Kronos reference manual basic scheduler and timekeeper - Home

42 pages
0 downs
7 views

Extension: PDF

Please download to get full document.

View again

of 42
All materials on our website are shared by users. If you have any questions about copyright issues, please report us to resolve them. We are always happy to assist you.
Share
Description
Confidential Copyright © 2013 Axsium Group. All rights reserved. KRONOS REFERENCE MANUAL BASIC SCHEDULER AND TIMEKEEPER Confidential Page | ii Table of Content ii…
Transcript
Confidential Copyright © 2013 Axsium Group. All rights reserved. KRONOS REFERENCE MANUAL BASIC SCHEDULER AND TIMEKEEPER Confidential Page | ii Table of Content ii Time Tasks ............................................................................................................................................................................ 1 Punch to Payroll Process ..................................................................................................................................................... 1 Logging On ............................................................................................................................................................................ 2 Regaining Access after Inactivity ......................................................................................................................................... 2 Logging off ............................................................................................................................................................................ 2 Classic User Interface Workspace ......................................................................................................................................... 3 Workspace Tools ................................................................................................................................................................... 4 Quick links ........................................................................................................................................................................... 4 Workforce Genies ................................................................................................................................................................. 5 Workforce Genie components ............................................................................................................................................ 5 Schedule Editor Genie .......................................................................................................................................................... 7 Navigating to the Schedule Editor Genie ............................................................................................................................ 7 Assigning Employees to a Group ......................................................................................................................................... 9 Shift Template Chart ......................................................................................................................................................... 10 Adding a shift ...................................................................................................................................................................... 11 Adding a Schedule Pattern.................................................................................................................................................. 13 Assigning Schedule patterns to a group ............................................................................................................................ 15 Creating Shifts with Transfers ............................................................................................................................................. 15 Scheduling Pay Codes .......................................................................................................................................................... 17 Scheduling Pay Codes (Full Shift) ....................................................................................................................................... 17 Scheduling Pay Codes (Partial Shift) .................................................................................................................................. 19 Audit Trail ........................................................................................................................................................................... 20 Quickfind Genie .................................................................................................................................................................. 20 Finding employees using quick find .................................................................................................................................. 21 Understanding the Timecard ............................................................................................................................................ 23 Timecard indicators ............................................................................................................................................................ 23 Acting on Employee data in Genies .................................................................................................................................... 24 Working from genies ......................................................................................................................................................... 24 Reconcile timecard Genie ................................................................................................................................................... 24 Exceptions ........................................................................................................................................................................... 26 Confidential Page | iii Add/Edit A Punch ................................................................................................................................................................ 27 Cancelling a No Lunch Premium ......................................................................................................................................... 29 Add/Edit a Pay code ............................................................................................................................................................ 30 Pay period Close genie ........................................................................................................................................................ 32 Refreshing Data on the Genie ........................................................................................................................................... 33 .......................................................................................................................................................................................... 33 Exporting data ................................................................................................................................................................... 33 Generating & Printing Reports ........................................................................................................................................... 34 Appendix A: Creating a Hyperfind ...................................................................................................................................... 36 Example of a Hyperfind based on an employee name or ID filter: ................................................................................... 36 Appendix B – Creating STANDBY (on-Call) Shifts ................................................................................................................ 38 Confidential Page | 1 TIME TASKS PUNCH TO PAYROLL PROCESS 1. Meditech sends employee data to Kronos. 2. Employee time is collected and sent to Workforce Timekeeper. Punches are evaluated against schedules for exceptions. 3. Employees review and approve timecards. 4. Managers approve timecards. 5. Payroll signs off timecards. 6. Workforce timekeeper sends employee hours to the payroll system. 7. Payroll is processed by Meditech payroll. Confidential Page | 2 LOGGING ON To log into the Kronos system you can enter the following URL http://qvckronosapp01/wfc/logon Or click on the icon on your intranet. The following window will be displayed. From the Log On screen, do one of the following 1. If you have used Kronos before enter your employee number and your current password 2. If you have not used Kronos before enter your employee number as your username and the password “password” all in lower case letters. a. The Change Password dialog box will be displayed prompting you to enter a new password Note: If you are having any problems logging into the system, please call the Help Desk REGAINING ACCESS AFTER INACTIVITY The inactivity timeout protects sensitive information in the application. If the application does not detect activity within a specific amount of time, it automatically logs you off. To regain access to the application, you must enter your password in the inactivity timeout screen and select the Log On button. If you are finished with your work you can choose the Log Off button and you will be logged off the system. The inactivity log on screen is displayed below. LOGGING OFF Upon completion of your tasks, you must log off the application to ensure that your employees’ information is kept confidential. To Log Off the system, locate and click on the Log Off button, shown below in the upper right hand side of the main screen. Note: Clicking the Close (X) button without first logging off might leave your connection to the application open, which might allow unauthorized people to view and edit information Confidential Page | 3 CLASSIC USER INTERFACE WORKSPACE There are two main areas of the workspace: Banner There are two areas of the banner: 1. Tabbed menus with links to all features you can access in Kronos WFC. 2. A set of utility links Workspace There are four areas of the workspace 1. Quick link bars that provide quick access to other areas of the application. 2. Page Header 3. Work Area – detailed information about the employees and time period you are viewing. 4. Action Bar which allows you to modify data. Workspace Banner Action Bar Confidential Page | 4 WORKSPACE TOOLS The top of the workspace contains useful tools to help you filter and access data quickly and easily. Show: Select a group of employees using a filter (Hyperfind). Example: select the All Home Hyperfind query to display all employees assigned to the labor accounts you have access to. Time Period: Select a time interval including:  A specific date  A range of dates  A pay period  A schedule period QUICK LINKS Quick access to other Workforce Timekeeper components including: Timecard: Launches the timecard(s) for the selected employee(s) Schedule: Launches the Schedule Editor for the selected employee(s). The Schedule Editor is used to view and update employee schedules. People: Launches the People Editor for the selected employee(s). The People Editor is used to view and update personal and employment information for employees. Reports: Launches the Reports workspace. If you run a report, it will contain information only for the selected employee(s). Confidential Page | 5 WORKFORCE GENIES Workforce Genies provide access to an employee’s timecard, schedule or people record in a summarized easy to read format. WORKFORCE GENIE COMPONENTS When using a Workforce Genie you can use filters to answer the following questions: Who Select a group of employees using a filter (Hyperfind). The All Home query displays the base group of employees of all employees assigned to the labor accounts to which you have access. This determines whose data is displayed. When Time period determines the time frame for the displayed data.  A specific date  A range of dates  A pay period  A schedule period Confidential Page | 6 What The data that is displayed as a result of the Who and When is a list of the requested employees. Actions Determines the actions available to perform on the displayed data. Column Sorts Click the column headings to sort the data by the selected column. Clicking a column heading a second time reverses the sort order. A down arrow shows the sort as descending an up arrow shows the sort as ascending. Sort numbers: Click a second column heading to sort the display a second time according to the second column. The second column becomes the primary sort, and the first column becomes the secondary sort. A number appears in each column heading next to the up and down arrow to show which column is sorted on first and which column is sorted on second. Refresh Click Refresh to display the most current information. You must click Refresh to ensure you are seeing the most recent changes to the employee and application data. Last Refresh The upper left hand corner displays the more recent time you clicked Refresh. Confidential Page | 7 SCHEDULE EDITOR GENIE The Schedule Editor Genie provides view of schedule data by Employee and Group. From this screen you view and manage employees’ schedules. Assigning schedules to employees allows you to quickly compare differences between scheduled and worked times. NAVIGATING TO THE SCHEDULE EDITOR GENIE 1. Go to the Menu item Scheduling > select Schedule Editor. 2. The Schedule Editor workspace will appear with your employees for the current schedule period. 3. To change Who you are seeing click on the drop down in the Show field. Hyperfind queries are listed to select employees. Note: Appendix An outlines creating a Hyperfind which allows you to create custom groupings of employees. 4. To change when you are looking at click on the drop down arrow in the Time Period field. Select the appropriate option. Each day takes a column. Headings show dates and holidays. Scroll horizontally to see dates that do not display on the screen. Confidential Page | 8 5. Actions – a. Select All – Select all employees from the Schedule Editor genie to perform an action b. Cut, Copy, Paste – Used to edit shifts c. Restore – Used to reinstate deleted shifts or pay codes that are part of a pattern d. Print Screen – print the portion of the screen that is visible on the window e. Export to Excel – The genie can be exported to Excel so it can be edited or printed from Excel 6. Shifts - a. Add/Edit/Delete – Used to Add, Edit or Delete Shifts b. Add/Edit/Delete – Used to Add, Edit or Delete Patterns c. Insert Template – Used to add a shift to a date d. Append Shift – Adds to the beginning or end of an existing shift e. Replace Shift – Deletes an existing shift and adds a new shift f. Insert Transfer – Add a transfer to an existing shift 7. Pay Code a. Add/Edit/Delete – Used to Add, Edit or Delete Pay Codes. Add and Edit brings up the Pay Code Editor. b. Add/Edit/Delete – Used to Add, Edit or Delete Pay Code Patterns. 8. View a. The schedule time can be viewed in Daily, 4-hour, 1-hour, or 15-minute intervals. b. The schedule can be displayed in Shift Times or Shift Labels. c. Totals – when selected shows the total number of hours and employees d. Accrual Amounts – when selected shows the accrual amounts as of the last day in the selected time period e. Breaks – not applicable for CVHP as breaks are not scheduled. f. Schedule Outline – displays a new window with all scheduled items for the selected time period g. Audits – shows who completed audits for the selected employee for the selected time period. Confidential Page | 9 ASSIGNING EMPLOYEES TO A GROUP From the Schedule Editor, the Kronos system allows schedulers to view their schedules, By Employee or By Group. The “By Group” tab displays employee schedule data by organizing them into groups. The steps to assign an employee to a schedule group are described below. 1. From the Schedule Planner, navigate to the By Group tab. 2. Select the employee you wish to assign to a group, right click over their name and select Add to group. 3. In the Add to Group window, from the drop down select the appropriate Schedule Group. Enter a valid Start & End Date. This will define when the employee will be displayed in the group. To save your changes click OK. 4. Navigate to the employees name to verify your results. The bold text under the Name Column represents valid group names. Employees that have not been assigned to a group will show up under the Ungrouped Employees. 5. Click Save to save your changes. 6. Employees can belong to multiple groups. 7. To remove an employee from a group. Right click on an employee’s name and select the option – Remove from Group. Confidential Page | 10 SHIFT TEMPLATE CHART A shift Segment is a valid shift that can be assigned to an employee. A new naming convention for shift segments is described below. Letter: Hour Number: Minute A- 1:00 0 – 00 B- 2:00 1- 15 C- 3:00 2- 30 D- 4:00 3 – 45 E- 5:00 F- 6:00 G- 7:00 H- 8:00 I- 9:00 J- 10:00 K- 11:00 L- 12:00 M- 13:00 N- 14:00 O- 15:00 P- 16:00 Q- 17:00 R- 18:00 S- 19:00 T- 20:00 U- 21:00 V- 22:00 W- 23:00 X- 24:00 Shift Template Formula A “Letter” denotes the hour. Military time is being used to denote PM times. A “Number” denotes the 15 minute increment of the shift start or end time. A shift template will be 4 characters. For example, a 7:00 AM to 15:30 PM shift would be denoted as G0O2. Using the chart below, you can see that the letter G = 7, the number 0 = 00, the Letter O = 15 and the number 2 = 30 minutes Confidential Page | 11 ADDING A SHIFT 1. Select the date cell where you want to add, right click and Select In the Schedule Planner window, select the date cell where you want to add, right click and Select Add > Shift. 2. The following window, Add Shift, will be displayed. Note the default shift type is set to Regular. Regular means you are creating a shift for the employee’s primary labor account and job. 3. The name of the employee is displayed in the upper left hand corner.
Related Search
We Need Your Support
Thank you for visiting our website and your interest in our free products and services. We are nonprofit website to share and download documents. To the running of this website, we need your help to support us.

Thanks to everyone for your continued support.

No, Thanks