ESRI WORKFLOW MANAGER (WMX) User Guide Rev 3

Transcription

1 ESRI WORKFLOW MANAGER (WMX) User Guide Rev 3 Abstract Acquisition of Land for the Diversion Program requires all communications with the land owner and related documents be easily accessible. The ESRI Workflow Manager (WMX) facilitates the acquisition of land and provides agents with a tool to collect data and document communication with owners. Program Management Consultant CH2M & AE2S

2 Table of Contents Exhibits WMX Web Edition UI Key Terminology Logging In Front Page Tracking Percent Complete Queries and Reports Properties... 5 Properties HINT: Workflow... 6 Workflow HINT: History... 7 History HINT: Extended Properties... 8 Extended Properties HINT: Attachments... 9 Attachments HINT: Notes Notes HINT: Holds Hold HINT: Flood Diversion Land Acquisition Workflow Process Flood Diversion Land Acquisition Workflow Summary Process Exhibit 1 Front Page... 3 Exhibit 2 Properties... 5 Exhibit 3 Workflow... 6 Exhibit 4 History... 7 Exhibit 5 Extended Properties... 8 Exhibit 6 Attachments... 9 Exhibit 7 Notes Exhibit 8 Notes/History Exhibit 9 Holds Exhibit 10 Land Acquisition Workflow Exhibit 11 Land Acquisition Workflow Summary Process

3 WMX Web Edition UI (user interface) ArcGIS Workflow Manager (WMX) is an extension of ESRI ArcGIS and provides an enterprise job management and tracking system. The WMX Workflow standardizes business process to manage and track tasks performed, records individual activities as history, provide queries and reports based on program requirements, allocates resources and tracks job status and progress. notifications alert staff of assignments, completed tasks or upcoming events. Included is a centralized document management system to post job-related documents. Using ArcGIS Workflow Manager (WMX) will help achieve time saving goals and improve the efficiency of the land acquisition process by enforcing standardized and repeatable Workflows for every FM Diversion Project acquisition of land. WMX supports many different browsers types (IE, Google and Firefox) and on different platforms (desktop or other mobile devices) to access job Workflows and input/update land acquisition activities. While WMX includes a mapping interface, the intent of the tool is for acquiring land. Detailed mapping features are included in the Web Map. 1.0 Key Terminology The following terminology will be used throughout this user guide please keep in mind these are specific to the WMX applications. OIN: Original ID Number assigned to each parcel Is used to track land acquisition process of each parcel Job ID: System IDs assigned by the application at the time the job is created Job Name: Uses OIN number, for example, OIN 9159, is assigned when the job is created Job Type: Will always be Land Acquisition Job Status: Follows the Land Acquisition Workflow, see Exhibit Logging In Each user will be controlling some or all of the functionality that is available to track the acquisition of land. The primary user will be the land agent while other users will be viewing data. Users are registered (accounts created) at the ArcGIS Workflow Manager Desktop, assigned to a group and provide with a specific login. The diagram at the right shows how users are assigned privileges based on a group definition. Privileges allow administrators to restrict or allow application functionality. By combining groups, users can have a combination of functionality and privileges. Each user will provide the WMX admin with their username and password. As noted, your account will provide levels of controls to access modules in WMX like Extended Properties. Each user will be assigned to a group that defines functional rights. 2

4 3.0 Front Page After logging in, the user lands on the Front Page. The title of the Page is ESRI ArcGIS Workflow Manager Web Edition. The Web Edition is an extension of the ArcGIS Desktop as noted earlier. Exhibit 1 Front Page Below are some of the Key feature functions of the front page. Key # Function Description 1 Welcome Message Shows current logged in user 2 Queries Dropdown of query options 3 Search Job Search by Job Name or other Properties values 4 Reports Report options 5 Create New Job Not used - admin only 6 Categorized By Further Query option 7 Grouped By Further Query option 8 View By View results by Bar or Pie graph 9 Zoom Zoom in or out of AOI 10 Draw Buttons Not used admin only 11 Basemaps Choice of background map. Ex: Aerial, Topo, etc. 12 Legend Map legend 13 Find Address Search by full address to zoom in map 14 Query Results Results of Query 15 Query Total Number of results per category 16 AOI Area of Interest, Project Area 17 Job Name List of jobs (Parcels) 18 Assigned To Jobs (parcels) assigned to an agent 19 Job Type Is always Land Acquisition 20 Sort Options Sorting by various attributes 3

5 4.0 Tracking Percent Complete. Percent Complete have been established based on the status of the acquisition. While a static value has been assigned to the workflow phases (noted below), WMX will calculate the percent complete based on other factors for example, current step within the WMX workflow. Most of the effort for any acquisition will be spent on appraisal & negotiation. Values in the chart below provide an estimate for percent complete. Workflow Phase % Complete ROE Sent 5 ROE Granted 10 Survey Parcel 15 NOI (Notice of Intent) 20 Parcel Appraisal 50 Parcel Negotiation 80 Parcel Close Queries and Reports Queries and Reports are a quick way to view acquisition data. Queries provide a display below the map view in columns that are configured at the ArcGIS desktop. Reports, while configured the same, are generated and displayed in the current view and can also be opened in a new browser view and saved as a HTML for future use. While some Queries and Reports are standard with the WMX tool, they are considered custom and therefore can be created based on user needs. 4

6 6.0 Properties Default properties are standard with the WMX application. Users with rights can modify highlighted values. The fields you will see on the Properties Tab are defined when the Job is created. Job ID: Is provided by the system and is a unique identifier for each Job Job Name: Appends Job Type to the Job ID Job Type: Value is always Land Acquisition defined during WMX development Job Status: Follows Land Acquisition Workflow % Complete: Is calculated based on static values (see Tracking Percent Complete) AOI: Area of Interest is the outline of the parcel highlighted when selected Data Workspace: Not Implemented Version: Not Implemented Parent Version: Not Implemented Assignment: Assigned by WMX admin Job Owner: User who created the Job Priority: Not Applicable Start Date: When the Job is created Due Date: Set six months from Job Start Date Job Description: Is auto populated with Owner, Leasee and Business name each evening day. This allows for quick search without a query and is limited to 500 characters including spaces and special characters. Exhibit 2 Properties Properties HINT: Only some values can be modified. Owner, Leasee and Business name are auto populated to Job Description. 5

7 7.0 Workflow The intent of the workflow is to provide a navigation path for Land Agents during the acquisition process. Included in the workflow are notes and reminders requiring Land Agents to input information into Extended Properties or, add notes in History or, describe the circumstance or events the put a job on Hold or Released. WMX workflows align with the Land Acquisition Workflow Process. Each Parcel has the SAME workflow. When a step is marked complete, WMX will gray out the graphics, advance to the next step and send notifications. The current step that requires an action will have a white background and a red border. There are three workflow commands: 1. Use the Execute Step option where a question requires an answer 2. Use the Mark Step Complete when a step is completed 3. Use the Recreate Workflow to restarts the workflow process from the beginning. Keep in mind, recreating the workflow does not reset any other features like history, holds or information entered into Extended Properties. Exhibit 3 Workflow The very last step in the workflow process is the CLOSED step. When you close a parcel acquisition job, the job is locked down to a view only state meaning, you cannot add information in Extended Properties, Attachments, Notes, History, etc.). Close a job when all activities are COMPLETE, including relocation reimbursements which extend for one year after title closing. Workflow HINT: Remember to Execute Step or Mark a Step Complete when navigating through the workflow. 6

8 8.0 History All actions by WMX or Land Agents are recorded in History. Input into WMX History allows authorized users to view up-to-date parcel activities. Each action by the Land Agent is recorded into History as a permanent record of all transactions. Authorized users can add comments. It is required by all Land Agents to document into History all communication with the land owner. When entering comments into History, preface the comment with a word that describes the communication like, Phone call with Owner or Entered owner name, address and phone number. Activity Type, User and Date/Time will auto populate into the History record. History input is based on the unique Job Name (OIN 9971). If information is noted by mistake, add another entry and note the correction. History comments cannot be deleted. Each comment is limited to 500 characters including spaces and special characters (no graphics). To add a History comment, click in the Enter Comment box, type your comment and select Save Comment. You will see your comment in the History Record below Save Comment. Exhibit 4 History History HINT: All WMX activity is recorded in History as a permanent record of all land acquisition activities. 7

9 9.0 Extended Properties Most of the information about a specific parcel will be acquired through tax records (owner name, contact information, address, phone, etc.). However, additional information is needed to fully capture property information for example, if someone is leasing the property or a business name. Land Agents are required to determine if additional information is required. Other KEY data required by the Land Agent is to enter Dates into Extended Properties. These dates are noted in the WMX Workflow and outline in the Land Acquisition Workflow Summary Process. These Dates align with the program schedule and track land acquisition progress. Extended Property field types include a Calendar Date Picker, Drop Down and Text Field. To add a date, pick the calendar icon and select the date To add a value with a drop down, select the drop down and select a value To add a key in value, select the field and add the value Exhibit 5 Extended Properties Other important information that should be entered into Extended Properties: Owner Alert this is a Yes or No field to inform others of a possible alert regarding the owner. For example, the owner has an aggressive animal, setting the Owner Alert to YES and providing a note in History will help others (appraiser) to be aware of the situation. Divestment this is a Yes or No field that indicates that a part of the acquired parcel might be divested for future use. This is just a Marker note for future use. Owner Information most of the owner information will be included when the WMX Job is created. However, other information like the business name, cell phones, etc. should be added. Cost Data Appraisal Estimate Value, Relocation Agreement Value, Replacement Housing Agreement Value and Purchase Agreement Value. Parcel Type parcel type is defined as Residential, Commercial, Agricultural and Vacant Lot validate that this is correct on any parcel. Extended Properties HINT: Remember to add DATES as noted on the LA Workflow Summary and other information. 8

10 10.0 Attachments Attachments provide a flexible way to manage acquisition documents related to a parcel. Attachments can be images, PDFs, text documents or other types of files types. To add file attachments, make sure the Embedded File dialog is selected, click on Choose a File (which will bring up a Windows Explore View), navigate to the file location and double click on the file. Once uploaded, the file will display as shown below. Limitations are based on server settings (file size, disk space, server limits, etc.). Optimizing your file will allow it to load and display faster. While file size is a factor its content like text and images constitute its size. A typical 30 Meg file will load in about 60 seconds and display in about the same amount of time. Also, response speeds are based on network traffic and connections for uploading and viewing files. Remember, your network speeds are only as fast as your slowest connection. If you experience any issue with file attachments, contact your WMX administrator. Exhibit 6 Attachments File Naming Convention Prior to uploading a document, the file name should follow the format noted by Document Controls. The key is the File Name. Keep in mind that the file follows the OIN. Name the file based on what it represents (Document Type). For example, Letter of Intent to Acquire, Appraisal, Final Appraisal, ROE, ROE Signed, etc. In the Exhibit above, all file names start with the OIN number. Attachments HINT: Optimize files for faster upload and display. 9

11 11.0 Notes Notes are specific to the assigned Land Agent and is like a letter note pad. Others can read the notes but only the Land Agent has access (rights) to add or edit notes. It is highly recommended that Land Agents use Notes to communicate with others regarding conditions or issues with a parcel. To add a note, move your cursor inside the text box and use a single mouse click your cursor will move to the end of the current note. Move the cursor position around the text to make changes, modifications or deletions. Remember, these are just notes. Once the Job is completed, the current notes will be retained. When you Save Note, the note text is saved and an entry is made in History as Notes Updated by **user**. Exhibit 7 Notes Some notes should be added to history as part of the permanent record. Copy the note, select the History tab and paste the note as a comment. Once saved, the note is part of the permanent record. Exhibit 8 Notes/History Notes HINT: Notes are agent specific and can be viewed by other add the note in History for a permanent record. 10

12 12.0 Holds Holds are used to ensure that work is accomplished before moving to the next phase. When a Job is on hold, no other work can be done until the hold is released. It s possible to have more than one hold on a job depending on the situation. Job Holds can be applied at any time during the process. The key to any hold is the USER comment. For the program, there is only one hole Parcel Acquisition on HOLD. Only the Land Agent assigned to the Job can execute a hold. To add a hold, select Add Hold, select Hold Type, add a comment and select Add. This action will put the Job on Hold. To release a Hold, highlight a Job Hold (the job hold will highlight in blue), select the Release Hold, provide a comment and select Release Hold. When a Job is on Hold or Released, these actions are noted in History as shown below. Hold and Release comments cannot be deleted and are part of the permanent record. Specifics about Holds (type and comments) and Releases are retained under Holds. Once a Hold or Release is commented, they are part of the Job History and cannot be deleted. Exhibit 9 Holds Hold HINT: The reason for a Job Hold or Release is best described with a descriptive comment for the Holds or Releases. 11

13 13.0 Flood Diversion Land Acquisition Workflow Process The Land Acquisition Workflow is a high level capture of tasks that are required to acquire a parcel. Notes and other comments are provided to assist Land Agents with specific tasks. Included in the WA Workflow are comments that relate to Workflow Manager (WMX) steps and processes. For example, notifications, when the land agent needs to inputs dates into Extended Properties, who is the current owner of the process and the types of files are needed by the land team. Exhibit 10 Land Acquisition Workflow 12

14 14.0 Flood Diversion Land Acquisition Workflow Summary Process START Design Team Informs Program Management Consultant (PMC) of parcel need 1. Design Team WMX Owner, WMX Admin Design Team Directs Land Acquisition Team to Acquire Parcel Provides Engineering Terms of Work Limits PMC-LAND Presents Land Acquisition Directive to Diversion Authority s Finance Committee for approval LA00 2. PMC-LAND WMX Owner PMC-LAND Presents LAD to Finance Committee for approval Submits Executed LAD to CCJWRD Send ROE Request 3. Send ROE Request WMX Owner, WMX-Admin Creates exhibits WMX admin assigns PMC-LAND User ownership of the WMX job Update WMX history (any communications regarding parcel acquisition) Extended Properties Input ROE Sent Date Owner Signs ROE Owner Rejects ROE ROE Granted Survey Parcel 4. ROE Granted WMX Owner, PMC-LAND User Update WMX history (any communications regarding parcel acquisition) Extended Properties Input ROE Granted Date (P6) 5. Survey Parcel WMX Owner, PMC-LAND User Extended Properties Input Survey Parcel Date (P6) Upload Documents Update WMX history (any communications regarding parcel acquisition) WMX admin assigns Land Co. User ownership of the WMX job Notice of Intent to Acquire Parcel 6. Notice of Intent to Acquire WMX Owner, Land Co. User Extended Properties Input NOI Date (P6) Upload Documents Update WMX history (any communications regarding parcel acquisition) CCJWRD Approves Parcel Appraisal 7. Parcel Appraisal WMX Owner, Land Co. User Extended Properties Input Appraisal Start Date Extended Properties Input Appraisal End Date Extended Properties Input Appraisal Approved Date (P6) Update WMX history (any communications regarding parcel acquisition) Upload Documents Owner Rejects Offer Parcel Purchase Negotiation Condemnation for Acquisition Owner Accepts Offer 8. Parcel Purchase Negotiation WMX Owner, Land Co. User Extended Properties Input Purchase Agreement Signed Date (P6) Update WMX history (any communications regarding parcel acquisition) Upload Documents 9. Condemnation for Acquisition WMX Owner, Land Co. User WMX history (any communications regarding parcel acquisition) Upload Documents Settlement reached? Parcel Close 10. Parcel Close WMX Owner, Land Co. User Extended Properties Input Parcel Close Date (P6) WMX history (any communications regarding parcel acquisition) Upload Documents 1 End Exhibit 11 Land Acquisition Workflow Summary Process 13