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SAN GABRIEL AND LOWER LOS ANGELES

RIVERS AND MOUNTAINS CONSERVANCY

DRAFT
Mapping Support Services:
GIS Mapping and Custom Database System

USER MANUAL

Prepared by Amanda Recinos


GreenInfo Network
www.greeninfo.org
March 28, 2008
Contents

PROJECT SUMMARY
Major Components. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

OVERVIEW OF PROJECT COMPONENTS


GIS Data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6
Map Products. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Database System. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .10
Typical Database Uses . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .14

COMMON USESOF THE PROJECT TRACKING SYSTEM


Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .15
Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .16
Maps . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Database .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .18

UPDATING THE SYSTEM


Process Outline. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .20
Procedure . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .21

BACKING UP THE SYSTEM


Overview of “Updating the System” for backup routine
Include: versioning, retrieval, what can’t be recover, file merge issues

REFERENCE INFORMATION
Project Leads and Contact Information. . . . . . . . . . . . . . . . . . . .29
File List (all files placed on RMC computers) . . .. . . . . . . . . . . .30
Font Files. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .31
Contract. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .35

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PROJECT SUMMARY

GreenInfo Network has developed a combined GIS and database system for the
Rivers and Mountains Conservancy. The combination of GIS products and a
Microsoft Access database have been created to allow RMC project managers to
track detailed information about all of their projects (past, active, and future).

The major components include:

GIS Data
RMC members now have access to over 20 relevant GIS data layers, as described in
the table below. These layers will be discussed in more detail in the “Overview of
Project Components” section.

Administr Digital Hydrology Color Open Political Roads Census


ative Elevation Imagery Space
Models
(DEMs)
City 30-meter Major 1-meter LA & OC Assembly LA 2000
Boundari DEM Hydro (line) color Parks and Districts Hwys Census
es imagery Open Tracts
(NAIP) Space
COG 30-meter Major Congressi OC
Cities Hillshade Hydro onal Hwys
(poly) Districts
COG Minor Los LA
Boundari Hydro (line) Angeles Major
es City Roads
Council
Districts
County Pacific Senate OC
Lines Ocean Districts Major
Coastline Roads
RMC
Boundary

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Map Products
Over 140 maps have been created including city, political and territory wide maps.
Territory and COG maps are in poster format, City and Political maps are in tabloid
format. Below is a complete list of template maps (custom maps are discussed on
page 17/9?). All of maps have been created in ESRI’s 9.2 version of ArcMap and are
accessible in Adobe pdf format on the K drive.

Territory COG City City (Cont.) City (Cont.) Assembly Congressional Senate
Territory Gateway Alhambra Garden Paramount 36 25 17
Wide Poster, COG Grove
with prj. list Poster
Territory Orange Anaheim Glendora Pasadena 37 26 20
Wide Poster, COG
w/o prj. List Poster
Territory Valley Arcadia Hawaiian Pico Rivera 38 27 21
Wide Poster, COG Gardens
w/Program Poster
Areas
Artesia Huntingto Placentia 44 29 22
n Beach
Azusa Huntingto Pomona 45 31 24
n Park
Baldwin Park Industry Rosemead 46 32 25

Bell Inglewood San Dimas 48 33 26


Bellflower Irwindale San Gabriel 49 34 27
Bell Gardens La Habra San Marino 50 35 28
Bradbury La Habra Santa Clarita 51 36 29
Heights
Brea Lakewood Santa Fe 52 37 30
Springs
Buena Park La Mirada Seal Beach 54 38 31

Carson La Palma Sierra Madre 55 39 32


Cerritos L Puente Signal Hill 56 40 33
Chino La Verne South El 57 42 34
Monte
Chino Hills Long South Gate 58 46 35
Beach
Claremont Los South 59 47
Alamitos Pasadena
Commerce Los Stanton 60
Angeles
Compton Lynwood Temple City 61
Covina Maywood Upland 63
Cudahy Monrovia Vernon 67
Cypress Montclair Walnut 68

Diamond Bar Montebell West Covina 69


o
Downey Monterey Westminster 71
Park
Duarte Norwalk Whittier 72

El Monte Orange Yorba Linda


Fullerton Palmdale

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Database
An Access database now collects over one hundred different pieces of information
about each RMC project. The database allows for inputting new information,
summarizing project data, and reporting on project data.

The RMC database was build in Access 2000 and has been updated by RMC staff to
run in Access 2007, please see the appendix for more information.

The database currently contains 416 projects; this number is expected to grow as
project manager’s work on new projects.

There are tabs for each of the core types of attributes: Main, Political, Grantee
Reporting, Funding, Contacts, Agreements, and Financials. Additional details about
the database will be covered in the next section, “Overview of Project
Components”.

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OVERVIEW OF THE PROJECT COMPONENTS

GIS Data
The GIS data shapefiles described in section I come from a variety of sources. All
shapefiles have been converted to the Albers projection, NAD 83 and are compliant
with ESRI’s 9.2 version of ArcMap. The data layers are located at G:\arcdata\
working\map_templates\data in eight folders (Administrative, DEM, Hydro, Open
Space, Political, ProgramAreas, Project_Points, Roads).

The shapefiles listed below can be used for other projects and maps. However, if a
user would like to modify the data, they need to make a copy to the D drive and
ensure they are modifying the copied file.
IMPORTANT – DO NOT MODIFY THE DATA FILES ON THE G DRIVE!
Layer Description Location On Server Source
City Boundaries Incorporated G:\arcdata\working\map_templates\data TIGER, 2000
City Boundaries \Administrative\Cities.shp
COG Cities Council of G:\arcdata\working\map_templates\data TIGER, 2000
Government \Administrative\COG_Cities.shp and COG
Cities websites
COG Boundaries Council of G:\arcdata\working\map_templates\data Merged
Government \Administrative\COGs.shp TIGER Cities
Boundaries
County Lines County Lines G:\arcdata\working\map_templates\data USGS
(polygon & line) \Administrative\counties_ln.shp and
counties_24k.shp
RMC Boundary RMC Territory G:\arcdata\working\map_templates\data RMC
\Administrative\RMC_Boundary.shp

Census Tracts Census Tracts G:\arcdata\working\map_templates\data\ TIGER, 2000


(2000) and Census2000
demographics

30meter DEM Digital G:\arcdata\working\map_templates\data USGS


Elevation Model \DEM\gtw_cog
30meter Hillshade Hillshade G:\arcdata\working\map_templates\data USGS
\DEM\gtw_h

Railroads Rail Lines G:\arcdata\working\map_templates\data\ Green


GreenVisions\Barriers Visions
Parks Parks G:\arcdata\working\map_templates\data\ Green
GreenVisions\Barriers\Parks Visions
Park Service Areas Park Service G:\arcdata\working\map_templates\data\ Green
(thiessen_121306 Areas, as GreenVisions\Barriers\Parks Visions
Copy.shp) defined by
Green Visions
Target Species Density of G:\arcdata\working\map_templates\data\ Green
Density Target Species GreenVisions\Barriers\TargetSpecies\gv_ha Visions
bitat_1.tif
Target Species Priority Areas G:\arcdata\working\map_templates\data\ Green
Density, Priority for TSD GreenVisions\Barriers\TargetSpecies\TSD_ Visions
Areas prioAreas.shp

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Major Hydrology- Rivers G:\arcdata\working\map_templates\data NHD
line \Hydro
Major Hydrology - Lakes, G:\arcdata\working\map_templates\data NHD
polygon Reservoirs, etc. \Hydro
Minor Hydrology Streams, G:\arcdata\working\map_templates\data USGS
– line Channels, etc. \Hydro
Pacific Ocean Approximate G:\arcdata\working\map_templates\data GreenInfo
Coastline Coastline \Hydro Network

1-meter color Aerial Imagery G:\arcdata\images\NAIP NAIP


imagery

Parks and Open Parks and G:\arcdata\working\map_templates\data GreenInfo


Space Protected Areas \OpenSpace Network

Assembly Districts Assembly G:\arcdata\working\map_templates\data CaSIL


Districts \Political
Congressional Congressional G:\arcdata\working\map_templates\data CaSIL
Districts Districts \Political
LA City Council LA City Council G:\arcdata\working\map_templates\data City of Los
Districts Districts \Political Angeles
Senate Districts Senate Districts G:\arcdata\working\map_templates\data CaSIL
\Political

Highways (LA & Highways G:\arcdata\working\map_templates\data Thomas


OC) \Roads Brothers
Major Roads (LA & Highways G:\arcdata\working\map_templates\data Thomas
OC) \Roads Brothers

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Map Products
A standard set of maps has been created for use RMC staff. Project points are
displayed at the territory, city, and political district levels. Page 4 lists the entire set
of standard maps available.

Labeling Notes
City and political district maps were created with auto labels, as opposed to custom
labeling, for roads/highways. This has been done to allow users to replace/update
datasets in the maps without causing incorrect labeling.

Each RMC project has been defined as point specific or regional. Point specific
projects are defined by a dot near the center of the project location. Regional
projects are not illustrate as dots, because they cover a large area and cannot be
accurately represented by a point. A list of regional projects can be printed from
the database to accompany any/all maps. To define a project as regional, staff
should answer “Yes” to the “Is this a regional project?” question on the main tab of
the database.

On the political district maps, projects have been individual defined as being inside
or outside each Assembly, Congressional, and Senate district. Any point defined in
the database as being a part of a political district (having a check mark on the
Political tab of the database by that districts number and name) will be shown on
the appropriate maps and listed on the side table.

Each of the maps uses the following specifications to illustrate project points:
Funded Unfunded
Circle Size – 20 point Circle Size – 20 point
Green Dots with 1.5 outline Red Dots with 1.5 Outline
100-80-80 Main Color 10-95-98 Main Color
110-70-65 Outline Color 20-100-70 Outline Color

If the dot is outside of the focus area (i.e. outside a political district being shown)
the following specifications are used:
Funded Unfunded
Circle Size – 16 point Circle Size – 16 point
Green Dots with 1.5 outline Red Dots with 1.5 Outline
100-50-88 Main Color 20-55-96 Main Color
110-60-75 Outline Color 20-75-75 Outline Color

The city maps display and list all projects within the extent of the map.

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All color values are shown in Hue, Saturation, Value (HSV)

Staff members who want to use the mxd’s as a starting point for a new map can
convert the labels to annotation and make custom changes to the labels.

Due to a large number of conflicts, parks have not been labeled. Staff can add park
labels with the following steps:
o Right clicking on the park layer on the MXD file
o Open the Properties
o Go to the Labels tab
o Turn on the “Label features in this layer” option
o Adjust the size/color/font of the text as needed

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Map Descriptions:
Below is a description of the major pieces for each type of map. Staff can print
exiting maps from PDF files stored on the K drive (K:\libraries\Maps\
GIN_Workprogram_Maps).
Those wishing to use the mxd files as starting places for creating custom maps can
copy an MXD to the D drive. If a custom map is desire, please copy the mxd file to
the D drive and work from the copy on the D drive, not the original mxd file.

IMPORTANT – DO NOT MODIFY THE MXD FILES ON THE G DRIVE!

Territory Wide Maps – There are three standard territory maps. Each map shows
the full extent of the RMC territory with base layers and project locations. One map
lists all of the project names in two side tables (#3-6 below), one version does not
list project names and the third lists the projects and RMC program areas (urban,
mountains/foothills/rivers and tributaries). Please note, you must have all font files
loaded on your computer to view/print the images properly [see appendix, font
files].

COG Maps – Three poster maps are used to display projects in each of the three
COGS. Please note, you must have all font files loaded on your computer to
view/print the images properly[see appendix, font files].

City Maps – Each city inside the RMC boundary has an individual tabloid map.

Political Districts – There are tabloid maps for each Assembly, Congressional, Los
Angeles City Council, and Senate District that intersects with the RMC boundary.

The following numbers correspond to the map pieces shown on each of the
following images:

1- Map Title
2- Map
3- Funded Project List
4- Unfunded Project List
5- Regional Funded Project List
6- Regional Unfunded Project List
7- Legend
8- Locator (location may change from map to map)
9- Logos and Date of Last Map Update (location may change from map to map)

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Database System
A stand-alone Access database is used to collect, store, and report information
about all projects managed by RMC staff.

This section will follow the following topics:


Navigating the Database
A Review of the Attributes Collected (by tab)
Typical Database Uses

Navigating the Database


There are 9 main parts to an Access database: Tables, Relationships, Queries, Forms,
Reports, Pages, Macros, Modules, and Visual Basic (VB) Scripts. The RMC database
contains the following:
Tables – 40
Relationships – 5
Queries – 47
Forms – 21
Reports – 89
Pages – 0
Macros – 0
Modules – 0
VB Scripts - 5

The main page of the database “Open Screen” displays whenever the database is
opened. The blue buttons across the top allow users to review project data, sorted
or filtered by: RMC #, Staff, Type, Project Name, or Project Number.

The grey buttons below allow users to run the following reports: Status Reports (by
All Projects, Assembly District, Congressional District, Senate District, Los Angeles
Supervisorial District, Los Angeles City Council District), Proposition Capital Outlay,
and Project Summaries by Project Managers.

If a user elects to enter/update project information (by selecting one of the top blue
buttons), they are taken to a form that has seven tabs. The tabs are described in
greater detail on page 12.

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Once a project manager begins to enter information they will be presented with a
variety of fields that are answered in one of three ways:

o Open text, a user can enter up to 255 characters of text.

o Drop Down Menus, users select from a preset list of values.

o Check Boxes, users are presented with a number of possible answers.


They can select none, one, or many responses.

Individuals can work directly with any of the database pieces (tables, relationships,
queries, etc.) through the Access database management window. However, this is
not advised unless the individual has significant experience working with Access
databases. Instead, most users should stick to the custom created entry forms and
reports linked by buttons on the opening page.

When closed, the database runs a compact/repair to eliminate any temporary files
being stored in the database. This function should not be disabled, as it often
reduces the file size to half of the open/active size.

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A review of the Attributes Collected (by tab)
Seven tabs are used to organize information collected about each project in the
database.

Main- Project type, location, and general description

Political – Check marks to signify any/all districts the project resides in

Grantee Reports – Tracks date and type of reports submitted by grantees

Funding – Proposition funding allocated by year and matching funds (see below for
additional details)

Contacts – Contact information for grantee and relevant project participants

Agreements – Tracking of improvement/acquisition of lands, board actions and the


contract performance period

Financial – Tracking of all payments and requests made to RMC, also details
payment type subtotals and remaining funds (see below for additional details)

Financial and Funding Tab Overview:


The sections below describe each of the components of the Financial and Funding
tabs in greater detail. Images of the relevant database tabs follow the descriptions.

Payment Type Subtotals:


All of the fields are totals from the table above “Itemized Payments”.

Advance Remaining:
This field is calculated as follows:
Advances minus the summary of Advance Reimbursements , Advance Reimb. - 10%
waived , and Refund Advances.
In the example of RMC 3251 the result is $0.00:
$250,000 – ($164,959.43 + $71,920 +$85,040.57)

Initial Grant:
This field equals the Total field on the funding tab, under proposition funding.
In the example of RMC 3251 the result is $250,000.00
Grant Remaining:
This field is calculated off the Payment Type Subtotals & the Initial Grant Amount as
follows:
Initial Grant Amount; Minus the summary of Advaces, Reimb, Reimb – 10% waived,
Final Payment, and Disencumbered/Liquidated

In the example of RMC 3251 the result is $0:

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($250,000) – ($250,000 + $0 + $0 + $0 + $0 +$0)

Withholding Total:
This field summaries all of the Less 10% Withhold values in the Itemized Payments
table
and subtracts the summary of any Withhold Releases
In the example of RMC 3251 the result is $0.00:
($2,987.30 + $4,249.61 + $4,257.46 + $4,615.22 + $233.10 + $153.25) – ($13,235.81 +
$3,260.13)

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Typical Database Uses
The project management database has been create for the following tasks:

o Tracking all project information in one central location that all staff
can refer to at any time

o Collect standardized attributes for each project

o Allow project manager’s to review financial summaries

o Map general locations for all projects

o Organize contact information for contract participants

o Summarize projects by geographic areas (political districts, cities,


councils of government)

o Run monthly status reports

IMPORTANT – DO NOT MODIFY THE STRUCTURE OF THE DATABASE (MDB) FILE


ON THE K DRIVE!

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COMMON USES OF THE PROJECT TRACKING SYSTEM

Overview
The GIS and database system has been developed to allow RMC staff to use the
system in multiple ways. Primarily, staff members now have quick access to
standard map products, along with access to a standard set of attributes tracked
about each project managed by RMC. Secondarily, staff can use the standard
map products as templates for developing new custom maps.

The system should be considered to have two distinct areas. The first area is a
set of standard maps. The maps are static (read-only) and should remain
unchanged between board meetings. After a board meeting a designated staff
will make all the updates needed and produce updated maps.
The second area includes the database and custom map products. This portion
of the system is dynamic and will change according to the needs of staff. For
example, project managers can update attributes about their projects (project
type, contacts, grantee reporting, etc.) at any time. Additionally, staff can
request custom maps be produced between board meetings. An example of
this would be to take a existing city map and add more detailed streets to the
map.

The following topics will be discussed to clarify how RMC staff should typically
use the GIS and database system:

Data
- Referencing existing data layers
- Procedure for modifying existing data layers

Maps
- Usage of digital and/or hard copy maps from the list of standard maps
- How to request, and create, custom map products

Database
- Reviewing project attributes for existing projects
- Updating project attributes for existing projects (including how to move a
project location)
- Adding new projects into the system
- Deleting a project from the system

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Data
Referencing existing data layers:
All of the GIS shapefiles are stored on the G drives of the two computers with
ArcGIS licensing and software. These files can only be read through GIS
software and should not be modified. The layers are listed and described in the
section ” Overview of Project Components, GIS Data” starting on page 6.

To use these layers in a read-only format:


- Move to a computer with ArcGIS software
- Open the new or existing .mxd file you want to add shapefile(s) to
- Under the File menu, select Add Data…
- Browse to G:\ arcdata\working\map_templates\data\ and select the
appropriate topic folder and then desired shapefile

Note, these shapefiles have been locked and therefore cannot be edited. If you want
to modify a shapefile, please see below.

Procedure for modifying existing data layers:


If you would like to modify a shapefile, please follow these steps:
- Move to a computer with ArcGIS software
- Open ArcCatalog
- Browse to G:\ arcdata\working\map_templates\data\ and select the
appropriate topic folder and then desired shapefile
- Copy the shapefile
- Move to the D drive
- Paste the shapefile in an appropriate folder/work space
- Open the new or existing .mxd file you want to add shapefile(s) to
- Under the File menu, select Add Data…
- Browse to the D:\ drive and then the location where you saved the copy of
the shapefile and add the shapefile
- You can now edit your copy on the D drive through an ArcGIS edit session
(see the ArcGIS help files if needed)

Note, changes made to files on the D drive will not be reflected in the standard set of
maps

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Maps
Usage of digital and/or hard copy maps from the list of standard maps:
All of the standard maps have been converted to .pdf format and store on the K
drive of the RMC network. It is best to view the files with Adobe software
(Reader, Photoshop, etc.). A full listing of the maps available can be found in the
“Project Summary, Map Products ” section starting on page 5.

To view or print the maps (in read-only format):


- Open an Adobe Software program such as Reader
- Under the File menu, select Open…
- Browse to the K:\ drive and select the folder for the type of map you would
like:
o Assembly District (tabloid format)
o Congressional District (tabloid format)
o Senate District (tabloid format)
o City (tabloid format)
o Territory Wide (larger poster format)
o COG (large poster format)

Note, the pdf files have been locked and therefore cannot be edited

Requesting/creating custom map products:


Any of the standard maps on the K drive can be individually customized to
better-fit staff needs. RMC will need to develop an official process for who will
produce custom maps. Once decided, the staff person will follow these general
steps:
- Work with the map requestor to clearly define needs (layers to add/remove,
labeling changes, etc.)
- In ArcCatalog browse to the standard .mxd projects (G:\
arcdata\working\map_templates\arc_map)
- Copy the mxd of the map they will be starting from
- Browse to the D drive and copy the mxd (folder location to be determined
by RMC GIS staff)
- If any data layers will be modified, copy them to the D drive (see “Procedure
for modifying existing data layers” on page 18)

Note, staff can only do custom map production if they have GIS training. RMC’s
ability to customize maps will be highly dependant on the number of staff who can
work in GIS and will also be limited to their skill levels.

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Database
Reviewing project attributes for existing projects:
The project database is stored on the K drive of the RMC network. The file is in
Microsoft Access and should be viewed using an Office 2007 version of Access.
An overview of the database can be found in the “Overview of Project
Components, Database System ” section starting on page 12.

To View Project Attributes:


- Open Windows Explorer
- Browse to K:\WORKPROGRAM\RMC database\Current Database\
- Double click the .mdb file to open
- Follow the on screen menu to “Enter/Update Project Information”
- Scroll to the desired project(s)
- Review attribute information. Note, attributes are stored by topic on seven
tabs.

Note, when working in the database any changes you make are automatic and
instantly saved. For this reason, use extreme caution when working in the database.

Updating Project Attributes for Existing Project(s):


- Open Windows Explorer
- Browse to K:\WORKPROGRAM\RMC database\Current Database\
- Double click the .mdb file to open
- Follow the on screen menu to “Enter/Update Project Information”
- Scroll to the desired project(s)
- Locate and update the desired attribute information. Note, attributes are
stored by topic on seven tabs.
- If you are updating the location of a project, you will want to modify the X/Y
fields on the “Main” tab to the new Latitude/Longitude where you would like
the project dot to appear. [See “How to Find the Latitude/Longitude of a
Project” on page 21]

Note, when working in the database any changes you make are automatic and
instantly saved. For this reason, use extreme caution when working in the database.

Adding new projects into the system:


New projects can be added to the database at any time. However, they will not
be shown on the standard map products until the maps are updated after a
board meeting.

To Add a New Project:


- Open Windows Explorer

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- Browse to K:\WORKPROGRAM\RMC database\Current Database\
- Double click the .mdb file to open
- Follow the on screen menu to “Enter/Update Project Information”
- Click “Add a New Record” near the top of the window
- A blank record will appear for you to fill in information. Please note, in order
to appear on future maps you need to fill in (at a minimum):
o RMC:
o Applicant:
o Project Name:
o Project Manager:
o Work Program Status:
o Longitude (X) See “How to Find the Latitude/Longitude of a Project”
o Latitude (Y) See “How to Find the Latitude/Longitude of a Project”
o Appropriate COG boxes (San Gabriel, Gateway, Orange, North Slope)
o Is this a regional project?
o Political Tab, all appropriate check boxes

Deleting Projects from the System:


WARNING, DELETING PROJECTS CANNOT BE UNDONE. PLEASE USE CAUTION
WHEN DELETING A PROJECT, VERIFY YOU ARE DELETING THE CORRECT PROJECT
AND THAT IT SHOULD NO LONGER BE IN THE DATABASE.
Projects can be deleted from the database at any time. However, they will not
be removed from the standard map products until the maps are updated after a
board meeting.

To Delete Project from the System:


- Open Windows Explorer
- Browse to K:\WORKPROGRAM\RMC database\Current Database\
- Double click the .mdb file to open
- Follow the on screen menu to “Enter/Update Project Information”
- Scroll to the record you want to delete
- Click “Delete Record” near the top of the window

How to Find the Latitude/Longitude of a Project:


The location of a project is defined through a latitude and longitude value in the
Access database. To find the latitude and longitude of a project you can use the
following site:
http://stevemorse.org/jcal/latlon.php

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UPDATING THE SYSTEM

Process Outline
In order to have standard map products available at all times, RMC staff have
decided to only update the maps and data files after a board meeting. This
approach is used because most (if not all) project additions/updates happen
only with the approval of the RMC board members. After each board meeting
designated RMC staff will need to follow the “Procedure” steps described in
great detail in the next section.

An overview of the steps is as follows:


- Create a back-up of the current data, map, and database files
- Change the permissions on the .shp, .mxd, and .pdf files to allow updates
- Updated the database (updated project attributes, add new projects, move
projects, etc.)
- Updated the RMC project shapefiles
- Updated the standard map .mxd files
- Create new map .pdf files
- Change permissions on the .shp, .mxd, and .pdf files back to Read-Only
- Create a back-up of the update data, map, and database files

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Procedure
(Step-by-step instructions for updating the data, database, and maps after
a board meeting)
The following process has been outlined for staff to use in updating the maps
after a board meeting. Only those who are knowledgeable in the use of GIS
software (and are comfortable moving/copying/archiving files) should perform
the updates described below.

1- Create a back-up of the current data, map, and database files


a. Open Windows Explorer

b. Go to (or create) the following folders and delete any existing files:
i. C:\Temp\Data\
ii. C:\Temp\ArcMap\
iii. C:\Temp\Database\
iv. C:\Temp\PDF\

c. Browse to G:\ arcdata\working\map_templates\data\ and


zip/compress the following folders and data: Administrative, DEM,
Hydro, OpenSpace, Political, ProgramAreas, Project_Points, Roads
i. Name the Zip/Compressed file “Data_MonthDayYear”
ii. Save the file at C:\Temp\Data\

d. Browse (in Windows Explorer) to G:\ arcdata\working


\map_templates\arcmap\ and zip/compress the following folders and
data: City_tabloid, COG_poster, District_Assembly,
District_Congressional, District_Senate, ProgramAreas,
RMC_TargetAreas, Territory
i. Name the Zip/Compressed file “Mxd_MonthDayYear”
ii. Save the file at C:\Temp\ArcMap\

e. Browse to K:\WORKPROGRAM\RMC database\Current Database\ and


zip/compress the .mdb files (note, there should not be anyone in the
database when a compression file is being made)
i. Name the Zip/Compressed file “MDB_MonthDayYear”
ii. Save the file at C:\Temp\Database\

f. Browse to K:\libraries\Maps\GIN_Workprogram_Maps\ and


zip/compress all seven folders (that contain .pdf files)
i. Name the Zip/Compressed file “PDFs_MonthDayYear”
ii. Save the file at C:\Temp\PDF\

g. Create a DVD back up of the four folders at C:\Temp\

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2- Change the permissions on the .shp, .mxd, and .pdf files to allow
updates
a. Open Windows Explorer

b. Browse to each of the following directories

i. G:\ arcdata\working\map_templates\arcmap\City_tabloid
ii. G:\ arcdata\working\map_templates\arcmap\COG_poster
iii. G:\ arcdata\working\map_templates\arcmap\
District_Assembly
iv. G:\ arcdata\working\map_templates\arcmap\
District_Congressional
v. G:\ arcdata\working\map_templates\arcmap\District_Senate
vi. G:\ arcdata\working\map_templates\arcmap\ProgramAreas
vii. G:\ arcdata\working\map_templates\arcmap\
RMC_TargetAreas
viii. G:\ arcdata\working\map_templates\arcmap\Territory
ix. G:\ arcdata\working\map_templates\data\Administrative
x. G:\ arcdata\working\map_templates\data\Hydro
xi. G:\ arcdata\working\map_templates\data\OpenSpace
xii. G:\ arcdata\working\map_templates\data\Political
xiii. G:\ arcdata\working\map_templates\data\ProgramAreas
xiv. G:\ arcdata\working\map_templates\data\Project_Points
xv. G:\ arcdata\working\map_templates\data\Roads

c. Select all files in the folder

d. Right Click, Make all files Read-Writable by going to “Properties” and


removed the “Read-only” checkbox

e. Repeat for all locations list in part b

3- Updated the database (updated project attributes, add new projects,


move projects, etc.)
a. See the section, COMMON USES OF THE PROJECT TRACKING SYSTEM,
Database starting on page 18

4- Updated the RMC project shapefiles


a. Ask all staff to close out of the Access database

b. Open a blank ArcMap project

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c. Go to File, Add data…

d. Browse to K:\WORKPROGRAM\RMC database\Current Database\

e. Double click the database .mdb file

f. Select the M_ProjectData table

g. Click Add

h. Right Click M_ProjectData in the Layers side bar

i. Select “Display XY Data…”

j. In the “Display XY Data” window verify the following settings:


i. X Field: X
ii. Y Field: Y

k. In the “Coordinate System of Input Coordinates” click the “Edit…”


button

l. In the “Spatial Reference Properties” window click the “Select…”


button

m. Browse to, and select, the correct .prj file. In the Geographic
Coordinate Systems folder, North America Folder, “North American
Datum 1983.prj” Click “Add”

n. Click OK in the “Spatial Reference Properties” window

o. Click OK in the “Display XY Data” window

p. After processing, a new layer will be added under the Layers called
“M_ProjectData Events”

q. Change to the “Display” tab

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r. Right on “M_ProjectDate Events”

s. Select Data, Export Data…

t. In the “Export Data” window verify the following settings:


i. Export: All features
ii. Use the same coordinate system as: this layer’s source data
iii. Output shapefile or feature class: G:\
arcdata\working\map_templates\data\Project_Points\
Current_Projects.shp
iv. Click OK
u. After processing, ArcMap will ask, “Do you want to add the exported
data to the map as a layer?”. Say Yes

v. The layer will now display in the window above your “M_ProjectData
Events” data.

w. Right click on the “Current_Projects” layer

x. Select Joins and Relates and then Joins…

y. A “Join Data” window will open, verify the following settings:


i. What do you want to join to this layer? Join attributes from a
table
ii. 1. Choose the field in this layer that the join will be based on:
ID_portals
iii. 2. Choose the table to join to this layer, or load the table from
disk: S_Political. *To get this file, Browse to to
K:\WORKPROGRAM\RMC database\Current Database\, double
click the .mdb file, add the S_Political table.
iv. 3. Choose the field in the table to base the join on: Political_ID
v. Click OK

z. Right click on the “Current_Projects” layer and select Open Attribute


Table

aa. The table should open, scroll to the far right columns and verify the
political columns have been added

bb. Close the table

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cc. Right click the “Current_Projects” layer and select Data, Export Data…

dd. In the “Export Data” window verify the following settings:


i. Export: All features
ii. Use the same coordinate system as: this layer’s source data
iii. Output shapefile or feature class: G:\
arcdata\working\map_templates\data\Project_Points\
Current_Projects.shp
iv. Click OK
v. It will ask you to verify that you want to over-write an existing
file of the same name, respond yes.
ee. After processing, ArcMap will ask, “Do you want to add the exported
data to the map as a layer?”. Say Yes

ff. Close ArcMap

5- Updated the standard map .mxd files using ArcMap


a. Open the mxd to be updated

b. Verify that the updated records are displaying properly on the map. If
they are not, close the mxd and return to the access database to
make the necessary changes and redo the process described in “#4
Updated the RMC project shapefiles”

Funded Project List Updates:


a. Open the table of “Funded Projects - inside district” by right clicking
on the theme and selecting “Open Attribute Table”

b. In the bottom center of the window, click on the “Options ^” button.

c. Select “Export…”

d. In the “Export Data” window, export “All records” and select a


location to save the table under the “Output table:” by clicking on the
folder button. Save the file at C:\Temp\ as “FundedTable” as a “dBase
Table” in the “Save as file type:” Then click OK

e. The table will export and ask, “Do you want to add the new table to
the current map?”. Select “No”.
f. Open a blank Microsoft Excel sheet, go to File -> Open
g. Change the “Files of type:” to be “dBase Files (*.dbf)
h. Browse to the “FundedTable” you saved at C:
\Temp\, select the file, and click “Open”.

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i. Select/Highlight all of the cells by clicking the small grey square
above the label for row 1 and to the left of column A.

j. Go to “Data” -> “Sort….” On the main tool bar.


k. Under “Sort by” select the “Map_Num” column and “Ascending”. Click
OK

l. Highlight the numeric values in the “Fund_total” column, right click


and select “Format Cells…”
m. Under the “Number” tab, change the “Category:” to Currency. Then
change the “Decimal places:” to 0. Then verify the “Symbol:” is set to
$. Click OK

n. You are now ready to update the funded table in the MXD. First
select/highlight all of the “Map_Num” values (But do not highlight
the column header!). Then select “Edit” -> “Copy”.

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o. Move to ArcMap. Double click on the black text under the green bar,
under the “Project ID” header. This should open the “Properties” box.
Go to the “Text” tab. Delete all existing text. Then click in the blank
box, and type “Control P” on the keyboard, to paste in the text copied
from Excel. Verify that there are no extra spaces at the top or bottom
of the text, and then click OK.
p. Next, return to the Excel document and select/highlight the
“Prj_Name” text (but not the column header). Then select “Edit” ->
“Copy”.
q. Move to ArcMap. Double click on the black text under the green bar,
under the “Project Name” header. This should open the “Properties”
box. Go to the “Text” tab. Delete all existing text. Then click in the
blank box, and type “Control P” on the keyboard, to paste in the text
copied from Excel. Verify that there are no extra spaces at the top or
bottom of the text, and then click OK.
r. Return to the Excel document and select/highlight the “Fund_total”
text (but not the column header). Then select “Edit” -> “Copy”.
s. Move to ArcMap. Double click on the black text under the green bar,
under the “Funding Amount” header. This should open the
“Properties” box. Go to the “Text” tab. Delete all existing text. Then
click in the blank box, and type “Control P” on the keyboard, to paste
in the text copied from Excel. Verify that there are no extra spaces at
the top or bottom of the text, and then click OK.
t. Return to the Excel document. Sum all of the values in the
“Fund_total” column.
u. Return to ArcMap, double click on the “Total Funding: $X,XXX,XXX”
text box. Update the total from your Excel sum. Click OK.
v. The Funded Project List is now updated. Align the three columns so
they do not overlap with each other, the table headers, or the
Unfunded project list below.

Unfunded Project List Updates:


a. Open the table of “Unfunded Projects - inside district” by right
clicking on the theme and selecting “Open Attribute Table”
b. In the bottom center of the window, click on the “Options ^” button.
c. Select “Export…”
d. In the “Export Data” window, export “All records” and select a
location to save the table under the “Output table:” by clicking on the
folder button. Save the file as “UnfundedTable” and “dBase Table” in
the “Save as file type:” *Please note where you are saving the table.
Then click OK
e. The table will export and ask, “Do you want to add the new table to
the current map?”. Select “No”.
f. Open a blank Microsoft Excel sheet, go to File -> Open
g. Change the “Files of type:” to be “dBase Files (*.dbf)

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h. Move to the location you saved the “UnfundedTable”, select the file,
and click “Open”.
i. Select/Highlight all of the cells by clicking the small grey square
above the label for row 1 and to the left of column A.
j. Go to “Data” -> “Sort….” On the main tool bar.
k. Under “Sort by” select the “Map_Num” column and “Ascending”. Click
OK
l. You are now ready to update the unfunded table in the MXD. First
select/highlight all of the “Map_Num” values (But do not highlight
the column header!). Then select “Edit” -> “Copy”.
m. Move to ArcMap. Double click on the black text under the red bar,
under the “Project ID” header. This should open the “Properties” box.
Go to the “Text” tab. Delete all existing text. Then click in the blank
box, and type “Control P” on the keyboard, to paste in the text copied
from Excel. Verify that there are no extra spaces at the top or bottom
of the text, and then click OK.
n. Return to the Excel document and select/highlight the “Prj_Name”
text (but not the column header). Then select “Edit” -> “Copy”.
o. Move to ArcMap. Double click on the black text under the red bar,
under the “Project Name” header. This should open the “Properties”
box. Go to the “Text” tab. Delete all existing text. Then click in the
blank box, and type “Control P” on the keyboard, to paste in the text
copied from Excel. Verify that there are no extra spaces at the top or
bottom of the text, and then click OK.
p. The unfunded Project List is now updated. Align the three columns
so they do not overlap with each other, the table headers, or the
Funded project list above.

Other Updates:
a. Update the date in the lower right corner
b. Conduct any general updates requested by staff
c. Save the MXD file, print a test copy and make any necessary
adjustments.

6- Create new map .pdf files


a. After making the map updates described in part 5 “Updated the
standard map .mxd files using ArcMap” new .pdf files need to be
created.
b. Open each mxd
c. Go to File, Export
d. Browse to K:\libraries\Maps\GIN_Workprogram_Maps\
e. Open the appropriate sub-folder
f. Highlight the name of the old map (for example, the map for
Assembly District 36 should replace the existing file “36_Runner.pdf”)
g. Click Export

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h. agree to over-write the existing file
i. Close ArcMap
j. Open Windows Explorer
k. Browse to the folder the .pdf file was saved in
l. Open the new pdf file with Adobe software
m. Proof read the map to ensure it looks correct
n. If not, repeat necessary steps above to correct any errors

7- Change permissions on the .shp, .mxd, and .pdf files back to Read-Only
a. Open Windows Explorer

b. Browse to each of the following directories

i. G:\ arcdata\working\map_templates\arcmap\City_tabloid
ii. G:\ arcdata\working\map_templates\arcmap\COG_poster
iii. G:\ arcdata\working\map_templates\arcmap\
District_Assembly
iv. G:\ arcdata\working\map_templates\arcmap\
District_Congressional
v. G:\ arcdata\working\map_templates\arcmap\District_Senate
vi. G:\ arcdata\working\map_templates\arcmap\ProgramAreas
vii. G:\ arcdata\working\map_templates\arcmap\
RMC_TargetAreas
viii. G:\ arcdata\working\map_templates\arcmap\Territory
ix. G:\ arcdata\working\map_templates\data\Administrative
x. G:\ arcdata\working\map_templates\data\Hydro
xi. G:\ arcdata\working\map_templates\data\OpenSpace
xii. G:\ arcdata\working\map_templates\data\Political
xiii. G:\ arcdata\working\map_templates\data\ProgramAreas
xiv. G:\ arcdata\working\map_templates\data\Project_Points
xv. G:\ arcdata\working\map_templates\data\Roads

c. Select all files in the folder

d. Right Click, Make all files Read-Only by going to “Properties” and


putting an Check the “Read-only” checkbox

e. Repeat for all locations list in part b

8- Create a back-up of the update data, map, and database files


a. Open Windows Explorer

b. Go to (or create) the following folders and delete any existing files:

San Gabriel & Lower Los Angeles RIVERS AND MOUNTAINS CONSERVANCY Page 31
i. C:\Temp\Data\
ii. C:\Temp\ArcMap\
iii. C:\Temp\Database\
iv. C:\Temp\PDF\

c. Browse to G:\ arcdata\working\map_templates\data\ and


zip/compress the following folders and data: Administrative, DEM,
Hydro, OpenSpace, Political, ProgramAreas, Project_Points, Roads
i. Name the Zip/Compressed file “New_Data”
ii. Save the file at C:\Temp\Data\

d. Browse (in Windows Explorer) to G:\ arcdata\working


\map_templates\arcmap\ and zip/compress the following folders and
data: City_tabloid, District_Assembly, District_Congressional,
District_Senate
i. Name the Zip/Compressed file “New_MXDs”
ii. Save the file at C:\Temp\ArcMap\

e. Browse to K:\WORKPROGRAM\RMC database\Current Database\ and


zip/compress the .mdb files (note, there should not be anyone in the
database when a compression file is being made)
i. Name the Zip/Compressed file “New_DB”
ii. Save the file at C:\Temp\Database\

f. Browse to K:\libraries\Maps\GIN_Workprogram_Maps\ and


zip/compress all six folders (that contain .pdf files)
i. Name the Zip/Compressed file “NEW_PDFs”
ii. Save the file at C:\Temp\PDF\

d. Create a DVD back up of the four folders at C:\Temp\

San Gabriel & Lower Los Angeles RIVERS AND MOUNTAINS CONSERVANCY Page 32
REFERENCE INFORMATION

Software Packages

GIS Data
All of the GIS data used has been organized and reviewed in ESRI’s 9.2 version of
ArcMap/ArcInfo.

Map Products
The maps produced have also been created in ArcMap 9.2 with stand-alone maps
available in Adobe pdf format.

Database System
The RMC database was build in Access 2000. It is roughly 5MB and will be
expanding as new projects are added.

RMC has upgraded the database to Access 2007. Though extensive testing was
conducted in Access 2000, 2007 may present additional bugs and/or technical
difficulties. An upgrade of the database to 2007 was not covered in the original
contract and would need to be conducted separately.

The database is currently set-up to be run by one computer at a time. It may be


possible to make upgrades that allow multiple users in the future. Custom
login/password accounts could also be established to limit each user’s privileges.
These options should be explored in future contracts (either with GreenInfo or
another GIS/DB service provider).

San Gabriel & Lower Los Angeles RIVERS AND MOUNTAINS CONSERVANCY Page 33
Project Leads and Contact Information

RMC Main Contacts


Frank Simpson, Project Manager
San Gabriel and Lower Los Angeles Rivers and Mountains Conservancy,
"El Encanto" 100 Old San Gabriel Canyon Road, Azusa, CA 91702
Phone – 626.815.1019 x 108
Fax – 626.815.1269
Email - fsimpson@rmc.ca.gov
www.rmc.ca.gov

Luz Torres, Staff Biologist


Lower Los Angeles and San Gabriel Rivers and Mountains Conservancy, "El Encanto"
100 Old San Gabriel Canyon Road, Azusa, CA 91702
Phone – 626.815.1019 x110
Fax – 626.815.1269
Email- ltorres@rmc.ca.gov

Matt Kaiser, Information Systems Technician (Consultant to the RMC)


"El Encanto" 100 Old San Gabriel Canyon Road, Azusa, CA 91702
Phone- (626) 815-1019, Extension 105
Fax – 626.815.1269
Email- mkaiser@rmc.ca.gov

GIN Main Contact:


Amanda Recinos, Associate Director
GreenInfo Network, Southern California Field Office
3578 Eastham Drive, Suite C Culver City, California 90232
Phone- 310.558.3660 ext 2
Fax- 310.558.3664
Email- amanda@greeninfo.org
www.greeninfo.org

San Gabriel & Lower Los Angeles RIVERS AND MOUNTAINS CONSERVANCY Page 34
File List (all files placed on RMC computers)
The following files have been placed on the RMC computers and are Read-Only:

PDF Maps
Assembly Districts – Tabloid
K:\libraries\Maps\GIN_Workprogram_Maps\PDFs_Assembly

Cities – Tabloid
K:\libraries\Maps\GIN_Workprogram_Maps\PDFs_City

Council Of Governments – Poster


K:\libraries\Maps\GIN_Workprogram_Maps\PDFs_COGs

Congressional Districts - Tabloid


K:\libraries\Maps\GIN_Workprogram_Maps\PDFs_Congress

Program Area – Poster


K:\libraries\Maps\GIN_Workprogram_Maps\PDFs_ProgramAreas

Senate Districts - Tabloid


K:\libraries\Maps\GIN_Workprogram_Maps\PDFs_Senate

Territory – Poster
K:\libraries\Maps\GIN_Workprogram_Maps\PDFs_Territory

Microsoft Access Database & Documentation


K:\WORKPROGRAM\RMC database\Current Database\

Map Files
MXD’s
G:\arcdata\working\map_templates\arcmap\
Sub-Folders: City_tabloid, COG_poster, District_Assembly,
District_Congressional, District_Senate, ProgramAreas, RMC_TargetAreas,
Territory

Data
G:\ arcdata\working\map_templates\data\
Sub-Folders: Administrative, Census2000, DEM, GreenVisions, Hydro,
OpenSpace, Political, ProgramAreas, Project_Points, Roads

G:\ arcdata\images\NAIP\
Sub-Folders: LA_County, OC_County

San Gabriel & Lower Los Angeles RIVERS AND MOUNTAINS CONSERVANCY Page 35
Font Files

The territory wide, COG, and custom maps all use custom fonts provided by ESRI
free of charge. To ensure maps are properly displayed and printed, all RMC
computers should have the following fonts installed:
DDVCA01D
DDVCA04D
DDVCA05D

If the fonts are not installed on a computer used to open the .pdf or .mxd files, the
computer will select a random font to replace it. If you notice strange symbols in
place of the standard highway shields (for example #, & *%), the above fonts have
not been installed.

Obtaining Font Files for Instillation:


GreenInfo Network has installed the files on the two computers with GIS software
and loaded them on staff’s individual workstations. If needed for new computers,
the files are located at G:\RMC_Project_Maps\FontFiles\
If necessary, the files can also be downloaded from the ESRI’s support page:
http://arcscripts.esri.com search for “DDV California”
or use:
http://arcscripts.esri.com/details.asp?dbid=13715

If you need to install the font files, please contact the appropriate computer
systems staff person at the RMC office.

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