Fast Casual Restaurant Group

Client Background

This fast casual restaurant group operates across 42 locations in nine states throughout the Midwest and East Coast, employing over 1,200 individuals. With a highly distributed workforce and employees frequently working across multiple locations, the organization required a robust and flexible HR and payroll system to support its operations.

The client’s existing HR and payroll systems were outdated and relied on clunky integrations, resulting in inefficiencies and a high level of ongoing maintenance. As the organization continued to grow, leadership recognized the need for a modern, scalable solution that could streamline HR operations and improve the employee experience.

The Challenge

The client’s legacy HRIS and payroll systems were no longer meeting the needs of the organization. Disconnected systems required significant manual effort, particularly in payroll processing, where multiple files had to be manipulated to complete a single payroll cycle.

Additionally, the complexity of managing a workforce spread across multiple locations introduced challenges related to tax configurations, job codes, and pay rules. Many employees worked at different locations, requiring accurate handling of varying tax jurisdictions and pay structures.

The existing system also lacked advanced functionality for overtime and tip calculations, limiting the organization’s ability to automate key payroll processes. Overall, the client needed a comprehensive solution that could handle their operational complexity while reducing administrative burden and improving efficiency across HR and payroll functions.

Client Profile

• Fast casual restaurant group

• Headquartered in Ohio

• 1,200+ employees

• 42 locations across 9 states

• Distributed, multi-location workforce

The Project

The client selected UKG Pro as their new HR and payroll system and partnered with HRchitect to lead the implementation of a full-suite solution. This included Core HR, Payroll, Time & Attendance, Onboarding, Benefits/Open Enrollment, Learning, and Performance Management modules.

Due to the scope and complexity of the project, a phased implementation approach was adopted. Phase one focused on deploying Core HR, Payroll, and Time & Attendance to quickly replace the most critical legacy systems.

During this phase, HRchitect conducted detailed requirements gathering and process analysis to design a system capable of supporting the client’s complex workforce structure. This included configuring hundreds of job codes, multiple tax locations, and specialized earnings and deduction codes. HRchitect also implemented co-efficient overtime and tip calculations, significantly enhancing payroll automation capabilities.

Following the successful deployment of phase one, HRchitect moved into phase two, which included implementing Onboarding, Benefits/Open Enrollment, Learning, and Performance Management modules. During this phase, HRchitect collaborated closely with the client’s IT team to develop custom APIs, enabling seamless data integration from the client’s recruiting system into UKG Pro.

Key Benefits

• Streamlined payroll processing with minimal manual effort

• Consolidated employee data into a single system

• Automated overtime and tip calculations

• Improved payroll accuracy and compliance

• Reduced administrative burden for HR and IT teams

• Mobile access for employees and managers

• Seamless integration with recruiting systems via APIs

• Scalable HCM platform supporting multi-location workforce

The Results

By implementing UKG Pro with HRchitect, the client achieved a significant transformation in HR and payroll operations. The consolidation of employee data into a single system eliminated the need for manual data manipulation and streamlined payroll processing. Tasks that previously required extensive effort can now be completed in just a few clicks, resulting in substantial time savings for the HR team.

The new system has improved efficiency across HR, IT, and the broader employee population. With mobile access enabled, employees can easily view and manage their information and time data, enhancing overall engagement and reducing administrative inquiries.

Additionally, the implementation of advanced payroll configurations, including automated overtime and tip calculations, has improved accuracy and reduced compliance risk. As a result, the HR team is now able to focus more on strategic initiatives rather than administrative tasks, positioning the organization for continued growth and success.