MYOB MYSTAFFINFO Release Notes EXO EMPLOYER SERVICES MYOB ENTERPRISE SOLUTIONS

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1 MYOB MYSTAFFINFO Release Notes EXO EMPLOYER SERVICES MYOB ENTERPRISE SOLUTIONS

2 Important Notices This material is copyright. It is intended only for MYOB Enterprise Solutions Business Partners and their customers. No part of it may be reproduced in any way without the prior permission of MYOB. MYOB has carefully prepared this material but excludes (to the extent allowed by legislation) any direct or indirect liability arising from errors or omissions or from its use. Any case studies (including the application of particular accounting standards or legislation) are representative examples only, and will not directly apply to the user's own circumstances. They are not a substitute for professional advice. Users must check that third party materials, for example from the IRD and the ATO, are current at the time they are used. Trademark Rights MYOB is an internationally registered trademark of MYOB Technology Pty Ltd. The use of this trademark and MYOB s other trademarks is prohibited without prior consent. Other products mentioned may be service marks, trademarks or registered trademarks of their respective owners.

3 Contents Introduction 1 What s New in this Release?... 1 Installation 2 Pre-Install Requirements... 2 Installing the MyStaffInfo Update... 2 Updating the MyStaffInfo Management Console Timesheet Templates... 4 Management Console... 4 Website... 7 Timesheet Reporting Use Scenarios New Display Options Units Format Options Improved Printing and Export Options Shift and Other Leave Summary Resolved Issues 16 Known Issues 18

4 Introduction What s New in this Release? This release reintroduces timesheet template functionality to the MyStaffInfo Management Console and Website. The purpose of this document is to provide essential information on the installation and use of this release: The Installation section provides an overview of the installation process, including pre-installation requirements and post installation steps. The section describes all new features introduced in this release. The Resolved Issues section describes all issues that have been addressed by this release. The Known Issues section details any issues in this release that have been identified as requiring attention. MYOB MyStaffInfo Release Notes Page 1 of 18

5 Installation Pre-Install Requirements To be able to install and use this release, you must be using the new MyStaffInfo website (mystaffinfo.myob.com), with the latest version of the MyStaffInfo Management Console. If you are not using the new MyStaffInfo website, i.e. if you log on at mystaffinfo.com, do not install this update. The MYOB MyStaffInfo website supports the latest versions of the following web browsers: Microsoft Windows Internet Explorer 8, 9 and 10 Mozilla Firefox Safari Google Chrome Adobe Acrobat Reader 9.0 or later should also be installed for viewing PDF reports. Installing the MyStaffInfo Update Upgrades to the MyStaffInfo website are deployed by MYOB, and require no action from you; however, you must upgrade the MyStaffInfo Management Console application to be able to use some of the new features and fixes in this release. Updating the MyStaffInfo Management Console To update the MyStaffInfo Management Console, ensure that the Check for product updates when application starts option is ticked in the Preferences section: When the Management Console is started/restarted, the system automatically checks online for a new version of the MyStaffInfo Management Console and downloads it if one is available. You will need to exit and restart MYOB EXO Payroll for the installation MYOB MyStaffInfo Release Notes Page 2 of 18

6 Installation process to complete. Once finished, log in as normal and ensure that the MyStaffInfo Management Console version number has been updated. Checking the Installation After applying the latest upgrade to the MyStaffInfo Management Console, its version number should be To check this version number, open the Management Console. The version number is displayed at the bottom right corner: The version number displayed in the footer of the MyStaffInfo website should be : MYOB MyStaffInfo Release Notes Page 3 of 18

7 Timesheet Templates The previous version of the MyStaffInfo website included the ability to load timesheet information from a pre-defined template. Managers could set up templates containing the usual timesheet details for their employees, and then apply these templates when entering times, allowing times for many or all employees to be entered in a single operation. Template functionality has now been added to the new website; while templates function the same as they did on the old website for the most part, they have been enhanced and updated to match the appearance and workflow of the new website. Management Console Several changes have been made to the MyStaffInfo Management Console to support the re-introduction of timesheet templates. These are detailed below. Templates Section The Templates section of the Management Console existed in previous versions, but it was not used with the new website. As of MyStaffInfo , this section is functional once more. MYOB MyStaffInfo Release Notes Page 4 of 18

8 A new Copy button has been added to the Templates section. This button can be used to create duplicate templates quickly and easily. Select an existing template and click Copy, and a new duplicate template is created instantly. Copied templates are named Copy of <original template name> by default - this name can be edited by clicking the Edit button. When a synchronise operation is performed, the copied template is uploaded to the MyStaffInfo website, and is populated with all of the entries that have been set up for the template it was copied from. After the initial synchronisation, the copied template can be edited on the MyStaffInfo website as normal it will not be affected by any subsequent changes to the template it was originally copied from. New User Security Settings New settings relating to timesheets are available in the Security section of the Management Console under MyStaffInfo Timesheets: By default, all new functionality is disabled the new features must be enabled by turning on the appropriate security settings. MYOB MyStaffInfo Release Notes Page 5 of 18

9 The following new options are available: Option Description See page Managers Only Manage Group Templates (Manager) Apply Group Templates (Manager) Apply Group Previous Pay (Manager) Managers and Employees Manage My Template Apply My Template Apply My Previous Pay View History View Reports When ticked, this option gives a manager access to the Templates page on the MyStaffInfo website, where they manage and edit all available templates. When ticked, this option enables the Templates dropdown and Apply Template button on the Enter Time page, allowing the manager to apply a template to one or more employees timesheets. When ticked, this option enables the Previous Pay dropdown and Apply Previous Pay button on the Enter Time page, allowing a manager to apply previous pay information to one or more employees timesheets. When ticked, this option gives a manager or employee access to the Templates page on the MyStaffInfo website, where they can edit their personal My Template template. When ticked, this option enables the Templates dropdown and Apply Template button on the Enter Time page. This allows a manager or employee to apply templates to their own timesheet on the Enter Time page. All templates will be available (including the My Template option), but applying a template only adds those timesheet lines that relate to the logged on manager/employee. When ticked, this option enables the Previous Pay dropdown and Apply Previous Pay button on the Enter Time page, allowing a manager or employee to apply previous pay information to their own timesheet. Only previous pay information relating to the logged on manager/employee will be applied. The existing View Reports option has been renamed to View History. A new View Reports option is available for viewing the timesheet reports on the Reports page All new options are unchecked by default, and must be enabled for each manager/ employee as necessary following an upgrade. MYOB MyStaffInfo Release Notes Page 6 of 18

10 Website A new Templates page has been added to the MyStaffInfo website under the Timesheets section. Access to this page is controlled by the new security settings in the MyStaffInfo Management Console (see page 5). For managers, the Templates dropdown contains all templates that have been set up in the Management Console and uploaded. It also contains a My Template option (see page 8). Employees do not have access to the Template, Group and Employee controls; they can only edit their personal My Template template. MYOB MyStaffInfo Release Notes Page 7 of 18

11 The interface for editing templates is similar to the existing interface for entering times on the Enter Time page. Select a type and starting day, then click Add Entries to add entry lines to the template: Managers can also use the for the selected: control to add entries for the employee selected in the Employee field, for all employees in the group selected in the Group field or for all employees in all groups. Note: Managers can only affect employees and groups that they are set as the manager of, i.e. using these controls will not affect other employees or groups that the manager is not responsible for. As on the Enter Times page, data can be entered quickly by copying lines with the button. Once entered, template lines can be edited or deleted at a later time. My Template All users (managers and employees) can be given access to a personal My Template template. This is an entirely new feature that was not available on the old MyStaffInfo website. If the Manage My Template security setting is enabled (see page 5), managers and employees can access the Templates page and use it to edit their personal template Managers will see a <My Template> option in the Templates dropdown; employees do not see any options, as the personal template is the only one they can edit. Personal templates are available automatically, and do not need to be created in the MyStaffInfo Management Console. This feature can be useful in situations where employees enter their own timesheets for approval; an employee can set up their own personal template with their regularlyworked hours and then use it to speed up the entry of their times. MYOB MyStaffInfo Release Notes Page 8 of 18

12 Applying Templates When entering times on the Enter Time page, new controls allow a template to be specified and applied: When logged on as an employee, applying a template will apply only those lines from the template that apply to the logged on employee. Access to the Templates dropdown and Apply Template button is controlled by security settings (see page 5). Previous Pay In previous releases, the Apply Previous Pay button loaded information from a previous pay for all employees. This function has been enhanced; it now uses the Group and Employee controls, so that previous pay information can now be applied to individual employees or groups. Note: It is still possible to apply a previous pay to all employees, by selecting All Employees for the Group and <Everyone> for the Employees. When logged on as an employee, loading a previous pay will load only those lines from the pay that apply to the logged on employee. Access to the Previous Pay dropdown and Apply Previous Pay button is controlled by new security settings in the MyStaffInfo Management Console (see page 5). MYOB MyStaffInfo Release Notes Page 9 of 18

13 Timesheet Reporting Template and batch reports are available on the Timesheets > Report page of the MyStaffInfo website: Select reporting options from the dropdowns on this page and click Print to produce the report. Note: The same report is available by clicking the Preview button on the Timesheet > Import into Payroll section of the MyStaffInfo Management Console. Access to the Report page is controlled by the new View Reports security setting in the MyStaffInfo Management Console (see page 5). MYOB MyStaffInfo Release Notes Page 10 of 18

14 Use Scenarios There a number of configuration options available to set up the system for timesheets and templates. Exactly how the system should be set up depends on the requirements of the organisation and the processes you have in place around timesheets. Example scenarios are discussed below. Scenario 1 - Manager is responsible for all timesheets In this scenario, a manager is responsible for all timesheet entry. The manager goes to the Templates page to set up templates containing the expected hours for each group of employees, and uses them to speed up data entry when entering employees times on the Enter Times page. Employees do not have access to the Timesheets pages of the MyStaffInfo website. To enable this scenario, the following user security settings should be enabled (ticked) for the manager(s) responsible for entering timesheets: Manage Group Templates (Manager) Apply Group Templates (Manager) This gives the manager(s) access to the Timesheets page, and allows them to apply the templates on the Enter Times page. All security settings in the MyStaffInfo Timesheets category should be disabled for all employees, so that they do not have access to any of the Timesheets pages. Scenario 2 - Employees enter their own times In this scenario, a manager sets up templates containing the expected hours for all employees. Employees then use these templates when entering their own times. For this scenario, the Manage Group Templates (Manager) should be enabled (ticked) for the manager(s) responsible for setting up templates. This gives the manager(s) access to the Timesheets page, where they can set up all templates. To give employees access to the Enter Times page, enable the View Timesheet security setting, and any/all of the following settings as appropriate: View Timesheet Entry View Wages Entry View Leave Entry View Allowances Entry View Other Entry The Apply My Template security setting should be enabled for all employees who will be entering their own times. The Apply Group Templates (Manager) setting can also be enabled for managers, to allow a manager to enter times on an employee s behalf. This will mean that managers MYOB MyStaffInfo Release Notes Page 11 of 18

15 will have access to each employee s personal template on the Enter Times page; they can apply these templates to enter times for each employee. Scenario 3 - Employees enter their own times and templates In this scenario, employees are fully empowered to enter their own timesheet information. Employees set up their own personal templates and apply them when entering times to speed up data entry. To give employees access to the Templates page and their personal templates, the Manage My Template security setting should be enabled (ticked) for all employees. To give employees access to the Enter Times page, enable the View Timesheet security setting, and any/all of the following settings as appropriate: View Timesheet Entry View Wages Entry View Leave Entry View Allowances Entry View Other Entry To allow employees to apply their personal templates on the Enter Times page, enable the Apply My Template security setting for all employees. Note: If employees times do not change very much from pay period to pay period, the Apply My Previous Pay option could also be enabled, to give users another method of quickly entering times. The Apply Group Templates (Manager) setting can also be enabled for managers, to allow a manager to enter times on an employee s behalf. This will mean that managers will have access to each employee s personal template on the Enter Times page; they can apply these templates to enter times for each employee. MYOB MyStaffInfo Release Notes Page 12 of 18

16 New Display Options The Maintain Wage Types page in the Administration section is now called Display Options. As well as determining the visibility of Wage Types, it also now controls the visibility of Cost Centres and Allowances. Tick or clear the Visible? box next to each entity to determine if it will appear on the MyStaffInfo website or not, then click one of the Save buttons to commit your changes. MYOB MyStaffInfo Release Notes Page 13 of 18

17 Units Format Options A new Units Format option is available on the Company Settings page: This option determines how times will be displayed on timesheets. Choose from: Minutes times are displayed in HH:MM format. Decimal times are displayed as decimal values, rounded to two decimal places. For example, a time of 7 hours and 36 minutes would be displayed as 7:36 if the Minutes option is selected and as if the Decimal option is selected. Improved Printing and Export Options All pages in the Timesheets section have a Print button in the lower right. In previous versions, clicking this button printed out an image of the entire screen; in this release, the printed information is now formatted to remove unneeded details like the coloured background and the navigation bar, and summary details are displayed at the top of the printout. The Group Summary, Enter Time and History pages in the Timesheets section also have an Export button in the lower right. Clicking this button exports the contents of the page to a CSV file. MYOB MyStaffInfo Release Notes Page 14 of 18

18 Shift and Other Leave Summary Columns for Shift Leave Days and Other Leave Days are now displayed on the group Summary page in the Timesheets section: Note: This applies to NZ sites only. MYOB MyStaffInfo Release Notes Page 15 of 18

19 Resolved Issues Resolved Issues The following issues have been addressed in this release: Originally addressed in MYOB MyStaffInfo If a user had the Management Console open, and other users edited employee data on a different PC, performing a Synchronise operation would update the website with the pre-edited data, thereby overwriting the other users edits. This has been resolved; the latest data set (including edits from other users) will always be incorporated when synchronising, and when displaying employee-related data. Originally addressed in MYOB MyStaffInfo When leave requests or timesheet leave requests were downloaded from MyStaffInfo to MYOB EXO Payroll, salary was not reduced correctly. This has been resolved for the Australian and NZ editions of EXO Payroll. Note: The release of EXO Payroll Australian Edition and the release of EXO Payroll NZ Edition introduce settings that determine whether or not to reduce salary when downloading leave requests. If this release of MyStaffInfo is used with earlier versions of EXO Payroll that do not have these settings, salary is always reduced for all leave types. Service Request ID: The Proxy settings in the MyStaffInfo connection settings did not allow connection via a proxy server. This has been resolved; to use MyStaffInfo with a proxy server, configure the settings as follows: nhttpconnecttype change to 3 (the default is 0). chttpproxyname enter the domain name or IP address of the proxy server, including the port used, e.g. servername:8080. chttpproxyusername enter the username used to log in to the proxy server. chttpproxypassword enter the password used to log in to the proxy server. Service Request ID: When entering timesheets or leave on the Enter Time page, selecting a group with many employees (or selecting <Everyone> ), would cause an application error to appear. This has been resolved. MYOB MyStaffInfo Release Notes Page 16 of 18

20 Resolved Issues Service Request ID: If a manager was assigned to many employee groups in the MyStaffInfo Management Console, an application error would occur on the MyStaffInfo Website when the manager attempted to access any group function. This has been resolved. MYOB MyStaffInfo Release Notes Page 17 of 18

21 Known Issues Known Issues The following Known Issues have been identified in this release. Upgrading from mystaffinfo.com The following issues apply to users upgrading to the new version of the MyStaffInfo Website (mystaffinfo.myob.com) from the old one (mystaffinfo.com): A file re-index must be performed in EXO Employer Services (Utilities menu > File Reindex) before downloading leave requests in the new MyStaffInfo Management Console. If leave requests are downloaded before performing a file re-index, the error message Error building key for index will appear. Performing a file re-index prevents these errors from occurring. The leave types Unpaid Leave and Lieu Time were present on the old MyStaffInfo Website, but are not available on the new website. In an upgrade, if any leave requests of these types are present, they will appear in the MyStaffInfo Management Console with no name in the Leave Type column. MYOB MyStaffInfo Release Notes Page 18 of 18