Guaranteed GDPR-compliant – integrated into SAP and MS Office
Digital Personnel Record in SAP
The digital personnel record replaces the traditional paper file thereby letting you realize substantial efficiency gains. Thanks to the integrated full-text search feature, HR employees no longer need to squander time looking for the documents they need to perform their tasks. All HR-relevant documents – such as application documents, employment contracts, references, performance appraisals or promotions – can be accessed by any authorized HR employee at the touch of a button and are always up to date.
With SAP HCM’s integrated document management (ECM) solution, cuSmarText HR, HR employees work more productively, eliminate mountains of paper, and thereby reduce overall operating costs. In a nutshell, digital personnel records allow HR departments to perform their recruiting and management tasks more efficiently and achieve better results.
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Product Sheet: Digital Personnel Record with cuSmarText HR
A reliable digital personnel record eliminates long searches for documents. Processes are accelerated and the productivity of the HR department is increased. An effective and SAP-integrated digital personnel record solution like cuSmarText HR eliminates the need for time-consuming and error-prone manual document creation, reduces paper mountains and lowers total cost of ownership at the same time.
Product Sheet: Digital Personnel Record with cuSmarText HR
Case Study
Digital Personnel Record with SAP SuccessFactors and cuSmarText HR at Erste Group
Erste Group Bank AG is one of the largest banking groups in Central and Eastern Europe with 16 million customers. Since 2014, they have been successfully using the digital personnel record cuSmarText HR in combination with SAP SuccessFactors for modern and digital HR work customized in numerous countries. An added value for employees and HR department.
Digital Personnel Record with SAP SuccessFactors and cuSmarText HR at Erste Group
Recommendation
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SaaS instead of on-premise: Learn more about the cloud-based personnel record for SAP SuccessFactors.
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Content
- 01 Highlights of cuSmarText HR
- 02 100% integration of Microsoft applications
- 03 No more missed appointments or deadlines
- 04 Automatic generation of document and e-mails
- 05 Digital signatures for easier working
- 06 Paperless pay slips
- 07 Integration into SAP SuccessFactors
- 08 cuSmarText HR is fully SAP certified
- 09 Project plan for the implementation of cuSmarText HR
- 10 FAQ about digital personnel record
- 11 Your contact for questions about the digital personnel record
cuSmarText HR at a glance
- Retrieval of the electronic record from any functions in the SAP HCM system
- GDPR-compliant
- 100% MS Office and MS SharePoint integrated
- SAP ERP- and S/4HANA-enabled
- Structured storage with drag & drop feature: customized configuration of the folder structure
- Automated integration of PDFs output by the SAP system into the electronic record
- Importing of original e-mails, including attachments, from MS Outlook
- Integrated scan feature with OCR text recognition
- Full text search including in scanned documents
- Follow-up with e-mail notification
- Automated creation of documents and e-mails: references, employment contacts, e-mails including the use of SAP data
- Digital signatures
- Management and distribution of tasks for the release and approval processes for transactions and documents
- Reviewing and accessing of SAP system contents directly in the e-mail application
- Integration with SAP SuccessFactors
- Audit-compliant archiving via ArchiveLink and optional cuSmarText server
- Available in many other languages besides English (default) and German
- SAP user interface for the HR expert, Fiori apps for the manager and for self-service features
- Barrier-free
The software fulfills the EU GDPR requirements for Privacy by Design and Privacy by Default – and thus has the maximum protection of personal data as its default setting.
cuSmarText HR is also perfectly integrated, letting HR employees retrieve the electronic personnel record directly from any commonly used SAP HCM (Human Capital Management) function, giving them access to all vital information, documents and e-mails at a glance and without system breaks. With the full-text and keyword search features, users are not only able to find character-based documents but also scanned documents quickly in the electronic personnel record.
100% integration of Microsoft applications
Thanks to the seamless integration into Microsoft systems, cuSmarText HR and Microsoft products complement each other perfectly, letting you store documents and information from an MS Office application directly in the electronic personnel record. You can also import any e-mail from MS Outlook in a single cuSmarText-HR step, as well as send e-mails from the digital personnel record itself.
Another benefit of cuSmarText HR is that users can search content from the SAP system directly in the e-mail application, making jumping between applications a thing of the past. The resulting list with a preview of the main information is displayed in MS Outlook. Users can then jump to the corresponding master data or object in the SAP system with a single click.
No more missed appointments or deadlines
The integrated Event Agent notes appointments and deadlines, informs the responsible employee by e-mail and can automatically initiate downstream processing if necessary.
Automatic generation of document and e-mails
The integrated cuDocument Builder lets you create, send and archive documents for standard correspondence – such as certificates, letters, forms, appraisals or employment contracts – automatically in docx or PDF format. E-mails can also be created and designed quickly and easily – directly from any SAP HCM or MS Office function.
For this, the legal or HR departments create templates which specify the structure and content of the different sections of the various document types. They also define whether and at which points subsequent users may change or supplement the templates and which rules must be observed. From these finished, released templates, the clerk simply has to select the template that is automatically recommended in the respective editing step and manually replace any placeholders as required if these cannot be filled from SAP system infotypes or cuSmarText HR data.
Digital signatures for easier working
Electronic signatures save a great deal of time and effort when signing contracts and documents. cuSmarText HR gives your employees access to proven technologies such as the DocuSign solution that is available for the web, as a mobile version and offline. It lets you create, manage, sign and archive contracts and contractually relevant documents in a legally secure manner within the SAP contract management system cuContract. Alternatively, signotec pen pads and tablet PCs can also be used for signing electronically. All variants are fully integrated into the cuSolutions.
Thomas Joschenak
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.“
Paperless pay slips
Another highlight for HR management is the ability to encrypt pay slips and other information – such as certificates and job references – before sending these to employees by e-mail.
Integration into SAP SuccessFactors
The digital personnel record can be integrated easily into the cloud-based platform for human resources management, SAP SuccessFactors, via an interface allowing e.g. data and documents to be automatically transferred to the classical SAP HCM system in the course of a hiring process. cuSmarText HR automatically creates the HCM master data and digital personnel record there, along with any already existing documents. Viewing and access rights are issued strictly according to roles and company divisions and only those data which are absolutely necessary are retained in compliance with GDPR.
cuSmarText HR is fully SAP certified
cuSmarText HR, which is available in two variants – for SAP ERP and SAP S/4HANA – integrates seamlessly, regardless of your company’s preferred system. The software ist certified with “SAP Certified – Integration with RISE with SAP S/4HANA Cloud“.
Success Story: Digital personnel record at Erste Group Bank
The implementation of the digital personnel record with SAP SuccessFactors accelerates HR processes and optimizes HR work.
Project plan for the implementation of cuSmarText HR
The implementation of the personnel record software cuSmarText HR follows clearly defined and customized project steps.
During a first kickoff meeting with valantic experts the project gets structured. This is followed by installation and setup of the standard software. In workshops the individual needs of the users are identified and described in a written concept, followed by an individual customizing by valantic. Key users are trained and introduced to all functions of the software, even before the personnel record goes live.
Our experts will be available at all time for technical support or questions and can also make adjustments and extensions if the users’ needs change.
FAQ about digital personnel record
A digital personnel record is an electronic version of the conventional paper file that archives and manages all relevant employee information and documents digitally. It enables a centralized and structured management of personnel information in a digital format.
Increased efficiency: faster access to employee information and easy processing of documents.
Reduced space: No need for physical storage space for paper files.
Security: Improved data security and protection against loss or damage to documents
Access control: Detailed access rights can be defined to ensure that only authorized persons have access
Sustainability: Reduction of paper consumption and more environmentally friendly processes
Compliance: Easy compliance with legal requirements and data protection guidelines.
The following information is stored in the digital personnel record
- Personal data (name, address, date of birth)
- Employment contract and contract modifications
- Payroll and salary statements
- Employment certificates
- Certificates of further education and training
- Absences (vacation, illness)
- Performance evaluations
- Social insurance documents
- Other relevant documents and correspondence
Yes, the digital personnel record should be compliant with data protection regulations, such as the General Data Protection Regulation (GDPR) in the EU, due to the protection of personal data. This includes measures such as encrypted data transmission, access controls, regular data backups and the ability to delete or anonymize personal data in due time or upon request.
Access to the digital personnel record is restricted to certain people and departments, such as
- Human Resources (HR)
- Direct supervisors of the employee
- IT department (for technical administration)
- The employee themselves (for their own data)
Access rights can be finely graded and individually defined depending on company guidelines and specific requirements.
The migration takes place in several steps:
- Inventory: recording all existing paper files and documents.
- Digitization: Scanning and digitizing the paper documents.
- Categorization: Structured archiving of the digitized documents in the new digital record.
- Software implementation: Implementation of suitable HR software for the management of the digital records.
- Training: Training employees in the use of the new digital solution
- Data protection and security: Ensuring the data protection compliant storage and management of the data.
The retention period of documents in the digital personnel record is based on legal requirements and company guidelines. For example, employment documents must be kept for at least 3 years after the end of the employment relationship, while tax and pension-related documents must be kept for at least 6 years.
It is important to regularly review the requirement for storage and to delete documents that are no longer required in accordance with data protection regulations. Reminders of deletion deadlines can be triggered automatically by digital personnel records. Deletion processes can be carried out manually or automatically.
Yes, employees generally have the right to view and check their data in the digital personnel record. If necessary, they can request corrections if the information is incorrect or incomplete. This increases transparency and trust in data processing.
Yes, a digital personnel record makes sense for any company, regardless of its size, as it offers many advantages such as efficiency, space savings and increased data security. In addition, companies benefit from easier compliance with legal requirements and optimized personnel administration.
