Eight Key factors to consider before purchasing payroll software in Kenya

As Small and Mid-Sized businesses continue to thrive in the Kenyan marketplace, there is need in increasing their efficiency in terms of internal operations; one of the important things to start with is to purchase payroll software.

There are a few things which you need to bear in mind when shopping for a Payroll Program in Kenya to guarantee that you have smooth operations in your business and human resources department.

A Payroll Program  is crucial for your business because it helps you to keep your payroll in good order and helps in calculation of the necessary statutory deductions.

Below are eight factors which you need to consider when selecting payroll software in Kenya.

1. Configurable payment parameters

As a Kenyan company the first thing you need to ask yourself is this. Is the software usable in Kenya i.e. Are you able to update rates for PAYE, NSSF, NHIF and pension, are all current banks with branch codes included, this will go a long way in making your payments easy and convenient.

2. Scalability

Is your company able to grow with the software? You should go for a scalable solution that will expand as your company expands and which is fully networkable in case your company grows and has several departments and also support a large number of new employees.

3. Number of Employees

How many employees need their payments processed? If you can answer this question then it will be a determining factor in the choice of payroll software which you select also take into consideration casual workers who will come in seasonally .Many payroll software’s will be divided into groups of employees e.g. 10-20 ,20-40 and this are important in determining the pricing of the software.

4. Who is currently using the software?

Are there clients who are currently using this software in Kenya? Make sure that the company provides a list of clients who are actually using this software, these acts as a pointer to show that the software is not just a concept but is also usable.

5. Ease of use

Well, it’s not all the time that your accountant will double up to be the I.T savvy person so it is vital that you get payroll software that is relatively easy to use, it would be prudent to purchase software that doesn’t take you months to know your way around it .Go for a simple user friendly software that provides a smooth learning curve for the users.

6. Support

Many companies experience usually have a challenge at one point or another in the usage of any business software. It is advisable to go for local software if you need local support. If you are able to get good support for your software then it goes a long way in ensuring that business runs smoothly .If you are in contact with people who have the software, your requirements can be addressed individually, and solved according to your specific needs.

7. Flexibility

Many software’s in the market come in as a one size fits all and sometimes are not flexible enough to meet your specific requirements , a good software should be able to offer features such as maintaining check offs, using custom pay grades for specific job groups and flexible pension calculations. It would be a plus to have a software that can automatically calculate payments based on hours or days worked.

8. Can you download a trial version?

Are you provided with an option to download a trial version which you can evaluate against your requirements before making the actual purchase? A company selling credible payroll software will usually allow you to download and test run their software before committing to doing a purchase.

Complete a contact us form by following this Link or call us today on 0722 718373 for a free no-obligation consultation on Payroll and Human Resource Programs .

Payroll Software in Kenya – Why it is so important

The use of Payroll Software in Kenya has become a norm; more and more companies are adopting the practice of doing their monthly wages using technology.

The use of payroll software not only helps in improving an organizations efficiency and productivity but also helps to cut costs.

Meanwhile if you are still using the old methods to manage your employee’s salaries, then here are a few reasons why you should try and use the reliable Wagemaster Payroll Solution to manage your wages.

1.Saving on Time

Time is a very important commodity; people are often overheard saying “time is money” especially so if your business involves having an inventory and maybe even delivery of products.

To improve on your efficiency it is best to avoid anything that would cause you to lose time. Payroll management software comes in handy as it saves the time that is lost preparing salaries using a manual payroll system.

2.Safety of Employees Data

Payroll information as you may know is usually confidential to an employee, therefore records involving employee’s wages should be kept out of the reach on unauthorized individuals.

The use of payroll software to store employee records provides organizations with added security since employee’s data is stored electronically and protected by the use of passwords.

3.Cost Cutting

The use of software can be of great benefit and companies as it saves on recurrent costs because paying wages is done in intervals. Sometimes the use of payroll software for small and mid-sized companies can be more cost effective than hiring an in-house professional and paying them a salary.

It can help you as a business owner save a lot of money every month which you can reinvest into your business.

4.Integrity  of Data

It a common scenario to have erroneous data when computing payroll information manually especially when a lot of variables are involved e.g. unpaid leave days, bonuses and other things that come into play when computing payroll.

This can be very challenging especially if you have hired a lot of staff in your company. With good software you can be assured that employee payment records are on high integrity and that all computations are done accurately.

5. Data at the touch of a button

You can access all your payroll data in record time, even data from employees who you worked with many years back. It also helps to organize payroll information in such a way that you can cluster various groups in your payroll.

6. Submission of Income Tax

The employers can submit the yearly income of their employee to the income tax authorities by having payroll software. The tax information can be submitted to the concerned authority quickly and error free.
Wagemaster Payroll Software provides a solution to all these .

It is a fully featured payroll and human resources software is the last word in payroll production and HR management. Its surprisingly simple operation and powerful reports make short work of any payroll.

Payroll Software Implementation – How to ensure success

Payroll software implementation should not be carried out casually by any organization. A range of factors have to be considered to ensure that the software undergoes successful implementation. Payroll systems are now considered a necessity rather than a luxury by many companies.

There are several reasons a company would need to start using a payroll system. New systems however, present their own risks and are faced by implementation issues like hardware failure, lack of staff training, internal power struggles and poor data cleansing. Neglecting key implementation issues could cause a fail in projects. Considering these factors during implementation however, could help the project deliver its full projected value.

1. Involve everyone early enough

Change is vital but sometimes it’s not always easy. Motivation is therefore important and should come from the organization’s top. The employees should know that not only will the payroll system be profitable to the company; it will also increase efficiency and make their work easier.

Be assertive in that the payroll has to be used but also motivate them by showing them what benefits they will receive. Provide reports, briefings, updates, FAQ’s and bulletins that show how everyone in the organization, from the executives, HR, finance department and employee receiving a timely and accurate paycheck, will benefit.

2. Have an implementation timetable

Do not underestimate time needed for the payroll system to be up and running. Set up a schedule and communicate to everyone. Do not rush the system. Set up and allocate a time for setting up and training on the new system.

Make sure that time allocated accomplishes its goals everyday to avoid frustrations from users and encourage cooperation.

3. Training

Training is an important phase of implementation since it will ensure that users become happier, more effective, with fewer errors and that the payroll system achieves its utmost objective. Help them understand how the payroll system works first before training them on how to use it. They will be more effective if they understand from the start the system, processes involved and procedures to follow. Ensure that you keep emphasizing the key benefits involved if the system is implemented so as to generate some excitement about the change.

According to Clemmer Jim, Why Most Training Fails, “Trainees should immediately see the connection between their new skills and where the organization is going. This makes training more relevant – and gets everyone focused on applying their new skills to the organization’s key priorities and goals.”

4. Deal with data

Data migration will prevent any holdups on the schedule that you have put up for the payroll system. Ensure that there is collaboration between the payroll staff and the IT department so as to facilitate cleansing, extracting, interpreting and the importation of employee data into the new system. Plan effectively so that the schedule is met and no delays are seen on the go-live date. Do not rush things however, but ensure that data imported is accurate.

5. Understand the costs involved.

Consider both measurable and non measurable costs. Pay only for things required during the implementation while keeping in mind foreseeable future needs.

Following these five tips will guide your payroll software implementation project and make it a success. Proper planning of time and cost will be a huge contributor to this success. Make sure employees are fully involved in the project and clearly set out expectations from the start. They should feel like they are part of the decision making project. Manage any resistance and help them fully embrace the payroll system. With everyone on board, the implementation will be a sure success.

Business Process Automation and How It Helps HR And Payroll Management

What is business process automation?

Business process automation is the process of managing data, information and processes to reduce resources, cost and investment. It helps increase productivity through computing technology by automating important business processes.

Business process automation can be in many forms including literal assembly lines in the auto industry to self-service gas station pumps. It not only automates business processes, it also simplifies and improves business workflow.

BPM (Business Process Automation) ensures that automated business processes get managed collectively to help improve the overall workflow of an organization. With this, the organization is able to change according to the needs of the business, achieve greater efficiency, clarify responsibilities of every employee and job roles and reduce human error.

Examples of areas where automation can be done

•    Management
•    Sales
•    Invoicing
•    Contract management
•    Human resource
•    Operations

Use of automation in HR and Payroll  management

BPM reduces costs incurred during payroll processing by reducing errors in paychecks and invoices. Accountants in companies have to go through numerous spreadsheets, make calculations, cut checks to various payments and taxes, fill out forms from the government, and more often than not they have to make deposits to various accounts. If calculations are wrong or payroll is delayed, then it could lead to legal problems.  It’s a tedious process.

With automation however, your heart can be at ease since you know that employees are being paid accurately, you are complying with the law on time and you can track employee performance, like how early they get to work.  Tax filing for employees becomes also easier to handle.

Other benefits of automation include cutting down on data gathering, processing of information, disbursement and reporting. It helps cut down on printing costs required for payslips that can be checked online instead by employees. It becomes easier to also add new employees and adjust salaries when an employee is terminated or quits.

Improve your processes. Improve your business

Business process automation helps companies streamline all processes in the business (even the most complex) by applying communication technologies that have been proven to prioritize, capture, escalate, route, manage and track processes through the lifecycle of the entire process. This approach to automation of processes offers other benefits including:

1.    Reduction in costs, time and complexity while deploying the automated process.

The automation process leverages configuration instead of customization. You don’t need to rip or replace the existing systems. It will fit easily into your existing environment and makes use of information that’s already existing from websites, databases and multiple systems.

2.    It improves operational performance

It makes you control and visualize every business process. You can monitor your business in real-time and automate escalations so that all your processes run on schedule at all times. Detailed reporting of the system also ensures that you gain insight into the performance of employees and the process too.

3.    Processing quality and speed are increased.

It ensures that a task is assigned to the best qualified employee. Information they get is relevant and from multiple systems and they are guided through their work.

4.    Collaboration and customer experience is improved and enhanced

It seamlessly connects internal employees to customers and to each other. They can schedule follow-ups, use a preferred channel to communicate with customers and can track every process.

5 Reasons Why Your Business Processes Need To Be Automated

Have you had a situation in your business when you send out an email for approval and it goes for weeks on end because either the employee supposed to approve is not known or they have so many requests they do not know which one to approve first? Have documents gone missing? How many colored stickers do you have on your computer? Is misery spreading from one department to another? Then you need to automate your business processes.

Processing data manually results in a lot of wasted time but with business process automation, you save on time and focus on growing your business. With the simple click of a button, you can track every piece of work taking place at your business without having to scream at anyone.

You can make your work a lot easier by having your business processes automated because it:

1. Makes communication more efficient.

Imagine the number of emails you receive per day and all the things you have to do at work in a day. You can use stickers or use Google tasks but sometimes you even forget you had a to-do list and some work fails to be done. With an automated system however, the mode of communication becomes streamlined. You have one common dashboard where incoming and outgoing requests come in along with all the details on what stage the business process is at.

It becomes so easy such that you can click on the command “initiate a request” when you need to send a leave application. The best part of this process is that you do not have to know the manager by name; everything will be done for you. All you need to do is indicate the reason you need a leave and the system does all the processing for you.

2. Accountability

When you streamline communication and automate workflow you can tell which employee is responsible for what process. Approvals, initiations, rejections etc. are bound to the employee responsible for the action. This kind of transparency in your business will enforce accountability among your employees. There will no longer be excuses of losing memos or missing a certain email.

3. Costs due to inefficiency and manual errors are reduced.

We often err as humans; we may forget payment dates, approval deadlines or make payments for goods not delivered. More often than not, this results to financial problems. With an automated workflow however, these errors are minimized. Transactions are presented in their current state and if an order is pending and you haven’t received it yet, you cannot make a payment. Payments are only made when the transaction is updated to “received”.

4. It gives you insight into your business process

After you’ve automated your business process and your employee base is streamlined to use the new system, what do you do with all the data that’s been accumulating? You maybe want to find out what requests are pending, how many were approved and how the business can improve.

You want to know whether the business process is encouraging employees by making their work easier or it simply isn’t serving its purpose. The automated workflow tool will provide you with insights into whether your business is bottling up at any point, whether employees are having an easier time using it or its complicating things that could otherwise be simple.

5. The approval hierarchy is established clearly.

In most organizations, the approval hierarchy is never the same as the organization’s hierarchy. An automated tool helps prevent situations where mail is flying left and right since you can’t figure out who should or should not sign what. Approving of requests becomes easier too. An automated workflow tool will have approval hierarchies codified and ensure the specific hierarchy of a process is followed. You will never have to call a full company meeting so that one approval is sorted.