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SpinifexIT uses Strato to give employees 24/7 document access
SpinifexIT uses Strato to give employees 24/7 document access 1024 576 SpinifexIT

SpinifexIT Philippines Senior HR Manager Nico Gasendo talks about how Strato has helped the company streamline its document generation process.

As an HR practitioner for over 10 years, I’ve had the opportunity of working for more than five companies from different industries. While working for them, I discovered that the tools and systems they used varied depending on the industry. 

Throughout my career, I’ve experienced challenges brought about by performing manual processes. I’ve become accustomed to using homegrown systems, locally created tools, and international software systems. Little did I know then the stigma of using a fully automated tool would take a turn for the best.

Using Strato Documents

Now here I am at SpinifexIT, an organization creating smart software solutions that “make complex processes simple.” While being introduced to SpinifexIT’s HCM and payroll products, one particular software caught my attention. It has the capability to simplify document generation and routing, and this made me eager to use it internally as part of the HR tool kit.

I got to learn more about this tool – Strato Documents – and I was so amazed by what it could do! It made me excited to create more documents that we could launch for automation. On the first day of my training session with Strato brainchild, Gregory Tutt, I learned why Strato is a one-of-a-kind product. From what I’ve seen, it is a great tool for solving automation and document storage problems. Using Strato means limited human intervention, superior efficiency and convenience in just a few clicks.

Optimizing the process

Take a Certificate of Employment (COE) request, for instance. For most organizations, the process looks like this:

From here, you can see the gaps almost immediately. But what if I told you that you can get your COE using Strato in just a few seconds? Isn’t that great? Here’s how with one click where everything matters:

It’s definitely a whole new experience with Strato. Not only is it easy to use, but it also maximizes functionalities and respects business limitations. It’s a modern day mail merge tool, but even better tenfold, and way convenient!

What you can do with Strato

Strato can automate the creation and distribution of most employee lifecycle documents. This includes recruitment documents – job offers, contracts, employee movement, talent cards – to exit and off-boarding documents, among others.

You can use Strato to design your templates, change fonts, and assign data sources to your documents. It’s just like creating a normal document template. And for that, you only need three things. First, a data source, in order to trigger the workflow engine. Second, document and email verbiages, to create templates. Third, a workflow, to base the document routing and approval process.

Not only that:

  • Its ecosystem provides a reusable feature that eliminates duplicate templates. It can even convert other types of documents for data assignment.
  • The software has the capability to send follow-up messages on pre-set conditions to guide your actions on a particular work process.
  • Strato has storage that acts as a secure file management system. This is for you to recycle information, use information as sources, and organize files that contain information with a searchable database for quick retrieval.

Looking ahead

Overall, Strato offers a faster, more convenient and optimized way to ensure employees have access to key HCM documents. What more can you ask for?

It’s with Strato I’ve seen the most ideal process of automating document management and communications. This is a process I like to call: optimized document automation. And for any organization, it is a big step forward in business transformation when it uses its tools built for others.

Currently, we’re working on different documents and exploring options to better implement Strato as part of the HR process. This will allow us to better provide HR support across the organization – minus all the paperwork.


Nico Gasendo
SpinifexIT Senior HR Manager

Raven Intel feature 2021
SpinifexIT Featured in Raven Intel Podcast
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As originally posted in Raven Intel

HR operations amidst a pandemic have propelled leaders across the world to think differently about their systems, reporting, and overall system efficiency. Customers who operated in an on-premise model or who used siloed legacy systems have needed to explore digital transformation and cloud software solutions. Despite the availability of accelerators and solutions, organizations still find these projects complex, costly, risky, and time-consuming – that it may take years to fully implement.

This week we had the opportunity to speak with SpinifexIT‘s Co-Founder and Solutions Architect,  Darren Souter, and Mathew Katakis, Chief Operating Officer, about two specific solutions that have been proven to be instrumental in accelerating Employee Central Payroll implementation and migration whilst making this process easier and more accessible for both SAP SuccessFactors customers and system integrators (SIs).

SpinifexIT Darren Souter

Co-Founder and Solutions Architect
SpinifexIT Mathew Katakis

Chief Operating Officer

Cloud Migrations Are Becoming More Crucial

A significant amount of HR leaders are considering moving their HR systems to the cloud, if they haven’t already. Operations and transactions within HR systems are now running “business as usual” as they’ve been adjusted to the new operations in a remote-first world, but HR leaders are realizing that there are still gaps in their software. This realization is where SpinifexIT’s solutions provide support to both new customers and existing SAP customers. And in a time when people are no longer sitting in the same rooms – speed is critical.

SpinifexIT’s customers are those who have invested in SAP SuccessFactors products or are considering an SAP implementation in the future. Many customers who previously implemented SAP SuccessFactors still have gaps, or are looking to optimize the value of their investment of SAP’s products. SpinifexIT’s solutions can be applied to quickly and easily migrate payroll data, execute off-the-shelf reports or build custom ones which aid in payroll reconciliation and data validation,  and address many other real-life customer-specific challenges. 

“For us, it’s about driving ROI for the customer. They have already invested hundreds of thousands or even millions of dollars on the SAP system itself, and now it’s about how much value can we drive from that. Additional value from what they’re already receiving from the investment of SAP itself.”
Mathew Katakis

Customers who are considering moving their HR and Payroll systems to the cloud can highly benefit from using SpinifexIT’s solutions, or by keeping these solutions in mind as they approach their Implementation Partner. SpinifexIT has a large global partner network coverage who can easily help customers implement SAP SuccessFactors and/or Employee Central Payroll. With our key solutions and our Partner’s implementation experience, Customers will benefit from a drastically reduced implementation time and simplified migration process.

“It’s really about taking the power of an existing SAP or SAP SuccessFactors system and helping customers take things to the next level.”
Darren Souter

Easy Migration

Easy Migration is an implementation accelerator that allows SIs partners (change to: that allows Implementation Partners) to help current SAP payroll customers take their current configurations and move them to the cloud–eliminating the need to reimplement payroll from scratch. This integrated solution copies payroll configuration, Payroll and Employee data and helps customers run reports between the legacy system and test system to validate configuration before going live.

This solution is particularly beneficial for customers who have 5, 10, or 15 years of historical payroll data and enables them to move their payroll configuration without losing that data. It also helps them transform their configurations, such as naming conventions, without reimplementing.

Easy Migration can reduce a multi-month long implementation to just days, saving costs for both partners and customers. For example, where it may have taken 1-2 months to convert data from legacy systems for ~5,00 employees, Easy Migration can help the customer complete this step in just 3 days.

Easy Go Live

Easy Go Live helps customers run a quick comparison between their legacy payroll system and new ECP system, transfer data to a new payroll system, migrate production employees, and counter potential errors before they occur. 

“Customers should be considering us upfront when talking and choosing their implementation partners because they want to choose a partner that has solutions to accelerate the implementation. It will be pretty apparent who has these tools and who doesn’t based on the quote and predicted timeline they provide to the customer,” said Souter.

While conducting validations, the customer can verify employee master data inside the new ECP, spot differences and investigate occurrences, and utilize automatic testing features.

“There’s always a risk associated with these types of projects, in terms of missing data and missing configuration,” Katakis said. “So having a technology such as Easy Go Live, it really helps you de-risk the process.”

What SAP Partners Should Know

SAP Implementation Partners can use these products to accelerate implementation timelines and help customers add value to their investment. SpinifexIT’s software products are broad enough to help HR teams close a number of gaps in processes while creating real value for the organization. For example, it’s critical for HR teams to have an operational reporting strategy that reports across all HR systems, not just one.

Additional benefits of using SpinifexIT software is to automate document correspondence and omit the manual work that surrounds Employee Central implementations. Organizations will benefit from massive time, cost, and effort savings while improving their overall employee lifecycle experience through SpinifexIT products.

SpinifexIT’s Approach to the Customer Relationship

SpinifexIT developed their products with customer challenges in mind, and this is also how they approach relationships with customers. The SpinifexIT team works very closely with customers, working to understand their specific needs and applying solutions that will drive long-term value. 

Their team even has the ability to make tweaks to the software to ensure it solves the problem for the customer. Together, this customer-focused approach has allowed SpinifexIT to achieve a 4.8/5 customer satisfaction rating on Raven Intel.

“We are specialists. We specialize in payroll, operational/transactional reporting, etc. That’s our skillset. We don’t try to veer outside of that. All of our consultants are also specialists in this area and I think that’s why we can very quickly understand the problem set a customer exposes to us. From there, we can provide that unique solution that meets their needs, and it’s all software-driven,” Katakis continued.

Approach to consultants

Most of SpinifexIT’s consultants have worked in similar HR environments before, giving them an uncanny ability to relate to customers and their challenges. SpinifexIT also strives to keep its consultants educated and informed on all updates to their software products so they can pass on their expertise to the customer. 

“Our consultants really enjoy working with customers. They really love helping them solve their problems and really taking the time to understand their issues. All of our clients have been in the situation that clients are at one point, so they can relate very quickly to the challenges that they face,” said Katakis.

Approach to software

SpinifexIT prides themselves on their software being easy to use. Their products are built specifically as an extension of SAP SuccessFactor products, and the benefits can be realized almost immediately. Customers can see a solution, buy the solution, and use the product right away. This drives incredible value to the customer because they aren’t investing more time and effort for their problem to get solved – rather, SpinifexIT empowers and enables them to solve their gaps faster, better, and easier.

“SpinifexIT was great to work with, from procurement through to delivery. Their solutions and technical team offered a lot of value to our project and enabled us to streamline data migration, as well as provide additional reporting capabilities to complement the SAP SuccessFactors core HR and payroll solutions that we implemented.” – Customer in the manufacturing industry

About SpinifexIT

SpinifexIT develops smart software solutions for SAP and SAP SuccessFactors that ensure compliance, reporting, and automation for companies. With a collective 350+ years of SAP HR expertise in their team, SpinifexIT has helped customers in over 50 countries use their products to overcome a variety of common challenges within HR software. 

They work in a broad range of countries and industries, and have found that most HR and Payroll departments encounter similar challenges within their internal systems. SpinifexIT set out to develop software that helps these SAP SuccessFactors customers make the most of their investments and create more efficiency within their operating systems. Currently, SpinifexIT solutions have been installed over a thousand times, and are used to support over 5 million employees globally.

With SpinifexIT, Payroll and HR processes that require Reporting, Reconciliation, and Document Generation are optimized to make the complex simple. Payroll and HR staff are empowered to work more productively and creatively while focusing on value-adding activities. With the high-volume administrative actions out of the way, HR teams can focus on driving employee engagement, hiring the right talent, and driving organizational development.

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SpinifexIT has officially joined the Raven Intel network.

Being part of the Raven Intel network as a preferred Solutions Provider helps us reach our potential customers and clients. As an SAP and SAP SuccessFactors application developer and partner, we also see this as an opportunity to provide an avenue for our existing customers and partners to rate our solutions, implementation projects, consulting programs and customer care services.

View our profile at SpinifexIT.com/RavenIntel.

We’ve got solutions to optimize your core HCM, payroll and implementation processes.

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