kronos substitutes quick summary guide 2013 · kronos substitutes quick summary guide 2013 . ......

INFORMATION & TECHNOLOGY

KRONOS SUBSTITUTES

QUICK SUMMARY GUIDE

2013

INFORMATION & TECHNOLOGY BRITE brings one business system to Broward Schools

AGENDA


• Accessing Kronos

• System Requirements

• Daily Kronos Duties

• Types of Substitutes

• Punching Guides

• Viewing Today’s Sub Punches in Kronos

• Cost Overrides

• Support Information


Accessing Kronos

&

System Requirements


ACCESSING KRONOS v6.2

http://www.broward.k12.fl.us/erp

or

web/erp

http://kronosweb/wfc/logon

OR



web/erp

web/erp

web/erp


3 2

1

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


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2

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4

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


RESETTING YOUR OWN PASSWORD

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1

2

6

8

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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5

7


SYSTEM REQUIREMENTS


JAVA 6 DOWNLOAD LINK

Java 6 download on Service Desk server

@

\\servicedesk\windows\Applications\Java Software


Daily Kronos Duties


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


Types of Substitutes


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!


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


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)


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


Punching Guides


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.


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


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)


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



Punching - Interim Substitute Teacher

3:14PM Wed Aug-22-2011


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 &


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


Pool Substitute Teacher - Punching Guide

The left side of the chart shows how

to punch In

Do not press a blue key


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



Simple Punch – Pool Sub

PUNCHING IN

STEP 1

Enter your Personnel #

STEP 2


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


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


Substitute Teacher Work Order Entry

Secondary Position Manager Login

View Timecard Interim Substitute Teacher

View Schedule More


Viewing Today’s Subs Punches

In

KRONOS


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.



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.



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


Cost Overrides

In

KRONOS


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


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


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


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)


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)


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


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)


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


Cost Override Structure


Cost Override Structure – In SAP


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 EDUCATION TECHNOLOGY SERVICES

QUESTIONS


ADDITIONAL KRONOS v6.2 INFORMATION

http://www.broward.k12.fl.us/hrms/kronos/

http://kronos.browardschools.com/

http://www.broward.k12.fl.us/hrms/kronos/

http://kronos.browardschools.com/


SUPPORT INFORMATION

IT Service Desk @

754 321-0411

Kronos Support via

CAB Conference

Email via CAB @

Kronos Help Desk

kronos substitutes quick summary guide 2013 · kronos substitutes quick summary guide 2013 . ......

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