Electronic Logbook Specification Questionnaire
Ref	Category	Specification Requirement	St James Software - j5 Logbook Application
1	General, System Admin & Architecture	Can the system support a fleet wide deployment over multiple plants and multiple control rooms with data segregation between separate logs at each plant and control room?	Yes. The application is expandable and can access multiple databases over multiple networks with upwards of 200 terminals.
2		Is the system able to search within a single plant or across multiple plants?	Our search capabilities are extensive and can be configured for searching at any level or site.
3		The system must deliver responsive performance over a wide area network.	Fully compliant, subject to the existing WAN capability (speed & connectivity)
4		The system must have an audit capability for tracking changes to log entries	Fully compliant. We create audit logs (not deletable) for all records (creation, editing and deletion)
5		Does the system work with a single database supporting all plants or multiple distributed databases replicated to a single corporate database.	We are able to implement our application within either architecture. Our preferred architectural framework is however the single database.
6		Can the system be configured to allow a user to log onto a default plant or control room log?	Yes. Through the configuration files and business rules A user can be a member of a Group or Groups and the specific RIGHTS or a user, a group or a "group of groups" can be defined in the configuration process and subsequently managed or changed by the System Administrator. These rights can operate down to the lowest level, granting specific read only or edit permission to a single field within a single logbook within a single control room on a single plant.
7		Can the system be configured so that a user only has access to the log entries for a single plant or control room?	Yes. A user's rights can be managed down to the lowest level, granting specific read only or edit permission to a single field within a single logbook within a single control room on a single plant.
8		Can a system administrator add standard descriptions to a drop down menu for a user to pick from for log entry description?	Drop Down menu options are contained in specific set of Configuration files and can be edited using various Administrator tools. (We make a variety of tools available – selected to fit in with the "norm" or the "standard" within the client's environment)
9		Can the system be configured so that some users can view log entries from multiple plants?	Yes. Special "Google-search" type search filters are available at any logbook level (or groups of logbooks).
10		Can the system filter entries by a single plant or plant grouping?	The default OPENING view of any logbook (or application of multiple logbooks) can be configured to have a pre-filtered set of data available to it (them).
11		Can a user run reports or queries for a single plant, for all plants or a plant grouping?	The Print application has the same Filter Toolset as the logbook views. A set of prints can be "pre-filtered" to only extract data from specific tables – or groups of tables. Alternatively – subject to specific user rights – the user can expand or narrow his/her search as required.
12		How is a new user added to the system?	If the user groups are managed within the clients email server, then adding a new user is automatically effected by granting permission through your established email rights. If user management is within the j5 Application, the Administrator will add a user – and assign rights, permissions and password. (A "super-user" can manage this process if authorized, without having all the rights of the Administrator)
13		Can a system administrator add standard descriptions to a drop down menu for a user to pick from for log entry description?	Drop Down menu options are contained in specific set of Configuration files and can be edited using various Administrator tools. (We make a variety of tools available – selected to fit in with the "norm" or the "standard" within the client's environment)
14		What 3rd party software is required in order use your software?	We provide a complete and total solution, with all software developed and supported by St James Software.
15	Audits	Does the system maintain an audit trail of entries and changes made?	Each log entry has an automatic audit trail. Any changes (the user, the changes, the time and date) are stored in the audit tables. A hot key is available next to each log so that the audit trail can immediately be viewed. Typically also, a change in any log can be emailed to a list of beneficiaries based on (for example) the priority of the log.
16		Is the audit or all versions viewable within the application so that a user can see all changes made to the original entry?	Our system uses standard database tables so the importing of existing historical data is often a mapping type of functionality. We also have a scripting mechanism which simplifies any update from legacy systems. Typically, depending on the complexity of the historical system this can be a custom development effort.
17		Once logged is the entry editable?	Subject to the users rights, an entry may be edited. All such edits and changes are logged in the Audit Logs. (Audit logs are NOT editable)
18	Searches	Does a user have the ability to search log entries across multiple fields?	Our standard filter is a "Google like" search word which searches all the fields without having to specify each field. A search by field facility is also available as well as a Boolean search facility. We also have the ability (add-on component) to extend the search to the attachments. Our business rules facility enables custom searches to be set up on custom buttons.
19		Can searches be conducted within a single plant or across multiple plants?
20		Can a user conduct a query by example using value lists?
21		Can a user create and save pre-defined queries?
22	Data	What file export formats are supported?Can a user export records or query results into a file in a variety of formats, such as xls, ASCII, txt, csv, or comma delimited file for import into another application?	Our export capabilities are extensive. The Database is configured to be available – and understandable! – to the client's system administrator, so standard SQL (or Oracle, etc) queries can be implemented as well. We also integrate with .Net applications (such as BizTalk) so that integrated data transfer is supported. We also support integration of Excel …i.e. users can set up spreadsheets and write custom queries to populate the sheets.
23		Does the system support the ability to cut and paste from a Word document or Excel cell into a log book field.	Text may be cut from a Word or Excel application and pasted into the Logbook. Also within the business rules, it is possible to read from Excel files to populate the tables.
24		Does the system support loading historical log entries from another system	Our system uses standard database tables so the importing of existing historical data is often a mapping type of functionality. We also have a scripting mechanism which simplifies any update from legacy systems. Typically, depending on the complexity of the historical system this can be a custom development effort.
25		Does the basic application have a configurable header form separate from individual logbook entries?	The presentation of reports is configurable (A simple html template is used.) The structure described above is quite feasible.
26		Can the system be configured to auto fill in certain fields, such as location, time, and user name based on the user id?	Yes. Configuration and Business rule files allow for various configurations, including pre-fill and auto calculations.
27		Can a system administrator define new fields and new value lists or drop down menus?	Yes. Typically, the systems administrator would click on the System Admin tab and then select the database table and enter new or edit the existing options.
28		Can a system administrator configure the system to require entry of data in certain fields?	Yes. This is carried out in the business rules.
29		Can a system administrator configure conditional requirements? (erg. if field A is filled out also require an entry in field B)	Yes. This is carried out in the business rules.
30		Can a user attach and view Word, Excel, scanned operator round sheet, or other file types to a log entry?	Yes. The user simply clicks on the "Add Attachment" link next to any log and then browses for the file to be attached. Once attached, any user on the system can click on the link and see the attachment in its native format. There is no limit to the number of attachments added to the log, and no limit to the type of file attachment.
31		Can a user attach a digital image?	Yes. There is no limit on file size – subject to the size or rules that you select in the Database setup! However, a limit on the file size can be set up. Attachments do not affect performance. (During the uploading of the attachment, there could be a slight delay – image-size dependent.)
32		Does the system support an ability to import data from hand held devices used for operator rounds?	Yes. We have an add-on (additional cost) for hand held devices.
33		Can the system be configured to allow unlimited or shift-length log-on without timeout?	Yes. (The business rules also allow you to configure any combination of hours or days for shifts)
34		Can the system might be configured to integrate with an external application such as linking a log entry to an external event entry system?	There are various mechanisms available. Typically, an external application will initiate a SOAP call and the Logbook will accept the data, format it, and store the information in the logbook tables where it can be viewed by the authorized users.
35		Can the system be configured to automatically generate an email message based on a type of entry?Can the email message be sent to different distribution lists based on the type of entry, such as an environmental distribution list if the entry is flagged as environmental or a safety distribution list if the entry is flagged as safety? Can the email message include the text of the log entry	Yes, these facilities are all standard. Various email-servers are supported. The "distribution lists" can either be managed within our application, or we can integrate with the client LDAP or Active Directory applications.
36	Reports	Does the system provide a built-in report tool? Describe?	There is an inbuilt report facility. The mechanism is identical to the presentation of web pages. I.e. the format is defined in a standard html format and coupled to business rules. Reports may be scheduled and emailed to recipients and perform complex calculations. There is also a reports screen where reports may be selected from the available reports for viewing in a browser and printed out.
37		What standard reports are available with the system?	Each logbook has the ability to become a report. I.e. The report system utilizes the same html template to create the report. More specialized reports are created with customized report html files.
38		Is there a standard report available to create a shift report based on the log book entries?Can log book entries be flagged for inclusion or exclusion from a shift report?	Yes, both these requirements are possible. The exact structure and content of the reports is defined by the configuration files and business rule tools
39		In what formats can a report output be saved, such as PDF, HTML, XLS, etc?	Standard reports are in html or xls. (Non-standard facilities include PDF and XML)
40		Can standard reports be customized	Yes all our reports can be customized
41		Do you provide a capability for a user to develop new custom reports?	This is just a process of changing the html template.
42		Does the system support use of third party report tools such as Crystal Reports?	Yes, since the database tables are standard Oracle or SQL Server, Crystal Reports can be used to create the reports if required.
43	Network	What network protocols does the product system support (TCP/IP, etc.)?	TCP/IP
44		What are the supported options for remote client access?	We support direct LAN and Internet type connectivity.
45		Will the application perform over a slow link or a VPN connection?	Yes (We even have applications installed – and working successfully on a dial-up modem connection.
46		Will any externally connected circuits be used?	No, we do not require special external circuits
47		If an application server accesses the Internet, is it supported through a firewall?	Yes, we can support through various firewalls
48		Does it have native proxying capabilities?	Yes
49	Clients	What is the minimum machine configuration (CPU and Memory) required to run the client?	Any computer capable of running IE or Firefox will work with our software.
50		Which client operating systems are supported?	Windows (All variants), Unix and Linux and Mac operating systems.
51		What is the recommended operating system and version?	We have done extensive testing with IE and Firefox so any operating system that supports these are fine.
52		Will a client component access the Internet?	The client can connect to the server directly via a WAN or if required via the internet. There are no special requirements.
53		What additional client software must be installed.	None. This is a true zero-client application.
54	Servers	What types of databases are supported, such as Oracle or SQLServer?	Oracle, SQLServer, MySQL, PostGreSQL
55		What is the estimated maximum number of concurrent database users?	We use pooling so only one connection is required. (For speed purposes, we can increase this.)
56		Are there any special considerations for backing up the database?	We recommend you use your normal backup procedures.
57		What is the average memory utilization on the database server per client connection	Because we use pooling (and cacheing), we only have a single connection (even with hundreds of clients.) We generally allow the database server to manage its own memory utilization.
58		What other software is required to be installed on the database server?	We provide all the components within our install. Typically (for large systems), we use Apache as the web server.
59		How much disk space (MB) is the database expected to grow to in a year?	Depends on the usage but typically less than 200MB per year.
60		Will the system support replication of multiple site level databases into a single fleet wide database?	Yes it does.
61		Does the application require a file server?	No, not a requirement, but we can support the use of a file server.
62		Is a web server required for the application?	Included in our application is the j5 Web Server or for large systems we also include Apache.
63		What other software is required to be installed on this server?	Nothing ~ none.
64		Which server platforms are supported?	J5 Web Server 5.1, Apache 2.05
65		Does the web server connect to the database? If so, please specify how? Sql*Net, Net8, ODBC, JDBC, other (specify)	Sql*Net, Net8or OLEDB
66		Is an application server required for this application?	No, a special application server is not a requirement.
67		Does the system support Load Balancing?	Our system is designed to operate as a single application. We can configure the system to operate in a Master / Slave or an Operational / Hot standby mode. A true dual installation (load balancing) is possible, but requires specific configuration and tuning to a client's requirements.
68	Security	Does the application include internal user authentication or is external authentication required?	Internal or LDAP authentication are supported.
69		Are smart-cards, SecureID Cards, or digital certificates required?	No. However, we have deployed applications where the client has REQUESTED the deployment of additional security. Various options can be supported: RFID, biometrics, Digital certification, smart-card readers, etc
70	Communications	Does the application require specific modems and/or drivers or will it use any standard modem and standard Microsoft drivers.	No special modem requirements
71		If dial-up access is through VPN or a Web connection, does the system allow for multiple users with the same network hide address?	Yes, multiple users may access the system via dial-up modem.
72	Support	What are your turnaround times for problem resolution (based on type of request and severity).	User queries. typically 10 minutes, Configuration changes typically 8 hours. Depending on the support option chosen, we can guarantee a turnaround time.
73		Where are your customer support centers located?	Cape Town, South Africa. We have support in the UK and we will also shortly have a permanent support presence in the USA but the primary support location would still be Cape Town. (Our support management system is an on-line system hosted on our server, located in California)
74		Do you have a support procedure that includes problem escalation procedures?	We provide an on-line trouble ticket facility where a user can log a ticket. The ticket is emailed to the support person who responds directly to the user. Unresolved tickets are elevated to more technical personnel.
75		How often do you release a software upgrade?	Each application has configuration files which are maintained as the need arises – with either "bug fixes" or specific enhancements or changes. We have typically released a new, tested, upgrade version annually. Most clients upgrade their installations (or ask us to do that via VPN) upon release. Some clients have "development" or "model" servers installed, onto which they install upgrades and changes. These upgrades are then migrated to their "production servers" after the completion of a Factory Acceptance Test (FAT).
76	Tests & Documents	Do you conduct internal system tests?	Yes we do,
77		Do you have a structured Factory Acceptance Test (FAT) procedure?	Yes, a procedure and published documentation
78		Do you have FAT scripts?	Yes..general documents with modifications for developed applications
79		Do you have a structured Site Acceptance Test (SAT) procedure?	Yes, a procedure and published documentation
80		Do you have SAT scripts?	Yes..general documents with modifications for developed applications
81		Do you have existing User Manuals?	Yes
82		Do you have a User Training programme?	Yes
83		Do you have an Adminstration Training programme?	Yes
84	Project Management	Do you have a structured Project Management procedure?	Yes, a 12 step project plan, with relevant documentation.
		How many installations has your company sold / supplied?	700 applications to more than 70 different companies.