Time and Attendance Project Implementation Time Keeper Training

Time and Attendance Project Implementation Time Keeper Training #2 September 16, 2019

Welcome to Time Keeper Training! Please click on the link in the email sent by Elizabeth-Latta Brother this morning in order to access the Kronos development site. If you didn’t get an email or if you need help accessing the site? Please let us know as soon as possible. Log in using your regular username and password.

Today’s Outcomes To gain insight into where we are and where we’re going To understand change management in the context of the Time and Attendance Project To clarify roles and responsibilities To learn about how to process leave requests To learn how to process time cards To access the Kronos system for practice

What we know. . . This is a significant change and may seem overwhelming for awhile Clarity, purpose, and a plan is key for a significant change We know there a lot of unknowns right now We recognize a change to this system will cause some uneasiness and may seem “muddy” for awhile. In the end - this will benefit our employees and will become second nature for you.

Where are you right now? Grab two sticky notes What excites you about the implementation of the Time and Attendance System? What worries you about it? Share at your table. What trends are you noticing?

Vision Skills Incentives Resources To have an electronic system that: Understanding of how the system works for me as an employee Real time information regarding time and attendance Development site for practice Identify Need/Desired State Understanding how the system works for Provides efficiencies in each user group requesting and approving leave Understanding how the system works for Provides real-time each employee group data for use as a management tool Understanding how to use all of this information Ability to have conversations around leave usage and hours worked (over/under time) Training specific to employee groups: exempt and nonexempt Policy review, modification and approval Allows for accuracy in pay Accuracy of record keeping Compliance with federal regulations and local policy Training for Time Keepers Training for Supervisors Kronos Team for Q&A Time and Attendance Project website Action Plan Processes System Configuration System Testing Training Communication Implementation Analysis

Things to Ponder. . . Where are you right now on the matrix? What is the missing element for you? Your task Over the course of the next few months, notice how you move through the matrix. Then, notice where your staff is on the matrix - individually and collectively. How will you lead them through this change?

Let’s dig in!!

Time Keepers Examples include: Time Keepers and those identified as a back up usually an OA, Bookkeeper, etc. Their responsibilities include: ● To provide final weekly payroll sign off for your department ● To audit weekly to ensure that all required entry for time worked or leave used has been submitted and approved by the supervisor Their role is to serve as the departmental expert on the Time and Attendance System and all-important quality control for your staff’s time/leave processes. ● To apply bulk edits as needed (for example, time not worked during building closure due to inclement weather) ● To carefully review/edit/ deny/approve information entered into the system as applicable; this includes time worked and leave used/requested ● To manage/edit/update employee schedules as

Supervisors Examples include: Principals, Assistant Principals, Directors, Assistant Directors, Custodial Supervisor, Central Office staff, Transportation Supervisor, etc. Their responsibilities include: ● To carefully review/edit/ deny/approve information entered into the system as applicable; this includes time worked and leave used/requested ● To manage/edit/update employee schedules as applicable Their role is to manage time worked and leave requested/used by their staff. ● To do the above on at least a weekly basis ● To ask for assistance if you need it.

Agenda Refresher from June Sign-in Look up employees How to access your own information How to see list of employees Leave Requests Break Basics of Timecard How to open timecard Editing & Adding Punches Leave washing Create Converting time to comp Retract Look Ahead/Close Cancel Approve Refuse

Today’s Outcomes To gain insight into where we are and where we’re going To understand change management in the context of the Time and Attendance Project To clarify roles and responsibilities To learn about how to process leave requests To learn how to process time cards To access the Kronos system for practice

Refresher from June

Getting started in Kronos - a quick tour

Manage the Department

Sample calendar

Leave Requests

Request Time Off

Request Manager

Leave Activity ● ● Create a sick leave request for yourself Create an annual/personal leave request for yourself Approve leave for another staff member at your location Refuse leave for another staff member at your location

Basics of Timecard

Teacher timecard with non-work day

Non-exempt timecard with holiday

Exempt timecard - regular week

Rounding rules

Completed timecard with schedule for a 10/11 month employee

Completed timecard with schedule for a 12 month employee

Timecard with leave applied

Timecard Activity ● Add one day’s worth of time for one employee ● Add a full week of time for one employee ● Add enough time to get into OT status ○ For people with schedules under 40, any time between regular schedule and 40 becomes a Straight Pay exception on the time card. Once they hit 40 it creates an OT line on the timecard. ● Put leave directly on the timecard

How does leave washing work? Your regular schedule is 40 hours a week. You take 8 hours of annual leave on Monday. In order to meet a project deadline, you work additional hours the rest of the week: ○ ○ ○ M – 8 hours annual leave T – 8 hours worked W – 10 hours worked Th – 10. 5 hours worked F – 8 hours worked ● Total hours = 44. 5 ● Hours physically worked = 36. 5 ● Cancel your original leave request and submit a new request for 3. 5 hours annual leave, because you recorded 4. 5 hours over your schedule. ● You now have 40 total hours recorded for the week.

Leave washing Activity ● ● ● ● Submit a leave request Enter enough time to require leave washing Cancel leave request Approve cancellation Submit new leave request Approve new leave request Refresh timecard to see balanced timecard

How does cascading work? ● If you submit a leave request and do not have enough leave of that type to cover the request, cascade rules pull time from other qualifying paid leave buckets to cover the request, before going to leave without pay. ● The type of leave used, and the order in which it is taken, varies depending on the original request. ● Albemarle County’s leave benefit philosophy is that employees should use appropriate paid leave before leave without pay.

Converting overtime to comp time

Converting OT to comp Activity ● Enter enough time to get into OT status ● Do OT to comp conversion

Look Ahead/Close

Resources & Support: ● Training Deck will be emailed, along with link to the Documentation Center ● For additional assistance, please contact – time@albemarle. org