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Implementing portals and Self Services is changing organizations and its paper flows. The driver may be cost efficiency but it’s a business transformation where SAP has a clear value add. Based on customer cases Jan Kremer discusses different business approaches and how SAP can support these.
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Paperless HR Processes with SAP
Jan Kremer, 11 December 2009
© 2009 – Jan Kremer - Paperless HR Processes with SAP v1-0.pptx
1
Business Drivers
Paperless HR SAP Portfolio
Customer Cases
Project examples
About
Contents
© 2009 – Jan Kremer - Paperless HR Processes with SAP v1-0.pptx
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
2
© 2009 – Jan Kremer - Paperless HR Processes with SAP v1-0.pptx
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
3
Partner products
SAP Workflow
Sitrion
Duet
© 2009 – Jan Kremer - Paperless HR Processes with SAP v1-0.pptx
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
4
© 2009 – Jan Kremer - Paperless HR Processes with SAP v1-0.pptx
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
5
© 2009 – Jan Kremer - Paperless HR Processes with SAP v1-0.pptx
Different business drivers makes clients choose different approaches.
6
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.
© 2009 – Jan Kremer - Paperless HR Processes with SAP v1-0.pptx
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
7
Think smart, start wisely!
© 2009 – Jan Kremer - Paperless HR Processes with SAP v1-0.pptx
Develop a common language such as a page and navigation structure
8
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
© 2009 – Jan Kremer - Paperless HR Processes with SAP v1-0.pptx
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
© 2009 – Jan Kremer - Paperless HR Processes with SAP v1-0.pptx
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
© 2009 – Jan Kremer - Paperless HR Processes with SAP v1-0.pptx
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
12
About Jan Kremer
© 2009 – Jan Kremer - Paperless HR Processes with SAP v1-0.pptx
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Paperless HR Processes with SAP
Thank you!
© 2009 – Jan Kremer - Paperless HR Processes with SAP v1-0.pptx
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.