Getting Started with Time Sheets

This article describes the step by step process required to be followed to setup the time sheet system.

Process

Step 01 – Member Registration & Login

Sub Process	Description	Associated Module	Knowledge Base Article Hyperlink
1	Register the Organisation as a Member of Extrack once only. Registration is free. Verify your organisation is not already a Member so as to avoid multiple Memberships in the system.	N/A	Member Registration
2	Once the organisation is registered, login to Extrack.	N/A	Login

Step 02 – Organisation Setup

Sub Process	Description	Associated Module	Knowledge Base Article Hyperlink
1	Create the OBS (Organisation Breakdown Structure) commonly known as a Corporate Structure.	Org	Corporate Structure
2	Manage the organisations Departments.	Org	Departments
3	Manage the organisations Billing Classifications.	Org	Billing Classifications
4	Manage the organisations Position Descriptions.	Org	Positions
5	Manage the organisations Expenditure Types.	Org	Expenditure Types
6	Manage the organisations Profit Centres.	Org	Profit Centres
7	Manage the “Member” Contacts Register (Internal Contacts)	Org	Contacts Register

Step 03 – Setup a User & Assign Licensing

Sub Process	Description	Associated Module	Knowledge Base Article Hyperlink
1	Manage the Organisations Extrack Billing Accounts	Settings	Billing Accounts
2	Manage the Organisations Users	Settings	Users
3	Assign a license to the user for the Time Sheet module.	Settings	User TME Licensing

Step 04 – Setup a User’s Security Access to the System Menu Item’s

Sub Process	Description	Associated Module	Knowledge Base Article Hyperlink
1	Manage the Organisations Extrack Billing Accounts	Settings	Billing Accounts
2	Manage the Organisations Users	Settings	Users
3	Assign a license to the user for the Time Sheet module.	Settings	User TME Licensing

Step 05 – Setup Job’s to assign time to

Sub Process	Description	Associated Module	Knowledge Base Article Hyperlink
1	Manage Project Categories.	Settings	Project Categories
2	Manage Project Industries.	Settings	Project Industries
3	Manage Project Sectors.	Settings	Project Sectors
4	Manage Project Delivery Methods.	Settings	Project Delivery Methods
5	Manage Contract Types.	Settings	Contract Types
6	Manage Job List. Note time sheets can only be linked to Jobs and not Projects.	Settings	Manage Job List
7	Manage Project Access to allow the administrator (or other users) to establish the CBS	Settings	Project Access
8	Manage each projects CBS (Cost Breakdown Structure)	Projects	Cost Breakdown Structure
9	Manage Work Orders linked to a CBS (optional)	Time Materials Equipment	Work Orders

Step 06 – Setup Rates to be applied to a Job

Sub Process	Description	Associated Module	Knowledge Base Article Hyperlink
1	Manage list of Time Sheet Rate Tables	Time Material Equipment	Rate Tables List
2	Assign User Rate Table Access	Settings	Assign User Rate Tables
3	Assign one Rate Table per Project	Settings	Rate Table – Projects
4	Manage the Rates of a Rate Table	Settings	Rate Table – Rates (Billing Classification or Named User)

Step 07 – Time Sheet Creation and Approvals

Sub Process	Description	Associated Module	Knowledge Base Article Hyperlink
1	User Creates their Time Sheets	Time Material Equipment	User Time Sheets
2	Time Sheets Reviewed / Approved By Supervisor	Settings	TS Approvals by Supervisor
3	Time Sheets Reviewed / Approved By CBS	Settings	TS Approvals by CBS Manager

Step 08 – Time Sheet Reports

Sub Process	Description	Associated Module	Knowledge Base Article Hyperlink
1	Assign a User Profit Centres they require data access to for reporting.	Settings	Assign User Profit Centre (for reports)
2	Time Sheets Reviewed / Approved By Supervisor	Time Material Equipment	TS Approvals by Supervisor
3	Time Sheets Reviewed / Approved By CBS Manager	Time Material Equipment	TS Approvals by CBS Manager