SchedulingEnhanced Kronos V8
Manager Information
There is always more than one way to do something. Each manager should decide
which way works best for them.
Managers are going to be given access to their department organizational map so that if
covering another manager, the selection of that unit will be available.
Scheduling requests do not populate the schedule. View of requests are on a separate
tab that can be printed by using Print Screen or toggling back and forth between tabs.
Staff will be able to make future requests without having to be in the pay period that the
request is in as long as the request is within the managed period.
Workload planner (WLP): the pink color represents understaffed, green color represents
overstaffed, and the white color represents you are meeting the staffing plan.
INDEX
First View------------------------------------------------------------------------------------ 5
How to create a Hyperfind----------------------------------------------------------------- 8
How to view by Schedule Group--------------------------------------------------------- 10
How to assign/remove Schedule Group------------------------------------------------- 11
How to Enter Shifts for Staff on Light Duty -------------------------------------------- 20
How to Add Work Rule ------------------------------------------------------------------- 21
How to Edit a Shift ------------------------------------------------------------------------ 22
How to Add a Comment or Note ------------------------------------------------------- 23
How to enter a Pay Code------------------------------------------------------------------ 24
How to locate Staff Requests------------------------------------------------------------- 27
Kronos Oncall/Recall----------------------------------------------------------------------- 30
When Clocks Change (Daylight Savings Time) --------------------------------------- 31
How to run Schedule Generator---------------------------------------------------------- 32
Payroll Tips--------------------------------------------------------------------------------- 35
How to log into Kronos
Log in by clicking on the KRONOS icon on the Novell server using Google Chrome
Please note: if your user name or password is not working call IMT at 4-4115
First View
2. Reports - Report Tab
3. Genies - Reconcile timecard
4. Staffing - Future Use
Create a location:
2. Select Arrow
Delete a Location:
Highlight unit to be deleted
Move the selected unit back to available by clicking on arrow & Select delete
If you are sure you want to delete the location - select OK
How to create a Hyperfind
Select new in drop down box
1. Select: Personal
How to view Schedule in two week blocks
Please note: Current schedule show the entire two week block
When changing to a different pay period or range of dates:
1 2
3
4
1
5
6
Double click on the second week of the schedule twice to view the two week schedule
You can use the maximize button for larger view and minimize when needed
If unable to view all the zones in the workload planner, decrease the number of staff to
be viewed by moving the slide bar up.
How to view Schedule by Schedule Group
Click on View icon in task bar
How to change view by employee:
Using Column Selection, columns can be deleted by un-checking to give more landscape
to view (this does not save)
How to assign and remove employee Schedule Group
Highlight person in scheduling by using Go To
Select People Editor
Click on Job Assignment Tab and Select Scheduler
End date the old pattern (always on the last day of the pay period)
Assign New Group that the person should be assigned to in the Group Assignment
drop down
How to assign multiple staff to a group:
Select multiple staff by holding down the CTRL key highlighting each person to be
assigned to the group and using the GO TO – select People Editor
Use the arrow to scroll thru each employee selected to change or add a schedule group
How to enter/edit Patterns
How to enter a schedule by using a pattern (shift bid):
Hovering over the employee name will give you general information: job, pay rule, etc.
Double click on the employee name
To enter a first time pattern:
Enter Anchor Date and Start Date - both dates are the same and are the first day of a pay
period
Hold down Ctrl key and select specific multiple days to enter same schedule
Enter the shift by using Shift Template
Any day of the pattern can be typed in or use Shift Template
Select Apply
Before adding a new pattern, you have to end date the old pattern, click on add pattern
End the pattern by entering in an end date
Click apply
Select yes
Enter new pattern by selecting add pattern
Follow the directions on previous page, schedule patter will look like this when several are
added
How to enter a Shift
Shift can be typed in for the day OR click on the day and select from drop down
Select Add Shift
Select Apply
Click on Search under Job Transfer
View the Organization map
-Click on ‘Search’ under ‘Labor Level Transfer’
Enter the Cost Center of the Dept that the Employee will be doing light duty in
All shifts entered like this will be charged to the department the employee will be doing light
duty in
It is recommended that you enter the employee’s schedule at the end of the pay period so that
they do not show up in your coverage counts*
How to add a Work Rule
Employee can be floated by selecting from Job Transfer Column drop down be assigned a
work rule from Work Rule Transfer Column Drop Down
Search the list of work rules
Select the correct work rule
Add a comment
Please note:
Work Rules are to assign a staff member to a person task
Work Rules are selected by type of assignment and the correct payrule for the employee
Work Rules that will remove a staff member from your work load planner (direct care) are
CLASS, OT-ET CLASS, PPT (Professional Practice time, OT-ET PPR), SGT (Shared
Governance, OT-ET SGT)
OT-ET +Pay rule will count in direct care working overtime/extra time.
ONC work rule is the staff member is oncall, this converts to ONCALL Pay Code in time card
How to Edit a Shift
To edit shift: click on the + and extend the bar
When complete always click on Apply
Hover over each shift to view employee job
Schedule view of Job transfers and work rules now show as an arrow with in the cell
Hover over arrow to view transfers - no “x” next to the shift identifying transfer
How to add Comment or Note
Click on Add Comment
Add note if needed
Hover over employee shift will show comment
Remember only Class comment and Comments for shift show on the assignment sheet
How to Enter a Pay Code
Select Add Pay Code
Select Pay Code to be used from Pay Code drop down
Enter Amount
Always unclick Create Open Shift
If replacing an entire shift leave Override and Whole Shift selected
Add Comment if needed
Check the number of scheduled hours
Edit the shift that person is changing
Check the total scheduled hours to identify exactly how many hours of accruals that need to
be used without having to be concerned about lunch and breaks.
Enter Pay Code
Click Partial Shift
Select Apply
Select from the right side of the screen - Requests
Select the date
Enter your Hyperfind for the unit
Select what you are looking for: time off, swap shift, OT/ET
*Requested time off has to entered into the schedule manually, never approve from this
screen*
Select from the right side of the screen - Quick Links
Select Work & Absence Summary
Select the employee from the dropdown
Select range of dates
Select View Width: Week
Information is this view comes from the time card
Manager has ability to view timecards and look for any patterns for call ins, time off, etc.
Kronos On-Call/Recall
On-call shift will appear in the employee’s schedule and the in time card “ONC” will be in
the paycode column and the amount of hours that they have signed up for to be oncall
NSS or the Manager will assign the correct ONC work rule in the schedule according to
the employee’s pay rule
Recall- If the employee is called in, the Manager will insert a row in the employee’s time
card to the day that the employee was called in
Manager will enter an IN and Out time, entering the times will bring from the schedule the
correct pay rule connected to the employee as well as the transfer RNOC-work rule
Manager will do a search in the transfer column and float the employee to the correct unit
and correct job. Do not delete the work rule. This will charge the unit where the employee
worked correctly
Always remember to save.
* If a recall shift and regularly scheduled shift are back to back, the Manager only needs to
change the in punch to the time that the employee came to work. The system will calculate
correctly the number of hours of recall.
Example: ONCALL 0200-0600
Regular shift 0700-1930
Recall will be calculated as 4 hours
How to Schedule Holidays on the Actual Holiday
If the person is taking the holiday on the actual holiday enter HOB-D or .HOB E/N based on
their pay rule. Holidays are only given for 8 hours. If the person is taking 12 hours on the
holiday, enter HOB 8 and add an additional HolcompU D or HolCompU EN 4
f the person is working on the holiday, nothing has to be done by the scheduler: payroll will
handle the Holiday worked credit
If the person’s normal pass day falls on the holiday and there is no need to use an accrual to
meet their total obligation, enter H-Pass 0
When the Clocks Changes (Daylight Savings Time)
Spring
• In the spring, clocks are move forward so the Kronos system calculates that the
employee only worked 7 or 11 hours of obligation when working the night shift
• Manager will add to the employee’s schedule, one hour of obligation
• PEF Employees-Add Pay code WE-Eve-Night-PEF 1.0 hours
• CSEA Employees- Add Pay code Reg-EN 1.0 hours
Fall
• In the fall, clocks are move backward so the Kronos system calculates that the
employee worked 9 or 13 hours of obligation when working the night shift.
• Manager will need to make a time card edit to correct the obligation
• Manager will select Daily view at the left hand corner of the time card and then
highlight the shift worked on the Saturday of the time change.
• Manager will do a right click, select move hours
• PEF Employees- Move Pay code WE-Eve-Night-PEF to Overtime 1 hour
• CSEA Employees-Move Pay code-Reg EN to Overtime 1 hour
How to Run Schedule Generator
Select from the task bar - Engines
Set dates and click on Start
Click on Close
Open shifts show at top of schedule with number of available shifts by day
To view the actual shifts that were generated, click on the day
R-click on an OT/ET shift and you can Edit, Delete, Cut, and Copy
If you select copy on the cell you want to add shift to, the paste option is available
How to Post a Schedule
Select Tools & Manage Schedule Posts
Select Post
Select Yes
Select Filter by location to be sure you are only posting your unit schedule
Select Post
Select Done
Payroll Tips
All times in the time card have a rounding rule to the quarter hours. If an employee punches
out 1 minute early, system will only calculate hours to the previous ¼ hour.
The same is true if the employee punches in 15 minutes before their shift the system calculates
¼ hour over/extra time.
PEF Employees
• RNs obligation is based on their FTE total hours in a two week pay period
• RNs schedule flows into the time card and is Purple
• When an RN makes changes in the time card, it will suspend from schedule so changes
made in the schedule will not flow to the time card if the punch has been changed to
Black
• Any edits will have to be done on the time card
• RNs are expected to cancel their lunch in the time card and enter their punches if they
come in late or leave early
• RNs can add Vac, Hol, and Personal leave to their time card when leaving early or
coming in late
• RNs cannot be charged a tardy penalty or lost time for being late
CSEA Employees
• CSEA employees’ obligation is based on their FTE and total of 40 hours/week
• Schedule will not flow to the time card until a punch has been entered by the employee
at the time clock
• CSEA employees cannot edit their time cards on the computer
• All punches for CSEA employees comes from the time clock
• CSEA employees can be charged a tardy penalty for coming late. The system will not
credit them for 15 minutes if they are more than 6 minutes late
• Managers can credit employees with a tardy penalty or an accrual
Travelers
• Travelers do not have to approve their time cards. We pay them for hours worked
• Managers are not to sign a traveler’s company time sheet. NSS sends a Kronos time
sheet to the company on the first Thursday of a new pay period
• If a traveler punches in too early, add a line to time card and take away the extra time
and add Pay Code Traveler regular
• All traveler time cards need to be approved by the manager no later than 10 AM on the
first day of the new pay period