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Kronos Overview Go-Live Date June 17, 2012. Why are we implementing Kronos?. Current Process: Sign in / out on paper Fill out AU-15 turn into supervisor and/or time keeper Enter time into On Time Request leave in RFL Reconcile On Time to RFL to AU-15 Have to know payroll rules.
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Why are we implementing Kronos? • Current Process: • Sign in / out on paper • Fill out AU-15 turn into supervisor and/or time keeper • Enter time into On Time • Request leave in RFL • Reconcile On Time to RFL to AU-15 • Have to know payroll rules
Why are we implementing Kronos? • Kronos • Sign in / out electronically • Requests for leave in Kronos • Populate time sheet with sign in / out • Time off requested in the same system and populated on time sheet once approved • Payroll rules will be configured in the system • Initially by Kronos • ODOT will take over after go live
What will Kronos Replace? • In this phase Kronos will replace: • AU-15 • Sign in / out sheets • OnTime • RFL • This phase is not to replace EMS/TMS. Will come at a later date.
Sign In / Out Options • Computer • For those who are in office environments or have PCs assigned or are shared • Can be on a scheduled or not • Will have an audit trail of sign in / out
Sign In / Out Options • InTouch Device • For permanent non-office ODOT locations • Touch screen / resembles a tablet • Use proximity badge to sign in / out • Not hooked to the doors • Employees will have a schedule in the system • Will not sign in or out for lunch or breaks • Can request time off, check accrual balance, and approve time card through InTouch
Sign In / Out Options • Mobile Device • App to go on a smart phone • For employees, can sign in / out, request leave and approve time card • For managers, can review employees time cards • Still working with Kronos on the details • Working on the details of who will have the license and the ODOT policy
Sign In / Out Options • TTE • For employees when they do not report to a permanent ODOT location or location not open year round • Allows employees to sign in / out using a touch tone phone • Only for signing in and out • Still working with Kronos on hardware and network details
Schedules • If an employee has a schedule, rounding rules will apply • Each swipe is rounded individually to the nearest 1/10 of an hour • Rules around signing in prior to shift start • More details to come on rounding
Are schedules needed? • For exceptions such as signing in early, missing a swipe or swiping in off schedule, they are necessary. • Not everyone has to have a schedule to use Kronos but for InTouch users a schedule is needed.
Time Off Request • Employees can request time off in advance for approval • Will be routed to their manager for approval • Once approved will go on the time card • For requests in the past (sick leave) working on details
Approving Time Cards • Working on time card approval process and who will approve when
Reports To • Official OAKs reports to • Will be for most employees • Working with HR on ensuring they are correct • Effort reports to • For those employees who are reporting to another manager but their home division and cost center remains in tact • Determining who will maintain this
Employees Into Kronos • Employee information to come from OAKS • Working with OAKS and Kronos to determine fields • Want to have little to ideally no manual intervention
Payroll Rules • Pay rules will be built into the Kronos application and assigned to pay policy groups • Using identifiers in OAKs, employees will be placed into pay policy groups
Training • Kronos will be creating the training manuals and content for train the trainer • Training department is working on the training plan • Tentative plan: • Train CO Payroll and District Fiscal Officers in train the trainer • They will then train managers and employees • The Office of Training will be sending out schedules
Pilots • May 6 • Central Office Finance, Central Office Information Technology • They will be trained prior to May 6 • May 20 • District 5, Central Office Human Resources, Central Office Engineering • Will be trained prior to May 20 • June 3rd • District 6 • Will be trained prior to June 3rd
Pilot • During the Pilot, those participating will continue to do time entry as they do today. • Once go live, will only enter into Kronos.
Contact • Wendy Flowers • Project Manager • wendy.flowers@dot.state.oh.us • 614-387-0459 • Crystal Beacom • Project Manager • crystal.beacom@dot.state.oh.us • 614-728-6761
What is EIMS? • Replaces EMS/TMS: (in combination with Kronos Phase 2 initiatives) • Equipment • Inventory • Materials – incl. FUEL Management • Facilities – Lands & Buildings • Includes Activity Based Work Management for, Garage, Road Maintenance, Facilities Maintenance
Why are we replacing EMS/TMS? • Current system • Old (Antique) Technology • Limited Opportunity to Enhance EMS/TMS • Lots of Paper Forms • Lots of Data Entry • System was not originally designed for the tasks it is currently handling • Not integrated with other ODOT systems
What will a new system give us? • Less paper forms • Handheld Devices to capture data/images (crew leader) • GIS Auto Locating Capabilities • Links with Other ODOT data systems • Better Work Planning and Estimating Tools • Support standardization for equipment, inventory, materials naming statewide • Better data analysis tools • Better collaboration tools
Contact • Ellen Hall • Project Manager • ellen.hall@dot.state.oh.us • 614-387-5194
