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The digital personnel file bundles all relevant information, deadlines and processes relating to your employees in one central location. It provides an overview, traceability and legally compliant management of the entire employee process and supports HR teams and managers in all personnel-related tasks.

Field of application

  • Mapping and control of all personnel-related processes from recruitment to contract changes and departures
  • Central storage of personnel-related documents such as employment contracts, references, certificates, interview transcripts and remuneration statements
  • Support of audit-relevant requirements, in particular as part of euBP audits and compliance with BVV obligations through structured, audit-proof documentation
  • Integration with SAP SuccessFactors, e.g. transfer of documents (cover letter, CV, references) from the SuccessFactors applicant master data

Functions

  • Process-controlled document management in which documents are automatically integrated into workflows
  • Workflow support for onboarding, contract approvals or internal review processes
  • Automatic deadline and date monitoring for probationary periods, time limits and certificate expirations with reminder
  • Document Designer for guided, standardized document creation in Word
  • Process Designer for mapping ESS and MSS scenarios

Compliance

  • Role-based access control with differentiated assignment of rights at file and document level
  • Audit-proof archiving with complete logging of all changes
  • Definition of retention and deletion periods in accordance with legal requirements
  • Cross-location, GDPR-compliant use without loss of control or compliance

Added value

  • Reduction in administrative effort, as workflows, deadlines and document creation are supported by the system
  • Increased efficiency as data is centrally available and duplicate maintenance is eliminated
  • High level of transparency and ability to provide information to management, works council or auditing bodies
  • Improved data quality through the integration of SuccessFactors and linking with other files
  • Compliance with legal requirements (GDPR, BVV, euBP etc.)
  • Better location-independent collaboration within and across departmental boundaries
  • High user acceptance thanks to intuitive interfaces and easy handling

Digital sales processes
Targeted management of sales activities and optimal customer care
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Digital purchasing processes
Transparency and deadline control for open quotations and current orders
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Digital contract file
Mapping of the entire contract cycle from draft to signature
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Digital project file
All project documents, data and deadlines centrally in one place
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Material file
Digital product management from product idea to production and service
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Digital production file
Control production processes more efficiently and speed up workflows
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Real estate file
Overview and control of property management
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Digital funding management
Management of subsidies in the budget of public institutions
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Further information

How companies benefit

The digital personnel file in SAP takes your day-to-day HR work to a new level. Here you can see what successes and experiences companies have had with it.

Test our solution without obligation

Proof of concept

Test our solution without obligation and with little effort as part of a test installation in your SAP system and with your own data.

Or opt for our Quick Start solution, with a go-live within 3 weeks.

It is a structured and process-controlled solution for managing all personnel-related documents and processes. It supplements the SAP HCM or SuccessFactors landscape with audit-proof document management, workflow control and transparent traceability.

Employment contracts, supplementary agreements, references, certificates, qualification certificates, target agreements, interview transcripts and other personnel-related documents are normally managed.

Yes. The solution supports compliance with the EU GDPR through role-based authorizations, audit-proof archiving, logging of changes and defined retention and deletion concepts.

Master data and organizational information are automatically transferred from SAP SuccessFactors. This eliminates duplicate data maintenance and processes can be initiated directly on the basis of current personnel data.

Does the personnel file support euBP audits and BVV obligations?

Yes. The structured and traceable filing of relevant documents facilitates preparation for euBP audits and supports compliance with BVV obligations.

Further information

You might also be interested in

Our digital personnel file makes work more efficient with add-ins such as the Document Designer and supports compliant data storage in accordance with euBP and the Contribution Procedure Regulations (BVV).

Document Designer: Guided document creation in Word
Structured templates and a guided creation process in Word for standardized yet customizable document creation.
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euBP obligation from 2027
With our personnel file, you can quickly and easily provide and process all data required by euBP.
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BVV mandatory from 2027
With our digital personnel file, you fulfill the BVV obligation to store certain remuneration documents digitally, audit-proof & GDPR-compliant.
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Quick start to the digital personnel file
An attractively priced and quickly implemented starter package for getting started with digital personnel administration.
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Make your processes future-proof

Ready for digital processes?

Take your business processes to a new level: with our solutions, you can modernize your SAP system landscape, optimize processes across all areas and create a stable foundation for future growth. From production and purchasing to service and personnel – top flow supports you in making your processes transparent, efficient and sustainable.

Any questions?

Digital business workflows and production processes can be realized with the software solutions from top flow. Our experienced experts will be happy to help you – we look forward to hearing from you!

Contact us

top flow GmbH

Beratungsgesellschaft für Informationstechnologie
Hauptstraße 100
88348 Bad Saulgau
T: +49 7581 202 95-0
M: info@top-flow.de

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