User Guide ODTS
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ONLINE DOCUMENT TRACKING SYSTEM |
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USER GUIDE – Online Document Tracking System v. 1.0 |
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| Contents | ||
| The System | ||
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* System Description |
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| Using the System | ||
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° Accessing the System |
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| Description | ||
| Online Document Tracking System (ODTS) is an ICT based solution that aims to assist users track documents in the circulation. Users get immediate feedback on the document’s status, location and all transactions that transpired on a document. Messaging is also integrated in the system for users to easily attach important notes, remarks or alerts to any of the users to minimize resources such as papers, communication costs, electricity, inks, etc. |
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| Definition of Terms | ||
| — Document: refers to physical documents that circulate among individuals, offices or stations for its processing. Examples are request letters, vouchers, purchase documents and others. — Station: office involved in the processing of a document. Examples are Accounting Office, Budget Office, President’s Office, etc. — Path: the list of stations involved in the circulation of a particular document. — Originator: office or individual who initiates the circulation of a document. It registers the document information in the central database of the online system. — Document Information: refers to data about the document. Examples are type of document, reference number of document etc. — Registration: process of recording pertinent information about a document into the online system. — Destination: an office that finally receives the document after it has been processed. — User: an authorized individual who is given an account to access the system and its functionalities. — System Administrator: personnel in-charge in the management of the ODTS including its users. [back to contents] |
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| What Information is Found in the ODTS | ||
| · Time and date a document starts circulation, received, processed, and completed circulation · Duration of a document in the circulation and duration of document in each station · Process or actions done on a document e.g. approved, signed, processed, disapproved, sent back, discarded, etc. · Current location of a document in the circulation · Name of staff and office involved in the circulation (who registered the document, who received the document etc.) · Messages or notes from users to other users · User defined report: number of processed documents, approved documents, pending documents, cancelled documents, summary information [backt to contents] |
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| System Capabilities/Properties | ||
| * User account information is managed (add, edit, change, delete user) by the system administrator * Users can change their own passwords. * System is configurable by proper user. * System is web-based so no need to install additional software in user’s PC. [backt to contents] |
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| ODTS Mechanics | ||
| * A document must be registered by a user or office before circulation. * Document can be processed (received, released) only by offices involved in the circulation of a particular document. * A document must be released by a station before the next station can receive it. * A document can be passed back to and from concerned offices. * A document can be received by authorized users in an office. Example: Acct Staff1 can receive a document and pass it on to Acct. Staff2 without releasing it. * If a document enters an office, the document is a “Pending” document of that office. Pending documents automatically appears in the Document window (see Figure 11). * An originator (after registering the document) need not release the document. It can be received by the next station/office. * During registration, it is best to write the proper keywords on the description of the document for clarity and easy search in the future. Example. “Travel of Juan Luna to Cagayan Valley; Nov. 12-15, 2011” instead of writing “travel” [backt to contents] |
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| The System has Three Main Menus | ||
| 1. DOCUMENTS – it is where the list of current documents is displayed for easy access. It is also where a document is searched by entering search keys or texts. It is where a user can track (TRACK) and add messages or notes (ADD NOTE) to documents. 2. REGISTRATION – it is where the information about a new document is recorded. 3. REPORTS – reports can be generated in this menu. It also includes a quick view of the status of documents processed by an office. [backt to contents] |
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| Other menus in Toolbars form | ||
| 1. Notes – a user can check and add notes about documents. The user can also check for messages directed to them or their office. It works like an email inbox. 2. User Account – a user can change user account details such as username and password. 3. Tools – for system administrators. The menu is used to configure document types, user accounts, offices, positions, and system reports. 4. Logout – logout from the system. Note: Please refer to Figure 1 below |
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| USING THE SYSTEM | ||
| Accessing the System | ||
| 1. Open your internet browser (Mozilla Firefox, Google Chrome, Internet Explorer, etc.) 2. Type the following in the address box: http://odts.bsu.edu.ph It can also be accessed via its link from http://portal.bsu.edu.ph - ICT Services – Online Document Tracking System 3. Enter your user name and password. Check on the top toolbar that you are the current user. [backt to contents] |
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| Registering a Document | ||
| Registration is done once by a user (originator) who initiates the circulation. Make sure you have the Reference Number printed in a piece of paper represented by a barcode together with the numeric equivalent. Initially, it will be provided to you by the ICT office.
1. Firmly attach (staple) the piece of barcode paper with the document at the front most 2. Access the system using your own account. 3. Click the REGISTER link. 4. Read the Reference Number from the barcode paper into the Reference No. text box (see Figure 5). You can use a handheld scanner or manually type in the numbers. Make sure to enter the correct values. 5. Fill up the Document and Transaction information with the correct values. (see Figure 6) 6. Confirm your entries by clicking YES from the dialogue “Are you done?”. 7. To make corrections, click EDIT button else click DONE button. Important note: you cannot edit document information once an office/user has already received the document 8. You can accompany the new Document with a message for concerned stations to read. An example is “Please fast track the processing because its Holy Week next week…”. Note: If you choose a particular user in the FOR drop down menu, a notification will be given as an alert to that particular user. The note will still be readable by all concerned stations in the Documents main page. (See see Figure 4; see Figure 6 - notification alert) |
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| Receiving a Document | ||
| It is the process of acknowledging the receipt of a physical document by a concerned office or station. 1. Access the system using your own account. After successful login, you will be directed to the DOCUMENTS menu. 2. Scan the barcode of the document; you may manually enter it in the text box and press Enter to confirm. The document and its transaction information will be displayed (see Figure 8). The figures in the screen must be the same with the actual document you are holding. 3. Click RECEIVE button to receive the document. 4. At this moment, your office can now perform whatever action or process is required for the Document. Example: signature/approval by the office head, evaluation etc. Note: o Receiving the document indicates that it is inside your office thus a “Pending” document. o In case document processing needs to be extended due to some reasons, you may Add a note or message in order to inform concerned offices. For example: “The Director is on travel and will be back after 2 days. Document will be released on Friday AM…” o After clicking the RECEIVE button, it turns to “RELEASE” button. The receiving office has to release the document in order for other offices or stations to receive it. o Searching a document to in the system to RECEIVE is not permitted; User has scan barcode or manually enter document Reference No. [backt to contents] |
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| Releasing a Document | ||
| After a process or action has been applied to a document, the user may now release it to the next office or station. 1. Access the system using your own account. After successful login, you will be directed to the DOCUMENTS menu. 2. Scan the barcode of the document; you may manually enter it in the text box and press Enter to confirm. The document and its transaction information will be displayed (see Figure 8). The figures in the screen must be the same with the actual document you are holding. 3. Click RELEASE button. 4. From the Pop-Up menu, select proper values for · Action – what has been done by an office to the Document · Request to Next Station – what shall the next office do to the Document · Remarks – an optional message that will be read when tracking the document. Note: The next station has to receive the Document before it is considered released by a user or office. |
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| Tracking a Document | ||
| This refers to tracing the path of the Document from its origin until its current location. Users can also display the following information: · who processed the document · what are the remarks provided by user/office during the circulation · date and time the Document is processed · duration of the Document per user/office · over-all duration of the Document in the circulation 1. Access the system using your own account. After successful login, you will be directed to the DOCUMENTS menu. 2. Search for the document to track. You may use the search box using any keywords or you may simply click one from the recent Documents displayed in the screen. You may enter or scan the Reference No. into the Reference Number text box if you happen to know or have it. 3. Click the particular Document to track 4. Click the TRACK button. 5. Click the PRINT button if needed. Click the GO BACK button to go back to the Documents window. See Figure 2 and Figure 3 [backt to contents] |
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| Generating a Report | ||
| 1. Access the system using your own account. 2. Click REPORTS menu. Notice that a summary is displayed in the window presenting the current month and the number of documents that has been · Initiated – documents created or initiated by your office · Processed – all documents processed by your office · Completed – all documents that completed circulation · On-circulation – all documents that are still in the circulation regardless of origin · Cancelled – all cancelled documents 3. Select type of report whether Daily, Selective, Monthly, Quarterly, Annual. Indicate proper duration using the calendar tool. 4. Click Generate button. A new window will be opened containing the report in PDF file. You may print or save the file. [backt to contents] |
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| Cancelling a Document Circulation | ||
| A user can Call Off or Cancel the circulation of a Document. This can happen if a request has been disapproved due to some reasons like budget constraints. The Document must be a pending document in possession of the user/office that will mark it for cancellation. The originator will finally mark it as Cancelled; in there, the circulation stops. 1. Access the system using your own account. 2. Select the Document to cancel. 3. Click Release button. 4. Select appropriate value from the Action menu. 5. From the Request to Next Station drop down menu, select “For Cancellation” 6. Type in some notes in the remarks as needed. Final Cancellation by the Originator. [backt to contents] |
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| Completing the Circulation of a Document | ||
| If a Document has passed through all the concerned stations, its circulation is Completed. The originator and final destination only has the right to mark a Document as Complete. 1. Access the system using your own account. 2. Select the Document to complete in the Documents window. 3. Click Release button. 4. Select “Circulation Completed” from the Action menu. 5. Type in some remarks as needed. 6. Click OK. |
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| Processing Documents with Multiple Recipients | ||
| Some Documents are intended for the different offices/colleges as in the case of office memorandum. It usually originates from the Office of the President and ends up to target Colleges/Offices. It may also come from an office, elevated to the Office of the President for approval and distributed by the Records Office.
The Records Office shall do the following process: [backt to contents] |
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| Changing User Password | ||
| Users are allowed to change their own username and password. 1. Access the system using your own account. 2. Click the User Account tool bar (see Figure1). 3. Click Edit Account button. 4. Enter required fields and click OK to confirm. Note: forgotten passwords must be referred to the system administrator (ICT Division) |
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| Viewing the Notes of a Document | ||
| 1. Access the system using your own account. 2. Access the particular document. 3. Read the notes at the bottom left of the window (see Figure 8). |
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| Adding Notes to a Document | ||
| Users can add notes to documents as additional information. It can also be used to send message to a particular office. The notes will be displayed in the main window when document information is accessed. Example, “Pls facilitate document, rush please…”, “you need to attach your T.O. before we process your request…”. 1. Access the system using your own account. 2. Access the particular document to add note. 3. Click the Add Note button at the bottom right of the window. 4. At the For drop down menu, select which office to notify/alert. If you don’t specify an office, nobody will receive an alert but the note will be visible anyway to all users. More than 1 note can be added to a document from several users. See Figure 6. 5. Type your note to the Note text box, click OK. 6. The note now will be displayed at the bottom left of the document information window. See Figure 8. [backt to contents] |
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| Adding Remarks | ||
| A remark is also a message that can be attached into a document during release and registration only. It is best used to explain or reason out something like why document processing is delayed or cancelled. The remarks will be displayed when users track the document. Example, “The document is only processed now because the Director was on leave for 2 days…”. In normal condition, it should be left blank. See Figure 8.
1. Access the system using your own account. |
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| Searching a Document | ||
| Users may search for a document to display information or status in the circulation. 1. Access the system using your own account. 2. If you know the reference number, enter it in the Reference Number text box and click Search. You may simply browse and click to the document in the Documents window because recent documents are automatically displayed. 3. To search a document using keys or text, enter keywords in the search text box on the upper right corner of the Documents window and click the Search icon. Click on the particular document. 4. Click Track button to display the document’s circulation information [backt to contents] |
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| Actions Application to a Document | ||
| · Signed/Approved – document is either signed or approved · Evaluated – a document is evaluated · Processed – a document is processed · No Action – no action has been applied to a document but it was received by an office. [backt to contents] |
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| Actions Request for the Next Station | ||
| These are options on what the next receiving station is expected to do to a particular document. · For signature/approval · For evaluation · For Processing · For Revision [back to contents] · For Cancellation – request the next receiving station to finally cancel the circulation. [backt to contents] |
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| Appendix | ||
 Figure 1. Main Menu (DOCUMENTS Menu) |
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 Figure 2. Main Menu (DOCUMENTS Menu) – Document Information [back to contents] |
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 Figure 3. Tracking Information of a Document |
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 Figure 4. Adding a note to a Document [back to contents] |
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 Figure 5. The Registration Menu |
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 Figure 6. Document Registration [back to contents] |
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 Figure 7. Document Registration (after completing entries) |
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 Figure 8. Receiving a Document; Notes about a Document [back to contents] |
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 Figure 9. Releasing a Document |
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 Figure 10. Setting a Document for Multiple Recipients [back to contents] |
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 Figure 11. Pending Documents |
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 Figure 12. Barcode Sample [back to contents] |
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| Attachment | Size |
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| User Guide ODTS | 1.01 MB |