Configure Special Event Operations

Special Event Operations can be used to develop event operational maps for police and fire agencies and increase situational awareness during special events.

In this topic, you'll learn how to configure the Special Event Operations solution to meet the specific needs of your organization.

Tip:

As you configure the solution, record the configurations or alterations you make with each version in a change log. This information will be valuable if you upgrade to a new version and need to evaluate the effort required.

Provision users

The Special Event Operations solution includes apps that support three categories of users: the public safety event coordinators who plan the events, public safety event staff who work the events, and the public. This section provides guidance on the steps required to provision the solution apps with these users.

Create custom role

The Event Operations Planner app used by public safety event coordinators includes three web tools powered by ArcGIS Notebooks that can be run from within the app itself. To run web tools from an app, users must have a custom user role that includes the specific capability to run web tools. Before provisioning this app to users, a portal Administrator must first create a custom role, and then assign it to any member who will be using the app.

To create a custom role for your public safety event coordinators, complete the following steps:

1. Sign in to your ArcGIS organization as a member of the default administrator role or custom role with administrative privileges to manage member roles.
2. At the top of the site, click Organization and click the Settings tab.
3. Click Member roles, and then click Create role.
4. In Role name, type Event Coordinator. In Description, type Publish role with privileges to run web tools.
5. In the Role privileges section, click Set from existing role.
6. Select Publisher from drop-down, then click Import settings.
7. In the General privileges section, expand Premium Content and Services.
8. Click the toggle button to turn on Run web tools privilege and click Save.
A new custom role called Event Coordinator is now available to be assigned to any member that will use the Event Operations Planner.

Assign custom role

Each member that will use the Event Operations Planner app must be assigned the custom role created in the previous section, named Event Coordinator.

To update the role of a member, complete the following steps:

1. At the top of the site, click Organization, then click Members tab.
2. Search for the member you wish to update, and in the Role drop-down, choose the Event Coordinator role.
3. Repeat step 2 for each member that will use the Event Operations Planner app.
Once custom roles have been assigned, those members should be added to the Event Coordinator group that provisions access to the Event Operations Planner app and all of its associated maps, layers, and tools.

Add members to Event Operations Coordinators group

Public safety event coordinators that will use the Event Operations Planner app and have been assigned the Event Coordinator custom role must be added to the Event Operations Coordinators group in order to access the app and its associated maps, layers, and tools.

To add members to the groups, complete the following steps:

1. Verify that you are signed in to your organization and that you have privileges to manage member groups.
2. Click Groups at the top of the site.
3. Scroll to the Event Operations Coordinators group, and click View Details to open the group page.
4. On the Overview tab, click Invite members.
5. Check the check box next to the members that you want to add and click Add members to group.
The assigned members will now have permission to view and use the Event Operations Planner app.

Share item with the Event Operations Coordinators group

Public safety event coordinators that will use the Event Operations Planner app and have been assigned the Event Coordinator custom role have permissions to edit the RoadClosures layer from within the app. In order to edit this layer, it must first be shared to the group.

To share the RoadClosures layer with the Event Operations Coordinators group, complete the following steps:

1. Verify that you are signed in to your ArcGIS organization and browse to the Special Event Operations folder.
2. For the following item, check the check box:

   Name	Item type
   RoadClosures	Feature layer (hosted)

3. Click Share.
4. In the Share window, click Edit group sharing.
5. Check the box next to the group that you want to share the item with.
6. Check the Event Operations Coordinators group check box.
7. Click Apply and click Save.

Create shared update group for public safety event coordinators

The Event Operations Planner app includes a web tool that batch loads public safety event staff into an event operations map. Any coordinator who wants to use the tool must be able to update the Batch Load Event Staff Template, a spreadsheet included with the solution. To enable update access for multiple public safety event coordinators, an organizational administrator must create a shared update group, add the Batch Load Event Staff Template to the group, and then add all public safety event coordinators to the group.

To create this shared update group for public safety event coordinators, complete the following steps:

1. Verify that you are signed in to your organization and that you have privileges to manage member groups.
2. Click Groups at the top of the site.
3. Click Create group button.

   The Create a group window appears.

4. In the Name field, type Batch Load Event Staff Template. In the Summary field, type A shared update group to provision the Batch Load Event Staff Template.
5. In the Group designations group, click the toggle button to enable the Shared update setting.
6. Click Save.
7. On the Overview tab, click Invite members.
8. Check the check box next to the members that you want to add and click Add members to group.
9. On the Overview tab of the group page, click Add items to group.
10. Find and select the Batch Load Event Staff Template and click Add items.
The assigned members will now have permission to update the Batch Load Event Staff Template.

Add members to Event Operations Staff group

Public Safety event staff working a special event will use the Event Operations Maps app to view operational maps for the event. In order to access the app, those staff need to first be added to the Event Operations Staff group that contains the app and its associated maps and layers. Public Safety event staff members added to this group must have a minimum user type of Viewer.

To add members to the group, complete the following steps:

1. Verify that you are signed in to your organization and that you have privileges to manage member groups.
2. Click Groups at the top of the site.
3. Browse to the Event Operations Staff group and click View details to open the group page.
4. On the Overview tab, click Invite members.
5. Check the check box next to the members that you want to add and click Add members to group.
The assigned members will now have permission to use the Event Operations Maps app.

Share items with the public

Members of the public who want to view upcoming special event maps will use the Special Event Maps app. Several layer views and maps used by the app must be shared with everyone so they can be accessed by the public.

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

1. Verify that you are signed in to your ArcGIS organization and browse to the Special Event Operations folder.
2. Next to each of the following items, check the check box:

   Name	Item type
   SpecialEvents_active_approved_public	Feature layer (hosted, view)
   EventPlans_public	Feature layer (hosted, view)
   RoadClosures_events	Feature layer (hosted, view)
   Special Event Maps	Web Map
   Special Event Maps	Web Experience

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

Add field mobility capabilities

Note:

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

There are a variety of ways in which the Special Event Operations solution can be extended to support live personnel tracking and mobile data collection.

For organizations with licensing for ArcGIS Enterprise and ArcGIS Mission, public safety event coordinators can use the Event Operations Planner app to export event-specific maps which can be imported into ArcGIS Mission Manager and overlaid with the essential location tracking and field collaboration capabilities of ArcGIS Mission. Learn more about how to create a mission in ArcGIS Mission Manager

Organizations with Mobile Worker user type licenses can use the Track Viewer app to create a track view layer for tracking locations of public safety event staff. Staff can then use any of the following apps for tracking location: ArcGIS Field Maps, ArcGIS QuickCapture, ArcGIS Survey123, or ArcGIS Indoors. Additional staff can be added to the track view layer in order to securely view location tracks. The track view layer can then be added to the web maps used by the solution app, which can also be configured to display additional information about tracked users. Learn more about how to enable location sharing for your organization, and how to create track views.

Organizations with Mobile Worker user type licenses can also use apps like ArcGIS Field Maps, ArcGIS QuickCapture, or ArcGIS Survey123 to collect data from the field to share back to event command. Any layers created for collecting mobile data using these apps can be added for display to web maps used in the Special Event Operations apps.

Configure styling

Note:

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

In some cases, organizations may wish to adjust default styling configurations of the solution to better fit their needs. This section includes guidance on common styling configuration activities that organizations may consider to extend the default solution.

Adjust symbols

The symbology used by layers in the Special Event Operations solution is based on domain values. In the EventPlans layer, for the Event Assets, and Lines sublayers, symbology is based on a domain on the type field. For the Event Areas sublayer, symbology is based on the agencytype field, and for the EventStaffing layer, symbology is based on the unittype field. To add or modify a symbol, first update the domain of the layer you want to update. Once the domain is updated, open the visualization tab of the layer item page and add the new domain value to the unique symbol renderer. From the renderer interface, you can adjust colors of any existing symbols or select a new symbol. All symbols used in this solution are available in the Government Web Style under Vector Symbols. This web style can be searched for and added using the Add styles button in the Symbol style window when configuring a symbol. Learn more about how to change symbol styles.

Adjust layer visibility ranges

All solution layers have been set with maximum and minimum extents at which the layer is visible. In some cases, organizations may wish to adjust their default settings to fit their needs. Learn more about how to configure layer visibility ranges.

Adjust custom labels

Labeling of features in the maps used by the solution include styling and visibility range settings that are consistent across all apps in the solution, but can be configured to support your organizational needs. Learn more about how to configure label styling and visibility settings.

Configure staffing report

Note:

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

The Event Operations Planner app includes the ability to print a hard copy event staffing report using the Feature Report widget for ArcGIS Experience Builder. This widget leverages the reporting service included with ArcGIS Survey123. To use the widget, the solution includes an ArcGIS Survey123 form, Event Staffing Report. This form is necessary to generate reports using the widget, but has no further purpose in the solution. The widget uses a Microsoft Word template, Event Staffing Report, that accompanies the solution. The ArcGIS Experience Builder widget, form, and template are already configured for you in the Event Operations Planner app. However, the report template can be adjusted and uploaded to the widget to fit your organizational needs. Learn more about how to configure report templates for ArcGIS Survey123.

Note:

Event staffing reports generated in the Event Operations Planner app are using an ArcGIS Online Premium Service and consume credits.

Archive events

Note:

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

After a long period of use, layers in the Special Event Operations solution may accumulate a large number of past events. You may wish to periodically archive past events to a local file geodatabase and then delete data from the layers to reduce clutter and optimize performance.

Learn more about how to export data from hosted feature layers into a local file geodatabase to create a local copy of your data. Learn more about how to delete data using Map Viewer or ArcGIS Pro.