Kronos v6.

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Timekeeper Upgrade Guide for Crewmembers

The information in this document is subject to change without notice and should not be construed as a commitment by Kronos Incorporated. Kronos Incorporated assumes no responsibility for any errors that may appear in this manual. This document is for the use of the intended recipient, and it may not be reproduced in whole or in part or used for any other purpose than that for which it was provided without the prior written permission of Kronos Incorporated. Copyright, Kronos Incorporated or a related company, 2010. All rights reserved. Altitude, Cambridge Clock, CardSaver, Datakeeper, Datakeeper Central, eForce, Gatekeeper, Gatekeeper Central, Imagekeeper, Jobkeeper Central, Keep.Trac, Kronos, Kronos Touch ID, the Kronos logo, My Genies, PeoplePlanner, PeoplePlanner & Design, Schedule Manager & Design, ShopTrac, ShopTrac Pro, StarComm, StarPort, StarSaver, StarTimer, TeleTime, Timekeeper, Timekeeper Central, TimeMaker, Visionware, Workforce Accruals, Workforce Central, Workforce Decisions, Workforce Express, Workforce Genie, and Workforce TeleTime are registered trademarks of Kronos Incorporated or a related company. Altitude Dream, Altitude Pairing, Altitude PBS, Comm.Mgr, CommLink, DKC/Datalink, FasTrack, HR and Payroll Answerforce, HyperFind, Improving the Performance of People and Business, Kronos 4500, Kronos 4500 Touch ID, Kronos e-Central, Kronos KnowledgePass, KronosWorks, KVC On Demand, Labor Plus, Momentum, Momentum Essentials, Momentum Online, Schedule Assistant, Smart Scheduler, Smart View, StartLabor, Start Quality, Start WIP, Starter Series, Timekeeper Decisions, Timekeeper Web, VisionPlus, Winstar Elite, WIP Plus, Workforce Activities, Workforce Attendance, Workforce Connect, Workforce Employee, Workforce HR, Workforce Leave, Workforce Manager, Workforce MobileTime, Workforce Payroll, Workforce Record Manager, Workforce Recruiter, Workforce Scheduler, Workforce Scheduler with Optimization, Workforce Smart Scheduler, Workforce Tax Filing, Workforce Timekeeper, Workforce Analytics, Workforce Acquisition, Workforce View, Workforce Absence Manager, Workforce Device Manager, Workforce Integration Manager, and Workforce Forecast Manager are trademarks of Kronos Incorporated or a related company. IBM, eServer, and iSeries are trademarks of International Business Machines Corporation. StandardsPro is a registered trademark of H.B. Maynard and Company, Inc. All other product and company names mentioned are for identification purposes only, and may be trademarks of their respective owners. When using and applying the information generated by Kronos products, customers should ensure that they comply with the applicable requirements of federal and state law, such as the Fair Labor Standards Act. Nothing in this Guide shall be construed as an assurance or guaranty that Kronos products comply with any such laws. These training materials are provided with the understanding t hat Kronos is not engaged in the business of rendering reader-specific legal, accounting, or regulatory compliance advice. If legal, accounting or other regulatory compliance consulting services are required, the services of an attorney, certified public accountant or other qualified professional, with full knowledge of your organizations particular operations, circumstances and policies, should be sought. Examples provided in these materials are for general educational purposes only. Readers are encourage d to consult with appropriate professional advisors concerning their individual circumstances before making decisions affecting their business operations. If Kronos licensed and copyrighted materials have been customized for a particular licensee in conjun ction with the delivery of Kronos Educational Services, licensee has the right to duplicate those copyrighted materials for internal education use only Kronos KnowledgePass subscription is designed to be your pre-training, post-training, and refresher skills destination. Kronos KnowledgePass contains tutorials, learning snippets, job aids, and much more to support the training you receive from Kronos -certified instructors. Kronos KnowledgePass education support materials stream right to your desktop and are all available 24/7. To find out if your organization subscribes to Kronos KnowledgePass, speak to the individual responsible for the Kronos solution at your organization. If you are not a subscriber and you are interested in Kronos KnowledgePass, please give us a call at 888 293 5549.

Document Revision A

Product Version Timekeeper Upgrade Guide for Crewmembers

Release Date August 2010

Table of Contents
Getting Started...................................................................................................................1
Logging On............................................................................................................................................ 1 Logging Off ........................................................................................................................................... 2 Navigating in Kronos............................................................................................................................. 3

Time Stamping...................................................................................................................3
Recording Punches Using Time Stamp................................................................................................. 3 Transferring to a Different Labor Level or Work Rule this section is only applicable to the Royal ships........................................................................................................................................................ 6

Editing Your Timecard: Non-Time Stamp Crewmembers.................................................9

Viewing Your Timecard......................................................................................................................... 9 Adding Missed Punches...................................................................................................................... 12 Attaching and Deleting Comments and Notes ....................................................................................13 Transferring to a Different Labor Level or Work Rule - this section is only applicable on Royal ships. .............................................................................................................................................................. 17 Saving Data......................................................................................................................................... 19 Approving Your Time........................................................................................................................... 19

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Timekeeper Upgrade Guide for Crewmembers

Getting Started
Logging On
The Workforce Central log on page provides access to all the features of the Kronos application where you perform your time and attendance tasks. Your user name will always be your 6 or 7 digit JDE# and the first time you log on to Kronos it will also be your password. The first time you log on after the upgrade, the application will prompt you to change your password. Your new password must be at least 3 characters in length and can be any combination of letters or numbers or both.

Steps
1 2 3 Access the Workforce Central log on page. Enter your user name and password in their designated fields. Click Log On or press Enter on the keyboard.

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Timekeeper Upgrade Guide for Crewmembers

Logging Off
The application provides security to prevent other people from accessing your information. When you have completed your tasks, you must log off the application to ensure that your information remains confidential. The following illustration highlights the Log Off link:

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Timekeeper Upgrade Guide for Crewmembers

Navigating in Kronos
After you log on to Kronos, your start page appears. This page and each Kronos page include two main areas: the banner area and the workspace. The workspace reflects the selection you make in the banner. The following illustration shows a Kronos page. The banner is at the top and the workspace is at the bottom:

Time Stamping
Recording Punches Using Time Stamp
Time stamp is the entry method that you use to log your time at a PC or POS terminal using the web browser. Time stamping creates punches that identify the time you work. The following illustration shows the Time Stamp workspace:

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Timekeeper Upgrade Guide for Crewmembers

Steps
1 Does the Time Stamp screen appear?

If yes, proceed to Step 2. If no, from the My Information tab, select Time Stamp.

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Timekeeper Upgrade Guide for Crewmembers

Steps
2 Do you want to log off after time stamping?

If yes, proceed to Step 3. If no, click the Log off after stamping check box and proceed to Step 3.

3 4

Click Record Time Stamp. The time recorded by the system appears. Note: Steps 4 through 6 are NOT applicable if the Log off after stamping option is enabled.

Click Back to Time Stamp page.

When you are done, click Log off.

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Timekeeper Upgrade Guide for Crewmembers

Transferring to a Different Labor Level or Work Rule this section is only applicable to the Royal ships.
If you work in a different department, should receive incentive pay, are working a concurrent job, are working call back, or have a combination of these events, then you need to record that information in the Time Stamp screen in Kronos at the time of the transfer. The following illustration highlights the Transfers drop-down list:

Kronos allows two types of transfers: Labor Level and Work Rule. It is possible to have a combination of the two types of transfers. Use the Search option to find and select a labor level and work rule. Recently selected labor levels and work rules automatically appear in the Transfers drop- down list.

Caution
If you transfer to another pay code in the middle of a shift, do not time stamp out and then perform the transfer. Instead, simply perform the transfer.

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Timekeeper Upgrade Guide for Crewmembers

Transferring time to another labor account Steps

1 2 Log on to Kronos and access Time Stamp. Click in the Transfers field to display the list of previous transfers. Does the transfer entry appear in the Transfer list? If yes, select the labor account. Continue to step 6. If no, click Search.

Click the button next to the correct labor level. From the Available Entries list, select the desired labor level entry. Click OK.

Click Record Time Stamp.

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Timekeeper Upgrade Guide for Crewmembers

Steps
7 The Recorded Time displays the system-recorded time.

Click Back to Time Stamp page.

Click Log Off and close the browser window.

Transferring time to a different work rule Steps

1 2 3 Log on to Kronos and access Time Stamp. Click in the Transfers field to display a list of previous transfers. Does the transfer entry appear in the Transfer list? 4 If yes, select the work rule. Continue to step 6. If no, click Search.

From the Work Rule drop-down list, select the work rule.

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Timekeeper Upgrade Guide for Crewmembers

Steps
5 Click OK.

Click Record Time Stamp.

The Recorded Time displays the system-recorded time.

Click Back to Time Stamp page.

Click Log Off and close the browser window.

Editing Your Timecard: Non-Time Stamp Crewmembers

Viewing Your Timecard
You can view your timecard for accuracy. You can also print your timecards. The following illustration shows the My Timecard view of your time:

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Timekeeper Upgrade Guide for Crewmembers

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Timekeeper Upgrade Guide for Crewmembers

Steps
1 Select the My Information tab, and then select My Timecard.

From Time Period drop-down list, select the time period you would like to view.

To print your timecard, from the Actions menu, select Print or Print Screen and select a printer.

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Timekeeper Upgrade Guide for Crewmembers

Adding Missed Punches

You might forget to punch in or out for a shift. When this happens, a solid red box appears in the missed In or Out cell. To add that punch, click the cell and enter the missed time. The application accepts multiple formats for entering punches in a timecard.

Steps
1 Access your timecard.

2 3

Select the specific time period from the Time Period drop-down list. Click the In or Out punch cell containing the missed punch exception. Enter the missing times using an acceptable format. Click Save.

4 5

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Timekeeper Upgrade Guide for Crewmembers

Attaching and Deleting Comments and Notes

Comments are predefined descriptive phrases that you attach to a punch or amount to provide additional, useful information about that transaction. You can attach as many comments as needed to explain the punch or amount. You can also add free-text notes to comments for additional clarification.

Steps
1 In the timecard, click the cell that contains the punch to which you want to add a comment. Select Comment > Add Comment.

Select one or more comments from the list. Tip: Hold the Ctrl key to select more than one comment. (Optional) Enter text in the Note section.

Click OK.

Click Save.

Note
You can see comments and added notes in crewmember timecards. The Timecard Audit Trail Report and the Time Detail Report also include comments.

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Timekeeper Upgrade Guide for Crewmembers

Business Practice
Comments should be added when working outside your scheduled hours and if you might be out of ILO rest hour compliance.

Deleting comments
You can delete comments if you entered a comment incorrectly or have new information that makes the comment no longer valid. Delete comments from the Comments tab at the bottom of the timecard. The following illustration shows the menu that you use to delete a comment:

Steps
1 2 Click the Comments tab. Select the comment to delete, and then right click to display a pop-up menu. Select Delete Comment.

Click Yes to delete the comment.

Click Save to save the change.

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Timekeeper Upgrade Guide for Crewmembers

Adding a note to an existing comment

If a comment already exists, you can add a free form note to the comment. For example, you may have received further information that you want to include with the comment.

Steps
1 2 3 Click the Comments tab. Select the comment, and then right click to display a pop-up menu. Click Add Note.

4 5

Enter text in the Note section. Click Ok.

Click Save to save the change.

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Timekeeper Upgrade Guide for Crewmembers

Deleting a Note
If the note you entered is no longer correct, you can delete it.

Steps
1 2 3 Click the Comments tab. Select the note to delete. Select Comment > Delete Note.

Click Yes.

Click Save to save the change.

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Timekeeper Upgrade Guide for Crewmembers

Transferring to a Different Labor Level or Work Rule - this section is only applicable on Royal ships.
If you work on a different cost center, it is necessary to record that you are doing so in Kronos. The following illustration shows a transfer:

Transferring time Steps

1 2 3 Access your timecard. Select the specific time period from the Time Period drop-down list. Do you want to transfer all or a portion of the shift hours? To transfer all hours in a shift, continue to step 5. To transfer a portion of the shift hours, click the Insert Row icon. Continue to step 4.

Enter the time the transfer began.

Click the drop-down arrow in the Transfer cell.

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Timekeeper Upgrade Guide for Crewmembers

Steps
6 Does the labor account or work rule appear in the Transfer list?

Yes - Select the labor account or work rule and continue to step 10. No - Click Search and continue to the next step.

What kind of transfer(s) do you want to perform using the Select Transfer dialog box?

To transfer hours to another labor account, select a labor level option and then select the labor level entry from the Available Entries list. To transfer hours to another work rule, select the work rule from the Work Rule drop-down list.

8 9

Click OK. Click Save.

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Timekeeper Upgrade Guide for Crewmembers

Saving Data
Visual indicators
When you edit your timecard, the page name turns orange and an asterisk appears next to it to let you know that your data is not yet saved. The following table lists visual indicators to alert you to unsaved information in the timecard:

Visual indicator
Timecard title in orange with asterisk Red flag in the Totals & Schedule tab

Description
Unsaved edits Totals are not up to date

The following illustration shows a sample hourly timecard with *MY TIMECARD in orange and a red flag in the Totals & Schedule tab to indicate unsaved data:

Saving changes
Save your changes if you are satisfied with them. If you close your timecard before saving the information, changes are not saved. After saving, the visual indicators no longer appear, indicating that Kronos saved your changes.

Steps
1 Perform your edits to a timecard. Note the visual indicators that identify unsaved data. Click Save.

Review the timecard to ensure that the visual indicators no longer appear, validating that your information was saved.

Approving Your Time

You need to make sure the time data accurately identifies your worked hours for the pay period.

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Timekeeper Upgrade Guide for Crewmembers

The following illustration shows the Approvals menu and Sign-Offs, Requests & Approvals tab:

Steps
1 2 3 Access your timecard. Select the specific time period from the Time Period drop-down list. Select Approvals > Approve.

To check an approval applied from within a timecard, click the Signoffs, Requests & Approvals tab and review the Timecard Approval by Employee information.

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