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Digital Personnel Record with SAP SuccessFactors 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, which belongs to 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
Digitizing more than 17,000 records with around 330,000 documents and archiving them in an audit-compliant manner digitizing employee access to their own personnel records and HR processes.
Consulting approach
SAP-integrated personnel record.
Customer benefits
Digital access to personnel records, 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, or 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, Hello Digital Records
It all started with the plan to digitize more than 17,000 records containing around 330,000 documents and to archive them in an audit-compliant manner. In 2014, Prague-based Česká spořitelna, the largest bank in the Czech Republic, took on this challenge. Due to new legal requirements, the institution was required at the time to grant each of its approximately 11,000 employees access to their personnel records from their workstation. This made the digitization of previously paper-based personnel records inevitable. The HR department also decided to move away from paper in other HR processes. For example, employees were no longer to receive paper payslips, but instead accesse them digitally in their personnel records. When selecting a digital personnel record, the bank opted for valantic’s software solution in Czech.
Customization of the Personnel Record for 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 in many of our companies in several countries,” says Ivan Bucko, Human Capital Management Solutions at Erste Digital GmbH.
Subsequently, valantic’s digital personnel record was rolled out 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. “An individual customization for each country was crucial for us, ranging from language settings and different document types to legal requirements. valantic’s solutions supports this flexibility, which was one of the reasons we were able to gradually roll out the solution in multiple countries,” says Bucko.
Well-Structured Folder Organization and Access Management
Already during the first project in the Czech Republic, the importance of close collaboration with the HR department became evident. A practical, clearly structured folder system can only be developed developed by working closely together with the respective department. Different access are also part of the equation.
“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 in the entire group. As valantic’s digital personnel record 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,” explains 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 comes into play in a wide range of HR processes. “Documents are created using the 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 storage of all relevant documents.
