UltiPro ACTION items… September 29, 2017

New HRIS/Payroll System Territory has purchased the Ultipro HRIS System Two components: Payroll (“Core”) – on line pay stubs, T4s, benefits Time and Attendance (“UTA”) - scheduling, sick leave and vacation banks Biggest Changes Log in to get pay statement and T4s (no more mailouts) Everyone has an email account Vacation requests online Time entry at MU level New employee setup at MU level

Four Security Roles in UltiPro Employee Administrator Add new employees Adjust employee records Employee Check my pay statement Request time off Manager Approves vacation Approves new employee adds and changes Approves hours Timekeeper (Manager can do all these, too!) Enter/adjust time Enter time off

UltiPro Rollout Phase 3 Detail Jan Feb Mar Apr May Jun Jul Aug Sept Oct Nov Dec 3 Testing 1 Unit/ Functional Parallels E2E Phase 3: All remaining divisions Data T3 Training Training Phase 1: THQ & Jackson's Point Support Export, conversion, mapping, import Dual maintenance UltiPro Change Agent Network *Staggered rollout of Time/scheduling functions through March 2018 for select ministry Units Time Entry Go-live October 21 / 28* 1st Pay Week of November 5 2 4 Phase 2: Prairies, NFLD, all officers Phase 4: NRO

Key Dates Data collection from MUs starting next week and continuing through August Now MyArmy access open; Training available October 18 Managers/TK/Admins get access to UP October 21 Time Entry for Salary / Hourly November 6 Time approvals must be complete by 10am EST (Noon EST for 24hr MUs) November 7 Employee access / Pay statements November 9 First Pay Time Entry begins for… Week Oct 21 Week Oct 28 Pay Week Nov 6 Hourly pay cycle Salaried pay cycle

Dual Maintenance Date Activity Action by: September 12 Copy latest Cyborg  (Master File/MF) data for all phase 3 employees THQ HR September 18 - 29 Prepare Master File & Supplemental File Data from Cyborg UltiPro Team October 2-17 Convert data for UltiPro, load it, validate it, and assign security roles for access October 18 - 20 Dual Maintenance (New Hires and Rehires Only - data from Sept 13 up to and including October 20). This also includes changing status of those returning to work (e.g., mat leave) DHQ ER & THQ ER October 21 Time Entry (UTA) Go Live Date Ultimate/TSA October 25 Secure Opening Balance (OB) data from Cyborg, prepare, convert & validate import into Production November 2 Dual Maintenance (all other changes) - Terminations, Earning/Deductions/Rates changes from September 13 - October 20 November 3 Deadline for adding new updates/changes into UltiPro for first Pay Date of November 9, 2017 (pay period ending dates are Nov 3 for time entry employees and Nov 10 for auto paid). This will include all new hires and any new updates since the last pay period in Cyborg (Oct. 21).

What about Paid Time Off and changes to shift patterns? PTO balances to be entered in live system (otherwise they will only have zeros) No accruals until Jan 1 Shift pattern adjustments can be done in system New shift patterns will require a request via Help Desk

Now available! myarmy.can.salvationarmy.org Mail myarmy.can.salvationarmy.org Everyone gets an email address if they don’t have an Army one today You can try logging in now If you have an UltiPro icon, it will ONLY take you to the information website – you cannot log into UltiPro yet (excluding Officers) Video walkthrough available – watch for emails

Training Yes, it’s mandatory if you are a manager, timekeeper, Employee Administrator, or all three You will be booked if you don’t register yourself If you are a large MU…contact me

Practice Environment (Sandbox) Coming October 5th Will have security roles applied and ‘teams’ set up as of Aug 31 Will not have all balances and PTO plans Will not have shift patterns Will not send you money on pay day  Try out functions learned in class Hire people Edit a timesheet Request time off Etc.

Videos! Live on Vimeo now! Please promote in your MU! Refer to the Resource page (http://salvationist.ca/finance/ultipro/resources/) Please promote in your MU!

UltiPro Support Expanded Team Payroll issues and off-cycle runs Caller calls Expanded Team Payroll issues and off-cycle runs Go-Live UCAN calls Help Desk Creates ticket UltiPro issue? No Yes Assign to Helpdesk Assign to UP queue Yes Close ticket (e.g., browser problem, MyArmy) Issue resolved? Resolve issue Escalate to Tier 2 No

Common Questions Is Direct Deposit is already set up at go-live? Yes Are all officers live now? Termination – Will it shut down email access? Yes; we will have to mail out T4s to these people Technophobes - Can I print pay statements on their behalf? Do I still need to send timesheets to payroll? No. Enter directly in UP Will available time-off show in the system at go-live? No…requires update by employee administrator

Seasonal Workers Seasonal workers are treated no differently than regular employees Set up on UltiPro and retrieve their pay statements on line IT is already setting up MyArmy email accounts for camp workers who will be able to access their statements via a smart phone, personal computer, tablet or camp computer. Same for Kettles workers: if they do not already have a Salvation Army email address, they will be assigned one by IT. They can access pay statements from whatever personal device they wish. If some kettle workers do not have bank accounts, we will have to mail pay statements and cheques, just as we have done on Cyborg.

Other Reminders All union agreement elements are mapped in Any special payment considerations in place today will be migrated to UltiPro Yes, there are reports! Check your timesheets and pay register Block time for approvals There will be some pain at go-live…it will pass!

More information @ www.salvationist.ca/finance/ultipro If you want more information, we update our project website regularly. There is more background information and up-to-date news. Additional resources (like this kit) will be added as we develop them. UltiPro Phases 2 & 3 Leader Kit, Vol. 1 |

Wallet Cards! Please come get some

Next Steps… myarmy.can.salvationarmy.org Book your training!

The end

Phase 3 and Phase 4 Some MUs in Phase 3 will receive the Time & Attendance functions in March 2018 For Alberta/NWT, that is our Yellowknife facility Driven by higher scheduling complexity (we need more time to get them set up)

Data Collection Thank You!!

I didn’t finish! We can still add them!