This document discusses streamlining HR processes through digital personnel files. It begins with introductions of the presenter and their experience. It then outlines the business case for digitizing personnel files, including quantifying costs of current paper-based processes and the operational benefits of going digital. These include improved access to files for HR and employees, faster processing, and compliance. The presentation then covers SAP and OpenText solutions for digitizing personnel files and integrating them with SAP HCM software. It provides an example customer case study of a large bank that improved HR processes and audit controls with a digital employee file management system.

1. Premier Partners: Supported by: Produced by:

2. Streamline HR Processes with Digital
Personnel Files
Lee Gale – SAP Solutions Director, Asia Pacific &
Japan, Open Text Corporation

3. About the presenter
• Lee joined Open Text in 2009 managing the SAP Solutions business
across Australia & New Zealand
• Prior to that:
• Lee was managing the SAP/Adobe partnership in Asia Pacific for the over 5
years.
• Before Adobe, Lee spent many years at a Systems Integration firm as a solutions
architect working with customers spanning a wide range of industries including
Public Sector, Telecommunications, Manufacturing, Consumer Packaged Goods
(CPG) and Financial Services.
• Lee started his IT career working within Financial Services spanning retail
banking, wealth management and investment banking.
• Throughout his entire IT career, Lee has been working with organisations
in improving their business processes through the combination of
technology and cultural change.
Mastering SAP HR & Payroll 2011

4. What I’ll Cover
• Introduction & Overview
• Quantifying the cost of the problem and the business case
• Evaluating the operational outcomes
• Key Points to Take Home
• Questions
Mastering SAP HR & Payroll 2011

5. SAP Solutions
 Dedicated SAP Line of Business responsible for
SAP Licensed/Support
product strategy, GTM and alignment with SAP‘s SAP Archiving by Open Text
technology and business strategy SAP Document Access by Open Text
SAP Extended ECM by Open Text
 SAP NetWeaver is strategic platform for Open Text
SAP Invoice Management by Open Text
 Significant Year – over – Year $ investments Optical Character Recognition for IM by OT
dedicated to SAP related integration and on-going SAP Digital Asset Management by Open Text
validation
SAP Employee File Management by Open Text
 Joint product roadmap and product development SAP Document Presentment by Open Text
with SAP
Open Text Licensed/Support
 Part of the portfolio is sold directly through SAP
Open Text Customer Information Mgmt
 Over +3,000 SAP clients Open Text Supplier Information Mgmt
Open Text Transactional Content Processing
Mastering SAP HR & Payroll 2011

6. SAP & OpenText
Content-Enriched Business Processes
Roles Transactions
SAP
Business Object
Data Events
Content
Mastering SAP HR & Payroll 2011

7. Weaving Content into Business Processes
The value of organizational
content is greatly
when its not managed in the
context of the transaction it
supports. The benefit of
Enterprise Content
Management is delivering the
to the
in the
Mastering SAP HR & Payroll 2011

8. Introducing Barclays
• Major global financial services provider
• 150,000 Employees in over 50 countries
• Established more than 300 years ago
Mastering SAP HR & Payroll 2011

9. Challenges
• Digital access to all personnel files
• Highly regulated industry, an audit showed that they were not
records managing their HR documents correctly, no control or audit
action
• Simplification and increasing of HR processes
• Efficient and faster handling of inquiries
• Higher Transparency
Mastering SAP HR & Payroll 2011

10. SAP Employee File Management by Open Text
SAP Employee File Management by Open Text is the
strategic 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
Complete and seamless integration into SAP ERP HCM
complementing our HR solution offering
Mastering SAP HR & Payroll 2011

11. SAP Employee File Management by Open Text
Web Access for HR
Capturing: Professionals, Manager &
Scan, Barcode, Employee Self Service
eMail, Mass
Import … SAP GUI Retrieval for
HR Professionals
Flexible
SAP Employee File
Folder Management by Open Text
Structure Guest -
User
SAP Employee File Management
Access
HR Processes,
Follow Up,
Workflow …
Integration of SAP
Documents and SAP
Interactive Forms by
Adobe*
Secure
Archiving
Secure Deletion,
Activity Logging
Retention
Management
Mastering SAP HR & Payroll 2011

12. HR Document Process
(Microsoft Word, PDF, and so on)
HR
Paper documents or digital
Extraction
documents
Imaging
Classification
Start process
 New hire, many different and sometimes complex
processes
E-mail
 Forward documents to Payroll, for example,
fitness membership and wellness reimbursement
program
Mastering SAP HR & Payroll 2011

13. Working with Employee Documents
HR Business Partners
Role Needs
HR Professional Seamless integration into HR
working inside
Easy and fast access to all employee-related
HR documents
Shared Service Center
Role Needs
HR Clerk Workflow support
working inside Share information
the Shared Easy and fast access to all employee-related
Service Center documents
Employee and Manager Self Service Task management
SAP Employee File Management
Role Needs
Manager or Easy to use interface
Employee, Easy and fast access to all employee-related
Casual user documents
Mastering SAP HR & Payroll 2011

14. Characteristics of a Great Business Case:
Key Questions Answered
 Why have we embarked on this initiative?
 What do we want to achieve?
 What challenges prevent us from getting there?
 What is the recommended solution & associated benefits and cost?
 How should we implement?
Why?
 How do we ensure value delivery?
Why Now? What?
 What are other similar case studies;
How?
Is our approach achievable?
Proof
Mastering SAP HR & Payroll 2011

15. Checklist for Success
 Clear statement of the problems
 Clear linkage between initiative and corporate strategy
 Realizable improvements & achievable goals
 Quantifiable benefits
 Passionate sponsorship & clear accountability
 Execution risks understood and addressed
 Execution plans well mapped and the
organization is on-board
 Better returns than other investments
Mastering SAP HR & Payroll 2011

16. Business Case Development:
Process, Tools, and Template
Discovery Business Case
Executive Validation &
Workshops and Analysis and
Alignment Final Presentation
Data Collection validation
Tool: Value Lifecycle Manager (VLM) Template: Collaborative Value Assessment
Mastering SAP HR & Payroll 2011

17. The Business Case for EFM
Value Driver Parameters
Document filing:  Cost of external storage (e.g., Iron Mountain)
Reduce paper handling costs  Cost of retrieving documents from external storage
 Cost of internal storage
 Cost of internal copy, transport and publishing
Document Filing:  Time required to file personnel documents
Reduce document filing cost  Amount of documents to file
 Number of FTEs filing documents
Improve work processes:  Number of employees who perform value-add processes
Number of hours per person requiring access to content in SAP HR business contexts
per week spent on non-value  Number of hours per person that are non-value adding
adding activities (due to lack of due to lack of information
accurate information)  Average fully loaded cost per FTE
Mastering SAP HR & Payroll 2011

18. Implementation
• Design
– Designed a generic approach to documents, involved key HR services
– Built a single picture view of the documents, folders, access, infotypes,
retention
– Rebuilt reminders using either EFM or Infotype 19
– HR Services mangers rebuilt processes that didn’t involve paper
• Build and test
– Start with example document type
Mastering SAP HR & Payroll 2011

19. Implementation
• Implementation (ongoing)
– 2 Phases:
• New documents; and
• Historical files
– Focus for new on change management, altered filing practices
– Focus on historical on what is necessary to retain, files cleaned prior to
scanning
Slide 19 SAP HR & Payroll 2011
Mastering

20. Evaluating the operational outcomes
• Happier HR Services Team
• Customer Service Improvements
• Reduced paper tourism and copying
• Reduced storage space and costs
• Business continuity internal audit passed
• Better audit trails
• Data Protection Act compliance
Mastering SAP HR & Payroll 2011

21. Key Points to Take Home
• Understand the technology building blocks
available to you
– … and what is really driving your business case!!
• Gain access to the tools available to build
your business case
• Turn administrative tasks into productivity
& efficiency gains
Mastering SAP HR & Payroll 2011

22. Resources
Visit the website:
www.digital-HR.com
Mastering SAP HR & Payroll 2011

23. Questions
Mastering SAP HR & Payroll 2011

24. Questions
Mastering SAP HR & Payroll 2011

25. Premier Partners: Supported by: Produced by: