RECORDING TIME AND MANAGING ATTENDANCE. KRONOS TIME AND ATTENDANCE MANAGER TRAINING YMCA OF METROPOLITAN DALLAS January 29, 2015

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1 RECORDING TIME AND MANAGING ATTENDANCE KRONOS TIME AND ATTENDANCE MANAGER TRAINING YMCA OF METROPOLITAN DALLAS January 29, 2015

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 PRESENTATION TITLE HERE 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 Manager Training 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 Manager Training YMCA of Metropolitan Dallas

5 MANAGERS DAILY TASKS Ensure accuracy of schedule Resolve exceptions (missed punches) Resolve requests for leave (approve or deny) 5 Kronos Time and Attendance Manager Training 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 Manager Training YMCA of Metropolitan Dallas

7 RECONCILE TIMECARD 7 Kronos Time and Attendance Manager Training YMCA of Metropolitan Dallas

8 EMPLOYEE TIMECARD Red outlined boxes represent times not scheduled. 8 Kronos Time and Attendance Manager Training YMCA of Metropolitan Dallas

9 EMPLOYEE TIMECARD Solid red boxes represent missed punches. Missed punches must be corrected to pay staff correctly. 9 Kronos Time and Attendance Manager Training YMCA of Metropolitan Dallas

10 EMPLOYEE TIMECARD Log PTO in previous pay periods using Add Historical. 10 Kronos Time and Attendance Manager Training YMCA of Metropolitan Dallas

11 EMPLOYEE TIMECARD Transfer staff into another position. 11 Kronos Time and Attendance Manager Training YMCA of Metropolitan Dallas

12 EMPLOYEE SCHEDULES 12 PRESENTATION TITLE HERE YMCA of Metropolitan Dallas

13 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. 13 PRESENTATION TITLE HERE YMCA of Metropolitan Dallas

14 EMPLOYEE SCHEDULES If you need to enter a transfer, you need to add a shift by selecting shift in the menu and selecting add or by using right click and selecting add then shift. A New window will open. You will know on the schedule editor page if there is a transfer because there will be an (x) next to the shift. 14 PRESENTATION TITLE HERE YMCA of Metropolitan Dallas

15 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 the cell you want the shift added to, click on shift from the menu, select Insert Template. A new window will open showing you the shift templates that are available. Select the one you want and click ok. 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 ok and it will be added to that person s schedule. 15 PRESENTATION TITLE HERE YMCA of Metropolitan Dallas

16 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: Click on the employee you want to add a pattern to, click on Shift in the menu and select Add Pattern. In the new window, start entering the shifts. Your pattern can be weekly, bi-weekly, 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. 16 PRESENTATION TITLE HERE YMCA of Metropolitan Dallas

17 EMPLOYEE SCHEDULES To use a Pattern template, the first steps are the same: Click on the employee you want to add a pattern to, click on Shift in the menu and select Add Pattern. Instead of entering shifts, click on Insert Pattern on the right. In the new window, select the pattern you would like to use and click on OK. Fill in the rest of the information (Work Start Date, etc.) and click OK and the pattern will be added to the employee. 17 PRESENTATION TITLE HERE YMCA of Metropolitan Dallas

18 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 day, go to Add and click on Pay Code. Or you can click on the day, go to Pay Code in the menu, and click on Add. A new window will open. 18 PRESENTATION TITLE HERE YMCA of Metropolitan Dallas

19 APPROVE PTO To approve PTO: Click on Schedule Editor Select Time Period you are approving time off for Click on Request for drop down, select Time-Off Click on Status drop down, select Submitted Click on Reload Right click on each request, select approved or refused Click Save 19 Kronos Time and Attendance Manager Training YMCA of Metropolitan Dallas

20 REQUEST PTO To request your own PTO: Click My Information, Click My Request. Click Time-Off. Enter start date, start time, and duration. Click Time Off paycode. Click Submit 20 Kronos Time and Attendance Manager Training YMCA of Metropolitan Dallas

21 DELEGATE AUTHORITY Click General, Click Actions. Click Mgr Delegation. Select Manager, enter start and end dates, Click Save & Close. The Manager you selected will receive an accept or decline Kronos Time and Attendance Manager Training YMCA of Metropolitan Dallas

22 ACCEPT/DECLINE DELEGATE AUTHORITY Click General, Click Inbox. Click Tasks, click on the task, Click Edit, Click Approve or Decline. The Manager that selected you will receive an accept or decline Kronos Time and Attendance Manager Training YMCA of Metropolitan Dallas

23 REMOVE EXISTING DELEGATION Click General, Click Actions Click Mgr_Delegation Click Remove Existing Delegation Click Next, Click Delete The Manager you deleted delegation for will receive a verification Kronos Time and Attendance Manager Training YMCA of Metropolitan Dallas

24 ENROLLING EMPLOYEES ON THE TIMECLOCK 24 Kronos Time and Attendance Manager Training YMCA of Metropolitan Dallas

25 SHORTCUTS, TIPS & REMINDERS Hold cursor over employee name to see employee information Orange title 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 25 Kronos Time and Attendance Manager Training YMCA of Metropolitan Dallas

26 CONTACT INFO Debbie Baum Susie Desilets Kronos Time and Attendance Manager Training YMCA of Metropolitan Dallas

27 THANK YOU Human Resources YMCA of Metropolitan Dallas