Project: Creating a new payroll processes manual.

Brief: Document payroll processes and create a new
step-by-step manual to meet audit requirements, improve efficiencies and train new joiners. The manual would cover every part of the payroll process including:

• Payroll data and HR administrator input and verification;
• Payroll and BACS management and monthly reports;
• Bankline, CHAPS and third-party payments;
• Tax-year-end and year-end processes;
• Software and legacy system updates;
• Disaster recovery.

Approach: Director Tara Lloyd and the Calibre HR & Training team spent time observing:

• Every button pressed and action taken by the payroll department during the monthly pay cycle;
• Verification processes used by the payroll manager and head of payroll services;
• Information recorded and provided by HR teams in the field.

Tara then created 100 flowcharts documenting the processes in the system. By reviewing these against existing documentation, she identified contradictions and gaps to be addressed.

The process flowcharts were then built into a draft manual. The manual was checked by team members using it to perform unfamiliar tasks. By scrutinising their actions and conducting interviews, Tara ensured the manual’s accuracy and effectiveness.

Outcome: By documenting each stage of the payroll process, Tara created an easy to understand manual covering everything the payroll department and HR field staff need to know about processing pay. Her recommended process changes have also helped ensure more robustly compliant systems.

Tara continues to be involved in updating the original documents as and when processes need to change to ensure the manual stays up-to-date.