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Digital Personnel Record with SAP SuccessFactors and cuSmarText HR at Erste Group
Erste Group Bank: Digital Personnel Record in SAP
With the goal of making personnel records more easily accessible to employees, Česká spořitelna, as part of Erste Group, began digitizing all personnel documents back in 2014. The banking group now successfully uses valantic’s digital personnel records system across multiple countries to support modern HR processes.
Challenge
Digitize more than 17,000 files with around 330,000 documents and archive them in an audit-compliant manner, digitize employee access to their own personnel records and HR processes.
Consulting approach
SAP-integrated personnel record cuSmarText HR.
Benefits for the customer and solution
Digital access to personnel record, automated HR processes, country-specific customizing and hybrid usage with SuccessFactors and Employee Central due to SAP-integrated personnel record by valantic.
Thomas Joschenak
Head of Department Human Capital Management at Erste Digital
”The personnel records system is a core element of our HR IT strategy, designed to consolidate all document-based processes.“
About Erste Group Bank
Erste Group Bank AG, Erste Group for short, is one of the largest banking groups in Central and Eastern Europe with 16 million customers and more than 2,500 branches in 7 countries. It is part of the Austrian Savings Banks Group and is represented in the Austrian Savings Banks Association.
Goodbye Paper File! Thanks to Digital Personnel Record
It all started with the plan to digitize more than 17,000 files comprising around 330,000 documents and archive them in an audit-compliant manner. In 2014, Česká spořitelna, the largest bank in the Czech Republic based in Prague, took on this challenge. Due to new legal requirements, the institution had to provide its approximately 11,000 employees with access to their personnel records from their workplace. This inevitably required the digitization of previously paper-based personnel documents. The HR department also decided to further digitize additional HR processes. For example, employees no longer received paper payslips, but accessed them digitally via their personnel records. When selecting the provider of a digital personnel record, the decision was made in favor of the valantic solution.
Individual Customizing within Erste Group
Česká spořitelna is part of Erste Group, one of the largest financial services providers in Central and Eastern Europe. “The successful deployment of the cuSmarText HR solution in the Czech Republic was the starting point for the implementation of the digital personnel records system across many of our companies in several countries,” says Ivan Bucko, Human Capital Management Solutions at Erste Digital GmbH.
This was followed by the rollout of cuSmarText HR at Erste Group Services, Erste Holding, the Austrian savings banks, and Slovenská sporiteľňa in Slovakia. The launch in Romania is also imminent. Requirements differ from country to country. “It was crucial for us to enable country-specific customization. This ranges from language settings to different document types and legal requirements. The cuSmarText solution supported this flexibility, which was one of the reasons we were able to gradually roll it out across multiple countries,” says Bucko.
Well-structured Folder Organization and Access Management
Even during the first project in the Czech Republic, it became clear how important close collaboration with the HR department is. A practical, clearly structured folder system can only be developed in close cooperation with the department. In addition, different access permissions are defined for all employees.
“A well-thought-out document structure is a key success factor when implementing a digital personnel records system. It serves as the foundation for further decisions, such as defining access groups and the associated authorization logic,” says Bucko.
Hybrid Deployment with SAP SuccessFactors
Since the initial implementation of the digital personnel records system in the Czech Republic, many new challenges have emerged. SAP SuccessFactors Employee Central is now used across the entire group. As cuSmarText is an SAP-based solution, integration has never been an issue. “Our digital personnel records system can also be used in a hybrid deployment. This means it is not only connected to SuccessFactors but can also be used in parallel with SAP HCM,” says Stefan Heins, Managing Director at valantic.
Various modules are used within SuccessFactors. With Employee Central, master data management, and the recruiting and onboarding processes, the digital personnel records system plays a role across a wide range of HR processes. “Documents are created using the cuSmarText HR system. Without such a seamless connection to SuccessFactors, our HR processes would not be optimally supported,” says Ivan Bucko. In addition, numerous self-service processes are mapped in SuccessFactors. All documents submitted there are automatically stored in the respective personnel record, enabling cross-process control and complete filing of all relevant documents.
