Video Explaination:Finance - Industry Awards

If you wish to use Industry Awards, they need to be set up in your Finance Environment. The pathway to the Industry Awards area is: Protocols > Industry Awards

Open

After you select Industry Awards, the following screen will appear.

Open

To set up an Industry Award, it needs to exist in the first instance. To create the Award, please select the Create / Edit Award button in this screen.

In the next pop up screen, you will see a list of awards that already exist, to create a new award you need to scroll down to the Award Name field. In this field you need to enter the name of the award you wish to create. For the purposes of this document, we are creating the Demonstration Award.

Please Note: The status will default to Active, please leave the default as it appears

Once you have the Award Name field complete and the Status is showing as ACTIVE, select Save

You will receive a confirmation message “Award name saved successfully”, please select OK

This will return you to the original screen, you can now select the award you just created by using the drop down in the Award Name field. This field is also dynamic so you can start typing the name of the award and it will appear for selection.

To complete the award set up, we now need to move through each of the tabs and complete the information required.

The first tab is Shifts Protocols

The information entered in this tab tells the system what your shifts are. These protocols will override any information entered in a booking by Allocations staff and, will therefore display it correctly in Confirm Shifts.

To enter information in this tab, you need to select Click here to add a new row

The system will then automatically provide you with a data row to add.

You need to set protocols for all of your shift types but, for the purposes of this document, we are going to set up a protocol for weekdays ( Monday – Friday ). We will be working left to right.

Day Type

If you click on Select under the heading of Day Type, a blank field will appear as well as a drop down option. The Day Type options are Weekdays, Weekend or Public Holiday so you can either start typing the day option you wish to set or, you can use the drop down and select the required day type.

Shift Day

Again, you can either start typing your shift day or, you can use the drop down to select.

As we are setting the protocol for Monday – Friday, we are going to select ALL here. If you needed to set a specific protocol for a specific day, you can select either Monday, Tuesday, etc

Start or End Time            Please Note: Times need to be in 24hr format

There are only two options in this field, Start Time or End Time

We are going to select, start time here which means this protocol relates to a shift starting at a particular time and the system will look at start times of shifts to apply the protocol. If you select End Time, then the system will look at the end time of a shift and apply the set protocol.

From Time                         Please Note: Times need to be in 24hr format

We are going to enter a From ( start ) time of 7:00am here. To enter 7:00am as a from time, you simply type 0700 and the system will then enter it correctly.

To Time                              Please Note: Times need to be in 24hr format

We are going to enter a To ( finish ) time of 3:00pm here. To enter 3:00pm as a to time, you simply type 1500 and the system will then enter it correctly.

Shift Type

Select the shift type that this shift will be. In this example, we will call it AM

Min Meal Limit ( In Hrs )

In this field you nominate the number of hours that needs to be worked before a meal break applies. In this example, we will use 5.0 hours of work required before a break is applied.

Please note: This needs to be entered as a time so, for five hours, please enter 0500

Apply Meal Break ( In Mins )

In this field you enter the length of the meal break. In this example, we will nominate a 30 minute meal break. This does not need to be entered as a time so you can simply enter 30

Once you have completed all of these parameters, you simply hit TAB and the system will enter it as a valid line

Completed example below:

Continue through this process until you have entered all of your shift types.

Hint: once you have one valid line in, you can right click on that valid line and select Copy Selected Shift Protocol and then just update the copied line accordingly

Once completed, scroll to the bottom of the screen and select save.

The second tab is Shift Conditions

The information entered in this tab tells the system how you want the shifts nominated in the protocols tab to behave when you process award / overtime conditions during shift confirmation.

There are two different ways you can set your shift behaviour in this screen.

The left hand side of the screen allows you to set shifts that will have the same single rate applied to them for the entire length of the shift and regardless of times.

An example of this would be that a shift starts at 07:00 and ends at 19:00. This is a twelve hour shift but due to award conditions, does not have any other rate applied to it during these times.

This particular example would be set up in this tab as per below:

This set up means that the AM pay rate will be applied for the entire duration of the shift on all weekdays.

Alternatively, the right hand side of the screen allows you to set shifts that will have a different rate applied to them at different times during the shift.

If we use the same shift example as above but at 15:00 the shift becomes a PM shift, it will be set up as per below:

This set up means that the PM pay rate ( and any allowances ) will be applied to any time of the shift that goes beyond 15:00

Continue through this process until you have entered all of your shift conditions.

Hint: once you have one valid line in, you can right click on that valid line and select Copy Selected Shift Protocol and then just update the copied line accordingly

Once completed, scroll to the bottom of the screen and select save.

The third tab is Overtime Conditions

The information entered in this tab tells the system when overtime applies and what type of overtime applies.

There are three different overtime conditions you can set in this tab. These are:

1. Outside Ordinary Hours Overtime is applicable

1. Single Day ( 24 Hrs ) Overtime is applicable

1. Weekly Overtime Worked Hours Conditions

Outside Ordinary Hours Overtime

This overtime condition is used if there are shifts within your award that are set to specific times and, should any member work outside of those specific times, overtime would apply.

For example, your award states that all day ( AM ) shifts are worked between the hours of 08:00 and 16:00. If a member starts a day shift at 07:00, then 1 hour of overtime at O1 rate would apply to this shift even if the member finishes the shift at 15:00. If a member starts the shift at 05:00 and finishes at 13:00, 2 hours of overtime at O1 rate would apply plus a further hour of overtime at O2 rate. These overtime rates are applied because the shift timings are outside ordinary hours of that shift.

To set up this type of overtime condition, you need to firstly tick the box next to Outside Ordinary Hours Overtime is applicable and then set the ordinary hours up in tab 4, Ordinary Overtime Conditions.

Once completed, scroll to the bottom of the screen and select save.

You can now return to Tab 3 – Overtime Conditions to continue setting up your other Overtime Conditions

Single Day ( 24 Hrs ) Overtime

This overtime condition is used if your award states that overtime applies after a certain amount of hours has been worked in one day ( 24 hour period ).

To set up this type of overtime condition, you need to firstly tick the box next to Single Day ( 24 Hrs ) Overtime is applicable and then set the Single Day Overtime Worked Hours Conditions in the screen below the tick box.

For the purposes of this document, we will set an example weekdays condition as well as an example Sunday condition.

This screen works the same as all of the previous screens.

To set up the example Weekdays condition, you need to select

Entire OnHire will interpret this condition and will apply overtime if the shift goes beyond 8 hours in duration. The rates of overtime will be O1 for the first 2 hours beyond 8 hours and then O2 for any subsequent hours.

Similarly, the weekend ( Sunday ) condition will also apply overtime if the shift goes beyond 8 hours in duration but, the rates of overtime will be O2 for all hours beyond 8 hours.

Once completed, scroll to the bottom of the screen and select save.

Weekly Overtime Worked Hours Conditions

This overtime condition is used if your award states that overtime applies to any hours that are worked beyond 38 hours in one week.

To set up this type of overtime condition, you need to scroll to the bottom of the page and locate the Weekly Overtime Worked Hours Conditions.

Please tick the box located next to Weekly / Periodic Overtime is applicable and then enter the number of total hours that can be worked in a week before overtime is applicable. This is entered in two places, first place is in the box located next to the box you just ticked and secondly in the First Hrs Limit box below.

Once you have entered the number of hours in both places, you then need to nominate the shift types for the hours worked beyond 38.

In the example below, we are nominating that the first 2 hours over 38 hours will be paid at O1 rate and any subsequent hours will be paid at O2.

Once completed, please select save.

This now completes your set up of an Industry Award however, to complete the exercise of applying the award, you need to attach it to your relevant clients.

To do this:

Please navigate to the Clients menu

When the next screen appears, leave Client Name in the Search By field but type the name of the Client in the Search Value field and then select Display Clients

Hint: you can type part of the name and select Display Clients. All clients with what you have typed in part of their name will then be displayed

Please see example below:

Once the list of clients appears on your screen, please select the actual client you want to attach an award to by double clicking on their name.

Please note: you can only attach an award to client types of service or admin and service. You cannot attach an award to any client type of admin

The client screen will open up on the obligations tab. To attach the award, you need to scroll down to the Award Name field and then select the award you wish to attach using the dropdown.

Hint: you can type part of the award name in the Award Name field and then select from the list that appear

Once the award has been nominated in this field, please scroll down to the bottom of the screen and select Confirm Finance Changes.