What is Gi4Housing? “a forum for those already using or considering the use off geographic hi information i f ti for f the th b built ilt environment” Why? Rationale… Identified need Desire D i to t share h iinformation f ti Create a networking forum to share knowledge of the common issues and provide appropriate solutions Aims and Objectives 1. To encourage new and existing users and develop an online resource for people working in the world of housing or land and property management. 2. To promote best practice in the industry and to create a clear business case for the use of GI within housing and associated fields. fields 3. To maintain an open forum for debate and discussion, run independently and administered by people working in a similar environment What its not… not Gi4Housing is not vendor / software specific Gi4Housing is not politically motivated Gi4Housing is not a replacement helpdesk An online resource… resource Case Studies Directed information (e.g. (e g best practice) Legislation g and g guidance from governance g Free and Open Source links Links to associated bodies and further information Forum Member login required • Post requests • Post useful information • Maintain contact with colleagues A forum for change change… Keep up to date with technology and policy changes • Assess the impact of governance e.g. XB Homes Links to, and with, other forums • E.g. E g Guardian “Free Free our data” data campaign A point of contact to advance common requirements • Feedback may be sent to vendors on identified issues as appropriate You decide… decide Gi4Housing will work better the more members contribute • This is especially true where change is desired Gi4Housing is your resource • You will have the opportunity to decide what content is used • Although moderated, the forum is moderated by GI users for GI users Any questions? www.gi4housing.com g ous g co Purpose of the day Look at the various uses of GIS within the Housing Sector How different Organisations use GIS to tackle different problems Structured St t d approach h to t the th day d What is GIS? Acronym for geographic information system. An integrated collection of computer p hardware,, software and data used to view and manage information about geographic places, analyse spatial relationships, and model spatial processes. A GIS provides a framework for gathering and organising spatial data and related information so that it can be displayed and analysed. The components of GIS Put simply this a computer system that allows anything with a geographic element to be located within a map. GIS for Housing The use of GIS can help Housing Associations to: Locate and understand land and property assets It enables the mapping of land transactions and licences Management of Grounds Maintenance contracts Enables the surveying of trees To establish boundary responsibilities Identify properties sold under the Right to Buy Identify development opportunities within existing land portfolios Map arrears associated with properties properties, empty properties properties, instances of anti-social behaviour, properties containing asbestos Map anything with a geographic element, including people, who can be associated with a property Data The most important element of any GIS system is the data used to create the map. This is broken into two classifications. The first of these can be termed “Base Data”. This is your basic map data as found in road maps and atlases or in Google g Maps, p but comes in a digital g format. This data is supplied by Ordnance Survey. The second form of data is created by the organisation. organisation This is personal to the company and is the element of the system that provides value to the company. Base Data – Raster data This data type is made up of pixels, like the picture on a television screen. It is a static data type which means when zooming in on a feature it loses its integrity. An example of pixel distortion in Raster Data Base Data – Vector data • This data type is made up of Polygons (shapes / features), Lines and Points. It is a dynamic dataset which means that it retains its definition at any scale level. It also allows each shape and line to be uniquely identified which means that data about the feature to be stored against it, for example address dd i f information ti can be b help h l against i t points. i t Mastermap M t i is an example of this of data type. An example of Address information held in Vector Data Base Data – Supporting pp g data sets There are a number of Ordnance Survey supplied data sets which add further clarity to the mapping environment. These include Boundary Line which maps out counties, districts and parishes. Meridian which shows transport features, urban boundaries. Points of Interest which maps p useful features such as banks, schools and post offices etc. Base Data - Aerial photography Aerial photography can establish actual land use. Licensing Nick Macready Senior Account Manager Land & Property Ordnance Survey Ordnance O d Survey S Licensing i i M Model d l Gi4housing g 2009 Nick Macready y Senior Account Manager – Land & Property [email protected] 07885 719307 Mini Workshop Ordnance Survey New Business Strategy Goal 2 – Increase use or Ordnance Survey data Shorter & easier Licences Office of Government Computing – 10% Discount OS MasterMap TOID density matrix update All products via distribution – Role out Data Sharing? Group Licenses? Anything else you wish me to champion? Organisational data This is the data which adds value to the system. It is this data th t is that i about b t the th organisation i ti as a whole h l and d may come from f different locations. For example data about land holdings is held at the Land Registry, data about property condition or asbestos held in Asset Management. Management Information about abo t tenancies or people is held in the Housing Management System. It is the combination of these various organisational data sets that bring colour and meaning to the system. system Where is this Data? Organisations generally hold different data in various locations and departments. departments For example: Property information held in the asset management or surveyors department. Tenancy data held in the housing management system. Household composition held in spreadsheets or databases in the customer services department. Downloaded census data from the internet. internet The best method to draw all these disparate p data sources together is to create a “data warehouse” or central repository which can then be exploited within the GIS environment. Data Silos Alex Hill GIS Manager Plus Dane Group Breaking down the Silos! Alexander Hill 4th November 2009 Agenda • • • • Plus Dane Group GIS us usess att Plus Dane D n The silo effect ff How we can use GIS to breakdown th silos the il • Any questions? Plus lus Dane Group • F Formed d by b the th merger of f Plus Pl Group G and d the Dane Housing Group • Operates across Cheshire and Merseyside • Employees 450+ • Asset Value of £500m £500m+ • Combined development fund in excess of £210m • Turnover of £45m+ The he Silo Effect ““A lack l k of f communication and common goals between departments g p in an organisation” Wikipedia.com The he Silo Effect • But even with h a well ll implemented l Housing g system, y , information will still exist elsewhere in separate disconnected systems The he Silo Effect • This h creates the h potentiall for: f – Inefficiencies – Errors – Lost Opportunities pp Why does this occur? • Incompatibilities l with h existing system – Some data is jjust not suitable for direct integration in a traditional housing information system: i.e. Grounds Maintenance, Land Terrier • Additional modules can be costly y • User Ignorance Information Silos can be…. How do we break down the Silos? • Loaded Question!! • 85 % of information in an organisation has a geographic component • GIS allows ll organisations i ti tto b bring i together g materials stored in disparate: – Locations L – Applications – File Formats How do we break down the Silos? • Creates a centrall “Clearing “ l House”” – Maximises the benefits of the GIS – Increases ROI • GIS becomes a single interface. interface – Gives intuitive access in an easyeasy-to to-use familiar interface: a map! – Turns data into knowledge – Users can also see what part their data plays in the overall picture How do we break down the Silos? • Results: l • Time saved in requests q for information • Potential savings in staffing costs • Data can be retrieved q quickly y when it is needed Property roperty Photos hotos • 16,000 Different ff Photographs h h – Variety y of f views of f each property p p y – Collected for various Planned Maintenance projects Property roperty Photos hotos • Before f GIS –L Largely g y inaccessible – Not widely used Property roperty Photos hotos • After f GIS – All p photographs g p now very y easy y to access by y all staff – Gains in productivity – staff don’t need to visit properties to answer simple l questions • Examples – – – – Accessibility for Cherry Picker Location of Central Heating Vents Type of roof tiles Location of Aerial etc etc….. Development Data • Monthly hl Data on “state “ of f play” l ” of f Dane Developments p held in Excel Spreadsheet • Emailed to certain staff only Development Data • Before f GIS –D Difficulties ff in interpreting p g the data – Not widely accessed Development Data • After f GIS – GIS brings g data “to life” f • Data is combined with – – – – – Site plans p Building Layouts Planning Applications Decisions Notices Site Photographs Floor Plans lans • Paper copies only l of f floor fl plans l for f 90% of properties p p Floor Plans lans • Before f GIS –D Difficult ff and p potentially y time m consuming m g to relate to the correct property – Not easily accessible • Staff unaware of existence or their location Floor Plans lans • After f GIS –D Data easily y accessible – More informed decisions can be made Planned Maintenance M • Each E h contract managed by a supervisor p • Data held in Excel format Planned Maintenance M • Before f GIS –D Data not accessible by y all – Comparison between different datasets difficult Planned lanned Maintenance • After f GIS – More holistic p picture available – All departments can now easily discover the properties on programmes – More satisfactory information sharing across departments and to residents. residents Any A Q Questions? ti ? Summary Data Types Acquiring Data and Licensing issues Organisational O i ti l – Centric C ti D Data t “Data Data Warehouse Warehouse” GIS for Housing The use of GIS can help Housing Associations to: Locate and understand land and property assets It enables the mapping of land transactions and licences Management of Grounds Maintenance contracts Enables the surveying of trees To establish boundary responsibilities Identify properties sold under the Right to Buy Identify development opportunities within existing land portfolios Map arrears associated with properties properties, empty properties properties, instances of anti-social behaviour, properties containing asbestos Map anything with a geographic element, including people, who can be associated with a property GIS in Application Mapping land ownership Adopted Carriageways Properties P ti and dG Gardens d Areas outside the garden gate Providing a holistic view of the land portfolio and liabilities GIS in Application Applying GIS to assist in solving a problem Many varied opportunities to use GI with the housing sector. A common starting point is grounds maintenance. A prime case for the use of GIS. pp g g geographic g p features that the company p y is liable for • Mapping • Ease of management within the digital environment • Simplification of dissemination of information to all stakeholders Starting Somewhere Aaron Phillips Housing Assistant St Georges Community Housing G I S Implementation G.I.S Aaron Phillips g Community y Housing g St Georges SGCH • ALMO formed from Basildon Councils Housing section in 2006 • Audit Commission 2* organisation • My M b background k d Implementation • G.I is a personal interest of mine • Helped H l d with ith th the original i i l sett up off th the application li ti • Created a garage lettings system with a Lotus N t /O h d/GIS interface Notes/Orchard/GIS i t f • Shows which garages are void, under offer, let Garages • First point of interest for the organisation is the ability to see clusters of void garages garages. • Effective targeting of regeneration areas. • Areas A off high hi h demand d d GARAGES TO BE DISPOSED OF Garage Disposal • As you can see from a single glance we can see there are 23 empty garages in this area ready to be disposed of. • There are also 3 which are privately owned owned, hence the different colour. • This will enable the relevant officer to search out the owners of these garages so they can be demolished and redeveloped. Following on …. • With positive monetary measurements in place (the language of senior management) • We can now propose new developments and have started to implement the following: Projects • We have borrowed from Saxon Weald the idea behind their arrears overlays. overlays • This is currently a trial run within SGCH. • We W are using i th the d data t tto pinpoint i i t arrear h hotspots. t t • If we can show there is a reasonable return on the arrears collection, ll ti we can move onto t newer shinier hi i projects! GRADUATED ARREARS ‘HOTSPOT’ WORK Value of the project • Since implementation of the ‘hotspot’ work we have delivered the following efficiencies: • Arrears reduction of 147 tenancies in a period of 9 weeks • Targeted arrears campaigns The future… future • Direct Debit Uptake Campaign • Method M th d off Payment P t • Indices of deprivation – working together with the L Local l St Strategic t i Partnership P t hi • Customer Profiling • Areas of crime Questions? GIS in Application Legislation Change Applying the principles of GIS to provide the solution to a problem Not limited to the desktop The use of GI mitigates the risk to the company and its assets Can provide efficiencies and savings GIS in the Field Micky Seaton Arboriculturalist Connick Tree Care Tree Management and GIS within the field Micky Seaton Arboriculturalist – Connick Tree Care The Initial problem – Duty of care – Change g of legalisation g • Corporate manslaughter and corporate homicide ACT - 2007 – Knowledge of your tree portfolio – Control of budget issues – Being proactive Identifying a Solution – Choosing to use GIS to survey trees – Trimble / sub-meterage g GPS enabled Handheld PDA – Design and creation of an appropriate and simple database – Important for client to understand what trees are in high, medium or low risk areas Initial Set up • Equipment setup – Designing g g the data capture p to suit the needs of the survey – Database design – Loading OS and Saxon Weald Map Data Surveying – Methodical approach • Split into appropriate areas and creating maps – Visiting each scheme and capturing data in the field Results – Comprehensive knowledge of tree portfolio – Mitigation g of risk – Detailed report of works required divided into high, medium and low risk – Schedule of rates (Matrix) – Instantly extrapolate the costs involved – Creation of Programme of works Questions? GIS in Application Not limited to mapping land What about properties? NROSH / RSR Asbestos Property Attributes Programmed g Maintenance Asbestos Asset Management Matt O’Keeffe GIS Officer Somer Community Housing Trust © Crown Copyright 2009. All rights reserved. Ordnance Survey licence number 0100031184. Asset Management Asset Management Points hold information about the property. Points can be interrogated to reveal the lead tenant name, address, property type, number of bedrooms. Any information from a back office system can be appended to the location point. Asset Management Indicative boundaries for each property can also be created to help p us to understand the extent of our area of responsibility. Boundary areas also contain the same information about the property as held in the points. Updates U d t run every night i ht to keep the data current. Asset Management Because each boundary and point contains information about the current tenant, we can identify properties which are currently empty. Void properties are shown in blue. This approach can help to identify patterns which were otherwise hidden in a spreadsheet d h t or d database. t b Asset Management SCHT stock is divided across 15 Better Spaces Neighbourhoods with roughly 600 properties in each each. This allows us to analyse the stock at a more general level and can reveal areas with high turnover, high rent arrears levels, instances of ASB, repairs costs, t transfer t f requests t or any other information attached to property in Orchard. External ONS and Census statistics can also be linked to the Neighbourhoods to give us a better understanding of the demographics in each area. Asset Management Bath city centre neighbourhoods coloured up to show levels of voids in each neighbourhood’s properties. The neighbourhood of Western Bath has the highest g p percentage g of voids in the Trust’s property portfolio. Asset Management Bath city centre neighbourhoods coloured up to show levels of voids in each neighbourhood’s properties. The neighbourhood of Western Bath has the highest g p percentage g of voids in the Trust’s property portfolio. The property points can be added to the map to show void properties as red points and those with a tenant as green. Asset Management Bath city centre neighbourhoods coloured up to show levels of voids in each neighbourhood’s properties. The neighbourhood of Western Bath has the highest g p percentage g of voids in the Trust’s property portfolio. The property points can be added to the map to show void properties as red points and those with a tenant as green. And filtered to only show voids. Asset Management Properties with an instance of ASB in the Housing Management System. Asset Management Properties with an instance of ASB in the Housing Management System. Real clusters or hotspots can be difficult to identify because of the nature of the GIS data. Overlapping points in blocks for flats, for example. The points can be analysed further using software to clearly show areas where there are ASB properties in close proximity. Asset Management Properties with an instance of ASB in the Housing Management System. Real clusters or hotspots can be difficult to identify because of the nature of the GIS data. Overlapping points in blocks for flats, for example. The points can be analysed further using software to clearly show areas where there are ASB properties in close proximity. And combined with voids. Asset Management GIS data can be viewed anyy on PC, laptop and terminal via an interactive map site available on the intranet. Somer Maps can deliver many forms of internal and external information through one,, easyy to use web browser. Asset Management The SMaRT (Somer Monitoring and Reporting Tool), allows staff to view voids, repairs, arrears and turnover statistics. The tool can create tables and graphs but also maps showing performance at individual property p p y or neighbourhood level. Asset Management Users can drill down to p property p y level and interrogate the data to reveal the total cost of repairs at each property in the past twelve months. Data is held in monthly snapshots for ten different p performance indicators. Asset Management GIS data can also be viewed via a series of tables and graphs graphs. Here the average g cost of repairs p p per property has been broken down by the 15 neighbourhoods. Managers and staff have quick access to statistics held in the back office systems which are simple to understand. Asset Management Historic information can also be viewed on graphs or maps maps. Average cost of repairs per property in the South Twerton neighbourhood are shown. The repairs team use this information to analyse changing patterns of cost over time. Asset Management Other Uses Asset Management Building footprint for all two storey houses populated in the ECMK Asset Management system replacing the existing approximate measurements. measurements The building footprint was automatically calculated f 3 for 3,000 000 properties ti using i the area from Ordnance Survey MasterMap. Average SAP rating for Trust stock increased from 66.2 to 68.1. Asset Management Property details imported to GIS in order to visualise the progress of the ‘Ten Year Plan’, a commitment to invest in maintenance and refurbishment of Trust properties after the stock transfer in 1999. £154 million spent so far. Project has presented opportunity to use GIS to schedule p planned maintenance by area using date from ECMK Integrator. Asset Management The Future… & Questions? Return on Investment Using GIS to provide efficiencies in service delivery • Internal and External Customers Cashable Savings Financial “Non” Financial Savings • Gershon Principles Service Charges and GIS Justin Chamberlin GIS Manager Saxon Weald Geographical Information Systems (GIS) at Saxon Weald Calculating Service Charges Service Charges: g The Initial Problem • Understanding how geography links to Service Charges • Identifying which elements of the Service Charge can be calculated using GIS • Process Mapping the methodology • C biliti / Li Capabilities Limits it off H Housing i M Managementt SSystem t Identifying y g a Solution • Harnessing the existing GIS Grounds Maintenance Data • Creation of Estate Codes within the Service Charge module of the Housing Management System • Reference to geographical location of properties and blocks within Estates Estate defined without reference to geography Flat Blocks Estate split on an arbitrary line Blocks in correspondence to geography Estate defined with reference to geography Identifying y g a Solution • Creation of coding structure to reflect where estates sit within a street • Importing codes into GIS to correspond to Grounds Maintenance polygons l Corresponding Codes in both Grounds Maintenance and Estate layers Estate and Grounds Maintenance Layers Synchronised The Results • Creation of Estate Codes held in both GIS and Housing Management System • Provides the means to capture costs associated with Estate Codes • Creation of a “loader” for the apportionment of costs with Housing Management System • Allows the recovery of Grounds maintenance costs to be recovered on a transparent basis. Street and Block linked Estate Codes, correspond to the Estate IN The GIS Benefits • Improved data quality • Transparent charging of Estate costs to residents • Staff time savings Improved grounds maintenance administration and management • Improved Service Charge administration and management • Allows for business processes to be analysed in a “Lean” manner and make k appropriate i t costt savings i • Corporate buy in Return on Investment • Sav gs in staff Savings sta ttimee for o Annual ua Se Service v ce C Charge a ge ca calculation cu at o and a query que y resolution. • Over a 2 month period when calculating grounds maintenance service charge costs and answering resulting queries £4000 of staff ti time saved. d Over O a year equates t to t around d to t £25000 • Overall understanding of our liabilities from central office / facilitates service i d delivery li and d ffulfilment lfil t off commitments it t tto residents id t Customer Insight g – Mapping pp g People p “Map anything with a geographic element, including people who can be associated with a property.” GIS isn’t limited to mapping solely geographic features. Anything that can be associated with a static feature can be mapped. Therefore, people and information associated with the residents of a neighbourhood can be displayed within the GIS environment. Providing a graphic profile of the human composition of a specific area. Correlating Housing Data High Void Turn Around Time The correlation of the High Void Turn Around Time along with the Disabled Adaptation justifies the Void period Correlating People Data The correlation of these three datasets demonstrates that these individuals fit within three distinct categories and provide some interesting results. More elderly residents, with Physical Disabilities or Long Term Illness, but in Employment Extending GIS Alex Hill GIS Manager Plus Dane Group Neogeography and Housing Alexander Hill 4th November 2009 Agenda • What is Neogeography then? • Examples p of Neogeography g g p y in use • Some ideas on how we could apply Neogeography techniques. techniques • Any y questions? q What is Neogeography then? Si Simply… l New Geography A term that has been around since the 1920’s No precise definition …even Wikipedia p struggles. gg “the usage of geographical techniques and tools used for personal and community activities or for utilisation by a nonnon-expert group of users” Wikipedia Neogeography is associated with… User generated content M Mash h ups Slippy Maps The growth in Neogeography has been caused by… by Google g Maps p Cheaper Ch bandwidth C Consumer GPS Neogeography and GIS are very different! GIS is… A Accurate Analytical y Complex l P Precise i Formal Neogeography is… U User centric i In precise Easy to use Can be informal Andrew Turner (Evangelistic Neogeographer) “How Neogeography killed GIS” Neogeography g g p y is everywhere y Crime m stats in your y neighbourhood g Finding g local amenities m Walking g or Cycling y g paths p Finding g a new place p to live Traffic ff Conditions Etc Etc… So, how can we use this Neogeography stuff then....? Before y you rush back to the office to create your mashups… … y you have to consider licence implications Can’t simply p y overlay y OS derived data onto Google maps! But luckily y there is a Neogeography g g p y app for that! Postcodes collected 46,374 Out of 1.7 million Prefixes collected: 2948 Prefixes liberated: 100% Sectors collected: 8788 Sectors liberated: 98% But I need precision….! N Not always…… l Property finder type applications Post Code sector will do. do Geocode against NPEM + Google g Maps p API = N Neogeography h App Thematic mapping pp g made easy y Plug and play maps and Google API Inform customers of Planned Maintenance Schedules C t Customer Involvement I l t llocations ti KPI’s by Neighbourhoods Grounds Maintenance Schedules OpenStreetMap Using a sense of place to d fi define an area…. Alex Hill (GIS Manager) “ GIS isn’t dead (yet) ” We still need GIS for PRECISION & ANALYSIS Grounds Maintenance Land Terrier Geocoding Nick you still have a job. job Any A Q Questions? ti ? A Questions? Any Q ti ? Don’t forget to register for Gi4Housing at www.Gi4housing.com www Gi4housing com
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