ABSTRACT

Geographic Information Systems(GIS) – Development of Geographic Information System applications in Government Departments, Statutory Boards and    Undertakings –  Guidelines - Issued.

PLANNING  AND  DEVELOPMENT (DATA  BANK)  DEPARTMENT

 G.O.Ms.No: 30                                                                                                                                                     Dated:  27^th  March 2001  

Vikkirama, Panguni 14,
Thiruvalluvar Andu-2032

 Read:

1.  Secretary to Government, Information Technology Department,  D.O.letter No:238/ MIE2/ 2000 dated 21-6-2000.

2.  Second Report of Evaluation Committee on Computerisation of Government Functions at District and Taluk levels,  headed  by Dr. M. Anandakrishnan.

3.  Letter No: IRS /GIS/MR/2000  from the Director, IRS  dated   02-02-2001.

ORDER:

The Evaluation Committee on Computerisation of Government Functions at District and Taluk levels,  headed by Dr. M.Anandakrishnan, has recommended  that State level  infrastructure  for a common Geographic Information System (GIS) platform is needed to fully realise  the potential of GIS and its applications in Government and for this purpose the Institute of Remote Sensing, Anna University can be designated as repository of  State Level Geographic Information Systems to conform to the requirements and guidelines of the Government.  After a  detailed study of the existing practice of sharing the maps and GIS applications and the recommendations of the above Evaluation Committee, Government have decided to co-ordinate the activities of various departments on  GIS     development.

2.  Accordingly Government  issue the following orders:-

i)    The task of State level co-ordination of the development of  Geographic Information Systems will be looked after by Planning and Development (Data Bank) Department, Secretariat, Chennai-600 009.

ii)   Institute of Remote Sensing, Anna University is designated as the Central Repository for all Geographic Information System applications and digitised maps  developed by the Government departments, Statutory Boards and Undertakings.

iii)   In order to ensure uniformity in the map scaling and structure of future GIS applications, and also  to facilitate for a sharable use of  the GIS  applications developed for  one department, by other user  departments / Undertakings, the “Guidelines for Development of Geographic Information Systems “ as appended to this order are issued.  These guidelines are applicable to all Government  Departments, Undertakings, Statutory  Boards and  other autonomous bodies.

These orders will take effect from  01.04.2001.

3. This order issues with the concurrence of Higher Education, Information Technology and Finance Departments’  vide their U.O numbers 29/Secy/HE/ dated17-3-2001, 33/Secy / IT/2001 dated 19.2.2001 and 1009/FS/P/2001              dated 26-3-2001  respectively.

( BY ORDER OF THE GOVERNOR)

    A.P. MUTHUSWAMI,

CHIEF  SECRETARY TO GOVERNMENT

To

All Secretaries to Government.

The Secretary , Chief Minister’s Secretariat, Chennai-9

The Secretary, Legislative Assembly Secretariat, Chennai-9

The Member Secretary, State Planning Commission, Chennai-600 005.

The Registrar, High Court, Chennai-600 104 (with covering letter).

All Heads of Departments.

All District Collectors

The Senior Technical Director, National Informatics Centre, Tamil Nadu Unit, Chennai-90

The Director, Institute of Remote Sensing, Anna University, Chennai-25

The Director, Centre for Remote Sensing, Bharathidasan University, Thiruchirappalli

The Director, Department of Remote Sensing, Madurai-Kamaraj University, Madurai.

All  Pay and Accounts officers

All Treasury Officers

The Principal Accountant-General (A&E), Chennai-600 018.

The Accountant General, (Audit), Chennai-35

The Accountant General, (Audit), Chennai-6

The Registrars of all Universities in the State

The Chief Executive Officers of State Owned Corporations and Statutory Boards

The Commissioners, Corporation of Chennai / Madurai / Coimbatore / Salem / Thiruchirappalli / Tirunelveli

The Commissioners of all  Municipalities

Copy to:

The Secretary to Chief Minister, Chennai-600 009.

The Private Secretary  to Chief Secretary, Chennai-600 009.

The  Chairman, Evaluation Committee on Government Functions at District and Taluk level, Chennai-5

 Information Technology / Higher  Education / Finance departments, Chennai-9.

Stock file / spare copies.

// Forwarded / By Order //

SENIOR  PROGRAMMER

Guidelines for Development of Geographic Information Systems(GIS)

1.Introduction

Based on the recommendations of the Evaluation Committee on computerisation of Government functions at District and Taluk levels, chaired by Dr.M.Anandakrishnan, the work of State level co-ordination on Geographic Information Systems (GIS)  is entrusted  to Planning and Development (Data Bank) Department. Many Government departments, undertakings and autonomous institutions intend to create GIS in their own way for their planning and monitoring purposes. GIS created by one institution may be useful to another also. Hence a central repository is created at the Institute of Remote Sensing, Anna University, which will stock all maps and other digital GIS applications created by various Government departments/organisations and make them  available to other needy departments/organisations. For effective  and integrated use of GIS ,  uniformity in map scaling and structure is necessary. For the convenience of State Government Departments/ Undertakings intending  to use  GIS ,  and  to ensure  uniformity in map structure and scaling, the following guidelines  on GIS are issued.

2.Central Repository for GIS Applications

Institute of Remote Sensing (IRS),  Anna University, Chennai – 600 025,  will function  as the Central Repository for  GIS applications and digitised maps .

The Central Repository will be the custodian of all GIS applications and digitised maps developed for the Government Departments/Undertakings. It will also provide necessary technical guidance for development of new GIS applications and digitisation of maps. All Departments / Undertakings  will remit  a copy of GIS applications available in their department  to the Central Repository to enable their  use by other Departments and Undertakings. Departments with special nature of activities such as Department of Forests or Town and Country Planning  may retain the maps which are specific only to their departmental purposes. Those departments may remit to IRS,  one copy of  those  GIS applications and maps for the use of  other departments /undertakings / research organisations.  They may however prescribe specific restrictions, if any, in their use by other departments / undertakings / research organisations.

3.Technical Guidance

Institute of Remote Sensing, Anna University will  provide necessary technical  guidance, required  by Government Departments and  Undertakings, for new GIS. Any Government Departments/ Undertaking requiring a GIS application  or digitised maps should first verify  the availability of such maps at:.

Institute of Remote Sensing (IRS),
Anna University, Chennai –600 025,
Phone:  2352166,     2352189      Fax : 9144-2352166

If  GIS applications or maps  suited to their need are available with IRS, they can be obtained from IRS , on payment of  a nominal charge  towards the cost of media     (such  as Floppy or  CD) required for reproduction of such maps .

If the maps suitable to  their application are not available with IRS , then the indenting Department /Undertaking  should obtain a certificate of non-availability and a feasibility report for the proposed new  GIS development from the Director, IRS. In such cases, IRS will critically examine the new proposal and  provide necessary technical guidance along with a  feasibility report (without any service charge) .   If the services of National Remote Sensing Agency(NRSA), Survey of India(SOI), Forest Survey of India(FSI) etc. are used by State Departments / Undertakings in GIS activities, the feasibility report may be obtained from them also.

4.Feasibility Report for New Proposals

The feasibility report for the new  GIS application will  cover the issues relating to  actual requirement of the user organisation, expected outputs and decision support,  map structure, map scaling, requirement of hardware and software, training of personnel, time required for the development, tentative cost involved and  usability of the proposed  application  by other departments/undertakings  etc. 

IRS will keep up the following time frame:

5.Map structure and Scaling

GIS  maps may  have both spatial and non-spatial data (examples   given in Annexure IV).

Ultimate map unit may vary depending on the nature of application.  The following mapping unit level   and map scaling should be adopted in all future Geographic Information Systems developed in Government Departments and Undertakings, to ensure uniformity.

However, for Forest Department, the mapping unit level need not be “block” and it may be a Beat / Reserve Forest / Micro Watershed etc. depending on the needs.  Similarly, for detailed analysis, the Forest Department may adopt scales larger than        1 : 50000 also.

 6.Sources for data and map inputs required   for GIS

   The following sources can be accessed for the required inputs:

7.Obtaining Administrative Sanctions:

Any Government Department/Undertaking which intends to develop Geographic Information Systems for their use will first verify with the Central Repository of GIS applications at Institute of Remote Sensing, Anna University,  the possibility of utilising maps and systems already available with them .If suitable maps and applications  are available, they will be supplied to them . In case, no suitable maps and systems are available at the Central Repository, then the indenting  department will obtain a certificate of non availability of GIS maps suitable for their purpose and obtain a feasibility report for their intended new requirement from I.R.S. Along with these two items , they will send necessary proposal to their administrative department in the Secretariat. The administrative departments in the Secretariat  may process the proposals carefully, as per the existing  administrative and financial procedures and necessary sanctions may be accorded  if they are satisfied on the merit of the proposal.

The following points, among other issues, may be specifically examined by concerned administrative departments  in the Secretariat, while according sanction for GIS development:

1.      To ensure uniformity and consistency, as far as the  mapping unit level and scaling  are concerned, no  deviation  from these guidelines should  be allowed  for the new GIS development under  any circumstances. In extraordinary cases, if the external funding agencies so insist or a department  really needs such deviation , necessary  sanction may  be accorded  by the administrative department in the Secretariat  with            the concurrence of the Information Technology and                             Planning & Development(Data Bank) Departments in the Secretariat.

2.      As far as the manpower for GIS is concerned,  the services of suitable persons already working in the indenting Department  / Undertakings may be utilised, after giving suitable training on GIS handling. Creation of new technical manpower may not be required as  the GIS  are generally developed  through external consultants .

3.      Care should be taken to ensure that  no duplication of the maps , software components and  other aspects of the GIS   occur.

4.      Requirement of the system  and its cost-benefit  should be fully examined  and justified.

5.      GIS developed for one region or area, can  be replicated for the remaining areas with  the same software. Only data components may have to be added  to the system. In  such cases  of replication, sanction of cost will be for data creation component only and not for the entire GIS system.  Full cost of earlier GIS  need not be sanctioned  in cases of replication.  In case of opening of Regional GIS centres, entire system need not be replicated but depending on the requirement, necessary hardware / software may be procured.

6.      If the funding is done by any National or International agencies , other than the Government of Tamil Nadu, for the development of GIS, all the norms, specifications and procedures  laid down by that funding agency should be strictly followed.  To the extent possible available digital products, scaling and maps structures should be used.

For Government undertakings, based on the technical clearance and feasibility report obtained from Institute of Remote Sensing, Anna University, the GIS proposals may be approved by the Board of Directors on the above lines, within their usual powers, or by the concerned administrative department in the Secretariat, if the cost exceeds the Board’s powers.

 8.Purchase of Computers hardware, software and appointment of Consultants for GIS.

Procedure for purchase of  hardware, software, appointment of Consultants and related  administrative and financial procedures  are already  given  in the             “ Guidelines for Purchase of Computers By Government Departments, Undertakings and Autonomous Bodies”,  issued by the Planning and Development Department in  April 1998 and  the amendments issued  thereafter by the Information Technology Department. The same guidelines will apply to all purchases, appointment of Consultant/GIS developing agency and other related administrative and financial procedures for  GIS also.

The systems and peripherals  available at the IRS, Anna University can also be utilised  on payment of a nominal service charge.

 9.Handing over the  completed GIS to Central Repository

The Government Departments /  Undertakings, which develop GIS application for their requirement,  will  hand over the completed  maps and GIS applications to the Central Repository,  viz, Institute of Remote Sensing for  technical testing. If the system is complete and as per the proposed requirements, it will be  archived at the central repository at IRS. Otherwise, IRS will indicate the shortcomings and recommend the improvements to be made. The database available on  each map should carry the time stamp for reference along with other required particulars so that time series comparisons would also be possible with such mapped data.  Departments with specialised activities, such as Commissionerate of Town and Country Planning or Forest Department, may act as  nodal departments  for their special type of maps and GIS applications. Only under exceptional circumstances special applications pertaining to their departments may be retained by them. Sharable common resources  and GIS applications may be handed over to the Central Repository at IRS.  The information on the available products should be periodically listed in the Tamil Nadu Government web site.

The final payment due for  the  GIS developing agency will be made by the indenting departments only after  obtaining a certificate from the  IRS for satisfactory completion and  installation of the GIS as per the proposed requirements . If the services of National Remote Sensing Agency (NRSA), Hyderabad, is used by the State Departments/Undertakings  in  GIS activities, such  certificate may be issued by NRSA itself and  the completion  certificate from IRS is not required.

 10.Effective Utilisation of GIS and Maps

The GIS developed by an organisation  should be utilised fully to its strength and capability by that organisation.  Institute  of Remote Sensing will add these successful GIS and maps to their Central Repository and  make them available to any other  needy Department/ Undertaking, when indented.

IRS will send a quarterly report  to  Secretary to Government,  Planning and Development Department, on  new projects for which feasibility reports are    prepared /sent and GIS projects completed during that quarter. Planning and Development Department will  monitor the completion of new projects and their effective utilisation by the  indenting department as well as by any other department/organisation having scope to utilise  them .

11.Expert  Consultancy

Departments / Undertakings  may require  expert technical assistance in formulating the GIS proposals, during development  process of GIS or during post implementation of GIS.  For the convenience of such organisations, a list of technical experts are  given in Annexure III.  Additional names of experts who have direct and relevant experience in development of GIS, may also be considered with the concurrence of  Institute of Remote Sensing, Anna University or National Remote Sensing Agency or Survey of India.  Renowned Government of India institutions in this field such as NRSA, SOI, FSI etc. may also act as expert consultants.

12.Payment of Honorarium to Experts

When the technical experts listed in Annexure III  are called to participate in the meeting connected with GIS development, they may be paid as provided in              “Guidelines for purchase of computers by Government Departments, Undertakings and Autonomous Bodies (April 1998) “

Annexure  I

GLOSSARY OF TERMS

Cadastre:

A data set containing information related to land ownership and rights.  This usually takes the form of maps and descriptions of uniquely identifiable land parcels.  For each parcel, legal information such as ownership, easements and mortgages are recorded.

Data Model:

A generalised, user-defined view of data  representing the real world.

Geocode:

The element in a database used to identify the location of a particular record, for example, a PIN Code (postal code).  The progress of geocoding is similar to that of address matching, in that a data file is compared against a file of Geocode and their associated co-ordinates.

Geographic Information System(GIS):

A geographic Information system (GIS) is a computer-based tool for mapping  and analysing geographic phenomenon that exists, and events that occur, on earth. GIS technology integrates common database  operations  such as query and statistical analysis with the unique visualisation  and geographic  analysis benefits offered by  maps. The ability to incorporate spatial data, manage it, analyse it and answer spatial questions is the distinctive characteristic of  Geographic Information System.

 GIS Data Types:

GIS technology utilises two basic types of data. They are spatial data and attribute data. Spatial data describes the absolute and relative location of geographic features. The attribute data describes the qualitative or quantitative  features             (i.e. tabular data)  relating to the geographic unit.  Latitude and longitude co-ordinate location   of a  “Samathuvapuram” is a spatial data. The number of families living there, their  occupational  profile, literacy rate etc. are attribute data relating to that  Samathuvapuram.

GIS components:

A GIS integrates five key components: hardware, software data, people and methods.

Hardware is the computer on which a GIS operates. GIS software runs on a wide range of hardware types ranging from centralised computer servers to desktop computers used in stand alone or networked configurations.

GIS software  provides the function and tools needed to store, analyse and display geographic information. Key software components  include tools for the input and manipulation of geographic information, a database management system, tools that support geographic query, analysis and visualisation and a Graphical User Interface (GUI) for easy access to tools.

Data is the most important component of GIS. Data can be obtained from data collecting agencies such as Department of Economics and Statistics or it can be collected in- house.

People to handle the GIS may be adequately trained for the efficient use of GIS

Methods in GIS include a well designed  plan and  procedures relating to each department / organisation.

GUI:

GUI means “Graphical User Interface”. A method of interaction with a computer which uses pictorial buttons (icons) and command lists controlled by a mouse.  It is generally regarded as simpler and easier to learn than the command line interfaces, where commands have to be typed. MS WINDOWS for PCs is a good example for GUI interface.

 LIS:

Land Information System.  A subset of the geographic information industry that is dedicated to the management, analysis and presentation of information relating to land, including ownership and legal rights. This is often an automated development of the Cadastre.

Latitude-Longitude:

A spatial reference system for the Earth’s surface.  Latitude is an angular measurement N or S of the equator, longitude is an angular measurement E or W of the meridian at Greenwich, UK. For geographically locating a point on earth, both its latitude and longitude  are necessary. This geo referencing is logically comparable to X-Y co-ordinates of an ordinary graph.

Map Projection and scaling:

 This is a  measure of reduction between the representation and the reality, be it a map or a spatial database.  Scale is usually  a representative fraction of distance e.g. 1:50,000, one unit of distance on the map representing fifty thousand units in reality.

Remote Sensing:

The science of acquiring information about the earth using instruments which are remote to the earth’s surface, usually from aircraft or satellites.  Instruments may use visible light, infrared or radar to obtain data.  Remote sensing offers the ability to observe and collect data for large areas relatively quickly, and is an important source of data for GIS.

Spatial Analysis:

Spatial analysis is the process of applying analytical techniques to geographically-referenced data sets to extract or generate new geographical information.  Spatial analysis may be useful for investigating site suitability and predicting future events.  Many different  spatial and non-spatial factors relating to a geographic unit may be collectively analysed in spatial analysis  using simple and multiple  queries.

Thematic Map:

A map which communicates a single theme or subject.  For example, a population density map and political boundary map are both thematic maps.  This contrasts with topographical map which is a general purpose map containing landscape features such as rivers, roads, landmarks and elevation.

Annexure II

Maps now  available

IRS,  Anna University, Chennai-25

1.Block Level Natural Resources Maps (Scale 1 : 50,000 ) for 376 blocks (i.e. excluding 8 blocks of Karur District) on the following data bases:

Base maps
Geomorphological map
Geology Map
Hydrological soil Map
Land Use Map
Drainage map
Transport Communication Map(only for Major roads)
Groundwater Recharge map
Line maps  in 1:3000 scale for Chennai Corporation Area
Digitised Details of Reserve Forests  in Tamil Nadu

2.Action Plan map for  land resources and water Resources (1:50000 Scale) for the districts of  Kanyakumari, Tirunelveli, Coimbatore, Erode (formerly Periyar), Dindugal and Theni.

3. Watershed related GIS maps(1:5000 Scale):

i) Landuse map , Slope map, Contour map, Soil map, Drainage map,  are available for 11 watersheds, viz.,  Sillahalla, Kagguchi, Katteri, Kadanad, Thuneri, Marapalam, Neeralipallam, Kuruvenuhalla, Kunadapalam, Sandinalla, and  Sarahandihalla.

  ii) Orthophoto are available for 15 watersheds

Bharathidasan University, Trichy.

Block Level Natural Resources Maps (Scale 1 : 50000 ) for 8 blocks of Karur District  on the following data bases:

Base maps
Geomorphological map
Geology Map
Hydrological soil Map
Land Use Map
Drainage map
Transport Communication Map(only for Major roads)
Groundwater Recharge map

Directorate of Town and Country Planning

  Aerial photographs for 34 towns.  Line maps with 1:1500 scale.

Annexure    III

List of Experts on GIS

Dr.M.Ramalingam, Assistant Professor/Scientist
Institute of Remote Sensing, Anna University
Chennai- 600 025.
Fax: 9144 – 2352166            Phone: 2351723   extension   3135

Mr.A.Ravindaran, Scientist,
Institute of Remote Sensing, Anna University
Chennai- 600 025.
Fax: 9144 – 2352166            Phone: 2351723   extension   3135

Dr.S.M.Ramasamy, Director,
Centre for Remote Sensing,Bharathidasan University,
Palkalaiperur,   Trichirappalli- 620 024.
E-mail: smr @bdu.ernet.in
Fax:  91-0431-660245        Phone:  91-0431-660279

 Dr.S.Natarajan, Professor of Soil Science & Agricultural Chemistry,
Tamil Nadu Agricultural University, Coimbatore-641003.

Dr.A.Sundaram, Professor, Department of Futuristic studies,
Madurai Kamaraj University, Madurai-25.

Thiru.A.Mohan,
Senior Technical Director,
National Informatics Centre,
Tamil Nadu State Unit,
Besant Nagar, Chennai- 600 090.
E-mail: mohan@tn.nic.in
Phone: 044- 4902580

Government  of India institutions in the field of GIS applications such as Survey of India, Nation Remote Sensing Agency, Forest Survey of India.

(Any other Experts with direct and relevant experience in development of GIS applications may also be considered, with the concurrence of Institute of Remote Sensing, Anna University or National Remote Sensing Agency or Survey of India)

Annexure    IV

Examples of Data types required for the  development of  GIS

Examples for Natural resources Information(Spatial Data):

Examples for Soico-economic Information(non-spatial data):

Example for Locational  Information on Infrastructure and Public Amenities

( Spatial data):