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).


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.


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).


Figure 1-6a. Project Form: Has Date(s)

Figure 1-6b. Project Form: Date Group Example


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


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”


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


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


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.


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).


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).


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).


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.


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).


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.


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


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.


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.


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.


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.


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


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”.


Figure 2-7b. Invoice Console In-Browser Window: Remove Invoice or Mark as Un-PAID


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.


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


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


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


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.


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


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.


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).


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.


The“TaskLocation”selectionfieldincludestwooptions:“All(Internal)”and“MarketingOnly(External)”.The“MarketingOnly”optionletsARFSknowtoshowthistasktoonlyMarketingStaffoncetherequestisapprovedbyMarketing.The“All”optionprovidesProjectPOCswiththeabilitytoseetheirowntasklistswhenrequestingsupportoptions.ThiswilleventuallyreplacethePDFversionoftheProjectTrackingChecklistasexplainedinsection1-7oncethefeaturehasbeenimplemented(asofMarch2021,stillindevelopment).


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.


4-3. References1. DFMWRSOPProgramandCalendarTracking(5JAN2018)

2. DDForm2977-DeliberateRiskAssessmentWorksheet

fort gordon mwr automated request form system (arfs)

Documents