WebFastTrack FOI Request Tracker System User Manual
Contents
1. r Alternatively all Jnformation Requests for which a certain employee is responsible can be found Select Owner from the 7ype drop down list If it is only the Information Requests that are still Open that are required leave the default Open in the Filter field else select either All or Closed from the ilter drop down list Enter the name of the Employee in question in the Search String field and click Search The results are displayed as follows gt http Awww f0i2000 org uk Information Request Search gillian on Owner and Date pi p eS tl T CouncilHotlinas TOWER HAMLETS Ep Town Hall Mulberry Face bz i a 5 Cowes Cresceut London E14 ZBOG Information Request Search Print Date Range Between i and Type Date Raised Search Found Information Request Items 4 Bottom of pag Order Date Raised Asc or Desc Prof Samantha Edmonds Where are the waste sites in Leicestershire Module Not Set Date Raised 15 09 2008 17 10 2008 13 48 RequestFOI request DepartmentHTWM Gillian Type Woodham Felix Trotter Cost Pressures for Homerare Providers Product Not Set Module Not Set Exemptionss40 FOI personal information Date Raised 19 09 2008 17 10 2008 11 52 Status Logged RequestFOI request DepartmentCYPS Gillian Type Woodham Contact Mr Richard Martin iption ICT spend and budgets for 2007 8 and 2008 9 Product Not Set Module Not Set Exemptionss40 FOI personal information Date Raised 19 09 2008 17 10 2008 09 302. ten lt 2 District Ae Council i 5 gh Vet Template Chooser Please choose which template you would like to use for your merge Template File Description test_client_merge rtf Test Client Merge F2 ACKNOWLEDGE RECEIPT OF REQUEST Acknowledgement of receipt FOR INFORMATION doc Use my ovm template What fields can I use Close this window Close Web Fasttrack system by n LRS amp Click the required template name and then select to open the file when prompted by the file download warning A document then appears in Microsoft Word with one page for each Contact originally selected Individual pages can be amended as required prior to printing 6 4 Emailshots Emailshots are easily achieved and are a 2 stage process Firstly the mailing list must be built so that the contacts to be mailed appear in the results panel So if all contacts within the SL postcode area are to be mailed this search must be performed When all contacts are displayed on the Resu ts panel click MultiSelect which appears to the top left of the panel The Fjeld Selection screen is then displayed For an emailshot generally very few fields are required and often only the email address Select the required fields from the list of Ava able Fields on the left so that they appear in the Se ected Fields panel on the right In the following example only the Contact email field cont_email has been selected
3. 2 ES EE VES EEE z NATIONAL TV STR FABRICII 46B BR 6 BUCURESTI 2 TEATRULUI ORADEA 3700 STREET m aa 47 West 66th Street 11th Floor ne York Click to proceed with selected Contacts On the next screen the option is offered to update a Lookup for each contact to be mailmerged Itis an excellent idea to do so to facilitate finding the same contacts again at a later date It is suggested that a ookup could be created entitled Mailshots sent for example If all contacts were then updated with the name of the Mailshot and the current date this data could then be searched on in 2 weeks when it was time to follow up for example More information is found on Lookups in a later section Click the drop down list for Batch Update Lookup and select the Lookup to be updated Double click within the With Value s field for a list of available options or to input a new value In the example below no values have been input previously so a new value has been entered in the Add to Available Items field and then been selected ay Leicestershire M x va veces G County Council Praw Lookup Mailshot sent Available Options Add to Available Options Lookup Value 30 09 2008 Ok Cancel Web Fasttrack system by VA RE Click Ok to return to the previous screen Contact info axlr8 com or call 01344 776500 Page 24 http Avww foi7000 org uk action selected Multi Select Windows Internet E Sled Se
4. WARDS 2003 Award winning systems for fast moving businesses Contact info axir8 com or call 01344 776500 Page 3 C f ner mik ee WAR yy 005 ee meg Se eid banden Award winning systems for fast moving businesses 1 FOI system overview and aims The system is designed to deal with Information requests in a timely and effective fashion Timely because the law states that the requests we put in as citizens should be answered within certain defined timescales The system helps effectiveness and efficiency for example you can refer to previous answers to answer current requests more quickly and people are provided with reports ad reminders Below is a diagram of how an Information Request such as and FOI request might be dealt with aire Information Request visit write email telephone Web Found y No Wait x days and offer to close or reclarify Request Dealt with successfully MATTER CLOSED _ Formally Log FOI Request Clarify Request Estimate Cost to provide Send quotation 4 information T Yes Stop clock Chargeable No QUOTED Collect and collate Restart documents from gt i Yes gt clock different departments PAID v Redacti
5. E14 280 Logged in as Administrator Search Organisation Name be add Telep Address Telephone v s e Contact E Mail Cia F xl ce Upd Not bel cir Search Searches memenek Results 3 Records Multi Select Export to CSV Organisation Name Address Contact Adamson NE13 STR 23 Quarry Lane NE13 STR Adamson Michael tl 020 8456 5432 Ltl 020 8456 5432 Adamson Richard 3 020 8456 5432 Attwood NW1 2BA 45 Wood Street NW1 2BA Attwood Reg a gt 020 7654 1234 O dv 020 7654 1234 Web Fasttrack system by apt R amp 2 3 5 Excluding Criteria To further refine searches data can be excluded from the criteria If for example all Contacts with last names beginning with A were to be searched but all those within Contact info axlr8 com or call 01344 776500 Page 7 Hine bd tmi AWARDS Jo 130s 2006 WARDS du eo PEER AWARDS 005 ee mibg bn il bandet Award winning systems for fast moving businesses the 020 telephone area were to be excluded then once 020 had been entered as search criteria it must be highlighted within the search criteria panel and then click the Not button The criteria selection will appear as in the example below Admin Actions Add Search Details Logout onm T CouncilHotlines m Hall Mulb L de ve Gress er L
6. Status Logged RequestNot Set DepartmentMore than i Gillian Type dept Woodham Contact Dr Richard Adamson Description Disabled Parents Policy Product Not Set Module Not Set ExemptionsNot Set Date Raised 10 09 2008 08 10 2008 14 18 Status Complaint RequestFOI request DepartmentMore than i Gillian received Type dept Woodham internal review The Jnformation Request search is also useful for finding any requests the same or similar to previous requests For example if you need to find if any requests have Contact info axlr8 com or call 01344 776500 Page 19 2 tm AWARDS 2087 Misi ild GN 5 BCS2006 JIWAWARDS DOMMERE AWARDS 1005 mn ap be led barnet Award winning systems for fast moving businesses been submitted previously concerning waste as long as this keyword has been used in the Description of the Information Request it is possible to find it Select Description from the 7ype drop down list Select All from the Filter so that both Open and Closed Information Requests are included and enter Yowaste in the Search String field using the as the wildcard Any Information Requests satisfying the criteria will be found as in the example below gt http Awww foi2000 org uk Information Request Search waste on Description Wi DER CouncilHotin s Hell Mulberry Pis n goves r Information Request Search Search String waste Filter Open T
7. The Attach New File screen is County Council as New Attached File for Support Item 9 displayed as in the example below File Name Mayors Costs C mayors transport costs xls A File on mg ee Web Description Mayors Costs Save Close Web Fasttrack system by agli RE Add a name for the File and a Desscripton and then either Browse for a file on the local disc or enter the file location on the web complete with http www etc On clicking Save an Uploading banner will appear temporarily at the bottom of this screen while the file is being uploaded to the web where it is then accessible to all users 5 3 Viewing Attached Files Access the Information Request concerned and from the Details screen click the Attached Files link A list of all Files attached to the Jnformation Request is then displayed as in the following example _ E i L h ok Leicestershire dr County Council gi hal Attached Files for Attach New File Support Item 9 Refresh File ID 22 Added 24 09 2008 10 57 File Name Mayors costs Open Description Mayors costs Refresh Close Web Fasttrack system by apt RS The File can be viewed by clicking the Open link to the right of the filename 6 Written communications 6 1 Overview of e correspondence The Mailmerge and Emai merge functionality is useful for generating responses to people particularly
8. and Add selected The value will then be entered into the Available Options panel from where it can be selected for the contact in question 2 11 Searching Lookups It is also possible to search on Lookup values Click Search from the top horizontal menu and select Lookups from the drop down list Firstly select from the drop down list in the Object field whether it is an Organisation Site or Contact lookup to be searched Then click the Lookup drop down and select the Lookup to be searched Finally enter the value to be searched for in the Search String field using the wildcard if necessary In the following example all occurrences of the Contact lookup Disabled have been searched for any string beginning with y which brings back all contacts with the value Yes in the Disabled lookup Contact info axlr8 com or call 01344 776500 Page 15 Oa isidi I COMMERCE AWARI IS 20054 miy be dl barnet Award winning systems for fast moving businesses 2 http Awww foi2000 org uk Lookup Search y on Contact lookup Disabled Windo E Search String y Object Contact v Search Lookup Disabled Found Lookups Bottom of page Contact Value Telephone c 8 Dr Richard Adamson Adamson NE13 5TR 020 8456 5432 Yes 020 8456 5432 Web Fasttrack system by apt RE From this screen click on any Contact or Organisation name to go directly to the Contact or Organi
9. for community and commercial uses by month for the ast 5 years Resolution Information provided Files Response 720 Horsham Tovm Hall letting oi horsham 722 on 24 02 2009 Description town hall Market Square Details Details of all income amp expenditure for the town hall for each of the last 5 years Resolution Information provided Files Horsham Tovm Hall amp Drill Hall financial information letter 695 on 29 01 2009 Description Information re Horsham town hall Details Copies of all amp every record of internal amp external communications from 01 01 06 to 30 09 06 inc eports memos notes amp emails to from amp between officers members and third parties re Horsham town hall Resolution Letter sent 3rd February re fee requirements Contact info axlr8 com or call 01344 776500 Page 33 gt COM MERK SP AWARDS 200 3 Award winning systems for fast moving businesses 8 Administration of the system The admin menu contains a number of tools for setting up the system These are intuitive to systems administrators and normally introduced in detail to client SAs as part of the set up of the system or a part of the support service Leicestershire ok County Council Employee Admin Labels Admin Dropdowns Admin Document Template Admin Lookups Admin Org Type Admin Close Web Fasttrack svstem bw apt RE 8 1 Employee admin Each employee can have a number of different authori
10. select Activities from the drop down list Activities can be searched using many different criteria In this example select Status from the 7ype drop down list and enter Open in the Search String field Click Search and results similar to the following will be displayed Click the unique Activity reference number in the left hand column to access the Activity Details screen hitp Avww foi2000 org uk Activity Search open on Status 01 10 2008 Windows E DX AYN af el FE a SFU District Pe Council Activity Search Search string open Jama Tyee san Found Activities Bottom of page No Date Time Date Time Owner Status Activity Name Gather information from Rick Morgan youth offending team j 30 09 2008 aie Skelton Open 09 00 Close Web Fasttrack system by Apt RE 5 Attaching Files 5 1 Overview To complete the Information Request and to assist with fulfilling future requests it may be necessary to attach files to the Jnformation Request such as a policy document or a spreadsheet of costs Contact info axlr8 com or call 01344 776500 Page 21 3 Hine ill tm AWARDS 2 a E 7 GE GBCS2006 panies Miika CZ AWARDS 2005 r min gg ba r gn Award winning systems for fast moving businesses 5 2 Adding a File Firstly the details of the Jnformation Request to which the file is to be added must be displayed Click the Attach New File link mm ae
11. 008 15 36 Owner Not Set v Date Due 27 10 2008 Countdown Stopped no gt Description Details Resolution Exemptions Not Set v Request Type Not Set v m _ i gt Status Logged v Department Not Set v Passed Date Date Closed Save Cancel Web Fasttrack system by p R8 Contact info axlr8 com or call 01344 776500 Page 16 O isidi 5BCS2006 PAWARDS py COMMERCE AWARDS 2003 ee Jin ap Se eel banden Award winning systems for fast moving businesses Select the person responsible for supplying the information from the Owner drop down list Give a brief outline of the Request in the Description field and further details can be added in the Details field below If Exemptions apply the reason can be selected from this drop down list The Status remains Logged and the current date can be entered as the Passed Date i e the date on which the Information Request was passed to the appropriate staff member responsible The Request Type is then selected this is important as if it should be a DPA request the countdown then changes to be 40 days In future different stautes may define different response times The responsible Department must also be selected Click Save and the Information Request is automatically assigned a unique number 3 3 Viewing Information Requests To view the Jnformation Requests submitted by a specific member of the public the contact
12. 8 f BR files attached to the Horsham District Contact is displayed nci Attach New File Dr Richard Adamson Refresh Added 24 09 2008 10 57 File Name ackletter rtf Open Description Mailmerged document File Type Not Set vi Set this File Type Added 24 09 2008 10 57 File Name Demo of File Attach Open Description File Attach Demo File Type Not Set Ka Set this File Type Refresh Close Web Fasttrack system by n LRS To view files attached to a contact select the contact from the Results panel and with the contact name underlined click Details from the top horizontal menu and then Files from the drop down list The screen above is displayed Display the file by clicking the filename More information on File Attach is given in a later section of this manual 2 7 Viewing Linked Emails To further enhance the contact profile all emails to and from any contact can be viewed as long as the MessageStore has been created by AXLR8 This is true even Contact info axlr8 com or call 01344 776500 Page 11 gt oer tm AWARDS 2 a E 7 5 BCS2006 WARDS lt P OMLMERCE AWARDS 2005 ee ee eee Award winning systems for fast moving businesses when the emails have been deleted from the employee s Inbox in Outlook or any other mail client or Exchange or any other mail server Select the Contact from the Results panel and once underlined click Detai
13. Admin Actions Add Search Details Logout Leicestershire is County Council als Search f r ONE Logged in as Administrator Organisation Name v add Search Criteria Address Postcode i v Add Contact Last Name v add Custom Requests v Go r EE pene IR ER A I om eee ee Urd bena Search Results No Records Multi Select Export to CSV Organisation Name Address Contact Web Fasttrack systern by apt RE Information Requests might be submitted by either an Organisation or a member of the public The system allows for creation of both these types of Requestor This screen allows one to search for both businesses and contacts Criteria are entered in the search fields by Organisation or Contact or a combination of these or by Address Details each criterion is added to the Criteria panel in the top right of the screen The Search results are displayed in the wide panel below The horizontal menu across the top of screen gives fast access to the many tools within the system via customisable drop down menus The 3 icons in the top right of the screen are shortcuts to details notes and lookups 2 2 Understanding Contact Data Within AXLR8 Request Tracker system customer data is hierarchical Organisation is the top level An organisation can have many sites and a site can have many contacts Notes can be kept at any of the 3 levels Lookups user defined data a
14. ING AN INFORMATION REQUEST scccseccsccssccssccsccesccssccsceescesscescceseeescessenscencees 16 3 3 VIEWING INFORMATION REQUESTS erosnornernnvnnvnnvnnvnnennnnnnvnnennsnnennennnnnnennsnnennennennnenenneee 17 3 4 SEARCHING FOR INFORMATION REQUESTS evevrnvrnvrnvvnnvnnvnnennvnnnnnnnnennnennsnnennennennnnnnsnnenee 18 ACTIVITIES E 20 4 1 DEN Eee 20 4 2 ADDING AN ACTIVITY vivsicanisccniesorsussuceisd vats arar E UNEIS AEEA NEEE SAAE 20 4 3 VIEWING ACTIVITIES oroevsveevnvnererennerernerernuenrennnrennnesensesennennnsnnnnusnrunenrenenesennesenneennueeneee 21 4 4 SEARCHING FOR ACTIVITIES ccccsceccececcececcsceccscccsceccecscescsceececscecsescesescesescesesceseecs 21 ATTACHING FILES eseseesesecsesesecsesesscsesecseseseosesececseseoscseseosesesecsesecsosesecsesesecsesesseseseosesese 21 5 1 NN 21 5 2 MINT NN D 5 3 VIEWING ATTACHED FILES seeeoevrnvvnvvnevnevnnvnnernvvnuvnuvnevnnvnnernernuvnuvnvvnnvnnennernuvnunnevnnenneneer 2 WRITTEN COMMUNICATIONS 2 cccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccecs 22 6 1 OVERVIEW OF E CORRESPONDENCE scssssssazesssnesnsaonssuassbqasnnsanosancaansionacteasnccaabgancosuncies 22 6 2 PRODUCING A LETTER cocszsoicacsenniancatanncabeamaimeeataarencaenaanesdloatocaSoensdaceatanreasaanaianeteaceuetanoes 22 6 3 PRODUCING AM AESTON kne 23 6 4 PATE SO WS EE EEE NE 26 FEPOR E ccs ceven ce sce sccienscen tee cesccesenewestcvcdesc2se sees sockescatcesssanucoscspaceesceceecncsaetoecssec
15. MLETS Information Request Search Search String Filter Open Type All in Date Range Date Range Between 01 09 2008 and 30 09 2008 Type Date Raised vi Search Found Information Request Items 7 Bottom of page No Information Request Details Order Date Raised Asc or Desc 3 Contact Mr Richard Martin Description ICT spend and budgets for 2007 8 and 2008 9 Product Not Set Module Not Set Exemptionss40 FOI personal information Date Raised 19 09 2008 Date 17 10 2008 09 30 Due Status Logged RequestNot Set DepartmentMore than i Owner Gillian Type dept Woodham 4 Contact Felix Trotter Description Cost Pressures for Homecare Providers Product Not Set Module Not Set Exemptionss40 FOI personal information Date Raised 19 09 2008 Date 17 10 2008 11 52 Due Status Logged RequestFOI request DepartmentCYPS Owner Gillian Type Woodham e_r e M 6 Contact Prof Samantha Edmonds Description Where are the waste sites in Leicestershire Product Not Set Module Not Set ExemptionsNot Set Date Raised 19 09 2008 Date 17 10 2008 13 48 Due Status Logged RequestFOI request DepartmentHTWM Owner Gillian Type Woodham Contact Dr Richard Adamson Description Disabled Parents Policy Product Not Set Module Not Set ExemptionsNot Set Date Raised 10 09 2008 Date 08 10 2008 14 18 Due Status Complaint RequestFOI request DepartmentMore than 1 Owner Gillian received Type dept Woodham internal review gt
16. PT OF REQUEST Acknowledgement of receipt FOR INFORMATION doc yt sere ss 0 What fields can I use Senir aiik i Close this window Close a E COMM va DS SS ee Web Fasttrack system by apd RE It is also possible to edit templates and use files of your own but this is discussed in greater detail later in this manual Click to Merge it The emailshot file is displayed for final checking before sending Award winning systems for fast moving businesses Recipient 1 of 5 next gt To Michael Adamson lt m adamson abccompany co uk gt From Administrator lt gt Subject Test emailmerge Dear Michael Adamson This is a test merge m I want to send this message to this one recipient now E I want to send this message to all recipients now a Abort this message for all recipients The email can be edited prior to being sent if necessary It is also possible to browse through each email and edit accordingly Finally click to send to recipients 7 Reports 7 1 Overview Several reports are included in the AXLR8 FOI installation Any bespoke reports required can be produced by AXLR8 7 2 Reports Menu Contact info axlr8 com or call 01344 776500 Page 29 Award winning systems for fast moving businesses DN RCE AWARDS 2005 Click on Admin on the top horizontal menu and select Reports from the drop down list A screen similar to the follo
17. Select required fields for the Multiselect Available Fields site_loc_3 site telephone site fax site loc 2 site postcode cont salutation cont lstname cont_lastname Selected Fields cont_jobtitle department cont_account_manager cont_telephone cont_extension cont_fax cont mobile Existing Field Templates Nothing Selected w Load Template Click Continue to progress The data for the emailmerge is then displayed In this example many contacts have been selected who do not have an email address Contact info axlr8 com or call 01344 776500 Page 26 COMMER E AWARDS 2004 Award winning systems for fast moving businesses entered on the system Emails will be generated for these contacts with blank To fields so these may as well be deselected as in the following example Multi Select 102 of 109 records selected Microsoft Internet Explorer Search Results Close Revise Selected Fields Proceed with selected Organisations Sites or Contacts Field Key Good Data Blank Data No Data cont email JamesE amcuk com dave jobling inmedia co uk asdcourt aol com paul_glasgow avid com patrick_taylor avid com fredvanelk csi conm dawn_egerton avid com O 0 0EGEGEGEGSNONOESONO Click to Proceed with selected Contacts On the next screen the option is offered to update a Lookup for each contact to be mailmerged It is an excellent idea to do so to facilitate finding the
18. WebFastTrack FOI Request Tracker System User Manual Award winning systems for fast moving businesses Contact info axlr8 com or call 01344 776500 Page 1 C 00 4 ink ir id yi OM MERCH AWARDS 2005 ee meg Se eid banden Award winning systems for fast moving businesses Table Of Contents 1 2 FOI SYSTEM OVERVIEW AND AIMS i2 cccccccccccccccccccccccccccccccccccccccccccccccccccccees 4 SEARCHING FOR CONTACTS 2 cccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccecces 5 2 1 MAIN SCREEN OVERENS need 5 2 2 UNDERSTANDING CONTACT DATA wisicsccoctsvsdunsccaessnssiedcasiiaisaaadiod Sven idiccexdindvenabscdsensbenies 5 2 3 SEE KRITERIA ee ce ee en eee eee a eee een eee nee eee ee ee een ern 6 2 3 1 Searchin JOT OPA ra in a N A E 6 2 3 2 Searc OL OV ATC 8 EEE tigi estan eiisess 6 23 3 STG EO G MERE EEE 7 2 3 4 roi Tv 7 2 3 5 FN 7 2 3 6 GOE G TETE IEE SE AEE E TEA E A TTT 8 2 3 7 NNN 8 2 4 DINNER 9 2 5 MINN 10 2 6 MTT TTS EEE 11 2 7 VIEWING INI IS sreierireninor inen rE EE ENEE 11 2 8 ADDING NEW ORGANISATIONS SITES CONTACTS ccccceceececcccececcsceccscesescesescucescececs 12 2 9 ADDRGANEN INDIVIDUA ee 14 TL NET 14 211 SEARCHING LOOKUPS scowsvsccssciccrencdesvscveveisvvencbuseatesweiveoncdesvaeseessvalens aivasawwvsevensdeusesswovdevess 15 INFORMATION REQUES See 16 3 1 OVERVIEW OF THE INFORMATION REQUEST MODULE ccccsccsscceccsccsccsscescescescens 16 3 2 ADD
19. act Status re Deal Status Deal Progress Deal Product Types Deal Products Org Type Admin Locations Admin New Support Status Description o Disabled Y or N Order Numeric 0 is first Trackable 0 1 or 2 0 onhold 1 running 2 finished Close 0 or 1 Customer Editable 4 0 or 1 gt if Close is 1 then this must be 0 Editable Target Dor1 New Support Status Save New Support Status Support Status Value s Customer Editable Key Description Order Trackable Close Disabled Editable Tanet 2 Logged D 1 0 N a D 3 Acknowledgement Sent i 1 D N o D 8 Clarification requested 3 oO fa N oO 0 15 With department 4 1 D N Oo D 20 Closed 5 2 i N D D 23 Complaint received internal review 6 a Oo N D ia 24 Complaint received ICO 7 oO o N o D 2B Complaint Resolved 10 2 1 N a D lt The close variable defines whether a status closes an information request and causes it to stop the clock if the trackable variable is 2 It pauses the clock if the trackable variable is 0 however the clock carries on running for 20 working days for an FOI or EIR request and 40 calendar days for a DPA request for example if the trackable variable is set to 1 9 Section on the Information Request manager s portal 9 1 Logging in You will get eh same log in screen as the the main system but if you are an information request manager you will see a screen that is primarily a list of jobs and has non
20. berry Flaca amp H ye Crescen Lorden E14 206 Date Raised from 01 09 2008 Date Raised to 30 09 2008 Order By Date Raised Ascending e Run Report Click on the Jnformation Request reference number in the left hand column to access the Information Request details screen Contact info axlr8 com or call 01344 776500 Page 31 The Information Request Ongoing or Overdue Report gives a breakdown of the Information Requests that are current By default Overdue Information Requests are included in this report whether they have been closed or not so the option is given by the checkbox to exclude these from the Report as in the following example 7 2 4 Information Request Ongoing or Overdue Report T CouncilHotines Town Hal klalbary Flaca Information Request Ongoing or Overdue Report Date from 01 09 2008 Date to 30 09 2008 Exclude Overdue Order By Date Raised Ascending Run Report EEE ste aed Duration tates oo O C immun 5 All wot 2005 Click on the Information Request reference number in the left hand column to access Award winning systems for fast the Information Request details screen moving taal 7 2 5 Public Disclosure Log The public disclosure log presents the information that its name suggests It shows the requests that have come in and how they were answered More public authorities are publishing this information and the information commissioner encourages the practic
21. ch of the postcode as possible into the field to the right of Address with Postcode selected from the drop down list and click Add to add it to the Search Criteria Then click on Search For example enter LE in the postcode field and click on Search to find all organisations in the LE postcode area as in the following example Admin Actions Add Search Details Logout Horsham District Council es awn r gt pa pa Yy av C r Search Logged in as Administrator Organisation Name v Add Address Postcode v add Contact Last Name v pa ann el Io Upd vot 0el cir search apie memm Results 3 Records Multi Select Export to CSV Organisation Name Address Contact Leicestershire County Council County Hall Glenfield LE3 SRA Request FOI Martin LE26 6BX Hill House Greenfield Road LE26 6BX Martin Richard tl 0118 973 1234 t 0118 973 1234 Trotter LE15 6DS Building 5 Smith Street LE15 6DS Trotter Felix jr 01153457890 fly 0115 345 7890 Web Fasttrack system by n LRE Contact _info axlr8 com or call 01344 776500 Page 6 gt COMMERCE AWARDS 2005 Award winning systems for fast moving businesses 2 3 3 Searching for Contacts Contact data is searched in the same way All contacts with a last name Smith can be found by entering Smith in the field to the
22. click Save Contact info axlr8 com or call 01344 776500 Page 12 pe SP AWARDS 700 3 du Award winning systems for fast moving businesses County Council L Leicestershire Gam Adamson NE13 STR 020 8456 5432 Org Alpha ATTWOOCD1 Source SIC Code Type Manager Jane Porter Status Active Create site Notes Lookups Building The Stables High Street Location Southampton County Hampshire Country Post Code 5023 15W Switch Board 02340 456789 Facsimile 02340 456787 web Address www abe co uk 6 0 Web Fasttrack svstem by apd RE bel Clicking on the Postcode link will display maps google com for the postcode area ina browser window Clicking on the Web Address link will display the Organisation s website in a browser window A new Contact can now be added to this Site by clicking on the Create Contact link If a new Contact is to be added to a different Site then that Site must first be selected from the Results panel and the Details selected For example you may want to add three reporters at the local paper Complete the details as in the example below and click Save http Awww foi2000 org uk actionkey sit command newContact amp sOSClink O Detail A fx Adamson NE13 5TR 020 8456 5432 Salutation Initials Org Alpha ATTWOOD1 First Name Derek Source SIC Code Type Manag
23. d Activity Type Information Request p Owner Angela Skelton v Status Date Time Duration Estimated Actual l o jrs 0 Mins Attendees Venue Citizen Charged lo C Venue Paid Resources Cost Ok Cancel Venue Booked Web Fasttrack system by apt RE In the above example the fields have been completed together with an estimated length of time for the activity The actual length of time taken must be entered by the staff member when the Activity is completed Costs can then be assigned Contact info axlr8 com or call 01344 776500 Page 20 COME E 7 AWARDS 2005 a my mi ikaj haman Award winning systems for fast moving businesses 4 3 Viewing Activities Activity progress can be viewed by the Owner of the Information Request Firstly the Information Request Details screen must be accessed Click the link for Activity List A screen listing the connected Activities is displayed est Horsham District i Council _ ri Fa 7 is t Activity List for Information Request 9 Info relating to ASBOS issued in the Borough Date Time V Owner Status Activity 30 09 2008 09 00 Angela Skelton Open Refresh Close Web Fasttrack system by PE RE Click the link to the Activity for the Activity Details screen 4 4 Searching for Activities It might be necessary to search for all Open Activities to monitor progress Click Search on the top horizontal menu bar and
24. dd to the profile Emails if tracked through the system can be viewed as can call history Files can be attached to build a complete picture of a contact Contact info axlr8 com or call 01344 776500 Page 5 a cx Wi vil jax F AWARDS 2005 Award winning systems for fast moving businesses 2 3 Search Criteria 2 3 1 Searching for Organisations Enter the initial letter s of the required Organisation into the field to the right of Organisation with Name selected from the drop down list and click Add to add it to the Search Criteria Then click on Search In the example below all organisations have been found starting with the letters A Admin Actions Add Search Details Logout g gt WOKINGHAM www wokingham gov uk Search Logged in as Administrator Organisation Name v add Address Postcode v add Contact Last Name v add Custom Requests v 60 Upd Not Not Del cir Search ees memen fop lsorliperleirliseeren Results 4 Records Multi Select Export to CSV Organisation Name Address Contact Adamson NW1 23 Wood Lane NW1 Attwood Reg Attwood 45 Wood Lane NW1 Adamson Richard Parker Michael AXLRS Oakdale Lower Wokingham Road RG45 Morgan Rick 6BX vel Web Fasttrack system by apt R8 2 3 2 Searching for Addresses To find all organisations in a specific postcode area enter as mu
25. disclosed requests and their answers may be searched Horsham In this case the pine user has searched on the Horsham al District Council Public Disclosure Log for the words TownHall onth Year Subject town hall Back to Disclosure log by Year Search Results letter 1007 on 19 11 2009 Description Information relating to DC 08 2321 town hall Market Square Horsham Details a large amount of information has been requested Under the Environmental Information Regulations the ouncil has claimed an additional 20 working days to comply with the request due to its large volume Files Request 1007 Tovm Hall Market Square Horsham ebsitefeedback form 942 on 28 09 2009 Description Horsham Details Information relating to the proposals for various bidders from which Bills Produce was selected Also the nancial data and minutes re the decision to commision plans in 2008 for the designs to modify the building Resolution Information provided Sensitive commercial information redacted under Regulation 12 5 e and 12 5 f of the Environmental Information Regulations 2004 Files esponse 942 Bidder Comparison Sheet Bidder Evaluation Sheet Bidder Evaluation Sheet Bills Produce Store Horsham Proposal Response 942 Report of the Strategic Land amp Property Manager letter 720 on 24 02 2009 Description Horsham Details Details of number amp nature of lettings seperately
26. e h Leicestershire Oey County Council esr FOI requests for 28 aT senest Sleep garde Te WOT ToT January 45 pp 2 Be oo February mm b f _ __ au 2 po i oo OOO May 33 E 12 17 4 mi F S July ul lez fr 32 34 1 August ust 49 1 21 26 1 September tember 40 1 17 21 1 November 40 3 15 18 4 December a e Totals 5 a4 2 19 246 259 Contact info axlr8 com or call 01344 776500 Page 32 d OUM VEIRE ANN vr Award winning systems for fast moving businesses Month No of contact email foiQhor letter request hore ven Sam in 20 target S am ays January 20 6 4 6 4 0 13 7 February 27 3 6 10 5 0 18 T March 16 2 5 4 3 0 10 6 April 19 3 3 6 5 0 12 7 May 16 2 4 6 3 1 11 5 June 20 2 6 5 6 1 10 10 July 25 2 8 8 5 0 13 12 August 27 2 5 9 10 0 12 12 September 35 2 6 6 5 0 31 4 October 11 1 1 4 2 1 11 0 November 0 0 0 0 0 0 0 0 December 0 0 0 o 0 0 0 0 Totals 216 25 48 64 48 3 141 70 Each of the month names in the left hand column is a link to that months information requests You can see more on Horsham s site or on your own However please note that your organisation will have certain rules defining what fields are published and where you can store confidential information 0 0 l0 0 0m 00lo 0 0 N O There is also a search facility so that the
27. e of the search and general contact management facilities that an administrator gets Depending on your level of involvement you will have different functions switched on DPA and other specific queries may be blocked You may not be able to see reports or search on other requests in the knowledge base You may not be able to add new requests or see your colleagues request queues Contact infoGaxlr8 com or call 01344 776500 Page 36 DOMMERE 7 SHARDS 2005 Award winning systems for fast moving businesses However you will be able to see all the information necessary to answer the information requests for which you are responsible 9 2 List of jobs Information requests open closed all In this list view you can see all your open IRs and you can also see the filter on closed IRs If you wish to see closed or all of your IRs then pick them from the top right hand drop down list and click refresh Information Request Management Portal Windows Internet Explorer Eor JS Sa le http www leicsfoi org ukfrequestManagementPortal asp x 4 X Google Pir File Edit View Favorites Tools Help gt w s r information Request Management Portal ay ar amy esp Page Tools Leicestershire County Council ale Contact PE Create New Information Request Item A Contact Full name x Found Information Request Items 2 Bottom of page gt Information R
28. ecssssiesee 29 7 1 OVN 29 7 2 REPORT NEN 29 ledd Information Request Date Raised Report rrrnrrrnnnnnnnnnnnnrvnnnnnnnnnnnnnrnnnnnnnnnnnnnnnnnne 30 VG Information Request Cost Report rrrrrnnnnnrvnrnnnnnrvnvnnnnrrnnvnnnnnrrnvnnnenrnnvnnnennnnnnnneer 31 12 3 Information Request Number of Days to Resolve Report rrrnnnrrnnnrnnnnnnnnnnnnnnnnn 31 7 2 4 Information Request Ongoing or Overdue Repott rrrrrrnnrnnnnnnnnrrnnrnnnnnnnnrvrnnnnnnn 32 7 2 5 FL 32 ADMINISTRATION OF THE SYSTEM ccccccccccccccccccccccccccccccccccccccccccccceecs 34 8 1 EMPLOYEE ADMIN dccscctsinsd dtdcanscodsashadscunasies cuadidiscunsiadbasihacscunebies dened idiccuasiadeecihacseunesiet 34 8 2 DOCUMENT TEMPLATE ADMIN siieiscnasieccsneccvtsvmedcucincnsodsaveiiendaeesindeinndicddcansinddeneesadeenweed 35 8 3 WEBENIR Y DN 35 8 4 LADEE NN 35 Contact info axlr8 com or call 01344 776500 Page 2 R 8 8 5 DOROP TON NE or E T ne re Pee we ee ee eee ner 36 9 SECTION ON THE INFORMATION REQUEST MANAGER S PORTAL 36 9 1 EGNE 36 92 LIST OF JOBS INFORMATION REQUESTS OPEN CLOSED ALL scccceseceeseseeeceees 37 9 3 CREATING NEW CONTACTS AND LOGGING NEW INFORMATION REQUESTS 00ee000 37 9 4 LOOKING AT OTHER COLLEAGUES LISTS csccsceccsceccsceccsceccscscscscescscesescusescesesccess 39 9 5 SEARCHING FOR PREVIOUS ANSWERG sccsccscecceccecceccscescccecescescesceseecescescesescescescesens 39 De
29. egu EEK This note is Private Click here to Flag this Note as Public Show Obsolete Notes Refresh Print Close Web Fasttrack system by apt RE From the Jnformation Request Details screen it is also possible to view and add Files and Activities and to mailmerge and Emai merge responses to the contact All these functions are dealt with in greater detail in other sections of this manual 3 4 Searching for Information Requests Information Requests can be searched using a variety of criteria Click Search on the top horizontal menu and select Information Request Items from the drop down list If you wish to find all Znformation Requests submitted within a certain month leave the default A l in Date Range in the Typefield If it is only the Information Requests that are still Open that are required leave the default Open in the Filter field else select either A or Closed from the Filter drop down list Leave Date Raised in the second Type field and enter 01 08 2008 and 31 08 2008 in the two Date range fields for all Information Requests submitted in August 2008 Click Search and a Results panel is displayed as in the following example Contact info axlr8 com or call 01344 776500 Page 18 gt COMMERCE AWARDS 2004 Award winning systems for fast moving businesses http Awww foi2000 org uk Information Request Search All Items with Date Raised E BK se A op PM CouncilHotlina TOWER HA
30. el Note Close Web Fasttrack system by apt RE If the note is to be viewed on the public portal check the Public Viewable tickbox else if solely for Local Authority viewing leave this box unchecked Click Save Note Notes can never be amended or deleted once saved Contact info axlr8 com or call 01344 776500 Page 10 3 Wan em AWARDS 2087 fa 5 BCS 2006 WARDS du Jay UMMERCE 20 s ml jp H l ee Award winning systems for fast moving businesses 2 6 Attaching a File Files can be attached to Contacts Sites and Organisations To attach a file to a Contact the appropriate contact must be selected on the Results panel With the Contact name underlined click Add on the top horizontal menu and select New File Attach from the drop down list The New Attached File screen appears as in the example below http www foi2000 org uk mo CONTACTS amp mk 8ef 1 BX 47 Horsham h District Po Council Hd i gt Fn New Attached File for Dr Richard Adamson File Name Demo of File Attach ger VAxlr8server FASTRACK ATTACHMENTS je Browse a Came Not SET We Save Close Web Fasttrack system by sgh RE Browse for the required file on the local network or enter a URL for a file on the internet On clicking Save a message will appear warning that the file is being uploaded On completion a list of all http Awww foi2000 org uk mo CONTACTS mk
31. equest Details Order Date Raised Asc or Desc Contact Smith Description School Transport None 04 10 2008 11 56 u 03 11 2008 HTWM Jane Poate Logged Request Type FOI request Department Michael Palin Recycling centres Not Set Date Raised 02 10 2008 10 38 30 10 2008 Logged Request Type FOI request Department HTWM Jane Poate Internet R100 Clicking on any IR number will bring up the details from which you can access all the notes attached documents public and private emails attached if you have bought the AXLR8MailTracker service and sub task activities The information request workflow is described elsewhere Information Request Details Windows Internet Explorer Ee http jiv leicsFoi arg uk supDetails asp7actionkev sup19 amp lfp FR V Leicestershire Gar County Council ae Lookups Notes E m ee Countdown Running Description Fa Exemptions Request Type FOI request v Status Logged v Department batecs New Activiby Activity List Attach New File Attached Files Mail Merge EMail Merge View Linked Emails Reload Save Close Web Fasttrack system by apt RE EN Internet 100 sa 9 3 Creating new contacts and logging new information requests You can create new contacts and then log Information Requests against them In the case below the select contact button has been clicked on the top row and the following search has been initiated on the surname Smith Contact info axl
32. er Last Name Dear Job Title Department Banks Derek Status Active Telephone 020 8456 5454 reate site Notes Lookups F Building 23 Facsimile E Mail db abc co uk Mobile Secretary Not Set Street Quarry Lane Manager Not Set Location London ist Contact County Country Post Code NE13 STR Switch Board 020 8456 5432 Facsimile Web Address Create Contact Notes Lookups Save Close Web Fasttrack system by n LRE Contact info axlr8 com or call 01344 776500 Page 13 Hk id tmi AWARDS DN 78052006 WARDS du a Or VIFTE 7 AWARDS OOS ee mibg ee ee ee Award winning systems for fast moving businesses Clicking on the E Mail link will generate an email addressed to the email name specified in the preferred client software It will load your default mail package normally MS Outlook 2 9 Adding a New Individual Most clients for a Local Authority however are likely to be individual members of the public and the Organisation will not be necessary For these cases therefore there is a quick entry screen for the contact details to be entered and the system will create a dummy Organisation name which will be useful nonetheless for fast searching To add an individual ensure that t
33. g the wheel when answering queries from people Hopefully it will avoid wasted time repeating the i collection and collation of documents if the same hours of research and some of the j mms the same resulting documents can be reused in similar queries Mid CZ AWARDS 2005 Award winning systems for fast moving businesses Contact info axir8 com or call 01344 776500 Page 40
34. here is no detail selected in the Resu ts panel and click Add on the top horizontal menu Select New Individual from the dropdown list The New Individual screen appears Complete the fields as in the following example http www foi2000 org uk 7command newContact New Individual Windows Interne A a De Pes WOKINGHAM oes BOROUGH COUNCIL www wokingham gov uk Salutation Mr vi Initials s Building L L z First Name Stewart i i Last Name Hin nchcliffe Street 19 South Road Dear Mr Hinchcliffe Bramley Job Title Location Gui ildford Employer County Surrey Work Number Country Facsimile Post Code GU32 4RT E Mail stewarth01 hotmail com Phone Number 01428 456789 Mobile Facsimile ist Contact web Address Source Client Manager Status Active Save New Individual Click Save New Individual 2 10 Setting Lookups The Details screens for Organisations Sites and Contacts contain fields for most of the information that is likely to be required for a comprehensive client history However inevitably there will be data to be retained for a particular organisation which is not in the standard WebFastTrack package Lookups are user defined fields designed for to allow you to add your own searchable criteria Lookups are set at Organisation Site and Contact or any other objec
35. in question must be found as described in Section 2 3 3 Click their name in the Results panel to underline it and then click Details from the top horizontal menu bar and select Information Request Items from the drop down list A screen similar to the following will be displayed ZE WOKINGHAM j BOSE COCA Ww Vrokingham gov uk Contact Harvey Aston Information Request items at Address Information Request items at Organisation Create New Information Request Item Refresh Bottom of page Found Information Request Items 1 13 Description Costs of the Mayor s transport for the last 5 years Product Not Set Module Not Set ExemptionsNot Set Date Ra sed 25 09 2008 Date 21 10 2008 14 00 Due Status Closed RequestFOI request DepartmentMore than i Owner Andrew Type dept Williams Refresh Close Top of page Web Fasttrack system by apt RE Only Open Information Requests are displayed but if a list of a Information Requests ever submitted by the contact is required click the Filter drop down and select All Then click Refresh To see the full details of any Requests in the list click the reference number in the left hand column and a screen similar to the following is displayed Information Request Details 13 for Harvey Aston Email Lookups Notes 7 Organisation Aston GUS 4HE 01428 453627 26 Farm Lane Guildford Surrey GUS 4HE tel 01428 453627 Taken By Administrator v Date Rai
36. jc Adamson NE13 Michael Adamson m adamson abccompany co uk 5TR 020 8456 5432 Adamson NE13 fide Adamson radamson googlemail co uk STR 020 8456 5452 Aston GUS 4HE Pe 0 a m 01428 453627 Attwood NW1 o 2BA 020 7654 1234 Rick rick marengo amp axlr8 com marengofaxlr amp com The Lookup value has been entered in the With Value s field Click Go to update You will be asked to confirm Windows Internet Explorer P Batch update value of Lookup Mailshot sent to 30 09 2008 For every record in the Selected Contacts list 7 Click OK to confirm Select to Merge Options for Contacts A confirmation screen appears as below gt http Awww f0i2000 org uk Mailmerge Selected List Windows Internet Explorer FBK Mailmerge Selected List Click here to return to the Multiselect Screen Selected Contacts 5 Mail Merge the Contacts Email Merge the Contacts Click to Email Merge the Contacts The Template Chooser screen appears On the 7emp late Chooser screen the template email must be selected Click the required template Contact info axlr8 com or call 01344 776500 Page 28 http Avww foi2000 org uk mail Bcid conttid O amp keyfile templates 50530 22 txttt Please choose E R Sly Horsham am lt District om Template Chooser Please choose which template you would like to use for your merge Template File Description F2 ACKNOWLEDGE RECEI
37. ject F10 INFORMATION CONTAINS REFERENCE TO pre F11 NOTIFICATION TO THIRD PARTY OF INTE F11 NOTIFICATION TO THIRD PARTY OF INTE Contexts Contact Employee Support Item Pack F12 NOTIFICATION TO THIRD PARTY OF OUTC _ Project Service Contract F12 NOTIFICATION TO THIRD PARTY OF OUTC Media Email Letter Upload Save your changes Delete template Replacement template Browse _ Add new template Filename Browse Add template Description Close Web Fasttrack system by at RE Internet R 100 8 3 Web entry admin As mentioned earlier these come in to a box which you choose Typically an employee called FOIRequests or similar Examining them periodically you can attach the requests to real jobs and real contacts and employees to own and work on them Web entries online requests are managed through a link that you can place anywhere on your public website Because some of our clients received spam entries there are a number of new features available including e A simple Turing type test to make sure a human is placing the requests and not some automated spiderbot e A selected status you can pick so that the silly or false requests can be excluded from the reports and especially the public disclosure pages e A human decision to let new self service web visitors requests and contact details through
38. l Click MultiSelect which appears to the top left of the panel The Field Selection screen is then displayed For a letter usually most of the Address fields are required i e site build 1 site build 2 site thoro 1 site thoro 2 site loc 1 site county site postcode plus the main contact fields i e cont_salutation cont istname and cont lastname Double click these to move them across to the right hand panel of Se ected Fields plus any other variables required Select required fields for the Multiselect Available Fields Selected Fields cont account manager cont telephone cont extension cont fax Mi Existing Field Templates Nothing Selected v Load Template Click Continue The variable data is presented for the mailmerge with a link to Revise Selected Fields if necessary Contact info axlr8 com or call 01344 776500 Page 23 F r Gr VE ir CUAL CF Award winning systems for fast moving businesses Search Results Close Revise Selected Fields Proceed with selected Organisations Sites or Contacts Field Key Good Data Blank Data NoData rae site build 1 site build 2 ste thoro 1 site thoro 2 site loc 1 3 Queen Caroline Hammersmith iea Street 3 Queen Caroline Hammersmith London Street 3 Queen Caroline Hammersmith London i Street 7 ACCOUNTS tiger CODE 2315 3 QUEEN CAROLINE HAMMERSMITH PAYABLE STREET
39. lected Contacts Close Revise list of selected Contacts settes con ske Jo Make List of Contacts Email Addresses Batch Update Lookup Mailshot sent Field Key Gond Data Blank Data No Data O Adamson NE13 Michael Adamson m STR D20 8456 5432 Adamson NE13 Richard Adamson STR 020 8456 5432 Aston GUS 4HE ke 014728 453627 Attwood NW1 2BA 020 7654 a Rick Morgan rick marengo ax r com TENNER The Lookup value has been entered in the With Value s field Click Go to update Orin You will be asked to confirm Windows Internet Explorer Batch update Value of Lookup Mailshot sent to 50 09 2008 for every record in the Selected Contacts list 7 Award winning systems for fast moving businesses Click OK to confirm Select to Merge Options for Contacts A confirmation screen appears as below http www foi2000 org uk Mailmerge Selected List Windows Internet Explorer Sele Mailmerge Selected List Click here to return to the Multiselect Screen Selected Contacts s Mail Merge the Contacts Email Merge the Contacts Click to Mail Merge the Contacts The 7emplate Chooser screen appears Contact info axlr8 com or call 01344 776500 Page 25 gr COM MERE E AWARDS 20045 Award winning systems for fast moving businesses http hvww foi2000 org uk cid cont amp id Ofkeyfile templates 49674_432 txt amp Please choose a tem 419 Horsham
40. ls on the top horizontal menu and select Emails from the drop down list For more details of this option please visit www ExchangeVault co uk Please consider whether you allow access to emails by all staff 2 8 Adding New Organisations Sites Contacts To add a new Organisation click Add on the top horizontal menu and select New Organisation from the drop down list The following screen will appear LA Leicestershire Sak Fay a Ti County Council Org Alpha Source SIC Code Type Manager Status o 0 Save Close Web Fasttrack system by apd RS Enter the Organisation name in the top field The subsequent fields may not be required for a Local Authority The Source field is for the origin of the lead double click within the field to select from options or add a new value Double click within the SZC code field to select a value Double click within the 7ype field to select a value Select a Reguest Manager from the drop down list Click Save This mighy only be used in circumstances where for example the organisation is the local newspaper and their first and final point of contact must always be the press officer A new Site can now be added to this Organisation by clicking on the Create Site link If a new Site is to be added to a different Organisation then that Organisation must first be selected from the Results panel and the Details selected Complete the details as in the example below and
41. o 5 Internet 100 In the above example Information Requests have only been logged in September of the selected year Click on any of the totals to run the Information Request Cost Report This gives a breakdown of the costs expenses and charges for the selected month The employee name department and date range can all be reselected and the report re run at this stage Contact info axir8 com or call 01344 776500 Page 30 Award winning systems for fast moving businesses E http fie Foi2000 0rg uk hmfsup costreport asp fgs v8nmv FB8s0v 20088ev GILL4 W00D amp uv 14 T CouncilHetlines Town Hal klalbety Flacs 5 Hove Crescent Lorden E14 ZEC Grand Total 2 Information Request Items 0 00 0 00 7 2 2 Information Request Cost Report As described above this report can be generated from the nformation Request Date Raised Report There is also a direct link to the Information Request Cost Report from the main Reports Menu 7 2 3 Information Request Number of Days to Resolve Report The Information Request Number of Days to Resolve Report gives a breakdown of the number of days over a defined time period that it has taken to respond to Information Requests the current status of the nformation Requests with totals to summarise as in the example below http Awww foi2000 org uk report_run True Information Request Number of Days to Resolve Repo Sele T CouncilHetlinss Town Hall Mul
42. ogged in as Administrator Search Organisation Name Ji add Last Name a Address eae Contact Telephone vi add Custom Requests Go kem te Crd Roei search Results 1 Record Multi Select Export to CSV Organisation Name Address Contact Aston GUS 4HE 26 Farm Lane GUS 4HE Aston Harvey Gl 01428 453627 G 01428 453627 Web Fasttrack system by axl R amp 2 3 6 Refining Criteria When criteria are entered incorrectly click the appropriate entry within the Criteria panel and click the Del button below This will remove the one entry from the panel To remove all entries click Clr ready to start a new search To amend any search criteria double click the entry in the Criteria panel It will then appear in the field below Make the amendment and click Upd The revised criteria will be substituted in the Criteria panel More complex searches can be carried out using lookups and for calls within the Ca Centre but these are not within the scope of this manual 2 3 7 Saving a Search When a particularly complex search has been carried out involving many criteria which may also be reusable it is possible to save the search and reload it at a later date In the following example four sets of criteria have been defined using lookups and the Not functionality To save this search click Save to the right of the Searches field A prom
43. on Mr M Initials R f Building Hill House First Name Richard Last Name Dear Job Title Employer Work Number Facsimile Mobile ist Contact Martin Daily News 0118 973 1234 0118 973 1235 rmartin hotmail com 07889 720547 Notes Lookups Contact login details Send Letter Email Merge Street Location County Country Post Code Phone Number Facsimile Web Address Source Greenfield Road Leicester Leicestershire LE26 6BX 0115 123 6789 C 3 New Undo Notes Lookups Client Manager Status Active Save changes Notes Lookups Close Web Fasttrack system by apt RS When a contact is selected as in this case Organisation and Site details are also displayed When a Site is selected Organisation details are also displayed and when an Organisation is selected only the organisation details are displayed In the case of an individual the organisation is created as a unique deduplication identifier using a combination of surname and postcode but some times configured in larger fast moving B2C systems to include telephone number s and email addresses to define an individual or family From this screen any of the details can be updated and saved Contact info axlr8 com or call 01344 776500 Page 9 MMR AWARDS 2004 Award winning systems fo
44. on suggestions Redaction Check receipt Approval and log documents and exceptions v Send information Satisfied with response to requestor Dispute Procedure y reclarify etc LOGGED CLARIFYING DEPT REQUEST COLLECTED EXCEPTIONS SUGGESTED RESPONSE APPROVED SENT INFO DISPUTE The Tracker system enables local authority employees to log Information Requests pass them to colleagues in other departments while monitoring their progress add Contact info axlr8 com or call 01344 776500 Page 4 gt Tisi tm AWARDS 2 a E 7 5 BCS2006 WARDS du LP OMME ROE WAR NS 2005 mm jp PE ae ad bn Award winning systems for fast moving businesses notes and files to the requests mail merge template responses for the regular requests and finally close them A countdown starts as the request is logged Email triggers can be automated at times defined by the System Administrator NB In this manual the expression System Administrator refers to one or more senior managers who directly or by delegation set the business rules up within the system and change them from time to time 2 Searching for contacts 2 1 Main screen Overview You will be provided with a log in username amp password and the web address for your organisation Once logged on successfully the main screen is presented
45. pt screen will appear Script Prompt Enter the Hame for the new Search Cancel Xmas 2007 Enter the name of the saved Search and click OK To use the Search again click Load to the right of the Searches field and a prompt screen will appear Contact infoGaxlr8 com or call 01344 776500 Page 8 Pr COMME CE AWARDS 2005 Award winning systems for fast moving businesses gt http Avww foi7000 org uk hm ls_searches_load asp F m Eg Use the drop down list to select the name of the required saved Search and click Load The criteria set will be imported into the Criteria panel This can then either be amended or click Search to run the search again 2 4 Displaying Details The results of a search are displayed in the lower half of the screen in the resu ts panel More details of the organisation site and contact can then be displayed This is achieved by either e Double clicking on the required data e Clicking on the required data to underline it and then clicking on Actions on the top horizontal menu and selecting Details from the drop down list e Clicking on the required data to underline it and then clicking on the Details shortcut the G obe in the top right corner of the screen In the following example a contact has been selected and the Details are displayed gt http Awww foi2000 org uk actionkey res6con3 Details Windows Internet Explorer A 255 WOKINGHAM F BOROUGH COUNCIL Salutati
46. r 01344 776500 Country Facsimile Post Code RG45 6BX E Mail vicar amp smith family com Phone Number Mobile Facsimile ist Contact Web Address Notes Lookups Contact login details New Undo Notes Lookups Send Letter Email Merge Contact Emails Contact Email Addresses Save changes Notes Lookups Web Fasttrack system by n LR8 Internet 100 Once the new or exisiting individual has been selected you can create a new information request and assign it to them by clicking on the Create New Information Request Item link on the middle of the to row under the banner next to where you selected the individual The resulting new Information Request Details dialogue screen which is explained in the appropriate section of this manual will then appear for you to select the type of request an owner the department responsible any exemptions etc Contact info axlr8 com or call 01344 776500 Page 38 eicestershire Rey ounty Council R Rev Smithe Jane Contact Last Name v lect Contact Information Request Details Windows Internet Explorer mation Request Items 1 q P Bottom of page er Date Raised Asc or Desc Information Request Details ontact Michael Palin P Descrip
47. r fast moving businesses 2 5 Adding Notes From this screen also notes can be added Notes are stored at Organisation Site and Contact level If notes are made on a Contact they can also be viewed at Site and Organisation level If notes are made on a Site level they can also be viewed at Organisation level but if notes are made on an Organisation they are only viewed at Organisation level The method to add a Note is the same whether on a Contact Site or Organisation Either click on the required Contact Site or Organisation on the Results panel select Details from the top horizontal menu and click on Notes from the drop down list Shortcut Click the Votes icon in the top right of the screen An alternative method is to click on the Notes link below either the Contact Site or Organisation on the Details panel as displayed above The Notes panel appears Show Organisation Site Contact On v 22 09 2008 11 32 For Richard EE Show Obsolete Notes Refresh Print Close Web Fasttrack system by ap RE In the example above there is already a note on the selected contact Each note gives the name of the author i e the login name and is date amp time stamped To add a further note click the New Note link The screen clears ready for the new note to be entered TT ie ha arms nm ge ue Save Note Cancel Note Test note for FOI Public Viewable note Viewable on the Client tracking screens Save Note Canc
48. r8 com or call 01344 776500 Page 37 Award winning systems for fast moving businesses LA Leicestershire ney County Council ess A contact Last name Found Information Request Items 1 lame No Information Request Details Er 23 Contact Michael Palin Description increse in provider Exemptions Status Acknowledgement Sent g Please Choose v Order Date Raised Asc or Desc DOS 16 39 Date Due 10 11 2008 Owner Sue Berry Web Fasttrack system by m LR8 Internet 100 This brings up all the Smith families in this training system If the Smith you need is not gt Select Windows Internet Explorer there you can hit the new individual button E TEST hl Leicestershire 4 PK County Council tal Name Please Choose wt New Individual J Clear Cancel Web Fasttrack system by amp Internet inn This brings up the form for Details Windows Internet Explorer TBR a d di n g n ew p e O pl e a n d y ou http www leicsfoi org uk b2cmasterdetails asp actionkey con24 v can add this new lady s details ETE County Council Salutation Rev vw Initials J Building Rectory First Name Jane Last Name Smithe Street Church St Dear Job Title L Location Bracknell Employer County Berkshire Daytime Numbe
49. right of the contact field ensuring Last Name is selected from the drop down list In the following example all contacts with a last name starting with M have been found Admin Actions Add Search Details Logout Leicestershire fs County Council el Search Logged in as Administrator Organisation Name v Last Name Im Address Postcode v Contact Last Name v vpn a x mammaer Searches __ New Load Save Del Results 2 Records Multi Select Export to CSV Organisation Name Add OE _ AXLRS E o Oakdale Lower Wokingham Road RG45 Morgan Rick E ml 6BX Martin LE26 6BX Hill House Greenfield Road LE26 6BX Martin Richard 4 0118 973 1234 Gil 0118 973 1234 Web Fasttrack system by apt R amp 2 3 4 Combining Search Criteria Combinations of criteria can also be specified In the following example all contacts have been found in the 020 telephone area who also have an e mail address This is achieved by selecting Telephone from the Address drop down menu and entering 020 as the criteria and selecting Email from the Contact drop down menu and entering as the criteria The acts as the wildcard within the system and is automatically entered as a following character in the search field Admin Actions Add Search Details Logout BH ay CouncilHotlines Town Hall Mulberry Place London
50. same contacts again at a later date It is suggested that a lookup could be created entitled Mailshots sent for example If all contacts were then updated with the name of the Mailshot and the current date this data could then be searched on in 2 weeks when it was time to follow up for example More information is found on Lookups elsewhere in this manual Click the drop down list for Batch Update Lookup and select the Lookup to be updated Double click within the With Value s field for a list of available options or to input a new value In the example below no values have been input previously so a new value has been entered in the Add to Available Options field aus t Leicestershire SK County Council Sage Lookup Mailshot sent Available Options 30 09 2008 Add to Available Options Add Lookup Value 30 09 2008 Ok Cancel Web Fasttrack system by n LRS Click Ok to return to the previous screen Contact info axlr8 com or call 01344 776500 Page 27 gt DOM MERGE AWARDS 2005 at dg bk i isss Award winning systems for fast moving businesses gt http Avww foi2000 org uk action selected Multi Select Windows Internet E Kex Selected Contacts Close Rewise list of selected Contacts Make List of Contacts Email Addresses Batch Update Lookup Mailshot sent Field Key Good bata SESS lors name Gag istname has lastname Ges email
51. sation details or click on the lookup values to go directly to the Lookups screen to view or reset any values 3 Information Requests 3 1 Overview of the Information Request Module As Information Requests are submitted by members of the public they are logged in the system and assigned to a staff member to deal with A countdown timer then commences Email alerts can be sent as reminders to the staff member that they only have a certain number of days remaining in which to send the response When the information requested has been sent the issue is closed and the timer stops 3 2 Adding an Information Request When an Information Request is submitted it must be logged on the system Firstly the contact that requested the information must be found as described in Section 2 3 3 or if this is their first information request and they do not exist on the system they must be added as described in Section 2 8 Click on the contact name on the Results panel so that the name is selected and underlined Then click Add on the top horizontal menu and select New Information Request Item from the drop down list A screen similar to the following appears Information Request Details New for Harvey Aston Email Organisation Aston GU5 4HE 01428 453627 26 Farm Lane Guildford Surrey GUS 4HE tel 01428 453627 Taken By Administrator v Date Raised 29 09 2
52. sed 29 09 2008 _ 14 00 Date Due 21 10 2008 Countdown Finished 20 i Owner Andrew Williams v Description Costs of the Mayor s transport for the last 5 years Details See notes Resolution Exemptions Not Set v Request Type FOI request vw Status Closed v Department More than 1 dept v Passed Date Date Closed Transfer Information Request entry to another Contact New Activity Activity List Attach New File Attached Files Mail Merge EMail Merge Reload Save Close s 13 Web Fasttrack system by apt R amp Contact info axlr8 com or call 01344 776500 Page 17 gt Vase tm AWARDS 2 a E 7 f 5 BCS2006 WARDS du PE RCE AWARDS 2005 a mem gp sn dd brenn Award winning systems for fast moving businesses Any details on the above screen can be amended except for the Countdown timer which can not be tampered with Remember to click Save after updating any details Notes and Lookups connected with the nformation Request can be accessed via the links in the top right of the screen In the example above the tick in the checkbox by the link to Notes indicates that notes exist for the Information Request otherwise it would be left blank i e no tick To see the Notes click the link and a screen similar to below appears gt http www foi2000 org uk actionkey sup13 Notes for Information R
53. t It may be that a Local Authority might need to flag whether contacts in the database were disabled and have defined this as a Contact level lookup To assign a lookup value to a Contact select the required Contact from the Results panel and once underlined click on Details from the top horizontal menu and select Lookups from the drop down list Shortcut Click the eye icon in the top right corner of the screen A list of all ookups for the selected Contact is displayed Contact info axlr8 com or call 01344 776500 Page 14 lt gt OM vi ROE AWARDS 2005 ml pg PE bar dm Award winning systems for fast moving businesses F Leicestershire SK Eu County Council gt http vww foi2000 org uk actionkey res2conB Lo 3 ole pg Contact Lookups h Site Lookups Close Web Fasttrack system by ap RES To alter the lookup value click on the lookup to be amended A screen similar to the following will appear gt http www foi 000 org uk actionkey conBilookupl a i Fa Leicestershire p x r County Council Emas lLookup Disabled Available Options niey A Add to Available Options Ok Cancel Web Fasttrack system by agi RE Enter the required lookup into the Lookup Value field and click Ok If the value is to be made available to other users to select from it should firstly be entered into the Add to Available Options field
54. that are robots rather than people These include AXLR87riggers and Web entry These are set up as sources of information or placeholders in the system and do their various automated tasks 24 7 8 2 Document template admin This is an essential part of the work flow In any context in the AXLR8 system there will be different fields you can mail merge into documents As the screen shot below shows you need to consider the medium in which a template is to be sent SMS plain text or RTF email HTML email letter on paper of fax etc and the context just a general letter to a person or a letter where specific information is merged in from a specific information request The full functionality of the mail merge system including how the subject line of an email is significant for where email correspondence is automatically attached is discussed in other documentation and fully introduced to clients when setting up and developing their system Mailmerge Admin System Windows Internet Explorer http www leicsfoi org ukimerger admin php Leicestershire is F County Council el Mailmerge Admin Alter existing template FO CONFIRMATION OF VERBAL REQUEST FOR Filename FO CONFIRMATION OF VERBAL REQUEST FOR view EE F1 INFORMATION REASONABLY ACCESSIBLE kodet IFi INFORMATION REASONABLY ACCESSIBLE Description Information Reasonably Accessible by Other Means F10 INFORMATION CONTAINS REFERENCE TO Sub
55. the Gate and into your datasbase 8 4 Labels Labels admin is really self explanatory AS LONG AS you know which label is which The changing of labels is open to administrators but it should be an infrequent job So feel Contact info axlr8 com or call 01344 776500 Page 35 er ft am dir dd COM VIER AWARDS 005 ee Jin tp Se eel banden Award winning systems for fast moving businesses free to call AXLR8 on 01344 776500 or write to supportQaxlr8 co uk if you have any issues For most changes to the information request tracking sheets the drop down list you should load is called SUPLABELS 8 5 Drop downs This important area allows you to set not just the drop down choices for the system but also how they behave For example in the drop down choices for departments you can put the departments that your organisation has from time to time They are just names that come up in reports However there are some drop down choices that change behaviour The most significant one in the Information Request Management system is the one that associates the status of the request see first diagram describing the workflow at the beginning of this document with the WebFastTrack Dropdowns Admin Activity Status Activity Type Call Type Call Result Mortgage Proposal Status Support Type Support Status Support Priority Support Urgency Lookup Admin Support Products Support Modules Service Contract Type Service Contr
56. those which are regularly issued Common responses can be formed into template documents and easily I 6 2 Producing a Letter Letter templates can be stored and sent individually to Contacts as and when necessary To send a letter to a Contact the template must have first been created Contact info axlr8 com or call 01344 776500 Page 22 du EES D ORE F 7 AWARDS 2003 Award winning systems for fast moving businesses From the Contact Details screen click Send Letter The 7emp ate Chooser screen appears ot Horsham s Re eer Template Chooser Please choose which template you would like to use for your merge Template File Description test_client_merge rtf Test Client Merge F2 ACKNOWLEDGE RECEIPT OF REQUEST Acknowledgement of receipt FOR INFORMATION doc Use my ovm template What fields can I use Close this window Close Web Fasttrack system by apt R8 Click on the template name to select it Select to Open the file on the following File Download warning and the letter will be displayed in Microsoft Word with your contact s data mailmerged Any of the text of the letter can be amended prior to printing 6 3 Producing a Mailshot A mailshot is a mailmerge to more than one person The template for the letter must have been created before commencing the mailshot Firstly search for the contacts to receive the mailshot so that they are all displayed on the Results pane
57. ties granted to them For example only one or two employees of an authority should have Employee Admin capability Some will not have the rights to delete data others may not see attached emails or to see DPA requests All these rights are set up in this part of the system Employee Admin Windows Internet Explorer http ess eics oi org uktadmEmpPage asp se ADMIN rr Letcestershire re id County Coumi tals Existing Employees New Employee Active Administrator Retired Not Selected Select Selected Employee Employee Access Login ADMIN Employee Admin Password EEE eg Delete Items Full Name Administrator ETE ITEMS CSV Export Email fred something gov uk j K lt e 6 1 E hone Cs jeger nd NE Lead Source Role Administration ve Admin Status Retire Save View Reports Emails Related Email Addresses Access to Emails Load Page Default Database Download Page Close Web Fasttrack system by axl RE Q Internet Contact infoGaxlr8 com or call 01344 776500 Page 34 O iiidid 5BCS2006 WARDS TY COMMERCE AWARI IS 2005 ee mea Se id banden Award winning systems for fast moving businesses Importantly whether a particular user logs into the default screens described up to this point or into the Information Request Manager screen described in the next section will be defined in this screen Note that there are also some employees
58. tion increse in provider rate 8 K7 x Sal Oni osonder ees le Lane itatus Acknowledgement Sent Request Tyr ounty Counc ue rry Information Request Details New for Rev Smithe Jane Email Top of page Taken By Jane Poate v Date Raised 14 10 2008 18 03 Owner Not Set v Date Due 11 11 2008 Countdown Stopped no Description Details S Resolution v Exemptions Not Set v Request Type Not Set a p R 100 i Status Logged v Department Not Set v I Passed Date Date Closed i Save Cancel Web Fasttrack system by al R8 Done Internet R100 9 4 looking at other colleagues lists J AWARDS You can if you have been authorised look at the list of a colleague in order to help 2005 them out if for example they are off sick Information Request Management Portal Windows Internet Explorer GI v http fmms leicsfoi org ukfrequestManagementPortal asp l r X c0ogle 2 File Edit View Favorites Tools Help we s r information Request Management Portal a H dh 7 li Page z Tools gr V Leicestershire Rey County Council ssa Se aea Award winning systems for fast moving businesses 13 10 2008 16 39 100 9 5 Searching for previous answers There are facilities for searching for different names and subjects as shown on this screen shot If you remember a person s name or some key word you should find it quite intuiti
59. ve In the case below we have looked for all queries for E Ranzen regardless of whether they are closed or open or by whom they were answered Contact info axir8 com or call 01344 776500 Page 39 Information Request Management Portal Windows Internet Explorer MEA Go v le http www leicsfoi org ukfrequestManagementPortal asp vi 4 x Google Pil File Edit View Favorites Tools Help 7 of gt w s r information Request Management Portal ay H dh z E Page v g Tools v Leicestershire h County Council alg t Co at I _ Create New Information Request Item Reports Ment al Found Information Request Items 3 Information Request Details Contact E Ranzen Description test email merge Exemptions Not Set Date Raised 02 10 2008 13 08 Date Due 30 10 2008 Status Closed Request Type FOI request Department ASC Gill Wood Contact E Ranzen Description Recycling credit 2008 Exemptions Not Set Date Raised Date Due 30 10 2008 Status Logged Request Type FOI request Department Owner Angela Skelton Contact E Ranzen Description foi request shoes Exemptions s21 FOI Information Accessible by other means Date Raised 02 10 2008 10 05 Date Due 30 10 2008 Status Closed Request Type FOI request Department CE Owner Paul Dodgson Order Date Raised Asc or Desc Internet 100 This search facility will save you a great deal of time reinventin
60. wing is displayed Ld Leicestershire SRN County Council espe k Information Request Date Raised Report Information Request Cost Report Close Web Fasttrack system by s LRE 7 2 1 Information Request Date Raised Report The Information Request Date Raised Report supplies a breakdown by the year selected of the numbers of nformation Requests raised per month as in the example below Information Request Date Raised Report Windows Internet Explorer le http fvw Foi2000 org uk hm sup dateraisedreport asp report run True T CouncilHetlines own Hal Mulberry Flace 5 7 sceni Lorden E14 2B Information Request Date Raised Report Year 2008 v Run Report a 5 E De nt C i ASC Ajesh Parmar CS Jane Porter cs Susan Berryman CYPS Administrator CYPS Gillian Woodham HTWM Administrator HTWM Gillian Woodham More than 1 dept Andrew Williams More than 1 dept Gillian Woodham More than 1 dept Peter Dobson RES Gillian Woodham olojo oodo z EEE o o o o o e olololololo ereere g lo 0 0 lo re Te 1 o o o o o Jos je olololololololo o e EE ololol olo olo ahd id bed aauina olololololololo ololso6 J I au Ss o o o o o6 0 60 06 6 0 6 o o o 0o0 o 6 0o 6 0 6 6 l ololololo o o o o e o o o o
61. ype Description Type Date Raised v Search Date Range Between and Found Information Request Items 1 Bottom of page Information Request Details Order Date Raised Asc or Desc Contact Prof Samantha Edmonds Description Where are the waste sites in Leicestershire Product Not Set Module Not Set ExemptionsNot Set Date Raised 19 09 2008 Date 17 10 2008 13 48 ue Status Logged RequestFOI request DepartmentHTWM Owner Gillian Type Woodham Close Top of page Web Fasttrack system by ax RE 4 Activities 4 1 Overview Sometimes it is necessary to break down Information Requests into various Activities concerned with collecting the information together prior to assembling the final response to the requestor This is primarily for the purpose of allocating costs For example if an Information Request was submitted requesting details of use of a local lake activities might be assigned to the Leisure department to gather information and also to the Environmental department The cost of information gathering could then be recorded by each department and reported on when necessary 42 Adding an Activity Firstly the Information Request to which the Activity is connected must be opened From the Details SOY Horsham che A 2 rict screen click New H gt Council apai IVi han ae ar Activity A screen New Activity Details for Mr Rick Morgan similar to the following activity name is displaye
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