APPNZ recently ran a workshop on payroll and HR systems and implementation. Brian De Gregory was one of the presenters. Brian’s background has been in global HR and payroll and he’s recently worked on 12 installations of different HR and payroll systems.
One of the things Brian has found is that many payroll and HR teams do not have is a blueprint. A blueprint is a map of how you want the data to flow between all of your different systems. He recommends drawing out your systems blueprint.
You want to map every system that you have and how each system into relates to each other. You then want to think about how you want the data to actually link.
Some of the systems that may be in your blueprint are your HRIS system, your performance management system, your payroll system, time and attendance software, succession or development planning software, your ATS, the health and safety system, wellness programmes, your financial systems, org chart software, and any other systems or tools that you use.
It’s also useful to map out where employee data is entered and where it exits from each system and who enters it. It may be that candidates into some data into your ATS, HR and payroll enter specific data and managers and employees enter or update data.
Putting your blueprint together may take a few hours. However once you have your blueprint in place, you can see where the gaps are where the data isn’t flowing how you want it. You can then look strategically at whether you use a large system that does a lot of different things but is often expensive and takes significant investment to customise the way you want it or to change it or you can choose integratied and specialised products that each do one thing. If you take this approach you just need to make sure that the software has an open integratable API.
Many systems now charge per employee per month on an ongoing basis therefore you often don’t need CAPX to purchase a system – you are looking at OPEX instead. That can make it easier to get your business to pay for smaller specialised products. Once you have your blue print you can then also look at your true internal costs and systems costs.
Thank you to Brian for a great session and here he is with a picture of the example blueprint he drew up for attendees. Yours may actually be readable!