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Things to Consider when Changing your Payroll Software

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Businesses are often quite reluctant when it comes to changing or replacing their current payroll software. This behaviour has been prevalent even when the existing software has a lot of shortcomings in its functionality as well as adaptability to changing business trends. The process of changing over to a new payroll software is a deterrent in itself as it can be a rather time consuming task with many challenges along the way.  Secondly, reluctance also stems from some horror stories where an implementation process has not gone according to plan and in some cases are not even finalised. 

 To overcome these concerns, a stringent due diligence process should be undertaken before reaching a decision on your preferred supplier.  Back ground checks and referees will help allay any concerns.  A good provider will have no hesitation in proving at least 3 referees.  Pertinent questions that should be asked include:

  1.  Is the payroll software a robust and effective system that provides the outcomes it’s supposed to within a secure environment?
  2. How successful was the implementation process and what problems did you experience?
  3. How effective was the vendor is helping you transition to the new payroll software?
  4. Would you recommend this vendor to other organisation?

Revision in Legislation and Organisational Changes

Another key factor to consider when switching over to a new payroll software is that it must be able to respond effectively to any revisions and changes in legislation including changing responsibilities of the employer. Your software must also be capable of handling organisational changes due to changes in management and/or business policies.

Security

Given the sensitivity of payroll related data, it is absolutely critical that any payroll software systems is securely housed and encrypted where necessary.  Ideally an accredited system would be the best option as it has gone through the necessary and stringent safety protocols required to achieve accreditation.

 HR Functionality

One of the key benefits of a high quality payroll software system is its ability to have an effective HR functionality included within its package.  This critical requirement will enable you to effectively manage your human resource function and further save time and improve efficiencies.  A solid system should be able to cater for Recruitment, Performance Appraisals, Leave Management, Training & OHS.

 

If your current payroll software system does not provide you with a “one-stop shop” solution for your payroll and HR requirements, it may be worthwhile considering your options.

14 Feb, 13

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