BWI Case Study | Self-Service, Reporting, Business Intelligence, Time and Labor

BWI Companies
Improving HCM efficiencies and enhancing data integrity with UltiPro

Key Benefits

  • Accelerated, accurate time and labor processes
  • Streamlined processes, enhanced data integrity via single-source, unified HCM
  • Improved visibility into full range of critical HR information

Number of Employees

  • 600

Company Profile

BWI Companies, Inc. currently distributes lawn and garden products, horticultural products, and turf products to garden centers, farm & feed stores, hardware stores, grocery, regional multi-store outlets, greenhouse growers, nursery growers, landscapers, lawn & landcare companies, golf courses and other related outlets. BWI began wholesale operations in 1972 and has since expanded to a total of 14 locations, including eight full line distribution centers across the Mid-South and Southeastern U.S.

The Challenges

BWI had been using traditional, stand-alone time clocks to collect employee attendance information. This data was passed from manager to administrator to the accounting department before being manually entered into the payroll service bureau.

The lack of automation hindered optimal administration, and with company expansion, reliance on paper-based processes, data entry, and reconciliation had become an increasing strain on resources.

The Solutions

BWI selected cloud-based UltiPro in 2008 because it is a single-source, unified solution for human capital management (HCM), including HR, payroll, benefits, talent acquisition, and talent management.

One of the key areas where BWI is seeing significant business benefits is with time and labor management.

With UltiPro, BWI is expediting and refining its time and labor processes, minimizing errors, and enhancing the visibility into time and attendance information for its HR and accounting teams, supervisors, and employees.

“We’re seeing an incredible difference in our efficiencies,” said Steve Collier, director of human resources at BWI. “Previously, our processes were extremely labor-intensive. With UltiPro’s feature for time management, employees clock in, managers review and approve the time, and it’s ready for payroll — all using through web capabilities.”

“Now the process is automated and streamlined, and it doesn’t require someone to check for problems and then have to make corrections on the next payroll or issue manual checks. UltiPro is giving our line management more control and accountability, and our HR and accounting teams have much more time to focus on strategic programs rather than administration like data input and error management.”

Before UltiPro, BWI’s process for time and attendance was at risk for errors because information was transferred from person to person and then manually entered for payroll.

Today, the company is benefiting from built-in business rules that handle the company’s complex calculations for overtime, holiday pay, and other paid time-off (PTO) — and authorized employees and managers can view and modify data to ensure it’s accurate before submitting it to payroll.

“Previously, we wouldn’t know we had a problem until paychecks were in hand. Then we had to either issue a manual check or correct it on our next payroll. It was not an optimal, efficient way to do business or serve our employees,” said Collier.

“Now with UltiPro, our authorized employees and managers have more accountability for their time management, and payroll is right the first time. Everyone benefits — employees, managers, and our company.”

With more than 600 employees in 16 states, BWI also needed the advantages of a 24-7 business portal for its employees in order to enhance communication and information delivery to its remote users and corporate office.

UltiPro provides BWI employees with immediate, 24-7 access where they can view current or past time sheets, make PTO requests, and see accrued time for vacation; managers can view real-time details on their people, approve time, and review PTO requests; and HR and accounting teams as well as company executives can quickly analyze labor metrics on the company as a whole, for a department or business unit, or for a specific individual.

“For the first time, we have visibility into critical HR information, including time and attendance, for our entire workforce. When an employee or manager calls with a question, our teams can instantly access the info we need. Our accounting group has access to the identical information,” said Collier.

“UltiPro’s flexible business intelligence also is helping us tremendously. We can generate and deliver all kinds of analytics with real-time information. Overall, UltiPro is making a positive impact on everyone in our company.”