Workforce Timekeeper v6.2 Timekeeper Upgrade Guide for Managers
The information in this document is subject to change without notice and should not be construed as a commitment by Kronos Incorporated. Kronos Incorporated assumes no responsibility for any errors that may appear in this manual. This document is for the use of the intended recipient, and it may not be reproduced in whole or in part or used for any other purpose than that for which it was provided without the prior written permission of Kronos Incorporated. Copyright, Kronos Incorporated or a related company, 2012. All rights reserved. Altitude, Cambridge Clock, CardSaver, Datakeeper, Datakeeper Central, eforce, Gatekeeper, Gatekeeper Central, Imagekeeper, Jobkeeper Central, Keep.Trac, Kronos, Kronos Touch ID, Kronos InTouch, the Kronos logo, My Genies, PeoplePlanner, PeoplePlanner & Design, Schedule Manager & Design, ShopTrac, ShopTrac Pro, StarComm, StarPort, StarSaver, StarTimer, TeleTime, Timekeeper, Timekeeper Central, TimeMaker, Visionware, Workforce Accruals, Workforce Central, Workforce Decisions, Workforce Express, Workforce Genie, and Workforce TeleTime are registered trademarks of Kronos Incorporated or a related company. Altitude Dream, Altitude Pairing, Altitude PBS, Comm.Mgr, CommLink, DKC/Datalink, FasTrack, HR and Payroll Answerforce, HyperFind, Improving the Performance of People and Business, Kronos 4500, Kronos 4500 Touch ID, Kronos e-central, Kronos KnowledgePass, KronosWorks, KVC On Demand, Labor Plus, Momentum, Momentum Essentials, Momentum Online, Schedule Assistant, Smart Scheduler, Smart View, StartLabor, Start Quality, Start WIP, Starter Series, Timekeeper Decisions, Timekeeper Web, VisionPlus, Winstar Elite, WIP Plus, Workforce Activities, Workforce Attendance, Workforce Connect, Workforce Employee, Workforce HR, Workforce Leave, Workforce Manager, Workforce Mobile, Workforce MobileTime, Workforce Payroll, Workforce Record Manager, Workforce Recruiter, Workforce Scheduler, Workforce Scheduler with Optimization, Workforce Smart Scheduler, Workforce Tax Filing, Workforce Timekeeper, Workforce Analytics, Workforce Acquisition, Workforce View, Workforce Absence Manager, Workforce Device Manager, Workforce Integration Manager, Workforce Forecast Manager and Workforce Operations Planner are trademarks of Kronos Incorporated or a related company. IBM, eserver, and iseries are trademarks of International Business Machines Corporation. StandardsPro is a registered trademark of H.B. Maynard and Company, Inc. Vortex and Vortex Mobile Scheduler Connect are trademarks of Vortex Connect. All other product and company names mentioned are for identification purposes only, and may be trademarks of their respective owners. When using and applying the information generated by Kronos products, customers should ensure that they comply with the applicable requirements of federal and state law, such as the Fair Labor Standards Act. Nothing in this Guide shall be construed as an assurance or guaranty that Kronos products comply with any such laws. These training materials are provided with the understanding that Kronos is not engaged in the business of rendering readerspecific legal, accounting, or regulatory compliance advice. If legal, accounting or other regulatory compliance consulting services are required, the services of an attorney, certified public accountant or other qualified professional, with full knowledge of your organization s particular operations, circumstances and policies, should be sought. Examples provided in these materials are for general educational purposes only. Readers are encouraged to consult with appropriate professional advisors concerning their individual circumstances before making decisions affecting their business operations. Last updated January 10, 2012. Kronos KnowledgePass subscription is designed to be your pre-training, post-training, and refresher skills destination. Kronos KnowledgePass contains tutorials, learning snippets, job aids, and much more to support the training you receive from Kronos-certified instructors. Kronos KnowledgePass education support materials stream right to your desktop and are all available 24/7. To find out if your organization subscribes to Kronos KnowledgePass, speak to the individual responsible for the Kronos solution at your organization. If you are not a subscriber and you are interested in Kronos KnowledgePass, please give us a call at 888 293 5549.. Document Revision Product Version Release Date A Timekeeper Upgrade Guide for Managers February 2012
Table of Contents Getting Started... 1 Logging On... 1 Logging Off and Timing Out... 2 Navigating in Workforce Timekeeper... 3 Using Online Help... 6 Monitoring Employee Time/Using Classic Links... 7 Using Workforce Genies... 7 Generating Standard Reports... 10 Running Reports for Microsoft Excel... 14 Using the Accrual Reporting Period Genie... 16 Editing Employee Time... 17 Reviewing Timecard Changes... 17 Attaching and Deleting Comments and Notes... 19 Calculating, Refreshing, and Saving Data... 23 Reviewing Audits... 28 Viewing Sign-Offs, Requests & Approvals... 30 Finalizing Timecards... 31 Reviewing Time Data using the Supervisor Signoff Genie... 31 Approving Employees Time... 32 Scheduling Employees... 33 Using the Schedule Editor... 33 Using Schedule Groups... 36 Using Workforce Genies to Manage Schedule Groups... 40 Adding Shifts Using the Shift Editor... 42 Scheduling Non-worked Hours and Amounts... 45 Appendix... 49 Using the Work & Absence Summary Calendar... 49 2012, Kronos Incorporated or a related company. All rights reserved. iii
Getting Started Logging On The Workforce Central log on page provides access to all the features of the Workforce Timekeeper application where you perform your time and attendance tasks. 1 Access the Workforce Central log on page. 2 Enter your user name and password in their designated fields. 3 Click the Log On button or press the Enter key on the keyboard. 2012, Kronos Incorporated or a related company. All rights reserved. 1
Logging Off and Timing Out Upon completion of your tasks, you must log off the application to ensure that your employees information remains confidential. You will find the log-off link in the upper-right corner of the Workforce Timekeeper screen. If you do not log out and the application does not detect activity within a specific amount of time, the application will time out. The inactivity timeout protects sensitive information in the application. Shortly before the application times out, you will be prompted to click Yes to continue working or No to log out. You no longer will need to enter your password to stay in the application. Caution If you select No or the application times out, you will lose any unsaved changes. 2 2012, Kronos Incorporated or a related company. All rights reserved.
Navigating in Workforce Timekeeper Each Workforce Timekeeper page includes two main areas: the banner area and the workspace. The following illustration shows a Workforce Timekeeper page. The following table describes the two main areas of the Workforce Timekeeper page. Area Banner Workspace Description Located at the top of the page, the banner contains tabbed menus with links to the features you need to perform your tasks. It also contains a set of utility links, such as Help. Located under the banner, the workspace contains: A Quick Links bar with quick access to other areas of the application. You select the employees that you want to review and use the quick links to access their information. A page header that includes: The Show field where you can select a specific set of employees. The Time Period field where you select the timeframe for which you want to view schedules and timecard data. The work area contains detailed information about the employees in the selected time period, as well as the action bar, which contains selections for modifying data. 2012, Kronos Incorporated or a related company. All rights reserved. 3
Accessing other pages You can navigate to any timekeeping page using the tabs in the banner. When you click on a tab, it displays a drop-down list. As you move your cursor from tab to tab, each one displays a drop-down list. The list contains other timekeeping pages to which you have access. The following illustration shows a tab expanded to display its menu of links to other pages. Use Quick Links to access other tools, such as timecards. The following table describes some of the Quick Links. Quick Links Timecard Schedule People Reports Description Provides access to the Timecard Editor for selected employees Provides access to the Schedule Editor for selected employees Provides access to the People Editor for selected employees Runs a report about the selected employees 4 2012, Kronos Incorporated or a related company. All rights reserved.
Using the Quick Links 1 In the workspace area, select the employees for whom you need to access data. 2 Which system component do you want to access? To access timecards for the selected employees, click the Timecard quick link. To access the Schedule Editor for the selected employees, click the Schedule quick link. To access the People Editor for the selected employees, click the People quick link. To run reports for the selected employees, click the Reports quick link. Note When you right-click the name of an employee, a menu appears containing the same tools available in Quick Links. Showing and hiding the banner If you need more room for the workspace, you can hide the banner by clicking the orange arrow. Click the orange arrow again to redisplay the banner. The following illustration shows the arrow to hide the banner. 2012, Kronos Incorporated or a related company. All rights reserved. 5
Using Online Help The application contains a context-sensitive online Help system to help you perform timekeeping tasks. Context-sensitive help means that the Help system displays the appropriate Help topic for the page, dialog box, or field you re on when you click Help. It contains a site map, index, and search capabilities to help you locate information about Workforce Timekeeper components, concepts, and procedures. 1 Click the Help utility link in the upper-right corner of the banner. This link displays a Help topic specific to where you are in the application. 2 Use the tabs to locate online help data. When finished, close the Help window. Component Contents tab Search tab View/Hide Helper tab Show Full Screen/Show Headers Description Collection of topic links that you use to display the information you need Tool for entering a specific word or phrase; topics appear with percent rankings that identify their relevance Displays or hides related topics and terms Displays or hides the banner within the Help topic page 6 2012, Kronos Incorporated or a related company. All rights reserved.
Monitoring Employee Time/Using Classic Links Using Workforce Genies A Workforce Genie allows for in-depth monitoring of time information in Workforce Timekeeper. Workforce Genies appear as tools in the tabs. They display employee information in a summarized, easyto-read format. Using a Workforce Genie, you can: Locate employees and access their timecards Generate reports for one or more employees Review summarized information at-a-glance for quick analysis Components of a Workforce Genie The following illustration shows a sample Reconcile Timecard Genie that highlights the two components of the Workforce Genie that you use to select who you want to review (Show) and from what time (Time Period). The results appear in the highlighted workspace. Tip To access timecard, schedules, people or reports in a classic Genie, select the employees and then click one of the quick links, located above the page title. Optionally, you can select the employees and then right-click to display a menu that includes these quick links. 2012, Kronos Incorporated or a related company. All rights reserved. 7
The following table describes each of the Workforce Genie components in more detail. Component Question Answered Description Show field Who Contains a list that identifies different sets of employees. The Genie displays all employees in the selected set. Typically, the default for the Show field is All Home, which displays all employees to which you have access. Time Period field When Contains a list of time periods and options to select a specific date or range of dates. The Genie displays data from the selected time period. Workspace What Contains columns of information specific to the selected Genie. Your selections in the Show and Time Period fields drive the display of information here. Refreshing and sorting data in a Genie You can display the most current information in the application and sort the columns to group together specific information. The following table describes the Refresh and Sort actions. Action Refresh Sort arrows Sort numbers Description Click the Refresh button to display the most current information. Do this to ensure that you are viewing the most recent changes made to employee data. The Last Refreshed time in the upper-left corner of the page identifies the last time you accessed the page or the last time you clicked Refresh. Click the column headings to sort data by the selected column. Clicking a column heading a second time reverses the sort order. A down arrow shows the sort order as descending; an up arrow shows the sort order as ascending. Click a second column heading to sort the data 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 arrows to show the first and second sort criteria. 8 2012, Kronos Incorporated or a related company. All rights reserved.
Exporting Workforce Genie data You can export information from a Genie to other applications, such as Microsoft Excel, where you can analyze the data further. 1 Access a Workforce Genie. 2 Select Actions > Export to Excel. 3 What do you want to do with the file? Click Open to review the Genie data in a Microsoft Excel spreadsheet. Click Save. In the Save As dialog box, select a location for the file and click Save. Tip You may prefer using the CSV format when working with numbers that you will use in calculations. Microsoft Excel can open CSV files. 2012, Kronos Incorporated or a related company. All rights reserved. 9
Generating Standard Reports You can generate reports on a daily, weekly, pay-period basis, or any time you need information to accomplish your business tasks. Reports The following illustration shows the Reports workspace. 1 Do you want the report to include specific employees or all employees? To specify one or more employee, access a Genie. Select the employees to include in the report. Then go to step 2. To select all employees, select General > Reports. Then go to step 3. 2 Click the Reports quick link. 10 2012, Kronos Incorporated or a related company. All rights reserved.
3 On the Select Report tab, click the plus (+) to display a category s contents. Click a report name and review its description to ensure that the report returns the data you need. 4 If you selected employees in a Genie, verify that Previously Selected Employee(s) appears in the Show field. You can select a different set of employees from the Show drop-down list if necessary. 5 Select the specific time period from the Time Period drop-down list. 6 Click the Set Options tab. Click a category in the Options workspace. Select one or more available options to identify the report information you need. Note: Options can vary by report. 7 What do you want to do with the report? To generate a report, click Run Report. Continue to step 8. To generate a report and automatically e-mail it to recipients, click E-mail. Fill in the Recipients box in the E-mail dialog box and click OK. Then click the Check Run Status tab. 8 Review information in the Status column. Click Refresh Status several times until Complete or Failed appears in the Status column. 9 To view a report, click a report name to highlight it and do either of the following: To use menu options, click View Report. To use mouse options, doubleclick the report name. 2012, Kronos Incorporated or a related company. All rights reserved. 11
10 (Optional) While viewing the report, you can do any of the following: To print the report to a local printer, select File > Print and then select a printer from the list. To send a report in an e-mail message, select File > Send > Page by E-mail and complete the e-mail message contained in your default e-mail client. 12 2012, Kronos Incorporated or a related company. All rights reserved.
The following illustrations show the first and second pages of a sample Employee Transactions & Totals report. 2012, Kronos Incorporated or a related company. All rights reserved. 13
Running Reports for Microsoft Excel You may have access to new reports that have been optimized to work with Microsoft Excel. These reports have Excel or Data in their name. You must e-mail a report in order to create a Microsoft Excel file. Then you can open the file in Microsoft Excel for further analysis. 1 Select General > Reports. 2 Click the Select Report tab, expand a category and select a report with (Excel) or (Data) in the name. An example is Employee Hours by Labor Account (Excel) report. 3 Select the employees from the Show drop-down list. 4 Select the time period from Time Period drop-down list. 5 Click the Set Options tab. From E-mail/Schedule Format select Microsoft Excel Document (.xls) from the drop-down list. Select other options if needed. 6 Click E-mail. 14 2012, Kronos Incorporated or a related company. All rights reserved.
7 In the Recipients field, enter an e-mail address. To enter additional addresses, separate the addresses with a comma. 8 Click OK. 9 On the Check Run Status tab, click Refresh Status several times until Complete appears in the Status column. The following illustration shows a sample of the Employee Hours by Labor Account (Excel) report form. 2012, Kronos Incorporated or a related company. All rights reserved. 15
Using the Accrual Reporting Period Genie The Accrual Reporting Period Genie displays each employee s accrued time for each accrual code in the employee s assigned accrual profile. You can quickly see up-to-date accrued-time balances, such as vacation and sick time. The following illustration shows the Accrual Reporting Period Genie. 1 Select Timekeeping > Accrual Reporting Period. 2 Select a group of employees from the Show drop-down list. 3 Select a time period from the Time Period drop-down list. 4 Click the column headers to sort the information by one or two columns, if necessary. 16 2012, Kronos Incorporated or a related company. All rights reserved.
Editing Employee Time Reviewing Timecard Changes You may notice some visual changes in timecards, but the key parts are the same. How you use the timecard has not changed. For example, viewing totals is the same. The following table describes some of the changes you will encounter. Timecard Changes Delete row icon Insert row icon Unsaved Data Visual Description The delete row icon is The insert row icon is. If the icon is not visible, you cannot edit the day.. If the icon is not visible, you cannot edit the day. The workspace name, Timecard, will change to orange with an asterisk in front of it when there are unsaved changes on the Timecard. This replaces the gold bar that appeared above the header in versions prior to 6.0. The following illustration shows an hourly timecard with some of these changes. 1 Access a Workforce Genie. 2 Select the specific set of employees from the Show dropdown list. Select the specific time period from the Time Period dropdown list. 3 Select the names of employees whose timecards you want to review. 2012, Kronos Incorporated or a related company. All rights reserved. 17
4 Click the Timecard quick link. 5 If you selected more than one employee, do one of the following: Click the Next Employee scroll button to move to the next employee. You can use the Previous Employee scroll button to move to a previous employee. Select an employee from the Name & ID drop-down list. 6 Place your cursor over the exceptions to display their descriptions in pop-up messages. 7 Place your cursor over the employee s name to view details about the employee. 18 2012, Kronos Incorporated or a related company. All rights reserved.
Attaching and Deleting Comments and Notes Comments are predefined descriptive phrases that you attach to a punch or amount to provide additional, useful information about that transaction. You can attach as many comments as needed to explain the punch or amount. You can also add free-text notes to comments for additional clarification. 1 In the timecard, click the cell that contains the punch to which you want to add a comment. 2 Select Comment > Add Comment. 3 Select one or more comments from the list. Tip: Hold the Ctrl key to select more than one comment. 4 (Optional) Enter text in the Note section. 5 Click OK. 6 Click Save. Note You can see comments and added notes in employee timecards. The Timecard Audit Trail Report and the Time Detail Report also include comments. 2012, Kronos Incorporated or a related company. All rights reserved. 19
Best Practice You should observe standard business practices, including HIPAA and FMLA guidelines, and in all notes. Deleting comments You can delete comments if you entered a comment incorrectly or have new information that makes the comment no longer valid. Delete comments from the Comments tab at the bottom of the timecard. The following illustration shows the menu that you use to delete a comment. 1 Click the Comments tab. 2 Select the comment to delete. 3 Select Comment > Delete Comment. 4 Click Yes to delete the comment. 5 Click Save. 20 2012, Kronos Incorporated or a related company. All rights reserved.
Adding a note to an existing comment If a comment already exists, you can add a free-form note to the comment. For example, you may have received further information that you want to include with the comment. 1 Click the Comments tab. 2 Select the comment. 3 Click Comment >Add Note. 4 Enter text in the Note section. 5 Click OK. 6 Click Save. 2012, Kronos Incorporated or a related company. All rights reserved. 21
Deleting a note If the note you entered is no longer correct, you can delete it. 1 Click the Comments tab. 2 Select the note to delete. 3 Select Comment > Delete Note. 4 Click Yes. 5 Click Save to save the change. 22 2012, Kronos Incorporated or a related company. All rights reserved.
Calculating, Refreshing, and Saving Data When you add and modify timecard data, the application displays your edits but does not save them automatically. You must tell the application to save the data. Prior to saving your data, you can cancel your edits if necessary. When you edit a timecard, the page name turns orange and an asterisk appears next to it to indicate that data is not yet saved. The following table describes visual indicators that alert you to unsaved information in the timecard. Visual Indicator Timecard title in orange with asterisk Red flag in the Totals & Schedule tab Description Unsaved edits Totals are not up to date The following illustration shows a sample hourly timecard with *TIMECARD in orange and a red flag to indicate unsaved data. 2012, Kronos Incorporated or a related company. All rights reserved. 23
Calculating totals before saving Workforce Timekeeper lets you calculate timecard totals before saving so you can review the impact on employee timecards. 1 Perform one or more edits to a timecard. View the visual indicators, which indicate unsaved data. 2 Select Actions > Calculate Totals. 24 2012, Kronos Incorporated or a related company. All rights reserved.
3 Review the timecard totals. Note: The red flag is gone indicating that the totals on the Totals & Schedule tab are correct. The timecard title remains orange indicating that the timecard changes are not saved. Tip Use Actions > Calculate Totals to test your edits. If the results are not correct, refresh the timecard and edit accordingly. Refreshing changes After editing a timecard, you may not want to keep the changes. The application does not save the data until you tell it to do so. Until that time, you can remove all your changes using the Refresh option. When you use this option, the application cancels your unsaved changes and displays the most recently saved information. 2012, Kronos Incorporated or a related company. All rights reserved. 25
1 Edit the timecard and take note of the visual indicators of unsaved data. 2 Click Actions > Refresh. 3 Do you want to cancel your changes? To cancel your changes, click Yes. To keep your changes, click No. Note If configuration changes, such as comments or work rules, are made while you are working on a timecard, click Refresh Data on the Actions menu to make these changes available to you. Because configuration changes are not commonly made after going live, Refresh Data is rarely used. 26 2012, Kronos Incorporated or a related company. All rights reserved.
Saving changes Save your edits once you are satisfied with them. If you close an employee s timecard before saving the information, your changes are not saved. After saving, the visual indicators no longer appear, indicating that Workforce Timekeeper saved your changes. 1 Perform your edits to a timecard. Note the visual indicators that identify unsaved data. 2 Click Save. 3 Review the employee s timecard to ensure that the visual indicators no longer appear, confirming that your information was saved. 2012, Kronos Incorporated or a related company. All rights reserved. 27
Reviewing Audits The Audits tab records all saved changes and allows you to select the type of edit for review. You can also filter audits by edit source or location. For example, you can choose to review only timecard edits. The following illustration shows the Select Data Sources dialog box used to identify the source of the edits for review. 1 Click the Audits tab. 2 Select a type of edit or select All to display all types of edits from Type of Edit drop-down list. 28 2012, Kronos Incorporated or a related company. All rights reserved.
3 (Optional) Click the Data Sources arrow. 4 In the Select Data Sources dialog box, select the source of the edit or leave it at the All Data Sources default to display all edit sources. Then click OK. 2012, Kronos Incorporated or a related company. All rights reserved. 29
Viewing Sign-Offs, Requests & Approvals When you or someone else approves or signs off on a timecard, the action is viewable on the Sign-Offs, Requests & Approvals tab. You can also filter by the action. Your organization may not use all the actions available on the list. The following illustration shows the Actions Taken drop-down list on the Sign-offs, Requests & Approvals tab. 1 Click the Sign-offs, Requests & Approvals tab. 2 (Optional) Select a type of action from the Actions Taken drop-down list to filter the view. 30 2012, Kronos Incorporated or a related company. All rights reserved.
Finalizing Timecards Reviewing Time Data using the Supervisor Signoff Genie The Supervisor Signoff Genie helps you to identify timecard discrepancies at the end of a pay period so that you can perform any final edits. You must correct any timecards before Payroll signs off on time data and timecards are locked. Otherwise employees may not get paid correctly for that pay period. The following illustration shows the Supervisor Signoff. 2012, Kronos Incorporated or a related company. All rights reserved. 31
Approving Employees Time After you finish editing your employees timecards, you need to approve them to indicate to payroll that they are ready for processing. You can approve timecards in a Genie or in a timecard itself. After you approve timecards, employees cannot make any edits to them unless you remove your approval. 1 Access a Genie, such as the Supervisor Signoff Genie. 2 Select the specific set of staff from the Show drop-down list. Select the specific time period from the Time Period drop-down list. 3 Select the employee(s) you want to approve. Note: To select all your staff, select Actions > Select All. 4 Do you want to approve from a Genie or from the timecard? To approve from a Genie, continue to step 5. To approve from a timecard, click the Timecard quick link. Continue to step 5. 5 Select Approvals > Approve. If approving timecards from a genie, click Yes to confirm your approval. 6 Do you want to check the approval status on the timecard or a Genie? To check the approval status on a timecard, click the Sign-offs & Approvals tab and review the Approval by Manager information. To check the approval on a Genie, access the Pay Period Close Genie, click Refresh, and review the Manager Approval column. Tip You can remove your approval by following the same steps and selecting Remove Approval from the Approvals menu. 32 2012, Kronos Incorporated or a related company. All rights reserved.
Scheduling Employees Using the Schedule Editor The Schedule Editor presents a view of employee schedules for a defined time period. Use the Schedule Editor to schedule worked and non-worked hours for employees. Using the Schedule Editor, you can: Add, edit, cut, copy, paste, and delete shifts Add pay codes Apply patterns The following illustration shows the Schedule Editor. 2012, Kronos Incorporated or a related company. All rights reserved. 33
The following table describes the tabs in the Schedule Editor. Schedule Editor Tabs By Employee By Group Comments Requests Description This tab appears by default when you open the Schedule Editor. It displays employees in alphabetical order. You can sort the list of employees by any column shown to the left of the date columns. This tab displays the list of employees sorted first by those who are not part of a schedule group followed by those assigned to schedule groups. This tab displays comments added to shifts and pay codes during the selected time period. This tab displays employee requests for time off during the selected time period. View options The Schedule Editor contains various options to let you view and display scheduling information with different time options and different degrees of granularity. The following table describes the View options in the Schedule Editor. View option Displays Daily Intervals 4-Hour Intervals 1-Hour Intervals 15-Minute Intervals Scheduling information in a table format with shift start and end times or shift labels Scheduling information in 4-hour time segments in a multi-colored graphical format to identify different employee shift segments Scheduling information in 1-hour time segments in a multi-colored graphical format to provide a detailed view of employee shift segments Scheduling information in 15-minute time segments in a multi-colored graphical format to provide a detailed view of employee shift segments Shift Times Start and end times for scheduled shifts; for example, 7a 4p and 0800 1700 Shift Labels Totals Accrual Amounts Breaks Schedule Outline Accruals Audits Short names to identify specific shifts in your organization. Shift labels let you view more schedule days on a screen. If a shift label does not exist for the shift, the start and end times appear in the cell. If a shift is part of a shift template, the shift label displays the shift template name. Examples of shift labels are 1st, D8, and E12. Rows that display the sum of the scheduled hours for all employees, as well as the total number of employees scheduled for the selected time period Shows scheduled accrued amounts Visual indicator for scheduled breaks A summary view of the pattern an employee is working, including any variations Accrual balances for the selected employees Edits to employee schedules during the selected time period 34 2012, Kronos Incorporated or a related company. All rights reserved.
Employee tool tip When you place the cursor over an employee s name, a pop-up window appears that contains a summary of the employee s personal data from the Person tab of the People Editor. This pop-up window is called the employee tool tip. The data it displays can include the employee s department and job assignments, badge number, e-mail address, and telephone numbers. Shift tool tip When you place the cursor over a shift, a pop-up window appears that contains shift-related information from employee schedules. This pop-up window is called the shift tool tip. The data it displays comes from all the date columns in the Schedule Editor. It can include the start and end times of a shift, the shift label, the start time and number of hours for each shift segment, the transfer types such as labor accounts and work rules, and added comment data. If a cell contains multiple shifts, each shift displays a different shift tool tip. 2012, Kronos Incorporated or a related company. All rights reserved. 35
Using Schedule Groups A schedule group is a collection of employees who work the same or similar shifts. You can assign new hires and existing employees to one or more schedule groups. Place employees in schedule groups to facilitate creating and editing their schedules. Your organization can choose to configure groups in such a way that when you change the group s schedule, the schedule of all employees in the group inherits the changes. These types of groups are called inheritance groups. Employees can belong to multiple schedule groups without inheritance and only one schedule group with inheritance. You can see schedule groups and the employees assigned to the groups in the By Groups tab of the Schedule Editor. The Schedule Editor lists employees who are not assigned to a group first. The By Group tab allows you to: Assign employees to schedule groups Make schedule edits that affect multiple employees simultaneously Assign a schedule to a group that all group members inherit Make changes to the schedule of employees in a group The following illustration shows the By Group tab in the Schedule Editor. 36 2012, Kronos Incorporated or a related company. All rights reserved.
Adding employees to schedule groups When you assign employees to a schedule group, you identify the dates when they will belong to the group. When there is no end date, assign them to the schedule group forever. You can use one of the following Genies and views to assign employees to schedule groups: Job Assignment > Scheduler workspace in the People editor Schedule Group Multi-Line Genie Schedule Group Roll-up Genie Any detail Genie in your system Any roll-up Genie in your system Adding employees to a group 1 Access the Schedule Editor and click the By Group tab. 2 Select the employee to whom you want to assign a schedule group. To select multiple employees, hold the Ctrl key and click each employee s name. 3 Select Group > Add to Group. 4 From the Schedule Group dropdown list, select the name of the schedule group that you want to assign to the employees. 5 In the Start Date drop-down list, select the effective date for the schedule group assignment. 6 In the End Date drop-down list, select the last date that the schedule group assignment is effective. Select Forever if you want the assignment to be in effect with no end date. 7 Click OK. 8 Click Save. 2012, Kronos Incorporated or a related company. All rights reserved. 37
9 If prompted, click OK and then click Refresh. Tip If a schedule group does not appear in the Schedule Group drop-down list, select Group > Load Group first. Removing employees from schedule groups 1 Access the Schedule Editor and click the By Group tab. 2 Select the specific set of employees from the Show dropdown list. Select the specific time period from the Time Period dropdown list. 3 Select the employee you want to remove from the schedule group. To select multiple employees, hold the Ctrl key and click each employee s name. 4 Select Group > Remove from Group. 5 From the Schedule Group dropdown list, select the name of the schedule group you want to remove from the employee s assignment. 6 From the Start Date drop-down list, specify the effective date for the schedule group assignment to be removed. 7 From the End Date drop-down list, specify the date when the removal is no longer in effect. Select Forever to remove the employee from the schedule group indefinitely. 38 2012, Kronos Incorporated or a related company. All rights reserved.
8 Click OK. 9 Click Save 10 If prompted, click OK and then click Refresh. 2012, Kronos Incorporated or a related company. All rights reserved. 39
Using Workforce Genies to Manage Schedule Groups The Schedule Group Roll-up Genies is used manage schedule groups. The following illustration shows the Schedule Group Multi-line Genie sorted by Schedule Group Name. Tip Sort the information in the Schedule Group Multi-Line Genie by the Schedule Group Name column to find employees that belong to a particular schedule group. 40 2012, Kronos Incorporated or a related company. All rights reserved.
Editing schedules from a Workforce Genie It is possible to make schedule edits in a Workforce Genie. The following list includes some of the edits you can make: Add shifts Replace shifts Append time to the start or end times of a shift Add pay codes Add patterns to or delete patterns from selected employees 1 Access a Workforce Genie. 2 Do you want to select all employees or specific employees? To select all employees who appear in the Genie, select Actions > Select All. To select specific employees, press the Ctrl key and select specific employees. 3 Click the Schedule menu option. 4 Select the editing option that meets your needs and complete the dialog box. 2012, Kronos Incorporated or a related company. All rights reserved. 41
Adding Shifts Using the Shift Editor The Shift Editor is a scheduling tool that lets you create and modify a shift and its associated shift segments for one or more employees. Using the Shift Editor, you can create a shift with multiple segments, assign a shift label to an entire shift, and add one or more comments to the shift. The following table describes five segment types in Shift Editor. Type Regular Transfer Break Off Unavailable Use When the other types are not what you want. This is the default. When you schedule a labor level or work rule transfer. You must enter data in the transfer field when you select this type. When breaks are non-worked time that you need to schedule at a set time When employees are paid differently for working a day when they are normally off. You must enter data in the transfer field when you select this type. When an employee is unavailable to work The following illustration shows a sample Add Shift dialog box. It contains a shift with the following three segments: Regular type for 3 hours Break type for 30 minutes Transfer type for 5 hours The shift also contains a shift label, comment, and note. 42 2012, Kronos Incorporated or a related company. All rights reserved.
1 Click a date cell in the row that corresponds to the employee for whom you want to add complex shift information. 2 There are two ways to open the Shift Editor to add the shift. To use menu options, select Shift > Add from the Shift menu. To use the shortcut menu, rightclick and select Add > Shift. 3 From the Type drop-down list, select the appropriate shift type for the first segment. 4 In the Start Time field, type the beginning time for the shift and press Tab. 5 In the End Time field, type the end time for the shift and press Tab. 6 Verify that the date in the End Date box is correct for the shift. Note that if the shift segment crosses a day divide, you might need to change the shift end date to the following day. 7 Perform one of the two following: If this shift segment includes a transfer, click the Transfer dropdown list. If the transfer appears in the Transfer list, select the appropriate transfer. 2012, Kronos Incorporated or a related company. All rights reserved. 43
If the transfer does not appear, click Search and specify a labor account, job, or work rule transfer in the Select Transfer dialog box. Click OK. 8 To add additional segments, for each additional segment, click the Insert Row icon and complete steps 5 10. 9 To add comments, in the Comments field, select one or more comments. (Optional) To add notes, click Add. Enter your notes and click OK. 10 To specify a shift label, in the Shift Label field, type the shift label for this shift. 11 (Optional) To schedule multiple consecutive days, click the Repeat for (D) field and type the number of consecutive days you want to schedule this shift. 12 Click OK. 13 Click Save. 14 If prompted, click OK and then click Refresh. 44 2012, Kronos Incorporated or a related company. All rights reserved.
Scheduling Non-worked Hours and Amounts Non-worked hours include sick time and vacation. You should schedule your employees non-worked time when you know about it in advance. Pay Code Editor Use the Pay Code Editor to schedule employees non-worked hours. You can schedule a number of hours with a pay code, indicate the number of consecutive days for which the pay code applies, and, if applicable, include a comment and a transfer. You can schedule the non-worked hours for the entire shift or part of it. You can make schedule changes in the Pay Code Editor from the Schedule Editor, a detail Genie, or a roll-up Genie. The following illustration shows a sample Pay Code Editor dialog box with data identifying three days of vacation time with eight hours taken each day. This edit replaces any schedule hours from January 5 through January 8, 2011 because the Whole Shift option is selected in the Override Shift section. 2012, Kronos Incorporated or a related company. All rights reserved. 45
Determining the Amount value The following table identifies the two options for the Amount value and describes how each option is used. Options Numeric value Schedule day Use Depending on the selected pay code, enter an amount in hours and minutes or a monetary amount representing the amount that should be associated with the pay code. When entering or scheduling pay code edits, calculate the number of hours according to the employee s defined schedule by using one of the following schedule options: Full sched day Half sched day Overriding the shift Workforce uses the amount, start time, and the override shift option to determine the employee s shift. To override or replace an existing shift, select one of the following options. Options Whole Shift Partial Shift Use The pay code will replace the entire shift regardless of the amount entered. If there is more than one shift on the day, the system uses the start time to determine which shift to replace. The pay code will replace the shift beginning at the Start Time for the amount entered. For example, an employee is scheduled to work 7:00 A.M. to 3:30 P.M. You enter a pay code for 4 hours with a start time of 11:00 am. The employee s schedule will be 7:00 A.M. to 11:00 A.M., 4 hours of pay code, and another shift at 3:00 P.M. to 3:30 P.M. 1 Access the Schedule Editor and click the By Employee tab. 2 Select the specific set of employees from the Show dropdown list. Select the specific time period from the Time Period dropdown list. 3 Locate the employee s row and click the cell in the row and under the date where you want to schedule non-worked hours. 4 Select Pay Code > Add. 46 2012, Kronos Incorporated or a related company. All rights reserved.
5 In the Effective Date field, confirm the default date or enter the correct date. 6 From the Pay Code drop-down list, select the pay code. 7 In the Amount field, do one of the following: To schedule a specific number of hours, enter the amount of hours in the box. To schedule the entire number of hours the employee is scheduled to work that day, select full sched day from the drop-down list. To schedule half of the number of hours the employee is scheduled, select half sched day from the drop-down list. 8 (Optional) If the non-worked hours must replace the employee s existing shift, select the Override Shift check box and do one of the following: To override the employee s entire shift, select Whole Shift. To override part of the employee s scheduled shift, select Partial Shift. 9 In the Start Time field, enter the effective time for the non-worked hours. If the employee already has a schedule, the shift start time is the default. 10 (Optional) In the Repeat for (D) field, enter the number of consecutive days this edit applies. For example, if the employee has requested five consecutive days of vacation, enter 5. 11 (Optional) Transfer the hours to another account using the Transfer drop-down list. 2012, Kronos Incorporated or a related company. All rights reserved. 47
12 (Optional) Select a comment from the Comment drop-down list. To add a note, click Add. Enter your note and click OK. 13 Click OK. 14 Click Save. 48 2012, Kronos Incorporated or a related company. All rights reserved.
Appendix Using the Work & Absence Summary Calendar You can use the Work & Absence Summary calendar to identify trends in worked and time-off events for employees. The calendar-like display makes it easy for you to see whether employees have patterns of taking time off or of arriving late on a specific day. You can see trend information such as: The number of days an employee has arrived late to work The number of Mondays an employee has called in sick The number of weekends an employee is scheduled and has worked The following illustration shows a Work & Absence Summary calendar that displays the multiple-month view. The shaded boxes indicate sick days and the outlined boxes indicate late-in punches. 1 Select Timekeeping > Work & Absence Summary. 2012, Kronos Incorporated or a related company. All rights reserved. 49
2 Select a group of employees from the Show drop-down list. Select an employee from the Name & ID drop-down list. 3 Select a time period from the Time Period drop-down list. 4 Click one of the View Width options and then click Apply. Select Week to view the most detail about each day, but the least number of days on the screen. Select Month to display all the days of the month on one row. Select Multiple Month to display the most number of dates on the screen, but the least amount of detail for each day. 5 (Optional) While viewing the calendar, you can do either of the following: To view a legend showing descriptions of abbreviations and colors, click Legend. To view non-abbreviated details of a particular day, click the date cell(s) and click Day Detail. The fill color changes when you select a date. Note: To deselect a selected date, click the date cell again. 50 2012, Kronos Incorporated or a related company. All rights reserved.