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Relationship Tracker User Manual: V1.1
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1. Apna Ghar ACEVO Association of Chief Executives of Voluntary Organisations RS Main Menu Cancel Confirm Reset as Record 1 of ACMC Afro Caribbean Millennium Centre Mainmenu Cancei Confirm Reset Query Search All Saints Community Project Apna Ghar Aquarius Arya Samaj Ashiana Community Project B ham Chinese Community Centre BID Services Birmingham Cancer Network Birmingham Citizens Advice Bureau Primary Organisation Contact Details Relationship Development oar ee Address Line 1 54 Clevedon Road Address Line2 Balsall Heath Birmingham Mind City eee British Heart Foundation County gt L rish Red Cross West Midlands Relationship Type commissione C p cancer Research UK Chinese Society CI competitor Ri Council of Black Led Churches El Community site C s Diabetes UK p F Digbeth Trust Fi Pinedo PostCode B12 9HD oy TeliFax 012144022655 _ sd website _ The user will need to scroll down the drop down list menu until they reach records beginning with M Select Category rm _ 3 La Record 4 Primary Organisation Contact Details Relationship Development aaa ao o per ey roccn ol where they provide va c p from arts amp crafts he Address Line 1 54 Clevedon Road Address Line 2 City Relationship Status County PostCode B12 9HD Y Tel Fax Pi Apna Ghar i Cancer Research
2. Contacts Communications Services Sites Attachments Activate Portal Title First Last Role Email Mobile Telephone Rel Dec Making Name Name Status Ability i John Brown Administrator john brown abccomm 079010101010 0121 000 Established Recomm i Green button The green button displays the contact information in an in depth view with more fields for individuals to record important information on the contact Red button If the user possesses necessary access privileges the red button will delete the contact from the organisation When deleted contacts cannot be recovered 5 1 Accessing the Contact s in depth View We will now enter the in depth view by left clicking on the green button situated on the first contact row The primary benefit of the in depth view is that users have more space to read and record information relating to the contact Contacts Communications Services Sites Attachments Activate Portal Title First Last Role Email Mobile Telephone Rel Dec Making Name Name Status Ability i John Brown Administrator john brown abccomm 079010101010 0121000 Established Recomm a kg Page 32 of 67 Relationship Tracker User Manual V1 1 As seen below this has opened a new view and layout of the contact record Mr John Brown healt excnange i i E u 0000 3 b john brown abccommunity co uk 0790101010101 est Midlands 1 Example Road orks 09 00 00 17 00 Monday Wednes
3. Information can be entered into the Attendance Figures and Comments fields in the Same manner as discussed in previous chapters S En Hn Hi 01 08 2011 j Date Created Mon 25 7 11 9 27 Date Modified Wed 3 8 11 14 11 User Created User Modified After filling in all relevant fields one can save the information by left clicking the Confirm button at the top of the page exchange Eo Gao 8 1 4 Entering Data for all Other Services Health Trainer Health Supporter Macmillan QOL Support Plus and Walks tabs have a very simple Details field in which users can record important information related to the service Date Created Mon 25 7 11 9 27 Date Modified Wed 3 8 11 14 11 User Created User Modified Page 59 of 67 Relationship Tracker User Manual V1 1 To enter information into these fields users can left click within the Details field and Start typing Details relating to Service Information for the external organisation currently being viewed can be entered here Date Created Mon 25 7 11 9 27 Date Modified Wed 3 8 11 14 11 User Created admin User Modified tuatb Once again users must save the information by left clicking the Confirm button at the top of the page Page 60 of 67 Relationship Tracker User Manual V1 1 8 2 Sites The Sites tab is an area for inputting additional address locations and contact information for external organisations Contacts Communica
4. exchange Select Category Select Organisation Main Menu Cancel Confirm Reset Query Search Record 10f 259 lt Previous Next gt Primary Organisation Contact Details Relationship Development Organisation BPM Birmingham Pragati Mandal Jw Business Nature BPM helps amp supports the Hindu Gujarati community in Birmingham amp they have over 3 500 members Left clicking this button will allow users to search for the organisation s Wikipedia page on the Internet Similarly left clicking on the activity icon right of the Post Code field will bring users to a Google Maps page displaying a map location of where the headquarters of the specific organisation is located BPM Birmingham Pragati Mandal Relationship Development To the right of the Primary Organisation Contact Details section is the Relationship Development area The fields within this section are used at a glance to describe the type category and status of the relationship between the organisation and Health Exchange itself Primary Owner and Secondary Owner are fields which denote individual staff members who are in overall command of the organisational relationship This means that they are the ones that have high level communications with this organisation maintain the relationship and pursue development activities Tabbed Portals Below the Relationship Development area one can see a section with white and grey row
5. Chari Apa Zohra Memorial Surgery Birmingham 3 j County West Midlands Relationship Type oO eee oO Aquarius PostCode B12 9HD oe a Aquarius Birmingham 2 oO Competitor Ri Arya Samaj Tel Fax 0121 440 2266 E community site C sl Ashfield Surgery nS lt SS ae Left clicking on the Go button to the right hand side will then allow the user to view the ABC Community Group record Page 23 of 67 Relationship Tracker User Manual V1 1 The ABC Community Group record will now be visible to the user Users may wish to exchange note that the Record Selection Text has changed to Record 1 of 1 ABC Community Group Select Category Select Organisation E jel Record 1 of 1 Primary Organisation Contact Details Relationship Development Organisation ABC Community Group Ww Business Nature ABC Community Group is a ficticious ompany designed to aid users understand i the Relationship Tracker Address Line 1 10 Example lane Adaress Line 2 Category City gos Relationship Status Established County West Midlands x z ea TTT Q Relationship Type F Commissioner Fj Potential Commissioner passex U U UOS Comes Duana Tel Fax 0121 000 0000 0121 000 0000 Community Site P service Partner Website fwww abccommunitcouk dS eee Funder Twitter t facebook S a oer Other Social j Sendayower PO Contact Frea Days Last Recorded 25 07 2011 12 34 29 Contact When the user
6. 8 1 2 Service Information As seen below Service Information is another section found within the services tab Contacts Communications Services Sites Attachments Attach Test Services Provided to the Organisation Service Activity Level CI Chronic Disease Educator C Events C Health Supporter C Quality of Life CI Walks Ongoing Programme CJepp C Heath Trainer CI Macmillan CI Support Plus O No Activity Service Information Attendees dd mmilyyyy Figures Date Created Mon 25 7 11 9 27 Date Modified Mon 25 7 11 9 27 User Created User Modified This area is for recording details on the services provided to the external organisation currently being viewed Each Health Exchange service has its own tab for recording related information The first three tabs CDE EEP and Events are tabbed portals containing the following fields Start Date dd mm yyyy This field is a drop down calendar menu which allows the user to select the exact date of when the service commenced for the external organisation End Date dd mm yyyy This is another drop down calendar field where if relevant an end date can be inputted to detail when the service concluded at the external organisation Attendees Figures The Attendees Figures field allows the user to add information on how many people attended a particular event or the amount of referrals obtained through the external organisation between the start and end dates
7. As seen below organisation records categorised by Charity are now presented within the drop down menu Select Apna Ghar H charity a yciation of Chief Executives of Voluntary Organisations A Main Menu Cancel Confirm Reset Search Record 1f ACMC Afro C Caribbean Millennium Centre Mainmenu cancel Confirm reset auey Search ii Primary Organisation Contact Details Relationship Development papa a ii Aquarius Arya Samaj Ashiana Community Project B ham Chinese Community Centre BID Services Asian Elderly Day Ce tr where they provide vagic from arts amp crafts hellit F Birmingham Cancer Network E Birmingham Citizens Advice Bureau Saray aa Address Line 1 54 Clevedon Road Address Line 2 Balsall Heath cy Eman setonanip sat Frat eat Fou Birmingham _ es British Heart Foundation oO I British Red Cross caei Relationship Type PostCode pizoqp__Jjaf Tel Fax ee oe Bi Cancer Research UK Chinese Society oO Competitor MrR Council of Black Led Churches oO Community Site L i F infuenar EE Digbeth Trust Fi Pindaan Page 28 of 67 Relationship Tracker User Manual V1 1 In this example we wish to access the Macmillan record All of the records within the drop down menu are listed in alphabetical order from A to Z Users can control the scroll bar to navigate down the drop down menu list and find Macmillan health
8. Cancer Support is one of the argest British charities and provides specialist health care information and ancer pdcresstime2 Td EME Ls c ii eres Post Code Type F Commissioner F Potential Commissioner A B lrunraine O M TSCt sCS F community site F service Partner ar A Elinnuencer El svategio F Funder Facebook Td Mima oeer mbrose Kovang other Soci Td Seorservowner id Eo LastRecorded E Contact To be able to select all of the records again left click on the Reset button healtt exchange wan wena concor conn a mi lt Prev Page 30 of 67 Relationship Tracker User Manual V1 1 5 0 Accessing and Creating Contacts Accessing the information stored within records on the Relationship Tracker is another key skill In this chapter we will be discussing how to first access and then create contacts for organisation records exchange Ane canini arene O jeme fal Cancel Confirm Reset Query Search Record 4 of 1 Primary Organisation Contact Details Relationship Development Organisation ABC Community Group W Business Nature ABC Community Group is a ficticious ompany designed to aid users understand he Relationship Tracker Address Line 1 10 Example lane Address Line 2 Category Relationship Status Established County West Midlands i Sear SEREN Q Relationship Type E Commissioner O Potential Commissioner B pessex dS icomps
9. O earn eee tmess 64 8 3 ACAO eea N A a A A 65 GIOSSALY OF TEM S aria N E E E A SA 66 Page 2 of 67 Relationship Tracker User Manual V1 1 1 0 Introduction 1 1 What is the Relationship Tracker Put simply the Relationship Tracker is a place to store important information relating to external organisations which Health Exchange has contact with It is like an electronic version of a rolodex card system that might have been used in the past to store information we want to be able to keep and refer to External organisations can be establishments which Health Exchange provides services for including GP Surgeries partner organisations we worked with such as Macmillan and also enterprises which Health Exchange is looking to work with in the future Each organisation has an individual record on the Relationship Tracker Within each record are areas to record and store e Business address and contact information e Employee contact details e Communications with employee contacts e Service and referral information e File attachments 1 2 Why does Health Exchange need it Previously Health Exchange had no single centralised system for recording the important information we need to know about our relationships with external organisations Different people who worked with the same organisation had their own individual records in notebooks Word documents spreadsheets etc Not everybody had the same information some information varied f
10. Organisation Contact Details Relation Organisation BPM Birmingham Pragati Mandal wW Address Line 1 49 Sampson Road Address Line 2 Sparkbrook i Relations ip County West Midlands ver EXKM a retirex BTTTLaTS Website http bpmkrishna awardspace com 8 Children s Centre Community Interest Company Community Organisation GP Surgery BEN GP Surgery HoB Housing Association NHS Foundation Trust NHS PCT Cluster Place of Worship Private Sector Public Sector Radio Station Social Enterprise reset amy Seon Resort araea lt Prev nene As seen from below the Record Selection Text is displaying Record 1 of 34 This means that there s 34 organisation records categorised by Charity and the user is viewing the first record Apna Ghar __MainMenu Cancel _Reset a Search Page 27 of 67 Relationship Tracker User Manual V1 1 Now that the records have been filtered by the Charity category we can now turn our attention to the organisation records The first step is to left click within the Select Organisation drop down menu field gt health exchange _Mainmenu Cancel Confirm Record toraa lt Provom tox Doing so will activate the field Left clicking on the drop down menu chevron arrow will then allow the user to display the organisation records under Charity Apna Ghar Query Search ere i a
11. Record Cancel Confirm Mr John Brown Relationship Status About the Contact Dac Mahing Abiiliy sree Reports To tema Primary Owner 0 Secondary Owner _ CCC wee 0 omer socatmede ii ie mees Personal Details Additional Information a Page 35 of 67 Relationship Tracker User Manual V1 1 5 1 1 Getting Back to the Main Record After accessing or entering information into the relevant contact fields users can get back to the main record screen by left clicking the blue Main Record button at the top of the page health exchange TEN Raw er Page 36 of 67 Relationship Tracker User Manual V1 1 5 2 Creating a New Contact Disclaimer For security purposes the Relationship Tracker has an inactivity time limit of 15 minutes This means that if the user does not use the Relationship Tracker for more than 15 minutes they will be logged out of the system If the user fails to save their changes within this 15 minute time window they will lose the information they have inputted Hence it is important to regularly save changes made b pressing the Confirm button Creating a new contact is conducted via the record s main page exchange ae come arsip E ppe je Main Menu Cancel Confirm Reset Query Search Record 1 of 9 lt Previous Next gt Primary Organisation Contact Details Relationship Development Organisation ABC Community Group W Business Nature ABC Community Group
12. Relationship Status a Relationship Type F Commissioner oO Potential Commissioner postcode i 33 F Competitor Reach Partner Tel Fax Cl community ste E serie Partner website _____________ oo Boe oO Funder Twitter ie Checkbox set lists are fields which allow the user to tick or leave blank A ticked checkbox may indicate a certain selection For example ticking Funder checkbox set within the Relationship Type field would suggest that the organisation provides funding to Health Exchange Page 19 of 67 Relationship Tracker User Manual V1 1 A list of categories will then be displayed Highlight and left click on Charity to make exchange the selection Primary Organisation Contact Details Relationship Development pasress tine J Category cc A Relationship T postcode dN Te Fs mse Je Twiter c facebook mR omer Sect eoram Owner ae Contact Freq Days Housing Association NHS Foundation Trust Last Recorded Contact Now under Relationship Type left click on Reach Partner from the Checkbox set list exchange Primary Organisation Contact Details Relationship Development LO Ld nasress ine J Category Relationship Status aaee o Relationship Type O Commissioner Fi Potential Commissioner Post Code 33 Fj Competitor Reach Partner we Ed Cl community sne Cl Senin Pannar ooo Oo Fi Funder Twiter de
13. Twitter F Personal Other Social Media e Affiliations Relationship Status This field describes the strength and quality of the relationship which Health Exchange has with the individual contact An Established contact means that the relationship is strong and on going whereas relationships defined as Moribund are of poor quality and largely inactive Page 34 of 67 Relationship Tracker User Manual V1 1 Decision Making Ability The Decision Making Ability field assesses how much power the contact has within their organisation to make decisions An Approver can make important strategic decisions whereas an Influencer has an impact on the overall decision process Reports To Internally This field is for detailing who the contact reports to within their own organisation Primary and Secondary Owner Primary and Secondary Owner fields are for listing staff members within Health Exchange who owns and manages the external relationship Twitter Facebook and Other Social Media These fields are for recording the individual contact s web addresses for social media sites such as Twitter About the Contact To the right of the fields listed above is a section titled About the Contact These fields are for recording in depth information on the contact including professional and personal interests and affiliations which the contact regularly associates with exchange ABC Community Group Reset Query Search Main
14. UK Chinese Society Council of Black Led Churches Diabetes UK Digbeth Trust Fairbridge Geeta Bhavan Mandir Hindu Temple Jericho Foundation Macmillan They also provide a p Muath Trust ee Nishkam Centre Ramblers Get Walking Keep Walking I Saheli Women s Centre l Sandwell Mind 3 m The Prince s Trust E commissioner ge UK Asian Women s Centre Mi Relationship Type I Waterways Trust d Competitor i Women s Help Centre E community site LI i Youth Inclusion Project Conka Island Crew ies P Influencer ag Picadas Highlighting Macmillan with the mouse cursor and then left clicking will select the organisation record Apna Ghar nn Macmillan v __Main Menu _ Search Record 10f34 lt previous Next gt Page 29 of 67 Relationship Tracker User Manual V1 1 Pressing the Go button to the right of the Select Organisation drop down menu field exchange will then recall the record to the main page enmen consi comm Reset cuer searen Resort 40194 lt rrevous nor As seen below the Macmillan record will now be presented Users may wish to note the Record Selection Text stating Record 1 of 1 This means that one record is selected out of all of the organisation records exchange Primary Organisation Contact Details Relationship Development Organisation wW Business Nature Macmillan
15. back valuable information acquired within their daily roles If a member of our front line teams had a particularly interesting conversation with an employee of an external organisation they d be able to summarise what was discussed and make it available to other Health Exchange personnel who may also need to know The Relationship Tracker will enable all employees to develop contribute to and access a single in depth view of each external organisation The Relationship Tracker will help us to develop better informed assessments of external organisations and their objectives In turn this will allow us to plan how we want to develop and manage our external relationships Help users to manage and develop relationships more effectively realising the opportunities available to Health Exchange itself 1 4 What s in the Relationship Tracker Manual The Relationship Tracker user manual explains how to Gain access to the system Handle the user controls Find your way around the Relationship Tracker interface Find and search for records Access create and change contact and communications to organisation records Access and record information on additional areas including services and organisation site locations A glossary of terms is also listed at the end of this manual Page 4 of 67 Relationship Tracker User Manual V1 1 2 0 How to Log on and Access the Relationship Tracker To access the Relationship Tracker follow
16. bottom of the main record page layout At the bottom of the layout we can see the footer section Left clicking the New Record button highlighted below in green will start the creation process Date Created __ ate modified Thu 4 8 11 16 40 User Created fhasmitap User Modified tuatb Delete Record Doing so will present a new blank record exchange Select Organisation Query searen Record 26001260 Primary Organisation Contact Details Relationship Development O ES O ee Ld ee Adcress tine Td a Relationship sats Te ue Relationship Type Commissioner E Potential Commissioner EEE Tel Fax EEE oS Twitter t picio Pimey Omer Cd aa RE andann E ni Last Recorded Contact Competitor E Reach Partner Community Site T Service Partner Influencer E Strategic Ooo Funder The user must now enter information into key fields including Organisation as well some basic address details 7 3 Record Creation Example For the purpose of this example a record will be created for a fictitious organisation named DEF Advice Centre As noted above the first step is to scroll down to the bottom of the page and left click the New Record button in the footer section Page 49 of 67 Relationship Tracker User Manual V1 1 ie Fisen 1225 maen iza y Userereated Stuart _ User Modined Stuart New Record ff Delete Record We will now need to enter the organisa
17. finishes with the record they can regain access to all of the records within the Relationship Tracker by simply pressing the X button right of the Select Organisation drop down menu field exchange Reset Query Search Record 4 of 4 This X button clears the record filter and allows users to access all of the records exchange once more As seen above all the records are now on show with the Record Selection Text changing to Record 1 of 259 Page 24 of 67 Relationship Tracker User Manual V1 1 4 2 2 Filtering by Category and Organisation Some users may wish to filter organisations by category when attempting to find a record The benefit of using the category filter is that it can reduce the number of records a user has to scroll and search through Before filtering the records by category one must first ensure that all records are selected Left clicking on the Reset button ensures all records are available exchange Ben AAU a SA te aay ey BPM a J er mammenn cmon comm pret oer Somer soe noraso rom xt N B Checking that all drop down menu filters are clear is also important If there s any text in the fields highlighted in red below the user can simply left click on the corresponding X button to clear it health exchange rese amy sooren Recon 10F200 Prenon I nea To filter records by category the user must left click on t
18. is a ficticious company designed to aid users understand the Relationship Tracker Address Line 1 10 Example lane Adaress Line 2 Category ci MERSIN ionship s Established County West Midlands Post Code 3 CO Commissioner Pi Potential Commissioner D 23 SEX Fj Competitor Reach Partner Tel Fax 0121 000 0000 0121 000 0000 Community Site W Sevice Parner Website fwww abccommuniy couk Eiman El svaiagio F Funder Twitter c Facebook SS mana Other Social je Serdvower S Contact Freq Days Last Recorded 25 07 2011 12 34 29 Contact Title First Last Role Email Mobile Telephone Rel Name Name Status r John Brown Administrator john brown abccomm 079010101010 0121 000 Established Recommel g 0000 The user must left click on the orange Activate Portal button from the right hand side of the page above the tabbed portal area Page 37 of 67 Relationship Tracker User Manual V1 1 Doing so opens the record into Browse Mode allowing users access to the displayed heal fields Select Category Select Organisation EOE La Record 4 of 1 Primary Organisation Contact Details Relationship Development Organisation ABC Community Group Ww Business Nature ABC Community Group is a ficticious company designed to aid users understand the Relationship Tracker Address Line 1 49 Example lane Address Line2 Ernon x egory _ 7 3 Relatio
19. people Colleague got a hidden talent Find out in staff directory profiles 7 Newsflash Latest News Popular Links for the client tracker e Ryan Hollings e Remember those elevator pitches you and RockiT probelm log e Open Public Services HE version of wrote added to the toolbar implications Not been on the intranet for a while e Walk with Macmillan Challenge There s 2 Launch e Christmas Team Brief Big team Big amp Polls e International rememberance day news e Mental Health and Wellbeing Staff Directory de ces a in the moni ews Bulletin If you have any other suggestions please email Nathan Welcome to the Health Exchange portal O A formal document with There s 2 A more articles el Humprhies Less formal document 9 June 2011 14 26 with more pictures and User Menu J light hearted articles ust a quick note for those of you who may not know there are two Health 60 second staff e le Exchanges interview section e Submit an Article Py EE as r ioe Upcoming events i ne is us we deal mainly in health promotion and community invlovement work 5 lt n a eee and the other is on William Booth Lane Birmingham this is a specific O eae ie lmas e Logout GP practice for homeless people and is open Mon and Fri 2 30pm 4 30pm Tue lpm to 4pm Wed and Thurs 9am to 11am and 1pm to 4pm Their contact O News section for each Login Form number is 0121 465 3965 department Hi stuar
20. 000 munity co uk 01 0000 Jane Project Manager jane smith abccom 07901010101 0121 000 munity co uk 01 0000 fy nny Alternatively if you wish to cancel saving the new contact row left click on the Cancel button instead ae igi F 4 scars If users wish to add more in depth information for a particular contact they can do so by left clicking on the green button in the tabbed portal highlighted below j John Brown Administrator john brown abccomn 079010101010 0121 000 Established Recomm 0000 Page 40 of 67 Relationship Tracker User Manual V1 1 5 3 Amending Contact Details Users may also need to change or amend the recorded contacts listed for an organisation For example you may wish to change a contact s email address or update their Decision Making Ability listing To do this left click on the Activate Portal button to enter Browse Mode exchange ABC Community Group Select Category Select Organisation Ge Peco tora lt prowous next gt Primary Organisation Contact Details Relationship Development Organisation ABC Community Group Ww Business Nature ABC Community Group is a ficticious ompany designed to aid users understand e Relationship Tracker Address Line 1 10 Example lane Address Line 2 Category ciy _ Relationship Status Established County West Midlands A i Post Cede 73 SEX Q Relationship Type Fi Commissioner Fi Potential Co
21. 1 e Found Set 2691 A Total Records 2691 Unsorted Page 7 of 67 Main Menu healt Loggec on 36 aamin exchange Health Exchange Database systems Please select the database you require Inua 7 Tr Ler inventory Tracke Test INL Version 3 2 June 2011 f Logout Relationship Tracker User Manual V1 1 8 You will now be presented with the Relationship Tracker s main page exchange Select Organisation E G Record 1 of 1 Primary Organisation Contact Details Relationship Development Organisation ABC Community Group W Business Nature ABC Community Group is a ficticious ompany designed to aid users understand he Relationship Tracker Address Line 1 10 Example lane a Category Other sd a Relationship Status Established County West Midlands Post Code B235ExX o E Relationship Type F Commissioner Fj Potential Commissioner nka a FJ Competitor Reach Partner Tel Fax 0121 000 0000 0121 000 0000 Community Site F sevice P spose L intiuencer L svategic F Funder twere O i recebook O g nomer Other Social je morevower O Last Recorded 25 07 2011 12 34 29 Contact ABC Community Group Role Email Mobile Telephone Rel Administrator john brown abccommr 079010101010 0121 000 Established Recomme g 0000 Date Created Mon 25 7 11 9 27 Date Modified Wed 3 8 11 14 11 User Created admin User Modified stuartb a Page 8 of 67 Relationship Tracker Us
22. Comments This field is an area for detailing any additional information which users may wish to provide Page 56 of 67 Relationship Tracker User Manual V1 1 8 1 3 Entering Data for CDE EEP and Events Entering data into the CDE EEP or Events tabbed portals can be achieved by left clicking the Activate Portal button CI chronic Disease Educator C Events Cl Health Supporter C quality of Life J walks Fi EPP Cl Heath Trainer C Macmillan CI Support Plus Date Created lon 25 7 11 9 27 Date Modified lon 25 7 11 9 27 User Created admin User Modified admin The user will now have to left click the Services tab ona Page 57 of 67 Relationship Tracker User Manual V1 1 After doing so it is necessary to select the relevant service tab For this example we will be entering information in the Events service tab Activate Porta Chronic Disease Educator Events Health Supporter Quality of Lite Walks Ongoing Programme EPP Heath Trainer Macmillan Support Plus No Activity Date Created Mon 25 7 11 9 27 Date Modified Wed 3 8 11 14 11 User Created admin User Modified tuatb One can input the Start Date and End Date information by left clicking on the calendar button highlighted below and then selecting the correct date Date Created Mon 25 7 11 9 27 Date Modified Wed 3 8 11 14 11 User Created admin User Modified tuartb Page 58 of 67 Relationship Tracker User Manual V1 1
23. Created Mon 25 7 11 9 27 Date Modified Wed 3 8 11 14 11 User Created admin User Modified tuatb Users must now left click on the Sites tab highlighted below Telephone Administrator john brown abccom 079010101010 0121 000 Establis Recon g munity co uk aL _ 10000 at Project Manager jane smith abccomm 079010101010 0121 000 Prospec Appro E x _Junity co uk au 9000 ot Pf i i R L Date Created Mon 25 7 11 9 27 Date Modified Wed 3 8 11 14 11 User Created User Modified Page 62 of 67 Relationship Tracker User Manual V1 1 As seen within previous chapters entering the relevant information within the newly created row is now required Site Name Type ceo Tel Email Address Address City Post Code Line 1 Line 2 Advice Stuart Browr c Jane Jones 0121 jane jones a 1 Fictitious Birmngham Cente 000 0000 bccommunity Road Date Created Mon 25 7 11 9 27 Date Modified Wed 3 8 11 14 11 User Created User Modified Delete Record Left clicking on the Confirm button at the top of the page will then save the newly created site Users may notice a new button within the portal row on the right hand side of the page highlighted below Left clicking this button will launch a new web browser window tab and display the site location based on the inputted post code within Google Maps Contacts Communications Services Sites Attachments Activate Portal Site Name Ty
24. O A f d a l 4 1 1 Search Example 1 If a user wanted to find the Birmingham Central Library record one could enter the word Birmingham into the Organisation field Select Category Select Organisation Primary Organisation Contact Details Relationship Development ja d gt ae as Address Line 1 Left clicking on the yellow Search button now performs the search Page 17 of 67 Relationship Tracker User Manual V1 1 Looking at the Record Selection Text field seen above tells the user that the Relationship Tracker has found 15 records with Birmingham in the Organisation field The first record found is called BPM Birmingham Pragati Mandal and can clearly be seen to have Birmingham within its title healtt As we wish to view the Birmingham Central Library record one can use the Next button on the right hand side of the header section to scroll to the next record Select Organisation eE el Record 10f15 lt previous next gt Relationship Development BPM Birmingham Pragati Mandal Primary Organisation Contact Details Organisation BPM Birmingham Pragati Mandal W As we can see below the record now being viewed is for the Birmingham Central Library Users may also wish to note that the Record Selection Text field has changed to Record 2 of 15 as we are now viewing the second record found within our search Business Nature BPM helps amp supports the Hindu Gujar
25. Page 20 of 67 Relationship Tracker User Manual V1 1 Left click on the yellow Search button to execute your selection exchange From the Record Selection Text one can see that this search has found 19 records Apna Ghar is the first record on these 19 records and currently being viewed The user can now scroll up and down the found records by using the Previous and Next buttons to access other charity organisations Select Category Select Organisation iS ee Primary Organisation Contact Details Relationship Development Organisation Ap Ww Business Nature Asian Elderly Day Centre provision where they provide various activities from arts amp afts health initiatives etc Address Line 1 21 Clevedon Road ervice for their service users Address Line2 Balsall Heath category ciy Da Relatonship staus id County West Midlands R ee Q Relationship Type PF commissioner E Potentisi Commissioner 2 Code B1290 Bicompeticr Wi each Partner Tel Fax 0121 440 2266 E community site L service Partner Website ys Fi Influencer oO Strategic Po on twiter id facebook dG noer O id iana Last Recorded 30 06 2011 06 15 32 Contact Page 21 of 67 Relationship Tracker User Manual V1 1 4 2 Filtering Records Filtering records is another method of finding records within the Relationship Tracker This method is significantly faster compared to searching for organisation records F
26. Relationship Tracker User Manual V1 1 Relationship Tracker User Manual V1 1 Author Stuart Brown Data Analyst Published 23 08 2011 Page 1 of 67 Relationship Tracker User Manual V1 1 Table of Contents 1 0 troduction sarraie a E E 3 1 1 What is the Relationship Tracker oneen OT AR 3 1 2 Why does Health Exchange need it cccccescccssecccesececeeseeceeseceseeeceseeeeeees 3 1 3 What Benefits canit Viel Ce roroa oetetiecccesns E a eae 4 1 4 What s in the Relationship Tracker Manual ccccssscccssseeeceseceeeseeseeeeeees 4 2 0 How to Log on and Access the Relationship Tracker sscscsssscscscecsecnces 5 3 0 User Controls and Navigating around the Relationship Tracker Interface 9 3 1 THe IO AG Cl SO CUION ascent artes ates cea ee ae ates eee Saeetaed 10 3 2 ThE Wal Body SECU ON auissen aA a R 12 3 3 WIVE FOOUET Section eas N NR 15 4 0 Finding RECONOS sis caesicuesiec deste aes tiwsrcta let odcerewitesaieine tiene oie wieiewitdes esis 16 4 1 SO alr Cr G arieni E A wat uened tab tatesmapvenat toners maeueaede 16 4 1 1 SY eye READE Ce nner A ny rte ere Pee me Ny ene 17 4 1 2 CCN eo 10 91 E Z aera ee E err EE ee 19 4 2 Filtern RECO anionin T EAT 22 4 2 1 Filtenne DV OreanisatioNaniee heat teat estate oh aucten roe wes 22 4 2 2 Filtering by Category and Organisation ccccssecccsssecceeseceeeeceeeesees 25 4 2 3 Category FIter Exa MPplE keraian aa 27 5 0 Accessing and Creating Contact
27. ane Project Manager jane smith abccom 07901010101 0121 000 Prosper R Appro x munity co uk 01 0000 Li LJ 3 7 f v v Xf a oo ee Y ei g gam i d Mobile Telephone First Name John Administrator john brown abccom 07901010101 0121 000 Recon e munity co uk 01 0000 w Jane Jones Project Manager jane smith abccom 07901010101 0121 000 Prospe J Appro x munity co uk 01 0000 Ll i v v T J a ee ee ee ee ee L Left clicking the Confirm button at the top of the page will save this amendment to the record ABC Community Group N B The process for amending details is exactly the same for the in depth contact view apart from the use of the orange Activate Portal button Instead users can simply left click on the relevant field they wish to amend in order to open the record in browse mode Page 42 of 67 Relationship Tracker User Manual V1 1 6 0 Accessing and Creating Communications As Health Exchange staff members interact with external organisations they will inevitably learn new things and gain important information relevant to colleagues The Relationship Tracker provides a method of recording important communications gained in various ways including emails face to face conversations meetings letters and telephone calls This information can then be shared and accessed by those who need it within Health Exchange The process of accessing or recording a communication
28. ati _ ommunity in Birmingham amp they have cee A PNAN coe eee oe healt exchange Select Category Select Organisation B o ll Relationship Development Birmingham Central Library Primary Organisation Contact Details Organisation Birmingham Central Library W Business Nature irmingham Central Library is one ofthe A argest and most important public libraries in Morea dl Page 18 of 67 Relationship Tracker User Manual V1 1 4 1 2 Search Example 2 Searches can also be performed using drop down menus and checkbox set lists Let s conduct a search where the user wishes to find Charity organisations where the Relationship Type is Reach Partner Press the Reset button to make sure you are accessing all the records and then left heal click the Query button Select Category Select Organisation a Record 2 of 15 Relationship Development Birmingham Central Library Primary Organisation Contact Details Organisation Birmingham Central Library W From the Category field select Charity from the drop down menu bar This can be achieved by left clicking on the chevron arrow highlighted in red below health Business Nature Birmingham Central Library is one ofthe A argest and most important public libraries fe Mean Primary Organisation Contact Details Relationship Development ee LS a a Adaress tine Category jonshi
29. ble to quickly find the record you wish to view is very important to the overall Relationship Tracker user experience Recalling the record you wish to view can be performed by two primary methods which will be discussed below 4 1 Searching Record searches can be performed quickly within the Relationship Tracker by using heal the yellow buttons found in the header section E G lt i EE reset cuen soren Resort 107286 lt Prev BPM Birmingham Pragati Mandal 1 To perform a search one must first ensure that all records are selected This can be performed by left clicking on the first yellow button the left titled Reset Page 16 of 67 Relationship Tracker User Manual V1 1 2 Press the yellow Query button to conduct a search Doing so will put the Relationship Tracker into Find Mode Entering Find Mode allows users to enter search information into the Relationship Tracker s fields on the main page exchange Primary Organisation Contact Details Relationship Development ne o a ee nasress ine en gaa county o Commissioner F Potential Commissioner Post Code 4 F Competitor F Reach Partner wa Fd Cl community ste C service Parne Website Rye aea F Funder racer E E Facebook O O Other socia SNe Secondaryowner Contact Freq Days v Last recordes itle First Last Telephone Rel Dec Making Role Email Mobile Name Name Status Ability A o
30. ce Centre W Business Nature DEF Advice Centre is example record to aid isers understand the process of creating a 1eW organisation record war namics Line 2 City County West Midlands 3 Post Code 12 OHL Q F oO Commissioner F Potential Commissioner B120Ht U U OS Boece Wren Tel Fax 0121 222 2222 Community Site F service Partner Website defadvicecentre co uk 8 Influencer CI Strategic Funder me id peso py ramoner other Soci TR Seronservowner Loo ara tastRecorded Contact itle First Last Role Email Mobile Telephone Rel Dec Making Name Name Status Ability New contacts or communications can now be added using the instructions found in previous chapters Users may also wish to note that the Record Selection Text has changed to Record 260 of 260 Main menu Query search Record 260 of 260 As seen below date and user creation fields have also been stored within the footer section Date Created Fri 5 8 11 12 29 Date Modified Fri 5 8 11 12 41 User Created StuartB User Modified Stuart Page 53 of 67 Relationship Tracker User Manual V1 1 8 0 Other Sections of the Relationship Tracker Having discussed how to access and input contacts and communications as well as create organisation records attention can now turn to other sections of the Relationship Tracker As seen from the below screen areas named Services Sites and Attachments are also present within the tabbed
31. day 09 00 13 00 Thursday Friday Can be contacted by email when out of the office on ursday and Friday The main page is named Personal Details highlighted above From the above screenshot one can see additional fields for a fax number address lines and a section for recording notes N B By default address information for contacts is automatically sourced from the main record s address details However users are able to change the contact s address if it differs from the main record s address Page 33 of 67 Relationship Tracker User Manual V1 1 On the right hand side of the page we can also see a header named Personal Assistant if relevant This section is for recording basic details on the contact s Personal Assistant if necessary healt exchange ABC Community Group Reset Query Search _ Main Record Cancel Confirm Mr John Brown Personal Details Additional Information Title Personal Assistant if relevant First Name ee Last Name rl A Role Eee Left clicking on the next tab named Additional Information provides further fields which users can record information on the contact These are discussed in detail below ealth exchange ABC Community Group Reset Query Search Main Record Cancel Confirm Mr John Brown Relationship Status About the Contact Dec Making Ability jeansa Reports To Internally e Primaryowner 0 Secondary owner 0
32. dd mm yyyy Figures Date Created Mon 25 7 11 9 27 Date Modified Wed 3 8 11 14 11 User Created User Modified New Record Delete Record To the right of this checkbox set list is a radio button field entitled Service Activity Level The Service Activity Level notifies the user as to whether Health Exchange services are currently being provided to the external organisation in question Contacts Communications Services Sites Attachments Services Provided to the Organisation Chronic Disease Educator Events Health Supporter Quality of Life EPP Heath Trainer Macmillan L Support Plus In our example ABC Community Group are currently involved in Health Exchange s services As a result the Ongoing Programme radio button should be selected to denote that Health Exchange services are currently being delivered for ABC Community Groups Contacts Communications Services Sites Attachments Services Provided to the Organisation Service Activity Level Chronic Disease Educator Events __ Health Supporter E Quality of Life E Walks EPP V Heath Trainer L Macmillan L Support Plus Ongoing Programme No Activity 12 Radio button fields are very similar to checkbox set lists but allow the user to select only one option Page 55 of 67 Relationship Tracker User Manual V1 1
33. election Text Right of the yellow buttons is a text line which informs the user of the record number currently being viewed as well as the total number of records For example if the user was displaying record 16 and there were 90 records in total the text would state Record 16 of 90 This is useful when searching for records and is explained further in chapter 4 0 Next and Previous Buttons To the right of the record selection text are two pale grey buttons named Previous and Next These buttons allow the user to simply navigate forwards and backwards from one record to the next Page 11 of 67 Relationship Tracker User Manual V1 1 3 2 The Main Body Section The main body of the Relationship Tracker s main page is where important information is stored on the organisation record Primary Organisation Contact Details Relationship Development Organisation ABC Community Group wW Business Nature ABC Community Group is a ficticious company designed to aid users understand e Relationship Tracker Address Line 1 10 Example lane Address Line 2 Category City r i Relationship Status Established County West Midlands See i Relationship Type O Commissioner O Potential Commissioner s B235EX _ U 23 5EX O Competitor Reach Partner Tel Fax 0121 000 0000 0121 000 0000 Community Site Service Partner Website fuww abccommunitzcouk oo ha oO Funder Twitter recebook id A Pemarv oer Other Social je SetOaryOw
34. er Manual V1 1 3 0 User Controls and Navigating around the Relationship Tracker Interface Below is a view of the Relationship Tracker s main page view in its entirety To help Staff members understand the features within the Relationship Tracker the Relationship Tracker s main page will be discussed in three separate sections e Header the top part of the page e Main Body the middle section e Footer the bottom section exchange Select Organisation oe ead ad E a ee Main Menu Cancel Confirm Reset Query Search Record 1 of 1 lt Previous Next gt Primary Organisation Contact Details Relationship Development Organisation ABC Community Group W Business Nature ABC Community Group is a ficticious company designed to aid users understand i the Relationship Tracker Address Line 1 10 Example lane Adress Line 2 category Relationship Status Established County West Midlands Post Code 23 BEX Q Fi Commissioner F Potential Commissioner T gt icons econ Tel Fax 0121 000 0000 0121 000 0000 Website fwww abccommunitycouk coe E u Twitter c Facebook dR A marzo Other Social e Seondayowner OO EO O oO Main Bod Last Recorded 25 07 2011 12 34 29 a l n o y Contact Contacts Communications Services Sites Attachments Title First Last Role Email Mobile Telephone Rel Dec Making Name Name Status Ability r John Brown Administrator john brown abccomr 079010101010 0121 000 E
35. escribe in concise terms what the communication involved Users may wish to add where if relevant the communication has taken place Attendees If relevant the user can add who attended the communication Communication Type This field is a drop down menu where the user can select what type of communication they had with the individual from the organisation Notes Details of what the communication entailed can be added in the Notes field 10 This is particularly useful if the communication type was a meeting However it is of little relevance if the correspondence was made by email or telephone and hence can be left blank Page 44 of 67 Relationship Tracker User Manual V1 1 Added By This field is automatically generated by the Relationship Tracker recording the individual s username who added the communication For example if James Kay added the communication the username would be listed in this field as JameskK Date amp Time The Date amp Time field is another automatically generated field recording when the user inputted the communication 6 1 Accessing the Communication s in depth View Just like the contacts page discussed in the previous chapter the Communications page also has an in depth view This is accessed by left clicking on the green button Title Attendees Communication Notes Added By Date amp Time eeting with Mr John 2 Mr John Brown and Meeting Meeting to discuss leaftlet design stua
36. he Select Category drop down menu field aris ea J tort e e ra Users may notice an asterisk symbol in the Select Category field This is perfectly normal and necessary to the functionality of the category filter Page 25 of 67 Relationship Tracker User Manual V1 1 This will activate the drop down menu and allow users to gain access to the categories Users can now left click on the drop down menu chevron arrow to perform this function exchange BPM Birmingham Pragati Mandal Primary Organisation Contact Details Relation Organisation BPM Birmingham Pragati Mandal W Address Line 1 49 Sampson Road Address Line 2 cy Bimingtam J County eS sn Children s Centre Community Interest Company Community Organisation GP Surgery BEN GP Surgery HoB Housing Association NHS Foundation Trust NHS PCT NHS PCT Cluster Place of Worship Private Sector Public Sector Radio Station ion hi Social Enterprise Page 26 of 67 Relationship Tracker User Manual V1 1 4 2 3 Category Filter Example As an example of how to use the category filter imagine if we wanted to view the record for Macmillan We know that Macmillan is under the category of Charity With the Select Category drop down menu field open the user must highlight exchange Charity with their mouse cursor and then left click on it to select it BPM Birmingham Pragati Mandal Primary
37. hin the field and enter the necessary information Contacts Communications Services Sites Attachments Activate Portal Telephone Rel Dec Making Status Ability Role Email Mobile Name Name ini j je A Mr g Administrator ohn brown abccom 07901010101 0121 000 Establis Recon M g S munity co uk 01 0000 fe A A N y gw Title First Last Page 39 of 67 Relationship Tracker User Manual V1 1 To save your new contact left click on the blue Confirm button at the top of the exchange page ABC Community Group Select Category Select Organisation l E o A eo Primary Organisation Contact Details Relationship Development Organisation ABC Community Group W Business Nature ABC Community Group is a ficticious company designed to aid users understand the Relationship Tracker Address Line 1 49 Example lane Address Line2 Ernan e egory Relationship Status Established w County West Midlands E RR Cede 3 Relationship Type F commissioner C Potentis Commissioner B235EX if B23 5EX 2 Fi Competitor Reach Partner Tel Fax 9121 000 0000 0121 000 0000 Y community site L service Partner Website www abccommunity couk ai Funder Twitter apccommuniy IS facebook oo E a other Social Fr Secondary owner diano T Last Recorded 25 07 2011 12 34 29 Contact itle First Last Name Name John Administrator john brown abccom 07901010101 0121
38. iltering records is achieved by using the two drop down menu fields at the top of exchange the main page those being Select Category and Select Organisation 4 2 1 Filtering by Organisation Users can perform a simple organisation filter by using the Select Organisation drop down menu field only Left clicking on the white area of the Select Organisation field will activate the drop down menu feature health exchange Page 22 of 67 Relationship Tracker User Manual V1 1 Left clicking on the drop down menu chevron arrow allows the user to see all the oo organisation records currently within the Relationship Tracker The organisation records are sorted alphabetically from A to Z At the top of the drop down menu we can see ABC Community Group f we wished to view the ABC Community Group record the user must highlight the record with the mouse cursor and left click on ABC Community Group o Caribbean Millennium Centre Acocks Green Medical Centre Adderley Children s Centre Age UK Al Shafa Medical Centre All Saints Community Project Alum Rock Medical Centre Amaanah Medical Practice Primary Organisation Contact Details Relationship Development Organisation Janna Ghar Ww Business Nature asian Elderly Day Cent where they provide varic from arts amp crafts healtl They also provide a pict PO Address Line 1 21 Clevedon Road City Category
39. imestamp is used to display this information in day date and time format Date Modified The next field to the right is named Date Modified field and informs the user when the record was last amended by an individual Once again a timestamp is used to display this information in day date and time format User Created The User Created field allows one to identify who within Health Exchange created the record currently being viewed The creator s username will be displayed and hence follow Health Exchange naming conventions For example James Kay would be displayed as JamesK User Modified The User Modified field allows one to identify the last individual within Health Exchange to amend the record being viewed New Record Button Below the date and user fields is the New Record button on a cerise coloured background The New Record button is used to create a new record for an organisation Delete Record Button Lastly the Delete Record button is found enabling one to remove the selected record from the database Information displayed within the footer fields is automatically generated and non modifiable by users N B The Delete Record button will only be accessible to privileged users This is to avoid the inherent risk of deleting records accidentally and also help manage the Relationship Tracker database in a controlled manner Page 15 of 67 Relationship Tracker User Manual V1 1 4 0 Finding Records Being a
40. ing on the blue Main Record button Page 47 of 67 Relationship Tracker User Manual V1 1 7 0 Creating an Organisation Record N B Before creating a new record it is important to first check whether the organisation has already been created within the Relationship Tracker See chapter 4 0 for further details on how to find organisation records As well as creating contacts and communication records for existing external organisations users may also need to create new records for those organisations not yet inputted within the Relationship Tracker If a record for the organisation is not present on the Relationship Tracker users can request their line manager lead or senior manager to create the record The following protocol advises users on how this should be carried out 7 1 Record Creation Protocol 1 The user makes sure that a record for the organisation in mind does not exist 2 The user contacts their line manager requesting them to create the new record 3 Basic name address and contact details are supplied by the user to the line manager 4 The line manager creates the new record based on these details and notifies the user 5 The user is then free to add further information such as contacts and communications to the new record Page 48 of 67 Relationship Tracker User Manual V1 1 7 2 Record Creation Guide Creating a new organisation record is a simple process and involves scrolling down to the
41. ionship Tracker One can left click on the drop down menu scroll up and down the list and highlight the particular organisation record they wish to view The action is completed by pressing the Go button immediately right of the drop down menu Blue Control Buttons Below this section is an area with a light grey background A set of blue buttons can be seen with the first one titled Main Menu Left clicking this button will bring the user to the main page of the Health Exchange Database Systems see the previous section titled How to log on and access the Relationship Tracker The blue Cancel and Confirm buttons allow users to save or clear changes they have made to the record For example if a user wishes to change the telephone number 1 s A drop down menu is an area which allows users to select values or categories from a prescribed list Fields are sections within the database which store and display information Some are accessible to users whereas others are locked Page 10 of 67 Relationship Tracker User Manual V1 1 on the main record they would press the Confirm button to save the change made However if a user does not wish to save a change they have made they would press the Cancel button to undo their amendment Yellow Find Buttons The yellow buttons named Reset Query and Search are related to finding records within the Relationship Tracker Their use will be explained further in chapter 4 0 Record S
42. is very similar to the one used to access a contact The user must first start by recalling the record they wish to view In this case we will be viewing the ABC Community record seen below exchange ABC Community Group Select Category Select Organisation fe Main Menu Cancel Confirm Reset Query Search Record 1 of 1 lt Previous Next gt Primary Organisation Contact Details Relationship Development Organisation ABC Community Group Ww Business Nature ABC Community Group is a ficticious ompany designed to aid users understand the Relationship Tracker Address Line 1 10 Example lane Address Line 2 Category Relationship Status Established County West Midlands Pont Coss 23 SEX Q Relationship Type oO Commissioner F Potential Commissioner B x s a cccims Raach Parinar Tel Fax 0121 000 0000 0121 000 0000 Community Site F Service Partner Website fwww abccommunitycouk dS ee oO Funder Twitter c Facebook oS a noer Other Social SYS Seordayower OO Contact Freq Days Last Recorded 25 07 2011 12 34 29 Contact Title First Last Role Email Mobile Name Name r John Brown Administrator john brown abccomm 079010101010 0121 000 Established Recomme g 0000 jane smith abccomm 079010101010 0121 000 Prospect Approver a When viewing the organisation record the Contacts tab is selected by default To view communications associated with the record we will need to left click on the Comm
43. itor Wireasch Pastner Tel Fax 0121 000 0000 0121 000 0000 Community Site W Service Partner Website fww abccommunitycouk Eoas cca i F Funder Twitter t recebook A other Social Seeorservowner DO a fog Last Recorded 25 07 2011 12 34 29 Contact Administrator john brown abccomm 079010101010 0121 000 Established Recommei E The screenshot found above is of a record called ABC Community Group In the record s main body we can see the tabbed portal area with the Contacts tab selected This section provides basic details such as name role and email address of staff members employed by the organisation Page 31 of 67 Relationship Tracker User Manual V1 1 In this case one contact is currently being stored within this record The user can clearly see that the individual s name is Mr John Brown his role is listed as Administrator and contact telephone number is 0121 000 0000 Contacts Communications Services Sites Attachments Activate Portal Role Email Mobile Telephone Rel Dec Making Status Ability Administrator john brown abccomm 079010101010 0121 000 Established Recomme One can also see that Mr John Brown s Relationship Status is listed as Established and his Decision Making Ability at the Recommender level These fields will be discussed in more detail shortly Within the same row as Mr John Smith s contact information we can see two buttons on the right hand side
44. mmissioner ja passex tC tSC s s zCS Bea Weekes Tel Fax 0121 000 0000 0121 000 0000 Community Site Wl service Partner Website fwwwabccommuniycouk x F Funder Twitter c Facebook mcm Other Social j CStOMaryOwner PO Comecttrog 008 po id Last Recorded 25 07 2011 12 34 29 Contact Title First Last Role Email Mobile Telephone Rel j John Brown Administrator john brown abccomrn 079010101010 0121 000 Established Recomme g 0000 jane smith abccomm 079010101010 0121 000 0000 Project Manager Prospect Approver E 5 3 1 Amendment Example For example purposes imagine that Jane Smith changed her last name to Jones To make this amendment the user would first need to left click on the Activate Portal button seen above Page 41 of 67 Relationship Tracker User Manual V1 1 The next step is to highlight the text in the Last Name field and delete Smith Last Mobile Telephone Rel Name Status Administrator john brown abccom 07901010101 0121 000 Establis munity co uk 01 0000 J Jane Project Manager jane smith abccom 07901010101 0121 000 Prosper munity co uk 01 0000 Clearing Smith from the Last Name field then allows the user to input the correct name z 5 a 3 3 Mobile Telephone Rel Name Status Administrator john brown abccom 07901010101 0121 000 Establis munity co uk 01 0000 Lal J
45. ner OO as ce Last Recorded 25 07 2011 12 34 29 Contact Contacts Communications Services Sites Attachments Title First Last Role Email Mobile Telephone Rel Dec Making Name Name Status Ability Mr John Brown Administrator john brown abccomn 079010101010 0121 000 Established Recomme a psej Primary Organisation Contact Details Title At the top of the main body is a bold black title named Primary Organisation Contact Details This denotes that the fields below are used to store contact and address information Field Labels Each field within the Relationship Tracker has been issued with a label This is to help the user understand what the field is used for and what type of information should be entered For example the top field on the left hand side is labelled Organisation By reading this description users will be able to tell that this field is where the organisation s name is entered and stored Page 12 of 67 Relationship Tracker User Manual V1 1 Primary Organisation Contact Details Fields This section displays address and contact details relating to the organisation record s main site location Moreover fields for storing social media information such as Twitter and Facebook web addresses Activity Icons On the right hand side of certain fields small activity icons are visible For example the first field named Organisation has a W icon to the right hand side of it
46. nship Status Established i ounty West Midlands ee Q Relationship Type F Commissioner O Potential Commissioner Code B23 5EX jfi B23 5EX 2 F Competitor Reach Partner Tel Fax 9121 000 0000 0121 000 0000 Community Site L Service Partner Website wwwabccommunit couk i Funder t Facsbook ja a EEE H other Social Secondary owner Contact Freq Days Last Recorded 25 07 2011 12 34 29 Contact itle First Last Role Email Mobile Telephone Rel Dec Making Name Name Status Ability John Administrator john brown abccom 07901010101 0121 000 Establis J g g munity co uk 01 0000 Li l oO A Ao A A A d a aw To add a new contact simply start entering information from the row directly below our previous entry for Mr John Brown itle First Last Role Email Mobile Telephone Rel Name Name Status Ability m g Brown Administrator john brown abccom 07901010101 0121 000 Establis Recon J a x ps naunih Q i UU a C C ee S A AANA Page 38 of 67 Relationship Tracker User Manual V1 1 Left clicking on the drop down menu fields allows the user to select an option from the prescribed list Email Rel Dec Making Status Ability Role Mobile Name Name John Administrator john brown examp 07901010101 0121 000 Establis Recon J mn x e co uk 01 0000 aT es ee ee Telephone Ul For text fields such as First Name and Email simply left click wit
47. pe Internal External Tel Email Address Address City Post Code Lead i D Staff members may first need to enable pop ups to ensure this feature launches Page 63 of 67 Relationship Tracker User Manual V1 1 8 2 2 Sites in depth View As seen in previous chapters pressing the green button on the row will present the exchange site information within the in depth view ABC Community Group Site Name ABC Advice Centre a Primary Int Lead Prim Ext Contact Address Line 1 1 Fictitious Road Address Line2 Digbeth City County o PostCode B12 0HK Email ljane jones abccommunity co uk Left clicking the Main Menu button will bring the user back to the main page Page 64 of 67 Relationship Tracker User Manual V1 1 8 3 Attachments The attachments section is currently under construction and inaccessible to all users When completed the attachments area will allow users to save and access files relating to the selected external organisation Activate Porta Date Created Mon 25 7 11 9 27 Date Modified Wed 3 8 11 14 11 User Created User Modified Delete Record Page 65 of 67 Relationship Tracker User Manual V1 1 Glossary of Terms Activity Icons Activity icons are small buttons primarily situated on the main record page The icons are used to take the user to additional information related to the external organisation record which is found via the Internet Wikipedia Google Maps and Twit
48. r 24001260 Primary Organisation Contact Details Relationship Development Organisation DEF Advice Centre W Business Nature DEF Advice Centre is example record to aid users understand the process of z creating a new organisation record Address Line 1 99 Example Road Address Line 2 ea gt er iid 7 Poa ees West Midlands Relationshi Post Code Type F Commissioner F Potential Commissioner B120HL___ _ _ _ _ _ e pie S F Competitor F Reach Partner Tel Fax 0121 111 1111 0121222 2222 M community site 1 Service Partner Website www_defadvicecentre co uk e Influencer C Strategic Funder t Primary Owner Stuart Brown y other Social e oe ee ee ea i Contact After entering the necessary information into the relevant fields users can press the Confirm button to save inputted data Alternatively the user can press the Cancel button which will remove the new record heal Mainmenu _cancet_ __Confirm f Reset auey Search Record 260 of 260 Page 52 of 67 Relationship Tracker User Manual V1 1 After successfully saving the record users will be able to see the name of the record in this case DEF Advice Centre at the top of the page in the header section exchange DEF Advice Centre Reset Query Search Record 2600f260 lt Previous Next gt Primary Organisation Contact Details Relationship Development Organisation DEF Advi
49. rom one source to another and not everything was up to date Put simply we were unable to effectively share information across the organisation and as a result sometimes we didn t know things we should have known As our organisation grows there will be a much greater number of organisations that we will work with in one way or another and we will have more employees and more services In order to manage our external relationships effectively we need a single place to store all information relevant to our external relationships which is accessible and updated by everyone who needs to access it That is what the Relationship Tracker will allow us to do Page 3 of 67 Relationship Tracker User Manual V1 1 1 3 What Benefits can it Yield Using the Relationship Tracker offers advantages to both individual staff members and Health Exchange The main benefits are listed below Staff members will be able to recall and rely upon information stored within the Relationship Tracker for use within their daily roles For instance if a Health Trainer wants to find a GP surgery address they could quickly find the relevant record and have that information within seconds The Relationship Tracker is accessible via the Intranet using private login and password details This means that office and remote workers will be able to access the system providing they have an Internet connection Staff members will possess greater ability to share and feed
50. rtb 25 07 2011 Brown myself and future events 12 34 29 The in depth communications view will then be presented exchange ABC Community Group e cs se Meeting with Mr John Brown Title Meeting with Mr John Brown Partner Relations Visits Detail Communication Typa Meeting FC Attendees 2 Mr John Brown and myself Meeting to discuss leaftlet design and future o Date Time 25 07 2011 12 34 29 Added 8y Users can input or change information by left clicking within the relevant fields seen above and then left clicking the Confirm button at the top of the page Page 45 of 67 Relationship Tracker User Manual V1 1 As seen below on the right hand side of the page is three fields relating to Partner Relations Visits As the title suggests these are fields specifically for the Partner Relations team to record information on their visits to the organisation excnange Meeting with Mr John Brown eeting 2 Mr John Brown and myself eeting to discuss leaftlet design and future ents 25 07 2011 12 34 29 Users may also notice another tab on this page called Status This again is solely used by the Partner Relations team Only users with higher user access levels will be able to see this content due to its potentially sensitive nature Page 46 of 67 Relationship Tracker User Manual V1 1 The user can navigate back to the main record page by left click
51. s ccccsccscsceccccscsceccccscsceccccscscececcecscesees 31 5 1 Accessing the Contact s in depth VieW ssssssssssseessserssseresreresressseerseereses 32 5 1 1 Getting Back to the Main RECOM ccccssecccssececessecceeneceeeecesseeeeeeees 36 5 2 Creating a New Contact cescsnireran erora i a RaT A 37 5 3 Amending Contact Details reissaa N ae 41 5 3 1 Amendment EXQINIDI Ci minerne atirnacctasste shina wasabi wait tender 41 6 0 Accessing and Creating COMMUNICATIONS ccccccsceccccscsceccccecscececcecscecees 43 6 1 Accessing the Communication s in depth View ccccssccccsseceeeseceeeeseeees 45 7 0 Creating an Organisation RECOMI ccccscsccccscsceccccscsceccccscnceccccscscececcececes 48 7 1 R cord Creation PrOltOCOl secies T E 48 7 2 RECON Creaton GUI CG cri E O AE ADE 49 7 3 Record Creation Examples ccccsivie te wwrad an hana a a ha 49 8 0 Other Sections of the Relationship Tracker sccscecsccscscscsccccscescccecsces 54 8 1 SOVICE S a arr N ET EEE N ian dianeaeee 54 8 1 1 SEVICE EX AMM DIE erin taracge r E ees 55 8 1 2 Service FORMA CIO Minean see Gen asics Seve lesa adle is E T 56 8 1 3 Entering Data Tor CDE EEP and EventSanimisdronriieni diena 57 8 1 4 Entering Data for all Other ServiCes c ccsccccssecccesseeceeseceeeesceseesees 59 8 2 SIL CS EE EEE AA PE E eesti A E nese E AT EA E E T 61 8 2 1 Creating a New SIUC ninnan a a a E T S 62 8 2 2 Sites ihedepth VICW iarrais
52. s This section is called the tabbed portal and is used to display additional information related to the main record For example the portal area displays information relating to Contacts Communications Services Sites and Attachments Accessing tabbed portals will be discussed in later chapters N B If no page has been created on Wikipedia for the organisation no information will be displayed N B to access such pages the user must enable pop up windows within their web browser for the Relationship Tracker web address gt This area is primarily used by the Partner Relations team and the relationship owner to manage the relationship and inform users of key development factors Page 13 of 67 Relationship Tracker User Manual V1 1 Portal Activation Button Just above the Tabbed Portal to the right hand side of the page is an orange button titled Activate Portal When clicked this button allows users to input information into the tabbed portal area Once again this feature will be discussed in later chapters Page 14 of 67 Relationship Tracker User Manual V1 1 3 3 The Footer Section Below the main body section is the footer area at the bottom of the page Date Created Mon 25 7 11 9 27 Date Modified Wed 3 8 11 14 11 User Created User Modified Delete Record gm Date Created At the left hand side of the footer section is a field named Date Created This field informs the user as to when the record was created A t
53. section Each of these tabbed sections operates within the same systematic way as demonstrated in previous chapters 8 1 Services The services section is for inputting information related to Health Exchange programmes and services that have been provided to or through the external organisation currently being viewed S Communications Services Sites At Activate Portal Services Provided to the Organisation Service Activity Level CI Chronic Disease Educator C Events C Health Supporter C Quality of Life CI Walks Ongoing Programme LIepp C Heath Trainer CI Macmillan Fi Support Plus O No Activity Service Information Date Created Mon 25 7 11 9 27 Date Modified Mon 25 7 11 9 27 User Created User Modified an Page 54 of 67 Relationship Tracker User Manual V1 1 8 1 1 Service Example For example purposes imagine if ABC Community were involved in Health Exchange s Health Trainer EEP and Events services To demonstrate this on the Relationship Tracker users can simply left click on the corresponding checkbox set list highlighted below Contacts Communications Services Sites Attachments Activate Portal Services Provided to the Organisation Service Activity Level Chronic Disease Educator Events Health Supporter Quality of Life Heath Trainer Macmillan Support Plus Start Date End Date Attendees dd mmiyyyy
54. stablished Recomme g 0000 Date Created Mon 25 7 11 9 27 Date Modified Wed 3 8 11 14 11 User Created User Modified Page 9 of 67 Relationship Tracker User Manual V1 1 3 1 The Header Section For ease of use record titles and user controls have been positioned at the top of exchange the page ABC Community Group x Go _MainMenu Cancel Confirm Reset Query Search Record 1of1 lt previous Next gt Header Title At the top of the page one can see a header title named Relationship Tracker This denotes that the user is on the Relationship Tracker database s main record page Organisation Title Immediately below the Relationship Tracker header title on the left hand side ABC Community Group can be seen in bold black text This is the name of the organisation record and informs the user of the record they are currently viewing Drop down Menus To the right hand side are two drop down menus used to navigate and cycle through organisation records on the Relationship Tracker The first drop down menu is titled Select Category This field allows users to filter all of the organisations by the type of category which the organisation is listed as For example if Charity is selected only charity organisations will be available The second drop down menu is titled Select Organisation This drop down menu displays the organisation records within the Relat
55. tb y P A wha s new section ou may pick up a call one day and someone asks you about drug or alcohol Good news story case related concerns or a person check and said they were told to ring The Health study Exchange which is correct but just not us If this happens please pass them the number of the health exchange on william booth lane and help them on their oe way T hone this is helnfull 4 You will now be presented with the Health Exchange Database System login page healt exchange Health Exchange Database System You will need your Account Name and Password Please click on the link below Login Unauthorised access is prohibited 2011 Health Exchange CIC Limited 5 Left click on the blue Login hyperlink listed above After doing so you will be prompted to enter your assigned Username and Password details Page 6 of 67 Relationship Tracker User Manual V1 1 6 After entering your login details left click on the Login button in the centre of the page health exchange Health Exchange Database System Guest Account not available Account Name and Password Login Unauthorised access is prohibited 2011 Health Exchange CIC Limited 7 The Health Exchange Database Systems page will now be accessible From the buttons seen below select Relationship Tracker to enter the database JZ Browse B o Bees BP Layout MainMenu ow View as Form v efh Record
56. ter web pages are three examples of activity icons Buttons Buttons are used to perform certain tasks within the Relationship Tracker Buttons include Next and Previous functions which allow the user to move up and down the record list Checkbox Set List Checkbox set lists are fields which allow the user to tick or leave blank A ticked checkbox may indicate a certain selection For example ticking the Funder checkbox set within the Relationship Type field would suggest that the organisation provides funding to Health Exchange Drop down Menu A drop down menu is an area which allows users to select values or categories from a prescribed non modifiable list Fields Fields are text areas within the database which store and display information Some are accessible to users allowing them to enter and save information whereas others are locked Footer The footer is the final section of all Relationship Tracker layouts On the main record page the footer holds non modifiable time and user record creation fields as well as buttons used to create and delete records Header Section The header is positioned at the top of all Relationship Tracker layouts and where the majority of user controls are situated Titles describing the page s contents are also stored here In depth View In depth views are page layouts which allow users to access additional fields from the tabbed portal Fields within in depth views provide bigger spaces in
57. the step by step guide below 1 The first step in accessing the Relationship Tracker is to open your web browser and enter the Health Exchange Intranet URL into the address bar found below http knowledge healthexchange org uk M Firefox v amp j gt http knowledge healthexchange org uk 2 You will now be presented with the Health Exchange Intranet site Enter your Intranet Username and Password in the Login Form area on the left hand side of the page Intranet healt search exchange a H At WUICVUTTIIC tu tic AD i Intranet features Birmi ngh am excnande ee E Click on Discussion room its an old school chat room for Health Exchange workers Want to share ideas and practices with colleagues Leave a postin the discussion forums Get your r thinking caps on people f IS 3 B S e Colleague got a hidden talent Welcome to the Health Exchange portal Find out in staff directory profiles Side menu 7 Newsflash News Latest News Popular Links for the client tracker e New stop smoking centre e Remember those elevator pitches you and RocklT probelm log e News Bulletin June 2011 wrote ateo ne oola e Social Care costs e Not been on the intranet for a while Login Form e Health Information Week e There s 2 e Reception refresh e And we re off amp Polls e Presentation Skills Username What would you like to see Password in the monthly News Bulletin If you have an
58. tion name DEF Advice Centre into the Organisation field exchange Select Category Select Organisation eset avery sooren Acora 26001 26 Primary Organisation Contact Details Relationship Development Organisation DEF Advice Centre Business Nature N B The Category field listed under the Relationship Development area defaults to Other To choose more suitable category the user must choose from another category from the drop down menu selection list exchange Select Category Select Organisation ontom conet cm nese uey senen Record 260026 Primary Organisation Contact Details Relationship Development Organisation DEF Advice Centre Ww Business Nature Adress Line 2 Category Citu Tl Page 50 of 67 Relationship Tracker User Manual V1 1 Left clicking on the drop down menu chevron arrow will present the category list to exchange the user Select Category Select Organisation reset oy sere Record 2600260 Primary Organisation Contact Details Relationship Development Organisation DEF Advice Centre wW e ig Address Line 1 99 Example Road Address Line Dimen J Category City Birmingham ____ ee Relationship Status DEF Advice Centre is example record to aid users understand the process of creating a new organisation record Academic Institution Charity te Relationship Type Children s Centre Postcode p
59. tions Services Sites Attachments Activate Portal Site Name Type Internal External Tel Email Address Address City Post Code Lead Contact Line 1 Line 2 Date Created Vion 25 7 11 9 27 Date Modified Wed 3 8 11 14 11 User Created User Modified se Below are brief descriptions of the fields found within the Sites area Site Name The name or title of the external organisation s site Type This field is a drop down menu with two options HQ or 2 HQ is for listing the site as a headquarter building whilst 2 denotes a satellite or secondary building Internal Lead The Internal Lead field is a drop down menu list of Health Exchange staff members A staff member can be chosen to display who internally within Health Exchange owns or manages the relationship with that particular site External Contact A contact name of an employee who works at the external organisation s site can be added here Tel Telephone Email Address Line 1 Address Line 2 City Post Code These are self explanatory fields used for entering contact and address information This section is only necessary if the external organisation in question has more than one site or building Users can also choose to leave this drop down menu field blank Page 61 of 67 Relationship Tracker User Manual V1 1 8 2 1 Creating a New Site To create a new site for an external organisation one must first left click on the Portal Activation button Date
60. unications tab Title First Last Role Email Mobile Telephone Rel Name Name Status j John Brown Administrator john brown abccomir 079010101010 0121 000 Established Recomme g 0000 Page 43 of 67 Relationship Tracker User Manual V1 1 Now that we have the Communications tab selected we can view the communications which members of Health Exchange have added for the organisation in question in this case our organisation is named ABC Community Group exchange ABC Community Group Select Category Select Organisation Main Menu Cancel Confirm Reset Query Search Record 1 of 1 lt Previous Next gt Primary Organisation Contact Details Relationship Development Organisation ABC Community Group Ww Business Nature ABC Community Group is a ficticious ompany designed to aid users understand e Relationship Tracker Address Line 1 10 Example lane Address Line 2 Category ciy om Relationship Status Established County West Midlands k E Q Relationship Type O Commissioner F Potential Commissioner P 23 SEX gt Fi Competitor Reach Partner Tel Fax 0121 000 0000 0121 000 0000 Community Site F Service Partner Website a ee Funder Twitter A A PeomevOwner Other Social SSS Seordayower OO Contact Frea Days Last Recorded 25 07 2011 12 34 29 Contact As seen above there is one entry added for this ABC Community Group so far Title This field is used to d
61. which to type and read information within Label Labels are titles used to describe what information is and should be stored within the field it is nearest to Page 66 of 67 Relationship Tracker User Manual V1 1 Layout Layouts are visual page designs within the Relationship Tracker constructed of header main body and foot sections Main Body The main body is a section of the Relationship Tracker s main record page Within this section are address and contact fields as well as tabbed portals Radio Button Each field within the Relationship Tracker has been issued with a label This is to help the user understand what the field is used for and what type of information should be entered Record Selection Text The Record Selection Text field is positioned within the header section of the main organisation record page and informs users of what record they are currently viewing in relation to the total number of records It is particularly useful when searching for or filtering records informing the user of how many records are available Tabbed portal The tabbed portal is used to display additional information in a table row format related to the main record Page 67 of 67
62. y Remember Me Welcome to the Health Exchange portal a There s 2 Aformal document with tten by Rachel Hun es more articles e Forgot your password Less formal document with more pictures and Just a quick note for those of you who may not know there are two Health light hearted articles Exchanges 60 second staff interview section Upcoming events section Staff news i e leavers e Forgot your username e Create an account One is us we deal mainly in health promotion and community invlovement work and the other is on William Booth Lane Birmingham this is a specific GP practice for homeless people and is open Mon and Fri 2 30pm 4 30pm Tue 1pm to 4pm Wed and Thurs 9am to 11am and 1pm to 4pm Their contact joiners number is 0121 465 3965 News section for each j department You may pick up a call one day and someone asks you about drug or alcohol a z ee ES 5 Page 5 of 67 Relationship Tracker User Manual V1 1 3 After successfully logging into the Intranet you will be able to access the Side Menu panel on the left hand side of the page From the list left click on Database System Intranet healt search exchange Intranet features Want to chat to colleagues live Click on Discussion r old school chat room for Health Exchange workers Want to share ideas and practices with colleagues Leave a postin the discussion forums Get your thinking caps on
63. za dS aana ra Community Organisation teira pomu Jezz GP Surgery BEN N GP Surgery HoB e Housing Association pa t aa e g NHS PCT Place of Worship omer socia Me _ Seoda owner ate Sector Contact Freq Days Public Sector Radio Station Last Recorded Social Enterprise Contact TV Station The user can now enter address and contact fields found under the Primary Organisation Contact Details title healt exchange Select Category Select Organisation reset my sooren Resort 24001260 rimary Organisation Contact Details Relationship Development Organisation DEF Advice Centre W Business Nature DEF Advice Centre is example record to aid users understand the process of i creating a new organisation record Address Line 1 99 Example Road Address Line 2 PE SE City Birmingham O o YO SS ae Relationship Status County West Midlands lt Other O Commissioner F Potential Commissioner Fj Competitor oO Reach Partner O Community Site Fi Service Partner PostCode B20 JI Taiye Website www defadvicecentrecouk ee Facebook eee Cone O Influencer oO Strategic oO Funder Secondary Owner ee Bed Mee od od E Omer socal E Page 51 of 67 Relationship Tracker User Manual V1 1 Information can also be added into the Relationship Development section highlighted exchange below Select Category Select Organisation reset aum seen Reco
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