Kronos - Do you want Excel with that Timekeeper?
Sep 13, 2013
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Customers spend a lot of money implementing and/or upgrading Kronos, so it only makes sense to get as much out of it as possible. So, what else can we do with it? Do we total the data and put it in a spreadsheet? Is it better presented as on a Report, in a Genie, or as a CSV file? What information is going to be beneficial to extract; what’s better to put in an email? What else can we do with Genies?
There are many ways to view time data in Kronos Workforce Timekeeper. The most direct method is using the database middle-ware via a written SQL query. This method requires some knowledge of programming SQL. In comparison to Genies, this method is more complex in nature. Genies allow you to pick from a list. Writing a SQL Query and testing takes more time. Writing a SQL Query, you may have to find out which Kronos tables are involved and join them together. Configuring Genies, you can simply choose the information to display from a drop down. Genies provide the basic level of user security in Workforce Timekeeper (Manager Employee Groups or Labor Level Sets) whereas a SQL Query would require additional programming for that functionality. Using Genies or Reports, a Manager can view their own employees and the vital information they need to review.
Kronos offers three types of Genies: 1. Roll-up, 2. Detail, 3. Quick Find. These Genies can then be put in the following categories: Scheduling, Detail, or Accruals. Roll-up Genies allow you to summarize information by groups, but you are limited to Schedule Groups or Labor Accounts. This can be the Schedule Group “Nursing Early Shift” or Labor Account “Receiving Department” for instance. Genies can be used in conjunction with a specific Hyperfind to filter the information. Think of the Genie as the “spreadsheet” and the Hyperfind as a “filter” that provides just the information you need behind the scenes.
Genies allow you to extract to a CSV file (a file populated with commas to separate the fields) or an Excel spreadsheet like the image shown above. In the image for this article, imagine hours instead of money! If grand totals are needed for payroll, then I would perform an extract and then a simple sum function in Excel after the data was exported. What if I wanted a file full of employees’ hours? I could simply export the Genie to a CSV file and write an interface based on the Genie output. This option works, however most customers require Kronos Workforce Integration Manager so the file can be converted to their specific payroll format.
Using the Excel or CSV approach, let’s talk about another simple scenario: the stock "IS Summary Genie" shipped with Kronos. HR calls and they need a list of employees, logins, and badge numbers. You can manipulate that Genie to fulfill a business need. What if I want a count of active badge numbers for everyone in the system? What if I also wanted it grouped by clock group with a sum of badge numbers per group? Add the columns to that Genie, and then export the information. The columns can be grouped or summed in Excel post the export. You are not limited to only badge numbers and clock groups, there are many possibilities. There is a customer I know that needs attendance information from Kronos. They use the emailed Excel exceptions from the Reconcile Timecard Genie as an export (as opposed to building an interface to extract the exceptions).
What questions or comments do you have about using Genies and Excel with Kronos Timekeeper? Write it in the comments below!