Kronos Overview
Go-Live Date June 17, 2012
1
Why are we implementing
Kronos?
Current Process:
Sign in / out on paper
Fill out AU-15 turn into supervisor and/or
time keeper
Enter time into On Time
Request leave in RFL
Reconcile On Time to RFL to AU-15
Have to know payroll rules
2
Why are we implementing
Kronos?
Kronos
Sign in / out electronically
Requests for leave in Kronos
Populate time sheet with sign in / out
Time off requested in the same system and
populated on time sheet once approved
Payroll rules will be configured in the system
Initially by Kronos
ODOT will take over after go live
3
What will Kronos Replace?
In this phase Kronos will replace:
AU-15
Sign in / out sheets
OnTime
RFL
This phase is not to replace
EMS/TMS. Will come at a later date.
4
Sign In / Out Options
5
Sign In / Out Options
Computer
For those who are in office environments or
have PCs assigned or are shared
Can be on a scheduled or not
Will have an audit trail of sign in / out
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Sign In / Out Options
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Sign In / Out Options
InTouch Device
For permanent non-office ODOT locations
Touch screen / resembles a tablet
Use proximity badge to sign in / out
Not hooked to the doors
Employees will have a schedule in the system
Will not sign in or out for lunch or breaks
Can request time off, check accrual balance,
and approve time card through InTouch
8
Sign In / Out Options
9
Sign In / Out Options
Mobile Device
App to go on a smart phone
For employees, can sign in / out, request leave
and approve time card
For managers, can review employees time
cards
Still working with Kronos on the details
Working on the details of who will have the
license and the ODOT policy
10
Sign In / Out Options
11
Sign In / Out Options
TTE
For employees when they do not report to a
permanent ODOT location or location not
open year round
Allows employees to sign in / out using a
touch tone phone
Only for signing in and out
Still working with Kronos on hardware and
network details
12
Schedules
If an employee has a schedule,
rounding rules will apply
Each swipe is rounded individually to the
nearest 1/10 of an hour
Rules around signing in prior to shift start
More details to come on rounding
13
Are schedules needed?
For exceptions such as signing in
early, missing a swipe or swiping in
off schedule, they are necessary.
Not everyone has to have a schedule
to use Kronos but for InTouch users
a schedule is needed.
14
Time Off Request
Employees can request time off in
advance for approval
Will be routed to their manager for approval
Once approved will go on the time card
For requests in the past (sick leave)
working on details
15
Approving Time Cards
Working on time card approval
process and who will approve when
16
Reports To
Official OAKs reports to
Will be for most employees
Working with HR on ensuring they are correct
Effort reports to
For those employees who are reporting to
another manager but their home division and
cost center remains in tact
Determining who will maintain this
17
Employees Into Kronos
Employee information to come
from OAKS
Working with OAKS and Kronos to
determine fields
Want to have little to ideally no
manual intervention
18
Payroll Rules
Pay rules will be built into the
Kronos application and assigned to
pay policy groups
Using identifiers in OAKs,
employees will be placed into pay
policy groups
19
Training
Kronos will be creating the training manuals
and content for train the trainer
Training department is working on the training
plan
Tentative plan:
Train CO Payroll and District Fiscal Officers in
train the trainer
They will then managers and employees
The Office of Training will be sending out
schedules
20
Pilots
May 6
Central Office Finance, Central Office Information Technology
Will be trained May 1st – 4th
May 20
District 5, Central Office Human Resources, Central Office
Engineering
Will be trained May 14th – 17th
June 3
District 6
Will be trained May 29th – 31st
21
Pilot
During the Pilot, those participating
will continue to do time entry as
they do today.
Once go live, will only enter into
Kronos.
22
Contact
Wendy Flowers
Project Manager
wendy.flowers@dot.state.oh.us
614-387-0459
Crystal Beacom
Project Manager
crystal.beacom@dot.state.oh.us
614-728-6761
23
Questions
24