Tracker

Primatech's Tracker is designed to allow you to track recommendations, action items (Tracked Items) from conception to completion. Tracker provides a tool most companies are lacking – a consistent method for tracking items.

Companies have generated tens of thousands of action items, most of which have been lost or neglected. This is traceable to many companies lacking a satisfactory tracking system. This leads facilities within the same company to often use different systems/programs, resulting in added confusion, inefficiencies, and lost items not to mention lost time and money.

Tracker provides the solution - a single preferred option for tracking items. Tracker is the tool to help ensure you avoid the risks and liability of forgotten or lost Tracked Items.

Tracker Overview

Tracker allows you to track items from conception to completion. These items can come from process safety studies or from other sources. Use Tracker not only to manage the status of Tracked Items, but also as a management tool to get up–to–date status reports and cost reports.

The Tracker software package consists of two key elements: Tracker and Tracker Client. Tracker is utilized by the individual(s) responsible for making sure the Tracked Items are completed. Tracker Client is used by those who have Tracked Items assigned to them. Tracker Client users can receive updates on the Tracked Item and provide updates / feedback to the Tracker user.

Tracker includes

• Import / Export TXT and CSV files
• Import from PHAWorks^® projects
• Generate custom reports (including cost reports)
• Merge Tracked Items together
• Create custom fields
• File information such as number of items overdue
• Create custom source types
• Create custom views (activity and list)
• Filter and sort Tracked Items
• Schedule requests and reminders
• Generate requests manually, using email or a file
• Close completed Tracked Items
• Built–in email program or use your own email program
• Assign Tracked Items to people in an address book
• Use responses as final resolution
• History of emails sent and received on requests
• Customize the form on which fields to use / design
• Show Tracked Items that have un-reviewed responses
• Send updated data to PHAWorks¹ projects

Tracker Client Overview

Tracker Client provides a convenient and efficient way to respond to Requests sent from Tracker. Although a separate program, it is an important part of the complete Tracker package.

You typically access Tracker Client by opening a Request file. Request files have a “.PT2” as the extension. If you receive a Tracker Request in an email message, opening the Request file automatically loads the Request into Tracker Client. After Requests are loaded into Tracker Client, they continue to be available, so you can view and respond to previous Requests whenever you run Tracker Client.

Tracker Client includes

• Send responses via email or file
• Review completed requests or open requests
• Sort on the requests received and responses sent
• Save data for all requests received / responses sent
• Review the source and Tracked Item data
• Suggest changes to Tracked Items

Responder Mode

In addition to using Tracker Client to provide Responses, users can enter Responses directly into the Tracker file. Users can enter Responses directly into the Tracker file via Responder mode.  This is a security setting in which a user is given a login account in which they can only see Tracked Items and Requests assigned to them. While logged in, users can only add Responses for Requests similar to what they would have done using Tracker Client.  No other functions are available with this mode. The user of Tracker with the appropriate security level would be the only individual who can update and closed Tracked Items.

You can use a combination of Tracker Client and Responder mode or one exclusively to allow individuals to enter Responses for Tracker Items.

Overview of Tracker Processing

Tracker is used to manage and track the progress on a number of items. These items can be recommendations from PHA studies, findings from Audits, or any other item that requires additional action and follow-up. Responsibility for each item is typically assigned to individuals or departments other than the person who is using Tracker. As part of the follow-up of Tracked Items, the Tracker user will send Requests to individuals assigned Tracked Items. A Request might be a Request for status; it might be a Request for approval; it might be a Request for additional information (such as costs, priorities, completion dates); or any other type of Request. These Requests are usually sent as attachments in email messages.

When a Request file is received in an email message, the recipient opens that file, which loads it into Tracker Client. This program provides the required interface to read the Request and to enter a Response with all of the requested information. Tracker Client can then use its built-in email system, or an interface to another email program, to send the Response data as a file attachment (with a “.PT2” extension) back to Tracker. When Tracker receives a Response email, 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 item that is being tracked. When your Response gets reviewed in Tracker, the user of Tracker now has the following option – “Send confirmation email”. The email sent from Tracker is in a format that you would read without the use of Tracker Client.  If the user of Tracker selects this option, the email would be sent back to the individual that provided a Response either through Tracker Client or Responder Mode.

Communication between Tracker and Tracker Client is typically done using email messages. Emails can sent and received using the email system built into each program, Tracker and Tracker Client can use the standard MAPI interface to work directly with another email program such as Outlook, Eudora, or Thunderbird. It is also possible to save the Response and Request data files to a disk or a network file system and use another transport method.

¹PHAWorks^® is a software program developed by Primatech for conducting Process Hazard Analysis (PHA) studies.