1. UltiPro
ACTION items…
September 29, 2017

2. 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 account
Vacation requests online
Time entry at MU level
New employee setup at MU level

3. 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

4. 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

5. 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

6. Dual Maintenance Date Activity Action by: September 12
Copy latest Cyborg  (Master File/MF) data for all phase 3 employees
THQ HR
September
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
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).

7. 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

8. Now available! myarmy.can.salvationarmy.org
Mail
myarmy.can.salvationarmy.org
Everyone gets an 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 s

9. 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

10. 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.

11. Videos! Live on Vimeo now! Please promote in your MU!
Refer to the Resource page (
Please promote in your MU!

12. 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

13. Common Questions Is Direct Deposit is already set up at go-live?
Yes
Are all officers live now?
Termination – Will it shut down 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

14. 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 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 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.

15. 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!

16. 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 |

17. Wallet Cards!
Please come get some

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

19. The end

24. 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)

25. Data Collection
Thank You!!

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