RECORDING TIME AND MANAGING ATTENDANCE

Transcription

1 RECORDING TIME AND MANAGING ATTENDANCE KRONOS TIME AND ATTENDANCE MANAGER TRAINING YMCA OF METROPOLITAN DALLAS May 15, 2017

2 WHAT WE WILL LEARN: 1. Recording time 2. Daily tasks 3. Viewing and editing timecards - Resolving exceptions - Transferring 4. Creating employee schedules 5. Approving and Requesting PTO 6. Using delegate authority 7. Enrolling employees in the timeclock 2 KRONOS TIME AND ATTENDANCE YMCA of Metropolitan Dallas

3 WHAT IS KRONOS? A time and attendance system used to record employee start and end times. Allows you to view and manage employee attendance daily, minimizing attendance problems. 3 KRONOS TIME AND ATTENDANCE YMCA of Metropolitan Dallas

4 RECORDING TIME Time is recorded in one of three ways: Login to a Time Clock using Touch ID, Punch in and out Login to a computer, Punch in and out Login to a Smart Phone, Punch in and out (Off Site Only) 4 KRONOS TIME AND ATTENDANCE YMCA of Metropolitan Dallas

5 MANAGER DAILY TASKS Ensure accuracy of schedule Resolve exceptions (missed punches) Resolve requests for leave (approve or deny) 5 KRONOS TIME AND ATTENDANCE YMCA of Metropolitan Dallas

6 MANAGER LOGIN Log on to the Kronos application at least once a day to review and work with your employees timecard and scheduling 6 KRONOS TIME AND ATTENDANCE YMCA of Metropolitan Dallas

7 INITIAL SCREEN APPROVALS SUMMARY When you log in you start on Approvals Summary The time period and who you see options are in the upper right. To select a range of dates not listed (i.e. not just previous or current pay period, etc.) you need to click on the calendar icon. 7 KRONOS TIME AND ATTENDANCE YMCA of Metropolitan Dallas

8 INITIAL SCREEN APPROVALS SUMMARY The genies (Reconcile Timecard, Employee Info, etc.) are in a drop down list in the upper left corner. This also has the Quickfind genie to search for a specific person. 8 KRONOS TIME AND ATTENDANCE YMCA of Metropolitan Dallas

9 GOING TO TIMECARDS There are 2 ways to go to employee timecards. One way is to click on Timecards in the Related Items Pane (right side of the screen) 9 KRONOS TIME AND ATTENDANCE YMCA of Metropolitan Dallas

10 GOING TO TIMECARDS The second way is to select the person or people you want and click on Go To in the upper right. To select multiple people, you can click and drag, or use the shift and control buttons. To select everyone click on Select all Rows in the upper left 10 KRONOS TIME AND ATTENDANCE YMCA of Metropolitan Dallas

11 GOING TO TIMECARDS After clicking on Go To select Timecards from the drop down list. 11 KRONOS TIME AND ATTENDANCE YMCA of Metropolitan Dallas

12 GOING TO TIMECARDS What is the difference? The Timecards on the right (in Related Items) will always have all your employees in it. If you only want to view certain employees, using the Go To option allows you to do that. 12 KRONOS TIME AND ATTENDANCE YMCA of Metropolitan Dallas

13 EMPLOYEE TIMECARD Solid red boxes represent missed punches. Missed punches must be corrected to pay staff correctly. 13 KRONOS TIME AND ATTENDANCE YMCA of Metropolitan Dallas

14 ENTERING TIME To enter or correct a punch from an employee you still just click on the cell and enter the time. You can only have one in and one out punch per row. For multiple shifts in a day, each one will have to be on a separate row. To add a row click on the plus sign next to that day. You can also right click on a person s name, a box opens and an option is to Add a Punch. That opens a new box and you enter the date, time, and transfer (if applicable) and click Apply. 14 KRONOS TIME AND ATTENDANCE YMCA of Metropolitan Dallas

15 TRANSFERS To enter a transfer, click on the transfer column in the row that needs the transfer, whether for punches or a pay code, and click on search. There must be time entered or a pay code entered for the transfer box to work. If there are no punches you cannot click on transfer. A box will open select the position you would like to transfer the person to (remember, the positions you see available are what you have access to, not what the person has attached to them). 15 KRONOS TIME AND ATTENDANCE YMCA of Metropolitan Dallas

16 EMPLOYEE TIMECARDS Don t forget that after you make any changes to a timecard you need to save it. You will know if you have not saved it yet because the Save icon in the upper right will be orange. 16 KRONOS TIME AND ATTENDANCE YMCA of Metropolitan Dallas

17 EMPLOYEE TIMECARDS Note that the schedule is listed right on the timecard so it is easy to compare the schedule to the time worked. 17 KRONOS TIME AND ATTENDANCE YMCA of Metropolitan Dallas

18 EMPLOYEE TIMECARDS To view totals for the timecard, click on the gray arrow at the bottom of the screen. 18 KRONOS TIME AND ATTENDANCE YMCA of Metropolitan Dallas

19 APPROVING TIMECARDS To approve your employees timecards, simply click on Approve Timecards in the upper left of the Timecard screen and click Approve Timecard. 19 KRONOS TIME AND ATTENDANCE YMCA of Metropolitan Dallas

20 EMPLOYEE SCHEDULES The most basic way to enter a schedule is to click on a cell and type in the shift the employee is working. Timekeeper will assume AM unless you type PM (except for 12:00 it will assume PM) so watch what you enter. If they work the same time multiple days you can copy and paste using a right click or using the Actions drop down in the menu. You can delete a shift by clicking on the cell and using backspace, using right click, or using the Actions drop down in the menu. 20 KRONOS TIME AND ATTENDANCE YMCA of Metropolitan Dallas

21 EMPLOYEE SCHEDULES If you need to enter a transfer, you can right click on the cell and select add shift. A New window will open where you can fill out the shift information including the transfer. You will know on the schedule editor page if there is a transfer because there will be a transfer symbol next to the shift. 21 KRONOS TIME AND ATTENDANCE YMCA of Metropolitan Dallas

22 EMPLOYEE SCHEDULES Shift Templates A shift template is a tool that allows you to quickly assign a common shift to 1 or more employees. It has a name, description, and the shift being worked. Click on Quick Actions at the top left of the page. Click on insert Shift Template. Click on the template you want to use and then click on any cell you want to add that template to. You can add it to as many cells as you would like. Alternately, you can right click on the cell and select Insert Shift Template. This will open the window with the available shift templates. Simply click on the one you want and it will be added to that person s schedule. 22 KRONOS TIME AND ATTENDANCE YMCA of Metropolitan Dallas

23 EMPLOYEE SCHEDULES Patterns A pattern is a group of shifts that repeat over a specified time period. For example: 10:00 AM 3:00 PM, Monday, Wednesday, Friday Patterns can be entered manually or using a template. To enter a pattern manually: Right click on the employee you want to add a pattern to and click on Schedule Pattern in the window that opens. In the new window, start entering the shifts. Your pattern can be weekly, biweekly, monthly, etc. To add a row to make it bi-weekly or more, click on the arrow next to the row or change the Recurring amount. 23 KRONOS TIME AND ATTENDANCE YMCA of Metropolitan Dallas

24 EMPLOYEE SCHEDULES To use a Pattern template, the first steps are the same: Right click on the employee you want to add a pattern to and click on Schedule Pattern in the window that opens. Instead of entering shifts, click on Pattern Temp right above the shifts. Select the Pattern you would like to use. Fill in the rest of the information (Work Start Date, etc.) and click Apply and the pattern will be added to the employee. 24 KRONOS TIME AND ATTENDANCE YMCA of Metropolitan Dallas

25 EMPLOYEE SCHEDULES Pay Codes You can also add a pay code to an employees schedule. For example, if an employee will be attending a training so you want to add a training pay code for a certain day you are able to do that. You can right click on the cell, and click on Add Pay Code. Or you can click on Quick Actions and then click on Pay Code, select the pay code you want to use and add it to the shift that should be a pay code. 25 KRONOS TIME AND ATTENDANCE YMCA of Metropolitan Dallas

26 ALERTS There are 3 different alerts at the top of the screen: Timecard Exceptions this tells you if your employees have any missed punches and takes you to them. Request Manager this tells you if your employees have any time off requests and takes you to them. Delegation Request this tells you if another Kronos manager has sent you a delegation request 26 KRONOS TIME AND ATTENDANCE YMCA of Metropolitan Dallas

27 TIME OFF - APPROVING To approve your employees time off you can either go to the Request Manager Alert or you can click on Requests in the Related Items Pane. 27 KRONOS TIME AND ATTENDANCE YMCA of Metropolitan Dallas

28 TIME OFF - APPROVING Click on the request you want to take care of and select the appropriate action using the buttons at the top (approve, refuse, etc.) 28 KRONOS TIME AND ATTENDANCE YMCA of Metropolitan Dallas

29 TIME OFF - APPROVING If you click on the Accruals tab at the bottom you can view the PTO balance of the employee who is requesting time off. 29 KRONOS TIME AND ATTENDANCE YMCA of Metropolitan Dallas

30 TIME OFF TRANSFERRING PTO You can transfer the PTO of an employee to a different position if the time off they are requesting does not fall under their primary position. Go to the employee s schedule and find the date they have requested off. (the request must be approved first to do the transfer) Right click on the request and a small window opens. Click on Edit. 30 KRONOS TIME AND ATTENDANCE YMCA of Metropolitan Dallas

31 TIME OFF TRANSFERRING PTO In the new window, go to the Transfer Job drop down and select the position that the PTO should be used for. Then click on Apply in the lower right corner. 31 KRONOS TIME AND ATTENDANCE YMCA of Metropolitan Dallas

32 TIME OFF TRANSFERRING PTO You will see a small double arrow icon for that Time Off request that indicates there is a transfer. If you right click on the Time Off request, you will see the transfer listed. Make sure that you click the Save button on the schedule screen. 32 KRONOS TIME AND ATTENDANCE YMCA of Metropolitan Dallas

33 TIME OFF TRANSFERRING PTO Important things to remember: Not only does the transfer change the JE for the position, it changes the PTO pay rate. The person will be paid out of the transfer position account and will be paid at the transfer position pay rate. Just like on the timecard you should only select a position that the person has assigned to them, otherwise they will not be paid correctly. You should only do a transfer if the person requests PTO for a time when they would not be working in their primary position and would be working in the alternate position. 33 KRONOS TIME AND ATTENDANCE YMCA of Metropolitan Dallas

34 TIME OFF - REQUESTING To request time off on a computer, first you have to go to the My Information workspace. Click on Workspaces in the upper right and click on My Information 34 KRONOS TIME AND ATTENDANCE YMCA of Metropolitan Dallas

35 TIME OFF - REQUESTING The new workspace will open in a new tab. Click on My Calendar in the Related Items Pane. 35 KRONOS TIME AND ATTENDANCE YMCA of Metropolitan Dallas

36 TIME OFF - REQUESTING Click on the Request Time Off button on the upper right. 36 KRONOS TIME AND ATTENDANCE YMCA of Metropolitan Dallas

37 TIME OFF - REQUESTING In the new window, fill out the required information and click submit. Note that it shows you your accrual balance when you are filling out your request and you can select the date of the balance so you know if you have enough PTO to cover your time off. 37 KRONOS TIME AND ATTENDANCE YMCA of Metropolitan Dallas

38 DELEGATION To create a delegation request click on Actions in the Related Items Pane. (reminder: delegation is used to give someone access to your employees when you are out of the office) 38 KRONOS TIME AND ATTENDANCE YMCA of Metropolitan Dallas

39 DELEGATION Click on RM_Mgr_Delegation In the new window, fill out the required information and click Save & Close 39 KRONOS TIME AND ATTENDANCE YMCA of Metropolitan Dallas

40 DELEGATION The person you sent the delegation request to will receive a notification and will have a delegation alert. To accept or deny a delegation request, click on the Delegation Request Alert and then click View All. Or click on Inbox in the Related Items Pane. 40 KRONOS TIME AND ATTENDANCE YMCA of Metropolitan Dallas

41 DELEGATION Double click the request and a new window will open. Select whether to accept or decline the delegation and click Save & Close. The manager who requested the delegation will be notified of your response. 41 KRONOS TIME AND ATTENDANCE YMCA of Metropolitan Dallas

42 DELEGATION When the start date for the delegation arrives, you will notice a drop down arrow by your name in the upper left. To switch to the delegate role, click the arrow and click on the delegation (the other person s name). You will then be able to see their employees. 42 KRONOS TIME AND ATTENDANCE YMCA of Metropolitan Dallas

43 MANAGER HOME PAGE The Manager Home Page is just 1 click away click on the link in the Related Items Panel. 43 KRONOS TIME AND ATTENDANCE YMCA of Metropolitan Dallas

44 MANAGER HOME PAGE Direct Reports are listed on the left side of the screen. To search for an indirect report, use the search feature right above the direct reports. 44 KRONOS TIME AND ATTENDANCE YMCA of Metropolitan Dallas

45 MANAGER HOME PAGE There are 2 ways to view an Employee Profile. One way is to click on Organization Outline. You will see direct reports listed and you can see the employees under them. Click on a person s name to get to the Employee Profile. 45 KRONOS TIME AND ATTENDANCE YMCA of Metropolitan Dallas

46 MANAGER HOME PAGE The second way is to click on a person s name on the left side of the screen. A small window opens. Click the blue arrow on the bottom right of the small screen. 46 KRONOS TIME AND ATTENDANCE YMCA of Metropolitan Dallas

47 MANAGER HOME PAGE To view the trainings your employees have taken, put your mouse on Training & Development and click on Training. 47 KRONOS TIME AND ATTENDANCE YMCA of Metropolitan Dallas

48 MANAGER HOME PAGE This will bring up a list of employees similar to the Organization Outline. Click on an employee and you can see their training records. 48 KRONOS TIME AND ATTENDANCE YMCA of Metropolitan Dallas

49 EMPLOYEE HOME PAGE To get to the Employee Home page, first you have to bring up the My Information Workspace (previously shown for requesting time off). Then click on Employee Home Page in the Related Items Pane. 49 KRONOS TIME AND ATTENDANCE YMCA of Metropolitan Dallas

50 EMPLOYEE HOME PAGE You have access to the same information as before but the view is different. 50 KRONOS TIME AND ATTENDANCE YMCA of Metropolitan Dallas

51 EMPLOYEE HOME PAGE In the Pay section, you can view pay stubs (pay history), view/change direct deposit information, view/change tax information, and view your W-2 forms. 51 KRONOS TIME AND ATTENDANCE YMCA of Metropolitan Dallas

52 EMPLOYEE HOME PAGE To view YMCA information such as the Employee Handbook, Internal Application link, Home Page Help, etc., go to Company Information. 52 KRONOS TIME AND ATTENDANCE YMCA of Metropolitan Dallas

53 EMPLOYEE HOME PAGE You can toggle between the standard view and a list view in both the Manager and Employee Home Pages by clicking on the icons in the upper right. 53 KRONOS TIME AND ATTENDANCE YMCA of Metropolitan Dallas

54 ENROLLING EMPLOYEES ON THE TIMECLOCK 54 KRONOS TIME AND ATTENDANCE YMCA of Metropolitan Dallas

55 SHORTCUTS, TIPS AND REMINDERS Hold cursor over employee name to see employee information Orange save button means your changes have not been saved Setup schedules for your staff Deadline reminders will be sent out via Approve your timecard by Sunday midnight, before Friday payday Approve your staff s timecards by Tuesday midnight, before Friday payday Approve all timecards with or without time worked Check time period you are working in. Approve timecards for hourly staff in PREVIOUS PAYPERIOD Approve timecards for salary staff in CURRENT PAYPERIOD 55 KRONOS TIME AND ATTENDANCE YMCA of Metropolitan Dallas

56 QUESTIONS? If you have questions please contact: Susie Desilets: ext.1037 Debbie Baum: ext. 1004