The PD-Trak Platform

PD-Trak is implemented using the Visual Basic for Applications platform utilizing MS Office.  This architecture has been selected in preference to a database architecture to a) retain a tool that would be a familiar environment to the typical user and b) to maintain a low cost development platform.  Our primary competitors use a large database backend and web based frontend architecture which is a fundamentally more expensive platform both from a development and implementation point of view.  We avoid the limitations of a non-web based application by offering solutions based on remote terminal services that can be accessed at high speed from any internet connection.

The following table describes different methods for delivering PD-Trak to users with advantages and disadvantages of each:

Approach	Description	Advantages	Disadvantages	Comments
LAN	All users are local. The PD-Trak file set is installed on a file share.  Users access PD-Trak across the LAN.	* Little or no IT set up required * Lowest cost if using existing file share and existing client MS Office installations * Fast user experience assuming low network latency	* Does not support remote access * All client machines must be running either Office 2003 or Office 2007/2010	Recommended if all users are local and if all users are on the same version of Office
LAN/WAN	Users at multiple sites. The PD-Trak file set is installed on a file share.  Users access PD-Trak across the LAN/WAN.	* Little or no IT set up required * Lowest cost if using existing file share and existing client MS Office installations	* Does not support remote access * Speed of interaction with PD-Trak dependant on available WAN bandwidth.  Generally too slow to be viable.	Generally not recommended due to slow response time through typical WAN connections
Remote terminal server	Mix of local and remote users.  The PD-Trak file set is installed either on the remote terminal server or a file share connected to the RT server.  Users access via remote destkop.	* High speed experience (PD-Trak is running on a fast machine with high speed file access) * Users can access from anywhere * Avoids need to maintain compatible versions of MS Office on all client machines	* Requires IT resources to set up remote terminal services * May require capital expense if RT server needs to be purchased * Cost of terminal services licensing	Recommended if a large portion of the user group is not local to the file share, and if client can leverage existing RT server
Hybrid LAN/remote terminal server	Mix of local and remote users.  The PD-Trak file set is installed on a file share. Local users access directly across the LAN, remote users access via the RT server using remote destkop.	* High speed experience (LAN users may be affected by LAN latency) * Users can access from anywhere * Minimizes terminal services licensing costs	* Requires IT resources to set up remote terminal services * May require capital expense if RT server needs to be purchased * Cost of terminal services licensing	Recommended if a small percentage of users are not local to the file share and/or team members need access when travelling.
Hosted terminal server	The PD-Trak file set is installed on a hosted remote terminal server managed by PD-Trak Solutions.  All users access via remote desktop.	* High speed experience (PD-Trak is running on a fast machine with high speed file access) * Users can access from anywhere * Avoids need to maintain compatible versions of MS Office on all client machines * No internal IT resources required * No internal capital equipment required	* Recurring cost of hosted service * Cost of terminal services licensing	Recommended if client has a mix of MS Office versions and/or no existing RT server capability.

OS and Application Compatibility (LAN)

When installed in a LAN configuration, the OS requirements for the client machines are not specific to PD-Trak, but must support MS Office operating requirements including Visual Basic for Applications.  In most cases this does not require any changes to the existing IT infrastructure.  The PD-Trak file set would be installed on a file share.  There are no special OS requirements for the file share.

 

All client machines accessing PD-Trak files must have MS Office 2003,  2007 or 2010 (standard) installed, specifically:

 

Microsoft Excel 2003,  2007 or 2010 with latest updates installed

 

Microsoft Word 2003,  2007 or 2010

 

Microsoft PowerPoint 2003,  2007 or 2010

 

Microsoft Project (optional): Project 2003,  2007 or 2010  with latest updates installed

 

Note – different PD-Trak install files are provided for 2003 vs. 2007/2010 systems.  All client machines must be running either Office 2003 or Office 2007/2010.  (If this is not feasible, we recommend considering a remote terminal solution.  See table above for more information.)

OS and Application Compatibility (Remote Terminal Server)

If using a remote terminal server (click here for information on PD-Trak Solutions hosting service) the server must use an operating system that supports the standard Window remote desktop application and connection mechanism on the client side.  Citrix may be required as an add-on to support local file upload and local printer support with older Microsoft operating systems.  Windows Server 2008 in combination with client machines that are running Windows XP service pack 3, Vista or Windows 7 does not require the use of Citrix to provide local services.

Macro Security

The macro security level in Excel and Project must be set to either medium or low on all user machines for PD-Trak to function.  When set to medium, the user will be prompted to activate the macros in the workbook when first entering the system.  When set to low, these prompts are avoided.  The decision to use low vs. medium is generally made based on the level of virus protection that the client has implemented.  The use of a strong, independent anti-virus system with Excel macro security set to low is recommended.

 

File Share Storage Requirements

The top level files require approx 100MB.  The remainder will be Project Files and stored portfolio analysis files.   The PD-Trak infrastructure requires approx 5MB per project file plus document storage, plus archived documents.  The following summary assumes 1000 projects and 100 portfolio analysis instances:

 

Top level files                                                  100MB

Project files, PD-Trak infrastructure               1000 x 5MB = 5GB

Project files, active document storage           1000 x 50MB = 50GB

Project files, archived document storage       1000 x 100MB = 100GB

Resource analysis                                          100 x 5MB = 500MB

 

Total                                                                Approx 150GB

 

PD-Trak Folder and File Structure

The application expects that certain files will be located in a particular folder.  It relies on relative path names to a file or folder/file.  If these files are moved or deleted, the application will not function correctly and will either generate a message to that effect or generate a VB error.  This top-level folder structure within the PD-Trak folder is shown below.

 

 

A Project File in the PD-Trak system is a folder that contains a Project File.xls file, a navigational page that gives team members access to the tools and documents that are built into the project file, along with a predefined set of files and folders designed to help the team manage their project.  The Project File.xls and PF1.xls files contain absolute or full pathname links to the main PD-Trak application in order to pass data to the various files for portfolio management, performance monitoring and resource planning.  If these files are moved to a different location, these links are broken.  There are administrative functions in the top level PD-Trak.xls workbook to re-establish those links to the project files.  This can be done by the projects administrator.

 

Path Name Considerations

PD-Trak maintains pathnames of the various project files as the means to link to and update information.  When PD-Trak is first installed, it will display the pathname that it has detected.  This may be a pathname using a mapped drive.  A mapped drive may be used if all users will have that mapping set up on their machines, but a safer method is to use a full network pathname. 

 

A second consideration is how far down in the server file structure that PD-Trak is located.  Since PD-Trak relies on an internal folder and file structure, adding multiple higher level folders and longer folder names has on occasion resulted in exceeding MS Windows 256 character limit to pathnames.  We recommend placing PD-Trak at a higher level in the server folder structure and keeping folder names short.  Normally, the PD-Trak application is placed in a folder named “PD-Trak”.  Avoid using version numbers and dates in your folder name for PD-Trak as this will complicate the process of implementing system upgrades.

 

Data Security

Normally, the PD-Trak application is placed in a folder named “PD-Trak”.   All users of PD-Trak should be given both read and write permissions to this folder for the application to work correctly.

 

Up to 20 user groups can be defined by the PD-Trak administrator, each having specific levels of access to project data and management reports.  This mechanism can be used to prevent unauthorized users from accessing the core PD-Trak worksheets but does not prevent users from browsing to other (unprotected) project documents that have been stored by the project team in the project file folder.  If access must be controlled at this level the access privileges for each user can be set at the folder level either at the business area folder or the project file folder.  

 

Since PD-Trak is a file/folder based solution there is the possibility of accidental or intentional deletion of files or folders within the system.  The entire PD-Trak installation should be backed up daily so that files can be restored should this occur. (This is done automatically on the hosted solutions offered by PD-Trak Solutions).

 

Archiving Project File Data

There is a procedure for archiving project file data both and at the end of each phase prior to a gate review and upon completing or canceling a project when ready access is no longer needed to the project file data.  This archiving procedure can be performed by the project manager or by the designated projects administrator.  The procedure is described in the PD-Trak training materials which are included in the PD-Trak system.

 

 

Back-Up Considerations

The PD-Trak folder can be backed up in its entirety.  While it is recommended that all projects and related documents should be stored within the Project Files folder in the PD-Trak folder, it is possible for project files to be located on other servers and computers and linked into the main PD-Trak application.  If this is done, back-up procedures need to take this into account.  The Organization should establish guidelines for where project files can be maintained to address this issue.

 

Backup procedures should follow the organization’s established norm but generally back-ups should be done on a daily basis. 

 

In the event of recovery, the files should be recovered to the same server and folder location since PD-Trak relies on an established path name to maintain linkage for updating data within its file structure.

 

Disaster Recovery

In the event of disaster necessitating use of PD-Trak on a new server, this can most easily be done by giving the server the same name, establishing the same folder structure, and placing the PD-Trak folder in this same place within this higher-level folder structure so that the pathnames linking PD-Trak together are intact.  This is important since PD-Trak relies on an established path name to maintain linkage for updating data within its file structure.

 

If this can’t be done, recover the PD-Trak folder to a server and use the Update Install Path utility on the PD-Trak Administration Functions page to update the install path information. 

 

Upgrading to New Releases

As part of the license agreement a client installation may be upgraded at no cost once per year.  This upgrade includes the top level application and project file templates such that all future projects will have the new functionality.  Existing project files may be upgraded to the latest version for a fee.  Old project files will work with later releases of the top level application but some data may not be available to support new reporting functions.

 

The procedure to upgrade to a new release will vary depending upon the current release that is being used, the changes involved with the new release, and the degree of modification to some of the various PD-Trak tools and templates. 

 

The PD-Trak administrator within your company will receive an e-mail with instructions for the system upgrade.  The details will vary depending on the delivery mechanism (LAN, internal remote terminal, hosted remote terminal).  For LAN implementations we will need to access your server using a remote connection (e.g. Citrix, Webex or similar tool) to install and test the upgrade.  The period of time the application will be unavailable will vary depending on the nature of the upgrade (typically a few hours). 

 

Access for System Installation and Maintenance

A network log-on will need to be created for the PD-Trak representative that performs the initial installation and configuration, or a client employee can log on and then give the PD-Trak representative access to the PC. 

 

After the system has been installed a remote access mechanism is needed to allow PD-Trak personnel to implement bug fixes and perform system maintenance/upgrades.  The highest level of support can be provided if PD-Trak tech support is given a remote log on via a terminal server or VPN connection allowing for 24/7 support.  The alternative is to use ad-hoc web meeting sessions where PD-Trak tech support is given remote control access. 

  

Technical Support

The standard license agreement covers the resolution of bugs and operational technical issues.  Technical support for hosted terminal services may involve charges for items such as adding new users.  Technical support requests can be submitted via e-mail to support@pd-trak.com or by calling +1 916-546-8320.  Our staff are generally available from 7am to 9pm Pacific Time.  Most technical support issues are resolved within a 24 hour period.