Most organisations that are moving from manual to digital payroll solutions do so to improve efficiencies, extract richer business insights and manage systems more tightly. Digital can transform access and capability, introducing new layers of information that can be used to enhance business processes and decision making.
 
Unfortunately, in many cases these tools are forced into customised boxes that won’t deliver as effectively as they would if left alone.
 
What to do when you want to customise your digital payroll system?
 
“Start at the end,” says Teryl Schroenn, Chief Executive Officer, Accsys. “The first thing the business must do before customising a basic payroll solution is to ask what they want from it after it is done. Many companies who automate cling to manual processes because they are comfortable with them and know that they deliver results. However, when it comes to digital, these processes do not necessarily translate into efficiency.”
 
A basic payroll solution is defined as one that’s simple, off-the-shelf and designed with only a few customisation elements to allow for specific processes to take place. If a business tries to wedge all the manual processes and rules that they are currently following into this solution, the result will be as confusing and complex as the one they had before they started. The answer is simple – don’t customise, analyse.
 
Establish the rules
“Manual systems have usually evolved to make meeting organisational requirements as effective and risk-free as possible, but they are complicated as a result,” says Schroenn. “To avoid moving this complexity from one platform to another, look at each process and ask if it adds value. Establish its practical relevance and make sure it supports the results the business wants.”
 
Once all the processes have been stripped down, the business will have a clearer view as to which need to be integrated into the digital solution. Most basic payroll packages automate common processes as standard and have been designed to make the role far easier and more engaging. By avoiding excessive customisation, not only will it allow for the software to do its job more efficiently, but it will also enable payroll employees to grow within their roles as they focus less on basic admin and more on their potential.
 
 
“Payroll solutions are very capable and can play an important role in moving the business forward,” concludes Schroenn. “When you start with a new solution, see it as an opportunity to do some housekeeping. Ask when you last did X or needed Y. Take out anything that doesn’t add value and keep elements that make a difference.”
 
There are significant benefits in shifting from manual to digital payroll applications. The business can transform functionality and give payroll teams room to expand and engage more effectively. It is also a time to keep asking why – why do we do this, why is there value, why do we need that process? Answer those questions honestly, and deep customisation probably won’t be necessary.
ENDS

MEDIA CONTACT: Idéle Prinsloo, 082 573 9219, [email protected], www.atthatpoint.co.za
 
ABOUT Accsys – People Management Solutions:
Accsys is an award winning South African software company specialising in people management solutions. In business since 1981, Accsys is a proud member of the Innovation Division, Business Connexion group. Its solutions, which are being used in more than 2000 companies, are developed in South Africa with particular emphasis on South African workplace conditions to fulfil the purpose of providing strategic solutions for people who manage people.
 
For more information on Accsys please visit:
Website: http://accsys.co.za/
Twitter: @AccsysPeopleMan
LinkedIn: Accsys (Pty) Ltd
Facebook: Accsys (Pty) Lt

Payroll compliance in the South African market is complex and demanding. Organisations must obey the rules to ensure they don’t face unexpected fines, lose essential funds or suffer reputational damage. Personnel business practices must adhere to the law, paperwork needs to be kept up to date, and records must be maintained – and payroll must receive the support it needs to keep the business compliant.
 
“It is critical for your business to have formally qualified people with a deep experience in compliance, who keep current with legislature,” says Teryl Schroenn, Chief Executive Officer, Accsys. “In addition, the business can invest in software tools that are designed to support compliance and pay attention to standard corporate governance procedures.”
 
Whether the business is small or large, expertise in compliance is vital. For smaller organisations, the skillsets can be outsourced or they can hire a payroll practitioner with a broad spread of expertise. The enterprise, on the other hand, should ensure that senior management is given the responsibility and the tools it needs to keep up to date with compliance.
 
Access the toolkit
Schroenn adds: “Payroll must be looked after and taken seriously. Encourage attendance on regular training and courses, keep them up to date on legislation and ensure that their value to the organisation is recognised. It is an easy place for people to be neglected, but they can add inordinate value if treated with respect. They are the gatekeepers of compliance.”
 
In addition, the business should follow standard corporate governance procedures. Many of these steps are common sense, often they are ignored by the business.
 
“A good example is that the person who calculates the payroll shouldn’t be the one who pays it over to the bank,” says Schroenn. “It is amazing how many people do that. Separate duties to ensure your business has a failsafe scenario, that the work is checked and that the data is secured.”
 
There are also digital solutions that support compliance across the areas of reporting, record keeping and data analysis, and within payroll. Use these tools to examine reports on a regular basis as this will help identify any unusual activity and areas that may need to be reassessed for compliance.
 
“Technology has tools that provide the organisation with clear cut steps towards compliance,” concludes Schroenn. “These need to be kept up to date by the relevant person in the company, and need to be sourced from a reliable software supplier. Don’t invest in a toolkit that isn’t from a recognised service provider with a reputation in compliance and legislation.”
 
From software to skills – outsource what the business can’t specialise in and ensure that all the boxes are ticked by placing someone in charge of compliance. Not only will this keep the business on the right footing, but it will go a long way towards preventing a mishap in the future.
 
ENDS

MEDIA CONTACT: Idéle Prinsloo, 082 573 9219, [email protected], www.atthatpoint.co.za
 
ABOUT Accsys – People Management Solutions
Accsys is an award winning South African software company specialising in people management solutions. In business since 1981, Accsys is a proud member of the Innovation Division, Business Connexion group. Its solutions, which are being used in more than 2000 companies, are developed in South Africa with particular emphasis on South African workplace conditions to fulfil the purpose of providing strategic solutions for people who manage people.
 
 
For more information on Accsys please visit:
Website: http://accsys.co.za/
Twitter: @AccsysPeopleMan
LinkedIn: Accsys (Pty) Ltd
Facebook: Accsys (Pty) Ltd