Centralized Document Management App, Built for SAP SuccessFactors

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ePFile Highlight

ePFile helps SAP SuccessFactors customers to search, view and add employee documents at one place without replicating documents and permissions outside of SuccessFactors.

Features

Document Storage

Document Retrieval from SAP SuccessFactors

ESS / MSS / HR Admin Service

Shared Workspace

Templates – Document Creation

Mass Import

ePFile vs. Opentext

Employee document management options for SAP SuccessFactors

Features ePFile OpenText
Integration with SAP SuccessFactors Seamless integration with SAP SF as it is an extension specifically built to aid SF users' experience. A full-fledged DMS integrates well with SAP SuccessFactors
Cloud Deployment Track and manages documents in the SAP cloud system. All documents are stored in the cloud outside of SAP SuccessFactors
System Implementation Any SF Partner with EC capabilities can sell and implement - all configuration screens are similar to those in the EC module, so no additional training is required for EC consultants to implement ePFile Dependency on separate OpenText consultant team for implementation
Sales Cycle Shorter as digital personnel files is a requirement that many HR teams need to manage, which means ePFile can be bundled together with SF Longer as there is dependency on separate OpenText team to run sales cycle in parallel with SuccessFactors sales cycle, as OpenText is an enterprise-wide full-fledged DMS solution.
Compliance Yes Yes
Price Lower in cost. Free implementation (as pre-integrated with SAP SuccessFactors). Costly and needs regular updates.
Security Employing Single-sign-on (SSO) of SAP SuccessFactors to avoid duplication Immediate and secure access to crucial HR documents and information
Integration with SAP SuccessFactors Seamless integration with SAP SF as it is an extension specifically built to aid SF users' experience. A full-fledged DMS integrates well with SAP SuccessFactors
Cloud Deployment Track and manages documents in the SAP cloud system. All documents are stored in the cloud outside of SAP SuccessFactors
System Implementation Any SF Partner with EC capabilities can sell and implement - all configuration screens are similar to those in the EC module, so no additional training is required for EC consultants to implement ePFile Dependency on separate OpenText consultant team for implementation
Sales Cycle Shorter as digital personnel files is a requirement that many HR teams need to manage, which means ePFile can be bundled together with SF Longer as there is dependency on separate OpenText team to run sales cycle in parallel with SuccessFactors sales cycle, as OpenText is an enterprise-wide full-fledged DMS solution.
Important Features Comparison
Document Management and Storage ePFile equip with a central repository for employee documents. SuccessFactors users can track, access, and search digital files. To streamline communication, all employee files are centrally stored and accessible in one place. OpenText manages employee documentation by personalising employee communication with SAP-integrated employee data and validating employee data for compliance.
Document Generation ePFile extends SAP SuccessFactors for document creation and editing. Authorised users can quickly approve and reject documents without affecting productivity. Pre-built document templates are embedded for document generation to enhance employee engagement and HR correspondence.
Visibility A comprehensive workforce view. It speeds up finding and accessing documents for employees and managers. 360-degree view of the employees
Maintenance cost No maintenance fees are required. Requisite for regular updates and maintenance.
Cost This solution has the lowest cost as a SuccessFactors extension that manages employee documents without a DMS. OpenText is expensive due to implementation time and the services provided.
Security Single sign-on (SSO) reduces security risks in document replication and access control. Using the SF API to access documents and SuccessFactors' role-based permission securely reduces duplicate records and permission duplication. Centrally defined access privileges for security and privacy regulations. Providing HR and employees with a single login for multiple systems. Role-based permissions govern access to digitised content. The existing security framework ensures SuccessFactors access. Any change in employment status is reflected instantly, preventing document access.
Workspace Collaboration Multiple HR records can be viewed, deleted, added, updated, and searched for in one centralised location. Offer HR Shared Services access from anywhere, allowing employees to efficiently upload, retrieve, and address personnel records.

Screenshots

Simplified employee document management for SAP SuccessFactors

Seamlessly Integrated with SAP SuccessFactors

Folders structure of employee documents – aligned to the company’s design.

Avoid navigating diverse modules for a document. ePFile consolidates documents in a single location and under logical subfolders.

The target search function within a specific employee file allows you to quickly find what you’re looking for.

Selection of users and role-based access to all of their documents.

Allows easy search of all documents in the system for faster access to information.

 Pricing

Tier 1 (1-500 emp.)

USD 2

PEPMCost
Basic setup cost USD 6000

Timeline
4 to 12 weeks

Scope
Standard Configuration
Single Sign-on set up with SAP SuccessFactors
Mobile app set up
Standard reports set up
Training

Tier 2 (501-1000 emp.)

USD 1.5

PEPMCost
Basic setup cost USD 6000

Timeline
4 to 12 weeks

Scope
Standard Configuration
Single Sign-on set up with SAP SuccessFactors
Mobile app set up
Standard reports set up
Training

Tier 3 (1001-5000 emp.)

USD 1.25

PEPMCost
Basic setup cost USD 6000

Timeline
4 to 12 weeks

Scope
Standard Configuration
Single Sign-on set up with SAP SuccessFactors
Mobile app set up
Standard reports set up
Training

Tier 4 (<5000 emp.)

USD 1

PEPMCost
Basic setup cost USD 6000

Timeline
4 to 12 weeks

Scope
Standard Configuration
Single Sign-on set up with SAP SuccessFactors
Mobile app set up
Standard reports set up
Training

Clients

Order Form(To be updated soon)

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Feature Compliance

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ePFile-FAQs

How long does it take to implement ePFile?

Implementation for ePFile typically takes 2-4 weeks as it natively connects to SAP SuccessFactors to
pull document categories and role based permissions.

Are there any prerequisite SuccessFactors modules to implement ePFile?

Because ePFile pulls documents from SuccessFactors modules, as long as customer has a module
implemented and is storing files through that module, ePFile will be able to manage those documents.

Can we mass upload files into the solution?

No, because each employee p-file needs to be tagged to an employee. In addition, there may be
different workflows for each document being uploaded.

How much does implementation typically cost?

As part of our GTM strategy, Rolling Arrays committed to waiving implementation fees for all of our
add-ons.

Who will implement these add-ons for customers outside of Singapore and Malaysia?

As these solutions are built specifically for SuccessFactors and are directly integrated via BTP, EC
consultants should be able to implement. Rolling Arrays will step in to assist in the implementation of
these solutions at no additional cost.

How do the licenses work for ePFile? By active users?

Yes, licenses and pricing are solely per user.

Are you also able to integrate with Work Zone to be surfaced through API on UI Cards ?

We’re working towards this – expect to see this in the near future.

Have you done any implementation of this solution for European customers?

Not yet, however we are more than happy to do so if there is a requirement (:

Are there any prerequisite SuccessFactors modules to implement ePFile?

Since ePFile pulls documents from SuccessFactors modules, as long as customer has a module
implemented and is storing files through that module, ePFile will be able to manage those documents.

Contractually, will add-ons be signed on SAP paper or Rolling Arrays paper?

For now, add-ons are signed on Rolling Arrays paper until it is available on SAP price list. However,
we are very flexible with our contracting.

Is it in the roadmap to make the user experience appear more aligned with SAP SuccessFactors?

Yes. We have updated the UI in the past to fit the previous SuccessFactors UI. Now that there is a
new Reimagined UI, we intend to update to keep up with SuccessFactors, once that rollout is finalized
and stable.

What is the target market or positioning of this product - Mid-Market or Enterprise?

Because ePFile is an extension of SAP SuccessFactors and is priced on a per employee basis, we
find that pricing typically clocks in significantly lower than with other document management tools.
From an SAP angle, both Mid-Market and Enterprise are solid spaces to tap on if a customer meets
the profile above.

Is there a limit to the storage space?

No additional storage is required, since all the documents are stored in SAP SuccessFactors already.

What are the unique selling points of ePFile when compared with OpenText?

ePFile is integrated with SuccessFactors, making it easier to organise all of your organisation
documents stored withing SuccessFactors already. It is also lower in cost when compared to
OpenText. For a more detailed comparison between ePFile and OpenText, please refer here.

For more details related to ePFile email us at epfile@rollingarrays.com