Summary

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  1. Properties - Meeting Date: 2024-03-08 - Meeting Type: Call - Note Type: Summary - Attendees: Nathan Harpel; Herbron Girma; Barbara Bement; Kate Loughery; Steve Wade; Lisa Law; Jess Foury; Scott Warner

  2. Meeting Summary We met with UKG to walk through our current HCM pain points and set expectations for a potential move. The discussion focused on replacing our fragmented stack and addressing persistent issues with Paycor, especially around PTO visibility, timekeeping reliability, payroll accuracy, reporting, customer support, and integrations.

Key takeaways: - Time and PTO: UKG's time and accruals update in real time and can project balances at the future request date. That directly addresses our employee confusion on future-dated PTO and should reduce manual intervention by supervisors. - Access and usability: Mixed adoption of the app vs wall clocks today; some employees still rely on managers for PTO entry. UKG supports Spanish and multiple languages at the user level, which is important for our bilingual workforce. - Payroll: Our current platform's lack of intuitiveness has created heavy manual entry, unreliable imports, and a major support gap. Specific example: 27 pay periods last year required manual salary entry each cycle; bonus imports routinely fail; and response times from support are unacceptable during payroll processing windows. - Integrations and compliance: Our 401k loan EDI feed with Lincoln Financial has been broken since the 12-18 payroll. Despite a ticket submitted 3-6, there is no resolution and poor ownership. Reporting across three EINs is possible today but clunky; fields for workers comp, pay grades, and location tiers are missing or had to be custom built. Extraction to Excel vs forced PDFs is a recurring need. - Performance, comp, and talent: Performance reviews and comp planning are spreadsheet-driven and labor intensive. We want a unified HCM that covers ATS through onboarding, background checks, offer letters, and then feeds the core HRIS without rekeying or DocuSign workarounds. We will not run merit this year, but want compensation planning tightly integrated to performance for future cycles. - Selection criteria: If products look similar on paper, we will prioritize implementation quality, ongoing support we can hold accountable through SLAs, and total value at the right price point. Our goal is a stable, long term home with a partner that proves their claims before and after go live.

UKG will tailor the upcoming demo and bring their implementation and support leadership to address change management, SLAs, user community resources, and how they will prevent a repeat of past platform churn.

  1. Attendee List - Nathan Harpel - Herbron Girma - Barbara Bement - Kate Loughery - Steve Wade - Lisa Law - Jess Foury - Scott Warner

  2. Action Items - Prepare targeted demo for the 18th covering time/PTO projections, mobile and wall clock options, multi-EIN reporting, flexible report builder with Excel exports, ACA/OSHA/workers comp reporting, pay grades and location tiers, comp module tied to performance, robust imports for bonuses, and ATS-to-onboarding workflow including offers and background checks. Include 401k EDI and loan handling. Owner: Herbron Girma and Jess Foury - Bring UKG implementation and support lead to walk through launch methodology, change management, data conversion, EDI strategy, SLAs with client-set priorities, and post go live support model. Owner: Jess Foury - Document and share our detailed use cases and sample artifacts for the demo: bonus import templates, key payroll scenarios including 27 pay periods, Lincoln Financial 401k loan EDI issue history, required fields for workers comp, pay grades, location tiers, and representative reports we need consolidated across EINs. Owner: Kate Loughery and Barbara Bement - Compile end user pain points on timekeeping reliability, app vs wall clock usage, and PTO self-service gaps to inform the demo and rollout approach. Owner: Nathan Harpel and Steve Wade - Define performance and compensation requirements and timeline assumptions for future cycles, even though there is no merit cycle this year. Owner: Lisa Law - Coordinate pre-demo questions and any additional scenarios we want UKG to prove out; route through Lisa ahead of Jess's Monday check-in. Owner: Scott Warner and Lisa Law

  3. Relevant Timelines - Demo and implementation discussion with UKG on the 18th - Herbron/Jess to lead; include implementation and support leadership; covers items listed above. (Action: Herbron Girma and Jess Foury) - UKG to reconnect with Lisa on Monday to finalize demo scope and open items. (Action: Jess Foury and Lisa Law) - Performance cycle cadence noted for system design: reviews completed Jan-Feb; goal setting Feb to early March. No merit increases in 2024; comp planning will resume in a future cycle. - 401k EDI issue timeline: loan deduction stopped correctly on 12-18 payroll but continues to pull in the system; ticket opened 3-6 and still unresolved. Capture details for UKG demo and remediation plan. (Action: Kate Loughery)

  4. Additional Notes - Strategic requirement: We need a permanent home that reduces manual work, enforces data integrity, and provides accountable support. Proof over promises. - Support expectations: Dedicated, reachable team with SLAs that allow us to set ticket priorities; transparent escalation; live troubleshooting capability for time-critical payroll and EDI issues. - Reporting: Must be intuitive, stable across updates, searchable, and exportable to Excel; ability to add/remove columns easily and build ad hoc views from employee profiles; multi-EIN consolidated reporting a must. - Compliance and fields: Native support for workers comp, ACA, OSHA, pay grades, and location tiers; ability to link pay structures to jobs and locations for cleaner analytics and audits. - Talent and onboarding: Desire to replace ApplicantStack, DocuSign, and Checkr swivel-chairing with a single ATS-to-onboarding workflow that generates offers, triggers background checks, and creates the employee record without rekeying. - Workforce enablement: Real-time accruals with future-dated PTO projections; multilingual UX including Spanish; strong mobile experience but support for mixed clock environments. - Reference resources: UKG highlighted 365 support, a large user community, and local user groups, which we will evaluate as part of the support model.