PayGlobal Explorer User Guide -...

PAYGLOBAL EXPLORERUSER GUIDE

Table of Contents

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Revised March 2002 by Ian Johnson (PayGlobal Pty Ltd) toinclude changes for rate over-rides and breaks.

Revised June 2002 by Ian Johnson (PayGlobal Pty Ltd) toinclude instructions for use of Permanent Timesheetsfeature.

PayGlobal Explorer User Guide

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Table of Contents

PayGlobal Explorer User Guide....................... 1

Table of Contents 3

Using PayGlobal Explorer............................ 1

Using PayGlobal Explorer 3Log in to PayGlobal Explorer................................ 3

Introduction to PayGlobal Explorer 5Around the screen........................................... 5The Timesheet Grid.......................................... 8The Employee Grid.......................................... 11

Regular tasks in PayGlobal Explorer 13Updating employees......................................... 13Entering timesheets........................................ 15Entering permanent timesheets.............................. 19Copying permanent timesheets............................... 22Warning messages........................................... 25Submitting timesheets to the PayGlobal Server.............. 29Receiving & reviewing reports.............................. 31

PayGlobal Explorer reports 33Timesheet reports.......................................... 33

Maintenance functions 41Adding another user........................................ 41View Historical data....................................... 44Purge Historical data...................................... 45Re-index................................................... 47Change password............................................ 48

Glossary of terms 51

Table of Contents

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USING PAYGLOBALEXPLORER

Table of Contents

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Overview

This document serves as a guide to using PayGlobalExplorer at sites.

PayGlobal Explorer is a simple system for enteringtimesheet data. Eurest (Australia) Pty Ltd has chosen toimplement Explorer at each of their sites to automate thetimesheet entry process.

On a weekly basis, sites must submit their timesheet datausing PayGlobal Explorer. This information is then usedboth for calculating employee payments, and providingweekly labour costs to the site and business as a whole.

Using PayGlobal Explorer

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Only authorised users are permitted to log in toPayGlobal Explorer.

Log in to PayGlobal Explorer

Step One – start PayGlobal Explorer

1. Click the ‘Start’ button in the bottom left of thescreen.

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 inscreen.


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6. To change the user: click the pick list button tosee a list of users.

7. Click on the USER you wish to log in as. Please donot click on the Z user – this is for Helpdesk useonly.

8. Click in the Password field. Type in your passwordand click ‘Ok’ to continue.

You have now successfully logged into PayGlobal Explorer.


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Introduction to PayGlobalExplorer

Around the screen

The PayGlobal Explorer screen is split into four parts:

The Menu bar

Use this where instructed to run actions like closing theprogram, or changing how employees are displayed onscreen. In general you will not need to use functions inthis area.

The Toolbar

These five buttons control the majority of the processesyou will run in PayGlobal Explorer. The user guidecovers the use of these buttons in more detail.

Introduction to PayGlobal Explorer

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Delete

Click this button to delete a timesheet entry for anemployee.

Add timesheet

Click this button to create a new timesheet entry for anemployee.

Jump to employee

Click this button to jump to a particular employee.

Synchronise

Click this button to download the current list ofemployees for your site. You should click this buttoneach time you want to update the list of employees (forexample, to see a new starter, or to remove a terminatedemployee).

Submit timesheets

Click this button to submit your completed timesheets fora week. This process is run weekly as defined in theuser guide.


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The Folder List

System: the inbox is used to receive reports back fromthe PayGlobal system (for example, a weekly labour costreport, or a weekly summarised timesheet). See the userguide for more information. The Deleted Items foldercontains reports you have deleted from the Inbox – seethe user guide for more information on emptying thisoccasionally.

Employees: you can select an employee by clicking onthem with the mouse. This allows you to enter atimesheet for that employee (see the user guide for moreinformation).

Clicking on the Employees or site code (in the exampleabove, ‘123456’ or ‘CAS’) allows you to display reportsfor all employees within that folder, and produce simplereports (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) youselect in the Folder list. The Grid includes a flexiblereporting tool that you can use to report on timesheetsentered, and basic employee information.


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The Timesheet Grid

The Timesheet section

Click on an employee to change the Grid on the right handside.

This area is where you enter actual timesheets for eachemployee. A detailed description of each field followsin the next section.

Timesheet data tabs

Click this tab to enter new timesheets, or viewcurrent timesheets before they are submitted to thePayGlobal Server.

Click this tab to enter permanenttimesheets for an employee. You might not use thisfeature, check with your Area Manager.

Click this tab to view timesheets thathave already been sent to the PayGlobal Server.

Timesheet warnings


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PayGlobal displays a set of special warnings as you entertimesheets. These warnings must be resolved before youcan submit the week’s timesheets to the PayGlobal Server.

A list of warnings is covered in the ‘Warnings’ sectionlater in this guide.

Timesheet data

DateThe date the time band started on. An employee can havemore than one time band on the same day (eg if theyworked in the morning, and went home sick for the rest ofthe day).

There is no need to key the ‘/’. For example:

31/10/2001 is entered as 310101

07/11/2001 is entered as 071101

Start TimeStart time of the time band. Time must be entered intwenty-four hour format. There is no need to key the‘:’. For example:

8:00am is entered as 0800

1:00pm is entered as 1300

Finish TimeFinish time of the time band. Time must be entered intwenty-four hour format. There is no need to key the‘:’. For example:

8:00am is entered as 0800

1:00pm is entered as 1300

12:00 midnight is entered as 0000+ (seeNote below)

3:00am the next day is entered as 0300+ (seeNote below)

Note: To enter a Finish Time after midnight (for example, theemployee started at 2100 and finished at 0400 the followingmorning, enter the finish time with a + at the end. Thistells PayGlobal that the finish time is in the next day.

BreakType in the number of minutes this employee took as anunpaid break. If no break was taken, enter a 0 (zero).

Worked…This displays the total number of hours in this timeband, excluding breaks.

Reason…Reason codes are used to pay a time band in a specialway, for example, as leave, or as time in lieutaken/accrued, etc. If this field is blank, thePayGlobal Server will pay the time as if worked.


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Location…Normally this is left blank, to cost the employee totheir default site.

However, location codes can be used to cost an employee’stime to your site, if they usually work somewhere else(or do not have a default site, for example, a reliefteam employee). If you enter a timesheet for an employeewho does not belong at your site, you must key your sitecode here.

Rate…Normally this is left blank, to pay the employee at theirdefault rate.

However, Rate codes can be used to pay an employee at adifferent rate. You should be careful using this –discuss this field with your area manager before usingit.

Type1 CodeThe Type1 Code is a special field that is used for someawards and enterprise bargaining agreements. Most siteswill not use this code – you will be notified separatelyif this field is used at your site.

Type2CodeThe Type2Code is a special field that is used for someawards and enterprise bargaining agreements. Most siteswill not use this code – you will be notified separatelyif this field is used at your site.


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The Employee Grid

The employee Grid allows you to view timesheets andemployee details for all employees in the system.

The same functionality is available for employees in asite as well.

1. Log into PayGlobal Explorer.2. Click on the Employees folder.

3. The Grid will display all employees.


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4. Click on the Timesheet tab. The Grid will show thetimesheets entered for all employees.

5. The ‘Permanent’ and ‘Historical Timesheets’ tabs showthe same data for permanent timesheets, and historicaltimesheets (those already submitted to the PayGlobalServer).

The section ‘PayGlobal Explorer Reports’ details how tocreate reports using the Grid.


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Regular tasks in PayGlobalExplorer

Updating employees

The synchronisation process downloads the current list ofemployees for your site.

This step takes you through synchronising for the firsttime. It is a good opportunity to ensure all of theemployees that work at your site are available fortimesheet 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 downloaddata for your site. The download can take up to aminute or two to complete.

Note: if your computer is not already connected to the Internet, youmay be prompted to connect first. Make sure you enter thepassword to connect to the Internet, not your PayGlobalExplorer 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 arerequired.

4. Close the connection to the Internet. To do this,click the right mouse button over the icon in thebottom-right of your screen.

5. The following menu will display. Click ‘Disconnect’.

Regular tasks in PayGlobal Explorer

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Entering timesheets

Timesheets should be entered on a daily basis. EachMonday the previous week’s timesheets must be submittedto the PayGlobal server (covered elsewhere in thisguide).

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 entertimesheets 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.


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5. A blank time band will display for the employee.Explorer puts today’s date into the date field, butyou can change this:

6. Type the following information in, in this order:− Date (eg 011101), 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 drop-down menu. For example:

7. The Location and Rate fields are optional. Only usethese if the employee is not normally based at yoursite (eg for a casual), or if they are working at adifferent rate.

8. The Type1 Code is a special field that is used forsome awards and enterprise bargaining agreements.Most sites will not use this code – you will benotified separately if this field is used at yoursite.

9. The Type2 Code (if visible) is a special field that isused for some awards and enterprise bargainingagreements. Most sites will not use this code – youwill be notified separately if this field is used atyour site.

10. Click the add timesheet button or press Insert to addanother time band.

11. When you have finished entering time bands for thisemployee, click the next employee you wish to edit,and continue until you have finished enteringtimesheet data.


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Splitting an employee’s shift

You can enter as many time bands for an employee as youlike. There is no limit to the number per day or perweek. For example, working the morning as a barattendant and the afternoon as a cleaner. Or an employeemight work for four hours and then go home on sick leave.

Each time you click the add timesheet button, or pressInsert, PayGlobal Explorer starts the next time band onthe same date.

To pay Wendy the remainder of the day as sick leave, youwould enter it as follows:


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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, ‘ReasonCode’).


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Entering permanent timesheets

Permanent timesheets can be used as a template foremployees on a consistent weekly roster. Permanenttimesheets can be copied each week and save the userinputting timesheets manually every week.

Enter a new permanent timesheet



3. Click on the first employee you want to enterpermanent timesheets for.

4. Click on the ‘Permanent Timesheets’ tab.


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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, butyou 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 systemuses the date offset to determine which day timesheets aregenerated for. Eg if you copy permanent timesheets from aMonday, then a date offset of 0 will create a timesheet onthat Monday. A date offset of 1 will create a timesheet on aTuesday, and so forth. For example, to input a week’stimesheets Mon-Fri, use date offsets from 0 to 4.

8. The Location and Rate fields are optional. Only usethese if the employee is not normally based at yoursite (eg for a casual), or if they are working at adifferent rate.

9. The Type1 Code is a special field that is used forsome awards and enterprise bargaining agreements.Most sites will not use this code – you will benotified separately if this field is used at yoursite.

10. The Type2 Code (if visible) is a special field that isused for some awards and enterprise bargainingagreements. Most sites will not use this code – youwill be notified separately if this field is used atyour site.

11. Click the add timesheet button or press Insert to addanother time band.

12. Example of timesheet data, for this employee working0800-1700 Mon-Fri with a 30min break:


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13. When you have finished entering time bands for thisemployee, click the next employee you wish to edit &continue until finished.


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Copying permanent timesheets

If you have configured permanent timesheets for anemployee, you can copy these each week (covered elsewherein this guide). Once they are copied, you can edit theresulting timesheet records (eg put in reason codes,delete days not worked, etc).

Copy permanent timesheets



16. Click on the employee you wish to copy permanenttimesheets for.

17. Click on the ‘Permanent Timesheets’ tab.

18. Click the right button on the mouse to display theright click menu.


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19. Click on ‘Copy Permanent Timesheets’. A window willappear 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 generatetimesheets for the week, starting from the Monday youchose.


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23. Click on the ‘Timesheet’ tab to display these records.

Note: sometimes you need to click on a different employee, and thenclick on this employee again, to refresh the view & see thegenerated timesheets.

24. You can now edit or delete these timesheets as youwish.


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Warning messages

PayGlobal Explorer warns the user if data has beenentered incorrectly. Warnings appear in red at the lowerpart of the timesheet entry area.

There are two types of warnings – those with a arecritical, and must be fixed before timesheet data can besubmitted to the PayGlobal Server.

Those without a are comments only, and serve as areminder to the user – timesheet data can still besubmitted if these exist.

Critical warning messages

Incorrect Start/Finish times

In the example below, PayGlobal Explorer warns the userthat the Finish time entered is before the start timeentered.

Tip: the ‘Worked hours’ field shows ‘**:**’. This tells you thestart & finish times are incorrect.


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Missing start/finish times

In the example below, PayGlobal Explorer warns the userthat neither the Start nor the Finish time has beenentered for this time band.

Date out of range

In the example below, PayGlobal Explorer warns the userthat the date entered is outside a reasonable range. Youmust enter a date within about a month before & aftertoday’s date (in practice this means within the lastweek).


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Greater than 24 hours worked

In the example below, PayGlobal Explorer warns the userthat the time band duration is greater than twenty-fourhours. You cannot enter a time band greater than twenty-four hours in duration. (If the employee did in factwork more than twenty-four hours, you would enter this astwo separate time bands).

Note: the ‘Finish Time’ in the example above was entered as’08:00+’. The ‘+’ tells PayGlobal to treat this time aftermidnight, i.e. the following morning.


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Non-critical warning messages

These warnings do not need to be resolved for timesheetdata to submit. They serve as a warning to the userwhere data is unusual.

Worked more than nine hours

In the example below, PayGlobal Explorer warns the userthat this time band is greater than nine hours induration. This is just a warning – if the employeereally did work more than nine hours, leave the time bandas is – it will submit to the PayGlobal Server correctly.


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Submitting timesheets to the PayGlobalServer

This process should take place weekly, as noted on the‘PayGlobal Explorer flow chart’.

You are encouraged to submit timesheets as soon as theyare complete, preferably on a Friday afternoon or aMonday morning. Timesheets are due by the time on yourflow 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 anyoutstanding 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’ tocontinue (please do not change these settings unlessrequested to do so by Helpdesk or Payroll personnel).


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5. PayGlobal will connect to the Internet and submittimesheet data for your site. The submit process cantake up to a minute or two to complete.

Note: if your computer is not already connected to the Internet, youmay be prompted to connect first. Make sure you enter thepassword to connect to the Internet, not your PayGlobalExplorer password.

6. If you receive an error while submitting, try again ina couple of minutes. If many sites are trying tosynchronise or submit at the same time, occasionallythe connection is not established. If you continue tohave difficulties, contact the Helpdesk.

7. When PayGlobal Explorer has completed submittingtimesheet data, the following screen will appear.Click ‘OK’ to continue.

8. Close PayGlobal Explorer by clicking the in the topright corner.

9. Close the connection to the Internet. To do this,click the right mouse button over the icon in thebottom-right of your screen.

10. The following menu will display. Click ‘Disconnect’.

11. Run a re-index (covered later in this guide).


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Receiving & reviewing reports

The PayGlobal Server automatically processes timesheetdata every Monday, and produces two reports for eachsite. These reports will be downloaded into yourPayGlobal Explorer Inbox the next time you synchronise.

To view reports for last week, run a synchronise processas 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 notviewed yet will have a blank box in the ‘Opened’field. Those you have already viewed will have aticked 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 returnto PayGlobal Explorer.


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PayGlobal Explorer reports

PayGlobal Explorer utilises a simple reporting toolcalled the Grid, enabling users to prepare reports beforedata is submitted to the PayGlobal Server.

Timesheet reports

This tool is available for each employee, or allemployees in a site (default site), or all employees inyour system.

For example, you can produce a report displaying thetimesheets entered for all employees, sorted by date.

The Grid is very flexible, allowing you to create reportsshowing exactly the information you want. For example,the Grid can be used to report on sick leave timesheetsentered for the last two months (by running it onHistorical timesheets).

Example 1: timesheets by date

1. Log into PayGlobal Explorer.2. Click on the ‘Employees’ folder.


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3. Click on the ‘Timesheets’ tab.

4. Move the mouse over the Grid area (as above). Clickthe right button on the mouse. A menu will display.


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5. Click ‘Report Grid’ (with the left mouse button). Thescreen will change to Report Grid mode.

6. This is very much like Microsoft Outlook, in that youcan drag a column header up onto the dark grey area togroup by that header. For example, to grouptimesheets 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 arrowswill appear to show where it will go.


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8. Click the next to each date to see the timesheetsentered on that date.

9. Now click the ‘Employee’ header. An arrow will showat the end of the header to show the employee namesare sorted alphabetically.

10. To produce a report for printing, right click in theGrid to bring up the menu again.


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11. Click on ‘Create Grid Report’. The report willdisplay.

12. To print, click the Print button in the top leftcorner (this will go to the usual Windows defaultprinter).

13. Click the button in the top right corner to closethe report.

14. Click the right button in the Grid again, and choose‘Non-report Grid’. This will reset the Grid back into‘Edit’ mode.


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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 showannual leave timesheets.

This is really useful for creating reports for leavetaken, or to show which employees worked on a certainday, and so on.

This is most useful in the ‘Historical timesheets’section, because you can report on historical informationand only display the data you want.

For example, prepare a report to show the annual leaveeach employee based at site ‘123456’has taken:

1. First, set up the Grid like the sample below.

2. Now click on the on the ‘Reason Code’ columnheader.


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3. Click on ‘LANNUAL’. The arrow on the button willchange to blue to show that a filter is currently inplace. Note that the filter is also displayed at thebottom of the Grid.

4. Now right click to create the report andcongratulations! You have an annual leave reportseparated for each employee.


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Sample Grid report

See if you can create a report like this one…

Employee leave taken between 01/10/2001 and 31-10-2001,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 dragthe ‘Reason Code’ header to the dark grey area.


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Maintenance functions

Adding another user

Refer back to the ‘PayGlobal Installation Guide’ documentto review the list of authorised users.

You can add a user for any of the USER1 – 5 profiles notcurrently in use.

1. Start PayGlobal Explorer.

2. At the log in screen, click the pick list button tosee a list of users.

3. Click on the user you wish to configure. Please donot click on the Z user – this is for Helpdesk useonly.


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4. Click in the Password field. Type ‘NOTSET’ and click‘Ok’ to continue.

5. An information box will appear to let you know youneed to change your password. Click ‘OK’ to continue.

6. In the ‘Old Password’ field, type ‘NOTSET’.


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7. Click in the ‘New Password’ field. Now type in apassword of your choice. It must be at least fivecharacters long, and it does not matter if it is inupper or lower case.

8. Click in the ‘Confirm new password’ field. Now typein the same password again. Click ‘OK’ to continue.

9. An information box will appear to tell you thepassword has been changed. Click ‘OK’.

You have now successfully logged this user into PayGlobalfor the first time. Please run them through theremainder of this document to familiarise them withPayGlobal Explorer.


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View Historical data

Each time you submit timesheets to the PayGlobal Server,they are stored in the ‘Historical Timesheets’ sectionfor future reference.

1. Log into PayGlobal Explorer.2. Click on the employee you wish to view history for.3. Click the ‘Historical Timesheets’ tab.


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Purge Historical data

Periodically you should purge historical timesheets fromPayGlobal Explorer to keep the system tidy. Payroll willremind you to do this occasionally, and recommend thenumber 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.


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5. Type in the number of days’ historical data you wishto keep (thirty is a good idea). The maximum isninety-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.


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Re-index

A re-index tidies up the system. You should run thisonce per week after submitting timesheets to thePayGlobal Server.


3. Click on ‘Reindex’

4. The following screen will display. Click ‘OK’ tocontinue.

5. Close PayGlobal Explorer. The next time you log inPayGlobal will re-index automatically (this takes amatter of seconds and you probably will not notice ittake place).


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Change password

It is a good idea to change your password periodically,to ensure the security of your employees’ data.


3. Click on ‘Change Password…’.

4. The following screen will display. Type in your oldpassword and click in the ‘New Password’ field.

5. Type a new password in the ‘New Password’ field, andclick in the ‘Confirm new password’ field.


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6. Type your new password in the ‘Confirm new password’field and click ‘OK’ to continue.

7. The following screen will display to confirm yourpassword has been changed. Click ‘OK’ to continue.


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Glossary of terms

field The name for the white box that youenter data in, for example, the white box in the screenbelow is the ‘Password’ field.

PayGlobal ExplorerPayGlobal Explorer is installed at eachsite, for site managers to enter employee timesheets.This data is submitted via the Internet to the PayGlobalServer.

PayGlobal Server The central PayGlobal system. This isused at each of the regional offices for managingemployee information. The PayGlobal Server processes thetimesheets each site submits, and calculates the paymentsfor each employee & total labour costs to the business.

purge This process removes old historicaldata from PayGlobal Explorer (purge = remove).

re-index This process tidies up the PayGlobalExplorer system.

synchronise The process PayGlobal Explorer uses toconnect to the PayGlobal Server. During this processPayGlobal Explorer updates the list of employees andother data, and receives reports.

time band Each line in an employee’s timesheet isa time band.

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