In HR departments, the preparation of references is not exactly one of the most popular tasks. It is a thankless job: the coordination effort is high, legal requirements make the preparation of references complex, and in the end only very few employees are satisfied with their reference. At the same time, in times of digitalization and the “war for talent,” there are important strategic tasks on the HR agenda for which there is supposedly never enough time.
In this blog post, we will show you how to better organize the creation of job references based on SAP. With a simpler and faster process that is integrated into your SAP system, you reduce the coordination effort and improve the result of your HR work. At the same time, your employees no longer have to wait long for their job references and can look forward to meaningful and high-quality references.
We know from discussions with numerous SAP users: The number of references produced each year amounts to around 10% of the number of employees. This means that a company with 5,000 employees produces around 500 references every year for promotions, transfers and employees leaving the company. If we assume a processing time of three hours for each certificate, we end up with an annual time expenditure of 1,500 hours in our example company. This corresponds to almost one full-time employee, whose capacity HR managers would much rather use for value-adding tasks such as personnel development.
For HR employees, certificate creation can degenerate into a real stress factor because coordination with all parties involved rarely goes smoothly.
However, the time involved is only one of the challenges associated with job references. In many companies, reference preparation can degenerate into a real stressor because coordination with all parties involved rarely runs smoothly. In a paper-based process, difficulties in coordination and the limited availability of process participants result in “layovers” that unnecessarily drag out the process and lead to processing times of three to six months. Because of the following stumbling blocks, job references can quickly become a real productivity killer:
If you’re an HR manager and some of these challenges sound familiar, you’ve come to the right place. In the following sections, you will learn how to eliminate many of these stumbling blocks.
As is the case with most business processes, the lack of standards is usually the reason for the lack of efficiency in the preparation of references. Yet the issuing of certificates is a straightforward process that is virtually predestined for standardization. Especially with stringent process control that is seamlessly integrated into the SAP landscape, the process time can be significantly reduced. This makes the following process much leaner and faster:
While the conventional manual preparation of a reference takes up to three hours of working time, the process can be shortened to an average of 36 minutes by introducing a digital system for preparing references. This value is based on project data collected by EASY SOFTWARE in cooperation with numerous well-known customers over the past years. In the example of the 5,000-employee company, the workload for certificate creation of a full-time HR employee would be reduced from nearly 100% to just under 10% – a gigantic time gain that HR departments can use for strategic tasks.
In addition, a standard process with proven reference templates minimizes uncertainties in wording issues that HR employees often struggle with. At the same time, text modules reduce legal risks because the respective standard formulations can be checked in advance for legal compliance. How can this process now be integrated into SAP?
In order to achieve optimal process support, certificate creation should be based on your SAP system. On the one hand, all master data required for a certificate is stored in SAP. On the other hand, all process participants are familiar with SAP, which promotes acceptance of a digital certificate process. However, certificate creation is not integrated as an end-to-end process in HR systems such as SAP HCM and SAP SuccessFactors. This gap is closed by add-on solutions such as EASY’s software for certificate creation.
The days when employees had to wait a long time for their certificate are thus over, and HR departments benefit from lean, largely automated business processes.
Thanks to SAP integration, HR departments benefit from the legally compliant creation of certificates based on a standard process and certificate templates.
This makes certificate creation in SAP a win-win situation for everyone involved.