Sounds like you need to call the help desk! *hahaha* (OK, it sounded much funnier in my head.)
Seriously... there's plenty of tracking programs out there for this stuff. If you've already got one, I'd say figure it out. Does the company have a web site? Is there user documentation?
If you really don't think yours is any good or doesn't have the features that you want and you want to try a new one, I'd say call businesses that do similar work (like with similar systems) and find out what they use and what they'd recommend.
Good luck,
Elaine