KRONOS EMPLOYEE TRAINING GUIDEsjheducation.weebly.com/uploads/8/0/5/5/8055457/kronos_employee...KRONOS EMPLOYEE TRAINING GUIDE . C o n t e n t s . ... that each person who logs on

KRONOS EMPLOYEE TRAINING GUIDE

C o n t e n t s

Navigating Through Workforce Central .................. Lesson 1 Timecard Edits ....................................................... Lesson 2 Approvals ............................................................... Lesson 3 Reporting................................................................ Lesson 4 Editing & Scheduling PTO ...................................... Lesson 5 Timecard Indicators ................................................ Appendix A Accruals Descriptions ............................................. Appendix B

Lesson 1 Navigating Through Workforce Central

O B J E C T I V E S Log on to Workforce Central................................... Lesson 1 - 1 Log on Time Limit ................................................... Lesson 1 - 3 Parts of the Workforce Central Screen ................... Lesson 1 - 4 Using Online Help................................................... Lesson 1 – 8

Lesson 1: Navigating Through Workforce Central

Lesson 1 - 1

OBJECTIVE Log on to Workforce Central

Internet Explorer is used to connect to Workforce Central (WFC). Insert the following address into your web browser’s Address field: Sokroentweb.sclhs.net/wfc/logon

TIP: To create a shortcut on your desktop, reduce all open windows using the

Restore button at the top right corner of each window, insert the URL into the Address field and drag the Internet Explorer icon on to the desktop.

Log On to Workforce Central 1. Enter your network User Name. 2. Enter your network Password. 3. Click the Log On button or press the Enter key.


Lesson 1 - 2

The browser Toolbar Bar buttons function as follows:

Back Takes one step back to the previously viewed page.

Forward Goes forward one step

Stop This does not function within Kronos.

Refresh This will go back to the previously saved position. All changes will be lost since the last time you saved.

Home This will go back to your home page and out of Kronos.

Search, Favorites, History, Mail

These are not connected to Kronos.

Print This function does not work within Kronos.

Clicking the Back button may open the message below. If OK is clicked, you will lose any unsaved changes. Clicking Cancel will leave you on the current page with the changes still pending.


Lesson 1 - 3

OBJECTIVE Logon Time Limit

If the system detects inactivity for 30 minutes, you will receive the following message that states, your session is about to time out. Please verify your password, (username).

Either log off or enter your password to continue the session. Once the password has been entered, you will receive another message that states, (username) your logon was successful.

If you do not respond to the Time Out message within 1 minute, the system will automatically log you off.


Lesson 1 - 4

OBJECTIVE Parts of the Workforce Central Screen

After logging on, the system first checks your access rights. Depending on those rights, WFC displays the appropriate time and attendance information in your web browser. This means that each person who logs on to WFC has a customized view of the information that they are responsible for. For Exempt employees, the first screen to appear after logging into the system will be My Timecard.


Lesson 1 - 5

No matter what the access rights or views are, on any screen you may see the following elements: 1. Tab menus – Contain drop-down lists of related components. Click on the tab menu to

view the options. Selecting an option opens the workspace, such as the Timecard workspace.

2. Utility Links – Located on the top right of all pages. Use these links for the following

functions: Logging off the current session. Opening the Setup workspace, to create HyperFind Queries, access Query Manager

or Event Manager. Opening context-sensitive help for the current workspace.

3. Action menus bar – Drop-down lists of functions that apply to the data in the current workspace. Selecting an item may complete a task, open a dialog box or display a message that assists you with your work.

Previous releases of Kronos displayed My Information in a separate panel to the left of the workspace. With this release of Kronos, the left panel has been replaced by the Tab menu My Information. My Information allows you to select either My Timecard or My Reports just as the earlier version.


Lesson 1 - 6

ize.

TIP: To increase the size of your workspace, click the Hide button in the top right corner. This action hides the Tab menus and Utility Links parts of the screen. Use this same icon to maximize it back to full s

TIP: If too many scroll bars are visible on your screen, the resolution for your monitor may need to be changed. Do this by clicking Start: Settings: Control Panel: Display: Settings. Make sure the Screen area is set to a minimum of 1024x768 pixels.

Workspace – The workspace is the large area in the lower part of the screen. Depending on the link clicked, determines the information shown in the workspace. It contains detailed information for employees and timeframes specified in the header.

Header – The header is the section between the Tab menus and the Quick Links.


Lesson 1 - 7

The Action Menu Bar is used to navigate through WFC functions. It is located above the workspace and looks like a series of tabs.

To access, click on a menu option and then click one of the options that appears directly below. Options on the Action Menu Bar change depending which Genie is open. Logging Off To log off, click the Log Off Utility Link.


Lesson 1 - 8

OBJECTIVE Using Online Help

To access help from within WFC, click on the Help Utility Link.

Click Help at the upper right-hand corner of the screen for a list of topics for the entire WFC system. From there, select the topic of interest.

Lesson 2 Timecard Edits

O B J E C T I V E S Timecard ................................................................ Lesson 2 - 1 Timecard Tabs ....................................................... Lesson 2 - 4 Saving Information.................................................. Lesson 2 - 7 Comments .............................................................. Lesson 2 - 8 Editing a Timecard (Non-exempt only) ................... Lesson 2 - 10 Emails in Workforce Central ................................... Lesson 2 - 14

Lesson 2: Timecard Editing

OBJECTIVE Timecard

Employees with access to their timecard in Kronos can review, edit, or approve their

timecard. In this section, there are two separate directions:

1. Non-Exempt/Hourly Employees

2. Exempt Employees.

Editing Punches in the Timecard Grid Non-exempt/Hourly Timecard View (Timestamp Hourly view)

Non-exempt or hourly employees are assigned a shift that utilizes time in and time out stamps. Therefore, when editing in the Timestamp Hourly View, you must edit the In or Out cells. 1. Change the Time Period in the Header if needed. 2. Click the first In cell across from the appropriate date and enter the start time.

Lesson 2 - 1


Punch Time Formats If inserting a time, insert an a and the system converts it to AM. Insert a p and the

system converts it to PM. 3. Click the first Out cell and enter the stop time. 4. If a start and stop time are already entered but additional punches are needed for

the shift, click the second In cell and enter the time the employee returned to work. 5. Click the second Out cell and enter the stop time. 6. Click Save on the Action menus bar.

Tip: Adding a row: If more than the two in/out combinations are needed, add

a row to the timecard by clicking the icon to the left of the desired date and continue to enter punches.

Deleting a row: To delete a row, click the eraser icon to the left of the desired date.

Note: Pay code edits cannot be performed on a shift that has In and Out punches. If a pat code edit is necessary for such a shift, the row with the punches must be deleted and a new row added to which the pay code edit can be performed. To see additional information regarding timecard entries, see Appendix A – Kronos Timecard Indicators.

Lesson 2 - 2


Exempt Timecard View (Project view)

Exempt employees are assigned shift patterns which typically assigns them to an 8 hour day. Therefore, when editing a timecard in the Project View, you are editing the Pay Code and the total hours assigned to that Pay Code. 1. Select the appropriate day and click in the Pay Code cell if hours are changed to

other than Regular time. 2. Insert the number of hours in the appropriate day cell. 3. Click Save on the Action menus bar.

Tip: Adding a row: If more than the two in/out combinations are needed, add

a row to the timecard by clicking the icon to the left of the desired date and continue to enter punches.

Deleting a row: To delete a row, click the eraser icon to the left of the desired date.

Lesson 2 - 3


OBJECTIVE Timecard Tabs

Regardless of which timecard view you are in, Timecard tabs appear in the timecard workspace, under the Timecard Grid. When clicking one of these tabs, a window opens that contains additional information about the displayed timecard. Depending on your access rights and status of the displayed timecard, you may see some or all of the following tabs:

Totals & Schedule

Accruals

Audits

Comments

Sign-offs & Approvals

Lesson 2 - 4


Totals & Schedule This tab displays two views, the Totals View on the left and the Schedule View on the right.

You can select to view All or Daily totals in the Totals View. You can also determine how you want to view the information, by labor Account or by Pay Code, by using the directional < or > arrows. The Schedule View displays the employee’s schedule for the timeframe displayed in the header. When you select a cell in the Timecard Grid, the correct day and schedule is highlighted in the schedule view. Accruals

The Accruals view displays accrued time (PTO & ESL) that belongs to the employee of the visible timecard. Accruals are amounts of time that employees earn or accumulate based on employment terms and policies. Accruals cannot be edited in the timecard. The Accruals are the balances from Lawson at the end of the previous pay period. The balances displayed are as of the date selected (clicked on) in the timecard. These amounts cannot be edited in Kronos. See Appendix B – Description of Accruals to see a list of the information you can find in this tab.

Lesson 2 - 5


Audits

The Audits tab lists all edits made to an employee’s timecard. It also includes any group edits that affected the employee’s timecard. A report can be run to see a list of an audit trail. See Lesson 4 on Reporting which covers how to select and run reports. Edits cannot be made to any of this data. Comments

The Comments tab lists by date, all Comments attached to punches in the timecard. Sign-offs & Approvals Tab

Until at least one approval or sign-off has been made, there is no Sign-offs and Approvals tab. Once an approval has been made by either employee or manager, the Sign-offs & Approvals tab is visible.

Lesson 2 - 6


OBJECTIVE Saving Information

Saving Timecard Edits

For either timecard view, once a timecard has been edited you must save the changes to the database. The TIMECARD title will be displayed in red to indicate unsaved changes. This indicates that the totals on the timecard are different from the totals in the database. You must save your changes before leaving the page if you want to retain them. If you attempt to leave this screen without saving your changes, a warning message is displayed providing you with the option of saving your changes or proceeding without saving your changes. Click Save on the Action menus bar.

Lesson 2 - 7


OBJECTIVE Comments

Comments provide additional information about punches or amounts. To Add a Comment 1. Click the timecard cell to which you want to add a comment.

2. Click Comment: Add on the Menu Bar. 3. Select a comment from the list, add a note if desired and click OK. 4. Click Save on the Action menus bar.

Lesson 2 - 8


To Delete a Comment 1. Click the timecard cell that has the comment to be deleted. 2. Click the Comments tab located below the Timecard Grid.

3. Click Comment: Delete Comment from the Action menus bar or right click on the

comment itself and click Delete Comment. 4. Click Save on the Action menus bar. NOTE: Comments can be added to the drop down list. To add additional comments to the list, contact your Help Desk, who in turn will work with the System Administrator.

Lesson 2 - 9


OBJECTIVE Editing a Timecard (Non-Exempt only)

Pay Codes are set to 100-Regular for everyone which is listed as Hours Worked. To over-ride that pay code, for example for PTO, you must perform a pay code edit. To enter time off, select a pay code that describes the time not worked and enter the appropriate amount of time to apply to that pay code.

Adding a Pay Code Amount to the Timecard 1. Select the appropriate date. 2. Click the down-arrow in the Pay Code column and select the appropriate code from

the drop-down list. 3. Enter the number of hours in the Amount cell. NOTE: It is not allowed to make a

pay code edit with an In and Out punch. That must be accomplished through a Work Rule Transfer, covered by the next topic.

4. Click Save on the Menu Bar. Note: As noted earlier, pay code edits cannot be made to a row of In and Out punches.

Lesson 2 - 10


Editing Transfers There are two types of Transfers that can be accomplished in WFC:

1. Labor Level Transfers (Process Level, Department, etc.)

2. Work Rule Transfers (e.g. Hours Worked to Call Back).

1. In the Timecard Grid, select the drop down menu in the Transfer field of the day in

question. 2. Click Search to open the Select Transfer window.

Lesson 2 - 11


3. There are three fields in this window that may need to be changed. Click in the

circle next to the name of the Labor Account:

Process Level – If they transferred from one affiliate to another.

Department – Select this to transfer to another department.

Job Code – Select this if the actually job of the employee changed.

4. Select from the Available Entries and click OK. Note: You can either locate the appropriate Labor Level by:

entering the code or its description in the Name or Description text box and clicking on the Search button

clicking on the scroll bar next to the list of Available Entries to scroll through until you locate the code you desire.

You can also change the Work Rules which are types of jobs that have different pay scales. 5. Enter the Select Transfer dialog box as described above.

Lesson 2 - 12


6. Click on the down arrow on the right side of the Work Rule field to expose the list of

available Work Rules. 7. Click on the scroll bar next to the Work Rule field until you locate your selection and

click on the selection. 8. Click the OK button. Note: Unlike Pay Code edits, Labor Level edits and Work Rule transfers can be made to rows with In and Out punches and to rows with Time Worked or other Pay Code (i.e. no In or Out punches).

Lesson 2 - 13


Lesson 2 - 14

OBJECTIVE Email in Workforce Central

An email can be sent regarding a timecard without exiting WFC. 1. Display the desired timecard and from the Actions menus select Actions: E-mail. 2. Your regular Outlook e-mail dialog box opens and includes the following information:

E-mail address of the person whose timecard you selected.

Subject field identifying the employee name, ID number, and time period.

3. Change the recipient’s E-mail, if necessary, enter a message, and send. After receiving the message and if necessary, if the recipient has the appropriate access rights, he or she can log on to the WFC system to access their timecard.

Lesson 3 Approvals

O B J E C T I V E S Approving Timecards.............................................. Lesson 3 – 1

Lesson 3: Approvals

OBJECTIVE Approving Timecards

Levels of Timecard Approval There are three level of timecard approval:

1. Employee’s approval. 2. Manager’s approval. 3. Sign-off by the Payroll Department.

If for whatever reason a timecard must be edited after having been approved the approval must be removed. Before a lower level approval can be removed any approvals above that level must be removed. In cases of Labor Level transfers, where more than one manager has approved an employee’s timecard, before any edits can be performed by the employee or manager(s) all managers will have had to remove their approval. In the case where more than one manager has approved an employee’s timecard, if one of the other managers needs to perform an edit on their employee’s timecard, only the manager for the employee whose timecard needs to be edited, needs to remove the manager approval. As implied above, managers have the responsibility to approve their employee’s timecard. Managers can make edits to an employee’s timecard even though the employee has approved their timecard. In the case of transfers, where an employee has worked for more than one manager, both managers can edit and approve the transferred-in employee’s timecard. However, in the case of a Group Edit where not all the employee’s are assigned to the editing manager, that manager is restricted to editing and approving only their employee’s timecards. Finally, the Payroll Department has the responsibility of performing a Sign Off for all employee timecards for their affiliate’s payroll processing. Once the Sign Off has been performed no more edits can be made to timecards. If a timecard edit must be performed, only the Payroll Department can remove the Sign Off for either the entire employee population or for an individual.

Lesson 3 - 1

Lesson 3: Approvals

Employee Approvals All employees who have access to their timecards in WFC will approve their own timecard. This approval verifies formally that the employee agrees with their time for the current pay period. Before the end of a Pay period, each employee will open Kronos, make adjustments needed in their timecard, and approve their timecard for the Current Pay Period. Note: Once a manager approves an employee’s timecard, the employee can no longer

make edits to their timecard. All managers have been requested to approve their employee’s timecard by a specific day and time. Your payroll department should let you know those expected time frames.

1. In the Timecard genie, ensure that the correct Time Period has been selected. If

approving their timecard before the end of the pay period, Current Pay Period must be selected. If, for whatever reason the approval process has not been performed until after the end of the pay period, Previous Pay Period must be selected.

2. Make any necessary adjustments. 3. Click Approvals: Approve. 4. Click Save on the Action menus bar. After approving a timecard, additional edits cannot be made unless the employee performs a Remove Approval action. The process is the same as approving their timecard except they select Remove Approval instead of Approve. If the employee’s manager has already approved the employee’s timecard, the employee must request the manager to remove the manager’s approval before the employee can remove their own approval. Otherwise, the employee’s timecard is locked.

Lesson 3 - 2

Lesson 3: Approvals

Lesson 3 - 3

Sign-offs & Approvals Tab As shown below, once an approval has been made by either employee or manager, the Sign-offs & Approvals tab is visible in the Timecard view.

Lesson 4 Reporting

O B J E C T I V E S Running Reports .................................................... Lesson 4 - 1 Printing a Report..................................................... Lesson 4 - 2

Lesson 4: Reports

OBJECTIVE Running a Report

1. Access the standard employee reports by clicking on My Information and selecting

My Reports.

There are three reports available to the employee. When selecting a report, a description of the selected report appears in the right view pane.

1. Click on the desired report in the Available Reports list. 2. Select an As of date or dates. 3. 4. Click on the View Report button. Repeat the above steps for each report.

Lesson 4 - 1

Lesson 4: Reports

OBJECTIVE Printing a Report

After viewing the report if you wish to produce a hard-copy, perform the steps below. Click on the Return button to return to the Available Reports menu.

Click on the Internet Brower’s File menu, select Print and perform the usual print commands. See the sample report below:

Lesson 4 - 2

Lesson 4: Reports

Lesson 4 - 3

Sample Report

Lesson 5 Editing & Scheduling PTO

O B J E C T I V E S Inserting PTO into a Current Pay Period ...........................Lesson 5 - 1 Scheduling Future PTO (Not available to employees)

Lesson 5: Editing & Scheduling PTO

OBJECTIVE Inserting PTO into a Current Pay Period

All employees who have access to their timecard in Kronos can post their PTO in a Current Pay Period. Exempt Employees

1. If not already in the Timecard view, click the MY INFORMATION and select My

Timecard. 2. If necessary, change the Time Period to Current Pay Period.

3. Click the Add a Row icon which is located to the left of the Pay Code column . 4. Change the pay code by clicking the drop down menu in the Pay Code column

and selecting the appropriate PTO code. 5. Insert 8 hours in the appropriate day or days. 6. Delete the 8 hours of Worked Time from the day or days that PTO will be taken. 7. Click the Save button on the Actions menus bar.

Lesson 5 - 1


Hourly Employees

1. If not already in the Timecard view, click the MY INFORMATION and select My

Timecard.

2. If necessary, change the Time Period to Current Pay Period. 3. For the desired day or days, in the Pay Code column, select a PTO pay code by

clicking the drop down menu and selecting the appropriate PTO code. 4. Insert PTO hours in the Amount column. 5. Click the Save button on the Actions menus bar.

Lesson 5 - 2


Lesson 5 - 3

OBJECTIVE Scheduling Future PTO All employees can post their PTO in a Current Pay Period. Only managers can perform the scheduling of future PTO for their employees.


APPENDIX A – TIMECARD INDICATORS

A solid red line around the cell indicates an exception. Move the mouse over the cell to see the message.

A solid red cell indicates a missed punch.

The screen title in red indicates unsaved data.

A small yellow icon indicates a comment about the cell. Select the Comments tab in the Totals View to view the comment or delete it.

A red border around a date cell indicates an unexcused absence day.

Grayed out cells cannot be edited. If a cell turns yellow once the cursor has been moved inside, it can be edited.

A blue outline in a date cell indicates an excused absence.

A transaction shown in purple indicates that the transaction was added by the Callable Totalizer. The Callable Totalizer is the calculation engine that provides up-to-date totals in the timecard. If a cell is white, you can edit the transaction. If the cell is gray, you cannot edit the transaction.

Sisters of Charity of Leavenworth Health System Appendix B

APPENDIX B – ACCRUALS DESCRIPTIONS

Accrual Code Category that holds an accrual balance.

Balance as of Selected Date Current balance.

Units How the accrual code is measured.

Furthest Projected Taking Date Furthest date in the future for which the employee has scheduled leave time or scheduled bonus.

Projected Takings Any leave that has been put in the future.

Projected Credits Leave time that is expected to be credited to the employee between the last date in the timecard grid and the furthest projected date.

Projected Balance Expected balance as of the furthest projected taking date, after considering all projected debits and credits.

Balance without Projected Credits Balance the employee will have as of the furthest projected taking date without considering any projected credits.

Sisters of Charity of Leavenworth Health System Appendix C

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