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ODOT Employee Intouch device training. Capabilities of Kronos. Enter sign in and sign out time daily Several different methods Replacing Sign In / Sign Out Sheets; OnTime Time off Requests Replacing RFL Approve Time Cards Replacing AU-15; OnTime Check Accrual Balances Replacing RFL.

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capabilities of kronos
Capabilities of Kronos
  • Enter sign in and sign out time daily
    • Several different methods
    • Replacing Sign In / Sign Out Sheets; OnTime
  • Time off Requests
    • Replacing RFL
  • Approve Time Cards
    • Replacing AU-15; OnTime
  • Check Accrual Balances
    • Replacing RFL
expectations as an employee
Expectations as an Employee
  • Sign in and out of Kronos daily
  • Enter time off requests
  • Approve time card at the end of the pay period
    • By 10 am on the Monday after payday
signing in and out
Signing In and Out
  • 4 Methods to Signing In and Out
    • Web Application Via a PC
      • Office employees and those who have easy access to a computer on the ODOT network
    • InTouch Device
      • County garages and some outposts
    • Teletime (not available for pilot group)
    • Mobile Application
      • Only a few IT employees
intouch device
InTouch Device
  • The InTouchis a time tracking kiosk located in every ODOT county garage and some outposts
  • To use, must have an ODOT badge
  • Can do almost everything from an InTouch device that you can do using the Kronos web application
intouch device2
InTouch Device

Badge scan area.

Hold / swipe your badge near this area and it will detect you.

intouch device3
InTouch Device

Indicator light.

intouch device4
InTouch Device

Home Key – if you are in one of the screens and want to return to the main screen, push this button

intouch device5
InTouch Device

This is for future development, there is not a camera in the device.

intouch device6
InTouch Device

Menu Key for Authorized Users to Access Maintenance Mode.

intouch device7
InTouch Device

Main or Home screen

signing in out1
Signing In / Out

Hold your badge near the upper right corner

signing in out2
Signing In / Out

If your swipe is accepted, the InTouch will ding, the indicator light will turn green and an accepted message will display on the screen

signing in out3
Signing In / Out

If you forget your badge, you will need to know your badge number to sign in or out.

To enter your badge number, from the home screen touch the icon that looks like a keyboard.

signing in out4
Signing In / Out

Use the buttons to enter your badge number.

Be sure to enter 1 + your district (105 for D05) an then your 5 digit badge number.

signing in out5
Signing In / Out

For this employee their badge number is 12345. They enter 105 for D05 then 12345

signing in out6
Signing In / Out

Touch Enter

signing in out7
Signing In / Out

Accepted: Punch message will display

signing in out8
Signing In / Out

Rejected: Punch message will display with the reason

signing in out lunch
Signing In / Out - Lunch
  • Everyone is defaulted to a 30 minute lunch deduction. If you take a 60 minute lunch let payroll know so they can move you to the appropriate lunch group.
  • If you take longer than your standard lunch, sign in and out to override your lunch.
cancelled lunch
Cancelled Lunch
  • Kronos is programmed to automatically deduct lunch after 4 hours of work.
  • Employees working more than 4 hours who do not take a lunch will need to cancel the lunch deduction. This will then have to be approved by their manager.
    • For the moment cancelling a lunch must be done via the web application but will be on the InTouch device in the near future.
rounding
Rounding
  • The system is set to round each individual punch to the nearest 10th of an hour
    • 0 stays at 0
    • 1, 2, or 3 round back
    • 4 or 5 round forward
    • 6 stays at 6
rounding1
Rounding
  • Example:
    • In at 6:58 AM, will round to 7:00 AM
    • Out at 3:29 PM, will round to 3:30 PM
      • Total of 8 hours
    • In at 7:05 AM, will round to 7:06 AM
    • Out at 3:33 PM, will round to 3:30 PM
      • Total of 7:54 hours
    • Kronos timecard will still show your actual in and out times but will calculate total hours based on rounding
schedules
Schedules
  • If assigned a schedule within Kronos:
    • Signing in 31 minutes or more early will show as an exception to your manager
    • All time prior to unscheduled time will go into an unapproved bucket which will not be paid until your manager approves the time
    • Signing out 31 minutes or more after your shift is to end will show as an exception to your manager
who will be on schedules
Who Will Be on Schedules?
  • Anyone who uses an InTouch device will be on a schedule.
  • Each District or Division will determine whether other employees will be on a schedule.
employee overtime
Employee Overtime
  • Before an employee can be compensated for Overtime, the Overtime must be approved by the manager.
  • Approved overtime will default to paid
    • Employees can move the Overtime to Comp Time when they approve their timesheet.
intouch home screen
InTouch Home Screen

Date and Time

intouch home screen1
InTouch Home Screen

Soft Keys; To use any of the soft keys, touch the icon and then swipe your badge or enter your badge id

intouch home screen2
InTouch Home Screen

After any soft key is touched, this screen will appear. From here swipe your badge or enter your badge ID.

home screen review punches
Home Screen –> Review Punches
  • The Review Punches will show you all your sign in and out entries made from the InTouch device for the day.
    • If you sign in or out using a method other than the InTouch device, those entries will not appear on the InTouch Review Punches screen.
review punches
Review Punches

Touch the Review Punches icon

review punches1
Review Punches

Indicates the soft key selected.

Swipe badge or enter badge ID

review punches2
Review Punches

This indicates the number of sign in / outs and rejected

review punches3
Review Punches

Indicates the type and time.

Punch is Accepted Punch

review punches4
Review Punches

To see the reason for the Rejected Punch, touch the blue arrow

review punches5
Review Punches

Reason for the Rejected Punch.

review punches6
Review Punches

Use the arrows to scroll through the transactions for the day.

review punches return home
Review Punches –> Return Home

To return to the main screen push the Home Button

home screen view accruals
Home Screen –> View Accruals
  • View Accruals will show your accrual balances similar to RFL
    • The date defaults to today and will show your accruals to date.
    • If you change the date, it will show your projected accruals as of that date.
home screen view accruals1
Home Screen -> View Accruals

Touch the View Accruals icon

view accruals
View Accruals

Indicates the soft key selected.

Swipe badge or enter badge ID

view accruals1
View Accruals

The current date is highlighted for reference.

The accrual balance shown will be as of the date selected. To select a date, touch the date.

view accruals2
View Accruals

The accrual balance shown will be as of 5/15/2012.

view accruals3
View Accruals

To see the details of all accruals, touch the blue arrow

view accruals4
View Accruals

Shows the amount of each accrual balance

view accruals5
View Accruals

Shows details of a specific accrual type

view accruals return home
View Accruals –> Return Home

To return to the main screen push the Home Button

home screen view schedule
Home Screen –> View Schedule
  • View Schedule will show your schedule for any future dates with a schedule.
    • Schedules can only be changed by payroll
view schedule
View Schedule

Touch the View Schedule icon

view schedule1
View Schedule

Indicates the soft key selected.

Swipe badge or enter badge ID

view schedule2
View Schedule

Shows the daily schedule as well as any scheduled time off

view schedule return home
View Schedule–> Return Home

To return to the main screen push the Home Button

home screen view punch status
Home Screen -> View Punch Status
  • View Punch Status will tell you the date and time of your last successful punch
home screen view punch status1
Home Screen -> View Punch Status

Touch the View Punch Status icon

view punch status
View Punch Status

Indicates the soft key selected.

Swipe badge or enter badge ID

view punch status1
View Punch Status

Pop up window appears for 5 seconds indicating the last punch. Once the window disappears, you will return to the home screen.

home screen view timecard
Home Screen -> View Timecard
  • The View Timecard icon will take you to a screen where you can see your sign in and outs for the past pay period, current pay period or next pay period.
    • You would look at the next pay period if you were going to be on vacation the next week, two or 4 so you could ensure you had entered your time off request and it was approved.
home screen view timecard1
Home Screen -> View Timecard

Touch the View Timecard icon

view timecard
View Timecard

Indicates the soft key selected.

Swipe badge or enter badge ID

view timecard1
View Timecard

Select what period of time you would like to see your timecard for

view timecard2
View Timecard

Use the arrows to scroll to see more period of time options

view timecard3
View Timecard

Once you scroll these are the additional options

view timecard5
View Timecard

Date range being displayed

view timecard6
View Timecard

The total logged to date including future time off in the period

view timecard7
View Timecard

The days with the have exceptions or alerts for your manager

view timecard8
View Timecard

Touch a day to see the details of the day

view timecard9
View Timecard

Signed in at 8:34 AM

Signed out at 7:58 PM

E Late Out = exception for the day

Shift Total: is total hours worked that day

Daily Total would differ from shift total if there is a leave type on that day.

view timecard10
View Timecard

To return to the previous screen, touch “Close”

view timecard return home
View Timecard–> Return Home

To return to the main screen push the Home Button

home screen view totals
Home Screen -> View Totals
  • The view totals screen allows you to see your total productive and unproductive (leave) time for a pay period, week or specific day.
home screen view totals1
Home Screen -> View Totals

Touch the View Totals icon

view totals
View Totals

Indicates the soft key selected.

Swipe badge or enter badge ID

view totals1
View Totals

Select what period of time you would like to see your totals for

view totals2
View Totals

Use the arrows to scroll to see more period of time options

view totals3
View Totals

Use the arrows to scroll to see more period of time options

view totals4
View Totals

Once you scroll these are the additional options

view totals5
View Totals

Indicates the timeframe selected on the previous screen

view totals6
View Totals

The long string of numbers is where you the time is being charged to

view totals7
View Totals

Touch the blue arrow to see the details

view totals8
View Totals

This shows 6 hours and 30 minutes of regular time for yesterday

view totals return home
View Totals–> Return Home

To return to the main screen push the Home Button

time off requests
TIME OFF REQUESTS
  • Time off requests are submitted by the employee and sent to their manager for approval.
  • Once the time off request is approved it will be populated on the employees time sheet.
  • When entering a time off request, , if the time off you want to take crosses a weekend or holiday, you must add a line in the time off request and schedule around those days. Otherwise it will put your leave on those days.
home screen time off request
Home Screen -> Time Off Request
  • From the InTouch device, you can request time off, or cancel (void) a time off request.
    • If your manager has approved your request, you will need to cancel your request from my time off requests.
    • Your manager will then have to approve the Cancel Submitted.
home screen time off request1
Home Screen -> Time Off Request

Touch the Time Off Request icon

time off request
Time Off Request

Touch the Time Off Request icon

Indicates the soft key selected.

Swipe badge or enter badge ID

time off request1
Time Off Request

Touch Time Off Request

time off request2
Time Off Request

Touch Submit Request

time off request3
Time Off Request

Use the blue arrows to change months

time off request4
Time Off Request

The request is going to be for the week of Thanksgiving

time off request5
Time Off Request

The box that is highlighted is the step you are on

time off request6
Time Off Request

Touch the 19 to make Nov 19th the Start Date

time off request7
Time Off Request

The Start Date reflects 11/19/2012

time off request8
Time Off Request

The next step is highlighted

time off request9
Time Off Request

Because 11/22/2012 is the holiday, the end date for the first part of the request will be 11/21/2012

time off request10
Time Off Request

The end date reflects 11/21/2012.

The next step is also highlighted

time off request11
Time Off Request

This areas shows the types of leave that can be selected.

time off request12
Time Off Request

To see additional leave types, use the blue arrows to scroll

time off request13
Time Off Request

Touch the type of leave to be used. In this case it is vacation

time off request14
Time Off Request

First confirmation of what you have selected so far

time off request15
Time Off Request

To make corrections, touch back

time off request16
Time Off Request

If it is correct, touch continue

time off request17
Time Off Request

The next step is duration. This has no purpose and we are working on removing this

time off request18
Time Off Request

Just touch here to move to the next step

time off request19
Time Off Request

Use this area to enter a start time.

Since this is a multiple day request this will be the start time for each day.

Enter hours and minutes and select AM/PM.

time off request20
Time Off Request

Once the start time is entered, touch Enter

time off request21
Time Off Request

The Start Time shows 7:30 AM and the next step is highlighted

time off request22
Time Off Request

The length is the amount of time being requested for each day in the request. For this request length will be 8 hours, NOT 24 hours

time off request23
Time Off Request

The length is defaulted to 1 hour

time off request24
Time Off Request

To change to 8 hours, touch the 8 then 0, 0

time off request25
Time Off Request

Once the length is entered, touch Enter

time off request26
Time Off Request

Review the details of the request

time off request27
Time Off Request

To make corrections or changes, touch back

time off request28
Time Off Request

If the request is complete, touch Submit

time off request29
Time Off Request

For this request, we want to also request off 11/22 so touch Add Another. Follow the steps on the previous slides

time off request30
Time Off Request

Review the details of the second request entered

time off request31
Time Off Request

If correct and no change or additional days needed, touch Submit

time off request32
Time Off Request

Touch the Time Off Request icon

time off request33
Time Off Request
  • When you enter a time off request, the balance of the leave type you are requesting is verified against the current balance and any future requests made.
    • Example: There are 36 hours of vacation leave available. I have requested off July 11, 12 and 13. I then request 16 hours of personal leave for June 21 and June 22. I will receive an error.
time off request34
Time Off Request

Touch the Time Off Request icon

approving timecard
Approving Timecard
  • Each employee must approve their timecard by 10:00 AM on the Monday after payday.
    • Move overtime to comp time
    • Once you approve your timecard, you cannot make any other changes to your timecard.
  • After the employee approves their timecard, it will go to the Manager for final approval before being sent to Central Office Payroll.
home screen approve timcard
Home Screen -> Approve Timcard

Touch the Approve Timecard icon

approve timecard
Approve Timecard

Enter Badge ID

Touch Enter

approve timecard1
Approve Timecard

Touch the Time Off Request icon

Touch the desired Pay Period. This example is for the Current Pay Period.

approve timecard2
Approve Timecard

Touch the Time Off Request icon

Touch the day to see the exceptions.

approve timecard3
Approve Timecard

Touch the Time Off Request icon

Use the arrows to scroll through the transactions for the day.

approve timecard4
Approve Timecard

Touch the Time Off Request icon

Touch Close when finished scrolling.

approve timecard5
Approve Timecard

Touch the Time Off Request icon

If correct and no changes needed, touch Approve.

approve timecard6
Approve Timecard

Touch the Time Off Request icon

Approved: Timecard message will display.

slide146
FMLA
  • FMLA Time Off Requests will be approved by the managers.
  • Employees who have an approved FMLA will submit Time Off Requests using the appropriate Code; FMVAC, FMSCK, etc.
  • It is important that the Manager works with their HR office to verify the usage of FMLA.
who to contact during pilot
Who to contact during Pilot?
  • If you encounter issues during the Pilot, please report them to your manager.
  • Your manager should contact the district payroll office.
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