Q&A for Managers
Kronos Staff Scheduling System
Q&A for Managers
As of February 14, 2013
What can managers do with the new Kronos ESP system?
You can view unit schedules, and approve off requests and shift swap requests. You can also run reports to help identify such things as shifts that are over or under staffed and impacts of overtime.
How will the Staffing Resource Centre/Staffing Office use Kronos ESP system?
The Staffing Resource Centre will use the application to schedule and call in relief shifts. Managers will approve the work plans that are built by the Staffing Resource Centre. This is where the daily flow sheet, unit schedules and other reports can be run to assist with managing the unit schedule.
What is Kronos ESS?
Kronos ESS = Kronos Employee Self Service.
How do employees access Kronos Employee Self Service?
Access to Employee Self Service is available via each organization’s intranet.
What can employees do in the Kronos Employee Self Service (ESS) System?
Employees can view the unit schedule, request shifts off and request and approve shift swaps. You can also set up your unavailability, and review your profile (phone number from SAP) and banks such as vacation (please note SAP is still the source system for banks and if there are any discrepancies between the systems, SAP is the system of truth).
Can employees change a vacation day to take an extra shift or OT shift?
If an employee is on vacation or holiday and scheduled to be off, they are off and will not be in the call listing for shifts. Employees cannot move these vacation days to pick up additional shifts or overtime.
Can employees do multiple shift swaps?
Employees can do multiple shift swaps through Kronos Employee Self Service as long as you are swapping a shift for a shift within the six-week time frame of the unit schedule and it is within the % days for submission. The swaps would have to be approved by the manager or delegate in sequence to allow for this to happen. At times there may need to be a swap then an approval before the next swap can be entered.
Will employees only be paid for what they are scheduled or will there still be a need for smoothing?
If employees smoothed in the past to always be paid their standard hours, smoothing should continue. What they will not see is the old smoothing shift on their schedule.
What is Kronos WTK?
Kronos WTK = Kronos Workforce Time Keeper. Kronos WTK is an application that translates the scheduled time from Kronos ESP to time cards. All of the rules around payment of hours worked are housed in Kronos WTK and this is what, when fully implemented, will feed the payroll system with the appropriate payment codes.
What do we do with Kronos WTK?
Managers will use the Kronos WTK application to review and approve time.
When will Kronos WTK be rolled out?
Kronos WTK is now being used in parallel with the current processes. For the parallel phase, managers will review the time in the Kronos WTK application and approve it while also doing the same as per current processes.
What happens when Kronos ESP and Kronos ESS “go live” on the unit?
- Employees will use Kronos Employee Self Service (ESS) to submit shift swaps, time off requests and availability.
- Managers will use Kronos ESP to manage unit schedules.
- SharePoint, or as at the IWK, the current Kronos system, will no longer be available for use as a scheduling tool.
Are multiple log-ins required to access all elements of Kronos ESP?
You only log in to the system once. If you have access to all applications and you are on the NSHealth network you will be able to access all functionality you are permitted.