Before Getting Started

PLEASE PRINT THIS DOCUMENT (frame) OUT FOR QUICK REFERENCE WHEN USING TRACK-IT PRO SOFTWARE.
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1 Before starting

Before getting to work, you need to install Track-IT pro on your computer. The Track-IT pro Setup program does this for you.

Minimum system requirements

To run Track-IT pro, you need:

Microsoft Windows operating system version 95, 98 or NT.
Personal computer using 486 or higher microprocessor (Pentium Recommended)
Minimum 16 MB of memory (RAM) or more
15 MB free hard disk space
3.5" high-density (1.44 MD) disk drive
Any colour video adapter supported by Microsoft Windows.
Microsoft Mouse or compatible pointing device

To print, select from:

All printers supported by Microsoft Windows.

2 Installation

Before installing

1. Make sure that your computer and your monitor are turned on and that you have installed Microsoft Windows 95, 98 or NT.

2. Close all open applications.

Install Track-IT

Track-IT pro is used by team leaders to enter employee and other information and to prepare, view and print team and cost reports and graphs. Install Track-IT pro from the location where it will be used.

Track-IT light is used by each employee to record time and prepare individual time reports. When you install Track-IT pro, Track-IT light will automatically be installed.

Track-IT Network Installation IMPORTANT NOTES - READ BEFORE INSTALLING:

1. All users of Track-IT pro and light must be given all rights (edit, delete, etc.) for the Track-IT directory and subdirectories where it will be installed.

2. Read the following steps before installing the software on a network.

A. Install Track-IT pro on a network Track-IT pro is used by team leaders to enter basic employee and other information and to prepare, view and print team and cost reports and graphs. Install Track-IT pro from the location where it will be used. Track-IT pro automatically installs a copy of Track-IT light. All of the Track-IT files must be located in one directory.

If this is your first installation, follow the instructions on your screen for a Typical installation. Click the Ok button after each prompt.

B. Install Track-IT pro for additional team leaders (each location where it will be used) For each computer (location),

1. Insert the Track-IT pro SETUP disk in the disk drive and run setup.exe.
2. Click Custom installation.
3. Un-select all options except ODBC drivers.
4. Create Icon as in D. Listed below.

C. Install Track-IT light on portable computers or disk drives Track-IT light is used by each employee to record time and prepare individual time reports. For employees using portable computers or those who are not always connected to the network, you can install Track-IT light on their computer's disk drive. The first time they use Track-IT light, they will need to connect to the network and open their Track-IT light file then, select Commands, Use on Local Drive. Steps to install
1. Insert the Track-IT light SETUP disk in the disk drive.
2. Follow the instructions on your screen to complete the installation. Click Ok after each prompt.

D. Track-IT light & pro network users
For employees using Track-IT light from the network directory, from each employees computer, double click the icons95.exe file to create the Track-IT light icons and group folder. An icon will also be created in the Start Up group. For employees or managers using Track-IT pro from the network directory, from each manager or employees computer, double click the proicons.exe file to create the Track-IT pro icons and group folder. Be sure that you have assigned them the correct rights to access Track-IT pro.

3 Understanding menu commands

The Menu Commands are used to accomplish certain functions within Track-IT pro. Commonly used commands are also available through buttons on the Toolbar (see Understanding the Toolbar below).

Here is a description of each command for your reference. In addition to Ctrl keys, you can also use the underlined letter in the word to go to that option.

File commands

Use Save (or Ctrl+S) to save changes made. The software will also ask you if you want to save changes when you move from one window to the next.

Use Update (or Update button) to transfer recorded transactions from Track-IT light to Track-IT pro.

Use Open Database to open an existing file created using Track-IT pro.

Use New Database to create a new Track-IT pro file with or without unpurged information.

Use Print to print a report or graph.

Use Printer Setup to change default printers or redefine printer setup options.

Use Close to close the window and return to the display window (optional).

Use Exit to exit Track-IT pro software.

View commands

Use View to add, edit or delete information for: Time sheet, Client, Project, Activity, Team, Employee, Project Group, Activity Group, Receivable and Expense.

You can also use the large buttons on the Toolbar to access the options in the Edit list except for Project Group, Activity Group, Receivable and Expense.

Edit commands

Use Undo (or Ctrl+Z) when you've erased a word or phrase and you want to undo your change.

Use Cut (or Ctrl+X) to cut a word or phrase highlighted.

Use Copy (or Ctrl+C) to copy a word or phrase.

Use Past (or Ctrl+V) to paste a word or phrase.

Use Clear (or Del) to delete a word or phrase.

Use Copy Project to copy a selected project (its activities and estimate) to use as a template for a new project. This option is only available when you are in the general tab of the project window.

Use Zoom to zoom in or out of a displayed report or graph.

Row commands

Use Add (or Ctrl+A) to add a row of information or a new record. When you are in the Assigned To tab of the Project window, the Add command will display the Assign pop-up window used to assign activities and employees to projects. When no activities are assigned, the Global Activities identified in the Activity window (click the Activity button) will be sent to all employees using Track-IT light for time tracking purposes.

Use Delete (or Ctrl+D) to delete a row of information or a record.

Search commands

Use First (or Ctrl+F) to go to the first name in the list or row of information.

Use Previous (or Ctrl+P) to go to the previous name in the list or row of information. When a report is displayed, use it to go to the previous page.

Use Next (or Ctrl+N) to go to the next name in the list or row of information. When a report is displayed, use it to go to the next page.

Use Last (or Ctrl+L) to go to the last name in the list or row of information.

Report commands

The reports listed in this menu have pre-defined settings for the type of report (detailed or summary) and reporting period. These reports will be displayed and printed according to your hours worked. To view or print other reports for different reporting periods, use the More reports option.

To display an Activity Cost report according to the logged-on user's hours worked.

To display or print a Project Cost report according to the logged-on user's hours worked.

To display or print a Project Cost with Estimate report according to the logged-on user's hours worked.

To display or print the logged-on user's Time Sheet report.

To display or print the logged-on user's Active Project and ActivityList to be used for time tracking.

More Reports is used to go to the Report window to display, print and export individual and team reports and graphs for specific periods.

Setup commands

Use Company Profile to setup company preferences.

Use Personal Preferences to setup personal preferences.

Use Update Preferences to setup update preferences.

Use Change Password to change your password.

Help commands

Use Contents (or F1) to display the on-screen help table of contents.

Use Search for Help on (or Shift+F1) to search for a particular topic in the on-screen help file.

Use Using Help to learn how to use help.

Use About Track-IT pro to display information regarding the software version release number and technical support information.

4 Understanding the toolbar

In addition to keyboard shortcuts for the menu commands, Track-IT pro offers one-step access to commonly used commands through buttons on the Toolbar. Frequently used commands are right at hand when you need them. The Toolbar appears at the top of the Track-IT pro Window. Click the button once to turn it on.

Large buttons

The first row of buttons, is used to move from one Window to the next. You can also use the File and View menus to access these Windows but we will use the buttons throughout this manual.

To Exit the software.

To Update lists for and Time Sheets for Track-IT pro.

To go to the Employee window.

To go to the Team window.

To go to the Client window.

To go to the Project window which also includes Project Estimates, Estimated Costs and Estimated Expenses.

To go to the Activity window.

To go to the Time Sheet window which also includes actual costs.

To go to the Report window.

Small buttons

The second row of buttons is used to accomplish specific functions, add, delete, etc. within the current window.

To Close the current window and return to the Main window.

To Print a report or graph.

To Save changes made. Also, see Company Preferences to set Auto-save on exit ON.

To Add a client, project, employee,... a row of information.

To Delete a client, project, employee,... a row of information.

To move to the First page, row, item in the list.

To move to the Previous page, row, item in the list.

To move to the Next page, row, item in the list.

To move to the Last page, row, item in the list.

To Export the displayed report to a file that can be opened in other applications such as Excel, Lotus, Quattro Pro, etc.

To Select from a list in order to display or print information for selected items only.

To Zoom in or out of a report or graph.

5 Getting started quickly

When you purchase the software, a full user manual will be delivered with the disks. However, you can use the Step-by-step icon to learn to use Track-IT pro and Track-IT light from your computer screen or follow these easy steps.

Steps

QuickStart:

When you purchase the software by courier, a 98 page user manual will be delivered. Including Track-IT light manuals for each registered user. You may also use the Step-by-step icon to learn to how to use Track-IT pro and Track-IT light from your computer screen or follow these easy steps.

Enter basic information into Track-IT pro:

1. Start Track-IT pro.
Enter temp for the User Name
Enter employee for the Password (Once you have entered your own information into Track-IT pro, you may use your own password and User name)

2. Add an Employee (Click on 'Employee, Add')
Enter Last Name
Enter First Name
Select Track Time Using ('Track-IT light')
Enter User ID (this is the persons filename.tpl used for Track-IT light)
Enter Password (this is used only for Track-IT pro access by this employee)
Fill out other information

3. Add Client information (Click on 'Client, Add')
Enter Client name
Enter short name (this is the 1st part of a 15 char string as seen in Track-IT light, 2nd part is Project short name)
Fill out other information

4. Enter Activity information.
Enter Activity name
Enter short name (this is seen in Track-IT light as the project name)
Select Global activity (for activity to be assigned to all employee's)
Fill out other information

5. Enter Project information.
Select Client name
Enter Project name
Enter short name (this is the 2nd part of 15char string as seen in Track-IT light, 1st part is Client short name)
Enter description (this is seen in Track-IT light in a grey out box, above their comment box)
Select billing by 'Actual Hours'
Go to the 'Assigned to' (assigns activities and employees to projects)
Select the employee(s) you want to add to the project.
Select the activities that the employee(s) should work on Click on 'OK' or 'Apply'

6. Go to 'Update Preferences' from the 'Setup' Menu option Select employee(s) that you wish to create/update Track-IT light files for.

7. Click Update to transfer/receive the information to/from Track-IT light for time tracking.

Tracking Time: Use the Step-by-step icon to quickly learn how to use the software.

1. Start Track-IT light.
Select 'Open, File'
Select the data directory (Data, Default) in the directory where Track-IT was installed.
Select User ID.tpl file (this was the filename.tpl entered earlier in Track-IT pro under 'Employee')
You are now ready to start tracking your time!

2. Track time as work is being done
Select the 'Project and Activity' that you wish to track time on
Select (the green arrow) to start tracking time or
Select (the green arrow with a red line) for starting from last time transaction
Select (red stop button) to stop tracking time.
or
Enter the time information at the end of the day or week
(select 'Time Sheet' in the 'Edit' menu, select the date range to show today's date).
Employee's may also edit their time sheets from this area, unless the time sheets have been sent to Track-IT pro.

3. At the end of each week (suggested), employees can send their time sheet information.
Select 'Send Time Sheet' to Track-IT pro from the 'Commands' menu.

4. That's it, the employee's are now tracking their time!
They may even view some productive graphs from their 'Reports' menu.

Track-IT pro for reporting

To View (print) team (individual) time and cost reports or graphs:

1. Click 'Update' from Track-IT pro to receive the time sheets. (This makes sure all your information is up to date from the employee's time sheets)

2. Click the 'Report' button.
Select the appropriate report.

That's it. Enjoy..

6 Technical support

506-855-4477 Sales
506-857-1750 Sales Fax
e-mail: info@dovico.com
or Support@dovico.com
Support: http://www.dovico.com/support.html

http://www.dovico.com