TIM #3
Meeting Minutes
Facility Investigations, Closure Projects,
Camp Stanley Storage Activity
F11623-94-D0024/RL53
Parsons ES 732345.07

Date:                     20 November 2000

Time:                     9:00 A.M. – 5:00 P.M.

Place:                     Parsons Engineering Science, Inc. Austin, TX

Subject:                  CSSA GIS and Electronic Encyclopedia Project
                 RL33, RL53, RL74, RL83

            Attendees (See attached sign-in sheet):             

Minutes prepared by Ken Rice and Susan Roberts, Parsons ES

Introduction

    The meeting commenced at 0900 hours in the Parsons Engineering Science (Parsons ES) conference room in Austin, TX.  The objectives of the meeting were to:

1)      Discuss project status and issues regarding CSSA’s Geographical Information System (GIS);

2)      Present the current form of the GIS to team members;

3)      Provide a response to comments made regarding the draft electronic version of CSSA’s environmental encyclopedia; and

4)      Discuss the GIS requirements for future use.

Overall CSSA GIS Project Status

AFCEE Issues

    Ms. Jo Jean Mullen started the meeting discussions by providing a handout (see attachment 1) that indicated the findings of AFCEE/Informatics Team regarding the CSSA GIS.  Jo indicated that the AFCEE/Informatics Team concentrated their efforts on requirements specified in the SOW for delivery order RL33.  Problems noted by Jo regarding the deliverables on RL33 include:

    Jo also pointed out that they were unable to find most of the data, which was available in the SDS (formerly TSSDS) database structure.  Mr. Tom Heathman provided some detail on the Informatics Team findings that include:

    AFCEE/Informatics Team provided recommendations for CSSA’s GIS to Parsons ES in order to correct the noted problems.  The GIS needs to be “user friendly and to allow queries of site specific data through the GIS.  Jo also stated that a basic user manual of what applications is available through the GIS needs to be produced.  Parsons ES noted that a manual was submitted as a deliverable in September 1997.  Jo asked for a copy as she does not have one in the AFCEE files.

Update on Data Currently Available in the GIS System

    James Hinson and Dave Maltby provided a presentation of the data structure and data available within CSSA’s GIS system.  Several handouts were distributed (see attachment 2) that detailed where the site-specific data are located in the SDS database structure and definitions of data types.  Methods for accessing and querying data were demonstrated to Informatics and AFCEE personnel.  Additionally, recommendations regarding the optimization of the data collection activities were presented and discussed.  The current process was detailed and possible solution to change the process in which data were collected was discussed.

Update on Data Entry into the GIS System

    Data loading for the CSSA GIS was discussed.  Tom indicated that data loading through use of “Petroview” could possibly save time through downloading data from the lab into the database.  AFCEE is working with Triservices to develop methodology for data loading into GIS (e.g., site ID, sample point ID, date drilled, who drilled, etc.) and better integrating SDS and ERPIMS. 

    Parsons ES presented handouts detailing the data entry process for CSSA’s GIS (see attachment 3).  Included with the detailed task description was an estimate of the task time for each activity and what has already been implemented to maximize efficiency on the data loading process.

Discussion of Electronic Environmental Encyclopedia

    Julie Burdey presented a response to comments made on CSSA’s draft electronic environmental encyclopedia.  Each of the comments and Parsons ES responses were discussed.  An agreement with the format and preparation of CSSA’s electronic environmental encyclopedia was made.  Action items include:

Discussion of GIS Issues for Future Use

    Ken Rice presented Parsons ES’s findings regarding CSSA’s GIS work completion efforts for all AMC delivery orders (i.e., RL33, RL53, RL74, RL83).  A handout was presented (see attachment 5) that detailed the specific work items for each delivery order and the estimated completion of each item.

    Discussions were continued regarding what CSSA/AFCEE desires from the GIS.  The following items were presented as requirements for CSSA’s GIS future use.

    In general, the action items resulting from the meeting regarding CSSA’s GIS includes scheduling a working meeting on a monthly basis to further the dialog and the preparation of CSSA's GIS to CSSA/AFCEE satisfaction and a written approach to make the GIS more user friendly.  Additionally, a document was requested that will identify what is currently within CSSA’s GIS and a system to provide documentation on any future delivery versions of CSSA’s GIS.

The action items are as follows:

1.      Bill McGuire and James Hinson to discuss how Tom Heathman can ID site-specific data. 

2.      Parsons to work towards Graphical User Interface (GUI) for GIS application.  Parsons to put an approach in writing on how to create “user-friendly” queries of data

- site-specific      - generic coverage (e.g., soil gas, background)
- specific, routine themes

3.      Parsons to prepare version number and list of changes per update.

4.      Tables will be configured to allow users of data via SDS and  English header choices

5.      Use optimized data entry collection system for data anticipated to be collected on soil gas survey effort.

6.      Continue discussions regarding GIS efforts on a monthly basis.

7.      Revise data entry process flow and prepare costs-benefits analysis for each optimized data entry process.

8.      Provide final response to comments made on electronic environmental encyclopedia.

9.      Correct electronic environmental encyclopedia Volume 1 before 12/25/2000.  CSSA and AFCEE anticipate using electronic environmental encyclopedia at public meetings.

ATTACHMENT 1
AFCEE RL33 GIS ISSUES

ATTACHMENT 2
LOCATION OF SITE-SPECIFIC DATA

ATTACHMENT 3
DATA ENTRY PROCESS AND PROCESS OPTIMIZATION SCENARIOS

ATTACHMENT 4
ELECTRONIC ENVIRONMENTAL ENCYCLOPEDIA RESPONSE TO COMMENTS

ATTACHMENT 5
CURRENT GIS STATUS OF DELIVERABLES