Joint Analysis and Lessons Learned Centre - Tools to Capture and Manage Observations

Web-Based Systems

Microsoft SharePoint Server and similar systems are web-based content manager systems. The use of SharePoint, when and where available, is probably the best way to collect observations because it has webparts which make it easy to create a simple form for collecting observations that can be used over an internal network or the Internet. Observers can simply click on a link, enter the data, and submit the form. Observation records will be automatically time stamped and tagged with the submitter’s log-in name. SharePoint can automatically export the submitted observation to Microsoft Excel or Microsoft Access for further processing. The NATO LL Portal, accessible via the JALLC website, is based on SharePoint technology.

Observation Collection Program (OCP)

NATO's Observation Collection Program (OCP) is a Microsoft Windows application that allows observations to be entered in a systematic and easily-recoverable manner by individuals or teams. The software is freely available on this site (open OCP Page) or on the NATO Secret network. OCP allows observers to input free text observations and associated discussions, conclusions and recommendations, categorize these observations with respect to lists, and exchange information with other observers.

Microsoft Office Software

Microsoft Word, Excel and Access are simple and widely available tools that can be used to store and manage observations. Many users will be familiar with these tools and will have the software installed on their computer, encouraging easy sharing. Ease of use and familiarity are important considerations in encouraging people to submit observations. A short overview of the advantages and disadvantages Word, Excel and Access have for supporting observation capture follows:

Microsoft Word

The JALLC has produced a Microsoft Word document that can be printed and distributed when electronic capturing is not possible. The digital version could also be used on a stand alone laptop or LAN although we recommend using a Microsoft Excel workbook in those cases.

• Download Observation Collection Microsoft Word Form

Advantages: Familiarity; ease of use; ease of setting up; ability to store metadata in file properties; ease of sharing.

Disadvantages: Difficult to manage many observations; no filtering of observations; limited sorting of observations; limited search capabilities; poor data integrity protection.

Microsoft Excel

The JALLC has produced a Microsoft Excel workbook that uses a collection of macros to facilitate the entering, editing and management of observations. A template is available for donwload and use by the NATO LL community:

• Download Observation Collection Microsoft Excel workbook
• Download Observation Collection Excel Workbook Quick Guide

Advantages: Familiarity; ease of use; ease of setting up; easy metadata tagging; powerful filtering, sorting tools; good search capabilities; easy to share.

Disadvantages: Merging independent data files is difficult; only 1024 characters display in a cell (in versions of Excel prior to Excel 2007); relatively poor data integrity protection (easy to delete and edit entries by accident).

Microsoft Access

The JALLC didn´t produce any examples of Microsoft Access databases.

Advantages: A relational database can store lots of data very efficiently; excellent browsing, filtering, sorting and custom reporting capabilities; good data integrity protection.

Disadvantages: A relational database can be very complex to set up and maintain; majority of users will be less familiar with Microsoft Access than with other Microsoft Office applications; Microsoft Access is not a component of some Microsoft Office installations; potential problems with publishing Access database files to document handling systems (check with the system administrators if it is possible).

The NATO Lessons Learned Database

Many HQs use the NATO LLDb to collect and store observations. The NATO LLDb is a tailor-made piece of database software that can be used to collect observations and facilitate their browsing, searching, filtering, sorting, reporting and archiving. However, it was primarily designed as a tool to support the staffing of lessons through the NATO Bi-SC LL process. Therefore, it may not be the most appropriate tool for simply collecting and storing observations. Also, the NATO LLDb needs some supporting software and systems management.
The NATO LLDb software is available for the NATO Nations and NATO bodies. For more details please contact the LLDb POCs