Leveraging ArcGIS Online Technology to Manage Special Events in the Live Music Capitol of the World Jacquie Hrncir, John Clary City of Austin Photo: Michael Knox, City of Austin
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Leveraging ArcGIS Online Technology to Manage Special Events in the
Live Music Capitol of the World
Jacquie Hrncir, John Clary City of Austin
Photo: Michael Knox, City of Austin
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Welcome! I am Jacquie Hrncir, I work for Austin Transportation Department as an IT Geospatial Analyst Senior in the Austin Center for Events. This is my co-presenter, John Clary, he is an IT Geospatial Analyst and works for Austin Code Department. Austin, TX: notorious for live music, warm weather, innovation, technology, and a flare for the unusual. In this setting, the City is host to more than 150 events annually that take place in the roadway alone. Additionally, there are 300-600 other events occurring around town each year.
ZILKER KITE FESTIVAL
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Examples of such events include: 2 weekends of ACL; numerous races, marathons, and triathlons; 2 Pecan Street Festivals (Fall and Spring), UT Football Games (where attendance is near 100k people each home game), the Zilker Kite Festival, and the Trail of Lights. Oh, not to mention: Formula 1, X-Games, and SXSW.
Photo: Victor Ovalle, City of Austin
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I’d like to get a show of hands. Please raise your hand if you have visited Austin, TX. Keep your hands up if you attended a festival or event while there. Keep your hands up if you have attended SXSW in the past. Keep your hands up if you did not have a SXSW conference badge. Keep your hands up if you were not on 6th street. Where were you?....Rainy? Fader Fort? Waterloo? Auditorium Shores? Elsewhere? You can put your hands down. Some other things to think about…Did you get food? Drink? Take a shuttle? Where did you park? Did you stand in a line? Each of these requires that someone somewhere applied for and received a permit of some kind.
The types of permits associated with these events ranges across the board. From the permits for the events themselves, to building permits for temporary stages in parking lots. The objective of the Austin Center for Events, and the need for all these permits, is to keep citizens and visitors safe.
AUSTIN FIRE DEPARTMENT AUSTIN POLICE DEPARTMENT AUSTIN RESOURCE RECOVERY AUSTIN TRANSPORTATION
DEPARTMENT AUSTIN CODE DEPARTMENT TRAVIS COUNTY EMERGENCY MEDICAL
SERVICES HEALTH AND HUMAN SERVICES TEXAS ALCOHOL AND BEVERAGE
COMMISSION
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When involving multiple departments, we also are going to have to manage multiple software systems and databases, multiple device types, and multiple domains.
A PLATFORM ALL DEPARTMENTS CAN USE IN REAL TIME ELIMINATE DUPLICATE INSPECTIONS TRACK FOLLOW-UPS DISTRIBUTE INFORMATION QUICKLY HISTORICAL DATASET
Photo: Victor Ovalle, City of Austin
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HOW DO WE MANAGE THIS? We need: A PLATFORM ALL DEPARTMENTS CAN USE (regardless of domain) IN REAL TIME ELIMINATE DUPLICATE INSPECTIONS TRACK FOLLOW-UPS DISTRIBUTE INFORMATION QUICKLY HAVE A BASIS OF HISTORICAL COMPARISON FOR THE FUTURE
I. MARCH 2013: SXSW – IDENTIFIED NEED II. MAY 2013: COLLECTOR APP, INITIAL
TESTING III. NOV. 2013: F1 – COLLECTOR APP , MORE
TESTING IV. MARCH 2014: SXSW – COLLECTOR APP +
SHAREPOINT LIST V. OCT. 2014: F1 – OPERATIONS DASHBOARD
TESTING + COLLECTOR APP (TEST) VI. MARCH 2015: SXSW – COLLECTOR,
DISPATCH MAP, AND OPERATIONS DASHBOARD
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Identified the need during SXSW 2013, as we observed that there were different methods of recording inspections Then we did some initial testing of the application, we brought in GIS resources from other departments who were interested in using the same technology and did a test of the Collector App (AWU, ATD, CCD). It was successful, and that was the beginning of the City using the Collector App. F1 2013 presented itself as a good test case for the Collector App and we tested it out with approx. 10 people during the event. They were recording observations as they saw them from the field and uploading the content to the web map. The feedback was positive, so we kept going. SXSW 2014: included a few more field inspectors, included a SharePoint list to track inspections and started demoing the Operations Dashboard. This was the first year we set up an event command center that involved representatives from the Office of Homeland Security and Emergency Management. From a testing standpoint, we felt confident that it would succeed. F1 2014: Let’s put it all together and test. SXSW 2015 – roll out
I. GET BUY IN FROM MULTIPLE DEPARTMENTS II. ENLIST HELP OF GIS EXPERTS FROM THESE
DEPARTMENTS III. DATA/STATISTIC REQUIREMENTS OF EACH
DEPARTMENT IV. IDENTIFY, CREATE ACCOUNTS/ROLES V. DESIGN/BUILD/TEST COLLECTOR FEATURE SERVICE VI. CONFIGURE WEB MAP VII. DESIGN/BUILD/TEST OPERATIONS DASHBOARD VIII. TRAIN USERS/INSTALL SOFTWARE
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Since we had a good grasp of how to configure the software, the most difficult tasks were getting buy in and collecting the different user needs and requirements. Fortunately, we had been working with the different department management and had earned their trust enough to test this out. Then with the help of the department GIS experts, it made it much more manageable to roll this out across the three major participating departments (ATD, AFD, CD).
WEB MAP
COLLECTOR APP
OPERATIONS DASHBOARD
•RADIO •COLLECTOR
APP
FIELD COLLECTION
•DISPATCH: RECORDS AND EDITS
WEB MAP
•STATISTICS •DISPLAY
OPERATIONS DASHBOARD
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The field personnel report to dispatch (via Collector App or Radio), dispatch edits the map, and Operations Dashboard displays changes. Everything is visible on the same web map/feature service. So, whatever application is pointing to those will display live data. The Collector App will display what changes were made on the web map, and vice versa. And the Operations Dashboard will update the statistics accordingly.
THE USERS LIKED IT! MANAGEMENT LIKE IT – WANTS TO EXPAND PIO LIKED IT – FASTER INFORMATION SHARING INSPECTION TEAMS WE NOW HAVE DATA:
The users liked it and found it easy to use. Management wants us to present to upper management. We now have comparable, historic data that can help us identify trends and hopefully influence policy. We now have more tools to help us keep people safe. And we have established a stronger network of GIS experts in our work environment. This in turn will help moving the software forward and increasing it’s success and longevity.
MORE TRAINING LEADS TO BETTER DATA
GET TO KNOW YOUR APPS AND WIDGETS MANY POSSIBLE CONFIGURATIONS NEW TOOLS AND FUNCTION S ADDED FREQUENTLY
COLLABORATIVE COMMUNITY = GREATER SUCCESS & LONGEVITY
MORE DEVICES/USERS RUNNING COLLECTOR INSPECTION WORKFLOWS: INCORPORATE INSPECTION
LISTS, GEOFENCES, PROCESS INCORPORATE FEEDS FROM OTHER SYSTEMS: 9-1-1, 3-1-1 FOCUS ON DASHBOARD TO GENERATE WORKGROUP -
SPECIFIC REPORTING WORK WITH DEPARTMENT GIS EXPERTS
BUILD APPS/DASHBOARDS BASED ON SHARED DATASETS FOR THEIR SPECIFIC NEEDS
ADD CONTENT INTO THE MAP
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FIX MINOR ERRORS/CHANGES MORE DEVICES/USERS RUNNING COLLECTOR INSPECTION WORKFLOWS – INCORPORATE INSPECTION LISTS, GEOFENCES, PROCESS INCORPORATE FEEDS FROM OTHER SYSTEMS: 9-1-1, 3-1-1 FOCUS ON DASHBOARD TO GENERATE WORKGROUP SPECIFIC REPORTING WORK WITH DEPARTMENT GIS EXPERTS BUILD APPS/DASHBOARDS BASED ON SHARED DATASETS FOR THEIR SPECIFIC NEEDS ADD CONTENT INTO THE MAP
BRILLIANT CO-CONSPIRATORS: COLE KITTEN (AUSTIN TRANSPORTATION) LISA NUTT (AUSTIN FIRE DEPARTMENT) JOHN SCHULZ (AUSTIN WATER UTILITY)
