payroll control center

Spinifexit at mastering SAP HR and payroll 2019
Mastering SAP HR & Payroll | March 19-20, 2019
Mastering SAP HR & Payroll | March 19-20, 2019 810 450 SpinifexIT

Meet SpinifexIT’s SAP HCM and SAP Payroll Experts at the Mastering SAP HR & Payroll Conference on March 19-20, 2019 in Sydney!

SpinifexIT will be joining this year’s Mastering SAP HR & Payroll Conference for the third time in a row. We’re looking forward to sharing our exciting new solutions updates which help organisation from around the world to:

  • Optimise their existing HR & Payroll end-to-end processes which includes HCM document generation, reporting and payroll reconciliation
  • Improve risk mitigation & compliance
  • Maximise their existing SAP HCM and SuccessFactors investments while future-proofing their systems and processes
  • Take advantage of real-time data-driven analytics to make better business decisions.

We’re inviting you to drop by our booth so we can catch up and talk about how we can work together to solve your top HCM and Payroll puzzles.

Ask us about our Simple but Powerful Single Touch Payroll Solution

Many of our new and existing customers have started using Easy STP, our powerful reporting and reconciliation solution for the Australian Single Touch Payroll requirement which went live last October, to streamline their own single touch payroll reporting process. We’re now in the process of releasing an improved and updated version of Easy STP which includes new features and functionalities based on our customers’ initial feedback and suggestions. This new version includes several new reports, small changes to existing reconciliation reports, and two of the most top requested features which we’d be glad to share with you on the conference.

SpinifexIT’s Easy Single Touch Payroll Resources

View the latest news about Easy STP, the go-to solution for Australian Single Touch Payroll Reconciliation 

  1. Meet Easy STP – Watch our Webinar and see SpinifexIT’s Single Touch Payroll solution in action. If you have any questions about this session or if you’d like to request a separate demonstration for you and your team, email us at [email protected].
  2. Single Touch Payroll is Nearly Here for SAP Payroll – a handy blog post that summarizes the Single Touch Payroll Process and how SpinifexIT’s Easy STP solution can help optimize this
  3. Are You Ready For SAP’s STP Deployment – What are the required steps that you need to take to prepare for the STP roll out? Read the blog to learn more
  4. Reconciling Single Touch Payroll – Published 1 day before SAP’s STP roll out. I’m sharing some considerations during Go Live and how our Easy STP solution fits in the process.
  5. Your go-to solution for Australian Single Touch Payroll Reconciliation Just Got Better – We’ve implemented two major features for Easy STP. Find out how these new functionalities can make your STP process so much simpler.

Meet Our Team

Spinifexit Blair Ross close up

Blair Ross

Neil Young

Kim Rawlings

Sam Kanti

SpinifexIT at HR Innovations SAP Insider
HR Innovations 2019 | March 19-21, 2019
HR Innovations 2019 | March 19-21, 2019 810 450 SpinifexIT

Meet SpinifexIT’s SAP HCM and SAP Payroll Experts at the SAP Innovations 2019 conference on March 19-21, 2019 in Las Vegas!

Discover how you can optimize and maximize your current SAP investments by applying the best tips and tricks straight from the industry experts. Find out how our SpinifexIT solutions for SAP HCM and Payroll, especially the Payroll Control Center Accelerator, can enable you to reduce your end-to-end payroll’s processing time while reducing error-related risks.

Visit us at booth # 1360

Connect with Stephen:

Discover how SpinifexIT’s Payroll Control Center’s Rapid Deployment Solution can bring great value to your company and your Payroll Team

Stephen Gallo will share how effective our Payroll Control Center Rapid Deployment Solution (RDS) is. Stephen is our Product Architect for SpinifexIT North America and has a more than a decade of SAP and SuccessFactors expertise.

Payroll Control Center (PCC) is SAP’s payroll processing platform for both SAP HCM Payroll and Employee Central Payroll (ECP). It simplifies the end-to-end payroll process by providing system support for checking your master data and payroll-relevant data before or after payroll runs. PCC comes with a Rapid Deployment Solution (RDS) which accelerates implementation by providing pre-delivered checks and KPI’s developed in ABAP to optimize payroll processing, efficiency and accuracy.

SpinifexIT’s PCC Integration is an add-on solution that further accelerates SAP PCC implementation by as much as 85% by providing pre-delivered, customizable checks and policies with minimal effort and without any need for ABAP coding.

Furthermore, user-defined validation reports can be seamlessly integrated to allow for a quick resolution of potential policy issues which otherwise may have taken time and effort for investigation. This high level of flexibility and ease of use allow our customers and implementation partners to maximize any SAP PCC investment.

Join the session to learn more about SpinifexIT’s Payroll Control Center Rapid Deployment Solution and click here to see it in action.

What’s in store?

Aside from preparing a comprehensive Payroll Control Center presentation for you, dropping by our booth will also enable you to…

Get the chance to bring home a brand new IPAD Mini 4 on the last day of the conference

Learn more about our solutions and book a FREE Discovery Meeting and Demo on the same day

More information about our offered solutions

Download these resources for your easy reference

Easy Reporter Express Pack

Start using the top HR and Payroll Reports by Easy Reporter fast!

Payroll Control Center RDS

Learn more about our PCC-compatible solution.

Watch: Strato Document Generation In Action

Get a taste of the cloud! Find out more about our Cloud-based document generation solution and future solutions platform.

Watch: See Our Web Reporting Solution in Action

The video will be available after our live webinar on March 14th 2019.

Meet Our Team

Spinifexit Stephen Gallo at Successconnect

Stephen Gallo

Linda Bankhead Spinifexit Successconnect

Linda Bankhead

tracy

Tracy Byler

Spinifexit Kris Burke at Successconnect

Kris Burke

Spinifexit 2018.r3 release
Limited Release Coming Soon: 2018.R3!
Limited Release Coming Soon: 2018.R3! 1000 667 SpinifexIT

2018.R3 packs over 50 new updates and enhancements especially made to continuously improve and your SAP HCM and SuccessFactors experience and maximise your solution investments.

Improve your on-premise to cloud transition processes with SpinifexIT’s 2018.R3

Our third solutions update for this year goes live on November 19, 2018. This release will be available for a few pre-identified customers first before its full public release. 
For any questions related to the rollout, please contact our Customer Care team.  
Below are the most requested updates we’ve made available for you:

Easy Reporter Updates

IMPROVING SUCCESSFACTORS INTEGRATION

Connect to SuccessFactors systems via SAP Cloud Integration.

Include new Time Off Reporting Fields within Employee Central to include Time Off Absences, Leave Balances, Attendance records and more

NEW FEATURES TO ENSURE GDPR COMPLIANCE

Report on SAP system logs (most requested!) to read access logs and transactions run by users

WEB REPORTING ENHANCEMENTS

Reporting performance with regards to loading reports using the Web Reporter has been improved with more features added to the Additional Selection tab.

A new capability to add Data Input Fields to a report or document selection screen under the tab “Report Parameters” has also been added. *** Performance improvements, additional parameters (2nd paragraph) details can follow

Payroll Control Center Integrated Solution

ENHANCED USABILITY

A new option to call SuccessFactors Employee Central when investigating errors has been added. This can be accessed within the Payroll Error Solution screen.

The new enhancements to be delivered will also enable Easy Reporter reports to be linked into the payroll processing functionality. The results of these reports can also be stored for future references

Strato

NEW FEATURES TO COVER MORE SUCCESSFACTORS MODULES

A new option to call SuccessFactors Employee Central when investigating errors has been added. This can be accessed within the Payroll Error Solution screen.

The new enhancements to be delivered will also enable Easy Reporter reports to be linked into the payroll processing functionality. The results of these reports can also be stored for future references

ADDITIONAL CUSTOM DATA SOURCE

You can now upload CSV files to be used as a catalogue while creating new documents or new fields.

Introducing: Easy Single Touch

ADDITIONAL CUSTOM DATA SOURCE

Along with the new STP Solution from SAP, we’re releasing Easy STP at NO COST to all existing Easy Payment Summaries customers. Learn more about Easy STP here.

Easy Clone

MAJOR ENHANCEMENTS FOR CLONING SUCCESSFACTORS DATA

7 shiny new updates are in place to make Employee Central data cloning and scrambling a breeze. This includes new scramble rules and customisation options, the option to include data retrieval for non-key fields, and some additional Admin options to keep this process fool-proof.

Additional Resources

Visit our Customer Care Portal

View the complete set of release notes and updates by signing up, if you haven’t yet.

Join our webinars

We will be hosting two webinars for 2018.R2 on the following schedules:
ANZ/APAC: TBD
US/EU: December 6, 2018.

FAQ

It’s so easy to upgrade to 2018.R3. We’ll answer your top release related questions here.

NOTE: 2018.R3 will be released incrementally, first to a select group of customers, prior to a full public release.

How can I update?

Two ways. You can e-mail us at [email protected] and ask for an upgrade, or file a ticket using our Customer Care Portal. If you’re using one of our on-premise products, the update will be in the form of a transport. If you’re using Strato, the update will be included the next time you log in.

I’m using an old version. should i update to the latest one?

Of course. You can do a one time big time update rather than updating to the next version after yours. It’s easier and more practical that way.

How many versions do you support?

SpinifexIT supports three active solution versions. If you’re still on 2017.R2, an upgrade is in order.

What benefits do i enjoy when i upgrade to 2018.r3

We’ve enumerated the top requested enhancements only, but we’re really delivering over 50 new features and enhancements.  You can also view our public release notes by visiting our customer care portal. 

I want to learn more about your solutions

Great! We highly recommend that you browse our solutions section, and if you have any questions about these, don’t hesitate to send us the note using the form on the page’s footer. We can arrange for a quick call and demo. You can also e-mail us straight at [email protected]

additional tips to streamline your payroll process
Part Three B: Additional Tips To Streamline Your Payroll Process
Part Three B: Additional Tips To Streamline Your Payroll Process 1024 512 SpinifexIT

Darren Souter shares additional tips on how organisations can streamline their SAP Payroll processes, including considerations for SAP HCM reporting and document generation, payroll testing, and employee help desk.

Previously, I have spoken about some of the areas in payroll that can be streamlined with huge savings possible. The previous section discussed several items including the Payroll Control Center and Reporting within the Payroll System. Today’s article will continue to highlight several key areas that we see everyday in our discussions with our customers.

For many customers, the only method of automated communication to the employees is through their payslips. However, there are often many manual processes that require data within the payroll system.

Some of the following areas have quite a manual process in many organisations:

  • Pay Reviews and Increases – Letters or documents to highlight old/new Pay Details
  • New Hires and Position Changes – Letters to highlight new Position/Job details
  • Changing Jobs / Positions – Creation of new Employment Contracts
  • Termination Letters – Reporting of Termination Pay and Leave Balances
  • Total Reward / Compensation Letters – Document to describe full pay details, benefits and employment conditions

Whilst SAP provides items such as payslips to provide the employee’s payroll information, there is not too much in the way of other correspondence. This is due to the output being different for most customers, and often very unique.

Many of these adhoc requests are often done once a year. For most of these, it’s very much like reporting where there can be quite a manual process around extracting and manipulating the data just to get it together. Once the data is available it will be formatted into a document, letter, or form often with mail merge.

There are a few ways that I have seen customers build these processes. These include:

  • SAP Smartforms / HR Forms – It is possible to build a Smartform, which accompanied with an ABAP report can produce correspondence to the employee. This is often a great way to build the letters and documents your organisation requires. While this has no additional hardware or licensing costs, the downfall is that it requires a developer to build these and then any modifications will require further development work. 
  • Adobe Forms – This is similar to Smartforms, and allows you to build customer specific documents. Like Smartforms, this is a good option, but keep in mind it does require an expert to build these, and in this case, it likely will require additional licence costs.
  • MailMerge – Many customers use mail merge to create letters and other correspondence. This is often passed information from an Adhoc Query, Report or Excel Extract. This is a good way to produce a document that you often need to produce. The downfall is that the data and correspondence often needs to be manually put together.
  • Manually – The above processes each have different levels of automation. The most common process is to simply update word templates or documents manually. This means filling in fields manually with data from SAP. This is the most manual and error-prone process and whilst it will be good for minimal letters per year, it has the most overhead, so should be avoided when possible.

Employee Correspondence can be an area for streamlining your process as it often needs an expert to produce this type of report or document. Automated options such as SmartForms or AdobeForms will still require additional overheads of technical resources if any changes are needed.

CONSIDERATIONS: If you checked any of these, you might want to look at your document production processes.

SpinifexIT and Document Creation

Over the years, many of our customers have needed to provide complex information to the employee that needs to be formatted differently to a report. This is often output in the form of a PDF document that can show the data mixed with wording, graphs, pictures etc.

Through SpinifexIT’s Easy Documents and Strato document solutions, we have delivered to customers documents such as Total Rewards Statements, Employment Contracts, Statement of Earnings, Statement of Employment and Pay Review Letters.

These documents can be accessed through our Web Front end at the click of a button, rather than relying on older approaches including printing and distribution of documents.

Whether you are on-premise or in the cloud, you are going to have updates to your SAP environment. Legislative changes, new SAP versions, etc., will be loaded in throughout the year. If you have moved to Employee Central and/or Employee Central Payroll, suddenly your upgrades could be happening much quicker than your previous on-premise world. 

Whilst in many areas, you can just accept updates, the recommendation is that on the Payroll side, it is important to still have a process around checking these upgrades and updates. Especially as customers can have custom rules within Payroll, it is important to verify that this all works with the new functionality.

Things to consider here are:

  1. How to best check that the Payroll operates correctly after upgrading to the latest support packages
  2. Checking Year-End – There is often a need to reconcile the year-end figures before completing the year end process. This can often be a large and complex process.

One recommendation that I have seen many customers use is to have a process around these types of upgrades. One of the best processes I have seen many customers adopt is to ensure that in a TEST environment, the payroll runs the same after an upgrade as it did before.

The best way to do this is to have a process to extract all payroll wagetypes and compare that they are exactly the same before and after the upgrade. Whilst this is a manual process of extracting and comparing in tools such as excel, it is the best method I have seen to validate that the payroll is still producing the correct results. NOTE: This should be performed with results that are the same or close to production data.

We would recommend being aware of these and talking to your implementation partner if you have any concerns that you might be at risk with any of these areas.

CONSIDERATIONS: If you checked any of these, you might want to talk to your implementation partner about how to streamline this better.

SpinifexIT Tools To Streamline Update Testing

Whilst most of the payroll checking process can be done manually, there are always better ways to do this. Many of our customers use SpinifexIT’s Easy Reporter solution to do before-and-after data comparisons in their system. 

In addition, SpinifexIT’s Easy Clone allows you to copy groups of employees directly from a production system to a test system without the need for doing a full system copy. This is often a very useful process that streamlines testing of these upgrades as you can pick a group of employees and always have 100% accurate production data in your test (and even development environments).

It is more on the rare side that a customer would go live with all HCM functionality in one go especially when a customer has multiple companies, entities and countries involved.

Therefore, as part of any implementation and support of an existing system, you should always consider that there is the need for continued roll out of functionality. Whilst this shouldn’t affect your existing system, those of you who have been through this would often know that there is often unwanted side effects from new countries.

It is just something that you should be aware of if you end up implementing new payrolls, or countries into the future especially when trying to alter existing configuration and/or settings for a new country (might also affect other countries if using common functionality).

Any upgrades to configuration should have a simplified process to check this. Being able to do before/after comparison of payroll results is very important to ensure that there is nothing broken with the new configuration.

I have decided to put a section on Year-End processing even though this is similar to reporting and reconciliation. But since it is a once per year process, and quite complex, we often talk to customers specifically about this process and how they handle it.

Whilst Payroll will pay the employees and SAP will also provide any legislative reporting needs around year-end, most customers have a manual process to reconcile and verify that payroll figures match the year-end reporting.

As this is often a time-consuming process, many customers have developed complex processes to check their year-end figures, often involving many extracts of data, excel manipulations etc. In most cases I have seen, this often involves running reports such as wagetype reporter to extract data out to a tool such as excel, and then comparing these values back to the values reported on the year-end solution. This is to have a process to validate the payments you have made to the tax office throughout the year.

This reconciliation also often needs to be done within a thin timeframe and is generally a different process for each country. Most customers have some sort of process, whether it is manual, an ABAP program or even something that SAP provides. No matter the way you reconcile, I would highly recommend to have a more optimised process here because most of the year-end reporting is based on configuration and it is often easy to miss something and not have it reported to your tax authority.

Year End processing checklist
CONSIDERATIONS: If you checked any of these, you might want to talk to your implementation partner about how to streamline this better.

SpinifexIT and Year-End

The Year-End process has actually been one of our early key areas of time savings for customers, and currently, we have a streamlined Year-End product for Australia, United States and Canada.

These solutions build on top of the standard SAP processes and streamline many of the areas that you might today have many manual steps around. Things like Reconciliation, Reporting on Year-End Figures, Distribution of Information out to the employees and many others are included in these solutions.

You may view our solutions for Australian Payroll Reconciliation and US/Canadian Payroll Reconciliation by clicking these links.

Many organisations do not consider this is something that they would streamline, but each pay, there are often many questions coming back to the Payroll Team (or a specific help desk team) with payroll queries. Some examples may be

  • Why has my pay gone down?
  • What is this Retro pay?
  • Is my tax correct?
  • How can I check if my leave balance is correct?

Many of these questions (and there could be dozens of variations), take time to investigate, analyse and report back to the employee. Often, having reports or letters available to answer these can help out, but it often isn’t considered as these are often adhoc requests.

Unfortunately, there is no easy standard answer to many of these types of scenarios, and in most cases, it comes down with having experts available to answer these questions or to investigate issues. Where you can, I would suggest looking at common requests and looking at ways to streamline how you answer these. Whether this is by using existing SAP reports to investigate, letters in pre-defined formats that can be filled in to help answer/explain queries or or just procedures on how to investigate some of these items. Without this mindset to look to improve your efficiency, then this will always be an overhead to your team.

Employee payroll queries checklist
CONSIDERATIONS – If you checked any of the following, you may have room for improvement with your help desk and query resolution

The above are just some of the areas that I have spoken to customers about over many years and hopefully gives you some ideas on areas that you might be able to focus on streamlining your day to day. 

Even today where we have customers moving part of their data into the Cloud, and even in many cases moving the payroll to the cloud (Employee Central Payroll), we see that these same processes that can be overheads to most customers can be streamlined.

SAP have made good progress through this streamlining with tools such as the Payroll Control Center, but in addition, SpinifexIT has specialised in this area and comes with great products and processes for further streamlining your payroll.

We would be happy to talk to you about any of the above processes and potential ways to streamline these items. Contact us at [email protected] or visit our website to book a discovery call.

You can also reply to this post and I’d get in touch with you the soonest.

***

VIEW RELATED ARTICLES

  1. Considerations for Payroll During Cloud Migration
  2. Payroll Considerations During an Employee Central Implementation (w/ a free downloadable checklist for you and your implementation manager)
  3. Streamline Your Payroll Process (Part 1)
  4. Additional Tips to Streamline Your Payroll Process (Part 2)
webinar moving from sap to employee central payroll
Moving from SAP On-premise Payroll to Employee Central Payroll? | [Moved to October]
Moving from SAP On-premise Payroll to Employee Central Payroll? | [Moved to October] 1024 512 SpinifexIT

Click here to register.

Date: Will be rescheduled sometime in October

Time: 10:00 AM EST (GMT-4)

Host: Paige Elkins

Make your move to the Employee Central Payroll faster, better & easier!

Find out some of the considerations you and your team should think about when moving from SAP On-Premise Payroll to Employee Central Payroll.

In this session, Paige Elkins shares how SpinifexIT customers made their migration to the cloud faster, better, and easier by optimising their Payroll Control Center (PCC) implementation process and addressing their post go-live reporting requirements.


Find out more about SpinifexIT solutions.

SpinifexIT blog streamline your payroll process
Part Three A: Streamline Your Payroll Process
Part Three A: Streamline Your Payroll Process 1024 512 SpinifexIT

If I was asked if I have ever seen a Payroll Team that has no room for efficiencies, I would have to say no. It is not to say that I do not see many totally smart and efficient processes, but with Payroll, there is always new challenges and changes, which means it is an often evolving process.

This blog will focus on some of the areas for efficiency where I have seen customers totally streamline their payroll. This means that they can do much more with existing resources and focus on providing many value adding solutions rather than just processing the payroll.

You will get the most out of this blog if you are using or planning to implement…

  • SAP Payroll On-Premise
  • Employee Central Payroll
  • Payroll using a managed service provider (ADP, NGA)
  • Running SAP Payroll On-Premise with Master Data in Employee Central

It is not always clearly known within an organisation, what it takes to get the employees paid. Whilst we would like to think it is is just a matter of hitting a magic button on pay day, it is never the case. Especially in the world of today, things get more complex and payroll is one of these.

Most companies have Payroll across multiple Countries, many Payroll Frequencies, Full Time Part Time, Casual Employees and many of these employees with individual employee pay agreements or with complex pay rules. Many customers have external Time and Attendance Systems feeding their payroll, and now many customers have integration from Employee Central to Payroll.

Phew – I feel tired just thinking about it.

In order to process a payroll, this often involves several days of data entry, trial payroll runs and validations leading into the payroll run, just to ensure the calculations are all correct.

Then, once the pay has been run, it is all over…?

No luck – This is when further processes need to take place. Things like distributing reports out to management, creation of pay statements, reconciliation of payroll (often local things such as taxes, vendor payments and other tasks such as year end), interfaces to other systems.

Along with these items, the payroll team often takes Helpdesk queries from employees on their pay (low pay, high pay, certificate/form requirements, etc). In some of the customers I see, this can be several hundred to several thousand calls in a month. In many cases, a team is specifically set aside for handling pay queries.

Then finally, there are key things throughout the year, such as pay increases, hires/terminations (often in mass), and year end processing. You also have the occasional updates and changes to calculations, and/or new payrolls coming on (as might be the case with a new acquisition or even merging multiple payroll solutions).

Most of us only see the paystub at the end of each week or month, but there is a lot that goes into getting this right. Now I really feel tired just thinking about the Payroll Teams around the world!

Making the Complex Simple

As I have visited many customers over the years, one of my interests, is to hear from customers about how they do all of these tasks in a normal week. In many of these cases, there are specialists within most organisations, who simply don’t go on leave at certain times of the year as they just can’t hand this off to anybody else.

Regardless of the area, I have always been interested in how to make it more efficient. This is why 15 years ago, I started to develop add-on solutions to SAP, of which I am proud to say are being used daily within hundreds of companies in most major countries around the world. These solutions have always been built directly with the customer in mind and over the years, these have evolved to a comprehensive set of solutions.

I will reference some of these below, but even if you are not interested in add-on tools, the following will give you an insight into some of the areas that you may be able to look at, to streamline a payroll department, in some cases just with standard SAP processes that you may not be currently using.

Ok – Lets start to look at some of the areas for improvement.

Changing the Mindset – Running Payroll (Payroll Control Center)

One of the key items that I hear when talking to customers is how they talk about Employee Central, and how this will change the way the employees are engaged with the HCM system. The User Interface is fantastic for giving an easy method to access the data, and the employees can update most of the data themselves.

The ability for employees to view and update the system directly gives a huge improvement to the way they can interact with the system.

However, at the same time, when I visit many of these customers, from a Payroll perspective, it is very common that the Payroll Team is still logging into the SAP system through SAPGUI screens and executing Payroll directly from here.  Other customers may be using WebGui, or NetWeaver Business Client (NWBC).

However, it is not really changing the way how the Payroll Team work day to day.

There are some good things to consider though. One of these is a newer Payroll Solution that SAP delivers in the latest releases called the Payroll Control Center.

This has been around for over 3 years now, and over this time I have been privileged to have seen it’s evolution from the initial concept of a streamlined way to check and examine payroll errors to then being able to execute the payroll process. Over this same period, the configuration and setup of this tool has been made simpler, and I believe it is now a solution that customers can greatly benefit from.

The Payroll Control Center allows you to now run the end to end payroll process (including identifying and examining payroll errors), all through a nice user interface that can be executed directly from Employee Central.

One real benefit of this, is that the upskilling of a new employee in the payroll team can be much less as they have a clearly defined process and simpler steps for running payroll. Especially if you have a complex payroll with multiple steps and different countries or payroll areas, where the Payroll Control Center can cater for these in a defined process.

I believe the Payroll Control Center is now something that most customers should consider if they are looking at options to streamline some of their payroll processes.

The Payroll Control Center is a great option for organisations who meet this criteria

SpinifexIT and Payroll Control Center

Spinifexit Get to know Payroll Control Centre accelerator

SAP Delivers a standard Payroll Control Center Rapid Deployment Solution, which means you do not have to setup everything completely from scratch, but this still requires an implementation and a fair amount of Technical Expertise, especially if you want to customise the Validation Checks.

As an alternative to the standard SAP Solution, SpinifexIT has built our own Pre-delivered solution which leverages off of our Easy Reporter for quick deployment (With no technical knowledge) of the payroll validation checks. We have also built in many additional functions on top of the standard Payroll Control Center solution to streamline how this works and integrates into your day to day processes.For more information about the SpinifexIT Payroll Control Center Add-on, please click here.

Streamlining Payroll Reporting and Reconciliation

Almost every customer I visit will have some overhead for reporting internally. This need is constantly growing each year, as most customers are looking to use the information in the Payroll System to make better business decisions. Some examples of areas that are increasing in demands include

  • Greater need for auditing payroll, especially due to more complex employees
  • Need for getting information out to managers to better run their business
  • Creation of extracts into 3rd party solutions (Vendor Deduction Reporting is one example)
  • Reconciling Payroll

Standard Reports – SAP already delivers quite a few reports that cater for many of your common needs. Reporting of Wagetypes, Leave Balances, Infotypes and many other areas are all possible. However, when the standard reports don’t quite cater for the customer need, there is often the need to turn to other methods. Make sure your team checks for standard reports before looking at other options. Reach out to your implementation partner if your team is unsure what reports are available.

Adhoc Query – Many report requirements and especially those with Employee Master data, can be built through Adhoc Query. This tool allows your team to build the reports required without needing to resort to manual processes or custom development. This is a great way to build any reports your team may require, without much overhead.

Excel – The most common and simplest, but brings the most overhead. The common process is to run several existing SAP reports and extract the data into local files. These files can then be loaded into Excel or similar tools to create the reports or analyse the data as required. Sometimes this is the only quick and easy way to produce the reports you require. Keep in mind though that this can have a lot of manual work and overhead to create the reports, not to mention, susceptible to errors.

Custom Reports – Whilst this can be a time consuming process, many customers here turn to custom development to deliver what they want. This might be to get data which is not available through standard reports, or to build the formulas required, or just to simply display the report in a nice web format. This is a great way to streamline your reporting where you might currently have a lot of manual steps to create a report.

Lastly, whilst many of the report needs are at the company level, there is often many adhoc requests from different departments and managers for information throughout the year. These requests are sometimes once off or recurring every pay or monthly. All of this can add much overhead to the payroll team. Often there is no way around these adhoc requests. If possible, try to reuse some of the above processes, especially if these adhoc requests start to become common requests.

SpinifexIT and Reporting

This is an area that SpinifexIT has specialised in for over 15 years. Payroll Reporting and Reconciliation are part of the core value add solutions that SpinifexIT provide.

The existing SpinifexIT Easy Reporter has access to the majority of the Payroll HCM data, and over the last few years, has made this data accessible through the Web Reporting menu. This allows execution of reports directly from Employee Central which then gives employees or managers direct access to some of the core payroll information.

These reports can be accessed through our Web Front end at the click of a button, rather than relying on older approaches such as ABAP, or Extraction of Data and manipulation in Excel.

 Summary

This blog has given an overview of some of the areas that can be streamlined in SAP HR and Payroll. There are many other areas that can also be streamlined, and these will be described in the second part of this blog. This will include areas such as

  • Employee Correspondence
  • Streamlining SAP Upgrades
  • Dealing with Configuration Changes
  • Year End processes
  • Helpdesk access to data to answer employee queries

Even today where we have customers moving part of their data into the Cloud, and even in many cases moving the payroll to the cloud (Employee Central Payroll), we see that there are still many manual processes around the payroll team which could be streamlined.

SAP have made good progress through this streamlining with tools such as the Payroll Control Center, but in addition, SpinifexIT has specialised in this area and comes with great products and processes for further streamlining your payroll.

We would be happy to talk to you about any of the above processes and potential ways to streamline these items.

Spinifexit latest release
2018.R2 Goes Live!
2018.R2 Goes Live! 1000 668 SpinifexIT

We’re committed to continuously improve your SAP Payroll Reporting and Document Generation processes. Our latest release for 2018 (2018.R2) has a lot of new features and enhancements you can take advantage of to make running HR & Payroll a breeze.

Improving your SAP Payroll Reporting and Document Generation User Experience with 2018.R2

Our second solutions update for this year goes live on July 23, 2018. With only barely three weeks to go, we’re inviting you to join our webinar so you can have a sneak peek at what’s in store.

Below are the top 5 most requested updates we’ve made available for you

NEW

Easy Reporter contains new pre-delivered localised and legislation-required reports

Easy Documents can also display user-generated payslips into two more different formats following popular demand

IMPROVED

Easy Reporter‘s Web Reporting features have added performance improvements

Easy Clone has been made more flexible whilst copying and scrambling Employee Central data

CREATE MORE

Customise pre-delivered Payroll Control Center validation rules to optimise payroll reconciliation

Extend your Employee Central Payroll and Recruiting Document designing experience through Strato’s new options

SpinifexIT Easy Reporter logo
SpinifexIT Easy Clone Logo

2018.R2 Highlights & Overview

WATCH OUR WEBINARS ON DEMAND

This session was hosted by Tony Vitelli. To watch the replay, click the button below and fill out the form. The webinar will play right after. 

This session was hosted by Paige Elkins. To watch the replay, click the button above and fill out the form. The webinar will play right after. 

FAQ

It’s so easy to upgrade to 2018.R2. We’ll answer your top release related questions here.

HOW CAN I UPDATE?


Two ways. You can e-mail us at [email protected] and ask for an upgrade, or file a ticket using our Customer Care Portal. If you’re using one of our on-premise products, the update will be in the form of a transport. If you’re using Strato, the update will be included the next time you log in.

I’m using an old version. should i update to the latest one?

Of course. You can do a one time big time update rather than updating to the next version after yours. It’s easier and more practical that way. 

How many versions do you support?

SpinifexIT supports three active solution versions. If you’re still on 2017.R1, we highly encourage you to update ASAP. 

What benefits do i enjoy when i upgrade to 2018.R2?

We’ve enumerated the top 5 most requested enhancements only, but we’re really delivering over 30. You can view some of these in action by joining our webinar on the 19th. You can also view our public release notes by visiting our customer care portal. 

I want to learn more about your solutions.

Great! We highly recommend that you browse our solutions section, and if you have any questions about these, don’t hesitate to send us the note using the form on the page’s footer. We can arrange for a quick call and demo. You can also e-mail us straight at [email protected]

Spinifexit webinar sap payroll reporting solutions update
Webinar – What’s included in our 2018.R2? Here’s a quick overview.
Webinar – What’s included in our 2018.R2? Here’s a quick overview. 1024 508 SpinifexIT

Click here to register.

Date: July 19, 2018

Time: 1 PM, EST

Host: Paige Elkins

Medium: Go To Webinar

2018.R2 goes live on July 23, 2018. We’re excited to show you our latest updates and enhancements and we’ve prepared this short webinar to give you a preview. Paige Elkins gives you a quick summary of what’s included in our 2nd release for 2018.

Following her overview, she will teach you how to access the new enhancements and features in your SpinifexIT solution once you upgrade to the latest version. The session runs for 30 minutes. 

Register here to attend.

Spinifexit Payroll Control Center
Use Case: Introducing SpinifexIT’s Payroll Control Center Integrated Solution
Use Case: Introducing SpinifexIT’s Payroll Control Center Integrated Solution 626 417 SpinifexIT

Quickly define exception checks and use Easy Reporter’s comprehensive reporting capabilities to proactively identify errors.

SAP’s Payroll Control Center helps you improve the way you run payroll and start achieving perfect payroll runs through proactive reporting and reconciliation. However, to get these set up, users may need some technical configuration which may take weeks to build and test.

With SpinifexIT’s Easy Reporter, organisations can cut down the Payroll Control Center implementation time by 85%. Combining these two powerful solutions brings forth more powerful payroll checks which helps their payroll team run perfect payroll processes and future proof the business.

Find out more about our Payroll Control Center integrated solution. Fill out the form below to get a free copy of our PCC webinar.

Upon signing up, you will receive an e-mail containing the webinar’s information. You can also opt in to start receiving Strato-related communications, which we’ll send once a month at most. If you do not wish to continue receiving e-mails from us, you may click “Unsubscribe”.

SpinifexIT Payroll considerations during an employee central implementation
Part Two: Payroll Considerations During an Employee Central Implementation
Part Two: Payroll Considerations During an Employee Central Implementation 1024 512 SpinifexIT

Download our FREE Considerations for Payroll During an Employee Central Implementation Checklist. Fill out the form below to receive a copy.

PART 2 OF A THREE-PART BLOG SERIES BY DARREN SOUTER

Welcome to the 2nd part of our three-part blog series on Payroll’s journey. The first part of our blog discussed some of the options that you have when selecting a Payroll Solution. Today, we’ll discuss some of the considerations when integrating Payroll to a new environment that is also connected to Employee Central.

As my background is not necessarily focused on implementations, I am going to focus on a few key topics that may come up in a typical implementation and some of the key items to consider. Many of these items come up during discussions I often have with existing customers looking for unbiased advice.

Implementation Partner

As most customers would only ever want to do this once, they are best to rely on the experience of an Implementation Partner who can guide them through this process. As this can be a complex process with not only an Employee Central Implementation but one that involves data migration, integration back to SAP (for Payroll) and potentially changing the Payroll solution, it is worthwhile exploring the implications of such options.  Depending on the scope of your work, you may be fine with a partner that just works with Employee Central, but if there are changes to Payroll, you should seriously consider having a partner who also knows and has implemented SAP Payroll.

It is also important to validate which customers the partner has worked with on past projects and if such projects were deemed a success! I also believe it is worthwhile reference checking the individual consultants who will work on the project, as the last thing you want is a group of inexperienced consultants learning whilst implementing your project. 

Implementation Project Plan

Whilst this may seem obvious, please ensure that you have a realistic plan for the implementation project. This plan should include the work required to perform a full end-to-end implementation and must include many of the tasks that verify that all forms of payroll related processes and tasks continue to operate on go-live to ultimately ensure employees are accurately paid.

Hence as a tip, ensure that adequate time and effort is allowed for the accurate migration of HR data and validation processes. There should also be an allocation to make sure that multiple test payroll parallel runs are executed, bank file checks are conducted, and go-live and post-go-live support tasks are scheduled. These are the type of tasks that must be included in the scope of the project to help ensure a seamless payroll operation.

Implementing Employee Central with Payroll is a complex process, so again we recommend you verify references from your partner to ensure that they have previous experience in both Employee Central and Payroll implementations.

Data Migration To Employee Central

During any Employee Central Implementation, you will have the requirement to migrate the master data from your current SAP On-Premise system into Employee Central.  This is typical of most implementations which have a data conversion scope.

In the case of migrating from SAP HCM however, luckily SAP provides some help with this process.  This is in the form of ABAP reports that can be used for the extraction of the data. When planning an implementation/migration, it is important to understand who specifically is responsible for the data extraction, manipulation, migration and validation of this data. Is this the responsibility of the Implementation Partner, or is this something your internal team / the customer will do?

This stage can often be made more complex if there is a need for remapping existing data and catering for customer specific infotypes/fields.  This often involves additional development or extraction work, as well as significant time for manual manipulation and validation of the data once it is loaded into Employee Central.

NOTE:

Data Replication Back To SAP HCM

When implementing Employee Central with SAP Payroll, there is the need to determine which system is the key system for entering Master data (generally this is Employee Central). However, as the SAP Payroll Solution requires certain data to allow for processing, you need to be able to replicate the Master Data down to the Payroll Solution.

There are a few options here.  SAP provides the SAP Cloud Integration solution with accelerators to speed up the setup of this data transfer.  There are also other solutions such as Boomi. For Employee Central Payroll Customers (ECP), SAP provides a point to point replication program for transferring this data to the ECP environment.  

No matter what solution you may use, you need to ensure this is included in the implementation scope and plan. The replication and testing of this should also be part of the parallel run process as the Master Data will be maintained in Employee Central and then replicated down to the Payroll Environment.

Finally, you should also consider which Payroll related ABAP reports and standard reports will still be used in the payroll system. I recommend that you replicate enough data down to the Payroll Environment to allow for all relevant reporting to continue, and of course, you will need enough data to run all payroll calculations and processes accurately, including the year-end processing and validation of year-end results.

What To Do With ABAP Reports & Interfaces

There are many SAP HCM customers who have customised ABAP reports for a specific company need. In many cases, these have been either developed from scratch to fit a unique reporting requirement, or an SAP report has been copied and modified to access additional data to report against a certain set of HCM reporting requirements. Without these custom ABAP reports, the process of reporting is often performed by manual extraction of data into tools such as MS Excel in order to create the reporting that is required.  The trouble is that this is a manual process.

Luckily, with most of the options (if you are keeping SAP Payroll), you can choose to take your ABAP with you.  Whether you are staying on-premise, moving to ECP, moving to a hosted SAP Payroll option, or even moving to many of the outsourced services, there are still options around having ABAP functionality.  This may mean that the reports will work without modifications, or in some cases, they may require rework as data may be held differently in SAP, or may now be held in Employee Central.

NOTE:

PRO TIP:

These are some of the questions I’ve been asking customers for the last 15 years when working with them with regards to streamlining and automating reporting.  The need for custom reporting is often essential in SAP Payroll when you start to look at streamlining reporting and interfaces, but it doesn’t need to be done through hard coded ABAP.

This overall process is why I have seen many Payroll Teams over the years spend nearly 50% of their overall time in report production as the process of building ABAP reports is not straightforward and most customers resort to doing these processes manually with many extracts out of SAP HCM and Payroll and into tools such as MS Excel to produce such reports.

Over the years, I have observed that the scope of reports that were identified and delivered during the implementation end up being a subset as compared to, say, 12 months after post go-live. Often, customers will have 20-30 reports initially on go-live and will have doubled within 6 months later. Some customers have even reached 200+ reports after 12 months.

Luckily, SpinifexIT’s Easy Reporter is a perfect alternative here.  It is a solution that sits within your SAP System and comes with many pre-delivered reports and gives you the flexibility to be able to create customer specific reporting processes without the need for technical resources.  The HCM/Payroll Team can use this solution to create the reports, interfaces and extracts as they require directly in a production environment. Easy Reporter can actually be used in all of the Payroll Options that were identified in the first blog.

Finally, if you decide you still require the existing reports or interfaces, then you should verify that the data is fully available in the same system.  One good example I have seen with several customers is that they may choose not to replicate the Organisational Structures from Employee Central. This then means that the reports that display this type of information may no longer be relevant.

Documents – Smart Forms, HR Forms, Adobe Forms

In a similar way to the reporting decision, many customers have also created custom functionality to produce forms and letters to easily distribute information to the employees, management and external parties.  These are often done through custom programs and SAP functionality such as Smartforms, HR Forms or AdobeForms.

In many cases, this includes forms such as

  • Pay Review Letters
  • Total Reward Statements
  • Employment Contracts
  • Staff Welcome Packs
  • Local Legislative Forms

One of the challenges is that the data for these documents might need to come from both the SAP Payroll system as well as the Employee Central Environment.  In most cases, these documents need to be reproduced and accessed from within the Employee Central Environment.

Luckily SAP does have the ability to create custom documents.  These can be created by your administrator in your environment through Employee Central Document Generation. This allows you to create text based documents with field data retrieved for the employee from the Employee Central Fields.

PRO TIP:

Often, custom HR documents can be complex, and for these documents, an alternative option may be required.  If this is the case, SpinifexIT offers an integrated extension solution to Employee Central, known as Strato. Strato allows you to control the full formatting of the document with the ability to insert graphics, logos, format the text to duplicate the customer requirements.  In addition, through Strato, you can embed sections into the document based on conditional logic. Decisions such as the employees’ Company Code, Employment Type, Gender etc… can all be included in a document to allow you to easily create any document that is required. Total Reward Statements and Employee Contracts are two such examples of complex documents we have seen across our customer base.

Custom Functionality

Many customers have built custom functionality into their SAP system.  In most cases, this is an opportunity to review and remove a lot of this functionality as part of the new implementation.  In the new cloud world, whilst custom functionality can be created, it is created within Employee Central and it can be limited to simpler screens through the SuccessFactors MetaData Framework (MDF) functionality.  The more complex functionality can be created through the SAP Cloud Platform. It would be worthwhile to look for ways to achieve what you require within the standard system, but if this is not possible, it would be best to look for a specific vendor that provides what you want.  It would be suggested that if these options do not provide what you require then custom functionality would be an option.

SAP HCM Considerations

As this if often a good time to consider other changes, it might be worth digging a bit deeper into what your current On-Premise Solution is being used for. Many customers use Time Evaluation for two key purposes. The first is to interpret the time input (such as attendances) and to determine output (Wagetypes) based on the business rules such as when an employee should receive higher payments (overtime), or when an employee might get a meal allowance.  This might be a good time to review this process (including how you get these times into the system) and look at a Time and Attendance Solution. It is not advisable for customers who are migrating to Employee Central Payroll to use the standard Time Evaluation solution.

You may already have a time and attendance system though, but even if you do, you should confirm with your implementation partner whether this is integrated with Employee Central and/or part of the new payroll solution.

Another area is the Leave Quotas.  Employee Central has a Time Off module that can replace the existing SAP Leave Quotas functionality. You should ensure and validate that this module covers your business rules and requirements, and if it is being considered part of the scope of the implementation.

Lastly, if you already have an Employee Self Service or Manager Self Service portal, you should verify which functionality is still required and whether it is duplicated within Employee Central.  Often, many reports are being executed by the manager and a validation process should be conducted to verify what reports must still remain and be available. If your organisation may no longer sit in SAP, you should consider how these reports will operate after migrating to Employee Central. 

Parallel Runs

As part of all Payroll Implementations, there is the need to validate that the Payroll is running and calculating correctly before going live on the Payroll.  This generally involves a comparison of the same results from the legacy HR and Payroll system to the new system. In most cases, this involves multiple runs. The reason for multiple runs is that there is the need to validate the results flowing from pay period to pay period.

Things to consider here include:

  • Having at least 2 parallel payroll runs
  • Preferably one run going over month end
  • Parallel run for each payroll area (Monthly, Fortnightly, Weekly)
  • Validation of Payroll Results including Current Pay, Tax, Deductions, Overtime, Year to Date Figures, Leave Accrual and Finance Postings.

Pro tip:

It is also important to run these as real-life scenarios.  I’ve seen customers who have just entered the basic data for a pay, but not triggered retrospective pay re-calculations.  This has caused issues after go-live. It is much simpler to fix these issues prior to go-live, so I would recommend you try to keep your parallel runs as close as possible to real life scenarios.

You should ensure the project plan allows for enough time to perform these parallel runs, as well as allow for time to fix any issues. During this period, it’s often a challenging time as your payroll team will most likely be responsible for checking most of the results, and at the same time, they still will often need to perform their day to day role.  Hence, if possible, provide additional resources for this period of the project.

Process Changes

With Employee Central, there is going to be a large number of processes that your organisation has been doing for many years that are now going to change.  This means that there is going to be a lot of internal changes to your organisation. Whilst a system like Employee Central is much more intuitive than the previous SAP Solution, there is still going to be some changes and you should allow time for items such as updating manuals and procedures, retaining staff, changing roles, and communicating the new process among many other things. 

Go Live

It is important to plan the timing of your Go live. There is likely going to be some time required for data migration from your existing production system and switching to new processes. Many previous SAP Implementations aligned this to the start of the Financial Year (depending on your region), so that items such as Year End Reporting in the new system may not be so critical.

You should make sure that there are no other critical projects the same time you Go live, and you should make sure key staff are available and not away on planned vacation or other activities around this time.

There should also be a plan for supporting the new environment for at least the first 4 weeks after Go live.  This is often when any unexpected issues may come up and you want to be able to leverage your partners’ expertise during this period.

Finally, you should start to think about post Go live and how best to support this.  As SuccessFactors has quarterly releases, it is important to at least understand what is in these releases and what impact this may have on your system and processes.  In most cases, there should be no impact, but there is always new functionality becoming available, and your partner could advise you on what they would recommend you implement.

Summary

The implementation of Employee Central along with Payroll is a large initiative, so planning this is important.  You have a lot of expenses associated with internal resources, consultants, partners, SAP as well as other 3rd parties.  Even if you decide to leave Payroll On-Premise and just implement Employee Central, most of these items should still be considered in the scope as there will be some impact.

It is important to understand this entire process and take advantage of learnings of other customers who have been through this process. 

To help further, the above information is summarised into a checklist that you could use when planning out your migration.You may use the form above to download a copy for yourself. 

If you have any questions or if you’d like to share some of your implementation experiences, please don’t hesitate to comment on my post or e-mail us at [email protected]. I’ll respond to your questions and comments any chance I get.