1. UltiPro Human Resources and Payroll
Leader Kit
This kit provides general information and answers to common questions to enable managers to help their teams prepare for coming changes.
UltiPro Phases 2 & 3 Leader Kit, Vol. 1 |

2. UltiPro Phases 2 & 3 Leader Kit, Vol. 1 |
Instructions
New systems make people nervous. Changes to payroll systems can make people extra nervous.
Positive discussions about these changes conducted by a trusted, credible individual (you!) reduces anxiety and increases people’s confidence and probability of success as they try something new.
This kit provides you with:
The most important information about UltiPro so you can answer questions
Slides to help with discussions
We are asking leaders like you to engage your staff in short discussions about UltiPro to ensure they know what’s coming and to provide a safe forum for them to ask questions
Text is provided in the ‘speaker notes’ section of each slide if you need help determine what to say
If you are asked anything you don’t know the answer to, just send the question to Jeff Skipper (see last slide) and he will reply within 48 hours
UltiPro Phases 2 & 3 Leader Kit, Vol. 1 |

3. UltiPro Phases 2 & 3 Leader Kit, Vol. 1 |
Overview
Topic
Content
Page
Inside Scoop
Insight on current state and why UltiPro was chosen
4 – 5
Discussion 1
What’s in the UltiPro box? 6
Discussion 2
When is it coming? 7
Discussion 3
What does it look like?
8 – 11
Discussion 4
Will we receive training? 12
Where to get more information
13 – 14
UltiPro Phases 2 & 3 Leader Kit, Vol. 1 |

4. The Inside Scoop: Why change now?
Facts about our current system
Issue
We rely a lot on paper forms: Write, scan and send forms, then re-enter information in spreadsheets and systems
Slow process
Data is often entered multiple times: On paper, in local systems, and in the territorial system
Allows for errors which cause delays and incur cost
Not a user friendly system;
Not accessible to those who need information to make decisions and ‘run their business’
Staff have to request key data (e.g., vacation time);
Leaders reliant on others to get critical information
Lack of needed reports, which are difficult and expensive to create
Reports lack important information
Existing and new employees expect up-to-date systems and ability to see their own information
Reputation
Say: Our current system (Cyborg) does not meet everyone’s needs for payroll and human resource work.
Ask: Do you think there’s room for improvement in our payroll and human resources system/processes?
Extra notes:
To the extent possible, the goal is to eliminate paper forms as much as possible. Paper slows us down and leads to errors. Instead, data will be collected online at the source. For example, time entry worksheets will disappear. Time will be entered on-line. The system will apply payroll rules related to established shift patterns and our collective bargaining agreements so time entry will be simplified.
UltiPro Phases 2 & 3 Leader Kit, Vol. 1 |

5. The Inside Scoop: Why did we choose UltiPro?
Accessible to all:
Web-based, user-friendly software
Gives you access to your information safely at any time: Pay statement, pay history, vacation/sick time available, and more
Managers can view employee information and track requests through the approval process
Saves time:
Eliminates the need for many forms: Information can be entered right into the system by an employee administrator; no re-entry required at any point
Approvals are completed online
Say: TSA conducted a lengthy process of evaluating different products which could meet our needs now and in the future. They had you in mind when they did that. Here’s why UltiPro was chosen…
Extra notes:
UltiPro was developed by a company called Ultimate Software
UltiPro is considered Best-in-class:
UltiPro is a leading Human Resources Information System
Used by major companies including Yamaha, Winners, Subway
UltiPro Phases 2 & 3 Leader Kit, Vol. 1 |

6. Discussion 1: What’s in the UltiPro box?
Payroll
Pay statements
Tax slips
Benefits
Time and Attendance
Scheduling
Vacation tracking, requests & approvals
Time submission, adjustment & approval
Sick day tracking
Other ‘bank’ tracking
Human Resources
Setting up new hires
Transfers and other staff changes
Leave of Absence
Terminations
Reports, Lots of Reports!
Existing reports
Funder reports
EHT Reports
…and more! 3 2
Say: UltiPro has many features intended to help all of us do our jobs or get the information we need. Which features do you find most appealing?
Note that UltiPro starts after an employee is hired. The current hiring process up to the point of setting up an employee record in the system does not change. Employee administration at THQ will continue to be handled by THQ HR.
I don’t have all the details on everything you see here, but more information is coming. For now, I can see how this should make our lives easier in some ways. 4
UltiPro Phases 2 & 3 Leader Kit, Vol. 1 |

7. Discussion 2: When is it coming?
Sep
Oct
Nov
Dec
Jan
Feb
Mar
Apr
May
Jun
Jul
Aug
Sept
Setup
Data Conversion (from old system to new)
Testing
Data Cleanup
Testing
Training
Training 1 3
Go-live
Zone
Go-live
1st Pay Jan 5
Go-live Date TBD
Phase 1: THQ including
Jackson's Point & officers
assigned to THQ;
Excluding CFOT and
Booth University
Phase 3: All remaining
divisions and NRO
Data Conversion (from old system to new)
Testing
Say: THQ including Jackson’s Point and officers assigned to THQ began using UltiPro at the start of the year. This was a very successful go-live with every person being paid on-time. A few adjustments were made, but no one was missed. Several people had trouble logging in the first time, and we have simplified the process as a result.
Phase 2 includes the Prairies division, Newfoundland, and all remaining officers.
Phase 3 adds in everyone else.
The exact ‘go-live’ date is still being worked out for phase 3.
You can see that every phase includes training to ensure everyone is prepared to use the system.
Training 2
1st Pay: week of June 5
Phase 2: Prairies, NFLD and
all remaining officers;
Excluding NRO
UltiPro Phases 2 & 3 Leader Kit, Vol. 1 |

8. Discussion 3: What does it look like? Entry Point >> MyArmy
Say: Some of you have heard of something called “MyArmy”. It is a website that works like a front door for a number of applications you will use. The idea is that instead of having a username and password for every application, we can begin to put our applications in one place, accessible with a single username and password.
This screen shows what you see when you log in to MyArmy and open that front door. From here you can access a few different things, including UltiPro. Everyone in The Salvation Army can do this now. We have instructions on the UltiPro website if needed. For those in Phase 2 and 3 of the UltiPro rollout, the green UltiPro will not take you into the application yet, but to our website instead. That will change once your division is ‘live’ with UltiPro.
Once you are live, you can click UltiPro to access the system…
UltiPro Phases 2 & 3 Leader Kit, Vol. 1 |

9. Discussion 3: What does it look like? The UltiPro Home Page
Say: Here is the first screen you see when you log in. There are shortcuts on the home page. To see all of the options available to you, start by clicking the menu button in the top left corner.
UltiPro Phases 2 & 3 Leader Kit, Vol. 1 |

10. Discussion 3: What does it look like? The UltiPro Menu
Say: With one click you can see all of the options available to you. This gives you the ability to see so much that you haven’t been able to see before, as well as the opportunity to update your contact info yourself. Note that not all information will be available at go-live. For example, there will be no pay history as we are starting on the first pay in January.
Training will be provided so you know exactly how to find everything you need.
And if we click the Employee Summary link…
UltiPro Phases 2 & 3 Leader Kit, Vol. 1 |

11. Discussion 3: What does it look like? The Employee Summary Page
Say: Here is what one of the information screens looks like. While we can’t see it here, the screen scrolls down to provide all of the basic information about you and your role. One of the nice things is that if there are any changes that need to be made with your contact information, you can change it yourself. No need to submit a request!
UltiPro Phases 2 & 3 Leader Kit, Vol. 1 |

12. Discussion 4: What training will we receive?
Who
What
How
Everyone
Navigating UltiPro
Review my pay statement
Change my personal information
Request time off
Classroom / Hands-on
Virtual
Video
Cheat Sheets
Wallet Cards
Managers
Reviewing my team information
Workflow and Approvals (My Inbox)
Hiring a staff member
Transferring a staff member
Terminating a staff member
Setting up and running reports
Admin-istrators
Entering time off (sick, bereavement, medical, etc.)
Timekeeper / Scheduler
Entering time off
Scheduling
Reviewing, changing timesheets
Say: We are making training available in many forms. We learned from phase 1 that many people, once they see the system, choose not to take training as they feel it is quite easy to use. Others are satisfied with a short cheat sheet showing them exactly how to do common tasks.
BUT, if anyone wants the training, it is available to them.
We are working on the logistics of how this will be offered. We recognize there are challenges with virtual training in some locations.
UltiPro Phases 2 & 3 Leader Kit, Vol. 1 |

13. More information @ www.salvationist.ca/projectultipro
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 |

14. UltiPro Phases 2 & 3 Leader Kit, Vol. 1 |
Questions?
Jeff Skipper
UltiPro Phases 2 & 3 Leader Kit, Vol. 1 |