Managing Records: Electronic Records: Managing GIS Records: GIS Development Guides
GIS Development Guides
Evaluating GIS Hardware and Software
1. INTRODUCTION
Purpose of Guide
A GIS is more than just hardware and software. It is a complex system with multiple components: Hardware, Software, People, Procedures and Data. The purpose of this guide is to focus on the hardware and software components of the system and how to acquire information on what is available.
Deciding what hardware and software to use for your GIS is a difficult yet important task. It will make up the foundation on which you will build your system. There is no clear-cut formula to use to make the selection process easier. In this guideline we will give you suggestions that you can use to evaluate various systems and sources for additional information.
2. SOURCES OF INFORMATION ABOUT GIS
To develop an understanding of GIS, you will need to get information about GIS systems. Here is a sampling of references to start with. This is not a comprehensive listing. Use it as a starting point and spread out from there.
GIS Source Book
The GIS source book is a good reference book that will give you a great deal of information about software vendors, trade associations, product specifications and more. This book is published by:
GIS World, Inc.
155 E. Boardwalk Drive, Suite 250
Fort Collins, CO 80525
Phone: 303-223-4848
Fax: 303-223-5700
Internet: info@gisworld.com
Other Publications
Conference Proceedings
Each major GIS conference publishes the proceedings from their event. Contact the association listed in Attachment A for information on how to obtain these documents.
Scholarly Journals
There are a number of scholarly journals that deal with GIS. These are published on an on-going basis.
Cartographica- Contact: Canadian Cartographic Association
Cartography and Geographic Information Systems - Contact: American Cartographic Association
International Journal of Geographical Information Systems -Contact: Keith Clark at CUNY Hunter College, New York City
URISA Journal - Contact: Urban and Regional Information Systems Association
Trade Magazines
There are a number of trade magazines that are focused on GIS. They are:
GIS World
GIS World, Inc.
155 E. Boardwalk Drive, Suite 250
Fort Collins, CO 80525
Phone: 303-223-4848
Fax: 303-223-5700
Internet: info@gisworld.com
Business Geographics
GIS World, Inc.
155 E. Boardwalk Drive, Suite 250
Fort Collins, CO 80525
Phone: 303-223-4848
Fax: 303-223-5700
Internet: info@gisworld.com
Geo Info Systems
Advanstar Communications
859 Williamette St.
Eugene, OR., 97401-6806
Phone: 541-343-1200
Fax: 541-344-3514
Internet:geoinfomag@aol.com
Website: http://www.advanstar.com/geo/gis
GPS World
Advanstar Communications
859 Williamette St.
Eugene, OR., 97401-6806
Phone: 541-343-1200
Fax: 541-344-3514
Internet:geoinfomag@aol.com
Website: http://www.advanstar.com/geo/gis
Association Newsletters
Many associations have newsletters that cover GIS topics and can be a good source of information. Contact the organizations listed in attachment A for more information
Books with vendor specific information
There is a number of books published about GIS and related topics. Here are some of the publishers:
Onword Press
2530 Camino Entrada
Sante Fe, NM, 87505-4835
Phone: 505-474-5132
Fax: 505-474-5030
John Wiley & Sons, Inc.
605 Third Avenue
New York, NY, 10158-0012
ESRI, Inc.
80 New York Street
Redlands, CA 92373-8100
Phone: 909-793-2853
Fax: 909-793-4801
GIS World, Inc.
155 E. Boardwalk Drive, Suite 250
Fort Collins, CO 80525
Phone: 303-223-4848
Fax: 303-223-5700
Internet: info@gisworld.com
Vendor Booths at Trade Shows
A wealth of information is available at trade shows from vendor booths. These can range from the general product literature to white papers and technical journals. This is also a good time to gather a large amount of information on different companies in a short period of time.
User Groups
User Groups are another source of valuable information and support. There are a number of user groups that have formed to provide support and professional networking. GIS user groups are formed around a geographic region or by users of specific software products. New users are always welcome to these groups. A listing of users groups is contained in Attachment A.
Current Users
The best way to gauge a vendor is by talking to their installed sites. The information that you get from talking to these users will be valuable insight into the type of company you will be working with. Ask the vendors you want to explore for a list of all of their users in the area or that are similar to your organization. Ask for contact names and phone numbers/e-mail addresses.
3. SELECTION PROCESS
Initially you will need to evaluate the software independently of hardware. The software will be selected based on the functionality it offers. Your hardware selection will be based on the GIS software you select and the operating system strategy your organization uses. You will need to test the hardware and software together making sure it works as advertised.
The nature of hardware and software technology is that it changes. In recent years it has been changing very quickly. Don't let this stop your efforts. It is easy to get intimidated. The important thing to remember is to get a product that has been proven in the marketplace and continues to have a clear development path. Avoid technology that is outdated or is on the bleeding edge and has not been proven.
Software
Software is evaluated on functionality and performance. In the Needs Assessment guide the need to identify the functionality was discussed. Here is where you will begin to use this information.
Functionality
What is important here is the ability of the software to do the things you need it to do in a straightforward manner. As an example, if the intended users are relatively new to using computers, the software has to have an easy-to-use graphical user interface (GUI). If the organization needs to develop specific applications, the software should have a programming language that allows the software to be modified or customized.
In the Needs Assessment Guide, the final report contains tables and references to the functionality you will need. Use this in developing the overall functionality required for the system.
Standards
Standards are a way of making sure that there is a common denominator that all systems can use. This can be in the form of data formats that can import and export data into the system, guidelines used for developing software, supporting industry developed standards that allow different applications to share data. Standards are generally developed by a neutral trade organization or in some cases are defined by the market.
There is a group that has formed for the GIS industry called Open GIS. This organization is developing standards for developers to use as they engineer software. Open GIS is made up of representatives from the software developer companies.
Performance
The performance of the software is dependent on two factors, 1) how it is engineered and 2) the speed of the hardware it is running on. GIS software is complex and will use a large amount of the system resources (memory, disk, etc.). The more complex the software, the more resources it will need.
Performance will be impacted if you have a minimally configured computer. Look for the developer's software specifications to see what configuration is needed to run the software. This will give you the minimum requirements. Follow this up by getting the recommended specifications from the developer or a user group. These recommendations will give you a more accurate idea of the type of configuration you will need.
Expandability
The software needs you have today will change over time. More than likely your system will need to expand. Is the software being evaluated able to provide networking capabilities? Will it share data with other applications? Will it grow as the organization's GIS grows? Evaluate software based on the ability to grow with you. This may mean that there are complimentary products that can be used in conjunction with the package you are evaluating today or the developer has clearly defined plans for added functionality. Talk with other users to see if the developer has a good track record for providing these enhancements.
Licensing
GIS software is not purchased, it is licensed. There is normally a one-time license fee with an on-going maintenance fee that provides you with the most current versions of the software as they are released. In large systems this will be spelled out in a licensing agreement with a corresponding maintenance agreement. For desktop software a shrink wrap license is used with subsequent releases being offered to existing users through a discounted upgrade. The maintenance fees and upgrade costs generally run between 15% to 30% of the initial license fee.
The terms in most software packages spell out how the software can and cannot be used. Have the terms of the license reviewed by an attorney before signing up. This can save hassles later as you are developing and using your system.
Hardware
When discussing hardware, there are terms/concepts that you need to understand. The following is a discussion of these. However, GIS software selection drives the hardware requirements. Therefore before launching a full scale evaluation of hardware, make your selection for the GIS software you will be using.
Hardware can be broken down into the following basic components:
- Operating System
- Processor
- Disk
- Memory
- Communications
Operating Systems
An operating system is the software that runs the computer hardware. It is this program that tells the computer what to do and how to do it. You may already be familiar with some of the operating systems that are on the market such as Microsoft's Windows product or various brands of the UNIX operating system.
It is important to have an Operating System plan within your organization. The plan should take into account the departments that will be using the computer system, the type of network being used (or being planned), what operating systems are currently being used, how large the database is and what kind of technical support skills you have access to (in-house or contractor).
The GIS will need to fit into your operating system plan. This will be important as you add other departments onto the system.
Processor
The processor or CPU (central processor unit) is the part of the computer that actually does the calculations or "processes" the instructions being sent to it. The most common term that describe the processor's capabilities is the clock speed. This is stated in terms of MHz (megahertz). The clock speed simply describes how many cycles per second the processor works. The higher the clock speed the faster the processor.
Another description of the processor's capability is how many bits it can access at one time. Many of the new processors are 32-bit processors. This means that the CPU can access or grab 32 bits of information during each cycle. Older computers such as a "386" machine were 16-bit machines. There are some machines on the market that manufacture a 64-bit machine (such as Digital Equipment Corporation). These are very fast CPUs but are hampered by the lack of a 64-bit operating system that can take advantage of its speed. It is the direction the hardware industry seems to be heading.
Disk
The disk or hard drive is the device used to store the operating and application software. It is also used to store data and images. In working with a GIS you will quickly find out that GIS uses a large amount of disk space. It is not uncommon to have multiple gigabytes of hard drive on a single end-user machine and 10 - 20 gigabytes on a central data server. Luckily the prices of hard drives have been coming down and will continue to be affordable.
Memory
Memory or random access memory (RAM) is used as a temporary storage space by the operating system and by the application software which is running on the computer. Most applications run better as the amount of memory increases. This is true up to a point. At some point, the performance increases will begin to taper off as additional memory is added. Most software developers can give you configuration data that indicates where this point is.
Communications
The trend in most systems today is to link up users throughout the organization on a network. This is an area in the computer industry that is advancing very rapidly. It is recommended that you retain a competent consultant who works with networks to give you detailed and current information.
In simple terms, a network is a connection between computers that allows information to be passed around from computer to computer. In a typical organization, this is a local area network (LAN). In order to connect a computer to the network it will need a network card for the wiring to plug into and network software to allow the computer to transmit and receive signals over the wiring. Of course the physical network (wiring) is also needed.
A small network within a department is inexpensive and can allow the users to share network resources such as printers and database servers. The network can provide services like e-mail and disk sharing. It can also be the entryway into larger networks that go outside the building or campus your organization is located on. This is called a Wide Area Network (WAN). A WAN requires a more structured network architecture. It does give users access to more resources.
Another important point to consider is developing access to the Internet. This specialized network is growing rapidly and provides an incredible amount of resources for a user. The Internet is an area to share ideas in a GIS forum, download data for use in the system, get technical support for a problem, get the latest information on a product from a vendors' home page or develop one of your own. The amount of information is overwhelming and too diverse to list in this guide. The point is that you should seriously be considering getting a connection to the Internet. When considering your network, factor this into the equation.
Benchmarking a System
Benchmarking a GIS can be a very involved process. The level of effort needed for the benchmark should be proportional to the size and complexity of the overall system being developed. A benchmark is the process of testing various combination of hardware and software and evaluating their functionality and performance. The benchmark is usually part of an RFP process and is only done with a limited number of selected vendors (i.e.: those that have been short listed). Each combination is tested under similar conditions using a predefined data set that is indicative of your database. This dataset should be used with all of the hardware / software configurations selected for evaluation. When completed, an organization will have results that can used to objectively evaluate the systems.
Setting It Up
When putting a benchmark together there is strength in numbers. Get a committee together. A committee will take the burden off of one person and give the process more objectivity. Have representation from all the interested departments and agencies within the organization. A working group of about 8-10 committee members is reasonable.
The committee will develop the criteria that will be used to evaluate the systems. Use the Needs Assessment documentation as a reference for this. These criteria will form the basis of the benchmark. Develop a series of tasks that each vendor will need to complete during the benchmark. The tasks should be measurable (i.e.: time, ease of use, can the function be done). Also prepare a form that each of the committee members will use to rate the tasks performed in the benchmark.
In your benchmark you will not only be to rating various aspects of the system, you are also going to be rating the vendor. Be sure to include some measurement for teamwork, communication, and technical skills of the vendor. It might be useful to work with a consultant that has experience setting up benchmarks or to get advice (and examples of documentation) from another local government who has recently completed a benchmark.
Well in advance of the scheduled benchmarks, send out information that outlines the tasks the vendor will need to perform and any rules they will need to follow (how much time for set up, time given to perform various tasks, how many people can be present for the benchmark, etc.).
Vendor Support
The vendor you select will become an extended team member for your GIS.
There needs to be a good "fit". The vendor will be a good source
of support and information. All vendors provide some type of technical
support. Ask current users how it has worked for them. If there have been
problems in the past, do existing users see improvement? The GIS industry
has been growing very fast over the last few years, there are bound to
be some growing pains. What you should be looking for is a vendor who
listens to what you need and makes improvements based on user input.
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Attachment A - User Groups
New York State
URISA - New York State Chapter
Lee Herrington, Professor
SUNY College of Environmental Science and Forestry
312 Bray Hall
Syracuse, NY 13210-2778
Phone: (315) 470-6670
Fax: (315) 470-6535
e-mail: lpherrin@mailbox.syr.edu
Western New York ARC/INFO Users Group (WNYARC) (Buffalo area):
Graham Hayes
GIS Resource Group, Inc.
Roycroft Campus
21 South Grove Street
East Aurora, NY 14052-2398
Phone & Fax: (716) 655-5540
e-mail: ghayes@localnet.com
GIS/SIG (Rochester Area):
Scott Sherwood
Center for Government Research
37 South Washington St.
Rochester, NY 14608-2091
Phone: (716) 325-6360
Tri-County GIS Users Group (Southern Tier):
Jennifer Fais
Southern Tier Central Regional Planning and Development Board
Phone: 607-962-5092
Fax: 607-962-3400
e-mail: stc3@servtech.com
GISMO (New York City):
Jack Eichenbaum
Department of Finance
1 Centre St., Room 373
New York, NY 10007
Phone: (212) 669-4563
Fax: (212) 669-2060
email: jaconet@aol.com
Capital Region ARC/INFO User Group (CAPARC) (Albany area):
Marty Goldblatt
Office of Real Property Services
Phone: (518) 474-3453
Fax: (518) 486-7237
e-mail:marty.goldblatt@orps.state.ny.us
Albany, New York MapInfo Users Group (ANYMUG):
Austin Fisher
Applied GIS, Inc.
301 Nott Street
Schenectady, NY 12305
Phone: (518) 346-0942
Fax: (518) 346-5322
e-mail: afisher@appliedgis.com
Long Island GIS (LIGIS)
Joseph P. Jones
1550 Franklin Ave.
Mineola, NY 11501
Phone: (516) 571-4096
Fax: (516) 571-3918
National
American Congress on Surveying and Mapping (ACSM)
5410 Grosvenor Lane
Bethesda, MD, 20814
Phone: 301-493-0200
Fax: 301-493-8245
American Society of Photogrammetry and Remote Sensing (ASPRS)
5410 Grosvenor Lane
Bethesda, MD, 20814
Phone: 301-493-0290
Fax: 301-493-0208
Association of American Geographers (AAG)
1710 Sixteenth St. N.W.
Washington D.C., 20009-3198
Phone: 202-234-1450
Fax: 202-234-2744
Automated Mapping/Facility Management International (AM/FM International)
14456 East Evans Ave.
Aurora, CO, 80014
Phone: 303-337-0513
Fax: 303-337-1001
Canadian Association of Geographers (CAG)
Burnside Hall, McGill University
Rue Sherbrooke St. W
Montreal, Quebec H3A 2K6
Phone: 514-398-4946
Fax: 514-398-7437
Canadian Institute of Geomatics (CIG)
206-1750 rue Courtwood Crescent
Ottawa, Ontario, K2C 2B5
Phone: 613-224-9851
Fax: 613-224-9577
Urban And Regional Information Systems Association (URISA)
900 Second St. N.E., Suite 304
Washington, D.C. 20002
Phone: 202-289-1685
Fax: 202-842-1850
