iTRACE Getting Started Guidelondon.itrace.org.uk/Document/iTRACE Release 1.1... · Page 1 of 29...

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iTRACE Getting Started Guide

Version: 1.0

Document Date: 29/01/2008

Author: iBase Systems Ltd

Telephone: +44 (0)20 7372 8877

Email: [email protected]

iBase Systems Ltd

2-3 Coleridge Gardens

London NW6 3QH

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Table of Contents 1.1 DOCUMENT HISTORY ..........................................................................................................................3 1.2 DOCUMENT IDENTIFIER .......................................................................................................................3 1.3 DOCUMENT LOCATION ........................................................................................................................3

2 INTRODUCTION ......................................................................................................................................4 2.1 LOGINS & ACCESS...............................................................................................................................4

2.1.1 User Login Types........................................................................................................................4 2.1.2 Government Officer iTRACE Logins..........................................................................................4 2.1.3 Government Officer Borough Access.........................................................................................4 2.1.4 Government Officer Travel Plan Access....................................................................................4 2.1.5 Report Access..............................................................................................................................5 2.1.6 Site Coordinator iTRACE Logins...............................................................................................5

3 ITRACE FUNCTIONALITY OVERVIEW ..............................................................................................6 3.1 GOVERNMENT OFFICER.......................................................................................................................6

3.1.1 Data Collection...........................................................................................................................6 3.1.2 Standard Reports ........................................................................................................................6 3.1.3 Management Reports ..................................................................................................................7 3.1.4 Searches ......................................................................................................................................7 3.1.5 Mapping ......................................................................................................................................7

3.2 SITE COORDINATOR.............................................................................................................................8 3.2.1 Data Collection...........................................................................................................................8 3.2.2 Reports ........................................................................................................................................8

4 GETTING STARTED ................................................................................................................................9 4.1 INTRODUCTION ....................................................................................................................................9 4.2 ITRACE NAVIGATION AREAS ..........................................................................................................10

4.2.1 Navigation Menu (Public Site) .................................................................................................10 4.2.2 Navigation Menu (Authenticated Users)..................................................................................11 4.2.3 Buttons and Hyperlinks ............................................................................................................11 4.2.4 Breadcrumbs trail .....................................................................................................................11

4.3 MAPS OVERVIEW...............................................................................................................................12 4.4 MAPPING AREA .................................................................................................................................13

4.4.1 Maps Toolbar............................................................................................................................13 4.4.2 Find Address Panel...................................................................................................................14 4.4.3 Layers Panel .............................................................................................................................15 4.4.4 PTAL Score Legend ..................................................................................................................16 4.4.5 Map Legend Panel ....................................................................................................................17

4.5 SEARCH OVERVIEW ...........................................................................................................................18 4.5.1 Search iTRACE (Schools).........................................................................................................18 4.5.2 Search iTRACE (Workplaces) ..................................................................................................18 4.5.3 Advanced Search.......................................................................................................................19

4.6 MAINTENANCE OVERVIEW (WORKPLACES) .....................................................................................20 4.6.1 Maintain Organisation Names .................................................................................................20 4.6.2 View Borough ...........................................................................................................................21 4.6.3 View Wards ...............................................................................................................................22

4.7 MAINTENANCE OVERVIEW (SCHOOLS).............................................................................................23 4.7.1 Maintain School Names............................................................................................................23 4.7.2 View Borough ...........................................................................................................................24 4.7.3 View Wards ...............................................................................................................................25 4.7.4 View School Categories............................................................................................................26 4.7.5 View School Target Types ........................................................................................................27 4.7.6 View School Best Practice Categories .....................................................................................28

4.8 REPORTS OVERVIEW .........................................................................................................................29

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1.1 Document History

Version Date of Issue Author Description Draft 0.1 05/06/2007 Rachel McCash Document Created

0.1 02/01/2008 Rachel McCash Added Management Reports functionality

1.0 29/01/2008 Rachel McCash Released

1.2 Document Identifier

This document has a unique identity of “iTRACE Release 1.1 Getting Started Guide 0.1.doc” and is written in MS Word 2000 format.

1.3 Document Location

The master copy of this document resides in: “P:\iBase (UK)\Current Projects\Transport for London\6 - iTRACEWeb\M - User Documentation”

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2 Introduction

iTRACE is a user-friendly internet based travel plan management system. It has been designed and built from requirements set out by Transport for London and WESTRANS, the West London transport strategy group. The iTRACE system: • Is accessible from any desktop PC via a web browser • Includes both maps & textual data • Supports quick & easy access to information with the ability to add, edit and

delete information • Supports adding appointments directly into your calendar • Facilitates mail merges • Geo-locates sites on a map • Supports attaching documents & related data to sites • Produces predefined standard reports e.g. Modal shift for ward, district or

region • Enables analysis of individual Travel Plans against targets, planning conditions

and obligations • Generates a Draft Travel Plan Report automatically • Allows an officer to request a Site Audit • Enforces a standard methodology • Supports a variety of online or paper based staff surveys • Allows an officer to check the status of a Site Audit • Consists of a central database on a hosted server

2.1 Logins & Access

Each iTRACE user’s access is secured with a user name and password. Access to iTRACE functionality can be customised for each login.

2.1.1 User Login Types There are two discrete types of user logins available in iTRACE. One is based within the local authority or government body and one at the travel plan site.

2.1.2 Government Officer iTRACE Logins These logins are used by Travel Planners to enter, review and report on travel plan data for organisations that they are responsible for. The iTRACE functionality that these logins have access to is determined by 3 factors: borough access, travel plan access and report access.

2.1.3 Government Officer Borough Access A Government Officer can be given access to data across a number of areas (usually geographical e.g. boroughs, districts, counties) that they are responsible for. They will be able to update & report on organisations travel plans in all areas they have been granted borough access to.

2.1.4 Government Officer Travel Plan Access A Government Officer can be given access to travel plans for either schools, workplaces or both schools and workplaces. They will be able to update & report on travel plans of all types they have been granted access to.

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2.1.5 Report Access By default a Government Officer has access to standard suite of iTRACE reports relevant to the type of travel plan access that they have been granted. They can also be granted access to a suite of management reports.

2.1.6 Site Coordinator iTRACE Logins These logins are used by a nominated workplace employee to manage the site audit and staff surveys for a particular workplace site. To assist with this they have some email & reporting functionalities.

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3 iTRACE Functionality Overview

iTRACE functionality can be broken down by user login type:

• Government Officer Activities • Site Coordinator Activities

3.1 Government Officer

• Data Collection by the Government Officer • Reports • Searches • Maintenance • Mapping

3.1.1 Data Collection The Government Officer is responsible for entering data (except site audits and staff surveys) pertaining to a workplace or school. The main focus of the system is to store the results of site audits, staff surveys and targets for change. iTRACE also holds all the necessary site information such as: contact details, business activity, site description, address and planning related information such as financial contributions and Section 106/278 details.

3.1.2 Standard Reports The standard suite of reports includes 11 workplace and 10 schools reports These cover a variety of topics from project management e.g. ‘Inspections Due’ to performance monitoring ‘Modal Shift’:

Workplace Reports

• Inspections Due • Modal Shift • Best Practice Ratings • Voluntary Targets vs Actuals • Planning Obligation Targets vs Actuals • Borough Targets vs Actuals Summary • Planning Status • Planning Obligation Contributions • Workplace Full Summary • Travel Plan Report Template • Travel Survey Summary Report

Schools Reports

• Inspections Due • Modal Shift • Best Practice Ratings • Target vs Actuals • Planning Obligation Target vs Actual • Borough Ad-hoc Targets Summary • Borough Targets vs Actuals Summary • Planning Status • Contacts Report • School Full Summary

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3.1.3 Management Reports The management suite of reports includes 9 workplace and 7 schools reports. These reports are high-level statistical reports that can be used to compare geographical areas.

Workplace Management Reports

• Government Officer Usage • Workplace Travel Plans • Employees Covered by Travel Plans • Travel Plan Best Practice Rating • Total Modal Percentage Change • Workplace Parking Provision • Percentage of Organisation with Facilities • Organisation listed by Land Use / Business Activity • Workplace Audit Status Schools Management Reports

• Government Officer Usage • School Travel Plans • Staff and Students Covered by Travel Plans • Travel Plan Best Practice Rating • Total Modal Percentage Change • School Parking Provision • Walk to School Week

3.1.4 Searches iTRACE provides a series of predefined searches to allow users to access site details quickly. The user can search by: • Organisation Name • Contact Name • Planning Application No. • Travel Plan No. • Postcode • Ward/Area • Status (travel plan) • Advanced Search – this allows the user to enter partial information and have

returned a set of possible sites to choose from. From each of these search outcomes there is an option to view and edit details of the site or to view the site location on a map.

3.1.5 Mapping The map view assists the user in locating the site in both terms of geographical location and proximity to other sites or travel infrastructure e.g. a rail station or cycle network. The user has the familiar mapping tools: • Zoom in/out • Pan • Centre • Print • Select The user can also:

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• Turn map layers on & off • View a map legend • Search for addresses

3.2 Site Coordinator

• Data Collection by the Site Coordinator • Reports

3.2.1 Data Collection The Site Coordinator can, at the request of the Government Officer, complete an online site audit and a number of online or paper-based staff surveys. Surveys included in the system: • Site Audit • Staff Survey • NHS Staff Survey • NHS Visitor Survey • Higher Education Staff Survey • Higher Education Student Survey

3.2.2 Reports There are four different reports available to the Site Coordinator covering travel mode splits, survey statistics and main method/home postcode: Workplace Reports • Travel Plan Report Template • Travel Survey Summary Report • Staff Postcode (CSV) • Mode of Transport Usage The site Coordinator can also view current and historical site audits and staff surveys.

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4 Getting Started

4.1 Introduction

iTRACE is designed to run from an Internet browser. This section of the guide covers general navigation in iTRACE and logging into the system. The individual iTRACE screens and functionality are covered in the iTRACE User Guide section 5.

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4.2 iTRACE Navigation Areas

As iTRACE is a web based application all the navigation is managed by the user clicking on links and buttons. There are three ways to navigate through the site: • Navigation Menus • Buttons and Hyperlinks • Breadcrumbs Trail. The screenshot below shows the navigation areas in iTRACE.

4.2.1 Navigation Menu (Public Site) There are two navigation menus in iTRACE. The first navigation menu is for the public access iTRACEsite and the second menu is for the users once they have logged in. The iTRACE navigation bar takes the users to the following sections on the public site.

News Contains information about iTRACE and Travel Plans Community Will contains forums and user groups for iTRACE users Resources Contains FAQ’s and links to the user guide. About Us Contains contact and support information for iBase Systems

Limited

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4.2.2 Navigation Menu (Authenticated Users) Once the user has logged into iTRACE the navigation bar changes to reflect the forms and reports. The user has the following options from the navigation bar

Map Shows the maps of the local area with the existing organisations

Search This is the starting point for finding \ editing an existing organisation

Maintenance List of all the organisations and categories for lists in iTRACE Reports Allows the user to run reports in iTRACE

4.2.3 Buttons and Hyperlinks On each page in addition to the navigation bar there is a button or a hyperlink to access a new page or form. If the form has been edited the data that has been entered will be validated before the user can leave that page.

4.2.4 Breadcrumbs trail The iTRACE website is designed with a hierarchical structure, for instance the travel plan survey form is below an organisation form. The breadcrumbs trail allows the user to navigate forwards and backwards through screens without having to start at the home page. A breadcrumb trail consists of a series of links separated by the “>” symbol. Each link is a subsection of the previous link. e.g. Home > School Site > Modal Survey List. The user is able to click on the School Site link and go back to the school page that the Modal Survey relates to.

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4.3 Maps Overview

This section gives details on how to navigate and use the maps in iTRACE. The screenshot below shows the maps screen.

The maps screen has a number of features, which are covered below. These are: • Map Area including the Navigation Tabs (North, South, East and West) • Maps Toolbar • Map Options Pane

o Search Panel o Layers Panel o PTAL Score Panel o Map Legend Panel

• Map Scale

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4.4 Mapping Area

The main map area will show the maps of your locality. The tabs N, E, W and south will move the map in the required direction. To find out other ways of moving the map please see section 4.4.1.

4.4.1 Maps Toolbar The maps toolbar allows the user to zoom in and move the map view around. The toolbar is shown below.

View Whole Map Centre Map Pointer

Zoom In Zoom Out Print Map

• View whole map. This button zooms out the current view to show the whole

map. • Centre Map. This button centres the map around the point you click on the

map. • Zoom in / Zoom Out. These buttons allow the user to zoom in and out of the

map. • Print Map. This allows the user to print a map showing the current view. • Pointer. This allows the user to select an organisation shown on the map.

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Please note that there are two ways to zoom the map. • Standard Zoom. Click the zoom tool and then click on the map to zoom out. • Marquee Zoom. Left click and hold down the mouse button over the map.

Draw a square \ rectangle with the zoom tool and release the left mouse button to zoom in on the selected area.

4.4.2 Find Address Panel This panel is shown by default on the mapping screen. To show this panel if it is hidden by another panel the user should click on the Find Address title. This panel allows users to find quickly and easily addresses on the map of their locality. There are four textboxes that allows the user to search by: • Building Name • Building Number • Thoroughfare / Road • Postcode Once the user has entered a search item into one of the textboxes listed above the user should then click the Search button. The Search Results textbox will then list addresses that match the search criteria. To view the new location on the map the user should select the item in the Search Results textbox and then click the display button.

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4.4.3 Layers Panel The Layers Panel allows the users to turn on and off layers on the map. To show this panel if it is hidden by another panel the user should click on the Layers title. The map currently consists of the following layers: • Address_Point - Postcode \ Address data • Bus_Stops • Underground_Stations • TramLink Stops • National_Rail_Stations • Boroughs – London borough outlines • Borough – Shows selected borough outline • Wards – Shows ward outlines • PTAL_Contors – shows PTAL score

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4.4.4 PTAL Score Legend When the PTAL layer is shown on the map this legend shows the PTAL score. To show this panel if it is hidden by another panel the user should click on the PTAL Score Legend title. The Screenshot below displays the map showing the PTAL layer.

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4.4.5 Map Legend Panel The map legend panel (shown right) gives a key to the objects shown on the maps area. To show this panel if it is hidden by another panel the user should click on the Map Legend title. The list varies depending on which layers are set to show \ hide.

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4.5 Search Overview

The Search Tool gives the user the ability to use either pre-defined queries, or to search for addresses and locate them on the map. The user can select the pre-defined query they want to use by selecting the name of the query from the list.

4.5.1 Search iTRACE (Schools) iTRACE has three predefined queries for finding an existing school. The three predefined searches are: • by School Name • by Contact Name • by Status In addition the user can also use the advanced search to find schools and contact information. Please see section 4.5.3.

4.5.2 Search iTRACE (Workplaces) iTRACE has seven predefined queries for finding an existing workplace. The seven predefined searches are: • by Organisation Name • by Contact Name • by Planning Application No. • by Travel Plan No.

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• by Postcode • by Ward • by Status In addition the user can also use the advanced search to find workplaces and contact information. Please see section 4.5.3.

4.5.3 Advanced Search The advanced search form allows the user to enter in some or all of the following items to search.

Search options Schools Postcode, School Name, Borough, Ward, Contact Name, Planning

Number Workplaces Postcode Organisation Name, Borough, Ward, Business Activity,

Contact Name, Planning Number

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4.6 Maintenance Overview (Workplaces)

The maintenance overview allows users to see what organisations they have in their local area.

4.6.1 Maintain Organisation Names This screen shows the organisations that the government officer can access. To reach this screen the government officer clicks on Maintenance >> Organisation Name.

The user is able to edit / view the organisation record or delete the organisation from iTRACE.

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4.6.2 View Borough This section shows what boroughs are available to the users. To access this screen the user selects Maintenance >> Boroughs.

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4.6.3 View Wards This screen shows what wards are available to the Government Officer in iTRACE. To access this screen the user should select Maintenance >> Wards and then select a borough to view the available wards.

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4.7 Maintenance Overview (Schools)

The maintenance overview allows users to see what schools and categories they have in their local area.

4.7.1 Maintain School Names This screen allows the user to edit / view and delete schools from iTRACE. To access this form the user selects Maintenance >> School Names.

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4.7.2 View Borough This section shows what boroughs are available to the users. To access this screen the user selects Maintenance >> Boroughs.

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4.7.3 View Wards This screen shows what wards are available to the Government Officer in iTRACE. To access this screen the user selects Maintenance >> Wards and then selects a borough to view the available wards.

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4.7.4 View School Categories This section shows the school categories that have been defined in iTRACE. If a new school category is required the user should contact Emma Sheridan at TfL.

The school categories that are available in iTRACE are: • LEA Maintained • Private/Independent - Church of England • Private/Independent - Hindu • Private/Independent - Jewish • Private/Independent - Muslim • Private/Independent - Other • Private/Independent - Roman Catholic • Voluntary Aided - Church of England • Voluntary Aided - Hindu • Voluntary Aided – Jewish • Voluntary Aided - Muslim • Voluntary Aided - Other • Voluntary Aided - Roman Catholic

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4.7.5 View School Target Types This section shows the user what school target types there are in iTRACE. To access this form the user selects Maintenance >> School Target Types.

The following school target types are available in iTRACE: • Car Sharing Scheme • Curriculum - Special Project/Competition • Curriculum - Assemblies • Curriculum - Links to Subject Areas/Topics • Curriculum - Provision of Road Safety Education • Cycling - Bike Week • Cycling - Pool Bikes • Cycling - Special Event • Cycling - Storage • Cycling – Training • Monitoring - Annual Survey • Monitoring - Inclusion in SIP • Monitoring - Report to Governors • Monitoring - STP Working Group • Monitoring - Termly survey • Partnership Links - Neighbourhood Wardens • Partnership Links - Police • Partnership Links - Traffic Wardens

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• Promotion - Noticeboard • Promotion – Prospectus • Promotion - School Newsletter • Promotion - Website • School Policy - Site Access • School Policy - Start and Finish Times • School Policy - Uniform • SRTS - Highway Engineering/Measures • SRTS - On-Site Engineering/Measures • SRTS - Signage and Road Markings • Walking - Park and Walk scheme • Walking - Pedestrian Training • Walking - Walk to School Week • Walking - Walking Bus • Walking - WOW/Other Incentive Scheme These target types allow the government officer to keep track of the different schemes that schools are running as part of their travel plan.

4.7.6 View School Best Practice Categories This section shows the best practice categories for the schools. To access this form the user should select Maintenance >> School Best Practice Categories.

The following best categories are available in iTRACE: • Curriculum • Cyclist Training

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• Safe Routes Engineering • Walking Bus

4.8 Reports Overview

iTRACE has the following standard reports that the user can run to get the results from travel plans. For a Government Officer (Workplaces) they can access: • Inspections Due • Modal Shift • Best Practice Rating • Voluntary Target Vs Actual • Planning Obligation Target vs. Actual • Borough Target vs. Actual Summary • Planning status • Planning Obligation Contributions • Workplaces Full Summary For a Government Officer (Schools) they can access: • Inspections Due • Modal Shift • Best Practice Rating • Target Vs Actual • Planning Obligation Target vs. Actual • Borough Ad-hoc Targets Summary • Borough Obligation Target vs. Actual Summary • Planning status • Contacts Reports • School Full Summary iTRACE has the following management reports that the user can run.

For a Government Officer (Workplaces):

• Government Officer Usage • Workplace Travel Plans • Employees Covered by Travel Plans • Travel Plan Best Practice Rating • Total Modal Percentage Change • Workplace Parking Provision • Percentage of Organisation with Facilities • Organisation listed by Land Use / Business Activity • Workplace Audit Status For a Government Officer (Schools) they can access:

• Government Officer Usage • School Travel Plans • Staff and Students Covered by Travel Plans • Travel Plan Best Practice Rating • Total Modal Percentage Change • School Parking Provision • Walk to School Week The reports are covered in further detail in the iTRACE User Guide section 6.

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