KRONOS TeleStaff. Training Guide. I&T Training & Education. Approvals for Time and Attendance. Page 1. I & T T r a i n i n g & E d u c a t i o n

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1 I&T Training & Education KRONOS TeleStaff Approvals for Time and Attendance Training Guide M e t r o H a l l 1 5 t h F l o o r T o r o n t o, O N M 5 V 3 C 6 T e l i t t r a i t o r o n t o. c a Page 1

2 T a b l e o f C o n t e n t s Table of Contents Learning Objectives... Kronos TeleStaff Overview... 3 About Kronos TeleStaff/Workforce Central... 3 About Workforce TeleStaff... 3 Requests and Approvals in TeleStaff... 4 Time off Requests... 4 Approvals in TeleStaff... 4 Benefits of Kronos Approvals... 5 Accruals Reports: TeleStaff and Workforce Central... 5 Approval Process WorkFlow... 5 Approver Requirements by Request Type and Timing... 7 Approval Process... 8 Approval Process: Overview... 8 Display Requests in Calendar... 8 Review Requests Review Individual Requests Review Employee Details (Rank, Opportunity, Specialty, Location) Review Multiple Requests on Same Shift Review Requests: Display Employee Calendar Review Requests by Submission Date/Time Exercise: Review Request by Date... Filter Requests Exercise: Filter Requests... Approve Request Exercise: Approve Lieu Time... Deny Request Exercise: Deny Request... Approving Vacation/FSH Exercise: Vacation... Exercise: FSH (Float)... Approving ILL/ILL Dependent Exercise: ILL... Exercise: ILL DEPENDANT... Approving Shift Swaps (Schedulers) Exercise: Approve Shift Swap... Page i

3 T a b l e o f C o n t e n t s Approve/Deny OverTime request for Lieu/Cash Shift SwapShift Swap Page ii

4 I n t r o Learning Objectives Describe processes and rules for approving Time off requests and Shift Swaps. Describe approval processes for ad hoc absences including Vacation, FSH (Float), Lieu, Sick (off and on duty), and Shift Swaps. Demonstrate the steps to approve or deny requests. New Terminology / Concepts: WFTS Workforce TeleStaff; WFC Workforce Central Opportunity Seniority Accruals Bank Balance Requester Employee who requests Time Off Work Codes: Shift Requests/Approvals actions on shift start s day Page 1

5 I n t r o Learning Path: Placeholder Page 2

6 O v e r v i e w Kronos TeleStaff Overview About Kronos TeleStaff/Workforce Central The Kronos Workforce management suite of software and services provides integrated approaches including: Time and Attendance software and hardware. Scheduling. Absence Management. The Toronto Paramedic Services (TPS) division uses the following web applications: Workforce TeleStaff (WFTS) for Scheduling to review and approve/deny time off requests. Workforce Central (WFC) for Time Capture to review and approve end of shift overtime (OT). About Workforce TeleStaff TeleStaff manages what is planned (Calendar, Time Off requests, Shift Swaps, Vacation/Station Bids, Bank Balances), while time tracking (e.g. Timecards) is managed by Workforce Central, and the Pay processing is managed in SAP (Figure 1: Time Processing Workflow). Figure 1: Time Processing Workflow Page 3

7 Requests and Approvals in TeleStaff Time off Requests Collective agreement rules apply for requests and approvals. They underlie the TeleStaff automatic initial scheduling process and govern automated system checks during online requests for Time off, Over Time, and Shift Swaps. All requests must be for the full shift. If a request is for a partial shift, the employee must contact the Supervisor/Duty Officer. The Scheduler will update the schedule based on the Supervisor/Duty Officer's approval authorization. Employees are able to check their Accruals (Bank Balance) before they make a request. Approvals in TeleStaff Ad-Hoc rules apply for different kinds of requests. For ILL requests, the requester must enter a specific time period it can t be indefinite. For anything over 3 days or where the return date is unknown, the requester must contact the superintendent. All pending requests are available to view by all Approvers. End of Shift Overtime will be approved by Duty Officers in Workforce Central. Duty officers will learn more about approving End of Shift Overtime in another course. Approvers identify the requests that require their approval and either Approve or, Delegate to the Scheduler by ing their approval to Schedulers. Vacation requests within 7 days of shift start will require the On Call Commander's approval. This is valid only after the original vacation bid which is done differently. Approvers can filter for requests requiring their attention based on: Work Codes (e.g., LT-REG Lieu, FSH Float HOL REG) Dates requested off Rank, Opportunity (Seniority) Date request submitted Page 4

8 Benefits of Kronos Approvals Kronos Workforce brings many benefits in the approval process: There is an online request and approval process for standard requests (e.g., full day time off). Before online requests are sent for approval, TeleStaff will apply rules and determine if the requests meet the required validation process. Each Employee can display Accruals (Bank Balance). Planned absences (e.g., Vacation) entered in TeleStaff are transferred automatically to Workforce Central Timecard for the current period no dual entry is required. Employees can check calendar updates to display the status of request approvals. Accruals Reports: TeleStaff and Workforce Central TeleStaff accruals (Bank Balance) are based on what is requested and approved in TeleStaff (past+current+future) while Workforce Central accruals are based on actual time taken (past), and not future booked time. Schedule data flows from TeleStaff to Workforce Central (WFC): WFC will be accurate/updated within two business days. Badge in and out time is tracked by Workforce Central, not Telestaff remember Telestaff is for scheduling while Workforce Central is for actual time tracking. Approval Process WorkFlow The request is entered in TeleStaff by the Requester. The system displays the link to the requests in the approver's dashboard, so the approver can accept or deny. Figure 2 shows the request process from the Requester perspective. It also shows how requests are graphically displayed in TeleStaff. Pending requests are displayed with an asterisk, approved requests without asterisk, and denied requests are displayed with a black box and a denial work code (e.g.!dvac). Note to Requester Only requests in the next two weeks will appear, you will need to go into Calendar to see requests further out. Page 5

9 Figure 2: Requester Workflow Figure 3 shows the Approver Workflow. Approvers display the list of requests by Time and Type to find the requests they should be approving. Approvers then review the notifications sorting by rules and filtering requests, and once they have identified the target requests they approve or deny. Figure 3: Approver Workflow Page 6

10 Approver Requirements by Request Type and Timing The table below shows who is the approver for each work code and the time requirements for the approval of the request. Request Type and Work Code Timing Approver Lieu Time (LT REG) As required On Call Commander, Duty Officer, Scheduler ( authorization required for approval) ILL/ILL Dependent On/Off Shift ILL SICK HRS REGULAR RATE IDEP SICK DEPENDANT Vacation/FSH VAC- VAC HRS, FSH FLOAT HOL REG Vacation/FSH VAC- VAC HRS, FSH FLOAT HOL REG Approve all Ill and Ill Dependent for current day (ad hoc) and in future (planned) More than 7 days from present date Less than or equal to 7 days from present date Duty Officer, Scheduler ( authorization required for approval) Scheduler (based on availability) Scheduler by outbound system to the Duty Officer/Commander Shift Swap SC-OFF SHIFT SWAP OFF SC-ON SHIFT SWAP ON SHIFT SWAP OFF PT SHIFT SWAP ON - SWING PT Shift Swap On Shift Swap pair requests submitted for approval Table 1: Approver Requirements by Request Type and Timing Scheduler, Scheduling Management Page 7

11 Approval Process Approval Process: Overview The approval process consists of simple steps and follows the rules and guidelines for approvals of the Toronto Paramedic Services: Display Requests: Calendar or List of Requests (by Date, Request type). Review: View individual requests (including Edit to see Notes). View Who Else is making the same request on the same shift (creates a subset list for further detailed review). View Seniority (Opportunity) in Name pane for multiple requesters. Review the date/time of request submission (If necessary) List of Requests. Approve/Deny Request: Approve Request: Select single or multiple requests. Click Approve. Deny Request: Select single or multiple requests Deny Request. Display Requests in Calendar There are different ways to display requests in TeleStaff. The Calendar shows different boxes with shifts and boxes with time off requests. Requests waiting for approval are marked with an asterisk. To display all requests in the calendar for a specific period: 1. Click Calendar in the Navigation bar. 2. Click the Advanced tab in the Calendar header. All active employees display in Name pane. 3. Use the Date selector to view a specific period: a. Click to go to previous/next month. b. Click to change by month and year (select date and click Done). Page 8

12 4. Enter a value to change how many Weeks are in view. This can be useful if you want to have visibility over multiple 6 weeks periods. To display only requests with specific work codes: 5. Click the Limit Display button in the Calendar header. 6. In the Limit Calendar lower pane, Work Codes drop-down list, scroll down and select the Work Code (e.g. LT - REG). A subset of employees with the selected requests displays in the Name pane on the left. The calendar is currently displaying requests of the listed employees. Page 9

13 To display only the requests of a specific employee: 7. Click the name of the employee in the Name pane (see also Review Requests: Display Employee Calendar). Review Requests You can review requests in different ways. If you are looking for specific Work Codes you can use Limit Display (as shown in step 5 and 6 in the previous page), or you can review individual or multiple requests on the same shift. Review Individual Requests Individual requests can be identified by the (1) in the popup callout displayed when you click the request box (see picture below). 1. Click the Time Off request box (e.g. ) in the Employee's calendar to view details. 2. Review the Employee information as necessary: a. To review Notes regarding the request, click b. Click to close window without changes. Page 10

14 Review Employee Details (Rank, Opportunity, Specialty, Location) To decide whether to approve or deny requests, you may want to display the employee s details such as Rank, Opportunity, Specialty, Location, etc. 1. In Calendar > Advanced tab > use the search box in the Name pane to filter by employee name. 2. Click next to the employee name in the Name pane and select from the dropdown list the information that you need: Page 11

15 a. Edit displays the employee information from the People section and allows to edit fields. You can navigate the window switching tabs to find more details. b. Reports displays the Accruals [Bank Balance], and Personal History. c. Contact Info displays the preferred contact the employee has chosen to be reached. 3. To deselect the employee name, clear the checkbox. Page 12

16 Another way to view employees details such as Rank, Opportunity, Specialty, Location, etc.is scrolling the bar in the lower Name pane. Employees are listed in rows and the Rank, Opportunity, etc. in columns. Review Multiple Requests on Same Shift When you click on a request box and the popup information in the callout indicates a number of employees greater than 1, it means there is more than one request on that shift. You can view Who Else is making the same request on the same shift (it creates a subset list for further detailed review): 1. Click the Time Off request box to view details. 2. In the popup information callout, click Who Else to see who else has a request on same shift/date. The Name pane updates the list of requesters. Page 13

17 If on the same day you see more than one request, be aware that each box refers to a different shift (e.g.07-19, 09-21, 11-23) and may contain one or multiple employees' requests. Review Requests: Display Employee Calendar Review individual employee information if necessary. When you select Calendar from the Navigation bar you open your personal calendar. To review an individual employee s Calendar: 1. In Calendar > click the Advanced tab. The system will show all active employee requests. Page 14

18 2. Select Calendar from the dropdown arrow of the employee row or on the employee's name. To deselect the employee name, clear the checkbox. The calendar will show all requests again. Note: Make sure the employee name is displayed on the calendar header and not yours. Review Requests by Submission Date/Time Some requests are approved based on the time of submission rather than seniority (Opportunity). To determine which request was submitted first: 1. In the Dashboard > Requests pane > click View all Requests. The Approve pane displays. 2. In the Filter Requests pane, click to select the correct time frame From and Through 3. In the Filter Requests pane, click the dropdown arrow for Work Codes Filter for: VAC- VAC HRS or FSH FLOAT HOL REG. 4. To sort the resulting table, click on the column you want to sort by: Created for time and date submitted Page 15

19 Seniority (Opportunity) (lower value = higher seniority) Scroll the bar at the bottom of the Approve pane to see more columns. An approval can be completed in this screen selecting the request checkbox and clicking Submit in the Approve pane. Approvals will be further discussed in Approve Request. Tip: To return to the Approve pane after completing transaction, select the Approve Another checkbox. Note: You can also use this view to identify the Requester and request you have to process. Note: The Dashboard only displays requests for the 2 next weeks. Exercise: Review Request by Date Scenario: TeleStaff Dashboard - Requests Instructions: Dashboard Requests Filter by Work Code = VAC Sort by Submission Date = Created column Approve first Request Submitted Filter Requests You have explored different ways to review requests and learned how to use some filters. You can combine multiple filters to narrow down the number of requests displayed based on more criteria: 1. In the Navigation bar, click Calendar. 2. In the Calendar header, click the Advanced tab. 3. Then click the Limit Display button. 4. In the Limit Calendar pane, select LT- REG from the Work Code drop-down list Page 16

20 The Calendar will show only the selected work code, and the Name pane will show only the employees who have Lieu Time requests. 5. You can narrow down your search on a specific Station (e.g. you want to view Lieu Time requests only for Station 12 Nights). 6. The upper part of the Limit Calendar pane will show the filters applied. 7. Click a Request in the Calendar, and a callout displaying multiple request on the same shift will pop-out. 8. Click Who Else to see the Employees requesting Lieu Time. Page 17

21 9. Scroll the bar in the Name pane to see more columns, and click on Opportunity to sort the request by Seniority. This will allow you to Approve the request submitted by Employees with higher seniority first. Exercise: Filter and Sort Requests Scenario: TeleStaff Calendar Instructions: Select Advanced Limit Display Work Code = LT REG Limit Display District = 5 Select Request See Who Else Sort by Opportunity (Seniority) Approve Request Once you have displayed, filtered and reviewed all requests assigned to you as an approver, you are ready to approve or deny. You can approve one or more requests at the same time. 1. Identify the request from the employee's or all requests' calendar and click the Request box. a. For individual shifts, select the request box. b. For multiple shifts, select each shift checkbox (left in the request box ). Page 18

22 Note: Click Who Else to review number of requests in shift (number in brackets). 2. Click Approve in the single/multiple selection callout. 3. Click the Save button. 4. The time off request is now displayed with no asterisk and the employee schedule is updated. 5. To review the employee calendar after the approval, click the employee name in the Name pane. Note: Employees must check their own schedules to monitor number of Requests Approved. Exercise: Approve Lieu Time Scenario: TeleStaff Calendar Instructions: Select Work Code = LT REG Select a Lieu Time Request Check Who Else requested Lieu Time for the same shift Sort by Opportunity (Seniority). Approve the Request for the Employee with highest Seniority (lowest Opportunity number) Deny Request When a request doesn't meet the criteria to be approved (checked during display and review activities), the approver will deny it. You can deny requests from the Calendar: 1. Select Calendar from the Navigation bar. TeleStaff displays your personal calendar (the approver). 2. Select the Advanced tab in the Calendar's header. Page 19

23 3. Find the identified person in the Name pane using the filter (e.g. type part of the name in the search box), 4. Click on the name. 5. TeleStaff displays the identified person's calendar (the name of the employee is on the calendar's header). 6. Find the box corresponding to the request you are going to deny (marked with an asterisk, e.g. 06/20/2016 ). 7. Click the box and TeleStaff will open a callout with the request details and available actions buttons. Page 20

24 8. Click the Edit button and TeleStaff displays the Edit window. 9. Select Denied from the Work Code drop-down list. Page 21

25 10. Select the Detail Code from the drop-down list (matching the request code, e.g. VAC Vacation). 11. Type a note in the Note field. 12. Click the Save button. 13. The request box will change into the black denied box. Page 22

26 Exercise: Deny Request Scenario: TeleStaff Calendar Instructions: Filter by Work Code = LT REG Check Who Else from the Request Callout Sort by Opportunity (Seniority) Deny the LT REG request to the Employee with lowest Seniority (highest Opportunity Number). Approving Vacation/FSH When a request is made by an employee, TeleStaff applies TPS business rules (e.g. sufficient time accrued by employee) to ensure the basic requirements are met for the request. If the rules are not met, the employee cannot complete the request in TeleStaff. Ad hoc vacation requests are done by time stamp not seniority. The Approver can find VAC/FSH days requests using the procedure shown in Approve Request and click the Approve button in the request box callout. Note: On line employee requests for VAC and FSH submitted after the original bid will not be allowed by the system if the request is within the next 7 days. Those requests that fall within 7 days for VAC and FSH will have to go through the employees' commander. The VAC/FSH requests for the employee, if approved, will be entered by the Approver/Scheduler (TBC) and the system doesn't require further validation. By the way Schedulers will require an approval if they are the ones entering the VAC/FSH. Page 23

27 Exercise: Vacation Scenario: TeleStaff Dashboard - Requests Instructions Filer by Work Code = VAC- VAC HRS Sort by Submission Date (Created) Approve the first Vacation request submitted Exercise: FSH (Float) Scenario: TeleStaff Dashboard - Requests Instructions Filer by Work Code = FSH FLOAT HOL REG Sort by Submission Date (Created) Approve the first 2 FSH requests submitted Approving ILL/ILL Dependent ILL/ILL Dependent is approved in advance or on day of illness. Later changes to Illness codes also require approval. As per current practice Schedulers can only change three days back as long as in current open pay period. Schedulers have access to full open pay period. The Approver can find ILL/ILL Dependant requests using the procedure shown in Approve Request and click the Approve button in the request box callout. Note: Requests for ILL Time off require a defined time period when requested. Unlike today, employees will no longer book off indefinitely until they Book Fit. ILL requests over 3 days in a 7 days period, or longer than 3 days will require to contact the Superintendent. Page 24

28 Exercise: ILL Scenario: TeleStaff Dashboard Instructions Filter by Work Code: ILL- SICK HRS REGULAR RATE Approve a ILL SICK HRS REGULAR RATE Request Exercise: ILL DEPENDANT Scenario: TeleStaff Dashboard Instructions Filter by Work Code: IDEP SICK DEPENDANT Approve a IDEP SICK DEPENDANT Request Approving Shift Swaps (Schedulers) Shift Swap (swaps) requests are approved by Schedulers. Review the requests for approvals regularly and monitor the count in your Dashboard. Paybacks matches (Shift Swap entered by each person in an exchange) must be performed within 12 hours. All current Shift Swap rules apply including: paybacks must be within the same 6 week cycle. Daily report is run by Schedulers to identify Shift Swaps that have not been completed by both employees. Incomplete Shift Swaps or swaps (matching paybacks not completed) will not be approved. To approve Shift Swaps: 1. In the Navigation bar, click Calendar. 2. In the Calendar header, click the Advanced tab. 3. In the Calendar header right side, click the Limit Display button. 4. In the Limit Calendar pane, apply the filters for SC-OFF SHIFT SWAP OFF, SC- ON SHIFT SWAP ON, SHIFT SWAP OFF PT, and SHIFT SWAP ON - SWING from the Work Code drop-down list. The Calendar will show only the selected work codes, and the Name pane will show only the employees who have Shift Swaps. Page 25

29 5. Identify the Shift Swap pair you want to approve and verify that both employees have submitted the matching requests covering each other s shifts. Click on each request box to view details. Page 26

30 6. If these conditions are met, mark each Shift Swap check box ( ) and click Approve in the multiple selection callout to approve all the selected at once. 7. For requests not reciprocated within 12 hours, the procedure to deny is the same as for all the denials: Click Edit, and change the Work Code to Denied. Exercise: Approve/Deny Shift Swaps Scenario: TeleStaff Calendar Approve a Shift Swap from the Calendar after having verified the request has been reciprocated Instructions: Filter by Work Code = SC-OFF SHIFT SWAP OFF SC-ON SHIFT SWAP ON Approve a Shift Swap where the request has been reciprocated Deny a Shift Swap where the request hasn't been reciprocated Approve/Deny OverTime request for Lieu/Cash Approval of Overtime (OT) is an offline process. END OF SHIFT OPS When the employees Badge Off at the end of shift they will be offered OT/LE through the InTouch (Error! Reference source not found.) for every minute after their scheduled shift. They will answer the appropriate questions. The OT will then Page 27

31 be viewed and approved by the Duty Officer at which time it will be processed by WFC and sent to Payroll. CACC/Admin All OT will be entered on an OT form and submitted through their commander for processing. The Approver may receive an with the authorization for overtime. Figure 4: InTouch An with the authorization for the Overtime will be sent to the Scheduler by the approver. Note: End of Shift Overtime is entered (never by Schedulers) and approved only in Workforce Central by Duty Officers / Deputy Commanders / Managers BEGINNING OF SHIFT OPS If an employee takes an early call, CACC SCS will log the start time on the sheets and will notify Scheduling by as to the actual start time and if the employee wants OT or LE. Scheduler will enter the beginning of shift start time into TS. Payroll will check the sheets daily to confirm correct entries. CACC/Admin All additional OT will be entered on an OT form and submitted through their commander for processing. Page 28