North Dakota Snowmobile Laws and Safety Guidelines - 2015-2017
Snowmobile North Dakota Snowmobile Unit Automated Trail Program ™ (ATP)
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Transcript of Snowmobile North Dakota Snowmobile Unit Automated Trail Program ™ (ATP)
Automated Trail Program™ (ATP)Purpose:
To provide a user friendly, easy to use, easily accessed, server based, multi user interface, for the entry and submission of required information/documentation for the Snowmobile North Dakota Trail Program.
To provide a means for the Grants Administrator, Sponsors, and Trail Maintenance Entities (TME’s) to routinely review entries, allowing for timely correction (instead of end of season surprises), and faster season end audits.
Provide for standardized entries to reduce / eliminate incorrect, incomplete, or misplaced entries by providing a more intuitive and structured layout.
Allow access and entries from all internet connectable devices such as computers, smart phones, tablets etc..
Goals:
Provide a standardized means to easily enter data.
Automated Trail Program™ (ATP)
Substantially reduce the associated costs of paper such as: Paper Mailing(s)
Paper HandlingPaper Storage
Substantially reduce the man-hour costs of the: State administering the Grant
Sponsors reviewing the Grant DocumentationClubs complying with the Grant Documentation
Goals:
Automated Trail Program™ (ATP)
Provide a means to easily reconcile Receipts and other Documentation with the line entry
Provide a means to quickly answer questions from users and overseers
Provide information near Real Time
Provide a means to operate and track multiple Grant Years simultaneously
Provide a future means to incorporate Groomer GPS Systems that will:Track, Map, and automatically complete the Groomer Usage Logs
Automated Trail Aids Program™ (ATAP)
Association Level:
The Association Level is where the Clubs / TME’s enter in data, such as Grooming, Labor, Equipment use, etc.
An Association can have as many users as desired.
Since the ATAP is designed to be “paperless”, this is also where receipts and documents are uploaded, via pdf’ and “attached” to the appropriate entry, and where the Grant “paperwork” can be digitally signed and submitted for review and approval.
It should be noted that all Forms can be downloaded as a “csv” or printed.
Automated Trail Aids Program™ (ATAP)
State Level:
The State Level is where the entire Grant program and process can be monitored .
The State Level is where all “Rates” and permissions are globally set that each pre-populated system menu uses.
The State also does final approval or dis-approval of a submission, allowing the Clubs / Association to monitor the process (as will be demonstrated).
Automated Trail Program™ (ATP)
This is the Association Level Home Screen. The menu on left is broken into seven categoriesAssociation Configuration:Form entries:Reports:Map FunctionsAdministrative Functions:Past Seasons:Help:Video User Guides:
Automated Trail Program™ (ATP)
Association Configuration Menu
These items will be used to populate the various forms
Automated Trail Program™ (ATP)
Here is where you enter or edit the Associations information.The “Club ID” is a number the Program uses and cannot be edited
Automated Trail Program™ (ATP)
Here is where you enter or edit Association Groomer information.
Once entered, they will be available in Drop Down menus when using Groomer Usage Form.
The Rate for each Class is set globally at the State Level
Automated Trail Program™ (ATP)
From the drop down menu, select the Class of GroomerComplete the rest of the information and select “Add Groomer”
This will now be available in the Drop Down menu when using Groomer Usage Form.
When entering information, leave Tracker ID blank. This option is for future use if GPS Trackers are installed.
If installed, Form 8700-005 would be completed by the GPS Trackers, and grooming status would be displayed on a time delayed map
Automated Trail Program™ (ATP)
Here is where you enter your grooming routes, once entered they are available in the drop down menus on the various Forms.
The ATP uses normal data organization i.e. numbers before letters and A before B etc.
Automated Trail Program™ (ATP)
This is where you “Draw” your Grooming loops. Once drawn and names they are avalible in the drop down Groomer Usage menus.
Then when selected for entry it will turn the “loop” green for 24hrs, yellow for 48hr, red after 72 hrs.
Automated Trail Program™ (ATP)
Simply enter the trail or loop name
Click the “Add Trail” button
The loop will now be in your drop down menus
Automated Trail Program™ (ATP)
Next we will review the Form Entries menu
Under this menu is where the forms are located to document your Grant expenses
Automated Trail Program™ (ATP)
From here you can view what is awaiting approval. What has been approved. What has been denied. Total dollar amounts for Labor. Download a csv file, print the form, or add a new entry
Automated Trail Program™ (ATP)
All forms have the ability to be printed or saved as a csv file
A comma separated value file (csv) is typically used in a spread sheet.
Automated Trail Program™ (ATP)
No Color BarAwaiting Audit or approval
Club can still edit or delete the entry
Automated Trail Program™ (ATP)
Yellow Color BarSponsor has audited and approved
Awaiting final Audit and approval from StateClub can not edit or delete the entry
Automated Trail Program™ (ATP)
Green Color BarState has audited and approved
Club can not edit or delete the entrySponsor can not edit or delete the entry
Automated Trail Program™ (ATP)
Red Color BarState or Sponsor has dis-approved entry
Amounts are zeroedEntry remains
E-mail is sent to all users in Club that entry was dis-approved
Automated Trail Program™ (ATP)
Red Color BarState or Sponsor has dis-approved entry
Amounts are zeroedEntry remains
E-mail is sent to all users in Club that entry was dis-approved
Automated Trail Program™ (ATP)
When Equipment is used, the Program automatically fills in the Labor for using the equipment(This is an option, if interested)
Automated Trail Program™ (ATP)
On all Forms, the default date, is the current dateBy clicking on Select Date you can use the Calendar to select a different date
Select Date
Automated Trail Program™ (ATP)
“Other” is included to capture authorized Labor that was done, but may not have been on a Trail. An example might be welding a drag.
To insert into the form simply click on the desired field
Trails as entered under Club Configuration
Automated Trail Program™ (ATP)
A working party can now be documented with a single entry, The ATP will make the single line entries automatically
You can add multiple people at one time by using Click here to add
Clicking the red X removes them
Automated Trail Program™ (ATP)
You have the ability to attach a receipt or document to an entry via a pdf.
Now instead of the box full paper that has to sorted and reconciled to an entry, simply click on the green magnify glass to view the receipts or documents associated
for that line entry
Clicking here will open up the pdf document associated with the line
item
Automated Trail Program™ (ATP)
Checking the “receipt available box”, will activate the browse button.Use the browse button to go where the file is on your computer
Once located, clicking on the file will upload and attach it to the line entry
To attach a pdf Check box
Use the browse button to locate the file on your
computer
Automated Trail Program™ (ATP)
This is the pre-populated Drop Down Menu.This menu is created globally at the State User Level
Each item is also assigned an hourly rate and a maximum daily rate
Items not listed here would be entered in the miscellaneous form
Pre-Populated Drop Down Menu
Automated Trail Program™ (ATP)
Check or Voucher is something you paid for
In Kind is something the Club owns and
usedDonated is something not Club owned but
whose use was donated
If desired, Imbursement Types can be broken out into separate categories
Automated Trail Aids Program™ (ATAP)Snowmobile Unit
Brush Cutter selected from drop down menu
Hourly Rate as set by State
Hours Used
Total dollar amountLabor Hours
Here you can see how the drop down menus and forms work together
(The State entered the Brush Cutter for use in the drop down menu and assigned an hourly rate)The Club simply clicked on it and entered the hours
The ATAP filled in the rest
Automated Trail Program™ (ATP)
With a couple clicks and a few key strokes, the entry is ready to submit.If you enable Auto Complete Forms on your device,
it will remember names and descriptions
Automated Trail Program™ (ATP)
We were unsure if you allow reimbursement for Equipment Purchases. So we included an example
Automated Trail Program™ (ATP)
If signs and materials purchase are allowed out side the bulk sign purchase, it would be documented here
(If not allowed, this would be removed)
Automated Trail Program™ (ATP)
Here you can review the Associations Grooming records for all Grooming equipment assigned to them
For this presentation we included a Contracted and State Owned
Automated Trail Program™ (ATP)
To view an Individual Groomer and its record, select it from the drop down menu
This drop down menu was created when you added Groomers under Configuration.
(The Groomer Classes, Descriptions, and Rates, are set Globally at the State User Level)
Groomer Drop Down Menu
Automated Trail Program™ (ATP)
Complete required fieldsand Submit Form
If you enable “Auto Complete Forms” on your device it will remember names
Automated Trail Program™ (ATP)
Here, with just a glance, you can view total expenditures.Clicking on the Form Names will take you directly to that Form
Clicking on Form Name will take you directly to that Form
Automated Trail Program™ (ATP)
At the bottom of the Summary Report is where the Club can sign for the Grant electronically.
Once “signed” the Club can no longer add or edit entries (think of it as dropping it in the mail)
A State Level User can un-sign the document for the Club
Click to sign for submission
Automated Trail Program™ (ATP)
Here you can select all or some of the Association Users and send an e-mail
Automated Trail Program™ (ATP)
This is where the “links” are generated to insert into a web siteTo insert, just copy and paste
Automated Trail Program™ (ATP)Snowmobile Unit
The Season Menu is where you are able to view current and past season
information
The Help Desk is an easy way to request help, saving many phone calls
Designed to track (with time & date stamp) all requests, giving a detailed record of conversation
Automatically notifies State Users (via e-mail and text) that a request has been submitted
Automated Trail Program™ (ATP)
Video Users Guide
These are step by step Video Tutorials
Clicking on one will bring up a step by step instructional video on the subject matter selected
Automated Trail Program™ (ATP)
Select from Drop Down Menu
All Associations are included in menu.
Sorted alphanumerically
Automated Trail Program™ (ATP)
All Asscosiations are listed here with respective Total Expenditures
Click to expand
Automated Trail Program™ (ATP)
Once expandedClicking on Club Name, will take you to that Summary Sheet
Click
Automated Trail Program™ (ATP)
Approve or Deny by clicking box
Here is the visual and physical proof that an entry has or has not been reviewed / audited
Automated Trail Program™ (ATP)
Here system totals are available. This is a great tool for the “what have we done” questions
Answers that may have taken days or weeks to just get an estimate of, are now one click away
Automated Trail Program™ (ATP)
Here is a sortable list of the entire, State wide grooming equipment
This list is derived from the Association Configuration, Groomers menuIt is a list of all equipment used in the Grooming Reports
Automated Trail Program™ (ATP)
Here is where the Global Groomer Rates and Descriptions are entered
Once entered they are available system wide
Automated Trail Program™ (ATP)
If changed, the very next system entry will use the new rate
(Forms will keep the old rates, and use the new rate for subsequent entries)
Global Labor Rate
Automated Trail Program™ (ATP)
Here Authorized Equipment and rates are Globally set for the Equipment Drop Down Menu (Maximum Daily Rate is typically the hourly rate x 8)
This is meant to capture routine, day in and day out equipment use by the Clubs
The Miscellaneous Form is used to capture other Equipment Items
Enter Equipment Description Enter Rates
Automated Trail Program™ (ATP)
This is where the recipients of Audit Alerts are entered and the E-mails set up
Automated Trail Program™ (ATP)
Audit Alert
An Audit Alert is generated when:An Entry is made that is more than 7 days oldAn entry has been changed
This is useful in monitoring that the Grant is not being “backed into”(“backed into” refers to Comptroller concerns of the practice of line items being
manipulated or added, to meet the full Grant Award)
Audit Alerts (along with the System Log) capture the complete “Paper Trail” of the Grant Program.
Providing complete documentation of who did what and when
Date & Time of change
Who made change
What was changed
Entry that was changed
Snap shot of an actual e-mail Audit Alert
Automated Trail Program™ (ATP)
The Audit Log (or System Log) documents all user activity
Capturing who logged in, from where they logged in, activity while logged in, with Time & Date
It is sortable and searchable
Automated Trail Program™ (ATP)
Snap shot of actual Help Desk Ticket
Note the complete “Record of Conversation”
via e-mail
Automated Trail Program™ (ATP)
Automated Trail Program™ (ATP)
Data Base Functions
These functions control the data baseMost are used when ending a season
Able to run multiple season simultaneously(This is useful as one grant season ends and the next begins
as it allows entries to be made in both seasons)
Allows additional off site backup
Allows a backup before changing something
Intuitive, simple to use menus and formsPrint and csv downloadsAttachable paperwork in pdf formatInitial GPS Tracker set up
Developed with Main Stream, Open Source, programming codeAfter completion, All source code and compiled code belong to youNo proprietary licenses needed
Automated Trail Program™ (ATP)