Category Archives: Kronos

Changes to Manual Attendance Submission Requirements
KRONOS (TeleStaff and WorkForce Central)

Effective December 13, 2023, manual attendance submission for staff scheduled through TeleStaff will be discontinued. Staff not scheduled through TeleStaff will continue to have their attendance submitted manually to divisional Payroll.

All staff responsible for attendance tracking/reporting are to ensure TeleStaff has up-to-date and accurate information, and that schedule updates are made within the current open pay period. This system is designed to provide a secure and reliable method for recording attendance data.

If you have questions about TeleStaff or WorkForce Central, please contact Paramedic Services Scheduling Management or Payroll Management for assistance.

We appreciate your cooperation and understanding during this transition. The new process aims to simplify the attendance reporting process and contribute to a more efficient administrative workflow.

If you have any questions or need assistance with this transition, please contact me directly.

Thank you for your attention to this matter.

Sincerely,
(Original signed by)

David Hissem

2024 Vacation Booking – December 11-13, 2023

November 23, 2023

To:
All Full-Time Communications Centre Staff

From:
Brayden Hamilton-Smith
A/Commander, CACC

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The 2024 vacation booking process for all Communications Centre staff (EMDs, Senior EMDs, and Full-Time Call Takers) will occur on December 11-13, 2023, from 07:00-17:00 daily.

Any staff not scheduled to be at work December 11-13, 2023, must ensure their contact information is up to date and that they can be reached at the phone number on file. Staff can update their ‘Contact Methods’ by accessing Kronos and navigating to the ‘My Info’ page.

Staff who will be unavailable during the vacation booking window must submit their vacation requests via CheckMarket survey. Staff should include multiple vacation dates, in order of preference, to ensure their vacation allotment is booked (the Scheduler will use this list to book available dates, in order of seniority). Staff who submit electronically will not be contacted by phone during the booking period. The vacation booking team will use the submitted date requests to book the staff member’s 2024 vacation allotment.

Booking Process

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Booking Process

  • Staff will be contacted by the Communications Centre Scheduler in order of seniority, whether ON or OFF duty.
  • If a staff member misses the initial call from Scheduling:
    • A message will be left for the employee to call back as soon as possible at the phone number below.
    • The CACC Scheduler will wait 20 minutes and then attempt to call the employee again, leaving another message to call back as soon as possible at the phone number below.
    • The CACC Scheduler will wait another 20 minutes and attempt to call the employee for the final time. If the employee cannot be reached at that time, a message will be left stating the vacation booking process will continue with the next employee in seniority order.
    • If/when the employee calls back, their vacation request will be booked at the level of seniority being processed at the time of the callback.

Callbacks to the Communications Centre Scheduler
should be made to 416-338-7783.

  • Communications Centre staff are encouraged to book their entire annual vacation allotment during the initial vacation booking window. Requests outside of this window will be subject to availability.

Shift Blocks

  • Vacation must be booked in shift ‘blocks’. A block is defined as one continuous set of shifts. For example:
    • 4 Days = one block
    • 4 Nights = one block
    • 3 Days = one block
    • 3 Nights = one block
    • 2 Days = one block
    • 2 Nights = one block
  • The ‘make-up’ shift can also be combined with the set of shifts before or after to achieve a block. For example:
    • 3 days + Saturday (‘make up’) or Sunday (‘make up’) = one block
    • Saturday (‘make up’) or Sunday (‘make up’) + 3 nights = one block

NOTE: C-shift for the straight day shift rotation is considered the two days (starting on Thursday) and the following three days (starting on Monday).

Vacation Availability – Prime Time

Prime time for 2024 vacation is defined as May 16, 2024, to September 4, 2024, and December 16, 2024, to January 3, 2025, inclusive. The vacation allotments during prime time will be:

Prime Time

EMD

Senior EMD

FT Call Taker

PT Call Taker*

Day

2

1

1

1

C-shift

1

1

1

1

Nights

2

1

1

1

*Please refer to the Part Time Call Taker – Vacation Booking Process memo for additional information (Part Time Call Taker prime time vacation dates will be adjusted to align with the above).

Vacation Availability – Non-Prime Time

Non-prime vacation time for 2023 is defined as January 4, 2024, to May 15, 2024, and September 5, 2024, to December 15, 2024, inclusive. The vacation allotments during non-prime time will be:

Non-Prime Time

EMD

Senior EMD

FT Call Taker

PT Call Taker*

Day

2

1

1

2

C-shift

2

1

1

2

Nights

2

1

1

2

*Please refer to the Part Time Call Taker – Vacation Booking Process memo for additional information (Part Time Call Taker non-prime time vacation dates will be adjusted to align with the above).

Floating Holidays (FH)

FH days may be booked along with vacation time for a full block of shifts.

Booking Single/Individual Vacation Shifts

Booking vacation for individual shifts will only be available during the non-prime time vacation period and will be granted based on seniority. The booking of one (1) individual vacation shift will be permitted once within each 24-hour period, over and above the numbers outlined in the Non-Prime Timetable above.

Carryover of 2023 Vacation

Staff interested in carrying forward their remaining 2023 vacation allotment into 2024 must submit their requests in writing directly to Brayden Hamilton-Smith, A/Commander, CACC, by December 3, 2023, at 23:59.

Approved 2023 vacation carryover will be booked after all full-time Communications Centre staff have been provided an opportunity to book their 2024 vacation. Vacation that has been carried forward will be booked subject to remaining availability and in order of seniority.

Cancelling Vacation

Booked vacation will not be cancelled, except in extenuating circumstances. Any requests for cancellation or postponement of booked vacation must be submitted, with the reason in writing, to the Administrative Superintendent and are subject to Commander review and approval. Requests will be evaluated on a case-by-case basis. Previously booked vacation dates that have been approved for cancellation will become available and may be rebooked using the Vacation Requests Made After the Booking Process detailed below.

NOTE: Staff are strongly encouraged to review the dates for any future special events of interest prior to booking their vacation. 2024 Special Event dates are tentative, subject to change, and are as follows:

  • Pride Toronto: June 28-July 1, 2024
  • Toronto Indy: July 19-21, 2024
  • Caribbean Carnival: August 3, 2024
  • Taste of the Danforth: August 9-11, 2024
  • CNE: August 16-September 2, 2024

Rebooking Vacation

If an employee needs to rebook any 2024 vacation (e.g., due to hospitalization, WSIB, training, leaves of absence, schedule changes, etc.), the employee must contact the Administrative Superintendent to request their vacation be rebooked. If the request to rebook cannot be accommodated, the employee will be advised of available shifts.

NOTE: If an employee chooses to bid on/switch to a new colour code and/or schedule, there is no guarantee that previously booked vacation will be honoured.

Vacation Requests Made After the Booking Process

Any request for vacation, FH, lieu time (LT), or statutory holiday time off outside of the annual vacation booking window must be submitted in writing for approval. Requests for time off prior to the cycle must be submitted to the Administrative Superintendent. Requests for time off during the cycle must be submitted through your assigned Superintendent. Approval of these dates will be dependent on availability and operational requirements.

A CUPE Local 79 representative will be present to observe and assist with the vacation booking process. Every effort will be made to process as many vacation bookings as possible each day. Staff are expected to be prepared to book their vacation at the time of the call to keep the process moving and to ensure all staff are provided an opportunity to book their vacation prior to the end of the day on December 13, 2023.

Superintendents and Deputy Commander Booking

Superintendent and Deputy Commander vacation booking will take place during separate booking sessions, consistent with previous years.

Please contact Kelly Clarke or the on-duty Superintendent if you have any questions.

Sincerely,
(Original signed by)

Brayden Hamilton-Smith

PDF DOWNLOAD – 2024 Vacation Booking for Communications Centre Staff

Rogers “Email-To-Text” Decommissioning and Kronos TeleStaff Contact Updates

Effective Wednesday, May 31, 2023, Rogers Wireless Communications (Rogers) will decommission their current “Email-To-Text” functionality. This functionality is currently displayed in Kronos TeleStaff as 10digitnumber@pcs.rogers.com and is used by many Toronto Paramedic Services staff to receive Kronos Outbound messages and notifications.

We are working with Rogers Wireless, City of Toronto Technology Services Division, and other stakeholders to try and ensure a seamless transition to a new process. Kronos TeleStaff profiles for Rogers users currently using the “Email-To-Text” function will be updated to a new required suffix (1xxxxxxxxxx@sms.telemessage.com). These updates are expected to occur between Tuesday, May 30 and Wednesday, May 31, 2023. Once complete, Rogers users will see their FIRST Contact updated to reflect the new required suffix, per the example below:

Out of an abundance of caution and to mitigate against any potential issues or disruptions in message delivery, we recommend that all Rogers users log in to their Kronos TeleStaff account and ensure SECOND and THIRD Contacts are listed. To do so, visit the GENERAL information tab, and scroll down the left side. Enter your desired PHONE or EMAIL credentials as shown in the example below:

There should be no additional action required on your part at this time.
Thank you for your understanding.

Sincerely,

(Original signed by)
Kris Staley

Kronos Workforce Central and InTouch Clock Upgrades

Toronto Paramedic Services, working with the City of Toronto Technology Services Division, will be upgrading the InTouch Clocks on Thursday June 4, 2020, from 14:00 to 18:30.

These upgrades will give Paramedics the ability to individually select cash or lieu time for the following end-of-shift overtime types:

  • Regular approved end-of-shift overtime (e.g., late call);
  • Wash-up (maximum of 10 minutes);
  • Lock-up (ACP employees only in the absence of relief, to a maximum of 10 minutes).

NOTE: Overtime for part-time Paramedics is only available as cash.

Please see the attached reference for step-by-step instructions. Videos for both full-time and part-time staff are also available on the TPS Staff Blog detailing this new process.

FULL-TIME STAFF VIDEO:</p>

PART-TIME STAFF VIDEO:

No Access during Upgrade – June 4, 2020, from 14:00 to 18:30

Workforce Central and the InTouch Clocks will be not be available during the upgrade. During this time

  • Staff will NOT be able to use the InTouch Clocks to badge on/off or access other features such as viewing time cards or viewing accrual balances.
  • When booking off, staff will need to follow the instructions on the InTouch Clock.
  • Failure to complete the book-off process may result in overtime not being recorded.

TeleStaff

This upgrade only impacts Workforce Central and InTouch Clocks. There will be no impact to TeleStaff, and staff will still be able to view their schedule and assignments.

All staff will be notified once the upgrade is completed.

If you have any questions or concerns, please contact your Superintendent or Scheduling Management (PS-SchedulingMgmt@toronto.ca).

Sincerely,
Scheduling Management

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[toggle title=”UPDATED Kronos InTouch Clock Book-Off Procedure” state=”closed”]
1. Select “Book Off”
2. Hold your ID badge to the right side of the InTouch clock
3. Enter your 4-digit PIN
4. If you are eligible for overtime, you will be prompted to select “Lieu” or “Cash”. Make the desired selection for each segment of OT.

NOTE: Cash or lieu selection is only available to full-time Paramedics. Overtime for part-time Paramedics is only available as cash.
5. Review the summary of your selections and verification of successful punch (book off).

All UNAPPROVED overtime will also be displayed. This will be subject to review by the Deputy Commander, as required.

Staff can now use TeleStaff – Nov. 22, 2019

What to expect:

– All TeleStaff Desktop icons have been renamed to better identify which Icon to use
– These icons have been renamed as TeleStaff Employee and TeleStaff Administrator
– All TeleStaff Desktop icons will now open in the Google Chrome browser
– When first logging in to the new version, all users are encouraged to turn on the “Suppressed Assignments” in the Calendar view. The attached document will provide you step by step information on how to make necessary changes in your account to view your schedule

Should you have any questions/concerns, please feel free to contact us at:
PS-SchedulingMgmt@toronto.ca
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