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REDUCE RISK OF WRONG HR PAYROLL SYSTEM SELECTION

The Checklists provide an industry standard approach to assemble your requirements in an orderly, structured way. When used as part of an RFI or RFP, they enable prospective vendors to respond to your specific needs without confusion, in a standardised format. And hence ensure an easy and impartial comparison of proposals and identification of the best solutions.

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VERSIONS TO SUIT ALL TYPES OF ORGANISATION

• small medium and large size organisations (with turnovers from £1m to £500m), including:
• commercial companies / businesses and non-profit / government organisations
• HR, Payroll or IT staff, functional specialists, managers, directors
• any person or organisation involved with specifying a new HR or Payroll system

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IMPARTIALITY ASSURED

The Checklists have been created to be totally impartial and have no bias towards any HR or Payroll software package or supplier. They are only concerned with your future needs and requirements.

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WHEN TO USE THEM

If you are planning to replace your HR or Payroll system in the future, you should review these Checklists NOW. You’ll benefit most prior to contacting software vendors. This will focus your thoughts on your specific needs rather than being sidetracked with potentially unsuitable solutions.

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USER FRIENDLY - GUIDES YOU THROUGH THE PROCESS

Clear instructions are provided. You are guided from the very first steps right through to producing a comprehensive requirements specification / user needs list for your new HR or Payroll system.

The Checklists are structured in 2 levels - overview and detailed levels, to help you to be more systematic and thorough when specifying your requirements.

The Business Analysis and Overview sections will provide you with your outline system requirements and the detailed sections will provide your detailed HR / Payroll system requirements.

System Selection guidelines show you how to use your completed Checklist, RFI / RFP schedules to select your next HR / Payroll system.

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30-DAY, 100% SATISFACTION GUARANTEE

If you are not completely satisfied with a Checklist - simply return it within 30 days and we will give you a full refund on the spot or cancel your invoice, no questions.

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FORMAT OPTIONS

The HR and Payroll System Checklists are available in Microsoft Excel 97-2003, Microsoft Windows 95-XP format:

• by immediate download or email file attachment (“.zip” file)
• on CD (Excel “.xls” file)
• or as a printed and bound paper book (A4 size) - by special request

The minimum recommended system requirements are:  Pentium 450, 64 MB RAM, 3 MB free disk space, MS Excel 97 or later version, MS Windows 95 or later version and a CD / DVD drive (if ordering a CD).

NB: (i) The Checklists work in all versions of Excel from 97 through to 2007 (SP1) and Windows from 95 through to Vista.  (ii) “.zip” files require ‘winzip’ from www.winzip.com

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WHERE CHECKLISTS ARE USED

       ... within the UK, USA, Canada, Australia, Europe and many other countries worldwide

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ALTERNATIVE WAYS THE CHECKLISTS HAVE BEEN USED 

• assisting with ‘brain storming’ - to identify user needs / system requirements
• preparing requirements documents
• as RFI / RFP schedules for prospective vendors to ‘tick’ the boxes where their software meets customer requirements
• as reference lists - to check that everything is included within the requirements specification / RFI / RFP
• to understand more about HR and Payroll systems

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TESTIMONIALS

We have used the Axia System Requirements Checklists as ‘cornerstone’ inputs into our Business Requirement and Change processes for two of our most significant IT projects in recent years. These comprehensive documents have directly saved us considerable time, effort and cost in terms of project / quality planning and external consulting activities. I would not hesitate to recommend the use of these tools for future IT and / or Business Change Projects.   (Richard Mackenzie, MRM Programme Manager, RAC Western Australia)

I bought your very useful doc on Payroll and HR system requirements last September and used it to form the basis of an ITT I prepared for the University. While I was sure it would be useful, I’ve been more than impressed with it in practice and have been extolling its virtues to one and all.   (Dr Chris Lambe, Project Manager, University of Reading)

Your CRM Checklist saved us over 44 man hours during the requirements definition phase of the project. I am very grateful for your service   (David Cannon, President, Certtest Inc)

I found the HR and Payroll checklist very comprehensive and extremely useful in forming a base document to utilise in the selection of a new HR solution. It certainly saved us a huge amount of time in compiling a list of requirements, excellent!   (Richard Buckingham, HR Systems Analyst, Mizuho Corporate Bank)

We found the Payroll Checklist so useful ... we were able to adapt the schedules and issue them as ‘questions with tick-box answers’ for suppliers to tick as to whether they could meet our requirements ...  it saved us a lot of time  (Payroll Manager, Financial Services PLC)

Your Checklist was of great use to me in preparing for vendor selection and it also saved me a great deal of time in ensuring we covered all relevant areas of the user requirements   (Dr Stephen Hutson, Director, Pharma4sight)

It’s a fantastic product - the standardised format is very useful in specifying systems requirements   (IT Manager, Business Services Group)

The Payroll and HR Checklist was extremely useful. It allowed us to focus on specific areas without having to start off with ‘blank sheets’ of paper   (Internal Services Manager, Pharmaceutical Group)

We chose the Axia Accounting Checklist because it looked from a google search on such things, to be the best value for money product of this nature. We used a spreadsheet based on an edited / personalised version to go out to suppliers in an open Euro-tender and got six responses. I am sure if we had gone out to Euro-tender with something less detailed, we would have had dozens of claimed solutions, if not hundreds. It was also very useful to our teams (eg Purchasing, Sales, Accounts) as a prompt to what sort of functionality we already had as well as what we wanted from a replacement system. We certainly think the exercise delivered us a choice between two or three quality solutions - one of which we have decided to go with.   (Andrew Haslehurst, Head of Accounts, Southampton Solent University)

A very useful and comprehensive list ... very easy to use. It stimulated our discussions, prompted thoughts and helped with our investigations   (HR Director, Construction and Management Consulting Group)

We’ve used it extensively ... its been a major benefit to creating a long list of our requirements   (Systems Accountant, Housing Association)

We recognised from the outset that a key to the success of the project would be to get the functional specification for the procurement stage absolutely clear. With the Axia Checklist, we have been able to do so much more though. It has given us a really good start with our task of discussing with key stakeholders exactly what they require from a HR / Payroll system at both a strategic and operational level, and has also given us a methodology for collecting volumetric data about the Council ...   We have also already used the Checklist to very good effect when choosing an interim Recruitment system solution when the Checklist helped no end in focusing us in on what exactly we wanted from a system ...   My only surprise is that the Checklist is so reasonably priced - we must have already had a return on our original investment several times over!   (Chris Burrows, HR Manager (eHR), Coventry City Council)

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CONTENTS

Six versions are available - HR, Payroll and HR Payroll combined, either as SME or Corporate versions. Sections included within each version are stated as either ‘included’ or the number of criteria.

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DETAILED CONTENTS

1.   Business analysis: (114 criteria*) - business sector, employee analysis, location analysis, number of system users, present HR / Payroll system(s), future HR / Payroll system(s), outline budget for future HR / Payroll system(s)

2.   Overview - HR Payroll system functions: (355 criteria*) - overview of the key systems functions detailed within sections 3 to 24

3.   System wide functions: (302 criteria*) - system / software quality accreditations, internet / intranet, ESS ( employee self service), MSS (manager self service), employee portal, workflow, alerts, DIP (document image processing), euro / european monetary union, Compliance - Sarbanes Oxley (SOX), multi company / currency / lingual capability, Windows, enquiry, SMS / text messaging to mobile phones, reporting, e-reporting, e-documentation and forms, links to other systems

4.   Advanced analytics and business intelligence: (177 criteria*) - analytical system, self-service, dashboards, analysis, scorecards, forecasts, data warehouse, data mining, combined business intelligence and analytics, integrated links, statistics and volumes

5.   Payroll - core: (472 criteria*) - legislation, payroll types, payroll frequency, payroll set up, employee details, payments and allowances, holiday pay methods, tax credits, statutory maternity, adoption and paternity pay (SMP, SAP, SPP), statutory and occupational sick pay (SSP / OSP), profit related pay, statutory deductions, pensions contributions deductions, voluntary deductions, general ledger and job costing codes, expatriate payroll additional requirements, CIS (Construction Industry Scheme) payroll, calculations and payroll pay run, payment methods, payment currency, payroll statutory reports and end-of-year returns, payroll management reports, e-payroll, online filing, integrated links, statistics and volumes

6.   Payroll - additional public sector requirements: (57 criteria*) - pay grades / spine points, multiple jobs / posts, pay and pay rates, grade reviews and spine uplifts, reports, integrated links, statistics and volumes

7.   Payroll - additional USA, Canada, Australia and New Zealand requirements: (169, 52, 80, 67 criteria* respectively). Additional country specific requirements covering - set up, salaries and wages, benefits, deductions, payroll processing, payments, payroll reporting and employee access to online payroll information

8.   Payroll - for pensioners: (49 criteria*) - rules, pension plans and calculations, pension payment, reports, integrated links, statistics and volumes

9.   Payroll bureau: (100 criteria*) - common bureau features, bureau categories, local customer (front-end) system, data input, processing pay run, output, processing year end, support services, integrated links, statistics and volumes

10.  Employee expenses: (144 criteria*) - expenses system, system configuration, expenses processing, payments, e-expenses, corporate credit / payment cards, e-travel, reports and analysis, integrated links, statistics and volumes

11.  P11D UK only: (83 criteria*) - P11D system set up, taxable employee benefit data, data capture, data adjustments, P11D calculations, P11D help and assistance, P11D forms and reports, information issued to employees, information submitted to UK HMRC, integrated links, statistics and volumes

12.  HR - core: (424 criteria*) - legislation, HR set up, basic employee details, employee pay and bank details, employee benefits administration, job position history, previous employment history, employee history, education and academic qualifications, ESS (employee self service), MSS (manager self service), employee surveys, HR professional portal, grievance and discipline, employee identity (id) card, employee correspondence, exit interview, HR management reports and analytics, integrated links, statistics and volumes

13.  HR - additional public sector requirements: (108 criteria*) - job posts, grading structures, shift rota, additional requirements for UK colleges / universities, NHS and social services, reporting, analytics, integrated links, statistics and volumes

14.  HR - additional USA, Canada, Australia and New Zealand requirements: (161, 60, 43, 18 criteria* respectively). Additional country specific requirements covering - compliance, HR core, pay and benefits, HR reporting, recruitment, training, occupational safety and health

15.  Recruitment: (187 criteria*) - vacancy recording, selection process, application forms, applicant details, pre-employment / applicant checks, immigration compliance, applicant selection, applicant tracking, letter production, convert applicant to employee, e-recruitment and selection, reports, integrated links, statistics and volumes

16.  Time and attendance / workforce management: (166 criteria*) - resource (workforce) planning, resource (workforce) scheduling, time data, time sheet design, additional equipment requirements, data capture and processing, monitoring and analysis, WTD (working time directive), reports, integrated links, statistics and volumes

17.  Absence management: (113 criteria*) - absence details, annual leave (holiday) entitlement, leave tracking, maternity adoption and paternity leave, other authorised and unauthorised absences, sickness recording and certification, absence cost, absence reporting, e-absence, integrated links, statistics and volumes

18.  Talent management: (183 criteria*) - job evaluation competency and skills management, compensation management, manpower planning, employee development, succession planning, appraisal, e-appraisal, goal setting, employee performance records / diary, continuous peer review, pay for performance, reports, integrated links, statistics and volumes

19.  Training: (113 criteria*) - training administration, employee training records, CPD (Continuing Professional Development), IIP (Investor In People) accreditation (UK only), e-learning, integrated links, statistics and volumes

20.  Health and safety records administration: (107 criteria*) - health tests, accident and incident recording and reporting, risk management, integrated links, statistics and volumes

21.  Car fleet administration: (61 criteria*) - vehicle details, vehicle details for UK taxation purposes, ongoing vehicle usage and costs, driver details, disposal of vehicle, correspondence, reports, integrated links, statistics and volumes

22.  Systems operations: (148 criteria*) - system reliability, operational efficiency, system performance, user productivity assistance, data processing and systems control, data volumes and quality, security, backup and recovery

23.  Technology requirements: (200 criteria*) - application software, databases, database administration and monitoring tools, operating systems (mainframes, servers, clients, networks), XML, XBRL, network types and cabling, wireless networking, ASP (Application Service Provider) / hosting organisation, internet access and hosting, hardware platforms (mainframe, mid range, server, workstation, client), hardware (wireless / portable devices), other hardware requirements

24.  Software / system support: (121 criteria*) - sources of support, vendor quality accreditations, vendor / support organisation expertise and reputation, implementation assistance, training, maintenance and support

25.  System selection - selection process, shortlist phase, detailed selection phase

(* number of criteria included within the HR Payroll corporate version, excluding integrated links, statistics and volumes)

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LINKS TO SAMPLE PAGES

Click the links to view the following sample pages.

• payroll system
• HR system
• example of completed HR specification page
• HR (USA) sample page

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DIFFERENCES BETWEEN THE SIX HR PAYROLL CHECKLIST VERSIONS:

The six versions are designed for different size organisations and different HR / Payroll system functional needs.

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