What is the Kronos project?
Kronos is a subset of the County’s overall ERP initiative, whose primary purpose is to provide the County with a set of integrated systems to streamline processes and information across the entire organization.
The Kronos portion of the project consists of Workforce Management, to be used to manage employee time, and Workforce TeleStaff, to be used by the Police Department and the Fire Department to manage personnel schedules.
What are the main features of Kronos?
Kronos Workforce Management – This product is an automated time and attendance management system used for the entire organization. Some of its key features include real time notifications to managers of information that needs immediate action, robust reporting and analytical capabilities, enforcement of compliance requirements and complex work/pay rules, complete audit trails, and reduction of errors.
Kronos Workforce TeleStaff – This product is used to perform personnel scheduling, particularly for those employees who work in public safety. It allows the County to prebuild schedules and rosters using rule-based assignments, communicate the schedule to employees via a variety of methods (i.e. by phone, text, email and inter/intranet), and properly deploy public safety personnel to achieve improved emergency response.
Which County systems will be replaced?
Kronos will be replacing the following County systems:
- Electronic Time Management (ETM) System
- Timesheets using email
- Manual Excel spreadsheets
Which County departments will be impacted?
Kronos Workforce Management product will impact every department in the County, while Kronos Workforce TeleStaff will only impact public safety employees in the Police Department, and the Fire Department. Other departments who have personnel scheduling needs may also want to use TeleStaff, but that decision will be made by each department director during implementation.
How long will this project take?
The County will begin implementing Kronos Workforce Management in October 2017. This component will take approximately 7 months to complete.
Workforce TeleStaff is also anticipated to begin in October 2017. This component will take approximately 8 months to complete.
What are the expected benefits to the County from this project?
The expected benefits from Kronos include:
- Control labor and create schedules based on demand and employee preferences, and reduce overstaffing.
- Minimize compliance risk by using unique scheduling rules and adhering to labor laws.
- Improve productivity by providing automated position, shift and vacation bidding.
- Improve communications by allowing County to locate, notify and deploy the right employees for each situation.
- Access to real-time answers to everyday questions:
- How many hours have I worked this week?
- How much vacation, sick, personal time do I have?
- What’s my schedule next week?
- Provide employees access to tools that make their jobs easier and allow them every opportunity to focus on accomplishing the vital work they do everyday
- Provide an electronic leave request routing and approval process
- Establish better method to record time to projects and grants
- Establish audit trails for time entry and leave transactions
- Empower employees and managers with self-service solutions to track all personal leave categories
- Improve system integration (allowing different systems to “talk” to each other)
- Offer the convenience of using mobile devices for entering time
Why is the County pursuing this initiative now?
The County’s current systems have significant limitations in workforce management, including the collection and reporting of employee time and leave and the scheduling of public safety employees. Some of the driving factors behind this project include the following:
- Need better integration with payroll
- More efficient leave tracking
- Eliminate the manual work of tracking floating holiday and personal days.
- Charge time to grants and projects
- More robust scheduling capabilities for Police and Fire
- Electronic approvals within the time management system
- Better reporting capabilities
- Leave tracking tools for managers
- Limitations on the number of leave codes that County can track in the current system
- Need the ability to maintain historical records
Have we identified County Kronos Implementation teams? If so, what are their roles?
Because the success of this project will impact every employee at the County, it is crucial to select the right teams to achieve a successful outcome; as a result, the County has carefully selected the following teams to oversee the project:
EXECUTIVE STEERING COMMITTEE (ESC): The ESC provides leadership for this project. The ESC is comprised of:
- Ramona Bivins – CFO
- Dennis Johnson – Deputy CFO, Budget & Grants
- Johnette Smith – Deputy CFO, Finance
- Jason Brookins – Director of Information Technology
- Skipper Stevens – Project Manager
- Stacey Merritt – Quality Assurance Manager
SUBJECT MATTER EXPERTS (SMEs): The SMEs will be recruited from each department to work side by side with Kronos. They will lend their experience and expertise to ensure all County workforce management business processes are “designed” and “implemented” in accordance with County rules and regulations.
CHANGE MANAGEMENT TEAM (CMT): This team is responsible to manage the “people” side of the project to address employee concerns, communications, training, risks and full adoption of Kronos. Each department will be contacted during the implementation by the CMT. Team members include:
- Skipper Stevens – Project Manager, Stevens@claytoncountyga.gov
- Nancy Schafer – Change Management Consultant, firstname.lastname@example.org
- Amy East – Senior Accountant, East@claytoncountyga.gov
- Shay Wilson – Budget Analyst, email@example.com
- Steffany Lewis – Budget Analyst, Lewis@claytoncountyga.gov
QUALITY ASSURANCE TEAM: This team is responsible for the delivery of quality results and providing quality control metrics for monitoring the performance of the ERP project.
How can I get involved in this project?
The ESC is always looking for County personnel to get engaged in this project. If you currently perform timekeeping or scheduling functions for your department, you may be able to help in one of the following areas:
- System Design Input
- Change Management Coaching
- User Acceptance Testing
- Communications Planning
If you are interested, please contact Skipper.Stevens@claytoncountyga.gov
How will this project affect my day to day duties?
This will depend on your current duties, the department you work for and how you currently submit your timecards.
Because Kronos offers electronic approval, mobile accessibility and improved time clocks, most likely the process of submitting time to payroll will become more efficient. Furthermore, you will self-service features that provide you access to your information, such as the number of hours you worked this pay period, your leave accruals and your schedule.
During implementation, the project team and the SMEs will work closely with Kronos to refine County procedures, with input from department representatives. These new procedures will be documented and communicated to all County employees.
Which data will be transferred to the new systems?
We plan to convert the following data from the County’s legacy systems to Kronos:
- Accrued balances will be converted.
- May need to bring transaction history over for certain types of leave.
- Timekeeping history will be converted for 5 years prior to the current fiscal year.
Will my job be eliminated as a result of improved business operations?
The County does not plan to eliminate any jobs as a result of this project. Certain job functions may change, but it is too early to determine whose jobs will be impacted. If you are concerned or unsure about the impact on your job, please reach out to your supervisor or one of the CMT members.
Will training classes be provided? How will we be informed of training?
Extensive training will be provided by Kronos and internal County trainers. Training materials will be produced that reflect County business rules, terminology and screen shots. As the deployment date draws closer, a detailed training schedule will be shared. All County employees will be alerted to the training timetable.
The ESC will work closely with the trainers to provide a multi-channel approach to training, utilizing instructor-led classroom options, on-line self-paced options, and video tutorials.
Where can I go for more info or to answer questions not in this document?
County employees have several ways to obtain additional project information:
- A project portal has been set up that contains project documents and videos. Please click on this link: http://erp.claytonsplost.com
- Contact the ERP Project Manager
- Contact one of the Change Management Team members