Ready to Centralize your HR Data?

There are many reasons why HR practitioners long for automated systems that enable them to keep workforce data at their fingertips.

The efficiency of the HR department is increased using centralized data. Especially when a business has multiple locations, or has numerous different segments of operation, the pertinent data about staff can be unorganized. Different locations or segments of operation might be storing separate records in relation to employees. That makes it difficult, if not impossible, for HR to easily gather and analyze employee data without an effective hr software system in place.

HR Doing More with Less

HR Professionals are being asked to do more with less, to do different work and to do it better, which puts them under greater pressure to redefine their roles and reevaluate their structure. HR nowadays has more responsibilities, as they have to do know the overall business plan, and coordinate this with the current market trends and have the employees reflect the necessary strategy. Integrating HR with other departments is essential to make this happen, and centralization of data is necessary.

After this, we need to consider the benefit from increased talent management techniques. In order to best delegate duties to the most suitable staff, the front level managers must be able to gain access to important data about employees. When managers can review employee data easily, they can better ensure that their workers' individual goals are aligned with organizational objectives. Using a system such as this, certain skill-sets can be identified and delegated, and when skills are lacking in an area, more advanced training can be provided.

Centralized HR data can provide valuable insight into which workers rise above and beyond their duties and could potentially be promoted within the company. Information about development goals, completed education and training, career-growth objectives, performance levels, and the like can pinpoint the high-performers who will make great candidates for advancement.

HR is Vital in Driving the Bottom Line

Accurate information about a company's workforce helps business leaders at the highest organizational levels. When newer company strategies are being debated, cost, time resources, necessary tools and technology is considered, and the skills and number of workers to do the job is also important.

Reports can be easily printed out and can be gone over using centralized HR, which can manage the employees, which are crucial to a company's success. Accurate data will assist management in reducing the negative consequences that occur when mistakes are made. In the long run, that can spell the difference between failure and success for your business.

Competition Demands Enhanced Efficiencies

The basic administrative duties that HR used to attend to are no longer sufficient, and strategies in this area must be optimized. Competitiveness is a key component in what the leaders in HR departments are there to provide. When the department that handles HR is not efficient and is expensive to maintain, this needs to be rectified quickly to plug the leak and optimize profitability. The management as well as the employees must have efficient access to the necessary data required to do their job to their optimal ability, and a great way to do this is to centralize the data that is utilized by HR.

Indications Your Payroll System Is Out Of Date

1. The Work Load is Too Much for the Staff to Handle

Your staff is continually scrambling to complete manual calculations. Outsourcing of payroll is an option, third party companies can provide this service. Although the outsourcing company generates pay cheques, it's still your team's responsibility to provide the right information.

This often requires your staff to manually calculate pay and benefits details such as time worked, overtime, vacation accrual, pay rates for different roles and seniority. It is not easy to organize, especially when you factor in non-union and union positions. These extra specifics make the operation more intricate.

The staff hours dedicated to payroll when you're supposed to be outsourcing this function can add up to a lot of lost productivity. Nowadays, highly complicated pay and benefits can be done by the computer, using a payroll software package that quickly and easily calculates intricate payroll info quickly, including pay, vacation time, seniority, etc.

2. There is No Single Point of Contact for Vital Information

You've lost control of information about your people. HR information is essential to you so you can organize your staff in the most efficient manner. Departments that are suddenly racking up overtime costs could be the result of another department's staffing issues.

Keeping close track of where in the company the overtime pay is going is crucial. When you may need some information about some of your team, relating to payroll or benefits, it can be tough to get that data in a timely manner if you are outsourcing payroll. The third party company may charge a fee to send the needed information, and at times everything you want may not be included.

When necessary information is not easily accessible, problems can occur when trying to organize for efficiency. You see the payroll costs rising and overtime is too high, and you may be frustrated at how scheduling if being handled.

3. You Don't have a Big Picture View of your Operations

Not enough time is put towards strategic planning lately. When employee data is not readily available, it makes planning for efficiency become very difficult, and it's worse when there is work piling up. There may be a need to bring in more allied health professionals or re-assess the role of nursing assistants. It doesn't make sense for you to be tied down with these problems, when training, cost management and scheduling are a big priority.

4. It Feels Like it is Impossible to Integrate your Systems

You need to reel in your budget and schedule issues. If you can't integrate your payroll with other systems such as scheduling and accounting, it's difficult to manage HR effectively. What is the exact amount of overtime in each department? Which staff are working the most overtime and why? The amount for payroll is rising because of what reasons? Find out the answers.

An effective in-house payroll software solution can interface with other systems, which will streamline your operations and provide valuable consolidated reporting.

5. The Costs Keep Rising for your Payroll

Pay is much higher than it should be. You may find yourself paying extra costs to the outside payroll company for cheques, or data you should have access to, such as benefit reports, and tax information.

When you look at the cost difference between an efficient in-house system and outsourcing, the in-house system wins out, especially when you look at the time that your staff will save through automation with the in-house system.

Trimseal Plastics Ltd


“I would highly recommend ComVida software to anyone without hesitation for the following reasons and more:

    • Compared with what we were spending on our previous payroll provider (“outsourcing”), the money saved each year has been significant.
    • The ability to do the payroll “in-house” allows greater freedom and control, as you can set your own payroll schedules, delivery times and work within your timeframe.


  • I have found the time it takes to actually do the payroll has been greatly reduced, as the software is very intuitive and user-friendly.
  • The switch-over process from the previous payroll provider to ComVida was actually easy and very few problems were encountered; and those that were, were easily fixed in no time at all.
  • The Helpdesk is readily accessible and the amount of time for a solution to be forwarded has always been incredibly quick.

Payroll is an issue every company faces. It has become a non-issue at Trimseal, since our use of ComVida software. Now we can concentrate our efforts on more important issues.”

George Hudson, CGA, Controller, Trimseal Plastics Ltd  



“With ComVida we now have 100% control over processing of our payroll based on our time frame. We can customize our own payroll policies to meet our specific agency needs, without having a third party do it for us.”

Naomi Woo, Office Manager, HOMES 
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(Previous payroll provider was Ceridian.)

Semiahmoo House Society


“Compared to our previous payroll provider our payroll costs are 53% less using ComVida.”


Ellen Powell, CA, Director of Accounting, Semiahmoo House Society 

(Previous payroll provider was ADP.)

Sea to Sky Community Services Society


“With our previous payroll system it used to take us one and a half days to do payroll. With ComVida it takes only three hours – start to finish.”


Maureen Ross, Payroll, Sea to Sky Community Services Society 

(Previous payroll provider was AccPac.)

Prince George Association for Community Living


Over the last 9 years ComVida’s suite of Employee Management Software have greatly benefited AiMHi – Prince George Association for Community Living in the areas of human resources data collection and maintenance, shift scheduling and payroll accuracy. Payroll processing time has been reduced by 80%. The system’s capability of keeping track of qualified and unqualified hours for the purpose of reduced Employment Insurance rates is saving us the wages and benefits equivalent to a Full Time employee.

The clients we serve have really benefited as they receive more direct care time based on efficiencies gained through:

  • better matching of employee abilities to client needs,
  • more consistency in services provided,
  • less interruption in service delivery, and
  • a lot less employee time spent on timesheet tracking.

ComVida’s Helpdesk has provided timely and expert support every time AiMHi asked for assistance in using and or customizing the applications.

Staf Peeters, Human Resources Director, AiMHi – Prince George Association for Community Living