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 Summary

• Work Time Entries

• 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.

Access

To access Work Summaries:

• Work Summaries must be enabled for the event

• 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 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 under Operations > Work Summaries in the menu.

Location of the Work Summaries Register

Process

Refer to 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

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

• 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

Viewing Work Summaries

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.

Work Summaries Datagrid

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

Work Summaries Settings

Workflow

Stage	Datagrid Icon	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

Work Times

Work Times can be managed from either the Work Summary or via the Work Time Entries register.

Refer to Work Time Entries: Settings for more information.

Work Expenses

Work Expenses can be managed from either the Work Summary or via the Work Expense Entries register.

Refer to Work Expense Entries: Settings for more information.

Editing Work Summaries

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 Work Summaries, Work Times and Work Expenses

To general process to add a Work Summary is:

1. Click 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 Expanses, 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 Work Summaries

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 Work Summaries

Imports

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