• FAQs: Getting Started

    Common questions regarding: How to complete a profile; Adding additional users; Editing profile data; GIS data; Etc.


    Q: Do I need to complete the entire profile in order to participate?
    A: The more information you can provide the more valuable your data will be to yourself or your peers. While we would like to receive as much information about your department as possible, we understand that not all of the information is readily available. NRPA hopes that information requested but not available will be tracked by the departments in ensuing years so eventually the profile will be completed. In other cases we recognize that your department operations are not structured to collect the data we are seeking.

    Admittedly, submitting the information will be most difficult in the first year. However, in following years, agencies have the option to “copy” the previous year’s data over to the new year’s survey and make adjustments only where necessary.

    Q: When is the best time to complete the profile for my department? 

    There are two answers to this question.
    A. 1: For completing budget data projected for the coming year, it is best to load the data once the budget plan is finalized. Ideally the data would be available by the start of your fiscal year but if it is a busy time it may take you into the next year to complete.
    A. 2: It is best to complete the prior-year-actual database within the two months following the end of your Fiscal Year. Fiscal Years end for departments on varying schedules. Most departments have a fiscal year that runs from:

    • January 1 to December 31
    • May 1 to April 30
    • July 1 to June 30 or
    • October 1 to September 30

    Using the two-month rule allows a department to finalize annual reports and determine prior-year-actual data. This database will be the most accurate.

    Q: The PRORAGIS profile asks for a lot of data and would appear to take a lot of time to complete. Do you have recommendations for the most efficient way for my department to complete our profile?
    A. As you are well aware, park and recreation departments, their communities and their policies, operations, programs and management are often unique. To be useful PRORAGIS needs to gather data that is relevant to that uniqueness but allows for peer comparison. The profile is long enough to address those differences.

    Completing the Profile:


    1. On the Profile Management Home page of PRORAGIS (https://www.iisecure.com/NRPA/PRORAGIS/ProfileHome.asp) in the lower right-hand corner is a button that will allow you to download a PDF of the operating ratio questions.
    2. Download the questions for each of the seven tabs and distribute them in hard copy to the appropriate staff, i.e., Budget/Funding to your Finance Office; Personnel to Human Resources, Park lands to a planner or park maintenance Superintendent, etc.

    Note: Some of these functions may not be within your department.

    1. Once you have answered questions for both the Prior Fiscal Year and the Budget Fiscal Year, you are ready to complete your profile for the operating ratio tabs.
    2. If you have staff available let them enter the data into the profile. If no staff are available check with a local university, community college, high school or volunteer organizations and see if they can provide someone with the ability to enter the data into the computer. Ideally you could find a park and recreation student who could benefit from the experience. Once the data is entered you will need only update future years.

    Note: The process for entering Geographic Information System data is provided in the GIS tab.

    Q: Do I have to complete my entire profile in one sitting?
    A: You may complete your entire profile over multiple sessions. As the database is available 24/7/365 days a year, you may return at any time to modify/add data to your profile. As you are updating any page simply click the “Save This Section” button to save your data to the database. Also, if you’d prefer to collect the data offline you can download PDF documents of the entire profile or individual sections to print off so you can complete them offline and then enter the data into PRORAGIS once you have the information.

    Q: How does NRPA determine when a profile is “complete”?
    A: The individual filling out their departments profile should determine when each section is complete and checks the box at the bottom of the page. NRPA may challenge the completion of a page during validation review but that will be directly with the profile manager.

    Q: Can you edit data after you check the "complete" box?
    A: Yes. Just go in and make changes then click the Save button at the bottom of the page when finished.

    Q: Can more than one person modify the profile for the agency?
    A: You may grant additional users access to your PRORAGIS account by:

    • Going to the “Profile Management Home� tab.
    • Scroll down and click on the “Add Users” button.
    • This will take you to a page that allows you to identify up to three users access to the PRORAGIS account.
    • The users can then login to the PRORAGIS account by going to the following link and simply entering the PRORAGIS ID and their email address: https://www.iisecure.com/NRPA/PRORAGIS/Login.asp. You must provide the new secure user with this web address and the unique PRORAGIS ID number.
    • To remove access to the PRORAGIS account simply click on the “Add Users” button again and clear the email address from the list of alternate users.

    Q: Do state professional associations (i.e. those that have no physical assets, parks, facilities) fill out a profile? Or do they just create one so that they can access the reports?
    A: State associations do not need to fill out a profile, but any member can access the reports using their member log-in for NRPA. If you are not a member you can buy a subscription that will grant report access.

    Q: Can military and Indian reservations be added into the PRORAGIS system now?
    A: Certain groups—for instance, state parks, military installations, and Native American reservation departments—that have some unique issues relating to data that will require either adjustment to our current profile questions or an additional tab. PRORAGIS will continue to evolve in order to become the most useful tool possible for the recreation and parks industry. All questions and requests for clarification should be submitted to NRPA so that we can address them as we update the profile.

    Q: We already have a GIS department in our county. What will our GIS technician need to do to map our data in PRORAGIS as well? Will it require a lot of that person's time?
    A: The amount of time needed will depend on how similarly to the NRPA GIS Model the Jurisdiction’s GIS is configured. The format of the GIS Model should be followed exactly with no changes. Most agencies find it relatively easy to cut and paste the data on parks, trails and facilities into the NRPA Model. The import features usually work quite well once the format is set. It is necessary to translate the Agency GIS (pdb) into a file database (fdb). The translator is available for download.

    Q: If we already have a GIS system in our jurisdiction, what are the advantages to spending the time entering our mapping data into PRORAGIS?
    A: Unless you enter your GIS data into the PRORAGIS profile you cannot use the GIS reporting format and compare parks, trails and facilities data to other agencies, which NRPA has planned as future enhancements to the database.

    Q: I tried to upload my File Geodatabase to PRORAGIS and it didn’t work. What could be the problem?
    A: There are some common mistakes made when uploading a File Geodatabase that will cause it not to upload correctly. Check to make sure that your data:


    1. Matches the NRPA data model
    • All field names match, and use the proper values and domains
    • All fields that don’t accept “Null” must be filled out in the correct format.
    • The names of the feature classes must stay the same (i.e. Parks_poly, Trails etc.)
    1. Has projection information in all feature classes
    • Tip: we recommend WGS_1984_Web_Mercator_Auxiliary_Sphere?
    1. Is in a ZIPPED File Geodatabase. Note: The GDB itself must be zipped. People commonly zip the folder containing the GDB which causes the upload to fail. When done properly, your zip file will be named *.gdb.zip

    Q: I tried to upload my Excel File to PRORAGIS and it didn’t work. What could be the problem?
    A: There are some common mistakes made when uploading an Excel File that will cause your data not to upload correctly. Check to make sure that your data:


    1. Matches the NRPA data model
    • All fields that don’t accept “Null” must be filled out in the correct format.
    • DO NOT change the names or formatting of any fields. DO NOT delete columns, even if you don’t have information to fill them out.
    1. Has latitude and longitude filled out in decimal degrees (i.e. 42.670825,-71.010818). Double check that Latitude and Longitude are in the correct columns!

    Q: I uploaded my data to PRORAGIS, but I can’t see it on the map. What could be the problem?
    A: Check to make sure there were no errors when you uploaded. If there were, check that your data is in the correct format and try the upload again. If there were no problems with the import, close your browser and re-open it to PRORAGIS. PanZoom the map to where your features should be located. If your features still are not visible, contact [email protected]

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