Go Live Checklist

Client / Agency

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 

RSM

• 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)