FORT GORDON MWR AUTOMATED REQUEST FORM SYSTEM (ARFS)
Transcript of FORT GORDON MWR AUTOMATED REQUEST FORM SYSTEM (ARFS)
FORT GORDON MWR
AUTOMATED REQUEST FORM SYSTEM (ARFS)
USER MANUALMARCH 2021
LED
ARFS User Manual • 30 March 2021 i
ContentsPreface
1 Guide for Standard Users and Approving Managers Registration ............................................................................................................... 1-1 Settings .................................................................................................................... 1-2 DashboardPageExplained ........................................................................................ 1-3 DefiningaProject ...................................................................................................... 1-4 CreatingaProject........................................................................................ 1-5 Project/EventDate(s) ..................................................................................1-6 SupportOptions .......................................................................................... 1-7 Archiving/DeletingaProject .......................................................................1-8 DuplicatingProjectsandRequests ..............................................................1-9 CreatingaRequest .................................................................................................. 1-10 QuickRequests ......................................................................................... 1-11 DeletingaRequest ....................................................................................1-12 EstimatesandInvoices ............................................................................................ 1-13 InternalARFSCalendar ............................................................................................ 1-14 Help&Feedback ..................................................................................................... 1-15
2 Guide for Admin Users ManagingUsers ........................................................................................................ 2-1 ManagingPrograms/Activities ..................................................................................2-2 ReviewingRequests .................................................................................................. 2-3 ReturningRequests ..................................................................................... 2-4 SubmittingEstimates ..................................................................................2-5 ManagingOutdated/ExpiredRequests .......................................................2-6 UploadInvoice .......................................................................................................... 2-7
3 Guide for System Administrators DefiningSystemSettings ........................................................................................... 3-1 OptionsforPricingCalculations ................................................................................3-2 MaterialsDatabase ..................................................................................... 3-3 Due Dates .................................................................................................................. 3-4 UserRoles ................................................................................................................. 3-5 RequestableItems ..................................................................................................... 3-6 Options ....................................................................................................... 3-7 AdditionalFields ......................................................................................... 3-8 Tasks ............................................................................................................ 3-9
4 Glossary Abbreviations ............................................................................................................ 4-1 Terms ......................................................................................................................... 4-2 References ................................................................................................................. 4-3
ii ARFS User Manual • 30 March 2021
p-1. HistoryTheAutomatedRequestFormSystem(orAFRS)wascreatedbytheFortGordonFamilyandMorale,WelfareandRecreation(FortGordonMWR)MarketingDepartment to streamline themarketing requestprocess. Itwas initially launched inSeptember2015.Priortothissystem,FortGordonMWRreceivedPDFformsfromMWRProgram/ActivityManagersviaemailorfax,andthenmanuallyaddedeachtasktoathird-partyProjectManagementSystem(PMS).Thistookalotoftimeand,withmultipleentrypoints,itwaseasytomissarequest.WithARFS,thoseproblemsaresolved!Herearesomeoftheadvantages:
• Paperless• Easytoviewthestatusofarequest• Nothingfallsthroughthecrackssincethedatabaseisliveandupdatesinrealtime.• Alltasksareautomatedincludingassigningpeopleandduedates.
p-2. How it Works (Short Summary)AnMWRProgram/ActivityManager creates a project, fills out amarketing request and submits it to themarketingdepartment.Nextthemarketingdepartmentreviewstherequestand,iftherearenochanges,approvestherequest.TherequestdataisthensubmittedtothePMSwithinARFSautomaticallyandisassignedtotheappropriatestaff,scheduledaccordingtotheselectedduedates,andsubtasksareaddedtotasksthatrequiremultiplesteps.Oncetheproject iscompleted,aninvoiceisuploadedtoARFS,notifyingthemanagerthattheirmaterialsarereadyforpickup.
p-3. Intended AudienceThisguidewillexplain indetailall functionsofARFS for thedifferentuser types (standardusers,approvingprogrammanagers,adminusersandsystemadministrators).Becausethisguideisintendedtoexplainallaspectsofthesystem,notallpageswillbeapplicabletoallusers.Forthisreason,thisguidehasbeenseparatedintothreeparts:
1. Standard Users and Approving Managers-TypicallyMWRProgram/ActivityManagersandStaffresponsibleforplanningprojectsandsubmittingrequests.
2. Admin Users-TypicallyMarketingstaffwhowillbeapprovingrequestforms.3. System Administrator -Thisuserwillbe responsible forcreating the rules foreachuser role, itemand task
generatedbythesystem.
Preface
ARFS User Manual • 30 March 2021 1
1Guide for Standard Users and Approving Managers
1-1. RegistrationNew users may go to the registration page (arfs.fortgordon.com/registration), add their credentials and select theprogramsthey’reassociatedwithfromthelistprovided.
ThereisanoptionontheregistrationpageforNon-MWRtoaccommodateaccountsforapprovedNon-MWRcustomerssuchastheGarrisonoffice.
Whenauserregisters,theProjectManagerintheMWRMarketingOffice(i.e.,MarketingProjectManager)isnotifiedviaemailandtheuserisreviewedandconsideredforapproval.
Once approved, the registered userwill receive an email letting them know that their account has been approved.Approveduserswillhaveaccesstoallprojectsandrequestsassignedtotheirselectedprograms.
1-2. SettingsThesettingspageisaccessedbyclickingontheusernamethatappearsatthetoprightofthepagewhenloggedin,orbyclickingonthe“Settings”linkonthenavigationmenu.Thispageallowstheusertochangetheiraccountdetailssuchasnameandphonenumber.Assignedprogramscanalsobechanged.Atthebottomofthesettingspageisasectiontochangepassword.
SomesettingscanonlybeselectedbytheMarketingProjectManager.Oneofthesesettingsistoassignalternatecontactstoallof theuser’semailnotifications. If theuserwould like to requestanalternatecontactbeaddedto theiremailnotifications,theywouldneedtocontacttheMarketingProjectManagersothatthoseselectionscanbemadeontheirbehalf.
1-3. Dashboard Page ExplainedTheDashboardpageisthefirstpageauserwillseeuponsigningin(seefigure1-3a).Thispagecontainsatableofactiveprojectsthatareassignedtotheprogramsthatapplytothecurrentuser.The“Requests”columnattheendofeachrowdisplayscoloredblocksandsymbols representingthedifferentstatesa requestcanbe in.Theamountofblocksrepresents theamountof requests linked to theproject.Byclickingon thecoloredblocks,apop-upkeywill appearexplainingthedifferentstatuses(seefigure1-3b).
Thistableissearchableandsortable,makingiteasytofindspecificprojects.Therequestsappearinorderofprogress.IfthetableissortedbytheRequestcolumn,itwillshowthemostpressingprojectsfirst,startingwithExpiredorOutdatedrequests,followedbyPendingEstimateRequests,thenPendingManagerApprovalandthenSavedrequests.
Userscanalsosetprojectsas“Favorite”byclickingthe“Star”icononthetable.Favoritesareuniquetoeachuserandcanbebroughttothetopbysortingthetablebythatcolumn.
Toviewanyarchivedprojects,simplyclickthe“Status”drop-downmenulocatedatthetopleftofthetableandchoose“Archived”.Formoredetailsonarchivedprojects,seesection1-8.
2 ARFS User Manual • 30 March 2021
Figure 1-3a. Dashboard Page
Figure 1-3b. Request Status Key
1-4. Defining a ProjectBeforecreatinganewproject,it’sagoodideatokeepinmindwhatconstitutesaproject.Somethingstokeepinmind:
• Aprojectnamemustbeunique,conciseanddescriptive.• RememberthattheprojectnamethatisgiveniswhatwillappearontheinternalARFScalendar(see1-14for
calendardetails).• Aprojectcanhavemultiplemarketingrequests,butthegeneraldetailsasfarastheassignedProgram/Activity,
project/eventdate,targetaudienceandsupportoptionsshouldremainthesamefortheentireproject.Ifthesedetailsdiffer,considercreatingdifferentprojects.
• AlargeprojectwilltypicallyincludeaformofanalysissuchasanAfterActionReport(AAR).Totakefulladvantageofthisanalysis,avoidprojectsthatspanmultipleyearssothatthere’stimesetasidetomakechangestoongoinginitiatives.Aprojectshouldtypicallybeplannedoutwithinacalendarorfiscalyear.
• ChoosewiselybeforeselectingtheQuickRequestoption.Thisoptionisforprojectsthataren’tevents,don’tneedsupportfromotherprogramsandcanstandsalonewithnoconnectiontootherprojects(see1-11formoredetailsonQuickRequests).
ARFS User Manual • 30 March 2021 3
1-5. Creating a ProjectTocreateaproject,clickthe“CreateaNewProject”buttonontheDashboardpage.Theprojectsummarypagewillshowandanin-browserwindowwillappearwiththeprojectform(seefigure1-5a).ThePointofContact(POC)detailsareautomaticallyfilledwiththedetailsforthecurrentuser,butcanbechangedifthePOCisdifferent.Allrequiredfieldsareidentifiedwitharedasterisk(*).Someoftheoptionalfieldsmaybecomerequiredifcertainselectionsaremadeontheform;forinstance,addingaprojecttotheInternalARFSCalendar(MWRCalendarScrub)willrequireaproject/eventdate,location,targetaudience,projectednumberofattendeesandprojectdescription.
Figure 1-5a. Project Form
Theproject description at the bottomof the form iswhere the userwill explain the project as if theywere talkingdirectlytotheir targetaudience.Typically, this iswhatwillappearonthemarketingmaterials.This isnotaplaceformarketingmaterialinstructions–thosenotesshouldbereservedforthe“SpecialInstructions”sectionofthemarketing requestforms.
FordetailsontheProject/EventDatesandsupportoptionsfieldsofthisform,pleaseseethefollowingsections:1-6&1-7.
Oncetheprojectformiscompleted,pressthe“AddProject”button.TheProjectSummarywillbeshown(seefigure1-5b).Thisisthecentrallocationformanagingaproject.Fromhere,userscaneditaproject,printtheProjectTrackingChecklist(ifsupportisneeded),viewalistofrequestsfortheprojectandcreatenewrequests.
Project information can be changed at any time by pressing the “Edit Project” button as long as the project hasn’tbeenarchived(fordetailsonarchiving,seesection1-8).Anypreviouslysubmittedmarketingrequestformswillnotbeaffected,butanyrequestformsapprovedafterthechangewillincludetheupdatedinformationintheExternalPMS’s projectoverview.
Additional notes on projects:
• Aprojectcanbecreatedasearlyastheuserwouldlike.NoworkiscompletedonthepartoftheMarketingDepartmentuntilamarketingrequestissubmittedfortheproject.
• TherecanbeadifferentPOCfortheprojectandtheindividualrequests,buttheprojectPOCwillbeincludedonallimportantemailcorrespondence.
4 ARFS User Manual • 30 March 2021
Figure 1-5b. Project Summary
Thefollowingtwosectionswillexplainsomeoftheprojectformoptionsinmoredetail.
1-6. Project/Event Date(s)Iftheprojecthasaspecificdateandtime,itcanbeenteredinthedatesectionoftheEditProjectform,whichisrevealedbycheckingthe“HasDate(s)”checkbox(seefigure1-6a).Thedatesectionallowsyoutocreateoneormultipledategroups,eachwiththeirownrepeatingoptionstofitanydate-schedulingsituation.ThedateinformationenteredisusedtopopulatetheInternalARFSCalendaraswellasdeterminethesuggestedGeneralDueDateformarketingrequests.
Date Groups:
Thebenefitofhavingseparatedategroupsisthatitallowstheusertosetaseparatestartingdateforeachrepeatingoption.Inaddition,a“DateGroupLabel”maybeaddedtoagrouptodifferentiateitfromotherdates(seefigure1-6bforexample).ThisdategrouplabelwillappearontheInternalARFSCalendarappendedtotheprojectnameforeachdatethatbelongsinthisgroup(see1-14formoredetailsontheInternalARFSCalendar).
ARFS User Manual • 30 March 2021 5
Figure 1-6a. Project Form: Has Date(s)
Figure 1-6b. Project Form: Date Group Example
6 ARFS User Manual • 30 March 2021
Repeating Dates:
Iftherearemultipleinstancesoftheevent,checkthe“Repeats”checkboxwithinadategrouptorevealadditionalfieldstosettherepeatoptions(seefigure1-6b).Tobeginselectingrepeatoptions,pressthe“AddRepeatOptions”button.Repeatoptionscanbeidentifiedbythefollowingfrequencies:Daily,Weekly,Monthly,YearlyorOnce.Multipledifferentrepeatoptionscanbeaddedtoidentifyeachdatewithinadategroup.Ifthereareexclusionstotherepeatingdates,thosecanbeaddedbyclickingthe“AddExclusion”buttonunderthedategroupboxes.Byfine-tuningtheeventdatesaccurately, theywill bemappedouton the InternalARFSCalendarandcanbeused forotheruseful features still indevelopment(see1-14formoredetails).
Date Description:
TheEditProjectformwillprovideagenerateddatedescriptionbasedonthedateselectionsmade(seefigure1-6c).Ifthedatedescriptionappearslightgraywiththeloadingiconnexttoit,thatindicatesthattherearesomefieldsthataremissingfromthedateformthatwillneedtobecompletedbeforethedatedescriptioncanbegenerated.Thesystemwilltrytodoit’sbesttosummarizethedateinformationprovided;however,iftheuserpreferstomanuallytypethedatedescription,thatcanbedonebycheckingthe“ReplaceWithCustomDateDescription”checkboxandfilinginthe“DateDescription”field.
Figure 1-6c. Project Form: Date Description
Registration Deadlines:
BelowtheDateDescriptionsection,thereisacheckboxthatallowsaddingaregistrationdeadlinetotheproject.Bysettinga registrationdeadline, theGeneralDueDate that’sdetermined foreachmarketing requestwill use the registrationdeadlineasareferencepointinsteadofitsnormalreferencepointofthenextproject/eventdate.Thisensuresthatallnecessarymarketingmaterialswillbeproducedintimetoadvertisepriortotheestablishedregistrationdeadline.
Not all projects that require registration are the same; somemay have one registration deadline, somemay haveregistrationdeadlinesforeachindividualdateinamulti-dateproject,andsomeothersmayrequirevariousdeadlinesthatdon’tfitaparticularpattern.Theregistrationdeadlineoptionscanbecustomizedtofitanyofthesesituations.
Tosetaregistrationdeadline,checkthe“RegistrationRequired”checkboxontheEditProjectwindow.Thiswillexpandasectiontochoosehowoftenregistrationdeadlineswilloccur:
• Once• OnASetTimeBeforeEachDate• OnVariousCustomDates
Once:
Thisoptionisprettyself-explanatory;bychoosingthisoptiontheuserwillbegivenasingledateselectionboxtochoosetheregistrationdeadline.
Figure 1-6d. Registration Deadline – Option 1
ARFS User Manual • 30 March 2021 7
On A Set Time Before Each Date:
Thisoptionallowstheusertosetapatternthatwillbeusedtodeterminearegistrationdeadlineforeach individualproject/eventdate.Thefirstboxcanbeanynumericalvaluetorepresentthequantityofwhatever isselected inthesecondbox.ThesecondboxsetsthetypeofpatternsuchasBusinessDays(whichonlyincludeweekdaysandexcludefederalholidays),Days,Weeks,Months,Mondays,Tuesdays,etc.Soforexample,ifaneventhappensonthe15thofeachmonthandrequiresregistrationtwoweeksbeforetheevent,thenchoose“2”inthefirstboxandthen“Weeks”inthesecondbox.
Figure 1-6e. Registration Deadline – Option 2
On Various Custom Dates:
Insomecases, theusermaynotbeabletosetmultipleregistrationdeadlinesonaspecificpattern.Forthesecases,usethethirdoption–tosetvariouscustomdates.Simplypressthe“+AddRegistrationDeadline”buttonforeachdaterequired.
Figure 1-6f. Registration Deadline – Option 3
Ifmultipleregistrationdeadlineshavebeenselectedeitherbysettingapatternormanuallyenteringthecustomdeadlinedates,thesystemwillautomaticallydeterminetheGeneralDueDateforthemarketingrequestsbaseduponthenearestregistrationdeadlinetothedaytherequestiscreated.
Additional notes on project/event dates:
• IfaddingaprojecttotheInternalARFSCalendar(MWRCalendarScrub),alwaysbesuretochecktheentrybyclickingthecalendariconnexttothedateontheProjectSummarytomakesureit’sshowingcorrectly.
• Ifarepeatingeventisscheduledtoend“Never”,thesystemwillmapitouttoamaximumof3years.
1-7. Support OptionsForsomeprojects,additionalsupportmaybeneededbyotherprograms.Someexamplesofsupportinclude:
• Externalsupport(Non-MWR)fromotherservicesontheinstallation(e.g.,DPTMS,MilitaryPolice,etc.)• AGateAccessmemoifexpectingalargenumberofattendees(requiredifexpectingover350attendees).• AGatePassforanyoff-postparticipantssuchassponsorsorvendors.• ARiskAssessment,whichrequiresaDDForm2977(requiredifexpectingover300attendees).• Food/Beverageclearanceifanyfoodordrinksareprovided.• Sponsorshipsupport.• Volunteersupport.
Fortheseprojectsrequiringsupport,selectthecheckboxlabeled“Thisprojectrequiressupportfromotherprograms”
8 ARFS User Manual • 30 March 2021
ontheprojectform.Thiswillexpandachecklistofsupportoptionstochoosefrom(seefigure1-7a).Bymakingtheseselections,thesupportoptionswilldisplayontheInternalARFScalendar.Theywillalsobeaddedtotheuser’stasklist,whichcanbeviewedbyselectingthe“Checklist”buttonunder“ProjectTracking”ontheProjectSummarypage.InthecurrentversionofARFS(asofFebruary2020),thischecklistisnotinteractive,butdoesupdatedynamicallyaschangesaremadetotheproject.AninteractivetasklistisindevelopmentforfutureversionsofARFS.Thischecklistactsasaguideforplanningandtrackingaproject,andincludesallkeytasksalongwithduedatesandwhoisresponsibleforeachtask.
Specific instructions and details related to these support options are defined in theDFMWRProgram and CalendarTrackingSOP(Ref.1).
Figure 1-7a. Support Options on Project Form
1-8. Archiving/Deleting a ProjectUser’sareresponsible formanagingtheirprojects, includingarchivingthemwhentheyarecompletedandno longerneededonthelistofactiveprojects,aswellasdeletingthemiftheyarenolongerneeded.ArchivinganddeletingprojectscanhelpcleanupthelistofprojectsontheDashboardpagesoit’seasiertoviewprojectsthatneedattention.
ThesefunctionscanbefoundontheProjectSummarypageonthesidebarunder“ManageProject”(seefigure1-8a).Thereareafewrequirementstoperformthesefunctionswhichwillbecoveredhere:
Archiving:Inordertoarchiveaproject,theentireprojectmustbecomplete,includingallinvoicespaid.Ifthe“Archive”buttonispressedwhentherearerequeststhathaven’tbeencompleted,awarningmessagewillappearthatsays“Therequest[REQUEST ID] isnot ready tobearchivedbecause ithasnotbeencompleted”. If theproject isarchivedsuccessfully,amessagewillappearthatsays“ArchivewassuccessfulwithXRequestsandXProjectarchived” (Xrepresentingthenumberofrequestsandprojectsarchived).
Whenviewingtheprojectsummarypageforanarchivedproject,thetopofthesummarypagewillincludeayellowbarwithared“ActivateProject”button(seefigure1-8b).Whenthisbuttonispressed,thesystemwillreactivatetheproject,allowingtheusertomakechangestotheprojectinformationandsubmitadditionalrequests.Whileaprojectisarchived,theuserwillstillhavetheabilitytoduplicatetheproject(fordetailsonduplicatingprojects,seesection1-9).
Figure 1-8a. Project Summary Sidebar: Manage Project Options
ARFS User Manual • 30 March 2021 9
Figure 1-8b. Archived Project Summary Page/Archive Successful
Deleting:Occasionally,ausermaywanttodeleteaprojectandallassociatedrequestsforvariousreasons.Todeleteaproject,selectthe“Delete”buttononthesidebaroftheProjectSummarypage.Thiswillopenan in-browserwindowwithawarningmessageandasectiontoprovideanoptionreasonfordeletingtheproject(seefigure1-8c).ThetextenteredinthistextareawillbeincludedinanemailthatissenttoallPOCsconnectedtotheprojectanditsassociatedrequests.
Inordertodeleteaproject,theremustbenoactiverequeststhatarependingapprovalandnorequeststhathavealreadybeenapproved.Ifadeleteisattemptedwhenthereareactiverequests,awarningmessagewillappearwithinstructionsonwhatcanbedonetofullyremovetheproject.
Ifaprojectisdeletedbymistake,usersmaycontacttheassignedMarketingProjectManagertorequestitbebroughtbacktoanactivestatus.Pleasenotethatafter30days,projectsthathavebeendeletedwillbeclearedfromthesystemandwillnolongerbeavailableforreactivation.
Figure 1-8c. Delete Project In-Browser Window
1-9. Duplicating Projects and RequestsUsershavetheabilitytoduplicateanentireprojectorindividualrequestswithinaproject.Thisfunctionishelpfulwhencreatingaprojectthatisverysimilartoonethathasalreadybeencreated.
Duplicating a Project:Toduplicateaproject,navigatetotheproject’ssummarypage,andpressthe“Duplicate”buttononthesidebarunder“ManageProject”.A “DuplicateProject” in-browserwindowwill appearwith theoption to selectwhich requests toinclude in theduplication (seefigure1-9a).Thisallowsusers toexcludeany requests thatmaynotbenecessary for
10 ARFS User Manual • 30 March 2021
allversionsofthisproject.Forconvenience,thereisa“SelectAll”buttonontherightthatwillautomaticallyselectallrequestslisted.Oncetheselectionshavebeenmade,press“DuplicateProject”.
Figure 1-9a. Duplicate Project In-Browser Window
ARFSwillcopyallcomponentsoftheprojectandrequestswithsomeexceptions(seelistofexclusionsatthebottomofthissection).TheuserwillbeforwardedtotheProjectSummarypageofthenewlyduplicatedproject.Thispageiseasilyidentifiedbytheyellowbanneratthetopthatsays“This isaduplicatedproject.Pleaseedit to includeallnecessarychangesfromoriginal.”(seefigure1-9b).
Figure 1-9b. Edit Project In-Browser Window for Duplicated Project
Andjustlikethebannersays,thisiswhereauserwillchangetheprojectdatetothenewone,updatetheprojectname–whichbydefaultistheoldprojectnamewiththetext“(Copy)”afterit–andanyotherdetailsneedingchanges.Oncechangeshavebeenmade,clickthe“UpdateProject”buttonandclosethe“EditProject”in-browserwindow.Thiswilltaketheprojectoutofthe“Duplicated”statusanditwillbecomeanactiveproject.
TherequestsatthebottomoftheProjectSummarypagewillhaveastatusof“Duplicated”(seefigure1-9c).Inordertoactivatetheserequest,theuserwillneedtogointoeachoneandmakethenecessarychangestothem.
ARFS User Manual • 30 March 2021 11
Figure 1-9c. Duplicated Requests List
ClickonaduplicatedrequesttoaccesstheMarketingRequestform.Therewillbeayellowbanneratthetopofthepageidentifyingthisasaduplicatedrequest(seefigure1-9d).Makeanynecessaryadjustmentsandchooseoneofthesaveorsubmitoptionsatthebottomofthepagetochangethisrequestfroma“Duplicated”statustoanactiverequest.
Figure 1-9d. Duplicated Request Banner
Duplicating a Request:Toduplicatearequestwithinaproject,navigatetotheProjectSummarypagethatcontainstherequesttobeduplicated.Undertherequestslistatthebottom,hoveroverthenameoftherequest.Aduplicatebuttonwillappeartotherightofthename(seefigure1-9e).Clickthisbutton.
Figure 1-9e. Duplicated Request Button (To the right of Request Name)
Aconfirmationmessagewill appear. If the correct requestname is shown, click “DuplicateRequest”. Theduplicatedrequestwillappearatthetopofthelistwiththetext“(Copy)”appendedtotherequestnameandastatusof“Duplicated”.Simplyclickonthenewrequesttomakeanynecessarychanges(seefigure1-9f).
12 ARFS User Manual • 30 March 2021
Figure 1-9f. Duplicated Request within a Project
Somepartsofaprojectorrequestareexcludedintheduplicationprocess.Thoseexclusionsarelistedbelow:
Exclusions for Duplicated Projects:• Thedatethattheprojectwascreatedwillreset.SincetheProjectslistontheDashboarddisplaysprojectsin
orderofthedatetheywerecreated,byresettingthisdatetheduplicatedprojectwillappearatthetopofthelist.
Exclusions for Duplicated Requests:• TheGeneralDueDatewillreturntothedefaultsothatitwillfitbetterwiththenewprojectdate.• Thedatethattherequestwascreatedwillreset.SincetheRequestslistontheProjectSummarypagedisplays
requestsinorderofthedatetheywerecreated,byresettingthisdatetheduplicatedrequestwillappearatthetopofthelist.
• Attachmentsarenotpreservedinaduplication.Thisistopreventmultiplerequestsfromsharingthesamefiles;iftheyaredeletedfromone,theywillalllosethem.
1-10. Creating a RequestNewrequests canbecreatedbyclicking the“MarketingRequest”buttonunder the“AddaRequest” sectionon theProjectSummarypage(seefigure1-10a).Alternatively,theycanbecreatedusingthe“QuickRequest”buttonontheDashboardpage(fordetailsonQuickRequests,seesection1-11).
Figure 1-10a. Add a Request from Project Summary Page
Summary of Project Section:AtthetopoftheMarketingRequestpage,the“SummaryofProject”sectionwillbeautomaticallyfilledinbasedontheprojectitbelongsto(seefigure1-10b).
ARFS User Manual • 30 March 2021 13
Figure 1-10b. Summary of Project on Request Form Page
Ifthe“SwitchProject”buttonispressed,theuserwillbegiventheoptiontoselectanalternativeprojectforthisrequest.Thisishandyifausercreatedarequestforoneprojectbutlaterdecidedtomoveittoanother.Usersalsohavetheoptionto“AddNewQuickProject”fromthissection(seefigure1-10c).
Figure 1-10c. Alternate Project Selection on Request Form Page
Thenextsectionunderthe“SummaryofProject”isthe“ContactInformation”section(seefigure1-10d).Bydefault,thePOCdetailswillbethesameastheProjectPOC;however,thiscanbeedited.
Figure 1-10d. Contact Information Section of Request Form Page
Requested Items Section:Followingthe“ContactInformation”sectionisasectionforthe“RequestName”,“GeneralDueDate”andafulllistofrequestableitems.Thisiswheretheusercanbeginmakingselectionsofmaterialsandservicesneededforthisrequest(seefigure1-10e).
14 ARFS User Manual • 30 March 2021
Figure 1-10e. Requestable Items Section on Request Form Page
WhenarequestisreferredtoinARFS,theprojectnamewillalwaysprecedeit(e.g.,“FallFest2020:MenuSigns”).Thisiswhytheprojectnameisshowndirectlyabovethe“RequestName”field.
WhenchoosingaRequestName,considerthefollowing:
• Arequestnamecanonlybeusedonceperproject.
• Therequestnameshouldnotbethesameastheprojectname–itshouldbeaconcisedescriptionofwhatisbeingrequested.
• Ifthisrequestisthemainrequestforaproject,thentherequestname“Request”maybeused.Byusingthisreservedname,ARFSwillrecognizeitasthemainrequestandinallsituationsthatit’sreferredto,itwillexcludetherequestnameandonlydisplaytheprojectname(e.g.,“FallFest2020”).
ThenextfieldisfortheGeneralDueDate.Thisisthedatethatthemarketingitemsshouldbecompletedby.Thedefaultforprojectswithoutasetdateis22businessdaysfromtherequestingdate.Forprojectswithasetdate,thedefaultis3weekspriortotheprojectsstartdate(or5weeksinthecaseofspecialevents).Thisdatecanbeadjustedandwillbethedefaultduedatefortherequestedmarketingitems.
Requestable Item Additional Options:Oncean itemisselected,a fewiconswillappeartotherightastheuserhoversovertheselected itemname.Someadditionaloptionsmayappearaswellforcertainitemssuchasquantityandsizeoptions(seefigure1-10f).
Figure 1-10f. Item Additional Options on Request Form Page
Thecalendaricon( )istosetaCustomDueDatetothisitem,theellipsisboxicon( )istoaddAdditionalDetailstothisitemandtheplusicon( )willAddanAdditionalItem,whichcanalsohaveit’sownCustomDueDateandAdditionalDetailsifneeded.
Forapracticalexampleofthesefeaturesinaction,seefigure1-10gbelow.Asyoucansee,theinitialFlyersitemhasasetduedatethatisearlierthantheGeneralDueDatethat’ssetfortherequest.
ARFS User Manual • 30 March 2021 15
Figure 1-10g. Example of Item Options on Request Form Page
Toremoveanaddeditem,presstheredtrashcanicon( )thatappearswhenhoveringovertheitemname,orsimplyunchecktheitem.
ToremoveaCustomDueDateorAdditionalDetailssection,simplyclicktheorangeiconthatcorrespondswiththesectionyouwishtoremoveanditwillbedeleted.
Whenusingtheseadditionaloptionsforitems,pleasekeepthefollowinginmind:
• Whenusingthe“AddanAdditionalItem”feature,makesurethattheseparationmakessense.EachseparateitemwillgenerateanewsetoftasksfortheMarketingOfficetocomplete.Soforexample,ifthereisarequestfordirectionalsignsandtheuserneeds20signswhere10pointleftand10pointright,itwouldbebettertolistitallunderoneitemwiththequantitysetto20andthenexplainthisseparationinthe“AdditionalDetails”boxfortheitem.
• Whenadding“AdditionalDetails”,pleasenotethatwhateverisaddedshouldonlyapplytotheitemit’slistedunder.Ifthereareinstructionsthatapplytomorethanonitem,theyshouldbelistedinthe“SpecialInstructions”sectionatthebottomoftheform.WhentheformisapprovedandsubmittedtoMarketing’sprojectmanagementsystem,the“AdditionalDetails”willappearonthetaskforthatparticularitemonly.
• PleasenotethatsomeitemsdonotincludetheCustomDueDateoptionsuchasMarketingDisplays,BriefingSlidesandFYIMagazineAd.Thisisbecausetheseitemshavepre-scheduleddates,orarescheduleddependingonavailabilityinthecaseofMarketingDisplays,andthereforecannotberequestedonaspecificdate.
Finalizing the Request Form:Oncethemarketingrequestformiscomplete,astandardusercaneitherchoose“SaveForLater”or“SubmittoApprovingManager”.Bypressing“SaveforLater”,theuserwillhavetheoptionofreturningtotherequestformwithalloftheselectionsandattachmentssaved.Thisishandyiftherequestisonlypartiallycompletedduetomissinginformationorpendingapproval.Oncethe“SaveforLater”buttonispressed,theuserispresentedwithalinktoreturntotherequestform;also,anemailwiththelinkwillbesendtotheemailenteredontherequestform.Bypressing“SubmittoApprovingManager”,theassignedApprovingManagerfortheselectedprogramwillreceiveanemailwithinstructionsonreviewingtherequestforapproval.TheApprovingManagercanalsoseethefulllistofrequeststhatarependingtheirapprovalbygoingtothedashboardandclickingthe“ViewPendingManagerApproval”buttonabovetheProjectslist(seefigure1-10h).
16 ARFS User Manual • 30 March 2021
Figure 1-10h. View Pending Manager Approval on Dashboard Page
IftheApprovingManagerapprovesoftherequest,theycanchoosethe“SubmittoMarketing”buttonatthebottomoftheform.Oncethe“SubmittoMarketing”buttonispressed,theuserwillbepresentedwithasummaryoftheirrequestandanautomaticemailalertwillbesenttotheMarketingOfficenotifyingthemthattherequestispendingapproval.
Timeline from Submission to Approval:OncetheApprovingManagerapprovesarequest,aslongastherearenoissuessuchasmissinginformation,itshouldbeapprovedbyMarketingwithin1-2businessdays.Theduedatesthatareassignedtothemarketingstaff’stasksarebasedofthedatetherequestwasapprovedbytheApprovingManagerandsenttoMarketing(referredtoasthesubmissiondate),soevenifittakesafewdaysforMarketingtoapprove,thatdoesn’tchangethetimetocompletethetasks.
Timeline to Complete Requestable Items:Thetimelineforrequestableitemsvariesbythetypeofitem.Forexample,ifarequestissubmittedtoaddaneventtotheOnlineMWRCalendar,theduedatetocompletethistaskis10businessdaysafterthesubmissiondate(nosoonerthan90businessdaysfromtheprojectsfirstdateforrequeststhataresentfarinadvance).Thefirsttasktodesigntheheaderimagefortheeventpostisduetwodaysbeforethisduedate,sousersshouldbehearingfromthedesignerbeforethatdate.
General Due Date Tasks:Forgeneralmarketingmaterialslikeflyers,banners,signs,plasmasandLEDs;theduedateissetto3weeksbeforetheprojectsfirstdate(or5weekspriorforprojectsunderthe“SpecialEvents”program).ThisiswhatisrepresentedbytheGeneralDueDateontherequestform.Forthesetasks,thedesigntaskisdue3businessdaysbeforethisGeneralDueDatewithastart-dateof10businessdaysprior.Theproductiontaskisdue1businessdaybeforetheduedate.SoiftheOnlineMWRCalendaritemwasnotchecked,thenthesoonestyouwouldhearfromthedesignerwouldbeaboutaweekortwopriortotheGeneralDueDate.
Late Requests and Rush Fees:Ifarequestissubmittedlate,theduedateswouldbecondensed,butaslongasthereisno“Rush”statusappearingontherequest,thenthetimelinecanbeexpectedtomatchtheabovedetails.
Arushstatusisidentifiedbyayellowbanneratthetopoftherequestform(seefigure1-10i).Byclickingthe“Details”button,abreakdownoftherushfeeswillbeshown.
Figure 1-10i. Rush Fee Notification Banner on Request Form Page
Canceling a Submission for Marketing Approval:AfterarequesthasbeensubmittedforMarketingapproval, it isstillpossibletocancelthesubmission.Thismightbenecessary if amistake is found after pressing “Submit toMarketing”. In order to cancel a submission toMarketing,gototheSummarypageforthesubmittedrequest.Thered“Cancel”buttonwillappearonthesidebarofthispage.Afterpressingthe“Cancel”button,aconfirmationmessagewillappearthatsays“Areyousureyouwanttocancelthissubmission?Thiswillchangethestatusbacktoasavedrequest.”Toconfirm,press“OK”.Theuserwillthenbeabletonavigatetotherequestformpageandmakechangesbeforeresubmitting.
ARFS User Manual • 30 March 2021 17
Additional notes on Request Forms:
• Separateinvoiceswillbesentfortheindividualrequestsforaproject.Thisistosupportthefeaturethatallowsuserstosettheirownduedatesforrequesteditems.Byapplyinginvoicestoeachrequest,theMarketingOfficeisabletoprovidematerialsinatimelymannerwithoutwaitingforallrequeststobecompleted.
• TheMarketingProjectManagerhastherighttoremoveanyitemsthatarenotapprovedortoadditemsthatmaybemorebeneficialtotheprojectrequested.
1-11. Quick RequestsQuickRequestsareprojectsthatarenotevents,donotneedsupportfromotherprogramsandcanstandsalonewithnoconnectiontootherprojects.Exampleswouldincluderequestsforbusinesscards,facilityneedssuchaswindowgraphicsandsigns,etc.
TocreateaQuickRequest,clickthe“CreateaQuickRequest”buttonontheDashboardpage.ThiswillopentheMarketingRequestpage.Atthetopofthepage,completethe“SummaryofProject”section(seefigure1-11a).
Figure 1-11a. Summary of Project for Quick Request
Beforeaprogramisselected, there isablockof textbelowthe“Requested Items”sectionthatsays“PleaseselectaProjectorProgramtoloadrequestableitems.”(seefigure1-11b).Theitemsdonotappearuntiltheprogramisselectedbecauseofafeaturethatallowscustomitemsforsomespecificprograms.Oncetheprogramisselected,allrequestableitemsthatapplytothatprogramwillappear.
Figure 1-11b. Requested Items Section Before Program Selection
Bydefault,therequestnameforaQuickRequestis“Request”.Thisistopreventaredundantprojectandrequestname.Usersmayalsousetherequestname“Request”forthemainmarketingrequestfora largerProject(see“RequestedItemsSection”undersection1-10).Thisrequestnamecanonlybeusedonceperproject,soanyadditionalrequestswouldneedtoincludemorespecificrequestnames.
ThenextfieldisfortheGeneralDueDate.Thisisthedatethatthemarketingitemsshouldbecompletedby.Thedefaultforprojectswithoutasetdateis22businessdaysfromtherequestingdate.Forprojectswithasetdate,thedefaultis3
18 ARFS User Manual • 30 March 2021
weekspriortotheprojectsstartdate(or5weeksinthecaseofspecialevents).Thisdatecanbeadjustedandwillbethedefaultduedatefortherequestedmarketingitems.
IfitisdecidedafteraQuickRequestiscreatedthatadditionalrequestswillbeneededforthisproject,itisverysimpletousetheQuickRequestasafullproject.SimplyfindtheprojectontheDashboardandselectit.TheuserwillbetakentotheProjectSummarypagewheretheprojectdetailscanbeexpandeduponandmorerequestscanbeadded.
1-12. Deleting a RequestWhenviewingasavedrequest,thereisanoptionatthebottomoftheformto“DeleteSavedRequest”.Thisoptionmaybeuseful ifarequestwascreatedbutwaslaterdeemedunnecessary.Oncetherequest isdeleted, itwillstillbeinarecycledstatefor30daysbeforeitiscompletelyremovedfromthesystem.Ifarequestisdeletedbymistake,theusermustcontacttheMarketingOfficewithinthistime-frametohaveitreactivated.
1-13. Estimates and InvoicesRequesting an Estimate:When creating aMarketingRequest, there is an option to select “Request Estimate” at the bottomof the form. Byselectingthisoption,auserisaskingtheMarketingOfficetoprovideanestimatedcostfortherequesteditemsbeforecompletinganywork.OncetherequestisreceivedbyMarketing,theywillprovideanestimateinatimelymannerandthenreturntherequestbacktotheuserforapprovaloftheprice.
Approving an Estimate:AfterreceivingtherequestedestimatefromtheMarketingOffice,theuserhastwochoices.Ifthepriceisacceptable,theestimatecanbeapprovedbygoingtotherequest’ssummarypageandpressingthe“ApproveEstimate”buttononthesidebar(NOTE:thisbuttonwillonlyappearifnochangeshavebeenmadetothereturnedrequest).IfsomechangesareneededtotherequestbeforesubmittingbacktoMarketing,theusercanmakethosechangesastheywouldforasavedrequestandthensubmitittotheproperchannelsforapproval.
Receiving an Invoice:OncearequesthasbeencompletedbytheMarketingOffice,theywillcreateaninvoiceandappendittotherequestinARFS.ThiswillgenerateanemailnotificationtothePOCoftherequestaswellastheirApprovingManagerandanyalternatecontactsalongwithinstructionsonmakingthepaymentattheMarketingOffice.
1-14. Internal ARFS CalendarTheInternalARFSCalendarisahelpfulresourceforplanningandschedulingevents.Itactsasacentralplaceforuserstoidentifypossibleconflictingdateswithotherevents,andprovidestheDFMWRofficewithafullspreadsheetofupcomingdatesandtheirsupportoptions(seefigure1-14a).
Bydefault,thecalendardisplayseventsforafullyearstartingattoday’sdate.Thiscanbeadjustedbysettingthestartandenddaterangeandpressing“Submit”.Byclickingthe“DisplayOptions”button,optionswillberevealedthatwillchangethewaytheinformationisformatted(seefigure1-14b).Thetableisalsosearchableandsortable,andcanbeviewedbyaspecificMWRDivision.
ARFS User Manual • 30 March 2021 19
Figure 1-14a. Internal ARFS Calendar: Default View
Figure 1-14b. Internal ARFS Calendar: Colorized and Simplified View
Additional notes on the Internal ARFS Calendar:
• Theprojectnamethatappearsoneachcalendarlistingisdeterminedbythesettingsforthatproject.Ifaprojectnamedoesn’tapplyforeachlisting,considersummarizingtheprojectnametosomethingmoreinclusive,orconsidercreatingseparateprojects.
1-16. Help & FeedbackAlinktotheHelppageislocatedatthetoprightofthewebsitenexttothe“LogOut”buttonaswellasonthefooterofthewebpage.Thisiswherehelpfulguidesandtutorialsarefound.ThereisalsoaFeedbacklinkatthebottomrightofeverypagewhichleadstoafeedbackform.
20 ARFS User Manual • 30 March 2021
2Guide for Admin Users
2-1. Managing UsersAdminusersareresponsibleformanagingusersinARFS.Thisincludesapprovingnewaccounts.Asregistrationformsaresubmitted,theadminwhoisassignedastheMarketingProjectManagerwillreceiveanemailnotificationlettingthemknowthatanaccountispendingapproval.ThefulllistofpendingaccountscanbeseenontheUserspage(seefigure2-1a).Additionally,therewillbeanotificationmessageontheReviewpagelettingthemknowthattherearependinguseraccounts.FromtheUserspage,thependingaccountcanbeselected,directingtheadmintotheSettingspagewiththependinguser’sdetails,andanychangestheadmindeemsnecessarycanbemade.Theadminmustverifythattheuserisanauthorizeduserofthesystem.Oncetheuserhasbeenverified,theadmincanchangetheStatusfieldtotheappropriateselectionforthisuser(Admin,ApprovingManager,StandardUserorNon-MWRuser).Oncethe“UpdateDetails”buttonispressed,thesystemwillseethattheuserisnolongerpendingandwillsendanemailtothemnotifyingthemoftheirapprovedaccountstatus.
Inadditiontothestandardaccountdetails, theadmincanalsoviewandassignalternatecontacts foreachuser.The“AlternateContacts” list isachecklistcontainingthenameofeachuser inARFS. If theuserwould liketorequestanalternate contact be added to their email notifications, theywould need to contact the assignedMarketing ProjectManagersothatthoseselectionscanbemadeontheirbehalf.
Figure 2-1a. Users Page
FurtherdownontheUserspageisatablelistingalloftherolesforthisARFSinstance.TherolessectionismaintainedprimarilybytheSystemAdministrator(fordetails,see3-5).
2-2. Managing Programs/ActivitiesThePrograms/Activitiespageiswherethefulllistofprogramsandactivitiesarecreatedandmanaged.Fromthispage,adminuserscanupdatethefollowing:
• Theprogram/activity’sname• Changeit’sstatusto“Active”or“Disabled”• SelecttheassignedApprovingManager• ChoosetheDivision,CategoryandSubcategory• Selectdefaultusersforeachoftheroles• Connecttoaprogram/activityintheProjectManagementSystem
WhateverchangesaremadeherewillbereflectedinallareasofARFSthatdisplaytheprogram/activitylist.
ARFS User Manual • 30 March 2021 21
2-3. Reviewing RequestsThedefaultpageforanAdminuseristheReviewpage.Thispageincludesalistofrequestsubmissions,andadmintools(seefigure2-3a).ThesidebarontheAdminReviewpageincludesafewhandytoolsformanagingrequests.Thefirstisabuttonlabeled“OutdatedRequests”(fordetailsonthisfeature,see2-6).Thesecondbuttonislabeled“ArchiveOldRequests”.Whenpressed,thisbuttonwillsearchtheprojectsdatabaseforallprojectsthatareolderthan18monthswithallrequestscompleted,andwillmarkthemas“Archived”.
Figure 2-3a. Admin Review Page
FromtheRequestSubmissionstable,thestatusofeachrequestcanbeidentifiedbythestatuscolorblock.ThecolorsystemisthesameastheoneusedontheDashboardpage(seefigure1-3bforreference).NexttotheStatuscolumnistheInvoicecolumn.Thisiswhereinvoicescanbeappendedtorequestsoncetherequesthasbeencompleted.
Toreviewandapprovearequest,clickontherequestIDnumber.ThiswillopentherequestontheMarketingRequestformpage.Fromhere,therequestcanbereviewedandalteredasneeded.TherearealsosomefieldsforrequestableitemsthatincludeAdmin-Onlyoptionsthatwillneedtobecompletedbeforetherequestisapproved.Atthebottomoftheform,thereareafewoptions:
• Thereisthe“Approve”button,whichwillsendtherequesttotheprojectmanagementsystemandautomaticallygenerateallassociatedtasksforMarketingtocompletetherequest.
• Thereisalsoan“Update”button,whichwillsavethecurrentstateoftherequest,butwillnotbesubmittedyet.• Andatthebottomoftheformthereisabuttonlabeled“ReturnrequesttoPOC”(see2-4formoredetailson
thisfeature).
2-4. Returning RequestsOccasionally,forvariousreasons,arequestwillneedtobereturnedtothePOC.Todothis,anAdminuserwillneedtoclickthe“ReturnRequesttoPOC”buttonatthebottomoftheMarketingRequestpage.Byclickingthisbutton,asmallformwillberevealed(seefigure2-4a).Onthis form,theAdminwillenteramessagetothePOCexplainingwhytherequestisbeingreturned.Oncethe“Return”buttonispressed,anemailwillbesendtothePOClettingthemknowthattheywillneedtoresubmittherequestinorderforMarketingtoapproveit.
22 ARFS User Manual • 30 March 2021
Figure 2-4a. Return Request to POC Form
2-5. Submitting EstimatesSubmittinganestimateisverysimilartotheprocessofreturningarequesttoaPOCasexplainedintheprevioussection(2-4).WhenanAdmingoestotheMarketingRequestpagefortheestimaterequest,abannerwillbedisplayedatthetoplettingthemknowthatanestimateisrequested(seefigure2-5a).Inthe“ReturnRequesttoPOC”form,afterthemessage,thereisafileuploadfieldwheretheestimatewillbeadded.Onceattached,pressthe“Return”buttontosendtheestimatetothePOCwithinstructionsforthemtoresubmitforapprovaluponreviewingtheestimate.
Figure 2-5a. Estimate Notification Banner on Request Form Page
2-6. Managing Outdated/Expired RequestsOntheAdminReviewpagesidebarisabuttonlabeled“OutdatedRequests”.Selectingthisbuttonwillopenanin-browserwindowwithalistofallprojectsthatareeitherexpired(beyondtheirscheduledprojectdates)orhavebeensittingforoverfourweekswithnoactivity(seefigure2-6a).AnotificationcanbesenttothePOCsoftheserequestsbyclickingthecheckboxnexttoeachrequestnameandpressing“NotifyPOC”.Oncethey’renotified,theywillhavealimitedtimetotakeaction,otherwisetheirrequestwillbedeleted.
Figure 2-6a. Outdated/Expired Requests In-Browser Window
ARFS User Manual • 30 March 2021 23
2-7. Upload InvoiceOncearequest iscomplete,aninvoiceisproducedbytheMarketingOfficeasaPDFandisappendedtotherequestinARFS.ThisisdoneontheReviewpagebyclickingonthegraydown-arrowicon( )inthe“Invoice”columnofthe“RequestSubmissions”table(NOTE:Thisiconwillonlyappearifarequesthasbeenapproved).Whentheiconispressed,anin-browserwindowwillappearwithoptionsforuploadingtheinvoice,orusingthealternate“MarkasCompletewithNoCharge”option.Thereisalsoacheckboxatthetopoftheformthatsays“NotifyPOC”.Bydefaultthisischecked,butmaybeuncheckedifnoemailnotificationisrequired(seefigure2-7a).
Figure 2-7a. Invoice Console In-Browser Window: Ready for Invoice Upload
Oncetheformhasbeencompletedandtheappropriateactionbuttonispressed,asuccessnotificationwilldisplayandthePOCandanyassociatedcontactswillreceiveanemailwiththeinvoiceandinstructionsforpayingattheMarketingOffice.Onthe“RequestSubmissions”table,theiconwillchangetoayellowcheck-markicon( )representingthe“PendingInvoicePayment”status.Whenthisnewiconisclicked,anewin-browserwilldisplaywithalinktothecurrentlyuploadedinvoiceaswellasanoptionto“DeleteInvoice”andmarkinvoiceas“PAID”.BothoftheseoptionsallownotificationstobesenttothePOCandassociatedcontacts(seefigure2-7b).
Figure 2-7b. Invoice Console In-Browser Window: Remove Invoice or Mark as PAID
Oncethepaymentisreceived,the“PAID”buttoncanbeselectedontheform;after-which,theiconwillchangetoagreendollarsign( )representingthe“PaymentReceived”status.
If,forsomereason,the“PAID”optionwasselectedbymistake,youcanclickonthegreendollarsigntoseethein-browserwindowagain.Thistime there isanewoption tomark the invoiceasUn-PAID (seefigure2-7c).Thiswill return therequest’sstatusbackto“PendingInvoicePayment”.
24 ARFS User Manual • 30 March 2021
Figure 2-7b. Invoice Console In-Browser Window: Remove Invoice or Mark as Un-PAID
ARFS User Manual • 30 March 2021 25
26 ARFS User Manual • 30 March 2021
3 Guide for System Administrators
3-1. Defining System SettingsTheARFSsystemhasbeendevelopedwiththeoptionofexpandingthesystemtootherMWRs.Becauseofthis,thereareoptionsthatcanbesetforspecificARFSinstancesintheARFSSettingsDatabase.Thoseoptionsinclude:
• Garrison Name(e.g.,“FortGordon”)• Garrison Header Name (e.g.,“GORDON”)–This is thetextthatappearsatthetop leftofthescreenbefore
“MWR”• Home Page URL(e.g.,“https://gordon.armymwr.com”)• General Support Number–ThisistypicallytheMWRMarketingProjectManager’snumber• Default Timezone• An assigned Non-MWR Program ID–ThisisanoptionalfieldtoentertheprogramIDfortheNon-MWRprogram
foraGarrison.IfanARFSinstancedoesn’trequirethis,itcanbeleftblank.Non-MWRprojectsallowNon-MWRuserstoregistertothesystemandmakerequestswithlimitedoptions(notincludingsupportoptionsandsomespecificitemswhichcanbedeterminedintheItemssection(see3-6fordetails)
• Notification Settings–Thisisanassociativearrayofnamesandemailsusedfortheemailnotificationsystem.Bydefaultitincludesa“General”address(typicallyBCC’edonallemails,a“From”addressanda“ProjectManager”address.
• Third-Party Settings–Thislastcolumnisalsoanassociativearray.Thisoneincludesalistoftheavailable3rd-partyservicesandwhethertheyareactiveornot.Currently,theonlyserviceavailbleisGoogleRecaptcha.
3-2. Options for Pricing CalculationsARFShasfeaturesinplacetosupportaddingpricestoindividualrequestableitems.Thisareaisstillunderdevelopmentasofthisissue(March2021),butmanyofthecomponentsareinplaceandwillbeexplainedhereandinsection3-3.
Foritemsthatfallunderthe“PrintedMedia”category,therearetypicallyphysicalmaterialsinvolvedthatcanbeequated.ByaddingmaterialdetailstoARFS,alongwiththeirvariousoptions,theycanbeassignedtorequestableitems.Thislaysthegroundworkfortheend-resultofprovidingautomaticestimatesasauseriscompletingaMarketingRequestform.
3-3. Materials DatabaseTheMaterialspagecontainsalistofallmaterialsusedforproducingphysicalmarketingmaterials,alongwiththeirpricesandoptions(seefigure3-3a).Someoftheseoptionsinclude:
• Numberofprintablesides• Othermaterialsthatcanbeappliedtothismaterial(e.g.,adhesivevinylappliedtoanaluminumsign)• Whetheritispricedpersquarefoot(PSF)orperunit• Whatthecostis–thisshouldbeMarketing’scostsothatitcanbeusedasareferencewhendeterminingthe
separatepricesforMWRandNon-MWRcustomers.
ARFS User Manual • 30 March 2021 27
Figure 3-3a. Materials List
Eachmaterialcanbeselectedandalteredthroughthe“EditMaterials”form(seefigure3-3b).Byselecting“Thismaterialacceptsapplicablematerials”,aboxwillappearwiththeoptiontochoosethe“ApplicableSides”(eitherNone,OneorBoth).Achecklistof“ApplicableLinks”willalsoappearwithalistofothermaterialsthathavethe“Canthismaterialbeappliedtoothermaterials?”optionsetto“Yes”.Almostanycombinationcanbemadeamongstthematerialsbasedontheirsettings.Formoredetailsonhowthesematerialsareassociatedwithitems,seesection3-6.
Figure 3-3b. Materials Form
28 ARFS User Manual • 30 March 2021
3-4. Due DatesDuedatesaredeterminedinARFSbasedonseveralfactors:
• Thereferencedate–ThiscanbetheSubmissionDate,ApprovalDate,GeneralDueDate,Project’sFirstDateorProject’sLastDate.
• Howmanybusinessdaysfromthereferencedate–definedbyapositivenumberfordaysafterandanegativenumber fordaysbefore.NOTE:Holidaysareprogramed inARFSandwillbeexcluded fromthebusinessdaycount.
• Formorecomplexdates,suchasthesecondFridayofthemonthpriortotheProject’sFirstDate,thesearehard-codedinaRequestsDueDateGeneratorscriptandreferencedbyauniqueidentifier.
Theseduedatescanbeassignedforeachindividualtaskthatappliestoanitem(fordetailsonTasks,see3-9).
General Due Date:ThedefaultGeneralDueDatethatappearsontherequestformisbasedonFortGordonMWR’spersonalpreferencetoadvertiseevents22businessdayspriortotheProject’sFirstDate.ThisvaluecanbeadjustedforindividualARFSinstancesifnecessary.
Rush Fee Dates:RushfeesforFortGordonMWRhavebeendeterminedasthefollowing:
• 0-2DaysNotice–$100or500%fee*• 3-5DaysNotice–$75or375%fee*• 6-9DaysNotice–$50or250%fee*• 10-12DaysNotice–$25or125%fee*
*Whicheverislowest
TheserangescanbeadjustedforindividualARFSinstancesifnecessary.
3-5. User RolesAt thebottomof theUserspage, there isa tableofRolesadded toARFS (seefigure3-5a).These rolesareused forassigningtaskforrequesteditems(see3-9formoredetailsonTasks)
Figure 3-5a. Roles List
ARFS User Manual • 30 March 2021 29
Eachrolecanbeeditedbyclickingonit’scorrespondingID.Thisopensthe“EditRoles”in-browserwindow(seefigure3-5b).Fromhere,a“RoleDefault”canbeselectedandassigneduserscanbecheckedfromafulllistofallARFSusers.Theseselectionswillcreatethelistofpossibleselectionsfordefaultsassignedperprogram/activity.Thisisusefulif,forexample,programs/activitieshavedifferentassignedDesignersorPrinters.Ataskcanbeassignedtothe“Designer”role,andthenwillassigntheappropriateuserbylookingfirstattheprogram/activityfortherequestforauser.Ifnoneareselected,itwilllookforthedefaultuserfortheoverallrole.
Figure 3-5b. Edit Roles In-Browser Window
3-6. Requestable ItemsTherequestableitemsthatappearontheMarketingRequestform,aswellasthesupportoptionsontheProjectformaredefinedontheItemspage(seefigure3-6a).
Figure 3-6a. Items Page
30 ARFS User Manual • 30 March 2021
Toaddanitem,pressthe“AddNewRequestableItem”buttonabovethetable.Theformwillappearinanin-browserwindow(seefigure3-6b).Toeditanexistingitem,selectthecorrespondingIDnexttotheitemname.
Thisformcanseemoverwhelmingatfirst,butonceunderstood,itservesasaverypowerfultoolformanagingitemsandthewaytheyworkwithinARFS.
Inthissection(3-6),thefocuswillbeonthe“ItemsSettings”portionoftheform.Fortheadditionalportions,seesections3-7,3-8and3-9).
Figure 3-6b. Add New Items Form
Items Settings:Thisportionoftheformdefineswhereandhowtheitemwillappear.
Forthefirstfield,the“AssignedForm”isselected(Optionsinclude“ProjectSupport”,“Marketing”and“FYIMagazine”).NOTE:Theseassignedformsarecurrentlyhard-codedintothisARFSinstance,butthereareplanstoexpandthisinlaterversionstoallowthecreationofcustomparentandchildforms).
The“ItemName”isthetextthatwillappearnexttothecheckboxontheassignedform.
The“ItemOrder”allowstheSystemAdministratortobreakoutofthedefaultalphabeticalorderforitems.
The“Status”fieldcanbesetto“Active”or“Disabled”.If“Disabled”itwillberemovedfromtheformandwillbeignoredifincludedonanypendingforms.
ARFS User Manual • 30 March 2021 31
The“ItemCategory”isanotherfieldthathasbeenhard-codedforthisARFSInstance.ThecategoriesdeterminewheretheitemlistswillappearontheMarketingRequestform(Optionsinclude“PrintedMedia”,“DigitalMedia”,“PrintedAds”,“MiscellaneousServices“,“FYIContent”and“SupportServices”.
The“ItemSubcategory”canbeusedtogroupsimilaritemstogether.Forexample,FortGordonhasseveralrequestableitemsthatfitunderthe“Website”subcategory,suchas“OnlineMWREventCalendar”,“WebChangesorFeatures”,“WebForm”and“PintoHomePage”(seefigure3-6c).
Figure 3-6c. Items Subcategory Group Example
Thenextfieldisforthe“BriefItemDescription”.Thetextthat’senteredherewillbedisplayedasaninformationpop-upthatappearswhenthegrayquestion-markcircleiconisclickednexttotheitem.Ifnotextisentered,noiconwillappear.
Forthe“Whocanrequestthisitem?”option,youcanchooseoneofthefollowing:
• AllUsers• OnlyNon-MWRusers• AdminUsers,ApprovingManagersandStandardMWRUsers• OnlyAdminUsers• AdminUsers,ApprovingManagersandStandardMWRUsers,butoptionsareAdminonly• OnlySpecificPrograms(choosebelow)
Mostselectionsareself-explanatory,butthelastselectiontriggersanotherareawithintheformthatallowsyoutoselectindividualprograms/activitiesthatthisitemappliesto.Whenthatprogram/activityisselectedontheform,theseitemswillappear.
Nextontheformisthe“Isthisitemquantifiable?”option.Thiscaneitherbe“No”,“Yes,andthequantityisfluid”or“Yes,andthequantityisfixed”.Anexampleofafluidquantityitemwouldbeflyersorpostersinwhichtheusercanrequestanynumberoftheirchoice.Afixedquantityitemwouldbe,forexample,anorderofbusinesscardswherethequantityoptionsarelimitedtospecificamounts.Ifthefluidquantityoptionisselected,a“Quantity”fieldwillappearwhenthisitemischeckedontheform.
The“Multipledifferentitemscanberequested”checkboxallowsthe“AddanAdditionalItem”plusicon( )toappearforthisitem.Formoredetailsonthisfeature,seeRequestableItemAdditionalOptionsundersection1-10.
The“RushFeeappliestothisitem”checkboxwilldetermineifarushfeeisappliedtoarequest.Ifnoitemsareselectedwiththisitemchecked,thentherequestwillbeexemptfromanyrushfees.
The“Allowcustomduedateoption?”selectionhasthreeoptions,“No”,“Yes,forallusers”or“Yes,forAdminusersonly”.Thisoptionwillallowthe“CustomDueDate”calendaricon( )toappearforthisitem.Formoredetailsonthisfeature,seeRequestableItemAdditionalOptionsundersection1-10.
The“Allowadditionaldetailsfield?”selectionhasthreeoptions,“No”,“Yes,forallusers”or“Yes,forAdminusersonly”.Thisoptionwillallowthe“AddAdditionalDetails”ellipsisboxicon( )toappearforthisitem.Formoredetailsonthisfeature,seeRequestableItemAdditionalOptionsundersection1-10.
Thefinalitemonthisformis“SendItemNotificationsTo”andincludesaselectionforallmembersofthe“ItemPOC”role.Byselectingauserforthisitem,theselectedPOCwillbenotifiedanytimethisitemisrequested.Theywillreceiveanadditionalnotificationiftheitemisremovedfromaformthatitwaspreviouslyincludedon.ThisallowssomePOC’swhoareresponsibleforrequestableitemstoeasilytrackwhichprojectsandrequestrequiretheirassociateditem.Anexampleofthisisthe“VolunteerSupport”item;bynotifyingthePOCforvolunteercoordination,theycanbeginplanning
32 ARFS User Manual • 30 March 2021
early,anditaddsanextralayerofawarenesssoit’snotleftsolelyontheoriginalrequestingusertonotifytheVolunteerCoordinator.
3-7. OptionsEachitemcanincludeoptions,whichareadditionalselectionstodeterminewhattheuserwantstorequest.Forexample,flyerscouldhavea“Handbill”,“Letter”,and“CustomSize”option.
Custom Size:Thereisafeaturehard-codedintheOptionssectionthatwillgenerateacustomheightandwidthfieldontheformifthereisanOptioncalled“CustomSize”anditisselected.
Adding Options:Toaddoptions,clickthe“HasOptions”checkbox,andthenpressthe“+Option”button.Thiswillcreateanoptionsboxwithvarioussettingsthatcanbeapplied(seefigure3-7a). Ifanoption isno longerneeded,theredXbuttoncanbepressedtoremovetheoption.
Figure 3-7a. Options Form
Thisformincludesa“Label”and“Value”field,whichwilltypicallybethesame.TheLabeldefinesthetextthatwillappearintheoptionselectionandtheValuewillbethetextthat’srecordedinthedatabase.
The“PriceCode”selectionincludesthefollowingoptions:
• No Cost–Thisoptiondoesnotincludeanyadditionalfields.• Priced Per Item–Whenthisoptionisselected,a“Width”,“Height”andPricefieldappear.• Priced Per Square Foot –When this option is selected, a “Width” and “Height” field appear as well as a
“Material”selection.ThisisconnectedtotheMaterialsdatabaseexplainedinsection3-3.Thereisalsoanoptiontooverridematerialsettingsifthepreviouslydefinedrulesdon’tapply.Forexample,the“MarketingDisplays”itemisprintedonthesamepaperasthe“Flyers”item,butthe“MarketingDisplays”canonlybeone-sidedsincethey’redisplayedonaboard.
• Cost Exists, But Not Calculable –Thisoptionwasaddedforselectionsthatdon’tconnecttoanexactvalue,suchastheoption“WhateverMarketingRecommends”forsignmaterial.
ARFS User Manual • 30 March 2021 33
3-8. Additional FieldsTheAdditionalFieldssectioncanprovideavarietyoffieldtypes,toinclude:
• Selection Menu–Allowsadditionaloptionstobeaddedtoeachselectionmenu.• Graphical Selection Menu–Allowsadditionaloptionstobeaddedtoeachselectionmenuwithafieldtoupload
agraphicforeach.Thisgivestheuseravisualrepresentationoftheoptionsthey’rechoosing.• Text Input–Allowsasmalltextfield.• Large Text Area–Allowsamuchlargertextfieldforextendedinformation.• Info Box–Thisoptionprovidedadditionalinformationabouttheselecteditemwhenitischecked.• Date–Thisprovidesadateselectorfield.• Checklist-ThisoptionwillallowtheSystemAdministratortoincludealistofchecklistoptions.Eachgenerated
checklistwillincludea“SelectAll”buttonforconvenience.
Allofthesefieldscanbesettoappearifaspecificoptionisselectedbychoosingthoseoptionsinthe“Whichoptionstriggerthisfield?”section.Bychoosingnoneoftheoptions,thefieldwillappearforallbydefault.Alladditionalfieldscanalsobesetas“Required”ifnecessary.
ToaddanAdditionalField,checkthe“HasAdditionalFields”checkboxandpressthe“+AdditionalFields“button.AnAdditionalFieldsboxwillappear(seefigure3-8a).Oncethefieldtypeisselected,theassociatedfieldswilldisplay.
Figure 3-8a. Additional Fields Form
3-9. TasksEachitemhasassociatedtaskstoprovideinstructionforcompletingtherequest.Toaddatask,checkthe“HasTasks”checkboxandpressthe“+Task“button.TheTasksboxwillappear(seefigure3-9a).
34 ARFS User Manual • 30 March 2021
Figure 3-9a. Tasks Form
Forthe“TaskTitle”,theitemnamewillbedisplayednexttothetextinput.Insomesituations,theitemnamealsoservesasthetasktitlesuchas“PintoHomePage”.Forsomeothertasks,aspecifictitlemaybenecessary,forexample,the“Flyers”taskcouldhavea“Flyers-Design”taskanda“Flyers-Print”task.
Thenextsectionisachecklisttoselecttheusers/rolesthatshouldbeassignedthistask.HeretheSystemAdministratorcanselectbyroleorspecificstaffmember.Roleswillassignbasedondefaultorselectedstaffmemberfortherequestingprogram(seefigure3-9b).
Figure 3-9b. Tasks Form: Select Assigned Users/Roles List
Aftertheassigneduserchecklististhe“TaskInstructions”.Thisiswhereyoucanprovideinstructionsthatarespecifictothistask.NOTE:AnyotherdetailsabouttherequestrecordedintheProjectSummaryorSpecialInstructionswillalreadybeincludedwiththeseinstructionswhenthetasksaregenerated.
Next is the “DueDate” field. This field, in the current version of ARFS (February 2020) allows hard-coded due dateidentifiersaswellasnumericalvalues.ThenumbersusetheGeneralDueDatefortherequestbydefault.PositivenumbersrepresentbusinessdaysaftertheGeneralDueDate,andnegativenumbersrepresentbusinessdaysbefore.
The“StartDate”fieldworksverysimilartotheDueDatefieldwhereitacceptsduedateidentifiersandnumbers.Thisdateprovidesandadditionaloptionwhenviewingtasksandishandyforthosetasksthatrequiremoreadvancednotice.
ARFS User Manual • 30 March 2021 35
The“TaskLocation”selectionfieldincludestwooptions:“All(Internal)”and“MarketingOnly(External)”.The“MarketingOnly”optionletsARFSknowtoshowthistasktoonlyMarketingStaffoncetherequestisapprovedbyMarketing.The“All”optionprovidesProjectPOCswiththeabilitytoseetheirowntasklistswhenrequestingsupportoptions.ThiswilleventuallyreplacethePDFversionoftheProjectTrackingChecklistasexplainedinsection1-7oncethefeaturehasbeenimplemented(asofMarch2021,stillindevelopment).
36 ARFS User Manual • 30 March 2021
4Glossary
4-1. Acronyms• API-ApplicationProgrammingInterface
• ARFS-AutomatedRequestFormSystem
• BCC–BlindCarbonCopy
• DFMWR-DirectorateofFamilyandMorale,WelfareandRecreation
• DPTMS-DirectorateofPlans,Training,MobilizationandSecurity
• MWR-Morale,WelfareandRecreation
• POC-PointofContact
• PMS-ProjectManagementSystem
• SOP-StandardOperationProcedures
4-2. TermsGeneral Due Date:Thisisthedatethatisenteredonthemarketingrequestformandisdefinedasthedatethatmarketingmaterialsarerequestedby.Thisappliesmainlytoprintedmaterialsforpick-up.Bydefault,thisissetto3weeksfromtheProject/EventDate.Userscanstillmanuallyadjustthisdateperapplicableitemontherequestformusingthe“AddaCustomDueDate”feature.
In-Browser WindowThisisthetermusedtodescribeanoverlayingsectionofthewebpagethatappearssimilartoapop-up,butexistsasapartofthepageitappearson.Thesewindowsaretypicallyusedforformsandadditionalfeatures.
Internal ARFS CalendarThelistofeventsondisplaywithintheARFSsystem.Thispageisaccessedbyclickingthe“Calendar”linkontheheaderofanypageonthesite,orbygoingtohttps://arfs.fortgordon.com/calendar.ThislistincludesallprojectdatesthathavebeenselectedtoappearontheInternalARFSCalendar.Formoredetailsonthisitem,seesection1-14.
Marketing Project Manager:TheMWRMarketingstaffmemberresponsibleformanaginguseraccounts,programsandrequests.
Non-MWRReferstoanauthorizeduserwhoisnotassociatedwithMWR,buthastheabilitytouseARFSinalimitedwaytorequestmarketingmaterials.
Submission Date:This is thedate that the request is sent toMarketing for approval. Several of theduedates formarketing tasks aredeterminedbythisdate.
ARFS User Manual • 30 March 2021 37
4-3. References1. DFMWRSOPProgramandCalendarTracking(5JAN2018)
2. DDForm2977-DeliberateRiskAssessmentWorksheet
38 ARFS User Manual • 30 March 2021
ARFS User Manual • 30 March 2021 39