Moving to Paycom^®: Historical Information Project Example

ADP^® to Paycom^®: Historical Information Preserved in Paycom^® & Laserfiche^®

This ADP^® to Paycom^® historical & compliance information project example shows how Nine Peaks Solutions preserved employee documents, payroll records, and recruiting history for continued access in Paycom^® and Laserfiche^®.

A move to Paycom does not mean every historical record belongs in the new HCM system. Some information is most useful alongside an employee’s record in Paycom. Other information needs a searchable home for HR and payroll research, reporting, and future reference.

This project example shows how Nine Peaks Solutions used HCMReporter^® to collect historical information from ADP Workforce Now^® and make it available across Paycom^® and Laserfiche^®—an example of the approach we most commonly use for organizations moving to Paycom.

What This Project Preserved

• Individual employee documents for employees who would be present in Paycom.
• Historical pay statements, W-2s, and 1095-Cs for employee access through Paycom’s Employee Self-Service (ESS).
• Historical information for employees who would not be present in Paycom.
• Payroll registers containing information about multiple employees.
• Master control records and other information not associated with a single employee.
• Applicant tracking and recruiting history that would not be transferred into Paycom.
• eTime information requiring collection early in the transition.

Pre-Project Planning: Identify the Information and the Deadlines

Before collection begins, we work with your organization to establish what historical information needs to be preserved, where it should be available, and when access to the source system may change or end.

Planning includes identifying the employees who will be present in Paycom, the historical records needed by HR and payroll professionals, and information that will remain outside the new HCM system.

A Consulting Agreement and Statement of Work (SOW) must be agreed to and executed before the project schedule is established. Project kickoff takes place after these documents are in place and any required project deposit has been paid.

Project Kickoff: Confirm Scope and Access

The kickoff establishes a shared understanding of the work to be completed, the information destinations, the people involved, and the access needed for collection.

Nine Peaks coordinates the historical preservation work alongside your Paycom implementation. We work in the background while your team focuses on bringing the new HCM and payroll system into operation, with scheduled reviews at important project milestones.

Mapping and Sample Review: Confirm What Goes Where

We review the content to be collected and its intended destination. Representative samples give your team an opportunity to review the information and document organization before the full collection proceeds.

For this project, the delivery plan combined three uses:

• Paycom employee documents: Individual employee content for employees present in Paycom was prepared for import into the Document Type 15 area.
• Paycom employee self-service: Historical ADP pay statements, W-2s, and 1095-Cs were made available to employees through Paycom’s ESS.
• Laserfiche preservation: All collected information was preserved for search and reporting by HR and payroll professionals, including historical records for employees not present in Paycom and recruiting history.

Recruiting history matters, too. The collection included past job postings, applicant records, and filled positions. Much of this history would otherwise be lost when access to the previous system ended, because past job postings and applicants who were not hired would not be transferred into Paycom.

Production Collection: Preserve the Agreed Historical Content

Using HCMReporter^®, Nine Peaks collected the historical information from ADP Workforce Now^® and prepared it for the agreed destinations.

The collection included information that could not be attached to an individual employee record in Paycom. Payroll registers, for example, contain information about multiple employees. Master control records may contain no employee-specific information at all. These records still have value and need to remain accessible.

Delivery and Validation: Make the History Accessible

Nine Peaks delivered individual employee documents prepared for Paycom’s Document Type 15 area, including historical pay statements and tax documents for employee access through ESS, to Paycom’s internal team through a secure SFTP transfer of an encrypted file. Paycom’s team reviewed the content and attached the documents to the corresponding employees present in Paycom.

Paycom coordination is required before this handoff. The client must coordinate with Paycom to complete a signed Paycom proposal that includes the Historical SFTP transfer and a signed Client Instruction Letter (CIL).

Laserfiche provided a searchable home for the full collected information set, including records for employees not moving to Paycom, documents covering multiple employees, and recruiting history.

During the production review, we walk through the collected content with your team and demonstrate how the preserved information can be found in Laserfiche.

Project Timing: Collection and Paycom Import

The schedule is coordinated around payroll milestones, source-system access deadlines, the agreed scope, and client reviews. Nine Peaks’ collection and preparation work can often be completed within a shorter period than the overall transition schedule.

The timing of imports into your Paycom tenant is highly variable. Collection, preparation, and delivery milestones are therefore coordinated with the Paycom import schedule, with progress and outstanding dependencies reviewed throughout the project.

Client Involvement: Short Reviews at Key Milestones

A typical project includes short, scheduled meetings for kickoff, mapping, sample review, production review, and wrap-up. These meetings are generally planned for 30 minutes, with the schedule adjusted to the project’s needs.

Your team helps confirm scope, arrange access, review samples, and verify the delivered information. Nine Peaks performs the collection and preparation work between these reviews.

Project Closeout: Confirm Delivery and Future Access

The wrap-up review confirms delivery of the agreed content, reviews how your team will access the preserved information, and identifies any outstanding items.

At project closeout, Nine Peaks delivers an encrypted copy of all content collected during the project to the client via USPS tracked mail, following secure data-handling procedures. Once delivery is confirmed and the client verifies that they can decrypt and access the content, Nine Peaks removes the collected client content from its project systems and sends the client a Project Completion Certificate.

The result is historical information available where it serves your organization best: selected employee content in Paycom and the full collected history in Laserfiche for HR and payroll use.

Planning Your Move to Paycom?

Tell us which system you are leaving, when your first Paycom payroll is planned, and when access to your previous system will end. We can help you identify the historical information to preserve and plan the collection around your transition.

Discuss Your Move to Paycom