In part one of this series highlighting the role of a Kronos Admin, we discussed the implications of losing your Admin due to this year's ongoing workforce turbulence. Getting back on track after this position is lost can be tricky, but as Kronos experts, we can assure you it's necessary.
As we approach year-end, there's nothing more important than making sure you can count on your Kronos Administrator and Kronos Managers. Securing these positions with the right person will help your team manage compliance, labor costs, efficiency, and customer service.
We recently gathered some great insight from Improv Application Consultant Ken Casey, who shared seven areas of expertise he believes are essential for a Kronos Admin. They include:
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User Display Interface
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Data Integration
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Timeclock Functionality
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Access and Permissions
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Rules and Policies
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Configuration
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Change Management
Having a dedicated person on your team with mastery of these skills creates confidence in areas that are often neglected. Let's take a deeper dive.
7 Kronos System Administrator Superpowers
It is more than likely as markets return to a new normal in 2021, companies around the world will confront a period of lapsed knowledge (i.e., you should start preparing today). Here's a quick look at what each area of Kronos Admin expertise entails.
User Display Interface
Your Kronos user display interface is an employee’s first impression when working within Kronos Software. It’s a firm handshake in an introduction, the shoulder-back, head-high confidence in the boardroom. A Kronos Admin is the owner of this user interface and has the authority to set a tone for how employees and managers feel when logging in each day. When creating the end user display, the goal is to give each type of user the most concise yet complete view of the information and data they need to accomplish their tasks and move forward with their day. A Kronos Admin understands that each users' needs are dynamic when changes in workforces, regulations, or internal policies occur, requiring an Admin to be flexible and receptive to new information.
Data Integration
Data integration is what your Kronos Admin will be doing a lot more than usual in the coming year, as organizations hire back their workforces. Onboarding new hires, perfecting payroll exports, and monitoring external data exchanges all fall under the umbrella of data integration. This flow of information is a constant work in progress that a Kronos Admin must tweak alongside a Kronos Developer as new interface data is requested.
Time Clock Functionality
Time clock functionality knowledge is important. Your employees rely on time clocks to punch in and out for the day, ensuring they are paid correctly and on-time. Kronos Admins monitor clocks to verify all are online and functioning when they need to be and can troubleshoot punch errors and biometric enrollment issues. Time clocks are the beginning and end of your employees’ day and your Kronos Admin is the person who can ensure that task is stress free for everyone.
Access and Permissions
Accessibility is the “Who, What, and Where” of the Kronos Admin job. Admins configure interfaces for managers to make sure who they see in data reports are only necessary team members. This helps protect employee privacy and removes the possibility of inaccurate reporting. A Kronos Admin also monitors what managers see and can incorporate feedback and requested views into Displays and Navigator Workspaces. The where in this role includes tasks involving the set-up of new delegation profiles then troubleshooting permissions and Hyperfind issues.
Rules and Policies
Problem solvers, rejoice! Troubleshooting is the thread that connects all the changing rules and policies that organizations are bound to run into over the next year. Any time a regulation changes, Kronos Admins are behind the screens solving problems around Scheduling, Attendance, Accruals, Leaves — you name it. While Kronos software is built to be flexible, every new feature requires detailed attention to optimize it.
Configuration
Kronos Admins are responsible for receiving new rules and policies, then creating functional modules for implementation. Admins are constantly modifying and creating a range of configuration changes, such as Pay Codes, Accrual Policies, Attendance Policies, Shift Templates, and Schedule Patterns. They turn these configurations into a consumable report that allows managers to track trends within their Navigator Workspaces.
Change Management
Being able to respond to changing expectations, regulations, and workforces without ruffling at least a few feathers, is a relatively impossible. Kronos Admins are lead trainers, walking through new systems with managers to set visions for future Kronos functionality. This includes maintaining a constant state of feedback, development, and testing. Admins are also taking on interpersonal challenges to explain why specific changes are necessary, making it essential for a Kronos Admin to be well informed and ready to meet any roadblocks that arise.
Getting There With a Kronos Specialist
In these situations, there are two paths you can take that are scope-effective, cost-conscious, and time-sensitive.
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Admin Outsourcing. This route allows you to invest in a Kronos Administrator through a retainer program (ask us how). Outsourced Kronos Administrators can meet you where you are in terms of knowledge, functionality, and collaboration, giving you the opportunity to immediately take control of your labor force.
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The In-House Route. This requires you to bring in a new employee or devote meaningful training time to the development of people that are already on your team. This route is a viable option and — as long as Kronos skills are maintained — can give your team the tools it needs to serve your staff consistently.
As you can see, investing in a stellar workforce management platform is step one of improving your workforce outcomes. Understanding what it takes to optimize your Kronos investment, then putting the right people in the right seats to do that consistently could be one of the most critical goals you set for 2021.
Your Technology Shouldn't
Make You Cry.
There, we said it. Technology can be frustrating. It can also bust open incredible doors that will transform your workflow (and your mindset) — if you take the time to learn it.
WFC was designed to add structure, efficiency, and ease to your workforce. Let us show you how.
Choose your path. Find your groove. Enjoy your work.
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