DEUTZ AG, a German manufacturer of diesel, gas, hydrogen, and electrified engines headquartered in Cologne, is the oldest engine factory in the world. It has been working with SAP SuccessFactors in HR since 2020. Centric Document Builder is its product of choice for automatic document generation. This solution for generating employment contracts and other documents greatly reduces time and errors. The HR teams at DEUTZ have also been won over by the digital employee file.

DEUTZ uses the old SAP HCM for payroll and time management but otherwise relies entirely on SuccessFactors for HR. The HR processes at the international sites are coordinated from Germany, as are HR projects such as the introduction of Centric Document Builder. “Digitalizing HR processes is a key objective for the entire DEUTZ organization in order to minimize operational costs and sources of error in HR,” explains Merten Klocke, Project Manager HR Digitalization at DEUTZ.

Full integration of digital employee file and SAP SuccessFactors

DEUTZ generates a large part of its business through its national subsidiaries in the USA, Germany, and Spain. Modernizing HR processes in these three legal entities was therefore of particular interest. In the USA, employee files have already been digitized and have been available via Centric Employee File since 2024. “The solution particularly differs from other employee files in terms of how quickly documents are available and how the processes interlock,” says Stefanie Henke, SAP Inhouse Consultant and HR Specialist in the IT department at DEUTZ. “Another key consideration was that Centric’s solution offered deep SAP integration that, in our experience, was less complicated than with other products. We also like the usability and excellent manufacturer support.”

“Digitalizing HR processes is a key objective for the entire DEUTZ organization in order to minimize operational costs and sources of error in HR.”

Merten Klocke, Project Manager HR Digitalization at DEUTZ

Different levels of HR digitalization in every country

Multilingualism and varying levels of the development of the various HR department regarding their digital readiness are the main challenges for introducing these HR tools in Spain and elsewhere. Yet, the potential is huge.

Centric Employee File is set to be introduced in all international locations in the future. A third-party solution is still currently in use in Germany, but this has not prevented the company from already working with Document Builder.

Although some processes still need to be performed manually, such as the physical signing of documents, the financial and time savings have proven enormously helpful. Most HR documents are created using the tool. A Centric consultant was on hand to help create the first document templates. Merten Klocke: “He was always there to help us. We could write to him quickly and get an answer the same day. I’ve rarely experienced such good support during a project.”

Around 20 HR specialists in Germany are using the solution, and they’ve given “very positive feedback,” as Merten Klocke explains.

‍"The introduction of Document Builder was not one of those IT projects where you only see the results months later. The tool immediately demonstrated its practical benefits and was used actively from the start."

Since then, other document types such as request approval letters, salary increase notifications, or other informal correspondence have been created by the various departments themselves; the IT department only needs to intervene to facilitate the creation of new input fields or other technical changes.

“The introduction of Document Builder was not one of those IT projects where you only see the results months later. The tool immediately demonstrated its practical benefits and was actively used right from the start.”

Merten Klocke, Project Manager HR Digitalization at DEUTZ

Country-specific readiness check

Following the rollout in Germany and the USA, further countries are now planned. Stefanie Henke: “Especially when introducing the Document Builder, it is always important to first assess where the HR organization is at, ideally together with a consultant.” Is it at the point where it already has completely standardized documents, as is the case in Germany? Or do they need to be defined first? It is thus a good idea to start with a kind of “readiness check” at the respective HR location, which involves looking at the existing documents, tidying them up, preparing the language, and only then introducing Document Builder.

Centric Solutions are reducing operational costs

As a service department, Human Resources is under constant cost pressure. In view of this, tools like those provided by Centric are key levers for reducing operational expenditure in the individual HR departments. “We’ve seen how much Centric reduces the likelihood of errors, and on the other hand, we have seen a massive reduction in manual effort,” says Merten Klocke.

Take an employment contract, for example – it used to be typed out in Word, taking up to half an hour. Today, it can be created automatically in just a few minutes. As part of cost-cutting measures and strategies, Document Builder is now a central part of DEUTZ's HR strategy. Along with the digital employee file, it will become even more important in the coming years.

HR Shared Service Centers are planned

In the medium term, the Centric tools will then be used in an HR Shared Service Center. As a company with a strong service business, DEUTZ has numerous smaller locations with 40 to 50 employees each in its more than 20 legal entities worldwide. Training employees at each location to use Document Builder makes much less sense for DEUTZ than combining the expertise in a centralized department and making it available to everyone from there.

“Centric Employee File particularly differs from other employee file solutions in terms of how quickly documents are available in the file. Another key consideration was that Centric’s solution offered deep SAP integration that, in our experience, was less complicated than with other products.”

Stefanie Henke, SAP Inhouse Consultant and HR Specialist in the IT department at DEUTZ

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