Feature insight - payroll software implementation
the overall progress of payrolls; no trigger to ensure that increases/decreases in payroll numbers are reflected in fees. Overview of new approach ● Clients that currently provide information using the ad hoc method to move to input sheets. Clients currently using the front-end method will not be moved. ● Increase the use of automation in the payroll software so that once the input sheet is provided it is automatically imported into the correct client. When the payroll process has finished the automation will create the specified reports and save them into correct folders. These reports will be sent via a portal to the client (this will form part of phase 2). ● In order to improve the speed of payroll processing the input sheet will be validated before it is imported into the payroll software. The first steps above will be completed by the Payroll Support team. The third step required some development and would be delivered by the Business Systems team. Current lifecycle of an input sheet The client is setup up with an input sheet template for the data to be gathered; the number, type and order of the columns in the sheet are defined. At the end of each pay run the input sheet is created using a manual process in the software, and a file with the correct
columns and the data from the standard pay run data populated. The input sheet is sent to the client, and in future via the portal. The client returns the amended input sheet. The file is then manually imported into the software. When a client is added the system will automatically create the client folder structure. We will capture the payroll frequency in the database and store the total number of employees to use as a base line moving forward. The client will be identified by a new column (Payroll Number) that will be added to all input sheet definitions. This will provide a unique identifier for the payroll in the database. ...error rates have reduced by almost 100% on transactional processes ... ● Spreadsheet add-in We will create a spreadsheet Add-in that will be only available to the Payroll Team. This will have several buttons with resultant functionality as follows: ● Prepare file – lock the employee name, number, NINo columns; add validation to columns so numeric only; password protect the file and save password; add text box to the sheet that will typically have the instructions, payroll person and date to be returned. ● Validate file – This button will perform several functions, including: ❍ if this is the first time the payroll has been validated the employee number, name and gross pay will be stored in the database; otherwise, system will compare the list of employees and provide a list of new starters and leavers in a new tab of the spreadsheet workbook ❍ if changes are identified in the tax code database the individuals and their new tax code will be added to a new ‘TaxCode Change’ tab ❍ if changes are identified in the student loan database the individuals and Specification ● Client folder structure
their loan will be added to a new ‘Student Loan’ tab ❍ a sum total will be added to the bottom of each numeric column ❍ update database and set this payrun as ‘Started’ with a date/time. ● Create CSV file – This button will perform several functions: ❍ create a properly formatted CSV file: UK dates; currency in ‘£’; remove column totals ❍ save the import file, Taxcode file, student loan file to two locations ❍ update the database and set this payrun as ‘In progress’ with date/time. ● Compare output – When the payroll output file has been opened in the same instance of the spreadsheet, this button will: view both files side by side; validate the file; compare column totals turning those matching green or red if not matching; if matching save copy and data to the database to form basis for the next payrun’s validation; email Support if number of employees has changed; mark the Taxcode and Student Loans files as updated; update the database and set this payrun as ‘Completed’ with date/time. Timeline The project system design commenced in December 2017 with phase 1 completed by March. By August 2018, 85% of payrolls had transferred to ‘Bostick’ with successful results. Internal communications and training All payroll processing and implementation teams have been fully trained in the new procedures, with 1-1 training happening each time payroll batches are transferred across. Clients are unaware of the changes to minimise any disruption to their normal methods of submitting data. However, where clients submit data via any method other than the spreadsheet, the administrator transfers the data to a template spreadsheet to enable Bostick to work by exception. Payroll procedures have been amended to ensure re-accreditation with CIPP’s Payroll Assurance Scheme in 2019. Improvements realised The error rates have reduced by almost 100% on transactional processes due to the automation. The time taken to run payrolls has
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Issue 49 | April 2019
| Professional in Payroll, Pensions and Reward |
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