Managing Attendance with Kronos

1. Managing Attendance with Kronos DBHDD Managers Training

2. Our Agenda • Kronos Overview: What it is & How it works • Navigating Kronos • The Basic Manager Tasks • Practice Session

3. Kronos Overview • Kronos is a time and attendance system that uses time clocks and computers to record employee start and end times. • Kronos allows you to view and manage employee attendance daily, minimizing attendance problems.

4. Kronos Overview: 3 ways to Record Work Time All Employee attendance and work time is recorded in one of three ways: • Log in at Time Clock using Touch ID, Punch in and out • Time Stamp time in and out at computer workstation • Enter hours at workstation computer

5. Kronos Overview: Managing employee attendance • Most employees have schedules in Kronos which will show “exceptions” anytime there is deviation from that schedule. • Other employees (food service, facility police, housekeeping) do not have schedules in Kronos. Their time is also monitored daily and will show their in-punches and out-punches for each day. https://devkronos.dbhdd.ga.gov/wfctrn/logon/logonWFC.html

6. Kronos Overview: Common Daily Manager Tasks • Ensure accuracy of schedule • Enter information regarding non-worked time for employees/Resolve exceptions • Resolve requests for leave (approve or deny) • Review timecards for completeness and approval

7. Kronos Overview: Pay Period and as Needed Manager Tasks • Schedule staff for a specific time period • Review timecards for completeness and approval

8. Navigating in Kronos: Manager log on • Log on to the Kronos application at least once a day to review and work with your employees’ timecard and scheduling The URL for logon is https://kronos.dbhdd.ga.gov/wfc/logon Kronos training

9. Navigating: Log On Log on Using the URL:https://kronos.dbhdd.ga.gov/wfc/logon User name = Employee ID Password = kronos Kronos training

10. Navigating: Banner Tools Once you have logged on, you can go to the upper right hand corner of any screen to: • Log Off • Change your Password • Access Kronos Help

11. Navigating: Tabs Access Features using the Tabs

12. Navigating: Quick Links These are the Quicklinks Use the Quick Links to access information about one or more employees

13. Navigating: Menu Bar • Once you have clicked on a Quick Link, the Menu Bar contains tasks that you can perform on the page. Each Menu Bar is specific to the page you are currently viewing. This is a Menu Bar

14. Basic Manager Tasks: Accessing Employee Time Cards • Access My Genies. • Select employee(s) from the Show or Find drop-down list. • Select Time Period from drop-down list. • Click the name of employee(s) whose timecards you want to review. • Click the Timecard quick link. • Hover over exceptions to see description My Genies is here

15. Basic Tasks: Attaching Comments • In the Timecard, click the cell that contains the punch to which you want to add a comment, or right click in cell • Select Comment > Add Comment. • Select comment from the list. • Enter text in the Note section. • Click OK.

16. Basic Tasks: Adding Pay Codes • Pay Codes are added on the Timecard to indicate pay or absence status (e.g. FLSA comp earned, FMLA, Holiday deferral taken) • Pay Codes do not replace the need for PAR or other documentation submitted to HR (e.g LWOP, or FMLA)

17. Basic Tasks: Marking Exceptions Reviewed • Right Click in the cell • To mark an exception as reviewed, select Punch > Mark As Reviewed. • To unmark an exception as reviewed, select Punch > Unmark As Reviewed. The exception is green once it is marked “reviewed”

18. Basic Tasks: Time Card Approval • Access TimeCard >Pay Period Close • Select set of employees • Select Time Period from the drop-down list • Select the employee and click Timecard quick link. • Select Approvals > Approve.

19. Basic Tasks: Creating Schedules • Select the Employee from the list • Click the Schedule Quick link • Select Add Pattern from the Menu Bar • Enter the schedule and days Select the new employee from the list Click the Schedule Quick Link

20. Basic Tasks: Add employees to one of 3 approved shifts • Use Shift< Add Pattern to enter one of the three pre-approved shifts

21. Basic Tasks: Delegating Daily Tasks during Scheduled Absence When you are expecting to be absent you must delegate your time and attendance authority to another manager • From the Quick Links- choose Action • Select Delegate

22. Training Exercises Let’s log on to Kronos training And Get Started 2/2/11 walk through