UltiPro Change Agent Network UltiPro Change Management May 4, 2017 ACTION items…

Our Growing Team! 65 (map link: salvationist.ca/ucan)

Timeline – REVISED, DRAFT Jan Feb Mar Apr May Jun Jul Aug Sept Oct Nov Dec 1 Data Conversion (from old system to new) Go-live 1st Pay Jan 5 Staggered rollout of Time/scheduling Functions through March 2018 for some MUs Testing Phase 1: THQ including Jackson's Point & officers assigned to THQ; Excluding CFOT and Booth University Training 3 1st Pay in November Phase 3: All remaining divisions Data Conversion (from old system to new) Data Conversion (from old system to new) Testing Testing Training Training 2 4 1st Pay week of June 5 Phase 2: Prairies, NFLD and all remaining officers; Excluding NRO Phase 4: NRO

Phase 3: Who’s in the ‘staggered’ category for time and attendance functions? Awaiting confirmation of MUs Note to be sent out to them shortly

Training Update Strong registration this week… …then a BIG drop! Phase 2 – encourage all those in leadership positions to signup ASAP Encourage employees to watch the videos Phase 3 – remind your officers that they ONLY need the employee training unless they are moving to a Phase 2 Ministry Unit !! If a Ministry Unit has not submitted shift/work patterns this week as requested, it’s possible that the manager/timekeeper will need to manually enter all time

Train-the-Trainer New Phase 2 trainers have been asked to attend an existing class and then we will follow up.

Multiple Incumbencies Multiple Incumbencies within the same unit Employees will be set up in UltiPro with their second (or more) jobs and rates and other information from Cyborg Time will be entered into UTA via time clock, web clock or time sheet At this time UltiPro can only have one manager for an employee who will need to approve all time (across roles) Costs for multiples can only be allocated to one cost centre and not to different departments. For now, we will have to manually allocate payroll and benefit costs to the correct cost centre for GL purposes. Multiple Incumbencies across ministry units The individual will be set up in the primary job in UltiPro. There can only be one primary, similar to Cyborg Time for the secondary job must be captured on a time sheet and sent to payroll for entry DHQ ER to inform the affected ministry units of this manual process The manager at the primary job location will have full visibility to the employee, including hours and earnings at the secondary job. The manager at the secondary job will not. The secondary location manager will receive the usual payroll summary and detail report for the employee. Payroll will create a separate payment and statement for these employees, one for each job Union Dues are calculated on all hours; any hours worked by an EE in a non union position will be removed from the calculation If applicable, non union hours will be removed from the vacation calculation as well Cost allocations can be imported via timesheet template. CPP and EI will be allocated accordingly, however, vacation pay and benefits will not; vacation and benefits will still be allocated only to primary job (cost centre)

The UltiPro icon in MyArmy… Phase 1 has the Ultipro Production icon Phase 2 people have the Ultipro information icon which will ‘flip’ to production week of June 5 Currently takes you to our UltiPro website Phase 3 do not have either (coming soon!)

Reminder for Q&A New discussion board!

Terminations Once terminated, access to UltiPro will be removed T4s will be mailed out

Q&A More info about go-live contacts (support) E.g., for HR support Who do I call for what? ROE – who generates, who has access?

Reminders Get on MyArmy Phase 2 – register for training! Add to your phone Phase 2 – register for training!

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