DIGITAL PERSONNEL FILE IN THE CLOUD
Digital transformation in the working world
The Dentsu Aegis Network in Germany is digitizing its entire HR correspondence procedures. One important step in this process is the introduction of the Digital Personnel File in the aconso cloud. This means that all HR staff, at all five sites, are able to access important HR documents at any time. This not only creates optimized processes but also frees up time and space in the filing cabinet.
The HR Document Box, which is used for the digital provision of salary statements, is lending the development additional momentum, along with the Reference Letter Generator and a full-scale Digital Document Generator.
For a long time, the Human Resources department was controlled centrally from Wiesbaden. Company developments resulted in the decentralization of the HR organization, which since last year, has been operating locally at the various sites with HR business partners and recruiters.
As long as the entire HR department was concentrated under one roof, the cost and complexity of traditional paper filing remained at a manageable level, and direct access to personnel records and employee information was ensured.
Focus on user-friendliness and SAP compatibility
Not only that, but two years hence, Dentsu Aegis Network would be relocating its Rhine-Main site from Frankfurt to Wiesbaden – into premises with only limited space for archiving. However, a solution to the situation soon presented itself – clearly, a Digital Personnel File was needed all the more quickly. It allows employees within the decentralized organization to access important information directly, and what is more, the HR department now only needs electronic storage space.
As Dentsu Aegis employs SAP systems, both for its financial and its HR divisions, the Digital Personnel File also had to be compatible with SAP. Moreover, for ease of operation, Dentsu Aegis also expressed a desire for a good level of usability.
The ability to transfer the authorization concept from the SAP system was another important concern. A further requirement was good auditing capability, plus it was specified on Group level that a cloud solution should be employed.