Tracking Items

Maintain Tracking Items - TRKF2100

Purpose To allow the creation and maintenance of tracking items, and
To record and inquire on the progress of a tracked item.

Subsystem Tracking

Structure Two Blocks Tracking Item
Tracking Step

Navigation Buttons invoke forms
Function Button invokes a process
Forms
Maintain Tracking Item Group Membership form
Maintain Tracking Item Notes
Maintain Tracking Item Step Notes
Process
Early Exit process

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Tracking Item

Explanation

The tracking items recorded in this form represent particular documents or processes to be monitored using this subsystem. Items must be assigned a tracking type. Tracking types are recorded in the form Maintain Tracking Types (TRKF1100). Details set up there are used to supply data and calculate dates which are automatically displayed in this form against the individual items.
For an overview of the processes involved in tracking an item, see Understanding Tracking.
The effect of the Early Exit process button is dealt with in the documentation dealing with recording progress.
This block contains information about the tracking item. If the item is a member of a group, a GROUP MEMBER lamp is shown in red at top right of this block. The block below gives details of the administrative stages or steps necessary to action the document or process represented by this item.

Example

To create a new tracking item record using the Maintain Tracking Items form:

In Insert mode:

Select a status corresponding to the system tracking status ACTIVE from the list of values (or key a valid value) in the Tracking Status field.
Select the appropriate tracking type for this item from the list of values (or key a valid value or partial value) in the Tracking Type field.
Optionally, specify the subject of the item (if the person is registered in Callista):

enter the person's Callista identification in the Tracking Item Subject field, or use the Find Person (ADMF1211) facility to return an ID to this form.

The Start Date is set to the present date by the system, but can be overwritten if required.
The Completion Required By date is supplied by the system, but can be overwritten if required.
Optionally, change the values of the Business Days Only and Sequential indicators.
Save.
Optionally, add this item to a tracking group by navigating to the Maintain Tracking Groups (TRKF1600) form via the Group Membership button, and following the instructions given for that form.
Optionally, record notes for this item by navigating to the Maintain Tracking Item Notes (TRKF1600) form via the navigation button, and following the instructions given for that form.
Access the block below to display any default steps derived from the type. If required, enter/modify steps there following the instructions given for the Tracking Step block.
Rules:

A Tracking ID number is supplied automatically by the system when an item record is saved.
In the majority of cases where the Tracking Item Subject field has a value, it is expected that this will be a student's ID.
The Start Date can only be altered before the record is saved for the first time.
The Completion Required By date is calculated, as soon as the type is entered, from the start date given here and the target days recorded against the type. It takes into account the value of the Business Days Only indicator.
The values initially shown for the Business Days Only and Sequential indicators are derived from the tracking type.
The Tracking Item Originator's identity is taken from the Callista registration of the current user, and cannot be changed.
Steps 8, 9 and 10 can be performed in any sequence.

To inquire on a tracking item record using the Maintain Tracking Items form:

In Query mode:

Enter query details in the appropriate fields.
Execute the query.
If more than one record is retrieved, scroll to select the one required.

To modify a tracking item record using the Maintain Tracking Items form:

Find the record to be modified.
Modify as required.
Save.
Rules:

Only the Tracking Item Subject and Completion Required By fields can be amended.

To delete a tracking item record using the Maintain Tracking Items form:

Find the record to be deleted.
Locate the cursor in the record to be deleted.
Delete record.
Save.
Rules:

A tracking item record can only be deleted if no step records, group membership record or notes are associated with it.

Tracking Step

Explanation

This block gives details of the administrative stages or steps which are required in taking action on a document or completing a process. Normally the person taking action (the recipient) 'signs off' the step when action has been taken, although the originator can also sign off any step.
A default set of steps may exist for the tracking type selected, and these default steps will be displayed when this block is entered. Further steps can be added, or steps deleted, in this block. If recipients have not been recorded for any default step, the system enters the originator of the item as recipient.
If no steps have been recorded against the type, all steps must be created in this block, including the action dates and recipients for each.
Only the originator of an item can create, add or delete steps.
Further information about tracking steps can be found in the introductory section under:

How Tracking Items are Created
Recording Tracking Item Progress
Inquiring on Tracking Items

Recording progress instructions are given in a separate section below.

Example

To create a new set of tracking steps where none exist for the type, using the Maintain Tracking Items form:

In Insert mode:

Enter a description of the step in the Description field of a blank record.
Enter the date by which this step should be completed, in the Action Date field.
Record the person (registered in Callista) who is to take action for the step:

enter the person's Callista identification in the Recipient field, or use the Find Person (ADMF1211) facility to return an ID to this form.

Optionally, add notes using the Maintain Tracking Item Step Notes (TRKF3110) form accessed via the Tracking Step Notes navigation button.
Repeat from 1 for each step required to track this item.
Save.
Rules:

These instructions assume that steps have not been recorded as a prototype against the tracking type.
The system automatically supplies step numbers.
Based on the dates supplied, the system determines the number of days each step will take to action. This number is 'carried' with the step on any subsequent change of sequence.
Note that where the Sequence indicator is set, action dates are recognised by the system as progressive. But if this indicator is not set, the number of days each step takes to action is calculated from the start date - step numbers do not indicate a sequence in this case.

To insert an additional tracking step in an existing set of steps, using the Maintain Tracking Items form:

Place the cursor in the step above the required position in the sequence.
Insert a new record.
Enter description, action date, recipient and notes as in instructions 1 to 4 of creating tracking steps, above.
Save.
Rules:

When a sequential step is entered in this way, the system determines the number of days this step will take to action, calculated from the previous date (when Sequence indicator set) or from the start date (when Sequence indicator not set). Action dates for subsequent steps (when Sequence indicator set) are recalculated to take account of the action days of the additional step.

To modify a tracking step, using the Maintain Tracking Items form:

Select the record to be modified, scrolling if necessary.
Modify the record by changing an action date, recipient ID or notes.
Save.
Rules:

Users other than the originator are prevented from modifying action date or recipient ID. Recipients can modify notes for their own step.
The system will recalculate the number of days this step takes to action, if the action date is changed. Subsequent steps are also recalculated to take account of the change to this step.

To alter the sequence of tracking steps, using the Maintain Tracking Items form:

Place the cursor in the step record to be moved.
Use the upper icon to move the record up, a place at a time, or the lower icon to move it down.
Rules:

Dates affected by the change in sequence are amended by the system.
Only the originator can change the sequence.

To delete a tracking step, using the Maintain Tracking Items form:

Find the record to be deleted.
Locate the cursor in the record to be deleted.
Delete record.
Save.
Rules:

Users other than the originator are prevented from deleting steps.

Recording Progress

Explanation

The recipient of a particular tracking step can 'sign it off' once action has been taken, or by-pass it. Any of the steps can also be signed off or by-passed by the originator of the item.
The recipient of the last step also signs off the item by changing its status to a value which maps to the system tracking status COMPLETE.
Using the Early Exit function button allows the item's originator to sign off all incomplete steps automatically by setting the status for completion. The item can be also be cancelled by the originator at any time.

To sign off or by-pass a tracking item step, using the Maintain Tracking Items form:

Select the step for which you are the recipient.
Either
Sign off the step by placing a checkmark in the Step Complete checkbox. Optionally override the completion date, if it is not the current date.
or
By-pass it by selecting the By-pass indicator.
Save.
Rules:

Steps can be completed in any order if the Sequence indicator is not set.
A Completion Date for the step is supplied automatically when the corresponding indicator is set, but can be overwritten.
Where the completion date of a step is earlier or later than its action date, the action dates of any subsequent steps are automatically adjusted.
Signing off can be reversed by removing the completion date, deselecting the indicator and saving.

To sign off an item, using the Maintain Tracking Items form:

As the last recipient:

Sign-off the last step. The Completion Date for the item is set to the current date by the system, but can be overridden.
A warning message tells you that all steps are completed. Click OK.
Navigate to the Tracking Item block.
Select a status from the list of values in the Tracking Status field (or key a value) which equates to the system status COMPLETE.
Save.

As the originator:

Either
select a Tracking Status equivalent to CANCELLED
or
Select the Early Exit button and then select a status equivalent to COMPLETE from the list of values.
Save.

Changes within this form will have the following notable effects:

Purpose	To allow the creation and maintenance of tracking items, and To record and inquire on the progress of a tracked item.
Subsystem	Tracking
Structure	Two Blocks	Tracking Item Tracking Step
	Navigation Buttons invoke forms Function Button invokes a process	Forms Maintain Tracking Item Group Membership form Maintain Tracking Item Notes Maintain Tracking Item Step Notes Process Early Exit process
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To create a new tracking item record using the Maintain Tracking Items form:
In Insert mode: Select a status corresponding to the system tracking status ACTIVE from the list of values (or key a valid value) in the Tracking Status field. Select the appropriate tracking type for this item from the list of values (or key a valid value or partial value) in the Tracking Type field. Optionally, specify the subject of the item (if the person is registered in Callista): enter the person's Callista identification in the Tracking Item Subject field, or use the Find Person (ADMF1211) facility to return an ID to this form. The Start Date is set to the present date by the system, but can be overwritten if required. The Completion Required By date is supplied by the system, but can be overwritten if required. Optionally, change the values of the Business Days Only and Sequential indicators. Save. Optionally, add this item to a tracking group by navigating to the Maintain Tracking Groups (TRKF1600) form via the Group Membership button, and following the instructions given for that form. Optionally, record notes for this item by navigating to the Maintain Tracking Item Notes (TRKF1600) form via the navigation button, and following the instructions given for that form. Access the block below to display any default steps derived from the type. If required, enter/modify steps there following the instructions given for the Tracking Step block.	Rules: A Tracking ID number is supplied automatically by the system when an item record is saved. In the majority of cases where the Tracking Item Subject field has a value, it is expected that this will be a student's ID. The Start Date can only be altered before the record is saved for the first time. The Completion Required By date is calculated, as soon as the type is entered, from the start date given here and the target days recorded against the type. It takes into account the value of the Business Days Only indicator. The values initially shown for the Business Days Only and Sequential indicators are derived from the tracking type. The Tracking Item Originator's identity is taken from the Callista registration of the current user, and cannot be changed. Steps 8, 9 and 10 can be performed in any sequence.
To inquire on a tracking item record using the Maintain Tracking Items form:
In Query mode: Enter query details in the appropriate fields. Execute the query. If more than one record is retrieved, scroll to select the one required.
To modify a tracking item record using the Maintain Tracking Items form:
Find the record to be modified. Modify as required. Save.	Rules: Only the Tracking Item Subject and Completion Required By fields can be amended.
To delete a tracking item record using the Maintain Tracking Items form:
Find the record to be deleted. Locate the cursor in the record to be deleted. Delete record. Save.	Rules: A tracking item record can only be deleted if no step records, group membership record or notes are associated with it.

To create a new set of tracking steps where none exist for the type, using the Maintain Tracking Items form:
In Insert mode: Enter a description of the step in the Description field of a blank record. Enter the date by which this step should be completed, in the Action Date field. Record the person (registered in Callista) who is to take action for the step: enter the person's Callista identification in the Recipient field, or use the Find Person (ADMF1211) facility to return an ID to this form. Optionally, add notes using the Maintain Tracking Item Step Notes (TRKF3110) form accessed via the Tracking Step Notes navigation button. Repeat from 1 for each step required to track this item. Save.	Rules: These instructions assume that steps have not been recorded as a prototype against the tracking type. The system automatically supplies step numbers. Based on the dates supplied, the system determines the number of days each step will take to action. This number is 'carried' with the step on any subsequent change of sequence. Note that where the Sequence indicator is set, action dates are recognised by the system as progressive. But if this indicator is not set, the number of days each step takes to action is calculated from the start date - step numbers do not indicate a sequence in this case.
To insert an additional tracking step in an existing set of steps, using the Maintain Tracking Items form:
Place the cursor in the step above the required position in the sequence. Insert a new record. Enter description, action date, recipient and notes as in instructions 1 to 4 of creating tracking steps, above. Save.	Rules: When a sequential step is entered in this way, the system determines the number of days this step will take to action, calculated from the previous date (when Sequence indicator set) or from the start date (when Sequence indicator not set). Action dates for subsequent steps (when Sequence indicator set) are recalculated to take account of the action days of the additional step.
To modify a tracking step, using the Maintain Tracking Items form:
Select the record to be modified, scrolling if necessary. Modify the record by changing an action date, recipient ID or notes. Save.	Rules: Users other than the originator are prevented from modifying action date or recipient ID. Recipients can modify notes for their own step. The system will recalculate the number of days this step takes to action, if the action date is changed. Subsequent steps are also recalculated to take account of the change to this step.
To alter the sequence of tracking steps, using the Maintain Tracking Items form:
Place the cursor in the step record to be moved. Use the upper icon to move the record up, a place at a time, or the lower icon to move it down.	Rules: Dates affected by the change in sequence are amended by the system. Only the originator can change the sequence.
To delete a tracking step, using the Maintain Tracking Items form:
Find the record to be deleted. Locate the cursor in the record to be deleted. Delete record. Save.	Rules: Users other than the originator are prevented from deleting steps.

To sign off or by-pass a tracking item step, using the Maintain Tracking Items form:
Select the step for which you are the recipient. Either Sign off the step by placing a checkmark in the Step Complete checkbox. Optionally override the completion date, if it is not the current date. or By-pass it by selecting the By-pass indicator. Save.	Rules: Steps can be completed in any order if the Sequence indicator is not set. A Completion Date for the step is supplied automatically when the corresponding indicator is set, but can be overwritten. Where the completion date of a step is earlier or later than its action date, the action dates of any subsequent steps are automatically adjusted. Signing off can be reversed by removing the completion date, deselecting the indicator and saving.
To sign off an item, using the Maintain Tracking Items form:
As the last recipient: Sign-off the last step. The Completion Date for the item is set to the current date by the system, but can be overridden. A warning message tells you that all steps are completed. Click OK. Navigate to the Tracking Item block. Select a status from the list of values in the Tracking Status field (or key a value) which equates to the system status COMPLETE. Save. As the originator: Either select a Tracking Status equivalent to CANCELLED or Select the Early Exit button and then select a status equivalent to COMPLETE from the list of values. Save.