1. introduction to officetrack

Digitalize • Automate • Connect • Ease of access

1. Introduction to OfficeTrack

This learning module is for ALL OfficeTrack users

| American Tower Confidential and Proprietary October 20202

OfficeTrack elearning curriculum

Before completing any form specific training, personnel, based on their role, are required to complete certain elearning

modules:

Each module consists of a video with a quiz that follows. A minimum score of 80% on each module is required for

OfficeTrack certification.

# Training module description User type

1 Introduction to OfficeTrack All

2 Install and manage OfficeTrack on a mobile device Field agents

3 Form capture on a mobile device Field agents

4 Forms Module on a mobile device Field agents using Forms Module

5 Tasks Module on a mobile device Field agents using Task Module

6 Web portal log in Task assignors, Task approvers and

Forms Module administrators

7 Web portal task assignment Task assignors

8 Web portal task review (Tasks Module) Task approvers

9 Web portal form review (Forms Module) Forms Module administrators

| American Tower Confidential and Proprietary

Learning objectives

3 October 2020

Learning objectives include:

❑ Understand the OfficeTrack benefits

❑ Understand the data flow between the systems

❑ Know the mobile device specifications

❑ Know the 3 steps to activate OfficeTrack on a mobile device

❑ Understand OfficeTrack’s Main Menu

❑ Be able to navigate to either the Tasks Module or the Forms Module

❑ Understand the Tasks Module workflow

❑ Understand the Forms Module steps

❑ Know the steps to follow when you experience a technical problem

❑ Highlight market-specific content for this module


OfficeTrack benefits

OfficeTrack is ATC’s mobility tool for on-site data and photo capture. Benefits include:

• Tailor-made forms for ATC and our vendors • Data is captured at source• Improved data quality and user time saved thanks to automated data validation,

the limiting of free text fields and related form completion controls• Integrated output report for every form completed on site• Historical data available for analysis• With less site visits required, we save time and money, thereby freeing up

personnel for more value adding activities• Paperless process reducing time and costs• Can be used in both offline and online mode• An approval capability that allows for both vendor and ATC approval of forms• Integration capabilities to other ATC core systems


High-level data flow

Houses our site, asset and project (BTS and

Collocation) information including related

documents and photos

Data & photos

The SAV (Site Activity Validation) houses all

data & photos for validation and

reporting purposes

Certain data only

Mobility tool for on site data and photo capture and report

production


Mobile device specifications

To use OfficeTrack effectively, the user needs a mobile phone or tablet, connected to the internet, with the following minimum specifications:

❑ RAM of 3 GB minimum

❑ Hard drive storage of 16 GB minimum

❑ CPU - Octa Core (4*2.1GHz and 4*1.7GHZ Cortex chips (most of the

newer devices come with these chip sets))

1. Consider battery back-up, recharge device for mobile phones or tablet

and an appropriate data package.

2. It is recommended to have OfficeTrack device separate from the user’s

personal phone to ensure that there is always sufficient space on the

device.

3. Most of the latest smart phones are compatible with OfficeTrack.


3 steps to activate OfficeTrack on a mobile device

Install

Users requiring access should contact their local ATC OfficeTrack administrator who will log a ticket, with the necessary details on their behalf.

The requestor’s manager approves the request on Service Now.

IT Support creates the user on OfficeTrack and OfficeTrack generates a unique access code for that user. That unique access code is forwarded to the user.

The end user downloads the OfficeTrack NG application onto their mobile device.

They open the OfficeTrack app and OfficeTrack prompts the user for their unique access code. On successful authentication and log in, the user can download and use the relevant form(s).

Request Authorise1 2 3


There are 4 main OfficeTrack functions ATC uses on the Main Menu:

8

OfficeTrack Main Menu

October 2020

Used to synchronize data

before a form is accessed

and completed

Access Forms

Module’s forms here

Used to check if

completed forms

were sent

Forms assigned, completed

and reviewed via Task

Module’s workflow 2

| American Tower Confidential and Proprietary9

Tasks Module vs Forms Module

October 2020

There are 2 important modules within OfficeTrack that are used at ATC:

Tasks Module

Tasks are assigned and approved via the OfficeTrack web portal. Forms only become available on a mobile device once the task has been assigned to a field agent. Form completion can also be monitored.

Forms Module

Users can download the necessary form, to collect data, any time, on site. OfficeTrack generates a PDF report from the data collected, distributed via email.


Tasks Module workflow

June 2021

Create

new task

Task assignorcreates and assigns new task

Task assignee receives a notification on their mobile device and proceeds to site to capture the form

Form

completed

1st approver reviews and approves or rejects the form

Mobile deviceOT Web portal

Approved1st

approval

OT = OfficeTrack; SAV = Site Activity Validation tool; Outlook = Microsoft Outlook

OT Web portal

Report emailed to email account(s) added when the task was created (on the first tab called Details). With integrations in place for the form, the form data uploads into the SAV and the report and certain data isuploaded into Siterra.

Outlook, SAV & Siterra

2nd approver reviews and approves or rejects the form

2nd

approval

Field agent is notified of a rejected form

OT Web portal

ApprovedNotification Submit

Task assignor should include their email address to receive

a copy of the approved report.

Email notification to 1st approver

Email notification to 2nd approver


Forms Module steps

October 2020

Selected data from the form updates Siterra (not all data from the form updates Siterra)

Supervisor advises field agent to complete a site form

Field agent drives out to the site to capture data and photos

Data and photos available in the SAV for validation by ATC personnel

Any corrections to data are manually updated.

When the form is submitted, the PDF report is distributed to a preconfigured email group and field agent

(mobile device)

(web portal)

Email account

Report available to Vendor Administrator via the web portal


Technical issues

12 October 2020

Market Name Email Address Telephone NoBurkina Faso Abdelaziz Noh Adaffana [email protected] +226 66 19 71 78Burkina Faso Sanhouide Georges Alassane [email protected] +226 64 69 79 79France JeanMichel Nguyen [email protected] +33 1 46 16 49 68Ghana Raymond Ashai [email protected] 0556769764Kenya Ronny Ouma [email protected] +254205139861Niger Theodore Fayosseh [email protected] / +227 88 77 77 72Niger Hamma Boubacar-Ali [email protected] +227 88 77 77 25Nigeria Chinenye Obi-Okoye [email protected] +234 7010013549

Nigeria Yetunde Akinlagun [email protected] +234 7010013826

South Africa Sylvester Mangale [email protected] +2710 003 8756Uganda Joseph Magoola [email protected] 0312132790

Every market has identified ATC personnel that you can contact for

OfficeTrack related issues, for both the web portal and the mobile application.

Where they cannot resolve the technical issue, a ticket is logged for the

appropriate IT resource to resolve.

mailto:[email protected]











Market specific content: Nigeria

October 2020

Create

new task

Vendor administrator is the Task assignor who creates and assigns new task

Field agent is the Task assignee who receives a notification on their mobile device and proceeds to site to capture the form

Form

completed

Vendor administrator is the 1st approver whoreviews and approves or rejects the form

Approved1st

approval

ATC administrator is the 2nd approver who reviews and approves or rejects the form

2nd

approval

Field agent is notified of a rejected form

ApprovedNotification Submit

Tasks Module workflow

Next steps

Thank you for completing this learning video. ATC encourages continuous learning. Further learning resources for

this module include a short quiz and a user guide. The quiz will confirm your OfficeTrack knowledge as well as

identify any areas you’re not yet clear on. Both the video and the user guide are available to you to help you with

any OfficeTrack know-how gaps.

To maximise this learning opportunity, please complete the steps below:

1. Use the link (URL) previously provided to complete the quiz for this learning module.

2. If you score below 80%, please review the questions you got wrong, review the relevant content again (use the

video or user guide) and then retake the quiz. You may retake the quiz as many times as you like.

3. For any queries, or if you don’t have the quiz link (URL) or user guide, please contact

[email protected]

2

1. introduction to officetrack

Documents