Case Studies
Migrating Leave of Absence Tracking into UKG Pro
Problem:
The company faced significant inefficiencies in managing Leave of Absence (LOA) tracking. The existing process involved manually tracking LOA dates, which consumed over 800 hours annually. Despite using a third-party LOA Administrator, the company still had to ensure that employees were paid correctly, adding further complexity and workload to the HR team.
Context:
Manual Tracking: LOA dates were tracked manually, leading to potential errors and extensive time consumption.
Third-Party LOA Administrator: While a third-party administrator handled some aspects, the company needed to ensure accurate employee payments, requiring additional manual interventions.
High Workload: The HR team was burdened with ensuring accuracy in LOA records and corresponding payroll adjustments, leading to inefficiencies and increased risk of errors.
Solution:
To address these challenges, Langley Consulting LLC proposed migrating all pay-related fields into UKG Pro as Platform Configured Fields (PC Fields). This strategic migration aimed to streamline the process, reduce manual workload, and enhance accuracy.
Result:
The migration to UKG Pro resulted in substantial efficiency gains and resource savings:
Time Savings: The company saved 440 hours annually, reducing the LOA tracking workload by more than 50%.
Improved Accuracy: Automation reduced the risk of errors in LOA tracking and payroll adjustments, enhancing overall data integrity.
HR Efficiency: The HR team could focus on more strategic initiatives, improving overall productivity and job satisfaction.
Summary: By migrating LOA tracking into UKG Pro, the company significantly enhanced its operational efficiency. The streamlined process not only saved hundreds of hours annually but also improved accuracy and allowed the HR team to focus on more value-added activities. This case study demonstrates the power of automation and strategic integration in transforming HR operations.
Manager Self Service to Reduce HR’s Administrative Burden
Problem:
The company struggled with inefficiencies due to the lack of a Manager Self-Service (MSS) system. Managers relied heavily on the HR team to handle tasks that could be automated or managed independently, resulting in delays and increased workload for HR. This situation also fostered a perception that these tasks were exclusively “HR’s job.”
Context:
Manager Resistance: There was significant concern about potential resistance from managers who viewed HR tasks as outside their scope of responsibilities.
Operational Delays: The lack of an MSS system led to slower processing of HR requests and approvals, causing frustration and operational inefficiencies.
HR Workload: The HR team was overwhelmed with administrative tasks that could have been streamlined through manager self-service, limiting their ability to focus on strategic initiatives.
Solution:
Langley Consulting LLC developed a multi-faceted approach to address these challenges and successfully implement the MSS system.
Framing the Change: The new system was presented to managers as a time-saving tool that would expedite request reviews and approvals. Emphasizing the benefits of faster processes helped shift perceptions positively.
Pilot Group: A pilot group of managers was selected to trial the new MSS system. This group was instrumental in gathering feedback and developing advocates for the change.
Integration of Feedback: Feedback from the pilot group was carefully integrated into the final rollout. Adjustments were made to ensure the system met managers’ needs and addressed any concerns.
Comprehensive Rollout: After refining the system based on pilot feedback, the MSS feature was rolled out company-wide with clear communication and training sessions.
Result:
The strategic implementation of the MSS system led to significant improvements in efficiency and manager engagement:
Increased Adoption: Over the next few months, the company saw a steady increase in the adoption rate of the new MSS process among managers.
Reduced HR Workload: The administrative burden on the HR team was reduced by approximately 10%, allowing HR professionals to focus more on strategic tasks and initiatives.
Positive Perception: Managers began to appreciate the time-saving benefits and autonomy provided by the MSS system, leading to a cultural shift in how HR tasks were perceived and managed.
Summary: By effectively implementing Manager Self-Service, the company not only improved operational efficiency but also enhanced manager engagement and reduced the administrative load on the HR team. This case study highlights the importance of strategic framing, pilot testing, and feedback integration in successfully rolling out new processes.
Merger and Acquisition Gone from Wrong to Great
Problem:
The company faced significant inefficiencies in integrating employees from newly acquired companies into their system. The existing process was cumbersome, taking 20-30 minutes per employee due to extensive back-and-forth to confirm details. With an upcoming acquisition of a company with about 80 employees, the need for a streamlined solution was critical to meet the first payroll processing date.
Context:
Acquisition Challenges: The company was in the process of acquiring a firm with 80 employees. Efficiently integrating these new employees into the UKG system was essential for timely payroll processing.
Inefficient Process: The existing method of manually entering employee details was time-consuming and prone to errors, causing significant delays and workload for the HR team.
Urgency: Ensuring that the acquired employees were added to the system in time for their first payroll was a high priority, necessitating a more efficient approach.
Solution:
Langley Consulting LLC proposed leveraging the UKG Onboarding tool to streamline the process. This approach allowed employees to update their information themselves, reducing the administrative burden on the HR team.
Mass Import via Onboarding Tool: The solution involved using the UKG Onboarding tool to perform a mass import of new employees. This tool enabled employees to enter and confirm their details directly into the system.
Employee Self-Service: By empowering employees to update their information, the HR team could focus on overseeing the process rather than manually entering each detail.
Training and Support: The new employees received guidance on how to use the onboarding tool, ensuring a smooth transition and accurate data entry.
Result:
The implementation of the Onboarding tool led to significant time savings and efficiency improvements for the HR team:
Time Savings: The HR team saved several hours by avoiding the manual entry process. The bulk processing allowed for quick integration of the 80 new employees.
Efficient Onboarding: The onboarding process became a group effort, with new hires completing their documentation in the module. This collective approach streamlined the workflow and ensured accuracy.
Successful Payroll Processing: All new employees were successfully added to the UKG system in time for their first payroll, demonstrating the effectiveness of the new process.
Summary: By utilizing the UKG Onboarding tool, the company transformed its employee integration process post-acquisition. This strategic move not only saved the HR team several hours but also ensured a seamless and efficient onboarding experience for the new employees. This case study underscores the value of leveraging technology to streamline HR processes and improve operational efficiency.
Manager Dashboards
Problem:
The HR team faced constant requests from executives to view their hierarchy’s data. Each request required significant administrative effort, consuming approximately 4 hours per request adding up to over 500 hours/year. This was particularly burdensome during critical seasons when there was a high focus on turnover.
Context:
Frequent Requests: Executives frequently requested customized reports on their hierarchy’s data to monitor various metrics, including hiring, turnover and other frequently asked data.
Administrative Burden: Each request required manual data tabulation, resulting in a significant drain on HR resources.
Critical Seasons: The need for timely and accurate data was heightened during critical seasons, adding pressure on the HR team.
Solution:
Langley Consulting LLC developed an interactive Dashboard solution to address these challenges. The solution involved creating a dynamic Dashboard with customizable prompts, allowing executives to generate tailored reports independently.
Interactive Dashboard: The report was designed to be user-friendly, with prompts that allowed executives to select the specific data they needed.
Customizable Outputs: Executives could generate reports tailored to their specific requirements without relying on the HR team for manual data extraction.
Automation: The report was integrated into the existing HR system, ensuring real-time data access and reducing the need for manual intervention.
Result:
The implementation of the interactive Dashboard solution led to significant efficiency gains and resource savings:
Time Savings: The HR team saved 500+ hours per year, as executives and front line managers could now generate their custom reports directly from the system.
Reduced Administrative Burden: The automation of Dashboard data, freed up HR resources, allowing the team to focus on more strategic tasks.
Improved Data Access: Executives had immediate access to the data they needed, enhancing their ability to make informed decisions, especially during critical periods.
Summary: By implementing an interactive Dashboard solution, the company significantly reduced the administrative burden on the HR team and improved data accessibility for executives. This case study highlights the benefits of manager self service dashboards to enhance efficiency and support strategic decision-making.