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Keeping Track of Deer


Description

Customer

Deer Commission Scotland

Challenge

Provide staff, clients and the public with improved access to quality assured data via online forms, mapping and reporting tools.

Solution

A secure, externally hosted website, online forms and reports, a comprehensive database and online mapping.

Benefits

Improved data quality and reduced administration requirements and associated costs.

Services

Consultancy: data management, technical and business process.

Challenge

The Deer Commission for Scotland (DCS) manages the control and preservation of all species of wild deer in Scotland.  To do this, DCS has to monitor deer numbers and manage a licensing system for culling in the close season, both of which mean gathering and maintaining a large database of information.
Unfortunately, as some DCS staff work remotely or from home, they had no access to the data and nor did clients or the public. In addition, there were inconsistencies and duplication in the information and, without online access, clients had to submit cull returns by post. A new system was needed that would provide better, more accessible data and, in the long-term, improved access to information for clients and the public.

The Deer Commission for Scotland (DCS) manages the control and preservation of all species of wild deer in Scotland.  To do this, DCS has to monitor deer numbers and manage a licensing system for culling in the close season, both of which mean gathering and maintaining a large database of information. 

Unfortunately, as some DCS staff work remotely or from home, they had no access to the data and nor did clients or the public. In addition, there were inconsistencies and duplication in the information and, without online access, clients had to submit cull returns by post. A new system was needed that would provide better, more accessible data and, in the long-term, improved access to information for clients and the public.

Solution

Data Management
A new database for storing all their information was designed to eliminate the potential for problems such as data duplication, for example, ensuring that every name and address is stored in only one place. All existing data was ‘cleaned’ before moving it to the new database.
Online Access
Forth Valley GIS developed Deerline - a secure, externally hosted website with forms and reports covering most aspects of the Deer Commission’s work providing staff with access to interactive, accurate and up-to-date online mapping. Clients can log on to the site to view information relevant to them and to submit cull and authorisation returns.
New Functionality
Deerline continues to be expanded to cover new areas, for example a new module to allow land managers to publish online notices warning hill walkers when stalking.

Data Management

A new database for storing all their information was designed to eliminate the potential for problems such as data duplication, for example, ensuring that every name and address is stored in only one place. All existing data was ‘cleaned’ before moving it to the new database.

Online Access

 Forth Valley GIS developed Deerline - a secure, externally hosted website with forms and reports covering most aspects of the Deer Commission’s work providing staff with access to interactive, accurate and up-to-date online mapping. Clients can log on to the site to view information relevant to them and to submit cull and authorisation returns. 

New Functionality

 Deerline continues to be expanded to cover new areas, for example a new module to allow land managers to publish online notices warning hill walkers when stalking.

Results

Information Quality
• Improved consistency and quality of information available to staff, clients and the public.
• Reduction in duplicate or incorrect records.
• Controlled access to data and online forms for clients and the public.
• Conformance with Freedom of Information and e-Government targets.
Access to Information
• Access to interactive, up-to-date and accurate mapping for all staff.
• Presentation of key business datasets (e.g. deer count information) in a map based format.
• Improved access to consistent, current and reliable data business data for staff working remotely or from home.
• Client access to up-to-date data relevant to managing their interests , for example, land owners have access to maps of areas within their estate that are currently authorised for stalking.
Workflow Efficiencies
• Reduced effort required to carry out administrative tasks such as bulk generation of standard letters.
• Administrative tasks such as data entry are eliminated as information submitted via online forms is automatically stored in the database.
• Large organisations such as the Forestry Commission can send through higher volumes of data for automatic upload.
Service Quality
• Improved response times, for example, for authorisation requests
• Public interest information from Deerline, including up-to-date information on current stalking sites, is made available to the public via a pilot SNH web-service called ‘Heading for the Scottish Hills’.

Information Quality

  • Improved consistency and quality of information available to staff, clients and the public.
  • Reduction in duplicate or incorrect records.
  • Controlled access to data and online forms for clients and the public.
  • Conformance with Freedom of Information and e-Government targets.

Access to Information

  • Access to interactive, up to date and accurate mapping for all staff.
  • Presentation of key business datasets (e.g. deer count information) in a map based format.
  • Improved access to consistent, current and reliable data business data for staff working remotely or from home.
  • Client access to up-to-date data relevant to managing their interests, for example, land owners have access to maps of areas within their estate that are currently authorised for stalking.

Workflow Efficiencies

  • Reduced effort required to carry out administrative tasks such as bulk generation of standard letters.
  • Administrative tasks such as data entry are eliminated as information submitted via online forms is automatically stored in the database.
  • Large organisations such as the Forestry Commission can send through higher volumes of data for automatic upload.

Service Quality

  • Improved response times, for example, for authorisation requests.
  • Public interest information from Deerline, including up-to-date information on current stalking sites, is made available to the public via a pilot SNH web-service called ‘Heading for the Scottish Hills’.

Related Documents

Keeping Track of Deer