Step-by-Step Implementation of Technology Transformation in Payroll Systems

A payroll system can have a huge impact on business efficiency. But first, the payroll system must be updated and utilize technology to its full advantage. The following steps will help you begin a payroll system technology transformation within your company.

Nowadays, many businesses are having difficulties and challenges. In order to get everything back on track, the company must make several efforts. For example, increase business efficiency and reduce business risks. In the middle of all this, many companies seem to overlook the fact that payroll can play a significant role in encountering businesses’ problems. 

As noted by Alight, the right process and solutions in the payroll division can make a huge difference in supporting the business, optimizing costs, and facilitating the diverse needs of the workforce. For payroll to support businesses to their full potential, a company must have an updated payroll process and solution. According to China Briefing, successful payroll systems must utilize technology and be suitable for every specific need of the company. 

For example, the system must be fully automatic, adapted to local compliance, technologically robust, on time, accurate, and easy to use. It’s even better if the payroll solutions are mobile-friendly, and leverage the power of artificial intelligence (AI) and analytics. 

A company can choose to develop the system in-house or ask for the help of a payroll service provider. Either way, here are key steps you must consider in order to ensure that the technology transformation in the payroll system is beneficial to the growth of the company. 

Identify Needs

The first and foremost step to beginning payroll digital transformation is to understand the needs of your business. This is to understand what the company is trying to accomplish with a newly designed system. For the next step to be successful, you need this internal recognition. 

Select the Suitable Execution

As soon as you have a clear understanding of the purpose of payroll digital transformation in your business, you can develop a new system model. You can choose to develop the system in-house, or if it’s too much work, you can start to research and choose a vendor that meets your needs. 

According to InovaPayroll, there are several things to pay attention to when looking for a vendor to work on your future system. First, find the vendor’s reliability through review sites and from other clients if possible. Also, find details about their support once your system is up and running. 

Set the Timeline

When starting the transformation, you might have to work with unfamiliar technology. This is because you still need to map and load employee data, conduct parallel pay runs, ensure software compatibility, and train staff. All this can seem overwhelming, but you can’t rush it.

This is why Silver Cloud recommends setting a timeline before the payroll system transformation starts. Try to set a target date for going live first, then work backward from there. You might need to consult with your vendor or the internal team in charge of the transformation. Either way, make sure that both parties are in agreement and aim for a detailed road map.

Define the Implementation Workflow

To ensure the transformation process is carried out smoothly, delegate one person with excellent project management skills to be involved and probably lead the transformation. Make sure that you have already scheduled a specific time for the project. 

In the process, set up meetings with key members that are directly involved in the system. Discuss the proposed system, try it out, and solicit feedback. This is needed to ensure the upcoming system has all the features it needs. 

Internal Introduction and Training

After the system is nearly done, you should start training and introducing the system internally. This will help all teams involved adapt to the updated system, understand the benefits, and take full advantage of it. 

Consider beginning with vendor training for the higher-ups. Make reports that help management get the most out of the system. In the next step, you need to train each employee on key functionality. Ensure that after all this, all employees can complete system tasks on their own. 

Official Launch

Going live may seem like the end of the payroll system transformation project, but there are several things you need to note. Before the official launch, ensure quality assurance checks on the data and do a parallel test run. 

After the launch, try to note any areas of improvement. The first evaluation will be a crucial step in the process. Make notes of challenges, mistakes, and problems, and keep open communication with your vendor and team. Always aim for better system adjustment and a better experience. 

Also Read:  Payroll and Human Resources: The Benefit of Integrating and Streamlining Functions