Letter of reference creation for SAP® HCM

Create legally compliant certificates in the blink of an eye

The EASY solution for creating letters of reference optimizes the cooperation between the HR department and managers in creating references in SAP® HCM®. Text modules that you adapt to your compliance guidelines, as well as an intuitive user interface that is available on any end device, provide the necessary security as well as speed in the creation of job references – and all this with full integration into your SAP system.

Nutzen und Vorteile der Zeugniserstellung in SAP

  • Automated process for creating letters of reference integrated into in HCM®
  • Available on any device (SAP Fiori / HTML5)
  • Simplified evaluation thanks to a grading and text module system
  • Premade, customizable text modules for standardized certificate creation
  • Adherence to compliance: authorizations for creating letters of reference, digital signature control, reviewed company data
  • Adherence to the corporate design for letters of reference
  • Reporting on the letter of reference process
  • Significantly reduces complexity and processing time
  • Fast cycle times for the entire creation process
  • Coordinated cooperation between HR, managers, and employees
  • Managers can feel secure in formulations
  • Maximum transparency, because open tasks and deadlines are always in view
  • Space and capacities for strategic tasks in HR management
  • Increase in internal service quality and support for the employer brand

The functions of the letter of reference creation SAP® at a glance

Convenient process start for employees

If an employee would like to request a letter of reference – whether it is an interim assessment, an internship reference, or a leaving reference – they start the process quite simply in the Fiori® Launchpad via integrated employee self-services (ESS), even via a mobile device. As things proceed, the employee can always view the current status and knows where the reference is at the moment.

SAP Zeugnis Dashboard

Letter of reference creation with a few clicks

SAP Zeugniserstellung

The HR department receives a notification of a request for the creation of a letter of reference. First, a template is chosen, and then the appropriate text modules are determined by mouse click. Here, the processor is dynamically guided through appropriate options/alternatives based on their selection. Data in the personnel master record from SAP® HCM® are entered directly into the reference template (name, length of employment, etc.).

Legally compliant job references

Letters of reference hold risks when the formulations are not legally compliant. Typically, managers assess their employees, but don’t have the knowledge for the legally correct formulation. The EASY letter of reference creation software solves the problem by delivering ready-made text modules that you can adapt to your compliance guidelines and store in the system. This way, you always maintain control over standardized and legally compliant certificate creation.

Zeugnis Beurteilung in SAP

Maximum speed in creating the letter of reference

Zeugnis Textbausteine SAP

If already existing approval strategies or mechanisms for supervisor location are implemented, the supervisor is automatically informed in the next step. The manager can now award grades via an evaluation system. These grades are automatically converted into the legally approved text modules in the background.

Digital signature control

Digital signature control via SAP® HCM® saves time and prevents media disruptions. The letter of reference doesn’t get “stuck” somewhere because an approval is missing. By the way, managers can also handle all approvals and assessments mobile by smartphone or tablet using SAP® Fiori® or HTML5.

Rechtssichere Arbeitszeugnisse in SAP

Corporate design in letter of reference creation

Corporate Design bei der Zeugniserstellung in SAP

The document templates include only the corporate design specifications and the structure of the document (e.g. company name and logo) and are created in Microsoft Word. The text modules and text variables and the rules are maintained as independent objects in SAP® HCM  and can be changed independently by the department without extensive understanding of SAP®.

Automatic storage, satisfied employees

After the letter of reference is complete, the employee can view and approve it. Then the letter of reference is automatically stored in the correct personnel file.

Automatische Zeugnis-Ablage in SAP

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