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Kronos Supervisor Training Process B. October 1 and 2, 2019. Connector . Think about a time when you learned something new. It could be an activity, a process, something learned in or out of school, work or non-work related. What steps did you do to get more proficient at the new learning?
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Kronos Supervisor Training Process B October 1 and 2, 2019
Connector Think about a time when you learned something new. It could be an activity, a process, something learned in or out of school, work or non-work related. • What steps did you do to get more proficient at the new learning? • What did you do when faced with a challenge around the new learning? • What advice would you give to others learning the same thing? Connect with two others around this.
Break Weekly Review/Approval Process Create Retract Cancel Approve Refuse Important Reminders/Policies Look Ahead/Close out Agenda Introductions Kronos Basics Sign-in Look up employees How to access your own information How to see list of employees Leave Requests Create Retract Cancel Approve Refuse
What we know... This is a significant change and may seem overwhelming for awhile Clarity, purpose, and a plan is key for a significant change We know there are a lot of unknowns right now We recognize a change to this system will cause some uneasiness and may seem “muddy” for awhile. In the end - this will benefit our employees and will become second nature for you.
Today’s Outcomes To understand change management in the context of the Time and Attendance Project To clarify roles, responsibilities and processes To learn about how to process leave requests and time cards To access the Kronos system for practice To gain insight on how to use the system to lead the work of your school/ department
Mission-- The core purpose of Albemarle County Public Schools is to establish a community of learners and learning, through relationships, relevance and rigor, one student at a time. Vision-- All learners believe in their power to embrace learning, to excel, and to own their future. Mission and Vision
Student -Centered Goal-- All Albemarle County Public Schools students will graduate having actively mastered the lifelong-learning skills they need to succeed as 21st century learners, workers and citizens. Strategic Priorities-- Create a culture of high expectations for all. Identify and remove practices that perpetuate the achievement gap. Ensure that students identify and develop personal interests. Goal, Strategic Priorities, Values Core Values-- • Excellence • Young People • Community • Respect
Objectives We will engage every student. We will implement balanced assessments. We will improve opportunity and achievement. We will create and expand partnerships. We will optimize resources.
Supervisors Examples include: Principals, Assistant Principals, Directors, Assistant Directors, Custodial Supervisor, Central Office staff, Transportation Supervisor, etc. Their responsibilities include: Their role is to manage time worked and leave requested/used by their staff. • To carefully review/ deny/approve information entered into the system as applicable; this includes time worked and leave used/requested • To manage/edit/update employee schedules as applicable • To do the above on at least a weekly basis • To ask for assistance if you need it.
Approve time cards and leave requests weekly. Ensure that the Time Keeper and Employee are working to make corrections where needed. Pay particular attention when: Overtime is accrued Employees work outside of their set schedule Employees are paid for additional/temporary work outside of their regular job Dual job employees Ensuring that accurate information is being forwarded to the Time Keeper for processing. Ensure employees approve time cards weekly Role of the Supervisor - Process B
Time Keepers Examples include: Time Keepers and those identified as a back up - usually an OA, Bookkeeper, etc. Their responsibilities include: Their role is to serve as the departmental expert on the Time and Attendance System and all-important quality control for your staff’s time/leave processes. • To provide final weekly payroll sign off for your department • To audit weekly to ensure that all required entry for time worked or leave used has been submitted and approved by the supervisor • To apply bulk edits as needed (for example, time not worked during building closure due to inclement weather) • To manage/edit/update employee schedules as applicable
Role of the Time Keeper - Process B Work with employees to make corrections to time cards, as necessary. Ensure that the Supervisor has approved each employee’s time card and leave requests. Double check for accuracy and communicate with Supervisor if they notice errors. Adjust schedules for employees when needed. Complete submission process weekly.
Important Things to Know Schedules for teachers and other exempt employees • Schedules will need to be loaded by the Time Keeper for all employees • Non-Exempt - will punch in and out, accounting for time • Teachers and Classified Exempt - need a schedule to make Kronos work, but will NOT be using the system to account for time. Calendars/ Contract Days • These have been pre-set based on school year calendar. • Can be changed in the system on a case by case basis Leave Days/ Cascading
Important Things to Know Substitute Management • Teachers and others needing substitutes will need to use both Kronos (for Leave) and Frontline (for subs) • For now, subs will not be using Kronos Communication with staff, timekeepers • Monday - Staff completes prior week time card • Tuesday/Wednesday - Verify information and submit Pay by Exception
How do I access the system? There are multiple ways to access the Kronos Timekeeper system. You are encouraged to practice each way, and then use the method that works best for you. First - You’ll need your login information. You’ll be using your ACPS email and password for that. You may access the system in these ways: Full client version website Quick Time Stamp website Mobile App Wall-mounted biometric device
Leave Activity Create a sick leave request for yourself Create an annual/personal leave request for yourself Approve leave for another staff member at your location Refuse leave for another staff member at your location
Weekly Timecard Approval Process • Monday: All employees review and approve their timecard for the previous work week. • All needed changes/revisions should be completed by the Time Keeper before the employee approves the timecard. • Temporary employees need to approve their timecards if they are available to do so. • Tuesday/Wednesday: The supervisor approves all employee timecards for the previous work week. • If the employee is on leave or not working, the supervisor can review, edit, and approve the employee’s timecard in his/her absence.
Advice from Local Government Implementation Really pay attention to the time cards - Hours Worked Jobs Selected Payroll Implications Implementation Expectations - What it takes to implement a major system Post-Implementation Support
Managing Time and Attendance Issues Consider how you handle any employee concern or set expectations: • Informal Conversation • Formal Conversation • Various levels of written documentation • Improvement Plan Let’s role play!
Role Play Select a partner with the same color ball that you have. For role play, one of you should be the supervisor, one the employee. A - The employee has used up all personal/annual leave and is asking for a week off to go on a once in a lifetime cruise. B - A non-exempt employee consistently comes in 8-10 min late and stays the same amount of time later to ensure they have a full day. You need them at the scheduled time. C - A teacher says they don’t need to work any hours outside of the schedule in Kronos. D - Your choice!
What’s next? What to anticipate with Go Live. Talk with Time Keeper about weekly routine/process. Remind employees about completing the training. Communicate processes with staff. Play around in the system - explore in the sandbox. Ask questions. Help manage the unease of others.
