Setting Your Payroll Up for Success
Martin Smith
Director, Global Payroll Operational Enablement
UKG Inc., a leading provider of HR, payroll, and workforce management solutions announces entering into a definitive agreement to acquire Immedis. Read More
Director, Global Payroll Operational Enablement
The decision to move from your existing Payroll Solution can be an intimidating step with the fear that your employees being paid incorrectly or not at all. The damage this can have on your reputation as an employer can be difficult to overcome.
However, if you are looking to switch your global payroll provider, or go from a fragmented to consolidated global payroll solution, the benefits often far outweigh the risk
As with any on-boarding process, or change program – preparation is key.
In advance of setting up a new system or switching provider, take the advice of Martin Smith, Global Head of Onboarding at Immedis and look at his top 5 steps to take in advance of your project getting started to ensure a smooth transition.
Just because something’s always been done a certain way in your organization, it doesn’t mean it should continue to be done that way into the future.
As technology and processes progresses quickly, companies need to re-evaluate and look at their payroll processes moving forward.
Take a step back and ask yourself the following questions…
Use this as an opportunity to map out and review your full end to end payroll processes. Through this, you will identify your opportunities for efficiency and improvement.
Share your findings with your new provider and ask for their input. Remember they will have seen what does and doesn’t work across a wide spread of sectors and organisations. Use that expertise and trust in the advice they provide.
This brings the added bonus that the more understanding and embedded your supplier is in your change, the more likely they are going to do everything within their means to help you achieve this and more.
The key to an accurate and reliable payroll cycle is good data.
If you are about to change payroll solution, you are going to need to supply all your current data to your provider.
So even before you’ve reached a conclusion in your vendor selection process, you can start to prepare ahead of time.
Take this opportunity to:
Speak with your current service provider or system vendor and ensure you can get a full download of employee and payroll data.
The size of your project team ultimately depends on the scale of your payroll.
If you are catering for 100 employees across one simple payroll, a project manager and 1 payroll specialist is probably going to be sufficient.
If you have 10,000 employees across 30 payrolls in 30 countries, you are going to need more manpower.
A Project Manager will be key here for coordination and you’ll need experts for each of your payrolls. But you might also want to think about:
Speak to your prospective suppliers about this during your initial engagements with them.
Remember potential suppliers will have worked through a number of implementations and will have seen what has worked and what hasn’t and will have a good feel for what type and size of team you need to put in place.
Use the expertise of your supplier and ensure that you trust the vendor you choose.
If you are setting up a new payroll system – it’s extremely likely it will be a cloud-based solution. This makes things a lot easier from an internal IT implementation perspective.
The supplier will be the one’s hosting the software on their servers, rather than you having to do this. That doesn’t mean your IT teams don’t need to be engaged in the selection and onboarding process.
Among other things, they’ll be interested in the security protocols and disaster recovery processes of your prospective solution provider.
It’s best to let your IT teams ask these questions during your selection process, rather than select the “perfect” supplier only to find out their information security standards are not what you as a business expect. Think smart and have all the necessary departments involved in the process from the early stages.
It’s very rare nowadays for a Payroll solution to stand alone within a company’s technology landscape. There will be data coming from other systems that will be required for payroll processing. Examples include:
There will be outputs from that payroll processing that needs to be fed elsewhere around the organisation for differing purposes. These could include:
A key requirement during your selection process is likely to be ease of integration. Any best in class vendors will have their own flexible solutions for this, giving them the coverage to integrate their solutions into the clients existing technology setup while remaining compliant and safeguarding your data. Check if your preferred vendor has the ISO 27001 accreditation to ensure your data and information remains secure at all times and all risks are efficiently mitigated.
However, you should map out your existing integrations before you start your vendor selection process. Make them clear to your potential suppliers so they can present to you their solutions for integration.
At Immedis, we understand that the first initial steps to change can be the most difficult – make sure to speak at length with your chosen global payroll provider and ensure they are familiar with your current payroll systems. Listen to their advice and expertise as they will know what will be the best fit for your organization.
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