Configure GIS Request Management

GIS Request Management can be used to manage the delivery of GIS services and communicate the value of the GIS program to the organization.

In this topic, you'll learn how to configure the GIS Request Management solution to meet specific needs of your organization.

Modify survey choice lists

The GIS Request Management solution includes a set of ArcGIS Survey123 forms to collect and manage requests for ArcGIS accounts and GIS services. Each form's choice lists can be modified to suit your organization's needs.

Modify team member list

The GIS Activity form allows GIS staff to create new activities and assign existing GIS requests to appropriate team members. Modify the team members list so it aligns with staff in your organization.

To modify the team member choice list, complete the following steps:

1. Install ArcGIS Survey123 Connect.
2. Start ArcGIS Survey123 Connect and sign in to your ArcGIS organization.
3. Click GIS Activity to download the survey.
4. In the Download window, click Download and click OK.
5. Click GIS Activity to open the survey.
6. On the left, from the side toolbar, click the XLSForm button.
7. At the bottom of the Microsoft Excel spreadsheet, click the choices tab.

   This tab comprises all the selectable options for survey questions.

8. In the list_name column, locate the assignedto choices in the spreadsheet (for example, GIS Analyst, GIS Manager, GIS Specialist).
9. Revise the name and label values for the assignedto choices in the spreadsheet with the organization's GIS team members, using their ArcGIS username in the name column and their actual name in the label column.
10. Save and close the Microsoft Excel spreadsheet and preview your changes in ArcGIS Survey123 Connect.
11. In ArcGIS Survey123 Connect, in the left toolbar, click Publish to publish your changes.
12. Click Publish survey to publish your changes, and then click OK.

Modify business unit list

The ArcGIS Account Request, GIS Service Request and GIS Activity ArcGIS Survey123 forms help you catalog GIS activities completed for designated business units in your organization. Modify the business unit list so it aligns with your organization.

To modify the business unit choice list, complete the following steps:

1. Start ArcGIS Survey123 Connect and sign in to your ArcGIS organization.
2. Click ArcGIS Account Request to download the survey.
3. In the Download window, click Download and click OK.
4. Click ArcGIS Account Request to open the survey.
5. On the left, from the side toolbar, click the XLSForm button.
6. At the bottom of the Microsoft Excel spreadsheet, click the choices tab.

   This tab comprises all the selectable options for survey questions.

7. In the list_name column, locate the BusinessUnit choices in the spreadsheet.
8. Revise the name and label values for the BusinessUnit choices to reflect your organization.
9. Save and close the Microsoft Excel spreadsheet and preview your changes in ArcGIS Survey123 Connect.
10. In ArcGIS Survey123 Connect, in the left toolbar, click Publish to publish your changes.
11. Click Publish survey to publish your changes, and then click OK.
12. Repeat steps 2 through 11 to modify the BusinessUnit choice list for the GIS Service Request and GIS Activity forms.

Modify activity categories and types

Note:

This workflow is optional and doesn't need to be completed to work with the solution.

The GIS Service Request and GIS Activity ArcGIS Survey123 forms each include choice lists for request categories and types. Activity types are grouped into categories that make it easier to submit an activity. The activity categories and types are defined in a GIS Activity Types .csv file included in the solution.

To modify the activity categories and types, complete the following steps:

1. Sign in to your ArcGIS organization and browse to the GIS Activity Types .csv file.
2. Open the item page and click Download.
3. Open the GIS Activity Types .csv file; add, remove, or modify the activity categories and types.

   Tip:

   The source field column defines whether the values apply to the activity category (actcategory) or activity type (acttype) field. The name field defines the value that is written to the feature. The label field defines the value shown in the form. The source value field defines the category the type will display under. The visible field defines the category that will appear to the customer in the GIS Service Request form.

4. Save and close the file.
5. From the item page, click Update Data.
6. Follow the steps in the Update data wizard to load your data.

Modify goal and capability lists

Note:

This workflow is optional and doesn't need to be completed to work with the solution.

The GIS Activity form allows GIS staff to align GIS activities with organizational strategies, GIS program goals, and ArcGIS capabilities. Modify the goal and capability choice lists so they align with your organization.

To modify the goal and capability choice lists, complete the following steps:

1. Start ArcGIS Survey123 Connect and sign in to your ArcGIS organization.
2. Click GIS Activity to open the survey.
3. On the left, from the side toolbar, click the XLSForm button.
4. At the bottom of the Microsoft Excel spreadsheet, click the choices tab.

   This tab comprises all the selectable options for survey questions.

5. In the list_name column, locate the orggoal choices in the spreadsheet.
6. Revise the name and label values for the orggoal choices to reflect your organizational goals.
7. Save and close the Microsoft Excel spreadsheet and preview your changes in ArcGIS Survey123 Connect.
8. In ArcGIS Survey123 Connect, in the left toolbar, click Publish to publish your changes.
9. Click Publish survey to publish your changes, and then click OK.
10. Repeat steps 5-11 to modify the prggoal and capabilities choice lists to reflect your GIS program goals and capabilities.

Configure Gantt chart

The Planned Activities dashboard in the GIS Request Management Center includes a table element with a Gantt chart that shows planned GIS activities over time. The Gantt chart must be configured on the first day of each month to ensure information is accurate and up to date.

To configure the Gantt chart table element, complete the following steps:

1. Verify that you are signed in to your ArcGIS organization and browse to the Planned Activities dashboard.
2. From the item page, click Edit Dashboard.
3. Hover over the Planned activities table element and click the Configure button.
4. On the Data tab, under Value Fields, find the field that includes the months that comprise the Gantt chart.
5. Click the X next to the field to remove it.
6. Click Add field and select the field that looks like the one that was just removed.

   The new field should start with the month prior to the current month.

7. Reorder the new field in the list above the Details field.
8. Click Done, and click Save.

   Tip:

   You must repeat these steps on the first day of each month to keep the Gantt chart accurate and up to date.

Configure team member allocation gauge

The Planned Activities dashboard in the GIS Request Management Center includes a gauge element that shows the GIS team's capacity. When you deploy the solution, the element is configured for a team of three and an annual capacity of 2,080 hours per individual. The team member allocation must be configured to reflect your GIS team's size and annual capacity per individual.

To configure the team member allocation gauge element, complete the following steps:

1. Verify that you are signed in to your ArcGIS organization and browse to the Planned Activities dashboard.
2. From the item page, click Edit Dashboard.
3. Hover over the Team member allocation gauge element and click the Configure button.
4. On the Data tab, under Maximum value configure the value to equal the number of team members multiplied by 2,080 (for example, 4 x 2,080 = 8,320).
5. On the Gauge tab, under Guides, configure the guides as necessary for equal allocation based on the number of team members (for example., 4 team members = 4 guides at 25% each).
6. When you finish configuring the element, click Done.
7. Click Save.

Configure GIS Service Center site

The GIS Request Management solution includes the GIS Service Center ArcGIS Hub site. This site can be configured with your organization's branding and used by internal stakeholders to learn about the organization's GIS program and services.

Update organization information

After deploying the GIS Request Management solution, you need to update the GIS Service Center Hub site to meet your organization's needs.

To update the site with your organization's information, complete the following steps:

1. Verify that you are signed in to your ArcGIS organization and browse to the GIS Service Center site.
2. From the item page, click Configure.
3. Scroll to any sections that you want to update, hover over the card, and click the edit pencil that appears in the horizontal toolbar, and then edit the content with information specific to your organization.
4. In the side panel, click Footer.

   A custom footer is provided. In most cases, you will need to update it with your organization's branding, contact information, and social media references.

5. Click the HTML box.

   The HTML window appears.

6. Make the necessary changes and click Apply.
7. Click Save.
8. Click the Save drop-down arrow and click Publish Draft.

Share items with everyone

Although the GIS Request Management solution is only intended for use within the organization, certain items must be shared with everyone so new users can access the GIS Service Center and request an ArcGIS account.

To share items with everyone, complete the following steps:

1. Verify that you are signed in to your ArcGIS organization and browse to the GIS Request Management folder.
2. Check the check box for each of the following items:

   Name	Item type
   AccountRequests_submit	Feature layer (hosted, view)
   GIS_Activities_public	Feature layer (hosted, view)
   GIS_SatisfactionSurveys_public	Table (hosted, view)
   ArcGIS Account Request	Form
   Our GIS Work	Dashboard
   GIS Service Center	Site Application

3. Click Share.
4. In the Share window, click Everyone (public) and click Save.

   The Warning: Sharing editable layers publicly message appears notifying you that you are sharing editable layers publicly.

5. Click Update.

Share items with the organization

Several items included in the GIS Request Management solution must be shared with the organization so they can be accessed by internal stakeholders on the GIS Service Center site.

To share items with the organization, complete the following steps:

1. Verify that you are signed in to your ArcGIS organization and browse to the GIS Request Management folder.
2. Check the check box for each of the following items:

   Name	Item type
   GIS_Requests	Feature layer (hosted, view)
   GIS_SatisfactionSurveys_submit	Feature layer (hosted, view)
   GIS Service Request	Form
   GIS Request Satisfaction Survey	Form
   My GIS Requests	Dashboard
   Service Portal	Site Page
   GIS Activity Types	CSV

3. Click Share.
4. In the Share window, click Organization and click Save.

Configure satisfaction survey

Note:

This workflow is optional and doesn't need to be completed to work with the solution.

The GIS Request Satisfaction Survey allows you to solicit feedback from internal stakeholders and gauge organizational satisfaction as your team completes GIS requests. In some cases, you may want to add or remove questions from the survey.

To configure the satisfaction survey, complete the following steps:

1. Start ArcGIS Survey123 Connect and sign in to your ArcGIS organization.
2. Click GIS Request Satisfaction Survey to download the survey.
3. In the Download window, click Download and click OK.
4. Click GIS Request Satisfaction Survey again to open the survey.
5. On the left, from the side toolbar, click the XLSForm button.
6. Click the survey tab.

   This tab comprises all the questions in the survey.

7. Revise the survey as necessary by adding, removing or modifying questions.
8. At the bottom of the Microsoft Excel spreadsheet, click the choices tab.

   This tab comprises all the selectable options for survey questions.

9. Revise the choices as necessary by adding, removing or modifying them.
10. Save and close the Microsoft Excel spreadsheet and preview your changes in ArcGIS Survey123 Connect.
11. In ArcGIS Survey123 Connect, in the left toolbar, click Publish to publish your changes.
12. Click Publish survey to publish your changes, and then click OK.