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Award-winning UKG consulting partner specializing in full-suite UKG implementation services, managed services, system integration, support, training, optimization, configuration, and customization.
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UKG Pro General Ledger (GL): Deciphered
HR, UKG ProUKG Pro contains General Ledger functionality that captures payroll transactions and outputs them into a file formatted for import into your company’s financial system. When implemented and configured correctly, this GL function can eliminate or reduce manual manipulation of the data — which in turn reduces human error and improves compliance. Auditors love this type of automation, and your team will too! An optimized GL will allow your team to focus on bigger tasks, by freeing up time and improving efficiency.
GL: What It Is, Why It’s Important
Companies record their financial activity in a General Ledger (GL). This General Ledger is used for financial reporting, planning and compliance. GL affects every department within your company. From an HR and Payroll standpoint, GL is used for payroll recording as well as any forecasting and planning.
Scroll down to the end of this post to review our GL Glossary.
What causes GL challenges?
During your UKG Pro launch, or implementation, your GL will be configured. This includes setting up Organization Levels, GL Rules, and the GL export file and/or reports. (see our glossary at the bottom of this post for full definitions on these and other concepts).
During this initial configuration it is important to consider:
So, what now?
At the end of the GL Process, you will have access to a GL Export File. This file, configured within UKG Pro, contains the required data for your financial system. If someone on your team is spending time manipulating this data, that is a sign that something needs to be optimized within your system.
The GL rules within UKG Pro are so configurable that they should work FOR you. Although it is not an accounting software, UKG Pro has the functionality, out of the box, to simplify your processes and make sure your data is clean and transferable across all departments.
If you believe you need a GL Review or have questions about how to optimize your system’s functionality, feel free to contact us today.
GL Glossary:
Components of UKG Pro GL configuration:
GL Export File:
An export template is configured in UKG Pro to allow the export of payroll data required for the financial system. The export extracts its data from the General Ledger/Labor Allocations table. The resulting GL file includes the sum of debit and credit amounts by general ledger (GL) account number.
Organization (Org) Levels
Org levels in UKG Pro are typically used to classify employees based on a specific group for the purpose of reporting and/or GL posting. Examples of classification types include:
GL Type Code – each type of payroll transactions is identified with a GL Type Code. The GL Type Code will assist with troubleshooting items that may appear on the GL Suspense Detail report.
GL Suspense Detail report – this report is generated after the GL process is run. If all payroll items are mapped on the GL Rules table, this report will be blank. If items exist on this report, the GL Rules table must be updated to map that code. Once mapped, the GL Process must be re-run.
Labor Allocations and the Auto Allocate feature are not necessarily part of GL and although commonly are used; they may not be used by every company. They are included in this list because they will affect the GL file.
If you believe you need a GL Review or have questions about how to optimize your system’s functionality, feel free to contact us today.
Open Enrollment: Simplified
Strategy, UKG Pro, Yearly PlanningUltiPro offers you a variety of tools to help make open enrollment easier for your HR and payroll team. Whether you have an employee population of 30 or 30,000, the basic tenets of open enrollment are the same: develop a good attack plan and start early! Essential steps of your strategic plan for Open Enrollment include:
Watch our webinar on this topic here:
To download the slides used during the webinar on this topic, click here
The Right People at the Right Time
Your Open Enrollment team should include the following roles:
These roles do not need to be assigned to three separate people, as long as these critical functions are represented on your OE planning team. Also important are testers, to provide a dry run on your OE sessions from the end users’ point of view and identify potential confusion or errors so you can make necessary tweaks in the process.
Advance Planning is Critical
The key to a smooth OE process is to start early! If your OE process is during Q4, as many are, you should be starting the planning process in late Q2 or early Q3, to finalize as many details about the process as possible, and begin advance communication to other departments who will serve as your partners in the process. Let them know what their part is and what you will need from them, and when.
Make the Most of What Ultimate Offers You
Ultimate’s toolkit provides guided tours, checklists and reports that walk you through all critical and post-open enrollment activities, and are vital for a successful open enrollment. Your project team should review the toolkit together. The toolkit covers planning; analysis and configuration; configuration and testing; final preparation; go-live; monitoring; and post-open enrollment.
Reports, Configuration and Data Management
Ultimate offers several standard reports in the web and through business intelligence (BI) that can help your HR team before, during and after Open Enrollment. Standard reports include:
Be sure to review all your open enrollment custom reports from the prior year to make sure all data is complete, both for your internal team and your OE vendor(s). It’s very important to run reports before OE to be proactive with customer reports and vendor file feeds. Running reports for data validation (missing or invalid employee benefit data) can catch date discrepancies that can cause errors in the OE session for employees.
Before configuring your OE session, be sure to review and update all business rules that affect OE: deduction/benefit groups and types; dedication/benefit plans; benefit options, and relationships (spouse or child(ren)).
A critical piece of OE is the pending effective date. Use the Pending Effective Date Estimator to determine rates and when employees will be able to view their elections. Once the pending effective date is configured in your OE session, you may not make changes without deleting the contents of the session – which means you’ll need to reconfigure the entire session.
Decide if you will administer active open enrollment, which requires employees to elect/re-elect (or turn down) coverage, or passive open enrollment, which automatically re-enrolls employees, unless they make changes in their coverage. Mosaic recommends an active OE which requires employees to re-elect benefits, but passive OE is right for some companies, based on the size and type of employee population (with the exception of FSAs, which require employees to re-enroll every year).
New Features
Ultimate now provides the option to copy OE sessions from one year to the next, to save manual rekeying of information and the need to reconfigure information if your OE session has not changed significantly from year to year, and reduce potential data errors during configuration. Other new features include deduction/benefit groups page enhancements, which allows administrators to apply mass updates and change start and stop dates for OE sessions, and the option to delete OE sessions in an incomplete status – such as incorrectly configured or unnecessary sessions.
Want to learn more about how to plan and execute a stress-free, successful OE session?
Contact us today
Mosaic Consulting Group Named to 2019 Inc. 5000
Mosaic NewsMosaic Consulting Group, LLC, a Nashville-based HR technology consulting firm, has been named to Inc. Magazine’s Inc. 5000 list. Mosaic made this year’s list at No. 3399 nationally.
This year’s Inc. 5000 ranking is Mosaic’s second appearance on the list. Mosaic first hit the Inc. 5000 in 2018, at No. 1889. Only one in four companies who have appeared on the Inc. 5000 list make the list more than once.
Inc. 5000 is the most prestigious ranking of the nation’s fastest-growing private companies. The list represents a unique look at the most successful companies within the American economy’s most dynamic segment— independent small businesses. Microsoft, Dell, Domino’s Pizza, Pandora, Timberland, LinkedIn, Yelp, Zillow, and many other well-known names gained their first national exposure as honorees on the Inc. 5000.
“Mosaic has grown from four original employees in 2011 to a team of more than 75, serving clients of all sizes and across all industries around the country,” said Vicki Hill, CEO. “Our strong record of growth and growing client base is a reflection of the hard work and dedication of our team, and the trust we’ve built with our customers. I’m so proud of our team and their accomplishments. The recognition by Inc. belongs to our team and the work they’ve put in to get here.”
“Inc. recognizes the fastest-growing private companies in America and this year, the winners have once again placed the bar very high. Companies that made the list, on average, have grown six-fold since 2015. During a stretch when the economy grew around 12 percent, that is a result most businesses can only dream of,” says James Ledbetter, Editor-in-Chief, Inc. Media. “Needless to say, making the list gets harder every year as the starting base grows. Making the list twice is an extraordinary accomplishment.”
Complete results of the Inc. 5000, including company profiles and an interactive database that can be sorted by industry, region, and other criteria, can be found at www.inc.com/inc5000/2019
Mosaic Consulting Group is an UltiPro-only payroll and HR software consulting firm based in Nashville, Tenn. Mosaic is the leader in the field of UltiPro implementation, support and maintenance. Our team of consulting experts helps businesses of all sizes and across all industries to maximize their UltiPro investment to access important analytics about their people, identify trends and discover potential cost savings. For more information about Mosaic visit us at www.mosaic-cg.com, or follow us on Facebook and LinkedIn.
Mosaic Wins Partner Collaboration, MVPP Awards from Ultimate Software
Mosaic NewsMosaic Consulting Group, LLC won double honors at a recent Ultimate Software Conference, bringing home the Partner Collaboration Award and the MVPP (Most Valuable Partner Peep) Award.
The Partner Collaboration Award is Mosaic’s second such honor from Ultimate Software, having won the award for the first time in 2015. The MVPP award is Mosaic’s first, awarded to Senior Functional Consultant Alex Faulk, a longtime Mosaic team member.
Ultimate annually presents a select number of awards to industry partners who have demonstrated a dedication to client service, developed innovative solutions, and blazed trails in partnering on strategic initiatives to better serve companies that rely on UltiPro as their human capital management (HCM) platform.
Partner Collaboration Award
Mosaic first received the Partner Collaboration award in 2015, one of only three awards presented to Ultimate’s Alliance Partners. As an Alliance Partner, Mosaic is among a select group of sister companies in the Ultimate Software ecosystem who have been selected to enhance, extend and deploy UltiPro for clients, from pre-implementation planning to project and change management, and implementation and client-side training and deployment.
MVPP Award
One of Mosaic’s senior consultants, Alex Faulk, also received the MVPP (Most Valuable Partner Peep) award, a first for the company. Alex has more than 17 years of HR and benefits administration experience and nearly 10 years of dedicated experience within the UltiPro HRIS platform. She has worked for Mosaic for 8 years.
Vicki Hill, Mosaic President and CEO, said, “We are so proud to be a dedicated Ultimate partner since our founding in 2011. Each time Ultimate has undertaken a new initiative and asked for partner support, we have raised our hand. We are passionate about the team and client experience, and making a difference for the clients we serve. It is incredibly gratifying to be recognized in this way and we look forward to helping companies who invest in UltiPro make the most of their investment – and to being a reliable Ultimate partner as they move our industry forward.”
Mosaic Consulting Group is an UltiPro-only payroll and HR software consulting firm based in Nashville, Tenn. Mosaic is the leader in the field of UltiPro implementation, support and maintenance. Our team of consulting experts helps businesses of all sizes and across all industries to maximize their UltiPro investment to access important analytics about their people, identify trends and discover potential cost savings. For more information about Mosaic visit us at www.mosaic.com, or follow us on Facebook and LinkedIn.
Mosaic Welcomes New Vice President of Client Services Kristen Baker
Mosaic NewsMosaic Consulting Group, LLC, a Nashville-based HR technology consulting firm, has hired Kristen Baker as Vice President of Client Services.
Baker comes to Mosaic following nearly 20 years in client service, strategic planning, finance, data analytics and customer relations. She joins Mosaic from Ultimate Software, where she most recently served as Partner Channel Manager, responsible for Ultimate’s strategic initiatives and sales pilots and building relationships with industry partners.
Baker began her career with Ultimate Software in 1999 as a System Consultant and worked her way up through the company as Practice/Implementation Manager, Implementation Director, Workplace and Program Director, Enterprise Services Delivery, and Workload Management Director, before assuming her most recent role over partner relationships.
Vicki Hill, CEO, Mosaic Consulting Group, said, “Kristen has a deep and thorough knowledge of our industry and UltiPro, our client base, and the nuances of building solid relationships and partnering with our customers to help develop innovative solutions to their business challenges. She also brings a strong history of leadership and building strong teams, excellent communication skills, and a passion for customer service. We are thrilled to have her leading our team in this important new role.”
As VP of Client Services, Baker will serve as the first line of contact for Mosaic clients, owning the client experience and overall client satisfaction, identifying solutions and opportunities for current and prospective clients, and helping clients to maximize their investment in UltiPro. She will also oversee training and development for Mosaic’s professional services team, resourcing and capacity management.
When asked about joining the Mosaic team, Baker said, “I am beyond excited to join Mosaic! It’s an amazing team that has built a strong organization over the last several years. There is tremendous opportunity, and I can’t wait to be a part of helping to shape Mosaic’s future.”
Baker attended Vanderbilt University in Nashville, Tenn. and the University of Florida in Gainesville. She holds a bachelor’s degree in mathematics and statistics.
Mosaic Consulting Group is an UltiPro-only payroll and HR software consulting firm based in Nashville, Tennessee, and a dedicated partner of Ultimate Software. Mosaic is the leader in the field of UltiPro implementation, support and maintenance. Our team of consulting experts helps businesses of all sizes and across all industries to maximize their UltiPro investment to access important analytics about their people, identify trends and discover potential cost savings. For more information about Mosaic, visit www.mosaic.com.
System Optimization: Telltale Signs Your UKG Pro System Isn’t Optimized
Optimization, UKG ProUKG Pro puts the power of your organization’s people data at your fingertips. The UKG Pro HCM platform offers you robust capabilities for digging deep into your data to learn more about your business, including trends, gaps, weak points, and opportunities to grow or simply streamline your operations.
UKG Pro can transfer data seamlessly among different platforms, increasing fluency and accuracy in your HRIS data, automate manual processes, and create business intelligence reports that help you make better business decisions. And that’s just the beginning.
There’s so much that UKG Pro can do that you may not be aware of system capabilities you aren’t utilizing. UKG Pro is a significant investment—the more you know about your system and the areas it can help, the better your ROI.
If you have an organizational need – a process that seems cumbersome, data that has to be manually updated, an upcoming audit or seasonal company event that has a great deal of complexity – look first within your UKG Pro system to see what it can do.
You may have just completed a major implementation, or your company may be facing rapid growth, a merger or acquisition; or you may have just lost a key member of your HRIS team who had significant institutional knowledge and you are trying to fill the gap.
The good news is, by asking the right questions, you can almost always find a way that UKG Pro can do more for you.
Watch the recording of our webinar on this topic:
Click here to download the slides used during this webinar.
The First Step: Asking the Right Questions
Whether you are new to UKG Pro or a veteran user, it is important to regularly review your current system and its configuration to make sure it is still the correct set-up for your company. Below is a series of conversation-driven questions you can have with your C-suite leaders, your HRIS team, or end users of the system, to understand your business processes, both current and desired. You can use these questions to guide you in your own optimization projects:
Read our blog on Cognos Analytics to find out more about what Cognos can do for you and your team.
The right system access may seem like a simple thing, but here’s an example of what can go wrong: a Mosaic client was helping managers get additional access to data on their employees. Working late on a weekend, the client inadvertently assigned Super Admin Access to all company employees. When employees started to find out they had access to C-level salary information, it was too late, and information began to spread like wildfire. While this is an extreme case, are you certain that access given to employees is appropriate? Too much access is just as bad as not enough, in some cases.
Remember, have UKG Pro work for you – not the other way around! All businesses have their own processes and ways of managing their companies. UKG Pro can be configured to meet those needs in more ways than you may realize. Don’t work for UKG Pro by doing processes manually – make UKG Pro work for you!
If UKG Pro interfaces with your vendors, that’s great news, but when was the last time the interface was reviewed? Is it working correctly, does it provide the data needed? Or does your team still find themselves manually manipulating data before it is sent off? UKG Pro can save time and effort, reduce the likelihood of human error, and free your team from manual tasks to focus on the highest and best use of their time. For more on UltiPro Interfaces read our blog on UKG Pro Integrations.
Some audits may be planned, and others may be a surprise. If the department of labor came to your office, how prepared would your team be and what would they find?
All of these questions will help you assess whether you are getting everything you need out of your UKG Pro system. And the answer isn’t a one-size-fits all: UKG Pro can do different things for different organizations, depending on your need. The key is making sure that you’re using it to full capacity, whatever your strategic business needs.
What is a System Optimization Review?
A good first step to optimize your system is a complete system and process review. Assessing your UKG Pro system is a process that you can undertake on your own, or you can bring in a specialist to help you.
A System and Process Review gives you a comprehensive understanding of the areas that may be underutilized where you can focus to begin optimizing your UKG Pro system
A system review is performed by a seasoned consultant who spends two to three days onsite, on the ground, with your team – C-suite leaders, your HRIS team, IT, and any others who use your UKG Pro system. During this time with your team, the consultant probes to learn about all company processes and configuration, and whether UKG Pro is properly configured to support those processes.
The benefit: you’ll gain a comprehensive view of your current functionality as well as future, best-case functionality, and a road map to get there. Mosaic recommends System and Process Reviews to all clients who wish to ensure their UKG Pro is fully optimized. Click here to read more about how one of our clients benefited from their System Review. Interested in moving forward? Contact us today!
Note: UKG Pro was formerly UltiPro.