Digital transformation in the area of human resource management

What was the main objective of the “Change IT” program in the area of human resource management?

Our paramount objective was to increase the effectiveness of HR and payroll processes by developing digitized, real-time operational processes. In addition, achieving comfort in terms of compliance with constantly volatile legal requirements, increasing the level of availability of information and documents, and greater support for managers and employees – including the highest possible automation of work schedule planning.

Have you been able to achieve your objectives? How did digitization translate into the operation of Śnieżka in the area of human resource management and support for employees?

First of all, we have increased the effectiveness of HR processes – through standardization, automation and taking care of the user experience. We can boldly say that a completely new quality of employee service has been introduced to Śnieżka. The implementation of digital tools has brought numerous real benefits. One of them is complete shift in the distribution of many HR and payroll information from paper to online. Hence, the entire process is very fast, intuitive and, most importantly, does not generate any additional workload.

This is definitely very convenient. Let’s get down to business – what has the digitization of HR and payroll tools changed?

One of the noticeable changes is the electronic distribution of pay slips or “PIT” forms. Another visible change for everyone is also the fact that we have completely abandoned paper attendance lists. All an employee needs is to clock in and clock out when coming to work and leaving by using the card reader. The system automatically records working time and sends the data to the payroll department. The automation of this process allowed for a very quick calculation of wages, including overtime, and various types of allowances, e.g. for work at weekends.

Has the time tracking system been introduced to all locations where Śnieżka’s employees work?

It is fully operational in all manufacturing facilities, as well as in warehouses and offices in Poland. Over 800 staff use the system. The infrastructure for this change was prepared beforehand. However, we were looking for the right software that would allow us to implement this and a number of other assumptions related to digitization in the area of human resources and payroll.

Has digitization made it easier for employees to manage their leaves?

Yes, as part of the project, we have launched a portal for employees, in which each of them has not only access to the work schedule for a given month and the number of available days off. They can also issue applications for absences or changes in the work mode, e.g. to home office. They are electronically approved by supervisors. Then the system sends a notification to the employee with information about the status of their application. This has radically reduced the number of the applications handled in paper version. We have also integrated a business trip settlement system with SAP.

What are the benefits of integrating the business trip settlement tool?

The improvement consists in the fact that the data supplemented by an employee on a business trip immediately goes to the system, which automatically settles his working time and includes it in his remuneration. The system integration significantly accelerated the process of business trip settlements.

As it was mentioned, it accelerated many processes. Each employee who provides us with an e-mail address, either business or private, can receive all relevant HR and payroll information, including working time settlements or the status of leave applications.

Probably all of this has significantly improved team management?

Certainly! Shortening the time needed to approve applications and obtain information necessary to manage the team noticeably increased the independence of managers. In turn, better availability of information supports the business decision-making process.

The practical dimension of the changes can be especially seen in the planning of shift work. As regards employees whose presence is necessary at certain times, the supervisor is responsible for preparing schedules. The system, however, oversees that the schedule is arranged in accordance with the provisions of the labour code, and also takes into account, for example, previously approved leaves.

What are the benefits for HR and payroll employees after introducing these changes?

We save a lot of time, which we devoted to a number of routine activities related to employee service before the implementation of the SAP software. This refers to supplementing information about leaves in the system, or manually transferring paper work time records to the system so that staff responsible for wages can calculate remuneration.

Such advanced automation allows for very efficient settlement and closing of each month. Currently, we spend about two working days on this, focusing mainly on data verification and checking, for example, the status of the approval of leave applications by individual managers. Prior to the introduction of new IT solutions, the entire process was twice as much time consuming. Following the implementation, we were able to make the work schedule for our administrative employees more flexible.

Has the implementation of the SAP software eliminated the risk of mistakes, e.g. when calculating overtime pay?

We can say that the electronic tracking system displays everything in black and white. Everyone – superiors and we, as human resources and payroll – have real-time access to information about the working hours of each hired person. It is no longer necessary to enter any data manually. This, of course, eliminated the risk of mistakes, but not only that. Supervisors don’t have to manually verify and approve overtime statements. Every month, employees receive electronic pay slips in which all remuneration elements are precisely broken down.

Also, the new system remarkably facilitates the preparation of numerous reports for external institutions, such as the Central Statistical Office.

What was the greatest challenge during the digital transformation in the area of human resources and payroll?

From the IT point of view, the key was the integration and correct import of data from several systems operating at the same time, in which lists of remuneration, working time, etc. were developed. Our objective was to unify them in one IT tool that could be developed in the future. We have fully fulfilled these assumptions.

And as a result…

Simply put, we have definitely improved the level of employee service, as we have boosted the quality and accelerated the processes in our area to a higher level.

What about data security?

From the very beginning of digital transformation, we attached great importance to this issue. The SAP software provides us with data security at the highest level. We monitor the system on an on-going basis and train employees on how to use it.

One of the important security solutions is, for example, the method of logging into the employee portal. According to our policy, access by providing login and password is possible from anywhere. However, two-factor authentication has been introduced for some managers. This primarily refers to those have access to information about other employees.

How is the new HR and payroll system to be developed?

In the system, we plan to provide managers with information that still needs to be handled by human resources department. They will receive reports on relevant information for employees. For example, about the upcoming deadlines for compulsory periodic medical examinations and required training.

We also intend to transfer our new solutions to other companies in the Group, including Hungary.