Inefficient management of HR data can be costly. This is because companies are required to comply with a number of statutory regulations, such as are laid down by Sarbanes-Oxley, Basel II, or in Germany by the KonTraG (German legislation regarding corporate control and transparency) and non-compliance may result in legal consequences. The primary objective of Sarbanes-Oxley, for instance, is to achieve greater transparency in the company. For this reason it must be possible to track business processes and the people involved in them fully and to check the monitoring systems at regular intervals. The Act applies not only to financial departments but also to HR.
Companies should seize the opportunity afforded by this obligation and implement monitoring tools that also increase efficiency in the company. An example of this is a software application for legally compliant organization of HR data. This enables authorized individuals to access information on budget management and report structures at any time. If need be, it is easy to trace which person was responsible for a particular activity.
The amount of data in companies is constantly increasing, and it is often difficult to maintain a consistent separation of critical and non-critical data. At the same time the statutory duty to account for and disclose all data that plays a part in accounting is increasing – and this also includes HR data. The effort required to keep track of everything is so enormous that it is almost impossible without software support.
Tools used for locating HR data such as telephone numbers, departments or permanent posts are thus of great benefit. One such tool is the OrgPublisher for SAP Solutions by Aquire. This organizational tool displays employee information in the form of organigrams. The data can be used to generate tables and diagrams, for instance on budget analyses and company hierarchies. The required data is imported via an interface from mySAP ERP Human Capital Management (mySAP HCM). The results can be presented interactively on the intranet.
Correct data, current information
Classic organigrams are an important tool for representing relationships and hierarchies within companies. They provide orientation for new employees, for instance. If employees leave the company or are promoted, static HR data will no longer be up-to-date. Manual modifications are time-consuming and the organigrams quickly become obsolete. State-of-the-art organizational tools avoid this by automatically extracting information from HR databases and presenting this in the required form.
In the OrgPublisher for SAP Solutions the user selects pre-defined fields in the interface to mySAP ERP HCM, and by doing so specifies which data should be extracted and displayed in an organigram. This includes contact information, position in the organizational hierarchy, or the employment level of the staff member. Additionally, the format in which the information is output can be specified. The positions and hierarchies within the company are displayed in the same way as classical organigrams. Regular synchronization with up-to-date data from the data source ensures that the data is correct and reliable. This involves the software retrieving current data from mySAP ERP HCM at specified intervals. The user can use a “compare” function to check at a glance which changes have occurred in the company hierarchy or the report structure. This method also prevents payments being made unintentionally to former employees, an issue which may leave companies open to attack from the point of view of Sarbanes-Oxley.
The user determines how the data is presented. Depending on his or her requirements, the user can show or hide content and additionally evaluate new information. The content can be specified more precisely before presentation, for instance via filters. In this way special qualifications, such as fluency in foreign languages or overseas experience, can be seen at a glance. External relationships with partner companies can also be taken into account. The software supports the user in finding and preparing the required data from the hierarchy of permanent positions via event planning through to a catalog of qualifications.
Greater transparency, lower costs
Companies also hold person-related information on each employee that goes beyond the remit of the HR department. This ranges from laptops and company cars right through to IT user profiles. Each employee comes into contact with a range of departments. These interdependencies frequently lack transparency, however, and the relevant IT systems are inadequately integrated. Efficient planning processes for HR, materials, and allocated budgets are essential for ensuring the required level of transparency.
The OrgPublisher for SAP Solutions tackles these issues via its “Unified Workforce Intelligence” approach. This aggregates all key data on the members of an organization or a company from mySAP ERP HCM and then displays it in an overview. Previously this was an extremely time-consuming exercise due to the inadequate integration of the software systems and the individual departments. Linking detailed financial KPIs from ERP applications with HR data and reporting structures from HR systems makes it easier for managers to take decisions on HR planning or budgeting and also to avoid unnecessary costs.
What is important for implementing an organizational tool of this kind is its compatibility with other applications. In order to prepare critical company data on a single platform, all solutions from which this information originates or into which it is to be transferred must be able to communicate with one another. Ideally the OrgPublisher for SAP Solutions can be linked to other applications on the intranet. Interfaces enable the switch from Word or Excel, for example, directly to specific locations in an organigram. Search functions support the user in finding the information. If required, he or she can apply an attractive layout to the display and transfer the organigrams into PowerPoint, for instance.