GTA CASE STUDY: Changing Payroll Systems

GTA CASE STUDY: Changing Payroll Systems

Advisor: Denis Barnard 

Problem: 
I am payroll manager at our company which has 1200 employees and for the last 8 years they have  been using an  HR/payroll system.  The HR director is now talking about getting a new one.  The payroll we have works really well. What steps can I take to make sure I don’t end up with a sub par payroll that isn’t user friendly?

Solution: 
First of all, allow me to reassure you of one thing; the payroll software of today will be much easier to use and less admin will be required to run it. I am prepared to bet that you don’t have self-service running. And I’d be even more certain that features such as e-payslips are not present. Are you sure that what you have is so good, that there are no irritating “workarounds” you have to use to get what you need ?

It looks like the business is asking for better functionality and quality information from the HR people, and modern systems can deliver those.

The most important thing is your voice being heard during the selection process. Examine all the payroll processes, and start to list everything that the new payroll must fulfill, e.g.:

  • Is there a mix of monthly / weekly paids?
  • Do you need to be able to calculate net to gross?
  • It is essential that mid-month starters can be calculated automatically?
  • Back pay calculations should also be automatic as should
  • Maternity pay. Both statutory and occupational
  • Sick pay, statutory and occupational
  • Holiday pay calculations
  • Overtime  or shift pay calculators
  • Does the company want to introduce electronic payslips?
  • How many pay / deduction fields will be required, with scope for additionals?

All of these considerations should be added to the scoping document, and, of course, you will need to be present at product demonstrations to ask the right questions and be satisfied that your requirements will be met.

Payroll is mission critical, and cannot be overlooked. If you feel that a payroll module does not shape up to what you need, you must point out what the shortcomings are.

Visit HR Means Business for help with your payroll selection process.

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