Data Collection Procedures Before Data Collection: The data collection for this project started with a series of meetings with the city and utility officials. Various meetings were conducted by the project team (AU) with the stakeholders to gain understanding of the needs of those stakeholders. Members from AU project team were given a tour by city officials to show the most important areas to be covered and the types of infrastructure facilities the team would encounter. Areas which were critical and likely to get affected in the event of a hurricane were decided to be mapped first using the GPS units. The areas selected for mapping were Gulf Shores, Orange Beach, Dauphin Island, Fort Morgan and Bayou La Batre. After the details of data collection were decided upon, student team leaders designed an icon list with the pictures of utilities and their iconic representations which are to be mapped in those cities. The list was verified with the city and utility officials before the actual data collection process started. Two graduate students, one from Geography and one from Management were appointed as GRA’s for the project and were made responsible for data collection process. They reported directly to the project team at AU on a weekly basis. Permissions letters were obtained from the different city agencies for parking vehicles along the road, without causing any obstruction to the traffic or other emergency vehicles. Training on Topcon GMS-2 Units The project team decided to use Topcon GMS-2 units for data collection. The reason for choosing Topcon GMS-2 units was: Use of differential correction in the GPS units Sub-meter accuracy Easy to handle and use Relatively inexpensive compared to other units with similar specifications Project members got trained on the Topcon units with the help of city and Topcon representatives. After initial training period, the team members developed a training manual for the use of Topcon units. The training manual consisted of directions on how to use the Topcon GMS-2 units, data collection, storage procedures and unit troubleshooting instructions. The training manual was sent to various stakeholders and was modified on the basis of feedback received. Data Collection 40 Auburn University students from Engineering and Management disciplines participated in data collection process. Students were given a presentation on the project along with hands-on training on the use of Topcon units before the actual data collection process began. Students were also provided with the instructions manual and the icon list. Students were divided into groups of two students each. The benefits of dividing students into groups of two are: Providing them ample opportunity to learn about the use of technology Efficient use of resources One student can be mapping the utilities and the other can help in searching for utilities thereby increasing the efficiency of the whole process Decreasing the monotony of data collection The following criteria were used to measure the effectiveness of the student teams: Accuracy of data collection Extent of collection of data Documentation of data collection process Critique of process so that future data collection teams can be more effective Helping others Making the project a success and community disaster-resilient to the extent possible Below were the expectations which were anticipated from the student teams • • • • • • • Professionalism Representing the university positively to the community Disciplined On time Clear understanding of project goals and benefits Learn & practice effective communication skills Develop highly-effective teams that work well together & have fun Schedules were worked out for data collection process with the help of faculty members who were involved with the class and the project team. Students were asked to make 3 to 4 trips to the Alabama gulf coast depending on the class structure. The trips were scheduled for weekends to avoid any conflicts with the student’s university schedule. Students were reimbursed for their travel, accommodation and food during the weekends they travelled for data collection. Students were encouraged to stay and travel together as part of a group. Students were given detailed information about the areas to be mapped and meeting place for the weekend ahead of time. Students were given two choices of schedule. Start data collection on Saturday morning and then work all day Saturday (early evening) and then leave early Sunday afternoon Start data collection on Saturday afternoon and work all day Saturday (late evening) and then work till late afternoon on Sunday afternoon Students were encouraged to choose one of the above schedules depending on travel and personal arrangements On-Site Once on site, the student team leaders gather up all the students who were involved in data collection. They were given Topcon units, instruction manuals, icon list, directions to the areas to be mapped, where to collect data and other pertinent information necessary. Along with these, they were given brochures which described the project and the different stakeholders involved. Students were encouraged to talk to and distribute the brochures among the residents of coastal Alabama. Once students were allocated areas to be mapped, they were directed to start data collection. The team leaders were always present on site with the students during the whole weekend. Their main responsibilities were to keep the students collecting data safe and secure and at the same time help them with any unforeseeable issues such as malfunctions of units, signal loss, inclement weather, and community outreach. At the end of the day, students returned the units to the student team leaders. The team leaders copied the data collected for the day from the GPS unit onto a laptop which had a GIS software installed on it. Students relayed any important information they had confronted during the day to the leaders at this time. Team leader also made sure that the units were in good working order and ready for the next day’s data collection. The data collected for the weekend was presented to the project team during the weekly meetings on the GIS system with all the necessary attributes. Along with the data, the synopsis of data collected during the whole week was presented to the team.