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ENSURING A SEAMLESS TRANSITION TO A GLOBAL SOLUTION
CHANGE MANAGEMENT
IN GLOBAL PAYROLL
ABOUT
CLOUDPAY
GLOBAL PAYROLL
WITH PERSPECTIVE
CloudPay provides managed global payroll services to multinational organiza...
CONTENTS
2
15
10
6
INTRODUCTION:
Global payroll transformation
LEADERSHIP:
Making the switch a common goal
across the ente...
3
Change is rarely easy for multinational organizations. With a global
staff come global concerns and – in the eyes of sen...
4
GLOBAL PAYROLL TRANSFORMATION: The foundation for a growth-focused future
Investing in organizational change is every co...
5
INTRODUCTION
Change Management: Turning a
transformative commitment into action.
Whereas transformation is focused on
dr...
LEADERSHIP:
MAKING THE SWITCH
A COMMON
GOAL ACROSS THE
ENTERPRISE
While effective change management in Payroll requires an...
LEADERSHIP: Making the switch a common goal across the enterprise
7
PART 1
In the Management section, we’ll discuss
which ...
LEADERSHIP: Making the switch a common goal across the enterprise
8
PART 1
When a trusted executive or senior manager
advo...
PART 1
9
Understands the
‘why’ behind the
change:
Whether the overall
goal is to lower costs,
increase payroll
efficiency,...
MANAGEMENT:
BUILDING OUT A
WELL-RESOURCED &
COLLABORATIVE
PROJECT TEAM
Once an organization has an Executive Lead prepared...
Processes and consolidates all
global payrolls. A scalable and fully
compliant single-contract payroll
solution, it is acc...
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CloudPay - Change Management in Global Payroll

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Whereas transformation is focused on driving substantive change in a fundamental area of the business (such as Payroll), change management is about facilitating the journey to a transformed “future state” in a defined aspect of enterprise operations. This CloudPaper is designed to help organizations achieve transformative change in Payroll through a seamless and collaborative process. To download the full report visit: https://www.cloudpay.net/resources/topic/cloudpaper

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CloudPay - Change Management in Global Payroll

  1. 1. ENSURING A SEAMLESS TRANSITION TO A GLOBAL SOLUTION CHANGE MANAGEMENT IN GLOBAL PAYROLL
  2. 2. ABOUT CLOUDPAY GLOBAL PAYROLL WITH PERSPECTIVE CloudPay provides managed global payroll services to multinational organizations through a single, unified SaaS solution. By delivering end-to-end managed payroll services through an innovative platform, CloudPay ensures consistent and compliant payroll around the globe while reducing operating costs and minimizing manual processes. CloudPay’s services and technology standardize the payroll function across geographies, helping organizations increase efficiency, streamline compliance, and achieve greater visibility into payroll performance and costs. The CloudPay solution is backed by deep industry expertise earned over twenty-plus years delivering services to over 2,400 multinational entities. CloudPay’s solution guarantees accurate payroll processing across 120+ countries in more than twenty-five languages. To learn more, visit www.cloudpay.net.
  3. 3. CONTENTS 2 15 10 6 INTRODUCTION: Global payroll transformation LEADERSHIP: Making the switch a common goal across the enterprise MANAGEMENT: Building out a well-resourced & collaborative project team DEFINITION: Taking the current-state inventory of an existing payroll landscape PLANNING: Strategizing for a successful roll-out across the enterprise EXECUTION: Effecting a well-planned, cooperative change IN CLOSING: A new standard of excellence 3 27 23 18
  4. 4. 3 Change is rarely easy for multinational organizations. With a global staff come global concerns and – in the eyes of senior stakeholders – the potential for global problems: Change one small element of your operations, the thinking goes, and you risk causing a ripple effect of disruptions across the enterprise. Fear of that ripple effect can stagnate progress for even the most forward-thinking organizations… and nowhere is that fear more present than in the global payroll function. Executives, IT professionals, and payroll managers often possess a deep resistance to switching solutions providers or otherwise changing their approach to payroll. Even when their service providers consistently underperform on service level agreements, multinational companies often re-sign at the end of their contractual terms simply because they’re scared that shifting to a new approach will create unnecessary disruption in the Payroll function. Fear of change, however, should never motivate business decision- making. In 2017, the global business community is years deep into an era of continuous change – in which organizations have little choice but to embrace and react to technological advancements, regulatory changes, and evolving employee and consumer preferences. Business success now demands constant adaptation: If a global company isn’t constantly evolving, improving, expanding, and responding to challenges, is it really thriving? Or is it stagnating and marching slowly toward irrelevance? INTRODUCTION GLOBAL PAYROLL TRANSFORMATION: The foundation for a growth-focused future
  5. 5. 4 GLOBAL PAYROLL TRANSFORMATION: The foundation for a growth-focused future Investing in organizational change is every company’s most important growth strategy and most valuable hedge against forces outside its control. The challenge for business leaders is to effectuate organizational change – in Payroll and other areas in the enterprise – without arousing anxiety, doubt, and resistance in the ranks. Technology & Services: How expanding organizations use resources more wisely. By investing in a transformative change in Payroll, an organization is essentially setting the foundation for a growth-focused global future. Deploying a holistic global payroll platform – rather than the outdated payroll processes and systems of a ‘decentralized’ vendor landscape – can help organizations reduce operating costs, increase efficiency and productivity, and cultivate better, more useful data analytics. It can also reduce the amount of internal bandwidth dedicated to Payroll, allowing companies to allocate more resources into revenue-focused activities. The value of using resources more wisely becomes more and more significant as an organization expands across new global borders, and faces the challenges of staying compliant with country-specific laws and regulations. Using a global outsourcing solution minimizes those challenges, especially when the solution is deployed through a knowledgeable global partner with technology that automates and standardizes processes across geographies. Once an organization has decided, in an affirmative way, to make a permanent change to comprehensive global payroll, congratulations are in order: Deciding to invest in the switch is half the battle. The rest is about ensuring that switch moves as smoothly and effectively as possible, with a sound and thoughtful change management strategy behind it. INTRODUCTION
  6. 6. 5 INTRODUCTION Change Management: Turning a transformative commitment into action. Whereas transformation is focused on driving substantive change in a fundamental area of the business – such as Payroll – change management is about facilitating the organization’s journey to a transformed “future state” in a defined aspect of its operations. This CloudPaper is designed to help organizations achieve transformative change in Payroll through a seamless and collaborative process. As an organization moves from the later stages of payroll vendor selection to the early stages of implementation, there are five areas of concern they should prioritize to ensure a successful transition. 1. Leadership: Making the switch a common goal across the enterprise. 2. Management: Building out a well- resourced & collaborative project team. 3. Definition: Taking the current-state inventory of an existing payroll landscape. 4. Planning: Strategizing for a successful roll-out across the enterprise. 5. Execution: Administrating a well- planned, cooperative change. This report will outline the key considerations of each focus area that are integral to achieving a successful payroll solutions change. It’s worth keeping in mind, however, that change management is not an ‘A to Z’ process. Rather, it’s a continuous commitment to embracing and encouraging meaningful change across the enterprise. By following the steps outlined in this CloudPaper to facilitate a seamless global payroll transition, organizations can help make sure that future change initiatives in Payroll aren’t herculean undertakings – they’re simply adjustments to existing practices within a stronger culture of change. GLOBAL PAYROLL TRANSFORMATION: The foundation for a growth-focused future
  7. 7. LEADERSHIP: MAKING THE SWITCH A COMMON GOAL ACROSS THE ENTERPRISE While effective change management in Payroll requires an ongoing, concurrent focus on all five of the focus areas we’ll discuss in this CloudPaper, leadership is an aspect of change management that must be addressed up front for organizations to achieve success. A strong sense of leadership and advocacy for a solutions switch should be in place as soon as an organization begins pursuing a global payroll services provider – even before there is firm organizational buy-in around which vendor the entity prefers. The two keys to effective leadership in the payroll-change process are executive management and project management. PART 1 6
  8. 8. LEADERSHIP: Making the switch a common goal across the enterprise 7 PART 1 In the Management section, we’ll discuss which individual within an organization is best suited for the role of Project Manager and how that person should build out his or her supporting team. Yet, especially when it comes to earning the support of local payroll teams, the high-level involvement of a C-level executive is crucial to the Project Manager’s success. Top-Down Support: The number one key to change management success Why is executive participation in the payroll change so important? Because Payroll impacts every employee in a global business, including many employees (across many geographies) who may be reluctant to abandon their existing norms and knowledge base with the current software and/or services. Among any international locations with their own in-house payroll teams, for example, a new solution may result in a change of roles, responsibilities, or expectations – especially around meeting more specific and auditable deadlines through an end-to-end solution. Without strong leadership advocating for the switch, employees are unlikely to see the selection and implementation of a global solution as a common goal they should support. As a result, employees’ behavioral resistance to the change may dampen enterprise-wide enthusiasm for the potential benefits (or worse, stall the project altogether). In addition, it can be very easy for stakeholders at all organizational levels to underestimate the depth, breadth, and impact of a change in Payroll. If companies neglect to respect the significance of the change, or to prepare their employees for the impact, the implementation and onboarding phases can take far longer than necessary. It can be very easy for stakeholders at all organizational levels to underestimate the depth, breadth, and impact of a change in Payroll.
  9. 9. LEADERSHIP: Making the switch a common goal across the enterprise 8 PART 1 When a trusted executive or senior manager advocates for the value, impact, and necessity of a move to global payroll, the organization’s Project Manager and team are more likely to win the support and collaboration of all affected parties across the enterprise – spanning multiple departments and global locations. Having an authority figure on the project team creates other advantages, as well. For one, it can help ensure cross-functional participation in the later implementation and onboarding processes. The HR, IT, and Compliance functions will need to contribute data and resources to the new payroll solutions provider down the line; an executive’s involvement is often integral to ensuring successful interdepartmental cooperation. In addition, an executive advocate can inject a heightened sense of accountability into the overall change – helping keep all involved internal staff, vendor/provider representatives, and third-party consultants or contractors on-task and on-schedule. Who should lead executive management of the change? The Executive Lead or Executive Advocate for a payroll change initiative should have a sincere and vested interest in the success, performance, and deliverables of the Payroll function. That individual may be a Chief Financial Officer, VP of Human Resources, Chief People Officer, or otherwise. In fact, the person’s department, role, and title are far less important than his or her qualifications and respect for the responsibilities of the change management process. An executive advocate can inject a heightened sense of accountability into the overall change.
  10. 10. PART 1 9 Understands the ‘why’ behind the change: Whether the overall goal is to lower costs, increase payroll efficiency, meet organizational expansion plans, or all of the above, your Executive Lead should be able to articulate the ‘why’ and see the value behind the change. Is eager to realize and evangelize new benefits: With a forward- thinking attitude, your Executive Lead should not only support the change but champion it internally. Will be reachable throughout the process: The executive you can never seem to get a hold of should not be placed on a project of this scope. Make sure your Executive Advocate has the time, interest, and availability to take a sincere leadership role. Can collaborate with the Project Manager: Sometimes, it comes down to personality. Make sure the individuals you place in leadership roles on your payroll-change team can work together efficiently and cooperatively. RESPONSIBILITIES The ideal executive advocate for a payroll change initiative is an individual with the global authority required to: 1. oversee overall project status and progress at the global level; 2. serve as the top individual on the escalation path in the event of incidents or issues; 3. make any global decisions beyond the Project Manager’s scope, when necessary; and 4. handle the management of any global issues related to working with geographically dispersed employees and partners. LEADERSHIP: Making the switch a common goal across the enterprise QUALITIES To select the best executive advocate for your change management strategy, consider which stakeholder in your C-suite:
  11. 11. MANAGEMENT: BUILDING OUT A WELL-RESOURCED & COLLABORATIVE PROJECT TEAM Once an organization has an Executive Lead prepared to take a top-down role in the payroll change initiative, it can build out a larger change management team. Beginning with the selection of a Project Manager, your organization’s investment in establishing strong management and governance is hugely important to the other aspects of change management – Definition, Planning, and Execution – that will be discussed in the rest of this resource. (Ultimately, the team you establish will handle all three!) PART 2 10
  12. 12. Processes and consolidates all global payrolls. A scalable and fully compliant single-contract payroll solution, it is accessible anytime and anywhere, with industry leading features that improve labor distribution and visibility into your payroll costs. Goes beyond typical payroll reporting, helping uncover new insights that drive strategic value. CloudPay Analytics continues to expand its dashboard of predictive analytics that provide the underlying information needed to improve efficiencies, optimize costs and ensure continuous compliance. Automatically issues accurate and compliant payments, directly from CloudPay Payroll, to all of your employees and third parties. Manages secure communications for all process participants, including any local vendors. With a real-time “chat” function, questions, changes and requests are managed instantaneously through dedicated teams in our seven global service centers. Automates and standardizes all payroll and payments processes, regardless of the country, and provides key data that identifies opportunities for process improvement and performance measurement. Is a framework that standardizes how employee, demographic and payroll data is imported by CloudPay from a wide range of external sources, including HRM platforms such as Workday, Success Factors and PeopleSoft. REDUCE OPERATIONAL COSTS Remove complexity and reliance on multiple platforms while optimizing how you staff payroll. Increase operational efficiency by storing and analyzing all of your payroll data in a single solution. Reduce overall payroll processing costs and errors to improve your business performance. THE CLOUDPAY SOLUTION THERE IS GREAT POTENTIAL IN PAYROLL. COME FIND IT. WHY CLOUDPAY? TRUST YOUR PAYROLL Have confidence with our fully compliant, highly secure payroll solution and our skilled subject matter experts. Minimize the risk of non-compliance with local and statutory regulations, and a fully integrated compliance interface. Maintain greater internal governance. FOCUS ON YOUR BUSINESS Gain the freedom to focus on your core business with the reliability, simplicity, and assurance you get with CloudPay’s integrated global payroll solution. Harness more accurate global insights to improve your business performance with our interactive dashboards.

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