Kronos Workforce Analytics Walkthrough

Kronos Workforce Analytics Walkthrough

Table of Contents High-Level Overview...2 Introduction...2 Example: User-Guide Content...3 Example: Manufacturing User-Guide Content...4 Functionality Overview...5 Workforce Analytics Homepage Overview...6 Shared Reports...7 My Reports...10 Subscriptions...11 Create Report...13 Create Document...16 Sample Document: Workforce Performance Dashboard...18 Importing Third-Party Data...21 Microsoft Office Add-In...22 Workforce Analytics for Specific Industries...23 Retail...23 Manufacturing...23 Healthcare...24 Public Sector...25 Workforce Tablet Analytics...26 Dashboard Examples: Monitor, Improve, Identify...27 Monitor: Labor Visibility...27 Improve: Labor Cost Variance...28 Improve: Time/Labor Analysis...29 Identify: Workforce Auditor...30 Training Resources...31 Kronos Community...31 KnowledgePass...31 YouTube Channel...32 Closing...33 1

High-Level Overview Introduction Workforce Analytics has an Extract, Transform, and Load (ETL) process that extracts data from the Kronos Workforce Central suite s transactional database and leads it into the data mart. There is a predefined schema that allows multidimensional analysis of data, such as hours by pay code, date, employee, supervisor, location, region, and more, to occur. The solution enables you to calculate and track ~475 predefined, prepopulated Key Performance Indicators (KPIs) such as earned hours The solution provides ~40 predefined ad hoc reports that allow you to quickly view the most commonly requested data The solution provides predefined dashboards, including a configurable starter dashboard that can be tailored to your specific needs The Visual Insight Dashboard feature in v8 provides predefined interactive dashboards, such as Attendance Insight Dashboard, for multidimensional analysis Workforce Auditor in v8 supports machine-learning analysis of timekeeping and schedule audit trails 2

Example: User-Guide Content Workforce Analytics user guides contain everything a user needs to know about the solution s prepopulated metrics, reports, and attributes. You can access documentation for all Kronos products in the documentation section of the Kronos Community. User guides provide detailed descriptions of all the predefined reports that come with Workforce Analytics. They also list and describe the metrics included in each report. We ve made the math behind the metrics transparent by including an explanation of how each one is calculated. 3

Example: Manufacturing User-Guide Content Workforce Analytics incorporates Workforce Activities data for manufacturing users. These additional, industry-specific metrics are listed in the user guides along with an explanation of exactly how each one is calculated. 4

Functionality Overview Security profiles are passed from Kronos Workforce Timekeeper to Workforce Analytics automatically Dashboard and Visual Insight Designers o o Build graphical interfaces to existing reports Import third-party data for specific reports and analysis Report Designers (Web for Power Users, Desktop for Developers) o o Create, format, or modify reports in many formats Set thresholds and alerts Distribution Management o Automatically distribute reports on a schedule or based on an alert Integrated with Microsoft Office o Embed data into Excel spreadsheets, PowerPoint presentations, or Word documents Apple ipad -enabled (with additional license) o View reports and dashboards with a special tablet viewer Ability to add third-party data into the data mart and extend the schema 5

Workforce Analytics Homepage Overview The following sections will describe the buttons available on the Analytics home page and what is behind them. 6

Shared Reports The Shared Reports folder allows a user to view all the publicly available reports. Clicking the folder brings users to the next screen, which lists all the prebuilt reports included in Workforce Analytics. If users create new reports that they would like to share with other users, they can place those reports in this folder as well. Shared Reports contains many subfolders that are grouped by functional area. Clicking any of these folders will bring users to a listing of the available reports contained inside. Clicking Core Workforce Analytics will show all of the prebuilt reports provided with Workforce Analytics. 7

Clicking a report brings users to a prompt screen that lets them decide which data are reported on. Prompts within reports allow users to select which data, such as specific labor levels, time frames, and more, are contained in the report s results. Prompts are also included to help filter out information that is not of interest. 8

Once the user fills out all the prompts and selects Run Report, Workforce Analytics returns all of the requested data in a grid that includes only those results that were specified in the prompts. 9

My Reports The My Reports folder allows users to save personal ad hoc reports that are not meant to be shared with the rest of the organization. If users change their minds, they can move the reports from My Reports into the Shared Reports folder. 10

Subscriptions Users can view their current subscriptions by selecting the My Subscriptions button on the Workforce Analytics home page. Any folder with reports has an Actions Bar that lets users set up subscriptions to reports. This feature is generally utilized when users need the report information on a daily/weekly/monthly basis. Clicking the Subscriptions button next to a report brings the user to the subscription menu. 11

Users may add, change, or remove any subscriptions from this menu. Subscription details, including recipients, frequency, and format, are highly customizable. 12

Create Report If the pre-packaged core reports that come with Workforce Analytics do not meet your data requirements, it s possible to create new custom reports. Clicking on Create Report will bring users to a list of new report templates for specific subject areas that can be used to speed and simplify the report creation process. 13

Templates allow users to select the metrics they want to analyze and the filters, such as dates or cost centers, they want to use for the report. Users can also create new reports from scratch by selecting Blank Report, if desired. This option isn t always available by default, so it may have to be activated by a system administrator. 14

Selecting Blank Report brings users to this screen. For information on how to build a report from scratch, please view the Building an Ad-Hoc Report video available on YouTube. 15

Create Document A document is a pixel-perfect dashboard that can be created in Workforce Analytics. Once created, it will be updated automatically based on the reports behind it. Clicking Create Document brings the user to several templates that make the process easier. Here, the user can decide whether to create a document that s tailored to desktop users or mobile/tablet users. Tablet viewers are not included with core Workforce Analytics and require an additional license. 16

Users have total control down to the pixel level over how a document is formatted. It can include graphs, tables, and text that are all based on previously created reports. 17

Sample Document: Workforce Performance Dashboard The Workforce Performance Dashboard included in core Workforce Analytics provides managers at all levels with on-demand visibility into key data to improve workforce productivity and control labor costs. The dashboard shows early warning signals based on user-defined thresholds and trending indicators, giving managers the opportunity to make course corrections as they manage workload and budget. 18

KPIs are performance targets that provide guidance in critical workforce performance categories including Overtime, Absenteeism, Productivity, Scheduling, and Timeliness. The KPIs are based on Kronos 30+ years of best-practice experience in improving workforce productivity and controlling labor costs. These targets, which indicate expected performance, can be set at a department level or standardized across the enterprise depending on what makes sense for each organization. Customers define their own levels of acceptable or unacceptable performance. By tracking these performance targets, managers are aware when a small issue arises and can proactively make the necessary adjustments to keep it from becoming a larger problem. KPIs establish the critical focus areas for monitoring performance. Tracking results against performance thresholds within these areas can alert managers to problems while there is still time to take correction action. Color-coded indicators provide managers with immediate performance status directing attention to problem areas. Targets set performance expectations and help control expected results by guiding managers labor decisions. 19

Workforce Analytics makes it easy to spot trends or better understand metrics in context. Dashboard views allow you to quickly identify poor performers or high costs and take immediate corrective action. Managers who have visibility into performance status can make adjustments that lead to better labor decisions and improved results. 20

Importing Third-Party Data Importing third-party data can be extremely helpful for organizations. You can import Excel files directly into Workforce Analytics and reference them in dashboards. For example, if your organization built a dashboard that contains overtime by employee and also has an Excel spreadsheet that contains employee ratings, you could upload those employee ratings so that the existing dashboard includes overtime by employee rating. For information on how to import third-party data, please view the Importing Third Party Data video available on YouTube. 21

Microsoft Office Add-In Kronos has partnered with Microsoft to develop an Office add-in that allows users to add a Kronos plugin to Excel, PowerPoint, and Word. This plug-in can talk to your Workforce Analytics data and refresh visualizations and tables within those programs. 22

Workforce Analytics for Specific Industries Kronos offers industry-specific solutions for Workforce Analytics. Because each industry has specific metrics and goals, and we ve built solutions for Manufacturing, Retail, Public Sector, and Healthcare. Each solution includes customized pre-built reports as well as out-of-the-box visualizations and dashboards so users can start gaining valuable insights right away. Retail Kronos for Retail is a suite of products and services that helps retailers control labor costs, simplify workforce compliance, and align staffing to demand to put the right people in the right place at the right time. The solution includes a retail dashboard that provides a comprehensive summary of your retail operation s labor performance. The dashboard provides: Early warning signals that are shown based on user defined thresholds and trending indicators, giving managers the opportunity to course correct while managing workload and budget. Visibility into operations to help managers eliminate unexplained variances, identify waste, and drive accurate labor costing by product or production line. The dashboard enables you to see the whole picture including international operations. Manufacturing Kronos for Manufacturing is a suite of products and services that helps manufacturers control labor costs, simplify compliance, and identify areas where productivity can be improved. The solution includes a manufacturing operations dashboard that provides a comprehensive summary of your labor performance along with details by business unit. The dashboard provides: A snapshot of critical information that managers need to make labor adjustments so they can stay within budget while meeting quality and performance standards. 23

Visibility into operations to help eliminate unexplained variances, identify waste, and drive accurate labor costing by product or production line. The dashboard lets you see the whole picture including international operations. Healthcare Kronos for Healthcare is a suite of products and services that helps deliver reliable data leaders can use to answer critical business questions, pursue opportunities for improvement, and deliver high-quality, cost-effective patient care. The solution includes a healthcare dashboard that lets you see the whole picture with a comprehensive summary of your healthcare operation s productivity and labor details by work unit. The dashboard provides: A snapshot of critical information that managers need to make labor adjustments so they can stay within budget and on target for each pay period. Early warning signals based on user-defined thresholds and trending indicators, giving managers the opportunity to course correct workloads and budgets before they negatively impact patient care. 24

Public Sector Kronos for Public Sector is a powerful solution that collects timekeeping, grant tracking, and leave liability data from multiple sources and transforms it into actionable business intelligence. It provides shared visibility into performance against targets so you know right away if there s a problem. The public sector dashboard delivers on-demand visibility into current labor and productivity KPIs, helping to increase accountability and keep results in line with expectations. 25

Workforce Tablet Analytics Dashboards can be used on a PC as well as tablets (with an additional license). This is a tablet view of the dashboard shown in the previous slides. With Workforce Tablet Analytics, managers can access and reference dashboards from the manufacturing floor not just a back office for increased flexibility and faster decision making. 26

Dashboard Examples: Monitor, Improve, Identify Monitor: Labor Visibility Target Roles: HR, Operations, Finance Measure the top KPIs to understand the state of labor and its impact on the business Set thresholds and alerts for exception management Measure at the appropriate level for the employee (e.g., region, function, and organizational level) 27

Improve: Labor Cost Variance Reconcile Production Results (hours earned calculated in ERP) with Actual Labor Expended (tracked in Kronos solution) Slice by multiple dimensions such as time, cost center, job, and shift Interactive visualizations allow for ad hoc discovery and root-cause analysis 28

Improve: Time/Labor Analysis Visualize and report on any of 500 metrics, such as absence by day of week and overtime as a percent of regular hours, to understand how labor is being used by different departments over time. 29

Identify: Workforce Auditor Using advanced Big Data statistical analysis, you can analyze millions of timecard and schedule edits to identify best-practice or unwanted behaviors that are currently missed by existing controls and metrics. Examples of what customers have uncovered using this analysis include: o o o o o Supervisors stealing time or favoring employees Supervisors adjusting punches to eliminate employee policy violations Supervisors adjusting punches to improve their own metrics Employees abusing time Employees using system successfully despite configuration issues that affect ease of use Workforce Auditor in included in Workforce Analytics v8. To access Workforce Auditor from the Workforce Analytics homepage, navigate to: Shared Reports Folder-> Workforce Auditor Folder. 30

Training Resources Kronos Community Kronos Community is the place to connect with Kronos product experts, customers, and partners to get help, access documentation, and share ideas. Have questions? The Get Answers section of the site allows you to post the question and receive answers from fellow customers or Kronos product experts. You can also suggest, discuss, and vote on ideas for new product features in the Ideas section. KnowledgePass KnowledgePass is a convenient Kronos education subscription service. It provides subscribers with 24/7 access to education content and support tools. Whether you want to learn how to create a simple report or how to configure advanced dashboards, this is the one-stop-source for all of your educational needs. 31

YouTube Channel Kronos subject matter experts have created a Workforce Analytics YouTube Playlist that includes: Informational videos Step-by-step guides Short how-to videos Thought leadership videos and more 32

Closing Workforce Analytics is a powerful solution that provides valuable actionable insights for guiding more effective business decisions. We encourage you to take advantage of the resources available to help all levels of users become familiar with the solution s capabilities and gain proficiency in using its features and tools. These resources will help you better leverage Workforce Analytics to identify, predict, and manage opportunities for cost savings and productivity gains, thereby driving better business outcomes. Thank you for taking the time to review these materials. 2017 Kronos Incorporated. Kronos and the Kronos logo are registered trademarks and Workforce Innovation That Works is a trademark of Kronos Incorporated or a related company. For a full list of Kronos trademarks, please visit the trademarks page at www.kronos.com. All other trademarks, if any, are property of their respective owners. All specifications are subject to change. All rights reserved. CV0679-USv1 33