1. Implementing Payroll / HR Systems
Presented by: Katie Healon, James Wiley, Julius Soriano
Date: October 12, 2017

2. Agenda Time Topics 9:00 to 9:10 Introductions 9:10 to 9:20 Exploration
- Finding the Best Fit
9:20 to 10:30
Installation
- Contracting
- Implementation Team
10:30 to 11:00
Implementation With a Focus On
- CORE HR
- Time and Labor
- Payroll
- Change Management
11:00 to 11:30
Post Implementation
- Lessons Learned
- Q&A

3. Sr. Director of Pay Process
Introduction
Katie Healon
Sr. Director of Pay Process
James Wiley
Director of HR Systems
Julius Soriano
VP of HR
22,000+ Team Members
General Manager and Department Heads
400+
Clubs
Sales Team 13
States
Group X Instructors
Personal
Trainers

4. System Implementation Timeline

5. LONGER THAN IMPLEMENTATION
24 Implementation Timeline
Exploration
Installation
Implementation
Post Implementation
AS LONG AS NEEDED
NINE MONTHS
ONGOING
LONGER THAN IMPLEMENTATION
Overview of Modules
Deciding on a Vendor
Costing
Contracting
Implementation Team
Preparing
Team
Project Timeline
Core HR
Payroll
Time and Labor
Change Mgmt
Lessons
Learned
Q&A

6. Add Text Here Module/Area Software Vendor Contract End Annual Cost
Exploration
Module/Area
Software Vendor
Contract End
Annual Cost
Notes:
Core Human Resources
N/A
Primary system for all TM information and feeds all other systems
Requires manual keying of post hire team member data changes
Travel & Expense (Form only)
Online form used for all TMs without a company P-card
Managers approve expenses and process sends data to payroll for payment
Time & Attendance
Record TMs time worked and calculate OT/split shift prior to sending to payroll system. Highly customized, difficult to maintain compliance with Local/State/Federal labor laws
Labor Scheduling (Excel)
Currently Excel based with no additional analytics or reporting available
Not optimized to member or guest traffic
Payroll
Sending and accepting data/interfaces to/from other systems requires manual intervention as system is not effective dated and currently is not programmed to perform daily or weekly calculations (i.e. regular rate of pay)
Commissions
Commission and session rates are calculated and then interfaced into Core HR and payroll system for payroll calculation purposes
Compensation (Merit)
No integration into the performance management process
System is an online Excel based process
Absence Management (LOA)
Q1 2016
System is difficult to update and remain current as legislation changes
Requires manual intervention until the system can be modified for new leave types
Benefits Administration
Q2 2015
Difficult to calculate benefits eligibility
Manual processes are required due to interfaces that are not real time
Learning Management
Q4 2015
Reporting is not robust and provides no analytical tools
Vendor support is extremely poor and configuration is difficult
Performance Management
Current process is mainly manual using an online form, requires additional rework
Cumbersome reporting with no real time access
Talent/Succession Planning (Excel)
Highly manual process requiring many actions/steps that inhibits the process
No real time access into the company talent and successors
Recruiting
Platform is not user friendly and requires many manual processes to function
Requires separate integration for both background check and onboarding
Onboarding
System is expensive to maintain and update as legislation changes
HR Portal
Portal for employees to access all HR benefits and process benefits enrollment once per year (or when thee is a life change event).
Total Annual Cost
Add Text Here

7. Deciding on a Vendor Vendor A Vendor B Vendor C Critical to Success
Exploration
Deciding on a Vendor
Vendor A
Vendor B
Vendor C
Successful Implementation
Know 24, can leverage on previous work performed for upgrade, easier migration of data
Proposing to implement 24 as strategic partner, but not able to demonstrate sound implementation plan
Know 24, but do not know the complexities of the HR system side
Supports 10 point plan (People)
Understand talent and fill gaps to support growth, thru robust reporting and analysis
Robust reporting
Robust reporting, predictive analytics
Developed HR system to compete, but not mature
Natural flowing user interface that is easy for team members to use and minimize administrative noise for front line and back office
Newer user interface that needs to be explored more
In-memory technology, unified platform for core HR modules
Need to explore
Payroll and T&L calculations and paycheck display
Need to explore more for Payroll solution, T&L system not mature
T&L system not mature, will need to outsource payroll taxes and check printing
T&L and scheduling on a established platform that has natural integration to Payroll system
Seamless integration of modules and ability to maintain modules and systems going forward
Modules integrated on unified platform, missing modules (scheduling), need to explore more on maintenance
Although natural integration on one unified platform, missing modules (scheduling, L&D)
Has the most modules covered, but need to explore integration
Higher
Lower
Critical to Success

8. Cost Breakdown Example
Exploration
Cost Breakdown Example
Module/Area
Vendor 1
Vendor 2
Vendor 3
Core Human Resources $
Travel & Expense
Not Included
Included
Time & Attendance
$120k (Phase 2)
Labor Scheduling
$891k/$196k
Payroll
$ with exceptions4
Included with exceptions4
Compensation
$ with exceptions5
Included with exceptions5
Absence Management
Benefits Administration
$ with exceptions6
Included with exceptions6
Included with exceptions 6
Learning Management
$66k
Not Included8
Performance Management
$198k
Talent/Succession Planning
Recruiting $k
$231k
Onboarding
Total License
Total Annual Main/Sub
Total Implementation
Total 3 Year Cost pre-offset
Annual Offset3
Total 3 Year Cost $M
N/A
$M2

9. Negotiating the Contract
Implementation
Installation
Negotiating the Contract
Implementation
Team
Preparing the Team

10. 24 Timeline Detail
Implementation

11. Phase 1: Go-live October 29th
Go Live Prioritization
Implementation
Phase 1: Go-live October 29th
Phase 2
Practitioner / Admin Portal
Payroll Administration
Workflow Management
HR Foundation Table configuration
Recruiting Management
Benefits Administration
Compensation Infrastructure
Background check / Onboarding
Learning Management
Absence Management
Portal Configuration
Mobile (Practitioner only)
Reporting
Security Management
Advanced Scheduler (Q2 2017)
Compensation Merit Cycle (Q1 2017)
Performance Management
Corporate (Q1 2017)
Field (Q2 2017)
Succession Management (TBD 2017)
Dependent Verification Audit (TBD 2017)
Manager Self Service Portal
My Team (Personal Info, Job Activities, Time & Attendance, Employment, History, Recruiting, Reports)
Workflow approvals (Message Center)
Company Policies, Documents
Disciplinary Actions (TBD 2017)
Employee Self Service Portal
Time and Labor
My Profile (Personal Info, Work Info, Emergency Contacts, Education, Languages, Licenses and Certifications, Memberships, Org Chart)
View Paycheck, Tax Statements, Tax Withholding, Deductions, Direct Deposit
View, Enroll in Benefits
Talent – Learning, Career Search, Talent Profile, Career Development
Company Policies, Documents, Acknowledgements
Leave Management

12. Change Management Implementation Training Dates Audience Curriculum
Time
10/6-10/11
District OM Champions and Field HP
Dashboard Navigation
Time & Pay for Team Members
Time & Pay for Managers
HP Job Activities
Team Member Information & Reporting
Hiring Process
2 hours
10/12-10/17
All OMs
10/18-10/28
All field team members* and corporate hourly team members
*DHs, DMs and ADs complete full manager curriculum above
30 minutes front line
2 hours DHs
Exempt IC (Corp.)
10 minutes
Manager of exempt TM (Corp.)
Nexus24 Dashboard Navigation
Nexus24 Team Member Information & Reporting
30 minutes
Manager of non-exempt TM (Corp.)
Nexus24 Time & Pay for Team Members
Nexus24 Time & Pay for Managers
1 hour

13. OPEN TO PROVIDE DAY OF PRESENTATION
Post Implementation
Lessons Learned
OPEN TO PROVIDE DAY OF PRESENTATION

14. Post Implementation
Q&A

15. Thank You!