STAEDTLER uses Centric’s PLK and PLX audit and compliance tools as well as its Digital Employee File for payroll processing at all German locations – covering approximately 2,000 active and inactive employees.

The HR department first implemented PLK/PLX back in 2020 as part of the SAP rollout to audit payroll processing and master data. Today, the audit and compliance tools are an integral part of the monthly payroll run and the SAP internal control system (ICS). This gives the HR department an audit-compliant verification system and has ensured from the outset that data quality in the payroll and time management system remains very high.

Centric Delivers Across the Board

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The introduction of a digital employee file had also been on the agenda for a long time. The HR department wanted to eliminate paper files, including hidden files in the branch offices, and facilitate mobile working. In 2025, the project finally got underway with a tendering process. A key requirement was that the solution be cloud-based and easy to integrate with SAP SuccessFactors. STAEDTLER’s IT experts were particularly impressed by Centric’s robust technical architecture – which enables pure cloud-to-cloud integration with SAP.

Another decisive factor was Centric’s comprehensive product portfolio, as STAEDTLER sees the electronic employee file as the cornerstone of further HR digitalization. Andrea Wittmann, Head of Payroll and Project Manager, explains:

“Our goal is to transition all paper-based processes into end-to-end digital workflows. Centric’s modular product suite opens up all kinds of possibilities for us in this regard.”

Centric was also able to offer STAEDTLER the support it wanted in implementing the solution and scanning the paper files, with just one company –  Centric – as the provider and point of contact for the project. Ultimately, a key factor for this medium-sized company was the price-performance ratio of the new filing solution –and in this regard, Centric Employee File was unbeatable in a market comparison.

Expert guidance and effective implementation

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The HR department was able to go live with the Digital Employee File and create new documents in the system just five months after the project kicked off. The file structure was closely aligned with the proven Centric standard to keep customization efforts to a minimum. Templates facilitated speedy implementation. Approximately 1,000 existing files were scanned by service provider Rhenus and migrated into the system after it went live. Andrea Wittmann particularly highlights the effective collaboration within the project team, between STAEDTLER, Centric, the implementation partner friendWorks, Rhenus, and a printing service provider:

“The collaboration went wonderfully. All the project participants worked hand in hand and brought a high degree of professionalism and expertise.”

The in-house team had previously decided that the digital employee file should run on SAP SuccessFactors. STAEDTLER also uses SAP HCM. The leading system is SuccessFactors with EC and Recruiting; payroll and time management are done in HCM. In the strategic decision-making process prior to selection, the project managers found Centric’s consulting services to be very helpful.

GDPR-compliant and efficient

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The benefits of Centric Employee File were immediately apparent. The system ensures GDPR compliant file management thanks to centralized data storage with automated retention and deletion periods. STAEDTLER no longer has hidden files at its locations or additional document storage on drives or in filing cabinets. Document storage is now much simpler and faster. For example, documents such as email attachments can be added to the file without any break in the data chain. The number of printouts has also decreased significantly.

Since all authorized HR staff can access the centrally available documents, the need to search for individual paper files has been eliminated. Users also find the search function helpful, as it quickly answers questions like “Who is authorized to act on behalf of the company?” – without needing to consult and maintain time-consuming and error-prone Excel lists. Andrea Wittmann notes:

“With Centric Employee File, we can make mobile work in HR even easier.”

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Secure and simple

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The audit and compliance tools have also made a real difference to the HR department. The clear procedural integration of checks during the test and payroll runs, as well as automated, audit-proof master data checks, give the responsible individuals a sense of security. The team also highlights the seamless integration with the SAP system: It doesn’t even feel like an add-on. Important information sources such as payroll accounts, time records, or master data can be viewed and modified directly from within the audit.

The HR team finds all Centric’s solutions easy to use and self-explanatory. When questions or issues arise, Centric’s representatives proactively address customer needs. Andrea Witmann sums it up:

“At Centric, you still feel like a valued customer.”

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