Post on 21-Feb-2023
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Toptentipsforachievingaseamlessintegrationasyousaygoodbyetoyouroldpayrollsoftwareandhellotothenew!
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Best Practice:
Thefirststepistoreviewyourcurrentdepartmentprocedures.Ifanyofyoursystemsareoutdated,nowisthetimeforchange.
Consideranyrecentadjustmentsinstatutorylegislationoranychangesinyourbusiness,andupdateyourpracticesasappropriate.
Nowistheperfecttimetostampoutanyinefficientmanualprocessesthathaveevolved.Involvethepayrollteamasawholeandcollectivelyeliminateredundantoroverlytime-consumingmethods.Theresultwillbeamorestreamlinedandefficientprocess.
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Expectancy:
Next,evaluateyourtimelinetomanageexpectationsoftheproject.
Timingiscrucial.Ononehandyou’llbeeagertogetstartedwiththenewsoftwareandontheotheryou’llbeholdingbackuntileverythingisreadyto‘golive’.
Considerkeydatesandtimingswithinthepayrollcalendarandhowtheseaffectyourbusiness.
Thenadjustyourprojecttimelineaccordingly.Payrollmistakescanbecostlyandcanknockemployeemorale,soavoidgoingliveuntileverydetailhasbeentakencareof.Butthelongeryoudelay,themorehistoricaldatatherewillbetomigrate.
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Policies:
Nowisthetimetofuture-proofyourpaypolicies,lookaheadandplanahead.Startbyreviewingcurrentpoliciesandflagupanyinconsistencies.Canthesebeironedoutandstandardised?Arethereanyexceptions?
Usethisopportunitytoupdateanycontractualdocumentationandcompanypolicies.
Prepareemployeesforchangesandmakethemawareofhowitmightaffecttheminthecomingmonths.
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Reporting:
Toavoidmakingchangesasyougoalong,it’scostlyandtime-consuming,clarifytheoutputsofthesystemupfront.
WhatreportingrequirementsarenecessaryforyourHRandfinancedepartments?Buildtheseintotheinitialdesign.
BothdepartmentswillruneitheraPayrollModulewithinanintegratedERPsystemorastand-alonepayrollsystem.
Considerwhichreportsarerequiredfortheirstaffcostsorheadcountreportingthesearepriority.
Nothingissetinstoneandadditionalreportingaddadditionalfunctionsatalaterstage.
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Employees:
Encouragingemployeestoembracechangecanbeachallenge,especiallyiftheyhavebeenusingtheexistingsoftwareforalongperiodoftime.Thismightbemetwithnegativityorresistancewhichcouldincreaseiftheimplementationprocessdragson.
Encourageemployeesbygettingthemonboardatthestart.Involvetheminthedevelopmentofthesystemandrelyonthemforfeedbackandforhelpindefiningthesystemrequirements.
Trainthemwithanintroductiontothenewsoftwareasearlyaspossible.Thenconsolidatethiswithafulltrainingprogramme justbeforegoeslive.
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Parallel Processing:
Beforemovingovertothenewsoftwarecompletely,itisnecessarytorunboththelegacysoftwareandthenewsoftwaresimultaneously.
Thisparallelpayrollrunprovidesanopportunitytofullytestthenewsystem.
Eachoutputiscomparedandreconciled,highlightinganydiscrepancies.Thisshouldthenberepeatedoveranumberofperiodsuntilsuchatimethatonlytheexpecteddifferencesremain.
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Applications:
Ifyourbusinessusesotherapplicationsthatfeedintoyourpayrollsystems,nowisthetimetoreviewtheseandworkouthowtheycanintegratetogether.
Lookcompanywidetomapwherethedatamovestheninterfacewiththepayrollsystem.Thiswillavoidcostlymanualdataentryandduplicatingdata.Forexample,payrollwillsharedatawithHRanditwouldalsosharedatawithfinance.
WithinanERPsystem,thesecanautomate,havingonecorerepositoryforalltheemployeedatasynchronised acrossthedifferentmodules.
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Resourcing:
Berealisticabouttheresourcestheprojectwilluse.It’sveryeasytounderestimatethis.Ifpossible,dedicateonememberofthepayrollteamtotheprojectfulltime.Theirexpertisewillbeinvaluablewhenitcomestotrainingotherstaffmembers.
Theperiodoftransitioncanleadtoadditionalworkforthepayrolldepartment;maintainingmasterdatainbothsystemsandlearningnewprocesses.Ensuretheyhavetherequiredresourceswithacontingencyinplaceforadditionalhoursortemporarystaff.
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Expertise:
Oncethenewsystemisupandrunning,it’stimetofocusonmaintenance.Prioritise theexpertisealreadylearned.
Skillstransferfromconsultantstoin-housestaffduringthedesignandbuildprovidesagoodknowledgebase.Then,encourageteammemberstodevelopthisbybuildingontheirunderstandingofthesystemanditsrequirements.
Appointkeyresponsibilitiesforsystemsmaintenanceandensurethateveryonewhousesthesystemhasaccesstotraining,bothhands-onandreferenceliterature.
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Data:
Beforethedataismigratedtothenewsystemisanidealopportunitytoperformadatacleanse.Checkforaccuracy,unnecessaryrecordsorinconsistencies.
Thiswillfacilitateasmootherdatatransfer,resultinginfewererrorsduringtestingandbeyond.
Thingstoconsideratthisstagearedatainterpretationbetweenthetwosystems;whentoinstigateachangefreeze;howmuchhistoricaldatashouldbetransferredtothenewsystem;andhowmuchtimeitwilltaketoprepareandloadthedata.
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Let’s recap:
• Preparationiskey.
• Timespentpreparingforthechangewillpreventcostlyhold-upsormistakes
• Involvingallsystemusersatthestart,getsthemon-board&acceptingchanges.
• Migratingonlyintegralhistoricdataensuresmaximumefficiency
• Simplifying&standardising processes
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Get in touch…
AtEmbridge,ourteamofconsultantsunderstandthatmakinganychangesisn’talwayseasy.Ifsomethingworks,whytrytofixit?
Butwhatifwecanmakeitbetter?Weliketoask‘whatif?’becausequestionsleadtosolutions.
Andbyaskingthesequestions,wecanworktogethertoachieveaseamlesstransitiontoyour newsoftware.
Emailusat: enquiries@embridgeconsulting.com formoreinformation.