Digital Personnel Record with SAP SuccessFactors and cuSmarText HR at Erste Group
With the goal of making it easier for employees to access personnel records, Ceska Sporitelna, as part of Erste Group, began digitizing all personnel documents back in 2014. The banking group is now successfully using the digital personnel record cuSmarText HR in numerous countries for modern personnel work.
Digitize more than 17,000 files with around 330,000 documents and archive them in an audit-proof manner, digitize employee access to their own personnel records and HR processes.
SAP-integrated personnel record cuSmarText HR from valantic.
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 cuSmarText HR.
Head of Department Human Capital Management at Erste Digital
”The personnel record represents a central building block in our IT strategy for the human resources area in order to bring together all document-based processes.“
Human Capital Management Solutions at Erste Digital
”It was crucial for us that individual customizing takes place depending on the country. This ranges from the language setting to different documents to legal requirements. The cuSmarText solution was able to do this and was one reason why we were able to gradually introduce it in many countries. “
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.
It all started with the plan to digitize more than 17,000 files with around 330,000 documents and archive them in an audit-proof manner. Ceská Sporitelna, the largest bank in the Czech Republic based in Prague, faced this task in 2014. Due to new legal regulations, the financial institution had to grant each of its approximately 11,000 employees access to their personnel record from their workplace. This inevitably required the digitization of the previously paperbased personnel documents. The HR department also decided to make other processes in the Human Resources (HR) department paperless. For example, employees no longer received paper payslips, but digitally via access to their own personnel records. When selecting the provider of a digital personnel record, the choice fell on the cuSmarText HR solution in Czech.
Ceská Sporitelna is a part of the Erste Group, one of the largest financial service providers in Central and Eastern Europe. “The successful deployment of the cuSmarText HR solution in the Czech Republic was the prelude to the implementation of the digital personnel record in many of our companies in several countries,” says Ivan Bucko, Human Capital Management Solutions at Erste Digital GmbH. This was followed by the introduction of cuSmarText HR at Erste Group Services, Erste Holding, the savings banks in Austria, and Slovenská sporitelna in Slovakia. The launch in Romania is also imminent.
There are different requirements in each country. “It was crucial for us that individual customizing takes place depending on the country. This ranges from the language setting to different documents to legal requirements. The cuSmarText solution was able to do this and was one reason why we were able to gradually introduce it in many countries,” says Bucko.
Even with the first project in the Czech Republic, it was clear how important close cooperation with the HR department was. A clear folder structure for individual use can only be created together with the department. In addition, there are different access authorizations for all employees. “A well thought-out document structure is one of the success factors when introducing a digital personnel record. It forms the basis for further decisions, such as the definition of access groups and the associated authorization logic,” says Bucko.
Since the first implementation of the digital personnel record in the Czech Republic, many new challenges have arisen. SAP SuccessFactors Employee Central is now used across the board. Since cuSmarText is a SAP-based solution anyway, integration was never a problem. “Our digital personnel record can also be used in hybrid deployment. This means that it is not only connected to SuccessFactors, but can also be used with SAP HCM at the same time,” says Stefan Heins, Managing Director at valantic.
Various modules are used when using SuccessFactors. With Employee Central and master data management and the recruiting and onboarding process, the digital personnel record comes into play in very different processes. “Documents are created using the cuSmarText HR system. Without such a problemfree connection to SuccessFactors, our HR processes would not be optimally covered,” says Ivan Bucko. In addition, numerous self-service processes are mapped in SuccessFactors. All documents submitted there are automatically filed in the respective personnel record in order to achieve cross-process control and complete filing of all relevant documents.
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