implementation 2 manual · 2.3.1 understanding implicit approval sequences 71 2.3.2 understanding...

C o n n X I m p l e m e n t a t i o n 2 M a n u a l

© 2008 – 2018 ConnX Pty Ltd 1 of 164

IMPLEMENTATION 2 MANUAL

VERSION 5.1


2 of 164 © 2008 - 2018 ConnX Pty Ltd

Copyright © 2008 - 2018 ConnX Pty Ltd ABN 46 108 567 960

Reproduction in whole or in part by electronic, mechanical or chemical means,

including photocopying recording or by any information storage and retrieval system,

in any language, is strictly prohibited except in accordance with the Copyright Act 1968.

The information contained within this document is for illustrative purposes only. ConnX

Pty Ltd and its employees accept no responsibility or liability whatsoever for any act or

omission upon the contents of this document.

ConnX Pty Ltd acknowledges that the product and company names mentioned in this

document may be the trademarks of their respective owners.

ConnX Pty Ltd

Level 8

303 Coronation Drive

MILTON QLD

PO Box 1122

MILTON QLD 4064

AUSTRALIA

Ph: 1300 CONNXHR

1300 266 694

Intl: +61 7 3368 2623

Web: www.connx.com.au

http://www.connx.com.au/


© 2008 – 2018 ConnX Pty Ltd 3 of 164

TABLE OF CONTENTS

INTRODUCTION 7

DOCUMENT PURPOSE 7

TYPOGRAPHIC CONVENTIONS 7

GETTING HELP 8

ONLINE HELP 8

DOCUMENTED HELP 8

CONNX SUPPORT 8

1.0 SETUP 9

1.1 PAYROLL SYSTEM CONFIGURATIONS 11

1.1.1 ADDITIONS AND DEDUCTIONS 11

1.1.2 BSB 14

1.1.3 CONTRACT HOURS 15

1.1.4 COST ACCOUNTS 16

1.1.5 EFT CODES 18

1.1.6 EMPLOYMENT TYPES 19

1.1.7 JOB CLASSIFICATIONS 20

1.1.8 MARITAL STATUS 22

1.1.9 PAY CLASSES 24

1.1.10 PAY FREQUENCY GROUPS 25

1.1.11 PAY LOCATIONS 27

1.1.12 PAY METHODS 29

1.1.13 PAY POINTS 31

1.1.14 SUPERANNUATION CATEGORIES 33

1.1.15 SUPERANNUATION FUNDS 35

1.1.16 SUPERANNUATION SCHEMES 38

1.1.17 TAX SCALES 41

1.2 COUNTRIES 42

1.2.1 ADDING A COUNTRY 42

1.2.2 EDITING A COUNTRY 44

1.2.3 DELETING A COUNTRY 44

1.3 STATES 45

1.3.1 ADDING A STATE 45

1.3.2 EDITING A STATE 46

1.3.3 DELETING A STATE 46

1.4 REGIONS 47

1.4.1 ADDING A REGION 47

1.4.2 EDITING A REGION 48

1.4.3 DELETING A REGION 48

1.4.4 ASSIGNING REGIONS TO EMPLOYEES 49


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1.5 PUBLIC HOLIDAYS AND SPECIAL DAYS 51

1.5.1 ADDING A PUBLIC HOLIDAY OR SPECIAL DAY 51

1.5.2 EDITING A PUBLIC HOLIDAY OR SPECIAL DAY 53

1.5.3 DELETING A PUBLIC HOLIDAY OR SPECIAL DAY 53

1.6 WORK PATTERNS 54

1.6.1 TERMINOLOGY 54

1.6.2 CREATING A WORK PATTERN 55

1.6.3 VIEWING A WORK PATTERN 56

1.6.4 CREATING A WORK PATTERN GROUP 56

1.6.5 ASSIGNING A WORK PATTERN TO AN EMPLOYEE 58

1.6.6 EDITING A WORK PATTERN 61

1.6.7 UNASSIGNING A WORK PATTERN 61

1.6.8 DELETING A WORK PATTERN 64

2.0 WORKFLOW 65

2.1 INTRODUCTION TO WORKFLOW 66

2.2 WORKFLOW FLOWCHART 70

2.3 WORKFLOW SEQUENCES 71

2.3.1 UNDERSTANDING IMPLICIT APPROVAL SEQUENCES 71

2.3.2 UNDERSTANDING EXPLICIT APPROVAL SEQUENCES 71

2.3.3 SERIAL APPROVAL 72

2.3.4 PARALLEL APPROVAL 73

2.3.5 COMBINATION OF EXPLICIT AND IMPLICIT APPROVAL SEQUENCES 73

2.3.6 SETTING UP EXPLICIT WORKFLOW SEQUENCES 74

2.4 SETTING UP DISTRIBUTION LISTS 76

2.5 MANAGING WORKFLOW ACTIONS 78

2.5.1 ADDING WORKFLOW ACTIONS FOR LEAVE REASONS 79

2.5.2 DETERMINING THE CORRECT APPROVAL SEQUENCE 80

2.5.3 DETERMINING THE CORRECT DISTRIBUTION LIST 84

2.5.4 DUPLICATING APPROVAL CONDITIONS AND DISTRIBUTION LISTS 86

2.6 WORKFLOW FORWARDING & REMINDERS 87

2.6.1 SETTING THE WORKING DAYS 88

2.6.2 SETTING THE ELAPSED TIME BEFORE REMINDERS/FORWARDING 89

2.7 WORKFLOW APPROVAL ITEMS 90

2.8 WORKFLOW FORWARDING 93

3.0 PAYROLL FUNCTIONS 95

3.1 PAYROLL SYSTEM INTEGRATION 96

3.2 HR3PAY: INFORMATION TRANSFER PROCEDURES 97

3.2.1 AUTOMATIC AND MANUAL INFORMATION TRANSFER 97

3.2.2 EXPORTING DATA FROM HR3PAY 97

3.3 IMPORTING DATA FROM HR3PAY TO CONNX 97


© 2008 – 2018 ConnX Pty Ltd 5 of 164

3.3.1 MANUALLY VERIFYING COMPONENTS 106

3.4 PROCESSING LEAVE APPLICATIONS 111

3.4.1 PENDING LEAVE REPORT 114

3.4.2 REFRESHING LEAVE BALANCES FROM PAYROLL 115

3.4.3 BULK CHANGING PERIOD END DATES 115

3.4.4 SPLITTING LEAVE APPLICATIONS 116

3.4.5 LEAVE HISTORY EXCEPTIONS REPORT 119

3.4.6 MOVING A LEAVE APPLICATION FROM PREVIOUS TO CURRENT 122

3.5 EXPORTING TRANSACTIONS TO HR3PAY 124

3.5.1 IMPORTING TRANSACTIONS INTO HR3PAY 127

4.0 GENERAL MAINTENANCE 129

4.1 MAINTAIN EMPLOYEES 130

4.2 ANSWERING QUESTIONS 132

4.3 DAILY NEWS 134

4.4 EMPLOYEE OF THE MONTH 137

4.5 RESPONDING TO SUGGESTIONS 139

4.6 SEARCH TERMINATED EMPLOYEES 140

4.7 APPROVED WEBSITE LINKS 142

4.8 TRIVIA QUESTIONS 143

4.8.2 SETTING THE TRIVIA MODE 145

4.9 POLICIES AND PROCEDURES 147

4.9.1 UPLOADING DOCUMENTS TO THE WEB SERVER 147

4.9.2 USING EXISTING POLICIES AND PROCEDURES WEBPAGE 149

4.10 IMPORTING FILES 150

4.11 ONGOING MAINTENANCE 153

5.0 GLOSSARY 155


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© 2008 – 2018 ConnX Pty Ltd 7 of 164

INTRODUCTION

Document Purpose

This manual has been written to assist you with the implementation of ConnX. This

manual is also a resource guide for your reference.

Typographic Conventions

Before you start using this guide, it is important to understand the terms and

typographical conventions used in the documentation.

The following kinds of text formatting identify specific types of information.

Formatting

Convention Type of Information

Bold

Bold text is used in procedures in this document to show

user interface field names, or user interface items that

can be selected or selected, such as buttons or items in

a list. For example:

When you have entered the information, select Next.

Select Payroll Review from the Category drop-down

list.

Italicised text

Italicised text is used in procedures in this document to

show Menus. For example:

To apply for leave, go to My Details > Leave Details >

New Leave Application.

NOTE

A note contains useful information that can help you to

get the most out of ConnX.

WARNING

A warning contains critical information about the

configuration options available to you which have an

impact on user access and security.


8 of 164 © 2008 - 2018 ConnX Pty Ltd

Getting Help

Online Help

Immediate help is available in ConnX via the online help system by selecting the ? icon

in the top-right of any screen. This is called “context sensitive help”. The help file shown

is related to the specific screen you are using.

Documented Help

This manual, and other manuals related to ConnX, are provided for your use. Please

refer to them if you have any questions about setting up ConnX, or using ConnX.

ConnX Support

Please contact your ConnX Support Representative if you require any assistance.

Contact Address

Ph: 1300 CONNXHR

1300 266 694

Intl: +61 7 3368 2623

Email: [email protected]

Level 8

303 Coronation Drive

MILTON QLD 4064

AUSTRALIA

PO Box 1122

MILTON QLD 4064

AUSTRALIA

mailto:[email protected]


© 2008 – 2018 ConnX Pty Ltd 9 of 164

1.0 SETUP

This section of the manual will step you through the initial setup of some of the key

ConnX functions.

1.1 PAYROLL SYSTEM CONFIGURATIONS 11

1.1.1 ADDITIONS AND DEDUCTIONS 11

1.1.2 BSB 14

1.1.3 CONTRACT HOURS 15

1.1.4 COST ACCOUNTS 16

1.1.5 EFT CODES 18

1.1.6 EMPLOYMENT TYPES 19

1.1.7 JOB CLASSIFICATIONS 20

1.1.8 MARITAL STATUS 22

1.1.9 PAY CLASSES 24

1.1.10 PAY FREQUENCY GROUPS 25

1.1.11 PAY LOCATIONS 27

1.1.12 PAY METHODS 29

1.1.13 PAY POINTS 31

1.1.14 SUPERANNUATION CATEGORIES 33

1.1.15 SUPERANNUATION FUNDS 35

1.1.16 SUPERANNUATION SCHEMES 38

1.1.17 TAX SCALES 41

1.2 COUNTRIES 42

1.2.1 ADDING A COUNTRY 42

1.2.2 EDITING A COUNTRY 44

1.2.3 DELETING A COUNTRY 44

1.3 STATES 45

1.3.1 ADDING A STATE 45

1.3.2 EDITING A STATE 46

1.3.3 DELETING A STATE 46

1.4 REGIONS 47

1.4.1 ADDING A REGION 47

1.4.2 EDITING A REGION 48

1.4.3 DELETING A REGION 48

1.4.4 ASSIGNING REGIONS TO EMPLOYEES 49

1.5 PUBLIC HOLIDAYS AND SPECIAL DAYS 51

1.5.1 ADDING A PUBLIC HOLIDAY OR SPECIAL DAY 51

1.5.2 EDITING A PUBLIC HOLIDAY OR SPECIAL DAY 53

1.5.3 DELETING A PUBLIC HOLIDAY OR SPECIAL DAY 53


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1.6 WORK PATTERNS 54

1.6.1 TERMINOLOGY 54

1.6.2 CREATING A WORK PATTERN 55

1.6.3 VIEWING A WORK PATTERN 56

1.6.4 CREATING A WORK PATTERN GROUP 56

1.6.5 ASSIGNING A WORK PATTERN TO AN EMPLOYEE 58

1.6.6 EDITING A WORK PATTERN 61

1.6.7 UNASSIGNING A WORK PATTERN 61

1.6.8 DELETING A WORK PATTERN 64


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1.1 Payroll System Configurations

1.1.1 Additions and Deductions

You can record the details of an Addition and Deduction on this screen so that they are

available to add to a new starter record, or on a drop-down list when a user is updating

a timesheet.

If you are importing additions and deductions from a payroll system, you must make

sure that you have first set up the Additions and Deductions in your payroll system.

To open the Addition and Deductions screen, go to Admin > Payroll Information >

Addition and Deduction.

NOTE

You can edit and delete Addition and Deduction

information only if the Import Data setting for Additions

and Deductions is set to Manually Verify. The Addition

and Deduction information is read-only if the import

setting is Auto Accept All. Please check your Import Data

settings via Admin > Payroll Databases.

Generally, the payroll system is the primary source for the

Addition and Deduction data. Any changes made on the

Addition and Deduction page are only for ConnX. No

changes are made to the information in the payroll system.


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Even though additions and deductions would normally be setup and controlled within

the payroll system, there are several ConnX specific fields that need your attention as

follows:

Setting Option Description

Include Base Salary Select the checkbox if the Addition/Deduction is to

be included in the Base Salary.

Allow Edit Base Salary Neither Select whether a

Manager, Supervisor,

Neither, or Both can

make changes to the

Manager

Supervisor


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Setting Option Description

Both Addition/Deduction as

part of the Employee’s

Base Salary.

Allow Add Request Changes Neither Select whether a

Manager, Supervisor, or

Both can add this

Addition/Deduction for

an Employee via

Request Employee

Changes.

Manager

Supervisor

Both

Allow Add Request Changes

(Admins)

No Administrators cannot

select this


an Employee via

Request Employee

Changes.

All Admins Select the type of users

that are able to add this


an Employee via

Request Employee

Changes.

All HR Admins

All Sys Admins

All Unrestricted

Admins

Unrestricted HR

Admins

Unrestricted Sys

Admins


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1.1.2 BSB

If you are importing BSB’s from a payroll system, you must make sure that you have

first set up the BSB’s in your payroll system.

BSB (Bank State Branch) numbers can be viewed and edited on the BSB screen.

The easiest way to add BSB data to ConnX is to import a BSB file.

To import the BSB data:

1. Go to Admin > Payroll Information > BSB. ConnX shows the BSB screen.

2. Select Import at the top of the screen.

3. Select Browse and select the BSB file to import.

4. Select Import.

NOTE

ConnX does not provide the BSB file, however you can

download the file from Australian Payments Clearing

Association Limited at http://bsb.apca.com.au/. We

suggest you download the “BSB Full List Text File Format”

CSV file.

If you are downloading and importing the complete file, It

will take anywhere up to 10 minutes to import, depending

on the power of your server.

If you do not have a BSB file, you can still manually add the BSB and bank details on the

BSB screen.

Select Add to enter a new BSB number. Select Edit to make changes to an existing

entry. Select Delete to remove an entry.

http://bsb.apca.com.au/


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1.1.3 Contract Hours

This screen shows a list of the contract hours. If you are importing Contract Hours from

a payroll system, you must make sure that you have first set up the Contract Hours in

your payroll system.

To open the Contract Hours screen, go to Admin > Payroll Information > Contract

Hours. A screen similar to the following will appear.

To edit a Contract Hours record, open it by either double selecting or single select and

Edit icon.

Generally, Contract Hours will set in your payroll system, not in ConnX, however you

have the functionality to set an Allow Unlimited flag. The Allow Unlimited flag

enables employees to create leave applications which exceed the hours per day of their

contract hours as stored in the external payroll system.

To flag contract hours as unlimited, select the Allow Unlimited checkbox and select

Save icon.


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1.1.4 Cost Accounts

This screen shows a list of all the Cost Accounts with a description. If you are importing

Cost Accounts from a payroll system, you must make sure that you have first set up the

Cost Accounts in your payroll system.

Go to Admin > Payroll Information > Cost Accounts.

Cost Accounts can be linked to departments. This is used in the Timesheet module to

determine which Cost Accounts are made available for employees to allocate their time

towards. The following steps illustrate how this can be done.

1. Select a Cost account from the list and then the Edit button at the top of the

screen. ConnX shows a window similar to the following.


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2. Select a department from the Department drop-down list. If No Departments is

selected, no users (apart from HR Administrators and System Administrators) will

have access to the Cost Account on their timesheet.

3. Select either Yes or No to indicate whether the Cost Account is to be made

available to users in sub-departments.

4. Select Save.


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1.1.5 EFT Codes

Some payroll systems, such as MicrOpay Meridian, require an EFT Code for each

organisational bank account that pays employees (for example you may have separate

ABN paying different groups of employees). This EFT Code is a reference to the bank

account (it’s not the actual bank account) that the employee will be paid from.

To add an EFT code:

1. Go to Admin > Payroll Information > EFT Codes.

2. Select Add at the top of the screen.

3. Enter the details.

4. Select Save.

The following table shows a description of each field.

Field Description

Payroll

Database

The name of the payroll database.

EFT Code The reference code for a specific bank account that is used to

make a payment to the employee.

Description A short description of the EFT.


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1.1.6 Employment Types

If you are importing Employment Types from a payroll system, you must make sure that

you have first set up the Employment Types in your payroll system.

1. Go to Admin > Payroll Information > Employment Types.

This screen shows a list of the employment types with a description for each

Payroll Database.

2. Select an employment type.

3. Select the Edit button at the top of the screen. ConnX shows a window similar to

the following.

4. Edit the Code.

5. Select Update to save the changes.


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1.1.7 Job Classifications

A Job Classification is simply a job title for employees, for example, Accountant, HR

Officer, Receptionist etc. Most payroll systems keep a record of the employee’s job

classification which can synced with ConnX during the import procedure.

To get access to the Job Classifications page, go to Admin > Payroll Information > Job

Classifications.

NOTE

You can add, edit, and delete Job Classification information

only if the Import Data setting for Job Classification is set

to Manually Verify. The Job Classification information is

read-only if the import setting is Auto Accept All. Please

refer to the Import Data settings via Admin >

Payroll Databases.

To add a Job Classification:

1. Select Add. ConnX shows the following window.


© 2008 – 2018 ConnX Pty Ltd 21 of 164

2. Complete each of the fields with details about the Job Classification. A description

of each field is shown in the following table.

3. Select Save. The details are added to ConnX, and the new Job Classification is

shown on the grid.

Setting Description

Payroll

Database

The name of the payroll database that the Job Classification is

associated with.

Job

Classification

A short description of the Job Classification.


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1.1.8 Marital Status

The Marital Status screen contains the values that are used to set the marital status of

an employee. Some payroll systems keep a record of the employee’s marital status

which can synced with ConnX during the import procedure.

Go to Admin > Payroll Information > Marital Status. A screen similar to the following

will appear.

To add a marital status:

1. Open Marital Status via Admin > Payroll Information > Marital Status.

2. Select Add at the top of the screen. ConnX opens the following window.

3. Complete each field on the Add New Marital Status window. A description is

shown in the following table.

4. Select the Save button.


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Setting Description

Payroll

Database

The name of the payroll database that the marital status is

associated with.

Description A short description of the leave marital status.


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1.1.9 Pay Classes

The contents of this grid are automatically updated when the data is imported from

Sage MicrOpay.

Go to Admin > Payroll Information > Pay Classes to open this screen. A screen similar

to the following will appear.

This screen shows a list of the pay classes with a description for each payroll database.

It is view only in ConnX.


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1.1.10 Pay Frequency Groups

Pay Frequency Groups are a unique record that represents a group for payment of

employee payroll data. Each Pay Frequency Group has a unique period end date and is

associated with a Pay Frequency.

To create a Pay Frequency Group:

1. Go to Admin > Payroll Information > Pay Frequency Group.

2. Select Add to create a new Pay Frequency Groups. ConnX shows the following

window.


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3. Complete each of the fields on the Add New Pay Frequency Group window and

select the Payroll Databases that the Pay Frequency Group is used with, together

with the associated code from your Payroll Database.

4. Select Save. The Pay Frequency Group you have created is shown in the grid.


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1.1.11 Pay Locations

The Pay Locations screen shows a list of all the places where your employees work.

This information is synced with your payroll database and can be automatically updated

when you perform an import from the payroll system.

To open the Pay Locations screen, go to Admin > Payroll Information > Pay Locations.

A screen similar to the following will appear.

NOTE

You can add, edit, and delete Pay Locations information only

if the Import Data setting for Pay Location is set to

Manually Verify. The Pay Locations information is read-only

if the import setting is Auto Accept All. Please refer to the

Import Data settings via Admin > Payroll Databases.


Pay Location data. Any changes made on the Pay Location

page are only for ConnX. No changes are made to the

information in the payroll system.


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To add a Pay Location:


2. Complete each of the fields with details about the Pay Location. A description of

each field is shown in the following table.

3. Select Save. The details are added to ConnX, and the new Pay Location is shown

on the grid.

Setting Description

Payroll

Database

The name of the database that the Pay Location is associated with.

Location The name of the Pay Location.


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1.1.12 Pay Methods

Pay Methods are a list of the methods that an employee is paid for their employment.

An electronic payment to a bank account is one example of a Pay Method. Your payroll

system should already contain this information which can be synced with ConnX during

the import procedure.

To get access to the Pay Methods screen, go to Admin > Payroll Information > Pay

Methods.

NOTE

You can add, edit, and delete Pay Methods information only

if the Import Data setting for Pay Methods is set to Manually

Verify. The Pay Methods information is read-only if the

import setting is Auto Accept All. Please refer to the Import

Data settings via Admin > Payroll Databases.


Pay Methods data. Any changes made on the Pay Methods

page are only for ConnX. No changes are made to the

information in the payroll system.

To add a Pay Method:


2. Complete each of the fields with details about the Pay Method. A description of

each field is shown in the following table.

3. Select Save. The details are added to ConnX, and the new Pay Method is shown

on the grid.


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Setting Description

Employee Group The Employee Group that the Pay Method is available with.

Pay Method The name of the Pay Method.


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1.1.13 Pay Points

The Pay Points screen shows a list of all groups that can be used for distribution of pay

related items including reports (e.g. Head Office, Accounts, NSW, QLD etc.). This

information is synced with your payroll database when you perform an import.

To get access to the Pay Points screen, go to Admin > Payroll Information > Pay

Points.

NOTE

If you are importing Pay Points from a payroll system, you

must make sure that you have first set up the Pay Points in

your Payroll System

You can add, edit, and delete Pay Points information only if

the Import Data setting is set to Manually Verify.

The Pay Points information is read-only if the import setting

is Auto Accept All. Please refer to the Import Data settings

via Admin > Payroll Databases.


data. Any changes made on the Pay Points page are only for

ConnX. No changes are made to the information in the

payroll system.


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To add a pay point:


2. Complete each of the fields with details about the Pay Point. A description of each

field is shown in the following table.

3. Select Save. The details are added to ConnX, and the new Pay Point is shown on

the grid.

Setting Description

Payroll Database The name of the database that the Pay Point is associated with.

Location The location of the Pay Point.


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1.1.14 Superannuation Categories

The Superannuation Categories screen allows you to define the classifications of

superannuation that you need to pay on behalf of your employees. Some payroll

systems contain a record of the superannuation categories, which can be synced with

ConnX during the import procedure.

Go to Admin > Payroll Information > Superannuation Categories. A screen similar to the

following will appear.

NOTE

You can add, edit, and delete Superannuation Category

information only if the Import Data setting for

Superannuation Categories is set to Manually Verify.

The Superannuation Category information is read-only if the




Superannuation Category data. Any changes made on the

Superannuation Categories page are only for ConnX. No



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To add Superannuation Categories:

1. Open Superannuation Categories via Admin > Payroll Information >

Superannuation Categories.

2. Select Add at the top of the screen. ConnX opens the following window.

3. Complete each field on the Add New Superannuation Categories window.

A description is shown in the following table.

4. Select the Save button.

Setting Description

Payroll Database The name of the payroll database that the superannuation

category is associated with.

Category Code The reference code for the superannuation category.

Category

Description

A short description of the superannuation category.


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1.1.15 Superannuation Funds

A Superannuation Fund is any fund that is set up to provide income during retirement.

The super fund information is added to ConnX from your organisation’s payroll system

when you perform an import.

To get access to the Superannuation Funds page, go to Admin > Payroll Information >

Superannuation Funds.

NOTE

You can add, edit, and delete Superannuation Fund


Superannuation Fund is set to Manually Verify.

The Superannuation Fund information is read-only if the




Superannuation Fund data. Any changes made on the

Superannuation Funds page are only for ConnX. No changes

are made to the information in the payroll system.


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To add a Superannuation Fund:


2. Complete each of the fields with details about the Superannuation Fund. A

description of each field is shown in the following table.

3. Select Save. The details are added to ConnX, and the new Superannuation Fund is

shown on the grid.

Setting Description

Payroll

Database

The Payroll Database that the Superannuation Fund is available with.

Fund Code The code that the company uses to refer to the Superannuation fund.

Fund Name The name of the Superannuation fund.

ABN Australian Business Number of the company that manages the fund.

USI/SPIN The Unique Superannuation Identifier (USI) or Superannuation Product

Identification Number (SPIN) that is used to identify the superannuation

fund.

SMSF Select the checkbox if the Superannuation Fund is a self-managed super

fund.


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Setting Description

ESA The Electronic Service Address (ESA) that is used when transferring data

about contributions. The ESA is usually provided by a SMSF messaging

provider.

Address 1

Address details of the company that manages the fund.

Address 2

Suburb

State

Post Code

Phone

Advice

The phone number to use when contacting the company for

information and advice about the superannuation fund.

Phone

Admin

The phone number to use when contacting the company for

administrating the account.

Fax The fax number used to contact the company.

Email

Address

The email address used to contact the company.


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1.1.16 Superannuation Schemes

A Superannuation Scheme is the calculation plan (e.g., 9.5%) by which superannuation

is paid on behalf of an employee. Superannuation Scheme information is added to

ConnX from your organisation’s payroll system when you perform an import.

To get access to the Superannuation Schemes screen, go to Admin > Payroll

Information > Superannuation Schemes.

NOTE

You can add, edit, and delete Superannuation Scheme


Superannuation Schemes is set to Manually Verify.

The Superannuation Scheme information is read-only if the




Superannuation Scheme data. Any changes made on the

Superannuation Schemes page are only for ConnX. No



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To add a Superannuation Scheme:

Select Add. ConnX shows the following window.

Complete each of the fields with details about the Superannuation Scheme. A

description of each field is shown in the following table.

Select Save. The details are added to ConnX, and the new Superannuation Scheme is

shown on the grid.


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Setting Description

Payroll Database The Payroll Database that the Superannuation Scheme is available

with.

Schemes The scheme is automatically set to Employee Contribution.

Fund ID Select the checkbox adjacent to the fund that the scheme is

associated with.

Scheme Code The code that the company uses to refer to the Superannuation

Scheme.

Scheme

Description

A short description of the Superannuation Scheme.

Scheme Type Whether the scheme is calculated according to Percentage, Fixed,

Amount, Hours, or Units.


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1.1.17 Tax Scales

The Tax Scales screen allows you to add, edit, and delete tax scales.

To manually add a new tax scale:

1. Select Add.

2. Complete each of the fields

3. Select Save.

To edit an existing tax scale:

1. Select the scale that you want to edit from the grid.

2. Select Edit.

3. Make any necessary changes to the tax scale.

4. Select Save.

NOTE

You can only edit the Tax Scales that were manually added

to ConnX. You cannot edit a Tax Scale if it was imported

from a payroll system.


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1.2 Countries

Adding Countries can be done in ConnX or in Meridian and then imported into ConnX.

1.2.1 Adding a Country

To create a country in ConnX:

1. Go to HR Admin > HR Admin Setup > Countries.

2. Select Add.


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3. Complete each of the fields on the window. A description of each field is shown in

the following table.

4. Select Save.

Setting Description

Country Details

Name The name of the country.

Code A short code used to refer to the country.

Sort Order The order in which you want this country to appear in the Country

drop-down lists.

Phone Number Details

Landline

Format

The format in which landline phone numbers are shown.


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Setting Description

Mobile

Format

The format in which mobile phone numbers are shown.

Fax Format The format in which fax numbers are shown.

1.2.2 Editing a Country

To make changes to a country:

1. Select the country row you want to make changes to and select Edit in the top

menu (alternately you can double-click on the row you want to edit).

2. Change the details as appropriate.

3. Select Save.

1.2.3 Deleting a Country

To delete a country:

1. Select the row with the country that you want to delete.

2. Select Delete in the top menu.

3. Select OK on the prompt to delete the country.

You cannot delete a country that is attached to one or more states.


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1.3 States

1.3.1 Adding a State

To create a state in ConnX:

1. Go to HR Admin > HR Admin Setup > States.

2. Select Add in the top menu.



4. Select Save.


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Setting Description

Name The name of the state.

Code A short code used to refer to the state.

Country The country to which the state is associated.

1.3.2 Editing a State

To make changes to a state:

1. Select the state row you want to make changes to.

2. Select Edit in the top menu (alternately you can double-click on the row you want

to edit).

3. Make any necessary changes to the details.

4. Select Save.

1.3.3 Deleting a State

To delete a state:

1. Select the row with the state that you want to delete.


3. Select OK on the prompt to delete the state.

You cannot delete a state that is attached to one or more regions.


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1.4 Regions

ConnX allows you to setup regions, which can be thought of as cities and suburbs, in

that they belong to a state. Regions provide an accurate way to know which public

holidays are applicable to employees.

There are two main actions:

1. Setting up the regions, and

2. Assigning regions to employees.

1.4.1 Adding a Region

To create a region:

1. Go to HR Admin > HR Admin Setup > Regions. A screen similar to the following

will appear.



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4. Select Save.

Setting Description

State The state to which the region is associated.

Region The name of the region.

1.4.2 Editing a Region

To make changes to a region:

1. Select the region row you want to edit, and then select Edit in the top menu

(alternately you can double-click on the row you want to edit).

2. Change the details as necessary.

3. Select Save.

1.4.3 Deleting a Region

To delete a region:

1. Select the row with the region that you want to delete.


3. Select OK on the prompt to delete the region.


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You cannot delete a region that is attached to one or more employees. In order to do

this you must unassign the region from the employees (described in the next section).

You cannot delete a region that is linked to a public holiday. You must either remove

the public holiday or alternately remove the region from the public holiday.

1.4.4 Assigning Regions to Employees

To assign a region to employees:

1. Go to HR Admin > HR Admin Setup > Region - Assign to Employees.

2. If necessary, filter the list of employees by Department and/or the State recorded

as their address on the Personal Details page. The postal address state is not

taken into consideration when assigning regions.

3. Select the employees you want to assign a region to by selecting the checkbox

adjacent to them in the left column.

4. Select the region from the drop-down list.


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5. Select Assign/Unassign Region.

To remove a region from employees, follow the same procedure, but select the No

Region in the drop-down list in step four.


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1.5 Public Holidays and Special Days

Public Holidays and Special Days can be set up by HR Administrators and then viewed

by employees when submitting new leave applications, by managers when approving

leave applications, and by payroll administrators when processing leave applications.

Special Days are days you want to record in the list but are not public holidays, for

example, St Valentine’s Day, St Patrick’s Day, and social events.

You should review and update the Public Holidays and Special Days area as often as

required.

To get access to the Public Holidays & Special Days page, go to HR Admin > HR

Admin Setup > Public Holidays & Special Days. ConnX shows a screen similar to the

following:

1.5.1 Adding a Public Holiday or Special Day

To add a public holiday or special day:





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3. Select Save.

Setting Description

Date The date of the public holiday or special day.

Description A short name or description of the public holiday or special day.

Type Select whether the day is a Public Holiday or a Special Day.

Country The name of the country.

State The name of the state.

Region The name of the region.


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1.5.2 Editing a Public Holiday or Special Day

To make changes to a public holiday or special day:

1. Select the public holiday or a special day that you want to make changes to, and

then select Edit in the top menu (alternately you can double-click on the row you

want to edit).

2. Make any necessary changes.

3. Select Save.

1.5.3 Deleting a Public Holiday or Special Day

To delete a Public Holiday or Special Day:

1. Select the row with the public holiday or a special day that you want to delete.


3. Select OK on the prompt to delete the public holiday or special day.


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1.6 Work Patterns

ConnX allows you to make work patterns, and assign them to employees. This means

you can specify when employees are scheduled to work, and for how long each day.

This information is used with leave applications, timesheets and calendars.

1.6.1 Terminology

Term Definition

Work Pattern A representation of the days of a week which are worked (and

not worked) by a group of people or an individual.

A work pattern has the following properties:

• Seven days long.

• The hours worked for each day are stored with the pattern,

or the pattern is linked to Contract Hours.

• Work pattern groups allow multiple work patterns to be

linked.

Schedule Data Information generated by ConnX for employees based upon

their work pattern(s).

This data is generated in blocks of periods, determined by the

period end dates setup in ConnX. If such dates do not exist,

schedule data cannot be generated.

Supervisors, Managers, and Administrators can make changes to

the Schedule Data at any time depending on their permissions.


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1.6.2 Creating a Work Pattern

To create a work pattern:

1. Go to HR Admin > HR Admin Setup > Work Patterns.

2. Select the Create Work Patterns tab. A screen similar to the following will be

displayed.

3. Make sure Create a New Pattern is selected on the Work Pattern drop-down list.

4. Enter a Code for the work pattern (if required).

5. Enter a Description for the work pattern.

6. Select an Hours Source for the work pattern.

Entered Hours Per Day means you will need to enter the worked hours for each

worked day.

Use Contract Hours From Payroll means the work hours for all work days will

come from the employee’s contract hours.

If you are using the ConnX Award Interpretation module you may also use the

following options:

Single Start and Finish Time means a single shift can be added to the work

pattern with a start and stop time.


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Multiple Start and Finish Time means multiple shifts can be added to a single

day on the work pattern with a start and stop times.

7. Select the day of the week this work pattern starts from the Day Start drop-down

list.

8. Select the checkboxes for the days which the employees will work. If you selected

Entered Hours Per Day in the Hours Source in step six, you must add the number

of hours on each worked day.

9. Select Create Pattern to save this pattern.

1.6.3 Viewing a Work Pattern

To view an existing work pattern:


2. Select the Create Work Patterns tab.

3. Select the pattern you want to view from the Work Pattern drop-down list.

ConnX shows the details of the pattern.

1.6.4 Creating a Work Pattern Group

Work Pattern Groups allow you to combine several work patterns. For example, if an

employee has a different work pattern every second week, two work patterns can be

created and added to a work pattern group, which is then assigned to the employee.

To create a work pattern group:


2. Select the Create Work Pattern Groups tab. A screen similar to the following will

be displayed.


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3. Make sure Create a New Work Pattern Group is selected on the Work Pattern

Group drop-down list.

4. Enter a Code (if required).

5. Enter a Description.

6. Select a Day Start. This field determines which work patterns you can add to this

group. You can only add patterns which have the same starting day as the group.

7. Select Create Group. The screen shows controls that allow you to add work

patterns to the group.


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8. Select a Work Pattern from the drop-down list in the Add a Pattern to the

Group section and select Add Pattern. The pattern is added to the group.

9. Select Remove adjacent to a work pattern to remove that work pattern from the

group.

10. To change the order of patterns in a group, click Select adjacent to the pattern

you want to move, then select the up or down arrows to change the order.

1.6.5 Assigning a Work Pattern to an Employee

To assign a work pattern or work pattern group to employees:


2. Select the Assign Work Pattern tab. A screen similar to the following will appear.


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By clearing the Only employees without a work pattern checkbox, you can

display all employees with and without work patterns.

3. Use the Department drop-down list to filter the list of employees.

4. Select the checkboxes adjacent to the employees that you want to assign a work

pattern or group to.

5. Select the Work Pattern or a work pattern group that you want to assign to the

selected employee(s). If a work pattern group is selected, you must nominate the

starting pattern, as shown in the following image.


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6. Set a Date Effective. The Date Effective is the date when the selected

employee(s) starts on the work pattern.

7. In section 3, click here to make sure the existing dates and schedule data is

correct. This does the following:

a. Makes sure other work patterns which have been assigned to the employees

that have the same date effective. You must select a different date if there

are others with the same date effective.

b. Make sure the existing schedule data meets the following criteria:

i. It is dated on or after the requested date effective.

ii. It is dated before the date effective of any other work patterns which

have been assigned with a date later than the specified date.

iii. If such data exists, it will be shown on screen. Assigning the work

pattern to the employee(s) will overwrite their existing schedule data.

8. In section 4, click here to assign the work pattern to the selected employees. This

causes the screen to reload, and tells you if the operation was successful. Any

Employees who were not able to be assigned the work pattern are shown on a

list.

This step also checks for any pending or approved system calculated leave

applications dated during the new work pattern being assigned. These leave

applications can be recalculated based upon the days worked by the employee

and the number of hours worked on these days. A list of these applications will be

shown.

Select the leave applications you want to be recalculated using the checkboxes in

the left column. Select Update Selected Applications to recalculate the

applications.


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1.6.6 Editing a Work Pattern

ConnX does not allow you to make changes to any work patterns that are already

assigned to an employee. If you want to make changes to an employee’s working

days/hours, it is easiest to create and assign a new work pattern.

If a mistake is made when you are creating a work pattern, simply delete that work

pattern, and begin again.

1.6.7 Unassigning a Work Pattern

This section shows how work patterns and work pattern groups can be unassigned

from employees.

• Work Patterns/Groups should only be unassigned from employees if the

pattern/group was incorrectly assigned initially. Any existing work schedule data

will not be unlinked from an employee or removed.

• If an employee is changing work patterns, do not unassign their current pattern

and then assign the new pattern. It is best to simply assign the new pattern with

the relevant “effective” date.

To unassign a work pattern or work pattern group:


2. Select the Unassign Work Patterns tab. A screen similar to the following will

appear.


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3. Select the work pattern /work pattern group you want to unassign from the drop-

down list.

4. The screen will refresh to show a list of employees who are currently assigned the

selected work pattern /work pattern group.


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5. Choose which employee(s) you want to unassign the work pattern/work pattern

group from by selecting the checkbox adjacent to their name(s).

6. Select Click here to Unassign to unassign the work pattern/work pattern group

from the selected employee(s).

7. Select OK to confirm that you want to unassign the work pattern.


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1.6.8 Deleting a Work Pattern

This section shows how work patterns and work pattern groups can be deleted from

employees.

• You cannot delete a work pattern/work pattern group if it is assigned to one or

more employees.

• You cannot delete a work pattern if it is attached to a work pattern group.

• You cannot delete a work pattern group if it has work patterns attached to it.

To delete a work pattern or work pattern group:


2. Select the Unassign Work Patterns tab. A screen similar to the following will

appear.

3. Select the work pattern/work pattern group you want to delete.

4. Select Click here to Delete to delete the selected work pattern/work pattern

group.

5. Select OK.


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2.0 WORKFLOW

Workflow is the process by which a request is approved or denied including all

notification routines.

2.1 INTRODUCTION TO WORKFLOW 66

2.2 WORKFLOW FLOWCHART 70

2.3 WORKFLOW SEQUENCES 71

2.3.1 UNDERSTANDING IMPLICIT APPROVAL SEQUENCES 71

2.3.2 UNDERSTANDING EXPLICIT APPROVAL SEQUENCES 71

2.3.3 SERIAL APPROVAL 72

2.3.4 PARALLEL APPROVAL 73

2.3.5 COMBINATION OF EXPLICIT AND IMPLICIT APPROVAL SEQUENCES 73

2.3.6 SETTING UP EXPLICIT WORKFLOW SEQUENCES 74

2.4 SETTING UP DISTRIBUTION LISTS 76

2.5 MANAGING WORKFLOW ACTIONS 78

2.5.1 ADDING WORKFLOW ACTIONS FOR LEAVE REASONS 79

2.5.2 DETERMINING THE CORRECT APPROVAL SEQUENCE 80

2.5.3 DETERMINING THE CORRECT DISTRIBUTION LIST 84

2.5.4 DUPLICATING APPROVAL CONDITIONS AND DISTRIBUTION LISTS 86

2.6 WORKFLOW FORWARDING & REMINDERS 87

2.6.1 SETTING THE WORKING DAYS 88

2.6.2 SETTING THE ELAPSED TIME BEFORE REMINDERS/FORWARDING 89

2.7 WORKFLOW APPROVAL ITEMS 90

2.8 WORKFLOW FORWARDING 93


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2.1 Introduction to Workflow

A workflow action is a pre-defined event that may require approval from other users in

the system. For example, an employee submitting an annual leave application requires

their manager’s approval. Or, a manager submitting a request to increase an

employee’s annual salary may require HR’s approval.

Workflow actions have been identified in the system, and can be customised to suit

your organisational requirements.

The following table shows the workflow actions that have been defined in ConnX.

Title Occurs when…

Leave Annual An application is entered for annual leave.

Leave Sick An application is entered for sick leave.

Leave Long Service An application is entered for long service leave.

Leave Other An application is entered for any other type of

leave.

Leave RDO A leave application is entered for RDO.

Leave TOIL Payout An application is entered for TOIL leave.

Leave Custom An application is entered for a custom leave type.

Enrolment Future A Class enrolment request is submitted in the

Learning & Education module.

Enrolment Historical A Class enrolment request is submitted in the

Learning & Education module for a historical

class.

Goal Agreement A new goal is created for an employee.


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Expense Claim Reimbursement An expense claim is submitted for

reimbursement.

Expense Claim Credit Card An expense claim is submitted for a credit card.

Timesheet New A Timesheet is submitted from the Timesheets

module.

New User A new employee is created.

Employee Edit Details An employee edits their personal details.

Employee Skills An employee edits their skills details.

Employee Qualifications An employee enters a new qualification/skill.

Request to Change Bank

Account Details

A request is submitted to change an employee's

bank account details.

Employee Licences An employee adds details of a licence to ConnX.

Employee Visas An employee adds details of a visa to ConnX.

Request to Recruit Employee

(New Employee)

A request for a new employee is submitted.

Request to Recruit Employee

(Replacement Employee)

A request for a new employee (as a replacement

for another) is submitted.

Request to Create Employee

Record

A request for a new employee record is

submitted.


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Request to Change

Employment Details

A request to change an employee’s current

employment is submitted.

Request to Change Additions A request to change an employee’s standard

additions is submitted.

Request to Change Position A request to change an employee’s position is

submitted.

Request to Change Employee

Salary

A request to change salary and/or rates is

submitted for an employee.

Request to Change Deductions A request to change deductions is submitted for

an employee.

Request to Change

Department

A request to change department is submitted for

an employee.

Request to Change Work

Schedule

A request to change an employee’s work

schedule is submitted.

Request to Terminate

Employee

A request to terminate an employee is submitted.

Notice of Resignation or

Retirement

A notice of resignation or retirement is submitted

for an employee.

Custom Request A custom request form is submitted.

The following table shows a description of each workflow action setting.


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Setting Description

Use Org Chart Yes – use the departmental organisational chart as the

approval sequence for this action

No – use the sequences nominated in Workflow Sequence for

this action

Number of Org

Chart Levels

The number of managers that must approve the request and

identified from the Departmental Org Chart.

Workflow

Sequence

The name of the explicit sequence to use (refer to Setting up

Explicit Workflow Sequences)

Send Processed

Info

Whether a message is to be sent to the originator if approval

was granted. The system will always send a message if the

request was denied.

Allow Add to

Workflow

Sequence

Whether to give permissions to approvers to add other

approvers onto the workflow sequence.

Yes – approvers can add other approvers to the workflow

sequence.

No – approvers are not able to add other approvers to the

workflow sequence.

On Submit

Distribution

Members on this list are notified immediately when the request

is submitted. You must set up the Distribution Lists via Admin >

Distribution Lists before you can select them from the drop-

down list.

On Final

Approval

Distribution

The name of the global distribution list who will receive

notification of the request after approval (refer to Setting up

Distribution Lists)

Allow Approver

Edit

If the Allow Approver Edit setting is set to Yes, Edit is made

available at the top of the approval screen; Select Edit to make

changes to the details of a Workflow.


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2.2 Workflow Flowchart

This is an example of what happens after a workflow action is submitted.


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2.3 Workflow Sequences

A workflow sequence contains information on who will process (approve or deny) a

request, and in what order each approver receives the request.

There are two methods of workflow sequences – implicit and explicit.

Implicit sequences are created by ConnX using the department hierarchy in the

Departmental Org Chart.

Explicit sequences name each approver and the order in which each approver needs to

process the request.

2.3.1 Understanding Implicit Approval Sequences

Implicit approval sequences use the department hierarchy to identify the managers on

the approval sequence. This means the approval sequence is created at the time the

workflow action is entered and based on the employee’s manager.

Advantages

• Individual approval sequences don’t need to be established.

• If your departmental organisation chart in ConnX mirrors the approval process for

your organisation no additional set up is required.

• Low maintenance as approvers are not named, rather their position is the

approver - i.e. implicit approval requests are submitted to the nominated

manager for that department from the Company Info > Departments screen, as

opposed to the individual themselves.

Disadvantages

• Limited flexibility and may not accurately reflect the exact approval process in

your organisation.

2.3.2 Understanding Explicit Approval Sequences

Explicit approval sequences name every person in a sequence. This means you are

telling ConnX exactly who needs to approve the workflow action.

Approval sequences are established for each process and/or each category of

employee. In this case a separate sequence is created for each set of people who need

to approve the request.


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Below are examples of different sequences.

• Operations Employee > Operations Manager > Factory Manager > HR Manager

• Distribution Employee > Distribution Manager > Factory Manager

• Payroll Manager > HR Manager > General Manager

Most sequences will be serial approval and have only one or two steps. However, the

situation could occur where some processes may be both serial and parallel and have

many steps.

Advantages

• Very flexible, and can be created as per organisational requirements.

Disadvantages

• High maintenance as approvers are named individually, so if that employee leaves

or changes position the workflow sequence needs to be revisited.

• Increased set-up time required when compared to the implicit method.

There are also two types of workflow sequences – serial and parallel. These types of

approval sequences only apply when using Explicit Approval sequences. By definition,

implicit approval sequences are serial only.

2.3.3 Serial Approval

Serial approval occurs when the sequence for approval is simply one person then the

next person and so forth until the request is approved.

For example:

1. Office Manager

2. Financial Controller

3. General Manager

This example shows three levels of serial approval. The request is first sent to the Office

Manager, it waits there for approval, when approved it is then sent to the Financial

Controller, when approved it is then sent to the General Manager.


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2.3.4 Parallel Approval

Parallel approval occurs when the sequence for approval is sent to more than one

person at the same time. This means notification may be sent to many people

simultaneously, ConnX then waits for each person to approve the request before

sending notification to the next level.

For example:

1. Six Head of Departments

2. General Manager

This example shows two levels of serial approval, where the first level is sent to six

people at the same time. Once all six people have approved, it is sent to the General

Manager for approval.

2.3.5 Combination of Explicit and Implicit Approval Sequences

<Manager 1>HR Manager

Mary Ryan

It is possible to have a combination of implicit and explicit approval sequences. You can

create an explicit approval sequence that uses a tag called <Manager 1>, read from the

Departmental Organisation Chart. The tag is then automatically replaced with the

manager’s name when the employee submits a new request.

In this example an employee’s leave request would go to their implicit manager and,

once approved, move onto the HR manager.

Advantages

• Easy to set-up.

• One sequence can be used for all departments.

• Low/medium maintenance – the explicit part of the approval sequence needs to

be updated as required (e.g., if Mary Ryan is no longer the HR Manager).

• Very flexible.

• Uses the best parts of explicit and implicit methods.


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Disadvantages

• None.

2.3.6 Setting up Explicit Workflow Sequences

To create an Explicit Workflow Sequence:

Go to Admin > Workflow Sequences. A screen similar to the following will appear.

1. Select Add Sequence. ConnX opens the Add New Workflow Sequence window.

2. Enter a name for the Sequence Description, and select Save.

3. Select the new sequence in the list by selecting it on the grid at the top of the

screen. Normally, this would show a list of the approvers for the selected

sequence, in the bottom grid; however, as this is a new sequence, there will be no

names.

4. Select Add Approver at the bottom of the screen.


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5. ConnX shows the Add Approvers to the Sequence window.

6. Enter a number into the Level field.

7. Select the Approver from the drop-down list.

8. Select Save.

9. Repeat steps 5 to 7 for each approver.


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2.4 Setting up Distribution Lists

A distribution list is a list of employees who receive notification. For example, when a

long service leave application has been approved messages can be sent to a pre-

defined distribution list.

Follow these steps to create a new distribution list.

1. Go to Admin > Distribution Lists. A screen similar to the following will appear.

2. Enter a name into the New Distribution List field.

3. Select Add Distribution List to add the new name to the list and refresh the

screen.

4. Click Select adjacent to the new distribution list. You can now add employees to

this distribution list.

5. Select a department and/or access level and/or employee from the drop-down

lists to add employees to the selected distribution list.


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a. Department: Adding a department to a distribution list means all

employees in that department will be notified. Selecting

Include Subs will include all employees in the sub

departments.

b. Access Level: Adding an access level means only employees of that type

will be on the distribution list. For example, if ‘HR

Administrators’ was specified then only HR Administrators

would be notified when the workflow action was approved.

c. Employee: This allows you to specify a particular employee to be on

the list.

6. After making your selection, select Add Name to current list to link the

department/access level/employee to the selected distribution list.

7. Repeat from Step 5 to add different employees/sets of employees.

NOTE

If you have the Roles, Position & Skills module, there is added

flexibility of assigning Roles and/or Positions to distribution lists.

In Step 5 above, in addition to selection criteria of Department,

Access Level and Employee, you can add Roles and/or Positions;

being:

a. Role: Adding a role to a distribution list means all employees

holding that role will be notified.

b. Position: Adding a position to a distribution list means all

employees holding that position will be notified.


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2.5 Managing Workflow Actions

Administrators of ConnX can change the settings for each workflow action. This may

involve creating new workflow sequences and/or new distribution lists first, then linking

the new sequences and/or lists to the workflow action.

Follow this procedure to edit a workflow action.

1. Go to Admin > Workflow Actions.

2. Find the workflow action you want to change, and select Edit on the right side of

the screen. You should have a window similar to the following picture.

3. Make the appropriate changes to the selected workflow action. If you want to

blank the sequence and/or distribution list select the blank option from the drop-

down list.

4. Select if you would like to give permission to approvers to be able to add other

approvers to the workflow in the Allow Add to Sequence column. If Yes is

selected, approvers can add another approver to the workflow sequence when

they view the item from their Workflow Inbox.

5. If the Allow Approver Edit setting is set to Yes, the Edit button is made available

at the top of the approval screen; Select Edit to make changes to the details of a

Workflow.

6. Select Update on the right to save changes or Cancel to cancel.


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The screen will be automatically refreshed with the new data.

NOTE

If you want to automatically approve a certain type of

action in all cases (e.g., Employee Edit Details), set Use Org

Chart to No. The Num Org Chart Levels will automatically

change to zero (0) once updated.

2.5.1 Adding Workflow Actions for Leave Reasons

It is also possible to have workflow actions for specific leave reasons. The following

steps illustrate how to add leave reasons to Workflow Actions.


2. Scroll to the bottom of the list of workflow actions and select the Go to Custom

Workflow Actions link.

A screen similar to the following will be shown…


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3. To include a leave reason as a workflow action, select the checkbox adjacent to

the reason and select Save Changes. To remove a reason from Workflow

Actions, clear the appropriate checkbox and select Save Changes.

NOTE

If there is workflow associated with a leave reason which is

then removed from Workflow Actions, any remaining

processing (which would only be notifying people on a

distribution list) will follow the settings for the Leave Other

workflow action.

2.5.2 Determining the Correct Approval Sequence

When a new request is submitted (e.g., a sick leave application), ConnX will want to

follow an approval sequence to approve or deny the new request. You have already

been introduced to implicit and explicit approval sequences, so how does ConnX know

which one to use?

Each time a new request is submitted ConnX performs the following procedure to

determine which approval sequence to use.

1. If the workflow action is set to use org chart approval (a Y in this column) then use

implicit. The next column Num Org Chart Levels tells ConnX how many

managers need to approve the new request.

2. If the workflow action is not set to use org chart approval (an N in this column)

then ConnX will:

a. Find and use the explicit workflow sequence linked directly to the employee.

b. Find and use the explicit workflow sequence linked to the employee’s

role/position.

c. Find and use the explicit workflow sequence linked to the employee’s

department.

d. Use the ‘global’ explicit workflow sequence (if defined).

If, for any reason there is no one to approve a request (e.g., there are no names on an

explicit workflow sequence) then ConnX will automatically approve the new request.

Looking closer at workflow actions and explicit workflow sequences reveals you can

setup explicit workflow sequences for a single workflow action on employees,


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roles/positions, departments and/or globally for the organisation (2a, 2b, 2c and 2d

above).

This is all performed in Workflow Actions.

To set an approval sequence on an employee (or role/position or department)

1. Open Workflow Actions.

2. Select the action, and make sure Use Org Chart is set to N.

3. Scroll down to the Employee Approval Exceptions section and select the

employee and workflow sequence combination.

4. Select Link Approval Exception.

A similar process can be used to set up department approval exceptions, role/position

approval exceptions or employee approval exceptions.


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2.5.2.1 Conditional Approvers

You can add approvers to an existing Workflow Sequence when specific conditions are

met. ConnX uses a stored procedure to calculate if the conditions are met, and when

they are, users from a selected Workflow Sequence are added to the primary Workflow

Sequence as part of the approval process when the request is submitted.

For example, a Manager submits a request to create an employee record via My Team

> Workflow Forms > Request to Create an Employee Record. One of the values in the

Salary & Rates section is higher than what is suggested by the system for the same

position. The CFO of the organisation is automatically added to the Workflow Sequence

because of the conditional approver criteria.

To access Conditional Approvers, select the Go to Conditional Approvers link under

the grid on the Workflow Actions page to set up the additional approvers for a

specific Workflow Action.

NOTE

Currently, no Stored Procedures are built into ConnX. If

your organisation would like to use the Conditional

Approver feature, please contact ConnX Support for

assistance.

2.5.2.2 Department Manager

The approval list can be modified when an employee is made the manager of a

department as part of the Request Employee Changes form.

A new setting on the Request Employee Changes form allows you to bypass an

existing manager when you request a change of department for an employee and set

them as the Department Manager.


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To change the workflow sequence that is initiated when you transfer any employee to

be the manager of a different department, you must open the Workflow Actions page

via Admin > Workflow Actions and select ID 136 - Request to Change Department.

When you Scroll down the form at the bottom of the screen, the first setting is Apply

the Set as Department Manager Process to Outgoing Workflow Line.

If the drop-down list is set to Yes, and a request to change department is submitted

with the Set as Department Manager checkbox selected, the Level 1 approver from

the destination department (i.e. the current manager) is excluded from the workflow

sequence, and approval is sought from the next highest level.

If the drop-down list is set to No, the Manager of the destination department remains

as an approver of the request.


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2.5.3 Determining the Correct Distribution List

This is similar to determining the correct Approval Sequence as distribution lists can be

sent based on an individual employee, or role/position or department.

There are two distribution lists on the Workflow Actions page:

1. On Submit Distribution - members are notified immediately when the request is

submitted.

2. On Final Approval Distribution - members are notified immediately when the

request is fully approved.

To determine the correct distribution list, ConnX will:

1. If available use a distribution list linked directly to the employee matching the

workflow action.

2. If there is no distribution list specifically for the employee, lookup the

role/position the employee is in, then lookup the matching distribution list for the

role/position and workflow action.

3. If there is no distribution list specifically for the employee or role/position, lookup

the department the employee is in, then lookup the matching distribution list for

the department and workflow action.

4. Then if none of the above are found, lookup the global distribution list for the

workflow action.

This means a distribution list can be set up for a specific employee, role/position or

department.

1. Open Workflow Actions.

2. Select the workflow action.

For linking a distribution list to a department:

a. Scroll down to the Department Distribution List section.

b. Select the Department, On Submit Distribution List, and On Final

Approval Distribution List for the selected workflow action.

c. Select Link Distribution List.


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For linking a distribution list to a role/position:

a. Scroll down to the Role / Position Distribution List section.

b. Select the Role and/or Position, On Submit Distribution List, and On Final

Approval Distribution List for the selected workflow action.

c. Select Link Distribution List.

For linking a distribution list to an employee:

d. Scroll down to the Employee Distribution List section.

e. Select the Employee, On Submit Distribution List, and On Final Approval

Distribution List for the selected workflow action.

f. Select Link Distribution List.


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2.5.4 Duplicating Approval Conditions and Distribution Lists

Approval Conditions and Distribution Lists from existing Workflow Actions can be

copied to other Workflow Actions.

To copy Approval Conditions and Distribution Lists:


2. Select the Workflow Action you want to copy to.

3. Scroll down to the Duplicate Approval Conditions & Distribution Lists from

field.

4. Select the Workflow Action you want to copy from, from the drop-down list.

5. Select Duplicate.

6. Select OK.

The Approval Conditions and Distribution Lists from the first Workflow Action are

appended to the existing conditions and lists on the other Workflow Action.


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2.6 Workflow Forwarding & Reminders

This section allows Administrators to configure the ConnX Reminders and Forwarding

service. This service continually monitors workflow in ConnX, reminding employees of

existing workflow and forwarding the responsibility to another user if no action has

been taken.

This screen enables you to setup the days and times when managers are working and

the service should check for upcoming/overdue workflow. You can also specify the

amount of time to elapse before they receive a reminder for any outstanding workflow

items, and the amount of time to elapse before a workflow item is forwarded to

another approver.

To configure the workflow forwarding and reminder settings:

1. Go to Admin > Settings > Workflow Reminders.


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2.6.1 Setting the Working Days

The first section of this screen, Typical Manager Hours, enables you to specify when

ConnX should monitor workflow. The information entered should reflect the typical

working hours of managers/approvers, so they can receive the reminders/forwarded

workflow and take action.

To set the working days:

1. Select the Worked checkbox adjacent to a working day. The two time textboxes

are made available and allow you to enter the start and finish times for that day,

as shown below.

2. Enter appropriate working times for the day.

3. Repeat this for each worked day.

4. Select Update.


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2.6.2 Setting the Elapsed Time before Reminders/Forwarding

This section of the screen enables you to specify (per approver) the amount of time to

elapse before reminders are sent and workflow is forwarded. You can also specify who

the backup approver is who will receive forwarded workflow.

To set the time for a specific approver:

1. Select the approver you want to configure from the Employee drop-down list.

The screen will refresh and look similar to the following.

2. Edit the Reminder Hours. This is the number of hours workflow should remain

pending before a reminder is sent to the approver.

3. Edit the Forwarding Hours. This is the number of hours after a reminder is sent

to forward the workflow to the backup approver, providing no action has been

taken.

4. Select a Backup Approver. This is the person who will receive forwarded

workflow from the selected employee.

5. Select Update Hours/Backup to save the changes.


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2.7 Workflow Approval Items

This screen allows an HR Administrator to see all Workflow Items in the system. This is

particularly useful for determining where workflow may be held up. If permissions have

been granted, an HR Administrator can forward the workflow to a different approver, if

necessary.

To use this screen:

1. Go to HR Admin > Workflow Approval Items.

2. Use the controls at the top of the screen to filter the list. When you first load the

screen, the list will automatically be filtered to show pending workflow items.

3. Select on Details for any item to view the approval process for that particular

workflow item.


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4. If permission have been granted by a System Administrator, under Admin >

Settings > Permission, you may be able to forward workflow to another approver,

by selecting Forward Workflow.

5. Selecting Forward Workflow takes you to the Workflow Approval Forwarding

screen with the correct approver and workflow item automatically selected.


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6. Select an alternative approver from the drop-down list in the Current Approval

Workflow section. Select Forward Approval to forward the approval to the

selected approver.

7. If permission has been granted by a System Administrator under Admin > Settings

> Permission, you may also be able to add another approver to the workflow

sequence.

8. Select the approver you want to add to the sequence from the drop-down list

and select Add Approver.


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2.8 Workflow Forwarding

This section of ConnX enables System Administrators to forward workflow to another

employee. For example, a manager who is on sick leave may have several leave

applications pending their approval. A System Administrator can forward these pending

applications to another user who is able to action the workflow. The following steps

illustrate how to forward workflow.

1. Go to Admin > Workflow Approval Forwarding.

2. Select the Approver who has workflow to be forwarded from the drop-down list.

The screen will update and list each pending workflow action, as shown:

3. Select the current workflow actions you want to forward by selecting the

checkboxes on the left side of the table in the Current Workflow Approval

section.

4. Select the user to forward the approval to from the Forward the selected below

workflow approval to drop-down list.

5. Select the future workflow actions (if visible) you want to forward by selecting the

checkboxes on the left side of the table in the Future Workflow Approval

section.


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6. Select the user to forward the future approval to from the Assign the selected

below future Workflow Approval to drop-down list.

7. Select Forward Approval.

Permissions to forward workflow can be granted to HR Admin users under Admin >

Settings > Permission as discussed earlier in this document. If granted, HR Admin users

can forward workflow actions from the HR Admin > Workflow Approval Items screen.


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3.0 PAYROLL FUNCTIONS

3.1 PAYROLL SYSTEM INTEGRATION 96

3.2 HR3PAY: INFORMATION TRANSFER PROCEDURES 97

3.2.1 AUTOMATIC AND MANUAL INFORMATION TRANSFER 97

3.2.2 EXPORTING DATA FROM HR3PAY 97

3.3 IMPORTING DATA FROM HR3PAY TO CONNX 97

3.3.1 MANUALLY VERIFYING COMPONENTS 106

3.4 PROCESSING LEAVE APPLICATIONS 111

3.4.1 PENDING LEAVE REPORT 114

3.4.2 REFRESHING LEAVE BALANCES FROM PAYROLL 115

3.4.3 BULK CHANGING PERIOD END DATES 115

3.4.4 SPLITTING LEAVE APPLICATIONS 116

3.4.5 LEAVE HISTORY EXCEPTIONS REPORT 119

3.4.6 MOVING A LEAVE APPLICATION FROM PREVIOUS TO CURRENT 122

3.5 EXPORTING TRANSACTIONS TO HR3PAY 124

3.5.1 IMPORTING TRANSACTIONS INTO HR3PAY 127


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3.1 Payroll System Integration

The successful transfer of data between your payroll system and ConnX is very

important to the integrity of information in both systems. This is due to the different

functions of the systems and where the data entry and processing is performed. The

following flowcharts outline why it is essential that the transfer of data is completed

each pay period.

Payroll System

Employees are paid, leave balances

updated and pay advices produced.

ConnX

Employees view their leave

balances and pay advices.

Payroll System

Transactions are imported and do

not have to be re-entered. Personal

details are updated and new

employees are created.

ConnX

Leave applications are entered and approved. Employees update their personal details including name,

address and phone number.

Timesheet transactions are entered

(if Timesheets module available).

As a HR/Payroll Administrator it may be your job to make sure this function is

completed each pay period. Creating the import and export files is easy and in some

cases is done automatically for you; however you must manually initiate all import

routines into HR3Pay and ConnX. The next pages describe how to perform imports and

exports between your payroll system and ConnX.


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3.2 HR3Pay: Information Transfer Procedures

3.2.1 Automatic and Manual Information Transfer

The HR3Pay web service constantly updates basic employee details between ConnX

and HR3Pay. This includes details such as postal addresses and employee contact

details. The information is automatically transferred between ConnX and HR3Pay.

Some information is not part of the HR3Pay web service and must be manually

triggered to transfer between HR3Pay and ConnX (e.g., Pay Advices and Timesheets).

3.2.2 Exporting Data from HR3Pay

If you are using the HR3Pay payroll system, you do not need to export any data from

Meridian. The transfer process is controlled by ConnX. Files are only used to export

transactions from ConnX.

3.3 Importing Data from HR3Pay to ConnX

When using HR3Pay, information can be imported directly into ConnX without the

need for import files. ConnX automatically shows the import screen when you log into

ConnX after an end of pay process is completed in HR3Pay. The import procedure

should then be performed to make sure that the data is the same in both systems.

If you were directed to the import screen after logging into ConnX (as a result of the

end of pay process being performed in HR3Pay) and there are other payroll databases

which were processed in HR3Pay (and hence must be imported into ConnX), there is an

extra button on the screen to start the import process for the remaining payroll

database.

To import data from HR3Pay:

1. Go to HR Admin > Perform Import. A screen similar to the following will appear.


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2. Select a Payroll Database. The screen refreshes and shows the settings for the

selected payroll database.

3. Select a Period End Date. ConnX shows only the current Period End Dates, and if

there is only one Period End Date in this list, it is automatically selected. A screen

similar to the following will appear when a Period End Date has been selected.


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A description of each setting on the import screen is shown in the following table.

Setting Options Description

Period End Date The date of the last day in a pay period.

Import Type Mid Period Data in ConnX is updated to

be the same as the data in

your payroll system.

End of Pay Data in ConnX is updated to

be the same as the data in

your payroll system, and

Update the Period End Dates is

automatically set to Yes.


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End of Year The option to import Payment

Summaries is made available

and automatically set to Yes.

Specify the Import Data Import All

Data

Import all data according to

the payroll database settings.

Pay Advices

Only

Import only the Pay Advices.

The Import Progress screen

only shows the Pay Advice step

of the procedure.

Please select the pay

frequency groups to update

Select the pay frequency group that you want to

update if you are updating the Period End Date

after the import process. ConnX stores Period

End Dates per pay frequency group.

Do you want to Import Pay

Advices?

Yes Import Pay Advices.

No Do not import Pay Advices.

Do you want to disable

terminated employees?

Yes Disable terminated employees.

No Do not disable terminated

employees.

Do you want to import

Payment Summaries?

Yes Import Payment Summaries.

No Do not import Payment

Summaries.


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Year Ending Payment Summaries are imported for the

selected year.

Import Start importing from your payroll database.

Go to the Import/Export Log Open the Import / Export Log page. This page

shows a log of imports and exports in and out of

ConnX. It also shows the details of those

imports/exports.

4. Select an Import Type from the drop-down list. If End of Year is selected, an

extra option is made available to import Payment Summaries as shown in the

following image.

5. A list of pay frequency groups for the selected Period End Date is shown in

step (2) if the Import Type is End of Pay, or End of Year. ConnX stores Period

End Dates per pay frequency group. Therefore, if you want to update the Period


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End Date as part of the import process, you must select the pay frequency group

that you want to update. If you do not want to update the Period End Date, select

No to hide the pay frequency group list.

6. Select whether you would like to import Pay Advices in step (3). An option to

Notify Employees that their Pay Advices are available for viewing is shown during

the import process.

7. Select whether you want to automatically Disable Terminated Employees during

the import procedure in step (4).

8. Select whether you want to Import Payment Summaries for employees. This

setting is only available if the Import Type is set to End of Year.

If you choose to Import Payment Summaries, you must also select the

Year Ending you want to import as this will determine which ATO Payment

Summary format ConnX uses.

9. Select Import.

If you have chosen to manually verify any components in the Payroll Database

settings, then the import process is dependent on those settings. Please refer to

Manually Verifying Components in the following section of this document for

more details.

ConnX shows the Import Progress with details about the data that is being

imported.

ConnX validates the codes used by the database when data is imported from a

payroll system and identifies any records that cannot be imported because the

codes are not mapped correctly.

ConnX shows the status for each stage of the import, along with the number of

records that were affected, and a warning for any irregular records.

10. If ConnX is set up so that employees are notified if and when their Pay Advices

are imported, the Notify Employees of Pay Advices form is presented, as shown

in the following image.


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Key in the Subject and Message that is sent to employees who have Pay Advices

and select Save this message as the default if you want to save and use the

information you keyed in for future notifications.

11. If the Import Type is set to End of Year, and you are importing the Payment

Summaries, the Notify Employees of Payment Summaries form is presented, as

shown in the following image.


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Key in the Subject and Message that is sent to employees and select Save this

message as the default if you want to save and use the information you keyed in

for future notifications.

Select Notify Employees to send the message or select Skip to continue with the

import process without sending the notification to employees.

12. When the import procedure is complete and the necessary notifications have

been sent, the Import Progress window shows a link for any data that triggered a

warning, as shown in the following image.


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13. Select View Warning Log to open the Payroll Import Data Warnings screen.


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The Payroll Import Data Warnings screen shows all records that were not

imported, with a specific reason each record was not imported.

Select Back to return to the Import Progress window.

NOTE

You cannot view the warnings after you have finalised the

import process.

You can only access the Payroll Import Data Warnings

screen via the link on the Import Progress window.

14. Select Close to complete the import procedure.

3.3.1 Manually Verifying Components

If you have chosen to manually verify components in the Payroll Database settings,

then the process is dependent on those settings.

The following image shows the processes that occur when any of the settings in the

Import Data section of the Payroll Database settings are set to Manually Verify.


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Import Organisation Information.

Import New Employees.

Import Existing Employee Details.

Import Employee Payroll Information.

Import Pay Advices.

Send Pay Advice Notifications.

Import Payment Summaries.

Send Payment Summary

Notifications.

Complete the Import process

Begin Import process

no

Do you want to Import Pay Advices?

yes

Do you want to Import Payment

Summaries?

yes

no

1. If you selected Manually Verify for any of the Organisation Information settings

in the Import Data section of the Payroll Databases window, the import process


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stops to show you the different information and gives you the option to accept it

or reject it as shown in the following image. If you did not select Manually Verify,

go to the next step.

Select Accept All, or Reject All, or choose which details you will Accept or Reject,

and then select Continue Import.

2. If you selected Manually Verify for any of the New Employee settings in the

Import Data section of the Payroll Databases window, the import process stops

to show you the different information and gives you the option to accept it or

reject it as shown in the following image. If you did not select Manually Verify, go

to the next step.


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3. If you selected Manually Verify for any of Existing Employee Details settings in

the Import Data section of the Payroll Databases window, the import procedure

stops to show you the different information and gives you the option to accept it

or reject it as shown in the following image. If you did not select Manually Verify,

go to the next step.


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ConnX shows the status for each step of the procedure.

4. Complete the notification process for Pay Advices and Payment Summaries as

normal.

5. Select Close to complete the import procedure.


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3.4 Processing Leave Applications

As an HR/Payroll Administrator, it is your responsibility to make sure all approved leave

applications are ready to be transferred back to HR3Pay at the end of the pay period.

This means checking the leave applications and perhaps making some adjustments

depending on the type of leave, duration of the leave, and how the employee wants

the leave paid.

NOTE

All leave applications for the current period should be

reviewed/processed before creating the transactions

export file (the import file for HR3Pay).

Information you may have to change or set:

• Type and Reason

• Period End Date

• Number of hours of leave

• Start, end and recommence dates for leave

• Number of pay periods (tax periods)

• How leave is paid (i.e. in advance or per pay period)

If an employee is taking leave over more than one pay period, you may need to split

the leave application (please refer to Splitting Leave Applications in section 3.4.4 of this

document).

Processing leave applications is easy. If the correct number of hours and the Period End

Date has already been entered you do not have to make any changes to the leave

application.

1. Go to HR Admin > Process Leave Applications. ConnX shows a screen with the

current approved leave applications for all employees.


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There are links at the top of the screen to view leave-related information.

2. You can show or hide specific columns by right-clicking on a column header,

selecting Columns, and selecting or clearing the related checkbox.

3. ConnX has your first Payroll Database selected by default, so if you want to

process leave for a different payroll database, you must select it. This filters the list

for employees in the selected Payroll Database only.

4. Make sure all leave applications for the current period have the correct number of

hours and the correct Period End Date.

5. Select a row, and select Edit to change the number of hours and/or the Period

End Date (alternately you can double-click the row you want to make changes to).


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6. Enter the correct number of hours and key in or select the correct Period End

Date.

7. If necessary, you can make changes to the leave application and change the

number of Pay Periods. This is the number of periods that tax is calculated over.

The default value is 1. Select whether the leave is paid In Advance, Per Period, or

Unpaid on the Paid drop-down list.

8. Select the Checked checkbox to indicate that you have reviewed this leave

application.

9. Select Save to save changes, or select X to cancel and exit.

10. Repeat the procedure from Step 5 for any leave applications that do not have the

correct hours or Period End Date.

11. To mark a leave application as completed, select Complete. This changes the

leave application from “Approved” to “Completed” as if it had been exported to

your payroll system and does not include this application in the leave export file

that is sent to your payroll system. To undo this change and set the leave

application back to “Approved”, you must open the Previous Leave Applications

screen for the employee and perform a similar operation. Please refer to the

Moving a Leave Application from Previous to Current section.


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NOTE

If a red S is shown in the Hours column, these hours have

been “system calculated” from the employee’s work

pattern hours and the number of leave days applied for.

3.4.1 Pending Leave Report

The pending leave report shows leave applications that have been submitted but have

not yet been fully approved because it may have to go through several levels of

approvals.

You can get access to the Pending Leave Report via the link at the top of the Process

Leave Applications screen.

Select a record on the grid to view details of the leave applications such as the

approver and status of the leave application.

Select Forward Workflow to open the Forward Approval screen with the details of the

leave application approval process already populated.

When you open the screen, the approval and the original approver are both

automatically selected.


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Select the approver on the drop-down list that you want to Forward the selected

below workflow approval to.

Select Forward Approval. ConnX shows a message if the forwarding process was

successful.

3.4.2 Refreshing Leave Balances from Payroll

Leave balances are usually imported from your payroll system along other information

when you run the import process via HR Admin > Perform Import.

Instead of having to wait for an end of pay in the payroll system, and then doing a

complete import, you can simply refresh your balances from your payroll system at any

time by selecting the link.

To get the latest information, select Refresh Balances from Payroll at the top of the

screen.

3.4.3 Bulk Changing Period End Dates

You can change the Period End Date of multiple leave applications within ConnX if

necessary. This process is called “Bulk Change Period End Dates”, and is available to HR

Administrators.

To bulk change Period End Dates:


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1. Go to HR Admin > Process Leave Applications.

2. Select Bulk Change PE Dates. A screen similar to the following will appear.

You can show or hide specific columns by right-clicking on a column header,

choosing Columns and selecting or clearing the related checkbox.

3. Use the filter to show the leave applications that you want to update.

4. Select the Payroll Database and Pay Frequency Group that you are interested in,

and this will refresh the transactions returned on this screen.

5. Select the New PE Date you want to apply from the drop-down list.

6. To change the Period End Date for all of the leave applications in the grid, select

Change PE Date for Listed Leave Apps.

7. Select OK.

3.4.4 Splitting Leave Applications

If a leave application crosses a Period End Date and is paid per period, you can split the

leave application across multiple pay periods.


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NOTE

ConnX automatically splits leave applications if the

employee has a work schedule or is assigned a work

pattern. For unpaid leave to split automatically, please

ensure under Admin > Settings > Display > Leave Settings

– Allow Unpaid Leave is set to No.

Splitting a leave application simply means some of the pay is from the current period,

and some of the pay is from a future period (and hence exported back to HR3Pay as

part of that period). This only occurs if the leave is paid “per period” instead of “in

advance”.

The leave application must be split into multiple leave applications to pay a portion of

the total leave in each pay period.

In the following example, Nicole Berry’s leave application for 29/12/2015 to 8/01/2016 is

split between two pay periods.

1. Select the row of the application you want to split.

2. Select Edit. A window similar to the following will appear.

3. Select Split in the top right corner.


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4. Enter the number of periods you want to split the leave application over into the

Number of Periods box at the top of the screen.

5. Select Split Now.

6. Select Edit adjacent to each line, and set the Period End date, number of Periods,

number of Days Off, number of Hours, and new Start, End, and

recommencement dates.

7. Select Update to save the changes.

8. Close the window to return to the Process Leave Applications screen.

NOTE

It is important the start, end, and recommencement dates

are set correctly, otherwise leave history will show incorrect

information.

Every leave application must have a Period End Date and

the number of hours.


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NOTE

It is important the start, end, and recommencement dates

are set correctly, otherwise leave history will show incorrect

information.

The Days Off field can only be a whole number without

decimal places.

If you have set up Work Patterns, you may not have to split

leave applications. If the settings are correct, ConnX

automatically splits leave applications for you.

Note that each leave application is exported as per the

Period End Date.

3.4.5 Leave History Exceptions Report

The Leave History Exceptions report compares records of leave applications in ConnX

and leave history records from your payroll system, and why there may be

inconsistencies between the two.

You can define which Leave Reasons you want to show in this report and flag if a

reason is deemed to be “long term”.

To set up which reasons are shown on the Leave History Exceptions report, go to

Admin > Leave > Leave Reasons, open the edit window for a Leave Reason, and select

the Exception Report for each leave reason that you want to be shown on the report.

You can also select the Long Term checkbox to flag the Leave Reasons as being long

term.

To run the Leave History Exceptions report, go to HR Admin > Process Leave

Applications and select the Leave History Exceptions link at the top of the screen. Set

the filters at the top of the screen, and select Apply Filter.


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Records of Leave History from payroll are shown on the left of the grid and Leave

Applications from ConnX are shown on the right. The Exception Message advises you

why the record is being shown (e.g., “Leave not applied” means that a leave history

record exists without a corresponding leave application record because the leave has

been processed manually through the payroll system).

You may also see some records that are highlighted in blue (as shown below).


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The blue highlight means that ConnX is trying to match multiple leave history records

to one leave application record. In the above example, there are two leave history

records (one for 27/5/2010 and one for 28/5/2010) which ConnX is attempting to match

to the leave application record which starts on 27/5/2010 and finishes on 28/5/2010.

A list of Exception Messages and their meaning are given below:

Exception Message Meaning

Leave not applied When a record in the leave history has no matching

leave application in ConnX

Applied For Leave not

taken

When a leave application in ConnX has no matching

leave history


approved

When a record in the leave history is covered by a

pending leave application


completed

When a record in the leave history is covered by an

approved leave application that has not been exported

or completed


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Exception Message Meaning

Less leave taken When the hours of a record in the leave history are less

than the hours in the completed leave application

More leave taken When the hours of a record in the leave history are more

than the hours in the completed leave application

Leave Type changed When the leave type of a leave history record differs

from the leave type of the corresponding approved leave

application

Leave Reason changed When the leave reason of a leave history record differs

from the leave reason of the corresponding approved

leave application

3.4.6 Moving a Leave Application from Previous to Current

Described earlier in this section, a leave application can be completed from the Process

Leave Applications screen. This action can be reversed from the employees Previous

Leave Applications screen if necessary. The following procedure shows how this can

be done.

1. Go to My Team > List Employees.

2. Select the employee and select Previous Leave Applications under the Leave

menu.


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3. Select Move App to Current to change the application from Completed to

Approved.

4. Select OK.

The application is now shown on the Current Leave Applications screen.

NOTE

If leave applications have been pre-populated onto

timesheets, this functionality is not available. Please refer to

the ConnX Timesheets Implementation Manual for more

information about pre-populating leave applications onto

timesheets.


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3.5 Exporting Transactions to HR3Pay

When using HR3Pay with ConnX, the only information that must be exported is leave

and timesheet transactions. This should be done after completing the following steps:

• Leave transactions for the payroll database you are about to export have been

processed. Please refer to Processing Leave Applications in a previous section of

this document.

• Timesheets have been checked and approved (if you have ConnX Timesheets).

To perform an export from ConnX to HR3Pay:

1. Go to HR Admin > Perform Export.

2. Select the Payroll Database you want to export transactions for from the drop-

down list. The screen will refresh, showing file information for the selected payroll

database. The Period End Date drop-down list is loaded with Period End Dates

for the selected payroll database.

3. Select a Period End Date from the drop-down list.

4. Select Change File Locations and make sure the location of the Transaction

Export File is correct, and make any necessary changes.

5. Select Export Transactions. This opens another screen showing the leave

transactions you are about to export.


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6. We recommended checking the Pending Leave Report (by selecting the link at

the bottom of the screen) to view any pending leave that should be included in

this period. You may need to finalise pending leave before performing the export.

7. If you have already created an export file and must include all transactions in the

export file again, select Approved and Exported transactions and select Filter.

This is only necessary if the export file has become corrupt, or you had to restore

the HR3Pay data files prior to performing the import.

8. Check the transactions that are about to be exported, and the file name and

Period End Date.

9. For autopay employees select one of the following options:

a. Add remaining hours automatically – This option only applies to autopay

employees where the autopay flag is set to Yes. If the autopay flag is set to

No, Suspend, or anything else then the export routine will bypass this

setting and will not add the remaining hours (see below).


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b. If ConnX Timesheets is available and the employee has a timesheet

(regardless of if that timesheet has normal transactions or not), this option is

bypassed.

c. For autopay employees set to Yes that don’t have a timesheet and do have

a leave application, this option will:

i. Look up their Normal Hours Paid Per Period value.

ii. Look up the maximum number of pay (tax) periods for all leave

applications for this employee and period.

iii. Work out the total number of normal hours (= normal hours per period

* pay periods).

iv. Keep a running sum of the number of hours on leave applications that

are being exported (Total Leave Hours).

v. Work out the remaining hours (= total normal hours – leave hours).

vi. If the remaining hours are greater than zero (0) then create a new

transaction of normal hours for the remaining hours.

d. Don’t add remaining hours – The export routine will not add remaining

hours if:

i. The For autopay employees setting is set to Don’t add remaining

hours.

ii. The For autopay employees setting is set to Add remaining hours

automatically and:

• The employee has a timesheet.

• The employee has an autopay flag other than Yes.

• The calculated remaining hours is less than or equal to zero (0).

10. Select Create Export File to create the file.

11. ConnX shows the number of transactions that were exported successfully.

12. You should import the ConnX export file into HR3Pay immediately.


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3.5.1 Importing Transactions into HR3pay

Please refer to your HR3pay documentation for detailed instructions on importing

transactions from ConnX into HR3pay.


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4.0 GENERAL MAINTENANCE

4.1 MAINTAIN EMPLOYEES 130

4.2 ANSWERING QUESTIONS 132

4.3 DAILY NEWS 134

4.4 EMPLOYEE OF THE MONTH 137

4.5 RESPONDING TO SUGGESTIONS 139

4.6 SEARCH TERMINATED EMPLOYEES 140

4.7 APPROVED WEBSITE LINKS 142

4.8 TRIVIA QUESTIONS 143

4.8.2 SETTING THE TRIVIA MODE 145

4.9 POLICIES AND PROCEDURES 147

4.9.1 UPLOADING DOCUMENTS TO THE WEB SERVER 147

4.9.2 USING EXISTING POLICIES AND PROCEDURES WEBPAGE 149

4.10 IMPORTING FILES 150

4.11 ONGOING MAINTENANCE 153


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4.1 Maintain Employees

You can get access to important information about an employee on the Maintain

Employees screen, available via HR Admin > Maintain Employees.

Employees can be selected from a drop-down list, or you can use the magnifying glass

search for a specific employee by keying in their name into the Search field (select

show search to make the Search field available).


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Any information about the selected user that is contained in ConnX is highlighted with

a link (e.g., Work Pattern). Select the link to get access to the screen where you can

review or edit the related information.


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4.2 Answering Questions

All employees can “Ask a Question” through ConnX if it is made available on the

Welcome - Links tab via Admin > Settings > Display.

HR/Payroll Administrators immediately receive a message that tells them a new

question has been entered in ConnX, and asking for a response.

The Answer Questions screen is used to answer questions that have been previously

entered through the Ask a Question screen.

1. Go to HR Admin > General > Answer Questions. A screen similar to the following

will appear.

2. Select a question and click Edit or double-click the question you want to provide

an answer for.

3. Key in your Answer.


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4. Select Save. ConnX automatically sends a message to the person who asked a

question when it has been answered by an HR Administrator.

NOTE

Remember that these questions and answers will be seen

by all employees throughout your organisation.


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4.3 Daily News

The Daily News section of ConnX can be used for advising employees what’s

happening in the organisation (e.g., who is on leave or out of the office, having a

birthday or any general announcements).

As a HR/Payroll Administrator you have full control over the information in the Daily

News section.

If the daily news is “global” (i.e. the same for all departments) users with Manager

access level in ConnX can input daily news but not edit or delete daily news.

If the daily news is “departmentalised” (i.e. news is specific to each department), users

with a Manager access level can make changes to their department’s news, via My

Team > Set Daily News.

Daily News consists of the following five areas:

1. Personal – employees currently on personal/carer’s leave (paid or unpaid)

2. On Leave – employees on annual, long service or other leave

3. Out of the Office – employees who are working but not in the office (either all day

or part of the day)

4. Birthdays – employees having their birthday today

5. Announcements – general organisation messages

ConnX automatically completes the Personal, On Leave and Birthdays areas from

approved and completed leave applications and the employee’s date of birth.

To set up Daily News:

1. Go to Admin > Settings > Display.

2. Select the Welcome - Options tab.

3. Set the Department based daily news field to Yes to allow each department to

have their own department based news.

Set the Department based daily news field to No, to make the same news

available to all users.


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4. Select Show on the drop-down lists in the Daily News section to show that type

of news. Otherwise, select Hide.

5. Select Save Display Settings.

To add Daily Global News:

1. Go to HR Admin > General > Daily News or alternately go the home screen and

select the Daily News link. A screen similar to the following will appear.

2. Add, edit and/or delete any information as required.

3. Select Save.


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Managers can add additional news to the global Daily News.

To add additional news to the Daily Global News:

1. Go to My Team > Set Daily News. A screen similar to the following will appear.

2. Enter the additional news in the appropriate section.

3. Select Append.


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4.4 Employee of the Month

All employees can nominate an employee to receive the Employee of the Month award

(if enabled under Admin > Settings > Display).

HR/Payroll Administrators must accept or reject nominations before awarding the

Employee of the Month each month.

1. Go to HR Admin > General > Employee of the Month. A screen similar to the


2. A list of the unaccepted nominations is immediately shown on screen. You can

accept each nomination, or delete the nomination.

3. You can see the previously accepted nominations by selecting the This Month,

Last Month or All radio buttons and the department to filter the list of

nominations.


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4. Select the New Employee of the Month on the drop-down list at the bottom of

the screen.

5. Enter a Reason that this employee was awarded the Employee of the Month

recognition. The reason is shown with the employee's name on the Welcome

screen.

6. Set the Date Awarded and the Date Awarded To (optional).

7. Select the Set New Award button.


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4.5 Responding to Suggestions

All employees can submit a suggestion in the Suggestion Box through ConnX if

enabled on the Welcome - Links tab via Admin > Settings > Display.

HR/Payroll Administrators immediately receive a message indicating a new suggestion

has been entered in ConnX and asking for a response.

The Respond to Suggestions screen is used to submit your response to a suggestion.

NOTE

There are four types of suggestions - Training,

Improvement, Idea and ConnX.

ConnX type suggestions can be automatically emailed to

ConnX Product Team.

1. Go to HR Admin > General > Respond to Suggestions. A screen similar to the


2. Select the suggestion you want to respond to.

3. Select Submit Response.

4. Enter your answer into the Response section.

5. Select Submit Response to send a response to the person who raised the

suggestion.

NOTE

Remember that these suggestions and responses will be

seen by all employees throughout your organisation.


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4.6 Search Terminated Employees

This section provides HR Administrators with a list of terminated employees that exist in

ConnX. The list can be filtered by a variety of information, such as termination date,

termination reason and re-employment recommended.

To open and use the Search Terminated Employees screen.

1. Go to HR Admin > Search Terminated Employees.

2. Use the controls at the top of the screen to filter the list.

3. Click on the column headings to sort the list.

NOTE

An entry will only have information in the Reason for

Leaving (Employer), Re-employment and Non Re-

employment Reason columns if an employee termination

request was submitted in ConnX for that employee and

these fields were populated.


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If an employee has been terminated and they have an unprocessed leave application,

you can rescind the leave application so it is not exported to the payroll system.

To rescind the leave application:

1. Go to HR Admin > Search Terminated Employees.

2. Select View adjacent a terminated employee’s name to get access to the details

of their current leave application.

3. Select the leave application in the grid at the top of the screen.

4. Enter an appropriate reason.

5. Select Rescind.

NOTE

The View button adjacent to the Unprocessed column is

only available if the value in the Unprocessed column is

equal to 1, or greater.


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4.7 Approved Website Links

Approved website links are links to other sites (internet and intranet) that are approved

by your organisation. For example, links to phone books, travel sites, legal and tax sites,

and/or other business sites.

Follow this procedure to add new approved website links.

1. Go to Admin > Settings > Website Links. A screen similar to the following will

appear.

2. At the bottom of the screen, enter the name of the new Website you want to link.

3. Enter the Address (URL) of the website (e.g., http://www.connx.com.au)

4. Enter a Description of the website.

5. Select Add Link to List.


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4.8 Trivia Questions

This section of ConnX allows trivia questions to be added, deleted or modified. The

following steps describe how to manage the trivia questions.

1. Go to Admin > Trivia Questions. The following screen will be shown.

2. To reset the trivia scores, select Reset Scores at the top of the screen.

3. Use the < Previous and Next > links at the bottom of the table to browse

through the questions. If there are numerous questions in the system it is useful

to increase the number of items shown in the table. This can be done via the

Items Per Page drop-down list at the top of the table.


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4. To add a new trivia question to the system:

a. Enter the question in the Question textbox.

b. Enter the answer in the Answer textbox.

c. Select Add Question.

5. To edit the question/answer of a trivia question:

a. Select Edit adjacent to the question you want to edit. The row of the table

will look like the following.

b. Edit the question/answer and select Update to save the changes. Select

Cancel to discard any changes.

6. To delete a question:

a. Select Delete adjacent to the question to be removed.

b. Select OK when you are prompted to permanently delete the question.


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4.8.2 Setting the Trivia Mode

ConnX features two different modes of Trivia - Classic and Three Strikes - both of which

are briefly explained below.

Classic In Classic mode the first employee to answer the question correctly

gets a point and the question can no longer be answered until a

new one is generated the next day.

Three Strikes In this mode, every employee gets at most three chances to answer

the question correctly. On each attempt there is a time limit. More

points are awarded for correctly answering the question on fewer

attempts. The timer, points and number of attempts are

configurable.

To set the trivia mode:


2. Select the Welcome - Trivia tab.

3. From the Trivia Mode drop-down list, select either Classic or Three Strikes.

4. Select Save.

Three Strikes has several configuration options, explained below.

Configuring ‘Three Strikes’ Mode

When selecting Three Strikes trivia mode, the following options become available:


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The following table explains each of the options.

Option Description

Number of

Attempts

The number of attempts employees get to answer a question.

Once they have used up all their attempts they can no longer

answer the question for the day.

Seconds to

Answer

The number of seconds employees get for each attempt. Once

the timer runs out their attempt has been used up.

Points for

Each Attempt

The points to be allocated for each attempt when a correct

answer is supplied.


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4.9 Policies and Procedures

Your organisational policy and procedure documents can be made accessible through

ConnX. This means you no longer have to print documents to make them available to

employees.

There are two different ways in which you can provide access to the organisation’s

policy and procedure documents:

• Upload documents to the web server and ConnX will automatically build a listing

of these documents.

• Use an existing policies and procedures webpage. ConnX will open this particular

webpage in a new window for the employee.

4.9.1 Uploading Documents to the Web Server

Your organisation’s policy and procedure documents can be uploaded to the web

server and viewed using ConnX. You can upload the new document then send an

organisation wide message to all employees announcing the document is now

available.

Documents are normally stored on the web server under a directory called Policies. It is

recommended to create subdirectories to represent the different classifications of

documents (e.g., Accounts, Employee Standards or Confidentiality). Documents can

then be placed in the appropriate sub-directories. This makes locating documents

easier for the end user.

As a System Administrator you can create subdirectories and upload documents to

these directories from within ConnX. The following steps illustrate how this can be

done.

1. Go to Company Info > Company Policies.

A screen similar to the following will appear.


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2. Use the Create a New Directory section to create subdirectories. Type the

desired name in the Directory Name textbox and select Create Directory.

3. Documents can now be uploaded to the new directory. Open the folder by

selecting the name of the folder.

4. Use the Upload File to the Current Directory section to upload a file from your

local computer to the web server.

a. Select Browse to locate the file on your computer.

b. If you want the file to have a different name on the web server, edit the Save

the file on the server as textbox.

c. Select Upload.

NOTE

You are not limited to the number of subdirectories you

can create.

You are not limited to the number of files you can upload

to a directory.

It is best not to use Word documents, but to convert the

Word document to a HTML file or PDF file before

uploading. Do this by selecting File > Save As from the

menu in Word.


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4.9.2 Using Existing Policies and Procedures Webpage

If your organisation already has a webpage for policies and procedures (e.g., on your

intranet) ConnX can be told to point to this location. When an employee select the

Policies and Procedures link on the ConnX Welcome screen, or selects Company Info

> Company Policies, the specified website will open in a new window.

The following steps detail how to setup ConnX to use an existing Policies and

Procedures website.


2. Select the Welcome - Links tab.

3. In the Company Links section, set Policies and Procedures to Show.

4. Set the Policies link to Use URL Below.

5. Type in the full URL in the ‘URL’ textbox. An example setup might look like the

following.

6. Select Save to update the link.

NOTE

You can change the name of this link by entering a value

into the Custom Name field.


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4.10 Importing Files

The employees’ active directory data can be imported into ConnX from an external file.

The user must have an import file (in Text/CSV, or Excel format) with the necessary

data. If the user is importing employee Active Directory data, they must set the specific

type of import in the selection, and map the necessary fields.

To import a file:

1. Go to HR Admin > File Import.

2. Complete any necessary fields in Section 1.

a. Select the Type of import, Template and File Type that you want to import.

b. Select the Delimiter if the file uses one.

c. Set the Date format, and if the file contains column headers.


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d. Select the field that identifies the Employee.

3. Select Browse and select the file that you want to import.

4. Enter a name for the file in the Save As field.

5. Select Upload Import File. ConnX shows a message when the file is uploaded

successfully.

6. Make any necessary changes to the column mapping.

7. You can set a specific column in the import file to be related to an existing

column of data in ConnX.

8. To map a field, click the Select button next to an Import File Column Header

field.

9. Click the Select button next to the matching ConnX Database Column field.

10. Select the right-arrow to map the fields.


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11. Select Validate data. ConnX shows a message when the validation process has

completed successfully, or if you need to make any changes.

If the data passes validation, the import log shows details of the import, including

any errors that were encountered.

12. Select Confirm to finish the import. ConnX shows a final message confirming that

the import process is complete. Any error or warning records are shown in the

import log.


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4.11 Ongoing Maintenance

Keeping ConnX up to date requires you to complete a few occasional maintenance

tasks. The list provided below is a guide to those tasks.

• New Employees

o Assign to a department

o Attach to a region

o Attach to a work pattern

o Set up any specific workflow

• Update Public Holidays

o Keep Public Holidays up to date. They should extend as far into the future as

your employees are putting their leave applications in for.

• Period End Dates

o Keeping period end dates up to date is vital, and they should extend at 18

months into the future.

• New Departments

o New Departments should be added to ConnX as your organisation requires.

• Review workflow sequences, especially if an employee terminates to see if they

are an explicit approver.

• Review Distribution Lists, especially if an employee terminates and update

accordingly.


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5.0 GLOSSARY

Additions/Deductions Components that are included in addition to or deducted

from an employee’s pay.

Annual Leave Register The rules by which ConnX uses to project an employee’s

annual leave balances into the future.

Approval The process by which workflow approval items are

approved.

Approval Sequence The order and names of the employee(s) that will process

(approve or deny) a new request.

Approved Leave

Application

A leave application that has been through the approval

sequence and has been approved by all approvers.

Approved Sites A list of websites that the organisation considers

employees should have access to.

Approver An employee nominated by a System Administrator to

approve workflow requests.

Automatic Information

Transfer

The Sage MicrOpay Service which constantly updates

basic employee details between ConnX and Sage

MicrOpay (i.e. employee address).

Backup Approver An employee nominated to receive workflow to approve

when forwarded after the 'Reminder' and 'Forwarding

Hours' timer has elapsed.

Bank Account The nominated bank account by an employee for

payments.

Company Policies A user specified document or URL containing

organisation policies which employees can access through

ConnX.


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Completed Leave

Application

A leave application that has been approved and exported

to the payroll system for processing.

Contract Hours The number of hours an employee works per day. Stored

in the payroll system and imported into ConnX.

Cost Account The account associated with each paid transaction. Can

be available to specific departments, or the entire

organisation.

Current Employment Payroll details relating to an employee’s current

employment status including date hired, pay frequency,

employment type, salary, termination date etc.

Current Rate The rates of pay per hour for each paid component.

Daily News A collection of information viewable from the welcome

screen by each employee which can include employees

on leave, birthdays and other announcements set by

manager or administrators.

Department A group of employees with a manager that may report to

another department.

Department Manager An employee assigned by an administrator to be the

manager of a specific department. NOTE: the manager

does not need to be part of that department.

Departmental Org Chart A parent/child relationship of departments shown as an

organisational chart or tree.

Distribution List A list of employees who receive notification of a

designated event.

Document Category User-specified groupings for employee documents.

Documents Files uploaded by users for specific employees.


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Emergency Contacts An employee's nominated point of contact in case of

emergency.

Employee User of the system. May have employee user access -

ability to query only their information.

Employee Code A unique identifier for each user of the system.

Employee Directory A list of users within the system, and available by

navigating to Company Info (unless hidden from view by

a System Administrator).

Employee Notes A record of user entered notes for HR Administrators and

above to update and review.

Employment Type An employee’s current employment status e.g., Full time,

part time, casual etc.

Evolution Common The master database that ConnX and Sage MicrOpay

both access and share information from.

Explicit Approval

Sequence

An approval sequence attached to a workflow action. Is

explicit because it names the approvers on the sequence.

Export The process of sending the transactions from ConnX to

the external payroll system for processing.

External Payroll System The payroll system with which ConnX interfaces.

Group Message A user defined message that can be sent to a group of

employees.

Health Check A series of quick reports designed to help check ConnX

for any loose ends (i.e. any employees not linked to a

department).


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HR/Payroll

Administrator

A user account with access to HR Administrator functions

in ConnX including: process leave applications, perform

import and export functions, update daily news.

Implicit Approval

Sequence

An approval sequence attached to a workflow action. Is

implicit as it is calculated on the department hierarchy.

Import The process of receiving and updating processed data

from the external payroll system to ConnX.

Integrated Security A method used by ConnX to connect to the Evolution

Common database.

Item A user-specified item that can be assigned to an

employee for tracking purposes

Item Register A list per employee of organisation owned property that

has been assigned to them.

Leave Application An application for any type of leave that is entered

through the 'new leave application' screen (i.e. sick,

annual, long service leave).

Leave Balances An employee's leave balance itemised for each type of

leave which is imported from Sage MicrOpay.

Leave Dashboard A summary of various leave reports that can be made

available to employees, supervisors/managers and admin

users.

Leave History A record of past leave taken for each employee.

Leave Reason Leave reasons that are associated with leave types that

are imported from the payroll system. For example, Other

Leave (leave type), Study Leave (leave reason).


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Leave Report A report that shows who is currently on leave or has leave

pending or approved in the future.

Leave Type Leave types are setup in the payroll system and imported

into ConnX. Typical leave types include: Annual leave, Sick

leave, Long Service leave.

Manager User of ConnX who has been granted 'Manager' access

rights. Able to query information for employees within

their restriction.

Medical Category User defined classifications that employees can select

when adding a medical condition.

Medical Conditions A record of a medical condition (classified in one of the

medical categories) that is linked to an employee.

Messages System generated messages that are delivered to a user's

message inbox in ConnX. Delivered as per the setting on

"Send messages via" on employees Personal Details

screen.

Sage MicrOpay An external payroll system that ConnX can interface with.

MicrOpay Payroll

Manager

An external payroll system that ConnX can interface with.

My Calendar A single employee's schedule shown in a calendar format.

Shows any approved or pending leave or class

enrolments entered in ConnX, and any public holidays or

special days entered by an Administrator.

My Employees If viewed by a manager, lists the employees that manager

is responsible for. If viewed by an HR/Admin, lists

employees that they have access to as per the User

Accounts screen.


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Non-Primary

Department

A department that an employee is assigned to before

being assigned to a primary department.

Organisational Branch A single branch of the Departmental Organisation Chart.

Parallel Approval When approval for workflow actions is done by multiple

people at the same time.

Pay Advice An electronic report containing details of an employees

pay for a particular period - imported from the payroll

system.

Pay Class Specific payroll conditions (e.g., rates, additions,

deductions, Cost Accounts etc.) that can be applied to

groups of employees – imported from the payroll system.

Pay Frequency How often an employee is paid, e.g., Weekly, fortnightly,

monthly

Pay Point A field setup and completed within the payroll system

which ConnX is able to use to automatically link

employees to departments if set up.

Payment Summary An electronic reporting containing a summary of

payments for an employee for a single financial year.

Payroll Databases See External Payroll Database

Pending Leave

Application

A leave application which has been submitted but not yet

approved.

Period End Date The date of the last day in a pay period.

Personal Details Editable details of each employee with a user account,

e.g., address, date of birth, email address.


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Previous Employment Details of an employees' employment history (not

mandatory).

Primary Department The department an employee primarily works for (can

only have one primary department).

Processed Leave

Application

A leave application which has been approved and

exported from ConnX and processed in the payroll

system.

Qualifications A list of user defined qualifications currently held by an

employee.

Qualifications Category A user defined method for classifying qualifications that

can be held by employees, i.e. by qualification, major and

institute.

Question A user submitted question in ConnX that requires a

response by an HR Administrator.

RDO Records Shows a user's RDO balances and history for each pay

period.

RDO Register A set of rules which is used in the calculation of RDO

transactions.

Request When a user requests a new employee, to terminate an

employee, to change an employee’s current employment

details or to change an employee’s standard additions

and deductions. Requests can have a workflow sequence

and distribution list attached and can either be manually

processed to the payroll system or can have an integrated

approach to the payroll system.

Restricted HR/Payroll

Administrator

A user account with HR/Payroll Administrator access, but

only as nominated on the User Accounts screen.


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Restricted System

Administrator

A user account with System Administrator access, but only

as nominated on the User Accounts screen.

Root Documents

Directory

The root directory of all employee document uploads.

Schedule Data System generated information for each employee based

on their work pattern and relevant period end dates.

Serial Approval When approval must pass through each approver one

after another in a specific order before a workflow item is

approved.

Single Sign-On Allows users to access ConnX without logging in, by

applying their Windows Login. Requires additional set up

and configuration.

Suggestion A user submitted suggestion in ConnX that requires a

response by a HR Administrator. Alternatively, can be set

up to email ConnX representatives instead.

Supervisor User of the system that has been granted Supervisor

access.

System Administrator A user account with access to System Administrator

functions in ConnX including: modifying system leave

settings including setting departments and user accounts.

System Event One of seven identified events that occur within ConnX

that trigger an associated system task set.

Tasks/Reminders User defined tasks that you want to be reminded of.

Tax Details An employee’s declared Tax Details as held in the payroll

system.


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Transactions Any paid transaction that requires processing by the

payroll system (e.g., leave applications, timesheets).

User Account An account used by an employee to access ConnX with

an associated username, password and access level.

Work Schedule A summary of system generated data based on

employees work patterns which shows when each

employee is scheduled to work.

Workflow Action A pre-defined event with various settings telling ConnX

what to do.

Workflow Approval

Backup

See Backup Approver

Workflow Exceptions User defined exceptions to the general workflow approval

rules for workflow actions.

Workflow Forwarding Allows System Administrators to forward workflow to

another employee. HR Admin can forward workflow if

permission has been granted.

Workflow Sequence The order and names of the employee(s) that will process

(approve or deny) a new workflow action approval item.

Workflow Task An activity that needs to be completed by a relative

person (e.g., Manager 1) or specific person (e.g., Joey

Johns).

Workflow Task Set A collection of workflow tasks.


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TO DO LIST

This page should be used to record any outstanding items that must be completed

following this session.

Task # Required Task Person

Responsible Due Date

Date

Completed

1

2

3

4

5

6

7

8

9

10

11

12

13

14

15