Entity and Instance

You can create any number of Level 1 instances from the Level 1 entity that you define. So once you define “the thing to be tracked” as a "case," you can create any number of cases based on that definition.

Once you have identified the Level 1 Entity you will need to consider the following items:

What information will you need to gather about the entity?

To gather the information you need, the Level 1 Entity is configured with:

• Fields chosen from a set of standard fields built into the UTA. The fields you choose are attached to all the Level 1 items that you create.
• Custom fields that you define for the Level 1 Entity. You can add as many fields as you need from the 50+ custom field types built into the SmartSimple platform.
• A set of statuses that you use to define, filter and select items based on their status.

Are all Level 1 Items exactly the same?

It is quite common that when you determine the Level 1 Entity you will realize that they are not all exactly the same, and that you will need to track different information for each type.

For example, if you are thinking about legal case management, you would need to clearly delineate between a civil and a criminal case, or perhaps between a business and domestic case. The method that you use to separate the Level 1 Entity by type is entirely up to you.

You handle these differences by using what SmartSimple calls Level 1 Templates.

• Each template represents a different type or class of Level 1 Entity.
• For each template you can define a set of custom fields. These template fields are in addition to the standard and custom fields that you add to all Level 1 Entities. This feature allows you to track information common to all items and specific information for specific types of items.

Do you need to track the activities around the Level 1 Entity?

You generally need to track activities around the “thing to be tracked.” If you don’t need to track activities then you will not need to enable Level 2 in the UTA.

But if you are tracking cases, you will probably need to track the activities and the time spent on the case. These types of activities are represented within the UTA as Level 2 and Level 3 items. Level 2 and Level 3 entities are broadly similar to a Level 1 Entity in that you configure these entities with:

• Fields chosen from a set of standard fields built into the UTA. The fields you choose are attached to all the Level 2 (or Level 3) items that you create. You will see these fields are activity type fields including start and end times, follow up and reminder settings.
• Custom fields that you define for the Level 2 (or Level 3) entity. As with Level 1s, you can add as many fields as you need.
• A set of statuses that you use to define, filter and select items based on their status.

These activity items are linked to the associated Level 1.

You can create any number of Level 2 items for a single Level 1 item.

Are there different types of Activities?

As with Level 1, you may need to track different types of activities at Level 2. For example, in the case management instance you may need to delineate meetings from phone calls. Or in the case of legal work, court time versus office time. As with Level 1, you handle these differences by using what SmartSimple calls Level 2 Types.

• Each Level 2 Types represents a different type of activity.
• Each type can also have a set of custom fields.

Need Activities within Level 2?

The final entity level within the UTA is called Level 3. This level functions in exactly the same manner as Level 2 and is used to control finer levels in information gathering – if required.

For example, if Level 1 is a case, and Level 2 is a report, then the Level 3 items could be defined as research, drafting, proofing, presenting and billing. And as with all the other entities, the structure you define is entirely up to you.

These second level activity items are linked to the associated Level 2. You can create any number of Level 3 items for a single Level 2 item.

General Notes

There is no requirement to use all three levels, and in many cases you may be able to build a very useful application with Level 1 only.

In order to create a Universal Tracking Application you will need access to the Configuration, Tracking Applications menu. If you do not have access to this menu, contact your System Administrator.

Sometimes you need to carefully think through the model

Some configurations of the UTA are less obvious than others:

• For example, one client successfully manages a chain of daycare centres across the country. The Level 1 Entity proved to be the actual centre (linked to the internal branch as the location) and the Level 2 activity; a single child attendance record at a specific centre. The child is assigned to the Level 2 activity.
• Another client needed to manage collections of giftware purchased overseas, and provide access to the overseas manufacturers. In this instance, the collection was the Level 1 Entity and the collection item was the Level 2 Entity. In this case, none of the activity-related fields were used at Level 2.
• An Animal shelter needed to track stray animals collected at the centre. The Level 1 Entity became the animal; the Level 1 template represented the type of animal (cat, dog, etc). The Level 2 activities tracked the inspection, vaccination and adoption of the animal.

Sometimes the UTA will NOT work

The Universal Tracking Application was not designed to replace functionality that exists in other readily available programs. So don’t try to configure the UTA for the following type of use:

• Traditional Project Management – though you could set up a pseudo project management system, it will lack a lot of basic functionality such as “N” level tasks, automatic roll-up of effort and cost, critical path management, resource allocation and management, and baseline budget.

Getting Started with the Universal Tracking Application

Creating a Universal Tracking Application