Issue
This client, a senior living facility, was experiencing fragmented workforce operations due to disconnected tools. Core processes, including payroll, onboarding, scheduling, PTO, and benefits, relied on manual workarounds or paper-based workflows, increasing the likelihood of errors and delays. Trends analysis and custom reporting were impossible due to limitations in their current vendor’s software, and integrations designed to keep timekeeping and payroll systems connected routinely failed. As a result, discrepancies were often discovered after payroll had already been processed.
Benefits administration was equally inefficient, with manual data entry and inconsistent broker notifications leading to coverage gaps and unnecessary costs. Without a centralized, reliable system, the organization lacked a single source of truth to support accurate reporting, compliance, and informed decision-making.
Solution
Our team set out to consolidate these processes into a single source of truth via Centrally HR. Our approach included:
- Discovery, design, and data cleanup: Mapped all workflows and identified failure points, defined a single system of record in Centrally HR, and consolidated employee data.
- End-to-End Centrally HR configuration:
- HR/Onboarding: Digitized hiring materials and processes.
- Time & Attendance: Implemented punch rules, rounding, geofencing, meal/rest compliance, and manager exception alerts.
- Scheduling: Built demand- and budget-aware schedules and enabled real-time actual vs. scheduled visibility and variance alerts.
- PTO/Leave: Automated accruals and eligibility rules and enabled employee self-service requests.
- Payroll: Established native time-to-payroll flow with pre-payroll audits to catch missing punches, overtime anomalies, and deduction variances.
- Benefits: Stood up online enrollment with eligibility rules and life-event workflows and automated carrier/broker feeds to eliminate manual notifications.
- Testing, Training, and Change Management: Ran significant testing, phased go-live, and provided role-based training.
- Ongoing support and optimization: Provide white-glove support and quarterly governance to tune rules, add reports, and roll out enhancements.
Outcome
The implementation of Centrally HR removed manual touchpoints, reduced human error, created one source of truth, and shifted the team from reactive fixes to proactive, rules-driven control. Results included:
- 80% reduction in payroll and timekeeping errors
- 80% reduction in benefits overpayment
- Reduced HR administrative workload by five hours per week
| Company Information | |
|---|---|
| Industry | Senior Living |
| Geographic Footprint | Alabama |
| Number of Employees | 165 |
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