Tim,
As a follow up regarding the first bullet below under development, would it
be possible for you to deploy that to production file tomorrow? Also, just
wanted to confirm that we are adding the country code to the portal file
only.
Thanks,
Monica
On Wed, Jan 28, 2026 at 3:21 PM Alyson Rohane <alyson.rohane@thekey.com>
wrote:
> 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?gid4597482#gid4597482
>
> *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?gid74608398#gid74608398
>
> *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?gid75114116#gid75114116
>
> *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 t
>
>