ACTION OWNER: This is the individual responsible for completing a particular Task.

ARCHIVE: A feature of WeTrack™ that allows information to be removed from the live section of WeTrack™ but remain saved so that it can be referred to (in case of audits, etc.) or switched back on at a later date, if required.

BUDGET: When the Finance module is activated on the WeTrack™ system, this can be either: the amount of money that was estimated to be required to complete a Task (Allocated Budget); or the amount that was actually needed (Actual Budget).

CALENDAR: One view that can be accessed from the Dashboard to show Tasks in the system in the context of a Calendar. The default is for the Calendar to show Tasks by their start date but you can choose to show them by due date instead if you wish.

CLOSED: A setting for when a Risk or Issue has been resolved. When a Risk is marked as closed, WeTrack™ will prompt the User to state why it has been closed.

DASHBOARD: The homepage and hub of the WeTrack™ system. The Dashboard gives an overview of the information most relevant and urgent to your Project(s) and is the place from which you can drill down into more detail.

DEPENDENCY: A term used to describe that one Task requires another Task to, at least, be started before the first Task can be completed.

FILTER: The filters throughout WeTrack™ that allow you to refine the data you wish to view by a number of different parameters, such as Department, Project, Action Owner, etc.

GANTT CHART: A commonly used display that shows the order in which Tasks must be completed in order to finish the Venue. Can also add dependencies through here if switched on and correct permissions are given.

ISSUE: A risk with a 100% likelihood of occurring.

LINKING (RISKS TO TASKS): A unique feature of WeTrack™ that joins the Risks and Issues register with the Tasks. If you raise a Risk, it will have an impact on a Task. Select which Task each Risk is related to when creating the Risk or Issue using the Task picker.

MESSAGING CENTRE: Reachable through the messaging icon on the Toolbar at the top of every screen, the Messaging Centre is where you can send messages to other WeTrack™ Users.

NOTIFICATIONS: By clicking the messaging icon on the Toolbar at the top of every screen, you will find Notifications of any Updates you have been asked to participate in or if any new Risks have been assigned to you.

NOTIFICATION CENTRE: Reachable through the Options tab on the Sidebar, the Notification Centre is where you can change the settings for which Notifications you receive and how regularly you receive them.

OPTIONS: On the navigation Sidebar, this tab is where you can access the settings inside WeTrack™.

PRIORITY: The priority of a Task, Risk or Issue. This is an internal measure which some managers like to use with relation to their Projects, while others do not focus on it.

PROJECT: The Projects are components of larger events: they can be venues, in some cases, or other entities. Projects consist of multiple Tasks that must be completed. Once all Tasks for a particular Project have been marked blue, the Project is ready/complete.

PROJECT CATEGORY/TYPE: Methods of grouping Projects for large Events.

RAG (TASKS): The principal method for scoring a Task's progress. Values are Grey, Red, Amber, Green and Blue (not started, slipped, slipping, on track and complete, respectively).

RAG (RISKS AND ISSUES): The priority of a Risk, calculated automatically during Risk creation as impact and likelihood values are set.

RATING: Another term used to describe the RAG of a Task, Risk or Issue.

REPORTS: The term used to describe the varied and customisable visual outputs of data available in WeTrack™. The Reports tab can be found on the Sidebar.

RESIDUAL (RISK OR ISSUE): A Risk or Issue that cannot be closed but where all possible mitigation has taken place and the Risk has been ‘accepted’. Once a Risk has been marked as residual, it no longer has an inhibitory effect on the Tasks it is linked to, but it retains its original Risk rating so that the Users can easily sort residual risks by severity.

RISK: A situation that has the potential to have an undesirable effect on the Project. Different Risks will have different impacts (severity if not resolved) and different likelihoods (probability of occurring).

SNAPSHOT: A Report type that shows the current status of a chosen part of the WeTrack™ system. There are many different Snapshot Reports to choose from and different filter settings that can be applied to each.

STATIC DATA: A Report type that shows the settings of the system (e.g. Project information and Users).

STATUS: The status of a Risk or Issue (open, closed or residual).

SUB-TASKS: The Sub-Tasks are constituent parts that together make up the objectives needed to be completed for a Task to be completed. When Sub-Tasks are rated they will combine and roll up to give the rating of the parent Task.

SYSTEM ADMINISTRATOR (ADMIN): A setting on user profiles. Administrators are those with the best knowledge of WeTrack™ and should be able to help with any queries. They are also the only ones that can change fundamental parts of the system.

TASK: A top-level objective that must be completed in order for the Project to be ready/complete. Many Tasks will be scheduled in the planning of a Project.

TIME-BASED: A set of Reports that show how ratings of Risk, Issues or Tasks have changed over time.


UPDATE: A term used to describe where work was done, usually resulting in changes in the ratings/status of Tasks. They provide timestamps and groupings to changes in the system so users can see what changes have occurred, why and when.

USER: A normal User type. Users will be assigned to any number of Departments and Venues. Users can access most parts of WeTrack™ apart from the confidential Risks and some of the settings.

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