The Ditch Maintenance System will assist with managing and tracking costs related to ditch maintenance. Costs (material, equipment, employee) can be tracked by: Ditch Number, Ditch Name, Auditor Number, Date, Project Number, Work Code (type of work), Employee, Material, and Equipment. Overhead costs can be divided among ditches by using work codes that have been designated as Overhead.

DATA FILES (FORMS)

Enter a record in the Ditch Master File for each ditch to be tracked. Auditor Number must be entered. Enter the YTD Collections for each ditch. Enter a record in the Employee File for each employee that will perform ditch maintenance activities. Enter the employees’ pay rates in this file. All Materials and Equipment should be entered in the Cost Table File, along with the associated cost/rate. Enter all townships in the Township Master File. The Work Code Table File contains a record for each type of work/activity performed in the maintenance of the ditches. If the cost for the type of work/activity should be distributed among all ditches, enter a “Y” for Overhead. Requests for Ditch Maintenance are entered in the Ditch Work Request File. A project number is assigned to each entry in this file. The Ditch Work Detail File contains all transactions for employees, materials, and equipment. The Ditch Master File (YTD Spent) is updated when costs are entered in this file. Time sheets can be entered in the Ditch Work Time Sheet Entry Form. When the entire time sheet has been entered and verified, the time sheet can be added to the Ditch Work Detail File. The Ditch Master File is not updated until the operator selects ADD TIME SHEET from this form. When the time sheet has been added, the records will be moved from the Time Sheet to the Ditch Work Detail File. Changes will then need to be made in the Ditch Work Detail File.

TIME SHEET FORM

The values entered on the top of the form are the default values for each detail line in the time sheet. Press F10 to select these values from the appropriate file. Right Click in the grid portion of the form (bottom) to add a record, delete a record, or duplicate a record. Select Add Record to create a new record on the time sheet containing the default values entered on the top portion of the form. Select Delete Record to delete a record on the time sheet. Select Duplicate Record to duplicate the record where your cursor is located.

Select Delete Time Sheet to delete all records on the time sheet. The records will not be added to the Ditch Work Detail File. Select Add Time Sheet when all time has been entered on the form. This procedure will add the time sheet records to the Ditch Work Detail File and update the totals in the Ditch Master File.

REPORTS

The Ditch Master File Report lists each ditch with the YTD Collections, YTD Spent, and Current Balance. The operator can optionally include a column for Overhead Costs (Administrative Costs) on the report. The Ditch Work Request Report offers three formats. The Work Request Form prints a one page Work Request for each selected request. The Project Without Detail Report prints a report of the work requests by Project, Ditch Number, Ditch Name, or Auditor Number. The Project With Detail Report prints a report of the work requests by Project, Ditch Number, Ditch Name, or Auditor Number, along with the detail records that have been entered in the Ditch Work Detail File. The Ditch Work Detail Reports can be printed in three formats (Summary/Detail/Detail With Descriptions). Each report can be sorted and totaled by Project, Ditch Number, Ditch Name, Auditor Number, Work Code, Date, Employee, Material, or Equipment. In addition, subtotals are available by Project, Ditch Number, Ditch Name, Auditor Number, Work Code, Date, Employee, Material, Equipment, or Nothing. The Time Sheet Reports are the same as the Ditch Work Detail Reports, but are based on the information in the current Time Sheet rather than the Ditch Work Detail File. The Work Code Listing prints a list of the records in the Work Code Table File. The Township Master File Listing prints a list of the records in the Township Master File. The Employee Listing prints a list of current employees. The Equipment Listing prints a list of equipment and the Material Listing prints a list of materials.