DOCUMENT TRACKING AND

MONITORING SYSTEM
USER’S GUIDE

PMO WESTERN LEYTE/BILIRAN

Prepared By:

ISRAEL R. CAMBI
Database Developer
PMO Marinduque/Quezon
 TABLE OF CONTENTS
Introduction - 1

Installation - 1

Synchronizing the System Clock to the Database Server - 1

Starting the DTS - 2

Security - 2

Using the DTS - 2

 Step 1 - 3
 Step 2 - 4
 Step 3 - 5
 Step 4 - 7

Entering and Editing Remarks - 7

Entering the Final Action - 7

Attaching an Outgoing Communication - 8

Cancelling an Action/ Editing an Action - 9

Querying the Database - 9

 Search Option - 10
 Filter Option - 11

Printing Reports - 11

 Summary of Non-Routine Communications - 12

 Summary with No Actions taken - 13
 Monthly Breakdown of Communications Received - 14
 Incoming Communications for Division - 15
 Incoming Communications per Division - 16
 Incoming Communications for OPM - 17
 List of all Urgent Communications - 18
 List of Urgent Communications without Actions Taken - 19
 Issues with Output - 20
 Issues without Output - 21
 Print Deadline List for Division without Action - 22
 Monthly Total Communications - 23
 Monthly Summary of Communications/Week - 24

What’s new in this Version - 25

Frequently Asked Question - 26

Technical Support - 26
INTRODUCTION
For those who are not yet familiar with the DTS, the DTS or Document Tracking System is
an automated system that serves as the monitoring and routing of all the incoming (non-
routine) communications within the office. This document tracking & monitoring system
authenticates the received communications, monitor the plurality of actions for processing
communication item, and retrieves the communications according to the selected field. The
processing performed by the system may, for example, include storing, forwarding or
distributing communications to multiple recipients, searching and retrieval in the archives,
using them to generate reminders/due date, and so on.

This guide is created to familiarize users on the various functionalities and proper usage of
the database system.

INSTALLATION
To run the system, your computer must have an active network connection and an installed
Microsoft Access 2007 or earlier. Your computer also requires Acrobat Reader installed to
be able to view scanned documents. Follow the following steps to install the program:

(Note: to be done by the system administrator)

1. Create a folder in your C:\ drive and name it DTS.
2. In the DTS Directory, create a subdirectory and name it Document Tracking
System.
3. Go to Database Server, and copy DTS v.6.0.mdb in the Document Tracking
System subdirectory you created.
4. Also copy Crystl32.ocx, OWC10.dll and FPDTC.dll to the system32 directory of
your windows %systemroot% (e.g. C:\WINDOWS\SYSTEM32).
5. To create a shortcut in your desktop, right-click the DTS v.6.0.mdb in your
Document Tracking System subdirectory and at the menu list select SEND TO
then DESKTOP (CREATE SHORTCUT).
6. The DTS is now installed.

SYNCHRONIZING THE SYSTEM CLOCK TO THE

DATABASE SERVER
The system clock of your computer is very critical to the accuracy of the date field of the
DTS. The DTS relies on your computer’s system clock to enter date values into the
database. To ensure that the Office’s computers is using a standard date and time, a batch
file and a scheduled task is to be created to synchronized the local system clock to the
system clock of the database server (The system clock of the database server regularly
synchronizes with a NTP (Network Time Protocol) server accessible via the internet to ensure its
accuracy).

1. Click the “Synchronize Time” button on your DTS Switchbox

You should get a ‘The command completed successfully.’ message.

If it doesn’t automatically synchronize your system clock, ask the assistance of MIS
database administrator to give you privilege for setting the date and time of your system.

1|Page
STARTING THE DTS
Follow the following steps to open the DTS:

1. If you created a shortcut in your desktop just double-click the shortcut icon to run
the program. You can also go to the DTS\Document Tracking System directory
and double-click the DTS v6.0.mdb to open the program.
2. Enter your Username and Password when prompted to log into the system. The
default Username and Password of the system is USER.

SECURITY
For security, the DTS application is designed to be used for single-user only. This means
your username and password is only valid to your function in DTS. You won’t be able to use
these to open DTS installed in other computers unless given permission by the administrator
and consent of the user.

Follow these steps to change the default password.

1. At the main menu, select Change Password

2. Type your password at the Log-in Manager then click Update.
3. Your have now successfully change your password.

There are additional settings that need to be set in order to properly use the system. These
settings can only be set by the database administrators of the MIS.

USING THE DTS

Now that we have successfully installed and configured the DTS, the next step is to learn to
properly use the system.

DTS Switchbox
Depending on the authorization rights of the logged user, some options here may not be available.

2|Page
STEP 1

The following are the steps being undertaken by the Records Officer/alternate upon receipt
of the communication.

1. The Records Officer scans the incoming communication and saved it to the
database server. The scanned document must be saved in acrobat format (pdf).
2. The Records Officer then starts the DTS program and clicks the Document
Logging option in the Main Menu to record the communication in the DTS.
3. Click the ADD NEW button. The DTS will automatically assign the reference
number of the communication and the current date in the DATE RECEIVED field.

Only the left-side of the Incoming Document Log can be edited by the Records Officer

4. Type the SENDER NAME, SENDER ADDRESS, DATE OF COMMUNICATION,

and SUBJECT of the communication. You can also put a checked mark at the
option below to signify if the communication is URGENT or FAX. Please note that
only the fields with an asterisk (*) symbols are required.
5. To insert the scanned communication, click the
button. At the Insert Dialog Box, locate the respective document at the database
server then click OK.
6. Click SAVE button to save the record.
7. To record additional communication, just click the ADD NEW button then follow
the same instruction stated above.
8. To print the transmittal slip of the current document, just click the printer icon to
see the preview. Right-click the preview and on the menu list select Print.

3|Page
STEP 2

Only the right-side of the Incoming Document Log can be edited by PDM/PM or its alternate/s

The following are the steps being undertaken by PM and/or its alternate in assigning
instructions and its respective recipient/s on the DTS:

1. Start the DTS by double-clicking the DTS shortcut icon on the desktop.
2. Enter your username and password.
3. Click the Document Logging button at the DTS Switchbox.
4. At the Incoming Communications, click the SEARCH button to find the
communication you want to give instructions to.

Search Option Dialog for the Incoming Communications.

Refer to the section querying the Database for more specific information.

4|Page
 5. At the Search Option Dialog, select the search category you want to use to filter
the database. Among the listed search categories, the “Without Instructions” is
the best option to find all communications that haven’t been given instructions
yet.

6. To use the Without Instruction option, select the checkbox of the Without
Instruction option then click SEARCH. Type the starting date of communication to
find then click OK. A Search Result Dialog will appear listing all communication
that meets the condition specified. Double-click any of the communications listed
to go to the selected communication. To learn how to use the other search
categories, please refer to the section QUERYING THE DATABASE for a
detailed instructions.
7. To view the document, click the green font link that says “Click here to view
document”. You must have an installed Acrobat Reader to view this.
8. Select the recipient/s of the communication at the Recipients drop-down box and
whether they are Main RC, RC or CF. Please note that there should be at least
one Main RC for each communication. There can be a number of RC and CF for
each communication but Main RC must only be one.
9. Double Click the DATE/TIME field to automatically enter the current date and
time.
10. Type the instructions on the Instruction field. Now, PDM or PM can input more
than 255 characters in the Instructions field.
11. Click Save then Close.

STEP 3

The following are the steps done by the Division Managers in retrieving communications in
the DTS.

The Incoming Monitoring and Tracking Dialog Box

5|Page
1. Start the DTS and select your username and enter your password
2. Click Monitoring and Tracking button at the Main Menu
3. To look for new communications assigned to the Division click the Search button.
4. Place a check mark at the ‘New Arrival’ option then click Search. To learn more
about the other options, please refer to the section QUERYING THE DATABASE.

The Search Option Dialog for the Incoming Monitoring and Tracking.
Refer to the section ‘Querying the Database’ for more information
on the use of available options.

5. A prompt box will appear asking for the division or section you wish to find. After
entering the data required click OK.
6. A prompt box will appear again asking for the Starting Date. Type the
communication date you wish to include in the field box and press OK.
7. The search results will include all communications assigned by PDM/PM or its
alternate to a particular division or section from the specified starting date up to
the present that haven’t been acted yet.
8. Select and double-click any of the communications listed in the Search Results
box to go that record.
9. To view the scanned communication/s, just click the View Document as shown
below. Your computer must have an installed Acrobat Reader to open the
communication.

The Document link does not appear in the form when there is no document attached to the record. Please
see the Records Officer for further inquiry.

6|Page
 10. To enter instructions, fill-up all the necessary fields as shown below. Also specify
at the instruction field to which the communication is to be assigned.
11. Click Save then Close.
12. Just follow the same procedure for the other communications listed in the Search
Results box.

STEP 4

The following are the steps done by the Section Chief and staffs in retrieving their
assignment in the DTS.

1. Start the DTS and enter your username and password

2. Select Monitoring and Tracking option at the Main Menu
3. To look for new communications assigned to the Section click the Search button.
Since both the PM and Division Manager can give instructions directly to the
Section, the Section Chief and staffs must search both the New Arrival option and
More than 15 days without Action option in the Search Box category.
4. For searching and entering data on the Incoming Monitoring and Tracking, follow
the same procedure as instructed in STEP 3.

ENTERING AND EDITING AN ACTION/REMARKS

In DTS, the flow of the communication is recorded in the database. The assigned division or
section needs to enter a specific action, remarks or instruction of the division manager to this
field of the system. To enter Remarks, follow the following steps.

1. At the Main Menu select the Monitoring and Tracking option

2. Select your Division/Section in the “From” combo box.
3. The DTS will automatically assign the exact date and time to its field.
4. Assigned Division or Section and the “To” combo box.
5. Enter in the “Remarks” field the instructions or the actions you’ve done.
6. Enter in the “Assigned” field the name which the instruction is assigned to.

ENTERING THE FINAL ACTION

In DTS, a communication is considered unacted by the assigned division/section unless a
final action is entered. Only the assigned division RC or Main RC can place a Final Action to
a particular communication. To enter Final Action, follow the following steps:

1. At the Main Menu select the Monitoring and Tracking option

2. In the Monitoring and Tracking Dialog box, double-click the division/ section at the
Assigned To column.

7|Page
 Double-click here

3. You can only put final output if your login account is similar to the Main or RC
assigned.
4. At the Final Output Dialog, type the details of the action performed as shown
below then click Close.

ATTACHING AN OUTGOING COMMUNICATION

To attach an outgoing communication with respect to an incoming communication follow the
steps below:

1. Follow the instruction as specified in ENTERING THE FINAL ACTION.

2. At the Final Output Dialog, place the cursor at the desired action undertaken then
click the ADD button
3. At the Outgoing Document Dialog, be prepared for your scanned document
because it is required in this form.

4. Enter details of outgoing communication.

5. To attach document, Click the ... button then go to the scanned file and locate
the document at the database server. Use the reference number assigned by
OPM to the document to find the right document to attach. Click OK.

8|Page
 6. Click VIEW DOCUMENT to verify if the right document is retrieve from the
database. If not, click REMOVE DOCUMENT to detached the document from the
DTS then click ... then follow the same instructions as specified above.
7. Just click SAVE then CLOSE to finish the process.

CANCELLING AN ACTION
If you made a mistake in entering data on the database and decided to stop the particular
action you are currently performing, just press ESC key in your keyboard several times to
terminate the action.

EDITING AN ACTION
If you want to made changes in data you’ve entered on the database, just double-click your
DIVISION/SECTION in the “from” field and a new pop-up will show for you to edit the data
you’ve want to change.

Note: You cannot edit another division/section’s input.

QUERYING THE DATABASE

SEARCH OPTION

Available search categories for users with

1st and 2nd level of authorization (Records
Officer, PM, and their alternate/s)

Available search categories for users with

3rd level of authorization (Division
Managers, Section Chiefs and staffs) 9|Page
The Search option is primarily used to find specific data on the database for the purpose of
editing. Listed below are the options available together with its use.

1. Reference No. – use this option if you know the incoming reference number of the
document you want to receive. This reference number is the number being assigned
by the records officer to an incoming communication. You can also use a wildcard (*)
if you don’t know the exact reference.

Sample:

Write the following at the prompt box then press OK.

110214-001 - finds the communication with 110214-001 reference no.

110214 - finds all communication starting with 110214 in their reference no.

2. Sender Name – use this if you’re searching the database for records with a specific
sender.

Sample:

Hector E. Miole – finds all communication with Hector E. Miole as sender

*Hector* - finds all communications whose sender name has the word Hector

3. Sender Address – use this option if you’re searching the database for records coming
from a specific address.
4. Date of Communication – use this to specify the date of the communication. This is
the date that can be found in the communication. You will be prompted with a
beginning date and an ending date. The date should be written in mm/dd/yyyy format
(e.g. 02/01/2011)
5. Date Received – use this to specify the date the office received the communication.
The date format is the same with the Date of Communication option. (e.g.
02/01/2011)
6. Subject – use this to specify the subject of the communication. You can use wildcard
(*) if you don’t know the exact title of the subject.

Sample:

*International Ship and Port Security*

Port*

7. Outgoing Reference No. – use this if you want to find a particular outgoing
communication.
8. Without Instruction – this is use to find all communications entered in the database
that haven’t been given instructions yet. You will be prompted with a starting date
and the search results will list all communications that arrive in the office from the
specified starting date until the system date of your computer. The date format is the
same as the date format of Date of Communication option.

10 | P a g e
9. New Arrival – this is used to find all communications assigned by the Division
Manager to another division or section within a specified time. You will be prompted
with a starting date and name of division or section.
10. More than 15 Days without Action – this is used to find all communications that has
no Actions within a specified time. Overdue communications without output can be
seen here.
11. View Fax – this is to find all fax communications entered into the system.
12. Sender Reference No. - use this if you want to find a particular sender reference no.
13. View All – use to list the whole content of the database.

FILTER OPTION

Aside from the Search button, the Filter option is also added in DTS v. 5.0. this function is
available in the “Document Logging” option that is usually used by Records Officer and
PDM/PM.

1. Filter by Reference No, Sender Name, Sender Address, Sender Ref, Date of Comm.,
Date Received, Subject and etc.
2. After choosing the value in the field, just press the “Apply Filter” button at the top left
side of the screen to generate the data in the DTS.

PRINTING REPORTS
The DTS has several pre-formatted report format to generate reports. These reports format
are based on the monthly summary report that is being generated by the Records Officer.

To print a report, just click Print Reports at the DTS Switchbox and select any of the desired
pre-formatted report you wish to generate.

11 | P a g e
I. Summary of Non-Routine Communications
Report that generates the summary of communications within a month.
1. Choose the “summary of non-routine communications” in the options
then click preview.

2. Enter the number equivalent to month in the dialog box and click “OK”.

3. Enter the year in the dialog box and click “OK”.

4. Right-click and Print.

12 | P a g e
II. Summary with no Actions Taken
Report that generates the summary of communications without actions on a
monthly basis.
1. Choose the “summary of non-routine communications” in the options
then click preview.

2. Enter the number equivalent to month in the dialog box and click “OK”.

3. Enter the year in the dialog box and click “OK”.

4. Right-click and print.

13 | P a g e
III. Monthly Breakdown of Communications Received.
This is the monthly summary of communications received by an RC.
1. Choose the “Monthly breakdown of communications received” in the
options then click preview.

2. Enter the number equivalent to month in the dialog box and click “OK”.

3. Enter the year in the dialog box and click “OK”.

4. Enter the RC and click “OK”.

5. Right-click and print the report.

14 | P a g e
IV. Incoming Communication for Division/s (For PM or alternate only)
This is the report generation that lists all communications that will be release
to every RC.

1. Choose the “Incoming Communications for Division/s” in the options

then click preview button.

2. Enter in the “Print by Reference” window the reference number of the

communications you want to view then click “Preview Report” button.

3. Right-click and Print.

15 | P a g e
V. Incoming Communication per Division
This is the report generation that lists all communications that will be release
in the sections of every RC.

1. Choose the “Incoming Communications per Division” in the options

then click preview button.

2. Enter in the “Print by Reference” window the reference number of the

communications you want to view then click “Preview Report” button.

3. Enter the RC and click “OK”.

4. Right-click and Print.

VI. Incoming Communication for OPM (Records Officer function)

16 | P a g e
 This is the report generation that lists all communications that will be release
by the Records Officer to the Office of the PM.
1. Choose the “Incoming Communications for OPM” in the options then
click preview button.

2. Enter the first six digits of the reference number you want to generate
(don’t include the en dash and the last 2 digits of the reference
number), then click “GO” button.

3. Mark in the checkbox all the communications you want to include in the
report then click “Print Preview” button.

4. Right-click and Print.

VII. List of all Urgent Communications
17 | P a g e
 This is the report for all the urgent communications received within a month.
1. Choose the “List of all Urgent Communications” in the options then
click the “Preview” button.

2. Enter month and year of the communications you want to view, then
click “OK” button.

3. The list of all the urgent communications received on that month will be
generated. Right-click and Print.

VIII. List of Urgent Communications without Action Taken

18 | P a g e
This is the report for all the urgent communications without action taken
received within a month.
1. Choose the “List of Urgent Communications without Action Taken” in
the options then click the “Preview” button.

2. Enter month and year of the communications you want to view, then
click “OK” button.

3. The list of all the urent communications received on that month will be
generated. Right-click and Print.

19 | P a g e
IX. Issues with Output
This is the report for all the communications with output (actions taken)
received within the specified time you generated.
1. Choose the “Issues with Output” in the options then click the “Preview”
button.

2. Enter starting date of the communications you want to view, then click
“OK” button.

3. Enter end date of the communications you want to view, then click
“OK” button.

4. Enter the Division of the communications you want to view, then click
“OK” button.

20 | P a g e
 5. Right-click and Print the report.
X. Issues without Output
This is the report for all the communications without output (no actions taken)
received within the specified time you generated.
1. Choose the “Issues without Output” in the options then click the
“Preview” button.

2. Enter starting date of the communications you want to view, then click
“OK” button.

3. Enter end date of the communications you want to view, then click
“OK” button.

4. Enter the Division of the communications you want to view, then click
“OK” button.

21 | P a g e
 5. Right-click and Print the report.
XI. Print Deadline List for Division Without Action
This is the report for all the urgent communications without output (no actions
taken) received within the specified time you generated.
1. Choose the “Print Deadline list for Division w/o Action” in the options
then click the “Preview” button.

2. Enter starting date of the communications you want to view, then click
“OK” button.

3. Enter the Division of the communications you want to view, then click
“OK” button.

4. Right-click and Print the report.

22 | P a g e
XII. Monthly Total Communications
This is the statistics report for the monthly total communications received by
the Records Officer.
1. Choose the “Monthly Total Communications” in the options and click
“Preview” as shown in the picture below.

2. Enter month and year of the communications you want to view using
the ‘mm/yyyy’ format, then click “PREVIEW” button.

3. Enter the Division of the communications you want to view, then click
“OK” button.

23 | P a g e
XIII. Monthly Summary Received per Week
This generates the weekly breakdown report of the monthly summary
statistics of communications received in this office.
1. Choose the “Monthly Summary Received per Week” in the options and
click “Preview”.

2. Enter month and year you want to view as shown in the picture below,
then click “PREVIEW” button.

3. Enter the Division of the communications you want to view, then click
“OK” button.

24 | P a g e
What’s new in Version 5.0
1. A 15 day notification pops up every 30 minutes if the concerned RC’s have an
overdue communication without final action.
2. Added filter option on Document Logging. Aside from the search button, DTS v.5 now
has a filter function for fast retrieval of the communications.
3. Improved the report generation, including “Print Deadline List for Division without
action”, “List of All Urgent Communications”, “List of Urgent Communications without
Action Taken”, and MORE!!!
4. The “Subject”, “Instructions”, and “Action/Remarks” doesn’t have text/character
limitations anymore, this version can handle 65,000 characters.
5. Uploading and viewing of outgoing communication document is now working in this
version.
6. Due date can now be seen on the transmittal slip. A due date of 15 working Days are
automatically given by the DTS to the incoming communications of every RC’s.
7. Changed the way user log-in. Automatic shutdowns alter every 3 consecutive wrong
password entries for better security.
8. Improved error handling even more. Fixed the query error on search option and
report generation.

What’s new in Version 6.0

1. Restriction. – Only the concerned RC’s can view the scanned communications
assigned to them.
2. For security purpose, some reports are enabled only for the 1st level and 2nd level
users of the system. 3rd level users are restricted.
3. The 15 day notification on overdue communication now includes a sound alert.
4. Due date in ‘Monitoring and Tracking’ Form is now seen by users.
5. On the 1st level users, inputting due date now have 2 options, choosing the “Urgent”,
which they can customize the number of days, and choosing the regular due date
which is the 15 working days.
6. This version also comes up with an ‘auto-backup program’, which can automatically
backup your system in a compressed file (.zip) on a scheduled time.
7. Fixed the problem in action and remarks editing. No more passwords needed when
making or editing your own actions.
8. Switchbox has an additional button to synchronize time with the server’s time.
9. Redesigned database architecture. Some fields in previous versions have been
removed and some scripts have been replaced by newer scripts. The result of which
is improved ease of program use, faster program speed, and reduced memory
overhead.
10. Subject, Remarks and Instructions preview. - by double-clicking the “subject”,
“remarks” or “instructions”, the system will open a new window so that users can read
them in full mode.
11. DTS Program will automatically shut down when idled for 45 minutes.
12. The number of days before due date is also shown on the Monitoring and Tracking
window.
13. Solved the problem in final action form, preventing user to accidentally close the form
without the final action input.

======================================================================
Note: There are lots of changes to this system but it is impossible to list them all. This
manual is the best I could do to recall them all.
======================================================================

25 | P a g e
Frequently Asked Question (FAQ)
1. When generating a report, I don’t see any data, it is only blank?

Answer: Copy the 4 Active X components in your system32 folder.

2. I forgot my password, what will I do?

Answer: Ask your system administrator to recover your password.

3. Database showing blank screen after logging in.

Answer: Make sure that you are connected in the DTS server and in the network.

4. Endless “Sound does not play” pop-up notification.

Answer: Install the audio driver on your computer.

Technical Support
If you have a technical question about DTS v. 6.0, first check the user manual.

Please check the Frequently Asked Questions (FAQ) above.

If you've tried the above methods and are still unable to resolve your problem, please email
the database developer at ircambi@ppa.com.ph.

For all other questions or inquiries, contact the Administrative Division – Records Unit of PMO
Marinduque/Quezon at (042) 717-3287/717-3289

Copyright © 2003 - 2019 DTS MarQuez. All rights reserved.

26 | P a g e