Saskia Thompson: “I’m not a data geek, I’m a city geek” says City of Philadelphia property data chief [Q&A]

It’s not about the data. It’s about the city.

So says Saskia Thompson, who later this month will celebrate one year in her role as the executive director of the newly created City of Philadelphia Office of Property Data.

Her job is to square a dozen or more efforts and uses and agencies that track and rely on city address details — think permits from L&I and billing from utilities. The problem is that through the years, different city departments created their own processes and technologies, so whenever the U.S. Census comes around or the city wants to update its property tax assessments, there is a giant headache.

Oh, and then there is the ongoing issue of how many vacant properties are in the City of Philadelphia.

That will be in the hands of Thompson, a Detroit native (where she started her city government career) and University of Michigan graduate, who is serious and measured in conversations with Technically Philly, contrasting with her relative youth, punctuated by bright blonde hair.

Thompson, 42, who spent the better part of a decade working for Charlotte, N.C.’s city manager, is the steward of a project that she says began in earnest in 2009.

“There was an ad hoc group around the city that got together to say that the flow and the accuracy of property data is not what we’d like it to be,” Thompson said during a December interview in her small office in the Municipal Services Building across the street from City Hall. In 2010, six months after the ad hoc group led some departmental interviews and best practices research, the group gave recommendations to the mayor and managing director.

“The bottom line was that there was no real ownership of property data,” said Thompson, who lives in University City. “A number of agencies create it or use it or both, but we don’t have named data stewards for each property attribute that everyone in the city relies on.”

Thompson sought out a gig with the City of Philadelphia for as much as a year before the right gig opened up, she said, adding that after Detroit and her time in Charlotte, she wanted to work on the bigger stage of a large Northeast corridor metropolis.

She’s gotten her wish.

Housed in the Finance Department, which is also charged with the boondoggle of property tax assessment, Thompson first brought on a small additional staff last October and may do more. To do this right, she says, it will be another year before implementation of a solution begins.

Below, Thompson talks to Technically Philly more about her goals and why she’s not a data geek.

Edited, as always, for length and clarity.

Let’s start by defining what success is for this project.

Success is a couple of things.

It will have named data stewards for each piece of data and a clear process for tracking and maintaining changes. We don’t have that now. We have people working very hard every day to get this right, but it’s pretty much on an ad hoc basis. We need a much more formalized process.

[Secondly,] the ultimate success is that we know our data is trustworthy, transparent, easily accessible and it’s very customer friendly. I am a huge fan that government should be transparent and our data should be public, but we need to be on the forefront of doing that. The reason we’re not is not because we don’t want to share, it’s because we want to make sure what we share is accurate and want to do so in a responsible way.

What is the strategy for bringing together a mess of different processes around city property data?

There are a couple of theories of how you do this, one is the scorched earth theory, where you just take everyone that touches  the data and consolidate that into one department in one and place and we just start over. I’m not saying we wouldn’t do that at some point, but I felt like it wasn’t the place to start.

We don’t have the luxury of starting from zero. Work has to be done every single day. People are using this information. The data, while we know it isn’t perfect, isn’t so bad that services aren’t being delivered.

So I was interested in finding a way to do this while we do our other functions. And I knew we couldn’t get it done to make the property assessment deadline of 2012, so I proposed that we need a very small team to start with to to a deep dive of business process mapping in every department that touches every attribute across the city because we can’t fix this with technology alone.

There will be a technology component but that is going to come later.

This is essentially about how we do the work, who is responsible for which component. Who owns addresses? Who maintains the streets center line? How are changes to all of those data tables transferred and where is the chain of command to make a change and implement a change? All of those things to me may seem like technology is really about how we get the work done.

A year later, where is this effort?

I proposed a really deep dive effort — we’re still a few positions short — and [in December] we started the site visits to those that touch data.

What is the timeline and the ultimate goals we can look for?

The only timeline I’m willing to talk about now is the research and design phase. I’m not sure what implementation is going to look like. People want quick wins for obvious reasons, but we need to see… for example, it is possible we may need legislative changes in order to do this in a different way. We certainly know there are policy changes. And, of course, everything I’m talking about here involves a people component and to do that, it takes time.

So I expect to spend about six months doing the research phase and then a three to six months phase to design our solution.

Now, if we find some low hanging fruit that is more easily fixable, we aren’t going to wait to do that, but I’m not going to set a timeline for implementation until we’ve really done our homework.

And the other thing is I have no idea how much it is going to cost. There will be a technology component, there will be changes to our software, so we need to see the costs. Some of this might get done as we make other upgrades.

For example, we know we have an old mainframe at property assessment that needs a real robust CAMA system. Changes that we’re talking about, we may decide it doesn’t make sense to change other systems as part of another implementation, and that’s just an example.

Just to clarify, you’re saying that a year from now, we’re going to have the research on what is involved and a rough concept of what the solution is going to be.

Yes. And we would have a timeline for implementation.

Does this include the ever-present vacant property conversation?

Definitely related, now there are multiple efforts on vacant property because people are trying to tackle different things. But, yes, this is definitely a part of that.

The real hurdle remains the definition of a vacant property — is it Water Department turn offs or something else.

Yes, and so there is a committee, more than one, and the city is trying to determine its role. The city has a role in managing vacant property, but we’re also not the only player when it’s a property we don’t own. There are multiple efforts that are probably related, but we are not leading them, though we will be part of them.

Then talk a little bit about what data are we specifically talking about.

Think of all the attributes that touch a piece of property.

There’s the address, some cases there are multiple addresses. Our addresses don’t necessarily match Postal Service addresses, and they don’t necessarily need to. We use addresses for different reasons. We need to know where services are delivered, we need to know where it’s located, like street information and block ranges.

Think of all the things that touch property history, ownership, zoning and things like we want to be able to have a history of an address and have all outstanding permits that have been assigned to that address.

Our permit database — and we have one, we know what permits are assigned to an address – – but there’s no way to easily coordinate that, like how 911 routes police and fire or medic to an address. They are coming from completely different data tables.

Consolidation is a touchy subject at the City of Philadelphia, do you see your office owning this data?

I’m not saying that OPD is going to own it. That’s probably not the best way because we’re not the closest to this, what I am saying is that we will be in the centralized coordinating role and setting some standards for how these things are done and making the transition across the board.

Property data is an important type of city information, but certainly not the only one. Do you expect to take over other roles with city data?

I don’t know what this is going to look like in the end state. This is no different than a whole host of efforts in the city that involve business processes so we can optimize our data to have an integrity and translate that across units and the public.

Our focus is on property data. I hope that our process is repeatable for anything else we work on.

Do you at least picture coming out of this finding other dependable data sources that can be shared, outside of property or other ancillary benefits?

One of the things that we don’t have is a consistent process for releasing any kind of data. I’d love to see that done. There’s a more seamless way to get information from the city.

When I say there are other efforts going on, [the city is] trying to completely revamp our web process behind the scenes and our presence to the public, so how data becomes public is a part of many goals that are important.

Do you have a personal interest in data?

I’m not involved in this because of the data. I’m involved in this because I believe in making government as efficient as we can and moving it into at least the 20th century.

This is the third city I’ve worked for, and I like how cities work, I like the operations. There ‘s no other corporation that has as many core services as the city does.

Most corporations have three or four things they are responsible for and that’s it. The city is responsible for hundreds of core functions that if we quit doing, you would hear about it.

And so I come at it from that perspective. I want the city to be more responsive because I think they’re great places to live. Every city has its own culture and its own unique vibe and that’s how I got involved in it.

I’m not a data geek, I’m a city geek. I want to make the city work better.