XFT Personnel File 4S4

Manage Digital Personnel Files in SAP

In many HR departments, paper still rules. Employment contracts, set goals, qualifications – very few, if any, of these important documents are available in digital format for your employees. Not only is this inconvenient, it is also risky. Can you be sure that only people with access rights have access to sensitive data? And can you guarantee compliance with deletion deadlines?

With XFT Personnel File 4S4 , you can completely digitize your personnel files. Perfectly integrated within your SAP SuccessFactors or SAP ERP HCM system, the solution enables you to create an overview of your teams much faster than ever before. Queries from the workforce can be answered immediately and reliably. Employees can submit documents digitally. And, your company automatically complies with the strict EU GDPR data protection requirements.

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How It Works

Picture XFT Personnel File 4S4 as a digital platform for all personnel-related documents and files. You can access the platform directly from your SAP personnel system via PC or mobile device. This could be the cloud portfolio from SAP SuccessFactors, but could also be the classic SAP ERP Human Capital Management (SAP ERP HCM). An authorization system ensures that each individual only has access to approved information. HR managers can, for example, view details that heads of departments are not allowed to know. Department heads are still able to keep track of their team, however. And every employee is able to upload their own documents to their personnel file digitally via SAP Employee Self-Services. This helps ensure that administrative work is shared equally.

Digital documents, such as e-mails and attachments, can be directly submitted into a personnel file. You can scan in paper documents easily. An especially practical feature is that certificates and other documents from your HR applications are automatically organized. Integrated workflows following the four-eyes principle make critical processes, such as deleting a document, much more secure.

Benefits

Faster access to personnel documents: All documents for each employee are centrally stored and so no longer need to be requested from the registry.

Integrated authentication rights: Access to all data is based on access control. Data retention and deletion deadlines can be met automatically via workflows.

Better information flow: Questions from employees can be answered faster and more reliably.

Optimized task sharing: Employees are able to digitally submit documents and therefore ease the workload of your HR department.

Want to find out more? Our fact sheet gives you a brief overview of all functions and useful information.

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Challenge: Secure Access for All Parties

From accountants to the works council, access to personnel data is important for many functions in your company. It should be as simple, convenient, and fast as possible – and directly from your SAP system. But it must also be completely legally compliant, as personnel data is one of the most sensitive types of data in your company. XFT Personnel File 4S4 was developed to fulfill these requirements.