For general information about CIOC's different software products, membership and subscriptions, customization options, etc. please refer to the About CIOC Software page. Because CIOC releases software updates several times per year, this feature sheet may not necessarily be up-to-date with the latest version. For a tour of the latest release of our software, including management and setup areas, please contact us to schedule a demonstration.

CIOC Client-Tracker: Feature Sheet

The CIOC Client-Tracker software is a tool for tracking and reporting on client requests, including the amount of time spent on requests, resource referrals, and customized client surveys.

Detailed Contact Tracking

• Follow-up tracking system
• Automatically generated Time Logs, with the ability for administrators to perform manual error correction to help prevent statistical anomalies in reporting
• The ability to pause and resume a request, or to close and re-open a request
• Features to encourage client privacy, including reminders to clear private client data upon request completion
• Detailed traceability of which users worked with a given request and when
• Predefined "Quick List" searches to locate requests, as well as a custom search form for more detailed searches
• Option to create Client Profiles to track a client's needs across multiple requests

Highly Customizable Surveys

• Single or multi-part questions
• Configure predefined or custom answers options for questions, including radio buttons, checkboxes, drop-down lists, multi-select lists, large and small text fields
• Required and optional items
• Easy one-click re-ordering of questions, question parts, and answer options
• Ability to inactivate an entire survey or just one part
• Ability to set which agencies can access a given survey
• Ability to fill out multiple surveys per request
• Ability to provide the user with custom help pop-outs for each part of the question

Resource Tracking

• The ability to easily identify and link to specific resources used to assist the client
• Interoperability with CIOC Community Resources Software allows the user to identify community resources given to the client while performing a search or reviewing a record details page
• Open, published protocol for configuring 3rd party systems to interact with the system
• The ability to configure and track additional generic resources such as print publications, search engines, and websites

Security

• Three user security types allow for delegation of tasks to appropriate level
• Users passwords must conform to a basic level of password sophistication; User password data is stored in the system as an unreadable MD5 hash
• All password-related changes require current password verification
• Concurrent logins are not allowed
• User logins exist as session cookies which are not stored to disk by most web browsers
• Only one user can modify a given request at a time
• Interaction with 3rd party systems (such as the CIOC Community Information software) uses a unique login identifier for each user that is regenerated with each login, and only allows operations on a request that the user is currently editing
• System-wide checks to confirm that each member can only access and modify their own data

Multi-lingual Capacity

• Software is designed to fully support operation in many languages (translations work may be required for additional languages)
• English and French languages will be available with initial installation (Some French translations pending)
• Each user configures their preferred language from within their profile

Themes

• Ability to install custom "Themes" (stylesheets) for highly customizable design and layout control (4 pre-installed Themes are configured into the software by default)
• Each user can select their own preferred Theme from available choices

Built-in Help System

• Software help system allows the user to view software help for each page.

Reporting

• Total # of Requests for a given date range, agency, and/or user
• Average time per Request for a given date range, agency, and/or user
• Total # of each Survey filled out for a given date range, agency, and/or user
• Total # of resources given by type of Resource for a given date range, agency, and/or user
• Survey response summaries for a given date range, agency, survey, and/or question
• Ability to report on textual survey responses (most common answers or full reports)
• Summary report # of individual Resource Items selected for a given Resource Type, by date range and/or agency
• Survey search and report: retrieve a list of Requests based on their response (or lack of response) to specific surveys or questions; can limit to a specific date range, agency, and/or survey response, as well as enter multiple criteria in a single search