Work Summaries

The Work Summaries module is used to record staff work times and work expenses. This page outlines use of the module and managing Work Time and Work Expense entries within them.

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 can also enter work times and expenses on behalf of other staff.

The module includes three registers:

• Work Summaries (main)

• Work Time Entries (sub-register)

• 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 and what users with them can do according to their default 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.

2. Use the Manage My Work Times in the User Profile menu to access the module.

If you can't access this link, contact your System Administrator. Work Summaries needs to be properly setup and configured. 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.

Setup and Configuration

Refer to: Configuring the System and Administration

To enable Work Summaries, an Administrator needs to:

1. Add the Work Summaries register to the Event

2. Add the appropriate Positions to the Event. Most positions support users adding Work Summaries. In addition security policies for Work Summaries can be assigned to any position.

Security Policies

Refer to: Positions: Security Policies​

Security Policy explanations

The following security policies apply to Work Summaries:

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

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

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

• Enable the Payroll Manager and Work Summary User positions by adding the positions to the Event. Without these positions, users will not be able to use the module.

• Add the policy of Work Summary User to an existing position if it doesn't have it

• Add the 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 in bulk

Finding

Searching and Filtering

The register includes a number of features to assist in finding Work Summaries:

• Datagrid view

• Filters 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

Filter menu explanations

The following lists some of the filters and how to use them.

For CQL queries consult the CQL Reference and for field definitions consult the Work Summary Data Dictionary.

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.

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.

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 you wish to view.

3. View the item 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	Workflow
Work Summary	Statistics
Work Times	Advanced
Expenses	Activity

Record Notes

When editing, you can record notes as you make changes which will appear in the Activity log.

Refer to: Recording Notes

Work Summary

Work Times

To add a new Work Time sub-item using the Add button under Add Work Time.

You can add as many as you need this way.

Refer to Work Time Entries: Settings for more information.

Expenses

To add a new Work Expense sub-item using the Add button under Add Work Expense.

You can add as many as you need this way.

Refer to Work Expense Entries: 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.

You must be working within an Event in order to select a Staff Member. This is due to Event security permssions.

Status

The following table is a guide to the Statuses. For the state machine steps refer to the Work Summary Workflow Data Dictionary.

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.

Period End

This setting defines the end of the Work Summary period using a Date Time Selector.

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

Total Hours Worked

This shows the total hours worked based on the 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 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 and 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)

Statistics section

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

Editing

Work Summaries can be edited from the datagrid.

1. Navigate to the register

2. Find the item you wish to edit by using the Edit button

3. Make the necessary changes to the settings

4. Save

Adding

Adding Items

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 to export work summaries, or the relevant report in the reporting module.

Bulk Actions

Bulk Actions

The following additional bulk actions can be performed via the Actions menu:

Action	Description
Copy IDs	Refer to: 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

Running Reports

The main report is the Work Summary report found in Work Summary Reports.

Importing

Imports

A System Administrator can import in bulk via the Import system using the Work Summary Data Import.