KWC Wood Tracking System TimTracker User Guide

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
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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:
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
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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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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.
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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
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Tree Species Setup
Product Setup
Buyer Setup
Political Districts Setup

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
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.
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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”
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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
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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


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

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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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
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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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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
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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.
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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.

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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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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
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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.
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

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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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.

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

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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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
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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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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
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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,
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

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
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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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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
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20. 
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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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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
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22. To View an existing map,
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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,
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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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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,
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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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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,
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25. 
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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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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,
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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
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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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
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28. 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 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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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,
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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
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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
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32. To add a new entry,

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

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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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
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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
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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
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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
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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
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38. OR

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


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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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