Modernizing Workforce Management for HRchitect’s Nonprofit Healthcare System Client with UKG Pro WFM

Client Background

HRchitect’s Client is a leading healthcare provider located in State College, Pennsylvania, serving the surrounding community with a range of inpatient and outpatient services. With a strong focus on compassionate patient care, the Client is dedicated to offering high-quality services, including diagnostic, surgical, and emergency care. The Client employs a diverse workforce across its hospitals and medical facilities, prioritizing the well-being of both its patients and staff.

The Challenge

The Client faced challenges with its existing workforce management system, which was becoming outdated and lacked the automation and advanced functionalities needed to streamline HR operations. They needed a modern, integrated solution to manage employee timekeeping, scheduling, accruals, and absence management effectively. Additionally, as the Client expanded, the existing system’s limitations became increasingly apparent, resulting in growing inefficiencies and manual workload. The Client sought to implement UKG Pro WFM to improve workforce management and HR processes, requiring a seamless transition and integration of their complex data into the new system.

Client Profile

• Health system headquartered in central Pennsylvania

• Serving 6 counties in PA

• 2,400+ employees

• 220+ healthcare providers

• Partnered with HRchitect for its UKG Pro WFM implementation

The Project

HRchitect was selected to implement UKG Pro WFM for the Client, utilizing UKG’s Launch methodology to ensure a seamless deployment. The project scope included the implementation of various UKG modules, including timekeeping, accruals, advanced scheduling, and leave of absence management. HRchitect worked closely with the Client’s project team to standardize processes and optimize the configuration of the new system.

Key activities included data conversion from the legacy system, configuring 35 pay rules to align with employee classifications, and implementing accrual management for time-off policies. Employee classifications include hourly, salaried, and union workers. The UKG Pro WFM integration was crucial to enhancing the organization’s scheduling capabilities, enabling real-time labor tracking, and automating workflows.

The implementation also involved setting up integration templates for various third-party systems, such as Highmark for health insurance, Transamerica for retirement, and MediTech for health records, ensuring that the Client’s systems communicated seamlessly.

To manage the complexity of the rollout, the UKG Pro WFM modules were divided into specific workstreams, including Advanced Scheduling, Timekeeping, Leave, Attendance, and Integrations. Each workstream had its own weekly session, allowing focused attention and efficient progress. This modular, structured approach enabled HRchitect and the Client’s 12 to 15-member core project team to collaborate productively and keep the project on track.

Key Benefits

• Streamlined HR Processes: Automation of timekeeping, scheduling, and leave management reduced manual tasks.

• Real-Time Analytics: Empowered decision-makers with access to labor data and performance metrics for more efficient resource allocation and operational planning.

• Enhanced Employee Experience: Employees gained easy access to self-service tools for timekeeping, schedule viewing, and leave management, improving overall satisfaction.

• Improved Compliance: Automated adherence to company policies and labor laws reduced compliance risks and ensured accuracy in payroll processing.

• Seamless Integration: Successful integration with third-party systems facilitated a unified, connected experience for HR, payroll, and other operational departments.

• High-Quality Data Foundation: The successful data conversion and integration established a robust, reliable data infrastructure, enabling real-time visibility and laying the groundwork for future AI-enabled decision-making.

• Culture-Driven Strategy: By empowering employees with intuitive tools and reducing administrative bottlenecks, the Client reinforced a culture of trust, autonomy, and operational excellence.

The Results

The HRchitect-led implementation of UKG Pro WFM was a resounding success for our Client. The transition to the new system was smooth, and the team experienced minimal disruption to daily operations. By automating key workforce management processes, our Client significantly reduced administrative overhead and received an estimated $500,000-$750,000 ROI on their UKG investment, enabling the HR department to allocate resources more effectively. Our Client’s team commented the following about working with HRchitect:

“I had the pleasure of working with our HRchitect consultant, and I can’t emphasize enough what an incredible asset he was to our team. From the moment he came on board, it was clear that he had an impressive ability to quickly understand the complexities of our systems. Within no time, he had a solid grasp of our PTO accruals, attendance policies, and even the more nuanced aspects of our pay and work rules—some of which are pretty unique and could have been tricky for anyone unfamiliar with them. What really set our HRchitect consultant apart was his ability to not just understand but to anticipate the needs of our team. He approached everything with professionalism and a genuine desire to make the process as smooth as possible, which really made all the difference. We couldn’t have asked for a better consultant to guide us through such a crucial time. His expertise and dedication were key to our success, and we’re truly grateful for his contributions.”

– Administrative Assistant To the Chief Nursing Officer, Healthcare Client

The newly implemented UKG Pro WFM system provided real-time insights into employee data, scheduling, and labor costs, improving operational efficiency and decision-making. Employee self-service features greatly enhanced the employee experience, reducing the need for HR intervention in routine matters like time-off requests and schedule changes.