAC GroupsICS CMS MAC Groups

Description A local or tactical incident management organization established to enable timely, effective, and coordinated operations by integrating a combination of facilities, equipment, personnel, services, procedures, and communications to achieve incident objectives

A central location for interagency coordination and decision making in support of incident management

A group of senior officials organized to coordinate support for incident management through their collective resources, information sharing, strategy development, and policy implementation

Typical Functions

Command (including Public Information, Safety, Liaison)

Operations Intelligence/Investigations Planning Logistics Finance/Administration

Coordination (including Public Information, Safety, Liaison)

Strategic Operations Intelligence/

Investigations Information and

Planning Resource and

Center Logistics Finance/

Administration

Allocate resources in support of operations/coordination centers and Incident Command structures

Establish decision coordination between jurisdictions and/or organizations

Develop strategies and contingency plans

Personnel Incident Command (either single or unified Command structure) and any assigned supporting staff

Director and staff plus authorized agency representatives, senior policy makers, and elected and appointed officials

Agency administrators/executives or personnel that have been delegated authority regarding allocation of resources

Other IC is responsible for overall management of the incident in either a single commander or unified command (UC) structure

Area Command may be established to oversee the

May be co-located with dispatch, fusion center, and public warning services

In some circumstances may perform Incident

May establish priorities for resources among incidents

Harmonize agency policies, and provide strategic guidance and direction to support


management of multiple incidents that are being handled by separate ICS organizations or the management

Command role incident management activities

V. Standards and GuidelinesThere are public safety and homeland security geospatial standards and guidelines that should be adopted and implemented in day-to-day planning and operations. Implementation of these standards should carry through in incidents of all types and scales involving incident management and/or incident support. Provided below are some of the key standards and guidelines that all public safety agencies should review, adopt and implement. This list includes common standards and guideline, but is not an all-inclusive list, nor is it meant to limit an organization to the following:

A. Homeland Security Enterprise (HSE) Geospatial Concept of Operations (GeoCONOPS)

The Homeland Security Enterprise (HSE) Geospatial Concept of Operations (GeoCONOPS) program is intended to describe and improve the coordination of geospatial activities across the entire spectrum of the Nation. This spectrum includes federal, territorial, tribal, state and local governments, private sector and community organizations, academia, the research and development industry, and citizens to improve national preparedness. The mission of HSE GeoCONOPS is to describe how the geospatial community supports National Preparedness. This encompasses the entire Homeland Security Enterprise (HSE) to include all local, state, territorial, tribal, and federal partners providing geospatial support to Homeland Security and Homeland Defense missions. For more information on the GeoCONOPS, visit: https://cms.geoplatform.gov/geoconops-home.

B. United States National Grid (USNG)The US National Grid (USNG) is a point and area reference system that provides for actionable location information in a uniform format. Its use helps achieve consistent situational awareness across all levels of government, disciplines, and threats & hazards – regardless of your role in an incident. Decision support tools that apply the USNG enable emergency managers to locate positions and identify areas of interest or operations where traditional reference (i.e., landmarks or street signs) may be destroyed, damaged, or missing due to the effects of a disaster. Implementing the USNG as a common location reference for daily and disaster operations ensures familiarity and increases capability to consistently and accurately communicate critical location information during incident operations.

The USNG is a standard adopted by the Federal Geographic Data Committee (FGDC) as the nationally consistent language of location.2 FEMA and other agencies have issued official directives that mandate the implementation and use of the USNG. The USNG should be used and/or made available on nearly all GIS or location-enabled decision support tools used during incident management and incident support activities involving land-based and land-air operations.

For additional USNG implementation guidance and technical resources, visit: http://www.napsgfoundation.org/all-resources/us-national-grid-resources-2/.

2 Federal Geographic Data Committee. (2001) United States National Grid. http://www.fgdc.gov/standards/projects/FGDC-standards-projects/usng/fgdc_std_011_2001_usng.pdf GIS Standard Operating Guideline & Template 8Version 4.0 – July 2016

http://www.napsgfoundation.org/all-resources/us-national-grid-resources-2/

http://www.fgdc.gov/standards/projects/FGDC-standards-projects/usng/fgdc_std_011_2001_usng.pdf

https://cms.geoplatform.gov/geoconops-home

C. NAPSG Incident Symbology Guideline and Symbol Set

While national and international standards fulfill many symbol needs, gaps exist in incident symbols, and the supporting frameworks required to achieve a common language for communicating incident information. NAPSG Foundation has been working with DHS to bridge the gaps by developing a consistent incident symbology framework, guideline, and symbol set for use at the incident level on maps and in GIS applications. Consistent and standardized symbology should be used on all GIS or location-enabled decision support tools used for incident management and incident support.

To access NAPSG Foundation’s Incident Symbology Framework & Guidance and standardized symbol set, visit: http://www.napsgfoundation.org/all-resources/symbology-library/.

D. GIS Standard Operating Procedures on Incidents (GSTOP)The GIS Standard Operating Procedures on Incidents3 is a publication of the National Wildfire Coordinating Group (NWCG). It clarifies the GIS business needs and functional standards associated with supporting wildland fire incidents. They are intended to help ensure consistency in the delivery of GIS products and services. The GSTOP served as a key input in developing this SOG.

To access the NWCG GSTOP, visit: http://gis.nwcg.gov/documents/gstop/documents/gstop.pdf.

E. Content Standard for Digital Geospatial MetadataThe Content Standard for Digital Geospatial metadata (CSDGM) is the current US Federal metadata standard4 and has been adopted and implemented beyond the federal level by local, state, territorial, and tribal agencies. Agencies should strive to adopt and implement this standard in geospatial support for planning and preparedness activities, and when feasible for incident management and coordination. NAPSG Foundation recognizes the limitations under which GIS staff operate during incident management and coordination support, and that metadata creation takes a secondary priority. It is often times impossible to fully encode all entries required for FGDC-compliant metadata. Alternatively, GIS staff can take a minute to add a paragraph describing the bulleted items under “Modified Base Data”, which enables others to understand what was done to the data to accomplish the mission. This information, and the use of standard file naming conventions, for all incident data are critical for creating FGDC-complaint metadata after the incident.

3 National Wildfire Coordinating Group. (2014) GIS Standard Operating Procedures on Incidents. http://gis.nwcg.gov/documents/gstop/documents/gstop.pdf 4 Federal Geographic Data Committee. (1998) Content Standard for Digital Geospatial Metadata. https://www.fgdc.gov/standards/projects/metadata/base-metadata/v2_0698.pdf GIS Standard Operating Guideline & Template 9Version 4.0 – July 2016

https://www.fgdc.gov/standards/projects/metadata/base-metadata/v2_0698.pdf

http://gis.nwcg.gov/documents/gstop/documents/gstop.pdf

http://gis.nwcg.gov/documents/gstop/documents/gstop.pdf

http://www.napsgfoundation.org/all-resources/symbology-library/

VI. GIS StaffingTo ensure access to critical geospatial information and products that serve as effective decision support tools, personnel must be readily available to support the many entities engaged in incident operations. This extent and type of operational support provides situational awareness and decision support tools to all staff support incident management and coordination.

The skills required for a GIS support staff may vary by the event type, duration of the event, mission area focus, and incident specific operational requirements. The <<IC/CMS Division/Unit/Branch>> is responsible for collecting, analyzing, and disseminating information as required. The focus of the team will be to develop an integrated common operational picture of an emergency event. It will review information coming from the field and other activated personnel to quality control the data, identify gaps, and develop actionable products for staff. Most of the products will be built using location-enabled data and information, also referred to as geospatial information. The structure is modular. In a small incident, one person could fill more than one role and in a large-scale incident several people could staff the same role and form a team.

A. GIS Positions and ResponsibilitiesBelow is a table outlining standardized GIS position titles and associated responsibilities. Further details on the minimum criteria and qualifications for GIS personnel and teams5 are available at <http://www.napsgfoundation.org/all-resources/qualifications-and-credentialing/> and were developed to be flexible and scalable throughout incident management and coordination systems.

Position Title ResponsibilitiesField Data Entry Technician

Responsible for gathering location-based data from the field to support an incident using mobile data collection devices that are Global Positioning System (GPS) capable.

GIS Technician Responsible for working with GIS software and programs to create and maintain geospatial data and/or maps that serve as decision-support tools.

Works with GIS software having the capacity to relate different types of geospatial and non-geospatial data.

Employs GIS skills, applies data mining techniques, and the skills to convert data into GIS ready formats in support of incident operations.

GIS Analyst Type 2 Produces and/or maintains GIS hardware, software, and data resources Conducts GIS data analyses to enhance situational awareness and aid

decision making Builds and supports web maps and applications

GIS Analyst Type 1 Conducts GIS data analyses to enhance situational awareness and aid decision making

Produces, maintains, and manages GIS resources, including supporting data, for an incident

Performs duties within a GIS Section or Branch and/or manages GIS Analysis Maintains ownership and authority over the appropriate web maps and

apps for the GIS Section or Branch. Provides governance and guidance on data management and

dissemination. Applies development tools including model builder, python, and web

5 National Alliance for Public Safety GIS Foundation (2015) Public Safety GIS Position Qualifications. <http://www.napsgfoundation.org/all-resources/qualifications-and-credentialing/> GIS Standard Operating Guideline & Template 10Version 4.0 – July 2016

http://www.napsgfoundation.org/all-resources/qualifications-and-credentialing/

http://www.napsgfoundation.org/all-resources/qualifications-and-credentialing/

application configuration to create and maintain decision support toolsGIS Team Leader Managing GIS hardware and software resources, ton include geospatial

data, for an incident across multiple nodes and locations Providing coordination, oversight and management as part of a GIS Map

Support Team Performing duties within a GIS Section or Branch and/or managing GIS

analysis. Managing and administering data dissemination portals and associated

content (web maps, apps and data)GIS Supervisor Providing oversight on GIS activities of multiple GIS Teams during expanding

and/or complex incidents. Managing GIS Team Leaders and coordinates staffing and resources to

appropriately support mission specific needs and activities.

B. GIS Position Role TablesIn the GIS Position Role Table below, each GIS position and associated required skills are thoroughly defined. An individual’s ability to assume each GIS role is determined by the frequency with which that individual conducts certain GIS or GIS-related activities within their daily work routine. These values are idealized and do not need to be exactly duplicated or represented in the person filling the role. Refer to Appendix 1 for an example of a full description of GIS emergency roles and responsibilities.

Provided below is an example of one GIS Role and its associated duties, tasks, and frequency levels. Additional GIS Position Role Tables are provided in the Appendix. The specific duties and tasks where specific GIS software is referenced should be updated to reflect the software used by your individual agency.

Position – GIS AnalystDUTY/TASK FREQUENCY

Administering and Operating GIS Application

Use geospatial software to identify, evaluate, and input spatial data.

Often (weekly)

Use geospatial software to query data. Often (weekly)Convert or import digital data using digitizers, scanners or GPS.

Often (weekly)

Analyze raster data sets with Spatial Analyst/Grid or Imagine

Often (weekly)

Analyze vector data sets with Geoprocessing Often (weekly)Project spatial data Often (weekly)

GIS Product Development Create FDGC-compliant Metadata Often (weekly)Collect field location data via GPS Often (weekly)Edit GIS data Often (weekly)Convert data (i.e., geodatabase, shapefile, coverage, DWG, etc.)

Often (weekly)

Generate statistics Often (weekly)Geocode data Often (weekly)Perform image analysis Often (weekly)Map and Create new GIS data Often (weekly)Maintain existing GIS data (QA/QC) Often (weekly)

GIS Services to End Users Create maps Often (weekly)


Create reports based upon GIS Analysis Often (weekly)Create charts Often (weekly)Create tables Often (weekly)Interpret analysis for client Often (weekly)Determining design format of GIS data layers or database used with GIS layers

Often (weekly)

Directly work with clients to meet their GIS need or further their understanding of GIS

Occasionally (every month)

C. GIS Responder ExpectationsGIS is vital for supporting an organization’s incident management and response mission. GIS Staff are should, consequently be, considered essential personnel during an emergency event. Staff that are directly affected by the event are not expected to report to work. It is the responsibility of GIS staff to communicate their availability status to the GIS Team Leader. The GIS Team Leader will keep track of which staff are available to report and which staff have been affected by the event and are unable to report.

<<Outline how your agency’s ICS, CMS, or MAC Group’s GIS requirements are staffed.>>

<<Detail the standard shift length during most emergency events.>>

<<Detail the process for obtaining additional GIS support and the identification of reserve staff resources in your agency.>>

D. Team Transition1. Start of Shift

At the beginning of a shift, GIS staff should complete the following tasks: <<Enter local protocols.>> Example are outlined below

Sign in on your Staffing Log. Communicate your role and availability via <<Identify appropriate communication

systems and channels>> Assess GIS needs and the needs of fellow GIS staff at other operations centers. As necessary or requested, provide data, map products and progress reports through

relevant communication channels

2. End of ShiftAt the end of a work shift, GIS staff will debrief their replacement with the following information:<<Enter local protocols.>> Example are outlined below

Wrap up the project/map/data that you are working on to the best of your ability. Communicate the end of your shift via <<Identify appropriate communication systems

and channels>>. Include the name of your replacement. Debrief your replacement in the following:

o What deliverables have been requested.o What has been created? What is left to be created?


o Where are the necessary scratch files?o What base data have been modified?o Where are your notes?o Provide the last Media Report?o What next steps have been identified?o Provide your replacement with your contact information.o Provide your replacement with contact information for other GIS Staff that are

currently staffing the event or that are due to report.

VII. GIS Hardware and SuppliesThe table below serves as an example GIS Hardware & Supply List. The needs and availability of resources for each agency or jurisdiction will vary. Use this list as a guiding example for your agency’s GIS SOP, and not as a fixed set of requirements.

REQUIRED Location

Office Field Primary Secondary Tertiary

HARDWARE (Where possible, field hardware should be ruggedized)Laptop and/or Desktop √ √License keys, dongles and codes written down √ √

Plotter &/or printer √Projector √GPS Hardware √Projection ScreenMulti-Gb Flash Drive (32 Gb or more) √ √Portable, External Hard Drive (1 Terabyte or more) √ √

Backup Laptop Battery √Mobile internet access √ √Cell phone with published number and TXT or SMS activated √ √

SOFTWAREGIS Software licenses √ √MS Office √ √Adobe Reader √ √Adobe Acrobat Full VersionGPS device, GIS software, GPS analyst √Metric Converter √DATA RESOURCESCommercially Available Imagery √Locally Available Downloaded Data √Spare Copies of the above √MAP RESOURCESDepartment Specific MapsWall MapsLocally Used Road Maps √Campus Maps


Transit MapsTourist (POI) MapsGENERAL RESOURCESMarkers (Dry Erase)/Pens/Pencils √Compass (Magnetic not scribing type)ProtractorRuler, map scale, Rohmer scale √ √CDs/DVDs - Writeable √Push Pins √Plotter Ink Cartridges √Plotter Paper (to include Mylar) √Phone BooksSAFETYPersonal Phone with Texting ability or SMS (to communicate with relatives) √ √

A supply of your business cards (Current business cell phone on card) √ √

Snack Food, e.g., energy bar √ √Your emergency contact list printed up and current – The emergency GIS group members, your family personal contacts.

√ √

VIII. Map Products and Map ProtocolsIt is recommended that map templates populated with base data and symbolized similar to local map products be compiled prior to an incident. Templates speed up the process of getting map products and analysis out to incident management and coordination personnel especially during the first response period. You may find that map templates and elements need to be changed based on the type of incident or as the incident expands and contracts.

It is important to establish QA/QC procedures. Before a map is released from the GIS Unit/Branch all map elements must be updated including scale bar, file location information, title, legend, and symbology. Special attention should be paid to time and date information. This information is critical when asked to reproduce a map or for after action reporting or for future litigation purposes.

Agencies may want to establish standard and optional map products based on types of incidents that reoccur on a frequent basis in their region such as floods, hurricanes, or wildfires.

The use of the US National Grid (USNG) should also be incorporated into your agency’s SOPs and applicable map templates. Resources to support the implementation of USNG are available at: http://www.napsgfoundation.org/all-resources/us-national-grid-resources-2/.

A. Map Elements Title – Includes Incident Name, Map theme, Geographic Extent, time/date stamp of data Legend Scale Bar Logos and Data Disclaimers

o Logo and data disclaimer to recognize data sources o Logo and data disclaimer to recognize County Group/Dept/Division


File Location– provide the full path name for the network location of the map document; ex: C:\GIS\Incidents\yyyy_IncidentName\YYYYMMDD\Products\yyyymmdd_hhmm_IncidentName_Subjectmatter_Agency_Size_Orientation.mxd

North Arrow Projection – Name of the projection, datum, and units Data Sources – who, what, where, when, why and how “Time Sensitive Data” Disclaimer Stamp – for all maps that are time sensitive “DRAFT” stamp – if map is a draft

B. Product Format Conventions Share completed map products with <<enter agency/section>> in <<enter format>> format. For non-Web maps export maps with 100 dpi resolution to keep file size down, unless higher

resolution is necessary to see detail (300 dpi is recommended for hard copy print maps). This eases data sharing and load on networks.

C. Map Symbology Guidelines Reference the most widely used symbol set by your agency or jurisdiction. Consistent and standardized symbology should be used on all GIS or location-enabled decision

support tools used in incident management and incident support. NAPSG Foundation’s standardized symbol set and framework should be used when applicable to achieve a consistent language for communicating incident information.

o To access NAPSG Foundation’s Incident Symbology Framework & Guidance and standardized symbol set, visit: http://www.napsgfoundation.org/all-resources/symbology-library/.

The FGDC offers some suggested symbology that may or may not support the needs of your agency. For these resources visit - http://www.fgdc.gov/HSWG/index.html.

o If you are an ArcGIS user, additional resources on how to use the FGDC symbology are available at - http://resources.arcgis.com/content/kbase?fa=articleShow&d=29213

D. Quality Assurance & Quality Control Strive for excellence on the first go. If a bad map or bad data are discovered, update the <<enter

GIS position>> immediately. The GIS group (and all individuals referring to map/data) will be notified via <<Identify channels for communicating QC related issues>>, identify what exactly the flaw is, work to correct the map and redistribute immediately.

Remove incorrect data or maps from locations such as published web applications as soon as possible, but do not delete the bad information from the disk drive. Instead, add a tag to the file name indicating that it is bad data and should not be used. A record of any bad data that was released may need to be accessed at some point during or after the event.

E. Standard Map Products The standard map products section outlines the product objectives, target audience, data content and cartographic requirements for those map products. These map products communicate incident specific details as well as general environment and infrastructure information to support emergency management operations.

<<Enter standard map product definitions. Below are examples from the NAPSG Foundation >>


http://resources.arcgis.com/content/kbase?fa=articleShow&d=29213

The paper and Geospatial PDF (GeoPDF) map product has been in use for a long time within emergency management, and, therefore, there are more standards surrounding their use. The list provided in the table below is meant to provide some examples of information products that can be generated to support incident management and coordination. Each map product includes a short list of some of the example datasets that are commonly used for each type of product. The example datasets are limited and agencies should be sure to include specific data needed depending on the type of incident and hazard.

Name Description

Incident Action Plan Map

Effectively communicates geographic feature relationships and incident management objectives on an incident. This map is of the highest priority and is included in the IAP. Example Datasets: Administrative boundaries, assignment areas, ICS locations, relevant critical infrastructure and landmarks, US National Grid

Briefing Map Displayed in the briefing area and is used during operational briefings. It is a simplified, large-format map of the incident area and is used to discuss work assignments and other details.Example Datasets: Political boundaries, critical infrastructure, unit assignments, US National Grid

Situation Unit Map A large-format map with an accurate, current, and detailed record of the incident information and is displayed in or near the Situation Unit area.Example Datasets: Political boundaries, affected population/demographics, critical infrastructure, US National Grid

Transportation Map Provides an overview of the transportation network in the incident vicinity to support safe transportation. This map is used to facilitate land-based delivery of equipment, supplies, and personnel to and removal from the incident location. Example Datasets: Political boundaries, roads, traffic control points, access control points, mass transit, railways, critical infrastructure and landmarks, US National Grid

Impact Analysis Map This map displays both geographic and numeric information that communicates the actual or anticipated impact of an incident.Example Datasets: Impact/response area, political boundaries, roads, critical infrastructure, affected population/demographics, US National Grid

Field Assignment Map

This map is used for safe navigation in the field and to achieve mission objectives. It should clearly highlight what the assignment is and where hazards are located.Example Datasets: Impact/response area, political boundaries, critical infrastructure, administrative boundaries, roads, US National Grid

Public Information Map

Keeps the public informed of the incident’s location. It is used in public meetings and for bulletin boards and displays. Many different types of public


information maps may be requested to fit specific needs of the public for information.Example Datasets: Impact area, political boundaries, roads, evacuation routes (when applicable), mass care service locations (when applicable)

Today there are a wide variety of applications available to display GIS data. Web applications or “Apps” provide additional functionality and ways to display and interact with data and web maps. Apps provide the end user, someone typically non-technical, with a user-friendly interface to access GIS functionality that supports their role in the organization. There are also freely available mobile apps for use on both Android and Apple devices to provide a more interactive experience with maps. The use of these types of applications makes it possible for users to interact with maps and achieve more understanding of an incident without being a GIS professional.

F. Web Maps and ApplicationsWeb maps are most easily understood and consumed through the use of web mapping applications that can be configured for specific workflows. For example, a web map can be served through a mobile application (e.g. Collector for ArcGIS) configured for conducting damage assessment in the field. Monitoring the data collection can be accomplished through another web mapping application (e.g. Operations Dashboard) configured specifically for this purpose. A wide variety of web mapping application configurations that support emergency management workflows.

Benefits: Web maps are created once by GIS Staff and Professionals and then can be quickly disseminated and updated in near real-time to many users simultaneously. Additional functionality is available through web maps that allow groups of users to collaborate on the creation and maintenance of maps in real time. Further, web maps can be embedded into existing web sites providing additional users with interactive capabilities.

Limitations: The primary limitations associated with web maps is that they require a device, power and in some cases, connectivity to the Internet (although some web maps can be used “offline”).

IX. File Naming and Directory StructureThis section provides GIS staff with a common, standardized file naming convention and directory structure.

The example directory structure is aligned with the GSTOP used by GIS Specialists to support incident management. Standard naming conventions and directory structures foster easier collaboration between varying shifts of GIS Responders. The directory structure is set up with the date and time at the beginning of each folder and file to facilitate easy chronologic sorting ensuring that the most recent map information is at the top or bottom of a file list depending on sort order.

A. File NamingFile names must be complete and stand on their own outside of the file structure; file names must be concise, use clear text, and avoid ambiguous terms.

<<Outline your agency’s file naming convention for map products here.>>


The general format for file naming is:

(date and time)_(incident information)_(other information)

However, map products (.mxd) and exported map products (e.g. .shp, .jpg, .pdf) begin with map type, size, and orientation.

File names are limited by the Windows operating system and cannot be longer than 255 characters. Note: Some software may not allow backup onto CD or DVD for long folder and file names (more than 128 characters for path name and file name).

File and folder names must not contain spaces, special characters, or periods, aside from file extension delimiters.

The underscore “_” is the only allowable character for delimiting name elements. Feature classes within a file geodatabase must start with “i” for incident. Capital letters may be used to make names easier to understand. The format for dates is 8 digits in year, month, day order (yyyymmdd) The format for time is 4-digits in a 24-hour format (hhmm)

For field collected data, also include a Source Code tag when naming the data file: GPS_Name = Global Positioning System_Collector’s Name FOBS = Field Observer SITL = Situation Unit Leader

For data/maps that were provided by Local, State or Federal Agency tag with Agency’s Acronym: CalFire (or relevant state agency) CDC

When adding non-standard tags always notify GIS staff of their presence and meaning. It is the responsibility of each GIS responder to always communicate the file naming convention that they are using to those with whom they are sharing the data.

B. GIS File Directory StructureDuring an emergency event, incident related data and maps are to be retrieved from: 1. <<Folder location>> and/or 2. <<Web application>> per the file structure outline and guidelines defined below.

This structure will be accessible on the <<Folder location>> however; it is also suggested to maintain a copy on your desktop/laptop C:\ drive in the event that a network connection is not possible. The directory structure is set up with the data and time at the beginning of each folder and file to facilitate easy chronologic sorting.

Organization Copy a blank directory template, and change the incident name Name the first map product (e.g. .mxd) according to the file naming convention and save to the

projects folder. Create and name the master incident geodatabase file(s) according to the naming conventions. Use the “Save a Copy” tool in ArcMap or other GIS software to save backup copies of the master

map documents in the \projects\backups folder each operational period or as necessary. The previous backup files can be used as a pattern for the name by clicking on the file and then changing the data and time.


Base the name of the map product files (exported from the ArcMap.mxd) on the map document (.mxd) name. Complete the names by inserting the appropriate date and time.

Map a backup copy of the maser incident geodatabase in the \incident_data\backups folder each operational period or as necessary.

Example Directory Structure <<Folder (for example, P:\EOCGIS)>>\BaseData - This folder contains base map data; data

specific or derived from the event are NOT stored here.o DEMs - Digital Elevation Modelso Logos – logos and data disclaimerso Raster – Hillshade, Eagle Aerial Imagery, Air Photo Imageryo Vector – Transportation, Admin Boundaries, Points of Interest, etc.

<<Folder>>\Tools This folder contains extensions, scripts, models, DMS-DD conversion macro/script, other software used during the incident

<<Folder>>\Incidents\ - This is the top tier GIS Emergency Response directory:o YYYY_IncidentName – This is the top tier Folder for a unique event. 4-digit year and the

name of the Unique Incident (e.g. 2003_CedarFire) Date (YYYYMMDD) date/time stamped incident spatial data layers; one folder

for each day of the incident Incident Data – All data stored in this folder are data that are specific to

the incident and include a date/time stamp – DATA SHOULD NOT BE PUBLISHED TO THE WEB UNTIL THE PRODUCT IS READY FOR USE/DISSEMINATION AND APPROVED BY THE INCIDENT COMMANDER. Consideration should be given to breaking ‘incident data’ into sub-groups 1) DEM, 2) Raster, and 3) Vector – as incident data could be collected in these forms.

Products – GIS analysis and map products produced for the event on that day

Workspace – Workspace for that day External Maps – Daily maps produced outside the organization


X. Data ProtocolsThis section discusses data format conventions, data backup and data sharing policies. It is recommended that data formats, data and map transfer protocols, and back up policies be standardized prior to an incident. Things to consider are native data and file formats that emergency responders and other GIS responders will be accessing.

A. Data Format Conventions Acceptable Data Formats include - <<Example: .xls, .dbf, .shp, File Geodatabase, KML>> Post tables for GIS staff as .dbf for quick import into ArcGIS When working with Excel spreadsheets remember that cell values linked to calculations will not

be translated between .xls and .dbf. If there are values of consequence that are linked to a calculation, create a new field for the data values and perform a paste special (Values only) before converting to .dbf. Make sure that there are no spaces in the header row and worksheet tabs.

Microsoft 2007 does not support saving as a .dbf; however, ArcMap now intakes .xlsx and has always accepted .CSV files.

Tables posted for consumption of use outside of GIS should be in an MS Excel (.xls) or (.xlsx) format to avoid software compatibility warnings when opening the file.

Acceptable Map [Output] Formats include - Example: .jpg, .pdf, .mxd When exporting to .jpg or .pdf use a resolution of 100 dpi (for printing hard copies 300 dpi is the

recommended resolution) unless higher resolution is necessary to see detail. This reduces file sizes to accommodate file sharing and network limitations.

Use Relative Paths Option when sharing .mxd’s with others - Select the Document Properties option from the File Menu, followed by the Data Sources button in the “Map Title” Properties dialog. Then select “Store relative path names to data sources” and “Make relative paths the default for new map documents I create.”

When posting zip files, use same naming convention as associated data file (refer to above naming conventions).

B. Data Backup PolicyTo avoid duplication of effort and loss of work products GIS staff should adhere to a data backup policy aligned with guidance below:

Perform and save all work in the Workspace directory under the incident (or on your C: Drive if the network is unavailable or sluggish)

Create backup copies of the files you are working on, on a regular basiso At a specific time interval; it is recommended this be done every 2-4 hours

Save/Backup work to USB memory stick or to portable, external hard driveo Tip: Purchase a portable, external hard drive with backup software.o Important – Legal action is often associated with post disaster mitigation, relief, and

funding. Saving all your work and keeping a time log or journal of events, people, and requests made is highly suggested.

<<Outline your agency’s data backup policy here.>>

C. Data Considerations and VerificationDatasets are vital to mapping and creation of location-enabled decision support tools for incident management and coordination. They are used to develop primary maps used in operations, as well as


for situational awareness applications, common operating pictures, operation dashboards, and other analytical tools.

In most instances the GIS staff have gathered or preordered required datasets for primary maps before arriving on an incident or at a Center. If another GIS staff was previously working the incident, these steps map have already been accomplished. GIS staff should follow the transition protocols to confirm.

There is no one list or table of minimum essential datasets that applies to all types and scales of incidents. Some example datasets are provided with the description for each type of standardized map product.

GIS staff evaluate all datasets based on the following factors to assess if they will adequately meet incident needs:

Coordinate System and Datum Information: This can be in the form of a file that contains the coordinate system information for the vector data and a word file for images or other documentation associated with the dataset.

Scale: The scale of the dataset should be conducive for use with other datasets and map imagery.

Currency: The dataset should be the most current available from the authoritative source when possible. Old version of the data should not be used. However, there are instances when it is necessary to use old versions because the data have been requested but the more current data cannot be located.

Attributes: Datasets should contain meaningful attributes that help to make the data more actionable for effective decision-making.

Accuracy: Datasets should meet locally acceptable accuracy requirements for a particular use. Marginal datasets may be used if an appropriate disclaimer is included and visible on the output product or tool.

Data Security: Limitations on the use and distribution of security sensitive, licensed, or proprietary data should be evaluated at the source of the data. Be sure to include information about the use of sensitive data in any transition briefings and/or materials.

Authority: Datasets should be acquired from the authoritative owner when possible. If datasets are collected using online searches, documentation of the provider is critical to avoid conflict should questions arise over the data authority. Always take time to verify the data provider and vet their information as possible before using.

D. National Data SourcesThere are a number of national and federal dataset and resources available to the public safety community that can be useful in exploring available data to support incident management and coordination.

NSGIC GIS InventoryThe GIS Inventory is managed by the National States Geographic Information Council (NSGIC) as a tool for states and their partners. Its primary purpose is to track data availability and the status of GIS implementation in state and local governments to aid the planning and building of Spatial Data Infrastructures. It should be used by public safety agencies as a “yellow pages” directory for GIS information and also as a tool to share links to data and web mapping services to support public safety at the local and state levels. More information can be found at http://gisinventory.net/.


http://gisinventory.net/

Homeland Infrastructure Foundation-Level Data (HIFD)HIFLD is a collection of National foundation-level geospatial data that can be useful to support community preparedness, planning, resiliency, research, and other efforts. The data is available for download as CSV, KML, Shapefile, and accessible via web services to support application development and data visualization. Some of the HIFLD data is publically available via HIFLD Open while other HIFLD data is contained in HIFLD Secure and requires HSIN credentials in order to access it. For more information, visit: https://hifld-dhs-gii.opendata.arcgis.com/.

HIFLD data is not intended for use in incident management and coordination, however it may provide insight in terms of what types of data are available to support incident operations.

Geospatial Information Infrastructure (GII)The Geospatial Information Infrastructure (GII) provides a platform for users to access trusted geospatial data, map services, and geospatial applications. Two of the key geospatial applications that are available on the GII are Portal for ArcGIS and OneView.

Portal for ArcGIS allows GIS practitioners of all levels to search and discover geospatial content and use this data to create web maps that can be saved and shared with other users.

DHS OneView is a secure, web-based, geospatial visualization application that allows individual users to view and interact with data and application services within the DHS GII.

For more information, visit: https://cms.geoplatform.gov/geoconops/best-practice-dhs-geospatial-information-infrastructure.

Homeland Security Information Network (HSIN)Public Safety agencies may also want to obtain a Homeland Security Information Network (HSIN) GIS Portal credential. HSIN is a national secure and trusted web-based portal for information sharing and collaboration between local, state, tribal, territorial, Federal, private sector, and international partners engaged in the homeland security mission. More information on HSIN can be found on the DHS website, http://www.dhs.gov/files/programs/gc_1156888108137.shtm. HSIN credentials can be requested by emailing [email protected] or calling (866) 430-0162.

Geospatial PlatformThe Geospatial Platform is envisioned as a managed portfolio of common geospatial data, services and applications contributed and administered by authoritative sources and hosted on a shared infrastructure. More information can be found at http://www.geoplatform.gov.

E. Local Incident DataTypical types of dynamic incident data include: Road Closures, Detours, Shelters, Evacuation Areas, or Incident Perimeters. Incident data comes from a number of sources: GPS data, field ICP, remotely sensed imagery, emergency or mass notification system, word of mouth, scratch paper, etc. There is an element of latency inherent in the distribution of GIS data, for a number of reasons:

Data need to be transferred from the field. Data are often converted into or created from scratch in a GIS compatible format before

validation. Data must be approved for release by the data owner. Ability to commission reconnaissance flights/aerial surveys. Data analysis and computation time.


http://www.geoplatform.gov/

mailto:[email protected]

http://www.dhs.gov/files/programs/gc_1156888108137.shtm

https://cms.geoplatform.gov/geoconops/best-practice-dhs-geospatial-information-infrastructure

https://cms.geoplatform.gov/geoconops/best-practice-dhs-geospatial-information-infrastructure

https://hifld-dhs-gii.opendata.arcgis.com/

Quality control of the data inputs and outputs.

All incident data should be quality controlled. If changes or updates are made to data that originated in the field, the field teams should be given the opportunity to quality control as well. One efficient way of doing this is through the use of visualization tools. Visualization tools can easily allow GIS Responders in one location to view the GIS products of other responders in a separate location, and quickly accept or reject any data changes.

With the proliferation of mobile devices and the advancement of GIS technologies, the creation, collection, and validation of local incident data can often be shifted directly into the hands of operators in the field. GIS staff should consider how to enable this workflow for their organization in order to reduce the elements of latency and increase the accuracy by going directly to the data owner (i.e., field inspector, dispatch officer, etc.) for the collection.

F. Data Dissemination Data Dissemination Protocols

This section is intended to familiarize GIS Responders with the types of data that may be requested of them, data they may need to acquire, data they may need to create, and how that data is transferred. This section also provides GIS responders with federal geospatial products and programs available to them.

Data dissemination is a vital part of incident management and coordination. A detailed work plan of designated paths by which data can be transferred from Incident Command to Center Management Systems and Multiagency Coordination Centers should be included.

<<Outline your agency’s work plan for data dissemination.>>

Information Dissemination ProtocolsLocal agencies should research visualization platforms as well as data transfer protocols as a way of sharing information. Location information can be easily shared via visualization tools and provide decision makers with needed information to effectively manage incidents. In addition, alignment of your local GIS systems and formats with those of your other local agencies, within your region, and with federal partners is critical for data dissemination and usage. Do not try and reinvent the wheel – research what partner agencies use and replicate to ensure interoperability as much as possible.

Metadata DisseminationIt is recommended that metadata be provided on all GIS data used in products leaving the agency, especially any data to be released to the public. Due to the proliferation of geospatial data during an incident from other agencies, news organizations, and social network crowd sourced information it is very important to attach a minimum set of metadata on data released to the public to distinguish the data as authoritative. Due to the time needed to complete FGDC (Federal Geographic Data Committee) compliant metadata, the file naming convention may serve as a good fit for data maintaining residency in the Multi-Agency Coordination System (MACS) facility during extremely busy periods of time.

When sharing data via web services in open formats and platforms, it is critical to complete all data information possible to describe the web service, currency, use or restrictions, and contact information for your organization. While these online elements do not follow the FGDC standard directly, the key elements of the item’s details must be included to facilitate use and contact with you if needed.


G. Data SharingData sharing ensures that all individuals involved with an incident have the information needed to do their jobs and that team transitions are effective and efficient. Data are backed up to ensure that the work of the GIS staff is not excessively impacted by computer failures or data corruption and to preserve the incident record. Data are archived to preserve the incident record while maintaining efficient workflow by the GIS staff. Data sharing is subject to important restrictions on sensitive data.

Data sharing refers to the process of distributing data to other interested and authorized parties or agencies during the course of an incident. Three types of data sharing are typically required on incidents:

Web services Incident data sharing with authorized users Transfer of data at team transitions

Web Applications<<Describe web applications and systems. Provide guidance and outline the processes for sharing data and map products. Attachments may be included to provide step by step instructions for working with these systems.>>

GIS Press Package<<If data will also be shared with the public outline policies and procedures for data release or reference existing policies. >>

Example GIS Press Package PolicyGIS Staff is not at liberty to distribute maps or GIS incident data to media or public. This is the decision of <<insert title>>. Data must be vetted by <<insert title>>. If there is any concern over the release of the data, <<insert title>> will contact the Data Owner to ensure the release is appropriate. Final sign-off then comes from <<insert title>>. No release may be made before this final sign-off is made. GIS staff should adhere to the following GIS Press Package Policy when sharing data with the media.

To further ensure the security and/or confidentiality of all incident related data:

Do not share files through web applications unless the data are complete, ready-for-use, and where applicable you have been given the proper authority.

When sharing GIS shapefiles, ALWAYS attach a projection file. Projection files are REQUIRED to be posted with all GIS data file formats. Projection to be used should be determined before emergency situation.

When using web applications to share files, use the meta_tag to alert GIS users as to status of the data/map/etc. (i.e. FACT, DRAFT, etc.). You can also use text in the application titles to indicate status for users.

Clear data and map transfer with your Operation Center Manager or Director, as needed, when sharing data and map products between <<insert titles, agency, or operational units here>> and/or through web applications.

The Public Information Officer is responsible for sharing ALL data and/or maps with the media. Public Access to <<jurisdiction>> GIS Data During a Disaster When the need to distribute certain types of GIS information is first apparent, certain

assurances must be made. In order for a data layer to be made available publicly in a GIS press GIS Standard Operating Guideline & Template 24Version 4.0 – July 2016

package, it must meet the following eight criteria. The questions must be applied individually to each data set that is to be included in the GIS press package. A “No” answer on any of the following questions should prohibit the release of the specific data layer in the press package.

o Is the Incident the source of the information (the data is not base data)?o Data is essential in the press package; otherwise the press package will not make sense? o Has the data has been cleared to be in the press package by its authors? o Has the data been cleared to be released by the incident PIO in this briefing cycle (if any

doubt see question 3)? o Has the data been checked for quality and consistency? o Is the data or subject matter releasable and not described on the Release Constrained

Data layer list?o Is the data still current with recent events?o Does the data have metadata (see standard in definition)?

Additionally, if the data passes the above questions with a “Yes” answer to all of them, the data must be summarily vetted.


APPENDIX A – GIS Role TablesThe roles are:

Field Data Entry Technician GIS Technician GIS Analyst Type 1 and Type 2 GIS Team Lead GIS Supervisor

In the GIS Role tables to follow, each GIS Role is thoroughly defined as are the skills required in order for an individual to qualify to fill each GIS Role in the manner required to adequately support the county in an emergency event. An individual’s ability to assume each GIS role is determined by the frequency with which that individual conducts certain GIS or GIS-related activities within their daily work routine. These values are idealized and do not need to be exactly duplicated or represented in the person filling the role. The specific duties and tasks where specific GIS software is referenced should be updated to reflect the software used by your individual agency. The role charts provided here serve only as examples and do not set standards for the use of any particular software.

Position – Field Data Entry TechnicianDUTY/TASK FREQUENCY

Uses mobile data collection devices Occasionally (every month)Maintains mobile data collection devices Occasionally (every month)Edits geometry of a point, line, or polygon Occasionally (every month)Edits attributes of geospatial data in a GIS Occasionally (every month)Adds data across multiple file formats from difference sources into field data collection applications


Position – GIS TechnicianDUTY/TASK FREQUENCY

Administering and Operating GIS Applications

Use geospatial software to identify, evaluate, and input spatial data


Use geospatial software to query data Occasionally (every month)Convert or import digital data using digitizers, scanners or GPS.

Often (weekly)


Rarely (every 6 mos.)

Analyze vector data sets with Geoprocessing Occasionally (every month)Project spatial data Rarely (every 6 mos.)

GIS Product Development

Create FDGC Metadata Rarely (every 6 mos.)Collect field location data via GPS Often (weekly)Edit GIS data Often (weekly)Convert data (i.e., geodatabase, shapefiles, coverage, DWG,…etc)

Often (weekly)

Generate statistics Rarely (every 6 mos.)


Geocode data Often (weekly)Map and Create new GIS data Often (weekly)Maintain existing GIS data (QA/QC) Rarely (every 6 mos.)

GIS Services to End Users

Creating maps Often (weekly)Create reports based upon GIS Analysis Occasionally (every month)Create charts Occasionally (every month)Create tables Occasionally (every month)Interpret analysis for client Occasionally (every month)Determining design format of GIS data layers or database used with GIS layers

Never (never)

Directly working with clients to meet their GIS need or further their understanding of GIS

Never (never)

Position – GIS AnalystDUTY/TASK FREQUENCY

Administering and Operating GIS Application

Use geospatial software (i.e. ArcINFO 10) to identify, evaluate, and input spatial data.

Often (weekly)

Use geospatial software to query data. Often (weekly)Convert or import digital data using digitizers, scanners or GPS. Often (weekly)Analyze raster data sets with Spatial Analyst/Grid or Imagine Often (weekly)Analyze vector data sets with Geoprocessing Often (weekly)Project spatial data Often (weekly)


Create FDGC-compliant Metadata Often (weekly)Collect field location data via GPS Often (weekly)Edit GIS data Often (weekly)Convert data (i.e., geodatabase, shapefile, coverage, DWG) Often (weekly)Generate statistics Often (weekly)Geocode data Often (weekly)Perform image analysis Often (weekly)Map and Create new GIS data Often (weekly)Maintain existing GIS data (QA/QC) Often (weekly)


Create maps Often (weekly)Create reports based upon GIS Analysis Often (weekly)Create charts Often (weekly)Create tables Often (weekly)Interpret analysis for client Often (weekly)Determining design format of GIS data layers or database used with GIS layers

Often (weekly)

Directly work with clients to meet their GIS need or further their understanding of GIS



Position – GIS Team LeaderDUTY/TASK FREQUENCY




Use of geospatial software to query data Occasionally (every month)Convert or import digital data using digitizers, scanners or GPS.




Analyze vector data sets with Geoprocessing Occasionally (every month)Project spatial data Occasionally (every month)


Create FDGC Metadata Occasionally (every month)Collect field location data via GPS Rarely (every 6 mos.)Edit GIS data Occasionally (every month)Convert data (i.e., geodatabase, shapefiles, coverage, DWG)


Generate statistics Occasionally (every month)Geocode data Rarely (every 6 mos.)Perform image analysis Rarely (every 6 mos.)Map and Create new GIS data Occasionally (every month)Maintain existing GIS data (QA/QC) Occasionally (every month)


Creating maps Often (weekly)Create reports based upon GIS Analysis Often (weekly)Create charts Often (weekly)Create tables Often (weekly)Interpret analysis for client Often (weekly)Determining design format of GIS data layers or database used with GIS layers

Often (weekly)


Often (weekly)

Position – GIS SupervisorDUTY/TASK FREQUENCY




Use geospatial software to query data Rarely (every 6 mos.)Convert or import digital data using digitizers, scanners or GPS.


Analyze vector data sets with Geoprocessing Rarely (every 6 mos.)Project spatial data Rarely (every 6 mos.)


Create FDGC Metadata Rarely (every 6 mos.)

Collect field location data via GPS Rarely (every 6 mos.)Edit GIS data Rarely (every 6 mos.)Convert data (i.e., geodatabase, shapefiles, coverage, DWG,…etc)



Generate statistics Rarely (every 6 mos.)Geocode data Rarely (every 6 mos.)Perform image analysis Rarely (every 6 mos.)Map and Create new GIS data Rarely (every 6 mos.)Maintain existing GIS data (QA/QC) Rarely (every 6 mos.)


Creating maps Occasionally (every month)Create reports based upon GIS Analysis Often (weekly)Create charts Rarely (every 6 mos.)Create tables Rarely (every 6 mos.)Interpret analysis for client Often (weekly)Determining design format of GIS data layers or database used with GIS layers

Often (weekly)


Often (weekly)


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