Ensuring a smooth transition when changing or updating payroll software involves several considerations, according to Sharon Tayfield, operations director at Praxima Payroll Africa Systems.
“There is a common misconception that payroll software should be changed at the end or beginning of the financial year,” she says. Although it can have advantages, it's not necessary, Tayfield explains, as year-to-date information can easily be imported into new payroll systems at any time.
Although it is advised, Tayfield believes parallel runs are not crucial, and that a single parallel run is sufficient as it hastens the time of going 'live'.
She adds that skilled resources for a new system are crucial, and that strong support services and assistance by the payroll provider are vital in making a transition to a new system.
Aside from this support, it is important to choose a partner that provides continual customer support through a dedicated payroll support person rather than a contact centre, she adds.
Tayfield also stresses that the payroll vendor should meet an organisation's needs now and in the future with scalable solutions, and that it's prudent to obtain verifiable references.
“It is also essential to ensure your payroll partner is up to date with the latest tax calculations and regulations, and that they regularly update any changes as they occur or are released,” she adds.
The new payroll software should integrate with an organisation's existing HR and accounting software. “It's best if it is based on an open architecture,” she says. “Discrepancies are prevented, unnecessary paperwork is avoided and consolidated reporting is made possible.”
“Moving to a new payroll system need not be filled with anxiety if you consider these issues,“ Tayfield concludes.
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