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V 1.0 TimTracker - User’s Guide A Manual for operating the Internal Wood Control Software By Aristotle Boaitey (KWC)

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V 1.0

TimTracker - User’s Guide

A Manual for operating the Internal Wood Control Software

By Aristotle Boaitey (KWC)

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Contents 1. Welcome .................................................................................................................................. 2

1.1 Minimum Requirements .................................................................................................. 2

1.2 Login ................................................................................................................................. 3

1.3 The Interface .................................................................................................................... 4

2. Settings and Security ............................................................................................................... 1

2.1 Create/Edit User Account ................................................................................................. 1

2.2 Create/Edit Role ............................................................................................................... 2

2.3 Access Rights .................................................................................................................... 1

3. TimTracker TT .......................................................................................................................... 2

3.1 Utilities ................................................................................................................................. 2

3.1.1 Company Type Setup .................................................................................................... 2

3.1.2 Company Registration .................................................................................................. 3

3.1.3 Mill Category ................................................................................................................. 4

3.1.4 Region Setup ................................................................................................................. 5

3.1.5 Forest Reserves and Districts ....................................................................................... 5

3.1.6 Tree Species Setup ........................................................................................................ 6

3.1.7 Product Setup ............................................................................................................... 7

3.1.8 Buyer Setup .................................................................................................................. 7

3.1.9 Political District Setup ................................................................................................... 8

3.2 Wood Tracking Manager...................................................................................................... 9

3.2.1 Timber allocation Type ................................................................................................. 9

3.2.2 Compartments ............................................................................................................ 11

3.2.3 Harvest schedule ........................................................................................................ 12

3.2.4 Scanned Documents ................................................................................................... 13

3.2.5 Harvest yield Details ................................................................................................... 15

3.2.6 Log Management ........................................................................................................ 16

3.2.7 Production .................................................................................................................. 22

3.3 Reports ............................................................................................................................... 29

3.3.1 Log Management Reports .......................................................................................... 29

3.3.2 Other Reports ............................................................................................................. 30

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1. Welcome

This manual will guide you to set up and operate the TimTracker! TimTracker is a Data

management and internal wood control program developed by Kumasi Wood Cluster with

support from the International Timber Trade Organization.

1.1 Minimum Requirements

TimTracker is designed to run on a desktop or laptop computer compatible with Microsoft

Windows. The recommended minimum capacity for your PC to run TimTracker are:

Operating System: Windows 7 Ultimate

RAM: 4GB

An internet Browser: e.g. Google Chrome or Mozilla Firefox

TimTracker is designed to use up very little hard disk space. However, it is advisable to always

maintain enough hard disk because your database will keep growing as you enter more data.

NB: IT IS ALSO RECOMMENDED THAT YOU HAVE A POTENT ANTIVIRUS INSTALLED AND

FREQUENTLY UPDATED ON YOUR COMPUTER TO PREVENT DATA LOSS

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1.2 Login

Below is the login screen. This is the first security measure to ensure that only authorised

persons can enter and operate TimTracker.

Here you will be required to enter your USERNAME and PASSWORD in the respective fields to

gain access into the Tim Tracker.

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1.3 The Interface

When a correct username and password are entered, the main TimTracker Interface (see

below) will open. There is a Refresh TT Button to refresh the software (and database) as well as

a Logout button to sign out the current user and return to the Login screen.

The Left Pane (1 above) contains the Settings and Security tab and the TimTracker tab. The

latter comprises the following key program categories

Utilities

Company Type Setup

Company Registration

Mill Category

Region Setup

Forest Reserves and Districts

Tree Species Setup

Product Setup

Buyer Setup

Political Districts Setup

Wood Tracking Manager

Timber allocation Type

Compartments

Harvest schedule

Scanned Documents

Harvest yield Details

Log Management

Production

Reports

Log management Reports

Other Reports

The wider area on the right (2 above) displays the forms, tables or reports for the

corresponding highlighted category or module. This is the main working area of the TimTracker.

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2. Settings and Security

The “Settings and Security” tab contains the tools to manage

users and access permissions in TimTracker. It is used to

create and edit user accounts, create and edit user roles and

also select Access Rights (Permissions) for user roles.

2.1 Create/Edit User Account

To create a User Account,

click on the “Settings and Security” tab on the Left Pane

click on “Create/Edit User Account” to Create a new user account or Edit an existing

user account

o To create a new user account, fill the “User Details” form and click “Create New

User Account”

o To edit an existing account, highlight it by clicking on it and make the desired

changes under “User Details”

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2.2 Create/Edit Role

To create a new User role

click on “Create/Edit Role”

Click on “Add/Edit User Roles” tab

and type in the role you wish to add

To edit an existing User role

click on “Create/Edit Role” and then

click on “View Roles”

Highlight the User role you wish to

change and click on the “Add/Edit

User Roles” tab, type in the desired

changes and click “Update Role”

*Roles help to identifying users based on their positions useful in assigning permission levels

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2.3 Access Rights

The “Access Rights” section is another security feature that is used to customize (limit or allow)

access/permission to the various modules of TimTracker based on user roles.

To set Access Rights for a User Role

Click on “Access Rights” under Settings and Security tab

Click on “View Roles” and highlight the role whose access/permissions you wish to edit

Click on the “Permissions” Tab

Check or uncheck the checkbox corresponding to the modules to allow or disallow

access respectively

Click “Apply Permission”

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3. TimTracker TT

The “TimTracker” (TT) Tab is considered to be the main working area (see The Interface). This is

where actual data entry is done. It also allows the user to set up the fundamental utilities that

the control points will depend on, such as in pre-set drop down menus and lists.

3.1 Utilities

The “Utilities” category contains the modules that are used to set

up the fundamental database of usually generic information such as

General Company Information

Species

Regions

Forest and Political Districts

Forest Reserves

Products

Buyers

These are information that are usually constant for the any given

entry notwithstanding which stage of production it has reached.

The Utilities are therefore set up to reduce repetitive typing of the

same values, to make the process of data entry more convenient,

save time and also reduce the risk of committing typographical

errors and to

3.1.1 Company Type Setup

This module is used to set up the various company types that a company may fall within, for

example Small scale, Medium scale and Large scale

To set up the company types

Click on Company Type Setup under Utilities

Enter the Company Type in the Company Types field and click on Add Company.

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Click on View Company Types to view the available company types

If you wish to edit or delete an existing entry, highlight it and type the new name and

click Update or click delete respectively

3.1.2 Company Registration

The TimTracker is designed for use by one institution per installation. To set up your company

details to use the software

Click on Company Registration under Utilities

Click on the Add/Edit Company tab

Fill the form that appears with your VALID company details, such as name, contact

person, property mark, etc. and then click on Register New Company to save

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After saving, you can view it by clicking on the Registered Companies tab and clicking on

View Companies. If you wish to make changes your company registration details,

Highlight it and click on the Add/Edit Company tab

Make the desired changes and click on Update

3.1.3 Mill Category

This module is used to set up the type(s) of mill production a company operates, e.g. saw mill,

veneer mill, etc.

Click on Mill Category under Utilities

Enter the Mill Category in field provided and click on Add Mill Category.

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Click on View Mill categories to view the mill categories

If you wish to edit or delete an existing entry, highlight it and type the new name and

click Update or click delete respectively

3.1.4 Region Setup

This module is used to add the ten regions of Ghana. This and other pre-set lists will be

available as drop down menus in later forms.

Click Region Setup under Utilities

Enter the Region in field provided and click on Add Regions.

Click on View Regions to view the existing list of regions

3.1.5 Forest Reserves and Districts

This module is used to enter the list of Forest Reserves and Districts in Ghana.

Click Forest Reserves and Districts under Utilities

Enter the Forest Management Unit (FMU) name and the corresponding District in the

fields provided

Select the Region from the drop down menu and click Add District

Click view districts to view existing list of districts

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3.1.6 Tree Species Setup

This module is used to set up the list of timber tree species that a company may use in its

operation.

Click on Tree Species Setup under Utilities

Fill in the Trade Name, Scientific Name, Species Code, FSC Code (for FSC Certification

purposes) and Star Class

Click Add Tree Species to add the new entry

Click View Tree Species to view and/or edit existing list of species

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3.1.7 Product Setup

This module is used to set up the types of products that a company may produce in its

operation.

Click on Product Setup under Utilities

Fill in the Product HTS Code, FSC Code (for FSC Certification purposes), Product Name,

Description and Specification

Click Add Product to add the new entry

Click on View Products to see a list of existing products

To edit, make the required changes in the appropriate field(s) and click Update Product

3.1.8 Buyer Setup

This module is used to enter a list of a company’s current and/or prospective clients (buyers)

Click on Buyer Setup under Utilities

Enter the Buyer Name, Address, Telephone Number and Email address

Click Add New Buyer to add the new entry

Click View Buyers to see and/or edit a list of existing buyers (clients)

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3.1.9 Political District Setup

This module is used to set up the list of Political Districts in Ghana. The list will then be available

in other modules such as Company Registration and helps in setting up location and address.

Click on Political Districts Setup under Utilities

Choose the appropriate Region from the drop-down menu and enter the name of the

District

Click Add District to add the new entry

Click View Districts to add/edit an existing entry.

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3.2 Wood Tracking Manager

The “Wood Tracking Manager” category contains the modules that

are used to enter actual production data such. This is used to

capture allocation, forest (harvest), transportation and factory

details. The modules include

Timber Allocation

Compartments

Harvest schedule

Scanned Documents

Harvest Yield

Log Management

Production

This category basically comprises the Critical control points and

this can be considered the main working area where data entry is

continually done.

3.2.1 Timber allocation Type

The Timber Allocation Type module is used to set up the details of timber harvest rights

allocation. This refers to the Forest or Off Reserve, Plantation, Submerged (Underwater) Forest

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or Salvage Permit that has been legally acquired by a company to conduct timber harvesting

operations. This module can be accessed by clicking on Timber Allocation Type under the

Wood Tracking Manger

To add a new entry, click on Add/Edit Timber Allocation

Fill out the form by entering in the corresponding fields the Forest Name, Reserve Code

and Number, Approval Reference (from the sector Ministry) concession size, location,

traditional authorities, date and duration, etc.

Click on Register Timber Location to save after completing the form

To view/edit existing entries

Click on the Timer Allocation tab and then click View Timber Allocation

Highlight an entry by clicking on it and click Add/Edit Timber Allocation to make

changes

Click Update Timber Allocation to save changes made

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3.2.2 Compartments

This module is used to set up the compartments that have been legally allotted to a company

under the Timber Utilization Contract (TUC). It can be accessed by clicking on Compartments

under the Wood Tracking Manager

To add an entry,

Click on View Compartments

Highlight the Forest Reserve within which the compartment lies

Click on Add/Edit Compartment

Enter the Compartment Number, Size and Classification, Year of Yield Allocation and

Date opened for Harvesting

Click Add Compartment to save the new entry

To edit an existing entry

Click on View Compartments

Highlight the Forest Reserve within which the compartment lies

Select the compartment you wish to edit

Click on Add/Edit Compartment tab

Make the desired changes in the form

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Click Update to save the changes

3.2.3 Harvest schedule

This module is used to enter details of harvest schedule as provided by the Forestry

Commission (relevant authority). To access this module, click on Harvest Schedule under the

Wood Tracking Manager

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Click on View TUCs

Highlight the Forest Reserve to which the harvest schedule applies

Click Add/Edit Harvest Schedule

Enter the Coupe, Compartment Numbers and Total number of compartments in the

coupe

Click Add Harvest Schedule to save the new entry

3.2.4 Scanned Documents

This module is an important one that has been added to allow the upload of maps,

indispensable documents of forest management and harvest planning. These maps should be

scanned using third party software (e.g. Windows Fax and Scan) and saved as image (.jpg or

.bmp) to a known location.

The Scanned Documents module can be accessed by clicking on it under Wood Tracking

Manager

To upload a scanned document

Click on View Registered TUCs, select the reserve name on the left under Registered

TUCs and then click on the Compartment Number under TUC Compartments.

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Choose which type of map you want to upload (Stock, Yield or Operational) by clicking

the corresponding radio button

Click the Upload Map button, and click Add

Browse to the location of the image file, select it click OK (or double-click the image)

Click OK again to save

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To View an existing map,

Select the reserve name and then the appropriate Compartment Number

Click on the appropriate radio button

Click View Map. You can click the Zoom button to zoom in/out

Click Clear Image to delete the selected map

3.2.5 Harvest Yield Details

The Harvest Yield module is used to enter information of the approved yield that is allocated by

FSD to an operator. To access this module click on Harvest Yield Details under Wood Tracking

Manager.

To add Harvest Yield Details,

Click the View registered TUCs button

Click on the Reserve Name in the upper left box

Click on the Compartment Number whose yield details are to be entered

Click the Add Tree button

Fill in Tree Details, including Species, Stock #, DBH, etc. in the Dialogue box that appears

(Click View Tree Species on the left to select the appropriate species)

Click Add Tree to save the new entry

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Do this for all trees on the approved yield (from FSD) and close the dialogue box to return to

the existing Yield Summary.

To make changes to existing entries, highlight the Stock Number and click Update Tree Info.

3.2.6 Log Management

3.2.6.1 Primary Log

The primary Log module captures details of the first log that is produced from a tree. Thus

when the tree is felled and the crown removed. These details are usually captured on the FSD’s

Tree Information Form (TIF). Find the module by clicking on Primary Log under Wood Tracking

Manager

To add a new entry,

Click on View Registered TUCs

Select the appropriate Reserve Name and Compartment No.

Fill in the Primary Log Details in the field on the lower right

Click the Compute button to calculate the Average Diameter (in cm) and Volume (in m3)

Click Update Primary Log to save the entry

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3.2.6.2 Secondary Log Info

Secondary logs refer to those logs produced by making crosscuts in the primary log. This is

typically done in operation to facilitate transportation and/or to meet factory requirements.

This module is accessed by clicking on Secondary Log Info Form under Wood Tracking Manager

To add a new entry,

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Click on View Registered TUCs and select the appropriate Reserve Name and

Compartment No.

Select the parent (primary) Log the Primary Log Form. You may confirm details in the

Primary Log Data tab

Click Secondary Log Measurement (Bush) tab to enter the details for the secondary logs

produced and click the Compute button to calculate the Average Diameter and Volume

click Add Secondary Log to save

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To edit an existing entry, highlight it under Secondary Logs (Bush) tab and make changes under

Secondary Log Measurement (Bush) tab

3.2.6.3 LMCC & Waybill

As the name suggests, this module is used to enter data on the main log transportation

documents; Log Measurement and Conveyance Certificate) and Waybill. This module can be

accessed by clicking LMCC and Waybill under Wood Tracking Manager

To add a new entry,

Click on View Registered TUCs and select the appropriate Reserve Name and

Compartment No.

Select the parent tree from the Primary Yield Details tab, and then secondary log

from the Secondary Logs tab

Click Secondary Log Form with LMCC and Waybill tab

Enter the Driver’s name, Vehicle Registration No., Log Origin, LMCC No. and

Waybill No.

Click Update LMCC and Waybill to save

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3.2.6.4 Log Yard Re-measurement

This module is an important section in the software that allows for reconciliation checks

between measurements taken in the forest and those taken on arrival at the factory. This

module can be accessed by selecting Log Yard Re-measurement under the Wood Tracking

manger

To add a new entry,

Click on View Registered TUCs and select the appropriate Reserve Name and

Compartment No.

Select the parent tree from the Primary Yield Details tab. You may confirm details in the

Primary Log Data tab

Click Log Yard Re-measurement tab and complete the form by entering the required

details

Click the Compute button to calculate the Average Diameter and Volume

To edit an existing entry, highlight it under Re-measured Secondary Logs (Factory) tab and

make changes under the Log Yard Re-measurement tab

3.2.6.5 Bolt Production

Bolts are produced from further cross-cuts made in secondary logs before they are fed into a

mill. They are usually produced to meet production specification or to the capacity of the

milling machinery (e.g. band mill or Wood-Mizer). Click Bolt Production under Wood Tracking

Manager to use this module

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To add a new entry,

Click on View Registered TUCs and select the appropriate Reserve Name and

Compartment No.

Select the parent tree from the Primary Yield Details tab, and then secondary log from

the Secondary Logs tab

Click the Add/Edit Bolt tab and complete the form by entering the Contractor Bolt No.,

Length and Diameters (Base and Top) and Bolt Production Date

Click the Compute button to calculate the Average Diameter and Volume

Click the Add Bolt button to save

To edit an existing entry, highlight it under Bolts from Secondary Logs tab and make changes

under the Add/Edit Bolt tab

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3.2.7 Production

3.2.7.1 Create/Edit Job

In typical operations, production is usually divided into jobs. A job may be arrived at after a

shift, day or in some cases, when a contract volume/quantity is reached. Whichever the case

may be this module is used to set up Jobs to which input material will be assigned.

To add a new Job,

Click Create/Edit Job under the Production section of the Wood Tracking Manager

category

Enter the Job No., Date and the Mill category in the appropriate fields

Click Add Job button to save

Click View Jobs to see a list of existing jobs and effect changes by editing the desired fields and

clicking Update Job. You may also Delete an existing Job.

3.2.7.2 Job-Bolt Assignment

This module is where existing bolts are assigned to Jobs. This basically is the record of input

material assigned to specific production (jobs). This module can be accessed by clicking on Job-

Bolt Assignment under Production section of the Wood Tracking Manager

To assign a bolt to a job,

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Click on View Registered TUCs and select the appropriate Reserve Name and

Compartment No.

Select the parent tree from the Primary Yield Details tab, and then secondary log from

the Secondary Logs tab

Select the Bolt No. you wish to assign under the Bolts from Secondary Log Form tab

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Click the Assign Bolt to Job tab

Click the View Jobs button click the Assign Bolt to Job button

If you want to remove an already assigned bolt, click on the Remove Bolt from Job button.

3.2.7.3 Job Output (Products)

This module is used to record details of products realized from specific bolts in specific jobs. It

can be accessed by clicking Job Output (Products) under the Production section of the Wood

Tracking Manager

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To add a new entry,

Click View Jobs button under the Existing Jobs tab

Select the Job No. and then the Bolt No. whose products are being recorded

Click View Products under Products List and select the type of product

Next, click on the Job Output (Products) tab

Enter output details (Green Volume and Product Status) and click Add Product to save

3.2.7.4 Kiln Drying

According to contract or other requirements, certain products (after milling) may be sent to the

kilns to attain a given moisture content. This module is designed to capture the details of

products that are kiln dried. Click Kiln Drying under the Production section of Wood Tracking

Manager

To add a new entry,

Click View Jobs button under the Existing Jobs tab and select Job No.

Click on the Job Output (Products) tab and select the Product No. from the top-right

Enter Kiln Volume Produced, Start and End Dates and Product Status click Add Product

Kiln Dry Status to save

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3.2.7.5 Bundling

Products are arranged in bundles according to contract or other requirements before they are

stored or sold. The Bundling module can be accessed under the Production section of the

Wood Tracking Manager

To add a new entry,

Click View Jobs button under the Existing Jobs tab and select Job No.

Click on the Job Output (Products) tab and select the Product No. from the top-right

Enter Bundle No. and click Update Product to save

3.2.7.6 Contract Setup

The Contract Setup module is located in the Production section of the Wood Tracking Manager

and is used to enter details of contracts.

To add a new entry,

Click View Buyers button on the top-right

Select Buyer’s Name from the existing list

Enter the Contract no., Date, Description, Total Volume and Grade/Percentage

Click Add Contract to save

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Click View Contracts to see a list of existing contracts.

3.2.7.7 Contract-Product Assignment

This module is designed to assign products to specific contracts. It can be accessed by clicking

Contract-Product Assignment under the Production section of the Wood Tracking Manager

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To assign a product to contract,

Click View Jobs button under the Jobs and Job Outputs tab and select Job No. and

Product Type

Click on the Contract-Product Assignment and click View Contracts tab

Select Contract No. and enter the required details in the corresponding fields and click

Add Contract to save

Click the Contract Details to view the list of existing contracts

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3.3 Reports

The modules in “Utilities” and “Wood Tracking Manager”

provide the essential variables from which reports are

generated. Numerous reports can be derived by selecting

different combinations of variables. Some have been

categorized under two modules in the Reports Category

3.3.1 Log Management Reports

Log Management Reports are those that cover primary logs, secondary logs and bolt

production. To view reports under this module,

Click on View Registered TUCs and select the appropriate Reserve Name and

Compartment No.

There are some pre-set reports that can be viewed by selecting them from the Reports column

on the lower right. These include the Yield Allocation Details, Yield Allocation Summary and

Yield Balance Report

You may also call up reports for specific Primary / Secondary logs or bolts by using

combinations of Primary Logs (lower left) and Report Parameters (top-right) as desired

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The report will be shown under the Report Preview tab where you may Save or Print

There is a Zoom button on the bottom-right corner to enhance visibility as desired

3.3.2 Other Reports

This module contains more pre-set reports and further parameters to generate even more

reports as desired. This is designed to allow a company enough flexibility and easy access to its

database and use it as a management tool for analysis, performance, decision making, etc.

Under the Report Parameters tab, select one of the pre-set reports on the right

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OR

Generate other reports by using combinations of the Report Parameters column and

fields below it as well as the Job Numbers and Contracts in the top-middle column

Click the View button after setting the desired parameters to view the report

The report will be shown under the Report Preview tab

You may Save or Print the report

There is a Zoom button on the bottom-right corner to enhance visibility as desired

LEGALITY CHECKLIST

This can be found on the bottom of the list of preset reports on the right side under the

Reports Parameters tab. It conatins a simple questionnaire of vital legality checks at various

control points, including

Timber Allocation

Harvesting

Transportation

Processing

Fiscal Obligations

Trade

This checklist is to enable the operator (company) to perform a self-check against accepted

requirements of legality to ensure that due diligence has been conducted in the production

process.

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GLOSSARY

Bolt Log produced crosscutting making further crosscuts in a secondary

log

Buyer also Client; An individual or group (company) that enters into a

contract or agreement to purchase products from a producer and/or

supplier

Critical Control Point A point in the production or supply chain where there is a risk of

mixing materials or of materials losing their identity.

Operator A company or individual who harvests and/or processes timber and

makes it available for trade

Primary Log The first log that is produced from the trunk of a tree after it is felled

and its crown removed

Secondary Log Log produced from making crosscut(s) in a primary log

TUC Timber Utilization Contract