2020 has brought organizations many unanticipated operational challenges. Some had to adapt and deliver virtual programs for the first time. Many had to figure out how to engage staff and donors without in-person gatherings. Most were forced to operate entirely without paper and collaborate in a remote environment.
While it has been challenging for some to change their processes, especially those with outdated systems, it has shown how resilient individuals and organizations have to be to function in this new reality. Efficient and reliable software is no longer “nice to have” but “a must-have”. HR administrative procedures such as payroll, benefits enrollment, and filling out mandatory paperwork should take little time. Staff should also be able to be complete these procedures in a remote setting.
Start with a Needs Assessment
If your organization is struggling or looking to improve, we recommend starting with an HR needs assessment. Although it is very common to follow recommendations and reviews, a platform that may have done a marvelous job for your colleagues may not be the right tool for you.
A needs assessment will enable you to identify what HR features are essential vs. the ones that would be nice to have. It is important to include features that your administrators may want, and areas that would improve your users’ experiences as well. While performing the assessment, you may realize how much time your team is spending trying to make processes work like timesheet or time-off requests. You may also find out that clunky systems may be the reason why few people enroll in benefits by the deadline or why many payroll errors are identified when you conduct an audit.
After you capture your critical requirements, you are in a good position to evaluate your options, including determining if a professional employer organization (PEO) is a right fit for your organization’s needs. When you are clear on your requirements and pick the tool that delivers that functionality, implementation starts. Once you make a decision, 30-90 days is needed for the system to be up and running. The timeframe would depend on the size of your team, current processes, and the selected system.
When is the perfect time to make a payroll or HR system switch?
While we can perform a needs assessment and platform implementation at any time of the year, a January 1st start date is ideal, particularly for systems that integrate with payroll. January lets you start fresh without needing to coordinate balances, taxes, and other yearly max accumulators between providers. You also avoid managing different vendors’ tax filing responsibilities, which may overlap when you make the change during the same calendar year.
Reach out to Solana or your Kiwi HR Advisor if you think switching payroll or HR systems may be a good solution for your organization. For a January 1 start date, contact us now.