Compliant payroll systems start with effective implementation

Implementing a new payroll application can be daunting, whether you are a small company with a fairly simple payroll system, a large company with a full-scale integrated human capital management (HCM) solution, or somewhere in between. It is important to not let the implementation step become a barrier for positive change.

Extracting Data from Existing Systems

The first step prior to extracting data out of an existing database is to identify the source of the originanting data and then to match it across to the new system. Often times, one system will have data elements that do not directly map into data elements of another, so we have to map and perhaps add new elements in order to ensure that all of your existing data is transposed into the new system.

Key items to identify: Different employee classifications, including Modern Awards, EBAs and company specific employee classification levels Different pay frequencies How to reimburse for expenses, if relevant Any overtime, penalties, loadings, allowances and superannuation guarantee requirements An approach to accurately record hours worked, including breaks to calculate minimum entitlements Data entry and systems integration requirements TIP: Schedule to do this step as part of your annual payroll health check. Australia’s complex Industrial Relations landscape makes it essential for businesses to regularly review and update employees’ classification levels.

Cleanse Existing Data

The cleansing of data refers to gathering and validating your existing, reviewing your current data and verify its accuracy Have employees update their personal information Map legacy data transfer requirements to the new system – electronic and paper records from in-house systems and vendors

Payroll errors occur because of incorrect employee onboarding information whether as a new employee or as in uploading data from an excel sheet into your new application. This can be easily rectified by using verification processes for new starters and their managers, so they can confirm their name, national insurance number, bank account details and other relevant information. If you , your new staff can complete this process online before their start date and verify information with e-signatures.

Validate Data prior to Upload

Data validation is the most significant step of pre-payroll, where the gathered data and information is checked for precision and correctness before further utilizing it in the actual payroll process. It is crucial to affirm that the background work done so far as a major aspect of pre-payroll is error-free to ensure that the subsequent activities of payroll run smoothly.

Overview Data validation is an essential part of any data handling task whether you’re in the field collecting information, analyzing data, or preparing to present data to stakeholders. If data isn’t accurate from the start, your results definitely won’t be accurate either. That’s why it’s necessary to verify and validate data before it is used. While data validation is a critical step in any data workflow, it’s often skipped over. It may seem as if data validation is a step that slows down your pace of work, however, it is essential because it will help you create the best results possible. These days data validation can be a much quicker process than you might’ve thought. With data integration platforms that can incorporate and automate validation processes, validation can be treated as an essential ingredient to your workflow rather than an additional step.

Why Validate?

Validating the accuracy, clarity, and details of data is necessary to mitigate any project defects. Without validating data, you run the risk of basing decisions on data with imperfections that are not accurately representative of the situation at hand. While verifying data inputs and values is important, it is also necessary to validate the data model itself. If the data model is not structured or built correctly, you will run into issues when trying to use data files in various applications and software. Both the structure and content of data files will dictate what exactly you can do with data. Using validation rules to cleanse data before use helps to mitigate “garbage in = garbage out” scenarios. Ensuring the integrity of data helps to ensure the legitimacy of your conclusions.

Acceptance Testing of New System

The most important aspect of application implementation is to ensure that the new system is working well, you can run it alongside your existing system for a while. This will pop up any glitches or data that may have been missed/duplicated.

Since you are familiar with your existing payroll system, you will know what to expect. This will make it easier to conclude whether the new system is working efficiently.

We will test your payroll system to ensure that the underlying configuration is correct. To ensure there are no problems both now and in the future, you should test your payroll system thoroughly during the implementation phase.

Every aspect will be verified to ensure that the application is producing correct figures prior to your going live with the new application.