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People Operations – Implement an HRIS

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People Operations – Implement an HRIS

This page was written by Johannes Schroeder and contains confidential information. Please do not share publicly.

🚀 Objective

Implement an HR Information System (HRIS), payroll, and benefits for GaeaStar in the US. If feasible, integrate with what’s required for the German entity.

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🤔 Problem

When the funding round closes, Sanjeev and Clifton want to transition into GaeaStar as employees. GaeaStar also plans to open an Atelier in the Bay Area and grow to 10+ employees by the end of the year.

So far, the company has not run payroll here or has set up any benefits that are required in CA. However, we are working with a payroll office in Germany to stay compliant there, so that is less of a priority.

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🥾 Milestones & Time Estimate

Milestone

Est. Hours

Est. Timeline

Align project plan and finalize consulting agreement

Feb 10, 2023

Gather documents

Collect requirements for the new HRIS (Human Resources Information System) in an informal RFP

Decide on an HRIS software

Set up the system

Implement Medical, Dental, Vision and other benefits

Set up pay cycles

Ensure proper integration with QuickBooks and other tools

Quick walkthrough with the founding team & run first payroll

0.5

TBD

There are no rows in this table

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💭 Proposal

1️⃣ Gather documents [1 hours]

Company formation, F-EIN, CA registration, Bank Account,…

Existing employee contracts, NDAs, previous pay stubs, liability waivers…

Get (admin) access to Carta, Google Workspace, … for integration later on

Get introduction to current payroll provider in Germany

2️⃣ Collect requirements for the new HRIS in an informal RFP [2 hours]

Collect required benefits & trainings in California

Collect required benefits & trainings in Germany

Discuss expectations toward a system with Sanjeev and Clifton

Write down an informal Request for Proposal (RFP)

3️⃣ Decide on an HRIS software [2 hours]

Research providers

Reach out to Rippling, Gusto, and 1-2 others to walk through their sales process

Gather notes in the RFP to compare & send to Sanjeev and Clifton for Feedback

Negotiate pricing with preferred vendor

Sign the contract

4️⃣ Set up the system [8 hours]

Set up company details, templates, integrations with other tools, etc.

Give the HRIS permission to report payroll to the IRS on our behalf

Set up any existing employees and upload existing documents

5️⃣ Implement Medical, Dental, Vision, and other benefits [5 hours]

Get input from Sanjeev and Clifton on what they expect from these plans

Collect requirements and expectations in an informal RFP

Reach out to Allpointe plan administrator to get details on pricing etc.

Decide on whether to use an administrator or handle in-house

Decide on plans and enroll employees

6️⃣ Set up pay cycles [1 hour]

Review hiring plan for what pay cycles are useful

Set pay cycles and any other payroll settings

7️⃣ Ensure proper integration with other tools [2 hours]

QuickBooks

Google Workspace

User management for any other tools like Slack, Calendly, DocuSign, …

8️⃣ Quick walkthrough with the founding team & run first payroll [0.5 hours]

Give a 30-min walkthrough of the tool to Sanjeev and Clifton

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🔖 Deliverables

At the end of the project, GaeaStar will …

have two new employees, Sanjeev and Clifton 😉

be able to easily run payroll in-house for CA for them and any new employees

be compliant and competitive with respect to benefits in CA

have a fully set up HR tool that provides an overview of all employees, associated costs, time-off, their access to other tools, …

We will have to decide later on, if it’s also possible to …

Integrate payroll data from the existing provider in Germany (or)

Replace the existing provider with a more automated system for running payroll there

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HRIS Selection⁠

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Benefits⁠

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Getting Started⁠

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Employee Benefits⁠

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Access & Passwords⁠

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Time Off [US]⁠

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Time Off [DE]⁠

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Family Leave⁠

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eMail Signature⁠

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