Kronos Workforce Dimensions: Timekeeping for …...Kronos Workforce Dimensions: Timekeeping -...
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Kronos Workforce Dimensions: Timekeeping - Adjunct Hourly or Student Employees
Transcript of Kronos Workforce Dimensions: Timekeeping for …...Kronos Workforce Dimensions: Timekeeping -...
Kronos Workforce Dimensions: Timekeeping -Adjunct Hourly or Student Employees
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Presentation Notes
Intro for presentations (but not part of the audio recording):�University System of NH is currently implementing a new time management system – Kronos Workforce Dimensions. This system is web-based, can be used on mobile devices, or desktop computers, or on timeclocks (for those UNH departments that use clocks). It does NOT require a VPN or multi-layer authentication. Please note that all employees continue to use WISE for their current needs, such as Direct Deposit, Pay Stubs & tax forms.� Let’s begin…. �This Kronos Workforce Dimensions session is for all USNH employees paid on an hourly basis who need to track their hours worked each day.
What is Kronos Workforce Dimensions?
Kronos Workforce Dimensions is the new time management system that will be used by ALL USNH employees.
• Kronos replaces 5 different USNH timekeeping systems
• Kronos links with USNH Banner Finance/HR system used to process payroll
• Employees will access Kronos via Desktop / Mobile application process OR a Timeclock
Presenter
Presentation Notes
Kronos Workforce Dimensions is the new time management system that will be used by ALL USNH employees under UTime. (CLICK) Kronos replaces 5 different USNH timekeeping systems (CLICK) Kronos links with the USNH Banner Finance/HR system that is used to process payroll� (CLICK) Employees will access Kronos via a Timeclock, Desktop and / or a Mobile application process
Kronos Communications Methods
Within Kronos, there are system generated communications and notifications to alert you to action that may require your attention
• Email communications will be sent to the email address we have on file in Banner HR.
• Notifications that require action will be displayed - such as a missed Punch display in your Control Center when using Desktop or Mobile application or through a clock display for Timeclock users
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Presentation Notes
Kronos Communications Methods Within Kronos, there are system generated communications and notifications to alert you to action that may require your attention IMPORTANT: (CLICK) All Kronos email communications will only be sent to employee address in Banner HR, most often a UNH address. �Be sure to check your employee email accounts on a regular basis. (CLICK) Notifications that require action - such as a missed Punch - will be displayed either through your Control Center when using Desktop / Mobile application or through a clock display for Timeclock users.
What is Changing for YOU?
For current WTE users transitioning to Desktop:
• You will Punch IN and OUT at the start and end of each shift/day in your desktop / mobile application to document hours worked vs. entering hours worked in WTE at the end of the day or week
For current WTE users transitioning to Time clocks:
• You will Punch IN and OUT at the start and end of each shift/day at a Timeclock located near your work location vs. entering hours worked in WTE at the end of the day or week
Presenter
Presentation Notes
What is Changing? (CLICK) For current WTE users transitioning to Desktop: You will Punch IN and OUT at the start and end of each shift or day on a tile in your desktop / mobile application to document hours worked vs. entering hours worked in WTE at the end of the day or week (CLICK) For current WTE users transitioning to Time clocks:� You will Punch IN and OUT at the start and end of each shift or day at a Timeclock located near your work location vs. entering hours worked in WTE at the end of the day or week
Language Preferences?
• For Timeclock users: Set the language (at auxiliary clocks) while you navigate in Kronos to review balances, submit time off requests and review & respond to notifications
• For Desktop or Mobile users: Notify your supervisor and they can set the default language for you to use every time you login to Kronos WFD
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Do you have a Language Preference? (Click) For Timeclock users: Set the language (at auxiliary clocks) while you navigate in Kronos to review balances, submit time off requests and review & respond to notifications� (Click) For Desktop or Mobile users: Notify your supervisor and they can set the default language for you to use every time you login to Kronos WFD
Kronos Learning Resources:
• Job Aids - for Punching In and Out, and job transfers (if applicable) are online and also posted at every Time clock
• Supplemental Job Aids (step by step instructions and screens shots) for actions you can make in Kronos WFD are posted online
• Overview Presentations – for Desktop / Mobile and Timeclock users are posted online for access and review at anytime
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Presentation Notes
Kronos Learning Resources will be provided to you in these various ways- Job Aids - for Punching In and Out, and job transfers (if applicable) are posted online and at every Time clock� Supplemental Job Aids (with step by step instructions and screens shots) for actions you can make in Kronos are posted online Narrated Overview Presentations – (Like this one), for Timeclock and Desktop users will be posted online for you to access and review� We are now going to cover Kronos using the Desktop / Mobile application. A presentation with screen shots for Timeclock users is also available online.
Course Objectives
After completing this review, you should have an understanding of how to do the following:
• Access and navigate in Kronos Workforce Dimensions (desktop or mobile)• Enter IN and OUT Punch times
• Navigate your Timecard to perform edits/corrections
• Approve your Timecard on a bi-weekly basis, & prior to the deadline
Presenter
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After you successfully log in you will be able to: Access and Navigate your Home page in Kronos through the desktop or mobile environment Enter your IN and OUT punch times each day that you work Navigate within your Timecard to perform necessary edits or corrections Approve your timecard on a bi-weekly basis� NOTE: As we navigate through this session, we will note the job aids that accompany each task. These job aids can be printed and used as reminders for how to navigate within Kronos once your account is active.
Navigating your Home Page1
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This first section will cover how to login in and navigate your Kronos Workforce Dimensions home page using the desktop application.
Access Workforce Dimensions - Desktop
Job Aid: Getting Started - Employee Desktop
• Login to Workforce Dimensions via USNH Single Sign-On (SSO)
https://usnh-sso.prd.mykronos.com− Tip: bookmark the login page for
future use
• Takes you directly to your Kronos home page, where you can:− Access, view and modify your
data using tiles− Configured to reflect your role
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Presentation Notes
All employees will be using USNH Single Sign-on to log in to Kronos WorkForce Dimensions using a desktop or mobile device.. In your browser window, type the URL shown on the screen. You should be redirected to the (click) USNH Kronos Single Sign-on page Enter your USNH credentials and click SUBMIT You will then be taken directly to your Home page within Kronos. Your HOME page allows you to access, view and modify your data using tiles. Your home page is configured to reflect your role, responsibilities and tasks. � The Job Aid for this task is: ‘Getting Started – Employee Desktop’
Access Workforce Dimensions - Mobile
Download the "WF Dimensions" application for use on your mobile device
• Full functionality, in a mobile-enhanced view.
• Download from the Apple app store or android app store (such as Google Play.)
• When asked, use the same URL as the desktop:
https://usnh-sso.prd.mykronos.com
Job Aid: Getting Started – Mobile Application
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You can also download the Kronos WorkForce Dimensions app for use on a mobile device or tablet. It provides the same full functionality available in the desktop application but in a mobile enhanced view. You can access the app in the Apple store or your favorite Android app store such as Google Play. The Job Aid for this task is: ‘Getting Started – Mobile Application’
Navigating the Home Page
Take actions directly in this tile
AccessMain Menu
Click tile background to view
source
Alert icon
Home page icon
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Your Home page is the first thing you’ll see each time after you log into Kronos. Your default tiles are My Notifications, My Profile, My Schedule, Punch, and Timecard. Note: the My Schedule tile will only show a work schedule if you have one created in the system by your department. On your Home page, you can: (CLICK) Open the Main Menu to access other pages. For example, access your timecard, or calendar through the Main Menu� (CLICK) Alerts are a notification of an event or condition that may require your attention.� (CLICK) Take action directly in a tile - For example, Punching IN and OUT to record your start or end time� (CLICK) Click on a tile background to view that datasource. For example, clicking My Schedule takes you directly to a My Calendar view.� (CLICK) Return to the Home page from any other page just by clicking the Home page icon.
Viewing alerts and accessing the Control Center
To view your alerts:
• Click the Bell icon to view a summary of alert(s)
• Click View All to view the Control Center
• Click a category in the My Notifications tile
Click to open Control Center
Click anywhere to close Control
Center panel
Quick actions
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Please Note: there are many ways to accomplish one task – for example, accessing the Control Center to view your alerts (CLICK) As displayed here, clicking the Bell icon opens your Control Center panel where you can quickly respond to issues (CLICK) Clicking View All will take you to the full Control Center page (CLICK) Clicking anywhere else on the page closes the panel In addition: (CLICK) Notifications are also listed in the My Notifications tile on your Home page. Clicking on an item in the list will also take you to your Control Center page.
Control Center
Notification listCategoriesDetails panel
Available actions
Filters
Job Aid: Review Control Center Notifications
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In the Control Center, you can: (CLICK) Select a category and view the alerts for that category (CLICK) Filter the alerts such as selecting to view alerts you have marked as READ (CLICK) Click on a notification to view the details about it on the right (CLICK) Take an available action on your notification – such as Mark Read, or Delete� The Job Aid for this task is: ‘Review Control Center Notifications’
Signing Out
When you are done:
• Access the Main Menu
• Select Sign Out to exit
NOTE: Kronos Workforce Dimensions will automatically log you out after 10 minutes of inactivity on desktop or mobile screen
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It is a good practice to always sign out (CLICK) when you are done working in Workforce Dimensions, especially if you are using a computer or device that others have access to. Please be aware that you won’t be logged out if you did not use the SIGN OUT feature and instead just closed the browser tab and left other browser tabs open. NOTE: Kronos will log you out of the browser after 10 minutes of inactivity
Time Entry via Desktop2
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Next, we will cover time entry through the Punch Tile using Desktop or Mobile app
Punching In and Out
• Time is recorded via Punch tile and is added to your MY Timecard− Provides accurate, timely
documentation of hours worked
• Punch Locations− You should only be
punching in at your designated work locations
• Employees with multiple jobs− Required to use the
Transfer function to select the correct job you are punching in for
Job Aid: Using the Punch Tile
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SPECIAL NOTE: Right now, employees with only one job will default to that job when clicking “punch”. If you have more than one job with UNH and that department is also using Kronos, you will always start with the PUNCH TRANSFER button. Your Time is recorded via a Punch tile and is added to your MY Timecard. This action provides accurate, timely documentation of hours worked You will only Punch IN /OUT (CLICK) at your designated work or other approved location. EX: an employee that works outdoors away from a computer or timeclock may be authorized to Punch In using a mobile device. (CLICK) For employees with multiple jobs, you will be required to use the Transfer function to select the correct job you are Punching in for. Using this button will capture your PUNCH IN, so you will then only have to use the PUNCH OUT button at the end of your shift.� The Job Aid for this task is: ‘Using the Punch Tile’
Punching In and Out (cont.)Track hours worked by Punching IN and Punching OUT
Multiple Punches are interpreted as alternating IN and OUT punches:
• 1st punch of the day is a IN punch• 2nd punch is assumed to be an OUT
punch
• If you have a work schedule in Kronos and miss a punch, you will be prompted at your next punch to correct it. You can:
• Fix immediately or access your timecard later to make the correction, but prior to the end of that pay period
• Supervisors Approve all corrected punches on a timecard
Presenter
Presentation Notes
Track your hours worked each day by Punching In and Out using the Punch Tile: (CLICK) Multiple Punches each day are interpreted as alternating IN and OUT punches: (CLICK) 1st punch of the day is a IN punch; 2nd punch is assumed to be an OUT punch (CLICK) If your departments creates a work schedule for you in Kronos and you happen to miss a punch, that will be seen as an exception and you will be prompted at your next punch to correct the missed Punch. (CLICK) You will be able to fix it immediately or access your timecard later to make the correction, but it must be taken care of prior to the end of that pay period. (CLICK) Your Supervisor will be required to approve any corrected missed punches.
¼ Hour Rounding Rules - for Punching IN and OUT
Rounding Rules calculate an employee’s IN or OUT Punch time to the nearest 1/4 hour
• Chart shows example of how a Punch anytime during 7:53 to 8:07 would round to an 8:00am Start Time
• Keep an eye on your punching each day, because if you Punch IN Early or Punch OUT Late outside of the quarter round you could trigger overtime for that day/week
Examples:
Punch IN at 7:52am would round back to a start time of 7:45am
Punch OUT at 4:38pm would round up to an end time of 4:45pm
Presenter
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Rounding Rules exist in Kronos. It will calculate an employee’s IN or OUT Punch time to the nearest 1/4 hour This Chart shows an example of how a Punch IN anytime between 7:53 to 8:07 would round to an 8:00am Start Time� Punches outside of the rounding will show up as exceptions on your timecard and generate notifications to your supervisor.� You also want to pay attention when you punch; Because if you Punch IN Early or Punch OUT Late outside of the quarter round, you could trigger overtime for that day/week. � Examples: � Punch IN at 7:52am would round back to a start time of 7:45am Punch OUT at 4:38pm would round up to an end time of 4:45pm
Punching OUT & Meal Attestation – (After 5 or more hours worked)
If you worked 5 or more consecutive hours, CONFIRM whether you took your unpaid meal break:
YES OR NO AND WHY?
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The Meal Attestation screen will appear (in desktop/mobile or on a timeclock) for any employee who works 5 or more hours. It is your responsibility for reply and confirm every time this prompt appears. Select YES and Submit if you took your unpaid meal break Select NO and Submit if you DID NOT take your unpaid meal break. If you selected NO, you will be required to select from the options to indicate WHY you missed your meal break. When you select NO, your Supervisor/Time-Approver receives a Notification in their Control Center. If you took the unpaid meal break, the 30-minute unpaid break will be subtracted from the total hours worked for that Shift/Day. If you did NOT take an unpaid meal break, the total amount of time between the punches will be added to your total hours worked for that Shift/Day.
Navigating My Timecard3
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Next we will review how to navigate your Timecard
Viewing My Timecard
Job Aid: View My Timecard
From Main Menu:
• Select My Information
• Select My Timecard
OR use your Timecard tile which contains:
• Total number of exceptions in your timecard
• Name & day that someone other than you edited your timecard
• Click tile to My Timecard
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Viewing My Timecard From the Main Menu, select My Information, then select (CLICK) My Timecard. You can also get to your My Timecard view, by clicking on your (CLICK) Timecard tile on your home page. Your Timecard tile will alert you to how many exceptions you may have on your timecard for the current pay period; and will also display the name and day that someone other than you edited your timecard. The Job Aid for this task is ‘View My Timecard’
Hourly Timecards
Timecard Add-ons Bar
Job Aid: View My Timecard
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Hourly Timecards Your timecard displays (CLICK) pay period dates, scheduled shifts if you have any, your captured punches, job transfers, pay codes, and total hours worked for a (CLICK) shift and (CLICK) and for the day. (CLICK) At the bottom are timecard add-ons:� Totals — Displays your total hours worked for the selected pay period or date view you set. Historical Corrections — Enables you to verify the results of pending and saved corrections. Historical corrections are changes to your timecard done after the pay period is signed off and payroll is completed. Audits — Displays audit details, including comments, corrections, timecard sign-offs and approvals that have been posted to a timecard. The Job Aid for this task is: ‘View My Timecard’
Performing Timecard Tasks4
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Now we’ll review how to perform some basic Timecard tasks, beyond your primary actions of Punching In & Out for your shifts using the Punch Tile.
Add, Edit & Delete Punches
• Correct errors and provide details on exceptions in My Timecard
EX: Missed punches are called out by a solid red block in the missing field
• If punches don’t align with aschedule (if you have one), an indicator appears in the cell containing the issue
Job Aid: Add, Edit & Delete Punches
IMPORTANT: • Edits don’t appear on your timecard until they have been approved• You can view your unapproved edits by selecting View Pending
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Presentation Notes
The standard process for capturing your hours worked is via the Punch Tile. Entering punches directly on My Timecard should ONLY be used to make corrections. Using My Timecard, you can correct errors and provide details on exceptions:� (CLICK) For employees with Schedules created in Kronos, a missed punch will be called out by a solid RED block in the missing field. If punches don’t align with your work schedule, an indicator will appear within the cell containing the issue to help you resolve it. (CLICK) Once punch changes are saved, your time approver has to approve your edits before they will appear on your timecard. �IMPORTANT: Edits will NOT appear on the timecard until your Time Approver approves it. � (CLICK) You can view any unapproved, pending edits by clicking on ‘View Pending’ in the top right corner of My Timecard. The Job Aid for this task is: ‘Add, Edit & Delete Punches’
Adding Comments
• Add comments on your Timecard to explain a punch, or exceptions
• Choose from list of available comments− Do ENTER comments that explain a missed punch,
a late in/out punch or an early in/out punch.− Do NOT disclose personal, private
information in your comments.
• You can add more than one comment
• View comment details in My Timecard, by hovering over the comments bubble icon
NOTE: You may be able to type additional notes to accompany the comment(s).
Presenter
Presentation Notes
Adding Comments While an edit made in a Timecard will show in the audit trail, for historical purposes all edits need to have an associated comment. These comments can be added directly on the timecard. (CLICK) You can Add comments to explain a punch, pay code or punch exception (CLICK) You can choose from a list of available comments:� Do ENTER comments that explain a missed punch, a late in/out punch or an early in/out punch. Do NOT disclose personal, private information in your comments. You can also add more than one comment to a cell. NOTE: You may be able to type additional notes to accompany the comment(s).
Approving Your Timecard• You are required to approve your timecard at the close of each pay period
• On My Timecard – be sure you are reviewing the Current Pay Period display & APPROVE
• Once your manager approves your Timecard, you will not be able to make additional edits
Job Aid: Approve Your Timecard
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Presentation Notes
You are required to approve your timecard after the close of each pay period (CLICK), but with enough time for the manager to also approve it prior to payroll running. The deadline for time-approvers is 3pm on a Monday following the close of the pay period. BEST Practice would be to review your timecard, and then approve it after your final punch for that pay period before you head home. Be sure you are approving your current pay period dates. If you realize you made a mistake, you can remove your approval, make corrections and then re-approve. IMPORTANT: Once you or your manager has approved your timecard, you will be unable to make additional changes. Some color coding tips: Once a timecard is approved by the employee, the background of your timecard will turn Yellow. Once the manager has approved it, the background is green and If your payroll department has signed off the timecard, then the background is gray. If the manager approves the timecard, but the employee hasn’t, the background will be light purple. These color codes are listed on the accompanying Job Aid – ‘Approve YOUR TimeCard’
Resources5
USNH/Kronos Workforce Dimensions site:
https://usnh-sso.prd.mykronos.com/
Visit the UTime/Kronos webpage to find: • Announcements • Training presentations • Job Aids • Contact info for Campus System
Admins
https://www.usnh.edu/human-resources/kronos-information-and-
resources
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Presentation Notes
Finally, Here is the URL to access and login to Kronos Workforce Dimensions, from a desktop or mobile device, and the link to the list of Kronos resources available on the USNH HR website. All necessary Job Aids to assist you are available on this site. If you need assistance, please contact your immediate supervisor or your campus HR office. Thank you!
