KRONOS Employee My Information and ESS South West Healthcare Moyne Health Services Colac Area Health Terang and Mortlake Health Service Timboon and District Healthcare Service Version 4 10/02/2017 Page 1
Contents Document updates... 3 Documents to be added... 3 Where to find KRONOS... 4 Swiping on and off... 5 My Information... 6 Employees Accessing the My Information Workspace... 6 Managers Accessing the My Information Workspace... 6 Sign Out... 6 Alerts Bar... 7 My Calendar... 7 Related Items Pane... 8 Viewing your Roster... 8 Viewing the Unit Roster... 9 Coverage tab... 10 Accruals... 10 My Timecard... 11 Viewing Totals... 11 My Timestamp... 11 ESS functionality... 12 More Button... 12 Request Open Shift... 12 Request Self Schedule... 12 Request Shift Swap... 12 Request Change Availability... 13 Viewing your Availability... 14 Request Time Off... 14 Request Periods... 14 Roster Shift Requests... 14 Extra Shift Requests... 15 Posted Roster... 16 SMS Quick Fill Functionality... 17 Page 2
Document updates Date Version Description of changes Updated by 02/10/16 1 23/12/16 2 03/11/16 3 10/02/17 4 Addition of SMS QuickFill Functionality Kronos Team Documents to be added Time off Request functionality Page 3
Where to find KRONOS PLEASE NOTE: Use of the Mobile App is not part of the project implementation Page 4
Swiping on and off In place of writing your start and finish time on your timecard, you will now use your ID card or finger to swipe in and out at the Kronos clock. Once Go Live commences timesheets will no longer be used to determine your pay. It is essential that you swipe at the start and finish of each day or your manager will receive an alert in the system which will require actioning. Page 5
My Information Employees Accessing the My Information Workspace If you are setup in KRONOS as an employee, when you first log into KRONOS your My Information workspace will appear Managers Accessing the My Information Workspace If you are setup in KRONOS with a manager licence, you will need to click on the Workspaces Carousal in the top right hand corner to get to the My Information workspace. Scroll through the workspaces in the Carousal till you find the My Information workspace. Sign Out At the top left hand corner of your KRONOS screen there is a Sign Out link. It is important to sign out using this link when you have finished your session. You will be timed out of KRONOS if the system remains idle for too long, but you should always Sign Out to ensure your data privacy. Page 6
Alerts Bar In the middle at the top of the My Information workspace is the Alerts Bar which contains alert icons that alert the user to certain actions that have occurred. Going from left to right a number above the icons indicate that: A Request Self Schedule period or an Extra Shifts period has opened up A roster has been posted by your manager You have received a Request A Workflow Notification (e.g. your Time off Request has been approved) To refresh the alerts, click the refresh button just to the left of the alerts bar My Calendar The top section of the My Information workspace contains the My Calendar view. The My Calendar view displays your rostered shifts and any leave. When you first open your My Information workspace the default timeframe showing in the My Calendar view will be the Current Schedule Period. You can select from the timeframe drop down box to different options to view different date ranges, or alternatively type in the date range you wish to see using the calendar icon beside the drop down box. You can view your calendar in daily, weekly or monthly views by clicking on the different icons in the middle Clicking on the arrows beside the dates being displayed allows you to move forward or backwards through the days or weeks being displayed. Page 7
Related Items Pane The Related Items Pane contains widgets for you to use to complete tasks. You can expand and contract the pane by clicking on the blue arrow at the top of the Pane. The My Timecard widget displays your timecard in a tempoary workspace. Click on the link to open your timecard temporary workspace. Some staff may also have the My Timestamp widget available to them in the Related Items Pane. If you do, then you can click on the widget to open up the My Timestamp temporary workspace to record your in and out punches. To close a temporary work space once you have opened it, click on the x in the corner of the tab Viewing your Roster Your rostered shifts show in the My Calendar view. Rostered Shifts show in a Blue box All types of Non Worked time e.g. Leave, shows in a Green box At the top of each box is the Label e.g. L25. The L means it is a Late shift Rostered Shift Time displays straight under the label Rostered Shift Location and Job is shown in a string separated by /. Page 8
Viewing the Unit Roster At the bottom of the My Information workspace is your Unit or Department roster. NOTE: Only shifts being worked by employees will show on the Unit roster. Any Non worked (e.g. Sick Leave) will not show. Available options Changing Location - If you work in more than one department you will be able to use the Location drop down list to move around the Units you work in. Hide unscheduled employees If you only want to see people that are working Labels vs. Time Display If you are not sure what the lables stand for you can view the shift times instead of the labels. Making the Unit Roster larger- to see more of the Unit roster on your screen, place the mouse just beside the small lines with the arrow pointing downwards which is located at the bottom of your My Calendar view. The mouse pointer will turn into a two headed bold arrow. Click hold and drag your mouse upwards Page 9
Coverage tab The coverage tab is only relevant to Nursing Units where KRONOS stores the number of qualified nurses that are required to be rostered. Accruals The Accruals tab will show your accrual balances. This data is updated from the payroll system (Chris21) fortnightly on the Wednesday night after the pay run has been completed. Page 10
My Timecard From the Related Items Pane on the right hand side of your My Information workspace you can access your timecard Your My Timecard workspace allows you to view the electronic version of your current manual Green timesheet It shows: Schedule - Your rostered or scheduled time for each day In and Out - The time you punched In and Out (this will be automatically populated when you swipe your card or finger at a KRONOS terminal) Shift - The difference between the In and Out columns less any meal break Viewing Totals Click on the grey horizontal lines with a small arrow in the middle of the screen to move the page up or down to display. The totals show you what will go through to the Payroll system (Chris21). My Timestamp If you will be working in a location where KRONOS terminals will not be installed but you have access to a computer, you can use the timestamp to record your In and Out punches by simply clicking the Record Timestamp button. Page 11
ESS functionality More Button Request Open Shift To request Extra Shifts that become available which will take you above your contracted hours Request Self Schedule Initial shift requests prior to the Roster being created Request Shift Swap Employees can Request Shift Swaps to another shift provided the shift fits to their Job Transfer Set Once requested, a Shift Swap link and arrow will appear in the information pane at the top of the Calendar indicating that the Shift Swap has been offered. Page 12
A similar link appears in the information pane of the employee who the swap was requested with. Click on the Accept or Refuse link to action the request If the swap is refused an x will appear against the Shift Swap Request Request Change Availability Request Change Availability is predominately for Part Time and Casual Staff. It allows you to indicate when you are available, unavailable, unknown or preferred to work If you need to specify availability for a range of hours on a specific date, hover on the line between the name of the day of the week and 12:00AM, and then click the plus sign. The grid zooms in to show hour demarcations for the selected day. You can then click and drag from the start time to the end time of the hour s range that you need to specify. To zoom out again, hover on the line between the name of the day of the week and the hour demarcations, and click the minus sign. In the Notes field, enter a comment to your manager, if needed. Click Submit Page 13
Viewing your Availability In the My Calendar toolbar, click the Visibility Filter and select Employee Availability By default all availability types are selected except Employee Availability, click on the box to tick Click away from the Visibility Filter menu to close it. The calendar cells are shaded with the applicable color coding for your availability type(s) during the selected time period Request Time Off Not being implemented yet Request Periods Roster Shift Requests Click on the alert icon to open list of requests Click on request you wish to action - Roster Shift Request which will open the correct request period Go to the Request Self Schedule menu under the More button to request the shifts you would like in the request period. Page 14
Extra Shift Requests Click on the alert icon to open list of requests Click on request you wish to action - Extra Shift Request which will open the correct request period Go to the Request Open Shift menu under the More button to request the shifts you would like above your contracted hours. Extra Open Shifts appear Red in the Information pane at the top of the calendar. Page 15
Once you click on the Request Open Shift menu available open shifts will be displayed. Once you submit your request, you will be automatically assigned the Open Shift. Posted Roster Click on this icon when it appears orange, you can view the Roster that has been posted on your Calendar. Don t forget to click on the save icon Page 16
SMS Quick Fill Functionality Within the Kronos application your manager will have the ability to send you a SMS messages on your smart phone to indicate there are available shifts if you would like to pick up an extra shift. To claim this shift you would reply: FOS Yes 5430 Picture 1: Successfully claiming an Open Shift Picture 2: Open Shift is no longer available Picture 3: Declining the Open Shift Page 17