Implementing a new system against the clock

The Zellis and Iarnród Éireann Irish Rail project teams worked closely with each other over the course of 2019 and were ready to implement the solution just at the Covid pandemic struck in early 2020.

John explained the challenges faced during the project due to the COVID-19 pandemic, which required adapting to remote work.

The original plan for the user acceptance testing (UAT) was that the Irish Rail and Zellis teams would meet in person every few weeks to check progress. During 2020, these sessions were moved online, which presented its own challenges.

“For some people who worked in the tech industry previously, remote working was fine. But for us, it was totally alien.”

Despite the challenges the teams persevered, and Iarnród Éireann Irish Rail processed the first payroll in 2021, with three subsequent payrolls during pandemic restrictions.

Iarnród Éireann Irish Rail needs to run many different payrolls: there are station staff with a uniform work pattern the fleet maintenance team who work on a three-week roster (four days on, two days off, four days on, two days off) and, at the other extreme, the track maintenance team that can switch day / night duties on an ad hoc basis. The team can be out all nights, all days, and in all kinds of weather responding to different track situations. This results in a very complicated payroll.

There are five different payrolls: one monthly and four weekly payrolls. Before the changeover, the four weekly payrolls all had different week endings, each with their own pay dates

Iarnród Éireann Irish Rail took the opportunity to rationalise and streamline. Now, the whole company is on the same pay week, and employees are paid five days after payroll closure.

Improved efficiency and serving employees better than ever

Employee benefits

One of the great advantages of the new system is the visibility Irish Rail employees now have.

Previously, colleagues had to remember for themselves which shift they were on, the hours they’d worked, and any overtime. The timeliness of the payroll changes that.

“It’s human nature to look at the bottom right-hand corner of the payslip and wonder if that accounts for all the work I did. There were often questions about the final pay. That’s all changed now.”

There are other advantages too.

As part of its sustainability goals, Iarnród Éireann Irish Rail wanted to eliminate paper payslips. The adoption of Zellis payroll was the catalyst for this change. In an effort to improve employee engagement, mobile phones were issued to employees allowing them to digitally access to their payslips.

The Iarnród Éireann Irish Rail team are also encouraging colleagues to add their timesheets digitally.

There is also greater visibility of the allowance’s employees receive. Certain roles receive additional allowances, for example when on night duty. These allowances had previously been presented as a single total figure. The new Zellis payslips break out each allowance type for greater clarity.

Iarnród Éireann Irish Rail colleagues now also have access to their personal data and can update their details as required.

“Previously, someone would have filled out a timesheet on behalf of the employee, and that would have been imported into the payroll system. Employees will have the ability to input their own time, simplifying the whole process and saving time.

The new branded payslips have been a real game changer.

Employees were unable to view or update their own details previously and I think they see the value in [being able to do that now].”

John Kennedy, Head of HR Organisational Development, Iarnród Éireann Irish Rail