1 - Study Process
This process allows the company to understand companies' payroll policies in order to implement the project successfully. It consists of interviews conducted with key personnel in the HR and Finance Department to understand more about the following:
- Payroll policies
- Processes workflow
- Data preparation for payroll processing
- Reports generated for distribution and filing
- Time and processing cycle requirements
2 - Documentation
Documenting companies' monthly payroll process procedures. This process documents the procedures of your monthly payroll processes after Zapper completes the first stage. The document will round up the following procedures and responsibilities:
- Manage payroll policies
- Stipulated monthly cut-off date
- Define how transactions will be forwarded to Zapper for payroll processing for payroll processing
- Generation of reports for distribution and filing
- When are the payslips updated
- Allocation of bank to be used for crediting employees' salaries
- Delegated person responsible for sending the bank diskette to the bank
- Designate formal communication channel between the company and Zapper
- Measures to safeguard the payroll date
3 - Recommend Best Practices
Upon understanding and documenting the companies' payroll processes, Your organization would recommend industry best practices to streamline your processes to increase productivity and efficiency. The recommendations include:
- System customizations
- Re-engineering processes
- Introducing automation
4 - Design Input Forms
In this process, both parties design input forms, which will be forwarded to your company for payroll processing. The input form may take on many variations to accommodate different situations, for example:
- New Employees
- designations, including date resigned and any allowances or deductions to be processed
- Promotions, including date promoted, new salary & effective date and any new allowances to be paid
- Transfer, including new department & effective date and any new allowances to be paid
- Allowances / Deductions to be processed
- Overtime hours
5 - Prepare Schedules
Preparing annual payroll schedule - your organization will prepare a schedule for the year, ending any month, with exact dates for the submission and/or approval of:
- Payroll transactions to your company
- Payroll reports to the company
- Payroll reports and payment for outsourcing services and salaries
- Salary crediting to bank
- Online payslip to be made available to employees
6 - Requirement Findings and Definition
In-depth study and review of Client’s requirements, blue-printing a foundation for a successful project implementation by:
- Conducting user interviews to gather existing functional & statutory requirements;
- Obtaining current & desired report samples;
- Documenting and confirming Client’s requirements
7 - Data Conversion
The data conversion process defines the tasks and deliverables required to convert your employees' database. The objective of the data conversion process is to convert and test all data that is available and feasible, then obtain the necessary operation of new applications. The first step of this process is to explicitly define what data is required for conversion.
8 - Parallel Run
Your company will perform parallel runs to ascertain that the payroll computation is consistent with the companies' existing payroll computation. By comparing payroll reports generated from your existing payroll application, Your company will be able to fine-tune all inaccurate and incorrect settings on the payroll application.
9 - Training
Your company should provide user training to key personnel involved in the outsourcing project. The user training will focus on online approval of time sheets and claim forms, submission of payroll transactions to your company and downloading and viewing payroll reports.
5 - Live Implementation
Live run will commence upon the completion of the implementation processes
Hope this might help you out.