Organizing Asset Data
The first step in organizing the asset mapping process is to convene the asset mapping committee to iron out the details of the mapping process.
The agenda should cover the following items:
- Infrastructure
- Data collection
- Asset mapping: Who, what, how
- Who: Forms/inventories
- What: Primary, secondary, potential
- How:
- How to finalize the forms/inventories
- How to generate starting list of assets
- How to collect the information for your forms/inventories
- Mapping details defined
Click here to download a form to help you through the process.
Infrastructure
Designate a subcommittee chair for each priority need area. This person will be responsible for determining the following with his/her subcommittee:
- Who will manage the asset mapping project for your priority need?
- Who will record the data from the forms/inventories in the database? (See data collection below.)
- Who will plot the assets on the map (physical or electronic)? (See mapping details defined below.)
- Who will direct the citizen review process (posting map for review and incorporating feedback)?
Data collection
- Identify a method for recording and storing asset data collected for each priority need:
- Access
- Excel
- Google Docs Spreadsheet
- other
- Where will data be stored?
- Who will have access to the data?
- What security and backup methods will be employed?
Once your assets have been entered along with the skills, knowledge, programs, services, etc., it will be easy to search for people/organizations in the database with the skills necessary for future projects that address the city’s critical needs.
Mapping Details Defined
Determine as a committee how each asset will be represented on a map. Will you do it with an electronic map, such as Google Maps or Microsoft Map Point or on a physical printed map?
The benefits to using an electronic map are listed below:
- They’re accessible to all constituents with Internet access
- A record of the map that can be saved, appended, and improved upon at any point in the future
- They have the ability to quickly and easily color-code, add, or delete assets.
- They have the ability to display multiple maps to see where connections can be made.
For either a physical or electronic map, working groups should agree on the following:
- What colors do you want to use to distinguish between primary, secondary, and potential assets?
- What icons will represent each of the following:
- individuals
- associations
- institutions
- physical
Plotting Asset Data
To prepare the data for citizen review and feedback, all assets should be plotted on a map once the initial process of identifying and creating an inventory of assets for each priority need has been completed. Using the agreed upon key, make sure all assets are plotted on a physical or electronic map.
- For information on Google Maps, visit http://maps.google.com/maps.
- For information on Microsoft MapPoint, visit www.microsoft.com/mappoint
- Other mapping software may be found by entering those words in a search engine.
Since not all citizens will be able to view either a physical or electronic map, it may be helpful to have a spreadsheet organized by issue and community to share with constituents. These spreadsheets could be placed in a binder and made available for viewing at libraries and other public locations for a specific review period. Spreadsheets could provide “quick look” data such as the examples provided in the mapping section under Who: Forms/Inventories
