HRchitect Guides Global Manufacturer from Payroll Evaluation to Successful UKG Pro Implementation

Client Background

The Client relied on a legacy payroll application that had become critical to day-to-day operations across hundreds of locations. When the software vendor announced the product would be discontinued, the Client was faced with selecting a new payroll platform capable of supporting its complex workforce while minimizing operational disruption.

The Client engaged HRchitect to lead an Advisory Services engagement, providing an independent evaluation and selection of replacement payroll solutions. Rather than simply comparing software features, HRchitect worked to understand the Client’s existing payroll processes, identify opportunities for improvement, and recommend the platform best suited to support its long-term business goals.

Following a comprehensive evaluation, the Client selected UKG Pro as its future payroll platform and subsequently engaged HRchitect to support the implementation, creating a true end-to-end partnership from software selection through deployment.

The Challenge

The Client operated across numerous manufacturing locations throughout the United States and Canada, with each facility maintaining unique payroll processes developed over many years. While these local practices supported individual business needs, they created significant complexity for corporate payroll operations.

During discovery, HRchitect identified several key challenges:

• Limited visibility into payroll processes across individual business units and manufacturing locations
• Five separate time collection systems requiring integration with payroll, including one internally developed application
• Manual payroll audit processes that created delays and increased administrative effort
• Employee reimbursement processes that duplicated sensitive banking information across systems
• The need to replace a discontinued payroll application without disrupting payroll operations

Additionally, although a system was already in place for Core HR, the Client had previously evaluated that same system’s payroll functionality and determined it was not the right long-term solution for its business. The Client needed a software recommendation, a strategic roadmap for modernizing payroll operations, and an implementation partner to balance business priorities, technical requirements, and organizational readiness.

Client Profile

• Approximately 8,500 employees across the United States and Canada
• Complex multi-site payroll operations
• Existing SAP SuccessFactors Core HR environment
• Transitioning from a legacy North American payroll solution to UKG Pro

The Project

Phase One: Advisory Services & Payroll Evaluation

HRchitect began the engagement by conducting an in-depth discovery process across the Client’s North American operations. Because payroll practices varied significantly by location, HRchitect facilitated multiple discovery workshops with stakeholders from individual branches to document existing processes, understand operational requirements, and identify opportunities for standardization. Based on the Client’s requirements, the HRchitect team recommended four leading payroll providers, which were evaluated against the Client’s business, technical, and operational requirements.

Beyond a software evaluation, HRchitect developed several future-state process recommendations designed to improve efficiency and reduce operational risk. These recommendations included:

• Modernizing the Time-to-Payroll process by consolidating time collection and strengthening payroll integration
• Streamlining payroll auditing by providing local branches with direct system access rather than relying on manual report comparisons and centralized corrections
• Reducing risk around employee reimbursements and manual checks by recommending payroll-based processing rather than duplicating banking information within Accounts Payable

While not every recommendation was implemented immediately due to internal governance and budgeting priorities, HRchitect provided the Client with a practical roadmap for future optimization. At the conclusion of the evaluation, the Client selected UKG Pro as its new payroll platform.

Phase Two: UKG Pro Implementation

Following the successful software selection, the Client expanded its partnership with HRchitect to support the implementation of UKG Pro. Building on the knowledge gained during the Advisory Services engagement, HRchitect helped transition the Client from planning into execution, ensuring implementation decisions aligned with the future-state processes identified during discovery. Because HRchitect already had a deep understanding of the Client’s existing environment, business requirements, and organizational goals, the implementation team was able to begin with a strong foundation, reducing project risk and accelerating decision-making.

The continuity between advisory and implementation helped maintain alignment throughout the project while ensuring the Client could realize the value of both its software investment and the process improvements identified during evaluation.

Key Benefits

• Independent Software Selection: HRchitect provided an objective evaluation of multiple payroll solutions, helping the Client select the platform best aligned with its operational requirements rather than simply replacing existing technology. 
• Process Optimization Before Implementation: Rather than replicating existing processes, HRchitect identified opportunities to streamline payroll operations, reduce manual effort, and improve long-term efficiency before implementation began.
• Reduced Operational Risk: By uncovering integration challenges, process inconsistencies, and potential data security concerns early in the project, HRchitect helped minimize implementation risk and establish a stronger future-state operating model.
• Seamless Transition from Advisory to Implementation: The same strategic knowledge developed during software selection carried directly into implementation, eliminating the need to rediscover business requirements and helping maintain momentum throughout the project.
• Long-Term Partnership: By supporting both software evaluation and implementation, HRchitect served as a trusted advisor throughout the Client’s transformation journey, providing continuity from initial strategy through successful deployment.

The Results

HRchitect successfully guided the Client through both a strategic payroll evaluation and the implementation of UKG Pro, creating a seamless experience from vendor selection through deployment. The Advisory Services engagement enabled the Client to confidently evaluate four payroll providers while gaining valuable insight into opportunities for process improvement across its North American operations. Rather than focusing solely on technology selection, HRchitect helped the Client establish a roadmap for modernizing payroll processes, improving visibility, reducing manual effort, and strengthening operational controls. 

Following HRchitect’s recommendation process, the Client selected UKG Pro as its future payroll solution and expanded the engagement to include implementation services. The continuity between the advisory and implementation teams allowed the project to move efficiently from planning into execution while maintaining alignment with the Client’s long-term business objectives.

Today, the Client benefits from a modern payroll platform supported by improved business processes and a trusted partnership that extended well beyond software selection. By combining strategic advisory expertise with implementation leadership, HRchitect helped the Client reduce project risk, accelerate decision-making, and establish a strong foundation for future workforce technology initiatives.