This blog post is courtesy of Brad Nycz, customer success manager and former Kronos customer. Brad identifies key features in recent Workforce Ready releases and provides easy-to-understand explanations. Hope you enjoy this article on position management! Please stay tuned for more real-life, relatable examples about Workforce Ready features.
Managing data is an important task. Especially when it comes to your employees. No matter your business, ensuring accuracy of employee data is a key factor in maintaining a successful workforce management strategy.
Picture this. Cindy is a swim instructor at the YMCA in town. In addition, she also offers private swim lessons at the YMCA in the next town over and often fills in as a lifeguard at both YMCA town pools. She’s truly a stellar employee but managing her schedule on the backend can be tricky. Every time Cindy works in a different position, her pay rate must be updated, the supervisor approving her hours worked is different, and her job title changes from swim instructor to private swim instructor to lifeguard.
Now, think about Joe, Terry, Bill, Monica, and the 12 other employees who also work at both YMCAs like Cindy, fulfilling various roles. It doesn’t seem so bad for one person, but often, the same scenario plays out multiple times a day for multiple employees. Needless to say, things can get complicated.
Well, what if all the important information needed could be streamlined? I bring the good news that this statement isn’t actually a “what if” scenario. It’s possible, and it’s called position management with Workforce Ready.
Position management is a powerful tool that helps to simplify management of employee data by aggregating and tying together the attributes important to a position, rather than the individual employee.
In Release 63, expert product engineers and developers added several enhancements that continue to make position management a powerful tool. Here are four features I’d like to highlight.
4 Position Management Enhancements
- Custom fields (Classic UI & New UI): First, we added custom fields functionality to positions. This enhancement will allow system administrators and managers to define company-specific custom fields to record respective types of data, maintain their history, and retrieve the custom fields data in position reports. Using our example above, think about the rescue tools that lifeguards need. Every time an employee works as a lifeguard, it’s possible to create a custom field for the position storing all of the tools that are required for that position so that the tools can be reported against at any time. It’s simple to configure the new attributes, and they and will appear for all employees filling the position, whether new or existing.
- New Employee EIN Column (Classic UI & New UI): Multi EIN companies will find a new employee EIN column on the Employee Assignments report page. The benefit of adding this column is to help managers and administrators easily identify the EIN to which their employees are assigned. For example, when payroll administrators run a payroll, they need the system to automatically assign which accounts should be charged for wages, deductions, taxes, etc. in the General Ledger (GL). Before Release 63, this could only be done on the job level. Without the ability to assign GL, mapping to positions required manual rework for the payroll staff. This ability is now available in positions, both existing and new. For companies using both the HR and Payroll modules, a General Ledger code can be assigned based on the Job added to the Position. We have created a new general ledger widget where you can now set a GL code on the position. Position maintenance is located under Company Settings > HR Setup > Positions. The widget will not display until the jobs (HR) field is populated and the position saved.
- To and From Field Updates for Non-Primary Rates (Classic UI & New UI): Over the last two releases, we added the ability to enter rates for non-primary position assignments. A new entry in employee personal rate tables is automatically created when adding these assignments. For example, consider Cindy (the swim instructor from earlier who was assigned to work as a lifeguard). Let’s say Cindy has been scheduled to work at the YMCA as a lifeguard for the summer months. Since she’s just filling in, lifeguarding is her non-primary position. The HR or payroll administrator can set the to and from dates for Cindy’s rates as a lifeguard so that the correct rates will automatically populate when she fills that assignment. This process used to be largely manual.
Note: If the end date contains a value other than the default date, the to date may need to be manually edited if those dates should be different. The end date cannot be less than the to date.
- Primary Manager Assignment Added to Employee Assignments (Classic UI & New UI): We have added a primary manager section to the Assign Employee pop-up when assigning employees to a position. HR and/or payroll administrators can easily view the direct reports coming from settings within a position definition. These fields will be available to new and existing assignments via the Add Assignment and Edit assignment options. To use our example, we know that Cindy’s primary position is a swim instructor. If it’s changed to something else, the direct reports and other important fields will update accordingly. This is available for both the mobile and desktop experiences in the new UI.
If you’re not taking advantage of these great position management features and want to learn more, reach out to your customer success team to discuss if they make sense for your organization. You can contact them via the Kronos Community or via direct email if you have their contact information.
Looking for more release enhancement details?
- For 24/7 access to release notes and user guides for the classic user experience, log in to your account and go to Our Company > Download Documents > Service Provider Documents within the Workforce Ready solution.
- For 24/7 access to release notes and user guides for the new user experience, log in to your account and go to My Info > My Learning > Product Documentation within the Workforce Ready solution.
- Bookmark the Release Readiness page in the Kronos Community for everything you need to learn about what’s new and what’s next.
- Visit the Workforce Ready Announcements group in the Kronos Community to stay up to date on published release notes and future release dates.
- Alert groups provide you with important notifications on critical system updates. Not sure of what alert group to join? Click here.
- To share ideas about new Workforce Ready features or enhancements and to vote on fellow users’ ideas, log in to the Kronos Community and visit the IDEAS section.
Brad joined Kronos as a customer success manager in March of 2018 with a passion for helping customers achieve ROI. He comes from a variety of executive-level positions where he demonstrated his abilities as a strategic thinker with a unique combination of strong interpersonal communication skills and technical experience. Brad is a passionate leader who is energized by helping leaders achieve their full potential and helping organizations exceed expectations.