Employee My Information and ESS - swarh2.com.au€¦ · KRONOS Employee – My Information and ESS...
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Page 1 KRONOS Employee – My Information and ESS South West Healthcare Moyne Health Services Colac Area Health Terang and Mortlake Health Service Timboon and District Healthcare Service Version 4 10/02/2017
Transcript of Employee My Information and ESS - swarh2.com.au€¦ · KRONOS Employee – My Information and ESS...
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KRONOS
Employee – My Information and
ESS
South West Healthcare
Moyne Health Services
Colac Area Health
Terang and Mortlake Health Service
Timboon and District Healthcare Service
Version 4
10/02/2017
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Contents Document updates.................................................................................................................................. 3
Documents to be added .......................................................................................................................... 3
Where to find KRONOS ........................................................................................................................... 4
Swiping on and off .................................................................................................................................. 5
My Information ....................................................................................................................................... 6
Employees Accessing the “My Information” Workspace ................................................................... 6
Managers Accessing the “My Information” Workspace ..................................................................... 6
Sign Out ............................................................................................................................................... 6
Alerts Bar ............................................................................................................................................. 7
My Calendar ........................................................................................................................................ 7
Related Items Pane ............................................................................................................................. 8
Viewing your Roster ............................................................................................................................ 8
Viewing the Unit Roster ...................................................................................................................... 9
Coverage tab ..................................................................................................................................... 10
Accruals ............................................................................................................................................. 10
My Timecard ......................................................................................................................................... 11
Viewing Totals ................................................................................................................................... 11
My Timestamp ...................................................................................................................................... 11
ESS functionality.................................................................................................................................... 12
More Button...................................................................................................................................... 12
Request Open Shift ....................................................................................................................... 12
Request Self Schedule ................................................................................................................... 12
Request Shift Swap ....................................................................................................................... 12
Request Change Availability .......................................................................................................... 13
Viewing your Availability ............................................................................................................... 14
Request Time Off .............................................................................................................................. 14
Request Periods ................................................................................................................................ 14
Roster Shift Requests .................................................................................................................... 14
Extra Shift Requests ...................................................................................................................... 15
Posted Roster .................................................................................................................................... 16
SMS Quick Fill Functionality .................................................................................................................. 17
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Document updates Date Version Description of changes Updated by
02/10/16 1
23/12/16 2
03/11/16 3
10/02/17 4 Addition of SMS QuickFill Functionality Kronos Team
Documents to be added Time off Request functionality
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Where to find KRONOS
PLEASE NOTE: Use of the Mobile App is not part of the project implementation
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Swiping on and off In place of writing your start and finish time on your timecard, you will now use your ID card or finger to swipe in and out at the Kronos clock. Once ‘Go
Live’ commences timesheets will no longer be used to determine your pay. It is essential that you swipe at the start and finish of each day or your manager
will receive an alert in the system which will require actioning.
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My Information
Employees Accessing the “My Information” Workspace If you are setup in KRONOS as an employee, when you first log into KRONOS your “My Information”
workspace will appear
Managers Accessing the “My Information” Workspace If you are setup in KRONOS with a manager licence, you will need
to click on the Workspaces Carousal in the top right hand corner
to get to the My Information workspace.
Scroll through the workspaces in the Carousal till you find the
My Information workspace.
Sign Out At the top left hand corner of your KRONOS screen there is a Sign Out link.
It is important to sign out using this link when you have finished your session. You will be timed out
of KRONOS if the system remains idle for too long, but you should always Sign Out to ensure your
data privacy.
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Alerts Bar In the middle at the top of the My Information workspace is the Alerts Bar which contains alert
icons that alert the user to certain actions that have occurred.
Going from left to right a number above the icons indicate that:
A ‘Request Self Schedule’ period or an ‘Extra Shifts’ period has opened up
A roster has been posted by your manager
You have received a Request
A Workflow Notification (e.g. your Time off Request has been approved)
To refresh the alerts, click the refresh button just to the left of the alerts bar
My Calendar The top section of the My Information workspace contains the My Calendar view. The My Calendar
view displays your rostered shifts and any leave. When you first open your My Information
workspace the default timeframe showing in the My Calendar view will be the Current Schedule
Period.
You can select from the timeframe drop down box to different options to view different date ranges,
or alternatively type in the date range you wish to see using the calendar icon beside the drop down
box.
You can view your calendar in daily, weekly or monthly views by clicking on the
different icons in the middle
Clicking on the arrows beside the dates being displayed
allows you to move forward or backwards through the
days or weeks being displayed.
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Related Items Pane The Related Items Pane contains widgets for you to use to complete tasks. You can
expand and contract the pane by clicking on the blue arrow at the top of the Pane.
The My Timecard widget displays your timecard in a tempoary
workspace. Click on the link to open your timecard temporary
workspace.
Some staff may also have the My Timestamp widget available to
them in the Related Items Pane. If you do, then you can click on
the widget to open up the My Timestamp temporary workspace
to record your in and out punches.
To close a temporary work space once you have opened it, click on the “x” in the corner of the tab
Viewing your Roster Your rostered shifts show in the My Calendar view.
Rostered Shifts show in a Blue box
All types of Non Worked time e.g. Leave, shows in a Green box
At the top of each box is the “Label” e.g. L25. The “L” means it
is a Late shift
Rostered Shift Time displays straight under the label
Rostered Shift Location and Job is shown in a string
separated by “/”.
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Viewing the Unit Roster At the bottom of the My Information workspace is your Unit or Department roster.
NOTE: Only shifts being worked by employees will show on the Unit roster. Any Non worked (e.g.
Sick Leave) will not show.
Available options
Changing Location - If you work in more than one department you will be able to use the
Location drop down list to move
around the Units you work in.
Hide unscheduled employees – If you only want to see
people that are working
Labels vs. Time Display – If you are not sure what the lables
stand for you can view the shift times instead of the labels.
Making the Unit Roster larger- to see more of the Unit roster on your screen, place the
mouse just beside the small lines with the arrow pointing downwards which is
located at the bottom of your My Calendar view. The mouse pointer will turn into a two
headed bold arrow. Click hold and drag your mouse upwards
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Coverage tab The coverage tab is only relevant to Nursing Units where KRONOS stores the number of qualified
nurses that are required to be rostered.
Accruals The Accruals tab will show your accrual balances. This data is updated from the payroll system
(Chris21) fortnightly on the Wednesday night after the pay run has been completed.
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My Timecard From the Related Items Pane on the right hand side of your My
Information workspace you can access your timecard
Your My Timecard workspace allows you to view the electronic version of your current manual
“Green” timesheet
It shows:
Schedule - Your rostered or scheduled time for each day
In and Out - The time you punched In and Out (this will be automatically populated when
you swipe your card or finger at a KRONOS terminal)
Shift - The difference between the In and Out columns less any meal break
Viewing Totals Click on the grey horizontal lines with a small arrow in the middle of the screen to move the page up
or down to display.
The totals show you what will go through to the Payroll system (Chris21).
My Timestamp If you will be working in a location where KRONOS terminals will not be installed but you have access
to a computer, you can use the timestamp to record your In and Out punches by simply clicking the
Record Timestamp button.
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ESS functionality
More Button
Request Open Shift
To request Extra Shifts that become
available which will take you above your contracted hours
Request Self Schedule
Initial shift requests prior to the Roster being created
Request Shift Swap
Employees can Request Shift Swaps to another shift
provided the shift fits to their Job Transfer Set
Once requested, a Shift Swap link and arrow will appear in the information pane at the top of the
Calendar indicating that the Shift Swap has been offered.
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A similar link appears in the information pane of the employee who the swap was requested with.
Click on the Accept or Refuse link to action the request
If the swap is refused an “x” will appear against the Shift
Swap Request
Request Change Availability
Request Change Availability is predominately for Part Time and Casual Staff. It allows you to indicate
when you are available, unavailable, unknown or preferred to work
If you need to specify availability for a range of hours on a specific date, hover
on the line between the name of the day of the week and 12:00AM, and then
click the plus sign. The grid zooms in to show hour demarcations for the
selected day. You can then click and drag from the start time to the end time
of the hour’s range that you need to specify.
To zoom out again, hover on the line between the name of the day of the week and the
hour demarcations, and click the minus sign.
In the Notes field, enter a comment to your manager, if needed.
Click Submit
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Viewing your Availability
• In the My Calendar toolbar, click the Visibility
Filter and select Employee Availability
• By default all availability types are selected
except Employee Availability, click on the box to
tick
• Click away from the Visibility Filter menu to close
it. The calendar cells are shaded with the
applicable color coding for your availability
type(s) during the selected time period
Request Time Off Not being implemented yet
Request Periods
Roster Shift Requests
Click on the alert icon to open list of requests
Click on request you wish to action -
Roster Shift Request which will open the correct
request period
Go to the Request Self Schedule menu under the More
button to request the shifts you would like in the
request period.
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Extra Shift Requests
Click on the alert icon to open list of requests
Click on request you wish to action -
Extra Shift Request which will open the correct request
period
Go to the Request Open Shift menu under the More
button to request the shifts you would like above your
contracted hours.
Extra Open Shifts appear Red in the Information pane at
the top of the calendar.
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Once you click on the Request Open Shift menu available open shifts will be displayed.
Once you submit your request, you will be automatically
assigned the Open Shift.
Posted Roster
Click on this icon when it appears orange, you can view the Roster that has
been posted on your Calendar.
Don’t forget to click on the save icon
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SMS Quick Fill Functionality Within the Kronos application your manager will have the ability to send you a SMS messages on
your smart phone to indicate there are available shifts if you would like to pick up an extra shift.
To claim this shift you would reply:
FOS Yes 5430
Picture 1: Successfully claiming an Open Shift
Picture 2: Open Shift is no longer available
Picture 3: Declining the Open Shift
