The updated Education Institution Agreement enables more students, faculty and staff to leverage ArcGIS technology, such that any ArcGIS product can be accessed on any device and in any location.
ArcGIS has grown beyond the confines of a single desktop GIS application, and ought to be managed as an institution-wide system available to everyone, similar to a learning management system (LMS) or cloud storage. More importantly, it must be managed at scale to take full advantage of the Institution Agreement benefits - maximizing access and minimizing administration time.
To successfully deploy and manage ArcGIS in a sustainable and secure manner, please follow the below recommendations. These recommendations are designed to help you take full advantage of the Institution Agreement benefits, but they also apply to Site Licenses and K-12 Schools licenses.
- Single ArcGIS Online organization – use a single ArcGIS Online organization for the entire institution to avoid impeding collaboration and minimize management workload.
- Enable enterprise logins (Single Sign On, SSO) – leverage your institution’s identity provider to eliminate manual management of users and to prevent unauthorized access when student graduates or faculty/staff leave. Make sure to enable “Automatically” join for new users.
- Configure New Member Defaults – auto-provision new users with everything they will need, which eliminates manual administration:
- User Type (GIS Professional)
- Role (Publisher) – empower users to do most tasks
- Add-on licenses – such as Business Analyst, Community Analyst, Insights, ArcGIS Pro Extensions, GeoPlanner
- Credit Quota – set it high enough that most users can get their work done, there is ample amount of credits available with your new Institution Agreement
- Enable Esri Access – enable users to help themselves by providing access to Esri Training (e-Learning), GeoNet.
- Software distribution – provide executables and provisioning files via your institutional file share system (Box, OneDrive, GoogleDrive, etc.). The same provisioning file can be used by everyone in your organization. ArcGIS can be accessed on any device.
- ArcGIS Pro licensing:
- The new GIS Professional Advanced User Type provides ArcGIS Pro licensing. ArcGIS Pro Extensions still need to be set in New Member Defaults as an Add-on license. Bottom line, ArcGIS Pro licensing is provided via named user in ArcGIS Online.
- We discourage single use or concurrent use licensing – why maintain a license manager? Single Use licensing is recommended for offline use.
- Disable “offline” licensing for ArcGIS Pro, as it often results in inquiries to recover the license.
- Monitor Usage – demonstrate to stakeholders the breadth and depth of GIS on campus. The ArcGIS Online Usage Reports (Organization>Status) are a start and provide easy access to total usage data. Further analysis and efforts are needed to provide information for ongoing, repeat usage, as well as daily reporting.
- Inactive users and stale content – if you are in the early stages of deploying ArcGIS to your entire institution, the recommendation is that you DO NOT delete users and content, as deleting users and content takes time and effort, it breaks the audit trail of ownership, and may break dependencies that others may have on that content. Deleting content cannot be recovered! Over time, you can work on best practices for your institution on how to manage inactive users and stale content.