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How to Convince Leadership for a New Payroll Solution

6/25/19 1:25 PM

You’ve identified the cost savings that can be realized from a new payroll solution, and now it’s time to create a compelling argument to present to leadership.

From staying abreast of current technology to remaining compliant to improved processing speed and efficiency, articulating the need and value in terms that will resonate with leadership is key to moving the case from a “nice-to-have” to reality. Most important, the business case must convincingly answer the question:

Why should the organization spend its time and money investigating and implementing the proposed solution?

For payroll, important business goals include streamlining processes, eliminating redundant data entry and manual processes, increasing productivity while reducing costs, and improving compliance and controls.

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To define the business need and provide supporting business drivers, the case should also include the following:

  • Business Challenge: What are the greatest challenges related to your payroll process?
  • Strategy: Can you currently tie the company’s business strategy to the existing payroll system and support the goals of the company? What opportunities could the organization take advantage of by going forward with the project? What risks or liabilities could be reduced or mitigated?
  • Change: Why is now the time to make the change?

As you establish the business need, you must provide a complete view of what will be gained with a new payroll system as well as a detailed account of the current system and its shortcomings.

As you document the current system, use the following list of business drivers to illustrate where key areas impact the business and how technology can be used to make improvements (or ward against risk).

  • Increase Compliance and Control: Changes and updates from federal, state, local, and regulatory agencies should be automatically updated in a timely fashion to the payroll system. In addition, a full audit trail and reporting capabilities should be intrinsic to the payroll application, providing needed audit compliance data when requested without having to dig for the information.
  • Reduce Payroll Error: Workflows and checklists within the payroll application help organizations stay in sync and cut down on errors and time from manual and separate worksheets to track the payroll process.
  • Eliminate Redundant Manual Data Entry: Mobile and self-service promote employee entry of administrative personal data such as W-4 and direct deposit information, address changes, and state and local tax changes. The more that employees can enter their own information and seamlessly update the payroll system, the less time and effort for the administrative team.
  • Reduce Costs Through Mobile and Self-Service: A unified payroll solution enables employees to see their payroll related data easily, reducing time spent by administrative professionals on customer service activities. Administrative professionals can reallocate that time to other projects, benefiting the organization.
  • Improve Business Visibility Through Payroll Reporting: Multilevel security and access for differing groups means that managers leadership, and operations can schedule and view their own reports with varying degrees of detail. Managers can see the total cost of labor and make more informed decisions regarding operations.
  • Increase Employee Engagement: Not just for the administrative team, but for all employees in the organization. Confidence with accurate, timely paychecks relieves stress and uncertainty for employees and increases productivity and overall engagement with the organization.

Finalizing Your Case

As you complete your business case, make sure that you’ve linked each new technology improvement to a benefit realized. The benefit might not always be hard-dollar savings, but every case should show how the new technology directly connects to an actual benefit for the company and the company’s goals. Quantifying the benefits in terms of staff resources and allocation, reduced costs, improved productivity, and increased employee engagement not only shows how your business case supports end-to-end payroll processing, but also how it helps the company improve profitability.

payroll whitepaper business impact for new payroll

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