Overview

A 250-employee SaaS company was being reviewed by a Private Equity form. This deal was a majority recapitalization by a mid-market PE firm. At each stage of the pre-transaction process, reporting was needed around the employees.

Stage 1: Initial Evaluation / Deal Sourcing

At this stage, we wanted to provide high-level insight into leadership and workforce structure. The following reports were pulled from UKG, the company’s HRIS): org chart, executive bios and roles, headcount snapshot. This included pulling information on total FTE count, key leadership names and positions, and a high level summary of headcount by departments and locations.

Stage 2: Preliminary Due Diligence (Pre-LOI)

Prior to the letter of intent, the goal was to assess talent health, retention risks, and comp strategy. Using the historical data in UKG, we pulled information for turnover over the last 24 months. We also pulled compensation summaries with salary history over the last 3 years. We compared salaries over each year and the percent increase as well as promotions. By pulling new hire reporting and termination information, we were easily able to report hiring trends and common reasons for leaving to help identify any potential risks. Using these reports, the Private Equity firm was able to review turnover against industry benchmarks and view a breakdown of the roles added over time as the company grew. They were able to rule out high attrition in several departments being a potential liability because of the turnover data provided.

Stage 3: Full Due Diligence (Post-LOI)

The full due diligence is lots of reporting to provide full transparency into comp, benefits, and employment risks. The full employee census was exported from UKG to include basic job information and demographics. This report was continuously added to throughout the project as more information was needed over time to dive into the data and specifics more by employees, departments, and teams. InteGreat Solutions had full access to the virtual data room (VDR) to upload the reporting. Additionally InteGreat Solutions was able to download employment contracts and IP (Intellectual Property) compliance documents from UKG to upload into the VDR. We heavily used the benefits admin module to extract plan documents, eligibility information, and report on costs. Other reporting for EEOC information was added to the VDR from the HRIS to report on demographics metrics by role, department, location, and team. This reporting allowed for the PE firm to identify one executive who had a larger than normal severance package and did not sign the non-compete agreement.

Stage 4: Pre-Close / Integration Planning

We assisted with the reporting to review to plan for Day 1 continuity, retention, and post-close org design. Reporting was downloaded to include talent and performance information, tenure, and other potential flags on each employee. This helped identify any flight risks, key people, and where synergies occurred.

Key Takeaways

With UKG, the HRIS, being the single source of truth for people data at every stage, it was important to have clean data upfront. The pulling of reports by InteGreat Solutions prevented missteps during diligence. The reporting also assisted with the QofE (Quality of Earnings) and answering the questions that followed the review. Custom fields and tags in UKG helped track special agreements, reasonable accommodations, and bonus structures. The ability to deliver accurate, structured data built trust with the PE firm and helped secure a better valuation.

Overview

For over two decades, QuickConfirm has delivered Secure. Fast. Accurate. employment and salary verifications, saving Human Resources departments time, reducing interruptions, and empowering employees to take control of their own data. With services tailored to meet the needs of large organizations and small businesses alike, QuickConfirm provides a seamless, compliant, and secure solution that transforms how verifications are handled.

Challenge

Employers often face a constant stream of verification requests from lenders, government agencies, recruiters, and more. HR teams are interrupted multiple times a day, pulling attention away from strategic work to confirm basic employee information.

Solution

QuickConfirm steps in as a trusted third-party partner, taking over the verification process entirely. Employees and third-party requestors can access employment and salary verification data online—instantly, securely, and with complete accuracy.

QuickConfirm offers its service free of charge to employers or thier employees. Even better, businesses receive a revenue share, which can be reinvested in internal projects and employee programs.

Impact

• No cost to the employer or their employees

• Eliminates the need to manage verifications in-house

• Generates additional funds through revenue sharing

• Increases employee satisfaction and trust through transparency and data access

• All verifications are performed in compliance with industry standards and privacy regulations

• No blind searches: only employee-authorized requests are processed

• Multi-language support ensures seamless global accessibility (200 languages supported)

Key Features & Benefits for All Users

Employee Empowerment: Employees can view their employment and salary data anytime at no cost.

Secure Access: Information is only shared with authorized third parties.

Use Cases: Supports verifications for job applications, loan approvals, government programs, school registrations, and more.

Same-Day Support: All emails and phone inquiries are answered within the same business day.

Global Accessibility: Language support in over 200 languages makes the service inclusive for diverse workforces.

Conclusion

Whether you're managing a large HR department or running a small business, QuickConfirm is your trusted partner in employment verifications. By streamlining the process, ensuring data privacy, and supporting users globally, QuickConfirm helps employers focus on what matters most—growing their business and supporting their people.

Join the employers across America who trust QuickConfirm to deliver peace of mind and operational efficiency—one verification at a time. With QuickConfirm, our client’s employees can view their salary data, at no cost, as often as they wish. Contact [email protected] to sign up today and let them know you read about them in InteGreat Solutions' case studies!

Background

A medium-sized business with a rapidly growing workforce, faced challenges in managing their HR processes, engagement, and internal communications. With a diverse team spread across multiple locations, the company struggled to keep track of important milestones, employee performance changes, and data updates that impacted payroll. Their existing HR systems were not optimized for real-time communication or proactive alerts, causing delays in decision-making and a lack of timely feedback to employees and managers.

Objectives

The company wanted to automate manual tasks and streamline workflows to reduce administrative burden. Ensure timely recognition and feedback for employees, boosting morale and productivity. Enable seamless communication between HR, Payroll, Managers, and Employees for a more cohesive work environment. Prevent errors in payroll processing due to missed updates and data discrepancies.

Solution: UKG Pro Business Intelligence People Analytics Alert Studio

InteGreat Solutions partnered with the company to use UKG Pro’s Business Intelligence People Analytics. Alert Studio was utilized to create and customize notifications to meet the unique needs of the company by focusing on automated alerts and real-time notifications. Managers received automated alerts whenever a new employee was hired, ensuring that they were informed in real-time to facilitate onboarding and orientation. Notifications were set to remind managers of employees’ work anniversaries and birthdays, allowing them to recognize milestones and foster a culture of appreciation and recognition. Alerts were triggered whenever there were changes to an employee’s performance record, ensuring that managers could quickly address performance issues or acknowledge improvements. Employees were notified immediately if there were any changes to their performance reviews or records, prompting them to take action. This ensured transparency and a continuous feedback loop.

UKG Pro’s system sent automated alerts to HR and Payroll teams whenever there were changes that could affect payroll calculations. This included updates to compensation, benefits, job titles, or other data that needed to be reflected in payroll processing. These alerts ensured that payroll discrepancies were minimized and that HR could take immediate corrective action when necessary.

Results and Benefits

Automation reduced the manual effort required to track employee milestones and updates, freeing up HR and management teams to focus on strategic initiatives.

The system’s real-time data tracking meant that managers and HR could act immediately when issues arose, reducing response times and improving overall efficiency.

Employees felt more recognized and valued due to timely birthday and anniversary acknowledgments.

Performance-related alerts allowed managers to provide consistent feedback, addressing issues promptly and celebrating successes, leading to a more engaged and motivated workforce.

With automated alerts and notifications, communication between HR, payroll, and managers became more streamlined. Important information reached the right individuals without delay, improving the overall workflow and minimizing miscommunication.

HR could proactively identify issues affecting payroll, ensuring smoother payroll runs and minimizing the risk of errors.

Alerts for payroll-impacting changes ensured that HR and payroll teams were kept in the loop about all updates that could affect employee compensation.

Conclusion

InteGreat Solutions successfully helped this company streamline their HR processes, enhance employee engagement, and improve communication across the organization by utilizing UKG Pro Business Intelligence People Analytics. The automation of key alerts and notifications not only saved time and reduced errors but also fostered a more transparent and engaging workplace culture. The collaboration between InteGreat Solutions and the company proved that leveraging advanced analytics and automated workflows can lead to more efficient, accurate, and data-driven HR management, ultimately benefiting both the organization and its employees.

Background

After a small company was acquired by a mid-size company, it was necessary to merge and streamline vendor and client invoicing systems, as well as automate the payroll process. The project involved migrating from QuickBooks to NetSuite, integrating banking systems into NetSuite, and transitioning from a PEO to an in-house payroll system.

Challenges

The project faced several challenges, including aligning cash and accrual basis accounting methods and handling differences in tech stacks. Benefits deductions varied significantly, and it was crucial to align deductions and billing within a short timeframe. Payroll performance remained unchanged, but data integration needed to be updated. The project also required setting up subsidiaries, implementing Versapay for client invoicing, and spearheading technological transitions for seamless employee and client experiences. The creation of SOPs and a centralized holding location for billing were necessary to streamline changing processes.

Solutions

To address these challenges, the team was mindful of avoiding redundancy and inefficiencies that could arise from various timeline dates. Instead of hard cutovers, the systems ran parallel for a period to adopt changes faster and gain buy-in. Key players were identified, and individuals who did not need to be involved were maneuvered out of the process.

The team frequently faced blind spots and observed QuickBooks almost daily to quickly identify concerns and circumvent issues. Instead of waiting for information from the other party, they proactively handled challenges. To avoid overwhelming the team with meetings, they found a compromise by using phone calls instead of Teams meetings, making the other party more receptive.

Due diligence was crucial, requiring historical information for compliance. The messy location of contracts was addressed by defining updates, setting a repository location, and setting clear expectations.

Results

By understanding the audience, the team effectively communicated and implemented solutions. Although some communications were initially viewed as heavy-handed, the approach proved successful. By the end of the second month, parallel billing was used to compare processes between QuickBooks and Netsuite. Billing through Netsuite was streamlined, and backend duties and automation were assisted, taking tasks off others' plates. Steps for clean billing were defined without overburdening key players.

By the second month post acquisition, the company was fully integrated into NetSuite. After another two weeks, all banking institutions were set up and directly fed into the company's instance of NetSuite. The previous banking institution was wound down by the third month, including concluding all communications to vendors and clients for the successful changes.

Conclusion

The company was able to successfully merge and streamline vendor and client invoicing systems, automated payroll, and integrated banking systems into NetSuite. The project was completed within a remarkably fast timeline, demonstrating the team's ability to adapt, manage challenges, and deliver efficient solutions. The comprehensive approach ensured a seamless transition, benefiting the organization and its stakeholders.

Background

A healthcare company with 200 employees needed to enhance its HR processes by implementing Paylocity's Onboarding and Performance modules. The company’s operations include a significant number of remote employees across different states, and the goal was to streamline administrative tasks, ensure compliance, and improve overall HR efficiency. The solution was implemented in two key modules: Onboarding and Performance, using Paylocity’s powerful automation tools and customizable features.

Challenges

Handling a variety of remote employees across multiple states, each with different legal and compliance requirements.

Ensuring a smooth onboarding experience that met both company and state-specific requirements.

Ensuring performance management tasks were organized, clear, and easy to manage for both employees and administrators.

State-Specific Event Packets

For the company’s remote employees, we created tailored event packets for each state to ensure that every new hire received the appropriate documentation. Given the nature of the healthcare industry, this included specific state regulations and required forms based on employee location. These event packets ensured a smooth and compliant onboarding process, minimizing the potential for missed documents or delays.

The employee handbook and other employment policies were included in the onboarding packet, which employees were required to review and sign electronically before their start date. This ensured all compliance documents were completed in advance of their first day.

To facilitate the federal employment verification process, we integrated Paylocity with e-Verify. This integration allowed us to complete Form I-9s online, eliminating the need for paper-based processing. New hires were prompted to upload required identification documents directly into Paylocity, ensuring all necessary documents were submitted electronically before their start date to conduct inspection on their first day.

Task Management for Administrators and Employees

We configured various tasks within the system to guide both employee participants and HR administrators through the onboarding process. Employees were assigned specific tasks to complete, such as signing documents, completing direct deposit forms, and uploading identification for I-9 verification.

HR administrators were tasked with entering organization data such as department, salary, job title, and verifying document submissions, reviewing the completed packets, and ensuring that everything was in order before the employee’s first day. Automated reminders and notifications were set up to ensure timely completion.

Performance Review Process

The company needed a streamlined and consistent way to handle employee performance reviews, including various forms for both positive and corrective feedback. We developed several performance review forms to cover a wide range of employee assessments. This included standard annual performance reviews, as well as specific forms for written warnings and performance improvement plans (PIPs).

A formal template was created to document any performance concerns that required a written warning, ensuring that the process was consistent, fair, and legally sound. In cases where employees were not meeting expectations, we implemented a Performance Improvement Plan (PIP) template to clearly outline the expectations and steps needed for improvement.

Results

Automating the onboarding and performance review processes with Paylocity saved significant time for both HR administrators and employees.

Document signing, I-9 processing, and performance reviews were all handled electronically, reducing paperwork and administrative burden. With state-specific event packets and integration with e-Verify, the company ensured compliance with both state and federal regulations. This minimized the risk of legal errors and audits. Employees had a more seamless and self-guided onboarding experience, with all the necessary steps presented in a clear and organized manner. They could complete tasks at their own pace, leading to better engagement and fewer onboarding issues.

The performance review and improvement plan features provided a structured way to monitor employee progress, document performance issues, and create actionable plans for improvement, leading to a more productive and accountable workforce.

Conclusion

The implementation of the Paylocity Onboarding and Performance modules provided a comprehensive solution for the healthcare company’s HR needs. By automating key HR processes, improving compliance, and enhancing employee experiences, the company was able to reduce administrative overhead, mitigate legal risks, and create a more streamlined HR process. The integration of e-Verify and state-specific event packets, along with a fully automated performance management system, delivered significant value for both employees and administrators, positioning the company for future growth and success to improve!

Want to learn how Paylocity can benefit your organization? Reach out to Taylor Hubbell <[email protected]> and let her know that InteGreat Solutions recommended you contact her!

Challenge

Following the acquisition of a 70-employee portfolio company, the HR team needed to efficiently integrate the new team members into existing systems, introduce them to the parent company's culture, and ensure data accuracy, all without overwhelming the new employees during a period of significant change.

The acquired employees were previously managed in Paychex, while the parent company used BambooHR. The integration had to be smooth, professional, and scalable while preserving the integrity of all employee records.

Solution: Onboarding Through BambooHR

To meet these needs, the HR team utilized BambooHR’s Onboarding module to introduce acquired employees to the company in a structured, engaging, and efficient way. This approach allowed for:

Customized Welcome Experience: A branded onboarding flow introduced the parent company’s mission, culture, leadership team, and internal processes.

Policy Acknowledgements & Compliance: Employees received all relevant documents, handbooks, and company policies, with digital acknowledgment tracking.

E-signatures & Forms: Key forms like I-9s, W-4s, and direct deposit authorizations were completed securely and efficiently within BambooHR.

Data Migration from Paychex to BambooHR

While BambooHR onboarding captured essential employee and compliance data, additional information was needed to complete their records:

-The portfolio company exported an Excel file from Paychex with critical historical data, including hire dates, compensation details, titles, and departmental info.

-This data was used to update employee profiles in BambooHR, ensuring full accuracy and continuity of employment information.

Results

Seamless Integration: All 70 acquired employees were successfully onboarded into BambooHR without delays or disruptions receiving the correct paycheck amount deposited into the correct accounts.

Data Integrity: The combination of onboarding workflows and imported data ensured complete and accurate employee records.

Positive Onboarding Experience: New employees received a consistent, welcoming introduction to their new parent company, helping drive engagement and alignment from day one.

Efficiency & Automation: Using BambooHR drastically reduced manual entry, eliminated duplicate data collection, and helped HR teams focus on employee support rather than administration.

Conclusion

By utilizing BambooHR’s onboarding module and supplementing it with legacy data from Paychex, the company executed a clean, professional, and human-centric acquisition integration. This strategy ensured that new team members felt welcomed, informed, and equipped all while enabling HR to uphold data accuracy and compliance standards with ease.

Want to look into using BambooHR for your business needs? Reach out to Eddie Maldonado ([email protected]).

Background

A 300 employee company wanted to get more feedback after launching an annual engagement survey to be able to understand more about what the employees wanted to see implemented in the workplace. TINYpulse allows for unique 2-day communication that remains anonymous giving employees the freedom to state what they feel comfortably.

Challenge

While the company had various ways of collecting feedback, they wanted a way to communicate back to anonymous feedback submissions. Much of the feedback received needed clarification to gain better understanding and improve communication.

Solution

InteGreat Solutions, LLC played a key role in pulling employee data from the UKG system and helping to upload that data into TINYpulse. They built a custom Business Intelligence (BI) report within UKG to run regularly, ensuring that TINYpulse received the most up-to-date information for accurate and consistent user updates. By creating a recurring report for seamless integration, the company could manage users easily. TINYpulse was chosen for its reputation in offering an easy-to-use platform that allows teams to measure employee engagement through regular pulse surveys and gather feedback on key areas of workplace culture.

Impact

The company was able to build a more flexible, responsive, and supportive work environment based on direct feedback from employees.

By acting on the insights from the TINYpulse survey, the company saw significant improvements in morale, engagement, and retention.

TINYpulse’s platform gave the company the ability to measure employee sentiment regularly, making them more agile and responsive to employee needs. This continuous feedback loop helped the company refine its policies and culture to better align with employee expectations.

In summary, the partnership with TINYpulse helped the company gain actionable insights. The integration of employee data through UKG and the creation of a custom BI report ensured smooth updates and the ability to act on real-time feedback. The changes that followed—from policy adjustments to enhanced recognition—had a lasting impact on the company’s culture and employee satisfaction.

TINYpulse by WebMD Health Services is an innovative employee feedback and engagement software solution. They empower companies globally to not only measure but also enhance company culture, boost employee retention, and elevate performance. Through fostering improved communication, transparency, and recognition in the workplace, they help you prioritize the well-being and success of every individual within your organization. Reach out to Tina Puls <[email protected]> to learn more!

Background

A growing company, with a focus on remote work, faced challenges with its manual new hire communication process. HR teams were using templates in Outlook to manually send emails to new hires, outlining crucial information about their first day, benefits, shipping details for remote work equipment, and resources. Despite their efforts, the process was error-prone, leading to missed or inaccurate information. As a result, employees often felt confused or disconnected from their onboarding experience, leading to lower satisfaction and an increased number of questions.

The Challenge

The company’s HR department needed a more efficient and reliable way to send timely, personalized, and accurate communications to new hires. The manual process with Outlook was labor-intensive, error-prone, and lacked tracking capabilities to monitor employee engagement with the emails. Additionally, the HR team struggled to ensure that the right information was delivered at the right time, leaving new hires unclear on important aspects of their first day and benefits.

The Solution: InteGreat Solutions and SendPulse

InteGreat Solutions, LLC, a company known for helping organizations streamline their communication processes, was brought in to help transform the onboarding communication strategy. InteGreat recommended using SendPulse, a marketing communication platform, to automate and personalize new hire emails. Though SendPulse is traditionally used for marketing campaigns, InteGreat saw its potential for employee communications, and they successfully tailored the platform to meet the company’s needs.

Key Features of the Solution

Personalized Email Templates: InteGreat helped design a series of custom email templates that would automatically be sent out to new hires based on their hire date. InteGreat used SendPulse’s Automation 360. With SendPulse’s automated scheduling feature, InteGreat set up a cadence of emails that would go out at specific times based on the new hire's start date. For example, new hires would receive an email confirming the shipping of their equipment a week before their start date, with additional emails about first-day expectations and benefits information following accordingly.

The emails included:

Shipping Information: Details about the shipping of remote work equipment.

First Day Details: Instructions and expectations for the new hire’s first day.

Benefits Information: Key details about employee benefits and enrollment.

Helpful Links and Resources: Access to resources, FAQs, and key contacts to help new hires get settled.

Tracking and Analytics: One of the most important features InteGreat integrated was SendPulse’s tracking capabilities. This allowed the company to monitor whether emails were sent, delivered, and opened, as well as whether the links within the emails were clicked. This provided valuable insight into the effectiveness of the communications, helping HR teams ensure that new hires were receiving and engaging with the information provided.

Error Reduction and Consistency: By automating the communication process, InteGreat helped eliminate human errors that were common with the manual Outlook system. This ensured that all new hires received the correct and timely information, minimizing the risk of miscommunication.

Results

The results of this implementation were immediate and impactful:

Improved Communication: The automated, personalized emails meant that all new hires received consistent, timely, and relevant information. As a result, new hires were far better informed about their equipment, first-day expectations, and company benefits.

Higher Satisfaction Scores: The company conducted new hire interviews and received feedback showing a significant improvement in the onboarding experience. New hires reported feeling more prepared and confident going into their first day, citing the clear communication about logistics, expectations, and benefits as a key factor in their positive experience.

Higher Rating for Communication and Understanding Expectations: The feedback from new hires indicated a substantial increase in satisfaction regarding communication and understanding of expectations for their start. New hires felt that the automated emails helped them understand what was coming next, what was expected of them, and where to go for further resources.

Efficiency Gains: With SendPulse automating the process, the HR department saved valuable time. The team no longer needed to manually send emails or worry about forgetting crucial information. The company also benefited from better tracking of employee engagement with the emails, which allowed for more effective follow-up if needed.

Error-Free Process: The automated emails eliminated the mistakes previously associated with manual communication. HR teams no longer had to worry about missing key details or sending emails with incorrect information, ensuring that all new hires received the right communication at the right time.

Conclusion

InteGreat Solutions’ strategic implementation of SendPulse for new hire communications has proven to be a game-changer for the company. By automating and personalizing the communication process, the company not only improved the accuracy and consistency of its new hire emails but also enhanced the overall onboarding experience. As a result, new hires felt more confident and prepared, and HR teams enjoyed greater efficiency and visibility into the process. The integration of SendPulse not only streamlined internal communications but also made a measurable difference in employee satisfaction and retention, demonstrating the power of automation in transforming traditional HR processes.

Want to partner with SendPulse? Sign up for a free 20-minute demo. SendPulse will show you how to implement and set up their professional marketing and sales automation platform and gradually increase conversions.

Introduction

UKG (Ultimate Kronos Group) provides comprehensive HR, payroll, talent management, and workforce solutions. Leveraging UKG’s powerful tools effectively requires optimization to streamline processes, reduce clutter, and ensure that employees, managers, and HR professionals are able to work efficiently. This case study outlines several optimization recommendations for enhancing the user experience, data accuracy, and overall system efficiency in UKG.

Optimizing Company Information Page

The Company Info page within UKG is a key section where employees can access core company information, including mission, vision, values, and key resources such as IT help or HR contact information. The following steps are recommended:

1. Adding Relevant Information: System administrators can add core values, mission, vision, and useful links to this page via the “System Configuration > Content Management > Gadgets” section. You can create as many sections as necessary by selecting the “add” button.

2. Customizing Visibility: If certain sections are not required by all employees, administrators can hide them by navigating to “System Configuration > Security > Role Administration > Employee” and checking the “View” box under Company Info. This ensures the information is displayed.

Managing Benefits Carrier Links

Providing employees with easy access to their benefits carriers is a useful feature of UKG. Administrators can:

Add Carrier Links: Use the “System Configuration > Page Links > Select Page = Benefit Links > Add” to create multiple sections with links to benefits carriers. This helps employees quickly access all necessary benefits-related information.

Manager Information Page Optimization

The Manager Guide within UKG can be tailored to provide relevant information for people managers. To optimize this page:

1. Tailor Information: Add information for managers through “System Configuration > Content Management > Gadgets” by selecting “view/edit” next to the Manager Information fields.

2. Adjust Visibility: Administrators can manage visibility for specific managers by going to “System Configuration > Content Management > Gadgets > Manager Information” and selecting which managers should see the content.

Automating Security Rules

To automate role-based security changes when employees are promoted, terminated, or transferred, administrators can:

1. Enable Automation: Set up automated security rules in “System Configuration > Security > Role Automation > Rules.” For instance, when an employee’s status changes (e.g., promotion or termination), UKG can automatically update their access roles.

2. Use Exceptions: Some employees may require manual updates, which can be managed under “Security > Role Automation > Exceptions.”

Adding Custom Fields to Profiles

For additional customization, administrators can create new fields to track personal information or other relevant data:

Create User-Designed Fields: Navigate to “System Configuration > Business Rules > Business Rules > User-Designed Fields” to add custom fields, such as Reasonable Accommodation fields, to the personnel profile.

Creating Alerts for Critical Notifications

Email notifications for key activities can be set up to improve responsiveness and keep employees and managers informed:

1. Alerts for Various Events: Examples include alerts for new hires, state tax changes, disciplinary actions, license expirations, and goal completions. These can be configured in “Event Studio” as described in the UKG documentation.

2. Custom Alerts: Administrators can customize alerts based on specific conditions, such as:

- New Hire Alerts: Triggered when a new hire is added in the past week.

- License Expiry Alerts: To notify employees when a license is nearing expiration.

- FLSA Change Alerts: To inform HR of changes in employee status under the Fair Labor Standards Act.

Conclusion

Optimizing UKG requires careful consideration of each feature and how it contributes to employee productivity, data accuracy, and system clarity. By removing unnecessary sections, automating roles, and providing useful, targeted information, organizations can enhance the user experience for both employees and HR professionals. Implementing these optimization recommendations ensures that UKG runs efficiently, allowing users to focus on what matters most—people.

Background

A company known for its strong commitment to employee satisfaction and continuous improvement, wanted to launch an engagement survey to gather critical feedback from its teams. The goal was to enhance workplace culture, improve employee engagement, and refine internal policies based on real-time insights.

They recognized that listening to employees is key to maintaining an exceptional work environment. As part of their commitment to fostering positive change, they wanted a structured way to assess engagement across all levels of the organization and use this feedback to drive improvements.

Challenge

While this company had various mechanisms for collecting feedback—such as bi-weekly pulse surveys and anonymous forms—they needed a more comprehensive, structured approach to gather in-depth insights into employee engagement. This survey needed to be effective, easy to implement, and provide actionable insights for leadership.

Solution

InteGreat Solutions, LLC pulled employee data from UKG to provide the census and reportable demographic information to DecisionWise to help launch the engagement survey. DecisionWise’s employee engagement platform was selected for its reputation in providing robust, actionable data that would empower leadership to make informed decisions.

Implementation

The survey was launched as part of the copmany’s annual engagement initiative. InteGreat Solutions played a crucial role in customizing the census to align with the company's culture and values. The survey incorporated a wide range of questions, from overall job satisfaction to specific areas like work-life balance and opportunities for growth.

DecisionWise’s platform allowed the company to distribute the survey easily and analyze the data in real time. InteGreat Solutions helped design communication strategies for encouraging participation, ensuring that the survey was widely embraced by the entire organization.

Outcomes

Improved PTO Policy:

One of the key changes inspired by the survey feedback was an overhaul of the Paid Time Off (PTO) policy. Employees voiced concerns about the “use it or lose it” approach, which created unnecessary stress when it came to taking time off. In response, the company eliminated this restriction and introduced a more flexible rollover system, ensuring fairness and reducing stress related to time off.

Enhanced Recognition Program:

Feedback gathered from the survey and other channels, such as TINYpulse pulse surveys, led to improvements in the copmany’s recognition program. Employees expressed a desire for more recognition, particularly in the form of Bonusly points. In response, the HR team worked with Bonusly to reallocate the recognition points budget, allowing for more frequent and meaningful recognition across teams.

Actionable Insights for Ongoing Improvement:

Beyond policy adjustments, the survey provided valuable insights into employee engagement across various teams. This data was used to refine strategies and improve employee relations. The company committed to regular one-on-one check-ins with executives and HR, ensuring that concerns were addressed quickly and individual relationships were strengthened.

Impact

The company was able to build a more flexible and supportive work environment, based on direct feedback from employees.

By implementing the changes highlighted in the survey, the company saw improved morale and engagement across the organization.

The integration of DecisionWise’s platform provided the company with insights that could be acted upon quickly, making the company more responsive to employee needs.

In summary, the collaboration helped the company successfully launch an engagement survey that provided actionable insights. These insights have had a lasting impact on policy changes, employee recognition programs, and overall organizational strategy, reinforcing the company’s commitment to creating a positive work environment.

Want to partner with DecisionWise? They can provide surveys and consulting for leadership, employee experience/culture, and employee engagement. With this case study, we saw an executive slide deck and received excellent feedback on areas to improve! Reach out to Christian Nielson <[email protected]> to get set up for your next engagement survey!

Introduction

A company faced the challenge of moving nearly 300 custom UKG Pro Learning courses from one academy to another while keeping curricula intact. The project required pulling reports and utilizing admin controls to ensure a smooth transition, including providing updated course IDs for easy assignment via UKG Pro Learning templates.

Preserve and Transition Courses

The primary objectives of this project were to preserve existing curricula and ensure a seamless transition. It was crucial to accurately replicate course assignments and completions for employees and to prevent artificial duplicates during the transfer process. Additionally, communication needed to be open for any challenges.

Successful Solution

InteGreat Solutions, LLC undertook a comprehensive approach to transition UKG Pro Learning courses from the old instance of UKG to the new one. Reports were pulled as an admin in both academies to ensure all courses were moved accurately. Excel analytics, including XLOOKUP, were utilized to provide updated lists for course IDs. Courses were combined into one large curriculum before being moved, and once accurately uploaded into the new academy, the curriculum itself was deleted, leaving the individual courses intact. Care was taken to avoid artificial duplicates.

The extensive reporting capabilities of UKG Pro Learning were used to replicate course assignments and completions. Updated course IDs were combined with the UKG Pro Learning assignment template to ensure accurate replication.

Challenges

Compatibility issues arose as the new academy did not support SCORM 1.2 files, which were accepted by the previous academy. The solution required using SCORM 2004 edition 4 files. Additionally, the thorough review and transition of courses and assignments took a full week due to the prior movement of roughly 400 employees.

Conclusion

The project resulted in the successful transfer of all courses to the new academy, with updated course IDs provided for easy assignment. Employees were appropriately credited with courses they had already completed, and compatibility issues were resolved, allowing learners to access courses without problems. The use of Excel analytics and detailed reporting ensured a smooth and precise transition process.

InteGreat Solutions effectively managed the transition of UKG Pro Learning courses, ensuring curricula were preserved and course assignments were accurately replicated. By overcoming compatibility challenges and utilizing detailed analytics, InteGreat Solutions provided a seamless transition experience, benefiting both the organization and its employees.

Background

A growing business with 18 employees across 5 different states was facing rising costs and operational complexity using Gusto for their HR and payroll needs. At approximately $370/month, much of the cost stemmed from multi-state tax administration fees, a common charge among most vendors.

The Switch

When they switched to Rippling, they saw immediate savings—bringing their monthly costs down to about $270, thanks in large part to Rippling’s no-cost multi-state tax administration.

But cost savings were just the beginning.

As the company prepared for future hiring and expansion, they needed a system that could scale easily, handle labor allocation, and consolidate tools like IT management and Bill Pay. Rippling provided an integrated platform that allowed them to manage these areas from one place—improving efficiency and preparing them for long-term growth.

Key Results

- $100/month in savings by eliminating multi-state payroll fees

- Improved scalability for future hiring plans

- Consolidated systems for HR, IT, and finance

By switching to Rippling, the client streamlined operations and positioned themselves for seamless expansion—without breaking the bank.

Challenge

As a 400-emplopyee fast-growing healthcare administration company with an expanding headcount and evolving talent needs, the existing recruiting workflow in Paylocity was becoming increasingly difficult to scale. Recruiters and hiring managers lacked the tools to manage interview processes effectively, track candidate pipelines, and maintain a high-touch candidate experience—especially for those not hired immediately but still seen as top talent. The company needed a more robust, intuitive applicant tracking system (ATS) to streamline processes, improve collaboration, and support strategic hiring decisions.

Solution: Implementation of Greenhouse ATS

The company transitioned to Greenhouse, a leading ATS known for its user-friendly interface and customization capabilities. The implementation focused on building out the following key features:

Interview Stages: Custom interview plans were created for each role, providing structure and clarity across departments. This ensured a consistent candidate experience and reliable evaluation criteria.

Job Description Templates: Standardized templates were built, reducing setup time for new roles and ensuring compliance with internal policies and branding guidelines.

Screening Questions: Role-specific screening questions helped streamline initial candidate evaluations and improve alignment between recruiters and hiring managers.

User-Friendly Reporting: Greenhouse’s intuitive reporting tools allowed the talent acquisition team to quickly generate insights on time-to-hire, candidate source effectiveness, and funnel health—enabling faster, data-driven decisions.

Innovative Optimization: “Hold” Pipeline for Future Talent

One of the biggest challenges for the company was managing strong candidates when an immediate role wasn't available. Given the rapid growth, new roles were opening every 1–2 months, and talent teams wanted a system to retain and revisit top candidates.

Greenhouse enabled this with a creative solution:

A custom “Hold” position was created to temporarily store qualified candidates who had completed interviews but did not yet have a position to fill.

A scorecard system was developed for hiring managers to document interest and evaluations of these candidates. This made it easy to track which teams had interest in a candidate and why.

When a relevant role opened, recruiters could seamlessly transfer candidates from the Hold pipeline into the active requisition and extend an offer, retaining all candidate history and feedback in one place.

Results

Improved Collaboration: Hiring managers now had clear visibility into the candidate pipeline and structured tools for evaluation.

Efficiency Gains: Recruiters saved time with reusable templates and centralized screening processes.

Strategic Candidate Management: The Hold pipeline allowed the team to "bookmark" strong candidates, reducing time-to-fill for future openings and avoiding the need to start searches from scratch.

Better Reporting: Leadership gained insights into hiring trends, pipeline bottlenecks, and team performance thanks to customizable dashboards and reports.

Conclusion

Implementing Greenhouse transformed the company’s recruitment strategy from reactive to proactive. The introduction of structured workflows and innovative features like the Hold pipeline allowed the company to maintain a high-quality candidate experience while scaling quickly and efficiently. With Greenhouse, the company is now positioned to attract, evaluate, and hire top talent faster than ever before.

Background

A 3-employee company needed a payroll provider that could meet its immediate needs while also supporting long-term growth. With no dedicated HR staff and limited resources, the business was looking for a solution that was cost-effective, compliant, and scalable.

Challenge

Like many very small companies, this business faced several common challenges:

Compliance complexity: Navigating federal and state tax regulations without an HR expert.

Lack of expertise: No dedicated team to troubleshoot payroll or system issues.

Scalability: They needed a system that would serve them well now but wouldn’t require costly migrations as they grew.

Evaluation of Options

1. Paylocity

Pricing: $12.40/employee/month + $228/month base, one-time $550 implementation.

Features: Payroll, personnel files, recruiting, time off, time & labor, onboarding, learning management, surveys, and performance.

Fit: Comprehensive feature set at a predictable cost.

2. Paycom

Pricing: $14.70/employee/month + $8.31 per payroll + $0.91/check, $0.30/direct deposit, one-time $376.61 implementation.

Features: Payroll processing, personnel files, self-onboarding, documents & checklists, learning management, and performance forms.

Fit: Strong functionality but costly due to per-payroll charges, making it less efficient for a company this small.

3. UKG

Pricing: Best suited for companies with 40+ employees. They would not quote.

Fit: Not financially viable for a 3-employee organization.

4. Rippling

Pricing: $10/employee/month (annualized), $35/month base fee for companies under 25 employees.

Features: Payroll, onboarding, time off, compensation bands, personnel files.

Fit: Lightweight, scalable option with a modern interface.

5. Current Payroll Provider

Pricing: 35% markup on weekly payroll.

Fit: Expensive and unsustainable.

Results

After comparing the options, the company identified Paycom with it’s ability to have AI, employee approval of paychecks, and a few other small features they felt was worth the price.

With Paycom, the company gained:

- Automated payroll and compliance support.

- Easy onboarding for future hires.

- Access to additional modules that will scale with them as they grow.

Want to partner with any of these HRIS platforms? Reach out to our preferred contacts below!

Rippling: Imeh Nsek <[email protected]>

Paylocity: Taylor Hubbell <[email protected]>

Paycom: Haley Blakemore <[email protected]>

Background

A 75-employee company relied heavily on external recruiters to fill open roles. With 20+ recruiting agencies involved, tracking submissions and keeping agencies updated had become overwhelming and time-consuming. They needed a way to simplify communication, reduce manual effort, and ensure every agency had clear visibility into the status of their candidates.

InteGreat Solutions stepped in to design and fully automate a process that gave the client control and clarity, without requiring them to manage the setup or day-to-day updates themselves.

Challenge

Managing so many recruiting partners came with several pain points. With over 20 agencies, it was difficult to see which candidates came from which recruiter and much of it was being done through email communications. Updating agencies required hours of back-and-forth emails and manually compiled status updates. The agencies often lacked clarity on where their candidates stood in the process, leading to repeated inquiries.

Solution

InteGreat Solutions designed a fully automated system that generated unique tracking links for each role and agency and ensured every candidate submission was automatically tagged to the correct agency. InteGreat Solutions built custom reports for each agency pulling all submitted candidates and their current stage in the hiring process. Then, automated weekly updates were created through a Friday workflow. These reports were automatically compiled and emailed to each agency, ensuring consistent and transparent updates.

InteGreat Solutions managed the entire setup: creation of tracking links, report customization, and workflow automation. This allowed the client to simply benefit from the time-saving results.

Outcomes

Time savings: The client eliminated manual report creation and agency follow-up emails.

Improved relationships: Agencies received timely, accurate updates every week without having to ask.

Clear accountability: Every candidate was correctly tied to their submitting agency, avoiding disputes and confusion.

Scalability: The system can easily handle more agencies or roles without adding administrative burden.

Conclusion

What started as a complex, manual process became a streamlined, automated system. By leveraging automation and custom reporting, InteGreat Solutions gave this 75-employee company a way to manage 20+ recruiting agencies with zero ongoing effort from their HR team. This resulting in more time for internal HR priorities, stronger agency relationships, and a recruiting process built for efficiency and transparency.

Want to partner with Rippling? Reach out to Imeh Nsek at [email protected].