Switching payroll systems can be a stressful, time-consuming and expensive undertaking. The whole process, from choosing the right payroll system to finding the right payroll partner to assist with the implementation and adoption, can seem daunting. Some might be tempted to stick with the current system because they want to avoid any potential strain on their business resources. But the truth is that the old system could be doing that already. In fact, by choosing the right payroll partner from the outset, you'll wish you'd made the change earlier!
At Datacom Payroll, we pride ourselves on the sound advice we give our clients which is based on our vast experience in the industry. Here are our top three tips we give our clients when they're about to switch systems:
1. Don't burn bridges with your current supplier
Maintain a good relationship with your current payroll supplier as they can help you make the switching process easier. To ensure a smooth transition, you'll need them to extract data from the current system and support the old system during the migration process.
Should anything go wrong during the transition to the new system, you'll have the current supplier as a backup!
2. Communicate relevant changes to your stakeholders
It's extremely important that the payroll switch - and the reasons for it - is communicated to staff members who will be using it. It will also be important for senior management to know how the system's success can be measured and used within their teams.
When communicating information about the new system's functions, remember to highlight the benefits. A clear understanding of the benefits will encourage employees to use the system to its full potential. For example, the new payroll system enables staff to record their own timesheet data and update their personal details. This saves staff from having to rely on the payroll staff to make the necessary changes for them.
Your communications plan should be viewed as a critical part of this project and must be in place prior to migration. Without it, your payroll switch could fail.
3. Review the proposed implementation process
When you're looking for a payroll vendor or partner to help with the implementation process, hire someone with a proven track record.
Check that the vendor will apply a mature implementation process and methodology and ask that this is shared with you and your team before you move ahead. The plan should include a description of the various stages of the project and should highlight each person's role and responsibilities during the process. The scope, deliverables and expected timeframes should also be made clear from the outset to ensure that everyone is on the same track, avoiding uncertainty and any unwanted surprises along the way.
The implementation process should include thorough planning, data migration, testing, parallel running and the final move to the live system. It should also demonstrate how account management processes will work after the migration and how ongoing training and updates will be provided.
Don't be tempted to commit to the new system until you've tested and verified the results with your vendor or partner.
Switching to a new system is a major undertaking but it'll probably be the best decision you've made for your organisation. But don't do it alone. Employ the services of a vendor or partner who has the expertise and experience to support your project. For more information, download our eBook. You can also contact our Payroll team for further support.