Employee Personnel Files

Digital personnel files

Employee Personnel Files - digitalization of HR records

Employee Personnel Files is a modern platform that allows you to create and store personal files in the form of electronic documentation (electronic personnel files), in integration with your HR system (e.g. SAP, SuccessFactors).

Employee Personnel Files enables HR department employees and line managers to create, update and search the electronic personnel files by assigning electronic documents and scans to appropriate types of documents placed in dedicated parts of electronic personnel files.

Based on Rockawork, Employee Personnel Files allows you to configure a uniform electronic model of personnel files, tailored to the needs of a specific organization. The solution offers a uniform structure of personnel files, broken down into folders and types of documents (an HR e-file containing e.g. employment contracts, employment separation certificates, etc.).

The solution meets the legal requirement in terms of the form and method of storing employee data.

Electronic HR files in SAP - details

Employee Personnel Files is based on Rockawork, a platform which is a unique combination of a content management system for the management and archiving of all types of electronic information processed by the organization, and a workflow system.

Thanks to the built-in REST API module, Employee Personnel Files integrate with other applications, e.g.

OCR systems (e.g. ABBYY FineReader Serwer, ABBYY FlexiCapture)
systems for electronic signing of documents (e.g. DocuSign)

Automation: mass processing of tasks, use of customer databases, handling of multiple companies within an organisation
Flexibility: personalised document view, mapping of processes and procedures
Security: full change history, wide range of permissions, compatible with security policies
Ability to modify business processes and flexibly adapt them to the changing business environment without the need for coding (by using the LOW CODE solution)
Identification of bottlenecks in business processes thanks to an extensive reporting system

Handling of A, B, C and D sections of the employee file, in accordance with the guidelines of the Regulation of the Minister of Labour and Social Policy; and support for additional sections
automatic deletion of documents and retention – the option of automatic deletion of defined types of documents and entire files after a specified period of time.
Support for multiple company codes in one application. HR staff can have access to the data of all companies, or can be assigned to a specific company code.
Exporting data to a ZIP file that contains pairs of PDF scans and XML data files in accordance with the Regulation guidelines.
Loading documents into individual sections with expiration dates using either an internal workflow or a REST API for external applications e.g. OCR systems.
Storing electronically signed documents in external applications (e.g. DocuSign)
Generating notifications in accordance with the deadline and recipient defined for each type of document (e.g. alerts about the upcoming date of periodic examinations, mandatory training or the end of the contract).
Management of authorizations and accesses In the application you can assign appropriate authorizations to individual system users: managers, HR department staff and other employees.

Regulation of the Minister of Family, Labor and Social Policy of 10 December 2018 on employee documentation
Act of September 18, 2001 on electronic signature
Labor Code

Employee Personnel Files is a solution designed for integration with SAP systems (SAP HR/SAP HCM, SuccessFactors Employee Central).

The application integrates with SAP via webservice. Employee data in Employee Personnel Files is retrieved and updated from the SAP application. SAP remains in this architecture the center of employee data management, and changes are immediately mapped to Employee Personnel Files.

Installation of All for One Employee Personnel Files in the SAP environment requires the following technical conditions to be met: ECC 6.00 version with Support Package 9 or higher (SAP HR/HCM); or SuccessFactors subscription.

EMPLOYEE FILE IN SAP - HOW DOES IT WORK?

Case studies

Electronic employee E-Files at Żabka Polska

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%.

Read more about the integrated solution including SAP SuccessFactors, Rockawork Employee Personnel Files from All for One and the SignHub tool from Asseco.

Żabka Polska

Digitalization of HR and payroll processes

Employee Personnel Files at Volkswagen Poznań

Read the case study from the project of digitizing HR documentation for over 10,000 people employees of Volkswagen Poznań in the All for One Employee Personnel Files solution.