Go Live Checklist

Before you are ready to Go-Live,

You should ensure the following have been completed/configured:

• Set up the required Pay Elements

• If you are using expenses, set up your Expense Types and your Expense Templates 

• Set up your Invoice Number Ranges

• Set up your VAT Codes and Rates

• Set up your Bank Accounts

• Set up any required Exchange Rates

• Created your Invoicing (Pay and Charge) Terms

• Set up your Approval Routes

• Validated the BACS File produced by RSM InTime and/or InPAY will work with your BACS/Banking software

• Configured your Dashboards for each User Type

• Configured the Custom Text on the pages you require
  
  

If you have a Front-End system connected to RSM InTime (e.g. Adapt, Bullhorn, Web Services, SFTP, Placement Importer etc.), you have completed the following:
Please note, the Profiles will be deleted as part of the Clear-Down process for Going-Live, but will be re-imported - dependent on the Front-end system import criteria/specification

• Reviewed the Data being pulled into RSM InTime from the Front-End system:
  Clients, Managers, Providers (Umbrella Companies), Contractor, Consultants and Placements

• Reviewed any specific customisations for you Agency 

If you do NOT have a Front-End system connected to RSM InTime (e.g Manual Entry), you have completed the following:
Please note, the Profiles will be deleted as part of the Clear-Down process for Going-Live

• Created and configured Clients

• Added Managers to the respective Clients

• Created any Providers (Umbrella Companies) required

• Created a PAYE, LTD Company or Umbrella Contractor as required

• Created Placements (Contract and Perm)

You have also reviewed and tested RSM InTime from end-to-end and run through all your business processes and requirements, including:

• Setting up your Clients with the correct invoicing options: Consolidation and Layout, Charge Terms and VAT code

• Setting up your LTD Company Contractors with the correct invoicing options: Consolidation and Layout, Pay Terms and VAT code

• Creating Timesheets via, Web Entry, Paper Entry and/or Bulk Entry

• Confirming and testing any Timesheet Importer Formats - (Additional Module) 

• Creating Expenses via Web Entry

• Reverting and Deleting Timesheets and/or Expenses

• Generating Advice Notes, Sales and/or Purchase (Self-Billing) Invoices 

• Crediting Invoices manually  and via the Timesheet Adjustment Wizard

• Invoice Templates (if purchased the Advanced Billing Module and development of an invoice template)

• Generating Payment Files for LTD Company Contractors and/or Providers (Umbrella Companies)

• Testing and reviewing the Timesheet and Expenses Export File, or Export to InPAY feature (PAYE/Payroll module) 

• Testing and reviewing the Invoice / Payments (Accounts Package) Export Files - Successful import into your Accounts System with all the required data

• Configuring your Margin Report

• Understanding which emails will be sent out from RSM InTime

• Your Go Live Approach

If your RSM InTime is connected to InPAY (Payroll/PAY Module), you have configured and reviewed:
InPAY is not available on RSM InTime CORE systems

• InPAY: Set up required Pay Elements, ensuring the Pay Element description matches the pay element code in your import file.

• RSM InTime: Synchronise created Pay Elements (above) from InPAY to RSM InTime

• InPAY: Set up required Payrolls

• InPAY: Set up required Pay Periods for Payrolls (above)

• InPAY: Put InPAY into the current/correct Pay Period

• InPAY: Set up required Pension Schemes

• InPAY: Set up required Holiday Schemes

• InPAY: Configure your HMRC Parameters for the HMRC (DPS) Data Retrieve and ability to connect to the HMRC electronically

• InPAY: Import PAYE Workers with Year to Date (YTD) Figures using InPAY Flat File.
  Please note, you will require the live YTD figures for your Go-Live cut-over as you move from your previous payroll provider/software  to InPAY

• InPAY: Run through Payroll processing requirements for your Agency and how to process this in InPAY. 

• InPAY: Please review the RSM InTime/InPay Payroll Process - we suggested your Agency runs at least a 2 Period parallel alongside the current Payroll system/provider 

• Confirm the Go-Live Approach with the Client / Agency 

• Set up Pre-Go-Live Call

  • Data/System Cleardown

  • Front End System vs Manual Entry Configs

  • First Timesheet Entry Date

  • Enabling Communications

  • Reminder Emails

  • Timesheet Exporters

  • Invoice Exporters

  • Payment Files

  • Payroll Parameters (InPay)

  • User Acceptance Sign-off (UASO)