webPDF as a Component of the Digital Personnel File
Automatic PDF/A Conversion in the Background
Gothaer Finanzholding AG has introduced the XFT digital personnel file with webPDF as a component.
The Gothaer Group is one of the largest German insurance companies, with EUR 4.4 billion in premium income and around 4.1 million policyholders. The group offers all lines of insurance. Around 5,500 employees provide high-quality personal advice to customers as well as a wide range of digital services and offerings.
Naturally, managing employees and their data is also a major challenge for Gothaer's HR department. The digital personnel file from XFT with webPDF as a component now makes this task much easier. Also involved in the rollout process was Gothaer Systems, the group's central IT service provider, which is responsible among other things for system integration. The technical service provider delivered the software solution at the end of 2018. webPDF also plays a role in the audit-proof long-term archiving of all HR documents.
webPDF as a Component of the Digital Personnel File
What specific effects has the introduction of the digital personnel file had for users? Johanna Brinkmann, an HR employee at Gothaer Finanzholding AG, describes how webPDF is used:
"As part of the introduction of our digital personnel file by the service provider XFT from Walldorf, an SAP partner, we were also recommended the webPDF software. Since then, webPDF has been responsible for the automatic conversion of our HR documents into PDF/A. With the webPDF component, documents can be checked into the file easily via drag and drop, regardless of their original format, and are converted to PDF/A automatically in the process. Thanks to webPDF, the process runs fully automatically. Documents no longer need to be standardized and converted to PDF manually. Because the conversion process runs in the background, there are significantly fewer errors. In addition, the PDF/A format is extremely important for the long-term archiving of our HR documents."
Benefits of the Digital Personnel File for HR
The digital personnel file makes workflows in the company more transparent and important work steps more efficient. Because all documents are stored centrally and in a uniform format, fast access is possible regardless of location, and employee questions can be answered more quickly. The XFT personnel file provides additional benefits as well. Legal requirements such as the GDPR can be met more precisely through automated authorization control and automated retention and deletion periods. Conversion to PDF or PDF/A also runs automatically in the background. The XFT personnel file can be adapted to individual needs, and a range of extensions is available.
The switch to a digital file in the HR department at Gothaer Finanzholding AG has brought major changes to working processes. "Before the introduction of the digital personnel file, we were still working with classic paper files. That means all documents existed as originals on paper in folders. The digital personnel file has brought enormous improvements, especially with regard to personnel file administration and access control," says Brinkmann. "Our colleagues manage around 5,500 files. The digital personnel file and webPDF are currently used by around 40 users at the Cologne, Hamburg, Goettingen, and Stuttgart locations."
How Does webPDF Become Visible to Users?
"Under normal circumstances, users do not notice webPDF at all unless a document cannot be stored because the conversion fails. These cases are rather the exception and can usually be resolved quickly with the help of colleagues from IT and, in some cases, with support from SoftVision Development," Brinkmann explains about the process when a conversion fails. "In general, when it comes to support, if there is a problem, XFT sometimes coordinates directly with SoftVision Development so that the issue can be resolved quickly and without unnecessary complexity," says Marco Arcidiacono of Gothaer Systems GmbH.
How Was the XFT Personnel File Introduced with webPDF?
The XFT personnel file was introduced in December 2018 within HR at Gothaer Finanzholding AG. The company was looking for a tool that would best support employees in managing personnel files, simplify administration significantly, and offer a high degree of integration with SAP HCM. Johanna Brinkmann describes the selection process for potential providers in this area:
"A key requirement for the digital personnel file was a high degree of integration with SAP HCM, which has been used at Gothaer as the personnel management system for many years. As part of an official tender, the XFT personnel file proved to be the most convincing solution. Immediately afterwards, webPDF was also recommended as the component for automatic document conversion."