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Switching to an Automated HR System? Here's How to Prepare editorial staff editorial staff

Automated HR systems are key to compliance. Here's how to prepare for the transition.

  • Automated HR systems help a company stay in compliance by confirming consistency.
  • More than 70% of companies have at least one cloud-based HR process. Over 40% have all of their processes housed in the cloud.
  • Review vendors and request demos before deciding on the right automated HR program for your business.

Payroll and HR-related tasks are, without a doubt, some of the most tedious and time-consuming tasks for any business – especially if they are completed manually. And trying to maintain compliance with all those manual processes? It's a nightmare.

Because of this, many organizations are moving to cloud-based technology that supports automation. In fact, a recent PwC HR technology survey reported that more than 70% of organizations have at least one HR process in the cloud, and 40% have all their core HR applications housed there.

Once you decide to move to a cloud-based payroll and HR system, you'll likely be bombarded by providers wanting to win your company's business. And once you've chosen a provider, the implementation process that follows can seem even more strenuous. You can save yourself both time and money down the road by proactively preparing to switch over to an automated solution.

Here are a few steps to take for a smooth transition.

Types of HR tasks that can be automated

There are numerous HR tasks that should be automated for all businesses. The most significant is timesheets for employees. Employee timesheet tracking is a mundane and time-wasting task. Time-off and leave requests for employees can also be handled by an automated software program.

Employee onboarding and outboarding can also be done through HR automation. Employee onboarding and outboarding takes a lot of time as documents are passed back and forth. Automate the process to reduce human error and speed up the process.

According to SHRM, training is one of the most important tasks that can be assigned to HR automation processes. Automation can help ensure that trainings are consistent and all staff remains in compliance.

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Check out review sites

Review sites such as Software Advice and are excellent places to start in preparation for the switch. What better way to find out whether the system’s capabilities will fit your needs than with real research and reviews? If you want more information, you can contact reviewers directly to ask follow-up questions.

Work with your provider to set and accomplish your goals

Make sure the provider you've chosen has goals that align with your own. The whole point of switching to an automated system is to make your HR and payroll processes easier; don't compromise quality service for sleek-looking software.

Be thorough and clear about what you expect from the system. Set up a product demo if possible, and talk to your provider to understand how its solution will meet your needs. Work together to create a plan and actionable steps to achieve the goals you've set. Once expectations are set by both parties, implementing and converting data into the new system should be a much easier process.

Make sure data conversions are done properly

You've selected a new system and set goals for how you want the solution to work for you; now it's time to transfer employee data and records over. This might seem like a daunting responsibility, but there are a few ways to make sure everything is transferred over accurately.

When your provider starts migrating your data, its implementation team should convert year-to-date history into the new solution. Next, the team should run a compliance assessment to reconcile data history. Finally, before running your first live payroll, the team should conduct a parallel payroll test to confirm your system settings match your provider's settings. By taking these necessary steps, your provider can ensure all data is correct and compliant.

Ensure everyone who uses the platform receives training 

The secret to successfully adopting any new technology is usability, and human capital management systems are no exception. It's important that everyone is properly trained and has a clear understanding of how to operate the new platform. If your managers and employees don't use it, the system is useless, no matter how much it promises.

Half of U.S. workers have undergone some type of organizational change within the past year, and it’s no surprise that workforce changes can cause stress. By providing comprehensive training for your team, you can ensure everyone will be confident utilizing the system to its full extent. Plus, automating workflows will help relieve some daily stressors and busywork: All system users will be free to focus on more important tasks at hand, making your company more productive overall.

The key to compliance is embracing automation

Managing employee data, appropriate payroll wages, and tax and garnishment deductions aren't simple tasks. Handling these to-do's while remaining compliant is a different beast entirely. By updating your HR and payroll systems to an automated platform, you can give yourself, managers, and employees peace of mind in knowing your processes will be compliant. Once everything is said and done, you may wonder why you didn't take the plunge sooner.

Image Credit: Philip-Steury / Getty Images editorial staff editorial staff Member
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