Typical roles involved in an HR or payroll implementation project

When implementing new HR and/or Payroll software, many organisations can be unprepared for the extent to which they are expected to ‘get involved’ in certain elements of the project.

Often, the biggest surprise is just how much resource they are expected to dedicate internally to complement the many roles and resources needed to ensure a successful project.

To help prepare you for your next project, we’ve put together an overview of the typical roles involved in any HR or payroll implementation, as well as which ‘side’ these are usually undertaken by (i.e the vendor, client organisation and/or outsourced project team).

Implementation Project Team Structure

Outlined below is Silver Cloud’s typical project structure, detailing the key roles needed to manage an HRIS or payroll implementation project.

Below are the roles required client-side:

And detailed below are the roles required by the software vendors:

Typical Project Roles

Silver Cloud PM Team

When it comes to the support Silver Cloud provides as part of an implementation project, we tend to provide four key roles…

Silver Cloud Project Sponsor

• A key point of contact for client escalations, our project sponsor provides support for the whole project team as well as support for issues that cannot be resolved by the Lead Consultant and/or team
• Attends monthly steering groups and project boards (as required)
• Has regular check-ins with the client at key stages during the project

Lead Consultant

• Lead consultant and main point of contact throughout the project
• Works closely with the Consultant to drive delivery of the project
• Works closely with the clients SMEs

Consultant

• Consultant and point of contact
• Works closely with the Lead Consultant to drive delivery of the project
• Works closely with the clients SMEs

PMO Manager

• Acts as the point of contact and communicates project status to all participants
• Works closely with the project team to drive delivery of the project
• Makes sure that the clients’ needs are met as the project evolves

These roles are supported by:

System Administrator/s

• Data and process expert(s) who have a good level of understanding of the employee data fields and reporting requirements and can provide input when needed
• Collating and consulting on requirements

SMEs

• Provides advice and guidance to the client
• Provides guidance on any legal, fiscal or regulatory requirement(s) that need to be considered as part of the selection project

Wider PM Team

Client Project Sponsor:

The Sponsor’s (or Project Owner’s) role is to ensure that the project is focused throughout its lifecycle on achieving its objectives and delivering products that will achieve projected benefits.

They are ultimately accountable for the project’s success and are the key decision-maker.

Client Project Manager:

The Project Manager should be separate to the Project Sponsor and will have been delegated the authority to run the project on a day-to-day basis on behalf of the Project Sponsor/Board. They are responsible for coordinating the completion of all work by the internal project team and the vendor’s project team.

Client Workstream Leads:

The functional Workstream who has authority to make key business decisions and sits on the project board. They will provide recommendations for the content and structure of project deliverables, work with the subject matter experts (SMEs) to identify process changes required to take place to migrate to the standard model as well as provide design authority and Quality Assurance around solution mapping and design.

Client Workstream SME and/or Silver Cloud HR Project Support Consultant:

The role of the subject matter experts is to provide knowledge and guidance in SMEs area of expertise, including providing various documents in relation to area of expertise and creating and collating materials which form part of the project deliverables.

Other key responsibilities within this role include managing the user acceptance testing (UAT) process, including creating UAT test scripts, completing end-to-end user acceptance testing, managing defects and reporting on UAT.

Client Technical Solutions Lead:

The Client Technical Solutions Lead will be responsible for providing input into the integrations of systems, managing IT related issues specific to Third Party Suppliers, as well as providing technical assurance for the overall technical solution.

Vendor Project Team:

Typically, this will consist of a project manager and payroll, HR and technical build consultants as required. They are responsible for delivery of the items listed in the signed contact/statement of work which should accompany all projects.

For a more concise look at each of the above roles and responsibilities, download our free info sheet. If you have any questions or would like to discuss how we can support your next implementation project get in touch or book an introductory call at a time to suit you.