What You Need to Swap HRM Software

Follow this link to read why you should switch HRM software 

Now that we’ve covered when and why you should switch HRM software, what else do you need to make the switch?

Information is Power

Chances are you already know what you need – the same information that is set up in your previous payroll software. However, certain new features might need additional information (Benefits would require provider information, plan details, etc.)
In case you don’t know the information you need (or this is your first time venturing into hrm software) to get your employees and company set up in payroll, use this list as an idea of what the software will need to know. Also, check with your new provider for any additional information that might be needed.

  • Basic employee information – names, addresses, pay rates, pay frequency, employee identification numbers
  • Employees’ bank information for direct deposit (if utilizing direct deposit)
  • Federal, state, other tax ID numbers
  • A voided check for your records – keeping a voided check assures the bank that the money is coming from a valid account
  • Deduction, FOTC, etc. information

Again, you’ll also have to consider what other information you'll need when setting up employees in time & attendance, hr/benefits and ESS. 

Make a road map!

A plan to seamlessly convert systems is necessary so you don’t run into any catastrophic payroll flubs .

Questions you should be asking (and answering) yourself should be;

  • When is the last payroll with the old provider going to be run?
  • When is the first payroll with the new provider going to be run?
  • Should I change pay frequency?
  • When should I make employees aware of the switch?

That last question brings up an interesting point. Are you currently using ESS (Employee Self Service)? Are you going to start using ESS when you make a switch? 

If you’re currently using ESS, than employees will just need updated usernames and passwords (and a reminder of the new system). 

If this is your first venture in employee self service, give yourself (and your employees) ample time to learn how to navigate the new portal. Having employees trained up on how to access paystubs, W-2 information, request time off and more can alleviate the headache caused by switching platforms. 

A timeline

This is an interesting process. Remember back a week when I was talking about the differences between standalone and enterprise software? Yeah, I don’t have that great of a memory either. Here’s a recap. 

Standalone is software that focuses on a single process - payroll OR tax OR time & attendance OR human resources. Enterprise software links all (or a few) of those processes together on a single platform. 

Standalone software is going to have a quicker, less labor intensive software installation process. Since it’s a simpler software, their systems are often less confusing and more intuitive than bigger enterprise software. If you’re going with a standalone product make sure you have all of the necessary documentation and follow the workflow laid out in front of you in the software. Expect to be up and running within a day, if not a couple hours.

Enterprise is a whole other animal. These companies will often have installs and training teams there to walk you through each feature of their system. Some, not all, will import a majority of the documentation for you, provided you give them transferable formats. Expect to be up and running within a week or two*. 

*this timeline is very dependent upon how large your company is, how many features of a software you're going to utilize and how long the training process takes. 

Knowing the answer to any of those questions assures that you and your company will have a painless switch to the new software.  

Is there anything else you think should be included when making a switch to a new HRM system? Leave your thoughts below!