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  • 1. TimTracker - User’s Guide A Manual for operating the Internal Wood Control Software By Aristotle Boaitey (KWC) V 1.0
  • 2. 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 Page | 1
  • 3. 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 Page | 2
  • 4. 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. Page | 3
  • 5. 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           Tree Species Setup Product Setup Buyer Setup Political Districts Setup    Harvest yield Details Log Management Production Wood Tracking Manager      Company Type Setup Company Registration Mill Category Region Setup Forest Reserves and Districts Timber allocation Type Compartments Harvest schedule Scanned Documents 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. Page | 4
  • 6. 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” Page | 1
  • 7. 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 Page | 2
  • 8. 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” Page | 1
  • 9. 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. Page | 2
  • 10.   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 Page | 3
  • 11. 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. Page | 4
  • 12.   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 Page | 5
  • 13. 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 Page | 6
  • 14. 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) Page | 7
  • 15. 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. Page | 8
  • 16. 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 Page | 9
  • 17. 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 Page | 10
  • 18. 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 Page | 11
  • 19.  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 Page | 12
  • 20.      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. Page | 13
  • 21.     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 Page | 14
  • 22. 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 Page | 15
  • 23. 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 Page | 16
  • 24. 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, Page | 17
  • 25.     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 Page | 18
  • 26. 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 Page | 19
  • 27. 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 Page | 20
  • 28. 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 Page | 21
  • 29. 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 JobBolt Assignment under Production section of the Wood Tracking Manager To assign a bolt to a job, Page | 22
  • 30.    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 Page | 23
  • 31.   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 Page | 24
  • 32. 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 Page | 25
  • 33. 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 Page | 26
  • 34. 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 Page | 27
  • 35. 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 Page | 28
  • 36. 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 Page | 29
  • 37.   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 Page | 30
  • 38. 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. Page | 31
  • 39. 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 Page | 1