TECHNOLOGY
The information below is my take on what I think needs to be considered, however, my peers will have additional thoughts and ideas, along with different experiences, so don’t be afraid to reach out to your membership network if this is your first time. If using one of the many specialist consultants out there (several of whom are members of the CIPP), why not ask to work with them to understand the process for your continuing professional development or just for future reference? “Your clients wouldn’t want their service provision to reduce because you change software and would actually probably expect more” Steps to take when looking for new payroll software The first step is to look at what processes happen now, and review whether they’re needed or are just historic. Use this process to understand the pinch points which have arisen in the years following original implementation due to the payroll landscape and / or changes to employees’ / clients’ terms and conditions. Ensure you obtain valuable feedback from the wider team and other services such as finance / pensions and human resources (HR). From there, look at what’s been introduced in respect of technology, and whether this involves workarounds or some form of automation using either
existing software or bolt on applications. Also consider what’s linked to third party software and if it’s using application programming interfaces (APIs) to get and send information. In today’s world, robotics are hitting the headlines, and artificial intelligence (AI) could be a key factor in what you choose. You should then seek out what might be available to you in respects of budget, as there’ll need to be one. Depending upon your needs, it might need to be a healthy budget. The next step is to create your statement of user requirements (SOUR). You can find many different model templates online if you’re unsure where to start. Your SOUR is vital to capture your must haves versus your desires. If you’re a service provider, you’ll also have to consider what you currently offer your clients, for example integrations with their HR software, financial packages (including expenses) and maybe their time and attendance system. Your clients wouldn’t want their service provision to reduce because you change software and would actually probably expect more. This will all depend on the way in which you integrate and / or receive data from them but do consider it. If you’re not a provider, but instead are an employer, do you currently import directly from an internal system? Once all your needs have been identified (don’t worry if you end up thinking of more), then it’s down to looking for suppliers who might fit your needs. Try and attend some events you know software suppliers will be attending, such as Accountex or a payroll conference such as the CIPP’s Annual Conference and Exhibition. However, when you read this article, ACE will either be running or finished for another year, but
there’s always 2024 if your need isn’t critical for now. Then approach some of those you think could fit the bill, perhaps after chatting to them (you cannot beat a Teams / Zoom call) or from looking on their website at functionality. You might then share an outline of your needs and desires (remember you might not get everything you want or may find that getting everything is outside your budget). It’s important to note that, at this stage, you’ll likely be dealing with their sales / business development representative who will promise you the earth. So, steady up your excitement and ensure you either document / record what was said or ask for a follow up email to confirm functionality, especially if you have some complexities, such as needing to operate Appendix 5, for example. “You should then seek out what might be available to you in respects of budget, as there’ll need to be one” Once you’ve found maybe three preferred suppliers, you’d then look to do some form of procurement process. This might include a formal tendering process, or an internal template you provide to the supplier. Whatever format you use, ensure it’s fair and will allow you to compare apples with apples. Software packages can vary greatly but if you get your core must haves pinpointed, followed by your desirables, you should be able to do a comparison. In the meantime, you’ll need a project team which includes all your key stakeholders. Although IT tend not to decide which package to use as they aren’t payroll experts, they’ll play a vital role in data security, platforms and integrations where applicable. Make sure you allow sufficient time for on-boarding of new software, testing and, of course, rolling out to clients where applicable. Rush at your peril! After all the decisions have been made, budgets agreed, contracts examined with a fine comb (don’t forget to run by your compliance / data teams) and signed, it’s time for implementation. n
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| Professional in Payroll, Pensions and Reward |
Issue 94 | October 2023
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