Good afternoon, everyone - Please see the latest updates from the
Caribou Canadian expansion project and feel free to reach out with any
questions or updates!
*Project Status:* In Development
*Go Live Date:* Tuesday, March 24th, 2026
*Project Plan*:
https://docs.google.com/spreadsheets/d/1rGh6flszkA0Xj6A51tQdpwSihqC_GVLJOum7tgczfoU/edit?gid=804597482#gid=804597482
*Action Items:*
- @Amanda Soukvilay <amanda@caribou.care> / @Tim Ahong
<tim@caribou.care> confirm
if there are any Canadian caregivers set up in Caribou that @Monica
Johnston <johnstonm@thekey.com> and @Cara Tan <wtan@thekey.com> could
get a test file for send to the dev folder
- @Amanda Soukvilay <amanda@caribou.care> send an updated December
year-end balance that has the totals before the forced redemption to @Joyce
Gonzalez <joyce.gonzalez@thekey.com>
- @Amanda Soukvilay <amanda@caribou.care> add Canada to the same
accounting report used for the other US locations.
*Project Updates: *
- *Development*:
- Integration team is on track
- *UAT*:
- Meeting on 2/17 to begin documenting the use cases for testing from
the system and business teams
* Project Timeline:*
#
TASK TITLE
START DATE
DUE DATE
STATUS
1 Scope 12/4/2025 1/9/2026 Complete
2 Requirements 12/4/2025 1/9/2026 Complete
3 Design 12/4/2025 1/21/2026 Complete
4 Development & QA 1/12/2026 2/25/2026 In Progress
5 UAT 2/2/2026 3/16/2026 Not Started
6 Go Live 3/24/2026 3/24/2026 Not Started
7 Training and Communication 2/2/2026 3/24/2026 Not Started
8 Hypercare 3/24/2026 4/7/2026 Not Started
9 Retrospect 4/23/2026 4/23/2026 Not Started
Best -
*Alyson Rohane*
Continuous Improvement Analyst 3 | *TheKey*
------------------------------
*From:* Alyson Rohane <alyson.rohane@thekey.com>
*Sent:* Wednesday, February 4, 2026 12:36 PM
*To:* Monica Johnston <johnstonm@thekey.com>; Jeff Morris <
jeff.morris@thekey.com>; Tyler Ng <tyler.ng@thekey.com>; Alber Diaz <
adiaz@thekey.com>; Amanda Soukvilay <amanda@caribou.care>; Dulce
Aganan-Coleman <dcoleman@thekey.com>; Phil Schwyter <phil@caribou.care>;
Tim Ahong <tim@caribou.care>; Katherine Guildner <kguildner@thekey.com>;
Troy Riha <troy.riha@thekey.com>; Umesh Shah <ushah@thekey.com>; Cara Tan <
wtan@thekey.com>; John Champagne <john.champagne@thekey.com>; Audra
Williams <audraw@thekey.com>; Tiffany Silton <tsilton@thekey.com>;
joyce.gonzalez@thekey.com <joyce.gonzalez@thekey.com>;
germaine.daniels@thekey.com <germaine.daniels@thekey.com>; rcruz@thekey.com
<rcruz@thekey.com>; Lyndsey Organ <lyndsey.organ@thekey.com>; Olivia Farrow
<olivia.farrow@thekey.com>; Jackie Bock <jacqueline.bock@thekey.com>;
Timothy Thomas <tt@thekey.com>; Monica Johnston <
johnstonm@homecareassistance.com>; Alyson Rohane <alyson.rohane@thekey.com>
*Cc:* Cheryl Logan <cheryl.logan@thekey.com>; Donny Deshotels <
donny.deshotels@thekey.com>; Emily Kraeter <emily.russell@thekey.com>;
elisabeth.cox@thekey.com <elisabeth.cox@thekey.com>
*Subject:* Caribou Canada Expansion Weekly Update - 02/04/2026
Good afternoon, all - Below are the latest updates from the Caribou
Canadian expansion project. Please reach out if you have any questions or
updates!
*Project Status:* In Development
*Go Live Date:* Tuesday, March 24th, 2026
*Project Plan:*
https://docs.google.com/spreadsheets/d/1rGh6flszkA0Xj6A51tQdpwSihqC_GVLJOum7tgczfoU/edit?gid=1775114116#gid=1775114116
*Action Items: *
- @Alyson Rohane <alyson.rohane@thekey.com> set time to begin UAT
preparation.
*Project Updates: *
- *Development*:
- *Involuntary Termination and Deactivation Process*:
- Caribou automatically deactivates a caregiver's account and
cashes out points when they become inactive in Wellsky and
the payroll team
only needed to perform a manual step for US same-day pay requirements.
- The points will be included in the redemptions file and the next
payroll file.
- Closed out the open RAID item.
- *Integration*:
- The workato development is beginning in the current sprint.
- Team is working to resolve the ongoing discussion around holiday
overtime in a separate email thread. Germaine confirmed that for the
Caribou expansion in Canada, hours do not count toward
overtime in the same
way they do under the U.S. FLSA. In Canada, overtime is
calculated at a 1.5
rate only after an employee exceeds 40 hours in a work week.
Therefore, no
additional code is required.
- Closed out the open RAID item.
- *UAT*:
- There is no test environment for Cerdian so the payroll team will
validate the test results without loading to production.
- Setting time to begin discussions on getting use cases documented
and align on the environments
*Project Timeline: *
#
TASK TITLE
START DATE
DUE DATE
STATUS
1 Scope 12/4/2025 1/9/2026 Complete
2 Requirements 12/4/2025 1/9/2026 Complete
3 Design 12/4/2025 1/21/2026 Complete
4 Development & QA 1/12/2026 2/25/2026 In Progress
5 UAT 2/2/2026 3/16/2026 Not Started
6 Go Live 3/24/2026 3/24/2026 Not Started
7 Training and Communication 2/2/2026 3/24/2026 Not Started
8 Hypercare 3/24/2026 4/7/2026 Not Started
9 Retrospect 4/23/2026 4/23/2026 Not Started
Best -
*Alyson Rohane*
Continuous Improvement Analyst 3 | *TheKey*
------------------------------
*From:* Alyson Rohane <alyson.rohane@thekey.com>
*Sent:* Wednesday, January 28, 2026 2:20 PM
*To:* Monica Johnston <johnstonm@thekey.com>; Jeff Morris <
jeff.morris@thekey.com>; Tyler Ng <tyler.ng@thekey.com>; Alber Diaz <
adiaz@thekey.com>; Amanda Soukvilay <amanda@caribou.care>; Dulce
Aganan-Coleman <dcoleman@thekey.com>; Phil Schwyter <phil@caribou.care>;
Tim Ahong <tim@caribou.care>; Katherine Guildner <kguildner@thekey.com>;
Troy Riha <troy.riha@thekey.com>; Umesh Shah <ushah@thekey.com>; Cara Tan <
wtan@thekey.com>; John Champagne <john.champagne@thekey.com>; Audra
Williams <audraw@thekey.com>; Tiffany Silton <tsilton@thekey.com>;
joyce.gonzalez@thekey.com <joyce.gonzalez@thekey.com>;
germaine.daniels@thekey.com <germaine.daniels@thekey.com>; rcruz@thekey.com
<rcruz@thekey.com>; Lyndsey Organ <lyndsey.organ@thekey.com>; Olivia Farrow
<olivia.farrow@thekey.com>; Jackie Bock <jacqueline.bock@thekey.com>;
Alyson Rohane <alyson.rohane@thekey.com>; Timothy Thomas <tt@thekey.com>;
Monica Johnston <johnstonm@homecareassistance.com>
*Cc:* Cheryl Logan <cheryl.logan@thekey.com>; Donny Deshotels <
donny.deshotels@thekey.com>; Emily Kraeter <emily.russell@thekey.com>;
elisabeth.cox@thekey.com <elisabeth.cox@thekey.com>
*Subject:* Caribou Canada Expansion Weekly Update - 01/28/2026
Good afternoon, team - Please see the latest updates from today's call for
the Caribou Canada expansion project. Let us know if you have any questions
or updates!
*Project Status*: In Development
*Go Live Date*: Tuesday, March 24th, 2026
*Project Plan*:
https://docs.google.com/spreadsheets/d/1rGh6flszkA0Xj6A51tQdpwSihqC_GVLJOum7tgczfoU/edit?gid=804597482#gid=804597482
*Action Item: *
- @Alyson Rohane <alyson.rohane@thekey.com> address open RAID items
with @Germaine
Daniels <germaine.daniels@thekey.com>
- @Monica Johnston <johnstonm@homecareassistance.com> send the real life
scenarios to @Joyce Gonzalez <joyce.gonzalez@thekey.com> and Irin to
validate overtime on holidays.
*Project Updates: *
- *Decision*: If a caregiver requests to be removed from the Caribou
rewards program, TheKey will send a standardized opt-out messaging for
participants, including impacts such as ineligibility for rewards and
removal of clock-in/out reminders and referral SMS messages.
- *Development*:
- Caribou added the country field to the portal name file.
- Integration will begin to work on the inbound file to include the
country code.
- Integration has begun working on Cerdian payroll data lake views.
- Open Item: Should there be a pay code for "holiday overtime"?
- Integration team will provide the accounting team with real life
scenarios to validate.
- *Training and Communication*:
- Beginning to build out the communication and training plans.
- Set some time to review at the end of February.
*Project Timeline: *
#
TASK TITLE
START DATE
DUE DATE
STATUS
1 Scope 12/4/2025 1/9/2026 Complete
2 Requirements 12/4/2025 1/9/2026 Complete
3 Design 12/4/2025 1/21/2026 Complete
4 Development & QA 1/12/2026 2/25/2026 In Progress
5 UAT 2/2/2026 3/16/2026 Not Started
6 Go Live 3/24/2026 3/24/2026 Not Started
7 Training and Communication 2/2/2026 3/24/2026 Not Started
8 Hypercare 3/24/2026 4/7/2026 Not Started
9 Retrospect 4/23/2026 4/23/2026 Not Started
Best -
*Alyson Rohane*
Continuous Improvement Analyst 3 | *TheKey*
------------------------------
*From:* Alyson Rohane <alyson.rohane@thekey.com>
*Sent:* Thursday, January 22, 2026 2:50 PM
*To:* Monica Johnston <johnstonm@thekey.com>; Jeff Morris <
jeff.morris@thekey.com>; Tyler Ng <tyler.ng@thekey.com>; Alber Diaz <
adiaz@thekey.com>; Amanda Soukvilay <amanda@caribou.care>; Dulce
Aganan-Coleman <dcoleman@thekey.com>; Phil Schwyter <phil@caribou.care>;
Tim Ahong <tim@caribou.care>; Katherine Guildner <kguildner@thekey.com>;
Troy Riha <troy.riha@thekey.com>; Umesh Shah <ushah@thekey.com>; Cara Tan <
wtan@thekey.com>; John Champagne <john.champagne@thekey.com>; Audra
Williams <audraw@thekey.com>; Tiffany Silton <tsilton@thekey.com>;
joyce.gonzalez@thekey.com <joyce.gonzalez@thekey.com>;
germaine.daniels@thekey.com <germaine.daniels@thekey.com>; rcruz@thekey.com
<rcruz@thekey.com>; Lyndsey Organ <lyndsey.organ@thekey.com>; Olivia Farrow
<olivia.farrow@thekey.com>; Jackie Bock <jacqueline.bock@thekey.com>
*Cc:* Cheryl Logan <cheryl.logan@thekey.com>; Donny Deshotels <
donny.deshotels@thekey.com>; Emily Kraeter <emily.russell@thekey.com>;
elisabeth.cox@thekey.com <elisabeth.cox@thekey.com>
*Subject:* Caribou Weekly Update - 01/21/2026
Good afternoon, all - Please see the latest updates for the Caribou
Canadian Expansion project. Feel free to reach out if you have any
questions or updates!
*Project Status:* Development
*Project Plan:*
https://docs.google.com/spreadsheets/d/1rGh6flszkA0Xj6A51tQdpwSihqC_GVLJOum7tgczfoU/edit?gid=1274608398#gid=1274608398
*Action Items: *
- @Katherine Midura <kguildner@thekey.com> follow up with legal and
Nina to weigh in on the caregiver's request to be removed from the reward
system and have their data deleted.
*Project Updates: *
- *Design*: Umesh completed the detailed design and handed it over to
the development teams.
- Issue: A caregiver requested to opt out of the program and have their
data removed.
- The full data deletion may not be applicable for active employees
under current policy and privacy regulations.
- Interim approach is to stop non-essential communications (i.e.
texts) while keeping the caregiver enrolled, since full removal may
conflict with the program’s structure as an employee benefit.
- The team is reaching out to legal for guidance and long term
resolution.
*Project Timelines:*
#
TASK TITLE
START DATE
DUE DATE
STATUS
1 Scope 12/4/2025 1/9/2026 Complete
2 Requirements 12/4/2025 1/9/2026 Complete
3 Design 12/4/2025 1/21/2026 Complete
4 Development & QA 1/12/2026 2/25/2026 In Progress
5 UAT 2/2/2026 3/16/2026 Not Started
6 Go Live 3/24/2026 3/24/2026 Not Started
7 Training and Communication 2/2/2026 3/24/2026 Not Started
8 Hypercare 3/24/2026 4/7/2026 Not Started
9 Retrospect 4/23/2026 4/23/2026 Not Started
Best -
*Alyson Rohane*
Continuous Improvement Analyst 3 | *TheKey*
------------------------------
*From:* Alyson Rohane <alyson.rohane@thekey.com>
*Sent:* Wednesday, January 14, 2026 6:16 PM
*To:* Monica Johnston <johnstonm@thekey.com>; Jeff Morris <
jeff.morris@thekey.com>; Tyler Ng <tyler.ng@thekey.com>; Alber Diaz <
adiaz@thekey.com>; Amanda Soukvilay <amanda@caribou.care>; Dulce
Aganan-Coleman <dcoleman@thekey.com>; Phil Schwyter <phil@caribou.care>;
Tim Ahong <tim@caribou.care>; Katherine Guildner <kguildner@thekey.com>;
Troy Riha <troy.riha@thekey.com>; Umesh Shah <ushah@thekey.com>; Cara Tan <
wtan@thekey.com>; John Champagne <john.champagne@thekey.com>; Audra
Williams <audraw@thekey.com>; Tiffany Silton <tsilton@thekey.com>;
joyce.gonzalez@thekey.com <joyce.gonzalez@thekey.com>;
germaine.daniels@thekey.com <germaine.daniels@thekey.com>; rcruz@thekey.com
<rcruz@thekey.com>; Lyndsey Organ <lyndsey.organ@thekey.com>; Olivia Farrow
<olivia.farrow@thekey.com>; Jackie Bock <jacqueline.bock@thekey.com>
*Cc:* Cheryl Logan <cheryl.logan@thekey.com>; Donny Deshotels <
donny.deshotels@thekey.com>; Emily Kraeter <emily.russell@thekey.com>;
elisabeth.cox@thekey.com <elisabeth.cox@thekey.com>
*Subject:* Caribou Weekly Update - 01/14/2026
Good evening, everyone - Please see the latest update for the Caribou
Canadian Expansion project and reach out if you have any questions or
updates!
*Project Status:* Design
*Project Plan:*
https://docs.google.com/spreadsheets/d/1rGh6flszkA0Xj6A51tQdpwSihqC_GVLJOum7tgczfoU/edit?gid=1775114116#gid=1775114116
*Action Items: *
- @Katherine Midura <kguildner@thekey.com> to review and confirm the
project timeline
- @Umesh Shah <ushah@thekey.com> complete the mapping detailed design
*Project Updates: *
- *Design*
- Umesh presented the high level design on 1/8/2026 to the project
team
- *Design Deck:*
https://docs.google.com/presentation/d/1S-TcgKZ47q0RS1blRgwv3wnyrnXLiHMaTwTAyG6tF8I/edit
- *Caribou Mapping (Detailed Design) Document: *
https://docs.google.com/spreadsheets/d/1WKpMxOrONaa56VFikowqLNXm8dkdl08WBdWmzZfHiWA/edit?gid=0#gid=0
- Built out the steps for the project plan and established the
timeline
- Tim Thomas (GM over Canada) approved the proposed timeline
*Proposed Project Timeline: *
Milestone Start Due
Design 12/14/2025 1/17/2026
Development & QA 1/12/2026 2/25/2026
UAT 2/2/2026 3/17/2026
Deployment Preparation 3/16/2026 3/23/2026
Go Live 3/24/2026 3/24/2026
Best -
*Alyson Rohane*
Continuous Improvement Analyst 3 | *TheKey*
------------------------------
*From:* Alyson Rohane <alyson.rohane@thekey.com>
*Sent:* Thursday, December 11, 2025 1:08 PM
*To:* Monica Johnston <johnstonm@thekey.com>; Jeff Morris <
jeff.morris@thekey.com>; Tyler Ng <tyler.ng@thekey.com>; Alber Diaz <
adiaz@thekey.com>; Amanda Soukvilay <amanda@caribou.care>; Dulce
Aganan-Coleman <dcoleman@thekey.com>; Phil Schwyter <phil@caribou.care>;
Tim Ahong <tim@caribou.care>; Katherine Guildner <kguildner@thekey.com>;
Troy Riha <troy.riha@thekey.com>; Umesh Shah <ushah@thekey.com>; Cara Tan <
wtan@thekey.com>; John Champagne <john.champagne@thekey.com>; Audra
Williams <audraw@thekey.com>; Tiffany Silton <tsilton@thekey.com>;
joyce.gonzalez@thekey.com <joyce.gonzalez@thekey.com>;
germaine.daniels@thekey.com <germaine.daniels@thekey.com>; rcruz@thekey.com
<rcruz@thekey.com>; Lyndsey Organ <lyndsey.organ@thekey.com>; Olivia Farrow
<olivia.farrow@thekey.com>; Alyson Rohane <alyson.rohane@thekey.com>;
Jackie Bock <jacqueline.bock@thekey.com>
*Cc:* Cheryl Logan <cheryl.logan@thekey.com>; Donny Deshotels <
donny.deshotels@thekey.com>; Emily Kraeter <emily.russell@thekey.com>;
elisabeth.cox@thekey.com <elisabeth.cox@thekey.com>
*Subject:* Caribou Weekly Update - 12/10/2025
Good afternoon, everyone - Please see the latest updates from the Caribou
Phase 3 (Expansion) project. If you have any questions or updates, feel
free to reach out!
*Project Status: *
*Phase 2*: BAU
*Phase 3 (US)*: Hypercare
*Phase 3 (CAD)*: Discovery (Requirements)
*Action Items: *
- @Monica Johnston <johnstonm@thekey.com> revisit the report for what
overtime was paid in early January.
- @Alyson Rohane <alyson.rohane@thekey.com> will draft a process flow
for adding a new location (US) and send to @Amanda Soukvilay
<amanda@caribou.care> for validation.
- @Katherine Midura <kguildner@thekey.com> to follow up with Phil in the
marketing efforts that were recently released. If it is necessary,
bring in @Jackie
Bock <jacqueline.bock@thekey.com> and @Jeff Morris
<jeff.morris@thekey.com> to investigate.
- @Katherine Midura <kguildner@thekey.com> follow up with Legal to
confirm the timing for sending notifications for involuntary
terminations and the impact of declining terminations.
- Once receiving the above information, @Tyler Ng <tyler.ng@thekey.com> to
confirm the timelines for development
- @Tim Ahong <tim@caribou.care> add the portal IDs to both the
redemptions and transactions inbound files on dev first.
*Project Updates:*
- *Phase 3 (US)*:
- *Involuntary Termination Process*:
- Payroll should receive notifications from Workday as soon as the
initiation stage.
- With the new $0 button feature in Caribou rolling out, the
notifications no longer need to be sent to Caribou.
- Legal needs to confirm the timing and implications of declining
terminations after a manager initiates them.
- *Referrals*:
- Caribou sends referrals for current employees by design but
these cause avoidable integration errors. Since they are
informational only
and require no action, the team agreed to filter these records out to
prevent support tickets.
- To improve reporting accuracy especially for caregivers active
in multiple portals, the team agreed to add Portal ID to both the
transaction inbound file and the Workday payroll (redemption) file.
- Adding Portal ID will help, but redemptions still cannot be
reliably tied to a specific agency if caregivers belong to multiple
locations. Reporting may need to default to the caregiver’s
main profile
location.
- *RAID*:
# RAIDD Importance Item Description Status Decision Makers
29 Action Mild Onboarding Process Document to process to add agency +
locations (process flow) Open Amanda/Alyson
40 Dependency High Reward Types Determine what overtime was paid for
reporting purposes in tableau Open Amanda
Umesh, Germaine, Katherine
70 Action Mild Involun Terms Process Adding notifications from Workday
(timing confirmation) Open Tyler/Katherine
71 Decision High Involun Terms When should this be completed? Open Tyler
- *Phase 3 (CAD)*:
- We have a few meetings next week to begin discovery and address the
open RAID items.
Best -
*Alyson Rohane*
Continuous Improvement Analyst 3 | *TheKey*
------------------------------
*From:* Alyson Rohane <alyson.rohane@thekey.com>
*Sent:* Wednesday, December 3, 2025 11:36 AM
*To:* Monica Johnston <johnstonm@thekey.com>; Jeff Morris <
jeff.morris@thekey.com>; Tyler Ng <tyler.ng@thekey.com>; Alber Diaz <
adiaz@thekey.com>; Amanda Soukvilay <amanda@caribou.care>; Dulce
Aganan-Coleman <dcoleman@thekey.com>; Phil Schwyter <phil@caribou.care>;
Tim Ahong <tim@caribou.care>; Katherine Guildner <kguildner@thekey.com>;
Troy Riha <troy.riha@thekey.com>; Umesh Shah <ushah@thekey.com>; Cara Tan <
wtan@thekey.com>; John Champagne <john.champagne@thekey.com>; Audra
Williams <audraw@thekey.com>; Tiffany Silton <tsilton@thekey.com>;
joyce.gonzalez@thekey.com <joyce.gonzalez@thekey.com>;
germaine.daniels@thekey.com <germaine.daniels@thekey.com>; rcruz@thekey.com
<rcruz@thekey.com>; Lyndsey Organ <lyndsey.organ@thekey.com>; Olivia Farrow
<olivia.farrow@thekey.com>
*Cc:* Cheryl Logan <cheryl.logan@thekey.com>; Donny Deshotels <
donny.deshotels@thekey.com>; Emily Kraeter <emily.russell@thekey.com>;
elisabeth.cox@thekey.com <elisabeth.cox@thekey.com>
*Subject:* Caribou Weekly Update - 12/03/2025
Good afternoon, all - Below are the latest updates for the Caribou Phase 3
(Expansion) project. Please feel free to reach out with any questions or
updates!
*Project Status:*
*Phase 2:* Hypercare
*Phase 3 (US):* Go Live
*Phase 3 (CAD):* Scope and Requirements
*Action Items: *
- *HIGH PRIORITY*: @Umesh Shah <ushah@thekey.com> review the issue for
requesting access in Saviynt
- @Umesh Shah <ushah@thekey.com> to provide the template to bulk upload
to Saviynt for admin
- @germaine.daniels@thekey.com <germaine.daniels@thekey.com> confirm
which team members from the payroll will need access to Caribou and be
included in the training session.
- @Monica Johnston <johnstonm@thekey.com> update the Tableau report to
include the agency ID and name for reconciliation in Workday
- @Amanda Soukvilay <amanda@caribou.care> include the GMs, @Audra
Williams <audraw@thekey.com>(East) & @Tiffany Silton
<tsilton@thekey.com> (West)
on the connect calls.
- Alyson - Include the ID error to the agenda for the call on 12/4
with @Umesh
Shah <ushah@thekey.com>, @Monica Johnston <johnstonm@thekey.com>, @Amanda
Soukvilay <amanda@caribou.care> and @Tim Ahong <tim@caribou.care>
- @Amanda Soukvilay <amanda@caribou.care> share the list of Job IDs and
98 candidates to @Jeff Morris <jeff.morris@thekey.com> and @Monica
Johnston <johnstonm@thekey.com> to troubleshoot.
*Project Updates:*
- *Phase 3 (US)*:
- Deployment to production for most of the US locations went live on
Tuesday 12/2.
- *Integration Update: *
- Error: Small error with the inbound admin user files where the
external ID format changed from numeric WorkDay employee ID
to an ID that
includes text (poses issues when adding new users).
- *Proposed solution*: If this is a permanent change, the
integration team can make these changes, but we need to
confirm if there
are impacts to Sayvint.
- *P**ayroll Update: *
- Germaine confirmed to keep the agency name and ID for the
Tableau report to reconcile data loaded into Workday.
- *Risk*: For caregivers working in more than one agency, the
report will only show one agency ID because there is no
way to link earned
points to a specific agency.
- *iCims Update:*
- ICims is not showing candidates flow through to the new jobs created,
only to the existing job ID.
- There are no errors on Caribou's end.
- *Adding a new location: *
- *Scenario 1*: A new location in a new Caribou portal
- Create the portal
- Configure branches and tags
- Receive caregivers
- Trigger a manual visit backfill to account for existing
caregivers
- This will require coordination since it is a manual
process (i.e. Including a location that was originally
exclude in the
expansion)
- *Scenario 2:* New location joining an existing Caribou portal
- Set a meeting to discuss the challenge of identifying new
hires vs. existing staff to avoid accidental new joiner
milestone rewards
for existing caregivers
- *Phase 3 (CAD)*:
- Meeting on 12/4 to discuss the scope, requirements and design for
the Canadian expansion.
Best -
*Alyson Rohane*
Continuous Improvement Analyst 3 | *TheKey*
------------------------------
*From:* Alyson Rohane <alyson.rohane@thekey.com>
*Sent:* Tuesday, November 25, 2025 3:17 PM
*To:* Monica Johnston <johnstonm@thekey.com>; Jeff Morris <
jeff.morris@thekey.com>; Tyler Ng <tyler.ng@thekey.com>; Alber Diaz <
adiaz@thekey.com>; Amanda Soukvilay <amanda@caribou.care>; Dulce
Aganan-Coleman <dcoleman@thekey.com>; Phil Schwyter <phil@caribou.care>;
Tim Ahong <tim@caribou.care>; Katherine Guildner <kguildner@thekey.com>;
Troy Riha <troy.riha@thekey.com>; Umesh Shah <ushah@thekey.com>; Cara Tan <
wtan@thekey.com>; John Champagne <john.champagne@thekey.com>; Audra
Williams <audraw@thekey.com>; Tiffany Silton <tsilton@thekey.com>;
joyce.gonzalez@thekey.com <joyce.gonzalez@thekey.com>;
germaine.daniels@thekey.com <germaine.daniels@thekey.com>; rcruz@thekey.com
<rcruz@thekey.com>; Lyndsey Organ <lyndsey.organ@thekey.com>; Olivia
Farrow <olivia.farrow@thekey.com>
*Cc:* Cheryl Logan <cheryl.logan@thekey.com>; Donny Deshotels <
donny.deshotels@thekey.com>; Emily Kraeter <emily.russell@thekey.com>;
elisabeth.cox@thekey.com <elisabeth.cox@thekey.com>
*Subject:* Caribou Weekly Update - 11/25/2025
Good afternoon, everyone - Please see the latest updates for the Caribou
Phase 2 (Automation) & Phase 3 (Expansion) project. Feel free to reach out
if you have any questions or updates!
*Project Status*: QAT
*Phase 2*: Hypercare
*Phase 3 (US):* QAT
*Phase 3 (CAD):* Scope and Requirements
*Action Items: *
- @Audra Williams <audraw@thekey.com> @Tiffany Silton
<tsilton@thekey.com> @Katherine Guildner <kguildner@thekey.com> review
the Bulk Admin file and questions from @Amanda Soukvilay
<amanda@caribou.care> and provide approval by Monday, 12/1.
- @rcruz@thekey.com <rcruz@thekey.com> to send the external
communication to notify the caregivers that Caribou will be going live next
week by Wednesday, 11/26.
- Once the file has been ingested in Caribou, @Amanda Soukvilay
<amanda@caribou.care> select ~10 caregivers for QAT
- @Katherine Guildner <kguildner@thekey.com> will validate the data
matches for the 10 caregivers (hire date, carelog data and the caregiver
count)
- @Olivia Farrow <olivia.farrow@thekey.com> finalize and send the
internal communication notices for Go Live on Tuesday, 12/2.
- @rcruz@thekey.com <rcruz@thekey.com> send the external communication
to notify caregivers of Go Live on Tuesday, 12/2.
- @Monica Johnston <johnstonm@thekey.com> add the Caribou portals to the
Tableau report (assist the payroll team with identifying caregivers who
have multiple accounts under multiple portals).
- @Tim Ahong <tim@caribou.care> to make the change on development to get
a version of the branches file without the location ID, dropping it in the
test or dev folder.
- Alyson - Book time with @Umesh Shah <ushah@thekey.com> @Amanda
Soukvilay <amanda@caribou.care> and @Tim Ahong <tim@caribou.care> (optional)
to discuss the Saviynt role naming convention.
*Project Updates: *
*Phase 3 (US):*
- The updates to the outbound files have been successfully updated,
deployed to production, and validated in Caribou.
- The historical file was sent from TheKey to Caribou.
- the Bay Area program is still running based on Wells Sky scheduled
reports, and the migration will be held off until after December 2nd to
allow for a buffer for the US expansion
*Phase 3 (CAD): *
- There is a call the first week of December to begin scoping and
requirements for the Canadian expansion.
- The goal is to identify a go live date based on what development is
required.
*Project Timeline: *
#
TASK TITLE
START DATE
DUE DATE
STATUS
1
Scope
8/1/2025
10/8/2025
Complete
2
Requirements
8/1/2025
8/14/2025
Complete
3
Development & QA
8/14/2025
10/24/2025
Complete
4
UAT
9/2/2025
11/10/2025
Complete
5
Go Live (Phase 2)
11/12/2025
11/12/2025
Complete
6
Go Live (Phase 3 - US Expansion)
12/1/2025
12/1/2025
Not Started
7
Training and Communication
11/3/2025
11/21/2025
Complete
8
Hypercare
9/4/2025
9/18/2025
Not Started
9
Post Mortem
10/4/2025
12/31/2025
Not Started
Best -
*Alyson Rohane*
Continuous Improvement Analyst 3 | *TheKey*
------------------------------
*From:* Alyson Rohane <alyson.rohane@thekey.com>
*Sent:* Wednesday, November 19, 2025 10:51 AM
*To:* Monica Johnston <johnstonm@thekey.com>; Jeff Morris <
jeff.morris@thekey.com>; Tyler Ng <tyler.ng@thekey.com>; Alber Diaz <
adiaz@thekey.com>; Amanda Soukvilay <amanda@caribou.care>; Dulce
Aganan-Coleman <dcoleman@thekey.com>; Phil Schwyter <phil@caribou.care>;
Tim Ahong <tim@caribou.care>; Katherine Guildner <kguildner@thekey.com>;
Troy Riha <troy.riha@thekey.com>; Umesh Shah <ushah@thekey.com>; Cara Tan <
wtan@thekey.com>; John Champagne <john.champagne@thekey.com>; Audra
Williams <audraw@thekey.com>; Tiffany Silton <tsilton@thekey.com>;
joyce.gonzalez@thekey.com <joyce.gonzalez@thekey.com>;
germaine.daniels@thekey.com <germaine.daniels@thekey.com>; rcruz@thekey.com
<rcruz@thekey.com>; Lyndsey Organ <lyndsey.organ@thekey.com>; Olivia
Farrow <olivia.farrow@thekey.com>
*Cc:* Cheryl Logan <cheryl.logan@thekey.com>; Donny Deshotels <
donny.deshotels@thekey.com>; Emily Kraeter <emily.russell@thekey.com>;
elisabeth.cox@thekey.com <elisabeth.cox@thekey.com>
*Subject:* Caribou Weekly Update - 11/19/2025
Good afternoon, all - Please see the latest updates for the Caribou Phase 2
(Automation) & Phase 3 (Expansion) project. Let me know if you have any
updates or questions!
*Project Status: *Development
*Phase 2*: Hypercare
*Phase 3 (US):* Development
*Phase 3 (CAD): *Scope and Requirements
*Action Items: *
- @Tim Ahong <tim@caribou.care> add the Location IDs to the mock file
for @Monica Johnston <johnstonm@thekey.com>
*Project Updates: *
- *Decision*:
- We will move forward with go live on Tuesday, 12/2/25 and include the
updates to the script (mapping multiple locations to one branch).
- *Development Updates to the recipe(s)*:
- The mock file needs to include the Location IDs. Tim (Caribou) will
provide those by EOD 11/19.
- After Monica's team receives the mock file, they can proceed with
updating the recipe scripts. They are targeting to have these
completed by
Monday 11/24 to allow a quick test and deployment on Wednesday 11/26.
- *RISK*: Limited to little testing due to the time constraints
including the updates.
- The highest priority is modifying the views and deploying to
production. These need to be completed by Wednesday 11/26.
- Since the portals are in pre-launch mode, if anything gets pushed
through that is incorrect, Tim confirmed Caribou can remove them
before the
launch.
- *Go Live Phase 3 (US Expansion)*:
- Once the full file is received, Monica will send the historical files
(including the caregiver outbound file from production and the manual
historical carelogs).
- Umesh and Monica confirmed that we can remove the location ID from
the branches file after go live since Monica's team can remove
the location
ID after go live.
- Once Tim turns on the visibility of the new locations in the
branches file, TheKey can begin sending data. It would be beneficial to
send the regular files earlier than the historical files.
- Caribou needs the historical file because it requires 90 days of
history, and the current file only sends the last two weeks.
- *Training and Communication*:
- Olivia will manage sending out the go live communications for our
internal teams.
- Amanda will still own partnering with Roxana to send out the
Caregiver notices.
- We have completed 8/10 of the training sessions for the local
office and recruiting teams. These will be wrapped up on Thursday 11/20.
- *RAID*: RAID Tab:
https://docs.google.com/spreadsheets/d/1rGh6flszkA0Xj6A51tQdpwSihqC_GVLJOum7tgczfoU/edit?gid=311534734#gid=311534734
*Project Timeline: *
#
TASK TITLE
START DATE
DUE DATE
STATUS
1
Scope
8/1/2025
10/8/2025
Complete
2
Requirements
8/1/2025
8/14/2025
Complete
3
Development & QA
8/14/2025
10/24/2025
Complete
4
UAT
9/2/2025
11/10/2025
Complete
5
Go Live (Phase 2)
11/12/2025
11/12/2025
Complete
6
Go Live (Phase 3 - US Expansion)
12/1/2025
12/1/2025
Not Started
7
Training and Communication
11/3/2025
11/21/2025
In Progress
8
Hypercare
9/4/2025
9/18/2025
Not Started
9
Post Mortem
10/4/2025
12/31/2025
Not Started
Best
*Alyson Rohane*
Continuous Improvement Analyst 3 | TheKey
------------------------------
*From:* Alyson Rohane <alyson.rohane@thekey.com>
*Sent:* Wednesday, November 12, 2025 12:34 PM
*To:* Monica Johnston <johnstonm@thekey.com>; Jeff Morris <
jeff.morris@thekey.com>; Tyler Ng <tyler.ng@thekey.com>; Alber Diaz <
adiaz@thekey.com>; Amanda Soukvilay <amanda@caribou.care>; Dulce
Aganan-Coleman <dcoleman@thekey.com>; Phil Schwyter <phil@caribou.care>;
Tim Ahong <tim@caribou.care>; Katherine Guildner <kguildner@thekey.com>;
Troy Riha <troy.riha@thekey.com>; Umesh Shah <ushah@thekey.com>; Cara Tan <
wtan@thekey.com>; John Champagne <john.champagne@thekey.com>; Audra
Williams <audraw@thekey.com>; Tiffany Silton <tsilton@thekey.com>;
joyce.gonzalez@thekey.com <joyce.gonzalez@thekey.com>;
germaine.daniels@thekey.com <germaine.daniels@thekey.com>; rcruz@thekey.com
<rcruz@thekey.com>; Lyndsey Organ <lyndsey.organ@thekey.com>
*Cc:* Cheryl Logan <cheryl.logan@thekey.com>; Donny Deshotels <
donny.deshotels@thekey.com>; Emily Kraeter <emily.russell@thekey.com>;
elisabeth.cox@thekey.com <elisabeth.cox@thekey.com>
*Subject:* Caribou Weekly Update - 11/12/2025
Good afternoon, everyone - Please see the latest updates for the Caribou
Phase 2 (Automation) and Phase 3 (Expansion) project. Feel free to reach
out with any questions or updates!
*Project Status: *Go Live (Phase 2 Automation)
*Action Items: *
- @Monica Johnston <johnstonm@thekey.com> and @Tim Ahong
<tim@caribou.care> confirm once the script/recipes for the Outbound
Files have been deployed to production.
- Alyson set call with @Umesh Shah <ushah@thekey.com> @Monica Johnston
<johnstonm@thekey.com> @Amanda Soukvilay <amanda@caribou.care> @Tim Ahong
<tim@caribou.care> to discuss the solution for mapping multiple
locations to one branch.
*Project Updates:*
- *Phase 2*:
- UAT has successfully passed.
- *Testing Script*:
https://docs.google.com/spreadsheets/d/1CF9vrqyipfkoUidHwbO0FJ6i6ihNKbimlWOwlp5sPeY/edit?gid=1884939672#gid=1884939672
- The scripts for the Outbound Files automation will be deployed
into production on 11/12. This will impact the Bay Area.
- *Training and Communication*:
- The RDO, RM & GM recap has been sent out. This includes the training
resources, the recording of the training and who to contact with any
questions.
- The CGM's training sessions begin on 11/12 and will be completed on
11/20. These are sorted by region.
- *RAID*:
- *Open Decision Item:*
- Multiple locations under 1 branch (Solution call on 11/17)
- *RAID Tab*:
https://docs.google.com/spreadsheets/d/1rGh6flszkA0Xj6A51tQdpwSihqC_GVLJOum7tgczfoU/edit?gid=311534734#gid=311534734
*Project Timeline: *
#
TASK TITLE
START DATE
DUE DATE
STATUS
1
Scope
8/1/2025
10/8/2025
Complete
2
Requirements
8/1/2025
8/14/2025
Complete
3
Development & QA
8/14/2025
10/24/2025
Complete
4
UAT
9/2/2025
11/10/2025
Complete
5
Go Live (Phase 2)
11/12/2025
11/12/2025
In Progress
6
Go Live (Phase 3 - US Expansion)
12/1/2025
12/1/2025
Not Started
7
Training and Communication
11/3/2025
11/21/2025
In Progress
8
Hypercare
9/4/2025
9/18/2025
Not Started
9
Post Mortem
10/4/2025
12/31/2025
Not Started
Best -
*Alyson Rohane*
Continuous Improvement Analyst 3 | *TheKey*
------------------------------
*From:* Alyson Rohane <alyson.rohane@thekey.com>
*Sent:* Wednesday, November 5, 2025 4:39 PM
*To:* Monica Johnston <johnstonm@thekey.com>; Jeff Morris <
jeff.morris@thekey.com>; Tyler Ng <tyler.ng@thekey.com>; Alber Diaz <
adiaz@thekey.com>; Amanda Soukvilay <amanda@caribou.care>; Dulce
Aganan-Coleman <dcoleman@thekey.com>; Phil Schwyter <phil@caribou.care>;
Tim Ahong <tim@caribou.care>; Katherine Guildner <kguildner@thekey.com>;
Troy Riha <troy.riha@thekey.com>; Umesh Shah <ushah@thekey.com>; Cara Tan <
wtan@thekey.com>; John Champagne <john.champagne@thekey.com>; Audra
Williams <audraw@thekey.com>; Tiffany Silton <tsilton@thekey.com>;
joyce.gonzalez@thekey.com <joyce.gonzalez@thekey.com>; Emily Kraeter <
emily.russell@thekey.com>; elisabeth.cox@thekey.com <
elisabeth.cox@thekey.com>; germaine.daniels@thekey.com <
germaine.daniels@thekey.com>; rcruz@thekey.com <rcruz@thekey.com>; Lyndsey
Organ <lyndsey.organ@thekey.com>
*Cc:* Cheryl Logan <cheryl.logan@thekey.com>; Donny Deshotels <
donny.deshotels@thekey.com>
*Subject:* Caribou Weekly Update - 11/05/2025
Good afternoon, all - Below are the latest updates from the Caribou Phase 2
(Automation) and Phase 3 (Expansion) project. Please feel free to reach you
with any questions or updates!
*Project Status*: In UAT
*Action Status*:
- @Cara Tan <wtan@thekey.com> provide an update on troubleshooting the
Schedule Outbound defect.
- @Tiffany Silton <tsilton@thekey.com> @Audra Williams
<audraw@thekey.com> & @Katherine Guildner <kguildner@thekey.com> to
confirm the decision for when a caregiver transfers from one portal to
another.
- @Amanda Soukvilay <amanda@caribou.care> follow up to confirm why @Lyndsey
Organ <lyndsey.organ@thekey.com> did not receive the monthly scheduled
report with the caregiver balances for accrual.
- @Amanda Soukvilay <amanda@caribou.care> confirm once the branch,
location and portal names are approved by Emily and the RDOs.
- @Amanda Soukvilay <amanda@caribou.care> review the option of
potentially consolidating the branches related to the name convention issue
with @Tim Ahong <tim@caribou.care>
*Project Updates*:
- *Phase 2 Go Live Date*:
- Due to the defect identified during UAT, we have pushed go live out a
week to allow time for the integration team to look into the
issue, decide
an approach and potentially complete some more UAT to cover the impacted
scenarios.
- *UAT*:
- Caregiver Outbound and Carelogs Outbound have both passed.
- Schedule Outbound - In Progress
- *Defect*: The Care Log ID is expected to be null, but the issue was
with completed schedules where the Care Log ID was blank and
the status was
still showing "scheduled". Cara is looking into the issue and
will provide
an update and next steps.
- *Training and Communication*:
- The RDO, RM & GM trainings have been completed.
- The next two weeks will include the 6 CGM training sessions broken
out by regions.
- RAID:
- *RAID Tab*:
https://docs.google.com/spreadsheets/d/1rGh6flszkA0Xj6A51tQdpwSihqC_GVLJOum7tgczfoU/edit?gid=300200915#gid=300200915
#
RAIDD
Importance
Item
Description
Status
Decision Makers
29
Action
Mild
Onboarding Process
Document to process to add agency + locations (process flow)
Open
Amanda/Alyson
40
Dependency
High
Reward Types
Pull the reward types (Pay codes) from Caribou into Workday so the business
has the ability to report on reward type in tableau (breakdown for finance)
Open
Amanda
Umesh, Germaine, Katherine
52
Action
High
Branch Names
Branch name approvals from Emily by 10/31
Open
Katherine/Amanda
54
Decision
Mild
Transfer Portal
If a caregiver is transferred to a new portal, how will the milestones
work? (Caregivers who'd be active in multiple Caribou portals in 2025 )
Open
Katherine Tiffany & Audra > Amanda, Tim
62
Action
Mild
Post Go Live Office Hours
Add office hours - Confirm list of attendees
Open
Katherine, Audra & Tiffany
Amanda and Alyson
63
Decision
Mild
Involun Terms Process
Can the field own the inv term process for caregivers? Updating Caribou and
notifying the Workday team?
Open
Audra & Tiffany
*Project Timeline*:
#
TASK TITLE
START DATE
DUE DATE
STATUS
1
Scope
8/1/2025
10/8/2025
Complete
2
Requirements
8/1/2025
8/14/2025
Complete
3
Development & QA
8/14/2025
10/24/2025
Complete
4
UAT
9/2/2025
11/10/2025
In Progress
5
Go Live (Phase 2)
11/12/2025
11/12/2025
Not Started
6
Go Live (Phase 3 - US Expansion)
12/1/2025
12/1/2025
Not Started
7
Training and Communication
11/3/2025
11/21/2025
Not Started
8
Hypercare
9/4/2025
9/18/2025
Not Started
9
Post Mortem
10/4/2025
12/31/2025
Not Started
Best -
*Alyson Rohane*
Continuous Improvement Analyst 3 | *TheKey*
------------------------------
*From:* Alyson Rohane <alyson.rohane@thekey.com>
*Sent:* Wednesday, October 29, 2025 9:52 PM
*To:* Monica Johnston <johnstonm@thekey.com>; Jeff Morris <
jeff.morris@thekey.com>; Tyler Ng <tyler.ng@thekey.com>; Alber Diaz <
adiaz@thekey.com>; Amanda Soukvilay <amanda@caribou.care>; Dulce
Aganan-Coleman <dcoleman@thekey.com>; Phil Schwyter <phil@caribou.care>;
Tim Ahong <tim@caribou.care>; Katherine Guildner <kguildner@thekey.com>;
Troy Riha <troy.riha@thekey.com>; Umesh Shah <ushah@thekey.com>; Cara Tan <
wtan@thekey.com>; John Champagne <john.champagne@thekey.com>; Audra
Williams <audraw@thekey.com>; Tiffany Silton <tsilton@thekey.com>; Emily
Kraeter <emily.russell@thekey.com>; elisabeth.cox@thekey.com <
elisabeth.cox@thekey.com>; germaine.daniels@thekey.com <
germaine.daniels@thekey.com>; rcruz@thekey.com <rcruz@thekey.com>
*Cc:* Cheryl Logan <cheryl.logan@thekey.com>; Donny Deshotels <
donny.deshotels@thekey.com>
*Subject:* Caribou Weekly Update - 10/29/2025
Hello everyone - Please see the latest updates from the Caribou Phase 2
(Automation) and Phase 3 (Expansion) project. Feel free to reach out if you
have any questions or updates!
*Project Status:* In UAT
*Action Items: *
- Alyson:
- Set time to discuss the pay code with Germiane, Katherine, Amanda, Tim
and Monica
- Set time to discuss the use case where a caregiver is transferred
from one portal to another and the impact to the milestones with Tim,
Amanda, Katherine and Monica.
- Set time with the TA team to address the bonuses situation once we
roll out the expansion (pending Amanda's availability)
- Confirm with Tiffany if there is ever a scenario where there is a
caregiver active at Tender Rose and Bay Area
- @Katherine Midura <kguildner@thekey.com> confirm that the Daughterly
location is rolled up under the Alpine URL.
- @Jeff Morris <jeff.morris@thekey.com> add the location IDs
- @Amanda Soukvilay <amanda@caribou.care> will work with @Tim Ahong
<tim@caribou.care> to get the process from the Caribou site with adding
a new agency or location into Caribou.
- @Amanda Soukvilay <amanda@caribou.care> adjust the spreadsheet to
ensure a one-to-one relationship between branches and locations and work
with @Katherine Midura <kguildner@thekey.com> to get Emily's approval.
*Project Updates: *
- *Sayvint*
- The inbound Sayvint issue has been resolved.
- The outbound Sayvint logic was deployed into production on 10/23.
- *UAT*
- In progress and on track to wrap up on Friday, 10/31.
- *Caregiver Outbound* - 11 total
- *Passed*: 10
- *In Progress*: 1
- *Schedule Outbound* - 12
- *In Progress*: 12
- *Carelogs Outbound* - 10
- *In Progress*: 9
- *Not Started*: 1
- *Training and Communication*:
- Katherine announced the Caribou rollout at the company town hall on
Monday 10/27
- The RDO, RM, GM & CGM training calls have been booked through the
week of 11/17. Following the training sessions, we will provide training
materials and resources.
- *RAID*
- *RAID Tab:*
https://docs.google.com/spreadsheets/d/1rGh6flszkA0Xj6A51tQdpwSihqC_GVLJOum7tgczfoU/edit?gid=311534734#gid=311534734
#
RAIDD
Importance
Item
Description
Status
Decision Makers
29
Action
Mild
Onboarding Process
Document to process to add agency + locations (process flow)
Open
Amanda/Alyson
40
Dependency
High
Reward Types
Pull the reward types (Pay codes) from Caribou into Workday so the business
has the ability to report on reward type in tableau (breakdown for finance)
Open
Amanda
Umesh, Germaine, Katherine
48
Risk
Mild
Portal Crossover
Will there be any cross over with caregivers at multiple portals? If so,
how often?
spokane, roanoke/lynchburg, la jolla, tender rose, alpine, daughterly
Open
Katherine, Audra, Tiffany
51
Dependency
Mild
BAU: TA processes with bonuses
TA Team: Address referral and sign on bonuses.
No longer have the same referral bonus. Touch base with TA team to call out
that 12/2 will remove the monthly raffles if they are under Caribou.
Open
Katherine
52
Action
High
Branch Names
Branch name approvals from Emily by 10/31
Open
Katherine
54
Decision
Mild
Transfer Portal
If a caregiver is transferred to a new portal, how will the milestones work?
Open
Katherine, Amanda, Tim
55
Decision
Mild
Multiple Locations
If they are under multiple locations in the same portal, should they have
different accounts for each location or only show up once?
Open
Katherine/Audra/Tiffany >
Amanda, Tim
*Project Timeline: *
#
TASK TITLE
START DATE
DUE DATE
STATUS
1
Scope
8/1/2025
10/8/2025
Complete
2
Requirements
8/1/2025
8/14/2025
Complete
3
Development & QA
8/14/2025
10/24/2025
Complete
4
UAT
9/2/2025
10/31/2025
In Progress
5
Go Live (Phase 2)
11/5/2025
11/5/2025
Not Started
6
Go Live (Phase 3 - US Expansion)
12/1/2025
12/1/2025
Not Started
7
Training and Communication
11/3/2025
11/21/2025
Not Started
8
Hypercare
9/4/2025
9/18/2025
Not Started
9
Post Mortem
10/4/2025
12/31/2025
Not Started
Best -
*Alyson Rohane*
Continuous Improvement Analyst 3 | *TheKey*
------------------------------
*From:* Alyson Rohane <alyson.rohane@thekey.com>
*Sent:* Wednesday, October 22, 2025 9:40 PM
*To:* Monica Johnston <johnstonm@thekey.com>; Jeff Morris <
jeff.morris@thekey.com>; Tyler Ng <tyler.ng@thekey.com>; Alber Diaz <
adiaz@thekey.com>; Amanda Soukvilay <amanda@caribou.care>; Dulce
Aganan-Coleman <dcoleman@thekey.com>; Phil Schwyter <phil@caribou.care>;
Tim Ahong <tim@caribou.care>; Katherine Guildner <kguildner@thekey.com>;
Troy Riha <troy.riha@thekey.com>; Umesh Shah <ushah@thekey.com>; Cara Tan <
wtan@thekey.com>; John Champagne <john.champagne@thekey.com>; Audra
Williams <audraw@thekey.com>; Tiffany Silton <tsilton@thekey.com>; Emily
Kraeter <emily.russell@thekey.com>; elisabeth.cox@thekey.com <
elisabeth.cox@thekey.com>; germaine.daniels@thekey.com <
germaine.daniels@thekey.com>; rcruz@thekey.com <rcruz@thekey.com>
*Cc:* Cheryl Logan <cheryl.logan@thekey.com>; Donny Deshotels <
donny.deshotels@thekey.com>
*Subject:* Caribou Weekly Update - 10/22/2025
Good evening, everyone - Please see the latest updates from the Caribou
project for automation (phase 2) and expansion (phase 3). Feel free to
reach out with any questions or updates!
*Project Status*: In UAT
*Action Items: *
- @Umesh Shah <ushah@thekey.com> provide an update for the Saviynt
ticket for the inbound file issues
- Alyson - Add Amanda and Tim to the Caribou Slack channel.
- @rcruz@thekey.com <rcruz@thekey.com> Provide the location IDs on the
workbook provided by @Amanda Soukvilay <amanda@caribou.care>
- @Amanda Soukvilay <amanda@caribou.care> and @Tim Ahong
<tim@caribou.care> confirm which availability works on their end to
align on the payroll termination process.
- Once confirmed, Alyson to schedule a call with Caribou +
@germaine.daniels@thekey.com <germaine.daniels@thekey.com>, @Monica
Johnston <johnstonm@thekey.com>, @Umesh Shah <ushah@thekey.com>
and @Katherine
Guildner <kguildner@thekey.com> (optional)
- Next week's check in, address @Katherine Guildner
<kguildner@thekey.com>'s request to differentiate the rewards and
milestones (as of today they are all under "Caribou Rewards")
- Alyson - Update the testing script dates and assign the test caregiver
to each scenario to avoid overlapping or delays in timing.
- @Monica Johnston <johnstonm@thekey.com> confirm the issue with the
schedule ID not being unique when a care log is split into 2.
*Project Updates: *
- *Reporting: *
- Katherine met with John to finalize the requirements for the report
and dashboard.
- The timeline has been updated to the account for the 12/1 go live
date.
- *Saviynt-Access Outbound*: Ready to Deploy to Production on 10/22
- The Workato and Saviynt recipes will be deployed on 10/22.
- Tim will be deploying changes to add extra fields to the inbound
files, which would then appear on the 10/23 morning file.
- *UAT*
- The Caribou team needed to create the portals and branches for
testing. We paused on our progress until this was completed. We plan to
resume on 10/23.
- Tim created the portals and branches with the specified location
IDs and will be available in the inbound files in the dev folder 10/23.
- The inbound caregiver file will need to be loaded to the TEST folder
- In production, the outbound files are processed in real time. In
test, these are disconnected. Tim will share login credentials
to Caribou's
test site to validate the results.
- The team will resume with caregiver outbound tests (status changes,
terminations, rehires and multiple portals/locations).
- *RAID*:
- RAID tab:
https://docs.google.com/spreadsheets/d/1rGh6flszkA0Xj6A51tQdpwSihqC_GVLJOum7tgczfoU/edit?gid=1248778054#gid=1248778054
#
RAIDD
Importance
Item
Description
Status
Decision Makers
29
Action
Mild
Onboarding Process
Document to process to add agency + locations (process flow)
Open
Amanda/Alyson
31
Issue
High
Saviynt Bug
Issues with SFTP (Portal Name, Branches, Role List, Admin List)
Open
Umesh
35
Action
Low
List of CGM & RD
Pull list of CGM and RD out of Workday for attendance purposes
Open
Katherine + Alyson
40
Dependency
High
Reward Types
Pull the reward types (Pay codes) from Caribou into Workday so the business
has the ability to report on reward type in tableau (breakdown for finance)
Open
Amanda
Umesh, Germaine, Katherine
41
Dependency
Mild
Payroll File Alignment
Are we using tags to exclude the training sessions for time to first shift
(TTFS) for caregivers or still leveraging the list of IDs to do this?
Open
Amanda/Tim
46
Dependency
Mild
Go Live Management
What are the changes that could potentially impact what is in Caribou?
Open
Umesh/Amanda / Katherine
47
Risk
Mild
Multiple Portals
If a caregiver is active or added to a second portal, do their rewards
duplicate or are they working off the same milestone list?
Open
Amanda/Tim
*Project Timelines: *
#
TASK TITLE
START DATE
DUE DATE
STATUS
1
Scope
8/1/2025
10/8/2025
Complete
2
Requirements
8/1/2025
8/14/2025
Complete
3
Development & QA
8/14/2025
10/24/2025
Complete
4
UAT
9/2/2025
10/31/2025
In Progress
5
Go Live (Phase 2)
11/5/2025
11/5/2025
Not Started
6
Go Live (Phase 3 - US Expansion)
12/1/2025
12/1/2025
Not Started
7
Training and Communication
11/3/2025
11/21/2025
Not Started
8
Hypercare
9/4/2025
9/18/2025
Not Started
9
Post Mortem
10/4/2025
12/31/2025
Not Started
Best -
*Alyson Rohane*
Continuous Improvement Analyst 3 | *TheKey*
------------------------------
*From:* Alyson Rohane <alyson.rohane@thekey.com>
*Sent:* Wednesday, October 15, 2025 12:44 PM
*To:* Monica Johnston <johnstonm@thekey.com>; Jeff Morris <
jeff.morris@thekey.com>; Tyler Ng <tyler.ng@thekey.com>; Alber Diaz <
adiaz@thekey.com>; Amanda Soukvilay <amanda@caribou.care>; Dulce
Aganan-Coleman <dcoleman@thekey.com>; Phil Schwyter <phil@caribou.care>;
Tim Ahong <tim@caribou.care>; Katherine Guildner <kguildner@thekey.com>;
Troy Riha <troy.riha@thekey.com>; Umesh Shah <ushah@thekey.com>; Cara Tan <
wtan@thekey.com>; John Champagne <john.champagne@thekey.com>; Audra
Williams <audraw@thekey.com>; Tiffany Silton <tsilton@thekey.com>; Emily
Kraeter <emily.russell@thekey.com>; elisabeth.cox@thekey.com <
elisabeth.cox@thekey.com>; germaine.daniels@thekey.com <
germaine.daniels@thekey.com>
*Cc:* Cheryl Logan <cheryl.logan@thekey.com>; Donny Deshotels <
donny.deshotels@thekey.com>
*Subject:* Caribou Weekly Update - 10/15/2025
Good afternoon, all - Below are the latest updates along with action items
for the Caribou Phase 2 Project. Please feel free to reach out if you have
any questions or updates!
*Project Status: *UAT Ready
*Action Items: *
- @Umesh Shah <ushah@thekey.com> since you were unable to join our
weekly check-in, we are looking for some updates on the following:
- Provide an update on the Saviynt bug from the inbound files
- Provide an update on the development for Saviynt updates
- Confirm when UAT will be completed and deployed into production
- Alyson - Set time with UAT group this week to iron out UAT plans
- @Audra Williams <audraw@thekey.com> connect with Roxana's team to pull
list of non-clients and assign tag as identifier
- @Monica Johnston <johnstonm@thekey.com> + @Jeff Morris
<jeff.morris@thekey.com> confirm if the paperwork needs to be completed
during UAT with hiring folks previously tested (confirm in Thursday call)
*Project Timeline: *
#
TASK TITLE
START DATE
DUE DATE
DURATION
STATUS
1
Scope
8/1/2025
10/8/2025
Complete
2
Requirements
8/1/2025
8/14/2025
Complete
3
Development & QA
8/14/2025
10/24/2025
In Progress
3.4
All Other Outbound
8/20/2025
10/24/2025
64
Complete
3.5
Saviynt-Access Outbound
9/30/2025
10/24/2025
24
In Progress
4
UAT
9/2/2025
10/31/2025
In Progress
4.4
All Other Outbound
10/20/2025
10/31/2025
11
Not Started
4.5
Saviynt-Access Outbound
10/20/2025
10/31/2025
11
Not Started
5
Go Live
9/4/2025
12/1/2025
Not Started
6
Training and Communication
11/3/2025
11/21/2025
Not Started
7
Hypercare
9/4/2025
9/18/2025
Not Started
8
Post Mortum
10/4/2025
12/31/2025
Not Started
*Project Updates: *
- *Development: *
- Outbound files were sent to Caribou last week and are ready for UAT
- Tim confirmed Caribou received those files and has begun
implementing the ingestion workflow. There are no identified blockers and
should be done by 10/17
- *UAT*:
- Reviewed the use cases as a group. Please see the latest update as of
10/15 on "Use Cases" tab.
- *Test Script*:
https://docs.google.com/spreadsheets/d/1CF9vrqyipfkoUidHwbO0FJ6i6ihNKbimlWOwlp5sPeY/edit?gid=37570453#gid=37570453
- There is a separate meeting on Thursday to hash out the details
(environments, use cases, E2E steps, determine UAT approach).
- *Revised Scope for Phases*:
- Phase 2 Automation: Target Go Live 11/5
- Automating Workday Files
- Automating iCims Files
- Automating Savyint
- Automating sending Caribou files for caregivers, schedules and
carelogs
- Phase 3 Expansion:
- US Expansion: Target Go Live 12/1
- Canada Expansion: Target Go Live TBD
- Phase 4 Automation:
- Caregiver Manager Rewards (Manual Process)
- Client Referral Reward Automations
- Automation of Saviynt access requests tied to Caribou
workflows.(Scoped in phase 3, separate from the phase 2 Saviynt task)
- Open RAID Items (RAID tab):
https://docs.google.com/spreadsheets/d/1rGh6flszkA0Xj6A51tQdpwSihqC_GVLJOum7tgczfoU/edit?gid=1730554414#gid=1730554414
#
RAIDD
Importance
Phase
Item
Description
Status
Decision Makers
9
Decision
Mild
2
Does the business have any reconcillation / audit process?
Today we confirm that we loaded the same number of new referral candidates
as sent by Caribou, is there any reconciliation process from the business
side once we're live? Is the business going to view caribou platform vs
icims to compare?
Open
Katherine
23
Action
High
2
Folders in SFTP
Each portal will have its own folder on the SFTP server. The folders will
use the portal_id as their name
Open
Umesh + Caribou
24
Action
High
2
Updating the Naming
The new files will follow the naming convention
“caregivers_<portal_id>_<datetimestamp>”
Open
Monica, Umesh + Caribou
25
Action
High
2
Outbound Brand File
Caribou will modify the outbound branch file to include the wellsky
location_id. This file will serve as a mapping between wellsky location_ids
and Caribou’s branches/portals
Open
Caribou
29
Action
Mild
2
Onboarding Process
Document to process to add agency + locations (process flow)
Open
Alyson
30
Decision
Low
2
Referral Bonus Calculations
Automating the milestone payouts (100 hours, 250 hours & 500 hours)
Open
Amanda/Umesh
31
Issue
High
2
Saviynt Bug
Issues with SFTP (Portal Name, Branches, Role List, Admin List)
Open
Umesh
32
Decision
High
2
Reporting
What is the timeline for the reporting requirements?
Open
Katherine & John
34
Action
High
2
Open Office Hours
Setting up open office hours post go live
(Primary at TheKey Brittany and back up Katherine)
Open
Amanda
35
Action
Low
2
List of CGM & RD
Pull list of CGM and RD out of Workday
Open
Katherine + Alyson
37
Decision
High
2
Rewards
Confirm the rewards are finalized by 10/24
Open
Katherine + Emily
39
Mild
2
Tags
Leverage tags for client profiles that are not billable (i.e. orientation,
test, ect)
Open
Audra
Best -
*Alyson Rohane*
Continuous Improvement Analyst 3 | *TheKey*
------------------------------
*From:* Alyson Rohane <alyson.rohane@thekey.com>
*Sent:* Wednesday, October 8, 2025 8:39 PM
*To:* Monica Johnston <johnstonm@thekey.com>; Jeff Morris <
jeff.morris@thekey.com>; Tyler Ng <tyler.ng@thekey.com>; Alber Diaz <
adiaz@thekey.com>; Amanda Soukvilay <amanda@caribou.care>; Dulce
Aganan-Coleman <dcoleman@thekey.com>; Phil Schwyter <phil@caribou.care>;
Tim Ahong <tim@caribou.care>; Katherine Guildner <kguildner@thekey.com>;
Troy Riha <troy.riha@thekey.com>; Umesh Shah <ushah@thekey.com>; Cara Tan <
wtan@thekey.com>; John Champagne <john.champagne@thekey.com>; Audra
Williams <audraw@thekey.com>; Tiffany Silton <tsilton@thekey.com>; Alyson
Rohane <alyson.rohane@thekey.com>; Emily Kraeter <emily.russell@thekey.com>;
elisabeth.cox@thekey.com <elisabeth.cox@thekey.com>;
germaine.daniels@thekey.com <germaine.daniels@thekey.com>
*Cc:* Cheryl Logan <cheryl.logan@thekey.com>; Donny Deshotels <
donny.deshotels@thekey.com>
*Subject:* Caribou Weekly Update - 10/08/2025
Good afternoon, everyone - Please see the latest updates from the Caribou
Phase 2 Automation project. Feel free to reach out if you have any
questions or updates!
*Project Status:* In Development
*Action Items: *
- @Tim Ahong <tim@caribou.care> add the Location IDs to the branches
file in the DEV folder
- @Emily Kraeter <emily.russell@thekey.com> (covering Katherine on PTO)
to validate the Location IDs are accurate based on the existing branches
(email thread Caribou Automations - Outbound File Options)
- @Monica Johnston <johnstonm@thekey.com> add the Portal IDs to the
outbound files based on the pilot location IDs confirmed by Tim
- @Umesh Shah <ushah@thekey.com> send the changes to the Saviynt
design. @Monica
Johnston <johnstonm@thekey.com> will fix the bug by updating the script
to have the data flow through the mapping.
- Once that is completed, @Alyson Rohane <alyson.rohane@thekey.com> will
set some time for Umesh to review his design concept with Monica, Saviynt
Team, Caribou Team & the business (Katherine, Audra and Tiffany)
- @Umesh Shah <ushah@thekey.com> confirm the timelines for Saviynt
development and UAT
- @Alyson Rohane <alyson.rohane@thekey.com>:
- Document what is in and out of scope to send for approval from
stakeholders
- Create a process flow for the onboarding process for adding new
agencies or locations into Caribou
- @Amanda Soukvilay <amanda@caribou.care> to send:
- Caribou's availability next week to discuss the training and
communication plans
- List of confirmed locations that will be a part of the US expansion
and the few excluded
-
*Project Updates: *
- The US expansion go live date has been pushed out to the first week of
December (12/1). Amanda will share a list of the included locations.
- Confirmed that CAD is out of scope from this phase - there is no
design in place for this. The group requested to have what is in and out of
scope documented (listed below in Project Updates).
- *Development*:
- *Integration*:
- Need to add the portal IDs (location IDs) to the files (specific to
the pilot). Pending Emily/Katherine's confirmation of the
mapping between
the branch and location IDs.
- The outbound/historical file will need to include all the
location IDs prior to the US expansion. Caribou will provide
these IDs when
we go live with the final development for the pilot.
- *Bug*: Update the script to allow data to flow through for
Saviynt
- *Saviynt: *
- There is a design change to the input file structure that Umesh
will be sharing with the broader group.
- After Monica is able to update the script, we will set time with
Caribou, Saviynt team, Monica, Katherine, Emily, Audra and Tiffany to
review the design changes to the process.
- *Bug*: Issue with SFTP is pending Saviynt resolution for the
inbound files.
- *Caribou*:
- Create instances and branches in Caribou (pilot + US expansion
locations)
- Assign Location IDs to the branches and update the file to
include the IDs for TheKey
- *Scope* (*pending business approval**)*:
*Phase 2*
*In*
*Out*
Automating Workday Files
Caregiver Manager Rewards (Manual Process)
Automating iCims Files
Client Referral Reward Automations
Automating Savyint
Canada Roll out
Automating sending Caribou files for caregivers, schedules and carelogs
- *Open RAID Items (RAID tab)*:
https://docs.google.com/spreadsheets/d/1rGh6flszkA0Xj6A51tQdpwSihqC_GVLJOum7tgczfoU/edit?gid=300200915#gid=300200915
- 13 Open Items as of 10/8/2025
- *Upcoming Meetings* (*please let me know if you need to be included
if they are not on your calendar**)*:
- 10/13: Internal Connect: Training and Communication Plans
- 10/15: Caribou + TheKey - Training and Communication Plans
- 10/15: Caribou Expansion Call Continued
- 10/17: Caribou + TheKey - Saviynt Design Update
*Project Timeline: *
#
TASK TITLE
START DATE
DUE DATE
STATUS
1
Scope
8/1/2025
10/8/2025
Complete
2
Requirements
8/1/2025
8/14/2025
Complete
3
Development & QA
8/14/2025
10/24/2025
In Progress
4
UAT
9/2/2025
10/31/2025
In Progress
5
Go Live
9/4/2025
12/1/2025
In Progress
6
Training and Communication
Not Started
7
Hypercare
9/4/2025
9/18/2025
Not Started
8
Post Mortem
10/4/2025
12/31/2025
Not Started
Best -
*Alyson Rohane*
Continuous Improvement Analyst 3 | *TheKey*