Re: Lifeguard Project Status- Week Ending 5/9/25

Adding @Melissa Reyes <melissa.reyes@thekey.com> for visibility.

Best,

On Wed, May 7, 2025 at 5:05 PM Troy Riha <troy.riha@thekey.com> wrote:

> Elizabeth, can you organize a design session with Umesh to go through all
> the user cases for Lifeguard, we need to relook at the billing design as
> well as ensure we have the design aligned for payments and reconciliation
> to Lifeguard.   FYI Umesh is going on PTO May 21 so ideally we can try to
> ensure design is complete prior to then.
>
> Thank you
>
> On Tue, May 6, 2025 at 5:51 PM Troy Riha <troy.riha@thekey.com> wrote:
>
>>
>> FYI - There is No capacity in May to take on additional development
>> projects for NetSuite, we can discuss prioritization later in the month as
>> we look beyond the current month.  (Current focus is AOB and ValueCare that
>> impacts invoicing, as  well as undeposited funds for accounting, and then
>> CareScout).
>>
>> Do we already have a Mock up of what we want the invoices to look like
>> when there is and is not caregiver service?
>>
>>
>>
>>
>>
>> On Mon, May 5, 2025 at 6:02 AM <eclark@thekey.com> wrote:
>>
>>> Good Morning-
>>>
>>>
>>>
>>> Please see the below updates for the roll out of Lifeguard in Canada. If
>>> there is anything I’ve missed or misrepresented below, please let me know.
>>>
>>>
>>>
>>> Link to the project plan and all supporting information is here.
>>> <https://docs.google.com/spreadsheets/d/1eB_94eGUHmeuV2JgV3HpKvZm8YQDQ6AL/edit?usp=drive_link&ouid=114633849602778058975&rtpof=true&sd=true>
>>>
>>>
>>>
>>> *Key Activities & Action Items for Week Ending 5/9/25:*
>>>
>>> In our go-live prep meeting on 5/2 with the local team last week we
>>> learned the LG service must be taxed when invoiced to customers. As we
>>> intended to bill clients for this service using the Billable Expenses in
>>> CC, which are not taxable, we had to adjust our approach to invoicing for
>>> this service as a stand alone offering (for clients not also receiving
>>> Caregiving services). An Intake has been submitted to IT requesting the
>>> below changes. We will look to those that lead prioritization/enhancement
>>> meetings to ensure this is approved and an ETA is communicated to this
>>> group accordingly.
>>>
>>>
>>>
>>>    - IT Intake Summary:
>>>
>>>
>>>    - Update Invoice Creation logic to remove punch times when the CG =
>>>          Lifeguard
>>>          - Add the Bill Rate Name to the Invoice Description for LG
>>>          Services Only (again conceptually, when CG name = Lifeguard)
>>>             - We understand the solution design is ultimately with IT,
>>>             these were the ideas proposed in our meeting.
>>>
>>>
>>>
>>>
>>>
>>>
>>>
>>> *Notes & Recording from 5/2/25 Meeting*
>>>
>>> [image: Document]Notes by Gemini
>>> <https://docs.google.com/document/d/1Rcj5u0atZQ4V_ZhSzCRdFb9ZURNisqgrG9x1_kW_fY4/edit?usp=drive_web>
>>>
>>> [image: Video]Recording
>>> <https://drive.google.com/file/d/1r82knKoDuRbYh4U-UMJReEkz_Vsgh8dN/view?usp=drive_web>
>>>
>>>
>>>
>>>
>>>
>>> *Outstanding Action Items:*
>>>
>>>    - B2B Agreement has been fully executed
>>>       - *Tim- <tt@thekey.com>* can you please forward copies of the
>>>       finalized B2B and Client Contracts?
>>>    - *Tim- <tt@thekey.com>*  working with LG to confirm the
>>>    reporting/tracking requirements
>>>       - Elizabeth to coordinate working sessions with various internal
>>>       stakeholders to align in the source & reporting systems needed respectively
>>>          - Donny & Renne to support any updates needed to SF, and the
>>>          respective reporting requirements
>>>       - Tim- <tt@thekey.com> to partner with AP & LG teams to
>>>    coordinate proper Supplier Set Up in Coupa, knowing we will be invoiced and
>>>    paying invoices in CAD
>>>       - I believe all the necessary leg work needed here is complete.
>>>       Can you confirm @'Timothy Thomas' <tt@thekey.com> & @'Anotte
>>>       Francois' <anotte.francois@thekey.com>?
>>>
>>>
>>>
>>>
>>>
>>> Kind regards-
>>>
>>>
>>>
>>> *Elizabeth Clark*
>>>
>>> Director | *TheKey*
>>>
>>> Mobile: 619.822.4855
>>>
>>>
>>>
>>>
>>>
>>> *From:* eclark@thekey.com <eclark@thekey.com>
>>> *Sent:* Monday, April 21, 2025 2:39 PM
>>> *To:* 'Timothy Thomas' <tt@thekey.com>; 'Katherine Cope' <
>>> katherine.cope@thekey.com>; 'Lyndsey Organ' <lyndsey.organ@thekey.com>;
>>> 'Anotte Francois' <anotte.francois@thekey.com>; 'Troy Riha' <
>>> troy.riha@thekey.com>; adriana.mendez@thekey.com; 'Kristy Poyner' <
>>> kristy.poyner@thekey.com>; 'Joey Taylor' <joey.taylor@thekey.com>;
>>> 'Michelle Schefter' <michelle.kenaga@thekey.com>; 'Frank Liu' <
>>> fliu@thekey.com>; lito.delapena@thekey.com; 'Audra Williams' <
>>> audraw@thekey.com>; 'Monica Johnston' <johnstonm@thekey.com>; 'Renee
>>> Drobek' <renee.drobek@thekey.com>; 'Jeannie Ortiz' <
>>> jeannie.ortiz@thekey.com>; 'Lito Delapena' <lito.delapena@thekey.com>;
>>> 'Kristy Poyner' <kristy.poyner@thekey.com>; 'Donny Deshotels' <
>>> donny.deshotels@thekey.com>
>>> *Cc:* 'Laszlo Kovacs' <laszlo.kovacs@thekey.com>;
>>> natalie.cahoone@thekey.com; 'Alyson Rohane' <alyson.rohane@thekey.com>
>>> *Subject:* Lifeguard Project Status- Week Ending 4/25/25
>>> *Importance:* High
>>>
>>>
>>>
>>> Good Afternoon-
>>>
>>>
>>>
>>> Please see the below updates for the roll out of Lifeguard in Canada. If
>>> there is anything I’ve missed or misrepresented below, please let me know.
>>>
>>>
>>>
>>> Link to the project plan and all supporting information is here.
>>> <https://docs.google.com/spreadsheets/d/1eB_94eGUHmeuV2JgV3HpKvZm8YQDQ6AL/edit?usp=drive_link&ouid=114633849602778058975&rtpof=true&sd=true>
>>>
>>>
>>>
>>> *Key Activities & Action Items for Week Ending 4/25/25:*
>>>
>>>    - B2B Agreement has been fully execuited
>>>       - Tim- <tt@thekey.com> can you please forward me a copy of this
>>>       agreement?
>>>    - Lifeguard has confirmed they will send one invoice with a summary
>>>    for each location, in CAD Currency
>>>    - Tim- <tt@thekey.com>  has scheduled a working session w/the
>>>    Finance Onboarding team to review our first new client paying for the LG
>>>    Service
>>>    - Tim- <tt@thekey.com>  working with LG to confirm the
>>>    reporting/tracking requirements
>>>       - Elizabeth to coordinate working sessions with various internal
>>>       stakeholders to align in the source & reporting systems needed respectively
>>>          - Donny & Renne to support any updates needed to SF, and the
>>>          respective reporting requirements
>>>       - Tim- <tt@thekey.com> to update current Lifeguard Pricing Model,
>>>    to include Tags to be used in CC & NS for each customer type
>>>    - Tim- <tt@thekey.com> to partner with AP & LG teams to coordinate
>>>    proper Supplier Set Up in Coupa, knowing we will be invoiced and paying
>>>    invoices in CAD
>>>       - Once set up @'Anotte <anotte.francois@thekey.com> will ensure
>>>       the workflow in Coupa routes the invoice to each GM for approval before it
>>>       is paid
>>>       - Tim is aware the GMs speed to approve will determine if we can
>>>       meet the Net15 payment terms we agreed to, for the initial 90 days of our
>>>       formal relationship
>>>
>>>
>>>
>>> Gemini Notes from 4/21 Call: LG Invoice Review & Coupa Workflow -
>>> 2025/04/21 12:58 PDT - Notes by Gemini - Google Docs
>>> <https://docs.google.com/document/d/18kFexgu2aiy_0cR-Ma94lPY7iSqm2AxPwFhpiLnZMlY/edit?tab=t.m95uq78afd3x>
>>>
>>>
>>>
>>> Kind regards-
>>>
>>>
>>>
>>> *Elizabeth Clark*
>>>
>>> Director | *TheKey*
>>>
>>> Mobile: 619.822.4855
>>>
>>>
>>>
>>>
>>>
>>> *From:* eclark@thekey.com <eclark@thekey.com>
>>> *Sent:* Tuesday, April 15, 2025 6:07 AM
>>> *To:* 'Timothy Thomas' <tt@thekey.com>; 'Katherine Cope' <
>>> katherine.cope@thekey.com>; 'Lyndsey Organ' <lyndsey.organ@thekey.com>;
>>> 'Anotte Francois' <anotte.francois@thekey.com>; 'Troy Riha' <
>>> troy.riha@thekey.com>; adriana.mendez@thekey.com; 'Kristy Poyner' <
>>> kristy.poyner@thekey.com>; 'Joey Taylor' <joey.taylor@thekey.com>;
>>> 'Michelle Schefter' <michelle.kenaga@thekey.com>; 'Frank Liu' <
>>> fliu@thekey.com>; lito.delapena@thekey.com; 'Jeannie Ortiz' <
>>> jeannie.ortiz@thekey.com>; 'Audra Williams' <audraw@thekey.com>;
>>> 'Monica Johnston' <johnstonm@thekey.com>; 'Renee Drobek' <
>>> renee.drobek@thekey.com>
>>> *Cc:* 'Laszlo Kovacs' <laszlo.kovacs@thekey.com>;
>>> natalie.cahoone@thekey.com; 'Alyson Rohane' <alyson.rohane@thekey.com>
>>> *Subject:* Lifeguard Project Status- Week Ending 4/18/25
>>> *Importance:* High
>>>
>>>
>>>
>>> Good Morning All-
>>>
>>>
>>>
>>> Please see the below updates for the roll out of Lifeguard in Canada.
>>> From an Accounting and OTC perspective, there are no blockers to taking
>>> this new service offering to market! If there is anything I’ve missed or
>>> misrepresented below, please let me know.
>>>
>>>
>>>
>>> Link to the project plan and all supporting information is here.
>>> <https://docs.google.com/spreadsheets/d/1eB_94eGUHmeuV2JgV3HpKvZm8YQDQ6AL/edit?usp=drive_link&ouid=114633849602778058975&rtpof=true&sd=true>
>>>
>>>
>>>
>>> *Key Activities & Action Items for Week Ending 4/18/25:*
>>>
>>>    - B2B Agreement with Chris G for review and approval
>>>       - Once finalized, Tim will share the finalized agreement for
>>>       Clients & LG with impacted operational leaders for review.
>>>    - Lifeguard to confirm they will invoice TheKey separately by
>>>    Canadian entity/location
>>>       - Once confirmed, Coupa stakeholders will meet to discuss
>>>       workflow options to accommodate proper audits by CAD GMs
>>>       - *Invoices sent by LG to Coupa will hit 500758 - Contractual
>>>       COGS*
>>>       - Appwrap has confirmed the correct placement on the Income
>>>       Statement
>>>       - Anotte has confirmed the Commodity was created
>>>    - Tim working with LG to confirm the reporting/tracking requirements
>>>       - Elizabeth to coordinate working sessions with various internal
>>>       stakeholders to align in the source & reporting systems needed respectively
>>>
>>>
>>>
>>>
>>>
>>> *Decisions & Workflow:*
>>>
>>>    - Clients invoiced for services alongside Caregiving services will
>>>    not be invoiced an itemized/unique expense or invoice. Instead, the bill
>>>    rate will be increased.
>>>    - Clients invoiced for just the technology subscription will be
>>>    invoiced an Expense, which will hit Expense Revenue.
>>>       - The description of the billable expense will be “LifeGuard
>>>          Care” or “Lifeguard Care Pro”,
>>>       - Accounting is aware of how to review this and make manual
>>>       adjustments to revenue as appropriate
>>>       - Once the volume for that manual work justifies an enhancement
>>>       CI will support a NetSuite enhancement workshop to automate the process
>>>    - Clients will be tagged in ClearCare and NetSuite, according to the
>>>    below matrix approved by Tim & Accounting
>>>       - This is dependent on the New Client Audit supported by
>>>       Jeannie’s team. The customer must have the appropriate contracts and tags.
>>>
>>>
>>>
>>> Receiving Caregiving Services
>>>
>>> Using Lifeguard System Only (No Billable Caregiving Services)
>>>
>>> Lifeguard Care (Wifi Sensing) –* Tag=* *LGuard Tier 2*
>>>
>>> Lifeguard Pro (Wifi Sensing) –* Tag= LGuard Tier 4*
>>>
>>> Lifeguard Care (Wifi Sensing + Fall Detection) –* Tag= LGuard Tier 1*
>>>
>>> Lifeguard Pro (Wifi Sensing + Fall Detection) –* Tag= LGuard Tier 3*
>>>
>>>
>>>
>>>
>>>
>>> Moving forward, these will be sent weekly, apologies for the delay.
>>>
>>>
>>>
>>> Kind regards-
>>>
>>> *Elizabeth Clark*
>>>
>>> Director, Finance On Boarding, Collections, Billing Help Desk, CI |
>>> *TheKey*
>>>
>>> Mobile: 619.822.4855
>>>
>>>
>>>
>>> <http://www.thekey.com/>
>>>
>>>
>>>
>>

-- 

*Audra N. Williams*

Director, Divisional Operations | TheKey

Mobile: 425.757.7027

<http://www.thekey.com>