TECHNOLOGY
stronger integration of their payroll software with other HR, benefits and reward tools in order to eliminate data silos, build more efficient workflows and, ultimately, provide a more convenient experience for employees. What are the best strategies for implementing new software for the payroll function and training workers to use it? CB: Timing is key. Many feel pressure to change their provider or software at the start of the tax year, [but] this isn’t necessarily the best time to do so – and certainly isn’t the only time you can switch. There’s no time that’s better or worse than any other, apart from in the context of individual businesses. Business leaders need to remember that this can be a time-consuming and disruptive process, so it is essential to pick a time where this will be as easy as possible to deal with. Really, it all depends on internal commercial pressures and schedules. PG: Large payrolls will need longer and will be more of a project. Several months’ parallel running of payroll would be needed. Small payrolls should be quicker and potentially not need the running of parallel payrolls. Some bureaus may want to ‘try’ a new software with a couple of smaller clients to see how it works and what the benefits may be before moving over the entire portfolio. For training, see if the payroll software provides courses or training material. Have a good play around and test the new software thoroughly. Try to break it! J R-W: A successful payroll software implementation ultimately hinges on having the right methodology in place. At Zellis, we use AIM, an agile implementation methodology, which is centred around minimal disruption, quality assurance, rigorous testing and comprehensive support for the client organisation. The methodology is divided into clear and carefully timed phases, from the initial planning and the mobilisation of resources, to the actual migration, to the post-migration governance and support. It’s important to have clear milestones and regular meetings in place with your provider so that there is full transparency and quality assurance throughout the implementation process. You also need to predefine roles and accountabilities between your organisation and your
...payroll professionals need to offer feedback and criticism of the platforms and systems they use...
CB: To achieve greater usability in software, payroll professionals need to offer feedback and criticism of the platforms and systems they use. By applying first-hand experience of software to the development process, we should start to see some of the changes that will really make a difference to professionals in the field. PG: Payroll professionals should be more demanding! I think too often they find ways to work with the system – using workarounds – but they should ask for features to help make their lives easier. They should be a strategic partner to payroll software development. J R-W: The main way payroll professionals can shape and improve software development is by taking a more collaborative approach with their providers. One of the best ways to achieve this is by joining a user group – a community of software users who can have creative discussions with their provider about changes and improvements, and directly input into the future technology roadmap. ST: Sometimes, it isn’t obvious to the developers how some part of your payroll process operates, so it can help to spell out the connection between the software feature and the task you are trying to complete, especially if the task is peculiar to your industry or your company. n
provider, in order to avoid delays or disruption. Perhaps the most imperative aspect of any implementation is ensuring that your live systems are maintained while the appropriate testing is conducted on your newly implemented solution, so that you have continuity in your payroll process. Make full use of the support your provider offers both during and post- implementation so that you develop a full understanding of how to maximise your new software from the outset. Most providers offer detailed training courses, including the opportunity to train ‘super users’ within your organisation. This is worth taking advantage of because it ensures that your organisation has highly knowledgeable staff members in place to help administer and maintain the system, as well as troubleshoot any issues that occur. ST: It is helpful to give your team an early sight of the software. This not only gives them a chance to get familiar with it, but also lets them raise any potential issues. You never know – they may spot an issue you had overlooked and they may even help you to solve it. What role can payroll professionals play in shaping and improving software development?
| Professional in Payroll, Pensions and Reward | October 2020 | Issue 64 44
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