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Preparation

New Tracker Products software customers should consult the following list of action items prior to the visit of a Tracker Products representative for on-site setup and training.

New customers choosing to opt out of on-site setup and training with a Tracker Products representative may also use this section as a guide for getting started with the software.

Planning and preparation for the best possible implementation and use of the Tracker Products system at your organization is a key step in maximizing its potential. Be sure to complete the following items correctly and in order to ensure a successful installation and overall tracking experience.

Pre-installation checklist

Below is a list of subjects that should be reviewed and properly documented prior to the implementation of Tracker Products software.

1. The point man: Who will ultimately be responsible for the implementation of the Tracker Products software system and corresponding hardware? This person is commonly the same full-time technical individual responsible for the implementation of computers and networks at your organization. Please provide this individual's contact information (name, title, email address, office phone number and mobile phone number) to the Tracker Products support team.
2. Access: Take note of all of the individuals in your organization that will need to be able to view the data in your tracking system.
3. The process: Document your current process for tracking items.
   1. How are your items currently collected?
   2. Do you have specific packaging standards for your items?
   3. How many forms are currently used for item processing (submission forms, lab forms, etc.)?
   4. How are your items submitted to your property (storage) room?
   5. How do you handle temorary item storage (items not yet introduced to their permanent storage destination)?
   6. How do outside users request access to your items?
   7. How do users communicate with each other when disposing of items?
   8. Who approves the disposition of items?
   9. How often do you perform system inventories?
4. Groups: Document the groups/units in your organization responsible for processing items. Do each of these departments use the same process for item identification (case number, incident number, etc.) or do they each have their own method for tracking items?
5. Check-outs: Document the process for items sent to the lab. Who is responsible for transporting them?
6. Item import: Who is responsible for importing items into the tracking system? Is this a dedicated position (property room clerk) or is it the responsbility of employees whose primary responsibilities are not necessarily related to item tracking (police officer, etc.)?
7. Storage: Document your item storage situation. How many facilities do you use to store items? How do you segment those facilities?
8. Policy: Document your policy structure: Who sets and approves all policies and procedures?

Software implementation: Phase one

These steps are typically completed prior to an on-site setup and training visit by a Tracker Products representative.

1. Schedule an installation date (if applicable).
2. If your existing items reside in a digital format (database, Excel spreadsheet, etc.) and you wish to import them into your new Tracker Products tracking system, you will need to provide the Tracker Products support team access to those files.
3. Review the information provided in these support files.
4. Send an email to the Tracker Products support team containing a copy of your current item submission form and lab form(s) (if applicable). See section for creating system forms.
5. Install and setup PDA Scanner. View instructions here. Keep all boxes for at least one year because returns must be made in original box.
6. Install and setup bar code printer. Zebra S4M. Zebra TLP2844. Keep all boxes for at least one year because returns must be made in original box.
7. Setup your Agency. View instructions here.
8. Complete User Administration setup. Designate appropriate permissions to all users of your tracking system. View instructions here.
9. Go through the process of creating cases/projects. View instructions here. Enter as many test cases/projects as you want. We can delete these before you go live with the software.
10. Go through the process of creating persons. View instructions here. Enter as many test persons as you want. We can delete these before you go live with the software.
11. Go through the process of creating items. View instructions here. Enter as many test items as you want. We can delete these before you go live with the software.
12. Go through the process of printing forms. View instructions here.
13. Customize your case/project, person, item and miscellaneous submission forms. View instructions here.
14. Perform storage location setup - both permanent and temporary. View instructions here.
15. Print labels for each of your storage locations in the system and tag all physical storage locations.
16. Work with the Tracker Products support team to customize your system labels and reports. Let us know how you'd like them to be modified. View the section for creating and updating system forms.
17. Create a test case/project with at least twenty items of various types. View instructions here.
18. Using your test case, perform at least ten manual (without the PDA scanner) transactions (check-in and check-out). View instructions here.
19. Using your test case, dispose of at least five items. View instructions here.
20. Use the view tab to review your test case. View instructions here.
21. Once you have your system designed to your specifications and you're familiar with the way it works, notify the Tracker Products support team so that they can remove your testing data from the system.
22. Work with the Tracker Products support team to move the database to your server (Purchased version only). Inform them as to which version of SQL you are currently running.

Software implementation: Phase two

These steps are typically completed during an on-site setup and training visit by a Tracker Products representative.

1. Review: Customer's overall tracking system.
2. Review: User administration configuration.
3. Review: System customization.
4. Begin processing actual items (25 or so).
5. Review: Updating items and Advanced logging
6. Review: Chain-of-custody and chain-of-custody reports.
7. Review: Using the PDA scanner and signature capture device.
8. Review: Advanced searching.
9. Review: Disposition.
10. Review: Bucket list.
11. Review: Ticket communication system.
12. Review: Advanced Tools (Item locking, Custody maintenance).

Next step: Software installation (version 6)