Suggestions for Tracking Work Done at Client Sites
I travel to a lot of different client sites, repairing and maintaining systems and networks. Good documentation of work done and changes made is critical, but my approach to this is neither unified nor consistent.
I know that creating a database in Access or OO Base would be a good solution, but chances are I won't get around to doing this.
Can anyone recommend a program (preferably free or open-source) that would allow me to effectively track work done and changes made at multiple work sites?
I know that creating a database in Access or OO Base would be a good solution, but chances are I won't get around to doing this.
Can anyone recommend a program (preferably free or open-source) that would allow me to effectively track work done and changes made at multiple work sites?
Excel would be useful.
ASKER
In my experience Excel is not an ideal solution for this b/c I will have to enter a lot of data for some work sites and this can quickly get messy in an Excel spreadsheet.
I would make a spreadsheet for each site. It would help organize things a bit. It would be pretty quick to set up too.
If you don't want to go that route I guess access would be good.
If you don't want to go that route I guess access would be good.
WizeHive … in One Sentence
PivotPoint Software's WizeHive is an online collaboration and organizational application.
The Killer Feature
Have you noticed how social networks such as LinkedIn and Facebook relyheavily on email? They know that if something isn't in your inbox, it'sinvisible.
Recognizing that online life revolves around email, WizeHiveintegrates with any email program using a special address and anotation system. By sending a message to this address with the name ofthe workspace (see below) in the subject you can create new notes ortasks without having to use the Web interface.
Similarly, you can receive WizeHive communications from yourcolleagues via email. So why not just use email? Because WizeHiveorganizes everything for you with threaded messaging, search, largefile sharing, and more.
Other Notable Features
WizeHive organizes your information into workspaces. You'll probablywant to create a workspace for every client. Within a workspace you'llfind sections for people, tasks, data, files, notes, and questions. Youcan further organize a workspace with pages, which you might create foreach matter.
Through the Activity window, you can track all communications acrossall workspaces and pages that apply to you. Other system-wide viewsenable you to manage Tasks, People, and Files across all workspaces.The Tasks view offers filtering. For example, you can view tasksassigned to you or to others. Regarding file management, you can editWord and Excel files within WizeHive without downloading andre-uploading them.
WizeHive also includes an iCal-compatible calendar that displays alldate-specific tasks. You can also schedule meetings and events on thecalendar.
WizeHive … in One Sentence
PivotPoint Software's WizeHive is an online collaboration and organizational application.
The Killer Feature
Have you noticed how social networks such as LinkedIn and Facebook rely heavily on email? They know that if something isn't in your inbox, it's invisible.
Recognizing that online life revolves around email, WizeHive integrates with any email program using a special address and a notation system. By sending a message to this address with the name of the workspace (see below) in the subject you can create new notes or tasks without having to use the Web interface.
Similarly, you can receive WizeHive communications from your colleagues via email. So why not just use email? Because WizeHive organizes everything for you with threaded messaging, search, large file sharing, and more.
Other Notable Features
WizeHive organizes your information into workspaces. You'll probably want to create a workspace for every client. Within a workspace you'll find sections for people, tasks, data, files, notes, and questions. You can further organize a workspace with pages, which you might create for each matter.
PivotPoint Software's WizeHive is an online collaboration and organizational application.
The Killer Feature
Have you noticed how social networks such as LinkedIn and Facebook relyheavily on email? They know that if something isn't in your inbox, it'sinvisible.
Recognizing that online life revolves around email, WizeHiveintegrates with any email program using a special address and anotation system. By sending a message to this address with the name ofthe workspace (see below) in the subject you can create new notes ortasks without having to use the Web interface.
Similarly, you can receive WizeHive communications from yourcolleagues via email. So why not just use email? Because WizeHiveorganizes everything for you with threaded messaging, search, largefile sharing, and more.
Other Notable Features
WizeHive organizes your information into workspaces. You'll probablywant to create a workspace for every client. Within a workspace you'llfind sections for people, tasks, data, files, notes, and questions. Youcan further organize a workspace with pages, which you might create foreach matter.
Through the Activity window, you can track all communications acrossall workspaces and pages that apply to you. Other system-wide viewsenable you to manage Tasks, People, and Files across all workspaces.The Tasks view offers filtering. For example, you can view tasksassigned to you or to others. Regarding file management, you can editWord and Excel files within WizeHive without downloading andre-uploading them.
WizeHive also includes an iCal-compatible calendar that displays alldate-specific tasks. You can also schedule meetings and events on thecalendar.
WizeHive … in One Sentence
PivotPoint Software's WizeHive is an online collaboration and organizational application.
The Killer Feature
Have you noticed how social networks such as LinkedIn and Facebook rely heavily on email? They know that if something isn't in your inbox, it's invisible.
Recognizing that online life revolves around email, WizeHive integrates with any email program using a special address and a notation system. By sending a message to this address with the name of the workspace (see below) in the subject you can create new notes or tasks without having to use the Web interface.
Similarly, you can receive WizeHive communications from your colleagues via email. So why not just use email? Because WizeHive organizes everything for you with threaded messaging, search, large file sharing, and more.
Other Notable Features
WizeHive organizes your information into workspaces. You'll probably want to create a workspace for every client. Within a workspace you'll find sections for people, tasks, data, files, notes, and questions. You can further organize a workspace with pages, which you might create for each matter.
But, as I understood, it should be client, not web application (WizeHive), so it can be accessed without being online, am I right?
I know it's not free, but have you considered Lotus Notes?
Especially if you have more people like you that should do the same when they go out to work sites.
I know it's not free, but have you considered Lotus Notes?
Especially if you have more people like you that should do the same when they go out to work sites.
I would personally setup a mySQL database with PHP or ASP password-protected interface -- that would be web accessible. That way if you are at your office or in the field you can still log in and make entries. Plus, if you have more than one person you can expand the capability of accounting, record-keeping, jobs, tasks, etc. very easily.
=NerdsOfTech
=NerdsOfTech
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ASKER
Thanks mbonaci. I would tend to agree w/ you. I would prefer a local solution over a web-based one. My only concern w/ Lotus Notes is the cost. I went to the link you sent me and see the free trial version but couldn't see the cost to use the app if I end up going past the trila period? Do you know how much a single user license is?
In the free (not trial) Designer package comes Notes client, that's what you need. You can try it that way.
There's licensing option called Lotus Domino Express (less that 1000 employees to qualify for it), that allows you to buy only client licenses and use as much server licenses you like.
One client license is around 116 EUR.
See here for more details:
http://www-01.ibm.com/software/lotus/products/dominoexpress/
There's licensing option called Lotus Domino Express (less that 1000 employees to qualify for it), that allows you to buy only client licenses and use as much server licenses you like.
One client license is around 116 EUR.
See here for more details:
http://www-01.ibm.com/software/lotus/products/dominoexpress/
erhaps we should all step back and ask the really important question:
from the original post:
to effectively track work done and changes made at multiple work sites?
So, exactly what is it you need to track and what details need to be included?
Do you need to track your time on task?
What about the location, client, specifics about the system(s) (e.g. software, Service Pack levels, etc.), application(s), any other site/client/work specific information?
from the original post:
to effectively track work done and changes made at multiple work sites?
So, exactly what is it you need to track and what details need to be included?
Do you need to track your time on task?
What about the location, client, specifics about the system(s) (e.g. software, Service Pack levels, etc.), application(s), any other site/client/work specific information?
Not first word in that last post should have been "Perhaps".
Essentially, I am asking, "Wht are your actual requirements?" THe "requirements", as stated, are, shall we say, a little vague? ;-)
Essentially, I am asking, "Wht are your actual requirements?" THe "requirements", as stated, are, shall we say, a little vague? ;-)
ASKER
Excellent point, 8080_Diver.
My primary requirements are as follows:
Date, time & location of service call
Client's description of problem when making the service request
My description of problem upon analysis
Description of system worked on (hardware specifics, O/S Version, SP version, SW currently installed)
Steps taken to resolve the problem
Description of any system configuration changes
Description of any patches or updates downloaded & installed to each client system
Misc notes or observations
Total time spent at client site
In a phrase, I'm trying to be more organized and methodical about documenting work done & changes effected on client's systems.
I'd like to be able to go to a client site for the 2nd visit and easily call up a record of what I had done during the 1st visit that might have occurred weeks or months earlier.
My primary requirements are as follows:
Date, time & location of service call
Client's description of problem when making the service request
My description of problem upon analysis
Description of system worked on (hardware specifics, O/S Version, SP version, SW currently installed)
Steps taken to resolve the problem
Description of any system configuration changes
Description of any patches or updates downloaded & installed to each client system
Misc notes or observations
Total time spent at client site
In a phrase, I'm trying to be more organized and methodical about documenting work done & changes effected on client's systems.
I'd like to be able to go to a client site for the 2nd visit and easily call up a record of what I had done during the 1st visit that might have occurred weeks or months earlier.
That's trivial in Lotus Notes.
It boils down to putting a few fields on a form and creating a view that will show documents created with that form.
I can help you with that, just ask...
It boils down to putting a few fields on a form and creating a view that will show documents created with that form.
I can help you with that, just ask...
anuneznyc,
Okay, you have already stated that you will not, in all likelihood, get aroun to creating an Access database. That means, to me, that you will also have little likelihod of a) installing any sort of Lotus Notes or b), if you do get it installed, creating the form, etc., to track your work. (No offense intended by that; just a reality check. ;-)
So, I still recommend checking out CaseNotes. You can create a CaseNotes file for each client. In the beginning of the file or by editing the information in the Case Description fields, you can enter the description of their system. Then, as you are doing work, you can create a new "note" and have a historical record of what you've done.
It is a simple-to-install, stand alone app that lets you quickly get up and running with what you want to accomplish. There is not database to lay out, no form to create, not much of anything to do to get yourself a bit more organized.
Check it out and, if you have questions, I may be able to answer them. Like I think I said, I've been using this for a while and it helps me document what I'm doing in case4 I need CYA documnetation. ;-)
Okay, you have already stated that you will not, in all likelihood, get aroun to creating an Access database. That means, to me, that you will also have little likelihod of a) installing any sort of Lotus Notes or b), if you do get it installed, creating the form, etc., to track your work. (No offense intended by that; just a reality check. ;-)
So, I still recommend checking out CaseNotes. You can create a CaseNotes file for each client. In the beginning of the file or by editing the information in the Case Description fields, you can enter the description of their system. Then, as you are doing work, you can create a new "note" and have a historical record of what you've done.
It is a simple-to-install, stand alone app that lets you quickly get up and running with what you want to accomplish. There is not database to lay out, no form to create, not much of anything to do to get yourself a bit more organized.
Check it out and, if you have questions, I may be able to answer them. Like I think I said, I've been using this for a while and it helps me document what I'm doing in case4 I need CYA documnetation. ;-)
CaseNotes is the same as tracking the work in MS Word or OpenOffice Word processor.
There's no reporting abilities whatsoever.
There's no reporting abilities whatsoever.
mbonaci,
With the exception that:
If the OP is not going to set up an Access database, which would allow all kinds of interesting reporting, then I have to assume that the interest in the historical record is more on the lines of being able to review (In order to refresh one's memory of) what was previously done rather than reporting what was previously done . . . which is kiind of what the OP said. ;-)
As I told one of the programmers I supervised at a hospital,
If the user won't actually use the system, it doesn't matter how perfect it is in concept, the system is not perfect. If it were perfect, the user would use it. On the other hand, if the user will use the system, even though it may not be a 'perfect' solution, then the system is, if not perfect, 'Good Enough.'
What I have offered may be a 'Good Enough' solution, even though it is not perfect. ;-)
With the exception that:
- Using CaseNotes precludes post activity modifications to the entries, whereas using Word allows modifications to any part of the notes;
- Using CaseNotes lets you hot key ([Ctrl][N]) to start a new note and it automatically inserts the date and time that you started the note.
If the OP is not going to set up an Access database, which would allow all kinds of interesting reporting, then I have to assume that the interest in the historical record is more on the lines of being able to review (In order to refresh one's memory of) what was previously done rather than reporting what was previously done . . . which is kiind of what the OP said. ;-)
As I told one of the programmers I supervised at a hospital,
If the user won't actually use the system, it doesn't matter how perfect it is in concept, the system is not perfect. If it were perfect, the user would use it. On the other hand, if the user will use the system, even though it may not be a 'perfect' solution, then the system is, if not perfect, 'Good Enough.'
What I have offered may be a 'Good Enough' solution, even though it is not perfect. ;-)
ASKER
I'm undecided b/t these 2 solutions. You both make good points for each one. Certainly using CaseNotes would be the easier of the 2 to implement immediately. But in the long-term it would be less flexible than the Notes solution.
mbonaci, I went to the Lotus site to look at the available downloads. It seemed that the free developer edition was only available for SUSE Linux, AIX, Solaris and Windows Server platforms. I'm wondering if I would be able to install it to Windows XP Pro?
I'm actually on a MacBook running Snow Leopard, but I have XP Pro running virtualized under VMWare Fusion.
mbonaci, I went to the Lotus site to look at the available downloads. It seemed that the free developer edition was only available for SUSE Linux, AIX, Solaris and Windows Server platforms. I'm wondering if I would be able to install it to Windows XP Pro?
I'm actually on a MacBook running Snow Leopard, but I have XP Pro running virtualized under VMWare Fusion.
anuneznyc,
The decision is, of course, yours to make.
You could start using CaseNotes as in interim solution that will capture your notes about the work. Then, if you choose to go another route, you can Cut & Paste your entries from CaseNotes and, at least, you will have the notes and the timestamp on the notes upon which to base your entry into something else. ;-)
The decision is, of course, yours to make.
You could start using CaseNotes as in interim solution that will capture your notes about the work. Then, if you choose to go another route, you can Cut & Paste your entries from CaseNotes and, at least, you will have the notes and the timestamp on the notes upon which to base your entry into something else. ;-)
Yes, I have it installed on my laptop, which is Windows XP pro.
If you have more questions about setting this up, I'd be glad to help...
I'll prepare you a sample database which you can try.
See my e-mail in my profile and send me the list of required fields, along with their format (string, number, date, time), that you want to track for each "tracking report".
You can also send me the list of fields you'd like to see in the view (list of all tracking reports).
Lotus/Notes is the fastest development platform (especially for document management) solution on the market.
I think it'll take me half an hour to set this up for you.
If you have more questions about setting this up, I'd be glad to help...
I'll prepare you a sample database which you can try.
See my e-mail in my profile and send me the list of required fields, along with their format (string, number, date, time), that you want to track for each "tracking report".
You can also send me the list of fields you'd like to see in the view (list of all tracking reports).
Lotus/Notes is the fastest development platform (especially for document management) solution on the market.
I think it'll take me half an hour to set this up for you.
Hire a secretary.
Upon 2nd call, have secretary recall information.
Done.
Choose mine as the REAL solution. =)
=NerdsOfTech
Upon 2nd call, have secretary recall information.
Done.
Choose mine as the REAL solution. =)
=NerdsOfTech
Your secretary or your comment?
Kids, paaaancaaaakeeees...
Kids, paaaancaaaakeeees...
Basically you are looking for some type technical CRM system.
Maybe if you googled that you could find something in between.
Maybe if you googled that you could find something in between.
ASKER
Thanks for the suggestions.
I basically do the sametype of work and have found QuickBooks to be very good. I know this isn't free, but with what you are doing you need to track more than just the work you are doing for your customers.
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beroldb,
I recently checked with the source for CaseNotes and there is a relatively new release. They also have a Windows 7 (i.e. 64-bit) version (which I will be downloading and installing at home very soon ;-). AS an aside, CaseNotes is also free, so that sounds like a fairly good combination. ;-)
By the way, thanks for the info on TimeStamp. I plan to check into that, as well.
I recently checked with the source for CaseNotes and there is a relatively new release. They also have a Windows 7 (i.e. 64-bit) version (which I will be downloading and installing at home very soon ;-). AS an aside, CaseNotes is also free, so that sounds like a fairly good combination. ;-)
By the way, thanks for the info on TimeStamp. I plan to check into that, as well.