Blog Multi Author - Mosaic Consulting Group

5 Reasons Why Change Management Consulting is Essential for Your UKG Software Experience

Strategy

User adoption: The success of any software implementation depends on user adoption. If employees do not embrace the new software and use it as intended, it can result in a failed implementation. Change management helps ensure that employees are properly trained and prepared for the new software, which can increase user adoption and ultimately lead to better outcomes.
2. Process changes: Implementing new software often requires changes to existing processes. Without proper change management, these changes may not be communicated effectively, and employees may not understand why they are being asked to change their processes. This can lead to resistance to change and even sabotage the new software. Change management can help ensure that process changes are communicated effectively and that employees understand why they are necessary.

3. Mitigating risks: Implementing new software can introduce new risks to the organization, such as data security or compliance risks. Change management can help identify these risks and develop mitigation plans, reducing the likelihood of negative outcomes.

4. Maximizing benefits: Change management can help ensure that the implementation of UKG software is successful and that the organization realizes the full benefits of the new software. Organizations can minimize disruption by managing the change process effectively and ensuring a smooth transition to the new software.

5. Change management is crucial to any software implementation, including UKG software. It can help ensure that employees are prepared for the change, processes are communicated effectively, risks are mitigated, and the organization realizes the full benefits of the new software.

We would be delighted to discuss your specific needs and how our services can help you achieve your goals. Please click here to schedule a discovery call to explore this further.We look forward to hearing from you!

April 5, 2023

Dimensions 101: How to Migrate from Central to Dimensions

Implementation, UKG Dimensions

If your team is used to UKG Workforce Central, it may be frustrating to hear that it’s being sunset by 2025. But change doesn’t have to be daunting. We’re here to help! Workforce Dimensions is similar to Workforce Central, with easy-to-use tools and simplified processes. Let us help you make the transition smoothly and efficiently without disrupting your team’s experience.

We’ve identified key steps to ensure a successful migration from Workforce Central to Workforce Dimensions:

1. Exhale Stress, Inhale Organizational Change Management (OCM) – The most important thing you can do is design a solid change management plan. This means road mapping your migration project from start to finish. Like the classic Candyland map, you will want to design your plan with your main objectives and key results in mind. Like little gumdrop markers in our favorite sugary game, define your sweet, sweet metrics of success on your journey to the go-live date.
2. Make a Company-Wide Announcement– The moment you finalize your decision to make the change from Workforce Central to Workforce Dimensions is the moment to announce that the change is coming. The sooner you loop in your organization, the better. Support starts with end users, so we recommend communications that highlight how easy this switch will be.
3. Identify Subject Matter Experts – Nominate the Subject Matter Experts who will be involved in the migration. These should be the people who know your organization’s processes like the back of their hand. Subject Matter Experts will help lead the implementation of your Workforce Dimensions system by guiding an implementation team, like Mosaic, through knowledge transfer sessions. Understanding is key, and your SMEs will play a big part in making sure all your system needs and requirements are captured during the data gathering and development phases of your project.
4. Define Current State and Desired Future State– Understanding your objectives and desired key results is an important part of tailoring your Workforce Dimensions system to meet your needs. We suggest documenting how you are currently using your existing system to complete your daily, weekly, monthly, and annual tasks. No detail is too small! Define processes that you currently struggle with, and areas in which you’d like to improve. Leave no stone unturned!
5. Test, Test, Test!– Testing is the time to “fact check” your new Workforce Dimensions build! Our UKG Solution Design teams like to tell people to “try to break the system”! Testing is a time to throw everything you have at the new system to make sure it meets all your needs and checks all your boxes. When you start your migration project, we recommend asking your SMEs to organize a list of daily, weekly, and monthly tasks to use as a guide through testing. Not only will this help you map out your current state processes at project start, but it also helps your team start to translate old processes to new practices and processes as they start completing their tasks in UKG Dimensions.
6. Get Your Team Excited to Learn New Things– Training is a critical piece of the puzzle when launching a new system. Inform your staff early on that a new system training will be required but doesn’t have to be overwhelming. We suggest exploring a custom training program designed to teach your staff how to use UKG Dimensions in a way that caters to their specific learning style. Whether it’s a training curriculum tailor-made for you by Mosaic or a series of internal seminars, taking the time to teach users how to navigate the new system makes all the difference.

To ensure a smooth migration to UKG Dimensions, communicate frequently with updates and check-ins for stakeholders. Emphasize the benefits of the upgrade and encourage self-discovery of new features. Our Solution Design Team can provide expert help with best-practice processes. Mosaic will guide you to success with bite-sized details and attainable deadlines. Connect with us for a hassle-free experience.

March 23, 2023

Benefits of Migrating to UKG Dimensions

UKG Dimensions

UKG Workforce Central and UKG Dimensions are both workforce management software solutions offered by Ultimate Software. UKG Dimensions is the newer and more advanced platform, offering a range of features and benefits that are not available in UKG Workforce Central. Some potential benefits of migrating from UKG Workforce Central to UKG Dimensions include:

Improved user experience: UKG Dimensions offers a modern, intuitive interface that makes it easy for users to navigate and access the information they need.
More comprehensive functionality: UKG Dimensions includes a wide range of features, including advanced scheduling capabilities, automated compliance management, and built-in analytics and reporting.
Better scalability: UKG Dimensions is designed to handle large amounts of data and can easily accommodate the needs of growing organizations.
Increased flexibility: UKG Dimensions is highly configurable and can be customized to meet the specific needs of different organizations and industries.
Better security: UKG Dimensions comes with built-in security features that help protect sensitive data and ensure compliance with industry regulations.

Overall, migrating from UKG Workforce Central to UKG Dimensions can help organizations improve their workforce management processes, increase efficiency, and gain a competitive advantage.

Why should I use Mosaic Consulting Group to perform my migration from UKG Workforce Central to UKG Dimensions?
There are several reasons why an organization might choose to use Mosaic Consulting Group to perform their migration from UKG Workforce Central to UKG Dimensions:

Expertise: Mosaic Consulting Group has a team of experts with extensive experience in migrating organizations from UKG Workforce Central to UKG Dimensions. They understand the nuances and complexities of the process and can help ensure a smooth and successful transition.
2. Customized approach: Mosaic Consulting Group takes a personalized approach to each migration, working closely with the organization to understand their unique needs and tailor the migration process accordingly.

3. Minimizing disruption: Mosaic Consulting Group can help minimize disruptions to your business during the migration process by carefully planning and executing the migration to minimize downtime and minimize the impact on your operations.

4. Optimization: Mosaic Consulting Group can help optimize your UKG Dimensions implementation to ensure that it is tailored to your specific business needs and processes and that it delivers maximum value to your organization.

5. Post-migration support: Mosaic Consulting Group provides post-migration support to ensure that the transition goes smoothly and that your organization is able to get the most out of UKG Dimensions.

In summary, Mosaic Consulting Group has the expertise, experience, and capability to ensure a smooth migration process, minimize disruption and optimize the UKG Dimensions implementation to ensure that it delivers maximum value to your organization.

Connect with us today to learn more about this service!

January 23, 2023

UKG Pro Open Enrollment Packages – Now Available

HR, UKG Pro

With year end fast approaching, it’s time to begin proactively planning for your annual open enrollment process to ensure you are prepared for a smooth session.

Open enrollment can be difficult to navigate for seasoned HR professionals and employees alike. During this stressful time, frustrations are bound to arise related to new benefit options and rates, vendor communications, internal presentation and communication preparation, and enrollment setup and configuration within UKG Pro. Managing every detail required for a successful open enrollment period can quickly become overwhelming and takes critical time away from HR staff to answer employee questions or work on big picture projects.

The good news: it doesn’t have to be this way! Mosaic’s new Open Enrollment Support Package is designed to drastically reduce common open enrollment pain points and improve the employee experience during busy year end. Our team of talented experts are available and ready to help you tackle one of the most challenging projects of the year. We combine industry standards with UKG guides to offer best practice solutions during a demanding season in your organization.

When you partner with Mosaic to streamline your open enrollment process, your team will be provided with a dedicated resource to assist with benefit configuration and will have access to the entire Mosaic team of UKG Pro experts as needed.

From the start of our open enrollment partnership, we will ensure you are set up for success. Your consultant will start by evaluating your current procedures and gathering input on your specialized requirements. From there, we will take charge of the UKG Pro open enrollment session from initialization to close, taking time to go through comprehensive checklists to ensure setup and configuration are to your specifications.

We will then update benefit group codes and rates in UKG Pro based on the plan documents you have confirmed with your benefits vendors. Once setup checklists have been completed and vendor rates have been updated, we will work with you to test the session prior to go live for the annual enrollment process.

Human Resource professionals spend months preparing for Benefit Open Enrollment. Employee benefits are more important than ever as a competitive advantage in recruitment and a crucial piece of organizations’ retention strategy. OE is a season that makes a difference to your people!

Planning early and enlisting expert support are critical to ensuring a smooth and streamlined open enrollment process. We are here to make you successful!

Our Open Enrollment Support packages are limited, so act fast by contacting us today to learn more about how we can work together to tackle open enrollment with minimal stress and increased team productivity.

July 25, 2022

Welcome Jeff Bounds! Our New Vice President of Client Engagement

Mosaic News

We are excited to announce that Jeff Bounds has joined the Mosaic team as Vice President of Client Engagement. Jeff joins our executive team with a wealth of knowledge and experience that inspires best-in-class results as well as the highest level of integrity, accountability, and teamwork.

Jeff is excited to dive in and help Mosaic continue it’s fast-paced growth. He is particularly looking forward to using his previous experience in innovation and analytics to help deliver new products and services for Mosaic. Jeff’s goal is to have these new offerings help Mosaic clients uncover and resolve any obstacles in their way to achieving their corporate goals.

Jeff is an empathetic leader who enjoys helping his clients grow and scale. He thrives on using creative problem solving and partnering with clients, becoming a trusted advisor who leads organizations to become stronger overall. This drive is what brought Jeff to Mosaic; and it is exactly why we are so excited to welcome him on board!

May 17, 2022

When is a Corrected W-2 Necessary?

HR

What is a W-2C?

The short answer: A W-2C is a corrected version of the W-2 form. As simple as that! (not really…)

Most employees will never see a W-2C, but they are needed occasionally. With so much change in 2020 and 2021, let’s explore when they are needed, the information you enter in UKG Pro that will trigger a W-2C, what you need to successfully complete any prior year adjustments, and how to report those changes.

What does a W-2C look like?

Since the purpose of a W-2C form is to correct the information on the W-2 form, other than the employee’s identifying information, the only data on the form will be that which is corrected. For example, if you correct an employee’s State Taxable earnings, the form will show the “old” data and the corrected information for State Taxable earnings, but no other data will be there.

What DOES trigger a W-2C?

Name changes – Even something as simple as adding a middle initial
Address changes – Whether or not the change impacts the employee’s taxable wages
SSN corrections
Changes to YTD taxable wages OR taxes withheld

While these will all trigger creation of a W-2C, only the last two will require you to do anything about it.

What DOESN’T trigger a W-2C?

Year End 2020 and 2021 were definitely… unprecedented. It’s worth taking a minute to consider what changes or events do NOT trigger the need for a W-2C:

Catch-up pay cycles – If, for any reason, employees missed pay and your organization needs to run a catch-up pay cycle for wages owed in 2021 (if the catchup pay was completed in 2022) those wages are 2022 wages, and this does not require a W-2C.
Employer address change – If a company’s (or component company) address changes this will not trigger a W-2C for following year.
Payroll adjustments – Payroll adjustments that do not change taxable wages or taxes withheld will not trigger a W-2C

For Example: Moving wages from one earning code to another without changing taxes

As a Payroll Manager, what kind of issues should I be preparing for?

Between when your employees access their W-2 forms and April 15, you will receive phone calls from team members who want changes made to their W-2s. Not every request should be made, nor will it trigger a W-2C, but the most common ones that will require some action on your part are:

The employee moved mid-year, but taxes were not adjusted.
State or local wages were not reported in error, either because the location is set up incorrectly, or the employee was marked “exempt” or “block” in error.
You’ve already made Prior Year adjustments, but they were made after the W-2s were printed.

What do I need to get started with this process?

With all the changes you need to make for your entire organization, you don’t want to make these changes in small batches. We recommend holding all requested changes until late March to be sure that most, if not all, changes can be made at once.
Do not try to squeeze these fixes into spare moments throughout a busy week. Block time in your day to dedicate solely to making these changes.
For each problem you have, you’ll need to know the date the problem started (for example, the first pay date in the new location), and if it was fixed, the date it was fixed.
Summary Payroll Register for the period(s) needing the corrections.
A communication plan. Employees should know that a W-2C is coming their way. They should know when the form is expected and what it covers so they can plan accordingly.
Run reports before you make any changes and again after you have finished.

Examples include:
- Tax Liability Grand Total – You want this for the entire prior year, and for the 4^th quarter of the prior year (this is where all changes will post).
- Wage Detail and W-2 Detail for each employee for the full year.

So, what’s the actual process I need to follow?

For those cases where an employee’s location was changed late, you can use a Managed Adjustment to “shift” the wages to the correct state. Any over or under-withheld taxes will be moved to a 0NET ADJ code automatically, and then can be refunded to or collected from the employee using that same code.
If the employee’s location wasn’t changed, you will need to do Standard Adjustments. First, reverse all the impacted checks in the Payroll Gateway. To keep it simple, if there is one check in the middle of the pile that isn’t impacted, reverse that one too. Reversals and adjustments made to the Prior Year will always post to a system created Supplemental Per Control.
Enter your adjustments. You don’t need one adjustment for each check. Best practice is one adjustment for each quarter. You need to make sure that your net pay remains unchanged, so any over-withheld taxes should either be applied to the employee’s Federal Taxes or placed in the 0NET ADJ deduction for repayment later.
After posting your adjustments, notify UKG of the changes via the Notify button.
Once your adjustments are posted, run Tax Recon for the 4^th quarter of the prior year. You can run this just for the employees who have had corrections made. Also re-run all the reports that you ran before starting this process and compare them to the “before” reports to verify that the appropriate changes occurred.
Generate your W-2C forms in UKG Pro.
If UKG is your Tax Processor, they will file the needed adjustments with the various taxing authorities. If you use another company for tax filing (or if they are done internally), follow those processes for reporting adjustments.

January 11, 2022

Latest News
Everything thats going on at Enfold is collected here

5 Reasons Why Change Management Consulting is Essential for Your UKG Software Experience

Dimensions 101: How to Migrate from Central to Dimensions

Benefits of Migrating to UKG Dimensions

UKG Pro Open Enrollment Packages – Now Available

Welcome Jeff Bounds! Our New Vice President of Client Engagement

When is a Corrected W-2 Necessary?

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