Latest revision as of 03:54, 29 October 2024

Timesheet Wizard

The Timesheet Wizard aims to provide a faster and simpler way for users to quickly create and/or submit timesheets straight from the dashboard. The whole process can be completed in a smart pop-up window which will be triggered though the START button on the Subscribe-HR Human Resources dashboard.

Timesheet Wizard Navigation Functionality

There are multiple navigation options available to you throughout the Timesheet Wizard. These navigation options are outlined below.

1. START - the "START" button at the top right-hand side of the Dashboard [The top right of your screen] is how you launch all Wizards. Click "Start" and this will launch a Wizard popup window containing a navigation menu. This is where all your Wizard interaction options exist. The Wizards available to you in this menu are based on your Permissions.
2. View - to View a particular Wizard click on the downward pointing arrow on the right-hand side of the menu. Scroll down, choose the Wizard you want to View, then click 'Select.'
3. Select - select enables you to choose (and move into) your chosen Wizard (from the main Wizard dropdown menu).
4. Create New - allows you to create a New Record within a particular Wizard (where relevant).
5. Create - allows you to 'save' a New Record you've created.
6. Edit - allows you to Edit a Record.
7. Save - allows you to Save a Record.
8. Delete - allows you to Delete a Record.
9. Previous - allows you to go back one step.
10. Clear - allows you to clear content from the form fields in a Wizard. Note: clicking clear will remove the content from ALL the fields in that Wizard.
11. Submit - allows you to Submit the data or Record/s you've added into a Wizard.
12. Submit Late Timesheet - allows Manager, People and Culture or Employee to Submit a late Timesheet. This is based on the Timesheet Period. E.g. If the Period is Weekly, a late Timesheet can be submitted for 1 previous late period. E.g. Weekly or Fortnightly. the "Submit Late Timesheet" button is made available if the system detects that a Timesheet was not Submitted in the previous period.
13. Close - allows you to Close the Wizard you've been working in. Note: Closing a Wizard before completing it will result in a loss of the data you've input into data fields. You will be shown a popup window with a warning asking you to confirm your action before the data is lost.
14. Search - a Search window will appear in the top right-hand corner of the Wizard popup if relevant (E.G. Where there is a list of Folders within a Wizard). Search enables you to search for a specific Folder within a Wizard.
15. Next - to navigate through items in a drop-down menu, click on the downward pointing arrow on the right-hand side of the menu. Scroll down, choose the item you want, then click 'Next' to progress to the next window.
16. Breadcrumbs - on the bottom left of the Wizard popup window, you will see a 'Breadcrumb' (for example 'Start > My Info'). This Breadcumb enables you to go back to previous steps in the process by clicking on your preferred choice. Breadcrumbs give you more flexibility about which stage of the Wizard you want to 'go back' to (E.G. it is more flexible than just choosing 'Previous' which limits you to going back only one step in the process).

NOTE: There is a 6MB file limit on all files that are uploaded into Subscribe-HR's Team Dashboards System. Please ensure that large files are compressed/reduced and that the file size is less than 6MB (the smaller the file size, the better).

How to Trigger the Timesheet Wizard

Before using the Timesheet Wizard, the correct Timesheet Settings need to be configured in the Core-HR Widget on the Activation Hub.

You can trigger the Timesheet Wizard from the Wizard popup menu.

1. Select "START" at the top right-hand side of the Dashboard [The top right of your screen].
2. Scroll down and click on the "Timesheet" option from the menu, then click "Select."

Creating and Submitting a Timesheet through the Timesheet Wizard

When selecting 'Timesheet' from the Wizard menu (via START), Users will have a different experience depending on their User Group as follows:

• Employee Self-Service User Group/My Info Dashboard: Users will see the Timesheet as the first step of the Wizard.
• Line-Manager Self-Service User Group/Manager Dashboard: Users will see a dropdown menu that offers two options:
  • Myself (You need to be either in the My Info Dashboard or Manager Dashboard, if you want to submit for self (My Info), self or Team Member (Manager).
  • Team Member (Manager Dashboard) (A list of Team Members will appear and a Manager can submit a Timesheet for any of their Team Members).
• People & Culture User Group/People & Culture Dashbaord: Users will see a dropdown menu that offers two options:
  • Myself
  • Team Member (A list of Team Members will appear and a People & Culture User can submit a Timesheet for any/all Employee/s).

If completing and submitting a Timesheet for yourself, skip to #2 below. If completing and submitting a Timesheet for another Employee, start with #1 below.

NOTES: Managers (with Line Manager User Group Assigned), can submit and Authorise Timesheets for other Employees, but those Employees must be their direct report (just because an Employee is a ‘Manager’ and has ‘Line Manager’ User Group assigned, this does not allow them to create/submit Timesheets for any/all Employees). Submitting requests for Timesheets works as follows:

• System Administrators and People & Culture Users can create/submit/apply for Timesheets/Leave for all Users.
  • To do so, the User must be on the People & Culture Dashboard (and can then use the Timesheet Wizard vis the 'Start' Wizard menu, or via the Timesheet Wizard that is accessible via the Timesheet Widget on the People & Culture Dashboard).
• Managers can submit Timesheets on behalf of their direct reports only (such Managers need to have 'Line Manager' User Group assigned, they have to be set in the System as a 'Manager,' and specified as the Employee's Manager to be able to do this). Other Line Managers can't submit Timesheets on behalf of Employees for whom they are not the specified/assigned Manager. Only one Manager can/has the capacity to do this.
  • To do so, the User must be on the Manager Dashboard (and can then use the Timesheet Wizard vis the 'Start' Wizard menu, or via the Timesheet Wizard that is accessible via the Timesheet Widget on the Manager Dashboard).

1. Select Employee – click on the downwards pointing arrow (right=hand side of the popup window) to open the dropdown list. Scroll down and select the Employee you want to create a Timesheet for. Click “Select.”
2. Week – at the top right-hand side of the popup window, select the week you want to create the Timesheet for. Depending on whether the Timesheet Setting is weekly or fortnightly, the options displayed will be:

• Weekly: 'Current Week.'
• Fortnightly:
  • Week 1.
  • Week 2.

3. Days of the Week – specify the Timesheet information for each day of the week, including:

• Job Code – select the relevant Job Code option from the dropdown menu.
• From – specify 'Start Time.' Note: If the 'Show Default Working Hours' is activated the 'Start Time' will be pre-filled.
• To – specify 'End Time.' Note: If the 'Show Default Working Hours' is activated the 'End Time' will be pre-filled.
• Hours – can be entered manually or may be pre-populated based on the following:
  • If the 'Show Default Working Hours' Timesheet Setting is activated. If this setting is activated, the From/To/Hours fields will be pre-populated using the 'Working Hours' profile assigned to the Employee.
  • If the 'Enable Auto-Calculation of Hours' Timesheet Setting is activated. If this setting is activated, the auto-calculation of the number of hours for each Timesheet row based on the ‘From’ and ‘To’ column/fields can occur. If the 'Show Default Working Hours' setting is also activated, re/auto-calculation for the number of hours will only occur if/when the From/To times have been changed. If this setting is active, then when a new Timesheet is created, it will be auto-populated with the From/To/Hours information from the 'Work Profile.' Only after changing the From/To times will re/auto-calculation of the number of hours occur.
  • The Hours can also be changed manually (and independently of the From/To times) on the Timesheet by the User if required.

Notes: For more information about how Timesheet Settings work, refer to 'Timesheet Settings' on the Core-HR Widget on the Activation Hub.

• Comments – click on “Insert” to add a comment. Once a comment has been added, "Insert" will be replaced by "View." Click View to see comments.
• Break – if 'Breaks' are activated in the Timesheet Settings, the 'Break' column is visible. Add breaks (0.25, 0.5, 0.75, 1.0 hours etc) and this amount will be automatically deducted from the total hours for that Timesheet line item.
• ' X ' - the ' X ' deletes that row/line from the Timesheet if required.
• Daily Total – this will be automatically calculated based on the number in the 'Hours' column/field.
• Weekly Total – this will be automatically calculated based on totals for each day of the week.
• Add Line – you can add lines to each day of the week on the Timesheet to input more hours worked under a different Job Code (e.g. Overtime) if needed (or if a break is taken during the day and an Employee resumes work after the break).

4. Save – allows the User to "Save" the Timesheet data input for each day (or multiple lines added per day) for that Employee/themselves and return to it later to add hours for subsequent days of the week until all hours have been added for all days. It is possible to keep incrementally updating/adding lines to the Timesheet until the timesheet is complete and ready to be submitted.
5. Next – allows the User to move from Week 1 to Week 2 of a fortnightly Timesheet. Alternatively - to move backward and forwards between 'Week 1' and 'Week 2' of a Fortnightly Timesheet, use the dropdown menu button at the top right-hand side of the Timesheet.
6. Close – allows the User to 'Close' the Timesheet (and return to it in the future). Note: Always 'Save' the Timesheet before closing it.
7. Submit – submit the Timesheet once all relevant information has been updated/input and the Timesheet is complete. Once the Timesheet has been submitted for Authorisation, it will be locked and can no longer be updated.
7. Submit Late Timesheet – submit a late Timesheet. This button appears if the system detects that the previous Timesheet period was not submitted. E.g. Weekly or Fortnightly. Submitting a late Timesheet will take the Timesheet through the same Authorisation process.

NOTES:

• Timesheets need Authorisation and Users can include multiple Managers/People & Culture Users in the Authorisation process. The original recipient of the Authorisation request has the option to 'Authorise,' Reject' or 'Forward' the Authorisation. If Authorised, the request is completed. If forwarded, it is assumed that the forwarding Manager/People & Culture User has given their Authorisation for that request and is forwarding the request on to the next Authoriser. This process can be done multiple times. When forwarded, the request isn't completed/fully Authorised until the final Manager/People & Culture User (the most senior or final individual in the process) selects 'Authorise.' This completes the Authorisation process. A history of all Managers/People & Culture Users (with a date and time stamp) is added to the Authorisation request each time it is forwarded, so that all previous Authorisations can be seen by the subsequent Manager/People & Culture User.
  • It is fair to assume that as soon as the Timesheet is 'Authorised' it will be exported to Payroll (assuming there is a Payroll integration in place).
  • Timesheets that have been started but not submitted, or submitted for approval, but not yet ‘Authorised’ can be 'Cancelled' via the 'In Progress' or 'Submitted' Tabs in the Timesheets Widget.
  • Once the Timesheet has been ‘Authorised,‘ must be 'Cancelled' via the Authorised Tab in the Timesheets Widget.
    • The 'Cancellation' of an 'Authorised' Timesheet can only be done by a People & Culture User/System Administrator via the Timesheets Widget on the People & Culture Dashboard (this action can't be taken on the Manager or My Info Dashboards).
      • Only a Timesheet cancelled prior to 'Authorisation' can be 'edited and resubmitted.' For Timesheets cancelled prior to Authorisation, the data from the previously submitted Timesheet will appear.
      • Timesheets cancelled post Authorisation will need to be started again (no data from the previously submitted/authorised/cancelled Timesheet will appear).
        
  • Not all Payroll solution APIs enable/facilitate the export and update of the Timesheets Authorisation in Payroll once an 'Authorised' record has been created/exported. For Payroll solutions that do enable the export of the 'Cancellation' of a Timesheet - this will update/cancel the Timesheet in Payroll. Please check with Support or your Project Manager to find out if your Payroll solution enables the export of 'Cancelled' Timesheets post Authorisation. If not, then the Timesheet will need to be updated in both Subscribe-HR and Payroll manually.
  • The configuration of each Payroll API/integration (and therefore how Timesheets configuration and export settings behave in each Payroll integration) is different. Some Authorised Timesheets will transfer straight away. Some Payroll solutions/APIs make it possible to time it so that Timesheets are only transferred from Subscribe-HR to Payroll right before the pay run. Please check with Support or your Project Manager to confirm the behaviour for your organisation’s Payroll solution.
  • Unless/until a Timesheet is 'Forwarded' - Timesheet notifications got to all People & Culture Users and the Employee's Manager (or the 'Alternate' Manager) as standard.
• A complete Workflow History for all Timesheets requests, in addition to Authorisations, Cancellations and Rejections, is recorded in the following locations:
  • The System Inbox.
  • The Tasks & Notifications Widget of the My Info, Manager or People & Culture Dashboard.
    • My Info/Employee Self-Service Users will only be able to see requests they've submitted and information about Authorisations, Cancellations or Rejections related to their own Timesheets.
    • Managers will be able to see requests submitted and information about Authorisations, Cancellations or Rejections related to Timesheets for:
      • Their Team Members.
      • For an Employee that they have been requested to Authorise a Timesheet for (if the Timesheet has been forwarded to them for Authorisation by another Manager or People & Culture User).
      • If authority has been delegated to them from another Employee via the 'Delegation' option - which is available to People & Culture Users via the Tasks & Notifications Widget on the People & culture Dashboard.
    • People & Culture Users will be able to see requests (and receive notifications about) submitted and information about Authorisations, Cancellations or Rejections related to all Timesheets for all Employees.