# Work Summaries ## Overview The Work Summary module helps manage staff work times and expenses for an event. Staff can use the Work Summary module to add their work times, just like a timesheet. [Payroll Managers](#positions) can also enter work times and expenses on behalf of other staff. The module includes three registers: * Work Summary * [Work Time Entries](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/your-user-profile-and-duties/work-summaries/work-time-entries) * [Work Expense Entries](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/your-user-profile-and-duties/work-summaries/work-expense-entries) Think of a Work Summary as a timesheet containing multiple time entries for a period of work. The Work Summary can hold multiple Work Time Entry records can be added for a staff member over a period of time. Additionally staff can add expenses to Work Summaries for any work expenses they have incurred. Staff can create work summaries and Payroll Managers can also add, approve, reject or cancel them. These expenses can be unpaid or they can be paid by the staff member and require reimbursement. ### Positions The following table outlines Permits [positions](https://docs.cw.crisisworks.com/concepts-and-fundamentals#events-users-positions-and-duty) and what users with them can do according to their default [security policies](#security-policies):

Position	Description	Example users
Payroll Manager	Can manage all aspects of Work Summaries
System Admin & Data Entry	Required to create and configure events
System Administrator - User	Required to set up accounts for users

### Access To access Work Summaries: * Work Summaries must be [enabled for the event](https://docs.cw.crisisworks.com/system-administration/managing-events#registers) * Most built-in positions have **Work Summary User** permissions. That means that most users will be able to start using this module immediately to enter their own work summaries, so long as the register has been added to the event they’re working in. * To manage Work Summaries as a **Payroll Manager**, the [position must be enabled](https://docs.cw.crisisworks.com/system-administration/managing-events) for the event and you must go on duty with this role. Some other positions may have this role enabled. * Go on duty to the event with an appropriate role. If you can't access it you may need to ask your administrator to check your permissions. Locate the *Work Summaries* register in the User Profile menu. ### Setup and Configuration To enable Work Summaries, Administrators need to add the Resources register [to the Event](https://docs.cw.crisisworks.com/system-administration/managing-events#registers), along with appropriate [positions](#positions). Most positions support users adding Work Summaries. In addition [security policies](https://app.gitbook.com/o/XTVHxRDLJsgVRj4dNFUc/s/Ny7IznbrPLUq6GJDDQDk/modules/operations/resources#security-policies) for Work Summaries can be assigned to any position. **Security Policies** Refer to: [Positions: Security Policies](https://app.gitbook.com/o/XTVHxRDLJsgVRj4dNFUc/s/Ny7IznbrPLUq6GJDDQDk/system-administration/configuring-the-system/positions#security-policies)

Security Policy explanations

The following security policies apply to Work Summaries:

Security Policy	Use
Work Summary Coordination	Full Access to Work Summary & Time Entry register
Work Summary User	Limited Access to create and view own work summaries or assigned items only

### Process Refer to [Workflow](#workflow) As the container for Work Times and Work Expenses, Work Summaries are either automatically created in one of two scenarios: 1. When a Payroll Manager or administrator creates a new record they can select a [Staff Member](#staff-member) 2. When staff enter their own work times through Manage My Work Times in their User Profile (they can access their list of Work Times in their personal Work Summary datagrid) All newly added Work Summaries begin as Active and are allocated to a staff member. Once all of the Work Time Entries have been added, the user or Payroll Manager can change the status to this Submitted and data can no longer be changed. Payroll Managers can either Reject or Approve or ReOpen. I the Payroll Manager wants to request staff make changes. They can enter a reason back to the user. ### Administration Administrators are able to set the Work Summaries module up by: * Add (or removing) the Work Summaries registers from events in the [Event settings](https://docs.cw.crisisworks.com/system-administration/managing-events) * Enable the Payroll Manager and Work Summary User positions by [adding the positions to the Event](https://docs.cw.crisisworks.com/system-administration/managing-events). Without these positions, users will not be able to use the module. * [Add the policy of Work Summary User to an existing position](https://docs.cw.crisisworks.com/system-administration/configuring-the-system/positions) if it doesn't have it * [Add the positions](https://docs.cw.crisisworks.com/system-administration/configuring-the-system/positions) of Payroll Manager or Work Summary User to a user's profile if they need it * Add or modify Work Locations, Payment Methods, Work and Expense Categories through Lookups * [Importing work summaries](#importing-data) in bulk ## Viewing Work Summaries are listed in and searchable via the register [Datagrid](https://docs.cw.crisisworks.com/concepts-and-fundamentals/using-the-datagrid#data-grid-view). The Work Summaries datagrid totals hours worked, the number of entries, expenses and total reimbursement amount as well as any summaries that have been manager approved. These can be grouped by staff member using the datagrid grouping function. To view an existing Work Summary: 1. Navigate to the Work Summaries register datagrid. 2. Locate the item you wish to view. The register includes filters for Totals, Workflow (Active, Submitted, ReOpen, Cancelled, Rejected, Manager Approved), Staff Members (All Unassigned) and Special (To Reimburse) 3. Open the item using the ID or Status 4. To return to the Datagrid use the Back button

## Settings Work Summary records are divided into the following sections (sections may or may not appear depending on what information is entered, your permissions level, and what mode you're viewing): | Left Column | Right Column | | ----------------------------- | ------------------------- | | [Record Notes](#record-notes) | [Workflow](#workflow) | | [Work Summary](#work-summary) | [Statistics](#statistics) | | [Work Times](#work-times) | [Advanced](#advanced) | | [Expenses](#expenses) | [Activity](#activity) | ### Record Notes When editing, you can record notes as you make changes which will appear in the Activity log. Refer to: [Recording Notes](https://docs.cw.crisisworks.com/concepts-and-fundamentals/using-the-datagrid/editing-items#recording-notes) ### Work Summary #### Work Times To add a new Work Time [sub-item](https://docs.cw.crisisworks.com/concepts-and-fundamentals/using-the-datagrid/editing-items#sub-items) using the Add ![](https://3923904090-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FNy7IznbrPLUq6GJDDQDk%2Fuploads%2FSDdjtgvbSCCqpvwmSZ5X%2Fimage.png?alt=media\&token=98113208-5dfc-4b71-8d26-741604543b2a)button under **Add Work Time**. You can add as many as you need this way. Refer to [Work Time Entries: Settings](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/your-user-profile-and-duties/work-time-entries#work-time-entry-settings) for more information. #### Expenses To add a new Work Expense [sub-item](https://docs.cw.crisisworks.com/concepts-and-fundamentals/using-the-datagrid/editing-items#sub-items) using the Add ![](https://3923904090-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FNy7IznbrPLUq6GJDDQDk%2Fuploads%2FSDdjtgvbSCCqpvwmSZ5X%2Fimage.png?alt=media\&token=98113208-5dfc-4b71-8d26-741604543b2a)button under **Add Work Expense**. You can add as many as you need this way. Refer to [Work Expense Entries: Settings](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/your-user-profile-and-duties/work-expense-entries#work-expense-entry-settings) for more information. ### Workflow #### Staff Member This setting is selected automatically for staff based on their user account. A Payroll Manager can override this. {% hint style="info" %} You must be working within an Event in order to select a Staff Member. This is due to Event security permssions. {% endhint %} #### Status

Stage	Next Available Steps	Description	Value
Active	Active, Submitted, Cancelled	All Work Summaries begin with this status by default	1
Submitted	Submitted, Reopen, Approved, Rejected	Once all of the Work Time Entries have been added, the user or Payroll Manager can change them to this status. All of the fields become read-only and data can no longer be changed.	2
ReOpen	Submitted, Cancelled, Approved, Rejected	Once submitted, changes can only be made when this status is set. Payroll Managers can enter a reason back to the user on what they need to change.	3
Cancelled		The Summary has been cancelled.	-1
Rejected	Active, Submitted, ReOpen	The Payroll Manager has rejected the summary.	-2
Manager Approved	ReOpen	The Payroll Manager has approved this summary.	-3

#### Period Start This setting defines the start of the Work Summary period using a [Date Time Selector](https://docs.cw.crisisworks.com/concepts-and-fundamentals/using-the-datagrid/editing-items#selecting-dates). #### Period End This setting defines the end of the Work Summary period using a [Date Time Selector](https://docs.cw.crisisworks.com/concepts-and-fundamentals/using-the-datagrid/editing-items#selecting-dates). #### Tags This setting is used to classify similar work summaries together. For example logs related to Emergency Operations Centre could use the tag Volunteer to distinguish them from other Work Summaries. Refer to: [Tagging Items](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/using-the-datagrid/tagging-items) #### Total Hours Worked This shows the total hours worked based on the [Work Times](#work-times) added in the Work Summary section. It appears blank until the first time the Work Summary is saved. #### Total Expense Amount This shows the total expense amount based on the [Expenses](#expenses) added in the Work Summary section. It appears blank until the first time the Work Summary is saved. ### Statistics This section shows aggregate information for the [Work Times](#work-times) and [Expenses](#expenses) added in the Work Summary section. It appears blank until the first time the Work Summary is saved. **Number of Work Time Entries** and **Number of Expenses to Reimburse** will total all the sub-items added. **Total to Remimburse** is calculated based on the sum of expenses that have **Expense Requires reimbursement?** ticked. (Refer to [Work Expense Entries: Settings](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/your-user-profile-and-duties/work-expense-entries#work-expense-entry-settings))

### Advanced You can change the **Event** that this Work Summary is filed in by selecting it from the drop down list and saving it. ### Activity Refer to: [Viewing and Opening Register Items: Activity](https://docs.cw.crisisworks.com/concepts-and-fundamentals/using-the-datagrid/viewing-items#activity) ## Editing Work Summaries can be edited from the datagrid. 1. Navigate to the register 2. Locate the item you wish to edit by using the Edit button

3. Make the necessary changes to the settings 4. Save

## Adding To general process to add a Work Summary is: 1. Click the [**New Work Summary** button](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/using-the-datagrid/adding-items) from any screen. 2. Under Work Times, add one or more Work Times using the Add button

\ A Work Time requires a **Date**. By adding a **Start time** and **End time**, the **Hours worked** field will automatically calculate the total hours between the two. You can optionally select a Work Location, Category and include a description of the work in the **Details** and **Attachments** fields. Repeat step 2 to add more Work Times. 3. Under Work Expenses, add one or more Work Expenses using the Add button

\ A Work Expense requires a **Date** and a **Total Amount** for the expense in dollars. \ Expenses require categorisation using the **Expense Category** and **Payment Method**. Repeat step 2 to add more Work Expenses. 4. Save

## Exporting Payroll Managers can use the [Export function in the datagrid](#exporting-data) to export work summaries, or the relevant [report in the reporting module](https://docs.cw.crisisworks.com/system-administration/reporting/running-reports). ## Bulk Actions {% content-ref url="../using-the-datagrid/bulk-actions" %} [bulk-actions](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/using-the-datagrid/bulk-actions) {% endcontent-ref %} The following additional bulk actions can be performed via the Actions menu: | Action | Description | | ---------------- | ------------------------------------------------------------------------------------------------------------------------------------------------ | | Copy IDs | Refer to: [Copy IDs](https://docs.cw.crisisworks.com/concepts-and-fundamentals/using-the-datagrid/bulk-actions#copy-ids) | | Export to Report |

Refer to: Export to Report

Exports to the Work Summary report.

| | Bulk Edit |

Refer to: Bulk Edit

Change the Status, Staff Member and record notes

| ## Reports {% content-ref url="../../../system-administration/reporting/running-reports" %} [running-reports](https://docs.cw.crisisworks.com/system-administration/reporting/running-reports) {% endcontent-ref %} The main report is the **Work Summary** report found in [Work Summary Reports](https://docs.cw.crisisworks.com/modules/reports/work-summary-reports). ## Importing {% content-ref url="../../../system-administration/configuring-the-system/imports" %} [imports](https://docs.cw.crisisworks.com/system-administration/configuring-the-system/imports) {% endcontent-ref %} A System Administrator can import in bulk via the Import system using the [Work Summary Data Import](https://docs.cw.crisisworks.com/system-administration/configuring-the-system/imports/register-items/work-summary-data-import).