FIN 2022-03-28 Item 1B - Funding - Temporary GIS Technician Position for Public Works As-Built Drawings Project

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111111111111111111111111111 1 City of Tuk ila Public Works Department - Hari Ponnekanti, Director/City Engineer INFORMATIONAL MEMORANDUM Allan Ekberg, Mayor TO: Finance & Governance Committee FROM: Joel Bush, Chief Technology Officer and Had Ponnekanti, PW Director BY: Tami Eberle -Harris, TIS Project Analyst DATE: March 28, 2022 SUBJECT: GIS Technician, 1 year position ISSUE Requesting temporary 1 -year GIS Technician to support completion of the As -built project and provide GIS assistance. "As -built" refers to a drawing the designer, engineer or contractor of a construction project will create after successfully completing the project, that shows how the structure was built. BACKGROUND In 2021, Public Works approved funding from its existing departmental budget for a temporary 7 -month position to begin the As -built project. The As -built project is a multi -phased project focused on bringing more visibility to As-builts and assets around the city. It includes incorporating As-builts and supporting documents into Laserfiche with pertinent meta data, and providing access to those documents via a map viewer. Having this information available electronically on a map is useful for staff both in the office and in the field, and reduces the time spent searching for files and understanding where the assets are geographically located. It also gives staff the ability to compare what is currently in GIS to what information is contained in the As -built, essentially providing a QC tool for existing data. The tool is currently available to staff, but in the future could be public facing and support public records requests. Phase I: Incorporate currently available electronic As-builts into Laserfiche and GIS map viewer • Review the existing log file, identify and confirm meta -data • Provide the files to City Clerk's office for importing into Laserfiche • Integrate with GIS by drawing a polygon around the area and linking to Laserfiche Phase 2: Organize and Incorporate paper As-builts • Organize existing paper As -built records, log meta -data • Prepare document for digitization by outside vendor • Incorporate into Laserfiche and GIS Phase 3: Develop process and procedures to continue to incorporate new As-builts into the systems as they are received DISCUSSION In collaboration with TIS and the City Clerk's office, the temporary staff member was able to successfully complete approximately 70% of Phase I - integrating a large portion of the existing electronic as-builts into Laserfiche and GIS. Additional resources of a GIS technician for a 1 -year term is needed to continue on all phases of the As - built project. This employee would be responsible for organizing electronic files and integrating the data into existing systems, providing GIS collection and review of assets as needed, and collaborating on 5