We quickly realised that we needed governance to ensure Workday is always kept up to date.
We developed global processes (where Workday payment adjustments are entered first) and policies stipulating that payroll and Workday needed to be reconciled each month.
Monthly reconciliations were proving to be arduous and very much depended on the Excel skills of the HR and payroll teams in the country and were predominately based on V-Look ups. We decided we needed a tool to reconcile what is in Workday with the local payroll systems to make the reconciliation process easier. The tool needed to be flexible enough to accommodate all the different payrolls, but also with simple processes to add and take away payment types as terms and conditions change.
Initially, we decided to develop an in-house VBA tool. It took a full-time resource approximately 6 months to build a reconciliation for 15 payrolls.
The tool was working adequately in the beginning, but once the dedicated resource had left, we found the scripts very difficult for anyone else to decipher.
The tool very quickly became unsupported by the IT department and out of date when we introduced new pay types.
As a result, the countries were taking longer and longer to do their reconciliations, there were more and more payroll discrepancies and in some countries, the tool stopped working. Some other locations stopped using the tool as it became too arduous and defeated the objective of making reconciliations easier and quicker.
Another concern from the countries was that known variances (such as Internationally Mobile Employee payments) kept coming up month after month and would never balance; so there was no way of flagging them once and the system remembering them next time.
When we did a review of our HR risks and controls, we didn’t feel that we could honestly say that the existing payroll reconciliation tool was a suitable ‘control’ to keep Workday and local payrolls aligned. We started looking for a new solution.