service description

easy Employee File Cloud for SAP^® Solutions

1. What does the product do? Benefit

Employment contracts, references, personnel master data: the SAP^®-based digital personnel file from easy provides information on all employees – now also as a cloud-native product, ready for use at the customer within the shortest possible time. easy Employee File Cloud for SAP^® Solutions bundles all relevant data and documents and is fully integrated into SAP SuccessFactors. A comprehensive security concept based on the authorisations in SAP BTP and SAP SuccessFactors ensures that sensitive personnel data and documents do not fall into the wrong hands. Processes and approval procedures can be started directly from the digital personnel file – if required, also via smartphone or tablet.

The new cloud-native variant eliminates the need for local installation on site and thus enables the fastest implementation, configuration and readiness for use. This makes the solution significantly more convenient and efficient during the initial implementation than classic on-premises alternatives. The intuitive SAP Fiori user interface, which complies with the latest SAP standards, also eliminates the need for training and further streamlines the implementation process.

easy Employee File Cloud for SAP^® Solutions requires no additional hardware and is available around the clock, independent of location and user-specific. It runs customer-specific on available hyperscalers within the SAP BTP Cloud Foundry.

easy Employee File Cloud for SAP^® Solutions relieves the organisation of essential daily tasks and thus creates a plannable profitability advantage. The capacities and resources freed up by the relief enable focused strategic work. Thanks to the cloud-native version of the product, these advantages are now even more uncomplicated and can be experienced by even more customers of different company sizes.

The advantages of an integrated solution

2. What modules/functions are there?

The most important functions

• easy Employee File Cloud for SAP Solutions for cloud-only scenarios, based on the latest SAP Fiori technology.
• Delivery in German and English (other languages can be easily implemented as part of a customised project with the help of the SAP Translation Hub)
• SAP Fiori Launchpad start interface with all essential applications for the different roles in HR:
  • Employees
    • Reading access to own file
  • Clerking
    • Reading access to own file
    • Resubmissions
    • Personnel file search
    • File loans
    • Document search
    • Process Journal – Overview of all open processes
    • Process Inbox – Overview of own open processes
  • Supervisor
    • Reading access to own file
    • Personnel file search
    • Inspection of files by directly reporting employees (restricted file model)
  • Administrator
    • Reading access to own file
    • Permits
    • Admin Center

Personnel file

• Fully integrated file based on SAP Fiori technology
• Flexible design of the delivered file model via SAP Fiori application, incl. drag & drop of existing folders
• File call via SAP Fiori tile or from within SuccessFactors
• Various display formats, such as list or tree view, including bread crumbs and optional hiding of folders without content
• Flexibly expandable file functions (project-individual)
• Tracking changes to a record within the integrated record log
• Create file notes
• Creation of reminders incl. e-mail reminders
• Create temporary file loans from the file
• Display of all loans, notes, appointments (resubmissions) and processes for an open file

Documents

• Coverage of a wide variety of incoming document routes
  • Upload digital documents within the file
  • Scan filing with workflow
  • Scan Filing (Bulk Upload)
• Document search (full text, document attributes, file attributes) within a separate application
• Inplace viewing of PDF documents and downloading
• Manual deletion and moving of documents (4-eyes principle for deletion as well as moving to another file)
• Logging of changes to a document within the record including display
• PDF conversion of documents within the file (PDF/A-1 to 3)
• Maintenance and display of resubmissions for a document
• E-mail reminders for resubmissions
• Maintaining and displaying notes on a document
• Flexibly expandable document functions (project-individual)

Processes

• Filterable overview of all processes for a file within the file itself
• Process maintenance via SAP Fiori application
  • Creation of new processes (process contents are implemented individually for each project)
  • Maintenance of process metadata (designation, icons, etc.)
  • Delete processes
  • Maintenance of the process participants

Evaluation and reporting

• Various overviews via SAP Fiori applications
  • File loans
  • Resubmissions
  • Processes
  • Protocols

Security and permissions

• Tracking of changes to a record or document within the respective history
• Control of file access permissions based on SuccessFactors permissions
• Control of authorisations for documents and actions within SAP BTP

The architecture – an overview

3. System requirement

• SAP BTP Coud Foundry
  • Cloud Foundry Runtime
  • Sub-account incl. Space
  • SAP HANA database (as a service to Space or as a mapping to existing SAP HANA database)
  • Entitlements
    • SAP HANA Schemas & HDI Containers
    • SAP HANA Cloud
    • HTML5 Application Repository Service
    • Launchpad Service oder SAP Build Workzone, standard edition
    • SAP SuccessFactors Extensibiltiy
    • Destination Service
    • Connectivity Service
    • Authorization and Trust Management Service
• SuccessFactors
• Supplementary requirements of the Installation Guide