Service description easy HR

1. General information

1.1 easy hr basic informations

• easy hr is the smart and efficient solution for managing digital personnel files, digital job postings and applicant tracking, seminar and training management, as well as core HR processes in modern organizations. The solution can also be easily and flexible extended via interfaces to include functions from third-party providers in human resource management. It integrates seamlessly into existing IT systems, works with common payroll solutions and grows alongside the company. Easy hr impresses with its user-friendly and intuitive navigation, logged and location-independent access to information and significant time savings in filing and searching.

1.2 Operation

Customers can operate easy hr within their own data center. In this setup, the software is installed and run on the company’s own servers. Installation, ongoing operation and the service are handled by internal IT staff. This option provides full control over the HR systems and allows for customization based on specific requirements. However, it requires that the IT-Team has the necessary expertise and resources to manage and maintain the software effectively.  

The Managed Service for easy hr enables the use of the electronic personnel file, job posting and applicabt management, and all other easy hr functions within a hosted and operated easy environment. As part of an outtasking model, an operations team takes care of all necessary tasks. An expert team from easy operates the easy software solutions on the easy Cloud Application Platform. With just a few configuration steps, customers receive a complete SaaS-based HR solution. The operation of easy hr solution takes place exclusively on the platform of EASY SOFTWARE AG and is managed by the company’s dedicated Managed Service Team. More information about hosting.

The cloud-based employee portal, accessible via the so-called Portal User, complements the easy hr service offering. The platform uses the latest cloud technologies to provide employees with location-independent access to company resources. Maintaince and operation of the portal are fully handled by easy, allowing organizations to focus on their core business activities.

1.3 Configuration options

With the consulting services offered by easy, you gain access to optional solutions designed to optimize the use of our easy systems for your organization. Thanks to our many years of experience in transformation projects, we provide both best-practice approaches and tailor-made solutions to meet your specific needs.. 

1.4 Updates & Upgrades

The latest version of easy hr, officially released by the easy development team, is always used. An overview of all versions can be found here.

1.5 Add ons & connectors

Integration with third-party applications must be assessed and implemented through a dedicated consulting project.

2. Product specifications

Feature	Description		Included
		easy hr – Light	easy hr – Classic	easy hr – Premium
easy hr – Human Resource Records	The easy hr – Digital Prsonnel File (Human Resource Records) module offers a comprehensive digital personnel file for structured and secure storage of all relevant employee information.	✔	✔	✔
easy hr – Employee Boarding Management	The easy hr – Employee Boarding Management module supports the HR department in onboarding and offboarding employees by assigning specific tasks to the responsible parties and monitoring their timely completuon according to individual workflows.	n/a	✔	✔
easy hr – Employee Salary Management	The easy hr – Employee Salary Management module provides a quick overview of each employee’s salary development, making it a practical tool for personnel development.	n/a	✔	✔
easy hr – Recruiting Management	The easy hr – Recruiting Management module enables the management and monitoring of job postings, the assignment of tasks to stakeholders involved in the process, and the tracking of their completion.	n/a	✔	✔
easy hr – Seminar Management	The easy hr – Seminar Management module allows you to organize all training, continuing education and qualification measures along the defied qualification paths within your company.	n/a	n/a	✔
easy hr – Assessment	Through a seamless interface to Perseo’s cloud-based assessment service, candidates are registered with the cloud service and receive a link to their online tests. Once the tests are completed, the results are transmitted back to the easy hr system.	n/a	n/a	✔
easy hr – Named User	The solution differentiates between various types of users. An easy hr – Portal User Read has read-only access, allowing them to view content and documents. This also includes access to the mobile version.	✔	✔	✔
easy hr – Portal User Read	The solution differentiates between various types of users. An easy hr – Portal User Read has read-only access, allowing them to view content and documents. This also includes access to the mobile version.	n/a	✔	✔
easy hr – Portal User Write	The solution differentiates between various types of users. An easy hr – Portal User Write has write access, which allows not only viewing content and documents but alos using processes and workflows. This also oncludes access to the mobile version.	n/a	n/a	✔
easy DMS – Server (Includes 32 folder types)	The solution differentiates between various types of users. An easy hr – Portal User Write has write access, which allows not only viewing content and documents but alos using processes and workflows. This also oncludes access to the mobile version.	✔	✔	✔
easy DMS – Scripting Package	The easy DMS – Scripting Engine is a powerful scripting engine that enables the extension of the solution with rule-based processes and allows for extensive task automation.	✔	✔	✔
easy DMS – Workflows (Includes up to 5 workflows)	Easy Workflow is the ideal solution for making a wide range of rule-based, document-oriented processes within a company simpler, more secure, and more efficient. A workflow (including all associated sub-workflows) is technically linked to a specific folder type. If a change of a folder type is required within a mapped business process, an additional Easy Workflow license is needed for each additional folder type.	✔	✔	✔
easy ECM – Data Tools (Requires one folder type)	With easy ECM – DataTools, data objects can be transferred from a source service to a target service. Databases, document data, or text-based data can be used as source or target services.	✔	✔	✔
easy DMS – TEXTRACTION	easy DMS – TEXTRACTION uses OCR technology to extract text from scanned documents, PDFs and images, converting them into searchable digital formats.	✔	✔	✔
easy ECM – Document Designer (Requires three folder types)	easy ECM – Document Designer is a tool for creating document templates that enables flexible design of layouts, texts and graphics to produce consistent and professional documents.	n/a	✔	✔

3. Description of required customer-specific individual configurations

The following settings must be confuigured individually for each customer:

• Connection of the email inbox
• Customer-specific system and communication settings
• Setup of the organizational structure
• Permissions
• Deadlines and resubmissions
• Forms
• Integration of CV parser (optional)
• Integration of online assessment (optional)
• Integration of easy archive (optional)
• Integration with job portals and recruiting websites (project-specific)

4. Management of personnel file quotas

• When ordering easy hr, the customer books a specific volume of active personnel files (each for a 12-month period).
• An active personnel file, according to this metric, is any file that is not fully archived.
• The volume of active personnel files decreases with each newly created file. Fully archiving a personnel file increases the available volume.
• Once the booked volume of active personnel files is reached, easy reserves the right to inform the customer about the exhausted licence volume.
• For each additional active personnel file created beyond the booked volume, the price for additional files will be charged according to the respective package (as per the offer) and invoiced with the next monthly report.

5. Support und Servicelevel

• Support for easy hr is subject to the “Maintenance and Support Policy”.
• Support according to the “Standard Maintenance” level is included in the bookable cloud service.