Full-Suite Implementation For A Global Power Transmission Manufacturer & Retailer

Client Background

The Client is a global manufacturer and retailer of customized solutions for power transmission, motion transfer, and conveying applications. Headquartered in Pennsylvania, the organization employs more than 5,500 people across multiple FEINs and operates in locations spanning six continents.

As the organization continued to expand globally, its existing HR and payroll platform from ADP was no longer meeting the company’s operational needs. The Client selected UKG Pro as its new human capital management system to modernize HR operations and streamline key processes across the enterprise.

The new system implementation included a full suite of modules covering HR/Payroll, Time & Attendance, Onboarding, Benefits/Open Enrollment, Learning, and Performance Management, designed to simplify workflows, automate manual processes, and improve the overall employee and manager experience.

The Challenge

At the start of the implementation, the Client had partnered with another consulting firm to deploy the new system. However, the organization quickly became concerned with the lack of engagement and slow progress from the implementation partner.

By the time the Client engaged HRchitect in August, the project was already five months behind schedule. Only 10% of the required system configuration had been completed, leaving a significant amount of work before the project could move into testing and ultimately go live.

Beyond the project delays, the system configuration itself was highly complex. The Client maintained several hundred job codes and numerous tax locations in Pennsylvania that required individual setup. Payroll processes also included multiple special earnings and deductions, as well as intricate shift differential calculations across employee groups.

Additionally, although all 5,500 employees were paid on a bi-weekly basis, different pay schedules existed across employee populations. This required the creation of multiple pay groups and additional configuration within the Time & Attendance system to ensure payroll could be processed accurately and efficiently.

Without immediate intervention and a clear project recovery plan, the Client risked further delays and continued reliance on legacy processes that limited operational efficiency.

Client Profile

• Manufacturer and retailer of customized solutions for power transmission, motion transfer, and conveying applications
• Headquartered in Pennsylvania
• 5500+ employees working under multiple FEINs
• Global presence on 6 continents

The Project

The Client brought in HRchitect to rescue the implementation and guide the organization through the remaining phases of the project.

HRchitect began by conducting a detailed review of the project status and working with the Client to establish a realistic revised implementation timeline. This reset provided clarity for both teams and created achievable milestones to bring the project back on track.

HRchitect then assumed responsibility for completing the remaining 90% of the system configuration. The consulting team focused heavily on the complex payroll and Time & Attendance requirements, including configuration of hundreds of job codes, multiple tax jurisdictions, shift differential rules, special earnings and deductions, and multiple payroll groups tied to the organization’s various pay schedules.

During the configuration process, HRchitect also identified several opportunities to improve operational efficiency through system automation. New calculations were implemented for overtime coefficients and custom accrual expressions for paid time off. These automated calculations allowed the system to prorate time off based on date of hire and employment status, significantly reducing the manual administrative effort previously required.

Through strong collaboration between the Client’s internal project team and HRchitect consultants, the project successfully progressed toward go-live. Phase 1 of the implementation, which included Core HR, Payroll, and Time & Attendance, went live in January, meeting the revised timeline established after HRchitect joined the project.

Following the successful Phase 1 deployment, the Client continued working with HRchitect to implement Phase 2 modules, including Recruiting, Onboarding, Compensation Management, and Open Enrollment.

Key Benefits

• Rescued implementation project and successfully brought the system live after the project had fallen five months behind schedule

• Significant reduction in payroll processing time, allowing payroll for thousands of employees to be completed in just a few clicks

• Automation of complex HR and payroll calculations, including overtime and PTO accruals, reducing manual administrative work

• Improved employee and manager self-service, decreasing routine HR data requests and increasing workforce efficiency

• Well-trained internal HR team capable of managing the system independently and maximizing long-term return on investment

The Results

Although the Client initially faced setbacks with the previous implementation partner, the engagement with HRchitect ultimately transformed the project into a successful full-suite system implementation.

The HRchitect team restored momentum to the project, completed the complex configuration work, and established a strong collaborative partnership with the Client’s project team. This collaboration was instrumental in rebuilding excitement and confidence around the system rollout.

Following implementation, the organization experienced a dramatic improvement in payroll processing efficiency. Payroll for thousands of employees across multiple groups can now be completed in just a few clicks, significantly reducing processing time and administrative workload.

Automation of previously manual processes has lowered labor costs and reduced the day-to-day administrative burden placed on HR staff and department managers. Additionally, expanded employee and manager self-service capabilities have minimized routine HR data requests and improved overall access to information.

Through hands-on training delivered during the project, the Client’s internal team developed strong system administration skills. As a result, the organization is now largely self-sufficient in managing the platform while occasionally engaging HRchitect for strategic advice on evolving business processes.

Overall, the Client achieved a significant return on investment and now operates with a modern, efficient HR system that supports its global workforce.