State Government Improves Compliance By 92% With GLSS
Virginia
Government
HR
92%
- The problem: In 2020, this state government agency launched a program allowing employees to work in flexible locations based on their roles and responsibilities. While increasing safety and morale, the program created a significant challenge to regulatory compliance for employee benefits and tax requirements.
- Using GLSS Green Belt Training & Certification, the agency achieved a remarkable 92% reduction in regulatory compliance defects. The overall defect rate dropped to just 2.6%.
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State government organizations face a delicate balancing act between supporting employee needs and meeting regulatory requirements. For one state agency, the pursuit of a âconnected workforceâ strategy aimed to enhance employee flexibility, safety, and satisfaction while maintaining compliance with state and federal regulations.
This shift promised benefits for employee well-being and operational agility, but it also presented new challenges. Ensuring that employee work locations, tax obligations, and workforce designations were accurate and up-to-date became a critical priority. To meet this challenge head-on, the organization turned to GLSS Green Belt Training & Certification. With expert guidance from GLSS, the agency was able to address these compliance hurdles efficiently and sustainably.
Without a system to manage these attributes, the agency faced serious risks. Misaligned data could lead to tax filing errors, rejected family leave claims, and penalties from state regulators. Accurate tracking wasnât just a nice-to-haveâit was essential to avoiding costly financial and legal consequences. The need for a better system was clear, and the agencyâs leadership knew they needed help from an expert partner.
A closer review revealed the key drivers of the problem. The biggest issue was the lack of a centralized process for tracking employee location, tax status, and connected work designations. Instead of a unified system, multiple departments were managing these tasks separately, resulting in inconsistent records and gaps in oversight.
Additionally, there was no clear ownership of the tracking process. Without a designated team or individual responsible for compliance, it was difficult to maintain accountability. Manual tracking methods further compounded the problem, increasing the risk of human error and data entry mistakes.
To address the problem, the state agency partnered with GLSS Training & Certificationâa leader in process improvement and operational excellence. GLSSâs innovative approach provided the agency with the structure, training, and tools needed to achieve lasting results.
The first step was the creation of an automated âgap reportâ that consolidated data from multiple sources into a single, unified view of the agencyâs workforce attributes. This report flagged potential compliance issues, enabling teams to quickly address discrepancies before they escalated. The reportâs automation significantly reduced the need for manual data entry and made it easier to track and maintain accurate records.
Next, GLSS guided the agency in establishing clear ownership for each compliance task. Specific teams were assigned responsibility for monitoring and updating key workforce attributes, eliminating confusion about roles and responsibilities. By clarifying accountability, the agency created a culture of shared responsibility and continuous improvement.
Finally, GLSSâs innovative training approach equipped employees with the knowledge and skills to sustain these changes. Interactive workshops, hands-on exercises, and real-world case studies helped team members develop the confidence to maintain compliance long after the projectâs completion. This ensured that the improvements would continue to deliver results well into the future.
The impact of GLSSâs approach was both immediate and significant. Within one month of launching the new gap report, the agency achieved a remarkable 92% reduction in compliance defects. The defect rate dropped from 34% to just 2.6% per pay period, a dramatic improvement that translated to fewer rejected family leave claims, better tax alignment, and stronger regulatory compliance.
Ownership and accountability were equally transformative. With specific departments assigned to monitor compliance, the agency reduced delays and miscommunication, enabling a faster response to issues. The automated tracking systemâs real-time alerts allowed teams to resolve discrepancies before they became costly errors.
These changes not only improved current operations but also positioned the agency for future success. By building a system of continuous improvement, the agency established a strong foundation for handling any changes in tax laws, workforce policies, or operational demands.
with GLSS
This case study highlights how GLSS Green Belt Training & Certificationâs approach to process improvement drives faster, more effective results. Their innovative instructional design and hands-on training gave the state agencyâs team the skills and confidence to sustain improvements over the long term. By creating a centralized system, assigning clear ownership, and providing ongoing support, GLSS enabled the agency to reduce compliance defects by 92% in just one month.
This project not only solved an immediate challenge but also positioned the agency for long-term success. With streamlined processes and clear accountability in place, the agency is now better equipped to adapt to future changes and maintain compliance with evolving state and federal regulations. By embracing continuous improvement, the organization set a strong precedent for operational excellence and workforce flexibility moving forward.
*We value our clients’ confidentiality. While we’ve changed their names, the results are real.
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