Simplest Approach towards Payroll System Migration

Payroll System Migration is never an easy task. For some, it is even more tedious and daunting to make the change.  From selection process to the actual implementation, it is truly a monumental task ahead.

The migration of payroll system is affected heavily by the kind of data to be migrated.  The quality and the quantity: both matters a lot. With new system in place,  lot many businesses face number of challenges like following:

  • Lack of Training: People are the biggest variable in the Payroll Management Migration. Improper training and the inability of staff to handle the new system is risky and lead to numerous errors which can be very costly for an organization. Training your staff may also take more time than expected as the new system is completely different from the older system. Due to lack of training, they tend to ignore or omit the important steps and use the system inefficiently.
  • Access to Restricted Data: Most often, unwanted access to the restricted data is granted during the migration process. This happens due to compromised data security as new system doesn’t have permissions and restrictions like the older system, causing confidentiality breaches.
  • Compatibility Issues: More often, the new system is tested with dummy data. Due to this, lot many errors surfaces only when live data is feed in. It may take some time to fix these bugs. Staff also has to be proficient in understanding and identifying the bugs for the system to work efficiently.

Simple approach to this problem can help you in proper payroll system migration:

  1. Prepare your staff: More often the successful implementation depends on the payroll team. They need to maintain data in both the systems accurately before you actually take the plunge. This certainly means, learning a new system, unlearning old system, and extra workload. Talk to your staff and communicate the advantages and business goals you want to achieve through Payroll System Migration
  1. A realistic schedule: Work closely with your vendor for a smooth migration to the new Payroll Management Software. The schedule needs to be as realistic as possible considering all the variables involved.  The best selection for your new system to go live is the start of financial year or quarter
  2. Data Cleansing: Have a team responsible for preparing data. Assess what data you really need. Team should be able to answer following questions:
    1. Do we use this data?
    2. Can we not recapture the data in future?
    3. Do we really need this data?

You may want to remove data if for any your answer to one of the question is No. Similarly, ask yourself what all data is missing from your current system which you would need in new Payroll Management System and make it more effective.

  1. Data Migration: The most crucial aspect of Payroll System Migration, it is often considered as a bottleneck. Work closely with your vendor to make sure that the data from the old system is extracted in the proper format and is imported correctly to the new system.
  2. Standardization: Incase of any inconsistency in your payroll policy, standardize it before migrating to the new system. Review each policy and workflows. Watch out for any outdated or inefficient workflow patterns and policies.
  3. System Integration: More often, systems are not integrated to new Payroll management system. Make sure you identify and check the systems required to be synchronized with new software.

Mistakes during Payroll Management Migration can be costly in terms of employee confidence and morale. These can even lead to financial liabilities. Make sure you have carried all necessary checks before going live. A right vendor ensures the smooth Payroll Management Migration.  Beehive Software can be your trusted partner during this transition phase.  Contact us at 91-22-6699 9525 or sales@13.234.25.217 for more details.