Scheduling
Time & Attendance
Forecasting
Employee App
Payroll Integrations
Communications
HR Administration
By Paul Aemisegeo
Apr. 25, 2018
Let’s face it, one of the most challenging and stressful things that a business owner faces when it comes to managing their workforce is taking on a payroll, time labor, benefits and HR system migration/implementation.
Workforce management implementations, if done correctly and by someone who is qualified, will streamline human capital processes, but if done incorrectly and by someone who is not qualified, can make an employer’s life a living hell.
Most small to midsize companies experience the latter because they do not have the experienced staff/team, with a broad project management skill set to handle these complex migrations. They also do not have clean, organized data readily at hand.
Here are four tips to help you identify the data, policies, and processes needed to ensure a smooth transition to your new system.
Next, your time labor team member is someone who possesses a technical skill-set and is often your resident IT employee, who understands systems, schedules, operational workflows and who is able to test the data integrity. This is most likely the person who you already rely on to manage the time sheets, job costing and labor distribution excel file.
Finally, your HR team member handling the human resource role is usually the hardest role to fill, especially if you are a small to midsize company that generally cannot afford a full-time HR generalist. If you are fortunate to find a skilled HR generalist, they should be familiar with the entire employee life cycle from recruiting, hiring and onboarding to performance reviews, benefits administration and compliance.
As for your implementation timeline, plan on at least 1 to 1 1/2 weeks per module. Most providers will tell you no less than six weeks and as long as 12 weeks. When you take into account training and as for the implementation fee, budget at least $35 to $50 per employee. Some companies will negotiate in competitive situations and/or allow you to roll the fee into your per payroll or monthly cost. The cleaner your data and the more talented/experienced your team, the better. When you are negotiating the implementation fee, if you are doing all the heavy lifting and bringing clean information to the table then that will save you significant time and money, especially with the setup fee.
An important area to focus on is the process(es) of recruiting, hiring and onboarding the new employee. The sooner you can capture the employee’s information, within your workforce management platform (without entering it yourself) during the recruiting or hiring process, the more efficient the onboarding process will be for the employee and the cleaner the data will be.
Most importantly, you should remove as much paper from the process as possible. The system can then perform for you and get the data over to who needs it — payroll, benefits administration, the insurance carrier/broker, workers’ compensation and the 401(k) TPA/recordkeeper/adviser.
Paul Aemisegeo is the founder and CEO of PayrollMart. Comment below or email editors@workforce.com.
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