kronos substitutes quick summary guide 2013 · kronos substitutes quick summary guide 2013 . ......
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INFORMATION & TECHNOLOGY BRITE brings one business system to Broward Schools
AGENDA
INFORMATION & TECHNOLOGY
• Accessing Kronos
• System Requirements
• Daily Kronos Duties
• Types of Substitutes
• Punching Guides
• Viewing Today’s Sub Punches in Kronos
• Cost Overrides
• Support Information
INFORMATION & TECHNOLOGY
ACCESSING KRONOS v6.2
http://www.broward.k12.fl.us/erp
or
web/erp
http://kronosweb/wfc/logon
OR
INFORMATION & TECHNOLOGY
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LOGGING IN TO v6.2 KRONOS
1. Type in User Name
Entry format example: P00012345
P + 8 digits
In the above example, the
personnel # is 12345 (5 digits),
therefore 3 leading zeros need to
be added in order to make up the 8
digits.
2. First time Kronos users enter
password as your initial
password. Password is lower case
& you will be required to change it
once you log into Kronos.
3. Click the logon button
INFORMATION & TECHNOLOGY
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SECURITY QUESTION SETUP
5
1. Choose each security question and type
in your answer in the corresponding
*Answers box
NOTE: Screen shot after you complete
your answers so you have for future
reference
2. Click Save & Continue
3. You will be prompted to enter your new
password and then verify your new
password. Password must have a
minimum length of 6 characters.
4. Click on Reset Password Now
5. You will receive the message that your
password was successfully changed
INFORMATION & TECHNOLOGY
RESETTING YOUR OWN PASSWORD
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1. Click on the Forgot your password link
2. Enter your Username
3. Click on the Submit button
4. Type in the answers to your security
question(s)
5. Click on the Submit button
6. You will be prompted to enter your new
password and then verity your new password.
Password must have a minimum length of 6
characters.
7. Click on Reset Password Now
8. You will receive the message that your
password was successfully changed
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INFORMATION & TECHNOLOGY
JAVA 6 DOWNLOAD LINK
Java 6 download on Service Desk server
@
\\servicedesk\windows\Applications\Java Software
INFORMATION & TECHNOLOGY
KRONOS - Account for Subs Each Day
If Subs are to be paid properly,
they must punch properly!
And, if you train them to
punch properly it will make
your job easier!
1. Take a few minutes each morning to account for your Subs in KRONOS
• Once the Sub leaves for the day, you cannot have them re-punch. Save time and frustration by doing an accountability check each morning.
2. Use the Daily Sub Report from Smart Find Express & compare with the names you see in KRONOS
• If you have 5 Subs working, you should see 5 timecards in KRONOS.
3. Remember, the KRONOS clock accepts anything the employee enters – good or bad! The clock doesn’t know how they are suppose to punch, it’s a dummy terminal.
• You will NOT see the Sub’s timecard if they do not punch In correctly!
4. If the punch is missing or incorrect, and the Sub is still at your school, have him/her punch again so they know they didn’t punch correctly the first time. They won’t learn from their mistakes if you don’t tell them!
• The timecard must be adjusted in KRONOS.
5. A correct punch and/or edit in KRONOS creates a position (IT0554) automatically overnight in SAP for those working at an org unit for the first time
• This position is required for the Sub to be paid correctly.
6. If you must miss a day’s accountability, you can still account for your Subs for that day during the same week
INFORMATION & TECHNOLOGY
Types of Substitute Teachers
There are three types of Substitute Teachers:
• Regular, Interim, and Pool Substitute Teachers
Each org unit can have positions for all three types of Subs
Subs MUST have an Active Sub position in SAP to punch
Subs DO NOT have to be biometrically enrolled to punch
The three types of Subs all punch In DIFFERENTLY
The three types of Subs all punch Out The Same, No Blue Keys!
The three types of Subs are paid using different hourly rates of pay
It is critical that the Subs punch in
correctly if they want to be paid
correctly!
INFORMATION & TECHNOLOGY
Regular Substitute Teachers
Have completed Substitute Teacher training or have experience
as a full-time teacher
MUST have an active additional assignment in SAP (IT0554) at
your org unit to be paid correctly
When making edits in KRONOS use the RGR subtype and the
correct position number
When entering hours into SAP (CATS) use the RGR subtype and
the correct position number
INFORMATION & TECHNOLOGY
Interim Substitute Teachers
Must teach a minimum of 20 consecutive days to be paid the beginning
teacher rate of pay
The effective date of the teacher rate shall not be effective before the
first workday following approval by HR
These Subs MUST have an additional assignment (IT0554) In SAP at
your org unit to be paid correctly
Interim Sub’s have their own unique position number in SAP
When making edits in KRONOS use the RGR subtype and the correct
position number
Use the RGR subtype and the correct position number when entering
hours into SAP (CATS)
INFORMATION & TECHNOLOGY
Pool Substitute Teachers
The Pool Sub position is a Primary Position in SAP (not an additional
position (IT0554 )
Pool Subs are assigned to one location
Pool Subs are guaranteed work every day school is in session
When making edits in KRONOS use the REG subtype and no position
number
When entering hours in SAP (CATS) use REG and do not enter a
position number
INFORMATION & TECHNOLOGY
Regular Substitute Teacher - Punching Guide
The left side of the chart shows how to punch In
Press the Blue Substitute
Teacher Soft Key
Enter Personnel Number
Press Enter
Insert finger for Biometric
Verification
The right side of the chart shows
how to punch Out
Every Sub punches out the same way
A Regular Substitute Teacher uses this chart to punch In/Out
The chart should be posted near the KRONOS clock.
INFORMATION & TECHNOLOGY
Punching - Substitute Teacher PUNCHING IN
STEP 1
Press the Blue
Substitute Teacher
Button
STEP 2
Enter your Personnel
Number in the Enter
Badge field using the
keypad
(DO NOT USE P AND
LEADING ZEROS)
Example:
If your personnel# is
P00001234, enter 1234
on the keypad
STEP 3
Press the Enter
Button
STEP 4
Insert Finger for
Biometric Verification
(if prompted to do so)
& Hold Finger Down
Until “Punch
Accepted” is Shown
in the Clock Window.
PUNCHING OUT
STEP 1
Enter your Personnel
Number in the Enter
Badge field using the
keypad
(DO NOT USE P AND
LEADING ZEROS)
Example:
If your personnel# is
P00001234, enter 1234
on the keypad
STEP 2
Press the Enter
Button
STEP 3
Insert Finger for
Biometric Verification
(if prompted to do so)
& Hold Finger Down
Until “Punch
Accepted” is Shown
in the Clock Window.
3:14 PM Wed Sep-21-2005
Substitute Teacher
Work Order Travel
View Time Card
Work Order Activity
Enter Personnel Number and Press Enter
Interim Substitute
Teacher
Secondary Position
Start Work Rule Transfer
Enter Badge
More
Manager Login
INFORMATION & TECHNOLOGY
Interim Substitute Teacher - Punching Guide
Press the Blue Interim Substitute
Teacher Key on the right side of clock
Enter the Position number unless it is
programmed in the clock (one Interim
position number can be entered as
default position)
Enter Personnel Number
Press Enter
Insert finger for Biometric Verification
The right side of the chart shows how to
punch Out
Every Sub punches out the same way
An Interim Substitute Teacher uses this chart to punch In/Out The left side of the chart shows how to punch In
The chart should be posted near the KRONOS clock.
INFORMATION & TECHNOLOGY
Punching - Interim Substitute Teacher
3:14PM Wed Aug-22-2011
Enter Personnel Number and Press Enter
Substitute Teacher Work Order Entry
Secondary Position Manager Login
View Timecard Interim Substitute Teacher
View Schedule More
PUNCHING OUT STEP 1
Enter your
Personnel Number
STEP 2
Press the Enter Button
STEP 3
Insert Finger for Biometric
Verification (if prompted to
do so) & Hold Finger Down
Until “Punch Accepted” is
Shown in the Clock
Window.
PUNCHING IN STEP 1
Press the Blue
Interim Substitute Teacher
Button On the Right Side
of the Clock.
STEP 2
- If your Interim Position #
is Displayed, Press the
Enter Button,
Or
- Press the CLR Button to
Erase # Displayed & Enter
your Interim Substitute
Teacher Position # , &
Press the Enter Button,
Or
- Press the Blue List
Button to display All
Position #’s & Select Your
Interim Position # , & Press
the Enter Button.
STEP 3
Enter Your Personnel #
in the Enter Badge Field &
Press the Enter Button
STEP 4
Insert Finger for Biometric
Verification (if prompted to
do so) & Hold Finger Down
Until “Punch Accepted” is
Shown in the Clock
Window.
Start Work Rule Transfer
Position
Enter Badge List
INFORMATION & TECHNOLOGY
Pool Substitute Teacher - Punching Guide
The left side of the chart shows how
to punch In
Do not press a blue key
Enter Personnel Number
Press Enter
Insert finger for Biometric
Verification
The right side of the chart shows
how to punch Out
Every Sub punches Out the same way
A Pool Substitute Teacher uses this chart to punch In/Out
The chart should be posted near the KRONOS clock.
INFORMATION & TECHNOLOGY
Simple Punch – Pool Sub
PUNCHING IN
STEP 1
Enter your Personnel #
STEP 2
Press the Enter Button
STEP 3
Insert Finger for
Biometric Verification (if
prompted to do so) &
Hold Finger Down Until
“Punch Accepted” is
Shown in the Clock
Window.
PUNCHING OUT
STEP 1
Enter your Personnel #
STEP 2
Press the Enter Button
STEP 3
Insert Finger for
Biometric Verification (if
prompted to do so) &
Hold Finger Down Until
“Punch Accepted” is
Shown On Clock
Window.
3:14PM Wed Sep-21-2005
Enter Personnel Number and Press Enter
Substitute Teacher Work Order Entry
Secondary Position Manager Login
View Timecard Interim Substitute Teacher
View Schedule More
INFORMATION & TECHNOLOGY
VIEWING TODAY’S SUBS’ PUNCHES
Please use All Home & Transferred-In in the Show Box which is also the default when you log into
Kronos & Select Today in the Time Period to see the list of subs (Transferred-In) & you will also
see your (Home) employees too that work at another location that uses Kronos.
You can use your School's Name in the Show Box if they have correctly punched in & out for the day.
Please take 2 minutes each day to view your sub’s punches before they leave to make sure all
sub’s are accounted for that day because you can’t make them come back & re-punch once they
leave.
Since the clock accepts all punches, the subs will also know they did not punch properly when
you discuss the issue with them & have them punch again.
INFORMATION & TECHNOLOGY
VIEWING TODAY’S SUBS’ PUNCHES
1. The On Premises column will have a check mark for all sub’s that punched in for
Today.
2. If you do not see a name, then the sub did not punch or did not punch properly. Have
the sub re-punch before they leave & verify that you can see their name.
3. Since an important issue with Kronos is making sure your sub’s punched in properly,
you can log out of Kronos & edit timecards later.
INFORMATION & TECHNOLOGY
VIEWING TODAY’S SUBS’ PUNCHES
1. If you want to view the sub’s timecards, the On Premises column will have a check
mark for all sub’s that punched in for Today.
2. You can sort the On Premises column to show all sub’s names at the top by clicking
the column header On Premises twice.
3. If you want to see the timecards, you can select the sub’s names that are sorted with
the check mark in the On Premises column by highlighting them & selecting Timecard
at the top left
INFORMATION & TECHNOLOGY
Cost Overrides/Account Coding
• Are mainly used for Substitute Teachers
• Should be entered timely
• Should be made in KRONOS whenever possible
After the KRONOS hours are uploaded on Sundays, changes must be made in SAP (CATS)
• Coding entered into KRONOS is different from coding entered into SAP
• The line of coding for the reclassification (cost override) will be provided by the Budgetkeeper or the org unit/location paying for the reclassification
• Accuracy is critical for costs to be posted to the correct budget and incorrect coding entries can result in errors during the running or posting of payrolls
INFORMATION & TECHNOLOGY
KRONOS - Coding
1. There are different types of coding formats in KRONOS: Option 1A – Grant Coding where the WBS Element # has 16 digits
Option 1B – Grant Coding where the WBS Element # has 17 digits
Option 2 – Internal Order (rarely used)
Option 3 – Cost Center Coding (used most often)
2. Use the Chart of Accounts to check the coding information and to verify the accuracy
http://www.broward.k12.fl.us//Comptroller/cfo/fin-reporting/F_Chartof%20Accounts.html
INFORMATION & TECHNOLOGY
KRONOS - Coding Each time a timecard requires new coding in KRONOS, specific information
is required in Fields 1 and 2 of the Transfer Column
• Options 1A & 1B are used for entering Grant Coding into KRONOS
INFORMATION & TECHNOLOGY
KRONOS - Coding • Option 2 is used for entering Internal Order Coding in KRONOS (rarely used)
• Option 3 is used for entering Cost Center Coding in KRONOS (used most often)
INFORMATION & TECHNOLOGY
KRONOS - Coding
The chart below explains the various parts of cost coding structure
• For example, to create coding for your location’s Cost Center enter: Business Area (4 digits), Type (1 digit), Location (4 digits) plus a Zero (a total of 10 digits)
INFORMATION & TECHNOLOGY
KRONOS - Coding
To Manually add the Cost Override coding on the KRONOS Timecards:
1. Click the dropdown arrow on the right side of the Transfer Column
(If the coding is not in the rows of History (rows above Search) that you can
select, you will need to add it manually.)
2. Select Search at the bottom of the dropdown box
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2
INFORMATION & TECHNOLOGY
KRONOS - Coding There are two fields for the Cost Override coding:
• Cost Override Account Info Field 1
• Cost Override Account Info Field 2
Enter the coding information in Fields 1 and 2 for the appropriate Option: • Option 1 A & 1B – used for entering Grant Coding in KRONOS
• Option 2 – used for entering Internal Order Coding in KRONOS (rarely used)
• Option 3 – used for entering Cost Center Coding in KRONOS (frequently used)
INFORMATION & TECHNOLOGY
KRONOS - Coding
The example below is for Hallandale Elementary and shows the Cost
Override coding (Option 3) that they would use for their location
• Note - The Cost Center Coding in Field 2 is Hallandale’s unique information
Each location will enter their own unique information on the timecards
INFORMATION & TECHNOLOGY
Stretch Your Budget Dollars
Monitoring punches in KRONOS can save dollars for your location! Regular Sub’s hourly rate $11.27 or $84.50 a day (based on 7.5 hrs.)
Pool Sub’s hourly rate $12.67 or $95.03 a day (based on 7.5 hrs.)
Interim Sub’s hourly rate $26.58 or $199.33 a day (based on 7.5 hrs.)
Verify that Subs are punching in and out at the scheduled time
Do not use the standard “out” punch if the Sub leaves early – record the actual time the Sub leaves TRUE hourly employees should only be paid for hours worked
If a Sub is scheduled to work longer than students are present, they should be assigned other duties
INFORMATION & TECHNOLOGY
ADDITIONAL KRONOS v6.2 INFORMATION
http://www.broward.k12.fl.us/hrms/kronos/
http://kronos.browardschools.com/
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