SAP EFM

HR Transformation: How a personneldigital file improves efficiency in HROperations

Steffen LichtenbergerSAP (Schweiz) AG

Andreas FinkOpen Text

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1. The Challenge of HR transformation2. The Solution: SAP Employee File Management by Open Text3. Customer case4. Wrap-up

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SAP AG 2010. All rights reserved. / Page 2

HR Is Overwhelmed by Tactical ActivitiesConstantly Pulled to Low Value Activities

Call Manager/Staff Issue

Email Payroll andVacation

Email Benefits

Call Payroll

Call Family

Email SickChild

Call Benefits

? Responding to the high varietyof inquiries can be cumbersome

? Many redundant processes? Manual processes? Paper-based forms? Compliance issues? Duplicate data entry

? Lacking time for higher valueactivities that make companymore competitive

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Strategic Contribution Is HinderedHR Delivers Low Corporate Value Relative to Cost

Call Manager/Staff Issue

Email Payroll andVacation

Email Benefits

Call Payroll

Call Family

Email SickChild

Call Benefits

? Interruptions and inefficientprocesses lead to high costs

? Minimal control of service quality

? Loss of focus on strategicmandates and corporate goals

? Time for talent managementinitiatives severely reduced

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SAP Employee File Management by Open TextOverview

SAP Employee File Management by Open Text is thestrategic SAP solution for personnel digital files

Key benefits of the EFM solution are:? Complete management of all employee documents

? Employee documents? Talent related documents? Applicant documents

? Immediate availability of digital personnel files to all users

? Faster and more efficient work in HR Departments? Less time for filling and searching? No copying and distribution of paper files? Less storage space needed

? Complete and seamless integration into SAP ERP HCMcomplementing our HR solution offering

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SAP Employee File Management by Open TextPaper File vs. Digital Personnel File

Paper file? No parallel access possible

?Restrictions to unauthorized accesscannot be guaranteed

? Frequent copying and mailing of thefiles (paper tourism)

? Error prone processes, misfiling ortotal loss of the paper documents

? Manual checks to ensure thatretention periods are observed

? High storage costs and effort

? Often compliance issues

Digital personnel file? Simultaneous access from everywhere

? Reduction of handling times

? Various search criteria

? Different formats (email, paper,Microsoft Word), one medium

? Integrated into workflows of SAPHCM

? Save storage space and costs

? Automated file retention management

? All files are consistent, reliable andcompliant

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SAP Employee File Management by Open Text

Jointly developed with SAPPart of the product and enhancement pack roadmap

Meets SAP Premium QualificationValidated against SAPs product standards such as security,performance, supportability, accessibility and documentation

SAP uses OpenText capabilities globallyArchiving, Invoice Management, Digital Personnel File

Sold and supported by SAP around the world

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Working with Employee Documents

NeedsEasy to use interfaceEasy and fast access to all employee-related documents

RoleManager orEmployee,Casual user

RoleHR Clerkworking insidethe SharedService Center

NeedsWorkflow supportShare informationEasy and fast access to all employee-related documentsTask management

RoleHR Professionalworking insideHR

NeedsSeamless integration into HR

Easy and fast access to all employee-related documents

HR Business Partners

Shared Service Center

Employee and Manager Self Service

SAP Employee File Management

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User Experience:ESS/MSS Integration for Employees and Managers


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User ExperienceWeb UI for HR Clerk Working Inside a Shared Service Center


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User ExperienceSAP GUI Integration for HR Professional


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User ExperienceIntegration to SAP ERP HCM


Access employee documentsdirectly from SAP ERP HCM

transactions (PA20/PA30)

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HR Document Process

ImagingImaging

Start process

E-mail

Extraction

Classification

Pape

r doc

umen

ts o

r dig

ital d

ocum

ents

(Mic

roso

ft W

ord,

PD

F, a

nd s

o on

) HR

? New hire, many different and sometimescomplex processes

? Forward documents to Payroll, for example,fitness membership and wellnessreimbursement program

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SAP Employee File Management by Open Text

Capturing:Scan, Barcode,Email, MassImport

FlexibleFolderStructure

HR Processes,Follow Up,Workflow

SecureArchiving

Integration of SAPDocuments and SAPInteractive Forms byAdobe

Guest -UserAccess

SAP GUI Retrievalfor HR Professionals

Secure Deletion,RetentionManagement

Web Access for HRProfessionals, Manager& Employee Self-Service

Activity Logging

SAP EmployeeFile Management

by Open Text


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Architecture OverviewSAP Employee File Management by Open Text

SAP ERP HCM

SAP GUI WEB UI

HR Master Data,Infotypes,

Transactions,Authorization

Concept

SAP EmployeeFile Management by

Open TextSAP Business

Workflow

SAP Employee File Management SAP Employee File Management

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Customer CaseSwiss Railway

? Digital access to all personnel files for the new Shared Service Center inOlten and Fribourg

? Simplification and increasing of HR processes? Efficient handling of inquiries? Find a secure, customizable product based solution? Manage an increasing document volume. Currently: 3 million HR

documents.

Challenges

? SAP Employee File Management by Open Text? Employee and Manager Self Service, Guest User Access? Secure access for 30,000 personnel files from any location

Solution

? Reduction of storage location and storage costs? Optimizing of HR processes, avoiding of media breaks? Higher flexibility, time saving and better quality of information

Benefits

? Switzerlands biggest travel andtransport company? 28,000 railway employees? Founded in 1902

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Customer CaseSwiss Railway (cont.)

Paper Personnel File

Digital Personnel File

Deliverycartons

Personnel filesare ready

Preparation of thePersonnel files

Personnel filesare scanned

Personnel filein EFM available

TransportationSAP Employee File Management

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Customer CaseSwiss Railway (cont.)

? Fast Implementation for Employee File Management: 20 Days

? 350 personnel files are transported, simplified and scanned every day,total 80 days

? That represents 350,000 pages or 2 Gigabytes daily

? In total: Approximately 15 tons of paper

? Data protection is ensured, full audit trail of every action. Transportationagreed with internal employees. All external staff signed a NDA.

? Secret or locked envelopes are handled separately

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Summary and Solution BenefitsSAP Employee File Management by Open Text

Business Problem? HR is pressured to reduce administrative tasks? Shift of administrative tasks from HR to managers and employees (ESS, MSS)? Need to optimize resources and processes? Deliver premium service to internal customers

Solution? Digital Personnel File? Seamless integrated into SAP ERP HCM? Complete solution including archiving, scanning, workflow, viewing and email

integration? Standard product inclusive support maintenance and further product enhancements

Benefit? Higher process efficiency and quality due to process standardization and automation? Reduced search and process times due to immediate access to all relevant

documents? Reduction of transport, copy and print costs? Reduction of storage cost for paper based personnel file? Improved compliance and control, higher security to avoid unauthorized access? Provides a perfect fit for multinational use and Shared Service Centers

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Employee File Management CustomersEmployee File Management CustomersCl

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Resources

? Simplify Management of HR Documents - Manage HR documents - print and electronic - costeffectively. Maintain quality service and compliance of digital files.www.sap.com/solutions/solutionextensions/employee-file-management/index.epx

? SAP Employee File Management Flash Demowww.sap.com/demos/Richmedia/demos/sap-employee-file-management-by-open-text-simplifying-management-of-worker-related-documents-and-access-to-digital-master-data-files-demo-us.epx?rm_autoLaunch=true&width=940&height=529

? Meet the Boss TV HR Strategy Interview of Tony Preston (SVP HR, Open Text) andMarlene Misquitta (Director HCM Solutions, SAP)www.meettheboss.tv/broadcast/?contributorFullName=tony-preston&mediaTitle=opentext-hr-strategy&mediaFileId=379

? White paper The Digital Personnel File HR As a Strategic Business Allywww.opentext.com/2/sso_download?path=product/livelink/employee-info-mgmt/HR-whitepaper.pdf

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Thank you!

Steffen LichtenbergerGlobal Sales Director, Line of Business [email protected]

Andreas FinkProgram [email protected]

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