Payroll and attendance without freezing HR for a quarter.
Multi-site HRMS implementation covering payroll rules, shift and attendance logic, statutory compliance and employee self-service — migrated in waves rather than across one risky weekend.
Overview
Every plant has shift rules, and almost nobody has them written down
The rules live in a supervisor's head, in years of local practice, and in exceptions granted verbally on the floor. A system cannot encode what has never been documented, which is why HRMS rollouts stall in the field rather than in the software.
So we document shift, overtime and leave logic site by site before configuring anything. It adds time at the front and removes considerably more at the back, and it surfaces the management conversations that needed to happen regardless.
Scope of work
What the service covers
Platform selection or custom build, organisation and role modelling, and data migration from spreadsheets and legacy systems.
Earnings and deduction rules, statutory compliance, reconciliation reporting, and parallel run validation before go-live.
Shift patterns, overtime and leave logic configured per site, with biometric or app-based capture and exception workflows.
Payslips, leave, claims and document requests on web and mobile, which is what removes the daily load from the HR inbox.
Outcomes
What changes for HR and finance
Because reconciliation stops being manual assembly from several sources and becomes a report the system produces.
Statutory reports generated from the system, with an audit trail that satisfies an inspection without a scramble to reconstruct one.
Self-service on mobile removes the highest-volume, lowest-value part of the HR workload.
The site-by-site logic we write down during discovery is yours to keep, and it remains useful independent of any system.
Where the rules actually live before we start
These are rules we routinely find held informally rather than written down. A system cannot encode any of them as they stand, which is why discovery begins here rather than with configuration.
Overtime approved verbally on the floor, differently by shift
Written per-site rules, signed off by plant management before anything is configured
A grace period for late punch-in that was never formally agreed
Explicit tolerance rules, with an exception workflow and an audit trail
Leave encashment calculated by hand once a year
Encoded and tested against your own historical manual output
Statutory reports assembled from several spreadsheets
Generated from the system and reconciled during the parallel run
How we make sure nobody is paid wrongly
One full cycle run in both systems and reconciled line by line before go-live.
Every employee whose net pay differs by even a rupee is listed and explained.
Site by site rather than everyone at once, so a problem affects one unit and not the whole payroll.
Our consultant present with your HR team through the first live payroll run.
Go-live happens after the numbers match, not on a date agreed before anyone had seen them.
Delivery process
Document the rules, migrate in waves
Site-by-site documentation of shift, overtime and leave rules, plus a payroll data quality audit.
Organisation and role model, earnings and deduction configuration design, and an integration and migration plan by wave.
Configuration, integration to finance and biometric devices, then a parallel payroll run validated against your own output.
Phased go-live site by site with on-site supervisor training, and HR support present through the first cycle.
Managed support through statutory changes and year-end, with a quarterly review alongside HR leadership.
Tools and platforms
Platform or custom, decided in discovery
Where a standard platform fits the rules, we implement it. Where shift and overtime logic is genuinely unusual, a custom module integrated to your finance system is often cheaper than forcing an awkward fit and maintaining the workarounds afterwards.
We avoid: configuring around a platform limitation when the limitation is structural
See the full technology page →In practice
Payroll and attendance across three locations, on one system
Six spreadsheets and an ageing system held employee records, attendance, payroll inputs and leave requests between them, with shift rules differing by site and none of them documented. We wrote the rules down before configuring anything, then built a single platform with employee self-service and migrated in stages with on-site training.
payroll run
No. We run parallel payroll for at least one full cycle and reconcile our output against yours line by line before anyone depends on the new system. Go-live happens once the numbers match. If they do not match, we do not go live, and that decision is not affected by the date in the plan.
Yes, including the reporting that goes with it, generated from the system rather than assembled by hand each period. Statutory rules change, so keeping configuration current through those changes is part of the ongoing support arrangement rather than a separate piece of work each time.
They usually are, and that is the reason discovery starts with documentation rather than configuration. Where the rules genuinely cannot be expressed in a standard platform, we will tell you that during discovery and price a custom module integrated to your finance system, rather than committing you to a configuration that needs manual correction every cycle.
It is audited before anything moves. We agree with you how much history to bring across, because full historical migration is often more expensive than it is useful, and the years you genuinely need for statutory and audit purposes are usually fewer than the years you hold.
Find out whether this is a configuration project or a documentation project
Tell us how many sites you run and how many shift patterns are in use between them. That is usually enough for us to tell you which of the two you are facing, and the answer changes the cost considerably.