For SAP SuccessFactors Customers seeking employee document management functionality, ePFile is a ready-to-use solution that enhances SAP SuccessFactors as an addon.聽
The other alternative for SAP SuccessFactors customers is to purchase a comprehensive Document Management System (DMS) that can be connected with SAP SuccessFactors but needs a separate consultant team for installation and upkeep.
In this article, we will use ” MS ” as the placeholder to represent such Document Management Solutions in the market.
So which one is more appropriate for your organisation?
LLet’ssee.
Before we begin
Look at the diagrams below to understand the similarities and critical differences between a Document Management System (DMS) and a DMS Addon (ePFile).
The 1st diagram shows the features of ePFile (DMS Addon), which comprises (1) native extensions of base HRIS (SAP SuccessFactors) and (2) essential features.
The 2nd diagram shows the features of a DMS, which can be split into (1) essential features, (2) duplicate features that overlap with the existing HRIS, e.g. Document workflow, document generation, 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 need a single data source to ensure accuracy and consistency. If they are present in both HRIS and DMS, keeping the output documents in sync and up to date may be challenging. This is where the DMS Addon has an edge, as it leverages these features from HRIS through native integration and avoids duplication.
Comparison focus 1: Integration with SAP SuccessFactors
The level of integration and user experience are key factors to consider when selecting a document management solution for SAP SuccessFactors. ePFile excels in this aspect, as it is a smooth extension of SAP SuccessFactors without extra software installation or upkeep. ePFile uses the same configuration screens and user interface as the Employee Central module, so users can conveniently access and manage their documents within SAP SuccessFactors. ePFile also leverages the single-sign-on (SSO) feature of SAP SuccessFactors to prevent data duplication and ensure data security.
In contrast, DMS provides a broad range of features and functionalities for document management, but it may not be as integrated and seamless as ePFile. Users may have to switch between different systems and interfaces to access and manage their documents, affecting their efficiency and satisfaction.
Comparison focus 2: Cloud deployment
Cloud deployment and storage are other important factors when selecting a document management solution for SAP SuccessFactors. Cloud deployment has many advantages, such as scalability, accessibility, and cost-efficiency, but it also has some challenges, such as data security and compliance. ePFile and DMS have different approaches to cloud deployment that may fit different organisational needs and preferences.
ePFile tracks and manages documents in the SAP cloud system, ensuring data security and compliance. All records are stored within the SAP SuccessFactors system, meaning no data duplication or synchronisation issues exist. Moreover, users can access their documents from any device with an internet connection using the same login credentials as SAP SuccessFactors. ePFile also uses the SAP cloud platform’s features, such as encryption, backup, disaster recovery, and GDPR compliance.
DMS stores documents outside the SAP SuccessFactors system in the cloud. Users may have to log in to a separate system to access their records, affecting their convenience and security. Document Management System also needs additional configuration and upkeep to ensure data security and compliance in the cloud.
Comparison focus 3: Document generation
Document generation is an essential feature of document management solutions, as it allows users to create and edit documents from customised templates that comply with the organisation’s standards and regulations. Both ePFile and DMS enable document generation, but they have different levels of integration and ease of use.
ePFile enhances SAP SuccessFactors for document creation and editing, allowing users to generate customised and compliant documents from templates stored within the SAP SuccessFactors system. Users can access the templates from the same interface and fill in the required fields with automatically populated data from SAP SuccessFactors. Moreover, users can preview, download, print, and email the documents directly from SAP SuccessFactors, which are then automatically available in ePFile.
DMS enables document generation but may not be as integrated as ePFile. Users may have to set up and maintain the data fields from SAP SuccessFactors to the templates, which can be tedious and error-prone. DMS does provide advanced editing tools, document versioning, and workflow automation, but these may need additional configuration and training.
Features like document generation need a single data source to ensure accuracy and consistency. If they are present in both HRIS and DMS, keeping the output documents in sync and up to date may be challenging. This is where the DMS Addon, like ePFile, has an edge, as it leverages these features from HRIS聽 through native integration and avoids duplication.
Comparison focus 4: Document management in SAP SuccessFactors modules
A key point to note when maintaining a comprehensive employee document management repository is that most employee documents are naturally created within your HRIS based on different HR transactions like Offers, Hiring, Transfer, Promotion, Declaration, Appraisal, Learning, Compensation, Termination, etc.
ePFile can manage documents in any SAP SuccessFactors module, as it is an extension of the system that uses 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 the relevant employee permissions configured in SuccessFactors. Users can also configure ePFile with DocuSign to enable electronic signatures and automatic document updates. ePFile also uses the alert feature of Employee Central to inform users of expired documents that need to be uploaded or renewed.
DMS can also manage documents in any SAP SuccessFactors module but may need more effort and customisation. For instance, users may need to export documents in a separate system from SAP SuccessFactors. Users may also need to configure DMS with access control rights and build workflows to ensure document accuracy and security. However, DMS does have some advantages, such as more document types, formats, and templates, as well as advanced document lifecycle management features, such as retention policies, archiving, and disposal.
Comparison focus 5: Document digitisation
Document digitisation transforms paper documents into digital formats that can be stored, accessed, and managed electronically. Document digitisation can help organisations save time, space, and money and improve data quality, security, and compliance. ePFile and DMS offer document digitisation solutions but have different methods and outcomes.
ePFile enables digitisation by scanning paper documents and bulk uploading them directly to the SAP SuccessFactors system, automatically linking them to the relevant employee profile. ePFile ensures that all documents are stored in the SAP cloud system, so there are no data duplication or synchronisation issues. Users can also use Employee Central’s alert feature to inform them of expired documents that need to be uploaded or renewed.
DMS enables digitisation by scanning paper documents and uploading them to a secure cloud storage system outside the SAP SuccessFactors system. Users can also use DMS to edit and annotate scanned documents and convert them to different formats. DMS offers more storage space and advanced search capabilities for scanned documents but may create data duplication issues.
Conclusion
We have contrasted ePFile and DMS as options for employee document management functionality in SAP SuccessFactors and pointed out their pros and cons for different aspects of document management.
ePFile is a ready-to-use employee document management solution that enhances SAP SuccessFactors as an addon. On the other hand, DMS is a comprehensive document management system that can be connected with SAP SuccessFactors but needs a separate consultant team for installation and upkeep.
ePFile offers a smooth, integrated, cost-efficient solution that improves the user experience and ensures data security and compliance. On the other hand, DMS provides a more extensive, advanced, and costly solution that may require more effort and customisation to fit the organisation’s needs and preferences.
Depending on your organisation’s size, budget, and requirements, you may choose the option that best suits your document management goals.
If you want to learn more about ePFile or see a demo of its operation, please contact Rolling Arrays today.聽
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