Q- Won't it be extra work to enter information into another program?
A- No, in fact it will be easier because the Tracker eliminates the current data entry process that may involve finding a template, opening a program or deciding where and how to record something and finally distributing and storing paper or electronic copies. The Tracker replaces this confusing system with a few data entry forms that are pre-designed for the task and used for all processes.
Q- What about training - we have high turnover and training is a big problem
A- One of the biggest benefits of an integrated system is that an employee only needs to learn one program to understand the entire office information system - there is not a different format used by each different project, each committee, each department, etc. And training time spent by current employees will be greatly offset by increased productivity when information is always at their finger tips.
Q-Specifically what are the steps necessary to get up and running?
A- Beginning with a copy on CD or from the Web -
- The program is copied to a shared network drive.
- Startup involves entering a program password and user ID and password.
- Typically a few users and committee names are entered and then you can begin using the Tracker in a production mode.
- Whenever necessary various code fields can be updated to adapt the program to your application.
A-Most offices undergo constant change - someone develops a new format for meeting minutes or creates a scheme for naming and storing files on a shared drive to make them more accessible. The Tracker can be implemented the same way - by changing one or two important activities at a time. The biggest difference is that the results of these incremental changes will be a solid total system and not just another random collection of pieces.
Q- Can information be quickly exported for other applications?
A-Yes, the Tracker has a built in export function that allows you to select which records and which fields to export and then produce files in several common formats.
Q- What about importing - we have several major task lists for projects and it would be nice if we did not have to reenter those at start up.
A-Most records and fields can be imported easily into the Tracker.
Q- We do a lot of repetitive projects - system installs in several sites, educational programs and other events that happen periodically - how will the program help us in this area?
A-Once a project has been defined by entering a series of tasks, dates, etc., it can be reloaded from a template for each subsequent occurrence. Each new occurrence is identified by a name, location and date and the Tracker will create a new set of tasks with all task dates updated for the new schedule. A project or conference scheduled in Omaha in July this year will be adjusted automatically to be in Chicago in August next year.
Q-Many of our problems are in the area of project management - is that the primary use for the program?
A- While the Tracker is very strong in the area of project management - it's real strength is that it can handle lists of tasks, issues, problems, decisions, etc, whether or not they are formally identified as a "project". Someone should not have to go to one list to see what she is to do on a project and a separate list to locate other issues or tasks she has been assigned.
Q-We are looking at document management systems but they are expensive and difficult to manage - can your program help us in this area?
A-Every entry in the Tracker database has an associated Item Type which might include "Task", "Issue", "Decision", etc. If the Item Type is "Document", the Subject would be the name of the document and a hyperlink button would open the document. The same data entry and retrieval screens would be used for this application as all other Tracker functions.
Q-We've developed a template for our meeting reports and standardized on how they are filed but it is still time consuming to locate specific information because we have a large number of committees and we try to record all important information - what help will the Tracker offer us?
A-Current meeting records rely primarily on human memory to retrieve information no matter how well organized they are. If you don't know when something was discussed and which committee or committees discussed the subject it will be impossible or very time consuming to find the material. This is due to one important fact - typed records (electronic or not) are not stored by subject. Meeting minutes are organized by committee name and date. Any subject connection must be made by human memory - "I think we discussed that at the Executive Committee in May or was it June?". The Tracker database allows retrieval by subject so a quick search will show all discussions of a specific topic by any committee over any desired period of time. This structure has an extra benefit that allows someone preparing a meeting agenda to quickly locate past and scheduled discussions of a subject when they are considering it for their next meeting agenda.
Q-We have a variety of types of projects - some are simple, some are repetitive and some are quite complex. Will the Tracker do anything to standardize how we structure our project reporting?
A-Project reports are often done verbally or in unstructured typed documents. This lack of structure makes it difficult to track progress - which is precisely what managers want to do. The Tracker database allows progress to be updated by the project manager when something notable happens and it allows someone overseeing the project to retrieve a status report when they have the time and inclination.
Q- Searching a database can be tedious and often involves arcane terminology - is the Tracker any different?
A-The Tracker uses several techniques to make information readily available with no specialized computer technology involved.
- Automatic filtering - when common data entry and retrieval forms are opened, tasks due more than a specified number of months out will not be shown and those that are complete will not be shown.
- User Selections - When these same forms are opened, the user may select the name of an individual, committee, project, etc. to further narrow the records retrieved.
- Once a set of records has been retrieved standard filtering and sorting techniques are available with a right click menu. This allows records to be sorted by due date, and screened by category for example. Once a specific record (subject) has been located, a single mouse click will provide all meeting minutes of that subject as well as other notes entered between meetings.