PAYGLOBAL EXPLORER USER GUIDE

Transcription

1 PAYGLOBAL EXPLORER USER GUIDE

2 Table of Contents Revised March 2002 by Ian Johnson (PayGlobal Pty Ltd) to include changes for rate over-rides and breaks. Revised June 2002 by Ian Johnson (PayGlobal Pty Ltd) to include instructions for use of Permanent Timesheets feature. 2

3 PayGlobal Explorer User Guide Table of Contents PayGlobal Explorer User Guide... 1 Table of Contents 3 Using PayGlobal Explorer... 1 Using PayGlobal Explorer 3 Log in to PayGlobal Explorer... 3 Introduction to PayGlobal Explorer 5 Around the screen... 5 The Timesheet Grid... 8 The Employee Grid Regular tasks in PayGlobal Explorer 13 Updating employees Entering timesheets Entering permanent timesheets Copying permanent timesheets Warning messages Submitting timesheets to the PayGlobal Server Receiving & reviewing reports PayGlobal Explorer reports 33 Timesheet reports Maintenance functions 41 Adding another user View Historical data Purge Historical data Re-index Change password Glossary of terms 51 3

4 Table of Contents 4

5 USING PAYGLOBAL EXPLORER

6 Table of Contents Overview This document serves as a guide to using PayGlobal Explorer at sites. PayGlobal Explorer is a simple system for entering timesheet data. Eurest (Australia) Pty Ltd has chosen to implement Explorer at each of their sites to automate the timesheet entry process. On a weekly basis, sites must submit their timesheet data using PayGlobal Explorer. This information is then used both for calculating employee payments, and providing weekly labour costs to the site and business as a whole. 2

7 Using PayGlobal Explorer Using PayGlobal Explorer Only authorised users are permitted to log in to PayGlobal Explorer. Log in to PayGlobal Explorer Step One start PayGlobal Explorer 1. Click the Start button in the bottom left of the screen. 2. Click Programs. 3. Click PayGlobal. 4. Click PayGlobal Explorer to start Explorer. Step Two log in to PayGlobal Explorer 5. PayGlobal Explorer will start, and present a log in screen. 3

8 Using PayGlobal Explorer 6. To change the user: click the pick list button to see a list of users. 7. Click on the USER you wish to log in as. Please do not click on the Z user this is for Helpdesk use only. 8. Click in the Password field. Type in your password and click Ok to continue. You have now successfully logged into PayGlobal Explorer. 4

9 Using PayGlobal Explorer Introduction to PayGlobal Explorer Around the screen The PayGlobal Explorer screen is split into four parts: The Menu bar The Toolbar Use this where instructed to run actions like closing the program, or changing how employees are displayed on screen. In general you will not need to use functions in this area. These five buttons control the majority of the processes you will run in PayGlobal Explorer. The user guide covers the use of these buttons in more detail. 5

10 Introduction to PayGlobal Explorer Delete Click this button to delete a timesheet entry for an employee. Add timesheet Click this button to create a new timesheet entry for an employee. Jump to employee Synchronise Click this button to jump to a particular employee. Click this button to download the current list of employees for your site. You should click this button each time you want to update the list of employees (for example, to see a new starter, or to remove a terminated employee). Submit timesheets Click this button to submit your completed timesheets for a week. This process is run weekly as defined in the user guide. 6

11 Using PayGlobal Explorer The Folder List System: the inbox is used to receive reports back from the PayGlobal system (for example, a weekly labour cost report, or a weekly summarised timesheet). See the user guide for more information. The Deleted Items folder contains reports you have deleted from the Inbox see the user guide for more information on emptying this occasionally. Employees: you can select an employee by clicking on them with the mouse. This allows you to enter a timesheet for that employee (see the user guide for more information). Clicking on the Employees or site code (in the example above, or CAS ) allows you to display reports for all employees within that folder, and produce simple reports (covered later in this document). The Grid The Grid is the area on the right side of the screen. This changes depending on which folder (or employee) you select in the Folder list. The Grid includes a flexible reporting tool that you can use to report on timesheets entered, and basic employee information. 7

12 Introduction to PayGlobal Explorer The Timesheet Grid The Timesheet section Click on an employee to change the Grid on the right hand side. This area is where you enter actual timesheets for each employee. A detailed description of each field follows in the next section. Timesheet data tabs Click this tab to enter new timesheets, or view current timesheets before they are submitted to the PayGlobal Server. Click this tab to enter permanent timesheets for an employee. You might not use this feature, check with your Area Manager. Click this tab to view timesheets that have already been sent to the PayGlobal Server. Timesheet warnings 8

13 Using PayGlobal Explorer PayGlobal displays a set of special warnings as you enter timesheets. These warnings must be resolved before you can submit the week s timesheets to the PayGlobal Server. A list of warnings is covered in the Warnings section later in this guide. Timesheet data Date The date the time band started on. An employee can have more than one time band on the same day (eg if they worked in the morning, and went home sick for the rest of the day). There is no need to key the /. For example: 31/10/2001 is entered as /11/2001 is entered as Start Time Start time of the time band. Time must be entered in twenty-four hour format. There is no need to key the :. For example: 8:00am is entered as :00pm is entered as 1300 Finish Time Finish time of the time band. Time must be entered in twenty-four hour format. There is no need to key the :. For example: 8:00am is entered as :00pm is entered as :00 midnight is entered as (see Note below) 3:00am the next day is entered as (see Note below) Note: To enter a Finish Time after midnight (for example, the employee started at 2100 and finished at 0400 the following morning, enter the finish time with a + at the end. This tells PayGlobal that the finish time is in the next day. Break Type in the number of minutes this employee took as an unpaid break. If no break was taken, enter a 0 (zero). Worked This displays the total number of hours in this time band, excluding breaks. Reason Reason codes are used to pay a time band in a special way, for example, as leave, or as time in lieu taken/accrued, etc. If this field is blank, the PayGlobal Server will pay the time as if worked. 9

14 Introduction to PayGlobal Explorer Location Normally this is left blank, to cost the employee to their default site. However, location codes can be used to cost an employee s time to your site, if they usually work somewhere else (or do not have a default site, for example, a relief team employee). If you enter a timesheet for an employee who does not belong at your site, you must key your site code here. Rate Normally this is left blank, to pay the employee at their default rate. However, Rate codes can be used to pay an employee at a different rate. You should be careful using this discuss this field with your area manager before using it. Type1 Code The Type1 Code is a special field that is used for some awards and enterprise bargaining agreements. Most sites will not use this code you will be notified separately if this field is used at your site. Type2Code The Type2Code is a special field that is used for some awards and enterprise bargaining agreements. Most sites will not use this code you will be notified separately if this field is used at your site. 10

15 Using PayGlobal Explorer The Employee Grid The employee Grid allows you to view timesheets and employee details for all employees in the system. The same functionality is available for employees in a site as well. 1. Log into PayGlobal Explorer. 2. Click on the Employees folder. 3. The Grid will display all employees. 11

16 Introduction to PayGlobal Explorer 4. Click on the Timesheet tab. The Grid will show the timesheets entered for all employees. 5. The Permanent and Historical Timesheets tabs show the same data for permanent timesheets, and historical timesheets (those already submitted to the PayGlobal Server). The section PayGlobal Explorer Reports details how to create reports using the Grid. 12

17 Using PayGlobal Explorer Regular tasks in PayGlobal Explorer Updating employees The synchronisation process downloads the current list of employees for your site. This step takes you through synchronising for the first time. It is a good opportunity to ensure all of the employees that work at your site are available for timesheet data entry. Synchronise PayGlobal Explorer 1. Log into PayGlobal Explorer. 2. Click the Synchronise button on the PayGlobal toolbar. 3. PayGlobal will connect to the Internet and download data for your site. The download can take up to a minute or two to complete. Note: if your computer is not already connected to the Internet, you may be prompted to connect first. Make sure you enter the password to connect to the Internet, not your PayGlobal Explorer password. When finished, a list of the employees for your site will display. Check down the list and make sure they are from your site if not, please contact Payroll, and notify them of the changes that are required. 4. Close the connection to the Internet. To do this, click the right mouse button over the icon in the bottom-right of your screen. 5. The following menu will display. Click Disconnect. 13

18 Regular tasks in PayGlobal Explorer 14

19 Using PayGlobal Explorer Entering timesheets Timesheets should be entered on a daily basis. Each Monday the previous week s timesheets must be submitted to the PayGlobal server (covered elsewhere in this guide). Enter a new timesheet 1. Log into PayGlobal Explorer. 2. If the employees for your site are not shown, click the next to the site code. 3. Click on the first employee you want to enter timesheets for. 4. Click the add timesheet button to add a new timesheet. Tip: you can also press the Insert key to insert a new time band. 15

20 Regular tasks in PayGlobal Explorer 5. A blank time band will display for the employee. Explorer puts today s date into the date field, but you can change this: 6. Type the following information in, in this order: Date (eg ), and press Enter Start Time (eg 0800), and press Enter Finish Time (eg 1500), and press Enter Break (eg 30), and press Enter Tip: if you are not sure which reason, location or rate code to type, click in the field and click the to see the dropdown menu. For example: 7. The Location and Rate fields are optional. Only use these if the employee is not normally based at your site (eg for a casual), or if they are working at a different rate. 8. The Type1 Code is a special field that is used for some awards and enterprise bargaining agreements. Most sites will not use this code you will be notified separately if this field is used at your site. 9. The Type2 Code (if visible) is a special field that is used for some awards and enterprise bargaining agreements. Most sites will not use this code you will be notified separately if this field is used at your site. 10. Click the add timesheet button or press Insert to add another time band. 11. When you have finished entering time bands for this employee, click the next employee you wish to edit, and continue until you have finished entering timesheet data. 16

21 Using PayGlobal Explorer Splitting an employee s shift You can enter as many time bands for an employee as you like. There is no limit to the number per day or per week. For example, working the morning as a bar attendant and the afternoon as a cleaner. Or an employee might work for four hours and then go home on sick leave. Each time you click the add timesheet button, or press Insert, PayGlobal Explorer starts the next time band on the same date. To pay Wendy the remainder of the day as sick leave, you would enter it as follows: 17

22 Regular tasks in PayGlobal Explorer Deleting a time band 1. Click on the time band you wish to delete. 2. Click the Delete button. Tip: you can also press Shift-Delete to delete a time band (the Delete key on its own clears a field, for example, Reason Code ). 18

23 Using PayGlobal Explorer Entering permanent timesheets Permanent timesheets can be used as a template for employees on a consistent weekly roster. Permanent timesheets can be copied each week and save the user inputting timesheets manually every week. Enter a new permanent timesheet 1. Log into PayGlobal Explorer. 2. If the employees for your site are not shown, click the next to the site code. 3. Click on the first employee you want to enter permanent timesheets for. 4. Click on the Permanent Timesheets tab. 19

24 Regular tasks in PayGlobal Explorer 5. Click the add timesheet button to add a new timesheet. Tip: you can also press the Insert key to insert a new time band. 6. A blank time band will display for the employee. Explorer puts today s date into the date field, but you can change this: 7. Type the following information in, in this order: Date offset (eg 0 for Monday), and press Enter Start Time (eg 0800), and press Enter Finish Time (eg 1500), and press Enter Break (eg 30), and press Enter Tip: when you copy permanent timesheets (next section), the system uses the date offset to determine which day timesheets are generated for. Eg if you copy permanent timesheets from a Monday, then a date offset of 0 will create a timesheet on that Monday. A date offset of 1 will create a timesheet on a Tuesday, and so forth. For example, to input a week s timesheets Mon-Fri, use date offsets from 0 to The Location and Rate fields are optional. Only use these if the employee is not normally based at your site (eg for a casual), or if they are working at a different rate. 9. The Type1 Code is a special field that is used for some awards and enterprise bargaining agreements. Most sites will not use this code you will be notified separately if this field is used at your site. 10. The Type2 Code (if visible) is a special field that is used for some awards and enterprise bargaining agreements. Most sites will not use this code you will be notified separately if this field is used at your site. 11. Click the add timesheet button or press Insert to add another time band. 12. Example of timesheet data, for this employee working Mon-Fri with a 30min break: 20

25 Using PayGlobal Explorer 13. When you have finished entering time bands for this employee, click the next employee you wish to edit & continue until finished. 21

26 Regular tasks in PayGlobal Explorer Copying permanent timesheets If you have configured permanent timesheets for an employee, you can copy these each week (covered elsewhere in this guide). Once they are copied, you can edit the resulting timesheet records (eg put in reason codes, delete days not worked, etc). Copy permanent timesheets 14. Log into PayGlobal Explorer. 15. If the employees for your site are not shown, click the next to the site code. 16. Click on the employee you wish to copy permanent timesheets for. 17. Click on the Permanent Timesheets tab. 18. Click the right button on the mouse to display the right click menu. 22

27 Using PayGlobal Explorer 19. Click on Copy Permanent Timesheets. A window will appear to prompt you for the start date. 20. Click on the button to display a calendar. 21. Click on last Monday s date. 22. Click Ok. The system will automatically generate timesheets for the week, starting from the Monday you chose. 23

28 Regular tasks in PayGlobal Explorer 23. Click on the Timesheet tab to display these records. Note: sometimes you need to click on a different employee, and then click on this employee again, to refresh the view & see the generated timesheets. 24. You can now edit or delete these timesheets as you wish. 24

29 Using PayGlobal Explorer Warning messages PayGlobal Explorer warns the user if data has been entered incorrectly. Warnings appear in red at the lower part of the timesheet entry area. There are two types of warnings those with a are critical, and must be fixed before timesheet data can be submitted to the PayGlobal Server. Those without a are comments only, and serve as a reminder to the user timesheet data can still be submitted if these exist. Critical warning messages Incorrect Start/Finish times In the example below, PayGlobal Explorer warns the user that the Finish time entered is before the start time entered. Tip: the Worked hours field shows **:**. This tells you the start & finish times are incorrect. 25

30 Regular tasks in PayGlobal Explorer Missing start/finish times In the example below, PayGlobal Explorer warns the user that neither the Start nor the Finish time has been entered for this time band. Date out of range In the example below, PayGlobal Explorer warns the user that the date entered is outside a reasonable range. You must enter a date within about a month before & after today s date (in practice this means within the last week). 26

31 Using PayGlobal Explorer Greater than 24 hours worked In the example below, PayGlobal Explorer warns the user that the time band duration is greater than twenty-four hours. You cannot enter a time band greater than twentyfour hours in duration. (If the employee did in fact work more than twenty-four hours, you would enter this as two separate time bands). Note: the Finish Time in the example above was entered as 08:00+. The + tells PayGlobal to treat this time after midnight, i.e. the following morning. 27

32 Regular tasks in PayGlobal Explorer Non-critical warning messages These warnings do not need to be resolved for timesheet data to submit. They serve as a warning to the user where data is unusual. Worked more than nine hours In the example below, PayGlobal Explorer warns the user that this time band is greater than nine hours in duration. This is just a warning if the employee really did work more than nine hours, leave the time band as is it will submit to the PayGlobal Server correctly. 28

33 Using PayGlobal Explorer Submitting timesheets to the PayGlobal Server This process should take place weekly, as noted on the PayGlobal Explorer flow chart. You are encouraged to submit timesheets as soon as they are complete, preferably on a Friday afternoon or a Monday morning. Timesheets are due by the time on your flow chart. Submitting weekly timesheets 1. Log into PayGlobal Explorer. 2. Browse through each employee and check that you have entered all timesheet data. Check also for any outstanding warnings. Tip: you can jump to the next warning by pressing Alt + (the Alt key and the + key together). 3. Once you are satisfied that you have entered all data, and all warnings are cleared, click the Submit button. 4. The following screen will display. Click Ok to continue (please do not change these settings unless requested to do so by Helpdesk or Payroll personnel). 29

34 Regular tasks in PayGlobal Explorer 5. PayGlobal will connect to the Internet and submit timesheet data for your site. The submit process can take up to a minute or two to complete. Note: if your computer is not already connected to the Internet, you may be prompted to connect first. Make sure you enter the password to connect to the Internet, not your PayGlobal Explorer password. 6. If you receive an error while submitting, try again in a couple of minutes. If many sites are trying to synchronise or submit at the same time, occasionally the connection is not established. If you continue to have difficulties, contact the Helpdesk. 7. When PayGlobal Explorer has completed submitting timesheet data, the following screen will appear. Click OK to continue. 8. Close PayGlobal Explorer by clicking the in the top right corner. 9. Close the connection to the Internet. To do this, click the right mouse button over the icon in the bottom-right of your screen. 10. The following menu will display. Click Disconnect. 11. Run a re-index (covered later in this guide). 30

35 Using PayGlobal Explorer Receiving & reviewing reports The PayGlobal Server automatically processes timesheet data every Monday, and produces two reports for each site. These reports will be downloaded into your PayGlobal Explorer Inbox the next time you synchronise. To view reports for last week, run a synchronise process as per your PayGlobal Explorer flow chart. 1. Log into PayGlobal Explorer. 2. Click on the Inbox folder. 3. A list of reports will display. Reports you have not viewed yet will have a blank box in the Opened field. Those you have already viewed will have a ticked box. 4. Double click the report you wish to open. 5. The PayGlobal report will display. 6. To Print, click the Print button. 7. The usual Windows print screen will display. Click OK to print to the default printer. 8. Click the button in the top right corner to return to PayGlobal Explorer. 31

36 Regular tasks in PayGlobal Explorer 32

37 Using PayGlobal Explorer PayGlobal Explorer reports PayGlobal Explorer utilises a simple reporting tool called the Grid, enabling users to prepare reports before data is submitted to the PayGlobal Server. Timesheet reports This tool is available for each employee, or all employees in a site (default site), or all employees in your system. For example, you can produce a report displaying the timesheets entered for all employees, sorted by date. The Grid is very flexible, allowing you to create reports showing exactly the information you want. For example, the Grid can be used to report on sick leave timesheets entered for the last two months (by running it on Historical timesheets). Example 1: timesheets by date 1. Log into PayGlobal Explorer. 2. Click on the Employees folder. 33

38 PayGlobal Explorer reports 3. Click on the Timesheets tab. 4. Move the mouse over the Grid area (as above). Click the right button on the mouse. A menu will display. 34

39 Using PayGlobal Explorer 5. Click Report Grid (with the left mouse button). The screen will change to Report Grid mode. 6. This is very much like Microsoft Outlook, in that you can drag a column header up onto the dark grey area to group by that header. For example, to group timesheets by the date entered, click and drag the Date header up on to the dark grey area. 7. As you drag the Date header up, two green arrows will appear to show where it will go. 35

40 PayGlobal Explorer reports 8. Click the next to each date to see the timesheets entered on that date. 9. Now click the Employee header. An arrow will show at the end of the header to show the employee names are sorted alphabetically. 10. To produce a report for printing, right click in the Grid to bring up the menu again. 36

41 Using PayGlobal Explorer 11. Click on Create Grid Report. The report will display. 12. To print, click the Print button in the top left corner (this will go to the usual Windows default printer). 13. Click the button in the top right corner to close the report. 14. Click the right button in the Grid again, and choose Non-report Grid. This will reset the Grid back into Edit mode. 37

42 PayGlobal Explorer reports Example 2: annual leave report The Grid enables you to filter the displayed timesheets. This can be used to restrict the timesheets displayed for example, you might restrict the display to only show annual leave timesheets. This is really useful for creating reports for leave taken, or to show which employees worked on a certain day, and so on. This is most useful in the Historical timesheets section, because you can report on historical information and only display the data you want. For example, prepare a report to show the annual leave each employee based at site has taken: 1. First, set up the Grid like the sample below. 2. Now click on the on the Reason Code column header. 38

43 Using PayGlobal Explorer 3. Click on LANNUAL. The arrow on the button will change to blue to show that a filter is currently in place. Note that the filter is also displayed at the bottom of the Grid. 4. Now right click to create the report and congratulations! You have an annual leave report separated for each employee. 39

44 PayGlobal Explorer reports Sample Grid report See if you can create a report like this one Employee leave taken between 01/10/2001 and , grouped by leave type and employee: Tip: filter the dates, and choose the Custom option. This allows you to put in a date range. Choose the NonBlanks option on the Reason Code filter. Now drag the Reason Code header to the dark grey area. 40

45 Using PayGlobal Explorer Maintenance functions Adding another user Refer back to the PayGlobal Installation Guide document to review the list of authorised users. You can add a user for any of the USER1 5 profiles not currently in use. 1. Start PayGlobal Explorer. 2. At the log in screen, click the pick list button to see a list of users. 3. Click on the user you wish to configure. Please do not click on the Z user this is for Helpdesk use only. 41

46 Maintenance functions 4. Click in the Password field. Type NOTSET and click Ok to continue. 5. An information box will appear to let you know you need to change your password. Click OK to continue. 6. In the Old Password field, type NOTSET. 42

47 Using PayGlobal Explorer 7. Click in the New Password field. Now type in a password of your choice. It must be at least five characters long, and it does not matter if it is in upper or lower case. 8. Click in the Confirm new password field. Now type in the same password again. Click OK to continue. 9. An information box will appear to tell you the password has been changed. Click OK. You have now successfully logged this user into PayGlobal for the first time. Please run them through the remainder of this document to familiarise them with PayGlobal Explorer. 43

48 Maintenance functions View Historical data Each time you submit timesheets to the PayGlobal Server, they are stored in the Historical Timesheets section for future reference. 1. Log into PayGlobal Explorer. 2. Click on the employee you wish to view history for. 3. Click the Historical Timesheets tab. 44

49 Using PayGlobal Explorer Purge Historical data Periodically you should purge historical timesheets from PayGlobal Explorer to keep the system tidy. Payroll will remind you to do this occasionally, and recommend the number of days data you should keep. 1. Log into PayGlobal Explorer. 2. On the Menu Bar, click Admin. 3. Click on Purge History 4. The following screen will display. 45

50 Maintenance functions 5. Type in the number of days historical data you wish to keep (thirty is a good idea). The maximum is ninety-nine days. Click Ok to continue. 6. Click Yes if you wish to continue with the purge. 7. When complete, the following screen will display. Click OK to continue. 8. Log out of PayGlobal Explorer. 46

51 Using PayGlobal Explorer Re-index A re-index tidies up the system. You should run this once per week after submitting timesheets to the PayGlobal Server. 1. Log into PayGlobal Explorer. 2. On the Menu Bar, click Admin. 3. Click on Reindex 4. The following screen will display. Click OK to continue. 5. Close PayGlobal Explorer. The next time you log in PayGlobal will re-index automatically (this takes a matter of seconds and you probably will not notice it take place). 47

52 Maintenance functions Change password It is a good idea to change your password periodically, to ensure the security of your employees data. 1. Log into PayGlobal Explorer. 2. On the Menu Bar, click Admin. 3. Click on Change Password. 4. The following screen will display. Type in your old password and click in the New Password field. 5. Type a new password in the New Password field, and click in the Confirm new password field. 48

53 Using PayGlobal Explorer 6. Type your new password in the Confirm new password field and click OK to continue. 7. The following screen will display to confirm your password has been changed. Click OK to continue. 49

54 Maintenance functions 50

55 Using PayGlobal Explorer Glossary of terms field The name for the white box that you enter data in, for example, the white box in the screen below is the Password field. PayGlobal ExplorerPayGlobal Explorer is installed at each site, for site managers to enter employee timesheets. This data is submitted via the Internet to the PayGlobal Server. PayGlobal Server The central PayGlobal system. This is used at each of the regional offices for managing employee information. The PayGlobal Server processes the timesheets each site submits, and calculates the payments for each employee & total labour costs to the business. purge This process removes old historical data from PayGlobal Explorer (purge = remove). re-index This process tidies up the PayGlobal Explorer system. synchronise The process PayGlobal Explorer uses to connect to the PayGlobal Server. During this process PayGlobal Explorer updates the list of employees and other data, and receives reports. time band Each line in an employee s timesheet is a time band. 51