Research Tracker® II Tech Topics

How can I enter job and participation information for jobs that are already completed?

When you start using Research Tracker® II, one of the first tasks is catching up on jobs that have already occurred.  There are two ways to process this historic information; however the technique described below is easiest and fastest to use:

Step 1. Gather together information about the old jobs, including sign-in sheets and any other materials regarding the job details (date, client, subject, job #, etc.). 

Step 2. Make sure each job participant is in the database.  From the Research Tracker® II Switchboard, click Respondent Menu, followed by Respondent Data.  Using the Locate by Name feature, type the Last Name of the first person on a job sign-in sheet and press Enter.  Look for the respondent's name in the display box.  If the respondent is listed, go to the next name on the sign-in sheet and repeat the Locate process.   If you are sure everyone on the sign-in sheets is already in the database, go to Step 3.  If respondents aren't in the database, you will need to enter them as new respondents.  To do so, click Add Record to refresh the screen.  You may want to enter just name and phone number for the time being, and then go back at a later time and complete data entry.  When finished, EXIT to the Switchboard.

Step 3. Set up the Job.  From the Research Tracker® II Switchboard, click Job Menu, followed by Job Data.  Click Add Record to refresh the screen.  Enter the Job #, Job Description, and Job Start Date for the first job.  Enter the Client, Job Type, and Job Description if this information is available.  (Note:  if you have not entered the names of your Clients, you will need to do so in the Client module before proceeding).  You may ignore the Quota Information area on the lower portion of the Job Data screen.  Click the Sessions button to open the Session display.  If you want to track the Coop paid to each respondent, the Moderator for each group, or other information, you can enter Session information for one or multiple sessions associated with the job.  When finished, EXIT to the Job Menu.

Step 4. Manually Recruit Respondents for the Job.  From the Job Menu, click Job Recruitment.  Use the Locate Job feature to pull up the Job created in Step 3.  Use the Default Session feature to automatically assign respondents to the first Session created in Step 3 (do this even if there is only one session).  Click the Manual Recruitment button at the bottom of the screen.  Type the Last Name of the first person on the sign-in sheet for that job and/or session and press Enter.  Look for the respondent's name in the display box.  Double-click the name to add the respondent to the Job Recruitment screen.  Continue the process until all respondents for Session 1 of the Job have been added to the Recruitment screen. 

Note:  it is a common mistake to double-click several times when first using the Manual Recruitment feature.  You will see a message advising you that the respondent is already on the list for this job.  If you get this message, click Cancel.  If you inadvertently add the same person to the recruiting list twice, you will need to delete one of the entries on the Job Recruitment screen.  To do so, position the cursor along the left column beside the name to be deleted.  When the cursor turns to an arrow, click to highlight the entire row, then press Delete.  Confirm the Delete action.  This will remove the duplicate name from the Recruiting list.

Step 5. Schedule Respondents for the Job.  Beside each name on the Recruiting list, click the Sch. Check box.  Each person will automatically also be scheduled for the default session - Session 1.  If you have more than one Session, finish scheduling Session 1, then click the Default Session feature and select Session 2.  Repeat Step 4 and Step 5 for each additional session.  When finished, EXIT to the Job Menu.

Step 6. Complete and Close the Job.  From the Job Menu, Click Job Completion.  Use the Locate Job feature to pull up the job scheduled in Step 5.  The respondents' names appear in alphabetical order by Session.  Each respondent will have been assigned a default Participant Status of "P"articipated.  If a Coop was entered in Step 3, the Coop amount associated with that Session would also appear.  At this point, you may edit information about the respondent's Status, Caution, Ineligible, or Recruiter.  To do so, click in the cell beside the respondent's name under the heading you wish to change.  A small arrow will appear.  Click the arrow to display available options for these fields.  Note:  to edit available options, go to the Maintain Job Fields in the Maintenance Menu.  To change the Coop Amt., Amt. Paid, or Check #, simply type in the desired information.  When you are satisfied that the information for each respondent is correct, click Transfer Job to Respondent File.  This action closes the job and updates each respondent's record with participation information about the job.

After closing the job, you may want to review how Research Tracker® II posted participation information for respondents.  Go back to the Respondent Data screen and use the Locate by Name feature to look up a job participant.  Click the Past Participation button to view the entry.  If you need to edit participation information after a job is closed, you can do so on a per-respondent basis using the respondent Past Participation screen.