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

By Christian Valiulis, writer
Apr 17, 2018
Image Credit: One Photo/Shutterstock
> Human Resources

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

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 complete 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 percent of organizations have at least one HR process in the cloud, and 40 percent have all their core HR applications housed there.

Once you’ve decided 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.

Editor's Note: Looking for a payroll service for your business? Fill out the below questionnaire to be connected with vendors that can help.


1. Check Out Review Sites

Before you put yourself in a position in which you’ll be evaluating 10 technology solutions that all promise you the world, do your homework by looking at reviews of the system you’re vetting. Review sites such as Software Advice, G2 Crowd and are excellent places to start in preparation for the switch.

Check your chosen software platform on sites like these to understand what the company’s client base thinks. 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.

2. 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.

3. 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.

4. Offer Training on Your New Platform

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’ll wonder why you didn’t take the plunge sooner.

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Christian Valiulis
Christian Valiulis
See Christian Valiulis's Profile
Chief Revenue Officer Christian Valiulis at APS is a member of the Forbes Business Development Council. As a national human capital management and full-service payroll processing company, APS delivers a unified cloud solution backed by guaranteed payroll tax compliance services. Christian oversees marketing and sales, channel partnerships, and strategic product and service alliances.
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