At DEKRA, Employees Manage their own Data

Vehicle inspection sticker on the licence plate Photo: DEKRA

…is part of SAP Business Suite. SAP ERP HCM supports the human resources department in its core tasks, such as administration, time, travel and talent management, personnel placement management as well as strategic personnel planning. The solution also guarantees compliance with national and international regulations.

ESS is an Intranet service that empowers employees to access and manage of their personnel and individual data. DEKRA launched ESS as early as in the 1990s. At the time, employees were able to access and manage their vacation planning, the company’s flexible work program, and an internal phone directory. When DEKRA overhauled its IT infrastructure, the company introduced SAP ERP HCM (formerly SAP Human Resources), and started to extend and update its ESS applications. This process is being continued to this day.

Michael Rothenhöfer, head of personnel systems at DEKRA, underlined that the works council is always involved in pushing the limits of ESS. “All our developments regarding ESS happen in close coordination with our works council. We value this highly as we are dealing with confidential employee data.”

SAP partner treorbis has shaped these developments from the very beginning. “treorbis helps us tremendously regarding ESS, be it with advice or implementation support,” says Rothenhöfer. “Our cooperation with treorbis is a big plus for us. The company has a profound SAP expertise and great development capabilities.”

More than managing basic information

DEKRA employees by now have at their disposal a multitude of services enabling them to manage their data. They can

  • edit individual information such as basic personal data, their address or their bank details;
  • administer their DEKRA profit-sharing rights, which employees can buy much like stocks – a system that enables them to benefit from the overall corporate success;
  • get information about on-the-job training possibilities;
  • identify and locate the right contacts from the list of employees.

ESS is also making work time management more efficient, for example by speeding up the handling of applications for leave.

Michael Rothenhöfer, head of personnel systems at DEKRA (Photo: DEKRA)

“Applications for leave used to be handled by employees, managers and work time managers within different systems,” says Rothenhöfer. “We are now involving only the key people and are thus eliminating redundancies such as media disruptions.”

This is how it works now: An employee sends of his application for leave through ESS; his boss then receives an email with a link directing him to said application, which he can then review and handle. If he grants the application the go-ahead, the work time management function within SAP ERP HCM immediately notes the absence ahead.

Because employees of the different DEKRA companies need different functions, the services’ menus are specifically designed according to the needs of the individual company or employee group. This guarantees functionality, ease of operation and a high user acceptance.

Roughly 7,500 employees are managing their personal data, including all employees of DEKRA Automobile, for example. More companies have been and will be integrated.

Benefits for all

Andreas Blumendorf, Human Capital Management, treorbis GmbH (Photo: treorbis)

Employees can access ESS at any time. They only need to log into the Intranet via a browser. Usage of the system is easy and intuitive. Making several phone calls trying to find the right contact person is a thing of the past; it also cuts red tape. Employees are more active in all personnel management process and as a result, they become involved and feel more responsible.

This of course benefits the company, as do ESS’ obvious advantages regarding transparency, independence and timeliness. Add to that more flexible reporting and quicker work cycles, and you know why human resources are able to focus on their core tasks, leading to better overall decision-making.

Process costs are minimized because information is sent electronically, and not on paper. Many small and hard-to-measure benefits, for example as managers’ reduced reaction times to employee questions speed up and improve the quality of processes.

The future

ESS remains a top priority at DEKRA, Rothenhöfer says. “Our HR director is committed to these services and has lobbied for their extension. We want to roll out our employee services to all DEKRA companies.”

He added there are always new developments with regard to content.

“Just recently, we included in our payroll run a remuneration statement, and we continue to develop more services for our surveyors’ production data reporting. We also want to add a function for qualifications, such as foreign language skills, for self-assessment.”

DEKRA, an internationally operating company, is improving security and profitability in people’s dealings with technology, environment and mobility. Its portfolio includes vehicle inspections, expert opinions, industry inspection services, third party certifications and training services. Some 17,000 employees in more than 100 daughter companies and joint ventures create sales of roughly 1.3 billion euros per year.