Project Management Integration Framework Discussion Post

Minnesota Geospatial Commons – Test Implementation

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Project Plan

Project Name: Minnesota Geospatial Commons – Test Implementation Updated: 02/24/2011

Prepared By: Mark Kotz

A Executive Summary

Business Need/Opportunity

The Minnesota geospatial community has access to a large number of shared geospatial datasets, mainly

through multiple data download sites. However, no one web location exists through which people and

organizations can find and share such data. Shared web services and applications are even less accessible, and

only modestly promoted as a potential shared resource. There exists in Minnesota a significant opportunity to

collaboratively develop a single location through which published Minnesota geospatial resources can be found

and shared.

Many in the community are very interested in this opportunity and have a compelling business need to see it

succeed, not the least of which are the agencies that manage the biggest GIS data distribution sites in the state

(DNR, Met Council, MnGeo & Mn/DOT). Further, the existence of a collaboratively developed Commons

may eliminate the need for existing, disparate GIS data download sites, saving several organizations from the

responsibility of maintaining their own sites and upgrading them periodically.

The coordinated geospatial commons that is envisioned would greatly advance our ability to share web services

in particular, by both providing a place to publish information about them and also by facilitating assessments

of the reliability and trustworthiness of such web services. The increased usage of web services will produce

efficiency gains for many organizations, in particular those that develop geospatial applications.

Perhaps most importantly, the Commons will provide a one stop location for a broad array of business and GIS

users in Minnesota and beyond, whether professional or casual, to find and share useful resources, and will

promote greater sharing of geospatial data, services and applications.

Statement of Work

This effort includes the following:

Define the needed functions of the Commons o Begin with those functions needed by the major data producers o Get additional input from the broader MN geospatial community

Assess existing sites and products and choose a product for a test bed implementation

Further define the critical functions and requirements (i.e. role of the broker, services documentation)

Form a multi agency implementation team advised by the Commons workgroup

Create and approve a project charter

Create and approve a project plan for the test bed implementation

Implement a test bed Commons focusing on high priority functions

Test functionality and assess strengths and deficiencies of software product and implementation methods

Make recommendations and project plan for a full production Commons, including o Roles and responsibilities o Functions to include o Implementation methods o Timeline

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o Governance

Report findings

Seek commitment and/or funding

This effort does not include the following:

Implementing a final production Commons

Project Objectives

Business Objectives for the project are:

Define the needed functions of the Commons

Implement a test bed version of the Commons

Make recommendations and develop a project plan for a full production Commons

Report to MnGeo and the geospatial community

Constraints

The following limitations and constraints have been identified for this project:

The effort relies on voluntary participation by multiple government agencies

This project has no defined budget

This project will proceed within the bounds of the prioritized Commons functional requirements previously defined by the Geospatial Architecture Workgroup

Upon approval of this Project Charter, the next milestone will be the completion of a Project Plan.

Assumptions

The following assumptions were made when developing this Project Charter:

This project has the approval of MnGeo to host the test bed Commons.

Participating agencies will continue to support staff involvement with this project.

More specific staff commitment levels will be defined in the project plan.

The Project Charter was approved on 3/19/ 2010.

B Scope Overview

Business Scope

Phase 1 – Requirements

Define and prioritize preliminary list of functions

Assess user needs and modify functions and priorities if appropriate o Create online survey o Advertize on existing data discovery sites and GIS/LIS newsletter o Compile results and compare to functions list and modify as appropriate.

Assess web service requirements o Clarify what comprises comprehensive documentation of a web service. o Agree on a list of key characteristics that must be addressed to achieve “trust” in a web service. o Further define the roles of the Broker (both machine and human) and the Enterprise Service

Provider with respect to quality of service and trust.

o More clearly define the options for, and recommended functions of the broker and how it interfaces with the service provider and the application client.

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Phase 2 – Implementation – ESRI Geoportal Extension

Identify a host server

Identify training needs of implementation group

Research functionality and configuration options

Develop a plan for which Commons functions will be implemented

Develop a configuration plan

Define how selected geoportal software will fit into existing architecture

Install and/or configure hardware and firewall connections

Install and configure software

Implement client functions and complete UI/design work

Individual agencies contribute resources (e.g. data, services, applications) to test Commons

Develop a test plan and test cases

Test implemented functions

Assess how implemented functions meet workgroup defined needs

Describe what other functionality is needed

Recommend how that functionality might be acquired or created

Recommend whether the ESRI product should be used for a production site

Modify implementation if appropriate

Phase 3 – Make Recommendations and Plan for Production Commons

Make recommendations for a production Commons o Functions to include o Implementation strategy o Roles and responsibilities o Estimated up front and ongoing costs o Benefits and risks o Potential sources of funding

Articulate the benefits of sharing services and of achieving a system that effectively supports sharing of services.

Model service level agreements o Develop or find a template or model for a service level agreements (SLA). o Work toward an SLA for the MnGeo image service.

Report to stakeholder organizations, including participating agencies, MetroGIS Policy Board and the MN Geospatial Advisory Councils

Report to the MN geospatial community, federal partners, NSGIC and others. They may have valuable input or assistance.

Propose a project plan for a production Commons

Scope Management Plan

Proposed scope changes will be assessed in terms of impact to project schedule, cost and resource usage. Any changes to this scope must be documented in a revised version of the project plan. Approval of Project Manager is

required. Any scope changes involving staffing or funding changes also require the approval of the project owners.

C Budget Overview

Estimated budget for the project by state fiscal year:

Budget Amount: $0 Fiscal Year: 2010 Funded? Yes No

Budget Amount: $0 Fiscal Year: 2011 Funded? Yes No

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All staff time, hardware, software and other resources will be contributed in-kind from participating organizations.

A request will be made to MetroGIS to fund staffing for some key project tasks.

Budget Management

Any changes to the budget must be documented in a revised project plan. Approval of Project Manager and Project

Owners is required.

D Project Team

The following people and organizations are stakeholders in this project and included in the project planning.

Additional project team members are added as needed.

Executive Sponsors: Commit resources & advocate for project

David Arbeit, Minnesota CGIO, MnGeo

Dave Hinrichs, CIO Metropolitan Council

Kathy Hofstedt, CIO Mn/DOT

Robert Maki, CIO Minnesota DNR

Project Owners: Ensure adequate resources are available and track project status

Chris Cialek; MnGeo

Rick Gelbmann, Metropolitan Council

Tim Loesch, Minnesota DNR

Dan Ross, Mn/DOT

Project Manager: Lead the planning and execution of the project, chair workgroup

Mark Kotz, Metropolitan Council

Project Workgroup: Plan and design the Commons, advise Implementation Workgroup

Mark Kotz, Met. Council (Chair)

Chris Cialek, MnGeo

Jim Dickerson, MnGeo

Jessica Deegan, Met. Council

Jessica Fendos, DEED

Josh Gumm, Scott County

Leslie Kadish, MN Historical Society

Charlie McCarty, Mn/DOT

Chris Pouliot, DNR

Nancy Rader, MnGeo

Dan Ross, Mn/DOT

Hal Watson, DNR

Paul Weinberger, Mn/DOT

Implementation Team: Implement test bed version of ESRI Geoportal Extension

Jessica Deegan, Met. Council (Co-Team Lead)

Jim Dickerson, MnGeo

Josh Gumm, Scott County

John Harrison, Mn/DOT

Susanne Maeder, MnGeo

Chris Pouliot, DNR (Co-Team Lead)

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Survey Team: Plan and implement a user survey

Jessica Deegan, Met. Council

Chris Pouliot, DNR

Alison Slaats, 1000 Friends of Minnesota

Service Requirements Team: Identify issues related to web services requirements and how they might be

implemented using a broker in the Commons environment

Hal Watson, DNR (Team Lead)

Jessica Fendos, DEED

Susanne Maeder, MnGeo

Matt McGuire, Met. Council

Project Team Management

The project manager coordinates the project tasks assigned to team members. Changes to the project team require

approval of the Project Manager and Project Owner for the affected agency if relevant. Changes will be tracked in

revisions to the project plan.

E Project Schedule

Key project tasks, responsible groups and estimate hours:

Detailed project schedule is provided below.

Schedule Management

The project Schedule will be posted online and updated as tasks are completed. Any changes to the schedule must

be documented in a revised project schedule. Sign-off from Project Manager is required

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Project Tasks with Estimated Completion Dates and Total Person Hours Required

Task (time estimates to the right are in total person hours for task) Estimated

Complete

Date

Done Resources if not full team

Implement Work

group

Service

Reqs

Survey Proj

Mngr

MnGeo Sponsors

Preliminary functions defined and prioritized 11/13/09  Workgroup agrees to implement ESRI Geoportal Toolkit as test bed 02/04/10  Approve project charter 03/15/10  Online survey is launched 03/16/10  10 Create draft project plan 03/26/10  5 Draft project plan reviewed by workgroup 04/08/10  8 Research functionality and configuration options 04/29/10  30 Identify training needs (if any) of implementation group. 05/01/10  1 person 2

Project plan approved by workgroup 05/06/10  5 Identify a host server 05/07/10  1 Clarify what comprises comprehensive documentation of a web service 05/14/10  9 Develop plan for which Commons functions will be implemented in test 05/15/10  20 Designate how selected geoportal software & components will fit into

existing architecture

05/15/10  1 person 4

Report on survey results to date and comparison with list of functions 05/21/10  2 Project plan approved by executive sponsors, owners and project manager 05/21/10  3

Develop a configuration plan 06/04/10  20 Install and/or configure hardware and firewall connections 06/11/10  1 person 3 Agree on a key characteristics to achieve “trust” in a web service 06/18/10  9 Install and configure software (including toolkit and underlying software) 06/25/10  1 person 20 Online survey is ended 06/30/10  0 Compile survey results and compare to functions list 07/09/10  4 Develop a test plan and test cases 07/16/10  10 Convene a design team and provide recommendations on the design of

main pages of Commons

08/06/10  7 people 16

Submit MetroGIS funding proposal if appropriate. Due Sept. 2 nd

. 09/02/10  2 people 2 4 Implement client functions and complete UI/design work. (tasks broken

down by functionality pieces eventually)

09/17/10  ?

Individual agencies contribute resources (e.g. data, services, applications)

to test Commons

09/24/10  15

Test implemented functions 09/24/10  15 Revise any needed implementation pieces 10/01/10  ?

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Revise data or service contributions 10/07/10  6

Test Bed running with real data & services - open for comments 10/11/10  ?

Give presentation about Commons at MN GIS/LIS Consortium Conference 10/15/10  5 Assess how implemented functions meet workgroup defined needs 11/04/10  10 Describe what other functionality is needed 11/04/10  10 Modify implementation if appropriate, based on feedback 12/02/10  ? Recommend how that functionality might be acquired or created 12/02/10  ? Recommend whether the ESRI product should be used for a production site 12/02/10  ? Create draft recommendations for a production Commons 02/10/11  8 Modify and finalize recommendations for a production Commons 02/17/11  ? Report to geospatial community on status of project 02/17/11  Check in with project owners and sponsors and get feedback 03/03/11 Create draft project plan for a productions commons 03/17/11 10 Finalize project plan for a production commons and submit for approval 04/07/11 ? Model service level agreements 04/07/11 2 people 8 Report to stakeholder organizations and geospatial community 06/01/11 ?

109+ 69+ 58 16 28 1 3

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F Communication Plan

The Geospatial Commons Workgroup will maintain a schedule of monthly meetings. All workgroup members,

subgroup members, project owners and other who have expressed interest are included in the CC list for meeting

agendas and meeting notes. If a particular meeting is not needed, it will be cancelled. The workgroup maintains a

Basecamp web site for collaborative work. This site is accessible only to authorized users. Additional or alternate

workgroup collaborative work sites will be considered if the need arises.

The workgroup chair/project manager will report progress to the following groups at their request:

MetroGIS Coordinating Committee

MetroGIS Policy Board

State Government Geospatial Advisory Council

State Agency Geospatial Advisory Council

Key stakeholder organizations will be kept abreast of the progress of the workgroup through their representatives

on the workgroup.

The workgroup will also maintain a web page under the MnGeo advisory committee site at

http://www.mngeo.state.mn.us/workgroup/commons/index.html. The project schedule will be updated periodically

and posted on this site.

It is expected that workgroup members will provide presentations about the project at various venues. Specifically,

the project will be presented at the Minnesota GIS/LIS Conference in October.

Individual task teams will work closely on a weekly or daily basis while completing specific tasks.

G Issues Management

As issues arise within the project, each team will determine if the issue is significant enough to report it to the

Project Manager. The Project Manager, in consultation with the Team Lead, will decide if the issue should be

reported to the full Workgroup. If so, the collaborative work site will be used as a place to describe and track

issues. For project work to continue efficiently, it is desirable that most issues be resolved within each team or with

consultation with the Project Manager. Issues may include testing results, unexpected problems, and other items

that impact project completion.

H Project Plan Documents Summary

All significant electronic project documentation will be posted on the collaborative work site. Teams will

determine when a document is sufficiently complete to post on the site.

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I Approval

Below is documentation of confirmation that project sponsors, project owners and project manager have

reviewed the information contained in this document and approve of this as the formal project plan for the

Minnesota Geospatial Commons – Test Implementation project.

To indicate approval, send an email to [email protected] stating that that you approve the project plan

for the Commons Test Implementation project.

Executive Sponsors: Commit resources & advocate for project

David Arbeit, Minnesota CGIO, MnGeo – Approved 6/18/2010

Dave Hinrichs, CIO Metropolitan Council – Approved by email 6/11/2010

Kathy Hofstedt, CIO Mn/DOT – Approved by email 5/21/10

Robert Maki, CIO Minnesota DNR – Approved by email 5/25/2010

Project Owners: Ensure adequate resources are available and track project status

Chris Cialek; MnGeo – Approved 6/18/2010

Rick Gelbmann, Metropolitan Council – Approved by email 5/12/10

Tim Loesch, Minnesota DNR – Approved by email 5/19/10

Dan Ross, Mn/DOT – Approved by email 5/20/10

Project Manager: Lead the planning and execution of the project, chair workgroup

Mark Kotz, Metropolitan Council – Approved 5/10/10

The Project Plan will be approved by the Project Executive Sponsors, Project Owners and Project Manager

Project Changes will be approved by the Project Owners and Project Manager