Optimising Payroll
Industry: Mining & Resources
Timeline: 2023-2024
Service Areas: Payroll Advisory, Systems Optimisation
Location: Australia
Systems: Workday, SAP ECC
Scale: Enterprise-wide payroll transformation
As a global critical minerals company with expertise in exploration, development, mining, processing, marketing, and rehabilitation, they are committed to operational excellence and compliance. In 2023, they initiated a strategic payroll project to enhance their annual leave reconciliation process.
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Challenge
The client faced several payroll-related challenges, with the most pressing being complex leave reconciliation requirements. They needed to enhance payroll accuracy, particularly in reconciling leave balances, and optimise system configuration to ensure smooth operations.
Additionally, there was a need to align processes between two key systems, Workday and SAP ECC, to prevent discrepancies and inefficiencies. As with any payroll function, compliance and governance requirements were critical, and sustainable knowledge transfer was essential to ensure their internal teams could manage and maintain the improved payroll processes independently over the long term.
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Solution
We were engaged as a strategic partner to help the client optimise their payroll processes. Our approach began with a thorough Process Analysis & Design, which included a comprehensive review of Payroll Business Rules and an in-depth configuration assessment. We focused on reconciling leave balances, ensuring that discrepancies were identified and resolved. System integration validation was performed between Workday and SAP ECC to ensure seamless operation.
For the technical implementation, we made necessary configuration changes, harmonised long service leave balances, and developed a rectification plan to address any inconsistencies. We also created a robust testing strategy to guarantee the accuracy of the implemented solutions.
To support long-term success, we provided Knowledge Transfer through process documentation, capability building, and ongoing training and support, ensuring the client’s internal teams could sustain and manage these improvements.
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Outcome
Our solution delivered outstanding results for the client. We successfully validated and reconciled 100% of their leave balances, eliminating inaccuracies and enhancing payroll accuracy.
As a result, leave-related queries dropped by 85%, greatly reducing the administrative burden. The client experienced a 90% improvement in process efficiency, allowing their teams to work more effectively.
Additionally, we achieved 100% system configuration alignment between Workday and SAP ECC, ensuring smoother integration and preventing future discrepancies.
These outcomes not only addressed the client’s immediate challenges but also provided them with the tools and processes needed for sustained success.
“Intuis' methodical approach to payroll remediation, combined with their focus on knowledge transfer, has given us confidence in our leave management processes. Their expertise in both technical and practical aspects of payroll has been invaluable.”
— Major Mining & Resources Company
The Journey
The transformation journey began with a comprehensive review of existing payroll business rules and system configurations. Our team of analysts, with specific payroll experience and SAP system knowledge, conducted detailed testing and validation to ensure system and process alignment.
Moving into implementation, we focused on delivering configuration changes while ensuring robust testing protocols. The team developed comprehensive testing plans and scripts, conducted thorough system testing, and provided detailed documentation for sustainable practice.
The final phase concentrated on knowledge transfer and establishing clear next steps for ongoing maintenance. By providing detailed recommendations and building internal capabilities, we ensured the client could maintain and build upon the implemented changes independently.
Future Focus
Our partnership continues as we support the organisation in maintaining payroll excellence. The foundation we've built together enables the organisation to:
Maintain accurate leave balances
Ensure ongoing compliance
Optimise payroll processes
Build internal capabilities
Drive continuous improvement
Industry Impact
This transformation project demonstrates how focused payroll remediation, combined with knowledge transfer, can deliver lasting value in the resources sector. The successful optimisation of leave reconciliation processes has set new standards for payroll accuracy and compliance.
Partner with us.
Every organisation’s payroll journey is unique, but the principles of sustainable change remain constant. Whether you're considering payroll optimisation, seeking to enhance your current processes, or looking to build internal capabilities, our team brings the expertise and experience to help you achieve lasting success.