8-QCQA Plan Updated 2017.pdf

Geographic Information Systems

QC/QA Plan

City of Rio Rancho

Records & GIS Section, Engineering Division

Public Works Department

Implemented December 2014 Updated July 2017

City of Rio Rancho GIS QC/QA Plan Jul 2017

Introduction The purpose of this plan is to set in place Quality Control & Quality Assurance (QC/QA) processes for City GIS staff to ensure high quality GIS data. The goals of the plan are to address issues of data accuracy, completeness, and timeliness to provide City staff and the public with high quality GIS data and to set the City on course to having the best GIS data of any municipality in the state.

To better understand the QC/QA process described later in this document, there are some components and terms that first need to be explained and defined:

Data Stewards A steward is someone who has responsibility to take care of something. Every GIS featureclass has an assigned staff member responsible for maintaining it. Currently, the Records & GIS Section staff are stewards for most data with the exception of a handful of layers maintained by staff in Development Services.

Quality Control and Quality Assurance Quality Control, by definition, is the process used during production of a product to ensure its quality.

Quality Assurance, by definition, is the process used to verify the quality of a product after its production.

QC QA Folder The QC/QA plan and all corresponding documents that will be described in this plan can be found here

G:\QC QA.

GIS Master Data List The GIS Master Data List is an Excel file that is an inventory of every featureclass, along with the file location, designated steward, QC person, QA person, the status of whether or not it is up to date, and the list of Data Reviewer checks to be performed each time the layer is reconciled and posted.

Maintaining this spreadsheet is crucial to ensuring that the City’s GIS data is complete, up to date, and accurate. The GIS Master Data List is located here: G:\QC QA\GIS Master Data List.xlsx.

Editor Tracking Editor Tracking is a tool available in ArcGIS that creates four fields in a featureclass: Creator, Editor, Creation Date, and Last Edit Date. Each time a featureclass is edited, this tool auto populates these fields (down to the exact second in time) with when the feature was modified or created and by whom.

Essentially, it functions as a feature specific metadata creator. Editor Tracking is enabled for all City maintained GIS data and is an important tool in the QC/QA process.

GIS Data Update QC/QA Process

When GIS data is updated by City staff, both quality control and quality assurance checks are in place to catch and eliminate errors before the edits are made available to City users and the public. The QC/QA process involves three different people when any layer is updated. The data steward, who runs Data file://PW-SQL2008/GIS%20Data/QC%20QA file://PW-SQL2008/GIS%20Data/QC%20QA/GIS%20Master%20Data%20List.xlsx

Reviewer checks, a QC person, who performs detailed checks, and QA person, who also performs some detailed checks and general checks. This process will be explained in greater detail below. Figure 1 below outlines this process.

QUALITY CONTROL

Data Reviewer Each layer is assigned a set of Data Reviewer checks that will be run by the data steward before reconciling and posting edits. The checks will be listed in the Master Data List. If there are errors found while running the checks, they will be corrected by the data steward before posting their version to the QA version. To maintain a consistent schedule, the data stewards will reconcile and post their data by the end of the workday on Wednesdays. Upon reconciling/posting, the steward must email to the Quality Controller, Quality Assurer, and the Records & GIS Section Manager listing the featureclasses that have been updated and the source material that was used to update each layer.

Note: Every six months (during the first week of Feb & Aug), the GIS staff will meet to discuss the effectiveness of the Data Reviewer checks that are in place and consider adding additional checks.

Detailed Checks Upon receiving the email from the data steward, the Quality Controller will conduct manual checks on each layer that has been updated. A detailed spatial and attribute check focuses on the features that have just been edited. The Quality Controller ensures the accuracy of the edits using the source material that was used to make the edits, such as a plat, record drawing, or aerial photo. Since it can be very time consuming to check every edited feature, the Quality Controller will select 20% of the features that have been edited. The features that have been edited can be identified using the timestamp in the “Last Edit Date” field (Tracking Editor). The Quality Controller sorts the table by the edit date, and using the Sampling Data Tool (part of Data Reviewer) to randomly select 20% of the edited features (rounding the sample number up when the decimal is 5 or greater). For example, if 18 segments of water main have been edited, the Quality Controller will check four segments (18 X .20 = 3.6 rounded up to 4) against the corresponding record drawing. If any errors are found, the Quality Controller will email the Steward (copying the Records & GIS Section Manager) identifying the error(s) found. The steward will correct the error(s), run the Data Reviewer checks, and reconcile and post to the QA version again. The Quality Controller will repeat the detailed checks and if no errors are found, will email the Quality Assurer and the Records & Section Manager to inform them that Quality Control has been completed.

QUALITY ASSURANCE

General Checks Part of conducting quality assurance is ensuring the integrity of the data. This includes ensuring that portions of the data have not accidentally been deleted. It also involves ensuring that features that have just been created or modified by the stewards are not missing attribute information. A general spatial and attribute check serves to identify errors in data that can visually be identified by the Quality Assurer, such as a missing parcel within the City or missing attributes. The first step in this check is to zoom to the extents of the layer. If there are spatial errors, such as a feature located outside of the City or a parcel missing, these errors can be caught visually. The next step is to open the attribute table, select all features that have been edited (using the “lasted edited date” field) and ensure that all fields are populated and that the correct syntax has been used.

Detailed Checks The Quality Assurer will conduct the same type of detailed check done by the Quality Assurer, but will use a smaller sample size. Upon receiving the email that Quality Control is complete, the Quality Assurer will use the timestamp field to identify and select the modified features, create a sample of 5% of those features using the Sampling Data Tool, and check the accuracy of the features against the source material (rounding up when the decimal is 5 or greater as previously described in the QC section). If any errors are encountered by the Quality Assurer, he/she will email the Steward (copying the Quality Controller and Manager) the error(s) found. The steward will then make the needed corrections and repeat the QC/QA process until no errors are found by the Quality Controller or Quality Assurer.

QC/QA for Data Created by a Consultant The City may hire an external consultant to create data. Upon receiving the data as a final deliverable from the consultant, the City will undergo quality control and quality assurance checks. The data must pass the City’s QC/QA Process to be accepted. This process will be explained in greater detail below. Figure 2 demonstrates this QC/QA process.

http://resources.arcgis.com/en/help/main/10.1/index.html#/Sampling_data/01020000006v000000/

QUALITY CONTROL

Detailed Checks A Quality Control (QC) Reviewer will be assigned by the Records & GIS Section Manager to conduct QC checks on the data. The QC Reviewer will randomly select a sample of features from each deliverable dataset. A random sample of data can be created using the Sampling Data Tool (part of Data Reviewer).

The QC sample size is determined by the total number of features in the data (Table 1) which is based on ANSI Sampling Standards (ANSI MIL-STD-105E).

Once the sample has been generated, the data will be verified. This may require field verification to ensure the attributes are correct and if needed, GPS verification to ensure the positional accuracy of the data falls within the parameters specified in the contract. This may require the help of subject matter experts that are not Records & GIS Section staff. An example of this would be assistance from Traffic Section staff to verify sign data collected by a consultant. Aerial photography may also be used to verify positional accuracy for data with lower spatial accuracy requirements.

Table 1 – QC and QA Sample Sizes Total Features QC Sample Size QA Sample Size

2 - 15 2 1 16 - 25 3 2 26 - 90 5 3

91 - 150 8 4 151 - 280 13 7 281 - 500 20 10

501 – 1,200 32 16 1,201 – 3,200 50 25

3,201 – 10,000 80 40 10,001 – 35,000 125 65

35,001 – 150,000 200 100 150,001 – 500,000 315 160 500,001 and over 500 250

QC/QA Form Any errors in the data will need to be corrected by the consultant. If any errors are found, the QC Reviewer will fill out a QC/QA form listing the errors which will be given to the consultant. This form is located here: G:\QC QA\Consultant Data QC QA Form.pdf.

QUALITY ASSURANCE

Detailed Checks A Quality Assurance (QA Reviewer) will be assigned by the Records & GIS Section Manager to conduct QA checks on the data once the data has passed the QC checks. The QA Reviewer will follow the same steps taken by the QC Reviewer in selecting a sample of the data and verifying the accuracy of those features. The QA sample size is about half the size of the QC sample (Table 1). Any errors will be recorded on the Consultant Data QC QA Form and returned to the consultant for correction.

General Checks The QA Reviewer will check the data provided by the consultant to ensure its integrity and completeness. This includes checking the overall spatial layout of the data to ensure the features appear to be correct. For example, if there are features located outside of the City when there shouldn’t be, such errors can quickly be identified. A general attribute check will also be done to ensure the quality and completeness of the data. The reviewer will check that the data schema matches what was specified in the contract. The reviewer will also sort each attribute field and check for null fields that should be populated. Inconsistent syntax can also be identified using this method. Any errors found in these checks will be added to the Consultant Data QC QA Form and given to the consultant for correction.

Corrections and Final Acceptance of Data If no errors are found during the QC/QA checks, the data will be accepted by the City and incorporated into the appropriate database. If any errors are encountered, the Consultant Data QC QA Form listing the errors will be given to the consultant (via the project manager) who must correct the identified file://PW-SQL2008/GIS%20Data/QC%20QA/Consultant%20Data%20QC%20QA%20Form.pdf errors and resubmit the data to the City. The QC/QA checks will be repeated upon resubmittal and the process repeated until no errors are found in the data during the checks.

GIS Data for Capital Projects The City Development Process Manual (DPM) requires that Record Drawings be submitted to the City as an AutoCAD file or shapefile. If a shapefile, the schema must match the City’s. Such data will undergo the same QC/QA checks as described in “QC/QA for Data Created by a Consultant” before being integrated into the City’s GIS.

GIS Data for Developer Projects For developer projects, the DPM currently does not require GIS data be provided to the City. If the City changes the submittal requirements to include GIS data, they should have the same requirements (matching the City’s schema) to facilitate integration with the City’s GIS. Such requirements will have to be made in the City’s DPM but will also be included in the subsequent QC/QA Plan update if such a change is made. Such data will undergo the same QC/QA checks as described in “QC/QA for Data Created by a Consultant”.

Additional QC/QA Elements Mapping Applications Mapping Applications are the face of the City GIS program. Going forward they will be the primary medium through which data is made available to the public and most City staff. As such, it is crucial that all City mapping applications are functioning correctly. The only way to ensure this is by frequently testing the applications to ensure proper functionality and then promptly fixing any problems to minimize disruptions of use by staff and the public.

GIS applications available to staff or the public shall be checked for functionality twice a week (beginning and midweek). This is the responsibility of the GIS Systems Administrator. Such checks include testing the following: layer functionality, searches, popups, and all other tools (i.e. measure, print, street view) in the application. A spreadsheet is maintained by the GIS System Administrator with a list of all GIS Applications and the date of the last full functionality check. This file is located here: G:\QC QA\GIS Application Log.xlsx. If the GIS System Administrator is unavailable to run the tests, the Records & GIS Section Manager will ensure that they are still done.

If there is a problem with any internal or public facing GIS applications (whether encountered by the GIS staff or other users), the Records & GIS Section Manager will be notified. Once aware of the problem, he will (1) inform the GIS System Administrator and City Engineer (unless already aware) within one hour.

The GIS System Administrator will begin to diagnose the problem. If the issue likely requires the assistance of the Information Technology (IT) Division, the System Administrator will responsible for contacting and working with IT to resolve the issue. An action plan which makes contingencies for when key staff are unavailable when such problems arise is located here: G:\QC QA\GIS Application Failure Application Plan.pdf

GIS Data on Website The Records & GIS Section is planning on making GIS data available for download to the public on the City website. The data formats available for download will be shapefiles and kmz files. These files will be file://PW-SQL2008/GIS%20Data/QC%20QA/GIS%20Application%20Log.xlsx file://PW-SQL2008/GIS%20Data/QC%20QA/GIS%20Application%20Log.xlsx file://PW-SQL2008/GIS%20Data/QC%20QA/GIS%20Application%20Failure%20Action%20Plan.pdf file://PW-SQL2008/GIS%20Data/QC%20QA/GIS%20Application%20Failure%20Action%20Plan.pdf updated twice a year by the GIS Systems Administrator at the beginning of January and July. A list of the files available to the public and log of when they were last updated is located here: G:\QC QA\GIS Data on Website.xlsx.

PDF Maps The Records & GIS Section currently offer City staff and the public pdf maps. Each map has a designated steward responsible for updating them each year during the month of January. Once the maps are updated, the stewards will notify the GIS Systems Administrator, who will update links to the maps on the website. A list of the pdf maps and log of when they were last updated is located here: G:\QC QA\PDF Maps on Website.xlsx.

Helpdesk The IT Division is planning on requesting budget money for additional Helpdesk licenses for the City’s GIS program. This will serve as a means to allow staff to request training for GIS applications, ask questions regarding available GIS data, or to report possible errors in GIS data. This will be a useful tool for keeping track of errors that are reported and ensuring that the reporting party is followed up with.

GIS User Groups The purpose of having GIS User Group meetings is to reach out to staff in all City departments that use GIS data to address concerns and answer questions they may have and determine their needs. This is not a technical committee and will not formally drive GIS policy. The Records & GIS Section Manager and GIS Systems Administrator will meet with each GIS User Group quarterly during the second and third weeks of January, April, July, and October.

GIS Steward Data Review The Records & GIS Section Manager will meet individually with each data steward once a month to review their data, workload and associated responsibilities (i.e. maintaining metadata, master data list, data reviewer checks, etc.). This will be helpful for the Records & GIS Section Manager to ensure that the processes in the QC/QA Plan are being followed by staff and learn about any concerns they may have about processes in the plan and assess the steward’s overall workload. While these meetings occur every month, communication between the manager and stewards regarding these issues should occur as often as needed.

Metadata The City keeps metadata for all GIS data it maintains. Each data steward is responsible for the upkeep of the metadata. To ensure that metadata is being maintained, the Records & GIS Section Manager will meet with each data steward once a year (first week in March) to review the metadata and identify any deficiencies that exist. While these meetings will only be scheduled once a year, additional meetings may be needed and communication regarding metadata should occur as often as needed.

Plan Update This plan will be reviewed and updated yearly to incorporate any needed changes that can improve data quality and work efficiency. The Records & GIS Section Manager will be responsible for updating the file://PW-SQL2008/GIS%20Data/QA%20QC/GIS%20Data%20on%20Website.xlsx file://PW-SQL2008/GIS%20Data/QA%20QC/GIS%20Data%20on%20Website.xlsx file://PW-SQL2008/GIS%20Data/QA%20QC/PDF%20Maps%20on%20Website.xlsx file://PW-SQL2008/GIS%20Data/QA%20QC/PDF%20Maps%20on%20Website.xlsx