Transform Your Organization with One Centralized HR Document Management Solution

Transform Your Organization with One Centralized HR Document Management Solution

BenefitsSolutionObjectives Quick Facts

SAP Solution Brief SAP Solution Extensions | SAP SuccessFactors Extended ECM

© 2

017

SAP

SE o

r an

SAP

affilia

te c

ompa

ny. A

ll rig

hts

rese

rved

.

2 / 9

Objectives

Access a complete 360° view of employee files As an HR professional, you want to create a digitized document management environment, helping you reduce costs, increase internal efficiencies, and achieve the necessary compliance. The SAP® SuccessFactors® Extended Enterprise Content Management (ECM) application by OpenText helps you meet these objectives.

To reduce reliance on paper where possible, this application enables you to digitize and store all employee files in one location. Capturing employee information, such as e-mails and data from third-party solutions, means you can create a complete 360° view of an employee.

The employee workspace in SAP SuccessFactors Extended ECM allows HR, managers, and employees secure access to employee files, eliminating the risk associated with sharing files

over e-mail. Automating creation of documents and content such as letters, contracts, and more realizes further internal efficiencies.

To help you ensure regulatory compliance, the application restricts access to documents based on roles and is current with local document requirements. And having a document retention plan in place further addresses any compliance concerns.

SAP Solution Brief BenefitsSolution Quick Facts

© 2

017

SAP

SE o

r an

SAP

affilia

te c

ompa

ny. A

ll rig

hts

rese

rved

.

3 / 9

Create and manage employee digital records SAP SuccessFactors Extended ECM allows you to build and maintain a complete digital record of all your employees, from hire to retire. This way, you can centrally handle all employee-related content from creation to deletion with a comprehensive document management solution.

From one single view, you can simplify the pro-cessing, managing, and securing of all personnel and applicant documents, streamlining HR pro-cesses as you do so. And you can build this view by creating classification plans, retention periods, and disposition policies. Using an enterprise-scanning capability, you can digitize existing paper files into employee folders without any time-consuming, manual processes.

With role-based permissions, you help ensure that only authorized users can upload and view documents through a self-service portal. A full text-search capability allows you and your team to quickly find documents as required, and you can place legal holds on key documents if needed.

You can run a completeness check based on pre-defined rules to identify missing and out-of-date employee documents. You can also create auto-mated retention policies based on local and re-gional regulatory standards, and you can manage employee documents according to country- and region-specific regulations.

Create and manage employee digital records

Speed information access, and enable a shared services model

Minimize compliance risk and reduce audit time

Generate HR letters and correspondence automatically

Run successfully in all environments

Solution BenefitsObjectives Quick FactsSAP Solution Brief

Pleaseholder SME Logo

© 2

017

SAP

SE o

r an

SAP

affilia

te c

ompa

ny. A

ll rig

hts

rese

rved

.

4 / 9

Speed information access, and enable a shared services modelWith SAP Success Factors Extended ECM, you can optimize service levels across your HR organi-zation by supporting a shared services model. From one secure view with an intuitive interface, HR authorized personnel gain fast access to all employee information. And the employee work-space feature lets both employees and your HR team share and manage HR-related documents.

Using powerful search functionality, your team can easily find what they need, when they need it. Detailed classifications and metadata help identify content authors and stakeholders, so you can quickly access the relevant content.

Expansive search capabilities allow you to find what you need using criteria such as document type, employee ID, metadata, in-text search, and employee attributes.

Version control and audit trails help ensure document accuracy and audit readiness, further improving HR efficiency and reducing compliance risk. And the application’s dashboard and ticketing features allow users to make requests, and your HR team to process those document requests, directly from within SAP SuccessFactors Extended ECM.

A centralized digital record enables HR shared services personnel to quickly find employee documents with ease, reducing operational costs.






BenefitsSolutionObjectives Quick FactsSAP Solution Brief

© 2

017

SAP

SE o

r an

SAP

affilia

te c

ompa

ny. A

ll rig

hts

rese

rved

.

5 / 9

Minimize compliance risk and reduce audit timeWith SAP SuccessFactors Extended ECM, you can limit compliance risk and improve HR productivi-ty. Depending on your organization, country, or region, the type of documents stored in employee files may vary. The application lets you set rules defining whether a particular document type must be retained in an employee’s file and set the duration of the validity of the document, all from one central view. These rules are then applied to all the same document types added to employees’ files going forward.

The solution can also detect if documents are missing or out of date, and both the employee and your HR team are notified in such cases,

enabling you to remedy the situation. You can also place legal holds on certain documents or entire employee files.

SAP SuccessFactors Extended ECM supports the following industry standards:

• U.S. DoD 5015.02-STD v3 • The National Archived Electronic Records Management systems certifications (UK governments)

• Australian Victorian Electronic Records Strategy • ISO 15489 • U.S. FDA 21 CRF Part 11 • U.S. Section 508 • SEC 17a-4 • MoReq2010







Meet your compliance requirements for employee documents.

© 2

017

SAP

SE o

r an

SAP

affilia

te c

ompa

ny. A

ll rig

hts

rese

rved

.

6 / 9

Generate HR letters and correspondence automaticallyIf you spend a lot of time creating and distributing employee correspondence, you know it can be a very manual and time-consuming process. With SAP SuccessFactors Extended ECM, you can improve HR productivity through integrated func-tionality to generate employee documents and correspondence.

Using predefined templates, you can more easily create personalized employee correspondence. From documents like offer letters and employment contracts to compensation plans, you can create many document templates. And the employee workspace allows you to share and manage these HR-related documents with your employees.

Within these flexible templates, you can also insert ad hoc text and standardized paragraphs or content when you are generating the document.

In addition, you can choose from multichannel delivery methods that let you automatically dis-tribute documents across the organization.

You can even generate complex documents such as employment contracts with this ability to choose and insert relevant sections of a document. All documents generated are versioned, helping ensure that everybody knows the most relevant iteration of every document in an employee’s file.

Once you send the document to your employee, the application automatically stores a copy, capturing full audit information in the employee’s file and minimizing compliance risk.







© 2

017

SAP

SE o

r an

SAP

affilia

te c

ompa

ny. A

ll rig

hts

rese

rved

.

7 / 9

Run successfully in all environmentsAs multiple environments require ongoing main-tenance, managing your employee documents con-tinues to be important. Whether you are using the on-premise SAP ERP Human Capital Management solution, cloud-based SAP SuccessFactors solu-tions, or a hybrid, SAP SuccessFactors Extended ECM can help you improve efficiency levels for HR document management.

You can store employee documents in a centralized repository and access them from either on-premise or cloud solutions. And if you are moving from on

premise to cloud, you do not have to migrate documents, as they are already centrally stored within the solution, substantially reducing migration costs.

With the ability to bridge on-premise, cloud, and hybrid environments, SAP SuccessFactors Extended ECM gives you a centralized employee document repository accessible from all three deployment models.






Improve HR document management efficiencies in a hybrid environment, and reduce migration costs before successful transition to the cloud.


© 2

017

SAP

SE o

r an

SAP

affilia

te c

ompa

ny. A

ll rig

hts

rese

rved

.

8 / 9

Gain comprehensive visibility into all HR documents From monitoring compliance and decreasing costs to achieving significant internal efficiencies, you can use SAP SuccessFactors Extended ECM for all your HR document management needs. The employee workspace allows you to share and manage employee documents in a centralized place through the lens of a 360° view. With the ability to more quickly and easily find employee documents, you can increase service levels and accelerate response times of shared services.

Reducing HR costs is at the core of this solution, and you can realize cost savings with the elimination of paper documents, storage, and

administrative overhead. You can also reduce legal costs, such as litigation and damages, as well as reduce audit costs where possible.

With this enterprise-grade document management solution, you can improve governance and com-pliance with HR regulations, legal requirements, and audits. Document security is increased through centrally managed role-based access rights at the folder and document level when sharing documents and by minimizing the potential for catastrophic document loss.


Manage employee documents in a simple, secure, and compliant manner, and all from one view.

© 2

017

SAP

SE o

r an

SAP

affilia

te c

ompa

ny. A

ll rig

hts

rese

rved

.

9 / 9

SummaryBy digitally transforming your HR organization, you can minimize manual tasks and increase HR effi-ciency and productivity. The SAP® SuccessFactors® Extended Enterprise Content Management appli-cation by OpenText helps your HR team easily create and manage a central digital record of all employee files. This helps ensure regulatory compliance and reduces the time and costs asso-ciated with document management. Objectives

• Create a centralized digital record for all employee files

• Provide fast access to a complete 360° view of all documents

• Reduce manual processes • Automate HR document generation

Solution • Centralized document storage for fast and intuitive access to all employee information

• Built-in compliance and regulatory functionality, and role-based permissions and controls

• Ability to create predefined templates of all employee correspondence types

• Support for on-premise, cloud, and hybrid environments

Benefits • Immediate access to key documents on demand through the employee workspace

• Increased accuracy and security as a result of significantly reduced manual processes and automation across the HR function

• Reduced legal, audit, and administrative costs

Learn moreFor more information, call your SAP representative or visit us online at www.sap.com/hr-document-management.

Quick FactsBenefitsSolutionObjectivesSAP Solution Brief

9 / 9

© 2

017

SAP

SE o

r an

SAP

affilia

te c

ompa

ny. A

ll rig

hts

rese

rved

.

© 2017 SAP SE or an SAP affi liate company. All rights reserved.

No part of this publication may be reproduced or transmitted in any form or for any purpose without the express permission of SAP SE or an SAP affi liate company.

The information contained herein may be changed without prior notice. Some software products marketed by SAP SE and its distributors contain proprietary software components of other software vendors. National product specifi cations may vary.

These materials are provided by SAP SE or an SAP affi liate company for informational purposes only, without representation or warranty of any kind, and SAP or its affi liated companies shall not be liable for errors or omissions with respect to the materials. The only warranties for SAP or SAP affi liate company products and services are those that are set forth in the express warranty statements accompanying such products and services, if any. Nothing herein should be construed as constituting an additional warranty.

In particular, SAP SE or its affi liated companies have no obligation to pursue any course of business outlined in this document or any related presentation, or to develop or release any functionality mentioned therein. This document, or any related presentation, and SAP SE’s or its affi liated companies’ strategy and possible future developments, products, and/or platform directions and functionality are all subject to change and may be changed by SAP SE or its affi liated companies at any time for any reason without notice. The information in this document is not a commitment, promise, or legal obligation to deliver any material, code, or functionality. All forward-looking statements are subject to various risks and uncertainties that could cause actual results to diff er materially from expectations. Readers are cautioned not to place undue reliance on these forward-looking statements, and they should not be relied upon in making purchasing decisions.

SAP and other SAP products and services mentioned herein as well as their respective logos are trademarks or registered trademarks of SAP SE (or an SAP affi liate company) in Germany and other countries. All other product and service names mentioned are the trademarks of their respective companies. See http://www.sap.com/corporate-en/legal/copyright/index.epx for additional trademark information and notices.

www.sap.com/contactsap

49573enUS (17/04)

http://www.sap.com/contactsap

http://www.sap.com/corporate-en/our-company/legal/copyright/index.epx

http://www.sap.com/corporate-en/our-company/legal/copyright/index.epx

Recruiting & HR

Transform Your Organization with One Centralized HR Document Management Solution