KRONOS UPGRADE VERSION 8. October 2016

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1 KRONOS UPGRADE VERSION 8 October 2016

2 We are upgrading to Kronos Version 8 on November 1, Cool things about Version 8: Functionality: With Kronos version 8 there is no Java (no more hitting Later on that Java pop up window). Access/Views: There is a new look and feel to version 8. You have access to all the same information but your navigation will be different. Bonus you can have multiple things open at the same time (such as schedules and timecards). New Alerts: There are now easy to see alerts at the top of the screen so you know right away when there are missed punches or time off requests. Time-Off Requests: These are easier to approve just a couple clicks and you are done! This training will provide you with basic information on how to navigate Version 8. 2 INTERNAL HIRING YMCA of Metropolitan Dallas

3 KRONOS VS 8 FOR MANAGERS Initial Screen Reconcile Timecard 3 Kronos Upgrade Version 8 YMCA of Metropolitan Dallas

4 INITIAL SCREEN RECONCILE TIMECARD When you log in you start on Reconcile Timecard just like in Vs. 7 The time period and who you see options are now in the upper right. To select a range of dates not listed (i.e. not just previous or current pay period, etc.) you need to click on the calendar icon. 4 Kronos Upgrade Version 8 YMCA of Metropolitan Dallas

5 INITIAL SCREEN RECONCILE TIMECARD The genies that were in the Timekeeping tab in version 7 are now in a drop down list in the upper left corner. This also has the Quickfind genie to search for a specific person. 5 Kronos Upgrade Version 8 YMCA of Metropolitan Dallas

6 GOING TO TIMECARDS There are 2 ways to go to employee timecards. One way is to click on Timecards in the Related Items Pane (right side of the screen) 6 Kronos Upgrade Version 8 YMCA of Metropolitan Dallas

7 GOING TO TIMECARDS The second way is to select the person or people you want and click on Go To in the upper right. To select multiple people, you can click and drag, or use the shift and control buttons. To select everyone click on Select all Rows in the upper left 7 Kronos Upgrade Version 8 YMCA of Metropolitan Dallas

8 GOING TO TIMECARDS After clicking on Go To select Timecards from the drop down list. 8 Kronos Upgrade Version 8 YMCA of Metropolitan Dallas

9 GOING TO TIMECARDS What is the difference? The Timecards on the right (in Related Items) will always have all your employees in it. If you only want to view certain employees, using the Go To option allows you to do that. 9 Kronos Upgrade Version 8 YMCA of Metropolitan Dallas

10 ENTERING TIME To enter or correct a punch from an employee you still just click on the cell and enter the time. In Vs. 8 you can only have one in and one out punch per row. For multiple shifts in a day, each one will have to be on a separate row. To add a row click on the plus sign next to that day (just like in Vs. 7). You can also right click on a person s name, a box opens and an option is to Add a Punch. That opens a new box and you enter the date, time, and transfer (if applicable) and click Apply. 10 Kronos Upgrade Version 8 YMCA of Metropolitan Dallas

11 TRANSFERS To enter a transfer, click on the transfer column in the row that needs the transfer, whether for punches or a pay code, and click on search. There must be time entered or a pay code entered for the transfer box to work. If there are no punches you cannot click on transfer. A box will open select the position you would like to transfer the person to (remember, the positions you see available are what you have access to, not what the person has attached to them). 11 Kronos Upgrade Version 8 YMCA of Metropolitan Dallas

12 EMPLOYEE TIMECARDS Don t forget that after you make any changes to a timecard you need to save it. You will know if you have not saved it yet because the Save icon in the upper right will be orange. 12 Kronos Upgrade Version 8 YMCA of Metropolitan Dallas

13 EMPLOYEE TIMECARDS Note that the schedule is listed right on the timecard so it is easy to compare the schedule to the time worked. 13 Kronos Upgrade Version 8 YMCA of Metropolitan Dallas

14 EMPLOYEE TIMECARDS To view totals for the timecard, click on the gray arrow at the bottom of the screen. 14 Kronos Upgrade Version 8 YMCA of Metropolitan Dallas

15 APPROVING TIMECARDS To approve your employees timecards, simply click on Approve Timecards in the upper left of the Timecard screen and click Approve Timecard. 15 Kronos Upgrade Version 8 YMCA of Metropolitan Dallas

16 ALERTS There are 3 different alerts at the top of the screen: Timecard Exceptions this tells you if your employees have any missed punches and takes you to them. Request Manager this tells you if your employees have any time off requests and takes you to them. Delegation Request this tells you if another Kronos manager has sent you a delegation request 16 Kronos Upgrade Version 8 YMCA of Metropolitan Dallas

17 TIME OFF - APPROVING To approve your employees time off you can either go to the Request Manager Alert or you can click on Requests in the Related Items Pane. 17 Kronos Upgrade Version 8 YMCA of Metropolitan Dallas

18 TIME OFF - APPROVING Click on the request you want to take care of and select the appropriate action using the buttons at the top (approve, refuse, etc.) 18 Kronos Upgrade Version 8 YMCA of Metropolitan Dallas

19 TIME OFF - APPROVING If you click on the Accruals tab at the bottom you can view the PTO balance of the employee who is requesting time off. 19 Kronos Upgrade Version 8 YMCA of Metropolitan Dallas

20 TIME OFF - REQUESTING To request time off on a computer, first you have to go to the My Information workspace. Click on Workspaces in the upper right and click on My Information 20 Kronos Upgrade Version 8 YMCA of Metropolitan Dallas

21 TIME OFF - REQUESTING The new workspace will open in a new tab. The My Information workspace is similar to the My Information tab in version 7. Click on My Calendar in the Related Items Pane. 21 Kronos Upgrade Version 8 YMCA of Metropolitan Dallas

22 TIME OFF - REQUESTING Click on the Request Time Off button on the upper right. 22 Kronos Upgrade Version 8 YMCA of Metropolitan Dallas

23 TIME OFF - REQUESTING In the new window, fill out the required information and click submit. Note that it shows you your accrual balance when you are filling out your request and you can select the date of the balance so you know if you have enough PTO to cover your time off (version 7 showed you your balance as of the day your were requesting but you couldn t change the date). 23 Kronos Upgrade Version 8 YMCA of Metropolitan Dallas

24 DELEGATION To create a delegation request click on Actions in the Related Items Pane. (reminder: delegation is used to give someone access to your employees when you are out of the office) 24 Kronos Upgrade Version 8 YMCA of Metropolitan Dallas

25 DELEGATION Click on RM_Mgr_Delegation In the new window, fill out the required information and click Save & Close 25 Kronos Upgrade Version 8 YMCA of Metropolitan Dallas

26 DELEGATION The person you sent the delegation request to will receive a notification and will have a delegation alert. To accept or deny a delegation request, click on the Delegation Request Alert and then click View All. Or click on Inbox in the Related Items Pane. 26 Kronos Upgrade Version 8 YMCA of Metropolitan Dallas

27 DELEGATION Double click the request and a new window will open. Select whether to accept or decline the delegation and click Save & Close. The manager who requested the delegation will be notified of your response. 27 Kronos Upgrade Version 8 YMCA of Metropolitan Dallas

28 DELEGATION When the start date for the delegation arrives, you will notice a drop down arrow by your name in the upper left. To switch to the delegate role, click the arrow and click on the delegation (the other person s name). You will then be able to see their employees. 28 Kronos Upgrade Version 8 YMCA of Metropolitan Dallas

29 MANAGER HOME PAGE The Manager Home Page is now just 1 click away click on the link in the Related Items Panel. 29 Kronos Upgrade Version 8 YMCA of Metropolitan Dallas

30 MANAGER HOME PAGE You have access to all the information you had before but the view is a little different. Direct Reports are listed on the left side of the screen. To search for an indirect report, use the search feature right above the direct reports. 30 Kronos Upgrade Version 8 YMCA of Metropolitan Dallas

31 MANAGER HOME PAGE There are 2 ways to view an Employee Profile. One way is to click on Organization Outline. You will see direct reports listed and you can see the employees under them. Click on a person s name to get to the Employee Profile. 31 Kronos Upgrade Version 8 YMCA of Metropolitan Dallas

32 MANAGER HOME PAGE The second way is to click on a person s name on the left side of the screen. A small window opens. Click the blue arrow on the bottom right of the small screen. 32 Kronos Upgrade Version 8 YMCA of Metropolitan Dallas

33 MANAGER HOME PAGE To view the trainings your employees have taken, put your mouse on Training & Development and click on Training. 33 Kronos Upgrade Version 8 YMCA of Metropolitan Dallas

34 MANAGER HOME PAGE This will bring up a list of employees similar to the Organization Outline. Click on an employee and you can see their training records. 34 Kronos Upgrade Version 8 YMCA of Metropolitan Dallas

35 EMPLOYEE HOME PAGE To get to the Employee Home page, first you have to bring up the My Information Workspace (previously shown for requesting time off). Then click on Employee Home Page in the Related Items Pane. 35 Kronos Upgrade Version 8 YMCA of Metropolitan Dallas

36 EMPLOYEE HOME PAGE You have access to the same information as before but the view is different. 36 Kronos Upgrade Version 8 YMCA of Metropolitan Dallas

37 EMPLOYEE HOME PAGE In the Pay section, you can view pay stubs (pay history), view/change direct deposit information, view/change tax information, and view your W-2 forms. 37 Kronos Upgrade Version 8 YMCA of Metropolitan Dallas

38 EMPLOYEE HOME PAGE To view YMCA information such as the Employee Handbook, Internal Application link, Home Page Help, etc., go to Company Information. 38 Kronos Upgrade Version 8 YMCA of Metropolitan Dallas

39 EMPLOYEE HOME PAGE You can toggle between the standard view and a list view in both the Manager and Employee Home Pages by clicking on the icons in the upper right. 39 Kronos Upgrade Version 8 YMCA of Metropolitan Dallas

40 QUESTIONS? This training provided basic information on Kronos Version 8 for Managers. If you have questions on things we did not cover please contact: Susie Desilets: sdesilets@ymcadallas.org, ext.1037 Debbie Baum: dbaum@ymcadallas.org, ext. 1004