Abstract:

Management within Local Government are increasingly required to report on the various spatially related projects and initiatives within their jurisdiction.  As Information Technology develops, various electronic systems are implemented within the organisations, not only assist in the reporting, but also to fulfil the data requirements in relation to maintenance, capturing and storing of data.  In order to fully adhere to the reporting needs, systems are also increasingly required to integrate, and in so doing, provide access to more data in the organisation.  But as the reporting requirements are often clear, the cost in implementing the required systems elude implementers.  One of the reasons for costs being unclear stems from a need for integrated systems to help implementers to understand the cost factors which drive costs, and in so doing, enabling them to manage costs incurred in projects better.

As a solution, an Integrated Spatial Management Information System (ISMIS) is discussed.  Seven primary cost factors are identified and discussed to assist in the better understanding of the relevant cost factors. These cost factors include data, software, hardware, training requirements, customisation, maintenance and time constraints.  Each cost factor is discussed in detail, and the potential impact it might have on the total cost of a project investigated.  A method measuring the success of a project is also discussed, whereby the total cost in implementing an ISMIS is related to the number of active users as expressed in cost-per-seat.  The relationship between the different types of users within a local municipality, their function and the impact the cost factors can have on the use and cost-per-seat calculation are also discussed.  To illustrate the impact, three different scenarios are discussed, each with variable cost factors.  It is found, that the management of cost factors can greatly increase the use of a system, and thereby make the implementation of the system more cost-effective.  Finally the concept of cost-benefit analysis (CBA) is also discussed, providing a concept whereby the costs can be measured against benefits, where the aim is to implement an ISMIS where the benefits outweigh the costs.