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

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 InTouch is 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. Hold / swipe your badge near this area and it will detect you.
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. This is for future development, there is not a camera in the device.
InTouch Device
This is for future development, there is not a camera in the device.

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

12. InTouch Device
Main or Home screen

13. Signing In / Out

14. Hold your badge near the upper right corner
Signing In / Out
Hold your badge near the upper right corner
Note here we will be going through each of the keys, what they are there for and how to use them.

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
The light and message will appear for about 2 seconds.

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. Use the buttons to enter your badge number.
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 They enter 105 for D05 then 12345

19. Signing In / Out
Touch Enter

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

21. Rejected: Punch message will display with the reason
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. Touch the Review Punches icon

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

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

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

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

43. Reason for the Rejected Punch.
Review Punches
Reason for the Rejected Punch.

44. Use the arrows to scroll through the transactions for the day.
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. Indicates the soft key selected. Swipe badge or enter badge ID
View Accruals
Indicates the soft key selected.
Swipe badge or enter badge ID

50. The current date is highlighted for reference.
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.

51. The accrual balance shown will be as of 5/15/2012.
View Accruals
The accrual balance shown will be as of 5/15/2012.

52. To see the details of all accruals, touch the blue arrow
View Accruals
To see the details of all accruals, touch the blue arrow

53. Shows the amount of each accrual balance
View Accruals
Shows the amount of each accrual balance

54. Shows details of a specific accrual type
View Accruals
Shows details of a specific accrual type

55. View Accruals –> Return Home
To return to the main screen push the Home Button

56. View Accruals

57. Home Screen –> View Schedule
View Schedule will show your schedule for any future dates with a schedule.
Schedules can only be changed by payroll

58. Touch the View Schedule icon

59. Indicates the soft key selected. Swipe badge or enter badge ID
View Schedule
Indicates the soft key selected.
Swipe badge or enter badge ID

60. Shows the daily schedule as well as any scheduled time off
View Schedule
Shows the daily schedule as well as any scheduled time off

61. View Schedule–> Return Home
To return to the main screen push the Home Button

62. View Schedule

63. Home Screen -> View Punch Status
View Punch Status will tell you the date and time of your last successful punch

64. Home Screen -> View Punch Status
Touch the View Punch Status icon

65. Indicates the soft key selected. Swipe badge or enter badge ID
View Punch Status
Indicates the soft key selected.
Swipe badge or enter badge ID

66. View Punch Status
Pop up window appears for 5 seconds indicating the last punch. Once the window disappears, you will return to the home screen.

67. View Punch Status

68. Home Screen -> View Timecard
The View Timecard icon will take you to a screen where you can see your sign in and outs for the past pay period, current pay period or next pay period.
You would look at the next pay period if you were going to be on vacation the next week, two or 4 so you could ensure you had entered your time off request and it was approved.

69. Home Screen -> View Timecard
Touch the View Timecard icon

70. Indicates the soft key selected. Swipe badge or enter badge ID
View Timecard
Indicates the soft key selected.
Swipe badge or enter badge ID

71. Select what period of time you would like to see your timecard for
View Timecard
Select what period of time you would like to see your timecard for

72. Use the arrows to scroll to see more period of time options
View Timecard
Use the arrows to scroll to see more period of time options

73. Once you scroll these are the additional options
View Timecard
Once you scroll these are the additional options

74. View Timecard

75. Date range being displayed
View Timecard
Date range being displayed

76. The total logged to date including future time off in the period
View Timecard
The total logged to date including future time off in the period

77. The days with the have exceptions or alerts for your manager
View Timecard
The days with the have exceptions or alerts for your manager

78. Touch a day to see the details of the day
View Timecard
Touch a day to see the details of the day

79. View Timecard Signed in at 8:34 AM Signed out at 7:58 PM
E Late Out = exception for the day
Shift Total: is total hours worked that day
Daily Total would differ from shift total if there is a leave type on that day.

80. To return to the previous screen, touch “Close”
View Timecard
To return to the previous screen, touch “Close”

81. View Timecard
This screen will appear when you touch close on the detail view time card screen.

82. View Timecard–> Return Home
To return to the main screen push the Home Button

83. View Timecard

84. Home Screen -> View Totals
The view totals screen allows you to see your total productive and unproductive (leave) time for a pay period, week or specific day.

85. Home Screen -> View Totals
Touch the View Totals icon

86. Indicates the soft key selected. Swipe badge or enter badge ID
View Totals
Indicates the soft key selected.
Swipe badge or enter badge ID

87. Select what period of time you would like to see your totals for
View Totals
Select what period of time you would like to see your totals for

88. Use the arrows to scroll to see more period of time options
View Totals
Use the arrows to scroll to see more period of time options

89. Use the arrows to scroll to see more period of time options
View Totals
Use the arrows to scroll to see more period of time options

90. Once you scroll these are the additional options
View Totals
Once you scroll these are the additional options

91. Indicates the timeframe selected on the previous screen
View Totals
Indicates the timeframe selected on the previous screen

92. The long string of numbers is where you the time is being charged to
View Totals
The long string of numbers is where you the time is being charged to

93. Touch the blue arrow to see the details
View Totals
Touch the blue arrow to see the details

94. This shows 6 hours and 30 minutes of regular time for yesterday
View Totals
This shows 6 hours and 30 minutes of regular time for yesterday

95. View Totals–> Return Home
To return to the main screen push the Home Button

96. Viewing Totals

97. TIME OFF REQUESTS
Time off requests are submitted by the employee and sent to their manager for approval.
Once the time off request is approved it will be populated on the employees time sheet.
When entering a time off request, , if the time off you want to take crosses a weekend or holiday, you must add a line in the time off request and schedule around those days. Otherwise it will put your leave on those days.

98. Home Screen -> Time Off Request
From the InTouch device, you can request time off, or cancel (void) a time off request.
If your manager has approved your request, you will need to cancel your request from my time off requests.
Your manager will then have to approve the Cancel Submitted.

99. Home Screen -> Time Off Request
Touch the Time Off Request icon

100. Time Off Request Touch the Time Off Request icon
Indicates the soft key selected.
Swipe badge or enter badge ID

101. Time Off Request
Touch Time Off Request

102. Time Off Request
Touch Submit Request

103. Use the blue arrows to change months
Time Off Request
Use the blue arrows to change months

104. The request is going to be for the week of Thanksgiving
Time Off Request
The request is going to be for the week of Thanksgiving

105. The box that is highlighted is the step you are on
Time Off Request
The box that is highlighted is the step you are on

106. Touch the 19 to make Nov 19th the Start Date
Time Off Request
Touch the 19 to make Nov 19th the Start Date

107. The Start Date reflects 11/19/2012
Time Off Request
The Start Date reflects 11/19/2012

108. The next step is highlighted
Time Off Request
The next step is highlighted

109. Time Off Request
Because 11/22/2012 is the holiday, the end date for the first part of the request will be 11/21/2012

110. The end date reflects 11/21/2012. The next step is also highlighted
Time Off Request
The end date reflects 11/21/2012.
The next step is also highlighted

111. This areas shows the types of leave that can be selected.
Time Off Request
This areas shows the types of leave that can be selected.

112. To see additional leave types, use the blue arrows to scroll
Time Off Request
To see additional leave types, use the blue arrows to scroll

113. Touch the type of leave to be used. In this case it is vacation
Time Off Request
Touch the type of leave to be used. In this case it is vacation

114. First confirmation of what you have selected so far
Time Off Request
First confirmation of what you have selected so far

115. To make corrections, touch back
Time Off Request
To make corrections, touch back

116. If it is correct, touch continue
Time Off Request
If it is correct, touch continue

117. Time Off Request
The next step is duration. This has no purpose and we are working on removing this

118. Just touch here to move to the next step
Time Off Request
Just touch here to move to the next step

119. Time Off Request Use this area to enter a start time.
Since this is a multiple day request this will be the start time for each day.
Enter hours and minutes and select AM/PM.

120. Once the start time is entered, touch Enter
Time Off Request
Once the start time is entered, touch Enter

121. The Start Time shows 7:30 AM and the next step is highlighted
Time Off Request
The Start Time shows 7:30 AM and the next step is highlighted

122. Time Off Request
The length is the amount of time being requested for each day in the request. For this request length will be 8 hours, NOT 24 hours

123. The length is defaulted to 1 hour
Time Off Request
The length is defaulted to 1 hour

124. To change to 8 hours, touch the 8 then 0, 0
Time Off Request
To change to 8 hours, touch the 8 then 0, 0

125. Once the length is entered, touch Enter
Time Off Request
Once the length is entered, touch Enter

126. Review the details of the request
Time Off Request
Review the details of the request

127. To make corrections or changes, touch back
Time Off Request
To make corrections or changes, touch back

128. If the request is complete, touch Submit
Time Off Request
If the request is complete, touch Submit

129. Time Off Request
For this request, we want to also request off 11/22 so touch Add Another. Follow the steps on the previous slides

130. Review the details of the second request entered
Time Off Request
Review the details of the second request entered

131. If correct and no change or additional days needed, touch Submit
Time Off Request
If correct and no change or additional days needed, touch Submit

132. Touch the Time Off Request icon

133. Time Off Request
When you enter a time off request, the balance of the leave type you are requesting is verified against the current balance and any future requests made.
Example: There are 36 hours of vacation leave available. I have requested off July 11, 12 and 13. I then request 16 hours of personal leave for June 21 and June 22. I will receive an error.

134. Touch the Time Off Request icon

135. Time Off Requests

136. Approving Timecard
Each employee must approve their timecard by 10:00 AM on the Monday after payday.
Move overtime to comp time
Once you approve your timecard, you cannot make any other changes to your timecard.
After the employee approves their timecard, it will go to the Manager for final approval before being sent to Central Office Payroll.

137. Home Screen -> Approve Timcard
Touch the Approve Timecard icon

138. Approve Timecard
Enter Badge ID
Touch Enter

139. Touch the Time Off Request icon
Approve Timecard
Touch the Time Off Request icon
Touch the desired Pay Period. This example is for the Current Pay Period.

140. Touch the Time Off Request icon Touch the day to see the exceptions.
Approve Timecard
Touch the Time Off Request icon
Touch the day to see the exceptions.

141. Approve Timecard Touch the Time Off Request icon
Use the arrows to scroll through the transactions for the day.

142. Touch the Time Off Request icon Touch Close when finished scrolling.
Approve Timecard
Touch the Time Off Request icon
Touch Close when finished scrolling.

143. Approve Timecard Touch the Time Off Request icon
If correct and no changes needed, touch Approve.

144. Approve Timecard Touch the Time Off Request icon
Approved: Timecard message will display.

145. Approving Your Timecard

146. FMLA FMLA Time Off Requests will be approved by the managers.
Employees who have an approved FMLA will submit Time Off Requests using the appropriate Code; FMVAC, FMSCK, etc.
It is important that the Manager works with their HR office to verify the usage of FMLA.

147. Who to contact during Pilot?
If you encounter issues during the Pilot, please report them to your manager.
Your manager should contact the district payroll office.

148. Questions?