EMPLOYEE FILE MANAGEMENT

EOH EIM can help your HR department to move to the HR of the future, using digital personnel files and connecting them to the personnel info types of each employee.

By implementing Employee File Management by OpenText™ (EFM), the EOH EIM team can help you address the challenges in HR, like difficult access to all electronic employee files, possible unauthorized access, and frequent copying and mailing of files.  OpenText™ EFM provides central access to all employee documents, meaningful and efficient reporting and streamline the tasks of HR administrators. 

OpenText™ EFM provides HR departments with a solution for managing personnel files. OpenText™ EFM integrates seamlessly into SAP HR Administration, SAP Employee and Manager Self Service and SAP Employee Interaction Center. It also provides a collective view of employee documents like scanned documents, employee-related e-mails, and related SAP HR master data. It is based on the existing SAP HCM master data and authorization concept to avoid replicated data and authorizations.

OpenText™ EFM also streamlines the management of personnel supporting document’s – both print and electronic, whether on-premise or in the cloud. And, with this solution, master data in the SAP ERP Human Capital Management (SAP ERP HCM) are immediately available from the digital files.

These digital employee documents are displayed in a clearly organized folder structure either based on the existing info types/sub-info types or a customer-specific flexible folder structure. A thumbnail-based document browsing provides easy and quick document retrieval and a rich set of HR business functionality.

OpenText™ EFM and OpenText Archive Center deliver secure storage of the digital personnel files and guarantees only authorized employees can access these digital personnel files.

With Integration of an upload function in Employee-Self-Service (ESS) and Manager-Self-Service (MSS), the employee documents can be attached or uploaded; and a central Document Inbox manages typical document workflows.

An EFM Web-based user-interface allows the HR administrators to perform EFM activities, including browsing of document thumbnails.

Some of the benefits included in Employee File Management by OpenText are authorized and simultaneous access from everywhere, reduction of handling times, various search criteria, different file formats, supports connection to SuccessFactors, securely archive employee documents according to legal regulations and automated retention management. With OpenText™ EFM specific reporting functionality, an overview of existing and missing employee documents is available and employees with specific qualifications can be found.

One of the attractive benefits is that part of OpenText™ EFM functionality is also available on mobile devices. For mobile access to HR electronic files, EFM provides a document viewer app with filtering capabilities; like the search for personnel files and viewing of metadata of the selected employee with all digital documents belonging to the selected employee.

We use SAP’s tried and tested ASAP implementation methodology, supported by our ‘Right First Time’ method of working (to identify and mitigate the risks associated with the implementation and deployment of IT services). This overarching approach provides a consistent framework for our EIM practitioners, assists in keeping projects within budgets and timelines and contribute to both the flexibility and quality of our solution delivery.