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e-Business in the chemical, rubber and plastics industrypossibility to merge contracts, digital documents and objects and whole electronicarchives. The solution thus promises to integrate all personnel-related data and actionswithin one record. "Our solution –the Digital Personnel Record– was complemented withadditional functions through the collaboration with Michelin. The customer has dealt withthe topic very intensively, contributing their own inputs and ideas. By implementing therequested additional functions, the needs of the employees in the personnel departmentcould be optimally met. As a result, the solution was soon implemented in all Michelin tyreplants in Germany“, says Mr Klaus Boos from Henrichsen AG, branch manager of theFreiburg office.The new software solution is the core element of the new digital personnel management.The company confirms that the management of extensive data from the personnel sectorhas been greatly facilitated. All documents relating to a particular employee are nowstored in the file and archived in an auditing-proof certified system. The documentmanagement functions have proven their usefulness in practice.Different channels for the data input are possible, for example using standardisedinterfaces (such as payroll) or scanning of paper documents. A high level of comfort forindexing documents was achieved by using an essentially automated index allocation.The searching for documents can be made according to the company’s usual criteria; itwas supported by the illustration of a filing plan. Moreover, Michelin Reifenwerkeestablished a gateway to the accounting department (yearly and monthly billing). Thepersonnel records can be easily accessed using the quick index search or via the filingplan.BenefitsThe introduction of digital personnel records offers the company the followingadvantages:Audit-proof archiving of documents, compliant with the legal obligation to archivedata in a certified ECM systemAdjustable rights management for any specific documentLocation-independent availability of all personnel records, such as contracts,credentials, proof of training, salary increases, warnings, data from payrollaccounting, vacation management, assessments, application documents,remuneration agreements, and retirement claimsComfortable handling of files with integrated viewing and previewing functionsFlexible file structures with a high file recognition factorDocument management adapted to the department (administration, distribution,and forwarding of information)Comfortable scanning of paper documentsIntegrated archiving of e-mails and office documentsLessons learned and conclusionsThis examples illustrates the increasing importance of ICT systems in support functionssuch as administration and human resources management, notably in large enterprises.In this case, Michelin Reifenwerke uses an electronic document management system todigitally process and store personnel records and company pensions for over 6000 activeemployees and 5000 retirees. Files that were previously accessible only from one branchoffice can now be accessed by other personnel departments at different locations when165
e-Business in the chemical, rubber and plastics industryneeded. In larger companies with several establishments, this is a huge advantagecompared to the area of paper-based exchanges. The amount of documents and filesthat have to be posted or faxed between establishments has been substantially reduced;this leads to reduced costs, faster processing of documents, and reduced errors (such asmisplaced files or missing pages as a result of sending documents back and forth). Still,there is a potential for further improvement, and the users of the system continue thinkingabout how the system can be expanded."Meanwhile, there are thoughts about how accounting and the call centre could also profitform this solution. However, there is another challenge that has to be solved first, namelyhow to protect confidential data contained in the personnel records from unauthorisedaccess“, says Ms Haessler.One of the lessons learned is that it is necessary and worth adapting software solutionsto the specific needs of a company. The ICT market rarely has solutions readily availablethat fully match a company's requirements. However, with the right software (orhardware) partners, the "right" solution can normally be developed in cooperation with thecustomer and prospective user. The involvement of the actual users of a software plays avery important role to ensure smooth processes. In this case, the good collaborationbetween the software company and the customer in developing the final product has ledto excellent results.5.5.3 ReferencesThis case study was conducted by Miglena Hoelzer on behalf of the Sectoral e-BusinessWatch. Sources and references used:Interviews with Mr Joachim Schmuck, Michelin Homburg Reifenwerke, in Homburgon 11 March 2008 (face-to-face); Mr Klaus Boos (Henrichsen AG) on 12 March2008 (by telephone); Ms Renate Haessler, Human Resources platform director atthe Michelin Reifenwerke plant in Karlsruhe, on 24 and 28 March 2008 (bytelephone)“Rapport RFID-Technology”, Michelin Reifenwerke Homburg (June 2004)General documentation “Digitale Personalakte” by Henrichsen AG (2007).166
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