DHRS

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DHRS KRONOS SCREEN USER GUIDE
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INTRODUCTION
WELCOME! As a DHRS user, you now have access
to edit your departments TAG numbers and
Template codes on the DHRS/Kronos Update screen.
The following presentation will outline this
simple procedure. The Payroll/Electronic
Timekeeping Office will still provide all
necessary training/support throughout the
learning and maintenance stages.
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THE DHRS/KRONOS SCREEN
How it works (1) Adding an employees TAG
number (three digits) in the DHRS/Kronos screen
will give supervisors with access to that group
the ability to view these employees on their
Kronos Timekeeper Screen on the following
day. (2) The template code (four digits) has
specific information as to the employees job
code, holiday schedule, or Kronos termination
status. These edits upload overnight (100 a.m.)
from DHRS to Kronos. (3) The day following a
DHRS/Kronos screen entry the data cycles onto the
TACS phone system and new employees can record
their name and start calling 8TIME (305-284-8463)
to capture their punches.
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PAYROLL/ELECTRONIC TIMEKEEPINGS ROLE
Who is responsible for what (1) Payroll will
continue to maintain and support Kronos Workforce
Timekeeper and its users. (2)
Managers/Supervisors or the departments DHRS
Administrator will make changes to an employees
TAG number and template code in the DHRS/Kronos
screen. (3) Medical Campus supervisors will
add, delete and modify the Kronos screen for new
A03 employees and assign a supervisory TAG number
and template code to new A01 supervisors. (4)
Gables Campus supervisors will be able to delete
and modify existing employees TAG numbers and
assign a supervisory TAG and template code to new
A01 supervisors. (5) Gables HR will enter the
information for New Hires at the Gables and RSMAS
campuses. Please include the TAG information when
submitting the Background Search paperwork and
Ariba documents. (6) Any changes/additions in
supervisory access will need to be submitted to
our office. This is important since new
supervisors will need access information and
training.
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YOUR NEW ROLE
Please follow the instructions on the following
pages to make additions/edits to the DHRS/Kronos
screen. Our office will continue to be available
to support you in this new role and all other
Kronos related functions.
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ACCESS DHRS

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ENTER USER ID AND KEY WORD
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SELECT DEPTVIEW

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SELECT DHRS

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READ BULLETIN THEN HIT ENTER TO PROCEED

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SELECT UPDTMENU

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SELECT KRONOS

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DHRS/KRONOS ACCESS SCREEN

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DHRS/KRONOS ACCESS SCREEN INSTRUCTIONS

• (1) Enter the employees name or UM ID (C) in
  the ID field, hit enter
• (2) Enter the following days date in the BEG
  DATE field (this is the day the entry will be
  effective), hit enter
• (3) The DIV and DEAN and SUB fields should
  already be populated. Verify that these are
  correct. In the case of employees transferring
  departments, the new departments information
  should appear in the Verify screen, otherwise,
  contact the appropriate HR office so that the
  records are properly updated
• (4) Enter TAG number (call our office if you are
  not certain which number to use)
• (5) Enter appropriate template code per attached
  tables (pages 21 and 22). Use of the correct
  Template Code is extremely important since it
  designates the PAY RULE, JOB CODE AND HOLIDAY
  SCHEDULE on Kronos.

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DHRS/KRONOS ACCESS SCREEN INSTRUCTIONS

• TAG groups
• 200s - Bi weekly employees/casual workers
• 800s - Temporary employees Gables/Rosenstiel
  Campuses
• 900s - Temporary employees Medical Campuses
• 700s Student employees
• Temporary Employees
• All entries for temporary employees are processed
  by the temporary pool offices.
• Do not terminate temps once their assignment has
  ended with your department. Please notify the
  appropriate temp pool office.
• Once the temp pool office changes a TAG group or
  terminates a temps Kronos record, your
  department will view the employee for the
  remainder of the pay period in which the
  change/termination took place.
• Termination and/or department change can be
  verified by opening the employees timecard and
  allowing the cursor to hover over the employees
  name. A yellow pop up screen will appear showing
  the dates and departments of the employees
  assignments.

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DHRS/KRONOS ACCESS SCREEN INSTRUCTIONS Entering a
SUPERVISOR

• For new supervisors enter TAG 101 and template
  code 0999.
• (2) Send the TAG form to the Payroll/Electronic
  Timekeeping office to set up access to their
  specific TAG group/s on Kronos.
• (3) New supervisors will need logon information
  (User Name and Password) and training which will
  be provided by the Payroll/Electronic Timekeeping
  Office.

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TEMPLATE CODES Gables, Rosenstiel and Medical
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TEMPLATE CODES Hospital
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KRONOS The Next Day

• The day following the DHRS/Kronos entry, verify
  that the employees record uploaded Into Kronos
  correctly.
• At this time, the information also cycles onto
  the TACS phone system and new employees can
  record their name and start calling 8TIME
  (305-284-8463) to capture their punches.
• The name of the Kronos supervisor needs to be
  added to the employees record at this time.

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KRONOS Adding the Managers name to an
Employees record

• (1) Select the employees record by highlighting
  their name then clicking the People icon on the
  top right of the screen.

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KRONOS Adding the Managers name to an
Employees record

• (2) Select Employee (listed under Summary,
  Licenses, General).

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KRONOS Adding the Managers name to an
Employees record

• (3) Under the Manager field, select arrow then
  Search

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KRONOS Adding the Managers name to an
Employees record
(4) Enter the Last Name of the supervisor or
their UM ID (C) or last name followed by an
asterisk .

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KRONOS Adding the Managers name to an
Employees record

• This process will attach the name of the
  supervisor to the employees record for Payroll
  contact purposes.
• This does NOT give that supervisor access to the
  employee. Access to an employee is assigned by
  the Payroll office - these requests will continue
  to be submitted via a TAG form.

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POINTERS AND REMINDERS

• Hospital Clocks to Phones - When updating the
  Kronos screen for employees who were using the
  hospital clocks and are now changing to the TACs
  phone lines, please remove the badge number and
  clock code from their DHRS/Kronos record,
  otherwise, they will not be able to call the TACs
  lines.
• Error Messages - Template codes are tied to their
  appropriate TAG numbers. An error message will
  result if an incorrect template code is entered.
  For example, a temporary template code cannot be
  entered for a bi-weekly TAG group and vice versa.
  Supervisor TAG group 101 will only accept a
  supervisory template (0999) or termination
  template code.
• Begin Dates - Can only be entered 6 weeks in
  advance.
• Status Change - The appropriate Human Resources
  office must be notified when an employees status
  changes (temporary to permanent, full time to
  part time, etc.) as these changes affect their
  accruals.
• Terminations It is not necessary for an
  employee to be fully terminated in DHRS to
  terminate (template code 0111) on the Kronos
  screen. However, the Kronos screen cannot be
  coded with the termination template code until
  the pay period AFTER the last punch was entered.
  Only employees with NO punches for the current
  time period on Kronos can be coded with the 0111
  template code.

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BEST PRACTICES

• Name a Kronos employee of the month as an
  incentive to increase employee accuracy with
  clock in and out. This will help to to minimize
  missed punches.
• Set up your own departmental approval deadline if
  you have numerous employees in your area. For
  example, one department has a 1000 a.m. deadline
  on approval Friday giving the administrator one
  hour to review approved timecards and discuss any
  issues with the employee/supervisor.
• Request that your supervisors review timecards
  well before the approval deadline. Friday at
  1100 am should not be the first time the
  supervisor reviews the timecard for the previous
  two weeks. Missed punches and other issues need
  to be addressed throughout the pay period.
  Adherence to the 1100 a.m. deadline on approval
  day is to be stressed with all Kronos approvers
  in your group.

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OTHER POINTERS

• These will help you increase your time efficiency
  and timecard accuracy
• Set schedules for employees (Schedule
  Planner/Group/Add)
• Sort columns by clicking on the gray column
  header
• Add Comments to all changes/corrections
• Review the Accruals/Audit tabs
• Verify that all employees have an e-mail address
  in Kronos
• Hover the cursor over the employees name while
  viewing their timecard for employee job code
  information, TAG group (especially useful when
  changes to TAGs/Departments occur in the middle
  of a pay period).

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PAYROLL/ELECTRONIC TIMEKEEPING
760 Gables One Tower Locator 2976 305-284-6787 Yo
u may print these instructions for future
reference by selecting the File Print Option
(Notes Pages suggested). Thank you. Kronos
Screen Access Mariana Arias (9/2009)