Your Roadmap to Success

Building Your Dream Team

The Foundation of Success

A successful ELMO implementation starts with assembling the right team. Below we outline your organisation’s and ELMO’s key roles and responsibilities, ensuring a smooth and efficient implementation process.

Your Implementation Champions

Key Stakeholders	Responsibilities
Project Lead	Oversee day-to-day implementation Guide your team through each phase Maintain consistency across modules Serve as ELMO’s primary payroll expert and first point of contact, delivering clear guidance and support Manage and track your resources Confirm module and system configuration requirements Manage modules/solution go-live
Subject Matter Expert	Confirm module and system configuration requirements Attend Config Class Configure ELMO module For Payroll: Validate payroll system configuration to meet business needs and compliance standards Complete the Award Summary Template where applicable to ensure accurate entitlements Populate Employee profiles within ELMO Payroll following integration setup, for streamlined data flow Configure all pay rules, allowances, deductions, and reporting criteria to support precise payroll processing
Change Manager	Manage internal communications Deliver end-user and manager training Develop a customisable end-user payroll guide using ELMO’s provided help materials to support your internal stakeholders effectively Develop a change management plan
Technical Expert (IT Contact)	Lead technical projects Set up system email and whitelisting Serve as SME for SSO or integration Act as the subject matter expert for DKIM setup, ensuring secure email authentication

Pro Tip: Early designation ensures smooth sailing!

Your ELMO Support Squad

Role	Responsibilities
Dedicated Implementation Consultant(s)	First point of contact during implementation Conduct initial discovery discussion Provides access to learning pathways and key documents Provide essential configuration templates and documentation to streamline your setup process Support your configuration decisions at every stage for a seamless implementation experience
Systems Trainer & Academy	Deliver online learning (e-learning modules and short video tutorials) Facilitate training sessions during the implementation phase Provide payroll processing training within ELMO to empower your team
Config Class Facilitator	Provide configuration guidance throughout Config Class and guided pilot
Account Manager	Manage relationship post go-live of your first HR module Ensure ongoing ROI on ELMO solution Serve as contract point of contact Handle additional module enquiries and demonstration
Support Team	Serve as point of contact for technical queries post-implementation

Equip Your Project Team

A successful implementation relies on having a well-prepared team in place. This section will provide practical instructions to assist with establishing your project team, covering role clarity, implementation preparation, and training programs. Follow these professional recommendations to build an effective implementation team ready to deliver accurate, consistent results.

Preparing For System Launch

Craft Your Digital Welcome Mat – Preparing Your Dashboard for use as a Central Communication Hub

Your ELMO dashboards are powerful communication tools that set the tone for your employees’ experience. It’s crucial to prepare these digital spaces before launch to ensure they effectively engage and inform your team from day one.

Employee Dashboard:
Your Organisation’s Central Communication Hub

Transform this dashboard into a dynamic and informative space:

• Engage & Inform:
  • Plan regular announcements for new starters
  • Schedule key organisational updates
  • Create quick links to essential resources (e.g., HR policies, IT support)
• Customise for Impact:
  • Design eye-catching banners for important messages
  • Incorporate your company branding for a cohesive look
  • Set up widgets to display relevant, real-time information

Onboarding Dashboard:
Making First Impressions Count

Craft this dashboard to create excitement and set clear expectations:

• Create Anticipation:
  • Introduce key people with photos and brief bios
  • Showcase company culture with images of facilities and social events
  • Highlight upcoming onboarding activities
• Communicate Values:
  • Display your company mission and values prominently
  • Create a “What to expect on your first day” guide
  • Include a welcome message from leadership

Pre-Launch Checklist:

1. Review and update all content for accuracy
2. Test all links and ensure they lead to the correct resources
3. Gather feedback from a test group on dashboard usability and appeal
4. Plan a content update schedule to keep information fresh post-launch

By thoughtfully preparing these dashboards before launch, you create an engaging, informative, and welcoming digital environment that will help drive adoption and enhance the employee experience.

Launch with Confidence

As you approach the final stages of your ELMO implementation, ensure everything is in place for a successful launch:

Empower Your Users

• Leverage ELMO-provided user guides and training content
• Conduct targeted training sessions for different user groups
• Create quick-reference guides for common tasks
• Set up an internal knowledge base for FAQs and best practices

Final Checks

• Review your Digital Welcome Mat (Employee and Onboarding Dashboards)
• Ensure all necessary data has been cleansed and imported correctly
• Verify that all libraries (Job Roles, Positions, Departments, Locations) are up to date
• Perform a final round of user acceptance testing

Communication Plan

• Prepare launch announcements for different stakeholder groups
• Create a timeline for phased communications leading up to and after launch
• Develop a FAQ document addressing common user concerns
• Set up multiple feedback channels for users to report issues or suggest improvements

Go-Live Support

• Establish a dedicated support team for the initial launch period
• Create an escalation process for critical issues
• Schedule daily check-ins with key users and stakeholders during the first week
• Plan for quick-win enhancements based on initial user feedback

By focusing on these key areas, you’ll ensure a smooth transition and maximise user adoption from day one. Remember, your ELMO support team is here to assist you throughout the launch process.

Preparing For System Launch – Payroll

Final Go-Live Checklist & Sign-Off

• Verify and confirm the successful migration of all employee data—including personal details, bank information, superannuation, and leave balances—to ensure data integrity and seamless payroll operations.
• Confirm that ATO and tax office lodgement settings are accurately configured and properly linked to ensure compliant and streamlined reporting processes.
• Confirm all relevant integrations, such as Accounting, Time and Attendance, and HR Core, are active, tested, and ready to transmit data for seamless HR & Payroll operations.

User Training & Resource Availability
Refresher Training on Core Processes:

• Conduct targeted review sessions on key tasks for the first live pay run: data entry, finalisation, bank file creation, and compliance reporting—ensuring accuracy and a smooth start.

Documentation Access:

• Custom process documentation and a defined escalation path, developed during implementation, ensure efficient issue resolution and smooth HR & Payroll operations.

Pre-Launch Checklist:

1. Data Integrity and Final Balances

• Employee Count Reconciliation: Confirm that the active employee total in ELMO Payroll aligns precisely with the previous system, ensuring data accuracy and seamless transition.
• Leave Balance Sign-Off: Employee leave balances—annual, personal, long service—are accurately migrated, verified with source documents, and formally approved by the client’s HR/Finance lead, ensuring payroll integrity and compliance.
• Year-to-Date (YTD) Data (if applicable): For mid-year migrations, confirm all YTD wages, tax withheld, and super contributions are accurately loaded and balanced to ensure reliable reporting.

2. Configuration & Compliance Lock-Down

• Pay Rate & Penalty Verification: Conduct a final test pay run or detailed report to confirm all pay rates, allowances, and penalty rates in ELMO Payroll align with the agreed rules, ensuring accurate and compliant payroll processing.
• ATO/Tax Office Connection: Confirm the tax office reporting link (e.g., ATO, HMRC) is established, active, and ready for secure data transmission like Single Touch Payroll.
• Custom Report Testing: All client-specific reports—such as Cost Centre and GL breakdowns—have been validated and produce accurate results, with reliable insights for your business.

3. Workflow and Access Readiness

• Manager Access & Training: Confirm all designated managers have logged in, mastered approval workflows (timesheets, leave), and completed formal training sign-off—ensuring smooth, compliant operations.
• Employee Self-Service (ESS) Adoption: Measure the percentage of employees actively logging into the ESS portal or EH Work app to ensure engagement and maximise self-service benefits.
• Integration Health Check: Verify seamless data flow between ELMO Payroll and third-party systems (rostering, accounting, HRIS) to ensure accurate, uninterrupted integration.
• Data Flow Test: Conduct a final data transfer to confirm the connection is active and mapping is precise, ensuring seamless integration.

Launch with Confidence

As you approach the final stages of your ELMO implementation, ensure everything is in place for a successful launch:

Empower Your Users

• Leverage ELMO-provided user guides and training content
• Conduct targeted training sessions for different user groups
• Create quick-reference guides for common tasks
• Set up an internal knowledge base for FAQs and best practices

Final Checks

• Ensure all necessary data has been cleansed and imported correctly
• Perform a final round of user pilot and parallel testing

Communication Plan

• Prepare launch announcements for different stakeholder groups
• Create a timeline for phased communications leading up to and after launch
• Develop a FAQ document addressing common user concerns
• Set up multiple feedback channels for users to report issues or suggest improvements

Go-Live Support

• Establish a dedicated support team for the initial launch period
• Create an escalation process for critical issues
• Schedule daily check-ins with key users and stakeholders during the first week
• Plan for quick-win enhancements based on initial user feedback

Focusing on these key areas ensures a smooth transition and maximises user adoption from day one. Your ELMO support team is ready to guide you every step of the way.

Ready to transform your HR and Payroll processes? Let’s embark on your ELMO implementation journey together!