UKG / Workforce Ready

Training Guide – Managers

 You will receive an email with details of how to access UKG. It is managed via Single Sign-on. If you have any
Access & Navigation difficulty or need support, you can send a message to ukg.help@partneredhealth.com.au

This mailbox is managed by members of UKG support and the Payroll team.

When you first gain access, you are taken to this HOME page. The home page contains several boxes of information
which are displayed in order of importance.

First is Exceptions - these are alerts that are triggered when an employee has a difference between their planned, or
scheduled hours, and their actual time worked. More on exceptions later.

Next, are Timesheets requiring your approval which will need to be done at the end of each pay cycle. Please
remember: Timesheets will be automatically submitted for your approval at the end of the pay period.

Next to that is Time Off requests that need your approval, and below that, are Missing clockings that display when
employees have forgotten to clock in or out on a day.

If you keep on top of these items by checking them daily, you will have a smooth pay period close, and your
employees will be paid correctly and on time.

https://secure.workforceready.com.au/ta/6175998.login
Access & Navigation
At the top left is the Main Menu which you will use to complete various tasks, such as
producing schedules and managing your team. Also, the application allows you to have
multiple tabs or windows open at once.
A bell icon at the top right near your initials shows notifications that need your attention
such as time off and timesheet change requests submitted by your employees.

(Right Click)
Access & Navigation
To the right of the Home page is My Dashboard where you can see your own clock times, timesheet, leave
balances and request leave. There's also a calendar showing upcoming public holidays, as well as your
pending or approved leave.
To the right of My Dashboard is My Employees. Here you can view employee information, or quickly see
timesheets and schedules. You can also request time off on the employee's behalf if you need to.
Access & Navigation

To get back to the Home page you can click on the blue Partnered Health icon.

Also, anything that is highlighted in light blue indicates a view that can be changed. Just click to edit or filter.
Access & Navigation
Under My Info > My HR is where
you set up a delegation to ask
another manager to handle time
and attendance tasks when you
are on leave.
Under Team > Time you have your
team's timesheets, time off
requests and some useful reports.
Under My Info > My Pay is where
you'll find your pay slips.
Scheduling (Templates)
Schedule Templates have been created for all locations.
Schedule Templates are your ideal permanent rosters and contain shifts and times your
employees are to work, based on their contracts.
Schedule templates only need to be created once and should be reflective of permanent
changes made to your clinic staff, i.e. changes to employee's hours, new starters, and
terminations. The templates are already in the system, but as part of today training, we
would like you to check them.
These are accessed by Selecting the main Menu > Scheduler Setup > Setup > Templates.
Scheduling (Templates)

You can view by Day, Week or Month. Here's an example of the Week View. You can select details of the shifts by clicking on the employee's name in blue.
Shifts in the template, or shifts produced by generating a schedule can be edited, copied, pasted and so on.
To add a new shift to the template, click in an empty cell, and select Add New Shift, adjust the Start and End times as required and select the Cost Centre and Skill. You can also use copy and
paste functions. The system will warn you if there are any constraints.
It's important to note that changing the template will change all shifts generated from that template going forward, but you can perform ad hoc edits from within the live schedule at any
time.
As mentioned before, the template has been created for you. As a manager, you are responsible for generating the regular four-week schedule from the template, posting the schedule, and
making edits to the live schedule as your staffing needs change.
Scheduling (Shifts)

Here are the shifts generated from the template. You get here by selecting the main Menu > Team > Schedule > Advanced Scheduling > Schedules.
Once you have generated and posted the schedule, employees will be notified. The schedule can be unposted, edited, and reposted at any time.
Only employees whose shifts have changed will be notified.
Scheduling (Team Details)
UKG gives you several ways to view details of the
employees in your team.
The quickest way is to click the My Employees button
on the home page.
This will take you to the Employee Information page,
where you will find Employee IDs and name details.
To the left of the employee ID there are two buttons.

The first button takes you to the Employee Profile view

where you can see Account Information, Personal Information
and Remuneration.
The second button gives you Quick Links and Actions.
Here you can see all timesheets, request time off on behalf of
your employee, and make schedule edits.
12
You can also jump to employee details from within their
timesheet as well as from within their schedule by clicking
their name in blue.
Scheduling (Generation)
The Payroll Team have built schedule
templates for every location and employee.
These are based on each employee's
contracted hours or variation agreements.
The templates are used to generate
schedules for each four-week period.
To generate a new schedule from the main
menu, select settings, then scheduler setup,
then Schedule Templates.
Select the Generate Schedule button, then
select Yes.

Note: Schedules need to start from an actual schedule start day.

If your next four-week period begins on the 12th of February,
select that day and press Save.
(The next step is to POST the schedule.)
Scheduling (Posting)

Once schedules are generated, they need to be posted.

The schedules are located under the Main Menu > Team Schedule > Advanced Scheduling > Schedules. At
this point they are in Trial stage.
Once you are ready to post, select the WEEK view.
Click the three dots on the right and select Post Schedule.
Your schedule is now live, and employees with shifts will be notified.
The schedule can be unposted and re-posted with changes as required.
Scheduling (Filtering, Grouping, Copying, Adding Notes)

There are many filtering options available by clicking the Filter icon.
For example, you might just want to see Registered Nurses.
You can save that view if you want to use it again by
clicking thew three dots and selecting Save View As.
It's quick and easy to copy shifts. Simply click on
the shift you want to copy, select copy, then
click on a cell date and employee you want to
paste it to.

You can also add a note to a shift if you want to. Just click on a shift,
select the notes icon, and you can enter free-form text here.
A red dot in the note icon indicates a message has been added. This
can be deleted if required.
Timesheet Overview There are several ways you can access your team's timesheets.
From the home screen, hover over the My Timekeeping button, and select All Current Timesheets.

If it's Pay Period Close time, select Timesheets

Pending Approval.

You'll also see any timesheets awaiting your

approval in a widget on the home screen.

Alternatively, you can go through the main menu by selecting Team > Time > Timesheets > All Timesheets and choose from there.
Timesheet Overview In either view, you have access to several tools:
View Employee Information View an Audit Trail Report
Preview the Timesheet Edit Timesheet

Select single timesheets and select an action such as View.

Or you can select All at the top left and navigate through each one.
Timesheet Detail Let's Look at a Timesheet in detail:
Here is the Date and the details of the Schedule.
Then the Shift Start and End Times.
If you see a red e on the times, it means they have been manually edited.
The Raw Total is the time between the shift start and end times.

The Calc Total is what the system has calculated and includes any rounding up or down.
Next there is the shift In Date (The date the shift began.)
Any approved leave will appear in the Time Off column.
In the Manage Overtime column, if the employee has worked additional hours above their scheduled hours, you can select
how the overtime is to be applied by clicking here...
Finally, there is the Cost Centre details, and if a Note has been added there will be a red dot on the note icon here.
Timesheet Tabs The Exceptions tab displays a list of the daily exceptions and whether they have been addressed. (Note that Absence and Unapprove
exceptions are not displayed on this screen.)
The Calc Detail tab displays the details of the calculated / rounded pay elements for each day.
The Calc Summary tab displays a summary of the calculated pay elements for the pay-period.
The Counters tab displays the breakdown, by counter and day, of how the employee will be paid for the
selected pay period.

Finally, the Summary by Day tab displays the breakdown, by pay element,
of how the employee will be paid for each day in the selected pay period.
Timesheet – Add Pay Code
Pay Codes can be added to an employee's timesheet via the Extra Pay tab in the timesheet.
In this example we are adding a vehicle allowance and a meal to an employee's timesheet because they had to travel to a
different work location for the day.
Go to My Employees from the home page, select the employee, select the current timesheet, and select the Extra Pay tab.

Select Add at the bottom left here.

Then add the Record Date the allowance is for, the relevant Pay Code, the
Quantity, and add a note for audit purposes, then Save and Save.
Employees can also request this via a timesheet change-request and the
manager then reviews and approves the extra cost.
Scheduling

Navigate to your team's schedules by selecting the main Menu > Team > Schedule > Advanced Scheduling > Schedules - Or...simply press the Schedules
button from the main home page.
In most cases, selecting the week view of the current schedule is the best way to see everything.
From here, it's quick and easy to make any edits as staffing requirements change.
Scheduling

Click the button to the left of the employee's initials to see more details.
You can click drag a shift to a different day or time.
Click on the shift to Copy or Delete it.
You can Unassign a shift from an employee, in which case it will move to the Open Shifts section at the left of the schedule where you can
assign it to another employee if required.
Scheduling
Select Manage Shift to scroll and see full details such as cost centre, skills, or more details.
In the Settings section you can see more information such as shifts from other schedules and pending and approved time off.

You can easily switch the view to Monthly or Daily at the top left or navigate between weeks.
Over on the top right you can choose to group your view by cost centre and hide employees that aren't
scheduled to work in this time frame.
(We will demonstrate creating an ad hoc shift during training. Use FIXED type, lunch breaks.)
Scheduling
There's also an Actions button where you can post or un-post the schedule, add shifts, and validate or override constraints.
Switching to the Day view enables you to see coverage throughout the day.
Time Off
Employees make requests for leave within UKG.
As a manager, you will receive notification of these requests via email, as well as a notification within UKG.
To action the change request, simply click the bell icon review the request, and select Approve or Reject.
You can also approve time off in the Time Off Awaiting My Approval widget on the home screen.
You can also make time off requests on an employee’s behalf via Employee Quick Links and Actions.
Time Off (on employee’s behalf)
As a manager, you can make leave requests on an employee's behalf if they are unable. Simply
select Time Off from the Team menu and select Request.
Once the employee and Time Off Type are
selected, select Start Request and follow the prompts.
Deficit balances are not permitted in UKG. Any shortfall
will be Leave Without Pay (LWOP)
Manage Employee Timesheet Change Requests
Employees can make Timesheet Change Requests when there have been variations to the time worked.
For example, if they have worked more hours than scheduled, need to claim expenses, or they forgot to clock in or out.
You will receive notification of these requests via email, as well as a notification within UKG.
To action the change request, simply click the bell icon, review the request, and select Approve or Reject.
These requests should be managed daily for the employee to be paid correctly.
Scheduling – Printing
If you would like to print the schedule, you can do so from any view.
Simply select the three dots on the right and select Print. You can also save a copy in PDF format.
Scheduling - Swapping
Performing a shift swap, is fast and easy.
All you need to do is hold down the Control key and select the two shifts. Once both shifts are selected you can click on either shift, and you'll see the option
to swap.
Scheduling – Viewing Team Time Off
The best place to view leave details is via the Team Time menu.
Here you have access to several different views.
All Open and Pending Approval give you a snapshot of any leave yet to be reviewed and approved.
Request allows you to request leave on behalf of an employee. (Ideally, they will make leave requests
themselves through the application, but this is useful in cases such as unplanned sick leave, or if they're
having difficulty with a leave request.)
History provides you with a customizable view of all requests for any date range.
Balances provides a clear view of balances by leave type by employee.
and the Time Off Calendar gives a view by month for all employees.
Scheduling – Managing Open Shifts
If you have open shifts yet to be filled, you can manage them on the left side of the screen.
This is the Week view, but I can also manage them in the Day view.
To assign an open shift, simply select the shift, and then the Assign Employee link.
A list of available and suitable employees will display. Select the employee you wish to assign
the shift to and click OK.

Shifts can also be unassigned via Manage Shift. Once unassigned, they appear in
the open shifts window, and can then be assigned to another employee.
Exceptions – Introduction
An exception is triggered whenever an employee's worked time varies
significantly from the time they were scheduled to work.
UKG Operates by Exception, so they need to be managed as a priority.
Exceptions highlight what needs your attention.
Absence and Unapproved exceptions will prevent you from approving the
timesheet, and Payroll cannot be processed until they are resolved.

Exception Name Cause

Absence There is a schedule in place, but the employee has not
recorded a Start time and an End time.
Unapproved Unplanned or extra hours have been worked outside of
schedule.
Early In Employee has clocked in more than 15 minutes before
You can filter exceptions and manage the most urgent items first. their scheduled start time.

Simply select the time period you wish to view and select the filter. Late In Employee has clocked in more than 15 minutes after
their scheduled start time.
Other types of exceptions you may need to manage include Early In, Late In,
Early Out Employee has clocked out more than 15 minutes before
Early Out, and Missed Clocking.
their scheduled start time.
There are short videos to show you how to manage each type. Employee has forgotten to clock in or out on a day.
Missed Clocking
Exceptions – Manage Absence
An Absence Exception occurs when there is a schedule in place, but the
employee has not recorded a Start time and an End time.
This could be because they were sick, forgot to put in a leave request, forgot
to punch, or they are working a different shift, and the schedule was not
updated.
Absence exceptions will prevent you from approving the timesheet, and
Payroll cannot be processed until they are resolved.

Cause Possible Solution

Sickness Enter sick leave on employee’s behalf

Leave Enter Annual leave (or other) on employee’s behalf

Forgot to clock Enter the times worked into the timecard

Schedule wrong Update the schedule

Exceptions – Manage Unapproved
An Unapproved Exception occurs when extra hours have been worked.
It could be because of an extra-long shift of more than 10 hours, and daily
overtime has been triggered, or because the employee has exceeded their
contracted hours for the pay period.
The system will calculate all hours worked and any extra hours on a
cumulative basis. This means you will sometimes see the Unapproved
exception on the last day of the pay period.

Cause Possible Solution

Worked Late Pay overtime or bank TOIL

Exceeded Hours Pay overtime or bank TOIL on last day of pay period

Schedule Wrong Adjust schedule

The exception can be cleared by approving the time as Overtime (Approved)

or TOIL in the Manage Overtime column of the timesheet for the
corresponding day, or on the last day of the pay period, depending on
where the unapproved exception is showing.
Unapproved exceptions will prevent you from approving the timesheet,
and Payroll cannot be processed until they are resolved.
Exceptions – Manage Early In
An Early In exception occurs when the employee has clocked in more than
15 minutes before their scheduled start time.
In this case, you can choose to pay the extra time, edit the punch, edit the
schedule, or ask the employee not to clock in until closer to the time they
are due to begin work.

Cause Possible Solution

Worked Early Pay the overtime

Schedule Wrong Adjust the schedule

Exceptions – Manage Late In
A Late In exception occurs when the employee has clocked in more than 15
minutes after their scheduled start time.
As a manager, you can choose to edit the punch, edit the schedule, or ask
them to put in a request for personal, or other leave.

Cause Possible Solution

Clocked Late Edit the start time in the timesheet

Schedule Wrong Adjust the schedule

Part Day Leave Ask employee to request leave for missing time

Employees are required to work their contracted hours.

If employees are late in often, it might be time for a conversation, or a
variation agreement.
Exceptions – Manage Early Out
An Early Out exception occurs when the employee has clocked out more
than 15 minutes before their scheduled end time.
As a manager, you can choose to edit the punch, edit the schedule, or ask
them to put in a request for personal, or other leave.

Cause Possible Solution

Went Home Sick Enter sick leave on employee’s behalf

Finished Early Delete the exception

Took Leave Enter sick leave on employee’s behalf

Employees are required to work their contracted hours.

If employees are late in often, it might be time for a conversation, or a
variation agreement.
Exceptions – Manage Missed Clocking
A Missed Clocking exception occurs If an employee has forgotten to clock in
or out on a day, or if a problem prevented them from doing so, it's easy to
fix.
You'll see alerts for missed clockings in your home screen.
Employees may have sent a timesheet change request, so you can just
approve that, add a comment, and the punch will be added.

Cause Solution
Forgot to clock IN Enter the in time
Forgot to clock OUT Enter the out time

Alternatively, you as a manager can just click the edit icon from the
missing clockings widget on the home screen and make the change
manually.
You need to make a note for audit trail purposes.
Pay Period Close
All Timesheet exceptions, Time off request
approvals and Timesheet change requests
for the relevant pay period must be
addressed prior to approval of an
employee’s timesheet.
All Timesheets will be automatically
submitted by 9am your local time, on a
Day following the pay period end.
Ensure all Timesheets for the Pay Period
have been reviewed and that all Exceptions
have been addressed.

Timesheets cannot be approved

if there are outstanding
“Unapproved” or “Absence”
exceptions.
Ensure all Time Off Requests for the Pay
Period have been approved or rejected.
Ensure all Timesheet Change Requests for
the Pay Period have been approved or
rejected.
If you need help, contact
ukg.help@partneredhealth.com.au
Workflow Delegation to Another Manager
If you are going to be on leave, you can setup UKG so that
your notifications are sent to your 2IC or anyone else with a
Manager licence.
This is done via a workflow delegation.
From the Main Menu select My Info then
My HR, and Delegations.
Select Add New, search for your delegate
by name, select All Workflows, select the
Start and End dates, and select Add.

On the first date of your leave, your

delegate will have all the required access to
manage your employees.

For any support needs, you can contact

ukg.help@partneredhealth.com.au
Links to Training Videos on SharePoint
UKG Training - Home (sharepoint.com)