User Guide - Contents

Introduction
System Requirements
Supported Browsers
Accessing State Land Information Capture Program Register
Google Account Guidelines
Creating a Google Account
Associate Your Work Email with an Existing Google Account
Basic Workflow and User Roles
Basic Map Navigation
Map Navigation
Panning (moving the map)
Zooming In/Out (changing map scale)
Searching For a Location
Displaying Layers
Capture/Search Area
Basic Map Drawing Tools
Rectangle
Polygon
Circle (Radius)
Buffered Line
Advanced Drawing Methods
Shapefile Upload
Predefined Area List
User Default Area
Editing Areas
Rectangle Behaviour
Polygon Behaviour
Circle Behaviour
Undo Last Edit
Deleting Areas
Remove All Areas
Remove Selected Areas
Replacing Areas
Searching for and Displaying Requests/Projects
Creating and Managing Requests
Creating New Requests
Edit Existing Request
Delete Existing Request
Approving Requests (Agency Administrators only)
Managing Users/Profiles
Adding a User (System Admin or Agency Admin Only)
Editing a User (System Admin or Agency Admin Only)
Retiring a User (System Admin or Agency Admin Only)
Editing own Profile (All Users)
Custodian Functions
Locking Requests For Assessment
'Locking' a Request
Creating and Managing Projects
Create Project From Request
Associate Existing Project With Request
Create Standalone Project
Editing a Project
Bulk Upload/Update Function
Excluding a Request




Introduction
The State Land Information Capture Program is designed to reduce cost and avoid duplication in spatial data capture across the state of Western Australia by planning, recording and acquiring the information through one channel to ensure the most strategic use of resources. The program is open to Western Australian State and Local Government Agencies. This Register supports the function of the State Land Information Capture Program by providing an avenue for submission and tracking of Requests. This documentation details how to access and use the Register.
The State Land Information Capture Program and this Register are administered the by the WALIS Office. Please contact us should you have questions or suggestions relating to State Land Information Capture Program or the Register.
TIP: Use the browser's find function (by pressing F3 in Chrome and IE) to help search and navigate this help documentation.
System Requirements
The Register is web based so there is no installation required. The Register is accessed via a web browser on a computer with internet connection.
NB: The Register has not been designed for use on mobile devices such as smartphones.
Supported Browsers
The Register has been tested to work on the following browsers:
  • Google Chrome (recommended)
  • Mozilla FireFox
  • Microsoft Internet Explorer (version 8 onwards)
Accessing State Land Information Capture Program Register
The State Land Information Capture Program is open to all Western Australian State and Local Government Agencies. This Register, which supports the function of State Land Information Capture Program, utilises Google accounts in order to authenticate users. User must have their Google account registered with the Register in order to gain access. It is the responsibility of the user to create and supply their Google account username when making application for access to the Register.
Application for Agency User access should be made to the Agency Administrator for one's agency. If you are unsure who in your organisation has Agency Administrator privileges please contact the WALIS Office.
Application for Agency Administrator or Custodian Administrator roles should be made direct to the WALIS Office.
The following is a list of information which must be provided to the Agency Administrator or WALIS Office when making application for access to the Register:
  • Given Name
  • Family Name
  • Agency
  • Position (Job Title)
  • Agency Section (i.e. Department)
  • User Name (Goggle Account - see guidelines below)
  • Work Email
  • Telephone Number (Work)
Google Account Guidelines
Your Google account used to access the Register should comply with the SLIP (Future) guidelines for creation of Google accounts. This will enable users to access both the State Land Information Capture Program Register and the SLIP (Future) Register/Services (currently under development) using the same account (recommended).
In short, accounts should utilise their current work email as the account username.
Creating a Google Account
To register for a Google account, go to accounts.google.com. Click on 'Create an account' and then select 'I prefer to use my current email address' under 'Choose your username' to enter your current work email.
Associate Your Work Email with an Existing Google Account
If you already have a Google account registered to another email address other than your work, you can go into the account settings of your Google account and click on 'edit' under the email settings. Add your work email address under the option 'Change your associated email addresses'.
Goolge has more information about managing accounts available here.
Basic Workflow and User Roles
The following diagram shows an abridged work flow and user roles. The heavy connectivity line shows the most basic positive workflow.

Agency
User

 

 

 

 

 

 

 

 

Saves Request
Status: Committed

 

Deletes Request
Status: Kill

 

 

 

 

 

 

 

 

 

 

 

 

 

Agency
Administrator

 

 

 

 

 

 

 

 

Submits Request
Status: Submitted

 

Deletes Request
Status: Deleted

 

 

 

 

 

 

 

 

 

 

 

 

 

Custodian
Administrator

 

 

 

 

 

 

 

 

Assesses Request
Status: Assess

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Includes Request in Program
Status: Included

 

Excludes Request from Program
Status: Excluded

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Creates Projects of Work which Address the Project

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Basic Map Controls
Map Navigation
The Register is built using the Google Maps API, thus basic map navigation should be familiar to users of Google maps.
Panning (moving the map)
The map may be panned in two ways:
  • By positioning the cursor over the map and using a click (and hold) of the mouse wheel and a drag action with the mouse.
  • By clicking the arrow buttons which appear in the disk at the top left of the map.
Zooming In/Out (changing map scale)
The map scale may be altered (zooming in/out) in two ways:
  • By scrolling the mouse wheel forwards to zoom in and backwards to zoom out.
  • By using the slide controls at the upper left of the map.
Searching For a Location
Locations may be searched for (and zoomed to) by using the location search box located in the upper right portion of the map. Simply type a location to search for and select a location from the matches displayed. The map will zoom to the selected location.
Displaying Layers
Additional map layers can be viewed by accessing the table of contents by clicking the 'Layers...' button in the top right of the map. A list of available layers will be displayed. Layers can be turned on and off via the related check box and folders can be expanded/contracted by clicking the folder heading.
Additional attributes for features in displayed layers may be viewed by clicking on the feature on the map.
NB: Layers may have scale/zoom tolerances, which prevent their display at certain map scales.
Capture/Search Area
The tools described in this section allow the user to specify an area of interest for their capture Request or search. A range of tools have been provided to cater for definition of areas from simple/common right though to specific tools for complex capture/search areas.
Basic Map Drawing Tools
Rectangle
Description: This tool draws an orthogonal rectangle area over the map as interactively specified by the user.
Usage:
  1. Select the Rectangle tool from the Define Capture/Search Area controls.
  2. On the map position the cursor and click at one corner of the desired area.
  3. Move the cursor to the diagonally opposed corner of the desired area, and click to complete area.
Polygon
Description: This tool draws a polygon area over the map as interactively specified by the user.
Usage:
  1. Select the Polygon tool from the Define Capture/Search Area controls.
  2. On the map position the cursor and click at any point on the boundary of the desired area.
  3. Move the cursor to the next point along the boundary of the desired area, and click to add vertex, repeating to create your desired area.
  4. To complete the polygon, either double click when specifying the final vertex or move the cursor back over the first vertex and single click.
Circle (Radius)
Description: This tool draws a circular area over the map as interactively specified by the user.
Usage:
  1. Select the Circle tool from the Define Capture/Search Area controls.
  2. On the map position the cursor in the centre of the desired area and click.
  3. Move the cursor to the any point along the boundary of the desired area, and click to complete the area.
  4. (Optional) Set the radius of the circle to the desired value using the Radius input which appears over the upper left portion of the map. Enter the desired radius and click Set.
Buffered Line
Description: This tool creates an area based on linear path interactively specified by the user, and a buffer distance input value. This tool is useful in specifying areas of a linear nature; such are coastline, road or pipeline alignments.
Usage:
  1. Select the Buffer Line tool from the Define Capture/Search Area controls.
  2. Set the buffer distance in the Buffer input which appears over the upper left portion of the map.
  3. On the map position the cursor on the start point of the centre line of the path to be buffered.
  4. Move the cursor to the next point along the centreline of the desired path and click to add a vertex, repeating to create your path.
  5. To complete the path double click at the final vertex. The system will then replace the path with a polygon, using the buffer input value to buffer path.
Advanced Drawing Methods
Shapefile Upload
Description: The Shapefile upload facility allows the user to upload areas. This feature is designed to provide streamlined support for users making multiple Requests, or areas derived from analysis using GIS.
Prerequisites:
FormatZipped Shapefile
(.zip file containing .shp, .dbf, .shx & .prj)
Geometry TypePolygon
ProjectionWGS-84 or
MGA94 Zones 47-52
Max Num Features
(per upload)
50
Max Num Verticies
(per feature)
500*
Usage:
  1. Select the Upload Shapefile tool from the Define Capture/Search Area controls. The open file dialog will appear.
  2. In the Open file dialog, navigate to and select the file for upload, and click Open. The geometries of the features in the shape file will be added to the map.
Predefined Area List
Description: This tool allows users to add commonly specified areas to the map by simply selecting from predefined list.
Usage:
  1. From the Add Predefined Area dropdown list (located in the Define Capture/Search Area controls) select the desire area. The selected area will be automatically added to the map.
User Default Area
Description: This tool allows users specify a default area as part of their user profile. The area can then be quickly added to the map upon assisting users who have a relatively static are of interest (eg. Local Government Authorities).
Usage:
  • Setting: Using any of the Area tools defined above, add the desired area(s) to the map, and click Set from Map (located in the Define Capture/Search Area controls).
  • Using: Click the Add to Map (located in the Define Capture/Search Area controls) to add the default defined area(s) to the map.
Editing Areas
The Register supports the editing of Areas once they have been added to the map. Depending on a Request's Status, the ability to edit may be restricted. This includes when a Request is being assessed by the Custodian and when the Custodian has include the Request into their work program. Tools and control used to edit areas are outlined below:
Usage: To edit an area it must be selected. A selected area is denoted by the presence of 'handles' or white circles at each vertex of the area. An area may be selected by using the Select Area tool from the Define Capture/Search Area controls, and clicking on the desired area on the map.
Once an area is selected the 'handles' can be used to modify the shape. The function/behaviour varies slightly depending on the tool used to specify the area:
Rectangle Behaviour
The white circle handles (at corners) can be used, via a click and drag action, to enlarge/shrink the area in both the vertical and horizontal axes. The grey circle handles (at mid-points) can be used, via a click and drag action, to enlarge/shrink the area of the boundary the handle sits on.
Polygon Behaviour
The white circle handles (at vertices) can be used, via a click and drag action to, chance the location of that vertex. The grey circle handles (at mid-points) can be used, via a click and drag action, to add and position an additional vertex.
Circle Behaviour
The white circle handles in the centre of the area can be used, via a click and drag action to, move the entire area without changing its dimensions. The white circle handles around the boundary can be used, via a click and drag action, enlarge/shrink the radial area of the boundary.
In addition, the radius of the circle to the can be altered using the Radius input which appears over the upper left portion of the map. Enter the desired radius and click Set.
NB: An area only retains the properties of the tool used which was used to draw it prior to initiation of a new Request/Project or assigning an area as the user's default. Thereafter all areas revert to Polygon Behaviour described above.
Undo Last Edit
Immediately after performing an edit to an area and undo option icon will appear in the vicinity of the edit. Click on this icon to undo the edit.
Deleting Areas
The Register supports the deletion of Areas once they have been added to the map. Depending on a Request's Status, the ability to delete its area may be restricted. This includes when a Request is being assessed by the Custodian and when the Custodian has include the Request into their work program. There are two tools/controls used to remove areas from the map.
Remove All Areas
Description: This tool will delete all the areas on the map.
Usage:
  1. Click the Remove All Areas icon from the Define Capture/Search Area controls. All areas on the map will be removed.
Remove Selected Areas
Description: This tool will remove only the selected area from the map.
Usage:
  1. Using the the Select Area tool select the area to be removed.
  2. Click the Remove Selected Area icon from the Define Capture/Search Area controls to remove the area from the map.
TIP: Some bowers (i.e. Google Chrome) support the use of the delete key to remove the selected area.
Replacing Areas
The Register supports the total replacement of an area assigned to Request/Project. In certain circumstances this may be more efficient than editing the existing area. Depending on a Request's Status, the ability to delete it's area may be restricted. This includes when a Request is being assessed by the Custodian and when the Custodian has include the Request into their work program. The basic process of replacing an area is outlined below.
  1. Navigate to and display the Request via a Search.
  2. Using the a Select Area tool select the existing area to be replaced.
  3. Delete the area.
  4. Create a new user defined area on the map.
  5. Save the changes to the Request/Project, by clicking the save button in the Request/Project Details window.Click the Remove Selected Area icon from the Define Capture/Search Area controls to remove the area from the map.
Searching for and Displaying Requests/Projects
The Register's search function is the primary avenue for discovering and displaying Requests and Projects. The search function operates using both user defined areas and Request details to return results. The basic process of searching is described below:
  1. (Optionally) Create a new user defined area for the search.
  2. (Optionally) define additional search criteria using the Define Capture/Search Area controls.
  3. Click Search. A summary of the results will be displayed in the Search Results section of the interface, sorted into Requests and Projects.
  4. If required, expand the Request/Project results sections, by click the required section heading.
  5. Display the desired Request/Project by selecting it from the results listing.
Creating and Managing Requests
Creating New Requests
The creation and subsequent submission of a Request for data capture is the entry point into the Register's workflow, and the State Land Information Capture Program Program in general.

  1. NB: All Requests must have an area.
  2. (Optionally) populate details about your Request in the Capture/Search Details interface.
    TIP: There is no need to populate the Request/Project Id, Agency or Request Status Fields for a new Request these are automatically assigned by the system.
  3. Click the Begin New Request button from the Capture/Search Details interface.The Request Details window will appear, pre populated with any values specified in Step 2.
    NB: In cases where multiple user defined areas exist, the Request Details window will appear with multiple tabs, and a message advising that individual confirmation is required for each area.
  4. Review/complete the fields in the Request Details window (required fields are marked with '*') and click the Save button (Agency Users) or Submit button (Agency Administrators) repeating for each tab/area where applicable).
    Confirmation emails will be sent to the requesting user and the relevant Agency Administrator to flag item requiring for endorsement.
    NB: Clicking the Save button, triggers the Committed status, and does not constitute submission to the State Land Information Capture Program (Agency Administrator endorsement is required).
Edit Existing Request
The Register supports the editing of Requests. Depending on a Request's Status, the ability to edit may be restricted. This includes when a Request is being assessed by the Custodian and when the Custodian has include the Request into their work program.
  1. Navigate to and display the Request via a Search.
  2. Make edits as desired in the Request Details window or edit the area.
  3. Save the changes.
NB: Agency User edits will cause the status of the Request to become Committed (even if previously approved by an Agency Administrator). Fresh Agency Administrator approval is required in order for the Request to be Submitted.
Delete Existing Request
The Register supports the deletion of Requests. Depending on a Request's Status, the ability to delete may be restricted. This includes when a Request is being assessed by the Custodian and when the Custodian has include the Request into their work program.
  1. Navigate to and display the Request via a Search.
  2. Click the Delete button in the Request Details window.
NB: Agency User delete action will require Agency Administrator approval for the deletion of the Request to become official.
Approving Requests (Agency Administrators only)
Actions (including creation, edit and deletion) preformed by Agency Users are required to be vetted by the Agency Administrator, to ensure alignment with an organisations strategic goals.
Emails will be sent to Agency Administrators when their input/action is required in response to an Agency user Action.
Agency administrators should follow the following steps to endorse or reject:
  1. Navigate to and display the Request via a Search.
    TIP: Searching by Request Id (advised in Email) is the most efficient way to identify a known Request.
  2. Click the Submit or the Delete button in the Request Details window as applicable.
Managing Users/Profiles
The Register's Manage Profiles functionally is limited to System Administrator and Agency Administrator Roles. Agency Administrators can only manage Agency users for their organisation. Agency Users and Custodian Users can modify elements of their profile only.
Adding a User (System Admin or Agency Admin Only)
  1. Click on the Manage Profiles link at the top right of the interface. A list of current users will be displayed.
  2. Click on the Create New. The Create New Profile dialog is displayed.
  3. Fill in the details of the new user, remembering the User Name need so be the users Google ID (which should comply with the Google account guidelines), and the E-Mail field should contain the users work/business email.
  4. Click Create.
Editing a User (System Admin or Agency Admin Only)
  1. Click on the Manage Profiles link at the top right of the interface. A list of current users will be displayed.
  2. Click on the Update button relating to the user you wish to update. The Update Profile dialog is displayed.
  3. Update the details as required.
  4. Click Update.
Retiring a User (System Admin or Agency Admin Only)
The process of retiring a user requires any of the user's Requests to be transferred to another user. The process below covers both the transfer of Requests and subsequent retirement of the user.
  1. Click on the Manage Profiles link at the top right of the interface. A list of current users will be displayed.
  2. Click on the Retire button relating to the user you wish to retire. The Retire Profile dialog is displayed.
  3. If the value displayed in Request(s) field is greater than 0, the user's Request will be required to be transferred to another user. Click the Transfer Request(s) button. The Transfer Request(s) dialog is displayed.
  4. In the Transfer Request(s) dialog select the user to whom the Requests will be transferred, by checking the box next to the desired user and click the Transfer button.
  5. In the Retire Profile Click Retire.
Editing own Profile (All Users)
  1. Click on the user name displayed at the top right of the interface. The Update Profile dialog is displayed.
  2. Update the details as required.
  3. Update the details as required.
  4. Click Update.
Custodian Functions
Custodians are responsible for the assessing Requests, including/excluding from their work plans and creating Projects to communicate details and progress of Included Requests. This section outlines procedures for custodian use of the Register.
Locking Requests For Assessment
The first custodian task is to assess Requests for suitability for inclusion to work packages. While assessing Requests, custodians are required to 'lock' the Requests as so users do not edit the Requests while the work plan is being formulated. To lock a Request for Assessment:
  1. Navigate to and display the Request via a Search.
  2. Click the Assess button in the Request Details window, to disable edits.
    NB: Requests must enter the Assess phase before the Project can either be Included or Excluded from the Project. For custodians with a large number of Requests to assess, a Request to bulk change the Request status to Assess should be made to the System Administrator (WALIS Office).
  3. Click Update.
Creating and Managing Projects
Create Project From Request
To include a Request to the State Land Information Capture Program, a Project may be created to service the Request. The Request itself can be used as a 'seed' for the Project.
  1. Navigate to and display the Request via a Search.
  2. In the Projects section of the Request Details window navigate to the 'New' tab.
  3. In the Related Projects section of the Request Details window, check one or both of:
    • Copy Fields - to use the Request's attributes for the Project (NB: Attributes will only be copied where there is a corresponding attribute set for Project records);
    • Copy Area - to use the Request's Area as the capture extent for the Project.
  4. Click the Create button. The Request status will now be Included. Email notification to the Requestor will be generated.
  5. (Optionally) Edit/populate the Project Record and/or Project Area as required and Click Save.
NB: If the Copy Area option was not checked you will need to defined an area manually.
NB: The above may be repeated to add additional Projects to service the Request.
Associate Existing Project With Request
To include a Request to the program, an existing Project may be attached to the Request.
  1. Navigate to and display the Request via a Search.
  2. In the Projects section of the Request Details window, selected the existing Project Id to attach and click Include. The Request status will now be Included. Email notification to the requestor will be generated.
  3. (Optionally) Edit/populate the Project Record and/or Project Area as required and Click Save.
NB: The above may be repeated to add additional Projects to service the Request.
Create Standalone Project
Standalone Projects can be created directly from Register's interface. These Projects can be associated with Requests at any time.
  1. Create a new user defined area on the map.
    NB: All Projects must have an area.
  2. (Optionally) populate details about your Request in the Capture/Search Details interface.
    TIP: There is no need to populate the Request/Project Id, Agency or Request Status Fields for a new Request as these are automatically assigned by the system.
  3. Click the Begin New Request button from the Capture/Search Details interface.
    The Request Details window will appear, pre populated with any values specified in Step 2.
    NB: In cases where multiple user defined areas exist, the Request Details window will appear with multiple tabs, and a message advising that individual confirmation is required for each area.
  4. Review/complete the fields in the Request Details window (required fields are marked with an astrix) and click Save (repeating for each tab/area where applicable).
    Confirmation emails will be sent to the requesting user, and the relevant Agency Administrator to flag item requiring for endorsement.
Editing a Project
  1. Navigate to and display the Project via a Search.
  2. Make edits as desired in the Project Details window or edit the area.
  3. Save the changes.
NB: Projects can also be edited clicking the 'Switch to Project View' under the Related Projects of the Request Details Window.
Bulk Upload/Update Function
Custodians with large numbers of Projects/Requests can create/link and update Projects and include and exclude Requests via a backend upload facility.
This facility is controlled by the System Administrator (WALIS Office), who can assist with setup and execution of this task.
Excluding a Request
Requests which are assessed to be outside the scope of the program or available resources or should have their status set be set to Excluded.
  1. Navigate to and display the Request via a Search.
  2. Click the Exclude button in the Request Details window, to exclude the Request from the program.
NB: Requests must enter the Assess phase before it may be Excluded from the Project. For custodians with a large number of Requests to exclude, a Request to bulk change the Request status to Assess should be made to the System Administrator (WALIS Office).