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Current Geographic Information System (GIS) Conditions

Prepared by the DTSC GIS Team (GIST)

Fiona Renton, Rick Fears, Keith Kihara, Debra Taylor, Bud Duke and Scott Warren

9/19/2013

GIS Conceptual Proposal 9/23/2013

Table of ContentsGIS Team (GIST) Introduction...........................................................................................................5

GIST Charter.......................................................................................................................................5

GIST Limitations................................................................................................................................5

Current DTSC Application and Use.................................................................................................8

Internal Application and Alignment............................................................................................8

External Application and Alignment...........................................................................................9

GIS Tasks in the Draft Strategic Plan.........................................................................................9

Goal 1: Strategy 1.2; Action 1................................................................................................10


Goal 2: Strategy 2.1; Action....................................................................................................10



GIS Use...............................................................................................................................................10

Table 1 2012 – 2013 Usage Comparison............................................................................11

Table 2 Use Comparison.......................................................................................................11

Table 3 Estimated Use Charged to Projects...................................................................12

Future Application..............................................................................................................................12

Table 4 Potential Applications............................................................................................13

Technical Requirements...................................................................................................................14

Technical Constraints....................................................................................................................14

Organizational Requirements.........................................................................................................14

Organizational Constraints..........................................................................................................15

Current Business Needs...................................................................................................................15

Organizational Goals and Schedule..............................................................................................16

Cost and Functionality......................................................................................................................16

Moving Forward...................................................................................................................................16

Proposed Tiered Use/Deployment Approach.........................................................................16

Appendix A ...................................................................................................................................Letter18

Appendix B GIS Team Charter Executive Summary December 2010.............................20

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Appendix B Input for IT Strategic Plan.......................................................................................22

Appendix C GIS Usage Evaluation (2012).................................................................................26

Appendix D GIS Cost Estimates....................................................................................................29

Appendix E 2012 Presentation Slides.........................................................................................35



GIS Team (GIST) IntroductionThe DTSC Geographic Information System Team (GIST) was formed to promote a unified, consolidated and strategic approach to GIS data management, data and application use, storage, accessibility, analysis and presentation. When formed, GIST was envisioned to be the primary GIS interface with internal stakeholders including; management, information suppliers (internal and external), and storage (OEIM), planners, trainers and users.

GIST was also charged with aligning DTSC efforts with sister agencies and BDOs, CalEPA, the Governors Information Office (GIO), USEPA and with national and international standards. The goal was to establish seamless, efficient interoperability with internal and external stakeholders to promote coordinated data storage, accessibility, interoperability and use.

External stakeholders include; the GIO, Water Boards, CalEPA, Department of Water Resources, Department of Conservation, USEPA, elected officials, Environmental Justice Communities, the public and others.

GIST was designed to focus DTSC efforts on implementing GIS using current resources, while also planning for, and if possible building a long term sustainable Enterprise GIS for DTSC.

GIST CharterThe original GIST charter was approved in December 2010 and included 21 members of whom only 4 were tasked with GIS data and tool development. Of these staff only two remain at DTSC, one position was redirected to a Safer Consumer Products Programmer, the other remains unfilled. The GIS Team completed the first phase to use existing GIS technology for pilot projects and core work, but did not complete the long term plan for GIS at DTSC. The team setup standards for GIS and has standards that are aligned with the California Office of Technology Office of GIS, USEPA and other state agency partners. The team also completed pilot projects , but did not complete the needs assessment.

GIST LimitationsGIST was formally recognized as a Team in 2009. Under Ray Leclerc’s leadership, (the current sponsor), GIST came together and established ties with CalEPA, Department of Water Resources, the California Office of



Technology Office of GIS and USEPA GIS. Internally, GIST assembled and set-up a GIS library providing access to data from over 100 data sources. GIST also established preliminary standards for maps and metadata (data that accompanies a map feature which details the origin of the data and any changes that have been made to that data).

But compliance with the team standards or alignment with team best management practices is voluntary. While GIST was setting up standards and assembling information, Programs began exploring how they want to use the tool. Programs independently launched their own GIS products and in some cases duplicated effort or established incongruent approaches to the use of GIS.

This initial use of GIS has reached a critical point when activities should be streamlined and standardized. Coordination of effort and planning for department wide needs, adds value, is efficient and sustainable. In summary, it’s time DTSC stop developing separate but incompatible GIS products and create a department wide shared GIS service. A shared GIS service will allow future GIS services to be provided in an efficient and coordinated way. Geographic Information System (GIS) Environment

DTSC maintains 17 ESRI ArcGIS desktop software licenses that are used by power GIS users. DTSC staff also use free ArcGIS Explorer software and GoogleEarth (free version).

DTSC maintains an internal GIS server that hosts a GIS library accessible by all DTSC offices. It contains over 200 GIS data layers. There is also a GIS server that hosts internal interactive map applications.

See the diagram below that shows the GIS infrastructure. Currently all the data is manually integrated. EnviroStor cleanup and permitting data is updated monthly, HWTS DTSC data is updated as needed manually. Data from some departments is also downloaded manually. Other departments provide us with links of GIS data sources that they server our in real time such as CDPH Licensed Health Care Facilities, SWRCB NPDES permits and SWRCB water rights points of diversion.

DTSC staff also store a lot of local GIS data that is not shared in the GIS library. This is local analysis and is often site specific and does not need to be centralized, however many staff PCs and the network are not adequate to



run ArcGIS remotely. The new standard issue PCs are only just adequate to run the software, but may not be in 3 years.

Also regional staff do not have adequate network band width to run ArcGIS software in some regions (specifically in Berkeley and Cypress) and regional staff do not have adequate network storage space, so many staff have resorted to using personal unencrypted drives that are not backed up or secure.



DTSC ESRI GIS Software License Inventory

Number of Licenses

Desktop SoftwareArcGIS Desktop ArcInfo Concurrent 8ArcGIS Desktop ArcEditor Concurrent 2ArcGIS Desktop Arcview Concurrent 5Spatial Analyst Concurrent – Extension 93D Analyst Concurrent – Extension 6Geostatistical Analyst Concurrent – Extension 1

Publisher Concurrent – Extension 1Data Interoperability Concurrent – Extension 1Single Use ArcView with extensions 1Enterprise softwareArcGIS Server Enterprise Basic (ArcSDE) 1ArcFIS Server Enterprise Standard 1Data Services SubscriptionArcGIS Online Geocoding Standard Subscription 4



Current DTSC Application and UseAt this time, the bulk of our GIS Knowledge, Skills and Abilities rest in the hands of a few skilled individuals. Experimentation occurs in pockets in several locations within the Department and work products have evolved in relative isolation. At this moment we have one highly skilled statistician and GIS analyst with a strong knowledge of the interworking’s of GIS infrastructure. One change here could totally derail DTSC’s GIS abilities.

GIS application primarily resides with a small group of geologists that are leading the Cleanup Program effort. We have one strong user in Enforcement and experimental use in toxicology. Most of the use revolves around the relatively superficial geospatial display of data which only scratches the power GIS offers.



Users reside in the Cleanup Program, Hazardous Waste Management Program (primarily Enforcement and Emergency Response). There is no set protocol or work request process so requesters go to individual users to request outputs. In the future, we will need to begin tracking; work requests, product quality, product distribution and use, productivity, production cost and return on investment so we can measure GIS use/impact. The EnviroStor GIS request system is little used and almost always is routed to the same individual.

As a result of the disparate requests, maps generated in GIS are being provided internally and externally with minimal guidelines and standards. There has been little or no attention paid to developing legal guidelines for confidentiality and disclaimers for data sharing. The lack of clear product quality and review guidelines could result in the release of confidential data (which could endanger our ability to access confidential data), poorly constructed maps (containing errors, inaccuracies or misleading information) and the production of maps based on unverified data which could damage our reputation with the public.

Internal Application and AlignmentGIST is a completely voluntary team. Use of guidelines, standards and processes developed by the team are completely voluntary and some staff in the Programs are unaware of standards developed by the team. The lack of requirements to follow established guidelines, standards and processes, and a potential lack of awareness can result in duplication of effort and/or the Programmatic development of contradictory guidelines and standards.

While trying to develop demonstration projects and establish standards, the team has operated on a virtual shoe-string. However we do have significant accomplishments. Since the Team’s formation in 2009, the GIS Team has applied GIS to:

Technical Settings to;1. Link contaminated sites to drinking water impacts (I710 North project), 2. Evaluate local drycleaner sources to regional groundwater plumes

(Visalia), 3. Link indoor air risk to contaminated groundwater and soil gas

(Modesto),4. Enhance USEPA PA/SI Grant site identification (SPGIT Tool)5. Screen school sites for the potential for exposure to naturally occurring

asbestos (DTSC Schools Program),6. Validate proposed excavation soil volumes in draft NEPA EIS (SSFL),



7. . Thermostat tracking [Policy and Program Support Division (PPSD; Hazardous Waste Management)].

Community Settings to:8. Demonstrate the link between regulated sites and generators to

environmental justice communities,9. Show contaminated drinking water resources statewide (DPH Well

Data).

Management Settings to:10. Show site distribution and oversight overlap,11. Coordinate with sister BDOs, and 12. Integrate with OEHHA’s California Communities Environmental

Health Screening Tool (CalEnviroScreen).

External Application and AlignmentIn addition to internal alignment, GIST has worked closely with the Department of Water Resources GIS group, USEPA GIS and the California Office of Technology- Office of GIS to ensure our GIS data is in a similar interoperable format. We have informally worked with the State Water Board to try and align activities and preserve interoperability.

The State Water Quality Control Board has already integrated GIS into their business model and provides output to the public in the form of GeoTracker GAMA data (see http://www.swrcb.ca.gov/gama/geotracker_gama.shtml ).

GIS Tasks in the Draft Strategic PlanTasks involving the application of GIS are in the DTSC Strategic Plan in areas of:

Outreach (Goals 1: Strategy 1.2, see below), Enforcement Coordination and outreach (Goal 2: Strategy 1.2, and

Goal 2: Strategy 2.1, see below), Prioritization (Goal 3: Strategy 3.3, see below) Pilot Projects (Goal 3: Strategy 3.1, see below)

Goal 1: Strategy 1.2; Action 1 Engage stakeholders through outreach and help build collaborative relationships can benefit from GIS’s ability to show where consumers reside vs. the distribution of products incorporating unhealthy product constituents. For example, contaminated sheet rock used in buildings; DTSC could use GIS to identify buildings constructed in a particular timeframe that are more likely to have used


http://www.swrcb.ca.gov/gama/geotracker_gama.shtml


contaminated sheet rock. Or the distribution of unhealthy constituents in toys etc. could be implied by identifying the likely consumer base).

Goal 2: Strategy 2.1; Action 2 Enforcement/Hazardous Waste Management Program: Use GIS for the public’s benefit. Enforcement and Emergency Response Division has rolled out the use of CalEnviroScreen mapping tools to help prioritize discretionary inspection and enforcement workload. Additionally, these GIS mapping tools are being used to help prepare enforcement cases for referral.

Goal 2: Strategy 2.1; Action 3 Increase collaboration between Enforcement, Criminal Investigations and CUPAs. GIS can be used to visually show proximity and patterns of Enforcement, Criminal Investigation and CUPA investigation and enforcement actions to help coordinate activities.

Goal 3: Strategy 3.3; Action 1 Prioritize orphan sites and NPL match sites can benefit from GIS by showing proximity to human receptors, or to Environmental Justice or sensitive communities.

Goal 3: Strategy 3.1; Action 4 Cleanup Program: three GIS Pilot Projects independently refer to application of Geographic Information Systems (GIS).

The Goals and Strategies laid out above clearly belong to individual Programs, but there is no broader goal drawing these applications together and aligning actions. Especially in cases of limited resources, this can result in competing priorities.

GIS UseAs stated earlier, the original GIST charter called upon GIST to operate within the confines of the existing network and available, pre-existing software. In short, we were charged with launching GIS with what we had. But we were also charged with developing a plan for the future. This section provides a glimpse into GIS use over the past two years.

During the period between June 13, 2012 to July 27, 2012 (28 work days), DTSC GIS license use was on the order of 1,185 hours. In the first quarter of 2013, license use was on the order of 1,350 hour. During the 28 day test period, in 2012, our maximum license capacity was reached or exceeded on four days (~14% of the days in the test period). The following table (Table 1) presents a rough comparison of 2012 and 2013 usage by office location (for details of the 2012 data, see Appendix C; GIS Usage Evaluation by Mike



Sorensen. For details of the 2013 data, see Appendix D, GIS Cost estimates by Fiona Renton). Table 1 2012 – 2013 Usage Comparison

HQ R1 R2 R3 R4 Clovis

28 days, mid 2012; 1,350 hours(ArcInfo use, see Appendix C)

35.2%

32.3%

18.1%

0.6% 3.2% 10.5%

First Qtr. 2013: 1,185.3 hrs.(ArcGIS use, see Appendix D)

16.1%

41.5%

27.9%

0.4% 3.3% 9.3%

Data Limitations: These figures refer to the use of GIS tools which would include training, and self-instruction etc., and in the case of headquarters, may include or consist primarily of GIS infrastructure development by Tom Bakke, Mike Sorensen and Fiona Renton. Therefore the actual number may be biased and should be used as general indicators. Furthermore, the use of ArcInfo (see Table 1, 2012 data) is compared to use of ArcGIS (Table 1, 2013 data), which may not be a direct comparison. The percentages shown above do not account for the number of users in a Region (all use may be by one user in one Region compared to use by many users in another). Finally, usage does not imply productivity.

Table 2, presents a general comparison of GIS use (where data is available) for the period between June 13, 2012 and July 27, 2012 (28 work days). Data for Hazardous Waste Management Program (HWMP) use was not available and so it is difficult to determine the usage between HWMP and Cleanup. Presumably usage has changed since 2012, but it seems as if the preponderance of use remains with the Cleanup Program.

Table 2 Use Comparison (Retrieved from Appendix C, page 2, Program Usage 2012)

2012 Programmatic Use Comparison

%

Cleanup Program (Based on 2012 data)

~65%

OEIM/IT (may include ER/EO time) ~34%HWM Permitting ----



HWM P2 (now PPSD) ~1%ER/EO = Emergency Response/Emergency Operations Center

The following table (Table 3) shows GIS License usage during the test period in 2013 [see column 2, % of Total Time (the test period is presumed to be roughly three months)]. Frequent GIS users were surveyed to obtain an estimate of the percentage of their usage actually charged to a project. Column three provides their estimate of time during the first three months of 2013 not charged to a project and column four shows their estimate of time charged to a project. The numbers presented are estimates and may be misleading because there was only one GIS user surveyed in R2 and he is a very accomplished GID user. R1 numbers also include an accomplished GIS user and several experienced users on the Santa Susana Field Labs (SSFL) project where costs are charged to the project. R3 usage was not estimated. R4 usage includes estimates from two users in the early stages of learning GIS. Clearly, the more users learning to use GIS will increase the non-billable time and decrease the billable time. As mentioned earlier, this table is based on estimates, accurate Performance Measures should be collected.

Table 3 Estimated Use Charged to Projects(Retrieved from Appendix D, page 3, Program Usage by location 2013)

2013 EstimatedUse Comparison

% of Total Time

Approx. % non-Billable

Approx. % Billable

HQ 16.1%R1* ** 41.5% 40% 60%R2 27.9% 10% 90%R3 0.4% -- --R4 3.3% 67% 33%Clovis ** 9.3% 20) 80%

* Includes Santa Susana ** Includes time for USEPAPA/SI Grant

Future ApplicationSafer Products may become a big user, (add text)

Drinking water protection may

Enforcement?

Cleanup?

Table 4 (below) presents a list of potential GIS applications and the Program which may be able to apply or may benefit from applying the tool.



Table 4 Potential ApplicationsTasks Enforce Permit Cleanu

pSafer Products

ER

Resource Tracking

Project/Resource Distribution x x x x XRegion vs Project Distribution x x x x XPM vs Project Distribution x x x x x

Project TrackingPermit Status xInspection Status x xEJ Communities vs Sites x x x XMines and Plumes in Surface and Groundwater

x x

Orphan Sites vs. Vulnerable Communities xDeed Restrictions xEnforcement Cases x XUrban Sprawl/Complaints x x x x xLocate Thermostat Recycle Locations xForecastingP2dw -SPGIT x xP2dw Drinking Water Contaminant/impact potentialP2dw-Drinking Water Impacts vs. Threat x xP2dw- Identify Indoor Air Risk vulnerable areas

x x x

Socio-economicParcel data x x x XEJ Communities x x x xUSEPA Region 9 Social Vulnerability Index for prioritization

x

Sensitivity analysis and sensitive areas x x x xPM UseAccess Cal Enviroscreen x x xCumulative impacts mapping and presentation

x x x X

Tracking complaint locations and trends x XTrack drug labs to predict future drug lab areas

x x

Professional Support UseGroundwater Plume Locations/Relationships

x x

Indoor Air Risk predictions x xGroundwater Plume Locations x x



Tasks Enforce Permit Cleanup

Safer Products

ER

PoliticalShow Completed Cases to Stakeholders x x x xShow Orphan Sites to stakeholders xShow NPLs sites/expenditures to stakeholders

x

USEPATrack USEPA Sites and backlog x xUSEPA PA/SI Reports (based on SPGIT) x

Technical Requirements

Metadata standards for all released documents, Work Request tracking system for EnviroStor requests with regional

GIS Operators (already exists, but rarely used) A formalized GIS Program with a GIS manager Funded and maintained IT GIS infrastructure to support current and

future GIS projects Cleanup staff should be allowed to bill GIS and data analysis to sites (is

this reasonable?) Legal guidelines and limitations statement, Authorized DTSC GIS Users and a formal process for releasing

documents and metadata standards, Released File document library and a SharePoint site where staff can

access approved and/or released documents. DTSC ESI regulations need to be in place that include plume maps

Technical ConstraintsDTSC data pdfs unusable/expensive to convert; need to expandTraining cost vs. benefitSenior Geo staff most expensive staff we have, need to consider role and cost/benefit



Organizational RequirementsAdd text here

A stable, shared cost center with a sustained source of funding, An organizational sponsor with the authority to standardize actions

across the Department to ensure quality, efficiency and sustainability, Dedicated staff commissioned to manage and grow DTSC’s GIS

enterprise system,

This new Support Service should be charged with developing a strategic approach to:

the deployment and use of GIS inside of DTSC, sharing of data across agency borders, sharing GIS data with the public, to expand transparency and increase

the strategic value of GIS, To ensure all new data coming to DTSC is GIS ready to remove the

hurdles created by the lingering PDF format DTSC uses today.

Organizational ConstraintsOutward facing server - expand

$$

Shortage of GIS staff

Limitations include a lack of IT infrastructure to support GIS, too few GIS desktop licenses, no easy way to share GIS data outside of DTSC, no way to share interactive maps with the public or securely with USEPA.

To transfer data to other agencies such as USEPA we rely on manual FTP transfers as most files are too big for email.

There is also currently only one GIS person in OEIM to support the infrastructure.

Objective: To support DTSC programs business needs for sharing and using GIS mapping and analysis of data within DTSC, with other agencies and with the public.

Current Business Needs



1. All DTSC - Integrate GIS data in interactive maps from DTSC databases and other agencies data for data visualization and analytics for the entire department and the public (cleanup, enforcement, public participation-July 2015)

2. Enforcement needs to prioritize enforcement inspection and investigation workload using Geographic Information System (GIS) data, to prioritize discretionary inspection and investigation work load. This will ensure that decision making is evidence based, defendable and applied equitably across all communities in support of DTSC’s mission. Use enforcement data with other data to predict where new cases may occur. (Due July 2015)

3. Mercury Thermostat Recycling - Allow DTSC pollution prevention and enforcement staff to track and display the yearly collection of mercury containing thermostats for compliance and to identify areas for further enforcement. (stalled after reorg)

4. Cleanup Site Assessment in collaboration with USEPA will use GIS to prioritize the backlog of cleanup sites to address groundwater contamination throughout the state. (Due July 2014)

5. Cleanup – Quantify benefits of cleanup to public health and the economy using GIS and other data (scoping)

6. Emergency Response – Support incident response mapping in collaboration with other CalEPA agencies and support GIS data sharing between agencies and the public (ongoing-Golden Guardian exercise May 2013)

7. Santa Susannah Field Lab –Support GIS infrastructure for staff 8. Hazardous Waste program (not defined, ad hoc requests from HWTS and special projects staff)

Organizational Goals and Schedulexx

Cost and FunctionalityRefer to IT strtageic plan recommendation for current projects and ensure that programs write out business requirements for GIS for the future.

Moving Forward Xx expand

Proposed Tiered Use/Deployment ApproachXx expand



Tier 1: Google Earth Platform – for all staff (Keith Kihara has already developed a GIS-Google earth training plan)

Free Service Broad Introduction (for most PMs and/or public interface) Easy to Use Map Viewing, and Limited Map Making Labor Requirements: Minimal

No connection to GIS library so files must be downloaded and converted

Tier 2: ArcGISExplorer – for data viewers

Free Service For Data Viewers (higher level use, most staff. Can control access ) Harder to use and learn; but higher level Map Making Labor Requirements: Medium Low Can easily connect to DTSC GIS library and standard symbology

Tier 3: ArcMap - for data manipulators

Licenses Required For Data Manipulators (A select few) Difficult to use Map Making, Queries, Data Manipulation Labor Requirements High Data Use High Data Transmission Restrictions (bandwidth problems for Regional

users) Can easily connect to DTSC GIS library and standard symbology



Appendix A Letter

Stew, Barbara, Ray, Date: 8/23/2013 (via email)

Geological Service Branch (GSB) is embarking on a GIS Training plan to raise GIS awareness and to train Geo’s to use GIS. Enforcement is doing their own training thing based on Google Earth. These are both great efforts and not incongruent, but they are hardly aligned.

GIS is not for everyone, at least not the hard core ArcMap version of GIS. The GIS Team is working on a position paper (for lack of a better term) on GIS implementation at DTSC that will include recommendations. That paper should be available in mid to late September. Briefly, we will discuss a tiered approach to GIS use at DTSC. An outline for the approach is at the end of this discussion.

As I mentioned above, ArcMap is for serious GIS users and the learning curve is very steep. It’s somewhat comparable to learning groundwater modeling. Its time consuming and you only need a few modelers. Instead of investing a lot of time training a large number of staff on data intensive software like ArcMap, we recommend a tiered approach.

Keith Kihara is already training Enforcement staff to use the Google Earth Platform. It’s free, very easy to use and can provide access to select data that Project Managers can use to get the big picture around their site. Keith already has a training module that with a little tweaking can be rolled out Department wide. This is by far the most economical way to introduce GIS to staff in an easy use, digestible format.

In the meantime, we can develop a second tier for staff that need more out of GIS but don’t need full blown GIS capabilities. The second tier we are looking into is ArcExlorer. Like Google Earth, ArcExlorer is free software, but it may provide us an opportunity to share more information internally; that is we believe we may be able to restrict access internally (where as there are no restrictions once it is on Google Earth). We are thinking this is more for data viewers; that want to look at plumes around a site etc. It will require



more work, more capabilities and more training that Google Earth, but not the heavy training investment, hardware or licenses required for ArcMap.

Tier three would be reserved for those that need to do more. This will require ArcMap. ArcMap needs licenses ($$), greater band width (in the Regions) ($$), improved hardware capabilities ($$), more OEIM support ($$) and a lot more training ($$). Also, the computers we just put on everyone desks simply are not made to run ArcMap. They can do it, but they are not made for it. My computer goes to freaky white screen if I try to move too fast. As was explained to me, the video cards in the new computers are not adequate and cannot be changed (they are built into the mother board as I understand it).

I believe we’ve reached a junction where we need more than a voluntary GIS team, especially when Programs follow their own path. We need to draw basic, common efforts together into a consolidated effort, with enough flexibility so Programs can tweak it to fit their needs. We need a plan with Vision, goals and metrics. We need a commitment from management to fund the effort and to back it up all along the way. And we need dedicated staff with authority and responsibility to lead the way and develop the tool.

Right now, Programs are leading the way and Programmatic needs tend to trump Departmental benefit. Please consider this outline and paper when it becomes available.

Thank you for your time and consideration.

Scott WarrenGIS Team Advisor



Appendix B GIS Team Charter Executive Summary December 2010

Sponsor: Ray Leclerc, Leader: Fiona Renton

Advisors: Shannon Similai & P2dw/Scott Warren

Currently GIS is under-utilized at DTSC, relative to other State agencies. To catch-up and resume a leadership role, we must align and expand the conversion of data into usable information. This will support efficient, effective and protective; inspections, evaluations and cleanups. By using less than five PY/YR Statewide over the next three years, the cross-program GIS Team (GIST) will close that gap and lead the incorporation and use of GIS technology, thereby improving and enhancing DTSC’s role in protecting public health and the environment and improving transparency to our stakeholders. The goal of the GIS team is to organize DTSC's geospatial information and make it universally accessible and useful to support DTSC's mission. Please note that this staffing estimate includes one position in TSIS that is vacant. This position is critical to support the GIS infrastructure and for the success of the Team.

The Team will lead the development and implementation of GIS through three phases:

Phase one: Utilize existing GIS Technology on pilot projects to test our capabilities and help us plan for systemic improvements. This includes program project assistance and training for core work with GIS data and analysis, and GIS data design.

Phase two: Implement long term planning and preparation leading to the deployment of an Enterprise wide DTSC GIS. Phase Two includes performing a GIS user needs assessment, compilation of data resources and development and implementation of operating procedures.

Phase three: Launch, test and fine tune a DTSC Enterprise GIS.



Full charter link - http://dtsc-share/teams/gist/charter/GIS%20Team%20Charter%20%2012-17-2010.doc

2010 Project Objectives from 2009 DTSC Strategic Plan

Provide DTSC the ability to develop reliable, high quality GIS data and products, thus utilizing GIS applications, tools and services in order to more effectively protect human health and the environment from hazardous substances.

Phases 1 and 2 meet Objective 10-2.4 in the Strategic Plan:

Objective 10-2.4: By March 2012, implement actions to enable staff to utilize DTSC’s existing Geographic Information System (GIS) software in concert with other relevant California stakeholders. Concurrently, develop a long-term plan to integrate GIS capabilities into the day-to-day activities at DTSC.

Phase 1 - Use current staff and resources for GIS Data development and implementation of pilot projects and core work.

Strategy 1-1 With the Cleanup Program and the Office of Technology Services and Information Support (TSIS) as leads, assemble a multi-disciplinary, cross-program, team composed of users, planners, and hardware and software providers to develop, align, and implement a DTSC GIS strategy to lead and coordinate the development, implementation, integration and expansion of GIS at DTSC. Due 08-10 (Strategy 10.2.4.1 in Strategic Plan)

Strategy 1-2 The GIS Team will conduct a series of orchestrated demonstration projects to test/optimize DTSC’s existing GIS infrastructure and to demonstrate the potential of GIS. Due 6-11 (Strategy 10.2.4.2 in Strategic Plan)

Strategy 1-3 The GIS Team will collaborate with internal (Program) and external (GIO, Water Board and USEPA) stakeholders in high value pilots projects to apply, integrate and optimize inter-operability and to use lessons learned to refine DTSC’s enterprise–wide GIS design. Due 06-11 (Strategy 10.2.4.5 in Strategic Plan).

The stakeholders will include other agencies and not be limited to those agencies listed above.

Strategy 1-4 The GIS Team will develop and implement a process to convey GIS knowledge, skills and abilities to GIS users in all DTSC locations and to communicate user feedback to the Team for use in refining GIS Strategic Planning. (Strategy 10.2.4.4 in Strategic Plan). Due 03-12

The team will provide program project assistance for core work with GIS data and analysis, and GIS data design. (10.2.4.4 Enable staff to utilize DTSC’s existing Geographical Information System (GIS) software in concert with other relevant California stakeholders.)


http://dtsc-share/teams/gist/charter/GIS%20Team%20Charter%20%2012-17-2010.doc

http://dtsc-share/teams/gist/charter/GIS%20Team%20Charter%20%2012-17-2010.doc


Strategy 1-5 The GIS Team will collaborate with internal (program) and external (GIO, Water Board, and USEPA) stakeholders in high value pilot projects to apply, integrate, and optimize inter-operability and to use lessons learned to refine DTSC’s enterprise-wide GIS design. Due 03-12

Phase 2 - Plan for Long Term Enterprise GIS Integration

Strategy 2-1 The GIS Team will define the enterprise-wide GIS needs and develop a report/plan for executive staff concurrence. Due 03-12 (Strategy 10.2.4.4 in Strategic Plan- Develop a long-term plan to integrate GIS capabilities into the day-to-day activities at DTSC.)

The following objectives need funding and long term commitment of staff resources and depend on the outcome of Phase 2.

Phase 3 - Implement Enterprise GIS

Strategy 3-1 Establish and maintain the infrastructure (GIS hardware, GIS software, GIS data) for a sustainable Enterprise GIS system to support DTSC GIS users

Strategy 3-2 Improve GIS data collection, analysis and use within DTSC, and design and integrate GIS training.

Strategy 3-3 Develop prioritized projects for development

Strategy 3-4 Distribute GIS data, maps and interactive maps to the public to increase transparency.

Appendix B Input for IT Strategic Plan

Input for OEIM Strategic Plan

GIS Integration for IT strategic Plan - July 2013-2015

Objective To provide a platform to convert GIS and associated data into information and use that information to improve and prioritize DTSC actions based hazardous waste production and use, public vulnerability and resource impact, and to bring DTSC GIS capabilities in line with the California Technology Agency, Governors Information Office standards.

Current Business needs



Department Wide: Integrate DTSC Geographic Information System (GIS) data (and databases) with other agency databases. Convert data into an easy to convey and absorb interactive visual format to enhance decision making and improve transparency.

Enforcement Program : Prioritize inspections and investigatory workload by linking vulnerable populations to pending actions using Cal Enviroscreen data. Use data to predict encroachment and population growth/increased use of hazardous materials to predict the location of new cases.

Hazardous Waste Management Program: Track, display and analyze trends in Mercury Thermostat Recycling to identify higher/lower concentrations of thermostats being recycled, and identify areas for further enforcement.

Cleanup Program: The DTSC Cleanup Program in collaboration with USEPA use GIS to prioritize work based on impacted groundwater and to reduce backlogged work, identify responsible parties, and assist in decisions to support remedial investigation. GIS tools need to be developed to predict indoor air risk from contaminated groundwater, and to quantify the benefits of cleanup to public health and the economy. Santa Susana Field Laboratory staff use GIS to assist with decision making based on data from multiple responsible parties. Once regulations for Electronic Submittal of Information (ESI) are implemented, DTSC will have much more data available for analysis for cleanup sites. Tools need to be built to assist project managers with analyzing and interpreting this and other GIS data, including historic hazardous waste sites such as lead smelters.

Emergency Response: GIS is needed to support incident response resource allocation, situational awareness, decision support and GIS data sharing between CalEPA agencies, CalEMA and the public. Current unmet needs include data sharing and integration.

Expenditures

Based on data from 2010 to 2013, GIS infrastructure costs average ~$30,000/year and personnel costs are on the order of $90,000/year.

Proposed Solution

Reformulate GIS Team and empower team Department wide after reorganization.



Fill the vacant RPSII (GIS) position to support the GIS infrastructure and application development

Add two GIS staff in OEIM to support GIS application, GIS analysis and data management in the Programs (1 Research Analyst 1(GIS),, 1 Research Program Specialist 1(GIS))

IT infrastructure - $20,000 for technical program staff PC upgrades and $50,000 first year for GIS infrastructure upgrades, $30,000 ongoing costs.

Upgrade technical staff PCs to run ArcGIS desktop software, so that staff can use GIS software for data query and analysis. Current 7 year old PCs do not run ESRI desktop software.

Upgrade the IT GIS enterprise infrastructure and add capacity to provide interactive maps and open data formats and analytics to the public and securely to USEPA

Integrate GIS data between EnviroStor, HWTS and other agencies including SWRCB and USEPA



1. Proposed Projects Project Description Benefits

Estimated Costs*

Staff Required Duration

Business

Owner

GIS – Enforcement Prioritize inspections and investigate workload by linking vulnerable populations to pending actions using CalEnviroscreen data.

Use data to predict encroachment and population growth/increased use of hazardous materials to predict the location of new cases.

Improved enforcement decision support

Transparency through availability of public interactive maps

N/A 1 GIS FTE

9 months Paul Kewin

GIS - Cleanup - Site Investigation project

Prioritize cleanup and backlog

focus new site investigation using data in collaboration with USEPA

transparency

improved decision support in collaboration with USEPA

improve the search for responsible parties

N/A 1 GIS FTE

1 years Stew Black

GIS - Cleanup Environmental Indicators

Quantify benefits of cleanup to public - transparency in interactive maps showing environmental indicators

transparency

Telling DTSC's story

N/A 1 GIS FTE

6 months Stew Black

GIS – Emergency Response Support Emergency Operations Center for DTSC and CalEPA

Share GIS data between agencies

Integrate information between agencies for coordinated view of data response to emergencies for -improved and defendable decision support.

N/A 1 GIS FTE

1 year Paul Kewin

GIS - Hazardous Waste Management Program

Track, display and analyze trends in hazardous waste and to identify areas for further enforcement.

Improved planning

Transparency through availability of public interactive maps

N/A 1 GIS FTE

6 months Brian Johnson

* The GIS team requires a one-time $80,000 investment in hardware and software tools that will support all GIS projects plus $30,000 per year for additional annual software maintenance.

** This does not include the costs of ongoing GIS project and infrastructure support.



Appendix C GIS Usage Evaluation (2012)

Program Usage 2012 Program Usage


GIS Conceptual Proposal 9/23/2013(2012) By Location

Programs No. of Users

No. of Times

GIS Used

Total Usage Time (Hr)

Programs and Locations

No. of

Users

Total Usage Time (Hr)

% Average Usage Time (Hr)

Brownfields and Environmental Restoration

26 348 875.0 Cleanup

IT 4 218 475.8 Berkeley 4 244.8 18.1% 2.3Pollution Prevention and Green Technology

1 1 0.9 Chatsworth 3 8.1 0.6% 0.3

* Note - Includes only usage of ARCInfo andViewer. Other products used concurrently

Clovis 2 141.3 10.5% 9.4

Cypress 4 43.5 3.2% 0.7Sacramento 13 437.2 32.3% 2.7ITHeadquarters

4 475.8 35.2% 2.0

Information on Analysis Period P2/Green TechnologyStart Date 6/13/20

12Headquarters

1.0 0.9 0% 0.9

Total 1,350.7End Date 7/23/20

12* Note - Includes only usage of ARCInfo and Viewer. Other products used concurrentlyTotal Number of Work Days 28

Total Working Hours per Staff Person 224(Tables provided by Mike Sorensen)



Product Usage 2012Product Daily Average -

Number of Copies Open

Average Daily Peak

Peak Number of Copies

Open at One Time - For

Period

Number of

Licenses

ARC/INFO 1.9 2.9 6 8Editor 1.0 1.0 1 2

GeoStats 1.1 1.3 1 1Grid 2.5 3.6 5 9

Interop 1.3 2.2 1 1Publisher 1.1 1.5 1 2

TIN 1.8 2.6 4 7Viewer 2.3 3.1 5 5

(Table provided by Mike Sorensen)

TypeConcurrent

Row Labels

# of Licenses

Arc/Info 8Editor 2GeoStats 1GRID 9Interop 1Publisher 2TIN 7Viewer 5Grand Total 35



Appendix D GIS Cost Estimates

GIS Costs for last 3 years and GIS Use statistics and GIS Inventory

GIS is currently used by Cleanup, Pollution prevention, EERP and OEIM/Data staff at DTSC. This includes desktop GIS software for mapping and analysis by staff and enterprise GIS software to share GIS data between all offices within DTSC.

GIS is currently used by the following programs and projects:

I710 and PASI Grant (Cleanup) to prioritize site investigation and backlog and share information with USEPA Santa Susana Field Lab (Cleanup) to assist in site decisions Modesto Dry Cleaners (Cleanup) to prioritize cleanup Emergency Operations Support for DTSC Emergency Response and CalEPA for support of exercises, planning and incidents Office of Criminal Investigations (Hazardous waste program) for showing caseload Mercury Thermostat Recycling (Pollution Prevention) for enforcement to show where more collection could occur Enforcement Cleanup – Quantify benefits of cleanup to public health and the economy using GIS and other data Emergency Response – Support incident response mapping and GIS data sharing between agencies and the public

Current GIS staff in OEIM -0.8 RPSII and I RPSII(GIS)-vacant



Below is the cost of GIS infrastructure and project support by OEIM/ODEEI for last three years:

ESRI desktop software maintenance

ESRI enterprise GIS software maintenance

ESRI geocoding data service for HWTS

Hardware -VMware costs

Total GIS Infrastructure

ODEEI staff GIS program support

ODEEI Staff infrastructure

OEIM Staff Infrastructure

Total CostInfrastructure+Staff

2012/13 $22,700 $5,052 1600 $832 $30,184 $42,856 $15,862 $13,200 $102,102

2011/12 $22,700 $5,052 $1,100 $832 $29,684 $84,445 $43,573 $6,600 $164,302

2010/11 $22,700 $5,052 $200 $832 $28,784 $62,867 $10,881 $6,600 $109,132

*staff costs estimated using Salary tables including benefits for 2012/13

Ongoing projects include:

GIS data management of GIS library to share GIS data within DTSC GIS project support (Thermostats, I710/PASI grant, Emergency Operations, High Priority Violators and others) GIS training for best practices and knowledge sharing GIS scripting support for HWTS geocoding


GIS Conceptual Proposal 9/23/2013All programs in all offices are currently using ArcGIS software. See the usage tables below.

Program Usage of ArcGIS software in 2013Programs Number of

UsersNo. of Times GIS Used

Total Usage Time (Hr.)

Costs of Staff time

Brownfields and Environmental Restoration 23 454 991.2 $43,612

Pollution Prevention and Green Technology 2 70 3.0 $132

Program Usage By Location First Qtr. 2013Programs and Locations

Number of Users Total Usage Time (Hr.)

% of Total Hrs.

Average Usage Time (Hr.)

Brownfields and Environmental Restoration

Berkeley 4 331.1 27.9% 4.0

Chatsworth 3 18.9 1.6% 0.4

Clovis 2 109.8 9.3% 18.3

Cypress 3 39.3 3.3% 0.5

Sacramento 11 492.1 41.5 2.4

IT

Headquarters 5 191.1 16.1 1.3

Pollution Prevention and Green Technology

Headquarters 2.0 3.0 <1% 0.0

1185.3



DTSC Current Infrastructure

DTSC’s current GIS infrastructure provides desktop GIS software and interactive maps to DTSC staff internally. The public and other agencies do not have access to any GIS data either securely or publicly.

GIS data is currently shared via email, FTP and sneaker-net to other agencies such as CalEMA and USEPA. There is currently no secure sharing of confidential GIS data.

Linkages to DTSC’s databases and external databases are currently manual processes resulting in data that is not synchronized between databases.



DTSC ESRI GIS Software License InventoryNo. of Licenses

Desktop SoftwareArcGIS Desktop ArcInfo Concurrent 8ArcGIS Desktop ArcEditor Concurrent 2ArcGIS Desktop Arcview Concurrent 5Spatial Analyst Concurrent – Extension 93D Analyst Concurrent – Extension 6Geostatistical Analyst Concurrent – Extension 1

Publisher Concurrent – Extension 1Data Interoperability Concurrent – Extension 1Single Use ArcView with extensions 1Enterprise softwareArcGIS Server Enterprise Basic (ArcSDE) 1ArcFIS Server Enterprise Standard 1Data Services SubscriptionArcGIS Online Geocoding Standard Subscription 4



Appendix E 2012 Presentation Slides


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