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1. Operating Overview

Project Tracker Pro is a centralized operational hub for construction enterprises. It integrates site data, workforce logistics, and financial accounting into a single real-time environment.

1.1 Core Objectives

The software is designed to achieve three primary outcomes:

  • Operational Visibility: Mapping field activity (Attendance, Progress) to office oversight.
  • Financial Integrity: Ensuring every site expense is backed by a bank transaction or inventory audit.
  • Regulatory Compliance: Automating statutory deductions (KRA, NSSF, NHIF) and document record-keeping.

1.2 Platform Requirements

🌍 Access Points:
  • Web: contractor.afriteck.com
  • Desktop/Mobile: Native apps for Windows, macOS, Android, and iOS.
  • Connectivity: High-speed/moderate internet is required for real-time synchronization.

2. Access & Security Procedures

Project Tracker Pro utilizes a secure access pipeline consisting of Identity Verification and Multi-Factor Authentication (MFA).

2.1 Standard Authentication (Login)

Objective: To gain access to the operational dashboard.

1

Launch

Open the Project Tracker Pro app or navigate to the web URL.

2

Input Credentials

Email: Enter your corporate email address.
Password: Enter your secure password.

3

Action & Verification

Click the Login button. You will see a "Please wait" indicator followed by the MFA Verification Screen.

2.2 Multi-Factor Authentication (MFA)

Objective: To verify your identity via a secondary channel.

  1. Check Email: Locate the 6-digit code sent to your registered email address.
  2. Action: Input the code into the verification dialog.
  3. Expected Response: The system verifies the code instantly on the 6th digit. You are then navigated to the Global Dashboard.

2.3 Password Recovery (Reset)

Objective: To regain access if a password is forgotten.

  1. Navigate: Login Screen > Click Forgot Password?.
  2. Action: Enter your registered email and click Send Verification Code.
  3. MFA Verification: Check your email, enter the code in the app, and click Verify.
  4. Reset Form: Enter a new password (min 8 chars) and confirm it.
  5. Submit: Click Update Password.
  6. Expected Response: A success message appears, and you are redirected to the Login Screen to use your new credentials.

3. Navigation & Interface

The interface is designed for role-based efficiency, ensuring that you only see the tools relevant to your operational duties.

3.1 Dynamic Interface & Role-Based Access (RBAC)

Project Tracker Pro utilizes a Dynamic User Interface. The dashboard widgets, menu items, and control buttons you see are automatically tailored to your specific User Role.

👨‍💼 Administrators & Top Managers: This documentation describes the Full Enterprise View available to top management. They have unrestricted visibility across all 12 modules, including corporate financials, bank reconciliations, and multi-subsidiary reporting.

For other team members, the system restricts access to maintain data security and operational focus:

  • Site Project Managers: Access is restricted to their assigned projects. They can manage site-specific BOQs, subcontractor claims, and site attendance, but cannot see corporate-wide bank balances.
  • Inventory & Fleet Managers: The sidebar is focused on logistics, fuel consumption, material arrivals, and asset maintenance.
  • Finance/Office Staff: Access is limited to administrative modules like invoicing and accounting, based on their specific clearance levels.

3.2 Global Search & Discovery

Objective: To find a specific project, employee, or financial record quickly.

  1. Navigate: Top Bar > Search Field.
  2. Action: Type any name, project number, or email.
  3. Expected Response: A filtered list appears instantly. Click the desired item to navigate directly to its detail page.

3.3 Personalized Experience

Objective: To adjust the UI for comfort or locale.

  • Theme Toggle: Click the Sun/Moon icon in the Top Bar to switch between Light/Dark Mode.
  • Language: Click Profile Image > Settings > Language. Select from the dropdown (e.g., English, Swahili).
    Expected Response: The entire interface labels update immediately.

3.4 Accessing Your Profile & Portal

Objective: To view your credentials, employment portal, or logout.

  1. Navigate: Top Bar > Profile Icon (Top Right).
  2. Options: View Profile, Employee Portal (view payroll/assignments), Sign Out.
  3. Action: Click Sign Out.
  4. Expected Response: You are returned to the Login Screen.

3.5 Managing the Workspace

Objective: To maximize screen real estate.

  1. Navigate: Top of the Interactive Side Bar.
  2. Action: Click the Menu/Toggle icon.
  3. Expected Response: The sidebar collapses into Icon-Only Mode. Click again to return to Full Text Mode.

4.1 The Global Dashboard

Objective: To interpret real-time financial and project vitality.

  1. KPI Cards: View consolidated totals for Bank Balances, Inventory Value, Monthly Revenue, and Project Profitability.
  2. Trend Analysis: Use the Chart Type Picker to switch between Revenue and Expense trends.
  3. Time Filters: Click the Calendar icon to filter data by Weekly, Monthly, or Yearly ranges.
  4. Expected Response: The dashboard refreshes instantly to reflect the selected entity and timeframe.

4.2 Project Lifecycle Management

Objective: To track sitework from inception to completion.

4.2.1 Creating a New Project (The 6-Step Workflow)

Why is this important? Managing projects on paper leads to lost receipts and unclear progress. By creating a digital project, you create a central "folder" where every shilling spent and every bag of cement used is tracked automatically.

Objective: To register a new project and initialize its financial and operational parameters.

1

Project Identification

Navigation: Side Bar > Projects > Click Add Project.
Form Entry: Enter Project Name, Unique Contract Number, Location, and Description.
Stakeholders: Select Project Category and Subsidiary Company.

2

Client Details

Action: Select the Client from the dropdown menu. Verify contacts.

3

Key Project Dates

Select Contract Start and End Dates (duration calculated automatically). Enter dates for Tender Award, Handover, and Planned Start/Completion.

4

Financials & BOQ

Enter Contract Value and Budget Allocation. Select Funding Source and Billing Schedule.
BOQ Management: Import Bulk BOQ Data or use Manual Entry.

5

Tracking & Monitoring

Select initial Project Status. Enter current Progress (%) and Remarks.

6

Final Verification

Audit summary. Click Confirm and Save.
Expected Response: Success notification and redirection to Project Dashboard.

4.2.2 BOQ Validation Rules

Objective: To maintain financial integrity and prevent data entry errors.

Rule Category Validation Requirement
Item ID Item Number must be unique. No two tasks can share the same ID.
Quantities Quantity and Unit Rate must both be numerical values greater than zero (0).
Target Expenditure Target Expenditure cannot exceed the calculated total (Quantity * Rate). It must also be > 0.
Financial Cap (Contract) Cumulative total of items must match Contract Value.
Financial Cap (Budget) Cumulative total of Target Expenditure must match Budget Allocation.

4.2.3 Bulk Import: Technical Specifications

💡 Why use this feature? Manually typing hundreds of Bill of Quantities (BOQ) items is slow and mistakes happen easily. This feature lets you prepare your tender in Excel comfortably and upload it all at once in seconds.

File Type: We strictly accept Microsoft Excel files ending in .xlsx.

How to Upload:

  1. Click: The "Import Bulk BOQ" button in the project creation form.
  2. Select: A file picker window will open on your computer. Navigate to your folder and select your .xlsx file.
  3. Validation: The system will scan the file instantly. If all rules are met, your items will appear in the table.

Strict Excel Rules: To ensure the system understands your file, it must follow these rules:

  1. Header Integrity: Exact headers required: Item Number | Description | Quantity | Unit | Rate | Target Expenditure
  2. Case Sensitivity: Headers must match spelling exactly.
  3. Data Cleaning: Ensure no empty rows between items. Non-numerical values in "Quantity" or "Rate" will cause the file to be rejected.
  4. Error Feedback: If rejected, the system will tell you exactly which Row Number caused the error. Correct the Excel file and try again.

4.2.4 Utilizing the Action Drawer

Objective: To perform on-site logistical and financial actions.

  1. Inside Project Details: Click the Drawer Icon (Triple Dot or Arrow) at the top right.
  2. Available Tools:
    • Register Movement: Log material movement to/from the site.
    • Site Expense: Record emergency or petty cash site costs.
    • Milestone Payment: Log funds received from the client for work done.
  3. Action: Click Execute Action after filling the pop-up form.
  4. Expected Response: The action is logged in the Project P&L and reflected in the dashboard.

4.3 Integrated HRM (Workforce Management)

Why is this important? To pay your workers accurately and automatically calculate taxes like PAYE, NSSF, and NHIF, the system needs to know exactly who they are and what their rate is. Registering them once here saves you hours of manual calculation every month.

Objective: To manage the full lifecycle of the workforce, from onboarding to payroll execution.

4.3.1 Employee Registration Workflow

Objective: To onboard a new staff member and define their compensation structure.

  1. Navigate: Side Bar > Users & HRM > Employees. Click Register Employee.
  2. Classification: Select Formal Employee (Salaried) or Casual Employee (Daily Wage).
  3. Compensation: Enter Basic Salary (Formal) or Daily Rate (Casual). Add recurring Allowances.
  4. Statutory & Banking: Enter ID, KRA PIN, NSSF, NHIF. Select Bank and Account Number.
  5. Contract: Set Hire Date and Contract End Date.
  6. Submit: Click Register Employee.

4.3.2 Document Management (Approver Portal)

Objective: To verify legally required employee documents (IDs, Certificates).

  1. Navigate: Side Bar > Users & HRM > Documents.
  2. Modes: Toggle between Approver View (Pending) and Expiring Soon.
  3. Approval Workflow: Select document, preview, and click Approve or Reject (with reason).
  4. Status: Tracks documents as Pending, Approved, or Rejected.

4.3.3 Leave Management (Supervisor View)

Objective: To review and adjudicate time-off requests.

  1. Navigate: Side Bar > Users & HRM > Leave.
  2. Dashboard: View "Employees on Leave", "Pending Approvals".
  3. Action: Switch to Pending tab. Click Eye Icon to view details.
  4. Adjudication: Click Checkmark (Approve) or Cross (Reject).
  5. Result: Approved days are deducted from the employee's leave balance.

4.3.4 Loan Management & Disbursement

Objective: To handle staff advances and salary loans.

  1. Navigate: Side Bar > Users & HRM > Loans.
  2. Approval: View Pending requests. Click Approve.
  3. Disbursement (Financial Integration): Navigate to Approved tab. Click Disburse. Select Company Bank and Source Account.
  4. Validation: System checks account balance properly.
  5. Action: Click Confirm Disbursement.

4.3.5 Payroll Processing Cycle

Objective: To generate, validate, and pay monthly salaries.

1

Phase 1: Generation (Preview)

Navigate to Payroll Preview. Select Month & Year. Click Generate Preview.
Review Gross Pay, Statutory Deductions, Loan Repayments, and Net Pay.

2

Phase 2: Approval

Click Approve Payroll. This freezes the payroll, preventing further edits to attendance/allowances for that period.

3

Phase 3: Execution (Payment)

Navigate to List Payrolls. Open approved batch. Click Process Payment.
Select paying Bank Account.
Result: Creates bulk expense transaction and marks slips as "Paid".

4.3.6 Claims & Reimbursements

Objective: To manage employee expense claims.

  1. Navigate: Claims module. View Pending/Approved tabs.
  2. Approval: Select claim, review receipt, Approve/Reject.
  3. Payment: In Approved tab, click Process Payment. Select funding bank.

4.3.7 Allowance Management

Objective: Manage recurring benefits (Monthly) and Adhoc bonuses.

4.3.8 Deduction Management & Remittance

Objective: Handle statutory deductions. Aggregate for bulk remittance to authorities.

5. Document & Report Management

Centralized documentation for audit readiness.

5.1 Uploading Site Files & Photos

Objective: To maintain a visual and digital record of project progress.

  1. Navigation: Side Bar > Projects > Select Project > Files tab.
  2. Action: Click Upload button (+). Select File and Category (e.g., Site Photo).
  3. Submit: Click Confirm Upload.
  4. Expected Response: File appears in project gallery grouped by category.

5.2 Managing HRM Documents

Objective: Verify employee credentials. Review pending uploads, Approve/Reject.

5.3 Bulk Downloading Reports

Objective: Export data for offline analysis.

  • Financial Statements: Date-ranged P&L/Balance Sheets (Excel).
  • Project Summaries: PDF summary of project status.
  • Subsidiary Performance: Full entity audit logs.

6. Financials Module

Acts as the central accounting engine. Includes Banking, Expenses, Revenues, Profits, Statements.

⚠️ IMPORTANT DISCLAIMER: This module is an automated record-keeping system only. It checks your financial health based on what you enter.

Why? This system is your "internal truth". It tells you what *should* be in the bank. You compare this with your actual bank SMS/Statements to catch internal discrepancies or forgotten expenses. It does NOT connect to your real bank account to move money.

6.1 Banking Operations

Objective: To manage liquidity, bank relations, and fund transfers.

  • Transactions: Master ledger of all credits/debits.
  • Banks/Accounts: Registry of institutions and specific ledgers (e.g., Petty Cash).
  • Pending Payments: Queue of approved expenses waiting for funds.
  • Reconciliation: Tool to match system logs vs actual statements.

Quick Actions:

Send Money, Transfer (internal), Add Account, Add Bank.

6.2 Expense Management

Objective: Track all money leaving the organization.

  • Project Expenses: Costs tied to specific BOQ items.
  • General Expenses: Operational overheads (Rent, Electricity) not tied to projects.

6.3 Revenue Tracking

Objective: Monitor all income streams.

  • Project Revenues: Client payments and Milestones. Increases Project Profitability.
  • Non-Project Revenues: Asset disposal, scrap sales, dividends.

6.4 Profits & Analytics

Objective: Real-time financial health monitoring. View Trends, Net Profit (Rev - Exp), and Breakdowns.

6.5 Financial Statements

Objective: Generate audit-ready reports. Select Type (P&L, Balance Sheet), Filter Date Range, and Export (PDF/Excel).

7. Fleet Management

Comprehensive system to track machinery lifecycle.

7.1 Registering an Asset

Objective: Onboard new equipment.

  1. Navigate: Fleet > Fleets. Click Action Button.
  2. Form Entry: Registration No, Fleet Type, Make & Model, Year, Chassis/Engine No, Purchase Details.
  3. Submit: Asset becomes active for logging.

7.2 Insurance Management

Objective: Track policy expiries. Add Policy Number, Provider, Dates, Cost. Status updates to "Expired" automatically.

7.3 Recording Maintenance

Objective: Log services/repairs. Costs are added to the asset's running total.

7.4 Logging Fuel Consumption

Objective: Track efficiency. Log Liters and Cost. System calculates efficiency.

8. Inventory & Supply Chain

Manage stock levels, allocations, and usage.

8.1 Creating an Inventory Item

Objective: Define new material. Set Type (Consumable/Non-Consumable), Unit, Cost, Min/Max levels.

8.2 Adding Supply (Stock-In)

Objective: Record materials received. Input Batch Number, Quantity, Supplier, Expiry. Increases Master Balance.

8.3 Allocating Materials to Projects

Objective: Move stock to site. Select Project, Item, Quantity. Decreases Warehouse stock and increases Site Balance.

8.4 Recording Material Usage

Objective: Log actual consumption on-site. Reduces Site Balance, reflects in Project P&L.

8.5 Returning Inventory

Objective: Return unused materials to store. Select Condition and Reason.

8.6 Inventory Sales & Disposal

Objective: Sell surplus/damaged stock. Logs revenue to Financials module.

9. Subcontractors (Payables)

Objective: To track external service providers, manage their contracts, and monitor payments regarding specific project expenses.

1

Registration

Navigate to Subcontractors > Add Subcontractor. Enter entity details (Name, Reg No, Tax PIN) and primary contact info (Person, Phone, Email).

2

Expense Logging

Open a Subcontractor's profile. Click "Add Expense". Select the Project and BOQ Item this expense relates to. Enter the Amount and Date.

3

Financial Reconciliation

The system automatically calculates Total Owed vs Total Paid. Use the "Payment Status" indicator to see if a subcontractor is Fully Paid, Partially Paid, or Unpaid.

Feature Description
Financial Overview Real-time dashboard of Total Owed, Paid, and Pending balances.
Expense History Digital log of every payment claim made by the subcontractor.
Project Tagging Every expense is linked to a specific Project and BOQ item for accurate job costing.

9.1 Managing Subcontractors

Ensure data integrity by following these validation rules when registering or updating subcontractor profiles.

1

Adding a Subcontractor

Navigate to Subcontractors list. Click the "+ Add" button. Fill in the required fields. Click "Create".

2

Editing a Profile

Open the subcontractor's details page. Click the "Edit" icon (Pencil) in the top header. Update the necessary fields. Click "Update" to save changes.

Field Validation Rule
Name Required. Must be unique in the system.
Email Optional, but must be a valid format (e.g., [email protected]) if provided.
Phone Optional, but must be a valid number (min 8 digits) if provided.
Tax PIN Recommended for invoicing. Alphanumeric format.
Address Optional physical location.

10. Clients (Receivables)

Objective: To maintain a directory of project owners and track incoming revenue against contract values.

1

Onboarding a Client

Navigate to Clients > Add Client. Capture Corporate Name, Contact Person, KRA PIN, and Contact Details.

2

Portfolio Monitoring

Click on a Client to view their "Client Details" dashboard. This shows all projects (Ongoing, Completed) associated with them.

3

Revenue Tracking

Monitor the "Financial Summary" card to see Total Contract Value (Expected) vs Total Received across all their projects.

📊 Key Performance Indicators (KPIs)
  • Average Project Progress: See how fast projects for this client are moving on average.
  • Payment Rate: Percentage of the contract value that has been settled.
  • Project Breakdown: Visual count of Active vs Completed engagements.

10.1 Managing Clients

Ensure data integrity by following these validation rules when registering or updating client profiles.

1

Adding a Client

Navigate to Clients list. Click the "+ Add" button. Fill in the required fields. Click "Create".

2

Editing a Profile

Open the client's details page. Click the "Edit" icon (Pencil) in the top header. Update the necessary fields. Click "Update" to save changes.

Field Validation Rule
Name Required. Must be unique in the system.
Email Optional, but must be a valid format (e.g., [email protected]) if provided.
Phone Optional, but must be a valid number (min 8 digits) if provided.
Address Optional physical location.

11. Collaboration & System Logs

11.1 Internal Messaging (Chat)

Objective: Coordinate in real-time. Use Direct Messages or Groups. View Online status and Read Receipts.

11.2 Investigating Actions (System Logs)

Objective: Audit changes and maintain security. Filter by Date or User. View Action type, Timestamp, and Device ID.

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