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 checked in accordance with employment law and a simple user interface available on any device – and with complete integration in your SAP® system – offer the necessary security and speed in the creation of letters of reference.

SAP-Dokumentenarchivierung mit Archivierungssoftware

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
  • Legally checked text modules for creating letters of reference
  • 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 that problem with legally verified text modules which are kept up to date through regular updates. EASY delivers around 500 text modules which have been verified by a lawyer for employment law.

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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HR Processes
Resources

Discover useful whitepapers, webinar recordings, guides and checklists on HR processes.

  • Whitepaper: GDPR-Compliant

    Protecting personal information and thus employee data in particular is an important and complex issue – specifically for HR departments. Against the background of EU GDPR standards, effective since May 2018, this white paper provides support and additional information on using our HR management system.

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Customer Stories
  • Bei Verkaufstransaktionen oder im Falle von Rechtsangelegenhei­ten ist es ein immenser Vorteil, wenn die Papiere nicht landesweit in den Forstbetrieben verteilt sind, son­dern zentral vorliegen.

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  • Kinopolis found everything the company was looking for at EASY SOFTWARE. First Kinopolis introduced EASY Contract, followed by EASY HR.Then EASY Invoice was also launched.

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  • EASY SOFTWARE installed solutions for the HR division at ProSiebenSat.1 Media AG: the digital personnel file & a solution for digital certificates.

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