Rockawork: Employee Personnel Files and other HR and payroll processes

Rockawork (formerly ECM) is a flexible platform that enables the quick and secure digitalization of managing cases and informational resources within an organization (case management). It enables secure and cost-effective electronic document archiving, as well as electronic document flow (workflow and business process management). Scanning, electronic archiving, and sharing of documents, along with workflow and business process management in Rockawork, are efficient, secure, and user-friendly for employees. The applied low-code concept enables the implementation and development of new business scenarios without the involvement of IT specialists.

The solution can be used in various scenarios and processes, including document flow and archiving in HR.

The collection and storage of personnel files is one of the core processes in HR administration. Rockawork Employee Personnel Files is a platform available both in SaaS and on-premise models, allowing for the creation and storage of personnel files in electronic format, integrated with the HR system used in the company. The solution also enables easy updates and document searching.

Electronic documents are assigned to the appropriate document types placed in dedicated sections of the electronic personnel files. The solution can be populated with documents already created in electronic form or with scanned documents (typically in PDF format). If the document type requires it (e.g., employment contracts, annexes), authorized employees can provide a qualified electronic signature.

Employee Personnel Files operates on the Rockawork platform, which combines the advantages of a content management system for managing and archiving all types of electronic documentation and a workflow system. The solution integrates with other applications, including OCR systems and systems for signing documents electronically with qualified electronic signatures or electronic seals from various providers.

In Poland, the legislator requires the maintenance of a uniform structure of personnel files by folders and document types (an HR e-file containing, for example, employment contracts, annexes, certificates, including employment separation certificates, etc.). This structure is divided into sections A, B, C, D and E. Rockawork Employee Personnel Files (E-Teczki) meets these requirements both in terms of form and the way employee data is stored.

The solution is flexible and easy to configure. It is possible to prepare in a short period of time a uniform electronic model of personnel files similar to the Polish version of Employee Personnel Files (E-Teczki) and tailored to the specific needs of an organization and local legal requirements. Of course, the solution is multilingual. Currently, it supports Polish, English, and German, with easy implementation of other languages.

We present an example of how Rockawork Employee Personnel Files is used by one of our clients, an international company in the automotive industry. It is a large corporation with a global presence. In Poland, the company employs only a few dozen people, dispersed across various locations. Organizationally, these employees are assigned to the company’s branch in Germany, where their administrative and human resources matters are handled by the respective HR teams.

In a globalized world and a modern company, this is obviously not a problem. However, a challenge arises with the need to organize and store personnel files in the format imposed by Polish law.

And this is where Rockawork Employee Personnel Files comes into play. In this model, the primary task of the solution is to maintain an electronic document repository for Polish employees in compliance with legal requirements. The solution is prepared in three languages: English, German, and Polish.

The company’s priority was to launch the standard version of the solution as quickly as possible. We began with workshops for users, where we presented the solution and gathered information about the company’s expectations. Just one month later, we informed the client that the tested solution was ready to be deployed on the production server. In subsequent stages, adjustments were made to the operational system, including customizing the list of document types. As part of the preparation for the launch of the solution, a training was conducted for HR administration employees. The primary goal of this training was to familiarize staff with the functionality of the tool. A significant added value was the transfer of knowledge of Polish regulations on maintaining personnel files.

In addition to establishing an electronic repository of personnel files compliant with labor law provisions, the project resulted in the HR team gaining significant independence in managing the solution, adding new document types and onboarding employees.

And how does it work in practice? Formal documents between the employer and the employee are exchanged and signed in traditional paper form. These documents are then scanned and automatically placed in the appropriate section of the employee’s personnel file. If a document is converted from paper to electronic form, it is submitted for qualified electronic signature (with the option for bulk signing within the application) before being stored in the Employee Personnel Files. The integration with an external solution for electronic document signing was carried out with the support provided by All for One consultants.

When a new employee is hired in Poland, the HR department in Germany creates their electronic personnel file.

The standard version of Rockawork Employee Personnel Files can be integrated with HR systems from various providers (including SAP HCM, SAP SuccessFactors). However, in this case, a major advantage for the client was the independence of the HR department employees in this area of managing electronic personnel files without interfering with the central HR system.

This is a common practice in large corporations with complex landscapes of centrally managed systems and strict security policies. A small-scale solution that is necessary for some reason, but does not carry out processes critical to the management of the organization (such as maintaining personnel files in a specific layout for a small group of employees) is more advantageous (and easier) to implement and maintain as an isolated solution.

However, the practice described above does not relieve the organization from the obligation to maintain corporate security standards. Authorized employees log in to Employee Personnel Files using their Microsoft account (Single Sign-On), which complies with corporate security and password management standards. The solution for secure login was developed with the involvement of specialists from dedicated All for One Poland teams, working in collaboration with the company’s central IT department employees.

This demonstrates that even a small IT project in an international company has a global reach. The added value of choosing solutions from All for One Poland lies in our “technical background” – teams of consultants with expertise in integrating various technologies, capable of acting as equal partners for corporate IT departments.

One of the advantages of Employee Personnel Files on the SaaS platform Rockawork is its scalability. Among our clients, there are companies that currently use it for thousands of employees. However, the advantage in this project was that it quickly deployed a flexible solution that supports basic HR processes for a small staff in compliance with the standard required in the corporation (security, signature integration, multilingual support).

As part of the package, the company gained substantive support, including training on the intricacies of Polish labor law, as well as technical assistance.

Employee Personnel Files (E-Teczki) are one of the applications of the Rockawork platform in HR processes. Automation of the HR document flow, including the employee hiring process along with signing an employment contract and fully paperless onboarding, is a goal achieved by another company using this solution. Integration with a qualified electronic signature and the company’s HR and payroll system allow the organization to digitalize procedures and approve documents in accordance with configured acceptance paths.

In distributed organizations, in the era of remote work and in the face of expectations to reduce paper usage, leveraging the capabilities of the Rockawork platform in HR is a step towards better employee service quality combined with significant savings.