Case Study – Mama & Papas
Mamas & Papas was established in 1981 by a family, for families. As a retailer and wholesaler focusing on the pregnancy, birth and the early year’s market, Mamas & Papas now have 37 stores nationwide and a healthy online presence. They required a method to safely deliver PAYE documents to their UK staff no matter where they were based.
Mamas and Papas embrace the established and new requirements of parents around the world to produce an extensive line of good quality, award-winning products with a unique sense of identity. They employ a strong ethical trading policy, continue to listen to their customers and adapt their product lines accordingly. It is important that their back-office solutions support this ethical trading policy.
Each product is trialed in their test labs to ensure it is robust and more importantly, safe.
Producing payslips was a time consuming task and they wanted to simplify and automate as many tasks as possible. Mamas & Papas were already sending payslips via passwordprotected PDF attachments on emails. However, they were not satisfied that this was a robust or secure as it could be.
The original process also required manual extraction of selected staff, preparation of the items for posting and duplication of essential PAYE documents for staff tax returns and queries. This meant a substantial increase in the time required to manage the payroll activities than was necessary.
They needed an effective solution to reduce man-time and cost associated with running the payroll.
SSLPost contacted Mamas & Papas to discuss their requirements. Once the business issues and requirements were identified, the answer was simple; an SSLPost eportal solution. This provided a facility where all PAYE documents for an employee could be securely lodged including their payslips, P11Ds, P60s and when necessary, their P45. It also provided the facility to add other documents over time should the need arise.
Their IT department thoroughly investigated the security aspect and were very satisfied that the solution met their requirement to keep sensitive employee data, private.
Mamas & Papas decided to implement the solution in two phases; payslips followed later by P11Ds, P60s and P45s.
Mamas & Papas are very happy with their chosen solution. Their options were fully discussed and explained in detail before any decision was made and they spoke to other clients with the same solution who were honest in their appraisals. Man-time was instantly reduced and cost savings experienced in both time and postage.
Instead of at least two hours man-time per pay period, documents were delivered directly to the secure eportal with one click. Each document could easily be recovered by the employee at any time should the need occur; reducing the number of duplicate documents being requested.