CASE STUDY SYSTEMS INTEGRATOR
Capgemini
Netherlands B.V.
Capgemini Netherlands B.V. is part of the Capgemini Group, a global
leader in consulting, technology, outsourcing, and local professional
services with over 95.000 employees in 30 countries.
When the human resources (HR) department at Capgemini Netherlands
B.V. decided to introduce an eHR solution for its 6,400 employees,
the HR manager and the ITICS team realised that they would need
Human Resources
Financials
an enterprise content management (ECM) suite to make electronic
personnel files available via a web-based portal.
As part of the research process for such an ECM solution, HR manager
Ad Seelen and ITICS operations manager Henk Veerbeek contacted the
HR department from Capgemini UK, which is using ImageNow from
Perceptive Software to support centralisation of UK employee-related
HR and payroll content in Scotland . As at Capgemini UK, Capgemini
Netherlands B.V. began offshoring its shared HR and payroll services
to India in 2009, a process that will be completed in 2011.
“During a visit of the HR department in the UK, Perceptive Software,
gave us a powerful demonstration of ImageNow functionality. Our
colleagues were very positive about the product and the support of
Perceptive Software during the implementation as well as the aftersales support.” Veerbeek says.
Another determining factor was ease of use, administration and
expansion. To provide rapid return on investment and long-term value,
an ECM system must be flexible enough for use in multiple areas and
intuitive enough for even the least tech-savvy employee to use. During
this analysis, the user-friendliness of ImageNow stood out.
“A key user is empowered to do a lot more in ImageNow than in the
““Other ECM products required costly,
programmatic interfaces with SAP HR and
Oracle Financials, but Perceptive Software
didn’t need that because of ImageNow’s
seamless integration. That saved time
and reduced our total cost of ownership.”
competing products we looked at,” Veerbeek says. “They can create
new or make changes to existing e-forms and workflows easily without
the need for a development team and this was a big advantage for us.”
A Collaborative Project Management Process
Veerbeek decided that his team needed an ECM vendor that could
tailor its solution to specific project requirements. After a thorough
investigation, Veerbeek concluded that his UK colleagues’
Henk Veerbeek
recommendation was valid – Perceptive Software would best
ITICS Operations Manager
meet the complex project specifications.
Capgemini Netherlands B.V.
“One of the best things about Perceptive Software is that they listen
to their customers, and deliver the type of solutions that are needed,”
Veerbeek says. “Their project management and development teams
are very supportive and responsive, and that has been very important
for our document management and eHR initiative.”
www.pe rc e pti ve softwa re .c om
CASE STUDY SYSTEMS INTEGRATOR
Capgemini
Netherlands B.V.
One of the keys to the success of the eHR
One of the other HR processes that
project at Capgemini Netherlands B.V. was
ImageNow simplifies is employee transfers.
tight integration between the SAP HR and
Staff members regularly transfer between
Oracle Financials systems and the ECM suite.
practices, which traditionally involved posting
This was also a strong point for ImageNow.
a personnel folder to the new location.
Quick Stats
Veerbeek explained the ImageNow advantage.
~~ Number of locations: 6
“Other ECM products required costly,
programmatic interfaces with SAP HR and
“Sometimes an employee’s file would be
Oracle Financials, but Perceptive Software
lost or would arrive incomplete when there
didn’t need that because of ImageNow’s
was a transfer,” he says. “With ImageNow,
seamless integration,” Veerbeek says.
the employee and the HR team at the new
“That saved time and reduced our total
office have instant access to the full file, and
cost of ownership.”
there’s no delay or risk of document loss.”
Secure Access to Personnel Files
from Anywhere
Speeding Financial Processes
Once Capgemini personnel files are scanned,
portal at Capgemini Netherlands B.V.,
new content will be added as needed via
ImageNow will soon deliver new efficiency in
decentralised scanning at the Netherlands
the Financial Shared Service Center (FSSC).
headquarters in Utrecht or at one of
Capgemini Netherlands’ six other offices.
~~ Employees: 6.400
~~ Integration: SAP HR, Oracle Financials
The Challenges
Find an ECM solution that can seamlessly
integrate with SAP HR and Oracle
Financials without programming
Extend personnel folder access to
employees in multiple locations as part of
In addition to helping complete the eHR
Capgemini has several hundred employees
working for customers who deliver signed
an eHR initiative
Identify an ECM suite that can be applied
across HR, financials and numerous other
departments
Eliminate delays for accessing contracts,
time sheets and other key documents
“With ImageNow, any of our 6,400
time sheets to the FSSC because the
The Results
employees can access their complete
customer wants invoices with the signed
Tight integration enables users to retrieve
personnel file from anywhere through our
time sheets attached. Previously, FSCC
secure web portal, and HR managers can
employees wasted time collecting these time
view all the files for their employees,”
sheets, archiving them, attaching time sheets
Veerbeek says. “This provides a great
to invoices and sending them for payment.
amount of convenience, and all users
need is an internet connection.”
With ImageNow, an employee in any
records without leaving their Oracle and
SAP screens
6.400 employees spread across the
Netherlands have anytime access to their
personnel records
ImageNow is easily expanded without
draining internal resources
location will be able to quickly scan a time
Financial and human resources documents
Such convenient access is also a benefit
sheet into ImageNow. Before the end of
to HR team members . When relying on
the month, employees who have not
are just a click away, speeding month-end,
paperwork, reviewing an employee’s
uploaded their time sheets will be reminded
employee transfers and other processes
contract required a file cabinet search.
automatically, and at month-end-closure
The HR employee would then look through
ImageNow will attach the time sheets to
numerous pages. If the contract was not
the appropriate invoices, linking both
there, there was more redundant manual
documents to Oracle Financials records.
effort. ImageNow has transformed this once
time-consuming task.
To increase the positive impact of ImageNow,
Capgemini Netherlands B.V. also plans to
reduces storage needs
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“If an HR team member wants to review a
implement Perceptive Software’s e-forms
contract while working in SAP, they just find
technology. This will enable the company
the employee, clicking the ImageNow button
to eliminate the costs of paper versions, to
on the Windows toolbar and it’s immediately
implement electronic forms workflow and
displayed,” Veerbeek says. “This level of
use forms data to update financial, HR and
Atrium Court
integration is a huge benefit of ImageNow
other systems.
The Ring
Through usability, scalability and a broad
Berkshire RG12 1BW
range of functionality, ImageNow is meeting
United Kingdom
Capgemini Netherlands’ current enterprise
tel
+44 (0) 1344 384800
content management needs and will
fax
+44 (0) 1344 384805
because it means all the documents are
available without leaving the SAP screen.”
continue to do so as the company further
extends the software beyond human
resources and financials.
tf
+1 800 941 7460
tel
+1 913 422 7525
fax
+1 913 422 3820
Bracknell
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trademark of Perceptive Software, Inc. All other product and
company names may be trademarks of their respective owners.
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