1 / 61

E M P L O Y E E T R A I N I N G

State Personnel Administration. E M P L O Y E E T R A I N I N G. Welcome. eTime Employee Training. 3. Course Overview. This course presents employees with an overview of the fundamentals of the Kronos Workforce Timekeeper system, including a

glora
Download Presentation

E M P L O Y E E T R A I N I N G

An Image/Link below is provided (as is) to download presentation Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author. Content is provided to you AS IS for your information and personal use only. Download presentation by click this link. While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server. During download, if you can't get a presentation, the file might be deleted by the publisher.

E N D

Presentation Transcript

  1. State Personnel Administration E M P L O Y E E T R A I N I N G

  2. Welcome

  3. eTime Employee Training 3

  4. Course Overview This course presents employees with an overview of the fundamentals of the Kronos Workforce Timekeeper system, including a familiarization of the functions and features of key roles and responsibilities. 4

  5. Course Information • Course is one hour • System overview provided • Materials include job aid 5

  6. Important Terms • Timecard • Discrepancies • Start/Stop Time • Pay Code • Schedule • Pay Rule • Workspace • Regular View • Project View • In/Out Punch • Transfer • Refresh 6

  7. Part I OVERVIEW

  8. Objectives Upon completion of this training participants will: • Be familiar with the Workforce Timekeeper system, including basic navigation • Know your role as an employee associated with the Workforce Timekeeper process • Know how to access, edit and approve a timecard • Know the process for entering leave requests 8

  9. Getting Started The Workforce Timekeeper application automates your timekeeping responsibilities to help you streamline your time and attendance tasks. 9

  10. Timekeeping Process During a pay period, employees enter their time and attendance via Workforce Timekeeper; the data is tracked by the application. 10

  11. Roles & Responsibilities Each employee has a role that is important to the timekeeping process. Each role determines the responsibilities, and tasks, that can be performed in the application. The three primary roles identified for this application are: • Employee • Manager • HR Administrator (Agency Liaisons) 11

  12. Employee Role Common Tasks: • On a daily basis • Enter time and attendance data • Request leave • On a pay period basis • Review timecard for completeness • Approve timecard NOTE: Other tasks will be performed by your manager, and the agency HR Administrator, on your behalf. 12

  13. Questions ???

  14. Part II SYSTEM ACCESS & NAVIGATION

  15. Objectives • Log onto the Workforce Timekeeper application • Log off the Workforce Timekeeper application • Change or reset your password • Navigate the different areas of a Workforce Timekeeper page • Overview the Inactivity Timeout feature • Use online Help 15

  16. Logging On www.etime.spa.ga.gov 16

  17. Log On Credentials • User Name • First initial and last name • Example: John Smith’s user name is jsmith • Password • John Smith’s password is password NOTE: User Name and Password are all lowercase letters. 17

  18. Logging Off 18

  19. Changing Password 19

  20. Resetting Password 20

  21. Key Parts of a Page Banner View Show/Hide Button Workspace 21

  22. Inactivity Timeout 22

  23. Online Help The application’s Help system displays help for the page, dialog box or field on which you are working when you click the Help link in the upper right corner of the banner. 23

  24. Questions ???

  25. Part III ACCESSING, EDITING & SAVING TIMECARDS

  26. Objectives • Know the types of timecard views • Describe the timecard format • Know the time entry methods • Discuss timecard discrepancies • Review visual indicators displayed in timecards • Edit, approve and save timecards 26

  27. Timecard Views Two standard timecard views are utilized by this application. 27

  28. The Views There are two basic timecard views: • Regular • Regular timecards are for employees whose time and attendance information is appropriate to be shown in a start/stop (also referred to as "punch") view. Employees punch “In” and “Out” during the course of a scheduled work shift. • Project • Project timecards are for employees who may not enter punches, but instead enter the total number of hours (i.e., durations) that they have worked for each day, along with the labor account (i.e., project), job, and pay code to which the time should be charged. 28

  29. Regular View Regular Timecard Layout 29

  30. Project View 30

  31. Timecard Format Timecard views feature three formatted sections: • Header • Displays the employee’s name and identification number. • Grid • Displays the menu bar, which contains options for performing timekeeping tasks. Also shows dates for the selected timeframe, for entering worked and non-worked hours. Columns include Pay Code, which identifies where the time is charged to and Totals, which provides totals by Pay Code by week. • Tabs • Display additional information about how the application calculates and tracks hours. The Totals & Schedule tab is always displayed. Other tabs that might appear include Audits, Accruals, Comments and Sign-offs & Approvals. 31

  32. Anatomy of a Timecard Regular Timecard Layout HEADER GRID TABS

  33. Grid Information How can I quickly view details of worked and non-worked hours? 33

  34. Time Period Default Time Period Regular or Project Timecard Layout The default Time Period is Current Pay Period. To work with another period of time (e.g., Previous Pay Period, Next Pay Period or other periods of time), you must change and/or specify the period(s) of time by clicking the Time Period drop-down menu. 34

  35. Time Entry Methods Time entry methods include: • Timestamping • Punching In/Out • Pre-population 35

  36. Timecard Discrepancies The timecard will display discrepancies between expected (scheduled) and worked (actual) hours. These discrepancies are called exceptions. The appearance of the timecard cells changes to indicate a number a different conditions, including exceptions (e.g., missed punch, comment, etc.). Some of the more common timecard indicators are displayed on the next two slides. 36

  37. Timecard Indicators • Missed Punch • A solid red cell indicates a missed In or Out punch • Early/Late Punch • A red border around a cell indicates an exception, such as an early punch, late punch or work schedule violation. • Comment • A small orange and yellow note icon after a punch or amount indicates a comment about the cell's contents. 37

  38. Timecard Indicators • Phantom Punch • A cell entry in purple on a gray background indicates a punch was added by the system, known as a phantom punch, that is not editable and is inclusive of holidays or approved leave requests • Excused Absence • A blue border around a cell indicates an excused absence such as a holiday or approved leave (appears after the date has occurred) • Unexcused Absence • A red border around a cell indicates an unexcused absence in that day 38

  39. Adding a Missed Punch I forgot to punch out on Thursday. How do I add that punch? 39

  40. Refreshing/Saving Data If you refresh without saving your work, it wipes out all entries since your last save. 40

  41. Attaching a Comment 41

  42. Comments/Notes View 42

  43. Deleting a Punch 43

  44. Using Pay Codes How do I enter leave on my timecard? 44

  45. Transfer Feature Time can be transferred (i.e., assigned or allocated) to a different labor account, as needed, affecting how and where work hours are charged (by labor level). The term transfer refers to the process of assigning or allocating time to a specific work project through the use of a project code. 45

  46. Using Transfer Feature The process: • Click the cell under the Transfer column on the row associated with the punch or amount that you want to transfer labor levels • Select the labor level (i.e., project) from the drop-down list • Edit hours as appropriate/applicable • Repeat process, adding new rows, as needed 46

  47. Using Transfer Feature Transfer Column Labor Levels (i.e., Project Codes) 47

  48. Saving Timecard Any changes made to a timecard must be saved before navigating away from the timecard editor to ensure the changes are captured as intended. The process: • Click the Save button (located top left of the Menu Bar) on the timecard • A timestamp message of Last Saved will display above the Save button >>> If you refresh without saving your work, it wipes out all entries since your last save <<< 48

  49. Saving Timecard Timestamp Message Save Button 49

  50. Approving Timecard Employees need to approve their timecard at the end of a pay period to indicate the time and attendance reflected on the timecard is accurate and ready for processing. The process: • Click the Approvals option from the Menu Bar; a drop-down menu appears • From the drop-down menu select Approve • A timestamp message of Approved will display above the Save button 50

More Related