Kronos Upgrade

On behalf of the many teams collaborating on the Kronos upgrade project, below is a high-level overview of the Kronos upgrade project and deliverables. Thank you for your support of the important university-wide project.

What training do I get?

Before this change on July 16, 2017, please take a moment to review the information and walk through an online training (see links under Training below).

NOTE: Processes and web sites highlighted in the training are not applicable or accessible until July 16, 2017, when the upgrade is complete.

Why are we upgrading Kronos?
The University of Utah, including U of U Health, is upgrading to Kronos 8.13. Since our current version of Kronos is no longer supported by the vendor, we are upgrading to ensure we have both system support, as well as optimal functionality for our complex organization.

What are the benefits?
While the upgrade is necessary to retain vendor support, it also provides enhanced functionality to schedule shifts, process payroll, and ensure better employee self-service functions for everyday use by staff.

What is the extent of the project? Who is affected?
The Kronos upgrade affects all University of Utah staff that report time through the Kronos application. The upgrade and consequential system changes are happening in parallel for both the University and U of U Health. Teams from across our campus system are collaborating to upgrade the system, educate staff, and implement the new processes.

What is the timeline for the upgrade?
Project work has been ongoing since last fall when stakeholders were identified and work teams formed. The go-live date for the upgrade is July 16, 2017. System testing and training are currently in progress and will continue through the implementation and transition periods.

How will our staff be trained for the change?
Training will be offered for all employees and users of the Kronos application and will begin in mid-June. Both online modules as well as open house demonstrations will be available to all employees. Training dates and communication will be sent out at a later date.
 

News

Thanks for taking part in this important upgrade to Kronos. You can find general information regarding the upgrade here (for Hospitals and Clinics Kronos users) or here (for Campus Kronos users).

Below is important information for final payroll processing in the Legacy system (version 6).
 

• On Sunday, July 16^th, when you log into Kronos (www.kronos.utah.edu) you will see three options of selection.  The top selection in red will be the new version 8.  The two options below titled Legacy will be version 6. 

To complete the 7/15 payroll, you will select the LEGACY option.  You can either select the HTML or JAVA option. Whichever you have used previously.

• The pay period ending 7/15/17, will need to be completed in the current Kronos version 6 (Legacy) application. DO NOT log into the new version 8 application to finish payroll processing.

• All timecards for the 7/15/17 pay period will need to be corrected, approved, and signed off in the current version 6, by noon on Monday, July 17^th.

• Payroll reporters will need to pay special attention to the employee punches on July 15/16 to make sure any evening or night shift has all in and out punches recorded for that shift.

• After the 7/15/17 payroll has completed, all employee punches on Saturday, July 15th will be transferred over to the new version 8 so the employee will begin the week with correct punches for overtime purposes.

• All accrual balances will be loaded to the new version 8 on Wednesday, July 19^th. You will not see accruals in the new version, until this time. You are encouraged to check accrual balances after this time.

  • PTO, Leave Balances, HOL

  • Sick, Vacation, Personal Pref, Comp time accrued

• As this is a new database, some information may not have transferred over correctly. Please review any employees that may have had a schedule set up in the current version 6. These may need to be re-entered into the version 8 schedule by the department.

• It is recommended that all employees take the online Kronos training that is applicable to their access, before July 31^st if possible. Online training can be accessed on main campus’ HR site and on Pulse.

• It is advised and highly encouraged, that all payroll reporters, supervisors, and/or managers, log into the new version 8 to review employee punches for the pay period of July 16^th – July 31^st, at the earliest convenience after July 16^th and prior to July 31^st.

• Questions about Version 8 should be directed to the Help Desk at 581-4000 (campus) or

  587-6000 (hospital).

   

Training

Campus wide training begins June 26, 2017.

• Kronos Schedule Manager (the basics)
• Kronos Timecard Entry and Approval for Salaried Employees
• Kronos Timecard Entry and Approval for Hourly Employees
• Kronos Timecard View and Approval for Hourly Employees
• Kronos Timecard Timestamp, View and Approval for Hourly Employees
• Kronos Timekeeper Payroll Reporter - Campus

 NOTE: Processes and web sites highlighted in the training are not applicable or accessible until July 16, 2017, when the upgrade is complete.