Planning And Implementing A Payroll Administration System: An Administrative System Review

This article, examines the stages of reviewing, planning and implementation of an Administration system, specifically a “Payroll Administration system” at my place of work. Each and every administrative system has several components that are capable of interacting with one another and with different systems (Kinyeki, 2015). The administrative system has elements that enhance the operations of an organisations. These functions include: mailing, filing, banking and payroll, accounting, customer management, distribution, e-commerce, communication, stock monitoring and data processing. A systematic approach is required in the identification or modification of the Payroll Administration system. Management will be required to carry out feasibility study in order to identify the pre-existing work practices of the organization, its tasks and the aims of the organization (Thite, 2014). An administrative system should be effective, reliable, relevant and accurate to help the company meet its production capacity, time frames and maintain the standards of its products.

To: major stakeholders

Cc: HR director

Dear all,

I have emailed you the requirements for the 2016 payroll administration, discussed on 25^th February 2018. You can add any additional requirements you do prefer (Cutler, 2015).

Regards

Rey Orion

Finance manager.

File No.1 CA City Retail Group.)

Requirement for Administration system of Payroll 2018.

Software’s major requirements:

a) Accessibility to all users.
b) Employee payroll report release.
c) Payroll report importation into banking system(Kinyeki, 2015).
d) Restrictions/support.
e) Password protection.

End user’s mandatory requirements

A) back up support.
b) Run with system for following 2 months.

Vendor requirements

a) Desk support
b) Training to all
c) Cost less or equal to 15,000 dollars.

File NO.2 Supplier quotes analysis—-2018 Payroll Administration System.
Criteria	Supplier 1/ DGPS	Supplier 2/ NRTP	Supplier 3/ NABS
Key issues;: – Several users of the system. -Support or restrict security	Fifty		3500.00	Twenty		4800.00	thirty		3300.00
Mandatory – Use old system for two months -Back up and redundancy functions support -customer care support – Assistance during implementation -Evaluation after implementation – Training employees	ü One rep Five employees	Yearly In progress 2days max Four hours	2500.00 1500.00 1500.00 0.00	ü Two employees	Yearly Ann/250hr maximum 5 days/ max One day	800.00 850.00 1500.00 0.00	ü 4 rep Five employees	Each month In progress Two days Four hours 1day	180.00 1500.00 2100.00 0.00 270.00
TOTAL	9000.00	7950.00	7320.00
GST	900.00	800.00	730.50
SUM TOTAL	9900.00	8750.00	8050.50
Comment: Select supplier 3 to collaborate with later on

Question 4

File NO.2 Supplier quotes analysis—-2018 Payroll Administration System.
Criteria	Supplier 1/ DGPS	Supplier 2/ NRTP	Supplier 3/ NABS
Key issues;: – Several users of the system. -Support or restrict security	Fifty		3500.00	Twenty		4800.00	thirty		3300.00
Mandatory – Use old system for two months -Back up and redundancy functions support -customer care support – Assistance during implementation -Evaluation after implementation – Training employees	ü One rep Five employees	Yearly In progress 2days max Four hours	2500.00 1500.00 1500.00 0.00	ü Two employees	Yearly Ann/250hr maximum 5 days/ max One day	800.00 850.00 1500.00 0.00	ü 4 rep Five employees	Each month In progress Two days Four hours 1day	180.00 1500.00 2100.00 0.00 270.00
TOTAL	9000.00	7950.00	7320.00
GST	900.00	800.00	730.50
SUM TOTAL	9900.00	8750.00	8050.50
Comment: Select supplier 3 to collaborate with later on

Question 5

Strategy	Description
Parallel adoption	Costly and time consuming Both systems should be used at the same time. New System should provide less risk (Cutler, 2015). It should be verifiable. It should provide ease to problem identification and solving. Saves space
Big Bang	This happens at once. The new system is implemented at once just after the old system has been shut down. In case there is a failure in one part during implementation, other parts may be affected. It is vital that we prepare for necessary mistakes. Costs a little lower than Parallel
Phased rollout	The process of implementation is divided into different sub units. Each and every sub unit of the new system to be implemented is verified. Different types of Rollout: Modules- identify Business units; this approach is rolled out through few business units at a time. The benefit is released as more experience is gained (Thite, 2014). Each phase become more efficient while lessons were learnt from others. Geography (pilot adoption method) – Used by organizations that are found in various locations. Takes time to view all the changes It is possible to implement other modules.

Question 6

File N0.3 Justification
Selection measures	Description
Reliability	This system has been used for over twenty years. All information is confirmed by referees, testimonials and all the enquiries I made.
Cost	NABS system costs lower with its packages having low prices.
Service and support	Customer care services are offered on desks.
Quality and excellence	I can confirm that the system is perfect. Apart from that, customer positive feedback is a confirmation of the system’s perfection (Casini, 2015).
Financial safety	I have credit checked the NABS system and can confirm that it is has a good financial base for the projects.

Only four groups of employees are affected by the adjustments of the Payroll scheme:

1. Setlers – reluctant but positive (Joan from the store department)

2. Old dogs – prefer old procedures and resistant to adjustments (Nick, Finance department)

3. Pioneers- quite excited to new payroll schemes (Lisa, Finance department)

4. Well poisoners- Undermine the process of implementation (Ali, Cafeteria)

The phased and Parallel adoption strategies are adopted (Kinyeki, 2015). The phased will be the most appropriate.

The phased rollout strategy should be done with the parallel adoption (Casini, 2015). This improves organizational procedures such as;

– Easy change assimilation

– Feedback valuation

– Good Morales

– Conflict management

Question 9

General strategies:

Explanation of the changes in the system to the staff
Provision of the workers training
Provision of necessary requirements to the employees
Delegation of duties to the staff
Sharing of information related to organizational structures (centralized vs. decentralized) and leadership style.

Individual strategies:

Old Dogs: They are alerted through automated new payroll(Thite, 2014). Their interests are outlined by stressing on the specific and important benefits of the system.
Settlers also known as Spectators: They perform system consultation and design.
Cynics/ Well Poisoners: They address the problems in the system.

Question 10

Contingencies and Risks	Recognized	Probability	Repercussions
User risks	· Inadequate knowledge of the system. · Change resistance	Possible	Moderate
Execution risks	· Delivery delays · Poor planning	Likely	Moderate
Functional risks	· Software failures · Incompatibility issues	Possible	Main
Technological risks	· System break/shut down · Lack of system to run the new system · Time constraints	Possible	Critical

Implementation Stages	Activity Areas.
Risk Assessment requirement	Project Management Requirement
G. Screens, / BPR	H. Risk / Security Contingencies,	I. Management	J. Time line
A	Business Proposed Remedy	-Documentation of unique key screens required	– Security incorporation /RFP necessities -Reviewing security standards.	-Vendor selection – Acquisition of software justification. -Preparation of implementation plan and budget -Negotiation and finalizing contract with vendor.	First month,02/18
B	High Level plan.	-Reviewing system’s screens. -Establishment of screen documentation / administration standards. -Defining business plan	-Define security requirements -Establishment of security policies and procedures.	-Acquiring the system. – Implement project plan -Conduct meetings.	First month,03/18
C	Detailed Plan	-Determination of screen versions number. -Development of screen -Specification of screen flows. -Development of design specification -Conclude security BPR process	-Defining security profiles -Specification of security tables. -Development of Security Audit	-Management and administering of project. -Conduct meetings.	First month,04/18
D	Configuration of system.	-Development of new screens. -Documentation and testing of BPR procedures.	– System security loading -Testing security elements and functions.	– Management and administering of project. -Conduct meetings.	First month,05/18
E	Implement System	-Implementation of BPR.	-Start security administration	-Managing the conversion process. -Completion of Documentation of the project.	Second month/06/18
F	Maintenance	-Making screen changes – Testing implementation changes. -Updating documentation	-Maintain security administration, -Periodical testing BPR standards	-Perform post implementation project and review the system	First month 07/18
G	Post Implementation

Source: (Cutler, 2015)

References

Casini, L. (2015). The Emergence of Global Administrative Systems: The Case of Sport. Rome: University of Rome.

Cutler, D. (2015). Reducing Administrative Costs and Improving the Health Care System. The New England Journal of Medicine, 40-45.

Kinyeki, C. (2015). Adoption and Implementation of Integrated Personnel and Payroll Database in Kenya Government Ministries. Nairobi: University of Nairobi.

Thite, M. S. (2014). Where is my pay? Critical success factors of a payroll system – a system life cycle approach. Australasian Journal of Information Systems, 152-157.

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