A safe pair of hands in system implementation

Implementing a new payroll, workforce management, or HCM system is complex – with high stakes and even higher expectations. That’s where Alxemy comes in. We’ve helped some of New Zealand’s largest and most compliance-heavy organisations select and implement systems that actually work. From initial planning through to post-go-live support, we bring deep expertise, legislative understanding, and a structured, practical approach to every phase.

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Software & Implementation Selection Services

Finding the right fit, not just the flashiest demo

Our structured vendor selection process ensures your new system aligns with business needs, compliance obligations, and long-term goals. We work closely with your internal teams to bring clarity and rigour to every step – helping you cut through the noise and focus on what matters. It’s not about choosing the shiniest software – it’s about making a confident, future-ready decision that works across your entire organisation.

Step 1: Software SelectionStep 2: Implementation

Step 1: Software Selection

Finding the right fit, not just the flashiest demo

We take a structured, outcome-focused approach to system selection, ensuring your new solution aligns with your business needs, compliance requirements, and long-term goals. It’s not about choosing the shiniest software – it’s about making a well-informed, future-ready decision that works across your entire organisation.

Activities Included:

Requirements Gathering

Deep-dive workshops to capture business processes, pain points, compliance needs, integration dependencies, and must-haves vs. nice-to-haves.

Stakeholder Engagement

Ensuring buy-in from all levels of the business, across functional and technical areas.

RFP Development

If a requirements process is needed, we can help with clear, targeted Requests for Proposal that focus on what matters – cutting through the fluff to get the answers you need.

Vendor Briefing

If a full RFP isn’t necessary, we can run a simplified briefing process to engage vendors quickly and effectively.

Vendor Shortlisting

We support you in assessing and narrowing down vendor options, ensuring alignment with your business needs and goals.

Vendor Communications

Coordinating Q&As, follow-ups, and ensuring you’re comparing apples with apples.

Shortlisting & Demos

Facilitating structured demos aligned to real scenarios, not just glossy marketing.

Scoring & Evaluation

Transparent assessment tools and scorecards to enable confident decision-making.

Commercial Negotiation & Contracting

Reviewing proposals, negotiating commercial terms, and finalising contracts – keeping risks, costs, and obligations in check.

Outcome: A well-documented, defensible decision backed by stakeholder consensus and real-world business alignment.

Step 2: Implementation

From project kickoff to payroll success

Once your new system is selected, we shift into implementation mode – working side-by-side with your internal team, vendors, and key stakeholders to deliver a stable, compliant solution that meets your business needs.

Here’s how we do it:

Phases Included:

Project Initiation

We start by establishing strong foundations: aligning roles, responsibilities, and expectations from the outset.

Governance and roles defined – Clear roles and decision-making structures ensure everyone knows who’s doing what.
Charter and plan created – A documented roadmap with defined timelines, deliverables, and responsibilities to guide the project.
Risk register and issue tracking – Early identification of risks and a framework to track, manage, and resolve issues as they arise.

Scope & Design

This stage ensures the solution is built around your actual business processes – not the other way around.

Functional and technical workshops – Sessions with stakeholders to map out processes, requirements, and dependencies.
Process and integration alignment – Confirming how the new system will integrate with existing tools and workflows.
Configuration blueprint – A documented design of how the system will be configured based on your business requirements.

Build

At this stage, the vendor takes the lead in bringing your approved designs to life. We work closely with them to ensure system environments are configured correctly, integrations are developed to specification, and reporting and automation are delivered as planned.

System setup and configuration – We coordinate with the vendor to ensure system environments are set up and configured in line with approved technical and business requirements.
Integration and reporting – We oversee the development of key system integrations and custom reports, ensuring outputs are accurate, fit-for-purpose, and aligned with your operational needs.
Automation development – We work with your vendor to ensure automated workflows and business rules are developed as scoped; streamlining manual tasks and supporting efficient, scalable operations.

Data Migration

Clean, accurate data is critical. We manage the process from legacy system extraction through to loading.

Mapping, cleansing, extraction – Ensuring data is structured correctly, cleaned, and pulled from source systems.
Load testing and preparation – Test loads are performed and validated before final production imports.

Testing

Rigorous testing ensures everything works as expected before go-live.

Unit, scenario, UAT and SIT – Functional, process, and integration testing across common and edge cases.
Two parallel runs per pay group – Comparing outputs between legacy and new systems to identify discrepancies.
Variance analysis – Breaking down any differences into categories such as systemic issues, legacy errors, or acceptable rounding.

Go / No-Go

A critical checkpoint to confirm system readiness and stakeholder confidence.

Cutover planning – A step-by-step plan for system switch-over with minimal disruption.
Final data validation – Ensuring all required data is loaded accurately and securely.
Stakeholder approval – Sign-off from key decision-makers before proceeding.

Go Live

It’s showtime – but you’re not on your own.

Production execution – Running live processes in the new environment.
Live support and user validation – Real-time support and final user checks during initial rollout.

Hypercare

We stick around to ensure things stay on track after go-live.

Post-go-live triage and support – Immediate support for any issues or user concerns.
Documentation handover – Finalised process documentation and support materials.
Lessons learned – A structured review to identify wins, challenges, and improvements for future projects.

Step 1: Software Selection

Finding the right fit, not just the flashiest demo

We take a structured, outcome-focused approach to system selection, ensuring your new solution aligns with your business needs, compliance requirements, and long-term goals. It’s not about choosing the shiniest software – it’s about making a well-informed, future-ready decision that works across your entire organisation.

Activities Included:

Requirements Gathering

Deep-dive workshops to capture business processes, pain points, compliance needs, integration dependencies, and must-haves vs. nice-to-haves.

Stakeholder Engagement

Ensuring buy-in from all levels of the business, across functional and technical areas.

RFP Development

If a requirements process is needed, we can help with clear, targeted Requests for Proposal that focus on what matters – cutting through the fluff to get the answers you need.

Vendor Briefing

If a full RFP isn’t necessary, we can run a simplified briefing process to engage vendors quickly and effectively.

Vendor Shortlisting

We support you in assessing and narrowing down vendor options, ensuring alignment with your business needs and goals.

Vendor Communications

Coordinating Q&As, follow-ups, and ensuring you’re comparing apples with apples.

Shortlisting & Demos

Facilitating structured demos aligned to real scenarios, not just glossy marketing.

Scoring & Evaluation

Transparent assessment tools and scorecards to enable confident decision-making.

Commercial Negotiation & Contracting

Reviewing proposals, negotiating commercial terms, and finalising contracts – keeping risks, costs, and obligations in check.

Outcome: A well-documented, defensible decision backed by stakeholder consensus and real-world business alignment.

Step 2: Implementation

From project kickoff to payroll success

Once your new system is selected, we shift into implementation mode – working side-by-side with your internal team, vendors, and key stakeholders to deliver a stable, compliant solution that meets your business needs.

Here’s how we do it:

Phases Included:

Project Initiation

We start by establishing strong foundations: aligning roles, responsibilities, and expectations from the outset.

Governance and roles defined – Clear roles and decision-making structures ensure everyone knows who’s doing what.
Charter and plan created – A documented roadmap with defined timelines, deliverables, and responsibilities to guide the project.
Risk register and issue tracking – Early identification of risks and a framework to track, manage, and resolve issues as they arise.

Scope & Design

This stage ensures the solution is built around your actual business processes – not the other way around.

Functional and technical workshops – Sessions with stakeholders to map out processes, requirements, and dependencies.
Process and integration alignment – Confirming how the new system will integrate with existing tools and workflows.
Configuration blueprint – A documented design of how the system will be configured based on your business requirements.

Build

At this stage, the vendor takes the lead in bringing your approved designs to life. We work closely with them to ensure system environments are configured correctly, integrations are developed to specification, and reporting and automation are delivered as planned.

System setup and configuration – We coordinate with the vendor to ensure system environments are set up and configured in line with approved technical and business requirements.
Integration and reporting – We oversee the development of key system integrations and custom reports, ensuring outputs are accurate, fit-for-purpose, and aligned with your operational needs.
Automation development – We work with your vendor to ensure automated workflows and business rules are developed as scoped; streamlining manual tasks and supporting efficient, scalable operations.

Data Migration

Clean, accurate data is critical. We manage the process from legacy system extraction through to loading.

Mapping, cleansing, extraction – Ensuring data is structured correctly, cleaned, and pulled from source systems.
Load testing and preparation – Test loads are performed and validated before final production imports.

Testing

Rigorous testing ensures everything works as expected before go-live.

Unit, scenario, UAT and SIT – Functional, process, and integration testing across common and edge cases.
Two parallel runs per pay group – Comparing outputs between legacy and new systems to identify discrepancies.
Variance analysis – Breaking down any differences into categories such as systemic issues, legacy errors, or acceptable rounding.

Go / No-Go

A critical checkpoint to confirm system readiness and stakeholder confidence.

Cutover planning – A step-by-step plan for system switch-over with minimal disruption.
Final data validation – Ensuring all required data is loaded accurately and securely.
Stakeholder approval – Sign-off from key decision-makers before proceeding.

Go Live

It’s showtime – but you’re not on your own.

Production execution – Running live processes in the new environment.
Live support and user validation – Real-time support and final user checks during initial rollout.

Hypercare

We stick around to ensure things stay on track after go-live.

Post-go-live triage and support – Immediate support for any issues or user concerns.
Documentation handover – Finalised process documentation and support materials.
Lessons learned – A structured review to identify wins, challenges, and improvements for future projects.

What You’ll Gain

A Compliance Health Check from Alxemy doesn’t just help you meet legal requirements—it strengthens the way your business operates. Here’s what you can expect:

Expert Guidance for a Seamless Implementation

A well-implemented system doesn’t just function – it empowers your business to move forward with confidence. At Alxemy, we don’t just install software. We work in the trenches with your team, your vendor, and your stakeholders to ensure your Payroll, Workforce Management, or HCM system is configured correctly, implemented cleanly, and adopted fully. From governance and compliance to testing and go-live, our enterprise-ready approach is designed to deliver clarity, stability, and long-term value.

Enterprise

We understand the intricacies of large, multi-site, unionised, and compliance-heavy environments.

Tailored Delivery

Every project is shaped around your operational realities, legislative obligations, and future-state goals.

Minimised Risk

We proactively identify and manage risk from day one, helping avoid costly missteps and remediation later.

Change Management Support

We partner with your internal teams to ensure readiness across users, roles, and processes.

Efficient, Structured Implementation

Our tried-and-tested frameworks ensure timely, well-managed delivery without compromise.

Upskilling and Enablement

We provide structured training, documentation, and support so your people can thrive with the new system.

Lessons Learned Built In

We incorporate feedback and insights throughout the project to continuously refine delivery.

Future-Proofed Solutions

We configure systems to scale with your organisation, ensuring they meet today’s needs and tomorrow’s growth.

Overcoming the Complexities of System Implementation

Delivering a new system is about more than technology – it’s about aligning process, compliance, and people. We help you navigate that complexity.

Specialised Knowledge

Implementing systems like Payroll, WFM, or HCM can be complex and challenging. Alxemy’s deep expertise ensures that the project is executed smoothly, avoiding the pitfalls that can arise from a lack of experience.

Industry-Specific Experience

Alxemy understands the unique requirements of various industries, ensuring that solutions are configured correctly by the vendor to meet the specific needs and challenges of your business.

Quick and Seamless Adoption

With Alxemy’s expertise, businesses can expect faster system adoption and a quicker realisation of value from their new system. This leads to improved operational efficiency and greater return on investment (ROI).

On-Time Delivery

Alxemy ensures that projects are delivered within the agreed timeframe, allowing businesses to start benefiting from the new system sooner.

Why Trust Alxemy for Your System Implementation?

Choosing the right implementation partner can be the difference between a smooth transition and a costly misstep. Alxemy brings proven expertise, a structured approach, and deep industry knowledge to ensure your system is set up for success.

Enterprise Expertise

Experience across large, multi-site, unionised, and highly regulated organisations.

Legislation-Literate

We know the Holidays Act and how to apply it within real systems.

Practical & Honest

We don’t sell software. We make systems work for your business.

Practical & Honest

We don’t sell software. We make systems work for your business.

Frequently Asked Questions

How do I know which system is right for my business?

We assess your business needs, existing processes, and future growth plans to recommend the best-fit solution.

How long does the implementation process take?

Timelines vary depending on complexity, but most implementations take between 3 to 9 months, with a structured rollout plan.

Will there be disruption to my business operations?

Our phased approach ensures minimal disruption, with rigorous testing and parallel runs before full deployment.

What kind of support does Alxemy provide post-implementation?

We offer ongoing support and care after go-live, ensuring a smooth transition and addressing any immediate challenges.

What industries does Alxemy specialise in?

We have experience across various industries, including healthcare, retail, finance, and manufacturing.

Can Alxemy integrate the new system with our existing tools?

Yes, we ensure smooth integration with your current payroll, HR, or financial software.

Do you provide training for our team?

Absolutely! We offer hands-on training and documentation to ensure your team is confident using the new system.

What happens if issues arise after implementation?

Our post-live support and lessons-learned sessions help resolve any challenges and continuously optimise system performance.

Does Alxemy handle data migration and security?

Yes, we ensure secure data migration with a structured risk management process to protect your information.

How do we get started with Alxemy?

Reach out to us, and we’ll schedule an initial consultation to discuss your needs and project scope.

Get the Right System, Implemented the Right Way

Ready to streamline your system implementation?

A successful implementation isn’t just about technology – it’s about ensuring your business is equipped to thrive with it. With Alxemy’s expertise, you’ll gain a partner who understands your challenges, mitigates risks, and sets you up for long-term success.

See How We Can Help