The essence of the changes is the digitalization of more than a dozen HR and payroll processes, including hiring services. It is also possible to combine different legal forms of declarations of will – an electronic form (using a qualified electronic signature) and a documentary form confirmed by a qualified electronic seal (Żabka Polska) triggered by an SMS code. Flexibility in selecting an electronic signature to meet the required legal form minimizes business risks and eliminates errors in personnel record keeping. In the context of actions carried out within the organization, this ensures the security and convenience of handling electronic documentation. The key benefits include the creation of a comprehensive repository of personnel documentation (employee e-file), which replaces paper personnel files and complies with current legislation.
Digitalization of HR and payroll processes
Electronic employee personnel files
With the support of Asseco Data Systems (ADS) and All for One Poland, Żabka Polska is automating document flow and reducing the number of printouts in the HR area. SignHub, a solution from Asseco, and Rockawork Employee Personnel Files (E-Teczki) from All for One, have been integrated with Żabka's SAP SuccessFactors system. This will increase the efficiency of managing the process of creating, circulating and approving electronic HR documents and their remote signing by employees and associates.
With the support of Asseco Data Systems (ADS) and All for One Poland, Żabka Polska is automating document flow and reducing the number of printouts in the HR area. SignHub, a solution from Asseco, and Rockawork Employee Personnel Files (E-Teczki) from All for One, have been integrated with Żabka's SAP SuccessFactors system. This will increase the efficiency of managing the process of creating, circulating and approving electronic HR documents and their remote signing by employees and associates.
With paperless solutions, we reduce our negative impact on the environment by reducing paper consumption. The key lies in automation, increased efficiency and, most importantly, process supervision, which positively impacts the functioning of the entire organization. By implementing SignHub and Rockawork Employee Personnel Files solutions in HR, integrated with our internal SAP SuccessFactors system, we have gained the ability to carry out a complex process in a short period of time. Most documents are processed and approved electronically, according to the implemented approval paths. Our managers can meet online with employees and sign the document in real time, which saves time for both and frees up time for other tasks. Electronic employee files provide not only convenience and paper savings, but also significantly enhance information security standards, which is crucial when handling sensitive employee data.
Tangible business benefits
Automation of document flow and elimination of paper brings tangible business benefits to the organization, definitely reducing the costs associated with the time of handling HR processes (especially mass processes, such as the salary increase process or statements related to internal regulations) and archiving employee documentation. Żabka Polska decided to additionally personalize the tool to maximize its flexibility and achieve consistency of the solution with its own UX processes. Integration with SignHub and the Employee Personnel Files module available as part of Rockawork, a document flow management platform (formerly All for One ECM) is the next step in the digitalization of business processes in the intensive digital transformation at Żabka Polska.
Paperless supports environmental protection
The implementation of the paperless solution in the HR area supports the company’s ambitions defined in the Green Planet pillar of the Responsibility Strategy (ESG). By digitalizing the document flow, 41.5 million digital signatures were made in the organization in 2023 alone, saving as many as 17 million sheets of paper. And by introducing SignHub from Asseco and Employee Personnel Files (E-Teczki) from All for One, after just the first year of using electronic signatures for HR documents, the volume of sheets of paper passing through the HR department was reduced by as much as 20%. The numbers are impressive, and this is only the beginning of the digital journey related to the digitalization of this area in the Żabka Group.