Kronos 6.3 Upgrade & New InTouch Clocks

1. Kronos 6.3 Upgrade & New InTouch Clocks

2. Welcome to the new Kronos! • Upgrading from Kronos 5.0 to 6.3 • The upgrade of Kronos and the time clocks is scheduled for Friday, August 3rd. • While the clocks are down, employees will need to manually track time and submit a paper timesheet to their timekeeper.

3. Time Clocks • Please inform employees that effective Monday, August 6th, Proximity Readers will be used at all clocks (4500 & InTouch). • 4500 Time Clocks will have a mounted Proximity Reader directly next to the clock. • The region to swipe on the clock will be disabled.

4. Proximity Reader • Proximity readers use the same technology that is used with the parking systems and the cafeteria payroll deduction. • Pre-registration is mandatory for all hourly employees!   If you do not pre-register, your badge will NOT be recognized by the new KRONOS time clocks.  • Please visit the Public Safety Office (open M-F, 7:30am-4:30pm) on Doughty Street to register your badge if you have not done so already. • The new InTouch clocks will offer options for exempt employees therefore pre-registration for exempt employees is highly recommended.

5. How to use the Proximity Reader • The new terminal reads badges with a proximity reader: Target Area Add Punch View Accruals 2” Delete Punch View Schedules • Hold the badge within2 inches of the target area • If the punch is successful, the terminal emits a tone and the indicator light flashes green Cancel Meal Deduction View Timecard Review Punches Approve Timecard

6. How to use the Terminal Indicator LightsGreen indicates the terminal successfully read a badge Red indicates when the terminal does not successfully read a badge Yellow indicates whether the terminal is receiving power Proximity Reader Camera Soft KeysPress soft keys to view selection Punch Status Hours Worked View Schedules Education Navigation KeysUse these like cursor keys to move between menu screens Configuration Key Used only by OCIO Home Key Use to return to main menu Review Punches Clear Activity Callback Transfer

7. Press the Review Punches soft key. Scan your badge. Review Punches Online Cancel Meal Transfer withComment Callback Request Time Off View Timecard Approve Timecard Justify Missing Time English Español Français View Accruals i Use your badge.

8. To select a time period, press the soft key that corresponds to the period of time for which you want to view timecard information. If there is no information to show, a message tells you this. If information is available, the timecard appears. To scroll, use the up and down arrow keys. Review Punches (continued) Review Punches | Adams, Julie Punch 10:13 AM FRI 13-JUL-12 Punch 05:13 PM FRI 13-JUL-12 Punch 08:29 AM MON 16-JUL-12 Punch 05:02 PM MON 16-JUL-12 08:31 AM TUES 17-JUL-12 Punch

9. Press the View Timecard soft key. Scan your badge. View Timecard Online Cancel Meal Transfer withComment Callback Request Time Off View Timecard Approve Timecard Justify Missing Time English Español Français View Accruals i Use your badge.

10. Touch the time period that corresponds to the period of time for which you want to view timecard information. If there is no information to show, a message tells you this. If information is available, the timecard appears. To scroll, use the up and down arrow keys. View Timecard Online (continued) View Timecard | Adams, Julie View Timecard | Adams, Julie

11. Press the View Leave Balances soft key. Scan your badge. View Leave Balances View Leave Balances View Timecard View Leave Balances Orientation w/ Transfer Education w/ Transfer i Use your badge.

12. View Leave Balances (continued) View Leave Balances View Leave Balances 7/13/2012 Balance Date Annual Available Mandatory Furlough Balance Sick Available 160:00 Hour 00:00 Hour 40:00 Hour Touch the current day (which will be highlighted). Leave Balances information appears.

13. Common Error Messages Common errors you might see: • Error reading badge • Unknown home employee • The soft key is currently inactive. Please try again later.

14. Possible reasons for this error: You may not have scanned the badge properly. Try again. If you are scanning correctly and continue to see this error, the quality of the badge may be the problem. See Public Safety to receive new badge. Error Reading Badge Data

15. Possible reasons for this error: You are a new employee and your information has not been entered in the HR/Payroll system. Contact your manager. You recently replaced your badge. Your new badge number has not been sent to the terminal yet. Contact Public Safety. Unknown Home Employee

16. Some options are disabled periodically throughout the day during high volume use periods. This is to prevent delays from employees punching in/out. View Timecard and Leave Balances are allowed: 9:00AM-2:00PM and 4:00PM-7:00AM Soft Key is Inactive

17. Kronos 6.3 Upon logging in, the home screen shows your Department Manager. Click on the arrow in the top, right corner to expand/minimize the Navigation Bar.

18. Timecard Editor There are two ways to access the timecard editor for an employee: 1. Double-click the employee name within Department Manager. 2. Highlight the employee by clicking on the name and then click “Timecard” on the top left of the screen.

19. Approval Process To Sign Off All Employees for a Pay Period: • Choose Actions > “Select All” from the menu bar to highlight all names. • Choose Approvals > “Sign Off” to sign off all highlighted names.

20. Reports Run a Report: • The reporting tool can be launched by either using the “Reports” link on the Navigation Bar or by using “Reports” at the top right of the screen.

21. Kronos 6.3 is very similar to the 5.0 version that you have been using. If at any time you have questions or difficulty with this new and enhanced version, please call Payroll at 792-2191. Kronos 6.3