# 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 Summaries (main) * [Work Time Entries](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/your-user-profile-and-duties/work-summaries/work-time-entries) (sub-register) * [Work Expense Entries](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/your-user-profile-and-duties/work-summaries/work-expense-entries) (sub-register) 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: 1. Go on duty to the event with a [supported position](#positions). 2. Use the *Manage My Work Times* in the User Profile menu to access the module.

{% hint style="info" %} If you can't access this link, contact your System Administrator. Work Summaries needs to be properly [setup and configured](#setup-and-configuration). Most built-in positions have **Work Summary User** security policy. That means that you will be able to start using this module immediately to enter your own work summaries, so long as the register has been added to the event you're working in. To manage Work Summaries you must be signed in with either a Payroll Manager position or a position with the Work Summary Coordination security policy. {% endhint %} ### Setup and Configuration To enable Work Summaries, an Administrator needs to: 1. [Add the Resources register to the Event](https://docs.cw.crisisworks.com/system-administration/managing-events#positions) 2. [Add the appropriate Positions to the Event](https://docs.cw.crisisworks.com/system-administration/managing-events#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

### Operation Refer to [Workflow](#workflow) #### New records 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. #### Breaks Breaks can be represented in one of two ways: 1. Overriding the automatically calculated Hours Worked field in Work Times to adjust (for example because you took an unpaid break) 2. Creating seprate Work Time entries before and after breaks, you can create as many as necessary #### Submitting and Approving 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 ## Finding {% content-ref url="../searching-filtering-and-querying-registers" %} [searching-filtering-and-querying-registers](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/searching-filtering-and-querying-registers) {% endcontent-ref %} The register includes a number of features to assist in finding Work Summaries: * [Datagrid](https://docs.cw.crisisworks.com/concepts-and-fundamentals/using-the-datagrid#data-grid-view) view * [Filters](#information-editinganexistinginformationitem-1) including To Reimburse, Workflow and Assignments * Combination filters and search by most fields

Work Summaries register datagrid sample view

### Filtering Filters help make management of Work Summaries easier by focusing on specific groups of items on the datagrid.

Filter menu explanations

The following lists some of the filters and how to use them. For CQL queries consult the [CQL Reference](https://docs.cw.crisisworks.com/security-and-support/technical-reference/cql-reference) and for field definitions consult the [Work Summary Data Dictionary](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/your-user-profile-and-duties/broken-reference).

Filter Group	Filter/s	CQL	Use
Main
	Active	`is:active`	Finds all Active items (with a Status of Active, Submitted or ReOpen)
	Recently Updated	`is:active dateUpdated:>today-5d`	Finds all items updated in the last 5 days
	All	`is:any`	Finds all items
Workflow
	Active	`status:active`	Finds all Active items (Active, Submitted or ReOpen)
	Cancelled	`status:cancelled`	Finds all items with a Status of Cancelled
	Manager Approved	`status:approved`	Finds all items with a Status of Manager Approved
	ReOpen	`status:reopen`	Finds all items with a Status of ReOpen
	Rejected	`status:rejected`	Finds all items with a Status of Rejected
	Submitted	`status:submitted`	Finds all items with a Status of Submitted
Active tags	[List is based on your system configuration]*	`is:active #`	Any tags in use. Refer to: tags
Assignments	[List is based on your system configuration]*	`is:active assigned:`	Finds all Items for Staff Member

\* May vary based on your system configuration

#### Querying CQL searches can be performed via either the Filter menu or Search bar.

Query examples

The following provides some sample searches for users. For a list of available fields, consult the [Data Dictionary](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/your-user-profile-and-duties/broken-reference). ### Related Work Expense Entries * `workexpenses:set` filter records where workexpenses is set to any value * `workexpenses:unset` filter records where workexpenses is not set * `workexpenses:(id:123)` search the related record of related record ID 123 * `workexpenses:(field1:value field2:value2)` search the related record by a nested set of filters ### Related Work Time Entries * `worktimes:set` filter records where worktimes is set to any value * `worktimes:unset` filter records where worktimes is not set * `worktimes:(id:123)` search the related record of related record ID 123 * `worktimes:(field1:value field2:value2)` search the related record by a nested set of filters

## 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. [Find the item](#finding) you wish to view. 3. [View the item](#information-editinganexistinginformationitem-1) using the ID or Status 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 The following table is a guide to the Statuses. For the state machine steps refer to the [Work Summary Workflow Data Dictionary](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/your-user-profile-and-duties/broken-reference).

Stage	Datagrid Icon	Description
Active		All Work Summaries begin with this status by default
Submitted		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.
ReOpen		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.
Cancelled		The Summary has been cancelled. Once set to this Status it cannot be un-cancelled.
Rejected		The Payroll Manager has rejected the summary.
Manager Approved		The Payroll Manager has approved this summary.

#### 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. [Find the item](#finding) you wish to edit by using the Edit button

3. Make the necessary changes to the [settings](#settings) 4. Save

## Adding {% content-ref url="../using-the-datagrid/adding-items" %} [adding-items](https://docs.cw.crisisworks.com/concepts-and-fundamentals/on-a-computer/using-the-datagrid/adding-items) {% endcontent-ref %} To general process to add a Work Summary is: 1. Use the **New Work Summary**

button 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).