Timesheet Groups
Overview:
In Workbench, each employee is placed into a Timesheet Groups which matches your company's organisational structure.
The Group structure may be a single Timesheet Group for all employees, many Groups for several active project teams, or based on your company's internal departments such as Administration, Engineering, OHS, Construction, etc.
Employees can only belong to one Timesheet Group but one user can be the approver of multiple groups.
Screen Guide:
Initial Screen:
This first screen shows the list of existing Timesheet Groups. When the system is first initialized, there is a default timesheet group that can be modified to suit your company's needs. + New Group will begin the process of creating an additional timesheet group.
ID is the system identification number which is unique. The hyperlink will open up the editing screen for this group.
Description is the custom description given to the group when it was created. This can be changed at any time.
Group Creation and Editing:
This screen will pop up when the + New Group button or ID number is clicked.
Note: there are several Control Parameters that affect approvers and administrators, such as the ability for approvers to edit, for Administrators to approve, and the ability to have multiple primary approvers for one timesheet group. It is recommended that the system administrator reviews all options available under the Timesheet category to ensure optimum settings for your company.
Description is the display name that the Timesheet Group will have throughout the system.
Member is a list of people who belong to this timesheet group. New members can be added quickly through this dialogue and existing members removed using the tick box under the bin column then clicking Save. Remember, an employee can only belong to one timesheet group, so employees who are already a member of one will not appear here; you must remove them from that group first. Employees may be added/removed through the Users administration function as well as here.
Approver/Reviewer will allow you to search for an existing user in Workbench that you want to give authorities to. Users can exist on multiple lines to accommodate multiple Other Roles.
Timesheet Authority will set the intended authority for the user:
None prevents this user from having any timesheet authority for this group.
Review Only will let users see but not approve, timesheets for employees in this group.
Secondary is used for alternative approvers. When the Primary approver of a group is flagged as Out of Office in My Authorities, the secondary approver will take over the role of approving timesheets until their return.
Primary is the main approver of this group. They will be prompted to approve timesheets in Timesheet Approval.
Administrator is a user who has administrative authority over timesheets in this group. This means that they can see all timesheets in the group, as well as other abilities dependant on the Control Parameters.
Own enables the user given this authority to approve their own timesheets.
Expense Claim Authority:
None prevents this user from having any Expense Claim authority for this group.
Review Only will let users see but not approve, expense claims for employees in this group.
Secondary is used for alternative approvers. When the Primary approver of a group is flagged as Out of Office in My Authorities, the secondary approver will take over the role of approving Expense Claims until their return.
Primary is the main approver of this group. They will be prompted to approve claims in Expense Approvals.
Administrator is a user who has administrative authority over expense claims in this group. This means that they can see all claims in the group, as well as other abilities dependant on the Control Parameters.
Own enables the user given this authority to approve their own expense claim.
Other Role contains miscellaneous roles from different modules in Workbench.
None prevents any other role from becoming active.
Crew Supervisor makes the user a supervisor for employees in this group when using the Daily Diary module.
Crew Supervisor Administrator will have administrative authority over this group in the Daily Diary module.
Leave Primary Approver grants the user primary authority using the Leave Management module.
Leave Secondary Approver labels the user as an alternative approver for this group in the Leave Management module. When the Primary approver of a group is flagged as Out of Office in My Authorities, the secondary approver will take over the responsibility to approve leave requests.
Leave Administrator has administrative authority over all leave requests in this group.
HR Administrator has administrative authority in the Human Resources Module for this group. This role is essentially the same as the HR Manager authority but used for system administrators.
HR Manager has management authority in the Human Resources Module for this group. This role has complete access to all tabs in the module.
HR Supervisor has supervisor authority in the Human Resources Module for this group. This role does not have access to the Medical, Payroll Data and Disciplinary tabs in the module.
Card Reconciler
Admin Reconciler
Timesheet Group Credit Approver
Admin Credit Approver
Leave Primary Reviewer grants the user primary review authority using the Leave Management module.
Leave Secondary Reviewer grants the user secondary review authority using the Leave Management module for when the primary reviewer is Out of Office.
The Bin icon allows you to delete one or more lines at the same time by clicking the checkbox and clicking Save.
Next Steps:
Once you have created your groups, you can assign people to them either within the edit screen or in each employee's Users profile.
Authorities can be managed within the edit screen, Users, or alternatively in Timesheet Authorities.