Digital Employee Files at European Scale
Industry: Professional Services / Engineering & Consulting
QPES is an experienced OpenText partner and authorized reseller with a track record of delivering scalable, secure, and compliant solutions across multiple industries and geographies.
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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
The implementation followed a best-practice-driven approach and was extended with customer-specific capabilities to meet international and regulatory requirements.
Core solution components included:
- Centralized digital employee files across all countries
- Role-based access control synchronized with SAP SuccessFactors
- Standardized document classification, metadata, and retention management
- Automated document workflows, including compliant deletion processes
- Multilingual support for international usage
- DocuSign integration for high-volume, legally binding digital document signing
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.