Case Study

DIGITAL PERSONNEL FILEAT LUFTHANSADigital Personnel Files in the Cloud to optimise HR processes

COMPANY LUFTHANSA GROUP

• Global presence • Over 100,000 employees

CHALLENGES

• Standardised central HR archive • Migration of files from existing systems • Integration into the HR IT architecture • Future-proof and cost-effective

SOLUTION

Digital Personnel File in the cloud

MODERN CONTROLLED CLOUD SOLUTIONThe business unit Industry Solutions at Lufthansa Systems AG is one of the leading IT Service Companies for the aviation sector and offers the Digital Personnel File to provide a modern controlled cloud solution.

The global company is integrating all its subsidiaries into a single system with the project name “HR Archive for LGBS, the digital personnel file at Lufthansa”.

A professional scanning service will scan approx. 35,000 paper person-nel files for this project which, after processing, will then be sent to the aconso Digital Personnel File and stored in a data center in Frankfurt as audit-proof PDF/A files.

“The digitisation of confidential records is a fundamental requirement for the Group-wi-de HR restructuring. It enables us to carry out remote processing and we can centrali-se and optimise all the HR processes simul-taneously.”

SABINE RÜFFERProject Manager, LGBS

GLOBAL IMPLEMENTATION OF THE DIGITAL PERSONNEL FILE The “HR Archive for Globe” was launched in 2013 and the first scanning took place at the US company Lufthansa SkyChefs, a company with approx. 10,000 employees. Supported by Industry Solutions, one of the Lufthansa Systems business units, a lean and innovative standard solu-tion is now running.

Owing to its multi-client capability and flexibility, the solution incurred no additional development costs to implement individually. This tran-si-tion to digital employee documentation at SkyChefs was completed in just three months. Overall, the files from 16 companies in the Luft-hansa Group are now stored in the “HR Archive for LGBS”.

SECURITY WRIT LARGE• Redundant data storage and physical separation of data• Data transfer between the data center and the user via a secure

HTTPS connection• Sophisticated, organisation-specific authorisation protocol• Secure user identification and authorisation• Additional data protection through the encryption of documents

on the server

BUILT-IN USER-FRIENDLINESS “Our staff will work with a standardised system, although the user inter-face may vary slightly depending on the country, requirements of the relevant legislation and the company practices in the registry structure”, says Sabine Rüffer.

“Functionalities including deletion, addition and searches will be identi-cal. A particularly useful feature is the aconso client drag & drop function to enable the quick and easy transfer of electronic documents to the files.”

LUFTHANSA TAKES THE NEXT STEP TOWARDS DIGITISATIONThe latest module for the HR toolbox at Lufthansa is the digital postman for employees combined with the open-access file. This module enables the HR department to send pay slips and salary statements digitally and efficiently.

“It was also of central importance to us that our sensitive personnel documents are loca-ted at a data centre which complies with European standards and is subject to strict German data protection law.”

MICHAEL BRASSformer HR IT Architect, LGBS

People-Based HR - that is what aconso stands for.

aconso is the inventor of the digital personnel file and market and innovation leader for cloud software in HR document management. Since 2001, the aconso group has been setting new standards for a digital HR department with its vision of fully automating HR processes. We en-able HR to focus more on the company’s most important asset – the employees.

With our People-Based HR approach, we commit to putting the needs of our customers and their employees front and center. aconso enables efficient collaboration between HR staff, em-ployees and managers, thus reducing the administrative burden on the HR department.

aconso has already paved the way for the digital transformation of more than half of the com-panies listed on the German DAX index – over 10% of German employees already use aconso‘s Digital Personnel File. The aconso group helps customers digitize document management, do-cument creation, internal communication and personnel data acquisition procedures, inclu-ding scanning and logistics, thus offering an all-round service from a single source.

Our Solutions:

• Digital Personnel File

• Reference Letter Generator

• HR Document Box

• Document upload

• Proof of information

ABOUT US

CONTACTCLAUDIA KLIMAS

Sales & Partner Management

+49 89 516186-28

contact@aconso.com

aconso AG

Theresienhöhe 2880339 MunichGermanyPhone: +49 89 516186-0

aconso AG

Detmolder Straße 23533605 BielefeldGermanyPhone: +49 521 520568-0

• Employment contract

• Scan service

• SAP SuccessFactors integration

• SuccessComplete