In reality, many companies are still a long way from a paperless office. A customer from the trade fair and event industry has taken a further step in this direction in collaboration with DATAGROUP and implemented the digital personnel file. Instead of filing cabinets, authorized employees of the customer have quick access to the data and archived documents from anywhere via the SAP HCM system.
Digital personnel file with XFT
Some time ago, the company began working with XFT, a solution provider for digital personnel files, and DATAGROUP. XFT's solution is based on SAP and is fully integrated into SAP HCM. As a result, the tool offers numerous expansion options. In addition, no separate application is required to work with the personnel file. An existing archive system can be connected via standard interfaces in order to archive the documents in the personnel file in a legally compliant manner.
The project
While the XFT standard software and its licensing were provided by XFT, the entire implementation was carried out by experienced DATAGROUP SAP consultants. In an initial kick-off workshop, the electronic personnel file was presented to the customer company's specialist department, standard functionalities were explained and further options, such as individual folder structures, were demonstrated. The customer's HR department then defined its individual requirements for the digital personnel file on this basis.
DATAGROUP developed the corresponding concepts, from the IT concept and the authorization concept to the digitization of new documents and documents from the existing paper archive. There are various options for this; scanning via a central scanner in the HR department, via decentralized scanners or the option of filing documents and e-mails directly in the file using drag & drop. A scanning service provider was integrated specifically for archiving the old files. DATAGROUP also set up the technical architecture in the SAP HCM system and ensured that the existing archive system was connected.
The implementation took place in several phases. First, a prototype was set up in the test system for the HR department to test. Necessary adjustments were then implemented and tested. These phases were repeated several times before the final test phase with final corrections was carried out and the digital personnel file finally went live. During the subsequent hypercare phase, the project team provided the customer with intensive support and assistance before the application went live.
Advantages of the digital personnel file
- Resources are saved: instead of numerous filing cabinets, everything is stored digitally and in a legally compliant manner.
- Authorization concept: In addition to the HR department, the customer can now also easily give employees or supervisors the opportunity to view the relevant files without having to be on site. The SAP authorization concept is used.
- Comprehensive logging
- Detailed configuration of retention periods. This makes it easier to implement the GDPR requirements regarding deletion periods and archiving.
- 4-eyes principle for the deletion of documents
- Automated inbound processes and automated control of the electronic personnel file
Further information
