Customer Story

UKG Pro Helps Mosaic Primary Care Streamline Payroll Processes

  • Offers a solution that’s intuitive and simple to use

  • Improves payroll accuracy

  • Aligns with all facets of union payroll agreement

Mosaic Primary Care

Mosaic Primary Care Network (PCN) is a group of family doctors and healthcare professionals creating healthier communities in Calgary, Alberta, Canada.

Challenges

Mosaic PCN previously leveraged an HCM solution that provided limited administrative control over payroll processing for their 200 employees. When Mosaic PCN’s workforce became unionized, the company recognized that it would need a more robust solution to manage the complexity of its pay structure, which included paying shift premiums and navigating salary increments that change depending upon the number of hours worked.

Solutions

Mosaic PCN sought out UKG to take advantage of a single provider that offered consolidated best-of-breed payroll processing and world-class timekeeping that would eliminate Mosaic PCN’s reliance on spreadsheets for scheduling.

“Before UKG, we had to process most union rules manually, with employees and managers filling out forms, getting approvals, and sending the documents to payroll,“ said Sarah Laviolette, Financial Reporting Manager at Mosaic PCN. “Advanced scheduling capabilities in Dimensions can accommodate every clause in the union agreement related to scheduling, premium pay, and alternative-work-arrangement overtime rules. Likewise, we now track salary increments automatically, with accurate adjustments made based on hours worked. Managers just tag the appropriate rule.”

“Managers have found the solution is very intuitive and simple to use, and they like the way they can create more effective schedules for their employees.”

Sarah Laviolette

Financial Reporting Manager

Results

As a result of automating these processes, Laviolette reports that the payroll department is saving one full day of processing time. With UKG, individuals no longer need to work on the weekends to run payroll, and, as a consequence, managers also are relieved of the time pressure to review and approve team entries. In addition, by eliminating manual processes and calculations, Mosaic PCN is benefiting from improved payroll accuracy.

“We have many out-of-the-box reports and audits we can run with UKG Pro Payroll,” said Laviolette. “We run pre-check exceptions, pre-check summary liability, and the manager-favorite employee-audited-changes report, which highlights only those changes that require review. All of these reports were compiled manually in the past, and we would often have to make corrections after payroll was already run.”

Laviolette noted that simplifying scheduling with UKG Dimensions has empowered managers to take control of their employees’ schedules.

“The schedules for our medical office assistants, for example, used to be kept on spreadsheets, but with UKG, managers set up and automate schedules,“ said Laviolette. “Managers have found the solution is very intuitive and simple to use, and they like the way they can create more effective schedules for their employees. Automating processes saves each manager about an hour each month, because they no longer need to compare schedules with timecards, verify punches, and complete forms for special pay premiums. With 15 managers in our company, we are accumulating substantial time savings.”

In addition to being able to plan and execute employee schedules, managers are pleased with the visibility delivered by the UKG® scheduling solution.

“Managers can not only view their teams’ schedules with the click of a button, but also take advantage of a dashboard view that provides information such as vacation accruals,” said Laviolette. “In the past, HR would have to send manually compiled monthly reports to managers to show employee vacation accruals. Now, managers can see every day when they log into UKG how large a liability they are carrying and take action as appropriate.”

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