Private Jet Company

Client Background

The Client is one of the world’s largest private aviation companies, offering fractional aircraft ownership, private jet leasing, and jet card programs to a global membership base. Headquartered in Columbus, Ohio, the organization employs over 5,000 individuals across the United States and Europe, including corporate staff, flight crews, maintenance teams, and unionized employee groups.

With a highly specialized and distributed workforce, the Client operates in a complex environment requiring precise coordination of scheduling, time tracking, and payroll. Prior to this engagement, these functions were supported by multiple disparate systems and manual processes, creating inefficiencies and limiting visibility across operations. As the organization continued to scale, it recognized the need for a modern, integrated workforce management solution to support its evolving business needs.

The Challenge

The Client’s workforce was highly complex and geographically dispersed, supported by multiple disconnected systems for time tracking, scheduling, and payroll. These systems lacked integration and required significant manual intervention, creating inefficiencies for both HR and employees. Additionally, managing compliance across various unions, employee types, and international regions added further complexity. The organization needed a modern, integrated workforce management solution to streamline operations, reduce manual processes, and improve scheduling efficiency while supporting future scalability.

Client Profile

• One of the world’s largest private aviation companies

• Headquartered in Columbus, Ohio with operations across the U.S. and Europe

• 5,000+ employees across diverse workforce groups

• Workforce includes salaried staff, union employees, and flight crews

• Complex operational structure spanning multiple subsidiaries and geographies

The Project

The Client partnered with HRchitect to lead the implementation of WorkForce Software’s Time & Attendance and Advanced Scheduler solutions, alongside a concurrent implementation of SAP SuccessFactors Employee Central and Payroll. HRchitect provided a dedicated team of experienced consultants, including project management, functional, integration, and application specialists, to support the workforce management components of the project.

The engagement began with comprehensive, on-site requirements gathering sessions to understand the unique needs of various employee groups, including office staff, union employees, flight crews, and international teams. Based on these findings, HRchitect designed and recommended tailored system configurations and best practices, including the creation of distinct policy profiles to support compliance and operational requirements across all groups.

HRchitect led system configuration, integration development, and User Acceptance Testing, ensuring seamless data flow between workforce management and core HR/payroll systems. To support a successful rollout, the team conducted targeted, role-based training sessions for employees, managers, and HR staff. A phased go-live approach by region was implemented to support change management and drive user adoption.

Key Benefits

• End-to-End System Integration: Seamless connectivity between workforce management and core HR/payroll systems eliminated manual data transfers and improved data accuracy across platforms.

• Significant Efficiency Gains: Automation of time tracking, accruals, and payroll data flows reduced administrative workload and streamlined day-to-day HR operations.

• Advanced Scheduling Capabilities: Implementation of intelligent scheduling tools enabled managers to optimize shift planning and better align labor with operational demand.

• Improved Compliance Management: Tailored configurations ensured consistent application of complex union rules and regional labor requirements across all employee groups.

• Enhanced Employee & Manager Experience: Intuitive self-service tools and targeted training increased user adoption, empowering employees and managers with real-time access to critical workforce data.

The Results

Following go-live, the Client experienced a significant transformation in workforce management operations. Integrated systems eliminated manual data entry and improved data accuracy, allowing employee information and time data to flow seamlessly between platforms. Managers gained the ability to efficiently schedule and manage labor using Advanced Scheduler, improving workforce utilization across the organization.

Employees and managers benefited from enhanced self-service capabilities, including access to schedules, time-off requests, and reporting, resulting in increased engagement and productivity. HR teams saw a substantial reduction in administrative workload, enabling a shift toward more strategic initiatives.

By modernizing its workforce management technology and processes, the Client is now well-positioned to support its complex operations with greater efficiency, compliance, and scalability, creating a strong foundation for long-term success.