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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. HR Managers can also enter work times and expenses on behalf of other staff.

The module includes three registers:

• Work Summary

• Work Time Entry

• Work Expenses

Think of a Work Summary as a timesheet containing multiple time entries for a period of work. The Work Summary acts as the parent register and contains the Staff Member, Current Status and the Start and End Periods. Within a Work Summary, multiple Work Time Entry records can be added for the period.

Additionally staff can add expenses to Work Summaries for any work expenses they have incurred. These expenses can be unpaid or they can be paid by the staff member and require reimbursement.

Accessing the Work Summary module

Managing work times

Users can access their work summaries from the user menu.

Open

This takes the user to their personal work summaries datagrid, where they can add a new work summary or edit existing summaries.

Using the Work Summaries Datagrid

This datagrid view below gives an overview of the Work Summaries. Counters indicate how many active Work Summaries have been assigned to different users. It also displays a counter for the different statuses for each Work Summary

Open

Regular users can see only their own work summaries. HR Managers (as well as other positions with the Work Summary Coordination policy) can view and manage Work Summaries across all users.

See Working with Datagrids for more information about how to effectively search data in Crisisworks.

Adding a Work Summary

Users can add a work summary as follows.

Step one: add a new work summary

From the Work Summaries datagrid, users can click New Work Summary to create a new Work Summary.

Step two: enter the work summary period

Next, enter the period of the summary. Period Start is set to today’s date and Period End is optional.

HR Managers can enter work summaries for other staff members by selecting the staff member. Normal users will not see the Staff Member select box and the Work Summary record will default to themselves.

You can optionally enter a Tag for the Work Summary to help with organising your records.

The Total Hours Worked field will be calculated when the item is saved and will add up all Work Time hours entered.

The Total Expense Amount $ field will be calculated when the items is saved and will add up all Work Expenses entered.

The Statistics area under these fields is not shown by default. Click on the down arrow to the right of the Statistics heading to expose these fields. This area displays some counters for Time Entries and Expenses:

• Number of Work Time Entries - how many work time entries have been added to the Work Summary

• Total to Reimburse $ - the total dollar amount of all expenses that have been set to ‘Expense Requires Reimbursement’

• Number of Expenses to Reimburse - how many expenses require reimbursement for the Work Summary

Step three: add work times

Click on the Add button under the “Add Work Time” heading. A new empty subform will appear.

1. Enter the Start Time and End Time. You can use the format of 8am, 8:00, 8:30, 17:30, 5pm, 5p.

2. Once you enter the Start time and End time you will notice that the Hours worked column is automatically calculated. You are able to override this field if you would like to change the hours worked (which may be because you took an unpaid break).

   1. you can choose to only enter the hours worked and not enter the start & end times

3. Optionally select a Work Location, Category and Team and Position. The Work Location and Category lists are populated by the Crisisworks Lookup system. See below for more information if you wish to add more Work Locations and Categories. The Team and Positions are pulled from any current roster positions setup in your Crisisworks. For more information see the Adding a Roster Position on the Rostering & Availability page.

4. You can add additional Work Times to the same Work Summary form. This may be useful if entering times worked for a week or fortnight (like a timesheet). Simply click the Add button again and a new empty sub-form will appear. Alternatively, you can save the Work Summary and return to it later to add additional Work Times.

5. To make data entry simpler, some organisations/ users may add a large angle block of time for the week, eg 40 hours with the week's start date and no start or end times. While this may be a time-saver it will affect if you want to apply custom filters such as:

   1. eg List work summary entries for all users for a given date and location,

Step four: enter any work expenses

Click on the Add button under the “Add Work Expense” heading. A new empty subform will appear.

1. The date will automatically show the current date. Change the date if needed.

2. Enter a total amount for the expense.

3. Choose an Expense Category from the drop down list

4. Enter a payment method. Choose ‘Unpaid’ if the expense has been invoiced and not paid for yet.

5. Enter an optional Description

6. Optionally choose a Team and Position the staff member was working in when incurring the expense

7. If the staff member requires the expense to be paid back to them, tick the Expense Requires Reimbursement checkbox (located under the Team and Position drop down list)

8. You can optionally upload a receipt or invoice for the expense

Step five: submit the form

Once you have completed adding all of the Work Times and Work Expenses for the Work Summary, the Work Summary should be “Submitted” to the HR Manager.

“Submitting” the form is like signing or emailing the final form, as you are logged in as yourself, this is also a form of digitally signing the records as this action is stored in the records activity history.

You submit the Work Summary by changing the Status field to “Submitted” before saving the form.

The workflow of a Work Summary

All Work Summaries begin in an Active status by default. Once all of the Work Time Entries have been added, the user or HR Manager can change the status to Submitted.

You will notice that once the status has been changed to Submitted, all of the fields become read-only and data can no longer be changed.

The HR Manager can then do the following:

1. Approve the Work Summary by selecting the Manager Approved status.

2. Re-open the Work Summary due to changes needing to be made by selecting the ReOpen status. When the status is changed to Reopen, a Reopen Reason text box will appear for HR Managers to enter a reason back to the user on what they need to change. The manager or the user can make changes in the Reopen state. Once the changes/fixes have been made it is best to then re-update the status to Submitted.
   
   

3. Reject the Work Summary because it’s invalid by selecting the Rejected status. When the status is changed to Rejected, a Rejected Reason text box will appear for HR Managers to enter a reason as to why this Work Summary was rejected.

4. Cancel the Work Summary by selecting Cancelled.

Managing individual work time entries

In addition to viewing Work Summaries, HR Managers also have permission to view the individual Work Time entries that make up the Work Summaries. This allows HR Managers to easily find and update an individual time entry for a user, or to export data for more granular reporting (see below for more information on reporting).

HR Managers can click on the appropriate Work Time Entry and edit the record directly instead of via the Work Summary form.

Managing individual work expense entries

Similarly to the Work Time Entries, HR Managers have permission to view the individual Work Expense records.

HR Managers can click on the appropriate Work Expense record and edit the record directly instead of via the Work Summary form.

The Work Expenses datagrid has additional counters on the left hand side that allow HR Managers to easily find expenses that are Unpaid or Require Reimbursement.

Set-up and configuration

Before the module can be used, it must be configured and added to one or more events by an administrator.

Events

This module is enabled per event, so you need to specifically add this to your open events and event templates in order to use it. It has been added to the emergency sample template which is used by many organisations.

To enable this module for an event:

1. Add the Work Summary register to the event (via Event → Registers)

2. Add the HR position to the event (via Event → Positions)

   1. alternatively you can change your own existing positions by adding the new Work Summary Coordination policy to them. Note this policy has already been added to the MRM and MERO positions

Positions

Most built-in positions now support the Work Summary module as a Work Summary User. 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.

HR Manager

A built-in position has been created in Crisisworks called HR Manager which contains the Work Summary Coordination policy. HR Managers act as coordinators of the Work Summaries, and can manage other users' Work Summaries by going to Administration > Work Summaries.

The Work Summary Coordination policy has also been added to the existing positions MERO and MRM. These positions have the same access as the HR Manager.

Security Policies

There are two underlying security policies that have been created for the Work Summary module. You can use these to grant existing custom positions the coordinator or user role.

Work Summary User

Most generic Crisisworks positions will now have the Work Summary User policy which allows them to add new Work Summaries and Work Time Entries. Work Summary users can only enter Work Summaries and Work Time Entries for themselves and cannot see any other staff member’s Work Summaries.

Work Summary Coordination

Work Summary Coordinators have the ability to enter Work Summaries on behalf of Staff Members. They can select a Staff Member on the Work Summary form which will assign the Work Summary to the user. The user will then have access to enter one or more Work Times into the Work Summary Form.

Work Summary Coordinators also have the permission to Approve, Reopen, Reject and Cancel Work Summaries.

Work Locations and Work Categories / Expense Categories and Payment Methods

The Work Locations and Work Category lists for Work Times and Expense Category and Payment Method lists for expenses have been pre-populated with options general to all sites. Administrators have the ability to add further custom items to these lists that are appropriate to your organisation.

To add or change the list of Work Locations, Work Categories, Expense Categories or Payment Methods, a Crisisworks administrator can do this in the “Lookups” section of Crisisworks. Lookups allow customers to manage the options of certain drop down list in different areas of the site. 

From the Administration menu select Settings and click the Lookups link on the left hand side.

This will display a long list of existing Crisisworks lookups which are not all related the the Work Summaries. To view the existing lookups which relate to Work Summaries you can apply a filter. 

1. Press the Magnifying glass located on the left hand side near the Lookups heading

2. In the Category list, select either  “Work Summary: Work Location”, Work Summary: Work Category”, “Work Summary Expense: Expense Category” or “Work Summary Expense: Payment Method” depending on which one you want to add items to and click Apply.
   
   

    

3. The datagrid is refreshed to show the existing items available for either the Work Location, Work Category, Expense Category or Payment Method (depending on which one you have chosen).

4. You can add a new item by selecting the blue “New Lookup” button on the right hand side.

   1. Set the Category to “Work Summary: Work Location”, “Work Summary: Work Category”, “Work Summary Expense: Expense Category” or “Work Summary Expense: Payment Method” depending on which one you are adding

   2. Enter the name for the Work Location, Work Category, Expense Category or Payment Method. The name will appear in the Work Location or Work Category select box when users are entering Work Time Entries or the Expense Category or Payment Method select box when users are entering Work Expenses.

      Use a name that makes sense to appear in the select box for a Work Location, Work Category such as Emergency Relief Centre etc.
      For Expense Categories a name such as Accommodation could be used or for Payment Method names such as Direct Debit can be used.

   3. Enter a unique “value” which is the lookup ID. There should be no spaces for the value and it usually matches the name of the Work Location, Work Category, Expense Category or Payment Method (such as "erc" or “unpaid”).  This may match an ID you have in an internal system. Note - this value cannot be changed once it's been added.

   4. Click Save

   After the new lookup is created, other people will see it after they login, for you to see it straight away in the other screens you may need to try one or both of these options

   1. Select “Reload Form Definitions” form your own user menu, then refresh the screen

   2. Logout and login again (If the previous step doesn’t work)

Exporting Work Summaries, Work Time Entries and Work Expense Entries

Only HR Managers or positions that have the Work Summary Coordination policy, have the permission to export Work Summaries, Work Time Entries or Work Expenses. Normal users do not have permission to do this.

To export data from either the Work Summary, Work Time Entries or Work Expense Entries datagrid, press the “Export to report” button, this will send the selected records to the reporting engine.

Note:

• If no records are selected then all records in the current list will be exported.

• You can apply a filter (or search) to limit the set of records using the magnifying glass

• To export a selection of records, select the specific records you want by individually ticking the boxes to the left of each record.

Once the report has been generated on screen, you have the option to export the report to CSV. To do this, click on the CSV button.

Work Summary Reports

Only HR Managers or positions that have the Work Summary Coordination policy, have access to the Work Summary reports. To access the reports:

1. Select “Reports” form the “overview” menu

2. Select “Work Summary Reports” Folder group on the left hand side of the reports datagrid.

3. Select the report you wish to run:

   • Work Summary Report - a high level report listing staff Work Summaries and the total hours worked.

   • Work Time Entry Report - a more detailed report listing all Work Time Entries and the parent Work Summary information

   • Work Expenses Report - a more detailed report listing all Work Expense Entries and the parent Work Summary information

4. These reports have extra filter options to select date ranges, events, specific staff members, and fields to include and sort by etc

Importing Work Summaries

Administrators can import basic Work Summaries and assign them to Staff Members. This could be useful to enter multiple Work Summaries in bulk for users to then enter their Work Times into. Work Time Entries cannot be imported.

You can import Work Summaries via the Crisisworks Import Feature. 

To access the Work Summary import feature, select “Settings” from the “Administration” menu.

1. Build your CSV file of data to import. See below for the fields to include in your spreadsheet.
   
   

    

2. Select “Import Data” from the left had side

3. From the "What do you want to import" drop down list, select "Work Summaries”

4. Select the appropriate event from the event field pick list

5. Select your CSV file

6. Press import

   1. If this is your first time doing this use the “Test Only” option which will report any errors but will not import the data

Read further information about Importing data into Crisisworks

Technical Reference

Work Summary Default schema

Non-schema fields

Work Summary Workflow

Work Summary Time Entry Default schema

Work Summary Expenses Default schema