Understanding Tracking

This section of the user manual provides an overview of the Tracking subsystem . Topics covered include:

What does the Tracking subsystem do?
Terms used in the Tracking subsystem
How the Tracking subsystem is used:

Detailed explanations and instructions for the use of individual database forms can be accessed from the subsystem's table of contents or via the numerous links provided here.

Information regarding subsystem reference data and setup is provided separately for the subsystem specialist.

What does the Tracking subsystem do?

This subsystem provides a facility for monitoring the movement of documents or the progress of defined processes. Discrete steps which a document or process must pass through are recorded (in order for sequential steps) in the System. Progress is determined by which of these steps have been completed.

Each item being monitored is called a 'Tracking Item'.

Tracking items can be manually recorded or can be 'launched' by processes within other subsystems. Examples (including for subsystems to be developed) of System initiated tracking items include:

Admissions subsystem -
- applications for admission can be recorded as tracking items and monitored through the approval - offer process.
- rejected offers can be monitored where the application for admission is to be considered for other course preferences in following offer rounds.
Advanced Standing subsystem -
- manually assessed advanced standing applications can be recorded as tracking items and tracked through the approval process.
Assessments -
- applications for extensions to due dates of assessment items can be recorded individually and monitored.
- the tracking facility can be used to monitor the preparation and printing of examination papers and mark sheets.
- each application for special consideration in determination of results can be tracked.
- applications for review of students' unit attempt outcomes (results) can be individually tracked.
Document Management -
- this facility can be used to track official documents supplied by students when they are sent to others for verification or evaluation.

Terms Used in the Tracking Subsystem

To understand the Tracking subsystem it is necessary to understand the following key terms. Explanation of all Tracking terminology is provided in the subsystem glossary.

Tracking Item

is a document or process as monitored by the Tracking subsystem.

Tracking Type is an institution defined type used to assist in identifying and classifying items being tracked. These map back onto system defined tracking types recognised for system functionality.

How the Tracking subsystem is used

How Tracking Items are Created

Tracking items are manually recorded using the Maintain Tracking Items form (TRKF2100) Details recorded include:

the status of the tracking item.
the tracking type of the tracking item.
where applicable, the person who is the subject of the tracking item.
the tracking item's originator.
the steps involved in the process being tracked.

Each tracking item is recorded with a Completion Required By date. This is calculated by the System as the tracking item's start date plus the number of target days for its tracking type, as specified in TRKF1100.

Each tracking type can have a set of tracking steps associated with it. These steps represent key points in the process which items of that type go through. When a tracking type is associated with a tracking item, its steps are defaulted to the tracking item. Each tracking item should have a set of tracking steps. The set of defaulted tracking item steps can be modified by adding new steps or deleting existing steps.

Every step has an 'Action Date' and a recipient. In the case of a default step, its action date is inserted by the System and is calculated as follows:

for non-sequential steps - the tracking item's start date plus the 'action days' allowed for that step to be performed, as defined in TRKF1100. An action date must be manually calculated and entered for additional steps which are added subsequently.
for sequential steps - the tracking item's start date plus the 'action days' for any previous steps plus the 'action days' allowed for that step to be performed, as defined in TRKF1100. An action date must be manually calculated and entered for additional steps which are added subsequently. Steps later in the sequence are adjusted by the additional number of 'action days'. When the action date of a step is altered, or the completion date of a step is earlier or later than its action date, the System recalculates action dates for subsequent steps.

The default recipient for each step is either specified in TRKF1100 or defaults to the originator of the tracking item. The recipient can be overridden. Additional steps added in TRKF2100 must have their recipient entered manually.

Steps can be bypassed where they are not required. When this occurs, the calculated action dates are adjusted by the System.

In performing the date calculations above, it is possible to specify whether or not only business days are to be used in the calculation. It is also possible to specify whether or not the tracking steps must be performed in the order specified.

Maintain Tracking Items describes data entry in detail.

Recording Tracking Item Progress

Once a tracking item has been established, its progress needs to be recorded. TRKF2100 is used to flag each step of a tracking item when it is completed. Setting a step completion flag to 'yes' causes the current date to be recorded as the date of completion. This can be overridden.

For some tracking items, completion of a tracking step can be automatically 'flagged' by the System when the activity represented by the step has taken place. This functionality will become apparent as subsystems which utilise it are developed.

When all the tracking steps of a tracking item are completed, the completion date of the last step is automatically recorded as the completion date of the item. The status of the item is manually set to one with a system status COMPLETE.

The tracking process can be completed without all of its steps having been performed where, for instance, performance of the remaining steps is no longer required or where cancellation of the tracking item is required. This process is actioned by selecting the Early Exit button in TRKF2100 and selecting an appropriate tracking status when prompted. Uncompleted steps have their By-pass indicator set and the completion date of the tracking item is set to the current date.

Inquiring on Tracking Items

The Maintain Tracking Items form (TRKF2100) is used to inquire on tracking items. Querying by attributes other than Tracking ID is likely to return multiple records. When the required record is located, its tracking steps are displayed. Progress of a tracking item can be determined by which steps are completed or by-passed.

Using Tracking Groups

The Tracking Group function allows tracking items with a common characteristic to be tracked as a group. The Maintain Tracking Groups form (TRKF1600) is used to record tracking items as members of a group and to monitor progress of the group. A tracking group is ACTIVE while it has one or more 'active' tracking items and COMPLETE when all its member tracking items are 'complete' or 'cancelled'. Management of individual member tracking items is still carried out on an individual basis as described above. Tracking item records which are members of one or more groups have a lamp 'GROUP MEMBER' displayed against them in TRKF2100.

Tracking Notes

Provision is made, using the generic Notes facility, for the recording of detailed notes about some records in the Tracking subsystem. Notes may be recorded against:

tracking type steps
tracking items and
tracking item steps.

Notes could be used to record information such as:

the purpose of a tracking step
documentation received in support of a tracking item.
a comment regarding the performance of a tracking step.

Tracking Item	is a document or process as monitored by the Tracking subsystem.
Tracking Type	is an institution defined type used to assist in identifying and classifying items being tracked. These map back onto system defined tracking types recognised for system functionality.