Asset Management Improvement Through GIS & Hansen

Environmental Services is currently into its fifth year of utilizing GIS and Hansen technologies to manage various assets throughout the County. In 2001/2002, DES staff used GPS receivers to collect approximately 60,000 sewer assets within the City of Rochester and the Gates, Chili, Ogden Sewer Districts. While locating sewers, we also mapped our fiber optic conduit that had been put in the ground during the previous ten years. With fiber going in the ground on a regular basis, we decided to purchase an extension for ArcMap (called OSPInsight) to help manage our fiber cables down to the strand level. As recently as 2006, we've been working with Monroe County DOT to map all of the County-owned street lights, power points and pull boxes. Once everything was mapped, we were able to take that data and populate a work order management system which we know as Hansen. It was a long road to get where we are today, but we are taking advantage of several benefits by using these systems.

One of the obvious benefits of having our assets mapped in GIS is the reduction of "paper clutter". Crews no longer have to carry along the rolled up Mile Square maps that got wet when it rained or crumpled up when put behind the seat. Instead, most vehicles are now equipped with rugged laptops that can be updated on a regular basis. Also, by combining GIS basemap data with aerial photography, the field technician will have a good sense of where he/she is when in the field looking for these assets. The most important benefit from this conversion is the fact that our data helps the field crews and dispatchers communicate more efficiently. Each asset in GIS is linked to Hansen by a unique ID number which can eliminate confusion when discussions take place over the radio.

The Hansen software is a work order management system that tracks the maintenance and history of an asset. For example, if a particular catch basin requires maintenance, a service request is generated, followed by a work order. Once the maintenance has been completed, the work order is closed, and the information is stored in history.

Two tools that we utilize to query and maintain the data are called GeoAssistant and GeoAdministrator, which are extensions to ArcMap. The GeoAssistant toolbar allows dispatchers and office personnel to selet an asset in ArcMap and automatically display it in Hansen. GeoAssistant will also allow us to query an asset in Hansen and automatically display it in ArcMap. GeoAdministrator is a tool that we use to maintain sewer data. This tool allows us to synchronize the attributed fields between two databases as well as add new assets to the system. Although sewer assets have been used as an example, these tools are also being utilized for fiber and street lights as well.

The migration from paper to digital was certainly a challenge. However, it was a challenge that was conquered internally by DES employees. After four years, this process is still ongoing, as we are continuously trying to find ways to enhance the system and make it run more efficiently.

Mapping Sewer Discharges

The Monroe County Stormwater Coalition was formed by municipalities and concerned organizations to collaboratively meet the EPA Stormwater Phase II regulations. Each Municipal Seperate Storm Sewer System (MS4) must have all outfalls mapped and inspected by January of 2008 to comply with EPA regulations. The GIS Services division is assisting each MS4 with this task.

This effort involved mapping outfalls, manholes, and catch basins with a GPS; scanning and inventorying record drawings; and creating storm and sanitary sewer maps based on these records. Additionally, each outfall is inspected and photographed. This inspection will help MS4s determine which storm sewers need further investigation to pinpoint cross connections or other sources of illicit discharges. Photographs can be linked to each outfall on a GIS map, making it easier to find in the field.

Employees working on the project included Kathryn Neal and Nate Stahura (Summer 2005), and Ken Smith with the support of Stephanie Zettel (Summer 2006) and Mike Burkett (November 2006 to Present). So far, over 1,800 outfalls have been mapped, along with 4,500 more sewer features. Over 3,000 record drawings have been scanned, many of which have been geo-referenced and used to create GIS sewer layers. Of the 27 MS4s Stormwater Coalition members, 15 now have all of their outfalls mapped, with five more partially complete.

Some MS4s have already been using GIS to map their sewer systems, and all of the data collected was added directly to their databases. For others who are not using a GIS, updated paper maps showing the outfall locations and sewers were provided to them. Rather than using a large town map in the field, map books were created showing sewer information in each neighborhood. All MS4s were given a CD containing digital copies of their record drawings.

Many thanks go to Andy Sansone for his help with illicit discharge inspections. When all outfalls are mapped, MS4s can more effectively and independently identify and correct sanitary cross connections.

Web Based GIS

A Geographic Information System (GIS) is a computer-based tool used for mapping. A GIS helps us to understand geography and our relationship to the things around us, and it facilitates informed decision making.

Our recent effort to redesign Monroe County's website has created new opportunities to put GIS technology directly in the hands of the public we serve. The first project came about in response to the County Executive's desire to help local business owners and residents comply with provisions of New York State's Pesticide Neighbor Notification Law. The law requires that commercial applications provide 48-hour written notice to abutting properties prior to the application of pesticides. To assist with this notification, Monroe County has developed a web-based computer program that will determine the mailing address of neighbors whose properties abut the customer of a commercial applicator.

Access to the program is provided free of charge. The program uses the County's GIS technology to locate neighboring properties, both next door to and in back of a customer's property, and provides mailing addresses of the property owners. Applicators have the option of downloading this data to a program of their own, or printing address labels directly from the web sites.

Another great example of GIS on the web is also directly linked to Monroe County's website redesign. This project is a component of the new Real Property Portal. In total, the new Portal offers five areas of functionality:

1. Pay/View Your Taxes Online
2. See a Detailed Property Report
3. Compare Assessment Data with Similar Monroe County Properties
4. Compare Sales with Similar Monroe County Properties
5. View Property on a GIS Map

The GIS Property Viewer application allows users to enter any Monroe County parcel address and return a birds-eye view of the property. Featured layers include parcel boundaries, town boundaries, school district boundaries, roads, water features and full color aerial photography. The map is fully integrated with Real Property's Assessment Database. Additional tools allow users to Pan, Zoom, Measure and Identify any map feature.

Special thanks to Justin Cole, Michelle Debyah, and John DeBellis.

Mapping Fiber with OSPInSight

Monroe County has been spending the last few years running fiber optic cables with the intention of connecting local government buildings to the county's main network backbone. The goal is to unify all municipalities, and provide access to county information and services. Part of this process involves mapping out existing and future fiber cables throughout the county. The GIS department has incorporated the use of OSPInSight to assist in the mapping and documenting process. This management system allows the integration of cumulative network data retrieved from a relational database, and displayed in customizable tabular and graphical formats to fit each individual's needs.

• Conversion of the pre-existing hard copy documentation of our fiber optic network, into an interactive database format.
• Creation of a GIS format graphical representation of our fiber optic network, showing fiber cable spans, fiber duct banks, splice and access point locations, termination cabinets, attached equipment, etc.
• Ability to do network traces, fiber data reporting (taper reports, end point schematics, route schematics, splice schematics, termination panel schematics, etc.) interrelationship data between fiber network components, etc.
• Ability to map to fault locations using input ODTR data to locate position of faults. Planning future fiber cable network additions, extensions, and or uses.
• Ability to breakdown used and unused fibers, leased fibers, priority of fibers, cost summarizations, etc.

Dig Safely NY

Dig Safely is a state-wide program to promote the principles of safe construction and maintenance of property and utilities. It's always a good idea to obtain the necessary information before beginning a project.

• Call Before You Dig
• Wait The Required Time
• Confirm Utility Response
• Respect The Marks
• Dig With Care

* 800-962-7962

Apartment Complex Addressing

Coming Soon

Digitizing Sewer Connection Permits

The Digitizing of Sewer Connection Permits is the scanning and logging of the permits which document the locations of Lateral Sewer Connections, and Sewer Cleanout connections. Anytime construction occurs in which someone needs to tap into a main sewer or install a new lateral connection, an inspection permit must be filed. A cleanout will be installed at the edge of the property, and Monroe County will be responsible for maintaining the connection between the main sewer and the cleanout. Anything between the cleanout and the new lateral connection must be maintained by the homeowner.

Each permit contains a number of pieces of information. All relevant connection and pipe locations are recorded, as well as the materials used, the name of the plumber doing the installation, and the date the work was done. Monroe County hired an outside company, Biel's, to do the scanning of the old hard copy permits. To date, approximately 30,000 permits have been scanned, for a total of over 45,000 images. The whole process took about a month to complete.

After receiving the digital images, Monroe County was able to store all the necessary information in a Microsoft Access database, on the County's Local Intranet. Permits can now be found through street name lists, or by permit identification number. Each permit entry has a Description and/or corresponding Image. The whole process took about a month to complete, and now makes our field workers' jobs easier and more efficient. Field workers can now save time by merely looking up a permit on their vehicle laptops, as opposed to relying on the Records Department to find it for them.

AVL - Automatic Vehicle Location

The Automatic Vehicle Location Project is currently in the beginning stages of development. Monroe County is working to outfit county vehicles with GPS tracking units which will provide us with data that will allow the county to operate more efficiently. Not only will the vehicle location be updated in real-time, but data from the vehicle's computer will also be monitored. This means that such things as fuel amount, temperature, and operating status will be known while a vehicle is in the field.

Some vehicles will also be equipped with devices which will monitor the weather for the current area. This includes temperature, windspeed and direction, and even rainfall. This information could be crucial when making decisions from outside the field during emergency operations. Many of the county's portable generators will also be monitored. This will ensure that they are operating without problem, and that they have sufficient fuel to continue to perform their job. All of this information will eventually be accessible through a web-based interface, which will get its information from a dynamically updated database.