Skedulo + 2c9 Payroll Package Release Notes v1.55 (NEW NDIS SCHADS Release)

This package version requires the following mandatory packages in place before installation.

Enhancements: NDIS SCHADS Changes for 01 July 2022

Enhancement to the existing integration product to accomodate the mandatory rules as part of the NDIS regulations for SCHADS Award

An enhancement added to manage the concept of "Broken Shifts" via an interpretation variation on the Skedulo's Job creation screen.

Prerequisite: 

1. 1. 2C9 System must be configured with a Pay Code: "Broken Shifts
   2. Customers requiring this feature must contact 2c9 payroll support to have the Pay Code configured

Instructions:

As a System Administrator (one off setting change to be applied) ,

• Include the new allowance setting for Broken Shift (in the meta-data custom setting area)

Instructions:

As a Scheduler, during scheduling the job

• The Job creation screen has been upgraded to include
  • Broken Shift Checkbox
  • Broken shift pick-list value as an interpretation variation

Note:

• If there are 2 jobs separated by a gap between each of the jobs, then the schedulers will need to select both the jobs with the "Broken Shift" value so as to receive the allowance.

• Timesheet containing a "Broken Shift Job" when successfully approved in Skedulo, the timesheet entry in 2c9 Payroll system is reflected as a "Broken Shift" Timesheet Activity.

Note:

1. This feature should not be used for Customers whose Awards are NOT SCHADS.

Enhancement 2: On Call Allowance feature

As part of the new NDIS changes, Support workers are eligible to be paid on-call allowances whenever they are being kept on call just in case for any ad-hoc jobs during any time of the day.

Prerequisite:

• 2c9 Payroll system must have a Pay code defined to manage on-call feature

Instructions:

As a System Administrator (one off setting change to be applied),

1. Add a new Custom Meta Data Setting: "JA OnCall Allowance" linked to "OnCall" PayCode in the Payroll System (2c9 Payroll)
2. Enable the setting to "Active".
3. Save the new setting

As a Scheduler,

1. Allocate the resource to the Job as normal.

2. Save the Job
3. Enabling the Resource to receive On-Call allowance process
   • Navigate to the Job Allocation section in Salesforce and enable the "On Call" checkbox 

OR

• • Navigate to the Job in the Skedulo Timesheet console  - additional fields and enable the "On Call" checkbox.

1. Upon successful approval of the Job via the Skedulo timesheet approval process, Allowance records (Timesheet items) are created in the Payroll system (2c9 Payroll).

Enhancement 3: Sending Cancelled Job information to Payroll

An enhancement to manage mobile worker reimbursements if the allocated job is cancelled within certain time intervals (with or without replacement jobs)

Note:

• This enhancement is applicable only for Permanent Full time and/or Permanent Part Time employees who are Skedulo mobile resource)
• The Customer will need to manage the various employment types that are to be included for sending cancelled jobs within the "Resource Object" in Salesforce
  • Currently the default employment type is set to "Full Time"

Instructions:

As a System Administrator (one off setting change to be applied),

Step 1: Configure the Employment Types needed to send the Cancelled Jobs

• A meta data setting: "Payable Cancellation Resource Types" is set to manage the necessary employment types required for payment of the cancelled jobs in the Payroll System

Step 2: Configure the Cancellation Reasons needed to send the Cancelled Jobs

• A meta data setting "Payable Cancellation Reason" is set to manage the necessary employment types required for payment of the cancelled jobs in the 2c9 Payroll System (Default override value=All).
• The standard existing cancellation reasons are chosen by default

Cancellation Scenarios currently handled:

Job cancelled less than 12hrs of scheduled commencement

Background: 

When a job is cancelled (for various reasons) in Skedulo within 12 hrs of its scheduled commencement and there is no replacement job created, the cancelled job is to / will be paid by the 2c9 payroll system.

As a System Administrator (one off setting change to be applied),

1. A new setting is available to manage the duration of the cancelled job
2. the default value assigned is 12hrs (can be amended as per the business needs)

As a Scheduler,

Step 1: Configuring the Employee Type in the Resource Record

• Schedulers will need to manage the correct employee type in the resource record in Skedulo to ensure cancelled jobs are only adhered to employee types.
  • NDIS SCHADS requirement prohibits Casual Employee type to be paid for cancelled jobs

Job cancelled greater than 12hrs of scheduled commencement

Step 1: Creating a Replacement Job and linking to a Cancelled Job (in the current timesheet period only)

Background:

NDIS Requirement states around a creation of a replacement job for a cancelled job if its cancelled > 12hrs of its commencement.

• A scheduler can link a cancelled job with a "Replacement Job" to establish the linkage when creating a replacement job
• The replacement job should always be created in the same timesheet period.
• The replacement job in a future timesheet period linked to the cancelled job from a different timesheet period is currently not supported.

Step 2: Sending of cancelled jobs with an indicator to the Payroll System

Background:

To better service the cancelled jobs, Skedulo has enhanced the process of sending cancelled jobs with an indicator to the 2c9 Payroll system. This is only applicable if the cancelled job is being sent and does not apply for a replacement job.

A new checkbox: "Is Cancelled" has been provisioned on the "Job Allocation" object in Salesforce to be as an indicator for the 2c9 Payroll system

Note:

If a Job is cancelled within 12hrs, the "Is Cancelled" checkbox of all related Job Allocation (assigned resources to the job) is set to "true", thereby will be sent to 2c9 Payroll system as part of the timesheet approval process in Skedulo.

• if a Job is cancelled 12hrs before its scheduled commencement, and the scheduler tries to create a replacement job, a validation rule has been implemented to prevent creation of a replacement job

• If a Job is cancelled greater than 12hrs of its scheduled commencement time,
  • the scheduler must create a replacement job in the same timesheet period of the cancelled job.

• • Link the replacement job (created in the same timesheet period) with the original job that has been cancelled
    • in this case the duration of both replacement and cancelled job will be compared to determine the data that will be sent to 2c9 Payroll system for payment processing.
    • if the replacement job is of shorter duration than that of the cancelled job, the cancelled job duration will be sent to 2c9 Payroll system for payment processing.
• Upon successful Skedulo timesheet approval, the 2c9 Timesheet entry will have the "Is Cancelled" checkbox enabled if the record is from a Skedulo cancelled Job

• If the Cancelled Job has an allowance associated (eg: Sleepover, Travel etc..) the "Is Cancelled" checkbox in the Timesheet of 2c9 Payroll will be set to enabled or disabled accordingly.

Enhancements: Leave Events with Sleepovers

An enhancement built in the Integration to exclude the sleepover allowance portion from a leave event record

Background:

A Leave event is generated automatically within Skedulo when

• An unavailability for a mobile resource or worker is approved
• The worker is deallocated from the rostered job that conflicts with the approved unavailability (leave record)

Instructions:

As a System Administrator (one off setting change to be applied),

• Enable a new custom setting in the Integration to exclude the sleepover allowance hrs

As a Scheduler,

1. Proceed as normal in creating Jobs in Skedulo including Sleepover Jobs

Example data around Leave event creation when the setting is enabled to exclude sleepover allowance duration