2016 URISA Exemplary Systems in Government Award Application · 2016 URISA Exemplary Systems in Government Award Application City of Hamilton’s Spatially Indexed Engineering Records

2016 URISA Exemplary Systems in Government Award Application

City of Hamilton’s Spatially Indexed Engineering Records System (SPIDER)

Nominated by:

City%of%Hamilton%% % %%%%%%2016%URISA%ESIG%Award%Application%

Page%1%of%16%%%

Table&of&Contents&A.% System%.........................................................................................................................................................%3%

1.%Name%of%system%&%ESIG%award%category%.....................................................................................................%3%

2.%Letter%from%Executive%Administrator%...........................................................................................................%3%

3.%System%summary%and%why%it%is%exemplary%..................................................................................................%3%

4.%User%testimonials%.........................................................................................................................................%3%

B.%%Jurisdiction%.....................................................................................................................................................%4%

1.%Name%of%jurisdiction%....................................................................................................................................%4%

2.%Population%served%by%the%organization/agency%...........................................................................................%4%

3.%Annual%total%budget%.....................................................................................................................................%4%

4.%Chief%elected%official%....................................................................................................................................%4%

5.%System%contacts%...........................................................................................................................................%4%

C.%System%Design%.................................................................................................................................................%4%

1.%What%motivated%the%system%development?%................................................................................................%4%

2.%What%specific%service%or%services%was%the%system%intended%to%improve?%...................................................%5%

3.%What,%if%any,%unexpected%benefits%did%you%achieve?%..................................................................................%5%

4.%What%system%design%problems%were%encountered?%....................................................................................%6%

5.%What%differentiates%this%system%from%other%similar%systems?%....................................................................%6%

D.%Implementation%..............................................................................................................................................%6%

1.%What%phases%did%you%go%through%in%developing%the%system?%.....................................................................%6%

2.%Were%there%any%modifications%to%the%original%system%design?%Why?%What?%..............................................%7%

E.%Organizational%Impact%.....................................................................................................................................%7%

1.%What%user%community%does%the%system%serve%and%how?%...........................................................................%7%

2.%What%are%the%ultimate%decisions/operations/services%being%affected?%......................................................%7%

3.%What%were%the%quantitative%and%qualitative%impacts%of%the%system?%.........................................................%9%

4.%What%effect%has%the%system%had%on%productivity?%......................................................................................%9%

5.%What,%if%any,%other%impacts%have%the%system%had?%.....................................................................................%9%

6.%How%did%the%system%change%the%way%business%is%conducted%with%and/or%service%delivered%to%clients?%...%10%

F.%System%Resources%..........................................................................................................................................%10%

1.%What%are%the%system’s%primary%hardware%components?.%.........................................................................%10%

2.%What%are%the%system’s%primary%software%components?%...........................................................................%11%

3.%What%data%does%the%system%work%with?%....................................................................................................%11%

Page%2%of%16%%%

4.%What%staff%resources%were%required%to%implement%the%system?%..............................................................%11%

5.%Comment%on%anything%unusual%about%the%resources%used%to%develop%your%system,%such%as%data,%

software,%personnel%and%financing.%...............................................................................................................%11%

G.%Appendices%...................................................................................................................................................%11%

1.%Letter%from%Executive%Administrator%.........................................................................................................%12%

2.%User%Testimonials%......................................................................................................................................%13%

3.%System%Architecture%..................................................................................................................................%16%

Page%3%of%16%%%

A.! System&&1.&Name&of&system&&&ESIG&award&category&&City%of%Hamilton’s%Spatially%Indexed%Engineering%Records%System%(SPIDER)%–%Single%Process%System%%

2.&Letter&from&Executive&Administrator&&&&&See%Appendix%1:%Letter%from%Gary%Moore,%P.Eng.,%Director,%Engineering%Services%Division,%Public%Works%

Department,%City%of%Hamilton%

3.&System&summary&and&why&it&is&exemplary&&The%City%of%Hamilton’s%new%online%engineering%records%system%delivers%significant%efficiencies%in%locating%

information%about%the%City’s%public%infrastructure.%Called%SPIDER%(for%Spatially%Indexed%Engineering%Records),%

the%system%features%an%interactive%web%map%through%which%staff%and%partners%can%quickly%search%more%than%

250,000%engineering%records%with%six%distinct%themes%(design%drawings,%inspectors’%reports,%private%drain%

sketches,%easements,%geoctechnical%reports%and%utility%activity)%maintained%by%the%City’s%public%works%

department.%The%selfcserve%system%saves%the%City%approximately%2,100%staff%hours%per%year,%resulting%in%annual%

cost%savings%of%$130,000.%%

SPIDER%replaces%the%City’s%homegrown%Plan%and%Record%Index%System%(PRISM).%It%has%moved%users%from%a%card%

index%system%to%a%web%app%accessible%24/7%via%desktop%and%mobile%devices,%improving%support%for%project%and%

operational%uses.%The%new%system%provides%secure,%rolecbased%access%to%internal%departments%and%external%

partners,%such%as%utilities%and%engineering%consultants%and%contractors,%who%can%now%conduct%the%following%

types%of%searches%in%addition%to%keyword%or%topic%searches:%

•! Spatial%searches%c%users%can%draw%a%box%on%the%interactive%map%to%specify%their%area%of%interest.%The%GIS%

then%pulls%all%engineering%data%including%permits,%inspectors’%reports%and%easement%(rightcofcway)%

records%for%that%specific%area.%

•! Thumbnail%searches%c%users%can%scan%small%images%of%engineering%drawings%(e.g.,%bridges,%water%and%

sewer%networks)%to%quickly%find%what%they%need%without%opening%each%file.%

•! Combined%searches%–%users%can%search%various%public%works%data%repositories%with%one%query%and%view%

the%results%in%tabbed%form.%With%the%legacy%system,%users%had%to%submit%separate%queries%to%search%

each%type%of%dataset.%

SPIDER%is%exemplary%because%it%makes%it%significantly%easier%for%the%City’s%staff%and%partners%to%find%the%

information%they%need%to%perform%their%jobs.%It%is%currently%accessed%by%1,500%users%per%month%and%70%unique%

users%per%day.%The%system%receives%90,000%page%views%per%month%and%60%page%views%per%visit.%

Built%on%Esri’s%industrycleading%geographic%information%system%(GIS)%architecture,%SPIDER%is%scalable%and%can%be%

deployed%on%an%intranet%and%the%Internet.%The%GIScbased%system%provides%far%more%functionality%for%integrating,%

mapping%and%analyzing%data%than%the%City’s%previous%system.%This%helps%the%City%gain%further%efficiencies%as%it%

applies%GIS%to%other%projects%and%collects%more%data%about%its%infrastructure.%%

4.&User&testimonials&&See%Appendix%2:%Emails%from%Horizon%Utilities,%Union%Gas%&%Rogers%Communications%

Page%4%of%16%%%

B.&&Jurisdiction&&1.&Name&of&jurisdiction&City%of%Hamilton,%Ontario,%Canada&

2.&Population&served&by&the&organization/agency&&519,950%(2011)%

3.&Annual&total&budget&&$1,997,900,000%(2015%–%includes%operating%and%capital%budgets)%

4.&Chief&elected&official&&Fred%Eisenberger,%Mayor,%City%of%Hamilton%

mayor@hamilton.ca%

Phone:%905c546c4200%

Fax:%905c546c2340%

Hamilton%City%Hall%

2nd%floor%c%71%Main%Street%West%

Hamilton,%Ontario%L8P%4Y5%Canada%

5.&System&contacts&&Gord%McGuire,%Manager%of%Geomatics%&%Corridor%Management%

Public%Works,%City%of%Hamilton%

gord.mcguire@hamilton.ca%

Phone:%905c546c2424%x%2439%%

Fax:%905c546c2463%%

Charlie%Lauricella,%Senior%Project%Manager,%Technical%Services%

Public%Works,%City%of%Hamilton%

charlie.lauricella@hamilton.ca%

Phone:%905c546c2424%x%2440%%

Fax:%905c546c2463%%

320c77%James%St%North,%Suite%320%

Hamilton,%Ontario%L8R%2K3%Canada%

C.&System&Design&&1.&What&motivated&the&system&development?&&The%City%of%Hamilton%is%one%of%Canada’s%topcranked%investment%cities.%Over%the%past%five%years,%the%City%has%

averaged%over%$1%billion%in%building%permit%values,%making%it%the%fastest%growing%economy%in%Ontario.%To%

support%this%growth,%the%City%continuously%looks%for%ways%to%facilitate%more%efficient%data%and%service%delivery%

by%leveraging%technology.%

In%2013,%the%City%of%Hamilton’s%public%works%department%evaluated%Esri’s%ArcGIS%Online%solution%to%see%how%the%

cloudcbased%GIS%platform%could%be%used%in%their%operations.%The%team%attended%the%Esri%International%User%

Page%5%of%16%%%

Conference%in%San%Diego,%California%and%were%struck%by%the%overwhelming%number%of%apps%that%could%be%

developed%with%the%technology.%Inspired%by%what%they%had%seen,%they%worked%with%Esri%Canada’s%Professional%

Services%team%to%revamp%Hamilton’s%online%engineering%records%system.%%

The%department%wanted%to%increase%efficiency%by%consolidating%all%the%City’s%engineering%records%into%one%

system%and%providing%staff%and%partners%with%better%access%to%the%records.%The%City’s%previous%homegrown%Plan%

and%Record%Index%System%(PRISM)%was%neither%scalable%nor%intuitive.%As%well,%it%lacked%many%features%and%

functionality.%Although%the%system%allowed%both%internal%and%external%users%to%conduct%spatial%searches,%PRISM%

did%not%filter%the%data%results,%requiring%users%to%comb%through%thousands%of%plans%to%find%what%they%were%

looking%for.%%

In%2014,%the%City%retired%PRISM%and%launched%SPIDER,%which%allows%staff%and%partners%to%access%more%than%

250,000%engineering%records%through%an%interactive%Web%map.%Some%of%the%maintenance%tools%from%the%

previous%system%are%still%leveraged;%however,%the%user%interface%has%changed%significantly%and%has%been%made%

more%usercfriendly.%%%

Within%its%first%month%of%release,%SPIDER%received%more%than%1,500%visits%and%has%provided%the%City%with%an%

efficient%datacsharing%framework.%%

2.! What&specific&service&or&services&was&the&system&intended&to&improve?&&SPIDER%was%intended%to%provide%Hamilton’s%staff%and%partners%with%enhanced%online%access%to%the%vast%number%

of%engineering%records%(e.g.,%bridges,%sewer,%water%network,%road%construction,%parks%and%contract%records)%

that%exist%in%the%City’s%digital%vault%and%other%record%libraries.%This%helps%accelerate%and%inform%municipal%

processes%including:%

•! development%application%approvals%

•! urban%planning%and%design%

•! public%works%construction%projects%

•! utility%installation%projects%

•! drainage%studies%and%projects%

•! transportation/multicmodal%master%plans%

•! LRT%support%

More%importantly,%the%system%expands%the%use%of%valuable%information%across%the%entire%Corporation.%%

3.&What,&if&any,&unexpected&benefits&did&you&achieve?&&In%addition%to%accelerated%record%access,%costceffective%searching%and%delivery%of%accurate%records%to%staff%for%

better%decisions,%SPIDER%provides%the%following%benefits:%

•! ability%to%add%more%data%layers%(e.g.,%easements,%utility%permitting)%to%the%system%without%

customization,%which%the%previous%system%did%not%allow%

•! ability%to%query%and%display%multiple%datasets%simultaneously%in%one%interface,%providing%a%more%

comprehensive%view%and%richer%context%for%engineering%records.%Previously,%users%had%to%log%into%

several%systems%to%access%different%types%of%records.%

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•! a%large,%open%platform%that%provides%opportunities%for%further%system%integration—delivering%greater%

efficiency%and%cost%savings%

4.&What&system&design&problems&were&encountered?&&There%were%no%significant%system%design%problems%encountered%because%the%scope%of%the%project%was%wellc

defined.%While%there%was%a%minor%issue%encountered%opening%the%web%map%services%externally,%the%issue%was%

quickly%resolved%by%adjusting%the%system’s%configuration.%

5.&What&differentiates&this&system&from&other&similar&systems?&&Record%indexing%has%taken%many%forms%over%the%years.%There%are%card%indexes,%plancbased%indexes,%databases%

and%now%SPIDER.%A%common%recurring%issue%in%research%is%finding%the%right%record.%While%many%records%are%

indexed%by%street%name%or%some%other%indicator,%that%particular%indicator%may%change.%This%leads%to%“orphaned”%

records,%which%have%lost%their%connection%with%other%data%(the%parent%record),%and%are%not%easily%found%in%

regular%searches.%

Unlike%other%systems,%SPIDER%provides%rapid,%accurate%searches%by%spatially%locating%records.%Finding%records%by%

geographic%location%decreases%the%dependence%on%other%indicators%or%features%to%be%able%to%locate%the%image%of%

the%file.%%

Users%simply%select%their%area%of%interest%on%the%interactive%web%map%(SPIDER’s%main%search%tool)%and%the%

system%automatically%drills%through%the%City’s%database%and%returns%the%results.%

D.&Implementation&&1.&What&phases&did&you&go&through&in&developing&the&system?&&The%system%was%created%using%established%project%management%methodologies%and%completed%in%six%phases:%

1)! Project%Initiation%–%This%initial%phase%involved%key%Esri%Canada%project%team%leads%and%the%City%project%

champion.%

Page%7%of%16%%%

2)! Project%Requirements/Business%Analysis%c%Focus%groups%were%conducted%involving%internal%IT%staff%at%the%

data%centre%and%the%spatial%solutions%groups.%%%

3)! Design%–%The%system’s%design%was%created%by%staff%within%the%public%works%department,%specifically%

within%geomatics,%along%with%the%Esri%Canada%development%team%and%City%IT%support.%

4)! Development%–%The%system’s%development%was%mostly%driven%by%the%geomatics%team%and%the%user%

groups%within%public%works%as%they%were%closest%to%the%project.%

5)! Testing%&%Deployment%c%The%testing%phase%was%completed%by%the%Esri%Canada%development%team%and%

public%works%geomatics%senior%and%technical%staff.%

6)! Training%&%Closure%–%The%Esri%Canada%development%team%provided%handoff%training%to%senior%and%

technical%geomatics%staff%within%the%public%works%department,%who%then%conducted%a%series%of%training%

workshops%for%City%staff%and%external%clients.%%

2.&Were&there&any&modifications&to&the&original&system&design?&Why?&What?&&Yes,%the%department%initially%envisioned%developing%one%application%that%served%both%internal%and%external%

clients.%However,%after%many%considerations%and%system%security%concerns,%they%decided%that%two%SPIDER%

interfaces%were%necessary%to%facilitate%their%stakeholders’%needs:%one%application%for%City%of%Hamilton%staff%and%

the%other%for%municipal%partners.%%%

E.&Organizational&Impact&&1.&What&user&community&does&the&system&serve&and&how?&&SPIDER%provides%online%record%access%to%the%following%groups:%

•! Internal%public%works%(engineering,%surveying%and%construction)%teams%%

•! Internal%business%users%–%operations%and%planning%teams%

•! External%partners%–%utilities,%design%contractors%and%consultants%

Through%efficient%searches,%these%users%are%able%to%more%rapidly%find%the%records%they%need%to%make%better%

decisions.%

2.&What&are&the&ultimate&decisions/operations/services&being&affected?&If&appropriate,&provide&a&few&examples&including,&but&not&limited&to:&screen&input/output&forms,&paper&products,&or&other&descriptive&graphics.&&SPIDER%enables%several%types%of%searches%aside%from%basic%keyword/topic%searches.%%

•! Spatial%searches%c%users%can%draw%a%box%on%the%interactive%map%to%specify%their%area%of%interest.%The%GIS%

then%pulls%all%engineering%data%including%permits,%inspectors’%reports%and%easement%(rightcofcway)%

records%for%that%specific%area.%

Page%8%of%16%%%

•! Thumbnail%searches%c%users%can%scan%small%images%of%engineering%drawings%(e.g.,%bridges,%water%and%

sewer%networks)%to%quickly%find%what%they%need%without%opening%each%file.%

•! Combined%searches%–%users%can%search%various%public%works%data%repositories%with%one%query%and%view%

the%results%in%tabbed%form.%With%the%legacy%system,%users%had%to%submit%separate%queries%to%search%

each%type%of%dataset.%

Page%9%of%16%%%

3.&What&were&the&quantitative&and&qualitative&impacts&of&the&system?&&SPIDER%delivers%significant%quantitative%benefits:%

•! The%selfcserve%system%saves%the%City%approximately%2,100%staff%hours%per%year,%resulting%in%annual%cost%

savings%of%$130,000.%

•! Available%24/7,%it%saves%users%considerable%time%by%eliminating%the%need%to%wait%for%City%staff%to%fulfill%

their%information%requests.%

It%also%provides%the%following%qualitative%benefits:%

•! better%access%to%more%comprehensive%data%for%informed%decisioncmaking%

•! richer%context%to%data%with%the%addition%of%graphical%layers%to%existing%infrastructure%(e.g.,%sewer,%

electrical%layers%for%better%context%to%what’s%actually%out%there)%

•! increased%accuracy%of%record%results%from%spatial%searches%

•! enhanced%user%experience%through%an%intuitive,%usercfriendly%app%interface%

4.&What&effect&has&the&system&had&on&productivity?&&The%system%has%significantly%increased%the%productivity%of%City%staff%and%partners%because%they%can%now%quickly%

access%Hamilton’s%engineering%records%on%a%web%browser%via%their%desktop%or%mobile%device%24/7.%With%the%

previous%system,%conducting%research%was%a%long%process—it%took%several%minutes%to%refresh%the%web%map%that%

served%as%the%main%search%tool.%The%new%ArcGIScbased%system%delivers%high%performance%and%agility.%Through%

selfcservices,%SPIDER%has%freed%up%staff%members’%time%to%focus%on%other%projects%and%has%enabled%external%

partners%to%spend%more%time%on%data%analysis%and%project%planning.%

5.&What,&if&any,&other&impacts&have&the&system&had?&&SPIDER%maximizes%the%value%of%the%City’s%data%by%making%it%more%accessible%to%stakeholders.%It%also%presents%

opportunities%for%further%extending%the%system%to%other%municipal%clients%for%better%decision%support.%%%

Page%10%of%16%%

6.&How&did&the&system&change&the&way&business&is&conducted&with&and/or&service&delivered&to&clients?&Give&specific&examples&comparing&the&old&way&with&the&new.&&With%PRISM,%searching%for%engineering%and%survey%records%was%a%long%process%because%the%system%did%not%allow%

simultaneous%searches%of%multiple%data%repositories.%There%was%no%integration%between%the%various%databases%

so%users%needed%to%look%up%several%databases%to%access%the%datasets%they%needed.%As%well,%search%results%could%

not%be%filtered%so%users%needed%to%comb%through%all%of%the%documents%to%find%the%information%they%needed.%%

SPIDER%provides%a%simpler,%more%efficient%way%of%finding%records%and%provides%several%options%to%conduct%

searches%(by%keyword,%spatial,%database%or%thumbnail).%It%leverages%more%powerful%and%robust%ArcGIS%

technology%that%enables%consistently%rapid%searches%in%a%secure%online%environment.%The%technology%is%highly%

scalable%and%can%support%virtually%an%unlimited%number%of%data%layers%as%well%as%handle%any%spikes%or%surges%in%

usage.%As%well,%ArcGIS%provides%the%City%with%a%platform%to%organize%its%various%mapping%systems%and%apps.%

Below%is%the%City’s%gallery%of%web%apps%in%ArcGIS%Online%through%which%users%can%access%SPIDER.%%

F.&System&Resources&&1.&What&are&the&system’s&primary&hardware&components?&Give&a&brief&list&or&description&of&the&hardware&configuration&supporting&the&system.&&SPIDER’s%hardware%configuration%consists%of%the%following:%

•! one%database%server%(Oracle)%

•! two%file%servers%

•! one%ArcGIS%Server%(virtual)%%

•! one%DMZ%Server%(virtual)%

See%Appendix%3:%System%Architecture%

Page%11%of%16%%

2.&What&are&the&system’s&primary&software&components?&Describe&the&primary&software&and,&if&a&commercial&package,&any&customizations&required&for&the&system.&&New%geometry%and%data%are%entered%into%the%system%using%PRISM,%which%writes%directly%to%the%Oracle%tables%on%

the%database%server.%%Safe%Software’s%FME%Server%is%used%(with%created%scripts)%to%extract%the%Oracle%tables%into%

the%ArcGIS%file%geodatabase.%%The%ArcGIS%file%geodatabase%is%used%as%the%primary%database%and%ArcMap%is%

leveraged%to%facilitate%the%creation%of%the%web%mapping%services%for%SPIDER.%%These%services%are%stored%on%the%

ArcGIS%Server,%which%also%houses%the%SPIDER%API%for%internal%use.%%The%other%SPIDER%API%is%stored%on%the%DMZ%

server%to%give%access%to%external%clients.%

3.&What&data&does&the&system&work&with?&List&and&briefly&describe&the&database(s).&There%are%two%main%databases%used%for%SPIDER:%

•! Oracle%spatial%corporate%database%–%this%serves%as%the%maintenance%database%where%all%new%data%

entered%via%PRISM%is%maintained.%

•! ArcGIS%file%geodatabase%–%this%is%the%primary%publication%database%that%is%created%each%evening%using%

FME%scripts.%

4.&What&staff&resources&were&required&to&implement&the&system?&(i.e.,&report&approximate&staff&and&consultant&time&as&FTEs)&&The%system%required%a%small%team%of%internal%staff%and%consultants%including:%

•! 3%internal%staff%members:%geomatics%manager,%senior%project%manager%and%an%IT%staff%member%who%

provided%hardware,%network%services%and%database%administration%support.%Twenty%percent%of%their%

time%was%spent%on%the%project%across%an%8cmonth%window,%which%translates%into%approximately%4%

months%of%staff%time.%

•! 6%Esri%Canada%Professional%Services%consultants%spent%approximately%.5%FTE%(combined)%of%effort%over%

the%course%of%the%8cmonth%project.%

5.&Comment&on&anything&unusual&about&the&resources&used&to&develop&your&system,&such&as&data,&software,&personnel&and&financing.&&SPIDER%is%unique%in%that%it%is%the%City’s%largest%and%most%robust%system%deployed%in%the%cloud.%It%also%uses%a%

purely%Esri%development%environment.%The%API%for%external%clients%leverages%ArcGIS%Online,%Esri’s%cloudcbased%

GIS%solution,%which%is%proven%technology.%The%platform%is%highly%scalable,%providing%the%City%with%opportunities%

to%add%more%data%layers%and%functionality%to%SPIDER%and%branch%out%to%other%audiences.%For%example,%raster%

survey%plans%are%currently%only%available%as%Excel%files,%flat%files%and%databases.%With%ArcGIS,%the%City%is%looking%

to%provide%access%to%more%relevant%record%systems%such%as%encroachments,%easements%and%legal%surveys%to%a%

broader%audience.%This%will%support%groups%beyond%the%engineering%realm,%such%as%those%in%administration,%real%

estate%and%land%surveying.%%

Page%12%of%16%%

G.&Appendices&1.&Letter&from&Executive&Administrator&

Page%13%of%16%%

2.&User&Testimonials&a)! Horizon)Utilities)

From:)Newitt,)Andrew)[mailto:Andrew.Newitt@horizonutilities.com]))Sent:)June>06>16)9:52)AM)To:)Howard,)Bob)Subject:)SPIDER)testimonial)

Hi!Bob,!

I’m!a!Supervisor!at!Horizon!Utilities!with!four!technicians!reporting!to!me.!!Within!my!department!are!a!total!of!twelve!technologists/technicians!and!currently!two!coBop!students.!!All!staff!within!this!department!regularly!access!the!SPIDER!software!for!all!municipal!consent!drawings.!!The!software!is!quick!and!easy!to!use,!giving!indication!of!all!existing!plans!of!underground!and!aboveground!infrastructure!and!their!offsets,!within!the!area!in!question.!!Through!the!use!of!SPIDER,!we!are!able!to!quickly!provide!composite!utility!designs!that!allows!the!City!of!Hamilton!to!process!our!Municipal!Consent!permits!quickly!and!efficiently.!

Should!any!party!have!any!questions!or!concerns!in!regards!to!this!testimonial!they!can!feel!free!to!contact!me!per!my!details!below.!

Thank!you,!

Andrew!Newitt,!C.E.T.,!MMP%Supervisor,!Engineering!Design%Horizon!Utilities!Corporation%55!John!Street!North%Hamilton,!ON!!L8R!3M8%Phone:!905B522B6611!Ext.!2338%Cell:!905B807B1077%Email:!andrew.newitt@horizonutilities.com%www.horizonutilities.com%!%

Page%14%of%16%%

b)! Union)Gas)

From:)Greco,)Enzo)[mailto:EGreco@uniongas.com]))Sent:)June>07>16)1:06)PM)To:)Howard,)Bob)Subject:)RE:)SPIDER)testimonial)

Hello%Bob,%

As%a%manager%within%the%Union%Gas%cConstruction%and%Growth%Department,%I’ve%understood%the%ongoing%need%

for%mapping%information%in%order%for%us%to%plan%and%install%our%new%and%replacement%infrastructure%within%your%

road%allowances.%Our%staff%of%planners/coordinators,%project%managers%and%drafters%have%become%dependent%

on%your%online%engineering%records%system%as%a%required%step%in%our%process%to%submit%Municipal%Consent%

applications.%We%spend%the%time%ahead%of%MC%application%to%ensure%that%all%known%information%is%reflected%on%

our%drawing%submission.%We%have%found%that%Spider%much%like%your%former%PRISM%software%is%very%easy%to%use%

since%we%can%spatially%locate%the%records%geographically%which%is%ideal%in%our%GIS%setting.%Once%in%the%specific%

location,%we%can%pull%all%of%the%most%current%engineering%drawings%and%construction%records%to%serve%our%

purpose.%

This%access%to%Spider%coupled%with%our%design%locate%process%for%our%complex%work%delivers%significant%

efficiencies%in%locating%information%within%the%City%of%Hamilton.%It%will%inevitably%reduce%construction%down%time%

and%added%costs%to%both%the%Union%Gas%and%the%City.%More%importantly%is%the%safety%aspect%of%having%accurate%

information%that%is%vital%in%ensuring%safety%in%our%communities%during%times%of%construction.%

Although%there%has%been%a%significant%investment%by%the%City%with%this%program,%it%does%deliver%with%the%most%

accurate%information%possible%for%the%City%and%all%of%its%external%partners.%Since%we%feel%strongly%about%the%

partnership%between%Union%Gas%and%the%City%of%Hamilton%and%your%investment,%we%feel%obligated%to%ensure%that%

we%use%your%product%and%help%you%to%benefit%from%any%efficiencies%within%your%MC%review%process.%%

Union%Gas%works%within%numerous%communities%within%Ontario%and%this%engineering%records%system%is%second%

to%none%from%what%I’ve%encountered%over%the%years.%Keep%up%the%effort%to%update%the%product,%the%end%result%

can%only%be%positive%for%all%involved.%

Sincerely,!

Enzo!Greco!!Construction!Project!Manager,!Hamilton!District!!Union!Gas!Limited!|!A!Spectra!Energy!Company!918!South!Service!Road,!Stoney!Creek,!ON!L8E!5M4!Phone:!(289)!649B2061!|!Cell:!(905)!741B8395!Email:!egreco@uniongas.com!|!www.uniongas.com!

Page%15%of%16%%

c)! Rogers%Communications%

From:/Richard)Bolliger)<Richard.Bolliger@rci.rogers.com>)Sent:/Wednesday,)June)8,)2016)8:02)AM)To:/Howard,)Bob)Subject:/City)of)Hamilton)>)SPIDER)testimonial)

Hi%Bob,%%

Rogers%Communications%system%planners%and%design%consultants%prepare%MC%drawings%for%the%various%projects.%

Having%access%to%the%City%online%selfcserve%information%provides%excellent%benefits%when%developing%accurate%

permit%drawings.%%Once%the%field%survey%has%been%obtained,%working%with%existing%records%using%tools%such%as%

the%“Spider%application”%certainly%helps%the%consent%process%determine%approval.%%

I%agree%this%is%a%very%beneficial%product.%It%allows%full%access%to%many%important%GIS%features%when%developing%a%

utility%drawing.%The%easier%and%faster%access%to%existing%City%and%utility%information%simplifies%the%permit%drawing%

process%with%fewer%errors%or%conflicts.%Overall,%the%accuracy%of%a%plan%is%key%to%understanding%the%existing%City%%

rcocw%for%both%U/G%or%above/Ground%facilities.%%

The%permit%approval%digital%process%is%most%efficient,%saves%paper,%time%and%money%and%makes%it%easy%to%review%

existing%infrastructure,%offsets%and%property%information.%

Regards,%

Richard!Bolliger!Municipal!&!Utility!Relations!!South!Western!Ontario!Region!Rogers!Communications!|!Wireline!Access!Networks!85!Grand!Crest!Place!Kitchener!ON,!N2G!4A8!richard.bolliger@rci.rogers.com%o!519B894B8142!!m!519B572B9981%

Page%16%of%16%%

3.!System&Architecture&%

2016 URISA Exemplary Systems in Government Award Application · 2016 URISA Exemplary Systems in Government Award Application City of Hamilton’s Spatially Indexed Engineering Records

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