Kronos System Manager’s Handbook - … · Kronos Time Management System Manager’s Handbook BCCL Human Resources 1 Putting People First Kronos System Manager’s Handbook

Kronos Time Management

System Manager’s Handbook

BCCL Human Resources 1 Putting People First

Kronos System Manager’s Handbook

Kronos Time Management

System Manager’s Handbook


Contents

1: GENERAL INFORMATION: ..................................................................................................... 3

1.0 System Overview: ......................................................................................................................................... 3

1.1 Roles and Responsibilities ............................................................................................................................ 4

1.2 Points of Contact ........................................................................................................................................... 4

2: USING THE SYSTEM: ................................................................................................................ 5

2.1 Time and Leave Management ....................................................................................................................... 5

2.2 Clear Leave Applications .............................................................................................................................. 6

2.3 View Team’s Leave Transactions: ................................................................................................................ 7

2.4 Assign Delegate Manager ............................................................................................................................. 8

2.5 View Leave book of Workforce .................................................................................................................... 9

2.6 View Leave Balance of Workforce ............................................................................................................. 10

2.7 View Team’s Attendance ............................................................................................................................ 11

3.0 COMPENSATORY OFF .......................................................................................................... 14

3.1 Compensatory off Accrual .......................................................................................................................... 14

3.2 Compensatory Off Application and Approval ............................................................................................ 15

Kronos Manager’s Handbook Ver1.0


1: GENERAL INFORMATION:

1.0 System Overview:

Kronos Time and Attendance System is a completely automated time management system which helps to manage employee’s time and work rules consistently and accurately across the organization. The system facilitates reduction in administrative time associated with attendance exceptions and employee queries; ensures accuracy in payments and helps in reducing the compliance risk. It also facilitates automatic system generated correspondence to employees, managers, and HR time administrators thus enabling them to be better informed in case of violations or deviations in time.

Kronos Time and

Attendance System

SAP HCM

Employee

Data

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Swipe

Data

SAP Payroll

Attendance

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TIM

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Time & Leave

Data View

Approved

Leave

Data



1.1 Roles and Responsibilities

Role Tasks

Employee

• Can view time sheet, holiday calendar, leave balances and leave status.

• Can apply for leave to mitigate exceptions or deficit in time.

Manager

• View team member’s attendance, time worked, extra time worked, deficit in time.

• View leave book, leave balance, and exceptions for team members.

• Clear leave, outdoor duty, and compensatory off applications.

• Assign delegate manager.

Delegate Manager

• Can clear leave applications on behalf of the manager.

Functional Shift Administrator

• Responsible for scheduling of employees for a specific function and/or branch.

HR Time Administrator

• Manage attendance data for all employees in a branch or region.

• Clear special leave based on approvals.

• Schedule employees.

• Update changes in leave approvers or manager.

• Sign off data for payroll.

1.2 Points of Contact

For any attendance and leave related queries you may raise a service request to HR using the following path: Timescape myHR/ESSENTIALS HR People Express Attendance and Leave System



2: USING THE SYSTEM:

2.1 Time and Leave Management

• As a manager you will be able to view and approve all applications applied by your team members

• Manager will be better informed in case of violations of time and will be able to view team member’s shift schedule

• The system enables the manager to be compliant with time management policy and leave rules through automatic system generated alerts on leave application

• Manager will be able to delegate leave approving authority in his/her absence and hence ensure zero downtime for leave approvals

• You will have quick link access and navigation to important information like Holiday Calendar, Attendance and Leave Management

• A complete automated workflow for compensatory off has been built to ensure accurate accounting of extra hours worked by the employee and help the manager with better information for approving compensatory offs for his/her team members

• Manager can view detailed leave application status such as pending for approval, approved, rejected, pending for cancellation, cancelled.

• All leave policy related checks listed below will be done by the system when the employee applies for leave hence ensuring compliance and adherence to policy:

� Eligibility of leave � Leave Quota and available leave balance � Leave Combination Rules (allowed/disallowed) � Attachment, approval related documents or medical certificate. etc.

• The leave application will be successfully submitted by the employee only if, it complies with the policy

• If employee applies for leave cancellation after it has been approved by the manager, the manager will have to approve or reject the cancellation before it can be processed; thus ensuring that the manager is informed and approves all such change requests which could impact the pay of an employee

• Manager’s approval will be considered as final and the processed leave data will be considered for payroll

• The employee will be prompted to obtain appropriate approvals for special leaves through system generated alerts during leave application.



2.2 Clear Leave Applications

Path: Timescape – myHR/Essentials – ESS/MSS - Leave

To approve/reject leave applications refer following steps given below:

Step 1: View pending leave application details Step 2: Select all for approval or rejection or Step 3: Select Individual applications for approval or rejection Step 4: Click on Submit

Step 2: Select or Reject All

Step 3: Individual Selection

Step 1: View Leave Application/Cancellation Details

Step 4: Click on Submit



2.3 View Team’s Leave Transactions:

As a manager, you will be able to view a summary of all leave transactions for your team members along with the detailed status of each application. You will be able to filter the views month wise and year wise.


Follow steps given below to view leave transactions of team members:

Step 1: Select Month/Year to view leave transactions Step 2: View Leave details and Statuses as given below:

• Pending with Manager

• Processed by Manager

• Cancelled by employee

• Cancellation Request

• Compensatory off Request

Step1: Month-wise View of Completed Leave Transactions

Step 2:

Leave Application Type Start Date End Date Reason Status



2.4 Assign Delegate Manager

• This feature enables the manager to delegate alternate leave approver in his/her absence

• All applications for leave will go simultaneously to both the manager and the delegate manager

• The leave applications can be cleared by either the manager or delegate manager and the status will be visible to both on real time basis

• Employee will continue to apply for leave to the manager; however, employee will be able to see that delegate manager has cleared the leave on behalf of the manager

• Once the manager is back from his/her leave, the delegate manager can be removed

Path: Timescape – myHR/Essentials – ESS/MSS – Leave – Related Links

Follow the steps given below to assign delegate manager:

Step 1: Search the delegate manager by Name, Email Id or Timescape ID Step 2: Click on submit once you have selected the delegate manager

Steps to remove delegate manager:

Step 1: Search name of delegate manager

Step 2: Click on Submit



2.5 View Leave book of Workforce

• This feature enables the manager to view leaves availed/applied by the team members

• It gives and overview of the leave record of a team member


Follow the steps below to view leave book of workforce: Step 1: On the View Workforce page you will be able to view list of team members

Step 2: Click on View Leave Book against the name of team member

Step 3: View leave book with details given below

Step 3:

Leave Type Start Date End Date Reason Status



2.6 View Leave Balance of Workforce

• This feature enables the manager to view the leave balance of team members as on date


Follow the steps below to view leave balance of workforce: Step 1: On the View Workforce page you will be able to view list of team members

Step 2: On the View workforce page, select view Team Leave Balances; Under Select group Action as shown below

Step 3: After selection, you can view your team’s leave balance as on date as show below:

Leave Type

Leave Balance



2.7 View Team’s Attendance

• Using this feature, the manager can view team member’s time card.

• Manager can view the swipes, deviations in working hours, clocked hours and deficit hours.

• Manager can keep track of employee’s working time using this feature.


Follow the steps below to view attendance or time card of team members: Step 1: On the View Workforce page you will be able to view list of team members

Step 2: Click on View Attendance for the selected employee as shown below:



The following screen is a time card of the selected employee Step 3: You can change the viewing period by selecting the month and year (change screen shot)

View the following as shown in the screen above:

• View In and Out Swipe

• View Regular Hours: Required hours to be clocked in based on your shift timings.

• View Deficit Hours: Regular hours minus your clocked hours are deficit hours.

• View exceptions or deviations in time for first half and second half

In

Swipe Out

Swipe

Exceptions (First half and Second Half)

Step 3: Select Month and Year

Regular Hours – Deficit Hours



Below table explains details of various exceptions due to deviation in time, interpretation of exception, result of the exception and how to mitigate exceptions.

Exception on Timecard Description Ex: Swipes for (09:30 to

18:00) shift

Potential

Deduction

Mitigation of Exception

Missed In In Swipe Not Recorded No In Swipe Yes (Full day) Full day Leave or OD

Very Early In In Swipe is two hours before shift start time but within 3 hours early of shift start time

06:30 to 07:29 am No Not Applicable

Early In In swipe is one hour before shift start time but within 2 hours early of shift start time

07:30 am to 08:29 am

No Not Applicable

No Exception In Swipe is within one Hour early of Shift Start time

8:30 am to 9:30 am

No Not Applicable

No Exception (15

minutes grace period)

In Swipe is within 15 minutes after shift start time

9:31 to 9:45 am No Not Applicable

Late In In Swipe is after 15 minutes of shift start time up to 2 hours after shift start time

9:46 to 11:30 am Yes (First Half)

First Half Leave or OD

Unscheduled In swipe is two hours after shift start time

11:31 am onwards Yes (Full day/Half Day)

If Deficit hours are more than Half day hours- then full day leave or OD. If Deficit hours are less than Half day Hours – half day leave or OD

Early Out Out swipe is from 15 minutes before shift end time

Up to 5:44 pm Yes (Second Half)

If Deficit hours are more than Half day hours- then full day leave or OD. If Deficit hours are less than Half day Hours – half day leave or OD

No Exception (15

minutes grace period)

Out swipe is within 15 minutes before shift end time

5:45 pm to 6:00 pm No Not Applicable

No Exception Out swipe is within one hour after shift end time


Late Out Out swipe is after one hour of shift end time but within 2 hours after shift end time


Very Late Out Out swipe is after two hours of shift end time till 16.5 hours of shift end time

8:01 pm onwards till 16.5 hours of shift start time

No Not Applicable

Missed Out Out swipe not recorded No Out Swipe Yes (Full Day) Full day leave or OD

Please note: The colored text highlighted above are potential deduction exceptions The employee will have to apply for leave or outdoor duty to mitigate these exceptions as applicable and once the leaves are approved by the manager’s the exceptions will be mitigated The deficit hours in time will be replaced by leave and employee will be paid based on leave as applicable The approved leave will be visible on the employee’s time card The employee may avail grace period on either sides of the shift but not on both sides



3.0 COMPENSATORY OFF

3.1 Compensatory off Accrual

Compensatory off approval process is a two-step process in Kronos. Application for compensatory off accrual will be automatically sent to the manager for approval in the following scenarios:

• Scenario 1: If employee works for more than 5 hours extra after shift end time, the employee is eligible for comp off

• Scenario 2: If employee works on weekly off day or Holiday Application for compensatory off accrual will have to be applied by the employee in the following scenario:

• Scenario 3: In case, employee has not swiped and is on outdoor duty but has done extra work for 5 or more hours extra than his regular shift hours, employee can apply for compensatory off accrual by selecting leave type as compensatory off accrual.

Automatic Compensatory Off Accrual Process Manual Application for Compensatory off Accrual

Scenario 1 and 2 Scenario 3

To approve compensatory off accrual application follow the steps in screen given below:


Step1: Step 3: Step 2: Select View Comp off Accural – Leave type Submit Approve/Reject



3.2 Compensatory Off Application and Approval

Once the compensatory off quota has been created after approval by the manager as shown in 3.1 above, employee can avail compensatory off by applying on Timescape as a leave application for compensatory off. The compensatory off is valid for 30 days from the date of extra work done by the employee.

3.2.1. Compensatory off Application and Approval Process

COMPENSATORY OFF APPLICATION PROCESS

To approve compensatory off accrual application follow the steps in screen given below:

Path: Timescape – myHR/Essentials – ESS/MSS – Leave

Manager Approves Comp Off Accrual

Compensatory off Available Quota Created and visible under Available leave

Balance - Timescape

Employee can avail compensatory off up to 30 days from date of extra work done

Step1: Step 2: Date of extra work Step 3: Approve/Reject View Comp off Application Step 4: Click on Submit

Kronos System Manager’s Handbook - … · Kronos Time Management System Manager’s Handbook BCCL Human Resources 1 Putting People First Kronos System Manager’s Handbook

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