Introduction

For SAP SuccessFactors customers seeking an employee document management functionality, ePFile is a readily available solution that enhances SAP SuccessFactors as a DMS add-on. Another alternative for SAP SuccessFactors customers is to purchase a traditional Document Management System (DMS) that can be connected with SAP SuccessFactors but requires a separate consultant team for installation and maintenance. In this article, we will explore and compare the two options to help you determine which one best suits your organization’s needs.

Understanding the Differences

Before we delve into the details, let’s examine the diagrams below, which illustrate the similarities and critical differences between a Document Management System (DMS) and a DMS add-on (ePFile).

Before we delve into the details, let’s examine the diagrams below, which illustrate the similarities and critical differences between a Document Management System (DMS) and a DMS add-on (ePFile).

The second diagram illustrates the features of a DMS, which can be categorised as follows: (1) essential features, (2) duplicate features that overlap with the existing HRIS, such as document workflow, document generation, and document alerts, and (3) nice-to-have features that are rarely used and come at a high cost.

It is important to note that features like document workflow or document generation require a single data source to ensure accuracy and consistency. If these features exist in both the HRIS and DMS, keeping the output documents in sync and up to date might be challenging. This is where the DMS add-on holds an advantage, as it leverages these features from the HRIS through native integration, eliminating the need for duplication.

Comparison Focus 1: Integration with SAP SuccessFactors

Despite the term “Paperless HR” being around for a while, about 90% of HR functions in organizations still heavily rely on paper. The main reason for this is the fragmented integration between Document Management Systems (DMS) and the increasing number of employee documents generated within the HRIS system throughout an employee’s journey.

The level of integration and user experience plays a vital role in selecting a document management solution for SAP SuccessFactors. ePFile excels in this aspect, seamlessly extending SAP SuccessFactors without the need for additional software installation or maintenance. By utilizing the same configuration screens and user interface as the Employee Central module, ePFile allows users to conveniently access and manage their documents within SAP SuccessFactors. Moreover, ePFile leverages the single-sign-on (SSO) feature of SAP SuccessFactors to ensure data security and prevent data duplication.

The level of integration and user experience plays a vital role in selecting a document management solution for SAP SuccessFactors. ePFile excels in this aspect, seamlessly extending SAP SuccessFactors without the need for additional software installation or maintenance. By utilizing the same configuration screens and user interface as the Employee Central module, ePFile allows users to conveniently access and manage their documents within SAP SuccessFactors. Moreover, ePFile leverages the single-sign-on (SSO) feature of SAP SuccessFactors to ensure data security and prevent data duplication.

Comparison Focus 2: Cloud Deployment

Cloud deployment and storage are crucial considerations when choosing a document management solution for SAP SuccessFactors. While cloud deployment offers scalability, accessibility, and cost-efficiency, it also presents challenges such as data security and compliance. ePFile and DMS approach cloud deployment differently, catering to diverse organizational needs and preferences.

ePFile tracks and manages documents within the SAP cloud system, ensuring data security and compliance. All documents are stored within the SAP SuccessFactors system, eliminating data duplication and synchronization issues. Users can access their documents from any device with an internet connection, using the same login credentials as SAP SuccessFactors. Additionally, ePFile utilizes the features of the SAP cloud platform, such as encryption, backup, disaster recovery, and GDPR compliance.

In contrast, DMS stores documents outside the SAP SuccessFactors system in the cloud. This requires users to log in to a separate system to access their documents, which may affect convenience and security. Moreover, additional configuration and maintenance are necessary to ensure data security and compliance in the cloud.

Comparison Focus 3: Document Generation

Document generation is a crucial feature of document management solutions as it allows users to create and edit documents from customized templates adhering to the organization’s standards and regulations. Both ePFile and DMS support document generation, but their integration and ease of use differ.

ePFile enhances SAP SuccessFactors for document creation and editing, enabling users to generate customized and compliant documents from templates stored within the SAP SuccessFactors system. The templates can be accessed from the same interface, and required fields can be filled with automatically populated data from SAP SuccessFactors. Furthermore, users can preview, download, print, and email the documents directly from SAP SuccessFactors, with the changes automatically reflected in ePFile.

DMS also offers document generation capabilities, but its integration may not be as seamless as ePFile. Users may need to set up and maintain data fields from SAP SuccessFactors to the templates, which can be cumbersome and prone to errors. DMS provides advanced editing tools, document versioning, and workflow automation, but these may require additional configuration and training.

It’s worth noting that features like document generation benefit from a single data source to ensure accuracy and consistency. If these features exist in both the HRIS and DMS, keeping the output documents in sync may pose challenges. This is where ePFile has an advantage, leveraging these features from HRIS through native integration and avoiding duplication.

Comparison Focus 4: Document Management in SAP SuccessFactors Modules

An essential aspect to consider when maintaining a comprehensive employee document management repository is that most employee documents are naturally created within the HRIS based on different HR transactions such as offers, hiring, transfer, promotion, declaration, appraisal, learning, compensation, and termination.

ePFile effectively manages documents in any SAP SuccessFactors module since it is an extension of the system utilizing the same data and configuration. Users can generate documents in any module, such as offer letters in Recruiting, declaration forms in Onboarding, or probation completion in Employee Central, and all these documents are automatically available in ePFile with relevant employee permissions configured in SuccessFactors. Additionally, ePFile can be configured with DocuSign to enable electronic signatures and automatic document updates. The alert feature of Employee Central can also be utilized by ePFile to inform users of expired documents that need to be uploaded or renewed.

Similarly, DMS can manage documents in any SAP SuccessFactors module, but it may require more effort and customization. For instance, users may need to export documents to a separate system from SAP SuccessFactors. Access control rights and workflows may need to be configured in DMS to ensure document accuracy and security. However, DMS offers advantages such as support for more document types, formats, templates, and advanced document lifecycle management features like retention policies, archiving, and disposal.

Comparison Focus 5: Document Digitisation

Document digitisation involves transforming paper documents into digital formats that can be stored, accessed, and managed electronically. Document digitization offers benefits such as time and cost savings, improved data quality, enhanced security, and compliance. ePFile and DMS offer document digitization solutions but employ different methods and yield varying outcomes.

ePFile enables digitization by scanning paper documents and uploading them directly to the SAP SuccessFactors system, automatically linking them to the relevant employee profiles. All documents are securely stored within the SAP cloud system, eliminating data duplication and synchronization issues. Users can also utilize the alert feature of Employee Central to notify them of expired documents that require upload or renewal.

DMS enables digitization by scanning paper documents and uploading them to a secure cloud storage system outside the SAP SuccessFactors system. DMS provides additional features like editing, annotating, and converting scanned documents to different formats. DMS offers more storage space and advanced search capabilities for scanned documents but may introduce data duplication issues.

Conclusion

In this article, we have compared ePFile and traditional DMS as options for employee document management functionality in SAP SuccessFactors, highlighting their pros and cons across various aspects of document management. ePFile is a readily available, integrated, cost-efficient solution that enhances user experience and ensures data security and compliance. On the other hand, DMS offers a more extensive and costly solution that may require more effort and customization to align with an organization’s specific needs and preferences.

The choice between ePFile and DMS depends on factors such as organization size, budget, and document management requirements. If you would like to learn more about ePFile or see a demo of how it works, please reach out to us. We are excited to assist you in your employee document digitisation journey.

About Manu Khetan

Manu, Founder and CEO of Rolling Arrays, a global HR technology leader, brings two decades of expertise to redefine HR practices. Passionate about pioneering HR automation and nurturing talent, Manu advocates for a customer-first and employee-first approach, prioritizing value creation. Beyond the boardroom, he is a dedicated family man, a skilled pianist, and an advocate for empowering the next generation of entrepreneurs. Join Manu on the transformative journey where HR emerges as a dynamic force for positive change in the business world.