Payroll Implementation Process for Enterprise Customers

Payroll Export Definition and Implementation Process

Introduction

This document outlines the process for implementing payroll export functionality tailored for enterprise customers. It covers from initial setup and testing to production deployment and ongoing management.

flaik Roles and Responsibilities

Title	In Scope	Out of flaik Scope
Payroll Business Analyst	Receive business requirements for the payroll export file. Create a technical requirement document for the payroll export file. Verify that the file matches the requested format. Activate the file in both Staging and Production environments as requested. Perform an initial load of payroll configuration tables if the values are provided. Create a knowledge base article that outlines how the flaik payroll export user interface fields map to the payroll export file and how the file is structured.	Working with Payroll System provider to define the file format they require the data to arrive in managing resorts payroll configuration values end to end testing of payroll file from flaik to payroll system
Customer Success	Train the resort staff to use the functionality in flaik. Assist the resort in uploading payroll configuration tables.	Training resorts on what payroll export settings to use

Customer Roles and Responsibilities

Role	Responsibilities
Business Owner	Make high-level business decisions Ensure poject stays on track
Project Manger	Communicate process changes, and configuration changes with the resorts Training resorts on new/changed processes and configurations Identify UAT Tester at each resort Co-ordinate UAT testing at each resort Co-ordinate and manage go live dates
Business Analyst/ Technical / Ski School Specialist	Responsible for overall project governance and accountability Responsible for signing off on any key business decisions work with payroll provider to define payroll export file format and requirements define new processes and process changes Create training material for resorts and train them on new processes Confirm new payroll configuration in flaik and payroll system align Assist resorts in reconfiguring flaik Co-ordinate test cases and UAT testing with resorts Gather requirements for Wage Types and Incentives Define payroll config values that needed to be configured in flaik for Business Structures, Jobcodes, Paycodes and Position IDs and load them into the flaik Admin area for each resort Guide resorts in setting up new payroll config values on Incentives and Paid activities in flaik Establish testing environments at each resort Ensure project stays on track
Accounting Specialist	Provide payroll configuration values for each resort provide guidance in how payroll config values should be implemented oversee business decisions around instructor payroll
Resort Lead	Configure new payroll values in flaik Create UAT test cases to cover all use cases for different wage types and incentives Configure Ttesting flaik and Payroll system environment for testing

Resort Project Team Tasks

• Standardize Daily Pay Procedures: Establish company standards, SOPs, and best practices for finalizing daily pay.

• Handling Pay Adjustments:

  • Define the procedure for making adjustments to pay after the payroll export file has been sent and after the pay period has closed, ensuring changes are synchronized across both systems.

• Alternative Payroll Upload Methods: Outline steps for manually uploading payroll files if FTP transfer fails.

• Audit and Reconciliation Processes: Develop a method for auditing and reconciling discrepancies between flaik and the Payroll system.

• Knowledge Management: Create a centralized knowledge base for resorts to access and reference processes easily.

• Training and Guidance:

  • Conduct training sessions for resorts on new processes and guidelines.

  • Assist resorts in configuring flaik settings necessary to support new payroll integrations.

• Testing and Implementation Coordination:

  • Coordinate with resorts to set up testing environments and develop comprehensive test plans.

  • Develop a project plan and manage the implementation process with resorts.

Resort Testing Tasks

• Test Plan Development: Each resort should create a detailed testing plan.

• System Updates: Ensure all resorts have updated Business Structures, Paycodes, and Jobcodes.

• Training Documentation: Develop training guides to help resort staff understand how to use new systems, such as selecting the correct Paycode.

• Test Result Verification: Establish a plan for verifying test results, clarifying whether each resort will have access to test the Payroll System directly or if this will be managed by accounting.

• Employee Test Setup: Provide resorts with Test Employees who are set up in the test payroll system for use during testing.

• Comprehensive Test Case Creation:

  • Direct resorts to generate payroll export files for Test Employees, including data covering all relevant wage and incentive types (e.g., Teaching, Training, Non-Teaching, Private Requests, Staff Incentives, Metric Incentives, Headcount Incentives).

  • Ensure test cases encompass as much functionality as possible.

• File Upload and Verification:

  • Manage the upload of test payroll files for each resort.

  • Verify that test cases are successful and that data correctly populates in the payroll system as required, covering all wage types and incentive types.

• Issue Reporting and Resolution:

  • Report any bugs, errors, or issues to flaik (specifically to Lauren).

  • Work with flaik for the release of necessary bug fixes.

• Repeat Testing and Finalization:

  • Continue testing until all requirements are satisfied.

  • Conduct final sign-off and move to production.

• Post-Deployment Support:

  • Coordinate with flaik to address any production issues during the initial payroll cycle.

Task	Responsibility
Capture Wage and Incentive Business Requirements for each resort	Enterprise
Provide an Example of Payroll Export File and any other requirements for file	Enterprise
Provide flaik example lists of payroll configuration fields that are required: Paycodes, Jobcodes, Business Structures	Enterprise
Create Payroll Requirement based on example file and export fields required	flaik (Lauren)
Define and document how flaik must be configured to support export field requirements	flaik (Lauren)
Create Internal SOP on for resorts for How to configure Paid Activities with payroll values Best practices for finalizsing pay Manual upload process of file if FTP fails	Enterprise
Communicate and Train resorts on any process changes for new Payroll Export	Enterprise
Identify Testers and testing plan	Enterprise
Provide resorts with the specific payroll values they need to load into flaik	Enterprise
Load new payroll config values into flaik staging	Enterprise
Configure Paid Activities with new payroll config values	Enterprise
Create and Communicate testing plan to all resorts participating	Enterprise
Project Manage Testing	Enterprise
Create Test Cases for testing flaik -> Payroll system use case specific to resorts Wage Types and Incentives	Enterprise
Create Test Employees in Payroll system	Enterprise Accounting
Create corresponding Test Employees in flaik staging	Resort Admin
Create test data to cover all test cases	Resort Admin
Upload Test Data to Payroll System	Enterprise
Verify Test Data in Payroll System	Enterprise
Sign-Off on Export File Delivery has met requirements	Enterprise
Move Export to Production	flaik
Train and Coordinate resorts loading new payroll values to flaik Production	Enterprise
Train and Coordinate resorts configuring paid activities in to flaik Production	Enterprise
Verify production payroll file	Enterprise
Request Production automatic nightly send activated for each resort with dates	Enterprise
Activate Production Interface for resorts based on date provided by enterprise	flaik
Troubleshoot payroll and paid activity misconfigurations in flaik that are causing integrations issues	Enterprise
Ongoing Training for managing payroll configuration	Enterprise
Bug Fixes After Sign Off	flaik (no charge)
Changes due to new requirements after Sign Off (will incur charge of ~$3000)	$3000
New Payroll Integrations (one included with initial setup) additional interfaces	$4000

EXAMPLE FILE

1. Example File - flaik requires an example pay file of what you would like to have sent to your payroll system. The example should include any hourly type pay records you want as well as examples of any incentive type pay you will use

2. Field Description - We will need to work through the file to provide an explanation of each field in your payroll file and where it is pulled or derived from. Values are either created by flaik lessons/incentives, added to lessons by the administrator (Jobcodes, paycodes, Departments, Business Structures, Accounting Strings) or hardcoded if the value is static.

3. Frequency - The file can contain 1 day, 7 days or 14 days worth of payroll records. If you would like the file daily it can be sent automatically with FTP