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:

• 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.

• 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:

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

• 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:

• 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.

• 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:

• 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.

• 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.