Cloud server request

July 16, 2019

Process overview

After you have developed and thoroughly tested your questionnaire, request a new cloud server through Survey Solutions’ self-service portal. To do so, follow these steps:

  1. Navigate to the self-service server portal.
  2. Log in using your Designer credentials. These are the credentials used to access and edit questionnaires developed with Survey Solutions Designer.
  3. Create a new server request. From the Create Request menu, select New server request.
  4. Fill the server request form. Provide all requested information as accurately as possible. Contact the support team with questions about the form.
  5. Submit the server request. Click on the Submit button at the end of the form in order to submit your request. Take a note of the 4-digit number assigned to your request.

Continue reading until the end of this page for important details.

Important details

Do not submit a server request to test new functionality. There is a publicly available demo server arranged specifically for this purpose.

Before submitting a new server request

  1. For surveys with 100,000 or more interviews contact us directly with your project details prior to requesting a server;

  2. Check that your questionnaire compiles in the Designer without errors. Any request specifying a questionnaire that doesn’t compile will be rejected. Please, finish the design and test your questionnaire before requesting a cloud server.

  3. Check that your questionnaire has one or more identifying fields defined. If your questionnaire doesn’t have any identifying questions defined, explain why. Most questionnaires should contain identifying fields (whether you are doing a sample-based survey, or a listing-type operation).

  4. Check that you have filled out the questionnaire information page as shown in #2 here.

Notes on filling out the server request form

  1. Submit a request from the account of that survey’s point of contact. Read the notes in the Email section below.

  2. Submit a separate request for each separate survey effort. While a single server can host any number of surveys, users will be best served by the followig rule. For each data collection effort, request a separate server. If a single survey uses several survey instruments, request a single server. If there is more than one survey effort, request a separate survey for each survey effort.
  3. Special note on quarterly surveys: If you are conducting an ongoing survey with intermediate reporting on a quarterly basis, request the cloud server for one quarter only. At the end of the quarter submit an extension form. Based on the volume of data and patterns of usage we will either extend the existing server for the next quarter, or advise to relocate to the new server for the next quarter.

  4. Do not abbreviate the survey and the organization names! Not “KLFS”, but “Kuwait Labour Force Survey (KLFS)”, not “GIZ”, but “Gesellschaft fuer Internationale Zusammenarbeit (GIZ)”.

  5. The form asks for web links to the sites of the funding and implementing organizations. Include the links to the most relevant pages, optimally the one that describes this particular survey (for implementing organizations) or this particular grant/loan/project (for funding providers). Students conducting individual research may link to their university pages or personal websites. If you have absolutely no web-presence, specify https://mysurvey.solutions for a link.

  6. For surveys where the funding organization is The World Bank, specify the 6-digit project number P######, which can be looked up at this page or in your project funding documentation.

After submitting your request for a cloud server:

  1. Our personnel will review your request. The decision process and server creation is not instantaneous, this will take time.

  2. We may (and often do) send questions to you to better understand the operation being planned, so make sure you monitor your inbox after submitting your request. Not answering these questions may delay the whole process.

  3. Do not change your questionnaire from the moment you’ve submitted the request until the request is approved or rejected (unless requested by us);

  4. If you need to follow up on your request and you are writting to the support, make sure that your inquiry contains the 4-digit request number that is issued when you submit your request.

  5. If you need to follow up on your request, submit your inquiry from the same email account that is associated to your account. For example, if your account is associated with an email at gmail.com, but your official business address is at undp.org, submit your follow up inquiry from the gmail account. We have no way of verifying that you own both email accounts, and will not provide any details about the server or request to inquiries that we receive from a different address.

  6. When you login to your account you should be able to see the verdict among the notifications. The notification on new server creation that you see in your account will not reveal the actual password. The password is generated by an automated system and is mailed to you directly.

  7. If you see the New server notice in the notifications, but you don’t see the message in your mail inbox, check your spambox and any other filters that you’ve setup in your mailbox. Do not ask us how to check your spambox, we don’t know. Instead ask your mail system administrator or ask a search engine.

Timing

  1. Most requests are processed within 2 business days after submission. Some may take more.

  2. We can’t process requests demanding a server today (let alone yesterday). Depending on the other details you specify in the request it will be either rejected, or processed with server created on a later date.

  3. No new servers are usually created on the day of release of a new version.

  4. There is usually no point in requesting the server way in advance of your need. For example, there is no point to submit a request in July for the server that you will need in December. Optimally, submit your request for a new cloud server 16-7 days before the date when you first need it.

  5. A cloud server may be stopped, shut down and decommissioned even before the approved end date if there is no flow of new data for a prolonged period.

Email

  1. Every request is submitted from a particular account at the self-service server management portal. Please note that by submitting the request, you are designating yourself and your email account as the point of contact for all communication regarding the server (e.g., admin login credentials, notifications about service closing, etc.).

  2. Hence it is important that you submit the request from a live account - the one that you monitor daily! If you don’t monitor your email account, you may miss an important notice from our administrator notifying you about updates, system unavailability, or server closure.

  3. Many users have multiple email addresses. The notifications will be sent to the email associated with the account from which the request was submitted.

  4. If you no longer remember which email account is associated with your login, then proceed to the Designer site, login and check the account properties (select Manage account).

  5. If you forget your password to your email account/mailbox, contact your email provider.

  6. If you lose the access to your email, you will eventually lose control over your server, because you will not be able to monitor it for notifications, or recover the server management portal password should you forget it.

This article is part of the series of instructions for Survey Solutions cloud servers.