Payroll System Implementation
Our implementation services consist of an eight phase process.
Phase 1: Assessment & Gap Analysis:
Our approach, during this phase is to conduct a thorough and objective analysis of the organization’s processes, organizational capabilities and technologies. We will achieve this through a collaboration of resources from the organization and Executive Alliance, and through our proven methodologies, designed to uncover inefficiencies in the current processes and workflows.
During this phase, we will also work with the organization’s resources to understand its capabilities, identify the change impact on the organization as a result of new processes and technologies, and to incorporate the actions needed into the overall project plan.
Building from the foundation established in this phase, Executive Alliance will develop a detailed project plan, including key phases, resource requirements, timelines and deliverables.
Phase 2: System/Process Analysis & Design:
During Phase 2, we will utilize results of Phase 1 to prioritize processes that are most inefficient and begin to map them to future processes to gain the most efficiencies from the new technology.
The results of the future processes will allow the organization to make decisions on reporting requirements, as well as historical data required in the new system. We will work with appropriate resources from the organization together with technology provider experts to identify all technical and hardware requirements, and develop a project phased roll-out strategy to achieve a smooth transition to the new system.
Phase 3: Development:
During this phase, Executive Alliance will facilitate design sessions with the organization’s resources and Vendor subject matter experts to ensure the new system is designed and configured according to these defined business needs. Executive Alliance will oversee all aspects of the development phase, manage key milestones and ensure that deliverables are met during this critical phase.
As a result of the agreed-to system design, Executive Alliance will work with the organization’s key sponsors to communicate and plan for the change impact of the new system, including HR staffing changes if applicable, organization changes, policy changes, etc.
Phase 4: Integration:
During the integration phase, the Executive Alliance team will collaborate with all necessary parties (external vendors, internal functional resources and subject matter experts) to prepare for the design, build and communication of new interfaces. We believe that one of the key success factors in ensuring the new interfaces are properly working is to communicate early and often with all necessary parties.
Executive Alliance will work with team members to ensure they understand their role in this critical stage.
Phase 5: System Testing:
Executive Alliance will play an instrumental role in defining the system testing strategy and roll-out. We believe that thorough planning for this critical phase will ensure a completely tested, working system prior to the transition to the new solution. During this phase, we will work with the organization and other team members to define all aspects of system, integration, performance and user acceptance testing events. We will hold a testing “kick-off” event in order to apprise the organization’s resources of the goals/objectives of testing, their roles and responsibilities in the testing phase and the purpose of well-defined scripts and acceptance criteria.
Phase 6: System Training:
The transition to the new Payroll solution will only be successful if the users, systems administrators and other identified organization’s resources are properly trained and prepared to use the new system. During this phase, Executive Alliance will work with the organization’s training department to ensure that the standard technology provider's training materials have been tailored to address new process and/or policy changes that have been identified in earlier phases of the project. Executive Alliance will document the training needs and strategy to include the roll-out strategy, logistics, dates and times of sessions, and training formats.
During this phase, Executive Alliance will also take the lead in preparing the organization for readiness and begin to implement components of the change impact plan.
Phase 7: Implementation:
The final steps to transition to the new Payroll solution will include the accumulation of resources and tools to ensure that the implementation is smooth and seamless to the organization. Executive Alliance will lead the effort to ensure that all known issues resulting from testing are validated, including final data conversion before declaring the “system live” status. In addition, all user profiles will be validated and tested prior to moving security to the production environment.
During this phase, Executive Alliance will lead the efforts to work with the organization’s sponsors and resources to communicate the new system and changes within the organization. Careful monitoring and production support will be critical during this phase of the project. We find that users welcome frequent communications and published FAQ’s as they become more familiar with using the new system.
Phase 8: Post-Implementation Review & Knowledge Transfer:
During the post-implementation review and knowledge transfer, our goal is to ensure that you can independently assume key responsibilities for maintaining the new system on an on-going basis. We find that knowledge transfer is best started early in the project, and we will build upon this knowledge with each phase. At the conclusion of the project, Executive Alliance will ensure that all project-related documentation, decisions and deliverables are stored in a secure central project repository for you to access after go-live.