Kronos Workforce Timekeeper

KronosWorkforce TimekeeperTime and Attendence SystemComputer Training ManualPrepared by:Amelia Griggs, Information Management6/14/2005

Kronos Workforce Timekeeper - Training ManualTable of Contents:A.B.C.D.E.F.G.H.I.Introduction.4“Punch to Payroll Process” Pictorial Summary.4Log On .5Navigation and Genie Overview .6Examining the Timekeeper Page .6Workforce Genies .8Log On Timeout .10Accessing Online Help .11Logging Off .12Timecards.13Hourly Timecard.14Project Timecard.14Timecard Tabs .15Totals & Schedule Tab .15Displaying Labor Account Information.15Viewing the Totals section.16Viewing the Schedule section .17Viewing the Accruals tab .18Viewing the Audits tab .20Comments Tab .21Moved Amounts tab.22Sign-Off & Approvals Tab .22Time Card Edits .23Phantom Punches.23Identifying Exceptions.24Adding Punches.25Adding Durations Amounts (Project View Timecards).25Saving Information .26Deleting a Punch.27Using Refresh .27Editing Punches.28Adding Comments .29Labor Account Transfers .30Adding a Pay Code .31Moving Pay Code Amounts .32Applying Work Rule Transfers .33Calculating Timecard Totals .34Approvals .35Approving Timecards .35Scheduling .37Hyperfind Queries.44Group Edits Overview .45Prepared by Holy Redeemer Health SystemPage 2

Kronos Workforce Timekeeper - Training ManualJ.K.L.Reports .46Time Entry Methods.48Employee Time Stamp.48Timekeeper Terminal .49Conclusion/Wrap Up: .50Prepared by Holy Redeemer Health SystemPage 3

Kronos Workforce Timekeeper - Training ManualA. IntroductionWelcome to the Kronos Workforce Timekeeper System Training Class.After completing this course, you should be able to:Be familiar with basic Workforce Timekeeper functions and terminology.Understand navigation concepts.Review, apply edits and approve timecards.Generate daily reports.Edit and maintain schedules.“Punch to Payroll Process” Pictorial SummaryPrepared by Holy Redeemer Health SystemPage 4

Kronos Workforce Timekeeper - Training ManualB. Log OnAs you log on, the system checks the access profile that was created for youwhen your personal data was entered into the system. Workforce Timekeeperuses a display profile, assigned specifically to you, to open your default view in aWeb browser.To launch Workforce Timekeeper, click on desktop icon (if available) on yourcomputer desktop; alternatively, a link will be available via the Holy RedeemerHealth System Intranet.The Workforce Timekeeper login screen will be displayed:Steps To log on to Workforce Timekeeper:1. Enter your User Name.2. Enter your Password.3. Click Log On.Prepared by Holy Redeemer Health SystemPage 5

Kronos Workforce Timekeeper - Training ManualC. Navigation and Genie OverviewExamining the Timekeeper PageHeaderWorkspaceNavigation BarThe Workforce Timekeeper display is customized according to time andattendence policies, as well as your access profile.The main Workforce Timekeeper page contains three main areas.Navigation BarThe navigation bar is located on the left side of the page.This area contains the Workforce Timekeeper features towhich you have been granted access. You select a link byclicking on the text. When you click one of the links, theselected component opens in the workspace.HeaderThe header is located at the top of the page underneath theWeb browser menus and icons. This area identifies whichemployees and what time period are currently selected. Theheader also shows a menu of the tasks you can perform.WorkspaceThe workspace is the large area in the middle of your page.This area contains detailed information abou the employeesand time period that are currently selected.Prepared by Holy Redeemer Health SystemPage 6

Kronos Workforce Timekeeper - Training ManualThe Minimize/Maximize button in the upper right corner of the Navigation Barallows you to reduce the size of the navigation bar and restore its default sizewith one click. You can also resize the navigation bar and the workspace bydragging the frame border with the mouse.MinimizeMaximizeThe Show drop-down box in the header area of a Detail is a HyperFind queryused to populate the Genie with a selected set of people. When Show is used,the Genie automatically changes to display only those people who match thequery criteria.Each Workforce Genie displays information relative to time period. When youclick in the Time Period box, a drop-down list displays the available time periodchoices. Click an option to change the time period for the current editingsession.When you select a Workforce Genie, the workspace displays the most recentinformation gathered from the database. Information in the database, however,can change. And those changes might not be reflected on the page unless youclick Refresh from the header. The time of the most recent Refresh is identifiedin the upper left corner of the header:Once a Workforce Genie appears, one to four Launch icons might display in theupper-right corrner of the header. These icons are the primary way to navigatefrom one Workforce Timekeeper compenent to another.Prepared by Holy Redeemer Health SystemPage 7

Kronos Workforce Timekeeper - Training ManualWorkforce GeniesWorkforce Genies are powerful tools that provide you with instant feedback oncritical time, labor, and schedule information. They are helpful in displayingcritical information in an easy to read format, so you can quickly identify whichemployees might need edits or adjustments.Three types of Workforce Genies are:The Detail Genie is based on employee name. It is often the starting point forediting timecards, schedules, people attributes, and requesting reports forselected people. Some common Detail Genies visible on your navigation barinclude Reconcile Timecard and Pay Period Close.Reconcile Timecard Genie displays the employees to whom you haveaccess, and shows the following types of information: Employee name Exceptions, such as unexcused absences and missed punches Overtime hours Unscheduled hours Whether totals are up-to-datePay Period Close Genie is used to prepare for payroll processing. It isused to determine which managers have approved the timecards, whetheremployees have unexcused absences or missed punches, and the totalnumber of hours for each employee.Prepared by Holy Redeemer Health SystemPage 8

Kronos Workforce Timekeeper - Training ManualQuickFind Genie allows you to search for one or more people, based on theirname and ID. Quickfind lets you quickly search for one or more specificemployees who might not be in the group of employees that currently appear.You can also use wildcard characters (* % - ?). When you are setting up asearch or query, wildcards let you search for database entries with a partial stringof characters. In a search or query, a wildcard character, such as the asterisk (*),percent symbol (%), question mark (?) or underline ( ), represents othercharacters. Use either the asterisk (*) or the percent symbol (%) to indicate thatmultiple characters can occupy a position in the search string. Forexample, to search for the names of all employee IDs that begin with theletter C, enter c* or c% in the text box and click Search. Use the question mark (?) or underline ( ) to indicate a single characteroccupies a position in the search string. For example, to search for fourdigit numbers starting with 07, enter ? 07 in the text box and clickSearch.Roll-up Genie is a roll-up summary that displays a header area and a table ofinformation in the workspace showing time and labor details about groupsbelonging to a particular labor account. A Roll-up Genie is intended for use bysupervisors such as a payroll administrator who needs to view summaryinformation for a large group of employees.Scheduling Genies provide tools you can use to do the following: Build schedules for individuals or groups of employees Create groups of employees who use the same schedule View schedules for the set of employees and time period you select Adjust schedules as neededAn employee's scheduled time is automatically charged to his or her homeaccount. You can schedule pay codes and make pay code edits, or transfer timeto another account or work rule as required. Scheduled pay codes and shifts canbe automatically transferred to the employee's timecard so he or she can be paidfrom the schedule.Prepared by Holy Redeemer Health SystemPage 9

Kronos Workforce Timekeeper - Training ManualLog On TimeoutIf you are logged on for a period of time without Workforce Timekeeper detectingany activity, you will receive a message that states, “Your session is about totime out. Please verify your password, (user name)”.You can do one of the following: Enter your password and click Log On to continue your session where youleft out. Once you enter your password, you will receive another messagethat states “(user name) Your logon was successful.” Click Log Off to end your Workforce Timekeeper session.Prepared by Holy Redeemer Health SystemPage 10

Kronos Workforce Timekeeper - Training ManualAccessing Online HelpLaunch Help IconHelp LinkAll components within Workforce Timekeeper have online Help, which youaccess in the following ways: Select the Help icon (?) located in the upper right corner of the workspace.A Help topic for the visible component opens with links to various otherrelated topics.Click the Help link at the bottom of the navigation bar to open theWorkforce Timekeeper Help table of contents. Click a component in thelist to expand for chapter headings. Click a chapter heading to expand fora list of topics. To access information, click a topic name.Click the Help button within individual dialog boxes to obtain Help aboutthe visible dialog box.Prepared by Holy Redeemer Health SystemPage 11

Kronos Workforce Timekeeper - Training ManualD. Logging OffWhen you log off Workforce Timekeeper, you are ending your session. You willlose any changes if you do not save the changes before logging off.StepsTo log off:1. Select Log Off from the navigation bar.2. Review the message that appears, confirming you that you havesuccessfully logged off.ImportantTo close the Workforce Timekeeper application, you should selectthe Log Off from the navigation bar before closing your browser. Ifyou click the X in the upper-right corner of your browserwithout logging off, your connection to the application mightremain open, which makes it possible for another person toview and edit your information.Prepared by Holy Redeemer Health SystemPage 12

Kronos Workforce Timekeeper - Training ManualE. TimecardsYour access profile defines the timecards that you can access. Depending onyour access profile, you can perform the following tasks:Open your own timecard by clicking My Timecard on the navigation bar(under My Information).Open the timecards of other employees from a Time and AttendanceGenie or a Workforce Genies for Scheduling.Example:Click on the Reconcile Timecard genie; one or more employees will displayTo select morethan oneemployee,hold the CTRLkey whileclicking onanother rowTo proceed toviewTimecards forone or moreemployeesclick on theTimecardlaunch iconYou may alsodouble click onone row ifviewing onlyone TimecardPrepared by Holy Redeemer Health SystemPage 13

Kronos Workforce Timekeeper - Training ManualHourly Timecard Used to enter start and stop time stamps over the WebCaptures and displays start and stop times,non-worked time, job transfers, and exceptionsAllows entry of pay code amounts and durations amountsCan be pre-populated using scheduled timesProject Timecard Used for charging time to a project or job.Captures pay code amounts and durations amounts.Can be pre-populated with schedule data.No start and stop timesDates appear horizontallyPrepared by Holy Redeemer Health SystemPage 14