THE CHALLENGE
After more than 20 years on the same platform, the client recognized that their legacy system could no longer support the complexity and scale of their business. While aware of the need for a modern HCM platform to sustain long-term growth, leadership was apprehensive about the transition due to the size of their data, their unique industry structure, and internal resource constraints. Despite having a large in-house team, they needed a third-party partner with deep system knowledge, M&A experience, and change management expertise to ensure a smooth, successful move to the new system.
OUR ROLE
enhanceHCM was engaged to lead the strategic transition to a new HCM platform, initially in a consultative role and later fully overseeing the project, including on-site go-live support. Reporting to senior leadership and in coordination with internal and external team members, enhanceHCM guided every phase of the implementation, ensuring decisions aligned with operational goals, compliance standards, and future scalability. Key roles included project strategy, client-side project management, payroll testing and validation, data analytics, and document extraction.
SOLUTION
- HCM Transition Leadership: Led project strategy and decision-making throughout implementation and go-live, ensuring alignment with industry requirements and operational priorities.
- Process Optimization & Change Management: Translated existing system processes into optimized workflows, conducted UAT and production testing, and delivered hands-on, 1:1 change support to 14 payroll team members.
- Payroll Conversion Tool Development: Created a custom payroll validation tool to transform raw data into import-ready formats with built-in discrepancy detection, reducing off-cycle errors and processing time.
- Go-Live Support & Payroll Execution: Provided real-time assistance during the client’s 3-day payroll window, ensuring on-time and accurate payrolls post-launch.
- Data Analytics & Validation: Led full validation and import of employee master files and historical data, ensuring compliance and alignment with downstream workflows, user security, and GL mapping.
- Paperless Pay Implementation: Helped implement a new pay-card system and eliminate live checks and FedEx shipments for corrections, reducing costs and streamlining payroll.
- Structured Records & Documentation: Established a reliable payroll record-keeping process to improve future compliance and audit readiness.
- Document Extraction: Supported extraction and transfer of personnel documents and pay records to support a compliant, centralized data archive.
OUTCOME
With enhanceHCM’s guidance, the client successfully transitioned to their new human capital management platform and launched on schedule. Both the client and their HCM provider agreed the go-live would have been delayed without this support, putting payroll accuracy at risk and exposing the organization to penalties, errors, and disruption. The structure and tools delivered by enhanceHCM enabled the team to reduce off-cycle payments, eliminate manual corrections, and avoid overtime. As a result, the organization is now better positioned for sustained growth without needing to add HR or Payroll headcount.
