Executive to executive. A genuine exchange between leaders navigating scale.

Problem

A large European professional services organization with over 10,000 active and inactive employees, operating internationally, needed to modernize its HR document management landscape.

Employee files were distributed across multiple systems and local repositories, resulting in high manual effort, limited transparency, and increasing compliance pressure. The organization was managing hundreds of thousands of HR documents, with strict requirements for authorization, retention, and data protection.

Key challenges included:

• Fragmented employee document storage across countries
• Manual, document-centric HR processes
• Complex authorization and retention requirements
• Limited integration between HR systems and document management
• Migration of legacy HR documentation into a modern, compliant target structure
• No standardized platform capable of operating at international scale

The objective was to establish a centralized digital employee file solution, deeply integrated into the HR system and capable of supporting large document volumes across multiple countries.

Solution

QPES supported the end-to-end implementation of a Digital Employee File solution based on OpenText Extended ECM integrated with SAP SuccessFactors. The solution was embedded directly into SAP SuccessFactors, allowing HR teams and employees to work with documents within their daily HR workflows.

The platform was designed to operate at enterprise scale, supporting:

• Over 10,000 employee records
• Approximately 350,000 HR documents
• Up to 1 million document pages

Secure Legacy Migration & Intelligent Document Processing

A key part of the program was the structured migration of legacy HR documentation into the new target environment.

To support large-scale document ingestion and system transitions, QPES used a custom-developed application, the Cirro HR Uploader. The solution enabled secure, metadata-driven migration of HR documents from legacy systems into the new storage structure, including:

• Configurable mapping of personnel IDs between legacy and new HR systems
• Document type and metadata transformation aligned with the new personnel file structure
• Application of the updated Records Management model, including retention and disposition rules
• Enforcement of SAP SuccessFactors-based and DMS-native role-based permissions

Migration processes were executed within the customer’s environment, supporting strict data privacy and cyber security requirements.

High migration performance was achieved through parallel processing streams, ensuring timely handling of large document volumes.

Additionally, configurable OCR functionality enabled structured document recognition and controlled versioning of processed documents within the digital personnel file, further increasing document quality and automation.

International Rollout

Following the initial rollout, the solution was successfully deployed across 12 European Union countries, establishing a standardized HR document management platform at continental scale.

The rollout enabled:

• Consistent document structures and governance across countries
• Centralized control with controlled local adaptations
• Reliable operation across different legal and regulatory frameworks

QPES Delivery Model

QPES delivered the program using a cross-functional delivery model designed for large-scale enterprise projects.

The delivery team combined:

• OpenText Extended ECM solution architects and senior consultants
• SAP SuccessFactors integration specialists
• HR document management and compliance experts
• Dedicated project management and PMO support

This setup allowed QPES to manage solution design, implementation, integration, rollout, legacy migration, and operational readiness within a single, coordinated delivery framework.

Technologies & Solutions Used

• OpenText Extended ECM for SAP SuccessFactors
• SAP SuccessFactors (Recruiting, Onboarding, Employee Central)
• DocuSign for digital signatures and automated filing
• Cirro HR Uploader (secure legacy migration & ingestion framework)
• Role-based authorization and identity synchronization
• Document lifecycle, retention, and compliance management
• Configurable OCR-based document processing

Result

The customer transitioned to a centralized, digital HR document platform operating at European enterprise scale.

The solution delivers:

• Secure management of hundreds of thousands of HR documents
• Structured migration and modernization of legacy HR documentation
• Significantly reduced manual HR processing effort
• Improved transparency and audit readiness
• Digitized document signing across countries
• A scalable foundation for future organizational growth

The digital employee file now serves as a core HR document backbone, supporting daily operations across 12 countries and thousands of users.

Executive to executive. A genuine exchange between leaders navigating scale.

Challenges of growth

As we grew, the demand at our back office also increased. To stay efficient and agile, we looked for ways to streamline our document-driven processes – including Invoice-to-Pay (I2P), Procure-to-Pay (P2P), and Order-to-Cash (O2C). This allowed us to reduce manual effort, support our teams, and continuously optimize our operations.

Transformation opportunity 

The transformation project would see more than 1,000 processes redesigned to take advantage of the latest capabilities of SAP S/4HANA. It was the perfect opportunity to reimagine our back-office workflows. 

One hand to shake

We were looking for a single vendor that could cover all our automation needs, including I2P, P2P, and O2C. When we assessed the market, only one company met our requirements: OpenText. 

We’d already enjoyed many years of success with OpenText, using their archiving solution to securely store copies of invoices for regulatory compliance. Our positive experiences with OpenText, combined with the comprehensive solution they offered, gave us full confidence that they were the right partner.

Effective partnership 

We worked side-by-side with OpenText Professional Services throughout the implementation project. Since the OpenText deployment ran alongside our SAP S/4HANA rollout, there were often time pressures. Whenever challenges arose, support from OpenText Professional Services helped us keep both projects moving forward. 

The new solution includes OpenText Core Capture for SAP® Solutions, which leverages continuous machine learning to automatically and accurately extract data from both paper and electronic invoices. OpenText Vendor Invoice Management for SAP Solutions brings this information seamlessly into SAP S/4HANA, and applies intelligent workflows to drive forward the validation, routing, and approval processes. Finally, OpenText Core Archive for SAP Solutions is used to securely retain copies of all records. 

Streamlined processes

Today, OpenText Vendor Invoice Management for SAP Solutions is an integral part of our SAP S/4HANA implementation — and virtually transparent to our end users. Behind the scenes, however, the solution is making a significant impact. 

By leveraging intelligent automation from OpenText, we have eliminated many of the manual tasks that consumed so much time for our back-office team. We’ve even automated the invoice review and approval process, enabling our employees to handle a growing volume of invoices with ease. 
At KRAMSKI, quality is non-negotiable. And by partnering with OpenText, we’re achieving even higher levels of quality and efficiency in our back-office processes.

This collaboration highlights QPES’s proven expertise in delivering OpenText and SAP projects end-to-end, helping enterprise customers achieve measurable results through intelligent automation.

Accelerating HR Modernization

By using the QPES HR-Migration Tools, enterprises can:

• Reduce complexity and risk during HR digital transformation projects
• Accelerate modernization timelines by automating and streamlining migration efforts
• Ensure compliance and continuity, with all employee records retained and auditable
• Deliver instant availability of complete personnel files within SAP SuccessFactors

Demonstrating Maturity as a consulting, reselling. BPO and OEM OpenText Partner

As a trusted Partner, QPES has once again proven its ability to deliver mission-critical, end-to-end OpenText solutions, reinforcing its reputation for quality, reliability, and execution excellence. This successful go-live demonstrates the company’s maturity in handling complex VIM, document management, and SAP integration projects, and its commitment to supporting clients throughout the full project lifecycle.