InteGreat Solutions, LLC provides client-side services for HRIS platform implementations, but also can set up and implement individual modules for clients so that clients get a new module without lifting a finger!

Case Study: Implementing Paylocity Modules for a 200-Employee Healthcare Company

Background

A healthcare company with 200 employees needed to enhance its HR processes by implementing Paylocity's Onboarding and Performance modules. The company’s operations include a significant number of remote employees across different states, and the goal was to streamline administrative tasks, ensure compliance, and improve overall HR efficiency. The solution was implemented in two key modules: Onboarding and Performance, using Paylocity’s powerful automation tools and customizable features.

Challenges:

• Handling a variety of remote employees across multiple states, each with different legal and compliance requirements.

• Ensuring a smooth onboarding experience that met both company and state-specific requirements.

• Ensuring performance management tasks were organized, clear, and easy to manage for both employees and administrators.

State-Specific Event Packets

For the company’s remote employees, we created tailored event packets for each state to ensure that every new hire received the appropriate documentation. Given the nature of the healthcare industry, this included specific state regulations and required forms based on employee location. These event packets ensured a smooth and compliant onboarding process, minimizing the potential for missed documents or delays.

The employee handbook and other employment policies were included in the onboarding packet, which employees were required to review and sign electronically before their start date. This ensured all compliance documents were completed in advance of their first day.

To facilitate the federal employment verification process, we integrated Paylocity with e-Verify. This integration allowed us to complete Form I-9s online, eliminating the need for paper-based processing. New hires were prompted to upload required identification documents directly into Paylocity, ensuring all necessary documents were submitted electronically before their start date to conduct inspection on their first day.

Task Management for Administrators and Employees

We configured various tasks within the system to guide both employee participants and HR administrators through the onboarding process. Employees were assigned specific tasks to complete, such as signing documents, completing direct deposit forms, and uploading identification for I-9 verification.

HR administrators were tasked with entering organization data such as department, salary, job title, and verifying document submissions, reviewing the completed packets, and ensuring that everything was in order before the employee’s first day. Automated reminders and notifications were set up to ensure timely completion.

Performance Review Process

The company needed a streamlined and consistent way to handle employee performance reviews, including various forms for both positive and corrective feedback. We developed several performance review forms to cover a wide range of employee assessments. This included standard annual performance reviews, as well as specific forms for written warnings and performance improvement plans (PIPs).

A formal template was created to document any performance concerns that required a written warning, ensuring that the process was consistent, fair, and legally sound. In cases where employees were not meeting expectations, we implemented a Performance Improvement Plan (PIP) template to clearly outline the expectations and steps needed for improvement.

Results

Automating the onboarding and performance review processes with Paylocity saved significant time for both HR administrators and employees.

Document signing, I-9 processing, and performance reviews were all handled electronically, reducing paperwork and administrative burden. With state-specific event packets and integration with e-Verify, the company ensured compliance with both state and federal regulations. This minimized the risk of legal errors and audits. Employees had a more seamless and self-guided onboarding experience, with all the necessary steps presented in a clear and organized manner. They could complete tasks at their own pace, leading to better engagement and fewer onboarding issues.

The performance review and improvement plan features provided a structured way to monitor employee progress, document performance issues, and create actionable plans for improvement, leading to a more productive and accountable workforce.

Conclusion

The implementation of the Paylocity Onboarding and Performance modules provided a comprehensive solution for the healthcare company’s HR needs. By automating key HR processes, improving compliance, and enhancing employee experiences, the company was able to reduce administrative overhead, mitigate legal risks, and create a more streamlined HR process. The integration of e-Verify and state-specific event packets, along with a fully automated performance management system, delivered significant value for both employees and administrators, positioning the company for future growth and success to improve!