Introducing multiple HR systems at once and switching to a new payroll provider

Uniformisation delivers scale and transparency at group level, but locally everything comes in at once. Multiple platforms, multiple providers, a new partner for payroll and time registration, all within the same agreements on time, cost and planning. Every ambiguity between the group, the local organisation and a provider became an extra alignment round.

On top of that came local discontent: the organisation had to exchange a trusted partner with an extensive service package for a new one, and that loss played a role in every conversation about the switch. In short: with every switch the same question was on the table: will this still work the way we're used to?

One plan of approach, validated by all those involved: steering committee, HR and business managers and providers. Risk assessments ran through all project activities, with attention to system security and organisational structure.

Alongside that there was a second layer in the work: translating and connecting. Discussing wishes and requirements sharply with the providers, bringing complex situations back to the organisation pragmatically and understandably, and actively steering providers so that their work matched the expectations of the client.

The moment when everyone involved, internally and with the providers, had the same picture of what needed to happen, in what order and with what dependencies. From then on the project was manageable instead of complex, carried by continuous communication in every direction.

The simultaneous switch went live as planned, with local end-responsibility for the new payroll provider and the accompanying systems for personnel administration, payroll and time registration. Within the global project, steered from the headquarters, the local roll-out of SAP (ADP GlobalView) served as best practice for the rest of the group.

The organisation kept recognising itself in how the work is done: system configuration, provider management and the existing way of working stayed on course together.