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GIS Strategic Plan Summary

Stages I and II
February 7, 2011

Appendix 8
ITPCC Charter for the GIS Governance Group

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WORKING DRAFT: Interagency Technology Policy and Coordination Committee
Charter for the GIS Policy Committee

Summary

The GIS Governance Charter provides for a governance framework and process for interagency
oversight and review of future deployment of GIS in the ITPCC agencies. The Charter describes
the scope of responsibility and procedures for strategic coordination and management oversight of
the projects and activities that support the distributed interagency use of GIS and its expansion in
Montgomery County, Maryland.

Staff Contact: ________________________

Address
Interagency Technology Policy and Coordination Committee (ITPCC)
th
100 Maryland Avenue, 5 Floor
Rockville, Maryland 20850

Background

Montgomery County has been implementing Geographic Information System (GIS) technology
since the 1980’s. A GIS Strategic Plan was developed in 1996 that guided the development of key
data resources and expansion of GIS use to all ITPCC agencies. Support groups within the
Department of Technology Services (DTS) and the Department of Planning’s Center for Research
and Information Systems (CRIS) have supported major data maintenance efforts and provided GIS
resources, hardware, software, and management to users throughout the County. County agencies
also employ domain experts with various levels of GIS expertise in order to integrate specific agency
needs for mapping and spatial analysis with the domain of knowledge that supports their core
mission.

The ITPCC engaged consulting services in 2008 to develop an update to the GIS Strategic Plan. Key
recommendations of the GIS Strategic Plan update, completed February 07, 2009, included
establishing a GIS governance structure to support decision making and coordination of GIS
activities among the ITPCC agencies.

The County’s past GIS coordination efforts have focused primarily on operational issues relating to
the development of detailed GIS “layers” showing where County resources are. However, these
efforts have fallen short in integrating County GIS into a coordinated platform that makes spatial

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information and analysis more broadly accessible to executive decision-makers, to knowledge
workers who are not GIS specialists, and to the public.

This Strategic Plan proposed a structure that better supports best practices in the County’s long range
approach to leveraging the power of GIS to:

 inform executive level strategic decision-making within and across agencies


 maximize the efficiency of core county GIS operations
 promote a “public-centric” GIS that fosters the integrated and open exchange of spatially
referenced information among County agencies and with the public.

The ITPCC formally accepted the report and agreed that the creation of a formal interagency
governance structure is necessary to coordinate the development and use of GIS throughout ITPCC
agencies.

The Interagency GIS Policy Committee is constituted to facilitate dialog and cooperation among the
agencies for optimal use of GIS as a technology solution used by the agencies in support of mission
objectives. The agencies are committed as an interagency group to work for resolution of policy and
technical issues associated with use of GIS, to oversee GIS strategic development, and agree to
cooperate to achieve workable solutions. Agencies agree to seek optimal use of GIS technologies in
support of their agency missions. The agencies agree that policy and operational issues associated
with GIS should be resolved within this decision structure framework in order to ensure cost-
effective efficient GIS management and that valuable resources and expertise are shared and
leveraged among agencies. It is the intent of this agreement to preserve day-to-day operational
control regarding GIS use within the agencies while jointly overseeing the operation and strategic
direction of GIS itself within the Policy Committee. An operational structure to achieve this will be
the GIS Policy Committee’s primary objective.

1.0 Authority

1.1 The County Council established the Interagency Technology Policy and Coordination
Committee by Resolution No.: 12-1758 on July 26, 1994.

1.2 This Committee is empowered to create, promote, facilitate, and provide coordinated
interagency policies and practices intended to enhance the use of technological innovations among
and within the agencies of government in Montgomery County.

1.3 On __________ the ITPCC Principals requested development of a GIS Governance Charter. To
that end, an ITPCC GIS Policy Committee (Policy Committee) is hereby established as a
subcommittee of the ITPCC CIO Subcommittee to make technology and policy recommendations
regarding GIS for the ITPCC member agencies. This Charter also establishes an Interagency GIS
Technical Advisory Group (GIS-TAG), representing the various member agency departments who
use GIS, with the purpose of providing input on GIS matters to the Policy Committee as requested
by the Policy Committee.

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2.0 Administration

2.1 Preparation and Presentation of the Annual GIS Operational Plan

The GIS Policy Committee will be a forum for County agencies to vet external proposals for major
GIS initiatives and coordinate on the assignment of lead agency roles for GIS projects. The Policy
Committee will also allow County agencies to vet proposals for large purchases intended for multi-
agency use and for coordinating the interagency data sharing agreements that govern these
purchases.

Each year, the GIS Policy Committee will present the ITPCC with a GIS Operation Plan that will
identify the joint GIS data acquisitions, projects, and other joint efforts to be undertaken by the
member agencies. This plan will:
make recommendations for demonstration projects that would yield the greatest benefits from
coordinated GIS efforts.
propose a recommended budget for the subset of County GIS purchases (e.g., data layers, hardware,
and software) that are large enough to be coordinated between multiple agencies.
Make recommendations that promote the efficient development and exchange of spatial referenced
data sets ( i.e. “GIS useable” information) between County agencies, other public and private sector
agencies, and the public.

The GIS Policy Committee will task GIS-TAG will the preparation of components of this operation
plan. The proposals from these GIS-TAG sub-tasks will be presented to the GIS Policy Committee
for approval. Once approved by the Policy Committee, the plan will be presented to the ITPCC for
final approval.

2.2 Approval
Upon approval by the Policy Committee, their designated representatives will present the annual GIS
Operational Plan to the ITPCC. The ITPCC will issue final approval of the plan.

2.3 Review of GIS Operational Plan

The GIS Policy Committee will review and provide preliminary approval of the operational plan for
deployment and operation of GIS among the ITPCC agencies in accordance with this Charter. The
ITPCC will issue final approval, based upon the recommendation of the Policy Committee. The goal
of the operational plan is to preserve day-to-day operational control regarding GIS use within the
agencies while jointly overseeing the County’s strategic direction of GIS.

2.4 GIS Policy Committee


The GIS Policy Committee is a subcommittee of the ITPCC CIO Subcommittee. The Group will
consist of 9 designees made by the ITPCC CIO Subcommittee. This representation should include
representatives from DTS and Planning (2), four additional members representing senior
management level personnel directly from key County departments within the Executive Branch that
are heavily reliant on GIS technology (4). These representatives should have an understanding of
the policies that guide the department’s GIS requirements and priorities. The members may be
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the Department Director or an appointed representative such as the Department IS/IT Director or
GIS Manager as selected by the Department Director. In addition, three other senior management
level members will be designated by the Principals.

Additional members may be proposed by departments or agencies and reviewed and approved
through consensus of the group. Final approval of the membership is by the ITPCC.

2.4A ITPCC GIS Technical Advisory Group (GIS-TAG)


The ITPCC GIS Technical Advisory Group will consist of technical representatives from key
County departments within the Executive Branch that are heavily reliant on GIS technology, such as
departmental GIS Managers or other staff with significant technical expertise.

2.5 Meetings

The GIS Policy Committee will meet a minimum of four (4) times per year. Additional meetings
may be convened at the discretion of the Chair. The GIS Technical Advisory Group should meet
once a month and must meet at a minimum four (4) times per year.

2.6 Quorum

A quorum consisting of the Policy Committee member from at least Montgomery County
Government, a Public Safety representative (DFRS, Police, ECC), and the Maryland-National Park
and Planning Commission must be established for an issue to be decided.

2.7 Decisions

Decisions will be made by consensus. Consensus means unanimous for this Charter.

2.8 Lack of Consensus

Where consensus cannot be achieved at the GIS-TAG level, the issues will be presented to the Policy
Committee for discussion and resolution. If consensus is not achieved by the Policy Committee, the
decision process will be passed to the ITPCC for resolution. If consensus is not achieved by the
ITPCC, no decision will be rendered. The ITPCC will direct what steps, if any, will be taken in the
event of no decision.

2.9 Voting Rights

Each member of the Policy Committee is allowed one vote on behalf of his/her respective
organization.

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2.10 Action Without a Meeting

Actions of the Policy Committee may be taken without a meeting if all voting members take the
action. The action will be evidenced by written consents, whether executed manually or
electronically.

2.11 Designation of the Chair

The Policy Committee and GIS-TAG will designate their Chairs by majority vote. The Chair may
designate a Vice-Chair to serve in instances of unavailability or incapacitation.

2.12 Reporting

As appropriate, the Chair will report the decisions and recommendations of the Policy Committee to
the ITPCC and/or County Council if directed by the ITPCC.

2.13 Records

Transactions of public Policy Committee meetings will be recorded, in summary, and available to
the public thirty days after approval by the Chair. Minutes of executive sessions will not be available
to public inspection.

2.14 Charter Approval

The GIS Governance Charter will be approved only by unanimous approval of all Principal members
of the ITPCC.

2.15 Charter Amendment

This Charter may be amended only by unanimous approval of the Policy Committee and all Principal
members of the ITPCC. Any request to modify this Charter must be submitted in writing to the
Policy Committee Chair.

2.16 Staff Support [To be designated]

The designated staff support person will be responsible for scheduling and coordination of meetings,
distribution of meeting agendas and materials, and records management.

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3.0 Definitions
The words and phrases described below have the following meanings as used in this Charter.

3.1 ITPCC Agencies

The multiple governmental entities that comprise Montgomery County are:

Montgomery County Public Schools (MCPS)


Montgomery College (MC)
Montgomery County Government (MCG)
Maryland-National Park and Planning Commission (M-NCPPC)
Washington Suburban Sanitary Commission (WSSC)
Housing Opportunities Commission (HOC)

These are collectively referred to as the ITPCC agencies.

3.2 ITPCC Principals

The ITPCC Principals are represented by the following:

Superintendent, Montgomery County Public Schools (MCPS)


President, Montgomery College (MC)
Chief Administrative Officer, Montgomery County Government (MCG)
Chairman, Maryland-National Park and Planning Commission (M-NCPPC)
General Manager, Washington Suburban Sanitary Commission (WSSC)
Executive Director, Housing Opportunities Commission (HOC)
Staff Director, Montgomery County Council (Council)

3.3 ITPCC CIO Subcommittee

The ITPCC CIO Subcommittee reports to the ITPCC Principals. It consists of representatives from
each member agency who hold either the title or role of a Chief Information Officer (CIO).

3.4 ITPCC GIS Policy Committee

The GIS Policy Committee is a subcommittee of the ITPCC CIO Committee whose members are
appointed by the ITPCC CIO Committee. Additional members may be appointed from key
departments as identified in Paragraph 2.4.

3.5 Interagency GIS Technical Advisory Group (GIS-TAG)

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The GIS-TAG consists of departmental GIS Managers and outside resources as appropriate who will
provide analysis and advice to the Policy Committee in the areas of technical recommendations,
fiscal recommendations, and policy recommendations. An individual may be designated to serve in
multiple areas.

The individuals assigned to the GIS-TAG group should have authority to speak on behalf of the GIS
needs of their agency. GIS-TAG will meet as required to perform tasks directed by the Chair of the
Policy Committee with consensus of the broader Policy Committee.

3.6 GIS

The GIS servers, datasets, applications, and resources supported by both the Executive Branch and
the Planning Department and made available for use by all the ITPCC agencies.

3.7 Montgomery County GIS Strategic Plan Update

Phase I of the strategic planning study was submitted by KCI Technologies, Inc., on October 13,
2008 in draft form, and finalized February, 2011. The study was presented to the ITPCC on
______________. Finding and recommendations from the study are incorporated by reference
herein. KCI was directed to proceed with Phase II of the study. The results of Phase II include
adjustments to the addressing data maintenance workflow and responsibilities and a data
development plan describing steps necessary to enhance the quality and availability of critical
address data resources to County agencies.

4.0 Scope of Responsibilities

4.1 ITPCC GIS Policy Committee (Policy Committee)

4.1.1 Provide approval and policy guidance concerning strategic planning goals and
objectives for future interagency deployment and utilization of GIS. Review
recommendations of the GIS-TAG and any other entities designated by the CIO
Subcommittee for this purpose.

4.1.2 Determine the appropriate level of cost sharing between ITPCC agencies and the
supporting MOU documents required to implement such sharing, particularly for acquisition
of data such as imagery, orthophotos, planimetric datasets, and natural resources data.

4.1.3 Recommend that each ITPCC Agency establish Service Level Agreements (SLAs)
between the agency and GIS service providers, as appropriate.

4.1.4 Meet quarterly to provide an interagency status review of the annual operational plan
for deployment and utilization of GIS in the ITPCC agencies, and a review of technical,
resource and policy issues as appropriate.

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4.1.5 Complete the annual review prior to budget submission deadlines if possible.

4.1.6 Designate and task the Interagency GIS Technical Advisory Group (GIS-TAG) to
advise the Policy Committee regarding matters related to technical, fiscal, and policy
aspects of GIS utilization by the ITPCC agencies.

4.1.7 The Policy Committee will review the annual GIS deployment plans, assess the
interagency fiscal impacts, review the business case justifications, and examine policy issues
with interagency impact such as major infrastructure upgrades.

4.1.8 The Policy Committee will review recommendations of the Interagency GIS
Technical Advisory Group (GIS-TAG) and report to the ITPCC.

4.1.9 The Policy Committee will comment and provide recommendations to the ITPCC as
requested.

4.1.10 The Policy Committee will serve as the representative for multi-agency
communication and coordination of GIS related initiatives with outside agencies such as
state, federal, and regional agencies, and major public/private partnership initiatives such as
CGIS, MWCOG, the and private companies. Major projects will be brought to the Policy
Commitee by the Agencies for consideration. The Policy Committee will evaluate
requirements and determine the best use of resources to accomplish the projects. The roles of
participating agencies will be determined. Projects may include phases or tasks for
requirements analysis, design and specification, procurement, development, QA/QC, testing,
review, and training. The GIS-TAG will be consulted as necessary for assistance in
identifying potential solutions.

4.1.11 Agency Directors will designate and assign appropriate subject area expert staff for
the Interagency GIS Technical Advisory Group (GIS-TAG) as required.

4.2 Interagency GIS Technical Advisory Group (GIS-TAG)


4.2.1 The GIS-TAG will be composed of designated interagency representatives with
subject expertise as appropriate to advise the Policy Committee on matters of GIS
utilization.

4.2.2 The GIS-TAG may be supplemented by outside resources as required.

4.2.3 The GIS-TAG will perform analysis and special tasks to provide technical, fiscal,
and policy analysis and recommendations to the Policy Committee as requested.

4.2.4 The Agencies will provide staff to GIS-TAG groups with appropriate expertise needed
to accomplish the directives of the Policy Committee and to fully represent the needs of the
Agencies.

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4.2.5 Special workgroup team leaders will be selected from among the membership of the
group and will be responsible for ensuring completion of the workgroup tasks.

4.2.6 The GIS-TAG members will develop cost estimates, schedules and preliminary cost
sharing mechanisms which may include charge backs between departments, joint funding of
projects, or other budget mechanisms as may devised.

4.2.7 The GIS-TAG members will consider the resources of all member agencies and
departments equally for contribution to projects benefitting the County in general. Charge
back mechanisms will be used if needed to account for staffing resources that are not in the
same agencies that are benefitting from the services.

4.2.8 The GIS-TAG will promote a spirit of cooperation and sharing of resources among
all agencies to ensure that GIS needs are supported efficiently and that solutions leverage the
expertise of all members.

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5.0 Miscellaneous

5.1 Acceptance

This Charter takes effect upon ratification by the ITPCC Principals and the signature by the ITPCC
Chair.

5.2 Amendment

Proposed amendments of this Charter will be transmitted in writing to the Chair. The Chair will
convene a meeting of the Policy Committee to consider the proposal.

5.3 Agency Flexibility

Agencies will have flexibility to continue to support and operate their GIS systems in order to
effectively perform their assigned functions.

5.4 Establishing Priorities

The Policy Committee will review the GIS-TAG submissions and establish priorities annually.

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Reviewed and accepted:

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