Transparent and Efficient: Digital HR Processes with SAP Fiori and Processes & Forms
As part of the digitization of HR processes in the SAP system, the City of Biel commissioned us to carry out the “Digital Support Processes ERP” project. We implemented an Employee Self-Service (ESS) using standard SAP Fiori apps and set up the most important personnel changes as end-to-end processes using SAP Processes & Forms. Paper forms and data silos between supervisors, HR administrators, and HR consultants are now a thing of the past.
THE CHALLENGES
The city of Biel has been using SAP since 2001. Today, approximately 800 people work with the system. The transition to SAP S/4HANA required more than just a technical upgrade. Many support processes in human resources were still paper-based and had to be entered into SAP manually – these workflows needed to be thoroughly modernized and automated.
In addition, there were technical requirements that went beyond the standard:
- Multi-step approvals before salary-related data is saved
- An approver finder via organizational management that also accurately maps co-managers and departments
- Different roles (employees, supervisors, HR admins, HR consultants), each with their own access to personnel numbers
- Integration of existing validation and derivation logic from customer extensions without compromising the Clean Core
THE CHALLENGES
The city of Biel has been using SAP since 2001. Today, approximately 800 people work with the system. The transition to SAP S/4HANA required more than just a technical upgrade. Many support processes in human resources were still paper-based and had to be entered into SAP manually – these workflows needed to be thoroughly modernized and automated.
In addition, there were technical requirements that went beyond the standard:
- Multi-step approvals before salary-related data is saved
- An approver finder via organizational management that also accurately maps co-managers and departments
- Different roles (employees, supervisors, HR admins, HR consultants), each with their own access to personnel numbers
- Integration of existing validation and derivation logic from customer extensions without compromising the Clean Core
OUR APPROACH
Together with the city, we evaluated the available solutions and established a clear order of priority: SAP Standard first, followed by SAP Processes & Forms, and custom developments only where neither of those is sufficient.
Employee Self-Service with Standard SAP Apps
Employees access their pay stubs and wage statements directly in the Fiori Launchpad and update their address, bank account information, marital status, and family members themselves. Every relevant change is logged and reported to HR via email once a day to ensure data quality. The apps used include My Forms (F4938), My Profile (F3129), My Addresses (F3004), and My Bank Details (F3112).
HR Processes with SAP Processes & Forms
Managers and HR administrators initiate changes via the “Start Process” app. This includes hires and terminations, changes to salary, employment percentage, and organizational assignment, one-time and monthly allowances, loyalty gifts, unpaid leave, and contract extensions. Employees enter information about their own children, including child allowances.
All processes follow the same workflow: initiator, supervisor, HR consultant. Data is saved in the infotypes only after final approval. The HR consultant can still correct details before saving, and in the event of technical errors, a process can be forwarded to an expert. The system automatically determines the approvers based on Organizational Management.
OUR APPROACH
Together with the city, we evaluated the available solutions and established a clear order of priority: SAP Standard first, followed by SAP Processes & Forms, and custom developments only where neither of those is sufficient.
Employee Self-Service with Standard SAP Apps
Employees access their pay stubs and wage statements directly in the Fiori Launchpad and update their address, bank account information, marital status, and family members themselves. Every relevant change is logged and reported to HR via email once a day to ensure data quality. The apps used include My Forms (F4938), My Profile (F3129), My Addresses (F3004), and My Bank Details (F3112).
HR Processes with SAP Processes & Forms
Managers and HR administrators initiate changes via the “Start Process” app. This includes hires and terminations, changes to salary, employment percentage, and organizational assignment, one-time and monthly allowances, loyalty gifts, unpaid leave, and contract extensions. Employees enter information about their own children, including child allowances.
All processes follow the same workflow: initiator, supervisor, HR consultant. Data is saved in the infotypes only after final approval. The HR consultant can still correct details before saving, and in the event of technical errors, a process can be forwarded to an expert. The system automatically determines the approvers based on Organizational Management.
THE RESULT
Transparent and efficient: Today, personnel changes are handled digitally and traceably, from the initial request through to storage in SAP. HR teams no longer have to transcribe paper forms, and employees update their own personal information. Managers can see the status of a request at any time.
The solution is being expanded gradually: Next up are the continuing education agreement as a process, as well as apps for contract generation and the annual cost-of-living adjustment.
THE RESULT
Transparent and efficient: Today, personnel changes are handled digitally and traceably, from the initial request through to storage in SAP. HR teams no longer have to transcribe paper forms, and employees update their own personal information. Managers can see the status of a request at any time.
The solution is being expanded gradually: Next up are the continuing education agreement as a process, as well as apps for contract generation and the annual cost-of-living adjustment.
ABOUT THE CITY OF BIEL
Biel/Bienne is the economic and cultural center of the Biel-Seeland-Bernese Jura region and Switzerland’s largest bilingual city. Situated at the foot of the Jura Mountains and directly on Lake Biel, the city combines a high quality of life with urban vibrancy. As a world-renowned watchmaking hub and home to global brands, Biel is a driving force for innovation. The city is considered the Swiss capital of bilingualism, where German and French are used on an absolutely equal footing in both everyday life and government administration. The Biel city administration uses SAP for finance, human resources, and logistics.
«Everything went so smoothly – it almost seemed like a given. But that’s not the case: Thanks to everyone’s tremendous dedication, we’ve repeatedly managed to launch new features on schedule.»
Adrian Tschannen, Overall Project Manager, City of Biel
«I’d also like to offer my heartfelt congratulations and thanks – a successful project with a great team!»
Simone Monnier, Director of Human Resources, City of Biel
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