7 reasons you need a single source of truth in your payroll and HR software

If you're reading this, chances are you’ve got a few HR or payroll headaches. Perhaps you're tired of flicking through multiple platforms, or maybe you're seeking a more streamlined way to manage your ever-growing data. And you're not alone — most organisations that come to us are in a similar situation, searching for a solution that promises efficiency without compromising on accuracy.

One of the central tenets of Jemini is having a single source of truth (SSOT), which essentially means having one definitive source of data for a given set of information. This ensures that everyone in the organisation is working with the same data, which can help to avoid errors and improve efficiency. 

In the world of HR and payroll, SSOT means having all employee information in one place, so that everyone is on the same page. There is, of course, more to it than that, so let’s take a look at where you might be now, and how an SSOT platform like Jemini can make those HR and payroll headaches go away. 

The status quo - where you might be right now

If you read any of the following and feel like it’s a little close to home, don’t worry — it’s not an attack on any one way of doing HR or payroll. In reality, it’s just that we have seen these issues over and over again, and that’s why we built Jemini from the ground up to solve these problems. So here’s where you might be right now:

Juggling multiple systems: The common dilemma

You've probably been there: opening one software for payroll, another for employee performance metrics, and yet another for attendance and leave management. It's not just about the hassle of switching between platforms; it's the inconsistencies that arise. One system says an employee took two days off last month, another says three. Which one do you trust? This fragmented approach isn't just inefficient; it's a breeding ground for errors that can have real-world consequences.

Data discrepancies: The silent productivity killer

Every time there's a mismatch in data, someone has to spend time reconciling it. It's not just about the minutes or hours lost in the moment; it's about the ripple effect it creates. These discrepancies can delay payroll, affect performance assessments, and even impact strategic decisions. Over time, these "small" data mismatches can culminate in significant financial and operational setbacks.

The trust deficit: Questioning your own data
When there are multiple versions of the "truth," trust in data erodes. Teams might start maintaining their own offline records, leading to even more fragmentation. When you can't trust your own systems, strategic planning starts to contain a fair bit of guesswork. And in today's data-driven world, that's a precarious position to be in.

The integration challenge: Making systems talk to each other

Perhaps you've tried to solve the problem by integrating your various systems. But integration is often easier said than done. Different (especially older) platforms have different data structures, update frequencies, and compatibility issues. Even if you manage to achieve some level of integration, maintaining it as systems evolve can be more trouble than it’s worth. Systems like Jemini are far easier to integrate with modern health and safety (H&S) and recruitment tools, making it more efficient and streamlined for businesses to manage their operations.

The human element: Frustration and burnout

It's not just about the systems; it's about the people who use them. Constantly navigating data discrepancies, dealing with system incompatibilities, and the sheer mental load of remembering which platform to use for what can lead to frustration and burnout. Your HR and payroll teams should be strategising and innovating, not getting bogged down by system inefficiencies. After all, we are talking about taking care of our people, and how does that work when the very HR and payroll software your team is using is outdated, inefficient, and difficult to use?

How your payroll and HR benefit from an SSOT

Minimising human error

There is no way around it, humans are going to make mistakes. Every time data is manually entered, there's a risk of oversights — this study found that manual data entry has an error rate of 3.7%. That might not sound like much, but that means for every 10,000 entries, there are likely to be 370 mistakes. These errors can lead to financial discrepancies, miscommunication, and even legal issues. By centralising data input, you drastically reduce the chances of these errors, ensuring that your records are accurate and trustworthy.

Enter information only once

Imagine the sheer amount of numbers, names, facts and figures that flow through HR and payroll every day. Now, consider the time and effort saved if each piece of data only needed to be entered once. By centralising data input in an SSOT, you eliminate redundancy, reduce the risk of errors, and ensure that every subsequent process or system that relies on this data is automatically updated. An SSOT helps you work smarter, not harder.

Know everything about your employees in one place

Every employee is more than just a name or a payroll number. They have a birthday, an anniversary, a history, achievements, and even challenges. An SSOT approach ensures that every piece of information about an employee, from their first day to their most recent performance review, is stored and accessible in one place. This holistic view empowers HR professionals to make informed decisions, fosters better employee relationships, and ensures that no detail, however small, is overlooked.

A unified experience through meaningful integration

Integration isn't just about making two systems talk to each other; it's about creating a cohesive, unified experience. With SSOT, you're harmonising your operations. Whether it's payroll processing, benefits administration, or talent management, every module works in tandem, drawing from the same, consistent data source. This means fewer hiccups, faster processing, and a more intuitive user experience.

Real-time information

In the fast-paced corporate world, yesterday's data can sometimes be as good as last year's. Real-time information is crucial for timely decision-making, and an SSOT delivers just that. Whether it's a sudden change in payroll due to unforeseen circumstances or an immediate HR decision based on recent events, having access to live data ensures that your decisions are timely, accurate, and relevant.

If you change something in HR, you want that information to be reflected in payroll and vice versa

In traditional setups, a change in HR might take days, if not weeks, to reflect in payroll, leading to discrepancies. With an SSOT, changes in one module are instantaneously mirrored in others. This synchronisation ensures that all departments are always on the same page, reducing the chances of oversight and ensuring that employees always receive what they're due.

Integrate with other systems so you only have one set of information

Modern businesses often deploy a suite of tools and platforms. SSOT ensures that even if you're using multiple tools, your data remains consistent across the board. Whether it's a legacy system you've been using for years or the latest HR tech innovation, the SSOT acts as the backbone, ensuring data consistency and integrity. This not only simplifies data management but also ensures that you're always working with the most accurate, up-to-date information.