Project Background

A Tasmanian road surfacing company was managing payroll and HR through paper timesheets, spreadsheets, and multiple disconnected systems. With five payroll cycles, complex employment agreements, and limited internal capacity, the business needed a unified, modern solution that reduced manual effort, improved accuracy, and supported a growing workforce.

Challenge

The payroll team faced daily pressure to collect missing timesheets, enter data manually, and process payments within tight turnaround periods. These processes resulted in significant administrative burden, repeated data handling, and heightened risk of errors. The lack of system integration also created delays in approvals, slowed onboarding, and made it difficult for the business to scale.

Compounding this challenge, the organisation’s complex industrial landscape – including Enterprise Agreements, multiple awards, and individual employment contracts – made accurate interpretation of pay and entitlements increasingly difficult. A new payroll officer was still learning the existing systems, and critical knowledge was held by only a few staff members, adding to operational risk.

Recognising the need for structured support and specialist expertise, the company engaged The Project Lab to guide the implementation of a modern, unified payroll and HR platform.

Solutions

The Project Lab provided dedicated project management expertise to coordinate, deliver, and de-risk the implementation of a new payroll and HR platform solution. Drawing on our experience with digital workforce systems, we partnered closely with the business to ensure the solution aligned with operational needs and compliance requirements.

Our Approach:

• Led vendor coordination and contract management, working with the selected providers to deliver a single, integrated payroll and HR platform.
• Facilitated stakeholder engagement, including workshops to gather requirements and support organisational change.
• Oversaw testing, configuration, and data migration, navigating challenges associated with legacy systems and complex employment arrangements.
• Provided structured project governance, ensuring visibility of progress, risks, and decisions through clear reporting to senior leadership.
• Worked collaboratively with the General Manager and CFO, ensuring the project remained on track despite tight timeframes and limited internal capacity.

Project Results

The transition to a modern digital payroll and HR platform delivered significant operational improvements across the business. Key outcomes included:

• Automated timesheet capture and streamlined approvals, reducing manual effort and improving accuracy.
• A consolidated payroll cycle that alleviated pressure on staff and improved turnaround times
• Reduced administrative burden, with fewer manual processes and improved data quality.
• Self-service access for employees, supporting transparency and reducing reliance on payroll staff.
• A scalable foundation for future HR enhancements, enabling the business to continue modernising its workforce systems.

The Project Lab’s structured, collaborative approach ensured the business achieved meaningful improvements in efficiency, compliance, and workforce management – positioning the organisation for sustainable growth.

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About The Project Lab

The Project Lab delivers impactful engagements and partners with organisations and stakeholders in five target sectors. Our sectors combine industries in a traditional sector with a “this is how we do it here” approach, bringing a uniquely Tasmanian perspective to the way we can approach challenges and opportunities individually or together.

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