paperless hr processes with sap

Paperless HR Processes with SAP

Jan Kremer, 11 December 2009

© 2009 – Jan Kremer - Paperless HR Processes with SAP v1-0.pptx

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Business Drivers

Paperless HR SAP Portfolio

Customer Cases

Project examples

About

Contents


Future HR paper documents only appear where this is strictly necessary

Situation

Complications

Solution

• Efficiency and cost reduction are the main drivers on the HR agenda • Advanced technologies like internet, self-services, digital forms and signatures are

introduced and make big efficiency-moves possible• HR processes still use many physical documents and approvals, apart from the Employee

and Manager Self Service scenario’s (ESS and MSS) already implemented

• Paper flows in HR processes are time and space consuming, inefficient, costly and frustrating

• Many early adapters have failed to achieve the supposed goals of ESS, MSS and e-Portal implementations

• HR managers are forced to start up effective cost reduction programs• Shared Service Centers appear less efficient than promised• HR processes are not transparent and are not uniformly applied: quality assurance, legal

requirements and audits are difficult to fulfill

• An integral approach on how HR processes can be made paperless by combining the expertise of Self Services, e-Forms and electronic personnel files

• Through this approach, sustainable process improvements are achieved with cost reductions, elimination of slack, reduction of through-put times and higher customer satisfaction

• Compliance with data protection conditions and auditing reliability, important for HR, is taken into account while maximizing the amount of electronic evidence

• This approach has been proven to be successful for many Dutch organizations

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Paperless HR Processes

ESS MSSElectronic

personnel filesE-Portals & E-Forms

SAP RMSAP Forms /

Adobe InteractiveForms

Themes

SAPComponents

SAP / OpenTextEmployee Information Management

SAP Portal

SAP HCM

SAP has a wide range of products enabling paperless HR processes

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Partner products

SAP Workflow

Sitrion

Duet


SAP EIM is first product showing integrated paperless process approach

Employee

Information

Management

Capturing with Scan, Barcode,

Mass import, email

Retrieval for HR professionals

Guest User Access

Outbound Documents

Archiving

Workflow, Processes, Follow

Up, …

Manager &Employee

Self Service

Secure Deletion,Retention

Management

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All components in the HR service delivery framework

Scan as little as legally possible

Replace paper based evidence with electronic

documents

Use Self Services when possible,

use E-forms when necessary

Use a pragmatic approach to the subject of digital

signatures

Employees

ESS MSS

Electronic personnel files

Managers HR Department

E-Forms

SAP HCM

Employee Portal

Physical documents

Scan-soft & hardware

Physical flow Digital flow

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Different business drivers makes clients choose different approaches.

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Client 1 Client 2

• Implemented SAP ESS/MSS scenario’s like absence, pay

slip, expenses

• Workflow-driven mutation forms for managers and

employees (Visual Composer)

• No need for physical signatures on mutation forms. Client 1

decided workflow approval is enough

• Automated production of contract change letters, that still

require signatures

• Making preparations for automated uploading in electronic

personnel files

• Electronic personnel files are planned in the near future

• Implemented 26 SAP ESS/MSS scenarios and forms in 64

countries like: Personal data, Incentives and Bonuses,

Performance evaluation, Leave request and Contractual

change.

• Using SAP HCM and SAP Enterprise Portal

• Success factors were proper blue printing, SAP Architect

and development skills and a good international test team.

• Challenges were SAP components like Enhancement

Packages and Enterprise portal connections

• Client 2 plans more scenario’s in the future reducing

administrative costs.

Client 3 Client 4

• Implemented electronic personnel files in SAP Records Management to support the HR Shared Service Center

• Integrated SAP Records Management in SAP HCM to optimize processes and access management to electronic personnel files

• Added barcodes to all outbound SAP HCM-letters for automated uploading of incoming letters after signing and scanning

• Client 3 plans to implement ESS and MSS functionality in 2010

• In progress: currently 9 processes blue printed,

development ongoing

• Using SAP HCM and SAP Enterprise portal

• Challenge: employee tasks executed by managers (in

stores, no employee accounts available)

• Success factor: blue printing. It’s important to think

processes through before starting development.

• Challenge: decision making, standardizing processes and

change management

• Client 4 plans more scenarios once this platform is well

established and proven.


Develop a basic platform for paperless HR processes

ESS examples:

Time Management• Leave Request

• CATS

• Time Statement

• Time Correction

Payment• Salary Statement

• Total Compensation Statement

• Employment and Salary Verification

Personal Information• Address (incl.

Emergency address)

• Bank Information

• Family Member/Dependent

• Personal Data

Employee Search• Who’s Who (incl.

Organizational Chart)

• Change Office and Communication data

Work Environment• Equipment Repair

Request (Internal Service Request)

• Equipment Card

Travel Management• Travel planning

• Expense Report

ESS country-specific scenarios

• Tax form reports

• Pension reports

• Localization

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Think smart, start wisely!


Develop a common language such as a page and navigation structure

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8

Navigation Area

1.Top level navigation

2. First level navigation

3. Second level navigation

4. Detailed Navigation (3&4 level

navigation)

Business Package: collection of objects for

the enterprise portal

A. Role: corresponds to second first

level of navigation (collection of

worksets)

B. Workset: corresponds to second

level of navigation (collection of

pages)

C. Page: a collection of iViews that are

to be displayed on the one page.

Selected page can also be called

Work Area

D. iView: the actual services that

display data from R/3

Pane for lower

level navigation

Pane for additional

informationContent area: All content relevant information

AB

C

D

Client 2


Add more complexity with for example MSS or forms

Key functions MSS:

Empowers managers to execute human capital and finance management strategies for

• budgeting, recruitment, compensation, and cost management

• leverage HR and financial back-end systems by making pertinent information available to managers throughout your enterprise.

HR processes• Line managers' recurring administrative

and planning tasks

• Recruitment, annual employee interview, compensation planning

Controlling processes• Control of cost and budget

responsibilities

• annual budget planning, budget monitoring, cost analysis, correction of postings (for example profit center).

Integration• Task-and theme-oriented worksets

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SAP Interactive Forms

SAP Interactive Forms allows developers to create interactive forms that are integrated with business processes.

Developers can design, implement, and distribute – and users can access and manipulate – SAP Interactive Forms from within or outside of SAP applications.

Acting as a bridge between highly structured transaction data stored in SAP applications, such as SAP ERP and SAP CRM, and unstructured form-based information and processes, SAP Interactive Forms enables enterprises to improve data accuracy, eliminate redundant data and forms, and reduce operational costs.

Deploying SAP Interactive Forms ultimately improves the speed with which enterprises can respond to changing customer needs and business objectives.

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Summary – implementing paperless HR processes is worth it!

Significant cost benefits due to simpler and automated paperless HR processes. Use of electronic personnel files and maintenance and is efficient

Electronic personnel files result in simple and fast retrieval of up-to-date personnel data

Fast and user-friendly web-access for the person requesting the files

Compliance with data protection conditions and auditing reliability

Integration with the IT systems and working procedures of your company

For implementation of electronic personnel files the combination of SAP HCM and Enterprise Content Management expertise is essential

Depending on scope, implementing paperless processes requires expertise in various areas: HR processes and change management, SAP Architecture, Adobe Interactive forms, SAP Enterprise portals, SAP HCM, Employee and Management Self Service, Records Management, project management and other product specific Enterprise Content Management solutions such as OpenText and Sitrion. Think smart, start wisely!

October 11

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About Jan Kremer


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Trademarks and copyright

SAP and other SAP products and services are registered trademarks of SAP AG, Germany

All other product and service names mentioned are the trademarks of their respective companies. Data contained in this

document serves informational purposes only.

The use of general descriptive names, registered names, trademarks, etc. in this publication does not imply, even in absence

of a specific statement, that such names are exempt from the relevant protective laws and regulations and therefore free for

general use.

© 2009 Jan Kremer. All rights are reserved. No part of this document may be modified, deleted or expanded by any process

or means without prior written approval from the author. Reproduction and distribution of this publication is allowed.

While every precaution has been taken in the preparation of this document, the author assumes no responsibility for errors or

omissions, or for damages resulting from the use of the information contained herein. The opinions expressed herein are

subject to change without notice.

paperless hr processes with sap

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