Find out how ARTS HR Lovers helped a chemical company implement a digital personnel file. Increased efficiency, faster access & data security included!
In the digital age, the efficiency of business processes is the key to success. The HR department plays a central role in this, as it is responsible for managing sensitive employee data and documents. The implementation of a digital personnel file marks a pioneering step towards digitalisation and increased efficiency.
Milana Schreiber
Teamlead HRaaS
A digital personnel file is an electronic version of the traditional paper file in which all of an employee's relevant information and documents are stored. This includes employment contracts, payslips, holiday requests, performance appraisals and much more. This data is stored in a centralised, secure system and can be accessed at any time and from anywhere.
In the course of the spin-off of the former parent company and the transition to a foreign-based group, our client from the chemical industry was faced with the challenge of having to take over administrative HR work and payroll accounting itself. To meet this challenge, they were looking for an outsourcing partner who could also offer a suitable HR management system.
The aim was to securely cover the HR work, have fixed contact persons and be able to support the collaboration digitally. The introduction of the digital personnel file was also intended to create the basis for future-orientated, efficient personnel administration.
Another advantage of HR outsourcing is access to specialised knowledge and experience from benchmark projects. HR agencies, such as ARTS HR Lovers, have teams of experts who are familiar with the latest HR best practices and compliance requirements. This expertise can help companies minimise legal risks and improve the quality of their HR services.
ARTS HR Lovers accompanied the entire implementation process of HR outsourcing and the introduction of HR software at the chemical company and carried out the following steps:
Needs analysis and planning: working closely with the client, we carried out a detailed needs analysis. This included identifying the specific requirements and objectives and creating a customised implementation plan.
Selection of the right HR software solution: In close cooperation with our partner manaTec, we implemented Odoo, a world-leading open source ERP system, and customised it to the company's specific needs in the process. Thanks to these targeted systemic enhancements, our customer was not only able to digitalise its employee support processes, but also make them more efficient and transparent. The comparatively low licence costs, a short training phase for HR and specialist departments and the possible combination of a digital personnel file and the management of absences, including a corresponding approval process, were decisive arguments in favour of Odoo. Odoo also offers an employee communication tool.
Data migration: We transferred the existing paper files and electronic documents to the new digital personnel file. In doing so, we placed particular emphasis on data integrity and the protection of sensitive information. Our experienced HR administrators and HR officers supported the client both administratively and operationally. During the implementation phase, we took over the support of around 35 employees and ensured that all HR processes were safeguarded, even while the company went through the transition phase between the old and new HR system. Our activities included, among other things:
As part of the transition, we also implemented a new payroll accounting process. Regular legislative changes, applicable collective labour agreements and works agreements as well as complex employee data make payroll accounting a challenging and time-consuming task. In order to be able to concentrate on the core tasks of the transformation, the customer decided to outsource payroll accounting to our experts. With our expertise in HR as a service, we took over the entire payroll process, from data entry and verification to the payment of salaries.
Thanks to our careful and prudent working methods, we were able to ensure that the client's payroll accounting was compliant and on time. Payroll accounting is now carried out via an interface between Odoo and DATEV.
Integration and customisation: The digital personnel file and the new HR processes were seamlessly adapted to our client's specific workflows. This made it possible to set up new, digitally supported processes in the system that were previously analogue, e.g. holiday applications. Our activities also included customising user rights, setting up workflows and automating routine tasks. Permanent process optimisation is a matter of course for us. To ensure a smooth introduction of the digital personnel file, we organised training sessions for managers and employees. We also provided the customer with video tutorials for long-term use.
Thanks to the successful introduction of the digital personnel file, the medium-sized company from the chemical industry was able to realise numerous benefits:
In a constantly changing world of work, complex HR management is becoming increasingly important. Companies face a wide range of challenges, from managing diverse employee profiles to complying with constantly changing legal or collective bargaining requirements. In this project, our focus was also on highly complex HR management.
With our many years of experience and expertise in HR management and digitalisation, we are at your side as a reliable partner. Contact us to find out more about our customised solutions and make your HR department fit for the future.
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