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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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ODOT Employee Intouch device training


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    Presentation Transcript
    1. ODOT Employee Intouch device training

    2. 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

    3. 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

    4. 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

    5. 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

    6. InTouch Device

    7. InTouch Device Badge scan area. Hold / swipe your badge near this area and it will detect you.

    8. InTouch Device Indicator light.

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

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

    11. InTouch Device Menu Key for Authorized Users to Access Maintenance Mode.

    12. InTouch Device Main or Home screen

    13. Signing In / Out

    14. Signing In / Out Hold your badge near the upper right corner

    15. 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

    16. 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.

    17. 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.

    18. Signing In / Out For this employee their badge number is 12345. They enter 105 for D05 then 12345

    19. Signing In / Out Touch Enter

    20. Signing In / Out Accepted: Punch message will display

    21. Signing In / Out Rejected: Punch message will display with the reason

    22. 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.

    23. 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.

    24. Signing In / Out

    25. 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

    26. 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

    27. Rounding

    28. 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

    29. 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.

    30. Schedules

    31. 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.

    32. Overtime

    33. Home Screen

    34. InTouch Home Screen Date and Time

    35. 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

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

    37. 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.

    38. Review Punches Touch the Review Punches icon

    39. Review Punches Indicates the soft key selected. Swipe badge or enter badge ID

    40. Review Punches This indicates the number of sign in / outs and rejected

    41. Review Punches Indicates the type and time. Punch is Accepted Punch

    42. Review Punches To see the reason for the Rejected Punch, touch the blue arrow

    43. Review Punches Reason for the Rejected Punch.

    44. Review Punches Use the arrows to scroll through the transactions for the day.

    45. Review Punches –> Return Home To return to the main screen push the Home Button

    46. Review Punches

    47. 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.

    48. Home Screen -> View Accruals Touch the View Accruals icon

    49. View Accruals Indicates the soft key selected. Swipe badge or enter badge ID

    50. 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.