Kelowna QRMS USER GROUP MEETING MINUTES

September 19, 2001 at the Ramada Lodge Hotel, Kelowna

A G E N D A and M I N U T E S

8:00-8:30 a.m.                    REGISTRATION

QRMS Staff: Upon Request

Attendees:  Upon Request

Distribution – Attendees and available on the QRMS Web page http://www.qrms.com/WhitePap.asp

8:30-8:45 a.m.        INTRODUCTIONS: (Paul reviewed the following with the group)  

·        QRMS Organization – QRMS Staff  

·        QRMS Software – Review Version.6/32 and QUEST  

·        Purposes of User Group Meeting – Networking amongst other QRMS Users.

8:45-9:00 a.m.        USER PROFILES  - Users provided the group with a brief description of their Organization, their role within the organization, estimated number of people in the organization, their involvement with Records Management and whether they were current or potential QRMS Users.

9:00-9:15 a.m.        SUPPORT PROCEDURES

(Patricia reviewed what the Support Department provides for the clients as well as methods of contacting WinPat Software for support.)

Support Department has the following Services Available to Clients.

ØQRMS Web Based On-Line Knowledge Base to Answer FAQ’s and system questions. http://www.qrms.com.

ØE-mail, Fax & Telephone Support for on-going operations.  

ØAdditional Reports.  

ØProgramming.  

ØOn-Site Support.  

ØUser Training.

Methods for clients to Requesting Support

ØLogging onto the QRMS Website, http://www.qrms.com/Support/SPFrmSh.asp and filling out the Support Form

ØE-mailing Support@QRMS.com

ØFax (604) 596-1431 or (250) 592-7047

ØPhone (604) 596-1434 or (250) 592-7005

What information is required when requesting support from WinPat Software?

ØSerial Number of the Client (Located on the QRMS Logon Screen which should be either 00xxx or V6xxxxxxxxxxxxxxxxxx).

ØQRMS Version (located on the QRMS Logon Screen.  Version Number should be V6.1x.xx).

ØDetails about the issue (exact error messages, when & how the error occurred, steps taken to try & resolve the issue).

ØContact Name, Email address and phone number.

WinPat’s Procedures for Response to the Support Requests.

ØWinPat will respond to the Client within 2 hours of receiving the Support request.

ØWinPat verifies the status of the Client’s Maintenance Agreement contract.

ØWinPat will provide an issue number for tracking purposes

ØWinPat may request further details about the issue, which may be done via email or telephone (i.e. the last time QRMS was working fine, has anything changed on the PC or the Network/server, has the PC been completely rebooted & shut down, has QFIX been run, are other users experiencing the same problem etc.)

ØCorrespondence between QRMS Tier 1 Support and the Client will continue until the issue is either resolved or the issue is moved up to Tier 2 Support to get resolved.

9:15-9:45 a.m.        QRMS RECORDS MANAGEMENT SYSTEM USER BREAKOUT SESSION

WinPat Software provided suggested topics for the Breakout discussion session. There were three discussion tables. At the end of the Breakout session a representative from each table would express their tables responses.

  9:45-10:00 a.m.      RESPONSES

• To be more organized
• To know where their records are.
• To have all records in one spot
• Have control of records.
• FOI (Freedom of Information)
• Inventory of Files.
• To assist in retrieving the files.
• Space and storage management.
• Records Management has not been done for several years.
• Have records in a Standard Database.
• A tool to assist in searching for files.
• Avoid duplicate records.
• To be able to track boxes.
• Able to expand.
• Provide structure for records.  

2. What is the Volume of Files you have?

·        100 to 60,000

·        Some people are still working on getting older files into their Records Management System.  

3. What kind of approval or purchasing process did you have to go through?

·        Funds were budgeted for QRMS.

·        Funding from Cariboo-Chilcotin Education (CCATEC)

·        The Chief & Council approve the purchasing.

·        Contract was provided and the software was purchased.

·        Senior Staff.

·        Policy Adoption.

4. What kind of training process did you use?

·        WinPat Staff provided training.

·        Primary in staff user provided training.

·        Internal organization Staff provided training.

·        Self trained.

·        WinPat Web site provided some guidance.

·        Workshops

·        Consultant Trained Users.

·        Has the ability to hold lots of files, box management and locations.

·        Easy to use and a good set up.

·        User Friendly.

·        Security within the system, which restricts what users, can do.

·        Training Process.

·        Keyword Search.

·        Know where records are if they are in someone’s office.  

·        Box Management

·        Culling

·        Reports

·        QWeb

·        Correspondence Management

·        File Management

·        A user suggested that some of the QRMS components do not require all fields filled in while others require all fields to be filled in.  For example in Box Management some users have filled out only a code and a brief description for some items and for other items have filled out all fields so they know exactly what information they have.

10:00-10:30 a.m.         COFFEE BREAK - The break was shortened and was incorporated into the responses for the above breakout session.

10:30-11:30 a.m.         FEATURES DEMO and DISCUSSION:

·                                                  Angela provided a demo of the New QUEST system.

·                                                  Status of QUEST – January 2002.

11:30-11:45 a.m.             USER FEEDBACK – ENHANCEMENTS - ISSUES

·        Organizations have different Budget deadlines so it was decided that WinPat Software would distribute Pricing in September, which will assist in future budgeting plans.

·        Train people to become ‘Area Trainers/Certified Trainers’ which would then provide training all over BC.

·        Set up Mini Training sessions on the web.

·        The trainers from organizations would like to have some advanced training on the ‘Full’ potential of QRMS.

·        QUEST will have a brief overview on ‘Records Management Training’ in the online help.

·        The QRMS Web page within this next week will include a brief overview of ‘Records Management Training’ http://www.qrms.com/WhitePap.asp

·        Resource center on the WinPat Web pages to assist in networking users. Provide Tips on Records Management Procedures, Classification creation assistance, or just some general assistance from current users.

·        Correspondence Tracking to be able to track 1 piece of Correspondence which gets sent out to multiple people. – QRMS would be able to track the CC in the correspondence Note field or in the ‘Sender Information’, QUEST will be customizable so an extra view would be available to track the piece of correspondence being sent out to multiple people.

·        Suggestions regarding QUEST

o       Visual indication if an item has notes.

o       When adding in a file, should be able to see what the classification is.

o       Ability to report by the file creator.

o       Ability to print reports on the Roles or Groups of Users.

·        If WinPat Software will have larger, more centralized User Group meetings it was suggested to have the meetings on a Thursday or Friday so people can stay over the Saturday evening to cut travel costs.

11:45-Noon                     FUTURE MEETING DISCUSSION and WRAP-UP

·        Users would like to have more time spent on demos or mini training on certain features.

·        Meeting wrapped up at 12:00pm.  

·        QRMS Staff was available after the meeting for further discussion & questions.