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Human Resources > HRIS > Kronos

Kronos

Updated November 3, 2009

Introduction

The University is implementing a new time entry system, Kronos, which will replace ETES.  Kronos will be used by all employees who currently use ETES via web timesheet or timeclock, which includes temporary and regular biweekly staff employees, as well as their supervisors.  Kronos will maintain current ETES functionality as well as offer extensive reporting and approving capabilities.

In addition to a time entry system, Kronos also includes modules for exempt staff leave accruals, which is expected to go-live in January 2010, as well as a leave of absence module which will follow in the spring.

Tutorials Handouts from Training Sessions
•  Add Worked Hours with a Comment to an Employee's Timecard Supervisor Handout
•  Apply and Remove Approval Temporary Employee Handout
•  Print a Timecard  
   
Manuals Quick Steps
• Temporary Employee Kronos Manual Temporary Employee Quick Step
• Biweekly Regular Employee Kronos Manual  

•  Supervisor Kronos Manual

  
   
FAQs  
• Kronos and Payroll FAQs  

 

Kronos Time Entry System Go-Live Dates

A group of employees is currently piloting the time entry system. The start dates for all other groups of employees are outlined below.

•  September 20th: Pilot Group began.

•  November 1st:  Temporary employees including work-studies (excluding those in Facilities Management, Comparative Medicine, and Housing); as well as timeclock users in the Library, Norris and SPAC.

•  November 29th: All regular biweekly and temporary employees of Facilities Management, Comparative Medicine, and Housing.

•  December 13th: All remaining regular biweekly employees.

As part of the rollout process for Kronos, temporary employees will have their pay period merged with that of the biweekly staff, so they will have the same pay period going forward.  In order to do so, when the temporary employees are scheduled to begin using Kronos they will enter one final week in ETES followed by two weeks in Kronos.  This will result in a paycheck covering a three week period.  Their pay dates will remain the same, because the pay dates already match that of the biweekly employees.  The majority of temporary employees will begin using the system as of November 1st , so they will process their last week in ETES the week of October 25-31st . 

 

Merging the Pay Periods

As part of the Kronos project, the two existing pay periods for temporary employees and biweekly staff employees will be merged, so there will be only one pay period going forward. This will be accomplished by having the pay period for temporary employees will be moved forward by one week. To achieve this, temporary employees will enter one final week in ETES followed by two weeks in Kronos, resulting in a check covering a three week period. Thereafter, the pay periods will be same as the biweekly staff and will continue to cover a typical two-week period. See chart below for more detail of pay periods and pay dates.

It is important to note that Pay Dates will remain the same . Currently, temporary and staff employees have the same pay dates . That will not change.

Pay Calendar for Temporary Employees going live with Kronos beginning November 1st:

Pay Period Number of Weeks Covered Pay Date System of Use
September 27, 2009 October 10, 2009 2 weeks October 23, 2009 ETES
October 11, 2009 October 24, 2009 2 weeks November 6, 2009 ETES
October 25, 2009 November 14, 2009 3 weeks November 20, 2009 ETES the 1st week & Kronos the 2nd and 3rd weeks.
November 15, 2009 November 28, 2009 2 weeks December 4, 2009 Kronos
November 29, 2009 December 12, 2009 2 weeks December 18, 2009 Kronos

Pay Calendar for Temporary Employees going live with Kronos beginning November 29th:

Pay Period Number of Weeks Covered Pay Date System of Use
October 25, 2009 November 7, 2009 2 weeks November 20, 2009 ETES
November 8, 2009 November 21, 2009 2 weeks December 4, 2009 ETES
November 22, 2009 December 12, 2009 3 weeks December 18, 2009 ETES the 1st week & Kronos the 2nd and 3rd weeks.
December 13, 2009 December 26, 2009 2 weeks December 30, 2009 Kronos

 

Training

Training sessions for temporary employees and supervisors will be provided in the form of demonstrations. Dates for both campuses are listed below. These are open sessions and registration is not required. Temporary employees and their supervisors are strongly encouraged to attend one of these sessions.

•  Click here for a schedule of upcoming Kronos training sessions.

 

Preparing for Kronos

Kronos is certified to work with the following versions of Java: 1.6.0_7 through 1.6.0_15, which means it will run properly if you have any one of these versions installed on your computer.

If you have a version lower than 1.6.0_7, Kronos will prompt you to install a newer version. We recommend you have the latest Kronos-certified version, which is 1.6.0_15, in order for Kronos to run properly.

The University recommends you always maintain the latest version of Java, which is currently 1.6.0_update16. Since you can have multiple versions of Java installed on your computer, we recommend you maintain the latest version of Java (1.6.0_16), while also keeping version 1.6.0_15 so Kronos will run appropriately.

Access to Kronos

Access to Kronos:  http://www.northwestern.edu/kronos
Access for MAC users to Kronos:  https://www-kronos.itcs.northwestern.edu/wfc/applications/wtk/html/ess/logon.jsp