Automating Data Collection Workflow

Automating Data Collection Workflow

Presentation for IAAO 2016.

7ab48bc9746464545a060294c459d5a5?s=128

Coleman McCormick

August 02, 2016
Tweet

Transcript

  1. field data automation ✦ ✦ fulcrumapp.com/iaao 82nd Annual International Conference

    on Assessment Administration 1 Automating Field Data Collection Coleman McCormick EVP, Fulcrum
  2. Automating Field Data Collection best practices, workflow design, and techniques

  3. field data automation ✦ ✦ fulcrumapp.com/iaao Coleman McCormick EVP, Fulcrum

    coleman@fulcrumapp.com @colemanm
  4. field data automation ✦ ✦ fulcrumapp.com/iaao Build forms on cloud

    Deploy to mobile
  5. field data automation ✦ ✦ fulcrumapp.com/iaao About me 12 years

    in mapping / GIS 7 years developing software products Work with companies + organizations worldwide on business process, data management, software
  6. field data automation ✦ ✦ fulcrumapp.com/iaao What we do Software

    shop in St Petersburg, FL Mobile forms — web, iOS, Android Workforce management Automation & streamlining of data collection SaaS subscription service Worldwide customer base
  7. field data automation ✦ ✦ fulcrumapp.com/iaao Field collection use cases

    • Appraisals • Damage assessments • Code enforcement • Public works • Asset management • On and on…
  8. field data automation ✦ ✦ fulcrumapp.com/iaao Agenda Goals and objectives

    in collecting data Brief history of data collection A look at workflow Friction and its causes Techniques Some examples of automation in action
  9. field data automation ✦ ✦ fulcrumapp.com/iaao Ideals + Goals i

    need to collect some data. what does “success” look like?
  10. field data automation ✦ ✦ fulcrumapp.com/iaao What’s the ideal process?

    • Think about goals and objectives • What questions need answering? • Who are the stakeholders? (Who’s asking the questions?) • Interviews — understand the “why” of the requirements • Paint the picture • Tasking your field workforces
  11. field data automation ✦ ✦ fulcrumapp.com/iaao start by defining the

    successful final result, and work backwards! bit.ly/amazon-product-dev amazing how many customers I consult with can’t clearly define the goals + objectives need consensus on goals from bottom to top
  12. field data automation ✦ ✦ fulcrumapp.com/iaao On-Demand • Leadership wants

    answers to questions now, not 3, 6, or 12 months later • Reporting on specific data views — the data I want, when I want it
  13. field data automation ✦ ✦ fulcrumapp.com/iaao Other key goals •

    Cost savings — fieldwork is expensive; room for huge savings • Reliability — critical data can’t be wrong, costs incurred with unreliable inputs or systems • Speed — decisions can’t be made without the data in hand! • No duplication of effort!
  14. field data automation ✦ ✦ fulcrumapp.com/iaao a rapid evolution in

    technology A Brief History
  15. field data automation ✦ ✦ fulcrumapp.com/iaao Pen and paper, notes,

    transcription pain time between collection + decision = wide gap
  16. field data automation ✦ ✦ fulcrumapp.com/iaao Then we advanced, sorta

  17. field data automation ✦ ✦ fulcrumapp.com/iaao Finally! Integrated sensors Mobile

    computing Low cost Ease of use
  18. field data automation ✦ ✦ fulcrumapp.com/iaao Historic challenges • Error-prone

    — handwritten, hard to QC, clunky • Time-consuming — lots of duplication, revisits to fix mistakes • Delays — reporting + aggregation takes days or weeks • Difficult to integrate — needs transcription / cleanup
  19. field data automation ✦ ✦ fulcrumapp.com/iaao Workflow understanding, designing, iterating

  20. field data automation ✦ ✦ fulcrumapp.com/iaao Feedback loops

  21. field data automation ✦ ✦ fulcrumapp.com/iaao Start at the beginning

    • What questions need answering? • What data do I need to get those answers? • Who are the stakeholders? • How will we get the needed info?
  22. field data automation ✦ ✦ fulcrumapp.com/iaao

  23. field data automation ✦ ✦ fulcrumapp.com/iaao Friction the source of

    our data management pains
  24. field data automation ✦ ✦ fulcrumapp.com/iaao Common sources of friction

    • Technology — tools are too complicated, systems over-designed, “solution looking for a problem” • Work — complexity of the work, steps in the workflow • Human factors — compliance, need-to-know, organizational silos
  25. field data automation ✦ ✦ fulcrumapp.com/iaao It’s not all bad,

    but we should reduce what we can control There is always some friction in the workflow
  26. field data automation ✦ ✦ fulcrumapp.com/iaao Treat the sources, not

    the symptoms. If not, your workflow becomes a patchwork of workarounds.
  27. field data automation ✦ ✦ fulcrumapp.com/iaao Iteration • Incremental reflection

    + improvement • Look at whole workflow, seek frictions, test new methods to reduce, re-deploy, re-test • Scrum!
  28. field data automation ✦ ✦ fulcrumapp.com/iaao A Few Techniques demonstrating

    ways to reduce friction (with tech)
  29. field data automation ✦ ✦ fulcrumapp.com/iaao Some samples of what

    this looks like • Autofilling data • Real-time QA • StreetView integration • Capturing weather data
  30. field data automation ✦ ✦ fulcrumapp.com/iaao Autofilling parcel data

  31. field data automation ✦ ✦ fulcrumapp.com/iaao QA settings read-only data

    fields required for submission validation if-this-then-that conditions
  32. field data automation ✦ ✦ fulcrumapp.com/iaao Live QA/QC

  33. field data automation ✦ ✦ fulcrumapp.com/iaao Google StreetView

  34. field data automation ✦ ✦ fulcrumapp.com/iaao auto-populate weather

  35. field data automation ✦ ✦ fulcrumapp.com/iaao Audit trails + history

    • History • GPS locations • Date / timestamp for work fact checking • Digital toolchain can automate the “paper trail”
  36. field data automation ✦ ✦ fulcrumapp.com/iaao Automation in Action examples

    from the field
  37. field data automation ✦ ✦ fulcrumapp.com/iaao Automation in action •

    A few diverse examples: • Comcast • HALO Trust • Century Engineering • One closer to home: • Lake County Property Appraiser
  38. field data automation ✦ ✦ fulcrumapp.com/iaao Comcast • Cable drop

    inspections • From field to review to approval in minutes • Reduction in revisits
  39. field data automation ✦ ✦ fulcrumapp.com/iaao The HALO Trust fulcrumapp.com/cases/halo-trust

  40. field data automation ✦ ✦ fulcrumapp.com/iaao Century Engineering fulcrumapp.com/cases/century-engineering

  41. field data automation ✦ ✦ fulcrumapp.com/iaao Lake County Property Appraiser

    • Damage Assessments • Assessment forms link back to parcel base data • Uploaded CAMA data to cloud for reference • Satellite / street maps for quick context in the field • Offline support keeps people working Michael Prestridge, Chief Deputy, Lake County Property Appreaser
  42. field data automation ✦ ✦ fulcrumapp.com/iaao Filter and view assigned

    rolls in real-1me. View pin ‘status color’ change in real-1me. Download results any1me.
  43. field data automation ✦ ✦ fulcrumapp.com/iaao Status Dropdown: Destroyed, Major,

    Minor, or Affected. Color coded to FEMA colors. Pre-populated CAMA data Tap form to open drop-down menu. “Override Value” field. Add Photos. Field Usage
  44. field data automation ✦ ✦ fulcrumapp.com/iaao Thanks! fulcrumapp.com/blog @fulcrumapp Coleman

    McCormick EVP, Fulcrum coleman@fulcrumapp.com Michael Prestridge Chief Deputy, Lake County PA mprestridge@lcpafl.org