EMIS - UN-Habitat

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�� EMIS/ GIS/ Mapping ��ArcView GIS Map Maker ��Pro ��ArcGIS ��MapInfo ��Atlas GIS ��Idrisi ��AutoCAD Map etc. See the EMIS CD for details on the EMIS Status Report 2006 See the checklist in Tool 7 to create such an “emergency contact list” and for a sample contract. Building an Environmental Management Information System Image Processing Database Publication Network ��ILWIS ��TNTmips ��Erdas/Imagine ��ENVI ��ArcView Image Analyst etc. Technical Support 32 ��Oracle ��MS Access ��Dbase etc. ��Adobe Photoshop ��Adobe Illustrator ��Adobe Pagemaker ��MS Powerpoint ��HTML editor etc. ��Novell ��Windows NT ��UNIX etc. A Technical Support Unit (TSU) takes care of the technical set up and maintenance of the EMIS. It ensures that the EMIS staff have the technical capacity to provide the information that is relevant for the EPM process and needed by the Mapping Group. A TSU can also provide useful technical advice when the hardware and software are being selected and installed. Ensuring appropriate technical support for the EMIS is very important. In the EMIS Status Report for 2006 only a few EMIS cities reported that they had established a Technical Support Unit (TSU). However, many cities reported that their hardware broke down, and that they did not have the capacity to repair it. Their working process was interrupted – for example, due to the breakdown of a printer, they were no longer able to print maps. In such a case, how can the Working Groups operate without the spatial and thematic information provided by the EMIS unit? The TSU (Technical Support Unit) staff can solve these minor hardware and software problems to guarantee the flow of work in the EMIS unit. A TSU is not part of the Mapping Group, and doesn’t necessarily have to be part of the EMIS. Often, you will be able to use the services of the TSU which serves the department in which the EMIS is located – in fact, when choosing the EMIS location, the availability of technical support is an important consideration. Check if a TSU that you could collaborate with already exists in other sections or departments in your city. Identify technicians and people with technical expertise (for example, your local university, or your hardware/ software dealer) that you can contact in case of problems. When you use the technical expertise of an existing TSU in your department, you may not have to pay for it. Perhaps you can find someone who will maintain your hardware and software on a voluntary basis. Otherwise you should employ a contractor who will carry out tasks such as making regular back-ups of your data, and who will provide technical support when problems occur. B1.4 Linking stakeholders, users and producers: the Mapping Group If the EMIS is to be successful, it must be linked to its users right from the very beginning. The key users of the system are the men and women in the Issue-Specific Working Groups, who include decision-makers, citizens affected by or concerned with the issue, professionals, experts and scientists and the project team. A Mapping Group is a useful way to keep all these groups informed about the progress of the EMIS, and to get their input.
The Guide: Building an Environmental Management Information System The Mapping Group consists of representatives from various institutions with a connection to mapping: mapping and survey departments, local authority departments, planning and geography departments of research institutions, the private sector, working group co-ordinators, and, of course, the staff of the EMIS unit. While the Mapping Group can be an informal gathering of “mapping people”, it is best established as a formalised group with the status of an Issue-Specific Working Group. It is best to set up the Mapping Group when starting to put together the Environmental Profile. The main purpose of a Mapping Group is to ensure that information flows smoothly between the providers and the users of the information in the EMIS. The EMIS is a major data repository of the Issue-Specific Working Groups, and the Mapping Group acts as a liaison between the technicians and the users. Furthermore, the Mapping Group makes sure that the inputs into the system are sufficient and relevant to the EPM process and that the outputs of the EMIS are well understood and accepted – for example, that they follow certain required mapping standards. The Mapping Group also plays a role in providing the EMIS Unit with expert support at each stage of building the EMIS: • Overview of Mapping Activities – The Mapping Group can provide an overview of all mapping activities in the city/town and can explore possibilities for sharing information, data and certain hardware, such as digitizing boards. • Inventory – All members of the Mapping Group can provide information on existing maps, and where to find them, for the Inventory. The members of the Mapping Group know best about the quality and usability of different maps. • Community Sensitisation – Sensitisation and building capacities of community groups regarding data production and map reading is best organised by the Mapping Group (remember, the Mapping Group will include community group representatives). • Basic Map Preparation – The Mapping Group will advise on the scale, data, layout and layers to use for the Basic Maps. The group will also help the EMIS unit to formulate the right Terms of Reference when out-sourcing specific work. • Thematic Map Production – The Mapping Group will help to structure the major exercise of preparing Thematic Maps. They will discuss which maps will be needed and how they can best be produced with the working groups. • Suitability and Sensitivity Maps – The members of the Mapping Group will be involved in the development of the mapping rationale for Suitability and Sensitivity maps. They can also give some comments on how to link specific rules and conditions with the maps. • Overlaying – The Mapping Group will discuss the overlay procedures and will advise on which layers on environment and development issues are best combined in order to get meaningful results. • Training – Some members of the Mapping Group are potential trainers for other EMIS users. Mapping Group members also know of suitable training facilities. B1.5 Getting Information and Taking the Inventory Inventorying information in a meaningful way is key to transparency in the flow of information and avoids unnecessary duplication of work. Many offices already have a system in place for inventorying books, reports, maps and other documents. However, many offices store their maps rolled up in a heap in the corner of a room, or on top of a shelf, or in piles on an office desk. A very important task – even though it might seem dull – is to set up a filing structure that will let you find maps and information easily. Inventorying includes several tasks: (a) finding and purchasing existing data and maps; (b) arranging and filing them; (c) setting up a database; and (d) creating an index map or an atlas. Several tools are available to help you make your inventory. 33 Please refer to Tool 8: Mapping Group for tips on who should be in your Mapping Group, and how it should be set up.
Page 1 and 2: Sustainable Cities Programme (SCP)
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EMIS - UN-Habitat

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