Real World Examples of Proven BPM Success:

An Ultimus Customer Success Story

The Commonwealth of Massachusetts Improves Visibility of New Employee Hiring

Backgroundcommonwealth MA

Ultimus Client: The Commonwealth of Massachusetts
Industry: Public Sector
Solution: New Employee Hiring

The State of Massachusetts Commonwealth consists of 11 major state agencies, each of which are further separated into 4-16 more highly focused state departments. The state government operates with a workforce numbering over 428,000 employees that supports a population of more than 6 million people.  Massachusetts strives to deliver excellence in its efforts to keep its residents and workforce informed with the latest news, opportunities, legislation, and recreational information.

Goal:  Automate and simplify complex process, improve controls, and increase visibility

With more than 428,000 workers across the state, filling open positions in a timely and effective manner was a monumental task for the Commonwealth of Massachusetts.  The New Employee Hiring process was very complex and cumbersome, requiring approvals and checkpoints from various departments. Some of the challenges with the process include:

  • Unable to track requests- All applicants must be reviewed by multiple individuals before offers for employment can be extended. The HR department did not have the resources to effectively track the status of the application review and make necessary preparations for employee on-boarding.
  • Lack of visibility- Due to the lack of visibility into key databases and employee records, the HR department had no way to review job offers that had been extended in the past as a point of reference.  This made it difficult to know where to begin salary negotiations with current candidates for the same type of job.
  • Bottlenecks throughout process- With such a complex process, bottlenecks were unavoidable as requests flowed between systems and departments for approval. The applications were manually logged and often “lost” during various steps of the process.
  • Time consuming- Rather than spending time analyzing applicants and qualifying them as candidates, the HR department found themselves spending excessive amounts of time recreating documents for every applicant and new hires.

Ultimus' Approach

The State of Massachusetts Commonwealth used the Ultimus Adaptive BPM Suite to automate and optimize the New Employee Hiring Process.  As a first step, the HR systems were automatically populated with applicant and new hire data so this information could be store for future reference.  Applicant information flowed between different databases electronically for approvals and verifications. HR personnel were able to easily track requests and be proactive in onboarding of employees who recently accepted offers.  Most importantly, salary information and employee skills sets are easily accessible to allow HR personnel to engage in informed salary negotiations that are in line with the current employee population.  By automating this process, they also have more time to perform an analysis of potential hires rather than chasing down paperwork.  This helps improve the overall quality of personnel being hired by the Commonwealth of Massachusetts and ensure that they are compensated on a more level playing field. 

About Ultimus

Ultimus has automated more business processes than any other Business Process Management (BPM) vendor worldwide. Ultimus Adaptive BPM Suite has enabled companies to accelerate their performance goals at every stage of corporate growth. Ultimus’ award-winning technology seamlessly adapts to people, systems and change. Utilized by more than 2,000 customers worldwide, Ultimus provides solutions to organizations such as Pfizer, ProHealth, Bausch & Lomb, Northrop Grumman, DHL, Microsoft, Daimler, Perdue Farms, Chevron, and Tulane University. Ultimus is headquartered in North America, and has additional offices in Latin America, Europe, Asia, the Middle East and Australia.

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  • Manual and time consuming
  • Limited tracking and access to historical data
  • Applications often lost or tied up in bottlenecks


  • Systems integration for seamless information flow
  • Improved visibility into process
  • Automated tracking and approval channel


  • Fewer errors and “lost” applications
  • Greater credibility in salary offers and negotiations

Key Benefits

  • Reduced manual processing of new employee applicants- HR systems are automatically populated with applicant data to be stored for future reference.
  • Information flows electronically for approval and verifications.
  • Integration with other databases allows HR personnel to make informed salary decisions for new hires based on current employee pool.
  • Greater control over hiring timeline and preparing for new employee onboarding.
  • Visibility into process and automated tracking ensures positions are filled in a timely manner so important work of the state is not impacted.


“With Ultimus process automation, we are able to save 1-2 hours per request; this represents hundreds of hours that can be reallocated to other tasks.”