Step-by-Step Guide to a Successful Payroll Implementation System

1. Step-by-Step Guide to a Successful Payroll Implementation System If you and your employees have been putting up with a payroll and HR system that no longer works for either of you, it's time to deploy a whole new system. Switching to a new employee payroll system can decrease your manual process effort and streamline your data flow. This gives you more time to focus on more strategic and people-oriented tasks that were being ignored because you were too busy with the basic payrollsystem. Here are five steps you can take to ensure you and your employees can take a sigh of relief from all the hassle of payroll implementationonce and for all: Step 1 - Choose the Right New Payroll/HR System Choosing the right system may seem a little overwhelming, but it is necessary for a smoother flow of operations. Before you begin researching for vendors, you should first have a good understanding of what your business needs from this new payroll system. What exactly are you trying to accomplish by this new employee payrollsystem? Is it merely an upgrade? Or are you struggling to keep up with the number of employees and sinking in paperwork? Do you need a biometric system to track the leave of absence of employees? Or are you looking for a better way to keep track of the performance of your employees? Start by answering these questions before you set up a newemployee payroll system. Step 2 – Define the Goals and Target Establishing a new timeline with set targets and goals is an essential component for a successful payroll implementation. After you have completed the search for the perfect

2. vendor that suits your needs, you need a detailed roadmap to get you to your ultimate goal. Consult with your vendor, make adjustments, if any, to the already laid timeline, and update the system with the latest events that are vital for an employee’s performance. Make sure both you and the vendor agree to the timeline and work through any inconsistencies until you both are satisfied. Step 3 – Create an Implementation Plan Delegate a person on the payroll or HR team that possess excellent project management skills; someone who can lead the payroll implementation process. Depending upon the size of your company, you can allocate additional resources if required. In order to keep the process smooth and transparent, set up a meeting with the members of the project to discuss the implementation process. Step 4 – Train Your Employees Proper training of your employees plays an important part in the successful implementation of the new process. They need to understand the benefits of the new employee payroll system and how they can take advantage of the efficiencies of the new system. For a successful training program, consider the following: Schedule for the vendor-led training for all your payroll and HR personnel as well as managers Establish a proper reporting system that helps the management make the most use of the data available in the system Train every single employee about the key functionality and features of the new employee payroll system Document the new payroll processes and lay down any new terminologies that can help the employees understand the process better Step 5 – Go Live Before you go live, do a complete quality check on the data and the new system, run sample tests, observe the results, and once you have officially run the payroll on the new system, hang tight because the payroll implementation is not over! The last and final step in any successful implementation of a plan is evaluating that first payroll because to err is to be human. Take note of any challenges, mistakes, or areas of improvement and take corrective measures to ensure smoother payroll processing. Final Words of Advise Implementing a new employee payroll system may seem like a challenging endeavour, however, selecting the right vendor and taking the right steps towards managing the process can deliver a better experience and outcome for you and for your employees. But most importantly, after the new system is all set up and ready to roll, celebrate your work and appreciate all those who put in their hard work to set the new system in place successfully.