Master-presentation be-prepared-payroll - Embridge Consulting

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Embridge ConsultingSeamless Payroll Implementation


Toptentipsforachievingaseamlessintegrationasyousaygoodbyetoyouroldpayrollsoftwareandhellotothenew!


Best Practice:

Thefirststepistoreviewyourcurrentdepartmentprocedures.Ifanyofyoursystemsareoutdated,nowisthetimeforchange.

Consideranyrecentadjustmentsinstatutorylegislationoranychangesinyourbusiness,andupdateyourpracticesasappropriate.

Nowistheperfecttimetostampoutanyinefficientmanualprocessesthathaveevolved.Involvethepayrollteamasawholeandcollectivelyeliminateredundantoroverlytime-consumingmethods.Theresultwillbeamorestreamlinedandefficientprocess.


Expectancy:

Next,evaluateyourtimelinetomanageexpectationsoftheproject.

Timingiscrucial.Ononehandyou’llbeeagertogetstartedwiththenewsoftwareandontheotheryou’llbeholdingbackuntileverythingisreadyto‘golive’.

Considerkeydatesandtimingswithinthepayrollcalendarandhowtheseaffectyourbusiness.

Thenadjustyourprojecttimelineaccordingly.Payrollmistakescanbecostlyandcanknockemployeemorale,soavoidgoingliveuntileverydetailhasbeentakencareof.Butthelongeryoudelay,themorehistoricaldatatherewillbetomigrate.


Policies:

Nowisthetimetofuture-proofyourpaypolicies,lookaheadandplanahead.Startbyreviewingcurrentpoliciesandflagupanyinconsistencies.Canthesebeironedoutandstandardised?Arethereanyexceptions?

Usethisopportunitytoupdateanycontractualdocumentationandcompanypolicies.

Prepareemployeesforchangesandmakethemawareofhowitmightaffecttheminthecomingmonths.


Reporting:

Toavoidmakingchangesasyougoalong,it’scostlyandtime-consuming,clarifytheoutputsofthesystemupfront.

WhatreportingrequirementsarenecessaryforyourHRandfinancedepartments?Buildtheseintotheinitialdesign.

BothdepartmentswillruneitheraPayrollModulewithinanintegratedERPsystemorastand-alonepayrollsystem.

Considerwhichreportsarerequiredfortheirstaffcostsorheadcountreportingthesearepriority.

Nothingissetinstoneandadditionalreportingaddadditionalfunctionsatalaterstage.


Employees:

Encouragingemployeestoembracechangecanbeachallenge,especiallyiftheyhavebeenusingtheexistingsoftwareforalongperiodoftime.Thismightbemetwithnegativityorresistancewhichcouldincreaseiftheimplementationprocessdragson.

Encourageemployeesbygettingthemonboardatthestart.Involvetheminthedevelopmentofthesystemandrelyonthemforfeedbackandforhelpindefiningthesystemrequirements.

Trainthemwithanintroductiontothenewsoftwareasearlyaspossible.Thenconsolidatethiswithafulltrainingprogramme justbeforegoeslive.


Parallel Processing:

Beforemovingovertothenewsoftwarecompletely,itisnecessarytorunboththelegacysoftwareandthenewsoftwaresimultaneously.

Thisparallelpayrollrunprovidesanopportunitytofullytestthenewsystem.

Eachoutputiscomparedandreconciled,highlightinganydiscrepancies.Thisshouldthenberepeatedoveranumberofperiodsuntilsuchatimethatonlytheexpecteddifferencesremain.


Applications:

Ifyourbusinessusesotherapplicationsthatfeedintoyourpayrollsystems,nowisthetimetoreviewtheseandworkouthowtheycanintegratetogether.

Lookcompanywidetomapwherethedatamovestheninterfacewiththepayrollsystem.Thiswillavoidcostlymanualdataentryandduplicatingdata.Forexample,payrollwillsharedatawithHRanditwouldalsosharedatawithfinance.

WithinanERPsystem,thesecanautomate,havingonecorerepositoryforalltheemployeedatasynchronised acrossthedifferentmodules.


Resourcing:

Berealisticabouttheresourcestheprojectwilluse.It’sveryeasytounderestimatethis.Ifpossible,dedicateonememberofthepayrollteamtotheprojectfulltime.Theirexpertisewillbeinvaluablewhenitcomestotrainingotherstaffmembers.

Theperiodoftransitioncanleadtoadditionalworkforthepayrolldepartment;maintainingmasterdatainbothsystemsandlearningnewprocesses.Ensuretheyhavetherequiredresourceswithacontingencyinplaceforadditionalhoursortemporarystaff.


Expertise:

Oncethenewsystemisupandrunning,it’stimetofocusonmaintenance.Prioritise theexpertisealreadylearned.

Skillstransferfromconsultantstoin-housestaffduringthedesignandbuildprovidesagoodknowledgebase.Then,encourageteammemberstodevelopthisbybuildingontheirunderstandingofthesystemanditsrequirements.

Appointkeyresponsibilitiesforsystemsmaintenanceandensurethateveryonewhousesthesystemhasaccesstotraining,bothhands-onandreferenceliterature.


Data:

Beforethedataismigratedtothenewsystemisanidealopportunitytoperformadatacleanse.Checkforaccuracy,unnecessaryrecordsorinconsistencies.

Thiswillfacilitateasmootherdatatransfer,resultinginfewererrorsduringtestingandbeyond.

Thingstoconsideratthisstagearedatainterpretationbetweenthetwosystems;whentoinstigateachangefreeze;howmuchhistoricaldatashouldbetransferredtothenewsystem;andhowmuchtimeitwilltaketoprepareandloadthedata.


Let’s recap:

• Preparationiskey.

• Timespentpreparingforthechangewillpreventcostlyhold-upsormistakes

• Involvingallsystemusersatthestart,getsthemon-board&acceptingchanges.

• Migratingonlyintegralhistoricdataensuresmaximumefficiency

• Simplifying&standardising processes


Get in touch…

AtEmbridge,ourteamofconsultantsunderstandthatmakinganychangesisn’talwayseasy.Ifsomethingworks,whytrytofixit?

Butwhatifwecanmakeitbetter?Weliketoask‘whatif?’becausequestionsleadtosolutions.

Andbyaskingthesequestions,wecanworktogethertoachieveaseamlesstransitiontoyour newsoftware.

Emailusat: [email protected] formoreinformation.


Thank you!

www.embridgeconsulting.com@embridgeconsult

Master-presentation be-prepared-payroll - Embridge Consulting

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