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 |