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SAPInsider: Peabody Energy Talks about Its Experience Implementing and Using Employee File Management by OpenText

FolderLogo.jpgEnterprise information continues to grow exponentially. Yet for companies whose HR documents are mostly paper-based, this growth is usually accompanied by falling service levels and rising costs. Compliance remains a constant concern for HR departments. But as the amount of HR data increases, so do security concerns. The threat of unauthorized access, absence of standard procedures for deleting personnel files, and inability to support the local requirements are just a few of the risks that today’s data-driven HR function is now facing.

Burgeoning data is also making HR operations more difficult. With stacks of paper-based documents accumulating, HR is often overwhelmed by complex, labor-intensive administrative tasks. Responding to the high variety of inquiries becomes more cumbersome, so much so that HR lacks time for strategic activities around workforce planning and development.

The SAP Employee File Management (EFM) solution by OpenText offers a complete solution for the management of employee documents, creating a solid base for faster, more efficient HR task completion, and more accurate delivery of HR services. EFM provides user-friendly access to enterprise information. HR users can search documents quickly based on employee roles, using enhanced search functionality and intuitive folder structure. Employees and managers obtain secure, role-based access to the files, with employee self-service and shared services functionality.

EFM also helps companies observe data compliance, providing a framework to retain documents for the mandated amount of time in order to comply with legal demands. EFM offers automated processes and alerts to facilitate document retention and destruction, allowing HR to reduce associated expenses and risks.

If you are attending SAPInsider 2013 in Las Vegas and want to learn more, please join a session on Thursday, February 28, 2013, 8:30 am – 9:45 am, which will be conducted by Danny Moriarty of Peabody Energy. The title of the presentation is: Case study: Lessons from Peabody Energy’s journey toward paperless HR using digitized documents and forms.

In this session, Peabody Energy will share it experience digitizing paper employee records, and integrating them into its SAP ERP HCM system with SAP Employee File Management by OpenText. Specifically, Peabody Energy will discuss:

  • Implementation best practices, including how to set up an EFM folder structure to maximize security and control
  • How the organizaition significantly reduced time spent locating and distributing documents, enabled more efficient retrieval of data, and increased first call resolution in its benefits call center, and
  • How records were received, scanned, and attached to specific personnel records and how security was managed.

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      Author's profile photo Former Member
      Former Member

      Thanks for sharing Julia!

      Author's profile photo Former Member
      Former Member

      Julia:  Great post!  I would be grateful if you could tag it with mining so it will show up in our SAP Mills and Mining community?  Some of my colleagues, like Perry Zalevsky and Blair Tolbard, are sure to find it of interest.  And here's a nice video from SAPPHIRE NOW with Peabody Energy if you're interested.

      Author's profile photo Former Member
      Former Member

      It's a very good story - thanks for letting me know about it. Always good when a company like this - maybe not one that we would consider a big adopter of technology, talks about its use of new tools to solve business problems.