gforce is a For-Purpose Community Organisation that makes a difference in the lives of people and communities. They are a full-service employment and recruitment organisation that seeks to assist all jobseekers, participants and employers. They believe in being genuinely part of communities they serve and embracing a community-driven approach.
Challenges
Previously, gforce did not have a centralised Human Resources Information System (HRIS) and were using different modules for separate areas with various vendors and systems.
This meant there was a gap when it came to automation and the seamless sharing of data from one system to the next, and paper forms and Word/PDF documents being used across a number of processes. This resulted in duplicated efforts, making processes extremely time-consuming, reporting difficult and challenging to manage workforce and HR requirements.
Leave applications were a manual process, with a live document being filled in, saved, attached to an email and sent to a manager for approval, who would then send it to payroll for processing. Employees had zero visibility into their forecasted leave or the status of their request. Unless a ‘shared’ calendar was used, it was hard to track who had applied for leave when.
The manual nature of processes resulted in a lack of transparency. Without a single source of truth, there was no easy way to access data that could help them to make daily or longer-term business decisions.
Solutions
gforce determined that they needed one solution that could manage all things workforce and human capital management related, and this would solve a lot of the issues that they were facing. They went on a digital transformation journey with a focus on modernising and streamlining their processes, and chose to invest in a new system that was fully integrated.
Based on some HR team members having previous experience with the UKG solution, they decided that UKG would be the best-fit partner for this project to centralise their technology in one solution, and realised this would help them to achieve their goals of becoming a digital-first workplace.
gforce is utilising the following modules available in the UKG Ready solution:
- Timekeeping
- Accruals
- Core HR
- Compensation Management
- Performance Management
- Recruiting
- Learning/LMS
- Payroll (Powered by Payroll Metrics)
“Payroll previously took a full day to process, and now takes just under an hour, with an estimated 130 hours saved per year in this area alone from using the UKG solution.”
General Manager
People and Culture at gforce
Results
gforce is now benefitting from having an integrated solution as their single source of truth that goes hand in hand with their full-service employment and recruitment organisation. They are already experiencing significant cost savings both from driving efficiencies within various areas of HR, and from consolidating their disparate systems into one that can do it all.
The automation of reporting and integration of data into payroll has significantly reduced the amount of steps and time involved, which can now be done with a few simple clicks. Payroll previously took a full day to process, and now takes just under an hour. This efficiency has saved approximately 130 hours per year in this area alone from implementing the UKG solution. These cost savings allow them to invest more in areas that allow them to make a bigger impact within their communities, while continuing to provide excellent customer service.
The solution has enabled and empowered team members as they can now easily view their schedules, access pay information, and leave approvals all at their fingertips. Overall, this has allowed employees to better manage their work-life balance directly via the mobile app, or any device they may be using.
Another area that the UKG solution has made a difference in is the security of the solution. gforce needed a system that was compliant with their ISO27001 accreditation, protocols and requirements for data security, and enabled their employees to use their single sign-on (SSO). Partnering with UKG meant keeping privacy and data security a top priority to deliver a best-in-class solution.
Management now have greater transparency into the overall workforce and can continue to make a difference in the lives of those within their community as they are able to make better business decisions when they have a single source of truth to rely on and can work more efficiently.
