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The vehicle equipment manufacturer Sortimo has replaced its existing digital personnel file system with Centric Employee File and Centric Payslip Box. The transition went smoothly, and thanks to modern technology in conjunction with SAP SuccessFactors, Sortimo is achieving significant operational cost savings.
The transition went smoothly, and thanks to modern technology in conjunction with SAP SuccessFactors, Sortimo is achieving significant operational cost savings.
Sortimo’s HR department has been using a digital filing solution for years. However, the outdated system was cumbersome and expensive to operate, prompting the need for a modern replacement.
A key requirement for the new solution was tight integration with SAP SuccessFactors and easy control by the HR department. By taking over internal administration, the HR team aimed to reduce the time and cost associated with the inflexible legacy system, which required frequent updates from the software provider..
With these requirements in mind, the project team quickly identified Centric Employee File—according to HR Director Wolfgang Holzmüller, the best-integrated solution for SuccessFactors available on the market. Paired with Centric Payslip Box, which gives employees simple and secure access to their pay statements, the solution met all of the HR team's expectations. A major factor was the business case, which showed a fast ROI for Sortimo. Holzmüller notes: “With Centric, we get a modern and user-friendly solution that will pay for itself—project costs included—within two years.”
With Centric, we get a modern and user-friendly solution that will pay for itself—project costs included—within two years.
Wolfgang Holzmüller, HR Director, Sortimo International GmbH
The business case projected significantly lower running costs compared to the old system. The reduced reliance on external consultants and service providers for system administration and customization greatly contributes to increased efficiency and cost savings.
Employees also benefit from extended document availability. Since the storage period for pay statements and tax certificates in Payslip Box has been extended from 12 to 36 months, the HR team expects a noticeable reduction in requests for older documents.
One of the key tasks in the system transition was the migration of existing documents. Sortimo maintains personnel records for around 1,100 active employees. More than 300,000 digital documents were successfully transferred from the previous cloud system to an internal server and then into the Centric system. The document structure remained largely intact after being modernized and aligned with updated retention policies by the HR team.
Sortimo now uses the Centric Employee File and Payslip Box modules as a fully integrated solution. Thanks to tight integration with Employee Central in SuccessFactors, the implementation was quick and seamless. Key data, such as employee access rights, is automatically transferred from the SAP system and immediately usable in Centric.
HR Director Wolfgang Holzmüller praises the collaboration:
The project management by Centric’s dedicated consultants was excellent.
The company-wide rollout of Payslip Box and the first live distribution of pay statements also went smoothly. Due to time constraints, the team skipped a test phase and launched directly. Employees were informed through internal management training and a company newsletter. To access their documents, all they needed to do was log in with their birthdate and tax ID.
About ten HR professionals and 50 managers use the digital personnel file. Managers only see documents from their respective departments. Tiered access rights allow the HR department to fully comply with GDPR while granting management secure, privacy-compliant access to personnel records. This results in efficient, secure workflows and significantly fewer HR inquiries.
The HR team notes additional everyday benefits:
Integration into SuccessFactors is very convenient. There’s just one point of access, and the interface is easy to use.
Improved reporting and helpful visualizations in charts are also well received.
Expectations for internal control of the system have also been met. With more independence from external consultants, the HR team can now make changes to folder structures and access permissions on its own—saving time and money. Easy and secure access to documents also empowers employees and managers with more self-service options, allowing HR to focus on its core processes.
With the Centric solution, we have significantly lower operating costs and more flexibility in internal customization and administration.
Wolfgang Holzmüller, HR Director, Sortimo International GmbH
Integration into SuccessFactors is very convenient. There’s just one point of access, and the interface is easy to use.
