From: dxcoffee@alt119.net.remove-3le-this   
      
   Gene K5GS informs DxCoffee readers:   
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   PDXG QSL Management Cloud Platform Gene Spinelli K5GS   
   Follow-up to PDXG Press Release dated: 29 August, 2016   
      
   With computers well entrenched in DXing and amateur radio in general the   
   underappreciated QSL managers that work in the background are the recipients   
   of thousands of e-mails (mostly all inquiring - sometimes complaining - about   
   one or more missing QSOs),    
   an untold number of snail mail pieces containing even more snail mail pieces,   
   currency, IRCs, postage stamps and one or more QSL cards, even some with QSL   
   cards for multiple DX stations or DX operators. This avalanche of paper is   
   time consuming and labor    
   intensive, sometimes requiring teams of volunteers to process. Add to this the   
   hundreds of DX logs (in various formats), millions of DX contacts, donor   
   lists, and consolidated DX club log submissions, all of which require accurate   
   accounting and more    
   importantly preservation. QSL managers use different methods to recover their   
   operating costs which include items such as toner, labels, envelops, and   
   sometimes pizza lunches for the volunteer teams. Some managers personally   
   absorb the cost while others    
   pass the cost to the DX-pedition.   
      
   In late 2014 Pista HA5AO and Gene K5GS began discussing an OQRS / QSL   
   management platform specifically for the QSL managers that handle our   
   projects. While Michael Wells G7VJR ClubLog is an outstanding application   
   which made significant positive    
   contributions to the hobby and introduced many new concepts in confirming   
   contacts, we were looking for something that addressed the backend QSL   
   management processes. The complexities of handling tens of thousands of QSL   
   cards, e-mails, Not in Log /    
   busted calls requests, returned postal mail pieces and a host of other tasks   
   which were done manually for so many years needed to change.   
      
   We began by collecting requirements and creating detailed process flowcharts.   
   Pista coded the application and we soon had a skeleton platform that offered   
   some flexibility as well as functionality. The usual and familiar DX Log   
   Search and OQRS functions    
   were delivered in Phase 1.   
      
   After a number of enhancements and tests we switched it on for the 2015 TX3X   
   DX-pedition. Of course, no amount of testing will uncover every bug. We   
   learned what users expect and how they use OQRS software. Realizing we needed   
   input from people with more    
   experience than either of us in handing large volumes of confirmation requests   
   we contacted Tim Beaumont M0URX (who previously handled cards for us) and his   
   QSL Manager partner Charles Wilmott M0OXO. After e-mails and Skype conference   
   calls we had a    
   comprehensive list of process steps, additional requirements and a written   
   agreement on how to proceed. As the new requirements were sorted, prioritized   
   and coded each was tested by the team.   
      
   Tim M0URX was our QSL consultant for TX3X, he already had access and   
   experience with the Phase 1 software. We entered into an exclusive partnership   
   agreement with Tim and Charles for full access and use of the new software. We   
   began adding additional    
   features to create a platform that would dramatically reduce the amount of   
   time they were spending on QSL management.As features were added the code was   
   tested to ensure we didn't break anything along the way and to verify the new   
   feature worked as    
   designed. With their confidence in the software growing day by day Tim and   
   Charles uploaded the logs for all the DX-peditions and DX stations they   
   manage, an amazing 3 - 4 million QSOs from hundreds of DX call signs are now   
   spinning in the cloud. The    
   only people with access to these logs are Tim and Charles, who back each other   
   up. Pista and I have no credentials for their systems.   
      
   Being cloud based we can have different people handle QSL tasks from anywhere   
   in the world, no need for travel or pizza parties. For example, after TX3X I   
   handled "Not in Log" and "Busted Calls" from New Caledonia, New Zealand and   
   the USA while Tim    
   printed labels, affixed postage, shipped cards and uploaded LoTW from the   
   United Kingdom.   
      
   One cool DX-pedition feature is an interface between the pre-departure donor   
   databases and the station log which allows early donors receive LoTW uploads   
   as they worked us (from the island). When a DXer makes a donation OQRS sets   
   the LoTW flag for that    
   QSO. Subsequent QSOs by that DXer will also be processed by the LoTW routine.   
   Similar function was included to handle all donors of any amount, with   
   flexibility to segment donors by preset dollar amounts, i.e. free QSL cards   
   and/or early LoTW for a    
   predetermined donation amount. Before this automation the QSL manager spent   
   many hours typing call signs and e-mail addresses.   
      
   With just a few software bugs (mostly cosmetic) through the 3rd quarter of   
   2016 a number of new feature / functions were added in the 4th quarter to   
   automate log handling from DX clubs and foundations (mainly in EU) and greatly   
   improving data base    
   response time. Now at Version 4.1; Tim and Charles report over a 50% reduction   
   in time and labor from their previous mode of operation.   
      
   QSL managers for large DX-peditions typically get hundreds if not thousands of   
   e-mails from DXers asking about Not in Log / Busted Call situations. Some   
   DXers send multiple e-mails to different e-mail addresses with long   
   explanations asking for help.    
   While I know they're trying to be helpful, reading these unformatted   
   explanations is a slow and painful process. The reader must ferret out the QSO   
   details and usually write them on a pad.   
      
   When a DXer can't find his/her call in our system they will complete an   
   integrated form that's sent to the QSL manager's work queue. Only one form is   
   accepted per call sign thus eliminating repetitive requests to research the   
   same missing Qs again and    
   again for the same individual.   
      
   The now familiar OQRS Bureau card request function eliminates the need for a   
   DXer to send us their card via the Bureau, saving more time, cost and paper.   
   Even though we still accept bureau cards I'm sure everyone knows we don't need   
   or want your card via    
   the bureau; they all end up in the recycle bin, which is a waste of everyone's   
   money. To be clear, we (and most DX-peditions) do provide free bureau cards   
   but prefer the request via OQRS.   
      
      
   [continued in next message]   
      
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