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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