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Licence Model

For a practice management tool to be successful in a company, it needs to be quickly available to all staff all the time. Licences are thus per named user and not concurrent, which means staff are encouraged to use eTrack since so quick and easy to access (like email).

The price of each user licence depends on a) the Licence Type and b) the Additional Modules.

a) The standard Licence Types are...

• Timesheet Only - a low cost starter with just access to Timesheets
• User - all core features typically used by a staff member.
• Project Manager - all User and Management features.
• Administrator - typically one needed with access to everything.

b) The Additional Modules are...

• Scheduling and Resource Management (in addition to Manager or Admin Licence)
• Invoicing and Accounts (in addition to Manager or Admin Licence)
• Contract Administration (in addition to User or Manager or Admin Licence)
• Benefit Realisation / ROI (please contact eTrack for more information)
• Share Options (please contact eTrack for more information)

• The features included in each Licence Type and Additional Module are shown in the tables at the bottom of this page.
• More Licences may be purchased at any time, one at a time.
• Upgrades to licence types are charged at the difference in the Licence prices.
• Other Licence Types may be configured to fit your needs and budget, please contact etrack to discuss.

eTrack may be either purchased once off plus maintenance paid annually, or paid for my monthly subscription that includes Maintenance. Please see the next two sections for details of each.

Purchase Prices

eTrack may be purchased so you own the Licences perpetually. In addition, a maintenance fee is payable annually for upgrades, patches and help desk, but this is optional after the first year and you only pay based on the Licences you are currently using. Support may be purchased in addition. Please see Maintenance and Support for details.

Please contact eTrack for Purchase Prices for the following...

• Timesheet Only Licence.
• User Licence.
• Manager Licence.
• Admin Licence (minimum of one).



• Scheduling and Resource Management in addition to Manager or Admin Licence.
• Accounts and Invoicing in addition to Manager or Admin Licence.
• Contract Administration in addition to User or Manager or Admin Licence.



• Prices are per (non concurrent) staff member, once off.
• Prices exclude GST, applicable only if purchased in Australia.
• Annual Maintenance that is a % of purchase price.
• Deployment Fees.
• Support Rates, offsite and onsite.
• Volume discounts.
• For multi site, remote or Macintosh access there is a very small additional once off charge.

Please contact eTrack for a quote and to request a demonstration.

Subscription Prices

Alternatively you can subscribe to use eTrack. There is no contract meaning you can stop any time. Support may be purchased in addition. Please see Maintenance and Support for details.

Please contact eTrack for Subscription Prices for the following...

• Timesheet Only Licence.
• User Licence.
• Manager Licence.
• Admin Licence (minimum of one).



• Scheduling and Resource Management in addition to Manager or Admin Licence.
• Accounts and Invoicing in addition to Manager or Admin Licence.
• Contract Administration in addition to User or Manager or Admin Licence.



• Prices are per (non concurrent) staff member, per month.
• Prices exclude GST, applicable only if purchased in Australia.
• Maintenance is included.
• Deployment Fees.
• Support Rates: offsite and onsite.
• Volume discounts.
• For multi site, remote or Macintosh access there is a small additional charge.

Please contact eTrack for a quote and to request a demonstration.

Licence Type Features

Timesheet Only
Staff who only need to view their work and fill in (and approve) timesheets. Low cost way to start using eTrack.
View Work View all projects and admin tasks View assigned work	Timesheets Enter Timesheets and add Comments Update Estimate to Complete Approve Timesheets (security protected)

User Licence
eTrack is designed to be open all day like email. Staff view assigned work and schedules, enter timesheets and disbursements, look up contact details, add correspondence, complete QA checklists and in general view and record the progress of work.
View Work View all work and admin tasks Read Only view of Schedules (if available) Powerful Search across all information Timesheets Enter Timesheets and add Comments Update Estimate to Complete Approve Timesheets (security protected) Track Flexi-Leave (optional) Disbursements Track Disbursements Enter Disbursements directly into Timesheet and view against project (for invoicing) and person (for reimbursement).	Contact Management Find and update all Contact Details: Clients, Consultants, Councils, Suppliers... Synchronise with Microsoft Outlook Update Progress Record Correspondence & Progress Notes Complete QA Tasks and checklists Raise and track Issues Attach Documents Reports Run all allowed Reports (configurable)

Manager Licence
Used by managers to create projects, define tasks, budgets and checklists and prepare quotes and proposals. Resources are assigned with estimated hours and compared with percentage based estimates. Margins and variations and tracked and adjustments made.
Includes all User Licence Features above. Create Projects and Variations Create Projects from Templates Prepare Proposals Define all types of Job Costing including fixed Price, % based, fixed resources, time based, lump sum. Create QA Tasks, Checklists and Registers. Define unlimited data fields.	Track Progress and Update Plans Approve Timesheets Track KPIs… forecast, variance, margin, profit, unbilled work (WIP). Auto update of estimates from timesheets Manage Variations Reports Run all Reports Sort, filter, dynamically group Export to Excel, PDF etc

Administrator Licence
Administrators create new people and maintain their security and create custom reports. They perform upgrades and configure the system as typically directed by managers and eTrack support. They may also maintain contacts and manage interfaces with other applications such as finance, HR or document management systems.
Includes all User & Manager Features General Admin Create Staff with login and passwords Define Charge and Cost Rates & rate tables. Setup Calendars for staff and company Maintain powerful Security. Define pick lists and reference data Setup email Alerts Define unlimited Information fields Define unlimited Registers of anything Define document templates	System Maintenance Import contacts etc (data migration) Run Maintenance to… - Upgrade eTrack. - Perform health checks. - Backup and Restore database Install eTrack for new people. Configure terminology and structures Create Reports Create your own reports with built in Report Writer Create Graphs

Additional Module Features

Scheduling and Resource Management
eTrack flagship feature is its world class scheduling and resource management, completely integrated with timesheets and budgets. This module provides full access to view one or multiple projects and any different resource groups on the screen at the same time - great for planning a project and monitoring the utilisation of staff.
In addition to a Manager Licence Schedule Assign resources: Staff, Roles & Equipment. Plan Schedules graphically Define dependencies and milestones Interface with Microsoft Project Save multiple Baselines View timesheet entries graphically Automatically updated as Timesheets are entered.	Resource Management View total hours allocated to each staff member Expand to see what they are working on Chose hours/day, hours or days/week resolutions or in $ Easy view of Resource over allocations in red Instantly updated as schedules are changed. View future utilisation across resource groups View past utilisation based on timesheets

Account Management and Invoicing
eTrack's Account Management and Invoicing Module is fully featured and very easy to use. Managers typically prepare invoices by viewing unbilled WIP , entering invoice, write off and adjustment amounts and approving. Finance or book keepers may generate the invoices, print and email them and track payments. Invoices may then be exported to accounting packages such as MYOB and Quickbooks and other larger FMS.
In addition to a Manager Licence Account Management Plan Fee Schedules (Payment Plans) View all time and disbursements Enter $ or % invoice amounts Enter write-offs Add adjustments for fees in advance etc.	Invoice Create invoices in Excel populated from eTrack Use standard or create your own templates. Batch print Invoices Create Credit Notes Search invoices by #, Client, Project, Batch, Approved etc Track payments and days outstanding Export to Accounting Packages such as MYOB, Quickbooks and other larger Financial Management Systems.

Contract Administration
Integrated throughout eTrack are features to support contract administration. If security allows, staff can search and create RFIs, certificates, instructions, defects etc. Managers can adjust time and fees. The module includes full document management, email interface, file management and transmittals.
In addition to a Manager Licence Registers Progress Reports RFI Contract Instructions Adjustments of Time updates Milestone Contract Sum Adjustments updates Fee Defects Certificates Progress Claims Construction Project Define Construction Project and Stages Define and track Milestones and Dates Emailed alerts on Dates File and Directory Management Create directories on your server when project is created Automatically store Documents in defined directory Copy file to secure area when document is created	Document Management Repository of all Documents including drawings, certificates, letters, faxes etc. Create new Documents from templates and copy the file Version control of document changes Secure workflow of Status changes Send a Document to multiple Recipients Email Interface Create and track emails in eTrack Email a document to multiple recipients Email recipients and attach documents Receive emails and save with the sender, and with the project if project number is in the subject field. Transmittals Automatically record all email documents with recipients Manually add additional transmittals (eg. if posted, faxed) Search transmittals by project, document, recipient, client etc.

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