Kronos Workforce Dimensions...items to get you started as a Time Approver There is a Kronos-built guide that can walk you through these and many more concepts.\爀䬀爀漀渀漀猀
This presentation for supervisors will cover the core tasks and actions you need to know to help you get started in your role as a Time Approver using Kronos Workforce Dimensions.
The Role of the Time Approver
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Presentation Notes
What is a Time Approver? Frequently, this is someone in a supervisory role, but not always. The Time Approver function applies to anyone who assigned the role of approving and editing employee timecards and requests, as shown on the screen. At USNH, in the past we have sometimes referred to a non-supervisor who is responsible for employee work time management as a “proxy” or “delegate”. In Kronos, these individuals cannot be assigned as regular Time Approvers. Going forward, a delegate in Kronos is a colleague with responsibility for approving your staff’s time records on a temporary basis.
Course Objectives – for Time Approvers
After completing this session, you should have an understanding on how to:
• Manage shifts & schedule patterns (Schedule)
• Respond to notifications (Control Center)
• Approve time off requests (Control Center)
• Add, edit and remove punches (Timecard)
• Respond to exceptions (Timecard)
• Add, edit and remove time off / premium time (Schedule)
• Approve Employee Timecards
• Use Dataviews for utilization and compliance review
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Presentation Notes
After completing this session, you should have an understanding of how to:� Manage shifts and staff schedule patterns (Schedule) Respond to notifications (Control Center) Approve time off requests (Control Center) Add, edit and remove punches (Timecard) Respond to exceptions (Timecard) Add, edit and remove time off/premium time (Schedule) Approve Timecards Use Dataviews for utilization and compliance review
View Schedules/Shifts
The employee Schedule view shows you ALL your direct reports and their regular work schedules & shifts:
• Weekly work schedules are initially loaded based on how a position is coded in Banner HR
• Schedules are necessary for status employees to process holiday pay & types of time off requests in Kronos
• For Hourly paid employees, exceptions (early in, late out punches, etc.) are based on shifts within the schedule
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Presentation Notes
The employee Schedule view shows you ALL your direct reports and their regular shifts. Weekly Work schedules are initially loaded based on how a position is coded in Banner HR Schedules are necessary for status employees to process holiday pay and types of time off requests in Kronos. Salary paid employees don’t see their own schedules, but as time approvers you can view them. For Hourly paid employees, exceptions such as an early in, late out or missed punch are based on their shifts coded within the Schedule. NOTE: When you are viewing a Salary paid employee’s schedule, it only represents the days, and hours worked per day, and NOT their actual work schedule or expectations. The start/stop time for your direct reports should not be changed unless you need to change the standard hours in a day (or days worked in a week).
Edit a Schedule Pattern
Job Aid: Edit a Schedule Pattern
Should only be used for employees who have a non-standard work schedule that does not already exist in Banner HR.
IMPORTANT: Prior to making any edits contact your HR office, as changes to any standard schedules need to be updated in Banner HR or employees will have duplicate schedules.
To create or edit a non-standard work schedule, right click on the employee name and select “Schedule Pattern”
• Create from scratch, or add a schedule using a Pattern Template or add each day using a Shift Template
• Set the time parameter for the pattern to repeat and override the existing schedule pattern
• Notify HR office of any initial creation of non-standard schedule for benefitted hourly staff.
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Presentation Notes
Standard work schedules are recorded in Banner and transferred to Kronos. Editing a schedule pattern is only for employees who have a non-standard work schedule that does not already exist in Banner HR. IMPORTANT: Prior to making any edits to a work schedule, contact your HR office, as changes to schedules need to be updated in Banner HR or employees will have duplicate schedules. This is for benefitted hourly employees only. If employee is salary paid, your HR office needs to be notified if their weekly scheduled hours change. (CLICK) To do so, right click on the employee name and select Schedule Pattern. (CLICK) (CLICK) You can also choose to create from scratch or add a schedule (CLICK) using a Pattern Template, or add each day using a Shift Template. (CLICK) You then set the time parameter for the pattern to repeat and it overrides the existing schedule pattern. NOTE: When you create a schedule pattern, it will always take priority over the automated one assigned in Banner. Notify your HR office for benefitted employees so they can code that employee as having a CUSTOM schedule. You would not need to notify HR if you made further changes to that custom schedule in the future. Unless you are certain a schedule has a limited time frame (example – a summer break schedule), you shouldn’t put an end date. To make sure you don’t have duplicate schedules appear in your view, always check “Override” See the Job Aid Edit a Schedule Pattern for the details on how to do this
Review Notifications in Control Center
As a time approver, unique notifications will appear in your Control Center:
such as Timekeeping and Time Off Requests.
• These require your direct action – usually before the close of the current pay period.
• You will also see notifications that relate to your own requests.
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Presentation Notes
The Control Center will always be the place that stores not only your own personal notifications, but those of your direct reports as well. As a Time Approver, please note that unique notifications appear in your Control Center – (CLICK) such as Timekeeping and Time Off requests awaiting your approval. These are 2 key areas for you to keep an eye on, as they will require your direct action, usually before the close of the current pay period. You will also continue to see notifications regarding your own requests as an employee.
Approving Time Off Requests
Job Aid: Approve Time Off Requests
Review your employee’s accrued balances, and your team’s work schedule for any staffing conflicts with other planned absences, then
Approve
OR set the request to
Pending
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Presentation Notes
The most common workflow from the Control Center is approving your direct reports’ Time Off requests. First, you will want to verify that the employee has available time off before approving it. (We’ll review where to find their leave balances in a few slides). You may want to also view your team’s schedule to see who also has time off scheduled during that timeframe before approving. Then, either Approve (CLICK) OR set request to Pending (CLICK) if you need more time to review your department schedule. Note: time off requests can also be completed directly from the notification email, the link takes you to the Schedule, and these instructions are included in the Job Aid.
Adding Punches and Comments to Timecards
Job Aid: Add, Edit and Delete Punches
Timekeeping notifications may be employee edits you need to approve or may require your direct action in a Timecard.
• Timecard is specifically used to Add, Edit or Deletepunches
• Adjusting Time Off and Premium Pay issues are addressed in the Schedule
• Always add a comment whenever you add, edit or delete an employee’s punch on a Timecard
Delete a row of punches
Add a missing punch
Edit a punch
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Presentation Notes
Other tasks you’ll need to accomplish are to edit punches and add comments for hourly staff. From your view of your employee’s Timecard, you can If Needed: Delete a punch Edit a punch Add a missing punch. �Simply Right click a cell on the schedule and follow the instructions. Adjusting Time off and Premium Pay issues are addressed in the Schedule and NOT the Timecard. Always add a comment whenever you add, edit or delete an employee’s punch on a Timecard Please note that if you click on the trash can icon (CLICK) at the start of a row, you will delete that entire row of punches.
Reviewing Exceptions on Hourly Timecards
Job Aid: Resolve Timecard Exceptions
Sometimes a Timecard will have exceptions noted that aren’t necessarily errors, but alerts to something that occurred outside of the normal shift.
• Right click on the cell with an exception to review it
• If it doesn’t require a correction, you can Mark as Reviewed and add a comment if necessary
Late Out Punch
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Presentation Notes
Sometimes a Timecard will have exceptions noted that aren’t necessarily errors, but alerts to something that occurred outside of the normal shift. The Red bar on the left side of a cell indicates an exception to review. Major exceptions (like missed punches) will result in a direct notification email to Time Approver. All Major and Minor exceptions (like early in/early out) trigger notifications in the Control Center and appear in the Timecard. You can right click on an exception to review it. If it doesn’t require a correction, you can mark it as reviewed and add a comment if necessary. Once you’ve reviewed it, the indicator changes to Green. IMPORTANT: It is recommended that you check timecards regularly to keep up with exceptions instead of waiting until the close of the pay period.
Add, Edit and Delete Time Off
Job Aid: Add, Edit or Delete Time Off on Schedules
Editing Time Off occurs in the Schedule view
• Best practice is for the employee to cancel and resubmit Time Off request
• However, you may have to submit a Time Off request or edit one for an employee who is unable to do so before the end of a pay period.
• The steps are similar to submitting a Time Off request for yourself.
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Presentation Notes
You may find yourself having to add, edit or delete a time off request for your staff; however, best practice is for the employee to resolve the errors whenever they can; for example by canceling and resubmitting a time off request. As a Time approver, you would approve any edits via notifications sent to you. However, if changes to time off requests need to be made, this MUST be done in Schedule view. To do so, you will right click on the cell in the employee’s schedule, and select what you need to edit. Shown circled here in red: (CLICK) Enter Time Off. Then choose the type of time off, (CLICK) date and duration (CLICK) (just as you would making a request for yourself). Review, add a comment if needed, and then Submit. When back on the Schedule, click Save (top right) to store your edits. Review the Job Aid “Add, Edit or Delete Time Off on Schedules”
Add, Delete and Edit Premium Pay
Job Aid: Add, Edit or Delete Paycodes on Schedules
Editing Premium Pay also occurs in the Schedule View
• Right click on a shift to Add Paycode or edit an existing paycode
• Examples of common premium pay would be:− Overtime, stand-by,
on-call or curtailed operations
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Presentation Notes
From your Schedule view for an employee, you can add a premium paycode, such as Overtime, curtailed ops, standby Pay, on-call pay, etc. Right click on the employee’s shift to see the icons: choose Add a Paycode, circled here in red. Then indicate the paycode, Start time Duration, Number of hours, Add a comment if needed. And click apply.... be sure to SAVE again on the Schedule screen.
Approve TimecardsDeadline is Monday morning, following the end of the pay period
Hourly paid timecards MUST BE reviewed and approved. Best practice is to also view Salary paid timecards for time off requests
• Open employee’s timecard
• View the correct pay period
• Resolve outstanding requests, errors or exceptions before approving
• Use Totals Add-on to verify hours to be paid are correct
Once a Timecard is approved, employees can no longer Punch IN/OUT or make edits
Job Aid: Approve Employee Timecards
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Presentation Notes
Approving Timecards …needs to be accomplished by the Monday deadline after the end of the pay period. Best practice is to also view Salary paid timecards for time off requests but you don’t have to approve them. Hourly paid timecards MUST BE reviewed and approved. To do this: Open your employee’s timecard. Verify you are viewing the correct pay period Resolve any outstanding requests, errors or exceptions before approving the timecard Use the Totals Add-on to verify hours to be paid are correct Once a Timecard is approved, employees can no longer Punch IN/OUT or make edits Background colors change depending on what stage the timecard is at, please review the job aid for definitions. Review the job aid for specific instructions, including tips for navigating through multiple direct reports faster. Multiple supervisors can approve the same timecard (which may be required for those employees with more than one job.) Finally, you can approve timecards early, before a Monday deadline, if you are confident that no more changes/edits are forthcoming.
Working with Dataviews
Job Aid: Sort and Personalize Dataviews
Dataviews give you deeper insight into the performance of your direct reports
• Some useful Dataviews include:− Accrual Details− OT Use− Absenteeism and− Worked vs Scheduled hours
• Within a Dataview you can sort & filter data
• Like other views, select the specific time period to view (usually Current or Previous pay period.)
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Working with and using Dataviews will give you deeper insight into the activities of your direct reports. Some useful Dataviews include: Accrual Details OT Use Absenteeism and Worked vs Scheduled hours – Simply click on the box you want to view. Within a Dataview you can sort & filter data, refer to the job aid for instructions on how to better refine or sort what you are viewing. Like other views, select the specific time period to view �(usually Current or Previous pay period.)
Create a Desktop Chart from a Dataview
Taking Dataviews a step further, you can create and save a Chart.
• Employee time off balance chart - for yourself or your direct reports
• You can also create multiple charts from Dataviews to choose for access on your Kronos homepage screen
Job Aids: Create Accrual Balance Chart
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As a Supervisor, you can put live information on your Homepage. For example, you can create and save a chart of accrual balances for yourself and / or ALL of your direct reports. You can also create multiple charts from Dataviews to choose for access on your Kronos homepage screen. To do so, please refer to the Job Aid – Create Accrual Balance Chart
Taking a Deeper Dive
Kronos Workforce Dimensions – Timekeeping and Basic Scheduling tasks is available to explore and learn more about actions that may be required by you as a Time Approver:
• Kronos workbook and captured exercises are available on USNH HR Kronos resources site (URL on next slide)
• Workbook shows all Time Approver functionality
• This presentation focused on the core “need to know” items to get you started as a Time Approver
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Presentation Notes
There is a Kronos-built guide that can walk you through these and many more concepts. Kronos Workforce Dimensions – Timekeeping and Basic Scheduling is available for you to explore and learn more about actions that may be required by you as a Time Approver: The Kronos workbook and captured exercises are available at the USNH HR Kronos resources page. The guide shows all Time Approver functionality within Kronos Workforce Dimensions This presentation focused on the core “need to know” items to get you started as a Time Approver We recommend exploring all the guided captured exercises within the workbook to gain a better understanding of your Time Approver tasks. Follow the link in the guide to log into the Captured Exercises. This is a closed web-based learning environment and you can't impact anyone's account. �Also, keep in mind, this workbook and exercise environment does not have the USNH look and feel.
Resources
Time Approver Job Aids are online
Easiest way to get started is by visiting the USNH Kronos webpage under Kronos:
All job aids, and the workbook to support you in your role as a supervisor and a Time Approver is available on the USNH Human Resources website link on your screen. If you need further assistance, please reach out to your campus HR office for support.
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