1. UltiPro Human Resources and Payroll
Leader Kit
This kit provides general information and common questions and answers to enable managers to help their teams manage change successfully.

2. UltiPro Phase 1 Leader Kit, Vol. 1 |
Instructions
New systems make people nervous. Changes to payroll systems make people 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 Phase 1 Leader Kit, Vol. 1 |

3. UltiPro Phase 1 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 – 13
Where to get more information
14 – 15
UltiPro Phase 1 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 Phase 1 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 Phase 1 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 Phase 1 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 week of January
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 will receive access to UltiPro first. This limited group allows The Salvation Army to start small and ensure everything is working correctly before moving to the bigger groups.
This group will be able to access UltiPro the first week of January. That means that work complete in the last few weeks of December will be paid from the new system in January making your pay statement available in UltiPro for the first time in January.
For Phase 2, the group gets larger, including the Prairies division, Newfoundland, and all remaining officers.
Phase 3 adds in everyone else. It’s possible that NRO may be moved to January of 2018 but that remains to be decided.
The exact ‘go-live’ date is still being worked out for phases 2 and 3.
You can see that every phase includes training to ensure everyone is prepared to use the system.
Training 2
Go-live
Zone
Go-live Date TBD
Phase 2: Prairies, NFLD and
all remaining officers;
Excluding NRO
UltiPro Phase 1 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 giving you a username and password for every application, we can begin to put them in one place, accessible with a single username and password.
This screen shows what you see when you log in and open that front door. From here you can access a few different things, including UltiPro.
For those who have not had up until now, this is where your Salvation Army account is found.
From here we would click on UltiPro to see what it looks like…
UltiPro Phase 1 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. To do something, you start by clicking the menu button in the top left corner.
UltiPro Phase 1 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 Phase 1 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 a lot of information so you can check it. The team will be providing us with more screenshots and other material as we get closer to using it.
UltiPro Phase 1 Leader Kit, Vol. 1 |

12. Discussion 4: What training will we receive?
Sep
Oct
Nov
Dec
Jan
Feb
Website – updated at least bi-weekly with information about UltiPro
Bi-weekly
Weekly updates
Training material releases
Live training and info sessions (Webex)
Go-live
1st week of January
Say: For the first group, training will begin during the week of November 28th and be available through December. It will also be available in January in case people miss it.
Because the system is quite easy to use, people can choose whether or not to receive basic training on how to get in and find information like your pay statement. BUT, if anyone wants the training, it is available to them.
And if you still have trouble with it, there will be people available to help you when the system becomes available (see orange bar)
Support
Communications
Training
Support
UltiPro Phase 1 Leader Kit, Vol. 1 |

13. Discussion 4: What training will we receive?
Many ways to learn
Live classroom (Phase 1 only)
Virtual classroom
Video demonstrations
Cheat sheets
Dedicated sessions for Ministry Units
“Train-the-Trainer” approaches for divisions and Ministry Units
Other important information:
Managers, Administrators, Timekeepers will have dedicated sessions
Accessible during non-core hours for different shifts and timezones (Phase 2 and 3)
Including references to policy and guidelines where applicable
UltiPro Phase 1 Leader Kit, Vol. 1 |

14. 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 Phase 1 Leader Kit, Vol. 1 |

15. UltiPro Phase 1 Leader Kit, Vol. 1 |
Questions?
Jeff Skipper
UltiPro Phase 1 Leader Kit, Vol. 1 |