DCC Kronos Supervisor Handbook

Transcription

1 Logging in You can log into Kronos through MYDCC. Select the DCC tab and then click on the Kronos link located in the upper left hand corner of the screen. If you use the MYDCC portal, you will not be prompted to enter your User ID and Password. January 24, 2011 Page 1

2 If you access Kronos using another method, you will see the welcome screen and be prompted for your User ID and Password. Your User ID and Password is the same as your network ID and Password. Menus and Dialog Boxes Workforce Central menus are located in the Header and look like a series of tabs. The menu tabs you see are determined by the access profile linked to your logon account. Beneath each menu tab are functions that pertain to that menu. In the example below, the My Genies menu includes links to the web pages that you have been granted access to when you log into Workforce Timekeeper. Launch Buttons January 24, 2011 Page 2

3 Launch Buttons Depending on the rights granted to you in your access profile, up to four launch buttons appear in the upper left corner of each screen. In the picture above, the launch buttons are located above the QUICKFIND label. These buttons are the primary way to access Timecards, Schedules, People records and Reports. They also allow you to easily navigate from one component to another. Note: Before clicking one of the Launch Buttons, you must first select employee(s) from a Workforce Genie. Refresh The Refresh button or tab in each WFC component allows you to refresh the screen you are working in with the last saved information from the database. For example, if you have made edits to an employee s timecard, but have not saved them, clicking Actions->Refresh will restore the timecard to its state prior to the edits. The Refresh button in WFC is similar to the Undo button in most Windows-based applications. January 24, 2011 Page 3

4 Using Workforce Central Genies Workforce Genies are a key component of the system which offer several advantages to managers including: The ability to view information such as hours, exceptions, schedules for all employees on one screen Perform group edits on all, one or a selected group of employees Select a specific employee or employees to view or edit detailed information such as timecard punches or scheduled shifts Each time you log into Workforce Central, your default genie is displayed. The first genie listed under the My Genies menu tab is your default genie. Genies can be customized by your Kronos System Administrator to display specific information and default to specific employees and a selected time period. January 24, 2011 Page 4

5 Types of Genies Detail Genie: Roll-up Genie: Schedule Genie: Calendar Genies: Displays time and attendance information for individual employees. Detail genies are the starting point for editing timecards, people records and running reports. Displays summary information by labor level. Ex: Department Displays schedule information for individual employees and groups. Schedule genies are the starting point for editing employee schedules. Displays past and future events for employees in a calendar format with a legend to describe specific events. January 24, 2011 Page 5

6 Selecting Employees You must select employees from a Genie before you can access their timecards, people records, schedules or reports. To select all employees, click Select All under the Actions menu tab in the Header. This will highlight all employees in the genie. To select multiple employees, click and drag if the employee names are next to one another, -or- use Ctrl/click to select non-contiguous employees. To select a specific employee, simply click the name to highlight it. For example: To select employees with missing punches, hold the Ctrl key down while clicking on employees who have a check mark in the Missed Punch column. Once you ve selected your employees, click one of the Launch buttons in the Header to view their Timecards, Schedules, People Records, or Reports. Instead of using the Launch buttons, you can also right click on one of the selected employees to display a pop-up menu from which you can choose the appropriate function. Notice that when you select employees in a Detail Genie and right click to display the pop-up menu, Timecard is displayed in bold as the first function in the list. This means that Timecard is the default function when you double click on a specific employee in a Detail Genie. January 24, 2011 Page 6

7 Sorting Columns in Genies To sort the information in a genie column in ascending order, click the column heading once. Click again to sort in descending order. For example, to sort all employees with missing punches, simply click twice on the column label for Missed Punches to sort in descending order. All employees with missing punches will now be grouped together at the top of the genie. To return to the default sort, click Refresh. Primary and secondary sorts are available in most genies. To use both sorting criteria, first click the column heading that will be the secondary sort. Then click the column heading that will be the primary sort. The column clicked last is always the primary sort. Click Twice to Sort. January 24, 2011 Page 7

8 Using Timecards As a manager, you can review, edit or approve the timecards of the people who report to you. You can select one timecard or many timecards at the same time. To open a timecard from a genie, double-click the employee s name. The timecard will load for the same time period that was selected for the genie from which it was selected. Once the timecard appears, you can change the timeframe by clicking the Time Period down arrow and selecting one of the pre-defined intervals, or choosing Range of Dates and entering the Start and End dates. There are two timecard formats available for use in WFC: Hourly View Timecard: Displays employee punches as received from data collection devices or as entered directly into the timesheet by a manager or employee. This view is used at DCC for all Students, Hourly, and CSEA employees. Project View Timecard: Displays durations of time. The Project View Timecard is generally used by salaried or exempt employees who charge time to various projects or departments. This view is used at DCC for Salaried Administrators. Hourly View Timecard Most Commonly Used at DCC. January 24, 2011 Page 8

9 Project View Timecard Saving and Calculating Timecard Totals One of the characteristics of web-based programs is that work is performed on a local PC, and the database is not updated and totals are not calculated until the work is saved. When you make changes to a timecard, the effect of those changes may not be visible until you save the changes or calculate totals. Saving Changes As soon as you make a change to a timecard, the word Timecard will change color with an asterisk (*) preceding it. The color will depend on which theme your Kronos system is using. In the basic theme that most companies use, the color will be orange. Depending on the edit you ve made, you may also see a red flag in the Totals & Schedule tab below the timecard. The colored and asterisked Timecard label indicates that you have unsaved changes in the timecard. The red flag indicates that the totals displayed do not reflect the changes that have been made to the timecard. Clicking the Save button will save your changes to the database and update the screen with new totals. The colored Timecard label will revert to its normal color (usually black) and the red flag in the Totals & Schedule tab will disappear. January 24, 2011 Page 9

10 Calculating Totals There may be times when you want to see the effects of timecard edits before saving them. Once you ve performed the edits, the Timecard label will change color and a red flag will appear to indicate that your changes have not been saved or totalized. Clicking Actions->Calculate Totals will update the timecard totals based on your changes. The red flag will disappear, but the Timecard label will remain colored with a preceding asterisk indicating that you have not yet saved the changes. Refreshing Every screen in Workforce Central has a Refresh button located in the Header, displayed as a menu tab or a button just to the right of the Time Period box. In a timecard, Refresh is located under the Actions menu tab. Clicking Refresh will restore the information to the screen as of the last time it was saved to the database. If you have not saved your changes before clicking Refresh, the system will prompt you with a warning message and allow you to save before Refreshing. January 24, 2011 Page 10

11 Timecard Tasks Adding Missing Punches If the employee has a schedule, the missed punch indicator will generally be displayed in the cell where the punch is missing. To fix the missing punch: 1. Click on the solid red cell (one click) 2. Enter the time from the keyboard. Ex: 3:00pm = 3p 3. Press the Enter or Tab key 4. Save If there are more than two punches on a day and one of the punches is missing, insert a blank row for that day by clicking the Insert Row icon at the left side of the timecard. Enter the missing punch on the blank row in the applicable In or Out column, then Save. Note: If the employee does not have a schedule, determine what day contains the missing punch, add a blank row for that day and enter the missing punch on the blank row. Tips for entering time: 1. When adding or editing punches, you may use either 12 hour (standard) or 24 hour (military) time format. For example, 3:00pm can be entered as either 3p or When entering punches, the system defaults to 24 hour time. 3. When entering time in 12 hour format, add a p to all punches after 11:59am Ex: 4. To enter a time of 7:00am, simply hit the 7 key and then hit Enter. To enter 1:00pm, type 1p or 13, then hit Enter. 5. You do not need to type the colon that separates hours and minutes. Ex: 3:30pm can be entered as 330p or January 24, 2011 Page 11

12 Editing Punches To change a punch time: 1. Single click on the punch to be edited 2. Type the new time from the keyboard 3. Press Enter or Tab 4. Save To Cancel a Meal Deduction: 1. Double click the punch to be edited 2. Click the down arrow in the Cancel Deduction box 3. Select the correct entry Ex: 30 Minute Meal Deduct 4. Click OK 5. Save January 24, 2011 Page 12

13 Adding Comments To add comments to a punch or a pay code amount 1. Right click on the punch or amount cell in the timecard 2. Select Add Comment from the pop-up menu 3. Choose the appropriate comment from the list 4. Add up to 250 characters of free text in the Note field 5. Click OK 6. Save A comment indicator will now appear in the cell you have just edited. The comments and notes can be viewed by clicking the Comments tab below the timecard. Note: Pre-defined comments can be added to the selection list by your Kronos System Administrator. January 24, 2011 Page 13

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15 Entering Hours in an Hourly View Timecard 1. Click the Pay Code Column for the appropriate day 2. Select the correct pay code from the list ex: Vacation 3. Press the Tab key, the cursor will move to Amount 4. Enter the number of hours to be added ex: Save Tips for entering hours in the timecard 1. You may enter the time in hours-minutes or hours-decimals. Ex: Seven and a half hours = 7:30 or You cannot enter hours on a line that contains punches. To add hours on a day that contains punches, click the Insert Row icon on the left side of the timecard for the date you re working on and enter the hours on the blank line. January 24, 2011 Page 15

16 Entering Hours in a Project View Timecard Because Project View timecards do not contain punches, hours are entered as durations. 1. Click the Pay Code column and select the appropriate pay code. The default pay code for the Project View timecard is Hours Worked. 2. Click the cell under each day on the pay code line and enter the appropriate hours for each day. 3. To add different pay codes or assign hours to a different labor level, click the Insert Row icon on the left side of the timecard and select the appropriate pay code and /or Labor Account. Note: Both the Hourly and Project View timecards can be pre-populated for certain employees such as Salaried or Professional. This is known as exception editing; the timecard is edited only when the employee works something other than his/her normal schedule; such as vacation days. January 24, 2011 Page 16

17 Transferring Hours in a Timecard If an employee works in more than one department or job, his hours can be allocated to his non-home department in Kronos by performing the transfer at the time clock or through the browser. If the supervisor is performing the transfer in the timecard, the system will remember the last five transfers that he/she performed so the correct labor level can be easily selected from the transfer pick list. To transfer all hours in a shift to another labor level 1. Click the Transfer column between the In and Out punches for the day on which the transfer occurred 2. Click the down arrow 3. Select the correct labor account from the displayed pick list OR- click Search and select the appropriate labor level(s) and entry(s) in the Select Transfer window. 4. Click OK 5. Click Save or Calculate Totals to see the result of the transfer To transfer a portion of a shift to another labor level, insert a punch at the point where the transfer occurred: 1. Click on a blank In or Out punch cell on the appropriate day 2. Enter the time the employee started work in the other labor level 3. Press the Tab key 4. Click the down arrow in the Transfer column 5. Select the correct labor account from the displayed pick list OR- click Search and select the appropriate labor level(s) and entry(s) in the Select Transfer window 6. Click OK 7. Click Save or Calculate Totals to see the result of the transfer January 24, 2011 Page 17

18 Insert Row If there are no blank In or Out cells on the day in question, click the Insert Row icon to create another line for that day. Transferred Hours Displayed in Totals section Transferred hours are denoted in the Totals section of the timecard with (x) preceding the labor account. January 24, 2011 Page 18

19 Moving Hours Sometimes it may necessary to move hours from one pay code to another or from one labor account to another. The Move Hours function may be used in situations like this. To Move hours 1. Double click the pay code in the Totals section that you want to move hours from 2. In the Move Hours window, select the pay code that you are moving hours to 3. Enter the number of hours to be moved in the Amount box 4. Select the correct Effective Date (This will always be the last day of the Pay Period) 5. If applicable, select the Labor Account the hours are being charged to 6. Click OK Note: The hours being moved must be associated with the correct Effective Date otherwise you may wind up with negative hours being displayed in the Totals section. The effective date for moved hours MUST be the last day of the pay period. January 24, 2011 Page 19

20 Viewing Hours for Specific Days To view hours calculated for a specific day or days, click the arrow in the box just below the Totals & Schedule tab: Select Daily then click on a date in the timecard so the line is highlighted. The totals in the Totals section will reflect only the hours for the selected day. If you click on Cumulative, the totals in the Totals section will be cumulative through the day that is highlighted. To return to the pay period totals, click All. January 24, 2011 Page 20

21 Approving Timecards Timecards can be Approved from either a detail genie or from the timecard. The only difference is that multiple timecards can be approved from a genie, whereas the approval from a timecard is only for that specific employee. Approvals There are two levels of approval in Workforce Central; Employee Approval and Manager Approval. Approvals serve as a documentation and communication device for indicating that a timecard has been reviewed by the employee or manager. Here are some important facts about Approvals: 1. Approvals can be done anytime before the timecard is Signed Off by the Payroll Office. This means Approvals can be done while still in the Current Pay Period. 2. An Employee Approval locks the timecard from any further edits by the employee. Supervisors and/or managers may still edit the employee s timecard. 3. A Manager Approval locks the timecard from any further edits by the employee. Supervisors/managers may still edit timecards after a Manager Approval has been applied. 4. When a timecard has been approved by an employee or a manager, a Signoffs and Approvals tab will appear just below the timecard. Clicking the tab will show you who and when the approval or Signoff was performed. 5. An Approval can be removed if you have been given this privilege in your access profile. Approvals can only be removed by the person who originally performed the Approval. 6. Approval can be applied to a single day by choosing Yesterday, Today or Specific Date in the Time Period window, then performing the Approve function as described above. January 24, 2011 Page 21

22 Performing an Approval while viewing the timecard 1. Click the Approvals menu tab in the Header 2. Click the Approve option under the Approvals menu tab.. 3. Click the Sign-off and Approvals tab directly beneath the timecard to see who performed the approval and when. Approving Timecards in a Detail Genie ie: Pay Period Close 1. Select the employee(s) whose timecards you are going to approve. If approving all employees click Select All. 2. Click the Approvals menu tab in the Header. 3. Click the Approve option under the Approvals menu tab. 4. Click Yes when the system asks if you want to approve the timecards. 5. Click the Refresh button in the Header. The Manager s Approval column in the Genie will contain a numeric value signifying the number of approvals for the timecard or the name of the person(s) who approved the timecard. January 24, 2011 Page 22

23 Printing a Timecard You can print the entire timecard or the timecard as it appears on your screen. 1. Select Actions > Print -or- Actions > Print Screen 2. Click Print in the Print dialog box. 3. Click Yes when the following message appears: An applet would like to print. Do you want to proceed? Selecting Actions > Print and following the above steps will print the timecard grid and the table that is currently visible at the bottom of the timecard (Totals & Schedules, Accruals, Audits, etc). All rows are printed including those that may be hidden by scrolling. Selecting Actions > Print Screen prints only the portion of the timecard that appears on your screen. You can also view and/or print employee timecards in HTML format by clicking the Reports tab in the timecard and selecting Time Detail. Use the browser s print button to print the timecard. January 24, 2011 Page 23

24 Viewing Accruals Information Accruals are amounts of time that employees earn as benefits such as vacation, sick or personal time. You can view an employee s accrual balances by clicking the Accruals tab directly beneath the timecard grid. The following information is displayed when the Accruals tab is clicked: Accrual Code the code that identifies and holds the type of accrual balance, such as vacation, sick or personal time Accrual Code Type The unit associated with an accrual code; either hours, days or money. Period Ending Balance The current pay period ending balance for the accrual code. Furthest Projected Taking Date The furthest date in the future where time or money has been assigned for this accrual code. For example, if an employee has requested vacation six months in advance and the manager enters the time in the employee s timesheet or schedule, the furthest projected date will be the last date in the future that the employee is taking vacation time. Projected Debits The total amount of time or money scheduled to be used between the end of the visible pay period and the Furthest Projected Taking Date. Projected Credits The total amount of time or money scheduled to be granted between the end of the visible pay period and the Furthest Projected Taking Date. Note: Only applies to companies where Workforce Central is calculating the accrual balances. If the payroll system is calculating accruals, this field will be zero. Projected Balance The balance for the accrual code on the Furthest Projected Taking Date, including projected credits and debits. January 24, 2011 Page 24

25 Other important information about Accruals: Projected Credits only apply to companies where Workforce Central is calculating the accrual balances. If the payroll system is calculating accruals, this field will be zero. Projected credits are based on fixed grants not earned grants. A fixed grant defines periodic accrual increases in preset amounts. An earned grant uses one or more pay codes to calculate the amount of accrual credit an employee earns during a pay period or other interval of time. Workforce Central calculates accrual balances from the last day in the selected time period (ex: Current Pay Period). Accrual balances are updated when the timecard is totaled. If hours have accrued, but the employee is still in a probation period, the probation status (p) is indicated in the hour or money values. January 24, 2011 Page 25

26 Group Editing You can perform transactions on multiple employees at the same time by using one of the group edit functions. Depending on the privileges granted to you in your access profile, group edits allow you to add or delete punches, add or delete amounts, apply an approval or sign-off to timecards, reset, update suspend or re-instate accruals or add/edit transactions for employee schedules. To perform a group edit from a Workforce Genie: 1. Select the employees to be included in the group edit by holding down the Ctrl key and clicking on their name, or click Actions->Select All to perform the group edit on all employees. 2. Select an option from one of the menu tabs and complete the applicable dialog box. For example, as a manager you may want to approve your employees timecards after editing them at the end of the pay period. To perform this group edit, you would 3. Select the employees whose timecards you want to approve from the Pay Period Close genie. 4. Click the Approvals menu tab 5. Click the Approve option 6. Click Yes to the prompt which asks if you want to Approve the Selected Timecards for the Previous Pay Period. Note: The options which appear under each menu tab are defined in your function access profile. You may not have access to all of the options shown in the above example January 24, 2011 Page 26