Programmed Portal and Programmed Portal Lite Employee User Guide CLIENT PORTAL USER GUIDE PSW-OE3-OSA-GU-003 Version 2.0 Issue: 24/08/2016 Review 24/08/2018 Page 1
PORTAL VERSIONS & SYSTEM REQUIREMENTS Programmed Portal Programmed Portal Lite Help https://portal.programmed.com.au/fasttrack.client.portal/ The Programmed Portal is a full version which includes Time & Attendance, Billing and Reporting functionality. The Programmed Portal is only accessible via a computer with the Silverlight product installed. Upon first logon you will be prompted to install Silverlight. Note: If you are unable to install Silverlight on your computer you will be able to use Programmed Portal Lite version which contains only the Time & Attendance functionally. https://portal.programmed.com.au/liteportal The Programmed Portal Lite is a limited version which only includes Time & Attendance. The Programmed Portal Lite is accessible via computers without Silverlight installed, mobile and tablet. If at any time you experience issues with either the Programmed Portal or the Programmed Portal Lite application please contact your local branch on 13 STAFF (13 78233) UNDERSTANDING PROGRAMMED PORTAL Access the Programmed Portal via https://portal.programmed.com.au/fasttrack.client.portal/ or Log onto the Programmed Website via www.programmed.com.au and search under Quicklinks (Top RHS) where you will find: Programmed Portal Field Employee Video Field Employee Portal User Guide Programmed Portal Login Programmed Portal Lite Login Enter your Username and Password. Note: An email will be sent to you with this information, if this is not received please contact 13 STAFF (13 78233). Click Log in Upon first Login you are required to change your Password for security purposes through User Profile Change Password section. You are also able to add security question for extra security through the User Profile Change Security Question section. PSW-OE3-OSA-GU-003 Version 2.0 Issue: 24/08/2016 Review 24/08/2018 Page 2
What do I do if I forget my password? Click on Forgot your password and an email will be sent to you, or Call 13 STAFF (13 78233). What do I do if I cannot find a timesheet? Click on Click here to expand/collapse the Search section banner, alter the search parameters and click on Search Timesheets, or Call 13 STAFF (13 78233). You are able to alter the Timesheet layout by clicking & dragging columns or clicking on the Manage Layout button. You are able to export timesheet information into a report by click on the Export to File button. STEP 3 To log out, click on the Log out icon. UPDATING YOUR PROFILE Click on the Candidate Portal Click on Candidate Profile Information within your profile is automatically updated from your registration or by importing your resume. You can also manually enter new information into your profile. PSW-OE3-OSA-GU-003 Version 2.0 Issue: 24/08/2016 Review 24/08/2018 Page 3
STEP 3 Check and alter as required the prepopulated information under the Personal Info, Address & Work Locations tabs. Note: Salutation, First Name, Surname & Residency Status are unable to be altered, contact 13 STAFF (13 78233) to have this updated. STEP 4 Check and alter as required the prepopulated information under the Attachments, Skills (Positions, Skills, Job Services Providers, Licences, Tickets and Qualifications) and Work History tabs. STEP 5 To Save all the changes click on the Save button. When changes are made you will notified by email. PSW-OE3-OSA-GU-003 Version 2.0 Issue: 24/08/2016 Review 24/08/2018 Page 4
CHECKING PAYSLIP AND PAYMENT SUMMARY DETAILS Click on the Candidate Portal. Click on the Pay Details. STEP 3 To view your Payslips select the Payslips tab, enter the Pay Period From and Pay Period To dates and then click Refresh. Select the payslip(s) and click Open, your payslip(s) will be displayed. STEP 5 To view your payment summary select the Payment Summary tab, select the Payment Summary Period and then click Refresh. Select the Payment Summary Period and click the Open icon, your payment summary will be displayed. Reminder: If you experience issues or you would like to speak with a staff member please call 13 STAFF (13 78233) PSW-OE3-OSA-GU-003 Version 2.0 Issue: 24/08/2016 Review 24/08/2018 Page 5
SUBMITTING A TIMESHEET VIA THE PROGRAMMED PORTAL From the menu click the Time and Attendance button. Click on Available to view the timesheet(s) awaiting to be submitted for approval. Within the Incomplete section you can view timesheets that you have altered but not submitted for approval Within the More Timesheets section you can view the following timesheets: Submitted (Timesheets awaiting approval) Historical (Timesheets that have already been paid) Expired (Timesheets that have not been paid but are now expired) STEP 3 Open the timesheet either by double clicking on the timesheet or highlight the timesheet and then click View. Your timesheet may have been pre populated with Start / End times and Breaks that have been pre-determined by your host sites shift requirements. Shift changes during the week may not have been updated therefore please take the time to check carefully and make any necessary adjustments. Breaks are defined as unpaid i.e. Lunch / Dinner breaks. Rest Pauses (Morning & Afternoon Tea) are paid breaks and are not to be recorded on the timesheet. STEP 4 Check and alter if applicable your timesheet information within the Attendance Tab including Work Date, Start and End Times, Att (Attention) /Abs (Absent) Type, Breaks and Project Items. Note: To show Break and Project details, click on the date field. By clicking on the + and rubbish buttons you can add and delete additional lines PSW-OE3-OSA-GU-003 Version 2.0 Issue: 24/08/2016 Review 24/08/2018 Page 6
STEP 5 Check the Additional Items Tab for any allowance items that may be applicable, these will be identified by a number on the tab. Additional Items included allowances such as Meals, Travel, Site Add attachments within the Attachments Tab eg Medical Certificate, Receipts STEP 6 After altering your timesheet information and you have confirmed that it is 100% correct you are required to submit your timesheet for client approval via the Submit button. The submitted timesheet will be sent to the client for approval. Note: You are able to enter your timesheet information daily and save the details via the Save button, then at the end of the week you are required to Submit your completed timesheet. If you forget to submit your timesheet you will reminder via text messages and emails. If you are receiving these messages and you believe that you have submitted your timesheet, log back into the Portal to ensure all timesheets have been submitted correctly. SUBMITTING A REJECTED TIMESHEET VIA THE PROGRAMMED PORTAL The client approver may reject your timesheet if there is a discrepancy. All rejected timesheets will be notified via an email (Subject Header = Timesheet has been rejected) with details of why this timesheet was rejected. To resubmit your timesheet log back into the Portal, click on Time & Attendance and then Rejected. Alter the timesheet and resubmit by clicking on Submit. PSW-OE3-OSA-GU-003 Version 2.0 Issue: 24/08/2016 Review 24/08/2018 Page 7
UNDERSTANDING PROGRAMMED PORTAL LITE Log onto the Programmed Portal Lite via https://portal.programmed.com.au/liteportal Or Log onto the Programmed Website via www.programmed.com.au and search under Quicklinks (Top RHS) where you will find Programmed Portal Lite Login link. To assist repeat usage for Mobile or Tablets add this url onto your home screen. IPhone IPad Select (bottom of screen) and add to Home Screen Programmed link will now be displayed on your home screen Android Please refer to your manufacturer s manual for instructions on how to Pin the webpage to your home screen. On some devices icons will display differently to this guide. Enter your Username and Password (An email will be sent to you with this information) Click Log in Upon first Login you are required to change your Password for security purposes through Reset Password icon. What do I do if I forget my password? Click on Forgot Password and an email will be sent to you, or Call 13 STAFF (13 78233) What do I do if I cannot find a timesheet? Call 13 STAFF (13 78233) STEP 3 To log out, click on the Log out icon. PSW-OE3-OSA-GU-003 Version 2.0 Issue: 24/08/2016 Review 24/08/2018 Page 8
SUBMITTING A TIMESHEET VIA PROGRAMMED PORTAL LITE Click on Available Timesheets to view the timesheet(s) awaiting to be submitted. Timesheets requiring to be submitted are displayed. You are able to search for specific timesheets via the searching fields. Open the applicable timesheet. STEP 3 Check and alter if applicable your timesheet information. Click on the down arrow within the Attendance Tab to open the details and enter shift information including Work Date, Attendance Type, Start & End Time, Break Start & End, Project Item Start & End Time & Project Code. PSW-OE3-OSA-GU-003 Version 2.0 Issue: 24/08/2016 Review 24/08/2018 Page 9
Computer View Mobile & Tablet View Breaks have been pre-determined by your sites shift requirements as determined by the Industrial Agreement. Please take the time to check carefully and make any necessary adjustments. Breaks are defined as unpaid i.e. Lunch / Dinner breaks. Rest Pauses (Morning & Afternoon Tea) are paid breaks and are not to be recorded on the timesheet. STEP 4 Check and alter if applicable any other information that may be required to add: Additional Items Tab for any allowance items eg. Meals, Travel. Reimbursements Tab for any reimbursements items. Attachments Tab for any attachment documents eg. Medical Certificate, Receipts STEP 5 After altering your timesheet information and you have confirmed that it is 100% correct you are required to submit your timesheet for client approval via the Submit button. The submitted timesheet will be sent to the client for approval. Note: You are able to enter your timesheet information daily and save the details via the Save button, then at the end of the week you are required to Submit your completed timesheet. PSW-OE3-OSA-GU-003 Version 2.0 Issue: 24/08/2016 Review 24/08/2018 Page 10
SUBMITTING A REJECTED TIMESHEET VIA THE PROGRAMMED PORTAL LITE The client approver may reject your timesheet if there is a discrepancy. All rejected timesheets will be notified via an email (Subject Header = Timesheet has been rejected) with details of why this timesheet was rejected. To resubmit your timesheet log back into the Portal, click on Time & Attendance and then Rejected. Alter the timesheet and resubmit by clicking on Submit. PSW-OE3-OSA-GU-003 Version 2.0 Issue: 24/08/2016 Review 24/08/2018 Page 11