Transcript Q1 2007 HCR Review Meeting

Kronos Workforce
Timekeeper Training
for exempt employees
Prepared by: Chris Martin
Last Updated: 12/17/09
© 2006 ANSYS, Inc. All rights reserved.
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ANSYS, Inc. Proprietary
Kronos Workforce
Timekeeper
• Employees can
– Request time off
– Cancel a request for time
– Review vacation balances on demand
• Managers can
– Approve or deny time off requests
– Perform adjustments
– Review employee vacation balances on demand
• HRIS Support
– Will add FMLA and disability occurrences to records for you
© 2006 ANSYS, Inc. All rights reserved.
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ANSYS, Inc. Proprietary
Kronos Workforce
Timekeeper
•
Please know that the Kronos system is the official company source for keeping
attendance records and the work hours of non-exempt employees to properly pay
them through payroll. Those using TimeSite to record time for consulting
projects should continue to log time in Timesite since the Kronos and
TimeSite systems serve two different purposes.
© 2006 ANSYS, Inc. All rights reserved.
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Web Address & Logging In
• Supported web browsers
– Mozilla Firefox 3.0 - recommended browser
• Log an IT Help Desk Request if this program is not installed on your
workstation
– Microsoft Internet Explorer version 6.0 and later
• Recommend disabling the Keep Temporary Files on Computer
checkbox within the Java Control Panel to clear the Java cache upon
exiting I.E. See Turn off Java caching document on HR Intranet page
under Kronos Workforce Central for more information.
– Apple Safari on Mac OS 10.4.8
• Kronos URL:
– https://ansys.kronoshosting.com/wfc06/logon
© 2006 ANSYS, Inc. All rights reserved.
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Web Address & Logging In
• Initial login credentials
• Human Resources will provide you with your password and username
• The system will require that you set a new password at initial login
• Contact the HRISSupport e-mail group to have password reset at
[email protected]
• Password parameters
– Expires every 90 days
– Must be at least 8 characters
– Can’t reuse last five passwords
© 2006 ANSYS, Inc. All rights reserved.
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Logging Off
Be sure to log off properly
by clicking the log off
button to free up system
resources. It slows the
system for all if you close
via the “X”
© 2006 ANSYS, Inc. All rights reserved.
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Navigating Kronos
• Workforce Timekeeper window contains
– Banner (can be hidden)
– Workspace
© 2006 ANSYS, Inc. All rights reserved.
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Clicking the orange
button below will
hide the banner if
you need more
workspace
ANSYS, Inc. Proprietary
ANSYS Vacation Policy
• Vacation benefit is based on years of service
– Employees with less than 10 years of service accrue 12 hours on the 15th of
each month (Equivalent of 18 days per year)
– Employees with 10 plus years of service accrue 15.33 hours on the 15th of
each month (Equivalent of 23 days per year)
– Reduced work week employees earn vacation benefits equal to their full
time equivalency (F.T.E.)
• Vacation maximum balance
– Remains at five days over annual allotment – i.e. 23 days (184 hours) for
employees with less than 10 years of service and 28 days (224 hours) for
those with 10 plus years
– California employees – due to CA state law your maximum is double your
annual allotment
• All time appears as hours, not days, in the system
© 2006 ANSYS, Inc. All rights reserved.
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ANSYS, Inc. Proprietary
Requesting Time Off
• To Request a future or present day absence
– Click on the My Information tab
– Click on My Actions
– Select Time off Request (TOR)
•
There are two versions of the TOR. Use the one “with Holidays” when a holiday is in between
your vacation. This request is formatted to not count the holiday as vacation .
© 2006 ANSYS, Inc. All rights reserved.
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ANSYS, Inc. Proprietary
Requesting Time Off
•
•
Complete the form – being sure to follow
the directions to right exactly
Only the “vacation” category will decrement your balance
About the form:
Choose Request Type from drop down list.
Start Date and End Date needs to be same date if
requesting only one day off.
If requesting a full day off select the Same Hours as
Scheduled Shift Radio Button. System will apply
scheduled hours.
Please know a core schedule of 8:00 AM to 5:00 PM
Mon. – Fri. with an hour lunch has been added for all
full-time employees. This means that when you make
a full day request it will be for 8 hours and if your
request spans a weekend, the system will know not to
include the weekend in total hours being requested
Actual schedules have been added for reduced work
week employees for the radio button to work correctly.
If requesting a partial day, select the Specify Hours
Radio Button. Complete Start Time field (entry needs
to be hh:mm AM or PM.) Then complete the Hours
Per Day field. Use decimal hours in this field when
number is not whole. For example: 4.5 when
requesting 4 and half hours. If you make a mistake
when completing the form, shut the form and start over
to make certain that you are not charged a full days
absence,.
Select Scheduled Days Radio Button for Day Type
so the request follows schedule and does not apply to
weekends.
© 2006 ANSYS, Inc. All rights reserved.
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ANSYS, Inc. Proprietary
Requesting Time Off
• At the end of the Request form
– Click Next
– Save & Close
• Your manager will receive an e-mail from the Kronos system
notifying him/her that you have made a request
– This e-mail is generic, your manager must open the inbox
request to see full details
• You will receive an e-mail from the Kronos system when your
manager acts upon the request and you will also see a message
within your Inbox area of the Kronos system. The e-mail you
receive is generic and it is suggested that you review your
timecard or schedule to make sure the right amount of hours is
being recorded for the absence.
© 2006 ANSYS, Inc. All rights reserved.
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ANSYS, Inc. Proprietary
Canceling Time Off
• Use the Cancel Request Form to cancel a previously requested
absence – this form can be found where you find the TOR form
– This form can only be used if:
• Your manager has already approved the original TOR
• The absence date is not before the current date
• If your manager never approved the original TOR, simply ask
your manager to reject the original request to avoid it being
committed to your record
• If the date of the absence has passed and your manager
approved the original TOR, ask your manager or HRIS Support
to remove the absence from your record
© 2006 ANSYS, Inc. All rights reserved.
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Post Dated Absences
• The Request form only allows for requests to be made for the
current date or a future date
• Therefore, post dated absences are made directly to the
timecard by you or your manager. No system generated e-mails
are sent in this circumstance because the workflow is bypassed.
• If you notice an absence is missing from your record and the
timecard is locked from editing, please notify the HRIS Support
e-mail group.
– Records are locked after each pay date. Dates locked from
editing are the timesheets associated with the most current
pay period. See the Timesheet Schedule on HR Intranet for
listing of dates.
• For example – the next business day after the February 13, 2009 payday the
records for dates 01/19/2009 to 01/31/2009 will be locked. As these are the dates
of the non-exempt timesheets passing to the February 13 payroll. Please know
records are locked for exempt and non-exempt employees.
© 2006 ANSYS, Inc. All rights reserved.
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ANSYS, Inc. Proprietary
Post Dated Absences
• Add a post dated entry:
– Go to My Information Tab > Click on My Timecard
• Select Time Period - system is very date driven
– If system does not allow you to make an entry, try using a different
time period. The specific date and date range options work best.
• Inside Time Card, pick absence category under Pay Code
• Enter duration in date cell and click Save
• You may need to add a row to the timecard if the entry is not allowed.
Only one pay code per line is allowed.
© 2006 ANSYS, Inc. All rights reserved.
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Post Dated Absences
– To add a row to the timecard:
Click on the following
symbol to add a row to
the timecard.
© 2006 ANSYS, Inc. All rights reserved.
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Reviewing Absence Entries
• Review absence entries by:
– Viewing your project view timecard
• My Information Tab > Click on My Timecard
• Select Time Period - system is very date driven
Review
timecard to see
absence
occurrences
Time Period – you can choose
a specific date, date range or
pay period.
There is also a Audit tab in this
area. This is where you should be
able to view any adjustments made
to your balance …like the import of
your opening balance or
corrections to that balance.
Unfortunately, you do not see the
monthly credits.
© 2006 ANSYS, Inc. All rights reserved.
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ANSYS, Inc. Proprietary
Reviewing Absence Entries
• Approved TOR requests will not appear in your timecard until
they are 10 days out from the absence date. Until then you can
see that they have been committed to your record by looking at
your schedule.
– The schedule is located in the bottom right section under your timecard
Your schedule can be
found under your
timecard to the right.
© 2006 ANSYS, Inc. All rights reserved.
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ANSYS, Inc. Proprietary
Reviewing Absence Entries
You can also check absence entries by:
•
•
Going to – My Information tab > click on My Reports and select one of the three
available reports. The Time Detail Report seems best, it itemizes absence codes by
date range, but also summarizes the absence codes.
The Schedule Report – this is where you can see the core schedule assigned to your
record if a full-time employee; if you are a reduced work week employee you can see
your specific schedule.
© 2006 ANSYS, Inc. All rights reserved.
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ANSYS, Inc. Proprietary
Checking your Vacation
Balance
Check your vacation balance by:
•
•
•
Going to – My Information tab > My Timecard > and clicking on the Accrual Reporting Tab under your
timecard
Change the “Balances as of date” to desired date
The Max Balance line is a reference that you can gauge your available balance against to see if you
are nearing the max balance and must take vacation to avoid your accrual from being stopped.
Opening
balance is
carryover
from last year.
© 2006 ANSYS, Inc. All rights reserved.
Earned
to Date
shows
how
much
vacation
time you
accrued
from
01/01 to
date in
balance
as of
area.
Available is your
vacation
balance as
of date
specified in
the balance
as of area.
This box shows
what you have
taken since 01/01
to date specified.
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Sum of
vacation
entries on
timecard or
schedule
from day
after
balance as
of thru year
end.
Vacation
credits
pending
from day
after
what is
in
balance
as of
area and
12/31.
Projected
vacation
balances as
of 12/31.
ANSYS, Inc. Proprietary
Additional Items of Note
• As an exempt employee, your use of this system is simply to:
– Record vacation and other absence occurrences
– To provide you with a tool to review your vacation balances on demand.
• None of the absence information passes to payroll; therefore
vacation balances will not be printed on the paychecks and your
salary will always appear under the Regular pay code on your
paycheck, it will not be itemized out as Regular and Vacation
during pay periods in which you take paid vacation.
• Try to limit your requests to within a year, same with timecard
date ranges and report date ranges. System may not respond
optimally beyond these parameters.
© 2006 ANSYS, Inc. All rights reserved.
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ANSYS, Inc. Proprietary
Additional Items of Note
• It is suggested that you review the absence committed to your
timecard or schedule when your manager approves your TOR to
make sure the correct duration of hours is decremented from
your vacation balance.
• Remember – the Time Off Request is a form that has an
approval workflow process. When you request time off using
this form in must be in advance of or the day of the occurrence.
System generated e-mail notifications are sent when the TOR is
used. If an absence needs marked on your timecard after it has
already occurred, mark it directly to your timecard since the TOR
cannot be used in this instance. The approval workflow is
bypassed when items are added directly to the timecard and no
system generated e-mail notifications occur.
© 2006 ANSYS, Inc. All rights reserved.
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ANSYS, Inc. Proprietary
Additional Help Resources
• ANSYS has a subscription to Kronos KnowledgePass™
– It is designed to be your post-training and refresher skills destination.
Kronos KnowledgePass contains tutorials, learning snippets, job aids, and
much more to support your training. Kronos KnowledgePass education
support materials stream right to your desktop and are all available 24/7.
https://customer.kronos.com/default.asp
– Must register to use site
– Once registered, click on Education in dark blue menu, then on Knowledge
Pass in gray, left side menu bar and then on Knowledge Pass Site in box on
right side of page
• The Help Menu within Kronos Workforce Central
• Kronos FAQ posted on HR Intranet page
• Your Manager
• The HRIS Support Team
© 2006 ANSYS, Inc. All rights reserved.
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ANSYS, Inc. Proprietary