Heartbeat Electronic Access Retrieval & Tracking System (H.E.A.R.T.S.).
H.E.A.R.T.S is an automated Document Tracking System for tracking of all incoming and outgoing
documents. The database facilitates recording, reporting, tracking, queries, archiving of all
correspondence.
Trinmar Contracts Office, in-house developed, tested and implemented the automated document
tracking system that enables easy retrieval and tracking. Many offices still manually record the tracking
of correspondence. Apart from the amount of paper used (one key office was seen to have a pile of
notebooks three feet high!), information retrieval is manual and very tedious. Currently most offices use
countless note books to record incoming and outgoing documents. To roll out to key E&P offices and
train users in its functionality and application.
Benefits:
 Improved Efficiency - increase document turnaround time, ease of access for feedback.
 Controls/Quality checks - allows timely retrieval, query and tracking of documents thereby
minimizing “lost” document incidents and undue delays.
 Environmentally friendly, Safer office space
Heartbeat has been rolled out at the following offices: Contracts Trinmar & LN&E, GM-PO, VP-E&P, MPO, FM, IT, RE, Head, Learning and Development & General Manager, Human Resources - P-a-P
Technical P-a-P
EXTRACT FROM PETROCONNECT JANUARY 2010
Spot and Award recipient Kathy Guerra-Ross is today commending management for implementing the Spot and Award
system. Guerra-Ross, a Petrotrin employee based at Trinmar Operations, has been with the organisation since June
2000. In 2005, she created the Heartbeat Electronic Access Retrieval & Tracking System (H.E.A.R.T.S). This automated
system was intended to enable the easy recording, reporting, tracking and archiving of incoming and outgoing documents,
effectively replacing the manual system that was in place at the time.
“I was employed as a casual worker on a temporary assignment in the Contracts Sections at Trinmar in 2005 when I
created the database,” said Guerra-Ross recently. She has since been promoted to the permanent position of Technical
Assistant in the Maintenance Improvement Section. “During my time in Contracts, record keeping was done by manually
logging information in a book (incoming documents and outgoing correspondence). I saw an opportunity to create a
system to improve our record keeping and access to information.”
With this goal in mind, Guerra-Ross, who has no IT background, conceptualised and implemented the system. “At the
time I used my experience gained from creating Trinmar’s Weekly Paid Annual Leave Database for the Benefits Section in
2000,” she explained. “That database is now in existence for ten years.”
Within one month, Guerra-Ross completed the first draft of the H.E.A.R.T. System. The system was finally completed and
implemented in the Contracts Section in January 2006. It has since been implemented at several offices at Trinmar
Operations and at Pointe-a-Pierre including the offices of the Vice President, Finance; General Manager Human
Resources and the General Manager Production Operations.
“The feedback has been really good,” Guerra-Ross said. “The administrative assistants who have had to use the system
see it as being convenient. It certainly saves time in tracking records when information is needed urgently.”
Of the Spot and Award System, Guerra-Ross said, “This is certainly a means where an employee’s achievement can be
recognized. It was especially rewarding receiving the award as a Casual Employee as this showed equity across the
Company and that the system recognised the efforts of all workers whether permanent or casual. I think the Spot and
Award system helps to give workers with skills not related to their job the motivation to break free and present their ideas.”
Guerra-Ross thanked Contracts Coordinator Steven Samlalsingh for his support. “Mr. Steven Samlalsingh recognized the
potential and worth of the database and nominated me for the award,” she said. “His guidance was readily available when
I had to facilitate the training sessions on using the database. In essence he was a very encouraging supervisor.”