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HOW BLUE PRISM ROLLED OUT A GLOBAL PAYROLL SYSTEM IN 3 WEEKS WITH MINIMAL
DISRUPTION
TO ITS PAYROLL OPERATIONS

> "Payzaar has enabled us to have a standardized payroll workflow, to
> demonstrate segregation of duties, to meet internal audit guidelines, to have
> proof of every action taken, and to manage our third-party vendor
> relationships better"
> 
> Stuart Hough, Global Payroll Manager

Blue Prism is a pioneer and global leader in the fast-growing market of Robotic
Process Automation (RPA). The company has recently enjoyed a period of
hyper-growth, doubling its geographical footprint from 10 to 21 countries, and
tripling its headcount, from around 300 to 1100 employees in just over three
years.

Like 70% of multinational companies, Blue Prism operates a hybrid international
payroll environment. In most countries, the company has outsourced payroll
processing to different in-country payroll providers (ICPs), leveraging their
local payroll, tax, and compliance expertise. In other countries, Blue Prism is
processing payroll in-house with its own team using third-party software.

Blue Prism opted for this hybrid approach because the company values having
greater operational control over the payroll in its largest locations, and the
ability to customize its payroll workflow whilst setting its own cut off dates.

> "Being able to be in touch with our local providers and keep some regions
> in-house allows us for greater control and accuracy, and shorter processing
> times"
> 
> Stuart Hough, Global Payroll Manager

When searching for a global payroll partner this proved troublesome, as
traditional providers were not ready to accommodate Blue Prism’s hybrid model.
However, outsourcing payroll for its largest locations was a no-go, because it
imposed constraints on workflow and monthly cut off dates that didn’t fit Blue
Prism’s requirements.

> "I was very insistent that I wanted to keep our two largest locations in-house
> to ensure control and quality and that wasn't an option with all these other
> [global payroll] providers. They would not allow us to act as the 'in-country
> provider' for those two regions"
> 
> Stuart Hough, Global Payroll Manager




THE CHALLENGE

Without a centralized global payroll strategy, Blue Prism’s payroll operations
were disjointed and very manual. Each country followed different processes and
there was little standardization in workflows, data formats, and procedures.

> “There was no standardization in the data, it was all PDF files coming from
> our providers. It was all very manual, pulling data out of those PDF files to
> check that everything was done correctly”
> 
> Stuart Hough, Global Payroll Manager

In addition, Blue Prism required the ability to have a consistent, consolidated
view of the payroll data across all its employees. Simple queries like
understanding the total number of employees across countries or departments, or
analyzing salary or cost of employment trends took a lot of effort and tens of
hours to pull together.

> "If the CFO would ask me for a report, that would mean going through every
> country's individual data, trying to pull the costs together. It was really
> difficult, and as we kept growing with more countries it became more and more
> difficult to put things together. We were spending many hours just pulling
> data and trying to make something useful for the senior leadership with it."
> 
> Stuart Hough, Global Payroll Manager


THE SOLUTION: PLUG & PLAY GLOBAL PAYROLL MANAGEMENT

As Blue Prism grew, the need for better governance, control, and transparency in
payroll increased. To address these needs and keep up with the growing demands
of a fast-expanding business, Blue Prism’s payroll team, led by Global Payroll
Manager Stuart Hough, was keen to move to a centralized global payroll model
while keeping their hybrid in-house/outsourced payroll delivery setup. The key
factors why Blue Prism selected Payzaar as its global payroll system were:
 1. Being able to overlay Payzaar on top of Blue Prism’s existing in-house
    payrolls and provider network, integrating them into the platform without
    having to re-implement them from scratch.
 2. The ability to function with a hybrid payroll delivery model, combining
    elements of Blue Prism’s own robotic process automation solutions to gather
    their data, for both their in-house and outsourced Payrolls
 3. Powerful, highly customizable reporting and analytics that enabled the
    payroll team to use data from a variety of sources and build dashboards and
    reports in minutes instead of hours.
 4. Accounting Connect – Payzaar’s payroll-to-finance integration module, which
    allowed Blue Prism’s payroll team to serve data to finance and integrate it
    into its reports.
 5. Significantly shorter time-to-value than traditional vendors, with the full
    rollout taking weeks instead of months.

> “Working with Payzaar gave us that flexibility to either work in house, have
> it outsourced, and be able to consider future change should we identify
> improvements or find a suitable global provider… There was a high degree of
> flexibility with Payzaar and we quickly started to see the benefits that could
> bring.”
> 
> Stuart Hough, Global Payroll Manager

What really resonated with Blue Prism is that it could obtain all the benefits
of a centralized global payroll model without having to carry out an in-depth
transformation project that required it to rip-and-replace its existing
payrolls.

Payzaar’s technology and ICP-agnostic approach allowed Blue Prism to connect all
its existing payrolls through the platform and obtain standardization,
visibility, and control with minimal disruption to existing processes and
systems.



THE IMPLEMENTATION: ROLLING OUT A GLOBAL PAYROLL SOLUTION IN THREE WEEKS

Thanks to Payzaar’s configurable and self-serviceable architecture, Blue Prism
was able to quickly roll out the Payzaar platform within only 3 weeks across its
(at the time) 14 countries.

The rollout was led by Blue Prism’s central payroll team with support from
Payzaar’s implementation team. Thanks to the easy click & drop configuration, no
IT resources were required to get the platform up and running – the process was
handled entirely by the payroll team with Payzaar’s support.

During the rollout process, Blue Prism’s team configured the workflows for each
country, setting up their payroll calendars and user permissions for approvals
and sign-offs for each step of the workflow, automating information flows
between the organization, to the central team and the in-country providers that
produced the majority of Blue Prism’s payrolls.

> “We got the system up and running in 3 weeks and we were able to do it without
> getting IT involved. That was a big win for us in front of the rest of the
> organization because usually it would take months.”
> 
> Stuart Hough, Global Payroll Manager

Since the initial rollout, Blue Prism has added 7 more countries, taking it to
the current total of 21


THE RESULTS: CLEARER PAYROLL WITH BETTER OVERSIGHT

Clear workflows: Since implementing Payzaar, Blue Prism’s workflows have become
much clearer. Their payroll calendars and the relevant approval and validation
processes are now built into the system by design. This has given them the
desired degree of standardization across their different locations.

Better oversight and controls: Before implementing Payzaar, payrolls were
validated and approved by the payroll team without internal review from other
departments. Payzaar’s approval system and audit trail has enabled them to
involve regional financial controllers in the sign-off process, improving
quality and oversight.

> "We have a very sturdy system that's capable of carrying us through an audit
> or demonstrating segregation of duties and a line of approvals"
> 
> Stuart Hough, Global Payroll Manager

Increased Payroll’s influence within the organization: When Blue Prism started
working with Payzaar, the payroll team was only reporting on payroll costs.
However, they realized there was potential to go much further. The big change
came with the introduction of more complex journals, not only by country but
also by regional code. With the implementation of an account integration module,
Payzaar went from a nice-to-have product to a business requirement – “one of the
main financial systems within the organization”. Payzaar evolved from being used
only by Payroll, to being used by Blue Prism’s Accounts team, Rewards team, and
others.

> “Now there are about 20 users within the organization, and many more people
> who benefit from the kind of data we can obtain"
> 
> Stuart Hough, Global Payroll Manager




KEY WINS

Stronger, more standardized workflows with built-in segregation of duties and
full auditability of every action taken along the way
Better management of 3rd party vendor relationships through consistent,
transparent processes and central information exchange hub
Reduction of time spent producing reports for management, from often spending
10+ hours per report, to less than 10 minutes
Hundreds of hours saved every year responding to ad-hoc data requests from
different business stakeholders. – “Actually, thousands of hours potentially,
because the organization is much bigger now both in terms of headcount and
countries”
Much improved data visibility and access across the organization. – “It would
have been impossible to get the level of data we can access right now without
Payzaar”
Since implementing Payzaar, Blue Prism has more than doubled its headcount and
has been able to service this growth effectively without needing to scale the
payroll team

Sector: Technology
Number of employees: 1100
Number of countries: 21
Payzaar products used: Operations Control, Reporting, Accounting Connect


CONTACT US TO LEARN MORE ABOUT HOW PAYZAAR CAN IMPROVE YOUR GLOBAL PAYROLL
MANAGEMENT – WE'D LOVE TO TALK.

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 * Security
 * Data Privacy Policy
 * Webinars
 * Contact Us


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Named Top 10 HR Tech Innovator 



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