Use Adopt-A-Road

The Adopt-A-Road solution delivers a set of capabilities that help local governments enlist community volunteers to clear debris from roads, manage program participants, and monitor the performance of the adoption program.

In this topic, you’ll learn how to use the solution by assuming the role of a user and performing the workflows below.

Note:

Use your organization's data or configured apps to follow these workflows.

Complete the volunteer application

Public works agencies cultivate a volunteer workforce to help maximize the capacity of operations staff and to engage their community. Community members interested in joining the Adopt-A-Road program first need to complete a volunteer application and receive approval before they can adopt and care for roads.

You will first assume the role of a community resident who is interested in volunteering in your city’s Adopt-A-Road program.

1. In a browser, go to the Adopt-A-Road site.
2. Scroll to the Become a Volunteer section.

   When community residents do not have a community account or are not signed in to the Adopt-A-Road site, the site displays buttons to Create an account or Sign In with an existing account. If a community resident is logged into the site, the Adopt-A-Road site displays an Apply button, which can be used to access the Road Volunteer Application form. In the following steps, a community resident has created an account and is signed in to the Adopt-A-Road site.

3. Click the Apply button.
4. Complete the Road Volunteer Application form to express interest in becoming a volunteer.

   The application will be reviewed by a program coordinator. After the application has been approved, the volunteer can adopt and report the status of roads.

5. Close the browser tab used for the Road Volunteer Application and return to the Adopt-A-Road site.

Manage volunteers, roads, and service requests

You will now assume the role of a program coordinator responsible for managing the Adopt-A-Road program. Your responsibilities include approving or denying volunteer applicants, updating adoption status on roads, and triaging road service requests.

In this workflow, you will approve a pending volunteer application, update an adoption request, and manage a recently submitted road service request.

1. Sign in to your ArcGIS organization and browse to the Adopt-A-Road site.

   Signed-in users from your organization will see the Manage Program tab at the top of the page. This page displays metrics that help you understand your organization's key metrics for your Adopt-A-Road program and allows you to manage key activities related to your program.

2. Click the Manage Program page.
3. Scroll to the Manage Program Activities section, and then, in the Adopt-A-Road Manager, click the Volunteers button in the left panel to review volunteers.
4. Click the Status column filter.
5. Click the Status is drop-down arrow and choose Pending to view pending volunteer applications.
6. Click one of the volunteer applications to view its details.
7. On the Details tab, click the Edit button .
8. Click the Status drop-down arrow and choose Approved.
9. Click Save.

   The Road Volunteer Notebook can be used to schedule a process that grants approved volunteers access to the Care for a Road section of the Adopt-A-Road site, enabling volunteers to adopt new roads and report cleaning activities on roads.

10. Optionally, click to expand the left panel of the Adopt-A-Road Manager and click Roads.

    The Roads tab can be used to update the adoption status of roads, modify the adoptability of a road, and edit other road adoption information.

11. Select a road by either clicking a road on the map or selecting a record from the Road table.
12. On the Details tab, click the Edit button.
13. Click the Publicly Visible drop-down arrow and choose No.
14. Click Save.

    The selected road will no longer be visible to the public, and therefore, volunteers will be unable to adopt and care for the road.

15. Optionally, click to expand the left panel of the Adopt-A-Road Manager and click Requests.
16. Click the Status drop-down arrow and choose Submitted.
17. In the Requests table, click a service request.
18. On the Details tab, click the Edit button.
19. Click the Status drop-down arrow and change the status to Received.

    As new service requests are submitted by the community, you can update the status from Submitted to Received to acknowledge receipt of the new request. You can continue to update the status of the request as you further investigate, prepare to address, and complete or cancel the service request.

20. Click Save.

Adopt and care for roads

You will now assume the role of a community volunteer who wants to adopt and report care of a road. In the following steps, the user has already been approved as a volunteer by a program coordinator.

In this workflow, you will use the Adopt-A-Road site to adopt a road and report its condition.

1. Verify that you are signed in to the Adopt-A-Road site with your community identity and scroll to the Care for a Road section.

   The Care for a Road section is displayed when a volunteer's Road Volunteer Application has been approved by the program coordinator.

2. Use the map search bar to find a road near a specific address or click to select an available road on the map.

   Available roads will appear green on the map

3. In the selected road's pop-up, click the Adopt button.

   The Road Adoption form opens in a new tab.

4. Type a nickname for the road in the Nickname text box and click the Submit button.

   You now have an adopted road and can report care activities.

5. Close the browser tab containing the Road Adoption form and return to the Adopt-A-Road site.

   Your adopted road displays as blue lines on the map in the Care for a Road section of the Adopt-A-Road site.

6. If not already selected, click an adopted road on the map.
7. To report that the road has been cleaned, click the Cleaned button in the road pop-up.

   The Road Activities form opens in a new browser tab.

8. Type the date the road was cleaned, provide the number of bags of trash you collected, and optionally indicate how long you spent cleaning or attach a photo, and then click the Submit button.

   You now have reported that the road has been cleaned of trash.

9. Close the browser tab containing the Road Activities form and return to the Adopt-A-Road site.
10. To release an adopted road, select an adopted road on the map and click the Release button.

    The Road Adoption form opens in a new tab.

11. Click Submit to release the road and make it available for other volunteers to adopt.
12. Close the browser tab containing the road form and return to the Adopt-A-Road site.
13. Click any road in the map.

    Requests for service can be initiated on any road and by anyone, including people not enrolled in the volunteer program.

14. Click Request Service.

    The Road Request form opens in a new tab.

15. Complete the form by selecting the request type and, optionally, attaching a photo and providing additional information and contact information as needed.
16. Click Submit to complete the service request.

Monitor program performance

The Adopt-A-Road site can be used to monitor the program's performance.

In this workflow, you will continue your role as a program coordinator, and you will use the Adopt-A-Road site to review key metrics and trends.

1. Verify that you are signed in to your organization and browse to the Adopt-A-Road site.
2. Click the Manage Program tab at the top of page.
3. Scroll to the Monitor Performance section.

   The Adopt-A-Road site displays key metrics about adoptions, number of cleanings, and program activity over time.

4. Use the Volunteers filter at the top of the Adopt-A-Road to view clearings by individual volunteers.

   Note:

   Dashboard charts and indicators for cleanings and adopted roads are filtered and updated based on the selected volunteer.

5. Optionally, click an adopted road on the map to view key details.

   The adopted road map pop-up indicates when the road was last cleared and other adoption information such as adoptee username, adopted date, and road nickname.

Email road volunteers

Continuing your role as a program coordinator, you will contact your network of volunteers and ask that they inspect their roads ahead of a large storm. In this workflow, you will use the Adopt-A-Road site to draft and send an email to all approved volunteers in your program.

1. Verify that you are signed in to your organization and browse to the Adopt-A-Road site.
2. If necessary, click the Edit button to open the site editor.
3. Hover over Adopt-A-Road at the top of the site editor and click Teams.
4. In the list of results, click Approved Road Volunteers.
5. Click the message button to message all approved volunteers or select volunteers individually and click Message.
6. Type a subject and add text to the message's body.

   Note:

   To include a URL that doesn't have a arcgis.com or esri.com domain, contact your hub administrator to register the domain for the URL you want to use. If the domain isn't registered, the email will not send.

7. Click Send Message.

   Messages are sent from arcgis.com to the email address associated with the attendee's user profile.

Request and approve an adoption sign

The Adopt-A-Road solution contains a workflow for volunteers to request recognition for their work in the form of a roadside sign. In this workflow, you will first assume the role of a volunteer who is requesting a sign, and then you will assume the role of a program coordinator who will review and approve the sign request.

Request a sign

As a volunteer, you've adopted some roads and want to ensure that you and your team get recognition for the work you are doing. To request that a sign be placed with your team's information, complete the following steps:

1. Open the Sign Placement Request survey.
2. Search for a road you have adopted.
3. Pan the map to set the desired location of the sign.
4. Provide the name of your team or the organization that you'd like to appear on the sign.
5. Submit the form.

Review the sign request

Now, you'll assume the role of a program coordinator. You've received an adoption sign request.

1. Sign in to your ArcGIS organization and browse to the Adopt-A-Road site.

   Signed-in users from your organization will see a Manage Program page. This page displays metrics that help you understand your organization's key metrics for your Adopt-A-Road program and allows you to manage key activities related to your program.

2. Click the Manage Program tab at the top of the page.
3. Scroll to the Manage Adoption Signs section.
4. Use the Status, Requested By, and Adopted By filters to locate the sign request you submitted as a volunteer in the previous workflow.
5. Select the newly requested sign.
6. Review the requested sign text, and then set the status to Ready for installation.

   The Ready for installation status indicates the sign has been approved but not yet installed.

7. Click Update.

Add missing signs

Occasionally roadside signs for adopted roads are already installed and not reflected in the data. You will once again assume the role of a program coordinator and add add signs you know are missing.

1. Sign in to your ArcGIS organization and browse to the Adopt-A-Road site.

   Signed-in users from your organization will see a Manage Program page. This page displays metrics that help you understand your organization's key metrics for your Adopt-A-Road program and allows you to manage key activities related to your program.

2. Click the Manage Program tab at the top of the page.
3. Scroll to the Manage Adoption Signs section.
4. Use the editing tools on the right to create and place installed signs.
5. Provide the sign text and click Create.