Overview of Tracker Processing

Tracker Overview

Tracker allows you to track items from conception to completion. These items can come from process safety studies or from other sources.  Tracker provides what many companies are lacking; a consistent method for tracking items. 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.

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.

Responder Mode

In addition to using Tracker Client to provide Responses, users can enter Responses directly into the Tracker file.  In previous versions of Tracker, users who entered Responses had to enter them via Tracker Client.  In Tracker 1.10, users can enter Responses directly into the Tracker file via Responder mode.  This is a new 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.

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 continuing processing of the items, the Tracker user will send Requests to people. 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 it might be 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 in 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 is not part of the Tracker / Tracker Client “Request/Response” function.  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.

The body of the email would reflect the following information:

In previous versions, when a Response was reviewed, the data accepted or rejected was only known to the Tracker user.  Unless the user of Tracker informed the Tracker Client user, the Tracker Client user was unaware of what data was accepted or rejected.

Communication between Tracker and Tracker Client is typically done using email messages. These can be sent and received using the system built into each program, or either program 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.

How Tracker Processes Requests and Responses - Via Files (PT1 and PT2)

Communication between Tracker and Tracker Client program is typically done using email messages. These can be sent and received using the system built into each program, or either program can also use the standard MAPI interface to work directly with another email program such as Outlook, Eudora, or Thunderbird.

If email is not an option, 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.

Using Tracker

When creating a Request from Tracker, you can create the Request via sending an email, manual Request, or creating a file. Tracker keeps a history of all Requests that have been sent and Responses received for each Tracked Item. This allows you to keep a log (history) of all correspondences to complete the Tracked Item.

If sending a Request by creating a file, Tracker will automatically add the extension of PT1 to the file name if this is not entered. You can name the file accordingly such as the recipient of the Request. When sending a Request via a file, any individual can open and respond if they have access to the file and Tracker Client. When sending a Request via email, the email is in the recipients inbox.

Using Tracker Client

You typically access the Tracker Client program by opening a Request file. Request files have PT1 as the extension. If you receive a Tracker Request in an email message, opening it opens the Request file and automatically loads the Request into the Tracker Client program. After Requests are loaded into the Tracker Client program, they will continue to be available, so you can also use the Windows Start menu to load the Tracker Client program and view and respond to previous Requests.

When creating a Response from Tracker Client, you can create the Request via sending an email or creating a file. If sending a Request by creating a file, Tracker Client will automatically add the extension of PT2 to the file name if this is not entered. You can name the file accordingly such as who the Response is being sent from.