Cooling technology specialist STULZ is digitizing its HR department at its Hamburg headquarters. By introducing the digital Centric Employee File , it has laid the foundation for modern HR document processes, with Centric Document Builder set to follow. This will enable HR processes to be modernized and automated step by step.
STULZ is one of the world's largest and most successful solution providers in the field of air conditioning for the information and telecommunications industry. The family-owned company is managed by STULZ GmbH in Hamburg, which is also home to the central HR department for the German subsidaries. The HR department works with SAP HCM and is currently preparing to switch to SAP H4S4. For its HR document processes, the Hamburg headquarters wanted to introduce the right digital employee file solution.
THe customer is working with Centric because a user-friendly solution was preferred
When selecting a product, it was therefore important that the software be future-proof and compatible with the various versions of the SAP HR system. Close technical integration with SAP was a basic requirement for STULZ.
With these requirements in mind, the company shortlisted Centric Employee File . However, the decisive factor for the HR experts was the user-friendly operability of Centric products. André Gwiasda, the project manager responsible for introducing the digital employee file, explains:
“Centric Employee File impressed us as a browser solution that is closely integrated with SAP and offers a high level of usability. It is convenient and intuitive to use.”
Strategic digitization with Centric tools
For STULZ, the digital file is a fundamental step towards the comprehensive digitization of document-based HR processes. Along with the file solution, the company has also purchased Centric Document Builder for automated document creation and is introducing it in the second phase of the project. Further steps in the digitization strategy will be the integration of e-signatures and the establishment of self-services for employees, who will then be able to automatically create and print certificates themselves, for example.
Xayambe: Smooth implementation with a Centric Partner company
The introduction of Employee File was supported by Centric partner Xayambe, with whom STULZ also collaborates in other areas. Xayambe handled the implementation and provided training for administrators and users, while Centric is responsible for product support. The inhouse team at STULZ is well versed in the system controls; it can make adjustments to the system itself, and answer questions from HR users. With Centric and Xayambe, administrators also have access to competent partners who can quickly help with special requirements when needed.
Five months from test to going live
The starting point at STULZ was an extensive paper file inventory stored in an archive in the basement. Only the files of active employees were to be scanned and transferred to the system. The Centric Scan2EmployeeFile app played a vital role in enabling the company to scan HR documents, as it enables late scanning with multifunctional devices. After migration, the system solution went live with around 900 digital employee files.
The implementation project took around five months from the test phase to going live. The Centric Cloud system was quick to install, as all Centric products are technically designed for rapid implementation in the SAP environment. The majority of time was spent scanning the file inventory. As the project team had planned sufficient time for this, the file solution was able to go live on schedule.
The HR department's main goal in implementing Centric Employee File was to save paper, time, and trips to the basement archive. André Gwiasda confirms that the project goals have been achieved:
“Filing is much easier and faster with Centric Employee File. Printing and mailing documents is a thing of the past, and trips to the basement archive are now the exception.”
Positive experiences with Centric audit and compliance tools
The STULZ HR department has been using Centric's audit and compliance tools since 2023. The HR experts also chose Centric's audit and compliance tools because of their ease of use.
Today, oversight processes within HR are system-supported, transparent, and audit-proof with automatic documentation. The application of the audit tools is self-explanatory, so that even new employees can be included in the standardized audit process without extensive training.
