Business Case

Executive Summary

Objective: The objective of the project is to reduce manual work by integrating HiBob with Pento, thereby streamlining the payroll process for our UK operations.

Expected Outcome: The expected outcome of the project is a significant reduction in administrative tasks, decreased errors, and a more efficient payroll process.

Problem Statement

Current Challenges: Our UK payroll is currently operated in a very manual way. Information must be pulled from different areas and manually input into a spreadsheet, which is then sent to our payroll provider for review. This process is time-consuming and prone to errors.

Need for Automation:

• To reduce errors and administrative tasks by integrating our HRIS system into more areas of the business.
• To ensure that our HRIS is a single point of truth for all employee data in the UK.

Solution Overview

What is Payroll Integration Project: The Payroll Integration Project involves integrating HiBob, our HR system, with Pento, a payroll software recently acquired by HiBob. This integration will allow employee information to be fed directly into the payroll platform, with only additional payments needing manual input.

Types of Payroll Integration:

• Full Integration: All employee data including starters, leavers, salary changes, unpaid leave, maternity/paternity, etc., will be automatically transferred from HiBob to Pento.
• Partial Integration: Only selected data types will be transferred automatically, with some manual inputs required.

Benefits of Payroll Integration

• Efficiency: Streamlining the payroll process reduces the time spent on administrative tasks.
• Accuracy: Automated data transfer minimizes errors associated with manual data entry.
• Centralized Data: Ensures HiBob is the single point of truth for all employee data, enhancing data consistency.
• Cost Savings: Reducing manual work can lead to lower operational costs over time.

Implementation Plan

Phase 1:

• Assess current payroll processes and identify all data points that need integration.
• Set up the integration between HiBob and Pento.
• Conduct initial testing to ensure data is accurately transferred.

Phase 2:

• Train HR and payroll staff on the new system.
• Roll out the integration to a small group for a pilot test.
• Collect feedback and make necessary adjustments.

Phase 3:

• Full rollout of the integration across the UK operations.
• Monitor the integration and resolve any issues that arise.
• Evaluate the performance and gather feedback for continuous improvement.

Cost Analysis

Initial Costs:

• Integration setup costs
• Training expenses for HR and payroll staff
• Initial testing and pilot phase costs

Operational Costs:

• Ongoing maintenance of the integration
• Potential costs for additional features or customizations

ROI Estimation:

• Reduction in hours spent on payroll processing
• Decreased error rates leading to fewer corrections and adjustments
• Overall cost savings by reducing manual administrative tasks

Risk Assessment

Technical Risks:

• Potential data transfer issues between HiBob and Pento.
• Downtime during the integration process affecting payroll timelines.

Mitigation Strategies:

• Conduct thorough testing before full rollout.
• Have a backup plan for manual processing in case of integration failures.
• Continuous monitoring and quick resolution of any issues.

Alternatives Considered

• Manual Process Improvement: Enhancing the current manual process without full automation.
• Third-Party Payroll Services: Outsourcing payroll entirely to a third-party provider.
• Different Payroll Software: Exploring other payroll software options for potential integration.

Conclusion and Recommendations

Recommendation: It is recommended to proceed with the integration of HiBob and Pento to streamline the payroll process for our UK operations. This solution aligns with the key objectives of reducing errors and administrative tasks while ensuring HiBob remains the single point of truth for employee data.

Next Steps:

• Finalize the integration setup and conduct initial testing.
• Train staff and run a pilot phase.
• Roll out the integration fully and monitor its performance.

Appendices

• Appendix A: Detailed cost breakdown
• Appendix B: Risk assessment matrix
• Appendix C: Training materials for staff
• Appendix D: Feedback from pilot phase

Prepared by: Payroll
Email: wayne.sheridan@gmail.com
Date: 01/20/2025