implementation 2 manual · 2.3.1 understanding implicit approval sequences 71 2.3.2 understanding...
TRANSCRIPT
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
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
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
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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
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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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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.
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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
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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
Addition/Deduction for
an Employee via
Request Employee
Changes.
All Admins Select the type of users
that are able to add this
Addition/Deduction for
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.
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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.
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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.
Generally, the payroll system is the primary source for the
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:
1. Select Add. ConnX shows the following window.
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.
Generally, the payroll system is the primary source for the
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:
1. Select Add. ConnX shows the following window.
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.
Generally, the payroll system is the primary source for the
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:
1. Select Add. ConnX shows the following window.
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
import setting is Auto Accept All. Please refer to the Import
Data settings via Admin > Payroll Databases.
Generally, the payroll system is the primary source for the
Superannuation Category data. Any changes made on the
Superannuation Categories page are only for ConnX. No
changes are made to the information in the payroll system.
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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
information only if the Import Data setting for
Superannuation Fund is set to Manually Verify.
The Superannuation Fund information is read-only if the
import setting is Auto Accept All. Please refer to the Import
Data settings via Admin > Payroll Databases.
Generally, the payroll system is the primary source for 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:
1. Select Add. ConnX shows the following window.
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.
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
information only if the Import Data setting for
Superannuation Schemes is set to Manually Verify.
The Superannuation Scheme information is read-only if the
import setting is Auto Accept All. Please refer to the Import
Data settings via Admin > Payroll Databases.
Generally, the payroll system is the primary source for the
Superannuation Scheme data. Any changes made on the
Superannuation Schemes page are only for ConnX. No
changes are made to the information in the payroll system.
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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.
3. Complete each of the fields on the window. A description of each field is shown in
the following table.
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.
2. Select Delete in the top menu.
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.
2. Select Add in the top menu.
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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
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.
2. Select Delete in the top menu.
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:
1. Select Add in the top menu.
2. Complete each of the fields on the window. A description of each field is shown in
the following table.
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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.
2. Select Delete in the top menu.
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:
1. Go to HR Admin > HR Admin Setup > Work Patterns.
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:
1. Go to HR Admin > HR Admin Setup > Work Patterns.
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:
1. Go to HR Admin > HR Admin Setup > Work Patterns.
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:
1. Go to HR Admin > HR Admin Setup > Work Patterns.
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:
1. Go to HR Admin > HR Admin Setup > Work Patterns.
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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Title Occurs when…
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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Title Occurs when…
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.
1. Go to Admin > 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:
1. Go to Admin > Workflow Actions.
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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Setting Options Description
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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Setting Options Description
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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Select Accept All, or Reject All, or choose which details you will Accept or Reject,
and then select Continue Import.
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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Select Accept All, or Reject All, or choose which details you will Accept or Reject,
and then select Continue Import.
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
Applied For Leave not
approved
When a record in the leave history is covered by a
pending leave application
Applied For Leave not
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
following will appear.
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
following will appear.
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:
1. Go to Admin > Settings > Display.
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.
1. Go to Admin > Settings > Display.
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