Healthcare UKG Pro Full Suite Implementation

Client Background

Our Client is a prominent healthcare provider located in New Jersey, offering a range of preventative, diagnostic, and therapeutic inpatient and outpatient services, including health education, fitness programs, thirty primary and specialty practices, and a 24-hour emergency and surgical care medical center. With just under 3,000 employees, our Client serves a diverse community and provides top-tier, patient-centered medical care throughout their patients’ entire healthcare journey.

Before moving to UKG Pro, our Client utilized a different system. However, this system made them reliant on manual processes and the system was slowly being phased out by its software vendor.

The Challenge

As part of a broader initiative to modernize its Human Capital Management (HCM) system, our Client faced a critical challenge: their current HCM system was being sunset and would no longer be supported by their software vendor. The HRchitect team was brought in to help our Client transition smoothly to a new system, UKG Pro. Although their old system was functional, it had become difficult to maintain, especially as our Client grew and diversified. Another challenge that our Client faced was their managers being accustomed to certain processes and practices with the old system, creating resistance to change.

Client Profile

• Healthcare provider offering a range of inpatient and outpatient services
• Located in New Jersey
• 3,000 employees
• HRchitect helped our Client transition to UKG Pro ahead of legacy system sunset

The Project

HRchitect was tasked with the implementation of the UKG Pro suite using UKG’s Launch implementation methodology wrapped with HRchitect’s white glove service approach for the transition to this new system. The first phase of the project included implementation of everything besides the leave of absence module, which would be tackled later on. This project involved the migration of all workforce data from the legacy system to UKG Pro, requiring significant customization to accommodate our Client’s complex payroll structure, specific hospital-related requirements like bonus payments and employee transfers, and employee classifications such as salaried, hourly, and union workers.

The specific UKG modules in scope included UKG Pro People Center, Payroll, UKG Pro WFM accruals, leave of absence, analytics, and advanced scheduling. Forty UKG one-way integrations were in scope as well. Automated pay calculations, accurate leave management, data-driven schedules, and empowering decision-makers with real-time labor analytics were included in the project outcomes for the Workforce Management scope. Ten new pay policies were also in scope, and rules to interpret employee hours were created, such as when employees accrue overtime and when they earn holiday credits.

Key Benefits

Key benefits of implementing UKG Pro & UKG Pro WFM with HRchitect included:

• Smooth Transition: The HRchitect team has deep expertise with integrations and migrations to UKG Pro, which minimizes HR and payroll operations disruptions.
• Increased Automation: Manual processes were now automated, resulting in significant increases in efficiency for our Client’s employees.
• Adaptability: The new UKG Pro system supported our Client’s complex needs, including payroll adjustments, discretionary bonuses, and employee transfers.
• Robust Support: HRchitect provided white glove support during and after the implementation, proactively addressing unforeseen challenges and ensuring a smooth uder adoption process for our Client’s team.

The Results

With HRchitect’s help, our Client successfully implemented UKG Pro on time and within budget, and our Client was extremely pleased with the project outcome. The HRchitect team worked long hours and weekends before go-live to do whatever was needed to make this project a success, and thanks to the HRchitect team, our Client’s new system is now fully integrated into their daily operations. Furthermore, the automation of various manual processes, such as timecard adjustments and employee transfers, drastically reduced administrative burdens for the HR team; the HR team is now able to focus on more strategic tasks, while employees saw fewer errors in payroll processing.

From a change management and user adoption standpoint, our Client’s team became highly engaged with their new system, taking advantage of UKG Pro’s features. The HRchitect team provided extensive training and support, leading up to, and after, go-live.

These support sessions helped our Client’s employees become accustomed to the system functionality, resulting in high user adoption rates. Overall, our Client’s team was very excited about the new features introduced by HRchitect’s on-time, on-budget implementation of UKG Pro.

HRchitect remains closely involved in supporting our Client, with a concierge-managed support engagement dedicated to ensuring the system continues to meet the organization’s evolving needs on a day-to-day basis. This ongoing support ensures that our Client has a reliable partner to help them proactively adapt to any future challenges.

Here’s what our Client had to say about working with HRchitect: “Our HRchitect consultant possesses a unique blend of creativity and analytical skills, allowing them to approach challenges with innovative solutions. Their attention to detail and commitment to excellence has enhanced our project. They are a natural leader, fostering a collaborative environment and encouraging hard work as well as fun. They are a valuable asset to any team.”