Tracker Workflow

Tracker Overview

Tracker is used to manage and track the progress of tracked items. These items can be recommendations from PHA studies, findings from Audits, or any other item that requires additional action and follow-up. The user of Tracker is the person who manages the data (administrators of the Tracker files) for the tracked items. Responsibility for each tracked item is typically assigned to individuals or departments.

Tracker uses file level locking system. If there is only one Tracker file, having multiple edit licenses is not required. Only one person can be editing a file at one time. If there are multiple files being used, then multiple licenses might be required. For example, Mary has her own Tracker file. Bob in a different department has his own Tracker file. Since there are two files, then having multiple licenses is a beneficial.

Below is an example of different workflows using Tracker.

Workflow 1 -- Tracker (Open File)

Create the Tracker file with no users or passwords and allow anyone to edit any tracked item.

Workflow 2 -- Tracker (With Rules Based Users)

With standard users, people have full access to all their tracked items. In this mode, people provide their own updates for only the tracked items they are allowed to see. Think of this mode as multiple people having edit access to a Tracker file, however, they can only edit items in which they are allowed to see.

For example, assume you have 300 tracked items in a database. You create a rules based user (using filters) for John Doe based on rules using the "Assigned to", "Priority", and "Status" fields. This means when John Doe logs in, he will only see those tracked items that match the noted rules - maybe 25 tracked items of the 300. With those 25 items, he can edit data in all the fields (except for the rules based fields), and close out the tracked items. He cannot delete tracked items (unless John Doe has been provided the necessary rights). He can also add new tracked items. By default, the tracked item will have data pre-entered in the rules based fields to match the rules based filters.

Workflow 3 -- Tracker (With Responder Mode)

Responder Mode is a way in which users who are assigned tracked items can enter responses. Responder Mode is similar to Tracker Client except with Responder Mode, users have access to Tracker (not Tracker Client). People have special logins so when they login they only see tracked items or requests assigned to them. Instead of emailing responses, users enter responses directly to requests assigned to them into the Tracker file. Users can only add responses for requests for their tracked items. No other functions are available with this mode.

When Tracker receives a response, the response data is automatically loaded into the appropriate Tracker file. The user of Tracker can then review the response and optionally incorporate its data into the tracked item. When the response gets reviewed in Tracker, the user of Tracker can send a confirmation email back to the user of Responder mode. This allows a check and balance between the users ensuring all are in agreement to the status of the tracked items.

Responder Mode users can only provide suggested updates. They have no authority to update the Tracker file directly. The Tracker user must accept the changes before the data is updated in Tracker.

Tracker keeps a log of all the requests and responses received for every tracked item. This keeps a history of what was completed.

There is an unlimited license of Responder Mode.

Workflow 3a -- Tracker (With Responder Mode Expanded - Place Holder Requests)

The user of Tracker will not always have the technical expertise to review a response. Also, users may want to provide responses for tracked items assigned to them prior to receiving a request from Tracker. Users with place holder request security level can add responses to tracked items even if no requests have been generated. This allows people to be proactive and add responses even before being asked for an update.

This option also allows others to log in to review responses and add their own responses. Using the example of a Tracker user not having the technical expertise to review responses, another user can login and based on what rules are assigned, may be able to see all tracked items. This user is still limited to only adding responses, however, they can add responses to any tracked item. They can review a current response and provide their own feedback. This allows the user of Tracker who did not have the technical expertise to review a response, to see the original response plus the additional response.

Workflow 4 -- Tracker (With Tracker Client)

Tracker Client is a separate program and provides an option for users who are assigned tracked items a means to provide responses. You typically access Tracker Client by opening a request file sent via email from Tracker. Opening the request email runs Tracker Client and loads the request data. You can then provide an update and email that response back to Tracker.

For example, you might have one administrator for Tracker and that person is the only person running Tracker. Everyone else has Tracker Client installed. The user of Tracker sends a request (email). The user of Tracker Client receives that email in their Inbox. They open the attachment which runs Tracker Client. They see all the data about the tracked item and can provide a narrative update along with suggested updates to data for some fields (based on what was sent - e.g., priority, status, due date). They send back the response (via email) and this automatically appears in Tracker. The user of Tracker reviews the response and agrees / disagrees and also accepts / rejects any field updates.

Tracker Client users can only provide suggested updates. They have no authority to update the Tracker file directly. The Tracker user must accept the changes before the data is updated in Tracker.

With reviewing the response, it is the same as noted in Responder Mode.

Tracker keeps a log of all the requests and responses received for every tracked item. This keeps a history of what was completed.

There is an unlimited license of Tracker Client.