Alpha Tracker User Guide

USER GUIDE Version 1.3 ALPHA TRACKER USER GUIDE DOCUMENT CONTROL Version 1.3 Page 2 DOCUMENT CONTROL Document Alpha Tracker User Guide Current Version Version Date Issued Pages Reason For Issue 1.3 Nov 2013 All Office setup and Synchronising Calendars added Previous Versions Version Date Issued Pages Reason For Issue 1.2 May 2013 All Logo changed 1.1 May 2013 All Scheduling added 1.0 April 2013 All First draft Trademark Acknowledgement Microsoft Word, Microsoft Excel and Microsoft Access are registered trademarks of Microsoft Corporation. Google Calendar and Google Maps are registered trademarks of Google Inc.. All other trademarks are the property of their respective owners. ALPHA TRACKER USER GUIDE CONTENTS Version 1.3 Page 3 CONTENTS 1. MAINTAINING CLIENTS .................................................................................. 5 1.1 Adding a new client ........................................................................................................................ 5 1.1.1 Entering client details ......................................................................................................... 5 1.1.2 Adding additional contact details ....................................................................................... 6 1.1.3 Recording sites for a client ................................................................................................. 7 1.2 Editing client details ....................................................................................................................... 8 2. MAINTAINING SYSTEM DATA ...................................................................... 10 2.1 Maintaining project statuses ........................................................................................................ 10 2.2 Maintaining project types ............................................................................................................ 11 2.3 Maintaining staff .......................................................................................................................... 12 2.4 Maintaining reports ...................................................................................................................... 13 2.5 Maintaining extra fields ................................................................................................................ 13 2.6 Maintaining instructions .............................................................................................................. 13 2.7 Maintaining lab lookup data ........................................................................................................ 14 2.8 Setting up offices .......................................................................................................................... 14 3. QUOTING FOR WORK .................................................................................. 16 3.1 Creating a new quotation ............................................................................................................. 16 3.2 Displaying and editing an existing quotation ............................................................................... 17 4. WORKING WITH PROJECTS .......................................................................... 19 4.1 Creating a new project ................................................................................................................. 19 4.2 Displaying and editing an existing project .................................................................................... 22 5. WORKING WITH SURVEYS ........................................................................... 23 5.1 Setting up a survey ....................................................................................................................... 23 6. SCHEDULING PROJECTS ............................................................................... 25 6.1 Scheduling a new project ............................................................................................................. 25 6.2 Editing and moving a project ........................................................................................................ 27 6.3 Selecting a user or group of users for the calendar ..................................................................... 28 6.4 Showing photos on the calendar .................................................................................................. 30 7. CARRYING OUT THE SURVEY ........................................................................ 31 7.1 Recording survey results .............................................................................................................. 31 7.2 Reviewing survey data .................................................................................................................. 32 ALPHA TRACKER USER GUIDE CONTENTS Version 1.3 Page 4 8. ENTERING LAB RESULTS ............................................................................... 35 8.1 Entering lab results manually ....................................................................................................... 35 8.2 Entering fibre analysis .................................................................................................................. 36 8.3 Updating the survey with results ................................................................................................. 38 8.4 Entering fibre analysis by a remote lab ........................................................................................ 38 9. USING BULK SAMPLE PROJECTS ................................................................... 39 9.1 Creating a Bulk Sample project .................................................................................................... 39 9.2 Recording Bulk Sample analysis results ........................................................................................ 41 9.3 Loading the Bulk Sample analysis results ..................................................................................... 41 10. PRODUCING THE SURVEY REPORT ............................................................... 43 10.1 Generating the survey report ....................................................................................................... 43 10.2 Viewing and editing the report .................................................................................................... 44 11. INVOICING .................................................................................................. 46 11.1 Recording an invoice .................................................................................................................... 46 11.2 Displaying invoices for a project ................................................................................................... 47 12. SYNCHRONISING CALENDARS ...................................................................... 48 12.1 Introduction .................................................................................................................................. 48 12.2 Setting the structure of your calendars ........................................................................................ 48 12.3 Linking the Calendars to Alpha Tracker ........................................................................................ 51 ALPHA TRACKER USER GUIDE MAINTAINING CLIENTS Version 1.3 Page 5 1. MAINTAINING CLIENTS This chapter describes how to maintain your client information in Alpha Tracker by adding new client records and by finding and updating existing client details. 1.1 Adding a new client This section contains a summary of the steps necessary to create a new client in Alpha Tracker. Optional steps to enter details of additional contacts and sites are also included. 1.1.1 Entering client details Before you can create a project for a new client in Alpha Tracker, you must set up the new client by entering their details on the New Client tab. To add a new client: 1. Click the “New Client” menu option to display the New Client tab. 2. Type the ID which you want to apply to this client in the ID field. Typically the ID is a short alphabetic code that helps you identify the client, eg “START” for Start Software. 3. Type the client’s name in the Name field. 4. Use the five Address fields to enter the client’s full postal address. 5. Use the four Contact Details fields to enter name, telephone, fax and email details for your main contact at the client. ALPHA TRACKER USER GUIDE MAINTAINING CLIENTS Version 1.3 Page 6 You can also record any notes in the Notes field. 6. Click Save to save the new client. 1.1.2 Adding additional contact details If you have multiple contacts at a client you can record their details in Alpha Tracker as part of an address book. This is an optional step. To record details of further contacts at the same client address: 1. Click the “Contacts/Address Book” menu option to display the Contacts/Address Book tab. 2. The filter at the top lets you display all contacts relating to a selected client. Begin typing the first few letters of the client name in the Search for field. You can then select the client name from the drop-down list. Any additional contacts already defined for the selected client are displayed. 3. In the blank row marked with an asterisk, type the first few letters of the client name and use the drop-down list to select the client name. 4. Type the name of the additional contact in the Contact field. 5. Complete the Telephone, Email and Notes fields for the additional contact. 6. Click the Save button on the record or the Submit button at the bottom of the list to save the details. ? Contacts can be deleted by ticking the Delete tickbox at the end of the row and then clicking Submit. ALPHA TRACKER USER GUIDE MAINTAINING CLIENTS Version 1.3 Page 7 1.1.3 Recording sites for a client A client may have a number of different sites at which you are to carry out project work. You can set up these sites for your clients in Alpha Tracker so that they are available for selection from drop-down lists. This is an optional step. To record site details: 1. Click on the “New Site” menu option to display the fields in which you can record details of all sites associated with a client. 2. Begin typing the first few letters of the client name in the Client field. You can then select the client name from the drop-down list. 3. Complete the following details for the site: ? Site Name ? Address ? Postcode ? Contact Name ? Contact Telephone ? Contact Email ? Notes. 4. Click the Save button to save the new site details. ALPHA TRACKER USER GUIDE MAINTAINING CLIENTS Version 1.3 Page 8 1.2 Editing client details You can edit existing client details by finding the client on the Client List and then simply changing their details. You can also add further details to a client such as their quote multiplier, date they became an inactive client and any extra information you want to capture relating to clients. To display and edit existing client details: 1. Click on the “Client List” menu option to display a list of existing clients and some search fields to help you locate the required client. You can show more clients in the list by paging through the clients or by selecting to show more records per page (eg 50, 75 or 100). The controls to do this are at the bottom of the client list. 2. Type any details that may help you locate the required client in the search fields. For example you might enter part of their name or their postcode. Then click Search. The list is filtered to show only those clients matching your search criteria. 3. Select the required client from the list by clicking on the underlined client name. The Client Details screen is displayed, showing client name and address details on the left and separate tabs on the right for site, quote, project and address book details related to the client. ALPHA TRACKER USER GUIDE MAINTAINING CLIENTS Version 1.3 Page 9 You can use the Sites and Address Book tabs on the right as quick ways to add details of extra sites and contacts for a client. The Extra Info button displays any extra fields that have been defined to capture additional information relating to clients. ? Refer to Section 2.5, Maintaining extra fields, for further information on setting up extra fields. 4. Amend the client details as required. 5. Save any changes you make by clicking the Save buttons. ? Tip: To display details of all clients in the filtered list one after the other on the Client Details screen without returning to the Client List, use the Next Record button below the client name and address details. ALPHA TRACKER USER GUIDE MAINTAINING SYSTEM DATA Version 1.3 Page 10 2. MAINTAINING SYSTEM DATA This section describes how you can maintain the data that provides settings, data and drop-down lists for Alpha Tracker. This includes the following: ? project status ? project types ? staff ? reports ? extra fields ? instructions ? lab lookup data. 2.1 Maintaining project statuses Alpha Tracker has a list of descriptions that are used to indicate project status. You apply these project status descriptions to projects as they progress. To maintain the project status descriptions: 1. Select “Project Statuses” from the Setup menu to display the Project Statuses screen. Any project statuses already defined are displayed. 2. To add a new status, in a blank row marked with an asterisk, type the required new project status description. 3. To delete a status, click on the red cross on the row to delete. 4. Click the Save button on the record or at the bottom of the list to save the details. ALPHA TRACKER USER GUIDE MAINTAINING SYSTEM DATA Version 1.3 Page 11 2.2 Maintaining project types Each project or job in Alpha Tracker must have a type assigned to it. As part of the project type, you can define the significant events that are usually associated with such projects or jobs. These significant events form a milestone template for the project type. To maintain project types: 1. Select “Project Types” from the Setup menu to display the Project Types screen. A list of project types is displayed. You can enter search criteria in the top of the screen to filter the list as required. 2. To add a new project type, in a blank row marked with an asterisk, type the Name to use for the project type, the Description to help you identify how this type is used and the Category to define the additional buttons and screens available to this project type. 3. Use the plus button on a project type record to set up the milestones for projects of this type: ? Type a number to indicate the position of the milestone in the sequence in the Position field. ? Type a description of the event in the Milestone field. ? Specify how to calculate the target date for this milestone by entering a number of days in the Target field. The target date is calculated as the specified number of days after the completion of the previous milestone. ? Save the milestone changes and close the screen. 4. You can also include some standard text in quotations for each project type by typing the text in the Quotation Template Text field. 5. To delete a project type, click on the Delete tickbox on the appropriate row(s). 6. Click the Save button on the record or at the bottom of the list to save the details. ALPHA TRACKER USER GUIDE MAINTAINING SYSTEM DATA Version 1.3 Page 12 2.3 Maintaining staff You must set up staff details before you can record the involvement of members of staff in projects. ? Tip: When a member of staff leaves, keep their details recorded on the system as this enables the regeneration of reports in which they appear. Simply mark them as inactive (Not Current). To maintain staff details: 1. Select “Staff” from the Setup menu to display the Staff screen. Scroll to the right to see all the fields on this screen. You can enter search criteria in the top of the screen to filter the list as required. 2. To add a new member of staff, in a blank row marked with an asterisk, enter the full name and email address of the member of staff in the Name and Email Address fields. The Staff ID is automatically generated. 3. Specify the roles of the member of staff by clicking on the appropriate radio buttons. 4. Type the staff member’s name as it is to appear on reports in the Name For Reports field. 5. Make the member of staff active on Alpha Tracker by clicking the No button for Not Current. If you ever want to disable the member of staff’s access you can click the Yes button to make them not current. 6. Enter postcode and contact details in the Home Postcode, Mobile Number, Notes and Office Postcode fields. 7. In the Group field set the group to which the member of staff belongs. Staff groups are the role types or the employee groups that take part in projects 8. If you are using the Calendar Sync tool, enter the member of staff’s Calendar ID in the Google Calendar ID field to link their Google Calendar™ and Alpha Tracker. ? If you are using the Calendar Sync tool, refer to the separate documentation to set up the user’s Google Calendar™. 9. Save any changes you have made and close the screen. ALPHA TRACKER USER GUIDE MAINTAINING SYSTEM DATA Version 1.3 Page 13 2.4 Maintaining reports The “Reports” option on the Setup menu is used for defining the reports that extract data from Alpha Tracker. This option is for System Administrator use only. 2.5 Maintaining extra fields Extra fields are used in Alpha Tracker where additional information needs to be captured. This additional information can be used in reports. The extra fields are first defined and assigned to particular screens. They are then available as a list from a button on the assigned screen. To define the extra fields: 1. Select “Extra Fields” from the Setup menu to display the Extra Fields screen. Any existing extra fields are listed. 2. To add a new extra field, in a blank row marked with an asterisk, type the name of the extra field in the Field Name field. The ID is automatically generated so you do not need to enter anything in the ID field. 3. Select the type of field, for example one that requires a Yes or No answer, an auto-learning field or a data entry field, from the drop-down list on the Field Type field. 4. Tick the appropriate tickbox(es) to indicate on which screens this question should be available. 5. If required, specify a position in the list of extra fields for this field in the Position (optional) field. 6. Save your changes and close the Extra Fields window. 2.6 Maintaining instructions The “Instructions” option on the Setup menu is used for defining the help text on the Home screen. This option is for System Administrator use only. ALPHA TRACKER USER GUIDE MAINTAINING SYSTEM DATA Version 1.3 Page 14 2.7 Maintaining lab lookup data The lab lookup data defines the content of the drop-down lists on the Fibre Analysis screen. Each of the fields available on the Fibre Analysis screen is defined as a Type in the lookup data. Each of the values listed on the drop-down is defined as a Value. To maintain lab lookup data: 1. Select “Lookup” from the Setup menu to display the Lookup screen. You can enter search criteria in the top of the screen to filter the list as required. For example if you only want to see the values for the RILiquid field, select RILiquid in the Type field and then click Search. 2. To add a new value, in a blank row marked with an asterisk, type the name of the value for the drop-down list in the Value field and enter the field name in the Type field. 3. To delete a lookup entry, click on the Delete tickbox on the appropriate row(s). 4. Save your changes and close the Lookup window. 2.8 Setting up offices Alpha Tracker lets you define offices and assign an office letter to each one set up, for example the letter “B” might be assigned to the Bridgnorth office. The office letter is used at the beginning of project numbers, for example B-00123. Office letters can also be linked to users to provide default office letters and to control which office letters can be used by which users. ALPHA TRACKER USER GUIDE MAINTAINING SYSTEM DATA Version 1.3 Page 15 Your office setup may be one of the following three types: ? single-site – if you use only one office then you need not set up offices and there is a default office letter set for all users which displays when projects or quotations are created. ? multi-site – if you have more than one office then set up an office letter for each office. Each individual is assigned a default office letter to display when projects or quotations are created but this can be overwritten to create projects for other offices. ? multi-site, restricted view – if individuals are only to see and create project data for their own office(s) then set an office letter for each office and assign a default office to each individual. If you also define a list of office letters that the user is permitted to use, they will not be able to see or create projects for any offices not in the list. To define offices: 1. Select “Offices” from the Setup menu to display the Offices screen. 2. To add a new office, in a blank row marked with an asterisk, enter the following: ? the letter assigned to the office ? the office name ? the office address ? the office VAT number, if this is different to other offices ? the office UKAS number, if this is different to other offices. 3. Save your changes and close the Offices window. ALPHA TRACKER USER GUIDE QUOTING FOR WORK Version 1.3 Page 16 3. QUOTING FOR WORK Alpha Tracker lets you create new quotations quickly and easily. Quotations can be set up so that clients can view and accept or decline them online, with email notifications when such events occur. You can also return to existing quotations and update the details, such as status, as required. 3.1 Creating a new quotation This section describes the steps necessary to create a new quotation in Alpha Tracker. To create a new quotation for an existing client: 1. Click the “New Quotation” menu option to display the New Quotation tab. 2. Complete the Quote Ref by either accepting the default letter and clicking the Get Next Number button to assign the next available reference number to this quotation or by typing in a reference number of your choice. 3. Indicate the status of the quotation by clicking the “Open”, “Won” or “Lost” radio buttons. ALPHA TRACKER USER GUIDE QUOTING FOR WORK Version 1.3 Page 17 4. Complete the contact details for the quotation by selecting or entering details in the following fields: ? Client – select the client’s name from the drop-down list ? Produced By – select the member of staff’s name from the drop-down list ? Date Produced – type in or use the date picker ? Date Enquiry Received – type in or use the date picker ? Contact Name – your contact at the client ? Email – your contact’s email address ? Tel # – your contact’s telephone number ? Fax # – your contact’s fax number ? How Delivered? – select how the quotation was sent to the client. 5. Give details of the job you are quoting for in the Details section. This includes the following: ? Type ? Job Name/Desc ? Likelihood (%) ? Specifications (these are visible to clients) ? Notes (these are not visible to clients). 6. Calculate the base value of the quotation in the Calculations section by specifying the Day Rate and the Number of Days. The Base Quote Value is displayed. 7. Enter the multiplier to be applied to this quotation in the Client Multiplier field. To keep the same value as the base quotation, simply enter “1”. The Quote Total is displayed. 8. Save the quotation details and close the New Quotation screen. 3.2 Displaying and editing an existing quotation As a quotation progresses, you can keep the details up-to-date by editing the quotation in Alpha Tracker. In particular, this will involve changing the status of the quotation if it is won or lost. To search for an existing quotation: 1. Select the “Quotation List” menu option, enter search criteria and click Search to list matching quotations. 2. Select the quotation to display by clicking on the underlined quote reference number. The Quotations Detail View screen is displayed. ALPHA TRACKER USER GUIDE QUOTING FOR WORK Version 1.3 Page 18 3. Update the quotation details as required. 4. Save the changes and close the screen. ALPHA TRACKER USER GUIDE WORKING WITH PROJECTS Version 1.3 Page 19 4. WORKING WITH PROJECTS Alpha Tracker lets you create new projects quickly and easily. You can also return to existing projects and update the details as required. 4.1 Creating a new project This section describes the steps necessary to create a new project in Alpha Tracker. To create a new project for an existing client: 1. Click the “New Projects” menu option to display the New Project tab. 2. Type the alphanumeric project number in the Project Number field. This is usually the office letter followed by a dash and then a five-digit number. To get the next project number automatically, simply type the office letter then click Get Next Number. 3. Begin typing the first few letters of the client name for whom you are adding a project in the Client field. You can then select the client name from the drop-down list. ? If the client has not yet been recorded on Alpha Tracker, use the New Client button as a quick way to enter the client details. 4. Enter the client’s order number for the new project in the Client Order Number field. 5. Select the Project Manager for the project from the drop-down list on the Project Manager field. 6. Select the site for the project from the drop-down list on the Site Name field if you have set up sites or type a one-line description of the work required for this project. ALPHA TRACKER USER GUIDE WORKING WITH PROJECTS Version 1.3 Page 20 7. Use the drop-down list on the Project Type field to select the appropriate type for this project. ? The project type must already exist. To set up new project types, use the “Project Types” menu option from the Setup menu. As part of the project type, you can define the significant events that are usually associated with such projects or jobs, the milestone template – use the plus button on a project type record to set up these milestones. You can also include some standard text in quotations for each project type by typing the text in the Quotation Template Text field. 8. Enter the estimated total value of the project in the Estimated Total Project Value field. 9. Indicate the current status of the project by selecting from the drop-down list on the Status field. ? The project status must already exist. To set up a new project status, use the “Project Statuses” menu option from the Setup menu. You need only supply a description of the project status. You can now complete the optional project information on the right-hand side of the New Project screen: 10. In the Milestones section, enter dates against any milestone that has been completed. For example, you might at this stage complete the Quote Produced and Order Received milestones. You can complete additional milestones specific to the project type when you revisit the project by clicking on the More Milestones button and completing the details. 11. In the Addresses section, specify the site contact, site address and invoice address. 12. In the Financials/Planning section, specify the estimated number of man days that the project will take. ALPHA TRACKER USER GUIDE WORKING WITH PROJECTS Version 1.3 Page 21 13. In the Notes section, type any notes that apply to the project. 14. Save the new project details by clicking the save record icon at the bottom of the screen: If the project that you are creating is a survey then there are additional steps to be completed to set up the survey. ? Refer to Section 5, Working with surveys, for further details. ALPHA TRACKER USER GUIDE WORKING WITH PROJECTS Version 1.3 Page 22 4.2 Displaying and editing an existing project As a project progresses, you can keep the details up-to-date by editing the project in Alpha Tracker. 1. Search for the required project. You can search for the project in a number of ways: ? entering a key word in the quick search field at the top of the Projects menu ? selecting the “Project List” menu option and entering search criteria to find the required project ? selecting the “Open Projects by Client” menu option and selecting the initial letter of the client’s name ? selecting the “Open Projects by Month” menu option to list projects by the date they were opened ? selecting the “Open Projects by Status” menu option and choosing a status. All the methods of searching for a project produce a list of projects matching your search criteria. 2. Select the project to display by clicking on the underlined project number. The Project Details screen is displayed. 3. Update the project details as required. 4. Any documents linked to the project can be viewed by using the View Documents button. ALPHA TRACKER USER GUIDE WORKING WITH SURVEYS Version 1.3 Page 23 5. WORKING WITH SURVEYS This section summarises the additional steps necessary to create a new Survey project in Alpha Tracker. 5.1 Setting up a survey If the project type of the project that you are creating has a category of Asbestos Survey (eg project type “Survey”), then a Buildings and a Survey Details button are available for you on the New Project tab to specify details specific to the survey. To set up the additional details for a survey: 1. Click the Buildings button to display the Buildings screen for the current project. 2. Enter the details of the buildings included in the survey into the blank rows marked with an asterisk. 3. Click the Save button to save the building details and then close the Buildings screen. ALPHA TRACKER USER GUIDE WORKING WITH SURVEYS Version 1.3 Page 24 4. Click the Survey Details button on the New Project screen to display the Set up Asbestos Survey screen. 5. Select the Survey Type that you are adding, for example Management or Refurbishment & Demolition. 6. Select the lab that will be analysing the samples from this survey in the Lab field. By selecting the lab here you are allowing that lab access via their login to the fibre analysis screens for these survey samples. 7. Type any special requirements that the surveyors need to be aware of in the Special Requirements field. 8. Enter any notes for the surveyor in the Notes to Surveyor field. 9. Click the Save button at the bottom of the Set up Asbestos Survey screen and then close the screen to return to the New Project tab. ALPHA TRACKER USER GUIDE SCHEDULING PROJECTS Version 1.3 Page 25 6. SCHEDULING PROJECTS This section describes how to use the scheduling tool in Alpha Tracker to book your projects into the diary. It explains how you can ? schedule a new project ? edit and move a project ? select a user or group of users for the calendar. If you are using the Calendar Sync tool, all bookings are automatically synchronised with Google Calendars™ so that your staff can see their work diaries at any time from their laptops, home PCs or smartphones. ? Refer to Section 12, Synchronising Calendars, for details on setting up the Calendar Sync tool. 6.1 Scheduling a new project To schedule a project: 1. Click the “Calendar” menu option on the Resource Tracker menu to display the Calendar tab. 2. Adjust the view on the Calendar by: ? selecting the tab at the top of the Calendar most appropriate to the number of days you want to view, for example Month, Day or Work Week ? selecting the person/people for whom you want to make bookings by using the Hide/Show toggle and the tick boxes next to the staff names ? clicking on the date picker to select the date you want to view ? moving forwards or backwards in time by using the arrows around the date range. ALPHA TRACKER USER GUIDE SCHEDULING PROJECTS Version 1.3 Page 26 ? Refer to Section 6.3, Selecting a user or group of users for the calendar, for ways to further restrict the list of people displayed on the Calendar. 3. Click on the Calendar on the intersection of the day and time when you want to make a booking and then drag the mouse down to define the duration of the booking. The Add/Edit Event window is displayed for you to fill in the details of the appointment. 4. Complete the fields on the Add/Edit Event window as necessary to specify the details of the appointment, including the resource (person), project number, client, event, start and end times, description and notes. Many details are automatically filled in for you if, for example, you select a project. Your system may also be set up to display a picture of the member of staff in the Event Name field which will also display on the Calendar. Tick boxes at the bottom of the Add/Edit Event window let you indicate how fixed the appointment is. You can also display the site on Google Maps™ and create a duplicate of the booking by using the links at the bottom of the window. 5. Click the Update button to save the appointment details and show the appointment on the Calendar. ALPHA TRACKER USER GUIDE SCHEDULING PROJECTS Version 1.3 Page 27 6.2 Editing and moving a project If you wish to make changes to an existing booking, then this is quickly achieved by either dragging and dropping or redisplaying the Add/Edit Event window to specify the required changes. To drag and drop: 1. Move the whole booking by clicking and holding down the mouse button on the coloured block that represents the booking. 2. Drag the coloured block to its new position on the Calendar, either to a different time on the same day or to a different day completely, then release the mouse button to drop the booking in place. You can make further adjustments to the booking by using the Add/Edit Event window. To use the Add/Edit Event window to edit a project: 1. Click on the coloured block that represents the booking. The Add/Edit Event window is displayed. ALPHA TRACKER USER GUIDE SCHEDULING PROJECTS Version 1.3 Page 28 2. Amend any of the displayed details as required. 3. Click the Update button to save your changes and close the window. 6.3 Selecting a user or group of users for the calendar If you have many people in your company the list of staff members can become too long to use efficiently when making appointments. There are two menu options, “Select Resource” and “Select Group”, which enable you to filter or shorten the list before displaying the Calendar. The “Select Resource” option lets you select individual members of staff; the “Select Group” option lets you select whole groups of staff. You might, for example, find it useful to set up a group for all Surveyors and then to display just the members of this group on the Calendar. To display the Calendar for individual users: 1. Select the “Select Resource” menu option from the Resource Tracker menu. A list of current members of staff is displayed (ie, the members of staff set up on your system who have the Not Current button set to No). 2. Select one or more people from the list who you want to show on the Calendar. ? Select a range by holding down the Shift key and clicking on the first and last staff member in the range ? Select multiple people by holding down the Ctrl key and clicking on the required members of staff. ALPHA TRACKER USER GUIDE SCHEDULING PROJECTS Version 1.3 Page 29 3. Click the Show Calendar link. A new tab opens showing financial details for the selected resources based on the bookings they have in the Calendar. Close this tab and return to your Alpha Tracker, clicking on the new Calendar tab. The selected resources are displayed on the Calendar. 4. Work with the Calendar as normal to create and amend bookings for the selected individuals. ? Note that you can reduce the list further by clicking on Hide/Show to untick all listed users and then ticking only those users to display. To display the Calendar for a group of users: 1. Use the “Staff” option on the Setup menu to create groups of users. You can assign users to a group by using the Group field. 2. Select the “Select Group” menu option from the Resource Tracker menu. A list of the groups you have set up is displayed. 3. Select the group from the list that you want to show on the Calendar. 4. Click the Show Calendar link. A new tab opens showing financial details for the selected group based on the bookings they have in the Calendar. Close this tab and return to your Alpha Tracker, showing the new Calendar tab. Members of the selected group only are displayed on the Calendar. ALPHA TRACKER USER GUIDE SCHEDULING PROJECTS Version 1.3 Page 30 5. Work with the Calendar as normal to create and amend bookings for the selected individuals. ? Note that you can reduce the list further by clicking on Hide/Show to untick all listed users and then ticking only those users to display. 6.4 Showing photos on the calendar You can display a thumbnail photograph on the Calendar appointments for each person. To include the photo you need only take the photo, save it with a specific name and store it as a *.jpg file in a specific location: ? Give the photo the same name as the Staff ID of the person – you can find this by looking on the Staff tab (Setup menu, Staff option), eg 181.jpg. ? Save the photo in the \\\\A5webroot\\\\alphatracker folder on your server. ALPHA TRACKER USER GUIDE CARRYING OUT THE SURVEY Version 1.3 Page 31 7. CARRYING OUT THE SURVEY This section contains an outline of how to record survey details on your mobile device using Tracker Mobile. It also describes how to view, check and edit in Alpha Tracker the survey details that have been sent in by your surveyors using Tracker Mobile. When the surveyor has sent in the results of a survey, these details are immediately available for checking and editing in Alpha Tracker. 7.1 Recording survey results All open projects are automatically downloaded to your mobile device the next time you synchronise, on a 10-minute cycle. The process of recording the results of a survey on Tracker Mobile involves the following steps: ? start Tracker Mobile ? record a survey item ? check items or revise entries ? synchronise. To use Tracker Mobile to record survey results: 1. Start Mobile Data Studio on your phone. 2. Tap on the Tracker Mobile icon: You are now ready to start the survey. 3. Tap New Session, complete the survey information then tap Menu and select Finish Session. ? Tip: You can enter up to eight non-suspect items per sheet (session) and a maximum of one suspect item. For more non-suspect or suspect items in a room, create additional sheets (sessions) for the same room. 4. Once you have recorded items, they appear in a list which is displayed after you tap on Finish. You can review or edit any item on the list by simply tapping on it to select the item. ALPHA TRACKER USER GUIDE CARRYING OUT THE SURVEY Version 1.3 Page 32 5. To send the data back in: ? from the “list” screen ? tap Menu then select Mark for Send ? tap Menu again and select Synchronise. 7.2 Reviewing survey data To review the survey details sent in by a surveyor: 1. Search for the survey project in Alpha Tracker. You can search for the project in a number of ways: ? entering a key word in the quick search field at the top of the Projects menu ? selecting the “Project List” menu option and entering search criteria to find the required project ? selecting the “Open Projects by Client” menu option and selecting the initial letter of the client’s name ? selecting the “Open Projects by Month” menu option to list projects by the date they were opened ? selecting the “Open Projects by Status” menu option and choosing a status. 2. Click on the required project number to open the survey project. ALPHA TRACKER USER GUIDE CARRYING OUT THE SURVEY Version 1.3 Page 33 3. Click the Survey Details button to open the Set up Asbestos Survey screen. 4. Click the Survey Data button to display the survey data captured for the project. There is a row for each item in the survey. The information displayed includes the following: ? The location is indicated by a floor number, followed by the location number (room) and then a brief description of the location. The floor number should be 1, 2, 3 etc, for the floors above ground, 0 for the ground floor, -1 for the basement and so on. ALPHA TRACKER USER GUIDE CARRYING OUT THE SURVEY Version 1.3 Page 34 The location number should be a sequential number, starting from 01 within each floor, or as directed by a floor plan, office numbering or other such scheme. The description should be a brief text description, such as Office or Reception. ? The No Access column is only ticked if no access could be gained to the location, due for example to a locked door, physical difficulty in gaining access or a Health & Safety issue. If this column is ticked, the rest of the row should be left blank. ? For each of the items inspected, the item and the material from which it is made are noted, using the appropriate three-letter material code, eg CON for concrete. ? The sampling status of an item is indicated as follows: ? S - sampled ? SP - strongly presumed to be asbestos ? P - presumed to be asbestos ? X - same material as another sample already taken. ? The sample number is displayed. ? The extent of the suspected item is described in the most appropriate units, for example 10sq m. ? The product type, 0 – 3, indicates what sort of material was found. ? The condition –a value 0 – 3, indicates the extent of damage to the item. ? A value, 0 – 3, and a description indicate the surface treatment present on the item. ? If a photograph of the item was taken a thumbnail image is displayed and an icon lets you preview a large version of the image. ? A breakdown of any Priority Assessment scores can be displayed by clicking on the Edit button next to the Priority Score field. 5. Review the survey data displayed to ensure that it is complete and consistent. If changes are necessary, amend the survey data by overtyping values or selecting from the drop-down lists. 6. Save any changes you have made to the survey data by clicking the Save button. ? Don’t forget to update the status and milestones on the project to keep the project details up-to-date. ALPHA TRACKER USER GUIDE ENTERING LAB RESULTS Version 1.3 Page 35 8. ENTERING LAB RESULTS Any samples that have been taken require laboratory analysis. Lab results can be entered: ? manually against the survey items if you receive summary results from an external lab ? directly as fibre analysis records by an internal lab ? directly as fibre analysis records by an external lab, using a restricted login. 8.1 Entering lab results manually If you receive summary results from an external lab, when the results are received you must update the survey with the analysis results. 1. Search for and display the survey project in Alpha Tracker. 2. Click the Survey Details button to open the Set up Asbestos Survey screen. 3. Click the Survey Data button to display the survey data captured for the project. 4. Filter the survey data as required, eg to show only survey data for a specific building or floor, or to show only Sampled items, by using the search criteria at the top of the screen. 5. Select or type into the Identification field the information received from the laboratory analysis. ? Scroll to the right to see the Identification field. The Asbestos Type and Material Score are automatically completed according to the asbestos identification selected. If multiple asbestos types are identified in the analysis, type these in separated by a comma (eg “Crocidolite, Amosite”) – the details from the highest scoring type are used. 6. Save any changes you have made to the survey data by clicking the Save button and then close the Survey Details screen. 7. Complete the Date of Analysis field on the Set up Asbestos Survey screen with the date on which the lab analysis was received. ALPHA TRACKER USER GUIDE ENTERING LAB RESULTS Version 1.3 Page 36 8. Click the save record icon at the bottom of the screen to save the changes you have made to the survey and then close the Set up Asbestos Survey screen: 8.2 Entering fibre analysis If you have an internal lab, then the lab staff can enter the full fibre analysis results direct into Alpha Tracker. When all fibre analysis results have been entered, the survey must be updated with the analysis. 1. Select the “Enter Fibre Analysis” option from the Lab menu to display the Enter Fibre Analysis screen. 2. Type the project number for which you want to enter fibre analysis results in the Choose Project field and click OK. Alternatively, you can click on the magnifying glass icon and search for the project if you do not know its number. A message informs you that fibre analysis records have been created for the samples in the project. The first record is displayed on the Fibre Analysis screen, showing (display-only) the: ? Fibre Analysis Record ID ? Project Number ? Surveyor’s Assessment (ie the material) ? Sample ID. ALPHA TRACKER USER GUIDE ENTERING LAB RESULTS Version 1.3 Page 37 3. Enter the details of the sample: ? select a description of the sample size in the Sample Size field. You can also type in your own description ? type your own reference in the Other Ref field if needed ? enter details of the microscope and lens used in the Objective Lens and Microscope fields. 4. Complete the fields on the Analysis 1 tab to record the first set of analysis results, using the drop-down lists. As a minimum, the Analysis field only needs to be completed. ? To allow for the recording of multiple analyses for one sample there are eight tabs available. The Analysis 2 to 8 tabs are displayed and used as required to record additional analyses for the sample. As the analysis in the Analysis field is selected, it is displayed in the Full Analysis field below the tabs. If an analysis on another tab is selected, this is appended to the first analysis in the Full Analysis field so that different analysis results recorded for the sample are visible at the same time. If the analysis is the same as on a previous tab, then the duplicate is not displayed. Similarly, a ‘No asbestos detected’ or ‘Inconclusive’ analysis result is not displayed if there is also a positive asbestos identification made – in this case, only the positive identification is displayed in the Full Analysis field. 5. Any comments are recorded in the following fields: ? Reported Comments –this field is used for any comments to be included on the certificate ? Non-Reported Comments –this field is used for any comments that are not to appear on the certificate. 6. Enter information relating to who performed the analysis in the Analysed By field if it is not entered automatically. ALPHA TRACKER USER GUIDE ENTERING LAB RESULTS Version 1.3 Page 38 Today’s date is automatically entered in the Analysed Date field. The Checked by and Date fields may be completed later when these checks are done. 7. Save the fibre analysis record by clicking the Save icon. 8. Use the navigation buttons at the bottom of the window to display other records so that all sample analysis results for the project are recorded. 8.3 Updating the survey with results To update the survey with the completed fibre analysis results: 1. Search for and display the survey project. 2. Click the Survey Details button to open the Set up Asbestos Survey screen. 3. Click the Survey Data button to display the survey data captured for the project. 4. Click the Load Fibre Analysis button to update the survey items. The following fields are updated for the sample (‘S’) records and also for the cross-referenced sample (‘X’) records: ? Identification ? Asbestos Type ? Material Score. The Overall Score is also updated, by adding the new Material Score to the Priority Score. 8.4 Entering fibre analysis by a remote lab If you use an external lab, then the external lab can enter the fibre analysis results direct into Alpha Tracker as it runs in a web browser. The external lab will have restricted access so that they can only enter fibre analysis results, not access other areas of Alpha Tracker, and can only access projects to which you specifically allow them access. The external lab will require their own log in details. They will then be able to enter fibre analysis results in the same way as an internal lab. ? Refer to 8.2, Entering fibre analysis, for details. Once the external lab have completed entering analysis results, the survey must be updated with the results. ? Refer to 8.3, Updating the survey with results, for details. ALPHA TRACKER USER GUIDE USING BULK SAMPLE PROJECTS Version 1.3 Page 39 9. USING BULK SAMPLE PROJECTS There is a type of project in Alpha Tracker called Bulk Sample. Bulk Sample projects are designed to help you manage large numbers of samples, whether the analysis is handled in-house or outsourced. Alpha Tracker allows you to work with Bulk Sample projects and to perform the following tasks: ? create a Bulk Sample project (this is typically an admin task) ? record Bulk Sample analysis results (this is a lab task) ? load the Bulk Sample analysis results into the project ready for the certificate to be produced (this is typically an admin task and produces the certificates). 9.1 Creating a Bulk Sample project You create a Bulk Sample project in the same way as you create any other project, ensuring that you select the Bulk Sample project type. ? Refer to 4.1, Creating a new project, for details on how to create a new project. If the project type of the new project is “Bulk Sample”, then a Buildings and a Samples button are available for you on the New Project tab to specify details specific to the Bulk Sample project. To set up the additional details for a Bulk Sample project: 1. Click the Buildings button to display the Buildings screen for the current project. ALPHA TRACKER USER GUIDE USING BULK SAMPLE PROJECTS Version 1.3 Page 40 2. Enter the details of the buildings included in the Bulk Sample project into the blank rows marked with an asterisk. 3. Click the Save button to save the building details and then close the Buildings screen. 4. Click the Samples button on the New Project screen to display the Bulk Sample screen. 5. On the Bulk Sample Setup tab, specify the lab that will be analysing the samples in the Lab field. By selecting the lab here you are allowing that lab access via their login to the fibre analysis screens for these samples. 6. In the Date Samples field select ‘Taken’ or ‘Received’ to indicate whether the samples were taken in-house or were received from a third party and in the adjacent field, type the date the samples were taken or received as appropriate. 7. Specify who took the samples in the Sampled By field. 8. Save the Bulk Sample Setup details. 9. On the Sample Setup tab, for each sample supplied, record the sample number, location and material of the sample in the Number, Location and Material fields to build a list of the samples included in the Bulk Sample project. 10. Save the sample details that you have set up and close the Bulk Sample screen. ALPHA TRACKER USER GUIDE USING BULK SAMPLE PROJECTS Version 1.3 Page 41 9.2 Recording Bulk Sample analysis results Analysis results for Bulk Sample projects are recorded in exactly the same way as the analysis results for Survey projects. ? Refer to Section 8, Entering Lab Results, for details on entering the analysis results. 9.3 Loading the Bulk Sample analysis results When you receive notification that the Bulk Sample analysis results have been recorded, you can load the results into the project record so that they are available for inclusion in reports. This task is usually an administrative task, not one done in the laboratory. To load the Bulk Sample analysis results: 1. Search for the required project and display its project details. 2. Click the Samples button to display the Bulk Sample screen. 3. Click on the Results tab. 4. Click the Load Results button to load the lab analysis records. A message informs you when the results have been loaded and the Results tab then shows a summary of the analysis results with the appropriate boxes ticked for each sample. 5. If required, display the loaded analysis results by clicking on the Lab Analysis tab. ALPHA TRACKER USER GUIDE USING BULK SAMPLE PROJECTS Version 1.3 Page 42 6. On the Results tab, click the Generate Certificate button to produce the Bulk Certificate report for the project. ? Don’t forget to update the status and milestones on the project to keep the project details up-to-date. ALPHA TRACKER USER GUIDE PRODUCING THE SURVEY REPORT Version 1.3 Page 43 10. PRODUCING THE SURVEY REPORT This section describes how to generate a survey report in Alpha Tracker once the survey data has been entered and the lab analysis completed. It also explains how to locate reports you have created, and to review and edit the contents of the report. 10.1 Generating the survey report To generate the survey report: 1. Search for and display the survey project. 2. Click the Survey Details button to open the Set up Asbestos Survey screen. 3. Ensure the fields in the Survey Complete section are all completed: ? Approved By – the member of staff who is authorising the report ? Date of Analysis – the date on which lab analysis was received ? Front Page Photo Filename – the filename of the photo you want to appear on the front page of the report. 4. Click the Produce Report button to begin document generation. 5. When the report has been generated you will receive an email notification. ? You can produce the report any number of times. All previous versions are saved as numbered backups. ALPHA TRACKER USER GUIDE PRODUCING THE SURVEY REPORT Version 1.3 Page 44 10.2 Viewing and editing the report When a report has generated, you receive an email notification which has the report as an attachment and also contains a link to the report in the Documents folder. The report is then also available for download to your PC from the Documents tab. You can edit the downloaded report and, when it is complete, upload the report again. To view and edit the report: 1. Search for the survey project. You can search for the project in a number of ways: ? entering a key word in the quick search field at the top of the Projects menu ? selecting the “Project List” menu option and entering search criteria to find the required project ? selecting the “Open Projects by Client” menu option and selecting the initial letter of the client’s name ? selecting the “Open Projects by Month” menu option to list projects by the date they were opened ? selecting the “Open Projects by Status” menu option and choosing a status. 2. Click on the required project number to open the survey project. 3. Display the Documents tab by clicking the View Documents link at the bottom of the Projects screen. 4. Find and click on the project report that you want to review. The document is downloaded to your PC. 5. Open the report in Microsoft® Word on your PC and edit the content as required. ALPHA TRACKER USER GUIDE PRODUCING THE SURVEY REPORT Version 1.3 Page 45 6. Save the amended report. 7. On the Documents tab, click the Choose File button and select the report that you want to upload. The filename of the uploaded document is displayed on the Documents tab. ? Don’t forget to update the status and milestones on the project to keep the project details up-to-date. ALPHA TRACKER USER GUIDE INVOICING Version 1.3 Page 46 11. INVOICING The Finance section of Alpha Tracker lets you record details of invoices against projects. 11.1 Recording an invoice Recording invoice details against a project helps you to keep track of the financial aspects of your projects. To enter invoice details: 1. Select the “Invoices” option from the Finance menu to display the Invoices screen. Any invoices recorded on your system are listed. Use the search criteria in the top part of the screen to filter the list as required. You might, for example, enter a project number in the Project Number field and then click Search to display all invoices for a particular project. 2. To add a new invoice, in a blank row marked with an asterisk, enter values for the Invoice Number, Date, Project Number, Value and Comments fields. 3. To delete an invoice entry, click on the Delete tickbox on the appropriate row. 4. Save your changes and close the Invoices window. ? Don’t forget to update the status and milestones on the project to keep the project details up-to-date. ALPHA TRACKER USER GUIDE INVOICING Version 1.3 Page 47 11.2 Displaying invoices for a project You can display invoices for a project either by using the search facility on the Invoices screen (as described above) or by using the Project List. To display invoice details from the Project List: 1. Select “Project List” from the Projects menu and enter search criteria to find the required project. 2. Click on the plus button next to the project name to display any invoices for the project. ALPHA TRACKER USER GUIDE SYNCHRONISING CALENDARS Version 1.3 Page 48 12. SYNCHRONISING CALENDARS 12.1 Introduction Alongside the Resource Tracker element of Alpha Tracker there is an optional Calendar Synchronisation tool that is designed to help users who experience lots of last-minute changes to the diary. For these users, receiving diary updates by email is not always convenient. The Calendar Sync tool automatically synchronises the Resource Tracker diary with other diaries (starting with Google Calendars) without the need to use emails to transmit the diary changes. The Calendar Sync module keeps calendars updated for all your staff so that they can see their work diaries at any time from their laptops, home PCs or smartphones. Google calendars are free and can be set up in a matter of minutes and are the world's most popular online calendars being easy to use, flexible and fully integrated with Google Mail. The Google calendars are read-only for the staff (so that they cannot amend or delete work scheduled for them). If staff already have Google calendars for personal use, the additional "work calendar" will simply appear automatically on their laptop or phone—but without the option to remove work you have scheduled for them. Use of this module means that you no longer have to send appointments via email to staff—their own diaries will automatically sync no matter how many appointments you schedule for them, how many you move, or even how many you delete. 12.2 Setting the structure of your calendars The Calendar Synchronisation service uses a master Google account to manage all calendars for your employees. The individual employee calendars are created inside the master account and each employee is then given access to one of them as their personal work calendar (in read-only mode). Master Google account Robin’s calendar Adam’s calendar Dan’s calendar Elaine’s calendar Kim’s calendar Robin Adam Dan Elaine Kim ALPHA TRACKER USER GUIDE SYNCHRONISING CALENDARS Version 1.3 Page 49 To set up the calendars: 1. Go to http://calendar.google.com. 2. Select Sign up for a new Google Account which is located in the top right of the header. You must sign up for a new Google account so that you can create the master account for the calendars. 3. Enter the details to create a new master account. If you already have an account, Google may automatically log you in. If so, you will need to sign out and revisit the above link to see the signup link. ALPHA TRACKER USER GUIDE SYNCHRONISING CALENDARS Version 1.3 Page 50 Once inside the calendar system you will see a small column along the left called ‘My Calendars’ and showing a small down arrow. This is the option you use to create the individual calendars within the master account. 4. Click the small down arrow next to ‘My Calendars’ and select Create New Calendar. A screen is displayed in which you can give the calendar a name (eg Ricky’s Work Calendar) and enter any other information you require. 5. In the Calendar Name field, type the name by which to identify the calendar. 6. Check that the country and time zone displayed in the Calendar Time Zone fields are correct. 7. In the Share with specific people section, specify who can see the calendar: ? Enter the email address of the employee whose calendar you are creating in the Person field. ? Select the ‘See all event details’ Permission Setting option. This setting gives the employee read-only access to the current calendar. ? The email address specified must also be set as the Google account of the employee. ? Click the Add Person button to add the employee with whom you are sharing the calendar to the list in the Share with specific people section. ALPHA TRACKER USER GUIDE SYNCHRONISING CALENDARS Version 1.3 Page 51 ? Do NOT tick the Make this calendar public tickbox as this would make it available to the general public. 8. Click the Create Calendar button at the bottom of the screen. 9. Repeat from step 4 for each employee for whom you want to set up a calendar. 12.3 Linking the Calendars to Alpha Tracker Once you have created all the calendars you must inform Alpha Tracker of each calendar’s ID so that calendar information can be updated for each employee. To obtain the calendar IDs: 1. From the master account, move your mouse over the name of the calendar whose ID you wish to identify. 2. Click the down arrow which is now displayed next to the calendar name. A menu is displayed. 3. Select Calendar Settings to display the calendar’s ID. You can see the ID on the second row up from the very bottom. It is labelled ‘Calendar Address’. The ID itself is made up of a long sequence of letters and numbers, for example: amp5hn678k93e655f2be9uoqng@group.calendar.google.com The following screen shows an example with the ID highlighted: ALPHA TRACKER USER GUIDE SYNCHRONISING CALENDARS Version 1.3 Page 52 You must now enter this ID into Alpha Tracker. 4. In Alpha Tracker, from the Setup menu, select Staff. The Staff screen is displayed. This screen is very wide and you may need to drag the screen to the left so that you can see the Google Calendar ID field on the far right. 5. Find the row of information for the required employee and then enter their Calendar ID in the column under Google Calendar ID. ? If you are copying and pasting the Calendar ID into Alpha Tracker, make sure that you do not inadvertently copy any spaces, particularly at the beginning or end of the Calendar ID. When you have entered the Calendar IDs for each employee for whom you have set up a calendar, Alpha Tracker and the calendars are linked. Each of the employees is then able to log in to their Google account, or sync their Google account with their smartphone, to view their up-to-date work diaries at any time and from any location.