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

Contents

 Business Drivers
 Paperless HR SAP Portfolio
 Customer Cases
 Project examples
 About

1

Future HR paper documents only appear where this is
strictly necessary
• 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
Situation • 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
Complications 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
Solution 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

2

SAP has a wide range of products enabling paperless HR
processes

Paperless HR Processes

Themes Electronic
ESS MSS E-Portals & E-Forms
personnel files

SAP Forms /
SAP
SAP HCM SAP RM Adobe Interactive
SAP Portal
Forms
Components
SAP Workflow

SAP / OpenText
Duet Employee Information Management
Partner
products Sitrion

3

SAP EIM is first product showing integrated paperless
process approach
Manager &
Employee Retrieval for HR
Self Service professionals

Capturing with
Scan, Barcode,
Mass import, email

Employee
Information
Management

Workflow, Guest User
Processes, Follow Access
Up, …

Secure Deletion, Outbound
Retention Documents
Archiving Management

4

All components in the HR service delivery framework
Employees Managers HR Department

Employee Portal

Physical
ESS E-Forms MSS documents

Scan-soft & SAP HCM
hardware

Electronic personnel files
Physical flow Digital flow

Replace paper Use Self Services Use a pragmatic
Scan as little as based evidence when possible, approach to the
legally possible with electronic use E-forms when subject of digital
documents necessary signatures

5

Different business drivers makes clients choose different
approaches.

Client 1 Client 2

• Implemented SAP ESS/MSS scenario’s like absence, pay • Implemented 26 SAP ESS/MSS scenarios and forms in 64
slip, expenses countries like: Personal data, Incentives and Bonuses,
• Workflow-driven mutation forms for managers and Performance evaluation, Leave request and Contractual
employees (Visual Composer) change.
• No need for physical signatures on mutation forms. Client 1 • Using SAP HCM and SAP Enterprise Portal
decided workflow approval is enough • Success factors were proper blue printing, SAP Architect
• Automated production of contract change letters, that still and development skills and a good international test team.
require signatures • Challenges were SAP components like Enhancement
• Making preparations for automated uploading in electronic Packages and Enterprise portal connections
personnel files • Client 2 plans more scenario’s in the future reducing
• Electronic personnel files are planned in the near future administrative costs.

Client 3 Client 4
• Implemented electronic personnel files in SAP Records • In progress: currently 9 processes blue printed,
Management to support the HR Shared Service Center development ongoing
• Integrated SAP Records Management in SAP HCM to
optimize processes and access management to electronic • Using SAP HCM and SAP Enterprise portal
personnel files • Challenge: employee tasks executed by managers (in
• Added barcodes to all outbound SAP HCM-letters for stores, no employee accounts available)
automated uploading of incoming letters after signing and • Success factor: blue printing. It’s important to think
scanning processes through before starting development.
• Client 3 plans to implement ESS and MSS functionality in • Challenge: decision making, standardizing processes and
2010
change management
• Client 4 plans more scenarios once this platform is well
established and proven.
6

Develop a basic platform for paperless HR processes

ESS examples:
 Time Management  Employee Search
• Leave Request • Who’s Who (incl.
• CATS Organizational Chart)
• Time Statement • Change Office and
Communication data
• Time Correction

 Payment  Work Environment
• Equipment Repair
• Salary Statement
Request (Internal
• Total Compensation Service Request)
Statement
• Equipment Card
• Employment and
Salary Verification
 Travel Management
 Personal Information • Travel planning
• Expense Report
• Address (incl.
Emergency address)
• Bank Information  ESS country-specific
• Family scenarios
Member/Dependent • Tax form reports
• Personal Data • Pension reports
• Localization

Think smart, start wisely!

7

Develop a common language such as a page and
navigation structure
Client 2
A
Navigation Area B
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
C
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.
D
Selected page can also be called
Work Area

Pane for lower Pane for additional
D. iView: the actual services that Content area: All content relevant information
level navigation information
display data from R/3

8 © 2009 – Jan Kremer - Paperless HR Processes with SAP v1-0.pptx
8

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

9

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.

10

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!

11

About Jan Kremer

Bicycle Capgemini Challenges Coach
Collaborative
Communication Consultant
Creative Cultures Dutch E-Business
Engineer Fun Honest Human resources

International Jan Kremer Mobile
Open minded Opinion People manager Positive
Project manager PRINCE2 Rightshoring
SAP Social networker Teamwork Trust Telecom
Think Travel Web 2.0 Web applications

12

Paperless HR Processes with SAP

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.

Thank you!


Paperless HR Processes With SAP

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